The Miami University Sailing Club Constitution

Article 1:  The Organization

  1. The name of the society shall be “The Miami University Sailing Club.” Hereafter it shall be referred to as “the club” or “the team”.  

  2. The club was founded in the year 1963 and re-founded in the year 1999.  

  3. The purpose of this club shall be the promotion, advancement, and encouragement of sailing for sport and pleasure, with emphasis on good fellowship among its members.  

 

Article 2:  Membership & Eligibility Requirements

  1. The Membership:  Shall be comprised of those who are enrolled as full-time graduate or undergraduate students. Faculty and staff are also eligible for membership. Faculty, staff, and graduate students are prohibited from competition in accordance with the rules of the Intercollegiate Sailing Association.

  2. Dues: At the treasurer’s discretion, dues may be preliminarily set before the Club Sports Funding Committee approves funding for the year, and after the funding is approved, dues may be reassessed higher than the preliminary dues in order to meet the team’s financial obligations. These reassessed dues are the “full dues.” Members who pay dues prior to the treasurer announcing the full dues will not be required to pay the difference, but all those who have not yet paid or worked out a payment plan by the time the full dues are set will be responsible for paying the full dues. Any member whose dues are delinquent is banned from participation in all regattas and all other club activities. Dues will be considered delinquent if the person has failed to pay and has attended three or more club activities after the semester and/or annual dues have been announced by the treasurer. Dues must be paid prior to attending any regatta. Dues must be paid to attend any regatta.

    1. For the 2012-2013 school year, dues are as follows:

      1. Preliminary dues (set August 30th; expired September 20th): $90 per semester or $170 for the entire year

      2. Full dues (set September 20th): $110 per semester or $200 for the entire year

  3. The Miami University Sailing Club does not discriminate on the basis of sex, race, religion, national origin, disability, age, sexual orientation, or veteran status.  

  4. All club members are required annually to sign a liability release form and an emergency contact form before taking part in any club activity.  

  5. The Team Captain is responsible for deciding who goes to each regatta and who is eligible to race.  

  6. There will be no tryouts for general membership of the team.

 

Article 3:  Meetings, Practices, & Events

  1. “Club activities” as referred to in the Constitution will be defined as including, but not limited to, team meetings, practices, social events, and regattas.

  2. Scheduling of meetings, practices, and events will be at the discretion of the Executive Board.  

  3. There will be no attendance policy regarding regular member attendance, but attendance will be considered when deciding regatta eligibility and priority.  

  4. Members of the Executive Board shall not miss more than two meetings in a row without an approved excuse. If a Board member should miss more than two meetings in a row, that member shall lose their right to vote until the Board holds a meeting to determine the commitment of said member and whether or not they shall keep the position held.  

  5. Trophies and awards shall be distributed at the discretion of the Team Captain.

  6. A complete list of events shall be presented to the team at the club meeting immediately following the MSCA midwinter annual meeting.

  7. A signup sheet for each regatta will be sent around by the Team Captain no less than two weeks before each event. Members who are interested in going will sign the sheet. The Team Captain will decide who shall attend the regatta and make it public no less than one week before the regatta. Any member who indicates they are unable to attend the regatta after the list has been made public shall be responsible for finding a suitable replacement. Failure to do so will result in a fine up to the total amount of all fines assessed to the team by the ICSA and any of its constituent parties. It will also result in ineligibility to attend the next regatta. These consequences will be waived if extenuating circumstances are proven to the Captain.

 

Article 4:  The Executive Board

  1. COMMODORE- shall preside at all meetings, enforce the laws and regulations of the club, act as spokesperson for the club, carry out the wills of the Executive Board, and attend all of the Club Sports officer meetings as a voting member. The candidates for commodore must have previously held a board position in order to be eligible.

  2. TEAM CAPTAIN- shall manage and conduct the activities of the racing team, ensure that Miami is represented at all required MCSA meetings, ensure that all officers, team statistics, and boat sales are made known to the MCSA and club members, shall create a practice schedule that ensures fairness in appointing “A” and “B” team skippers, and shall preside at team meetings in the absence of the Commodore. The Team Captain shall appoint a REGATTA CHAIRMAN to plan and coordinate home regattas according to the rules contained in the Black Book of the MCSA. The Regatta Chairperson will procure living areas for visiting sailors, and delegate planning of the social and entertainment activities to the Vice-Commodore.

  3. VICE-COMMODORE- shall be responsible for all fund-raising activities, act as a Swing Officer to facilitate undermanned committees or offices of the club, and shall plan all social functions, including home regatta entertainment activities.

  4. SECRETARY- shall keep the minutes of the meetings, conduct the club’s correspondence, post the minutes and a Calendar of Events to the ListServ, and shall procure gratuity gifts and thank you notes for the advisors, Park Manager, and other members of the community who have assisted the team. The Secretary shall also maintain relations with alumni, and manage the website, publicity, and other forms of public relations.

  5. TREASURER- shall collect dues, keep financial records, handle all funds, pay all debits, and make financial reports at the end of each semester to submit to the review of the Executive Board. The Treasurer and the Commodore shall be jointly responsible for presenting the yearly Budget Request to the Club Sports Office in September. The Treasurer shall also work with the Commodore to allocate tentative budgets to Officers after University appropriations have been posted (approx. October). The Treasurer shall also be responsible for managing all team traveling expenses and the collection of receipts for traveling expenses (gas, oil, and tolls only).  

  6. HEAD SAILING INSTRUCTOR- shall give weekly chalk talks and manage the practices, including arranging transportation to Acton Lake and conducting on-the-water instruction of new members.

  7. EQUIPMENT MANAGER- shall manage and maintain all club property, including the fleet, storage shed, license plates, and trailers, shall make one inspection of the fleet per week during the regular sailing season, submit an inventory report to the Board at the end of the fall season, have a system for members to report breakdowns, and coordinate boat rigging and derigging at the start and end of the sailing season. The Equipment Manager shall petition the Board to purchase any item costing more than $10, notify the Board of damage to any club property, and provide to the Board an estimated cost of repair or replacement.

  8. All board members shall attend and assist with home regattas. Exceptions will be made only for extenuating circumstances approved by the Board.

 

Article 5:  Elections & Impeachment

  1. Annual elections shall be held the last week of the fall semester. A nomination meeting shall precede the election meeting by one week. Two weeks prior to the nominations, the Secretary shall include the Constitution in the meeting minutes.

  2. If, for any reason, the Commodore is unable to fulfill their position, the Captain shall take over the Commodore position, until the board has a chance to meet and vote.

  3. If, for any reason, a member of the Executive Board other than the Commodore cannot fulfill their duty, the Board shall nominate a club member to fill the vacancy. The club shall vote on the nominated person.

  4. In order to vote or run for a board position, one must be a dues-paying member.

 

Article 6:  Financial Management

  1. Our income is typically composed of 40% funding, 40% dues, and 20% fundraising.

 

Article 7:  Affiliations / National Governing Bodies

  1. Governing organizations:

 

Article 8:  Coaches & Advisors

      1. The club chooses not to have a coach, but in order for the club to hire a coach, the motion will be voted on by the Executive Board, and then presented before the club members for a vote. A two-thirds vote will be necessary to advance or pass the motion.

 

Article 9:  Safety & Risk Management

      1. Lifejackets must be worn at all times when on the water and docks.

 

Article 10:  Ratification & Amendments

  1. This Constitution may be amended at regular meetings of the club or at a special meeting called by the Commodore. It must be approved by no less than five of the seven board members before it is enacted.

  2. If the Constitution is amended, an electronic copy shall be sent to all members of the Board, and any web-hosted copies (MUST website, The Hub, the Google Doc, the Facebook group, etc.) shall be updated. If substantial changes are made, it shall also be sent through the ListServ, at the Board’s discretion.

  3. The Executive Board may override the decision of any Officer with a two-thirds vote.

  4. The general membership may override a decision of the Executive Board with a two-thirds vote.

 

Article 11:  Conduct & Discipline

  1. Any activity or action that may be deemed unreasonable or unsafe is hereby prohibited. Violation will be subject to Board review in order to determine a punishment.

  2. Hazing is strictly prohibited, as outlined by University Policy in the Code of Student Conduct – Appendix C, and by state law.

  3. Any team member can recommend that another team member be removed from the team, but the board must have a unanimous vote for an official removal.

  4. Club property is to be used in a manner that maximizes the lifespan. Misuse of club property is subject to disciplinary action at the discretion of the Board. Misuse of club property that necessitates the expenditure of money or excessive effort will be subject to both disciplinary action and a commensurate fine at the discretion of the Board. Misuse includes, among other things, negligence, getting traffic tickets in rented cars, and permitting the use of club property by non-members.