Constitution

 

TABLE OF CONTENTS    


ARTICLE I: NAME 

SECTION I: NAME

ARTICLE II: PURPOSE 

SECTION I: PURPOSE 

ARTICLE III: AUTHORITY 

SECTION I: OBLIGATION (UMAINE)

SECTION II: OBLIGATION (USFSA)

SECTION III: STATEMENT OF AUTHORITY

SECTION IV: DISSEMINATION OF INFORMATION 

ARTICLE IV: MEMBERSHIP 

SECTION I: NON-DISCRIMINATION

SECTION II: ELIGIBILITY

SECTION III: MEMBERSHIP

SECTION IV: WITHDRAWAL FROM CLUB

ARTICLE V: OFFICERS 

SECTION I: LIST OF OFFICERS

SECTION II: POWERS & DUTIES

SECTION III: ELIGIBILITY

SECTION IV: CODE OF CONDUCT 

ARTICLE VI: SELECTION OF OFFICERS

SECTION I: TIMELINE 

SECTION II: NOMINATIONS

SECTION III: ELECTORAL PROCESS

SECTION IV: IMPEACHMENT

SECTION V: EMERGENCY ELECTIONS

ARTICLE VII: MEETINGS 

SECTION I: MEETINGS 

SECTION II: ATTENDANCE

ARTICLE VIII: ADVISORS

SECTION I: FACULTY ADVISOR(S)

SECTION II: COMMUNITY ADVISOR(S)

ARTICLE IX: EXECUTIVE COMMITTEE 

SECTION I: MEMBERSHIP

SECTION II: MEETINGS

SECTION III: AUTHORITY

SECTION IV: TRANSPARENCY

ARTICLE X: STANDING & AD HOC COMMITTEES

SECTION I: STANDING COMMITTEES

SECTION II: DUTIES OF STANDING COMMITTEES

SECTION III: ESTABLISHMENT OF AD HOC COMMITTEES

SECTION IV: AD HOC COMMITTEES

SECTION V: APPOINTMENT OF COMMITTEE MEMBERS

ARTICLE XI: FINANCES  

SECTION I: DUES

ARTICLE XII: CONDUCT & DISCIPLINE 

SECTION I: ETHICS & CODE OF CONDUCT

SECTION II: ALCOHOL & DRINKING POLICY 

SECTION III: PRACTICE POLICIES

SECTION IV: USAGE OF CLUB & UNIVERSITY PROPERTY

SECTION V: DISCIPLINE 

ARTICLE XIII: COMPETITIONS 

SECTION I: COMPETING

SECTION II: BEHAVIOUR & CONDUCT

SECTION III: SAFETY & EMERGENCY GUIDELINES

ARTICLE XIV: AMENDMENTS 

SECTION I: PROPOSAL & RATIFICATION

ARTICLE XV: COVID

ARTICLE I: NAME  

SECTION I: NAME 

  1. The name of this organization shall be the University of Maine Figure Skating Club, or UMaine Figure Skating.  
  2. The UMaine Figure Skating Club is a member of the United Skates Figure Skating Association.

 

ARTICLE II: PURPOSE

SECTION I: PURPOSE

  1. The purpose of the University of Maine Figure Skating Club is to make the sport of figure skating more accessible and enjoyable to the University of Maine and the surrounding community. We aim to encourage enjoyment and involvement in figure skating for beginning and advanced skaters in all disciplines. Our focus is on personal advancement in the sport and providing individual support for people to progress at their own pace. We will provide Club members with adequate skating time to pursue their skating goals. The University of Maine Figure Skating Club follows the general policies and objectives of the University of Maine, as well as the U.S. Figure Skating Association.

 

ARTICLE III: AUTHORITY 

SECTION I: RECOGNITION OF OBLIGATION (UNIVERSITY OF MAINE) 

  1. This organization is a recognized student organization at the University of Maine and adheres to all rules and obligations of the University of Maine Student Government.  This includes, but is not limited to, the completion and submission of an update form to Student Government each year or within two (2) weeks of an officer change.

 

SECTION II: RECOGNITION OF OBLIGATION (U.S FIGURE SKATING) 

  1. This organization is affiliated with the U.S Figure Skating Association and adheres to the codes, rules and ethics as outlined in the U.S Figure Skating Assosiaction’s Intercollegiate Handbook, provided the rules do not contradict anything in either the UMaine Figure Skating Club’s Bylaws or anything dictated by the University of Maine. 
    1. The version currently linked above is the 2020 -2021 rulebook and shall be updated as needed. 

 

SECTION III: STATEMENT OF AUTHORITY OF THE RULING BODY

  1. This organization may establish Standing Rules to govern administrative and procedural matters (such as time and location of meetings, etc.).  Standing Rules shall not conflict with these bylaws. Standing Rules may be adopted, amended, or temporarily suspended by a majority vote present at an organization meeting where a quorum is present (advance notice is not required).
    1. A quorum shall be at least 75% of the Executive Board and 50% of all voting members of the Club. 

 

SECTION IV: DISSEMINATION OF INFORMATION OF THE RULING BODY

  1. The rules listed herein and on the University of Maine Figure Skating Club website, as well as the University of Maine’s Code of Conduct, shall be the parliamentary authority for this organization and shall govern in all cases to which they are applicable and in which they are not inconsistent with these bylaws and any special rules of order the organization may adopt.
  2. All members of the Club shall be informed of the Bylaws at the first meeting of the year. Members shall be given a chance to look over a physical copy of the Bylaws & Constitution at the first meeting of the year and at any meeting after that upon request.
  3. All members shall be informed of the location of the Constitution & Bylaws on the Club website and shall be given a link to the Bylaws in the email about the first official Club meeting of the year, the informational meeting. This email should also include a PDF copy of the Bylaws. 

 

ARTICLE IV: MEMBERSHIP 

SECTION I: NON-DISCRIMINATION 

  1. The University of Maine Figure Skating Club is committed to the policy that the University of Maine does not discriminate on the grounds of race, color, religion, sex, sexual orientation, including transgender status and gender expression, national origin, citizenship status, age, disability, genetic information or veteran status in employment, education, and all other programs and activities. The University of Maine Figure Skating Club agrees to all University of Maine equal opportunity and affirmative action policies.
  2. The University of Maine Figure Skating Club recognizes that figure skating is a very active sport that presents the possibility of physical harm to even the most seasoned skaters. All Club members who participate in Club activities must agree to and sign an “Assumption of Risk” form, thus clearing the University of Maine Figure Skating Club and the University of Maine from any liability to the club member’s health.

 

SECTION II: ELIGIBILITY

  1. Eligibility for membership or appointed or elected student officer positions may not be limited on the basis of race, religion, national origin, ethnicity, color, age, gender, marital status, citizenship, sexual orientation, or disability. The organization shall have no rules or policies that discriminate on the basis of race, religion, national origin, ethnicity, color, age, gender, marital status, citizenship, sexual orientation, or disability.
  2. The University of Maine Figure Skating Club is open to all members of the UMaine community. All recognized student members of the University of Maine Figure Skating Club must maintain a minimum of a 2.0 cumulative GPA. 
  3. In order for members of the University of Maine Figure Skating Club to be eligible to participate in any activities with the Club, members must fill out all University of Maine mandated paperwork from Campus Recreation.
    1. This includes but is not limited to an Assumption of Risk Form, IMLeagues and a concussion test administered by someone affiliated with the University of Maine at least once every two years.

 

SECTION III: MEMBERSHIP 

  1. Full membership to the University of Maine Figure Skating Club is defined as a member who attends at least 60% of all meetings of Club, has filled out all paperwork associated with Club, is in good standing with the University of Maine and has paid dues. 
    1. Members who have not paid dues, filled out IMLeagues and gotten a concussion test are not to be allowed to participate in any Club activities after the third on ice practice of the semester until all outstanding dues are paid and all paperwork has been submitted. 
      1. Due to COVID-19, until further notice all members must be registered in IMLeagues before they can join a practice. 
    2. Full members are allowed to vote in elections and meetings and are allowed to compete with the Club. 
    3. All competing members of the Club are responsible for their own USFSA membership. This includes paying any and all fees associated with such a membership. 
  2. Alumni members of the University of Maine Figure Skating Club are members who have graduated and left the University of Maine. These members are always welcome within the University of Maine Figure Skating Club. 
    1. The University of Maine Figure Skating Club will hold a minimum of one Alumni event every year. All Alumni are welcome to attend these events. 

 

SECTION IV: WITHDRAWAL FROM CLUB

  1. A member of the Club may formally withdraw membership at any time for any reason.
  2. The member withdrawing must present the Executive Board with a written document of their intent to withdraw from the Club. This document must be signed and dated for Club records. 
  3. If a member of Club withdraws within five (5) full business days of paying dues, they will be refunded the full value of their dues.  Withdrawal from the Club more than five (5) full business days after the payment of dues may result in a full or partial refund at the Executive Board’s discretion. 

 

ARTICLE V: OFFICERS 

SECTION I: LIST OF OFFICERS 

  1. The officers of the University of Maine Figure Skating Club shall be the President, the Vice-President, the Treasurer, the Secretary, the Publicist (or Publicity Chair), and the Volunteer Chair.
  2. New positions may be created by a unanimous vote by the Executive Board and the approval of 60% of all voting members of the club.

 

SECTION II: POWERS  & DUTIES OF OFFICERS 

  1. The President shall serve as the chief executive officer of the UMaine Figure Skating Club, shall preside at all meetings of the organization and shall prepare the agenda for meetings.  The President must be an undergraduate student.  The President shall be the official spokesperson of the organization, representing the policies, views, and opinions of the organization in its relations with the campus and community at large.  The President shall appoint all committees and committee chairs. The duties of the President include but are not limited to the following. 
    1. The President will provide overall leadership for both the Executive Board and the University of Maine Figure Skating Club. 
    2. The President will coordinate all Club activities with the Executive Board.
    3. The President will establish clear long and short term goals for the Club.
    4. The President will preside over all meetings of the Executive Board and of the Club as a whole.
    5. The President will request funding for the Figure Skating Club from the Student Government and Campus Recreation.
    6. The President will schedule ice time through the Office of Athletic Facilities.
    7. The President will liaise with the Sports Club Director (Dale Russell).
    8. The President will represent the Club in Sports Club Council meetings. 
    9. The President will work with University of Maine approved vendors to provide apparel for the Club.
    10. The President will maintain and update the Club calendar.
    11. The President will be partly responsible for overseeing the use of the debit card issued in the Club’s name. 
    12. The President is responsible for the care and keeping of the President’s Box.

  

  1. The Vice President shall preside at organization meetings in the absence of the President. The Vice President shall perform all legal duties assigned by the President. The Vice President, with approval from the rest of the Executive Board, shall assume the office of President if the office becomes vacant. The duties of the Vice-President include but are not limited to the following. 
    1. The Vice-President will provide supportive leadership and guidance to the UMaine Figure Skating Club.
    2. The Vice-President will help coordinate Club activities with approval from the Executive Board.
    3. The Vice-President will help the President establish clear long and short term goals for the Figure Skating Club. 
    4. The Vice-President will work with the Treasurer in order to properly fundraise for and responsibly plan Club events.
    5. The Vice-President will work with outside businesses in order to fundraise for the Club.
    6. The Vice-President will work with the Publicist to make the UMaine Figure Skating Club known to the University of Maine and the surrounding community in a positive light.
    7. The Vice-President will represent the Club in Sports Club Council meetings when the President is unable to attend.
    8. The Vice-President will help to maintain the Club calendar and plan Executive events.
      1. These include, but are not limited to Executive Board meetings and the Alumni Breakfast.
    9. The Vice-President will be the UMaine Figure Skating Club’s liaison with the U.S Figure Skating association and ensure that the Club will retain proper membership and recognition with the U.S Figure Skating Association.
    10. The Vice-President is responsible for the care and keeping of the Vice-President’s Box. 

 

  1. The Treasurer shall handle all financial affairs and budgeting of the organization, maintain all necessary accounting records, and prepare monthly financial reports for the membership. The Treasurer must be an undergraduate student. Said records shall be maintained in accordance with generally accepted accounting principles. The Treasurer shall collect and deposit all dues and fees. The Treasurer shall maintain bank accounts in the organization’s name, requiring signatures of both the Treasurer and President for authorized disbursements. The duties of the Treasurer include but are not limited to the following. 

 

  1. The Treasurer will be responsible for managing Club budgets and spending and all money related aspects of the Club.
  2. The Treasurer will be responsible for conducting bank transactions such as withdrawals and deposits in a timely manner.
  3. The Treasurer will be partially responsible for the debit card issued in the Club’s  name.

 

  1. The Secretary shall take minutes at all meetings of the organization, keep these on file, and submit required copies to all organization members. The Secretary shall be responsible for all organization correspondence and shall keep copies thereof on file. The Secretary shall maintain membership records for the organization. The duties of the Secretary include but are not limited to the following. 
    1. The Secretary will be responsible for taking and maintaining meeting minutes to help officers and members keep track of their duties to the Club on a week-to-week basis.
    2. The Secretary will be responsible for all snacks and food during meetings. The budget provided by the club yearly is $100. 
    3. The Secretary will keep track of attendance for Executive meetings, practices and other Club events.

 

  1. The Publicist, or Publicity Chair, shall be responsible for the publishing information about the UMaine Figure Skating Club. The Publicist will be responsible for managing all social media accounts connected with the Club. The Publicist shall also be responsible for all advertisements related to the Club. The duties of the Publicist include but are not limited to the following. 
    1. The Publicist will work with the Executive Board and the Vice-President to help plan fundraisers.
    2. The Publicist will plan any and all advertisements for Club events.
    3. The Publicist will follow through with the creation and design for all advertisements for Club hosted events in a timely manner.
    4. The Publicist will manage and regularly update all social media accounts and the website.
      1. The Club has a Twitter, a Facebook, an Instagram, a YouTube, TikTok, and a Snapchat.

 

  1. The Volunteer Chair shall be responsible for any and all events related to community service. The Volunteer Chair will plan volunteering events for the Club. The duties of the Volunteer Chair include but are not limited to the following. 
    1. The Volunteer Chair will be responsible for the planning and execution of all community service related events.
    2. The Volunteer Chair will be responsible for keeping track of the volunteering done by the UMaine Figure Skating Club.
    3. The Volunteer Chair is responsible for making sure the Club meets the mandatory volunteer requirements.
    4. The Volunteer Chair must do a minimum of one volunteer hour per semester. 
    5. The Volunteer Chair will make sure that all of the volunteering hours are recorded and handed in to the Sports Club Coordinator (Dale Russell).

 

SECTION III: ELIGIBILITY 

  1. Any position on the Executive Board can be held by a member of the UMaine Figure Skating Club who is in good standing with the University of Maine, with the exception of the Presidency. 
    1. In order to be nominated for and hold the position of President, a member must have been an active member on the Executive Board for the year prior to the election. 
    2. The requirements for the office of President may be waived if there are no candidates who fill the requirement. 

 

SECTION IV: CODE OF CONDUCT 

  1. All members of the Executive Board and all Officers of Club shall conduct themselves in a manner befitting their representation of the club at all times. This includes when not wearing club apparel or participating in club events. We are representatives of both Figure Skating and the University.
  2. Members of the Executive Board shall have appropriate personal social media at ALL times. Any account on any platform which is able to be viewed by other people and includes your name or image, whether it is private or not, will fall under the purview of this rule. Platforms include but are not limited to: Facebook, Instagram, TikTok, Snapchat, Twitter, Tinder, Grinder, Linkedin, Vine, and YouTube.
  3. All members of the Executive Board shall not engage in any illicit activities. This includes but is not limited to:
    1. Avoid all mentions of drinking (if under the age of 21), or of drinking in excess or frequently (if over the age of 21). 
    2. Posts shall contain no derogatory or profane language. This means no swearing, cursing or discriminatory language, or any other type of derogatory actions or deeds. 
    3. No illegal activities. At all. Ever. 
    4. This rule applies to accounts where you may appear but you do not own. In the case of inappropriate posts including a member of the Executive Board, the account who owns the post will be asked to remove the post and the Executive member shall receive minimal sanctions. 
  4. If found to have violated these rules, the Executive Member will be asked to remove the offending parts of their social media. If this happens three (3) or more times, the Executive Member will be asked to step down, effective immediately.
    1. If the Executive Member in question refuses to step down or continues to violate the rules of conduct, they will be subject to expulsion from the Club at the discretion of the Executive Board. 
  5. Members of the Executive Board shall dress appropriately in public at all times. 
    1. Appropriate clothing does not include clothing which has discriminatory, offensive or otherwise profane words or images. 
    2. All shirts must cover the breast area. This rule applies to every member of the club, some form of shirt must be worn at all times. 
    3. No indecent exposure. 
  6. Executive Board members shall notify the President if a conflict of interest arises. 
    1. A conflict of interest is any time when the interests of an Executive Member are influenced strongly by something outside of Club, or when the activities of Club compromise a person’s own self interest. 

 

ARTICLE VI: SELECTION OF OFFICERS

SECTION I: TIMELINE

  1. Officers of the UMaine Figure Skating Club are elected annually.  Elections are held at the end of each spring semester and shall take place at a regularly scheduled meeting of the organization at which a quorum is present. At least one (1) week’s notice shall be provided for any meeting at which an election is to be held.
  2. Regular elections shall be held no less than two (2) weeks before finals week, unless there are extenuating circumstances.
  3. In the event of a sudden opening of an officer position, emergency elections will be held according to the guidelines listed in Article VI: Section V. 

 

SECTION II: NOMINATIONS 

  1. Nominations for officers can be made at any time after the announcement of elections. Members can nominate themselves for an office. Candidates will make a verbal bid at the meeting before elections or at the meeting where elections are to be held.
  2. All candidates will submit written bids for the position they wish to run for. 
    1. The guidelines for bids shall be made known to Club no less than ten (10) full business days before the election is to be held.
      1. This requirement may be waived for emergency elections. 
    2. Bids shall close no later than two (2) full business days before the election, except for in extenuating circumstances.
      1. An exception may be made if there have been no bids for a position or in case of emergency elections. In these cases, bids will close no later than 5 pm on the day of the election. 

 

SECTION III: ELECTORAL PROCESS 

  1. The officers shall be elected in this order: President, Vice-President, Treasurer, Secretary, Publicity Chair, Volunteer Chair by majority vote.
  2. Elections will be held by write-in anonymous ballot.
    1. Elections may be held over the internet in extenuating circumstances.
    2. All current members of Club may vote if they have participated in at least half of all Club meetings the semester of elections. This is an exception to Article IV, Section III.1. 
  3. The Executive Board will receive all ballots and privately count and record election results.
    1. Any member of the Executive Board who is not running for a position may count the ballots. If there is no such member, the President at the time of elections shall count the votes under supervision of at least one (1) other member of the Executive Board. 
  4. An Executive Board member may only hold one (1) position at any given point in time. 
    1. An exception may be made only in times of emergency and must be approved by the Executive Board at the time of elections.
    2. If a candidate wins the popular vote for more than one (1) position they shall choose the position they would like to hold.
    3. If there are no runners up, the Executive Board reserves the right to nominate a candidate to fill the position. The members of Club have the right to veto the candidate with a ¾ vote of all Club members present. 
      1. A minimum of 60% of all voting members of Club must be present.
    4. In the event of a tie, the Executive Board reserves the right to either choose the winner via a simple majority or to call for a second vote. 
  5. When election results are finalized, the current President will announce the results to the Club. 
    1. The results shall be announced no later than two (2) full business days after the election.
    2. The results shall be posted to a public platform and should be sent in an email to all known members of the Club.
    3. The official results will be written down on the End of Year Report and turned into the Sports Club Council and the Club Advisor, Dale Russell.
  6. If any member of the Club has a legitimate reason to believe that the votes may have been miscounted, they may call for a recount. This may only happen if there are less than three (3) votes between the winner and the runner-up of the position in question. 
    1. The call for a recount must be submitted to the Executive Board in writing within 24 hours of the annunciation of the results.
    2. Recounts may only be called for one (1) position at a time. 
    3. The recount must be completed within three (3) business days of the call for the recount.  
  7. If a newly elected Executive Board member doesn’t contact or respond to contact from any member of the Executive Board within five (5) full business days of the results being announced, barring extenuating circumstances, that newly elected Executive Board member forfeits all rights to any elected position for the next election cycle. 
    1. Extenuating circumstances shall be defined by a collective meeting of the newly elected and current Executive Board members by a ⅔ vote of all members present in favor of leniency. 
    2. If found to be extenuating circumstances, the Executive member in question shall retain their position but shall be on probation for a period of no shorter than two (2) weeks and no longer than two (2) months. 
      1. If the member in question fails to perform adequately during their probation, they will forfeit all rights to any elected position for the next election cycle.  
    3. If the position is forfeit, an emergency election will be held at the next meeting of the Club.
  8. There shall be a meeting before the start of the new school year with as many members from both the new and old Executive Boards as possible.
    1. This meeting will mark the official passing of authority from one Board to the other.
    2. All Club files and property, such as the President’s box, will be given to the newly elected Board members as soon as possible after they assume office. 
    3. This meeting will cover all expectations from the new members of the Executive Board and will be a time for newly elected members to receive advice from their counterparts. 
    4. All passwords shall be updated within five (5) full business days of this meeting and the new passwords will be marked appropriately in the umfigureskating@gmail.com GoogleDrive. 
  9. Officers shall assume office no earlier than May 1st and no later August 1st. Officers shall serve for one (1) academic year, unless re-elected or elected for another position.

 

SECTION IV: IMPEACHMENT 

  1. Impeachment can happen to any member of the Executive Board at any time.
  2. If at any time Club or Executive Board members feel that the President or any other Executive Board member is incapable of acting as a proper representative, or that the member in question is failing to complete the duties of their elected position, the process of impeachment should be brought up to the Executive Board. 
    1. There need not be any warning or action taken prior to the impeachment process. 
    2. The member in question need not be present, although they must be informed of the Executive meeting at least 48 hours in advance.
  3. Upon ⅔  vote in favour of the Executive Board member in question’s impeachment, the motion to impeach shall pass.
    1. The Executive Board member in question shall not be counted in the ¾ vote. 
    2. The vote shall be based on only those members present at the time of the impeachment. 
    3. At least three (3) members of the Executive Board shall be present in order for the vote to take place. 
    4. If the motion passes, the impeached Executive Board member shall no longer hold any office in the club for a minimum of one (1) academic year after the year they are impeached. 
      1. An impeached member must wait a minimum of two (2) full academic years before holding the position they were impeached from. 
      2. A member of the Executive Board who has been impeached shall not be eligible to be President unless otherwise indicated by the Executive Board at the time of their impeachment. 
    5. If the motion to impeach fails, the Executive Board member shall retain their position but shall be on probation for a period no shorter than two (2) weeks and no longer than two (2) months. 
      1. If the Executive Board member fails to perform their duties, they may be removed from their position by a ⅔ vote of present Executive Board members at any time during their probationary period.  
  4. Upon the impeachment of an Executive Board member, the Club will hold emergency elections for a new Executive Board member to fill the position. 
    1. These elections will follow emergency election processes and must happen in a timely manner. 
  5. If the position of President becomes vacant as the result of resignation, ineligibility or recall, the Vice President shall assume the office of President with the approval of the Executive Board. Vacancies in any other elected office shall be filled by an election held at the next regular meeting after the vacancy is announced. Nominations may be made at the meeting where the vacancy is announced, and nominations may also be made from the floor at the time of the election. The President may appoint an interim officer to fill the vacancy until the election is held.

 

SECTION V: EMERGENCY ELECTIONS 

  1. In the event of an emergency election, the Executive Board will convene within 24 hours to create a more concrete and situationally accurate plan of action based on these guidelines. Emergency elections will only be held in the event of a sudden vacancy on the Executive Board. 
    1. At the end of the emergency meeting, the full club shall be notified of both the vacancy and the bid process. 
    2. Members of the Club will have a minimum of (1) day to submit their official bids.
    3. Club members may also bid for the position at the time of the election meeting. In order to do so, they must approach a member of the executive board at the start of the meeting and make their intentions known. 
  2. The emergency elections shall be held no more than fourteen (14) days and no less than two (2) days after the initial vacancy.  
    1. The elections should take place at either the next regular meeting of Club or an emergency meeting of Club. 
  3. If no member of Club is nominated, the Executive Board reserves the right to nominate a candidate for consideration, with the permission of the candidate. 
  4. All members of the Club who are present may vote in an emergency election. 
  5. Ballots will be counted by the President and results will be announced at the time of voting. If the President is unable to count the votes or is unavailable, the Vice-President shall count the votes. 
    1. In the event of a tie, the Executive Board reserves the right to either call for a second vote or to choose the winner.  
    2. There are no recounts for emergency elections. 
  6. Members elected in emergency elections are eligible to run for President during the next election cycle if elected into office at least four (4) months before the regular election cycle. 

 

ARTICLE VII: MEETINGS 

SECTION I: MEETINGS

  1. Regular meetings shall be scheduled weekly or bi-weekly during the academic year.
    1. Meetings include both meetings of general Club and of Executive Board meetings. 
  2. Special meetings may be called by the President or a majority of the Executive Committee. All members must be given a minimum of 24 hours notice prior to the meeting time.
  3. Members must be present to vote. Absentee or proxy voting is not permitted

 

SECTION II: ATTENDANCE 

  1. Attendance will be taken at all UMaine Figure Skating Club events, including Executive meetings and practices. 
    1. Three (3) Executive Board members must be present for the meeting to be considered official. 
    2. The Secretary shall take attendance using the umfigureskating@gmail.com GoogleDrive unless otherwise specified.
      1. If the Secretary is not available the President shall delegate the task of taking attendance to another Executive Board member.
  2. Attendance is required for any meeting specified as mandatory. If a member cannot make a mandatory meeting, they may request an excused absence. To request an excused absence, a written request must be presented to the Executive Board a minimum of three (3) business days before the meeting. Any absence from a mandatory meeting that is not explicitly designated as excused will be an unexcused absence. 
    1. Emergency absences will not count as excused absences if the Executive Board is not  informed within two (2) business days before or after the meeting.
  3. If a member of Club acquires two (2) unexcused absences they may receive a written notice from the UMaine Figure Skating Club and may lose eligibility to practice, at the discretion of the Executive Board. A third (3) unexcused absence may result in disciplinary action from the Executive Board. 
  4. If a member of the Executive Board acquires two (2) unexcused absences, they will receive a written warning.  If the member then acquires a third (3) unexcused absence, they will be placed on probation for the rest of the semester. Upon a fourth (4) unexcused absence, the President reserves the right to ask the Executive Board member to resign. The President reserves the right to remove any officer from office if they reach five (5) unexcused absences. 
  5. Some club activities may require additional attendance to be eligible to participate.
    1. In order to participate in the Annual Show, Club members must attend at least 60% of on ice practices, as well as all show practices, on and off ice, that are designated as show practice. In extenuating circumstances an appeal may be made to the Executive Board to be allowed to participate in the show. 

 

ARTICLE VIII: ADVISORS 

SECTION I: FACULTY ADVISOR(S) 

  1. The organization shall appoint at least one (1) individual employed as a faculty or staff member by the University of Maine to serve as an advisor to this organization as required by the University of Maine Student Government. Auxiliary staff and student assistants are not eligible to serve as primary advisors. Advisors shall serve on an academic year basis or until their successor has been selected.
  2. The faculty/staff advisor will never have control of the organization or its finances.
  3. The faculty advisor for the University of Maine Figure Skating Club is Dale Russell, the Assistant Director for Sports Clubs & Youth Programs. 

 

SECTION II: COMMUNITY ADVISOR(S)

  1. The UMaine Figure Skating Club may also appoint a community advisor, preferably an alumnus or a member of the USFSA, to help with the general oversight and direction of the Club. This advisor does not have any authority over Club or anything pertaining to Club members unless otherwise specified. 

 

ARTICLE IX: EXECUTIVE COMMITTEE 

SECTION I: MEMBERSHIP

  1. The Executive Committee shall consist of the elected and appointed officers, with the advisor(s) serving as non-voting member(s).
  2. At least one (1) member of the Executive Board must be certified in First Aid. 

 

SECTION II: MEETINGS 

  1. The Executive Committee shall meet weekly during the academic year. Special meetings may be called by the President or a majority of the Executive Committee. All members must be given 24 hours notice of the meeting.  
  2. When necessary, Executive Committee business can be conducted via online meeting platforms such as Zoom, Discord, or Skype.
  3. Executive meetings will include food provided by the Club at the discretion of the President and the Secretary. 

 

SECTION III: AUTHORITY 

  1. The Executive Committee shall have general supervision of the affairs of the organization between meetings and is authorized to take action when action must be taken prior to the next meeting.

 

SECTION IV: TRANSPARENCY 

  1. The Executive Committee shall make available upon request a report to the membership of all actions taken between meetings.  Except when it is too late to do so (such as when a contract has been executed), any actions taken by the Executive Committee may be rescinded or modified by the membership by a ¾ vote.
    1. In accordance with this, all Executive Board meetings are open to Club members unless specified as closed by either the President or Vice-President. 

 

ARTICLE X: STANDING & AD HOC COMMITTEES 

SECTION I: STANDING COMMITTEES

  1. The organization shall have the following standing committees: the Competition Committee, the Fundraising Committee, the Volunteer Committee, the Alumni Committee and the Grievance Committee. 
  2. Standing committees may be established only by a unanimous vote at an Executive Meeting where at least four (4) members of the Executive Board are present. The President must be in attendance. 
  3. The President and Vice-President shall be listed as members of all standing and ad hoc committees in a supervisory position unless otherwise stated. 
    1. The President must approve all actions taken by any of the committees. 
  4. The Treasurer shall be listed as a member of all standing and ad hoc committees who will be using or have access to Club finances. 
  5. All voting members of the club are eligible to join both standing and ad hoc committees. Any member of the club who joins a committee must be an active member of the committee. 
    1. Active committee members must attend committee meetings, can be assigned tasks and duties by the committee’s chairperson, and will be responsible for any and all tasks and duties assigned to them.
    2. Club members may only join committees under the stipulations provided below.
  6. Any duties assigned by committees must be written down in that committee’s folder in the GoogleDrive.

 

SECTION II: DUTIES OF STANDING COMMITTEES

  1. The Competition Committee Board will consist of the President, the Vice-President, the Treasurer and the Publicity Chair. The purpose of the Competition Committee will be to keep track of all competitions the club is involved in, as well as taking care of any tasks and paperwork associated with competitions. Club members may be on the committee but their involvement must be approved by the President and the Chairperson. Club members who wish to join the Competition Committee must also be part of the competition team. 
    1. The Competition Committee shall be run by the President, who will keep track of all paperwork generated by the committee. 
    2. Either the President or the Treasurer will be put in charge of finding and registering for competitions.
      Either the President or Treasurer will be in charge of ensuring transportation to and from competition.
    3. Either the President of the Treasurer will be in charge of ensuring a place to stay during competition. 
    4. The Chairperson reserves the right to assign committee members minor duties in furtherance of committee purposes. 
  2. The Fundraising Committee Board will consist of the President, the Vice-President, and the Treasurer. The purpose of the Fundraising Committee is to ensure that the club reaches all fundraising goals. Club members may be on the Committee but their involvement must be approved by the President and the Chairperson.
    1. The Fundraising Committee shall be run by the Vice-President. If the Vice-President is unavailable, the committee will be run by the Treasurer. 
    2. The Vice-President will work with the Treasurer to find and ensure optimal fundraising. 
    3. The Chairperson reserves the right to assign committee members minor duties in furtherance of committee purposes.  
  3. The Volunteer Committee Board shall consist of the President, the Vice-President and the Volunteer Chair. The purpose of this committee shall be ensuring that the volunteering requirements are being met and that all Club members are meeting their mandatory volunteer hour requirements. Club members may be on the Committee but their involvement must be approved by the President and the Chairperson. 
    1. The Volunteer Committee shall be run by the Volunteer Chair, who will keep track of all meeting notes from any Committee meetings. 
    2. The Volunteer Chair will be in charge of registering club members for volunteering events and tracking their hours. 
    3. The Volunteer Chair will be in charge of organizing volunteering events as necessary.
    4. The Chairperson reserves the right to assign committee members minor duties in furtherance of committee purposes.  
  4. The Alumni Committee Board shall consist of the President, Vice-President, Treasurer, Secretary, Publicist, and Volunteer chair. The purpose of the committee will be tracking and keeping in touch with Club Alumni, as well as planning any and all Alumni events. Club members may be on the Committee but their involvement must be approved by the President.
    1. The Alumni Committee shall be run by the President. All current executive board members shall also be responsible for some aspects such as; note taking at meetings, booking rooms or spaces for alumni events, communicating with the club for any and all alumni events, etc.
    2. The Chairperson reserves the right to assign committee members duties in furtherance of committee purposes.
  5. The Grievance Committee Board will consist of the President, Vice-President, Secretary, Publicist, and Volunteer Chair. The purpose of this committee will be to listen and respond to all grievances submitted to the Board. Club members may be on the Committee but their involvement must be approved by a simple majority vote of the Board and have to have been members of the Club for a minimum of one (1) year.
    1. The Grievance Committee shall be run by the President.
    2. All matters brought to the Grievance Committee will be investigated by the Board. 
    3. All evidence and information found over the course of investigation will be presented to the Committee by the Board. 
    4. All matters will be decided by a ⅔ majority vote. 
    5. The Chairperson reserves the right to assign committee members duties in furtherance of committee purposes. 

 

SECTION III: ESTABLISHMENT OF AD HOC COMMITTEES 

  1. The President shall have the authority to establish and disband ad hoc committees as may be necessary from time to time to carry out the work of the UMaine Figure Skating Club.
  2. When an ad hoc committee is established the committee shall exist until it is disbanded or until the end of the academic year, whichever date is soonest. 
  3. The Executive Board may override the President’s decision to create or disband an ad hoc committee by a unanimous vote. 

 

SECTION IV: AD HOC COMMITTEES

  1. The current ad hoc committees are as follows: there are currently no ad hoc committees.

 

SECTION V: APPOINTMENT OF COMMITTEE MEMBERS 

  1. The President shall appoint the chairpersons of all committees. 
  2. Members of the committee must be approved by both the chairperson and the President. 

 

ARTICLE XI: FINANCES

SECTION I: DUES

  1. General membership dues shall be $30 per semester. 
    1. This amount is subject to change and will be announced to club members at the beginning of each academic semester.
    2. The President may set dues, however the executive board has the power to veto dues with a ¾ vote of all executive board members
    3. A portion of dues shall go towards purchasing apparel for members of the club (ie, t-shirts or long sleeves). This is subject to change. 
    4. The rest of dues will go towards the cost of ice time.  
  2. Dues for members of the competition team shall be $95. This is subject to change. 
    1. This increased dues price will pay for the entry fee of one competition per skater as well as the one time purchase of a UMaine Figure Skating Club bag.
  3. Dues shall be paid by the third ice of the semester. 
    1. If there are extenuating circumstances this may be extended by the discretion of the President and Treasurer 
  4. Members who have not paid their dues by the due date shall be considered as not being in good standing and shall lose all membership privileges, including voting, until the dues are paid.

 

ARTICLE XII: CONDUCT & DISCIPLINE 

SECTION I: ETHICS & CODE OF CONDUCT

  1. All members of the club will conduct themselves in a manner befitting a member of the Figure Skating Club. 
  2. Members will behave in a courteous and cooperative manner, especially when in public, while representing Club or participating in Club activities, and during outreach events and activities.
  3. Members will be respectful of others and behave in a way that does not endanger the health and safety of themselves or others.
  4. Members will be respectful of the facilities, tools, equipment and all things being used by the team.
  5. Members shall not use profane, obscene or vulgar language in written, gestured, or verbal form for any communications, including any social media where the University or the Club is mentioned.
    1. Members shall not promote drinking (if under the age of 21), or drinking in excess (if over the age 21). 
    2. Members shall not promote or glorify drug use. 
    3. Members of the Club shall keep their social media appropriate if they mention or post anything mentioning or showing things related to Figure Skating Club. 
  6. All members of the club must not engage in illicit activities when representing the club and the school, either in person and on social media. 
  7. Members of the club shall dress appropriately while representing club interests. 
    1. Appropriate clothing does not include clothing which has discriminatory, offensive or otherwise profane words or images. 
    2. All shirts must cover the breast area. This rule applies to every member of the club, some form of shirt must be worn at all times. 
    3. The buttocks must be covered at all times. 
    4. No indecent exposure. 
  8. Members will keep current with club activities and requirements by checking the website and their email frequently.
  9. Any members found breaking these rules will be subject to disciplinary action at the discretion of the Executive Board. 

 

SECTION II: ALCOHOL & DRINKING & DRUGS POLICY

  1. The University of Maine Figure Skating Club has a zero tolerance alcohol and drug policy. Any member found to be intoxicated during any club activity will be removed from the activity and suspended from club for the semester, barring a decision from the Executive Board. 
  2. Members of Club who are over the age of 21 may drink on their own time but they may not drink with or near anything related to Club.
    1. This includes but is not limited to: drinking while wearing club apparel, drinking or being under the influence of drugs or alcohol at practice, drinking while at a competition, having alcohol at off-ice events ( i.e. christmas party, off-ice, etc).

 

SECTION III: PRACTICE POLICIES 

  1. All members of the UMaine Figure Skating Club will come to practice with a willingness to learn and have fun. 
  2. All Executive Board officers reserve the right to remove any member of the Club from practice for any reason. 
  3. All members will come to practice in the proper attire. 
    1. Examples of improper attire are jeans, long hair that is not tied back, and hockey skates. 
    2. Earbuds and headphones are not allowed on the ice during practice.
  4. There is absolutely no food or gum allowed on the ice. Bottled drinks are acceptable and encouraged. 
  5. At least one (1) member of the Executive Board who has been certified in CPR must be present before any members of the Club can get on the ice. This member may also be the Skate Mom of the night. 
  6. Competing members of the club must go to at least half of off-ice practices to be eligible to compete. 

 

SECTION IV: USAGE OF CLUB & UNIVERSITY PROPERTY 

  1. All members of Club agree to respect and use responsibly any property that is loaned to them by or through Club. Usage of Club or University property shall incur no extra charge for full members of Club. (i.e figure skates borrowed from the rink or the club)
  2. All loaned property will be documented before and after being loaned out. If the property is damaged in any way that does not come from normal wear and tear, Club reserves the right to charge the member who had possession of the property at the time it was damaged a fine equal to the value of the property at purchase or the cost to repair the property. 
  3. The Executive Board shall be responsible for the care and keeping of anything that is labeled as Club property. This includes things like washing fabrics, making sure skates are dried off before being stored, ensuring proper maintenance of club property, and keeping papers in a neat and orderly fashion.
  4. The Executive Board reserves the right to deny use of Club property to members of Club for any reason. 

 

SECTION V: DISCIPLINE 

  1. When a member believes that another member has engaged in conduct that is detrimental to the organization, a written charge may be filed with the Executive Board. The Executive Board shall review the charges and may conduct a preliminary investigation if deemed appropriate. If the preliminary investigation concludes that misconduct appears to have occurred, the Executive Board shall conduct a hearing on the matter. The member alleged to have engaged in the misconduct shall be given at least 72 hours notice of the hearing and be given an opportunity to present a defense. By a majority vote, the Executive Board shall determine whether misconduct occurred. If it determines that misconduct did occur, the Executive Board shall prepare a report (to be available on request) to the membership of its findings and the sanctions being applied to the member(s) who has engaged in misconduct, which may include expulsion, suspension, or lesser sanction(s) including, but not limited to: a reprimand, removal from office, a fine or other corrective remedies.
  2. The Executive Board shall review the hearing report in an open executive meeting, and the member accused of misconduct shall have an opportunity to rebut the information in the report. After providing a statement to the Board, the member accused of misconduct shall leave the room for the remainder of the deliberations.
  3. The Executive Board shall vote first on whether the member has engaged in misconduct.  If by a ⅔  vote of all present members, the Board determines that misconduct has occurred, the Board shall then by a ⅔  vote of all present members, determine appropriate sanction(s). The accused member shall be immediately notified of the outcome.
    1. By a ⅔  vote of all present voting members, the general membership of the Club may reinstate a member who has been suspended or expelled.

 

ARTICLE XIII: COMPETITIONS

SECTION I: COMPETING  

  1. The UMaine Figure Skating Club will participate in a minimum of two (2) collegiate events every year. 
  2. There shall be at least one (1) member of the Executive Board present at every competition, preferably this shall be a member of the Executive Board that is certified in First Aid. 
  3. Any members of the Club competing with or through the University must travel with the club to and from competitions. 
    1. Club will arrange and pay for boarding when traveling. All members of the club who are staying in the arranged boarding will have to board with other members of the club. If you wish to have a private room, it will be an out of pocket cost. 
    2. Club will provide a means of transportation. Members of the club who are traveling may be asked to help cover the cost of gas.  

 

SECTION II: BEHAVIOUR & CONDUCT 

  1. While at competition, all members of Club shall represent the UMaine Figure Skating Club and the University of Maine in a respectful and positive light. All members of the competition team shall conduct themselves in a manner befitting their representation of the club at all times. This includes when not wearing club apparel. Members are required to be respectful and polite towards all other competitors, spectators, judges, coaches, parents, teammates and any other person whom they meet. 
    1. No drinking. 
    2. No drugs.
    3. No swearing or using profane language or wearing garments with profanities on them. 
      1. Posts to social media shall contain no derogatory or profane language. This means no swearing, cursing or discriminatory language, or any other type of derogatory actions and/or deeds. 
    4. Members are required to refrain from maliciously discussing or commenting on any aspect of the competition. 
    5. Members are encouraged to be respectful to other competitors and to only applaud and/or cheer while it is appropriate to do so, and to not do so in excess. 
  2. Members of the competition team shall have appropriate personal social media at ALL times. Any account on any platform which is able to be viewed by other people and includes your name or image, whether it is private or not, will fall under the purview of this rule. Platforms include but are not limited to: Facebook, Instagram, TikTok, Snapchat, Twitter, Tinder, Grinder, Linkedin, Vine andYouTube.
  3. All members of the club who travel with the club shall dress appropriately in public at all times. 
    1. Appropriate clothing does not include clothing which has discriminatory, offensive or otherwise profane words or images. 
    2. No indecent exposure. 
  4. All members and affiliates of the club shall abide by the U.S Figure Skating Association’s Code of Ethics, unless anything explicitly against anything stated in this document. 
    1. This can be found on page 37, section GR 1.01 Code of Ethics. 
  5. Any member who is found to be violating the Code of Conduct is subject to disciplinary action and may be pulled from competing at the discretion of the Executive Board. 

 

SECTION III: SAFETY & EMERGENCY GUIDELINES

  1. Safety is paramount while traveling and while at competition. All members will adhere to the following rules and guidelines which have been constructed to keep all members of Club safe at all times while off University property. 
  2. All members of Club traveling will provide their phone numbers to the member of the Executive Committee traveling with them and to at least one other member of Club who is traveling with them in case of emergency. 
  3. While traveling and exploring the area you must use the buddy system. 
    1. You must be with at least one (1) other member of the Club at all times. 
    2. You must be in regular contact with the Executive Board member who is acting as a chaperone for the trip. This means that you will have their phone number and they will have yours. 
    3. When you leave the competition venue or the hotel, you must check in with the executive board member present. This can be verbally or through text. 
    4. The only exception to the buddy system is while you are in your hotel room or with your parents. 
  4. In case of emergency, all members who are traveling with the club will rendezvous in the hotel lobby. 
  5. If you have serious or life threatening medical conditions, it is strongly recommended you make sure that someone who is going to be with you at all times is aware.
    1.  This does not have to be a member of the Exec. Board, although it is preferable. 
  6. Additional guidelines may be added at the discretion of the Executive Board. 
    1. These guidelines may be created by a simple majority of the Executive Board. 
  7. A copy of all applicable guidelines will be given to every member of the club who wishes to travel and/or compete. 

 

ARTICLE XIV: AMENDMENTS

SECTION I: PROPOSAL & RATIFICATION 

  1. Amendments may be proposed by any member of the UMaine Figure Skating Club.
  2. Amendments must be proposed to the Executive Board in writing at least one (1) week prior to being voted on.
  3. Amendments will be voted on at the executive meeting after the one (1) week consideration period. 
    1. All Club members will be informed of this meeting and the contents of the amendment via email and an announcement at the time Club regularly meets. 
  4. Amendments are approved by a ⅔ vote of all voting members present.
    1. The Executive Board reserves the right to veto any amendment up for approval before it reaches a Club vote. 
    2. A unanimous vote by all members of Club who do not hold office will overrule the Executive Board veto. 
  5. Approved changes to the Constitution & Bylaws will take effect immediately after ratification  
  6. A copy of any amendments to these bylaws must be submitted to the Vice President for Student Organizations of Student Government Inc. at the University of Maine within two (2) weeks after adoption.

 

ARTICLE XV: COVID

  1. All club members will follow guidelines and recommendations from the CDC and the University of Maine. Failure to follow these guidelines will result in being barred from all Club activities for the remainder of the semester and may result in immediate expulsion from the club. 

DISCLAIMER

        The UMaine Figure Skating Club recognizes that figure skating is a very active sport that presents the possibility of physical harm to even the most seasoned of skaters. All club members who actively participate in club activities must agree to and sign an    “Assumption of Risk” form, thus clearing the UMaine Figure Skating Club and the University of Maine from any liability to the club member’s health.