Revised: April, 2007

SUNY Geneseo Crew Club Constitution

Purpose:

The purpose of the Crew Club is to provide undergraduate activity fee-paying SUNY Geneseo students the opportunity to actively compete at the collegiate and club levels in the sport of rowing. Being an activity of the College, the Crew agrees to uphold in the conduct of its affairs all regulations of the College, the Undergraduate Student Association, and the State University of New York.

Membership:

Membership in the club is open to all undergraduate activity fee-paying students of the SUNY Geneseo. No former rowing experience is necessary. In order to remain an active member, individuals must be current with dues and must regularly attend meetings, practices and regattas.

Members of the club may be classified as veteran rowers, novice rowers, or coxswains. The Captains, under the direction of the Faculty Advisor, will set each individual’s classification.

During the fall semester, the club will work to recruit new and prospective members. The club discourages new members from joining in the spring semester due to the immense amount of training required before individuals can compete in a regatta. Individuals applying for membership in the spring will be considered on a case-by-case basis and the club has the right to deny any individual membership if the executive board deems that doing so would not be advantageous to the club.   

Executive Board:

The executive board will be comprised of six students and one faculty advisor. The students on the executive board will hold the positions of: President, Vice President, Secretary, Treasurer, Men’s Captain, and Women’s Captain. The executive board will be the governing body of the organization and will make all major decisions for the club as a whole. These decisions will include the topics of finances, administration, race scheduling, appropriations, equipment, and any other area affecting the club or requiring the club’s money.

All student members of the executive board must vote on decisions. A simply majority of those present will comprise an approval, and the faculty advisor will serve as a tie breaker.

The executive board will meet at least once a month to discuss current matters, and additional meetings may be called if the need arises. Any member of the executive board may call a meeting, but every effort must be made to make the meeting time practical for all members. For a meeting to take place, at least four out of the six board members must be present.

All members of the executive board are required to attend an annual hazing seminar given by the College at the beginning of the fall semester

The executive board will control and maintain access to the “CREW” email account, the account on the College’s “Main” server, the organization’s “printing balance,” and the copying balance of the Student Association’s copy machine. These accounts will be used only for official business and will not be allowed for personal use.

Keys to the boathouse will be made available to all executive board members.

Duties of Board Members:

President:

• Runs all meetings
• Initiates and helps determine agenda for meetings. The President is responsible for typing up the agenda and presenting it to the other members of the board at the beginning of every meeting
• Schedules the annual hazing seminar
• Must be informed of all aspects and events of the team
• Works with the Faculty Advisor to reserve school vehicles whenever necessary
• Works with the Faculty Advisor and the Student Association to order any needed equipment
• Works with the Faculty Advisor to submit boat entries for regattas
• Works with the Secretary to organize, direct and manage the setup of Crew Recognition Day in the Spring
• Works with the Treasurer to set the budget for the following year
• Acts as the Chief Liaison for the club and maintains contacts with the College Administration, the Student Association, the Geneseo Foundation, Alumni and other supporters
• Ensures that the club operates according to all Student Association, Club Sports Association and College policies
• Ensures that the club operates according to the procedures set forth in this Constitution
• Maintains collection of wind pants
• Maintains a current audit of the club’s equipment
• Is responsible to make sure the trailer, truck and launches have current registrations and inspections and arrange for any necessary repair

Vice President

• Assumes the role as President in his/her absence
• Ensures that the Continuing Recognition Paperwork is on file with the College Union Activities Office within the first few weeks of the Fall Semester
• Responsible for organizing and purchasing clothing orders
• Responsible for scheduling dock removals during the Fall Semester and for scheduling dock setup during the Spring Semester
• Responsible for organizing, planning and directing the Spring Break training trip
• Responsible for   securing transportation for the Spring Break training trip
• All other duties as assigned by the President

Secretary

• Maintains and organizes the club’s files
• Takes minutes at all meetings and posts the minutes to the crew account
• Maintains and revises mailing lists
• Organizes, directs and manages the setup of the annual fundraising dinner
• Appoints one non-executive board member to serve as both Crew Historian for the year and Co-chair for the annual fundraising dinner, with the approval of the President
• Works with the President to organize, direct and manage the setup of Crew Recognition Day in the Spring
• Prints up any needed publicity
• Creates and distributes newsletters (at least one per semester) to alumni, faculty, parents and supporters.
• Maintains the crew “scrapbook” to keep track of the lineups, placements and events of each semester
• Organizes and plans annual Semi-formal dinner.

Treasurer

• Maintains club’s budget
• Records all transactions
• Serves check requests, deposits and cash advances
• Collects dues and monies raised by the club
• Must attend all Club Sports meetings. If he/she cannot attend, he/she must inform the executive board at least two (2) days prior.
• At the beginning of each semester the treasurer will provide the executive board with a report detailing the budget and spending projections for that semester. He/She is required to provide the executive board with updates on the status of the budget throughout the semester.
• Obeys all Club Sport and Student Association financial by-laws.
• Work’s with the President and the Faculty Advisor to set the budget for the following year
• Must attend the annual budget hearing
• Takes orders and purchases uni-suits.

Men’s and Women’s Captains

• Maintains roster of current veteran and novice rowers and attendance records.
• Works with the Faculty Advisor to determine boatings for races and practices
• Works with the Faculty Advisor to set-up practices on the water (times, content)
• Works with the Faculty Advisor in determining when to hold and cancel practices
• Works with the Faculty Advisor in determining what regattas to attend and presents regattas to the executive board for approval
• Works with the Faculty Advisor to develop a progressive discipline policy, outlining the consequences of missing practices, workouts, etc…
• Works with the Faculty Advisor to decide on the positions of members as veteran rowers, novice rowers, and coxswains
• Organizes and runs land practices
• Communicates with other teams, coaches and organizations
• Maintain sportsmanship within team and between rivals
• Maintain unity between the men’s team and the women’s team
• Contact rowers about any pertinent information

Candidates for board positions

Candidates for any board position must not be an executive board member in any other school club or organization, due to the commitment involved in such positions and possible conflict of interest. All candidates must have adequate time to devote to the club and thus any student fulfilling his/her student teaching requirement is not eligible for a board position.

Board members must be elected by the team at least three weeks prior to the end of the spring season. Candidates will be elected to serve one-year terms commencing at the conclusion of the spring season.

Transition:

The out-going and in-coming executive board members must meet at least once during the spring, to share information and ensure a smooth transition of roles and duties. The new executive board must also meet or communicate before the fall season begins to plan a budget and outline of the season.

Keys to the boathouse must be exchanged at the final meeting between out-going and in-coming executive boards. The Faculty Advisor will oversee the transfer of keys. The Faculty Advisor shall turn in the name of the individual(s) who fail to exchange his/her key to the Student Association. The Student Association shall decide on an appropriate response.

Succession to Elected Positions and Voting Procedure:

Any current member will be allowed to vote as well as make nominations. Members who will be graduating or otherwise leaving the team will also be given the power to vote and make nominations.

Procedure for election is as follows:

1) The President shall appoint an individual to act as a Sergeant-At-Arms and two individuals to act as Vote Counters. Only members who are not eligible for a board position may act as Vote Counters (i.e. graduating seniors, individuals who will be Student Teaching the following year, individuals who will be serving on the executive board of another campus organization, etc…)

2) Each current board member will give a summary of the job duties and responsibilities

involved with the position.

3) Candidates for any position must receive two (2) nominations from separate individuals. There is no limit to how many candidates can be nominated.

4) Candidates must accept the nomination in order for the procedure to continue. If the individual rejects the nomination, the floor is then opened for new nominations.

5) If the nomination is accepted, the candidate will give a brief statement (not to exceed five (5) minutes) summarizing their qualifications, any former experience, and why he/she feels they would be the best person to fulfill that position.

6) The candidates are then escorted out of the room, by the Sergeant-At-Arms, to a location far enough away that he/she cannot hear the conversation that transpires.

7) Team members will then discuss each candidate and his/her qualifications. The discussion will continue until either one of two circumstances is reached:

(1) Two members make a nomination to begin voting. At which point the team will vote on whether or not to begin voting or continue the discussion. A simple majority vote by a show of hands will affirm the nomination.

(2) The discussion has continued for a maximum of fifteen (15) minutes. If the discussion of any individual candidate exceeds fifteen (15) minutes, the President or acting President (in his/her absence) will close the discussion.

8) Members will vote for all candidates on paper ballots that will be collected, counted and verified by both Vote Counters.

9) The Sergeant-At-Arms will bring all candidates back into the room where the Vote Counters will announce the winner.

10) The official count of the vote will be known only to the Vote Counters and to no other party or persons.  

Dues:

As part of active membership, each individual will pay dues of a set amount each semester to the club. The executive board shall set the amount of dues at the beginning of the fall semester. Returning veteran rowers will pay by a date determined by the treasurer, not to be later than the first regatta, and novice rowers will pay by a date determined by the treasurer, not to be later than the first of November. Dues for the spring semester will be incorporated into the cost of the Spring Break training trip. Spring dues are required of all members regardless of the attendance of the Spring Break training trip.   All dues are non-refundable.

Finances:

Decisions regarding funds in minor amounts (not to exceed $100.00) must be made through the club’s treasurer. The executive board must approve any purchase amount exceeding $100.00. The individual must provide the treasurer with a description of the transaction, its purpose and the approximate cost. This requirement must be satisfied, to the treasurer’s satisfaction, before the transaction takes place. The executive board will handle any discrepancies. Additionally, transactions must follow the financial procedures set by the Club Sports Association and the Student Association. In order to be reimbursed for monies spent on behalf of the club, a member must turn in the original receipt of the transaction to the treasurer. Members cannot be reimbursed for sales tax and full reimbursement is dependant on the availability of budgetary funds.

Meetings:

Meetings for team members will be called at least at the beginning and end of each season. Additional meetings may be called as the need arises. (For executive board meetings, refer to page 1).

Practices and Regattas:

Practice start times, duration, and content will be determined and set by the Captains under the direction of the Faculty Advisor. The Faculty Advisor must be present for all water practices. Boat and oar priority will be given to the most competitive rowers. All active members will be boated for at least one regatta per semester.

Amendments:

Amendments to this constitution must be voted upon by the entire executive board, including the Faculty Advisor. Amendments will be passed with a vote of five out of a possible seven. The club’s constitution must be reviewed every two years.  

Terms:

All members will be held to the terms and procedures outlined in this constitution. Failure to comply with the club’s rules and policies will result in an administrative/disciplinary action to be taken by the executive board. If an offense is made that cannot be settled by the executive board, the Club Sports Association and/or the Student Association may be asked to review the situation and take necessary actions. Rules and regulations regarding the Crew Club in the Club Sports Association and the Student Association Constitutions take precedence over this constitution.

Approved and accepted by the executive board of the SUNY Geneseo Crew Club.
Revision to take effect, April 10, 2007

Jaimee Peckham, President
Caitlin Domagal, Vice President
Alyx Vanderweel, Secretary
Scott Hopkins, Treasurer
Tom Fenfert, Men’s Captain
Cara McPhilmy, Women’s Captain
Ryan Bernfield, Faculty Advisor and Coach