CONSTITUTION TEMPLATE
CONSTITUTION Intramural Advisory Council
Section 1 – Preamble 1.1 All Full Time and Part Time Undergraduate/Graduate students enrolled at the University of Guelph participating in the Intramural segment of the Department of Athletics will hereafter be too referred as the “Membership.” 1.2 The Executive Council & Governing Body for this Membership and shall be known as the Intramural Committee (IAC), hereafter referred to as the “Executive.” 1.3 This constitution shall override any previously existing constitutions by the IAA or IAC Section 2 – Mandate 2.1 To be the official representative of the Membership. 2.2 To foster the affiliation of the Membership with other students, student organizations, faculty, and administrative bodies at the Department of Athletics. 2.3 To generate interest and encourage participation in Intramurals. 2.4 To raise, discuss and act upon issues of concern to the Membership. 2.5 To provide a forum where students can present views, opinions, critiques, and obtain information regarding Intramurals events and policies. 2.6 To choose awards, participate in protests & appeals. 2.7 To defend the rights and interests of the Membership at the Departments of Athletics. Section 3 – Privileges of Membership 3.1 All members have the right to participate and vote at all general meetings. 3.2 All members have the right to act as nominators for any person running for an executive position with the IAC.
3.3 All members have the right to vote in elections, by-elections and referenda. 3.4 All members have the right to run for executive positions. 3.5 All members have the right to participate in events that are run by the IAC provided they meet all legal age requirements Section 4 – Executive Composition 4.1 The ICC Executive shall consist of the Chairperson, Coordinator Representative, Officials Representative(s), Basketball Representative, Volleyball Representative, Ice Hockey Representative, Floor Hockey Representative, Flag Football Representative, Soccer Representative, Dodgeball Representative, Waterpolo Representative, Badminton Representative, Ultimate Frisbee Representative, 3-pitch/Loball Representative, Peer Helper Representative. 4.2 All Executive members are required to belong to the Membership. 4.3 Board members with voting rights: a) Coordinator Representative b) Basketball Representative c) Volleyball Representative d) Ice Hockey Representative e) Floor Hockey Representative f) Flag Football Representative g) Soccer Representative, h) Dodgeball Representative i) Waterpolo Representative j) Badminton Representative k) Ultimate Frisbee Representative l) 3-pitch/Loball Representative m) Two officials Representatives
4.4 Board Members without voting rights: a) Chairperson (except in tie breaking decisions) b) Peer Helper/Note taker
Section 5 - General Duties of the Executive 5.1 To uphold the IAC constitution. 5.2 To represent the opinions and best interest of the Membership at all times. 5.3 All Executive members must attend all Executive meetings, or if unable to attend must inform the Director or Chairperson in advance of the meeting and find a replacement. 5.4 Any Executive member may be removed by a simple majority vote of the Executive if they have three (3) un-accounted absences from meetings in one (1) semester. 5.5 Any Executive that has accumulated two (2) un-accounted absences from meetings in one (1) semester will be issued a written warning by the Chairperson. 5.6 All board members shall hold office until: th
a) End of Term, April 30 ; b) Resignation; c) Impeachment. Section 6 - Powers of the Executive 6.1 To hold referenda 6.2 To impeach any member if necessary. 6.3 To appoint members to various committees. 6.4 To amend the constitution. 6.5 To elect the Chairperson, Coordinator Representative, Officials Representative(s), Basketball Representative, Volleyball Representative, Ice Hockey Representative, Floor Hockey Representative, Flag Football Representative, Soccer Representative, Dodgeball Representative, Waterpolo Representative, Badminton Representative,
Ultimate Frisbee Representative, 3-pitch/loball Representative, Peer Helper Representative. 6.6 To uphold the mandate of the IAC Constitution. Section 7- Meetings of the Executive 7.1 All voting members of the Executive shall have one (1) vote each. 7.2 Any member with a “conflict of interest” shall not partake in any related vote by the Executive. If a member does not declare a conflict of interest, the Executive may vote that one exists with a simple majority. 7.3 The Executive shall meet monthly on such a time as chosen by the Executive during the first week of classes. The Executive shall meet no fewer than four (4) times a semester. 7.4 Meetings of the Executive shall be conducted under rulings of the Chairperson using Robert’s Rules of Order. 7.5 Quorum shall consist 50% + 1 voting members of the filled positions on the Executive. 7.6 Notice for Executive meetings, and the agenda for said meeting, must be given twenty-four (24) hours in advance of the meeting time minimum. Section 8 - Responsibilities of the Executive 8.1 REPRESENTATIVE(S) 8.1.1 Shall be the representative of their individual sport or interest in which they must participate. 8.1.2 Responsible for bringing issues from their specific sports or interest to each Executive meeting. 8.1.3 Responsible for presenting feedback of meetings and any/all resolutions back to their specific sport of interest. 8.2 CHAIRPERSON 8.2.1 The Chairperson shall maintain an unbiased position. 8.2.2 Shall review the agenda for Executive meetings. 8.2.3 Shall introduce points on the agenda. 8.2.4 Shall introduce any speakers.
8.2.5 Shall regulate and mediate the discussion. 8.2.6
Shall conduct Executive meetings in accordance with Robert’s Rules of Order
8.2.7
Shall be responsible for checking and responding to the [email protected] email account
8.3 PEER HELPER REPRESENTATIVE/NOTE TAKER 8.3.1 The peer helper representative shall maintain an unbiased position. 8.3.2 Shall take and distribute, within one week, detailed minutes for all Executive. meetings. 8.3.3 Shall maintain a list of Membership and Executive and attendance at meetings. 8.3.4 Shall take minutes at Executive meetings.
Section 9- Disciplinary Actions 9.1 The Executive may vote to impeach any member. A vote to impeach requires a 4/5 majority of the Executive. 9.2 Notice of a motion to impeach must be served at a meeting of the Executive no less than one (1) week in advance of the meeting at which the action will be voted on. 9.3 If the member under review of the Executive is not present at the meeting where notice of motion is served, the Executive must communicate the nature of the motion against the member in question by e-mail as well as a letter of notification in the member’s mailbox. This notification must be delivered by 12:00pm of the day following the meeting at which notice of motion was served. 9.4 Any member under review has the right to know the specific nature of the complaint being levied against them. 9.5 Any member under review has the right to respond to the complaint levied against them at the meeting in which their performance is discussed. The member may not, however, be in attendance for any vote concerning disciplinary action. Section 10- Appointments
10.1 Interviews will be conducted by prospective applicants in front of the out-going Executive.
Section 11- Amendments to the Constitution 11.1
Amendments to the constitution may be made by any one of: a) a 2/3 majority of the Executive b) a 2/3 majority in a referendum.
11.2 Need at least 50% plus 1 voters to participate in motion. 75% of the vote must be in favor for ammendement to pass. 11.3 To amend the constitution notice of motion must be served at a meeting of the Executive at least one (1) week in advance of the meeting at which the amendment will be voted on. Section 12 - Referenda 12.1 A referendum may be called by the Executive, or by a petition of 5% of the Membership. 12.2 Referenda must be run through the Central Student Association (CSA) in accordance with its rules and regulations. Quorum shall be set at 20% of the membership accordingly. 12.3 A referendum to levy new student fees requires a simple majority of the affected group to pass. 12.4 A referendum to levy additional student fees requires a simple majority of the affected group to pass. Section 13 - Special Powers 13.1 In the case of the absence of the Chairperson and twelve (12) of the seventeen (17) other Executive for more than thirty (30) days, this constitution may be suspended by a meeting of eight (8) or more Executive members. 13.2 In the case of the suspension of the constitution, all Executive will appoint representatives to fill the open positions and subsequently restore the operations of the IAC constitution. Section 14 – General Executive Duties 14.1
To meet biweekly as an Executive council.
14.2
To appoint committee members in time for the Fall Semester.
14.3 To appoint an Executive member to liaise with the appropriate bodies over the Spring/Summer semester.
Section 1 – Preamble 1.1 All Full Time and Part Time Undergraduate/Graduate students enrolled at the University of Guelph participating in the Intramural segment of the Department of Athletics will hereafter be too referred as the “Membership.” 1.2 The Executive Council & Governing Body for this Membership and shall be known as the Intramural Committee (IAC), hereafter referred to as the “Executive.” 1.3 This constitution shall override any previously existing constitutions by the IAA or IAC Section 2 – Mandate 2.1 To be the official representative of the Membership. 2.2 To foster the affiliation of the Membership with other students, student organizations, faculty, and administrative bodies at the Department of Athletics. 2.3 To generate interest and encourage participation in Intramurals. 2.4 To raise, discuss and act upon issues of concern to the Membership. 2.5 To provide a forum where students can present views, opinions, critiques, and obtain information regarding Intramurals events and policies. 2.6 To choose awards, participate in protests & appeals. 2.7 To defend the rights and interests of the Membership at the Departments of Athletics. Section 3 – Privileges of Membership 3.1 All members have the right to participate and vote at all general meetings. 3.2 All members have the right to act as nominators for any person running for an executive position with the IAC.
3.3 All members have the right to vote in elections, by-elections and referenda. 3.4 All members have the right to run for executive positions. 3.5 All members have the right to participate in events that are run by the IAC provided they meet all legal age requirements Section 4 – Executive Composition 4.1 The ICC Executive shall consist of the Chairperson, Coordinator Representative, Officials Representative(s), Basketball Representative, Volleyball Representative, Ice Hockey Representative, Floor Hockey Representative, Flag Football Representative, Soccer Representative, Dodgeball Representative, Waterpolo Representative, Badminton Representative, Ultimate Frisbee Representative, 3-pitch/Loball Representative, Peer Helper Representative. 4.2 All Executive members are required to belong to the Membership. 4.3 Board members with voting rights: a) Coordinator Representative b) Basketball Representative c) Volleyball Representative d) Ice Hockey Representative e) Floor Hockey Representative f) Flag Football Representative g) Soccer Representative, h) Dodgeball Representative i) Waterpolo Representative j) Badminton Representative k) Ultimate Frisbee Representative l) 3-pitch/Loball Representative m) Two officials Representatives
4.4 Board Members without voting rights: a) Chairperson (except in tie breaking decisions) b) Peer Helper/Note taker
Section 5 - General Duties of the Executive 5.1 To uphold the IAC constitution. 5.2 To represent the opinions and best interest of the Membership at all times. 5.3 All Executive members must attend all Executive meetings, or if unable to attend must inform the Director or Chairperson in advance of the meeting and find a replacement. 5.4 Any Executive member may be removed by a simple majority vote of the Executive if they have three (3) un-accounted absences from meetings in one (1) semester. 5.5 Any Executive that has accumulated two (2) un-accounted absences from meetings in one (1) semester will be issued a written warning by the Chairperson. 5.6 All board members shall hold office until: th
a) End of Term, April 30 ; b) Resignation; c) Impeachment. Section 6 - Powers of the Executive 6.1 To hold referenda 6.2 To impeach any member if necessary. 6.3 To appoint members to various committees. 6.4 To amend the constitution. 6.5 To elect the Chairperson, Coordinator Representative, Officials Representative(s), Basketball Representative, Volleyball Representative, Ice Hockey Representative, Floor Hockey Representative, Flag Football Representative, Soccer Representative, Dodgeball Representative, Waterpolo Representative, Badminton Representative,
Ultimate Frisbee Representative, 3-pitch/loball Representative, Peer Helper Representative. 6.6 To uphold the mandate of the IAC Constitution. Section 7- Meetings of the Executive 7.1 All voting members of the Executive shall have one (1) vote each. 7.2 Any member with a “conflict of interest” shall not partake in any related vote by the Executive. If a member does not declare a conflict of interest, the Executive may vote that one exists with a simple majority. 7.3 The Executive shall meet monthly on such a time as chosen by the Executive during the first week of classes. The Executive shall meet no fewer than four (4) times a semester. 7.4 Meetings of the Executive shall be conducted under rulings of the Chairperson using Robert’s Rules of Order. 7.5 Quorum shall consist 50% + 1 voting members of the filled positions on the Executive. 7.6 Notice for Executive meetings, and the agenda for said meeting, must be given twenty-four (24) hours in advance of the meeting time minimum. Section 8 - Responsibilities of the Executive 8.1 REPRESENTATIVE(S) 8.1.1 Shall be the representative of their individual sport or interest in which they must participate. 8.1.2 Responsible for bringing issues from their specific sports or interest to each Executive meeting. 8.1.3 Responsible for presenting feedback of meetings and any/all resolutions back to their specific sport of interest. 8.2 CHAIRPERSON 8.2.1 The Chairperson shall maintain an unbiased position. 8.2.2 Shall review the agenda for Executive meetings. 8.2.3 Shall introduce points on the agenda. 8.2.4 Shall introduce any speakers.
8.2.5 Shall regulate and mediate the discussion. 8.2.6
Shall conduct Executive meetings in accordance with Robert’s Rules of Order
8.2.7
Shall be responsible for checking and responding to the [email protected] email account
8.3 PEER HELPER REPRESENTATIVE/NOTE TAKER 8.3.1 The peer helper representative shall maintain an unbiased position. 8.3.2 Shall take and distribute, within one week, detailed minutes for all Executive. meetings. 8.3.3 Shall maintain a list of Membership and Executive and attendance at meetings. 8.3.4 Shall take minutes at Executive meetings.
Section 9- Disciplinary Actions 9.1 The Executive may vote to impeach any member. A vote to impeach requires a 4/5 majority of the Executive. 9.2 Notice of a motion to impeach must be served at a meeting of the Executive no less than one (1) week in advance of the meeting at which the action will be voted on. 9.3 If the member under review of the Executive is not present at the meeting where notice of motion is served, the Executive must communicate the nature of the motion against the member in question by e-mail as well as a letter of notification in the member’s mailbox. This notification must be delivered by 12:00pm of the day following the meeting at which notice of motion was served. 9.4 Any member under review has the right to know the specific nature of the complaint being levied against them. 9.5 Any member under review has the right to respond to the complaint levied against them at the meeting in which their performance is discussed. The member may not, however, be in attendance for any vote concerning disciplinary action. Section 10- Appointments
10.1 Interviews will be conducted by prospective applicants in front of the out-going Executive.
Section 11- Amendments to the Constitution 11.1
Amendments to the constitution may be made by any one of: a) a 2/3 majority of the Executive b) a 2/3 majority in a referendum.
11.2 Need at least 50% plus 1 voters to participate in motion. 75% of the vote must be in favor for ammendement to pass. 11.3 To amend the constitution notice of motion must be served at a meeting of the Executive at least one (1) week in advance of the meeting at which the amendment will be voted on. Section 12 - Referenda 12.1 A referendum may be called by the Executive, or by a petition of 5% of the Membership. 12.2 Referenda must be run through the Central Student Association (CSA) in accordance with its rules and regulations. Quorum shall be set at 20% of the membership accordingly. 12.3 A referendum to levy new student fees requires a simple majority of the affected group to pass. 12.4 A referendum to levy additional student fees requires a simple majority of the affected group to pass. Section 13 - Special Powers 13.1 In the case of the absence of the Chairperson and twelve (12) of the seventeen (17) other Executive for more than thirty (30) days, this constitution may be suspended by a meeting of eight (8) or more Executive members. 13.2 In the case of the suspension of the constitution, all Executive will appoint representatives to fill the open positions and subsequently restore the operations of the IAC constitution. Section 14 – General Executive Duties 14.1
To meet biweekly as an Executive council.
14.2
To appoint committee members in time for the Fall Semester.
14.3 To appoint an Executive member to liaise with the appropriate bodies over the Spring/Summer semester.
