CAL GYMNASTICS CLUB CONSTITUTION
Preamble
As a member of the Cal Sport Clubs Program, the Cal Gymnastics Club will provide the opportunity for athletes of all levels to participate in the sport of gymnastics at and beyond the intramural level. We will represent Cal in Gymnastics competition with other colleges at all levels of competition, not including NCAA events.
Article I. Name
The name of this organization is the Cal Gymnastics Club. Throughout this document, the term “Club” shall mean the Cal Gymnastics Club.
Article II. Officers
A. Executive Committee
The executive committee shall consist of:
1. President
2. Vice President
3. Treasurer
4. Safety Officer
5. Secretary
6. Fundraising Chair
7. Historian
B. Qualifications of the Officers
1. All officers must be current Cal students.
2. All officers must be active members of the Club in good standing, possessing a desire to improve the Club.
3. All officers must be First Aid and CPR certified by the end of the fall term. (The cost of such certifications will be subsidized by the Club).
4. All officers must attend practice at least one evening per week, (or find a replacement), to welcome new members and introduce them to the Club. Each practice must have one officer present or a designated representative.
5. Officers should keep the Club moving in a direction that allows the Club to remain in good standing with the University.
C. Duties of the Officers
1. President
a. Calling and presiding over all Club meetings and executive meetings
b. Representing the Gymnastics Club at all Sports Club meetings
c. Coordinating, supervising and overseeing all Club activities
d. Regulating the use and control of all Club property
e. Securing a faculty / staff advisor as well as coaches
f. Acting as, or finding, a meet director for all home meets
g. Acting as contact for all teams, as well as prospective new members
h. Organizing and running all exhibitions and events run by the Club
i. Fulfilling or delegating all obligations for vacant officer positions
2. Vice President
a. Assuming the presidential responsibilities in the absence of the president
b. Organizing and scheduling all meets
c. Securing all travel arrangements and submitting all travel requests
d. Securing judges and facilities for home meets
e. Completing various duties assigned by the president
3. Treasurer
a. Collecting Club fees, and/or verifying receipts where appropriate
b. Maintaining the Club’s financial records (The treasurer should have monthly reports about the budget to be presented at the executive committee meetings.)
c. Submitting purchase orders and travel reimbursement requests
d. Obtaining and dispersing Club funds for any Club activity
e. Preparing the Club’s budget and defending it in the spring
f. Completing various duties assigned by the president
4. Safety Officer
a. Obtaining and maintaining certification in First Aid and CPR
b. Obtaining training in handling blood-borne pathogens
c. Obtaining and/or maintaining a First Aid kit
d. Ensuring proper First Aid supplies are available at all Club functions
e. Ensuring all appropriate safety documentation is present at all Club functions
f. Ensuring all Club activities contain First Aid and CPR certified persons present.
g. Completing various duties assigned by the president
5. Secretary
a. Keeping the minutes of all officer meetings and Club meetings (These minutes should be organized and available to all Club members).
b. Organizing the creation and distribution of all publicity, posters, flyers, ads, etc… for the Club and for all Club functions
c. Creating and maintaining a Club roster of both competitive and non-competitive members (This includes phone numbers, emails, etc…)
d. Maintaining and updating the Club’s email listserve
e. Completing various duties assigned by the president
6. Fundraising Chair
a. Organizing all fundraisers
b. Monitoring attendance at fundraisers
c. Researching and obtaining ideas from Club members about fundraisers
d. Helping the treasurer with assigned duties
e. Completing various duties assigned by the president
7. Historian
a. Taking pictures and video at practice and meets
b. Organizing a year-end yearbook for future Club generations
c. Maintaining the Club’s website
d. Developing and maintaining an alumni database
e. Helping the secretary with assigned duties
f. Completing various duties assigned by the president
D. Powers of the Officers
1. The Club officers shall vote to decide all Club financial matters, including, but not limited to the following:
a. Distribution of Club funds for any Club use (except as stipulated in item 3 below)
b. Hiring of all coaches
c. Regulation of semester and summer dues, as well as any visitor fees (as stipulated in item 4 below)
2. All Club expenditures must be approved by a majority of Club officers.
3. All expenditures of $500 or more must be presented to the Club membership for approval under the following stipulations:
a. If the expenditure is a non-emergency Club purchase that is approved by the Club officers, then the president shall be required to hold a Club business meeting to present the purchase to the Club for approval, before any funds for the purchase may be procured.
b. If the expenditure is a competition expense (such as nationals), then the president shall be required to hold a Club business meeting, to present the total competition expense to the Club for approval. The specific details of fund distribution for a competition expense shall be left up to the Club officers.
c. If the expenditure is mandated by either the Sports Club Program or the Golden Bear Gymnastics facility supervisor, then the expenditure must be announced to the Club at least one week prior to the procurement of funds.
d. If the expenditure is a purchase that is subsidized by Club members, (such as leotards, grips, t-shirts, warm-ups, bags, etc…), then, (provided the amount not completely subsidized by Club members is less than $500), no announcement regarding the details of the expenditure need be announced before procurement of funds.
e. In case of an emergency expense that cannot wait for Club approval, the Club officers are granted authority to procure the emergency funds necessary. When such emergency situations occur, the decisions made must be announced to the Club membership within one week of the decision, and justification for the emergency and the decision made must be provided.
4. Any changes in the Club’s dues that are approved by the Club officers must be presented to the Club for approval at a Club business meeting.
5. Any expenditure involving distribution of funds among individual Club members for travel or any other purpose shall be determined by the Club officers, in accordance with any distribution policies previously set forth.
6. The Club president shall determine the dates, times, and agendas of all Club business meetings, under the following stipulations:
a. The president should (if at all possible) announce all Club business meetings at least one week in advance of the meeting date. The announcement must include an initial agenda, and contact information for an officer designated to accept proxy votes.
b. Any changes to the agenda for a business meeting must occur at least 48 hours prior to the meeting time. No vote shall be taken, nor item discussed at any business meeting, that has not been placed on the meeting agenda prior to that time.
c. Any member may vote by proxy by submitting his/her vote in writing (email is acceptable) to a designated officer at least 24 hours prior to the start of the meeting. Proxy votes will be accepted any time before the start of the meeting; but if submitted within 24 hours of the meeting, it is the responsibility of the member to ensure that his/her vote is received by an officer attending the meeting, in time for the vote.
d. All members are encouraged to contact the president to request a call for a business meeting, or to include an item on a currently scheduled business meeting agenda.
e. The president is encouraged to respond appropriately to legitimate member requests for business meetings and business meeting agenda items.
f. Any member who wishes to have the president call a business meeting without the president’s approval may do so by presenting any Club officer with a written meeting agenda bearing the signatures of ten current Club members in good standing, each of whom is aware of the president’s disapproval. The president shall be required to call a business meeting within 2 weeks of receiving such a request.
g. Any member who wishes to add an item to a currently scheduled business meeting’s agenda without the president’s approval may do so by submitting to any Club officer, the agenda item in writing, bearing the signatures of ten current Club members in good standing, each of whom is aware of the president’s disapproval. This request must be presented to the president at least 72 hours prior to the start of the scheduled meeting.
h. In the absence of the president, the duties of presiding over a Club business meeting shall fall to the other officers in their elected order, as dictated in Article III of this document.
Article III. Elections
A. General elections for all officer positions shall be held mid-spring semester.
B. Club members shall be notified two weeks prior to general elections.
C. The officers shall be elected in the following order:
1. President
2. Vice President
3. Treasurer
4. Safety Officer
5. Secretary
6. Fundraising Chair
7. Historian
D. A simple majority of voting members shall determine the new officers.
E. Proxy votes will be accepted for officer elections. (See article II for how proxy votes may be submitted).
F. Two Club members may share any officer position other than president.
G. One Club member can fill two or more officer positions, with the president’s permission.
H. Any duties for vacant officer positions shall be assumed or delegated by the president, until the position can be filled.
I. Elections for vacant officer positions may be held at any Club business meeting at the request of the president. Any officer elected to fulfill a vacant officer position must have the support of the current president.
J. If there is a vacancy in the office of the president, the presidential duties shall fall to subsequent officers based on their elected order as dictated above.
Article IV. Impeachment
A. Initiation of the impeachment process:
Any Club member may present to the executive committee an official request for an officer to be impeached. This request must be written and accompanied by at least ten signatures from current Club members in good standing. An impeachment hearing will commence at the beginning of the next business meeting.
B. Proceedings of the impeachment hearing:
The initiator of the impeachment motion, or an appointed representative, shall have 5 minutes to present the case for impeachment. The officer in question, or an appointed representative shall have then have 5 minutes for defense. Each party will then (following the same order) be granted an additional 2 minutes for rebuttal, and a vote shall be taken immediately following.
C. Requirements for removal from office:
A two-thirds majority vote at an impeachment hearing shall be required to remove an officer from his / her position.
Article V. Amendments
A. Amendments to this constitution may only occur during the fall and spring semesters, while UC Berkeley classes are in session.
B. Any proposed amendments to this constitution must be announced to the Club membership no less than one week prior to a meeting at which they can be ratified.
C. All proposed amendments to the constitution must be presented to the executive committee for approval.
D. Proposed amendments approved by the executive committee will be presented to the Club for ratification.
E. Any proposed amendment not approved by the executive committee may be submitted as an agenda item for the next business meeting under the following stipulations: the request must be in writing, bearing the signatures of ten current Club members (or at least half the current Club members, if the total Club membership is less than 20) in good standing, each of whom is aware of the executive committee’s disapproval.
F. A two-thirds majority of the voting members is necessary to ratify the amendments.
G. An absentee ballot may be presented to the executive committee for an amendment. (See article II for how proxy votes may be submitted).
Article VI. Membership
A. Qualifications for Membership:
Membership is open to all Cal Students, Faculty, Staff, and members of the campus community who carry current membership with the Cal Rec. Club. Participants may be of any level of experience in the sport of gymnastics, from the absolute beginner to former competitors.
B. Each member must sign the Code of Conduct. This states the responsibility of each Club member and the disciplinary action to be reviewed by the executive officers if there is a violation of the code.
C. Participants must be in good standing with the Club, which includes having paid membership fees and dues.
D. Dues:
1. Members are required to pay fees to the Club. These fees are adjusted periodically and are subject to change.
2. Coaches of the Golden Bear Gymnastics Elite Academy, Current members of the NCAA Cal team, and officers of the Club are exempt from paying dues for the duration of their employment, participation on the NCAA team, or duration of term, respectively.