CONSTITUTION OF THE INDIANAPOLIS FENCING CLUB
Statement of Purpose:
In so much as we have chosen the ancient art and modern sport of fencing to be a part of our lives, we form this club. The purpose of the club shall be to provide a venue or ensure that a venue exists where members can participate in recreational fencing and to promote the sport of fencing.
This club is established as a not for profit organization.
The President, the Secretary, and the Treasurer will conduct the operation of the club. The Board of Directors will determine the direction and long term operational decision making for the club. The duties of each position are as enumerated below.
Board of Directors:
The Board of Directors shall meet quarterly to discuss and decide the direction the club will take in all administrative matters. The Board of Directors shall meet in person, via email or by phone at the request of any two members to resolve issues that the members feel are important.
Once a year the Board of Directors will report to the general membership on what actions it has taken and what actions are proposed or anticipated for the future.
All meetings of the Board of Directors are open, and any member may attend. Only the members of the Board will vote on matters to be decided.
Holding the offices of President, Secretary, or Treasurer does not preclude a member from serving on the Board of Directors. Members of the Board of Directors are to listen to club members’ ideas and proposals for the direction they would like to see the club take, and to represent these ideas and proposals to the Board of Directors when decisions on these matters are being made.
The President shall preside at all club meetings and activities as Chairman. In the event that the positions of Secretary or Treasurer become vacant, the President may appoint members to fill these offices until such time as elections can be held to fill the position(s). The President shall act as liaison with other clubs, the United States Fencing Association (USFA), theFederation Internationale l’Escrime (FIE), and the media and public in general.
The Secretary shall record the minutes of club meetings, establish and maintain a roster of club members and students; collect dues and pay bills in the absence of the Treasurer; schedule and announce club meetings and tournaments, and notify the membership of all other tournaments for which schedules can be obtained; and keep the Website current.
The Treasurer shall establish and maintain bank accounts for club funds. To collect dues and pay all bills; file or have filed all necessary forms with the IRS and the Indiana Department of Revenue regarding our Not for Profit status and the filing of Tax Returns.
Powers and Limitations:
The powers of each office extend only so far as this constitution allows in its specific language. While the descriptions of each office are not meant to limit officers in the performance of necessary duties, omission does not imply consent with regard to officers assuming powers not granted in this constitution.
Officers who violate this constitution or its bylaws may be impeached at the discretion of the Board of Directors. Further, officers or other club members who disburse or commit club funds without prior authorization of the Board of Directors will be liable to bear the expense personally.
Board of Directors:
The Board of Directors is to be composed of five (5) adult, non-student members elected from the within the club membership.
Each year no more than two (2) Board of Directors seats shall come up for election. The choice of which seats come up for election and in what order shall be determined by the “short straw” method. In a drawing of straws that reflects the number of Board members, two straws will be shorter than the others. Those members of the Board of Directors drawing these straws willhave their seats come up for election first. The next year, in a drawing that excludes the two seats elected the previous year, the next two seats to come up for election will be determined the same way. In years when the total number of seats is an odd number there may be only one seat up for election.
Special elections may be needed from time to time if a Board of Directors seat must be vacated.
The other elected positions within the club besides membership on the Board of Directors are the three Officer positions. The President, the Secretary, and the Treasurer are to be elected from within the club membership at the same time that Board of Directors members are chosen. Only adult, non-student members may vote in elections.
Timing and Method:
Elections are to be held annually, on or about July 15 of each year. This date comes in the off-season, and is chosen to ensure
continuity of club administration throughout the competitive season.
Election to an office or to the Board of Directors requires a simple majority vote of members at a meeting called for the election of officers.
Removal of an Officer or a Board of Directors member (impeachment) requires a two thirds (2/3) majority vote of members at a meeting called for the purpose of impeachment. Elections of officers and Board of Directors members to replace those impeached or resigning may not occur at the same meeting during which the Officer or Executive Committee member resigns or is impeached. An election must be held no sooner than two (2) weeks after an office is vacated to elect replacements. Members must be informed two (2) weeks in advance of election or impeachment meetings by phone call or electronic mail.
Adult, non-student members who are current in their dues and are willing to assume the responsibilities outlined for the position are eligible to be an Officer or a member of the Board of Directors. Only adult, non-student members who are current in their dues may vote.
Absentee votes are allowed if they are submitted in writing and
signed by the member before the election. Absentee votes are to be
directed to the President or the Secretary. Verbal proxy votes will not
Dues for members of the club are to be paid monthly, annually or semi-annually. Members who are in arrears will be denied access to club facilities and equipment, and may not vote at elections or hold office.
The club shall not establish any rules, regulations, or other requirements that violate Federal, State, or Local law, or the rules and regulations of the USFA or the FIE.
By-Laws will be established as needed to clarify this Constitution, and to create regulations that will assure the proper operation and continuance of the club as an organization. Any member may propose by-laws.
Enactment, revision, or elimination of a bylaw shall require a simple majority vote of the Board of Directors.
Membership in the club shall not be restricted by race, creed, color, or national origin.
In the interest of safety, no person under the age of 14 will be granted membership unless they have the written permission of a parent or legal guardian on file with the club, along with a Release of Liability relieving the club of any responsibility for the safety of the minor.
Membership entitles members to use of the club facilities at all regular weekly practice sessions. Members may use club equipment as available, and receive technical assistance as available.
Tournament fees, travel expenses, personal equipment purchases, and other expenses are the responsibility of each member, and are not covered by the club.
It is the responsibility of each member to promote Fencing as a sport, and the club as an organization.
Members are expected to conduct themselves in a manner that will not discredit Fencing, the club and its membership, theUSFA, or the FIE.
When a member is “on strip” he or she is subject to USFA and FIE rules, and shall act accordingly.
Members are encouraged to support and attend all club activities, meetings, practice sessions, and tournaments.
Amendments to the constitution may be necessary from time to time. The passage of amendments, and the revision or elimination of amendments requires a simple majority vote of voting members of the Board of Directors. Any voting member may propose amendments.
Control of Club Funds and Assets:
It is the mutual responsibility of the President, Secretary, and Treasurer to control club funds and assets, to issue checks, and make payments covering club expenses.
All checks must be signed by the Treasurer or the Secretary.
Receipts must be provided to become part of club records. Receipts of any funds must be recorded and deposited within ten (10) days of the receipt.
Club accounting records must be kept in a manner that conforms to federal, state, and local laws, as well as the regulations of the Internal Revenue Service as they pertain to not-for-profit organizations.
In the event that the club is dissolved in the future, all funds and assets are to be donated to the Indiana Division of the United States Fencing Association.
Release from Liability:
All members are required to sign a Release of Liability when they join the club. This release is a contract between the club and the member in which the member agrees to hold the club faultless in the event of injury or death while participating in any activity sponsored or sanctioned by the club. This release must be provided to each member by the Secretary, and kept as part of the club records by the Secretary.
All members, when joining or remaining part of the club, agree to accept this document as a whole, and further agree to abide by its rules and regulations, the club by-laws and all amendments thereto.