The Constitution of the

William and Mary Fencing Club

Updated Spring 2018
Ratified Spring 2018
Article I: Name
The name of this organization shall be the William and Mary Fencing Club.

Article II: Purpose

The purpose of this organization shall be to promote the sport of fencing by teaching its members
to compete, and to represent the College of William & Mary honorably in all of its activities.

Article III: Membership

Section One: Eligibility.
Membership shall be open to all students, graduate students, alumni, administrators, and faculty
affiliated with the College of William & Mary.

Section Two: Good Standing and Revocation.

An active member shall hereby be defined as a member who meets the following requirements:
has paid semester dues, has submitted all necessary Rec Sports paperwork (including waivers),
and has regular practice attendance. The Co-Captains will monitor attendance. Members who do
not meet the preceding requirements must petition the President in writing for inclusion on the
club’s active member list.

Section Three: Non-Discrimination Agreement.

The William and Mary Fencing Club affirms its commitment to conducting its activities in
accordance with W&M’s Policy on Discrimination, Harassment and Retaliation. Membership in
this organization shall be open to all without regard to irrelevant personal factors. Irrelevant
personal factors include (without limitation) race or color, citizenship, national origin or
ethnicity, ancestry, religion or creed, political affiliation or belief, age, sex or sexual orientation,
gender identity or expression, physical or mental disability, marital status, pregnancy status,
parental status, height, weight, military service, veteran status, caretaker status, or family medical
or genetic information.

Article IV: Composition of the Executive Board

The officers of this organization shall be the two Co-Captains, up to three Squad Captains,
President, Vice President, Treasurer, Travel Chair, Chair of Alumni Relations and Development,
two Head Armorers, and two Social Chairs. The Executive Board may create other officers as
needed. The Executive Board shall be comprised of the above-mentioned officers and any added
officer position. Additional officers must be voted upon by the current Executive Board and
receive three-fourths (75%) of the vote. Only currently enrolled undergraduate students at the
College of William & Mary may hold office or the position of Co-Captain.

Article V: Duties of Team and Club Officers

Section One: Team-related officers.
Part I. Co-Captain.
(A) Training
(a) Running and planning practice every day
(b) Strength or cross training
(c) Identifying and training new leaders
(B) Morale
(a) Encouraging team morale
(b) Arbitrating between team members
(C) Competitions
(a) Keeping the team to schedule on trips
(b) Leading the team at competitions
 (c) Selecting the traveling team
(d) Assist the President in maintaining statistical information at competitions
(e) Assisting the President in communicating with leagues and in hosting events
(f) Informing the team of dates of all meets
(g) Sending out tournament recaps via the W&M Fencing Google Group after each
event
(D) Supervision
(a) Supervising all Squad Captains
(b) Ensuring that the President is performing all duties
Part II. Squad Captains.
(A) Training
(a) Running and planning single-weapon practice every day
(b) Strength or cross training as desired
(B) Morale
(a) Encouraging squad morale
(b) Arbitrating between squad members
(C) Competition
(a) Assisting in the selection of the squad’s traveling team
(b) Overseeing squad members at competitions
(D) Communication
(a) Reporting to Co-Captains
(b) Ensuring that squad members are aware of tournament dates and locations
(c) Collecting, maintaining, and communicating to the Vice President, Travel Chair,
and Co-Captains a roster of traveling competitors.
(i) Rosters should be collected no later than two weeks before a competition
(ii) Rosters must be communicated to the Vice President and Travel Chair by
the same deadline
(d) Assigning members to lead practice if no Squad Captain will be present
 (e) Fielding and addressing questions, comments, or concerns about the running of
practice

Section Two: Club-related officers.

Part I. President
(A) Oversight
(a) Overseeing all aspects of the club
(b) Ensuring every club related task is completed on time
(c) Assisting new or underperforming club officers
(B) Selection
(a) Nominating new officers
(b) Acting as liaison to Recreational Sports
(i) Interfacing with Rec. Sports club leadership
(ii) Representing the interests of the club
(c) Replacing underperforming officers as defined in Article VI, Section Five
(C) Communication
(a) Running the Executive Board meetings, held at least once a month
(i) Calling special sessions of the Executive Board as necessary
(b) Ensuring that officers and Co-Captains are informed of tournament dates as soon
as the information becomes available from leagues
(c) Informing relevant officers of any changes involving tournament plans as soon as
they come up
(d) Assigning tasks that do not fall under the direct jurisdiction of Board members to
the most qualified person available
(D) USFA and Virginia Division
(a) Interfacing with the USFA and submitting all forms on time
(b) Interfacing with the Virginia Division
(i) Maintaining the Virginia Division and askFred accounts
(ii) Communicating with the Virginia Division as necessary
 (c) Organizing William & Mary USFA opens
(i) Running said events
(ii) Attending a pre-event meeting
(E) Recreational Sports
(a) Ensuring that all paperwork is submitted to Rec. Sports on time
(b) Attending all required Rec. Sports meetings
(c) Submitting Appendix C - Event Report Form after each tournament
(d) Soliciting Substitute W-9s from conferences in conjunction with the Treasurer
(F) Equipment Orders
(a) Coordinating with the Head Armorers and Treasurer to p​ lace any team or
personal equipment orders
(i) Maintaining team account with Absolute Fencing
(G) Information Technology
(a) Overseeing website and Facebook group
(b) Overseeing the W&M Fencing Google Group
(c) Maintaining the team TribeLink page
Part II. Vice President
(A) Assisting the President with any necessary tasks, including tasks that earn budget points
(B) Personal Information
(a) Compiling and maintaining the following rosters:
(i) Rec. Sports
(ii) USFA
(iii) MACFA, SIFA, USACFCs, and any other leagues
(b) Compiling and maintaining a roster of current team members that includes contact
information
(c) Ensuring all rosters are submitted to the necessary locations by the designated due
dates
(i) Communicating all updates on travel information to the Travel Chair
(C) Information Technology
 (a) Maintaining the Facebook group
(b) Team Website
(i) Updating the website
(ii) Ensuring website meets Rec. Sports guidelines
(c) Updating the information for the Student Activities website
(D) Safety
(a) Overseeing club safety officers
(i) Each club safety officer will:
1) Ensure that all Rec. Sports policies are followed for the safety of
all team members at every practice or event
2) Manage the risks inherent in the sport
3) Respond or supervise the response of CPR/FA providers, in
emergency situations
(b) Ensuring the proper number of CPR/First Aid certifications
(c) Supervising in emergency situations
(d) Interfacing with Rec. Sports in emergency situations
(e) Ensuring all members have completed the Weapons Agreement (Form U)
Part III. Treasurer
(A) Paperwork
(a) Submitting a budget to Rec. Sports
(b) Submitting reimbursement requests to Rec. Sports
(c) Soliciting Substitute W-9s from conferences in conjunction with the President
(d) Submitting purchase request forms from Rec. Sports
(B) Dues and Fees
(a) Collecting dues from team members
(b) Maintaining a list of dues-paying members accessible to the President, Vice
President, Co-Captains, and Squad Captains
(C) Meetings
(a) Attending the budget meeting with Rec. Sports
 (D) Payment
(a) Paying coaches or advisors
(b) Handling of funds and reimbursements
(c) Paying conferences, referees, and tournament supervisors
(E) Accounting
(a) Keeping track of all team accounts: state funds (Rec. Sports allocation), local
funds (development account), and checking account (off-campus banking)
(b) Forming a comprehensive budget for the team, in concert with the President and
Chair of Alumni Relations and Development
(c) Keeping the team within the budget
(d) Adjusting the budget to avoid deficit spending
(F) Equipment orders
(a) Coordinating with the President and Head Armorers to place orders for team
equipment through Absolute Fencing
(b) Collecting money for said orders
(G) Communicating finances with the Executive Board
Part IV. Travel Chair
(A) Trip Planning
(a) Arranging transportation to and from each meet
(b) Submitting all necessary paperwork, including van request forms, before the end
of September, or within one week of tournament information becoming available
(c) Attending all necessary pre-trip meetings
(d) Explaining changes in travel plans to all traveling club members as soon as
information becomes available
(e) Arranging meals on each trip
(f) Arranging lodging on each trip
(B) Supervision
(a) Supervising the van drivers of the team
 (i) Ensuring the requisite number of van drivers exist and are available for
each trip
(ii) Ensuring that all van drivers have completed all necessary paperwork
Part V. Chair of Alumni Relations and Development
(A) Alumni Relations
(a) Creating and distributing an alumni newsletter, which is to be produced at least
once each academic year
(b) Organizing at least one alumni event per semester and informing alumni of events
(B) Databases
(a) Maintaining and constructing the alumni contact list
(b) Coordinating said list with the Office of Alumni Information Systems
(c) Maintaining a parent and alumni contact database
(C) Solicitation
(a) Requesting funding from the alumni
(b) Communicating with the managers of the Peter Conomikes Memorial Endowment
Fund
(c) Thanking parents and alumni for funding
(D) Fundraising
(a) Developing and running all fundraising events, in accordance with College and
Rec. Sports guidelines
(i) Delivering funds from said events to the Treasurer
(b) Working with the President and Treasurer to identify and develop short- and
long-term fundraising goals
(c) Managing an online One Tribe One Day campaign each spring
(d) Communicating with the Office of University Advancement
(E) Working with the President and Vice President to operate the team’s Facebook account
Part VI. Armorers
(A) Oversight
 (a) Two Head Armorers, decided upon by the members of the armory each year, will
represent the armory on the Executive Board, and oversee the members of the
armory.
(B) Taking and maintaining an inventory of all team equipment
(C) Equipment repair
(a) Ensuring that boxes, reels, ground cables, and extension cords are all to
specification for competitions
(b) Repairing said items
(c) Supervising or executing the repair of team equipment such as lames, mask cords,
and weapons
(d) Instructing or supervising the instruction in the repair of personal weapons
(e) Developing and running team armory classes
(D) Travel
(a) Ensuring the safe travel and return of team equipment
(b) Designating a team member to perform duties when no armorer is traveling to an
event
Part VII. Social Chairs
(A) Organizing and encouraging participation in team social events
(B) Identifying events of broad interest to team members
(C) Filling out Appendix C - Event Report form as necessary

Section Three. The Executive Board.

The duties of officers comprising the Executive Board are as follows:
Part I. Meetings
(A) Attending all Executive Board meetings. Executive Board meetings must be held at least
once a month, excluding summer and winter breaks.
(B) Preparing a brief statement describing acts performed since the previous meeting
(C) Exercising one vote on all balloted issues
 (a) Should a Squad Captain hold a second team or club office, that person will only
have one vote
Part II. Manuals
(A) Updating the manuals for individual positions as the positions develop
(B) Ensuring the comprehensive nature of the manuals for individual positions
Part III. Training prospective officers
Part IV. Assisting the President in the selection of successors

Article VI: Elections and Appointments

Section One: Election of club-related officers.
All club officers, except for Social Chairs, will be elected at the end of the spring semester.
Candidates for the Presidency will be nominated in front of a quorum of team members. The
team will vote on a Presidential candidate. The President will require a simple majority. The new
President will then nominate the Executive Board, which will be voted on by the team at
quorum. A three-fourths (75%) vote of the team at quorum is necessary to elect the Executive
Board. Three-fourths (75%) of the Executive Board will elect the new Social Chairs at the end of
the fall semester. All outgoing officers are required to transfer materials pertinent to the job,
including but not limited to binders and forms, to their successors before the end of May.

Section Two: Quorum.

A majority of votes from the team at quorum, defined as 67 percent of active members, shall
elect all club-related officers except Social Chairs.

Section Three: Election of Co-Captains.

The Co-Captains shall be nominated and elected at the end of the academic year using a runoff,
secret ballot voting system, with the right of first nomination reserved by the current
Co-Captains. The two highest club-related officers (based on order listed in Article V, Section
Two) who are not running for Co-Captain will conduct the election and count votes. In the event
of a tie between two or more candidates after a run-off, run the election for that seat again with
only the tied candidates. If there is still a tie, the club officers of the Executive Board will
choose, with each officer allotted one vote for each disputed position.

Section Four: Election of Squad Captains.

At the beginning of the fall semester, each squad will convene and select their squad captain.
Candidates will be nominated during that convention, voted on using secret ballots, and two team
members not from that squad will count the votes.

Section Five: Removal of underperforming or inactive club officers.

Any underperforming or inactive club officer must be identified by the President, who will call
for a vote of no confidence in an officer. At the next Executive Board meeting, the President will
conduct a vote requiring three-fourths (75%) of the Board for removal. Any club officer who
misses four consecutive Executive Board meetings will automatically be classified as inactive
and must receive three-fourths (75%) of the vote of the Board to be reinstated. Until they are
reinstated, they will have no voting privileges and will not count for quorum.

Section Six: Removal of underperforming or inactive team officers.

Any underperforming or inactive team officer must be identified by a Co-Captain, who will call
for a vote of no confidence in a team officer. At the next Executive Board meeting, the President
will conduct a vote requiring three-fourths (75%) of the Board for removal. Any team officer
who misses four consecutive Executive Board meetings will automatically be classified as
inactive and must receive three-fourths (75%) of the vote of the Board to be reinstated. Until
they are reinstated, they will have no voting privileges and will not count for quorum. If the
officer is removed, the squad will hold a new election with the same parameters described in
Article VI, Section Four.

Section Seven: Removal of a President.

In the event of an underperforming President, three-fourths (75%) of the full Executive Board
may convene for an emergency session, which does not require the President and Co-Captains to
attend. The highest ranking club officer present, as defined in Article V, Section Two, will
preside over this meeting. At this emergency session, at least three-fourths (75%) majority vote
of officers present may remove the President. In case of removal, the Vice-President will replace
the President.

Section Eight: Removal of a Co-Captain.

For removal of a Co-Captain, the Executive Board can hold an emergency session, which does
not require the Co-Captains or President to attend. At this emergency meeting, a three-fourths
(75%) majority vote of no confidence from the Board can remove a Co-Captain from their
duties. In case of removal, the Executive Board will vote on a replacement. Members of the
Board who are running are not given a vote. If no one candidate has a majority of the votes after
the first ballot, the Board will hold a runoff election between the two candidates with the highest
number of votes. Ballots will be counted by two team members who are neither voting nor
running for Co-Captain.

Section Nine: Club officer eligibility.

An officer may not hold a club position and the position of Co-Captain concurrently. Club
officers may hold the position of Squad Captain.

Article VII: Meetings

Regular meetings and special sessions shall be called and scheduled by the Executive Board.
Quorum for these meetings will constitute three-fourths (75%) of the Board. Unless the
Co-Captains or the President grants prior exemption, all team members must attend special
meetings called by the Executive Board. All team members may attend regular Board meetings
but have no right of participation. The President may grant speaking rights to non-officers.

Article VIII: Dues

Section One: Payment of dues.
Dues shall be paid by each member of the organization each semester. Failure to pay dues may
result in exclusion from practices and the traveling team.

Section Two: Dues amount.

The amount to be paid shall be proposed by President and Treasurer and confirmed by the
Executive Board.

Article IX: Attendance

Section One: Co-Captains.
The Co-Captains must attend all Board meetings and are required to attend a minimum of three
practices per week.

Section Two: The President.

The President must attend all Executive Board meetings.

Article X: Coaching
The club may hire a coach with the approval of the Recreational Sports Department.

Article XI: Amendments

Section One: Amendment submission.
Any member of this club may submit amendments to this constitution. Amendments must be
submitted in writing to the President or the Vice President.

Section Two: Amendment proposal.

Proposed amendments shall be voted on at the first Executive Board meeting after their proposal.

Section Three: Amendment adoption.

When quorum of the team has been reached, ninety percent of those present must vote
affirmatively for the adoption of amendments to this constitution.

Article XII: Bylaws

Section One: Addition of Bylaws.
Any subsequent additions to this Constitution that do not fall in the above categories may be
added to the Bylaw section.

Section Two: Adoption of Bylaws.

Such proposed Bylaws shall be voted on at the next Executive Board meeting. A three-fourths
(75%) vote of the Executive Board shall be necessary for the adoption of the Bylaws to this
Constitution.

Article XII: Ratification

This Constitution shall become effective upon ratification by a ninety percent affirmative vote of
the team at quorum and by approval by the Associate Dean of Student Affairs and Recreational
Sports Department.
 Bylaws to the Constitution of the William and Mary Fencing Club

Bylaw I: Creation of officer positions.

All team members are eligible to submit a request to the President for the creation of an
Executive Board position. The President will submit the proposal to the Executive Board at the
subsequent meeting. A three-fourths (75%) vote of the Executive Board is needed to create an
officer position. The President will then nominate a candidate for the position, which must be
approved by three-fourths (75%) of the Executive Board. If school is not in session and the
creation of an officer position is necessary, the President may create a provisional position and
officer. The officer will become official once voted on by three-fourths (75%) of the Executive
Board.

Bylaw II: Policy compliance.

Section One: Conduct policies.
The William and Mary Fencing Club will abide by all college policies including the Student
Code of Conduct, the Campus Alcohol Policy, and requirements set by the Office of Student
Leadership Development.

Section II: Health and safety of students.

The William and Mary Fencing Club agrees that it will not initiate, support, or encourage any
events or situations that endanger the mental or physical health or safety of a student for any
purpose including but not limited to initiation or admission into or affiliation with this group or
organization.