UCC Volleyball Club Constitution
Article 1. Name:
The club shall be called ‘University College, Cork Volleyball Club’ (hereinafter called the Club).
Article 2. Affiliation:
The Club shall be affiliated to the Volleyball Association of Ireland.
Article 3. Aims:
The aim of the Club is to promote the playing of volleyball at all levels in the University in a friendly and social atmosphere.
Article 4. Membership:
4.1 Membership is open to all registered full-time students and staff of the college including Student Union officers on sabbatical leave, at a fee specified by the executive committee at the start of each college year.
4.2 Only registered members shall be eligible for election to the committee.
4.3 Those who don’t qualify under article 4.1 shall be considered for membership by the Executive, and granted membership if the Executive feels that their membership will be a positive addition to the club. Such members will then follow the membership procedures as set out by the Department of Physical Education & Sport.
Article 5. Executive:
5.1 The club shall have an executive consisting of a Men’s Captain, Women’s Captain, Honorary Secretary, Treasurer, Public Relations Officer, Equipment Officer, Entertainment Officer, Beginners Representative, Tournament Officer and Webmaster. These positions will be filled at the AGM, which is to be held in the first three weeks of October every year.
5.2 If for any reason, any of the above posts go unfilled after the AGM, their duties shall be distributed to other members of the executive.
5.3 Members of the Executive are encouraged to become a member of the Athletic Union, if possible to help boost the club’s profile in UCC, and expected to actively promote the club at all times.
5.4.1 Men’s Captain:
The role of the men’s captain is to work in conjunction with the women’s captain, to co-ordinate the working of the executive and look after the running of the Club, assisted by the Executive. The men’s captain shall take responsibility for the men’s team at the intervarsities as well as throughout the year and put forward the views of the male section of the clubs membership to the Executive. The men’s captain shall be automatically appointed men’s team captain for all intervarsity competition, unless the Executive appoints another person.
5.4.1 Women’s Captain:
The role of the women’s captain is to work in conjunction with the men’s captain, to co-ordinate the working of the executive and look after the running of the Club, assisted by the Executive. The women’s captain shall take responsibility for the women’s team at the intervarsities as well as throughout the year and put forward the views of the female section of the clubs membership. The women’s captain shall be automatically appointed men’s team captain for all intervarsity competition, unless the Executive appoints another person.
5.5 Honorary Secretary:
The Honorary Secretary shall deal with all correspondence pertaining to the club. At the beginning of the year, the Honorary Secretary shall draw up a list of all members, which will be made available to the Executive. The secretary will also notify members and the Executive of meetings and events.
The Treasurer will have responsibility for the Club’s funds. The Treasurer will be required to keep accurate account of all sums received and paid out. The Treasurer will be responsible for making any payments to outside organisations also. The Treasurer will provide weekly reports to the Committee on the financial standing of the Society and a detailed report of the Club’s financial status at the Annual General Meeting.
5.7 Public Relations Officer:
The role of the Public Relations Officer (PRO) shall be to advertise and promote all club activities and events. The PRO shall be responsible for the Club’s notice board in the West Wing, placing posters on the various notice boards around college, submitting articles to the college newspaper or any other local newspapers, contacting members of the media and providing content for the club website to the Webmaster.
5.8 Equipment Officer:
The Equipment officer shall be responsible for maintaining the club’s equipment, and purchasing new equipment when necessary. An inventory shall be kept detailing all equipment currently owned by the club. The Equipment Officer shall ensure that equipment (e.g. volleyballs, nets, jerseys etc) is always available to club members whenever a session takes place. The Equipment Locker shall be the sole responsibility of the Equipment Officer. Keys to such shall be made available to all coaches and members of the Executive, where necessary. The Equipment Officer shall also be responsible for organising team jerseys, club jackets and club tracksuits in conjunction with other members of the Executive.
5.9 Entertainment Officer:
The Entertainment Officer shall be responsible for the social aspect of the club. This will involve organising social events during the college year, especially at the start of the year to ensure that all club members of every level interact and know each other. These social events may take the form of nights out or trips away. Regular events during the year should take place at least once a month. The first major social event of the club shall be a weekend away at the end of October every year.
5.10 Beginners Representative:
The role of the Beginners Representative is to ensure that the views and needs of beginners are made known to the Executive. Social events shall be organised by the Beginners Representative in conjunction with the Entertainment Officer, to integrate Beginners with the rest of the club and amongst themselves.
5.11 Tournament Officer:
The Tournament Officer shall be responsible for organising the tournaments of the club. This will take the form of organising a number of intra club tournaments including one for beginners in each term. An inter-faculty tournament should also be organised to help promote the game amongst non-players and non-members. The Tournament Officer shall also be responsible for organising the intervarsities, which may be held by the Club from time to time, in conjunction with other Executive members. In addition, the tournaments officer shall be heavily involved in the organisation of the tournaments outside of the club including UCD, GMIT and the Munster Cup.
The Webmaster shall be responsible for maintaining and updating the club’s website and the mailing list. These tasks shall be done in conjunction with the other members of the Executive, especially the PRO. The Webmasters main area of responsibility is the technical aspects of the website, with the content coming from the PRO and other Executive members.
The Executive may appoint individuals to assist with specific tasks in the organization of a club activity, should the need arise.
Any member of the Executive absent from two successive meetings without legitimate excuse shall be automatically deemed to have resigned.
The Executive shall have the right to co-opt members of the club to fill any vacancy arising out of the resignation of any of its officers or committee members. The number of co-options is limited to two per academic year.
Executive meetings shall be held regularly (at least four per term) and shall require a quorum of 50% of its designated full strength membership. Decisions may be taken by a simple majority vote. In the event of a tied vote the most senior Executive member shall have a casting vote.
A general meeting may be called at the written request of:
a) 10% of official Club membership, or
b) Any one member of the Executive.
Notice of a general meeting together with its full agenda must be posted on each of the nine designated notice boards five college days in advance of the meeting. General meetings shall require a quorum of 30% plus one of official current membership.
In the event of a tied vote the chairperson shall have a casting vote. Motions of no confidence in the executive or any member(s) thereof may be passed at a general meeting. In the event of a vote of no confidence being passed against more than two committee members and there having been no prior co-options in that academic year, election(s) for the vacant post(s) shall be held within three weeks of that date.
The committee shall have full power to make regulations concerning the duties of members of the Club and to suspend, fine, or in any other way penalise any member who ignores any instructions. Any member who is penalised has right to plead his case.
Agenda for the Annual General Meeting shall be as follows: Minutes, Honorary Secretary’s Report, Honorary Treasurers Report, Election of Officers, Motions, AOB.
Alterations in or additions to this constitution, shall be made only at a general meeting, and must obtain the votes of at least 2/3 of the members present.
The above constitution was accepted at the Annual General Meeting held in October 2003.
Download in pdf: UCC Volleyball Constitution