Virginia Polytechnic Institute and State University
Fencing Club Constitution

Revised: March 25, 2009

PREAMBLE

Fencing Club at Virginia Polytechnic Institute and State University serves to promote the sport of fencing. It provides the opportunity to do so in a number of ways, including recreational fencing and many levels of competition. The Fencing Club also promotes the camaraderie, sportsmanship, and competition that has long been associated with fencing.

The Fencing Club is a charter member of the Extramural Sport Club Federation, and operated under the published guidelines of that organization. In addition, its activities shall not violate any university, state, or federal laws.

ARTICLE I - NAME

The name of this organization shall be the Virginia Tech Fencing Club. Herein after referred to as the "Fencing Club."

ARTICLE II - MEMBERSHIP

Section I - Membership Requirements

Membership is open to the following persons:

1. VPI&SU enrolled undergraduate and graduate students, faculty, and staff. Herein after referred to as regular members.
2. VTFC Alumni, defined as those who have spent 4 or more years with the club as a regular member or have received a sword from the club. Herein after referred to as alumni members.
3. Associate status may be granted to any person not in the above categories who wishes to participate in club activities, subject to approval of the President. Herein after referred to as associate members.
4. Members who are under the age of 18 and not a full time Virginia Tech student must have a club member sponsor them for club membership; they will herein be referred to as junior members. Youth 14 years of age or younger must also have a legal guardian present for club participation, and may only join with Presidential approval. Youth under the age of 10 may only become a club member with a majority vote of the officers.

Section II - Discontinuation of Membership

Discontinuation of membership can occur in the following manner:

1. A member may be dropped from the Fencing Club, after a majority vote of the officers, for an infraction against the Fencing Club constitution, by-laws, Extramural Sport Club Federation rules, university rules, state, or federal laws.
2. A member may resign their membership either in written form or verbally to any officer.

ARTICLE III - OFFICERS

Section I

The Fencing Club shall be managed by the following officers (in order of rank): President, Vice President, Treasurer, Men's Team Captain, Women's Team Captain, Head Armourer, Historian, and Member at Large. Candidacy for all positions is open to all undergraduate or graduate student members of the Fencing Club. If any officer, except the President resigns, or is impeached, the President may appoint a Fencing Club member to the empty office, with majority approval of the other officers, or the President may hold general elections for all empty positions. If the President resigns, or is impeached, the Vice President will assume the responsibilities of the President until a presidential election can be held. The presidential election will take place at a club meeting at which official club business may be conducted, and the election will take place in the same manner as other club elections. After the new President has been elected, he/she will fill any other open positions as stated above. Yearly elections will be held at the annual meeting.

Section II - Removal of an officer

Any officer found to be neglecting his/her duties, violating fencing club rules, Extramural sport federation rules, university rules, state or federal law, or acting in a way not in the best interest of the club may be removed from office in the following way: If charges are brought against an officer of the club a majority vote of the other officers is necessary to impeach the officer in question. Then the officer will be reviewed by the entire club, and a majority vote will remove that officer. The officer in question has the right to defend his/herself to the other officers and the club.

ARTICLE IV - CLUB MEETINGS

Section I - Conditions of Annual Meeting

The annual meeting will be held in lieu of a practice between the last Monday in February and the 3rd Monday in March, such that there shall be at least two weeks allowed for the training and preparation of new officers. The meeting will be announced by the President. This meeting will be to elect new officers for the coming year and amend the Constitution.

Section II - Conditions of Fall Semester Club Meeting

A club meeting will be held in lieu of a practice within one academic week prior to the Tech Open. In the event the Tech Open is not held or is held later than November 1st, the Fall Semester Club Meeting must be held prior to November 1st. This meeting will be to organize and prepare for the Tech Open. In addition, any Fencing Club issues may be addressed at this time.

Section III - Additional Meeting

Additional meetings may be called at the discretion of the President or at the request of any officer. A strategy meeting should be held weekly to discuss status of the club and upcoming events. Minutes of these meetings should be taken by the Historian and reported to the membership on a timely basis.

Section IV - Fencing Club Issues

An issue brought before the Fencing Club shall be decided by a simple majority of the voting members present.

ARTICLE V - FINANCE

Dues will be charged to each regular, associate, and junior member. If the need arises, the President may request additional funds from the membership, if approved by a majority vote of the membership present. Dues shall be paid by the beginning of the third week from the start of each semester. Exceptions may be made at the discretion of the Treasurer. The setting of the budget is a major responsibility of the President, Treasurer and other officers as they prepare for the yearly budget board. These budget board presentations are to be professional and well organized and shall be prepared prior to the annual budget board meetings.

ARTICLE VI - TEAMS

The Fencing club shall field a men's and women's team that shall operate as similar to a comparable varsity team as feasible. These teams will compete with teams from other schools and clubs. It should be the objective of the Officers and Squad Captains to field full teams at all collegiate tournaments.

ARTICLE VII - AMENDMENTS

Any amendment to this constitution may be adopted at an announced Fencing Club meeting with a simple majority vote of members present, provided written notice of the proposed amendments has been distributed to Fencing Club members at least one week prior to the meeting. The proper person to address these requests for changes to the Constitution would be the Historian.

ARTICLE VIII - BY-LAWS

The rules and policies of the Fencing Club shall be contained in a set of By-laws. Changes to the By-laws may be proposed by any member and shall be decided upon at a general meeting.

Virginia Polytechnic Institute and State University Fencing Club By-Laws

BYLAW I - MEMBERSHIP

Section I

To be eligible for membership a member must meet the following criteria:

1. There must be an assumption of risk form on file.
2. The member must meet all guidelines of the Extramural Sport Club Federation.

There are two classes of members: voting (including regular and associate members), and non-voting (including alumni members and junior members).

1. All members are invited to attend meetings and voice opinions, but alumni members and junior members may not vote.
2. Voting members must have paid dues for the current semester to be eligible to vote.
3. All members, excluding alumni members, must pay dues.
4. If a discount option for dues is available to regular members, this discount is not available to associate or junior members.
5. Students who participate in the coop program are still considered Virginia Tech students but due to their coop position may not be able to try out for the teams. A coop student may not displace a student who has attended practices and made the team. A coop student may act as an alternate at team meets and may at times be asked to substitute as part of the team. A coop student must pay dues during the semester that they coop and must meet all the criteria of a regular team member.
6. An alumni member who has paid dues will be considered a voting member.

BYLAW II - DUTIES OF THE OFFICERS

All officers must have at least a 2.000 cumulative GPA, be a full time undergraduate or graduate student, and be in good standing with the university. Officers are expected to attend practices regularly and provide a good example of leadership and sportsmanship to the other fencers. The term of all officers extends from the time they are installed until their replacement is installed on the first Monday in April. Outgoing officers shall assist the incumbent officers to provide a smooth transition period. Any duty duplicated within the by-laws indicates that those officers must agree upon the decision. In the case of a disagreement, a simple majority vote of the officers decides.

Section I - President

Duties include, but are not limited to:

1. Handles all internal duties of the Fencing Club.
2. Responsible for reserving practice space.
3. Responsible for making sure rooms have been reserved for all sponsored functions.
4. Responsible for making sure an accurate budget has been formulated and submitted in a timely manner with the Extramural Sports Club Federation.
5. Responsible for paying United States Fencing Association dues for the club on time.
6. Making sure at least one officer is present at practice.
7. Ensuring that all teams are running smoothly.
8. Responsible for making sure all purchases and expenses are in accordance with the budget.
9. Resolving a matter in the event an officer vote results in a tie and a decision must be made immediately.

Section II - Vice President

1. Shall assist the President in his/her duties and has the same powers of office as the President except where specified in the Constitution or By-laws.
2. Shall monitor and promote improvement of fencing quality within the club. This includes but is not limited to:
1. Organizing beginner's lessons at the beginning of the semester and ensuring at least one person is present to teach the class.
2. Ensuring that an experienced fencer(s) is present to manage the daily operations of practice (outside of beginner lessons) to ensure an efficient use of the club’s limited time and space.
3. Encouraging qualified people to strip coach at tournaments when possible. If not fencing on the team, then transportation should be provided for these individuals.
4. Informing the club of tournament results.
3. Shall be in charge of finding a qualified person (preferably a club member) to administer the club's website.

Section III - Treasurer

1. Shall be responsible for a club roster, including contact information.
2. Shall set, subject to approval of the other officers, individual membership dues and see to their collection.
3. Shall handle all financial matters of the club, subject to the review of the President.
4. Shall keep a record of all financial transactions.
5. Shall approve all expenses in accordance with the budget.
6. Shall be responsible for formulating the budget subject to the review of the President.
7. Shall be responsible for organizing fundraising events.

Section IV - Men's Team Captain

1. Shall schedule all team meets, and keep a schedule of all collegiate events.
2. Shall represent the team in all capacities.
3. Shall fill out all appropriate tournament forms and procure entry fees and conference dues from the President and the Treasurer.
4. Shall be responsible for deciding and maintaining team membership.
5. Shall be responsible for all travel arrangements regarding team meets.
6. Shall perform Team Captain Duties throughout and beginning with the Academic year. Officer status shall be assumed with the officer corps.

Section V - Women's Team Captain

1. Shall schedule all team meets, and keep a schedule of all collegiate events.
2. Shall represent the team in all capacities.
3. Shall fill out all appropriate tournament forms and procure entry fees and conference dues from the President and the Treasurer.
4. Shall be responsible for deciding and maintaining team membership.
5. Shall be responsible for all travel arrangements regarding team meets.
6. Shall perform Team Captain Duties throughout and beginning with the Academic year. Officer status shall be assumed with the officer corps.

Section VI - Head Armourer

1. Shall maintain club equipment and practice area.
2. Shall submit semester inventories to the President.
3. Shall ensure that all teams are properly equipped and that individuals are equipped as available.
4. Shall confer with the Treasurer on all equipment purchases, which are then to be submitted to the President.
5. Reserves the right to appoint no more than 2 apprentices. Each apprentice must be approved by a simple majority vote of the officers.

Section VII - Historian

1. Shall be in charge of the alumni newsletter, which will have proper revision through the officers before distribution. This letter shall be distributed quarterly.
2. Shall be in charge of the club yearbook, including photographic representation of club events.
3. Shall be responsible for maintaining a file on all USFA and collegiate conference tournament results.
4. Shall be responsible for maintaining and updating the constitution.
5. Shall be responsible for taking detailed minutes at meetings and distributing them to all members.
6. Shall be in charge of updating the display case.

Section VIII - Member-at-Large

1. Shall be responsible for all club publicity.
2. Shall be responsible for organizing social activities.
3. Shall be responsible for all recreational apparel. (i.e. T-shirts and sweatshirts).
4. Shall be responsible for membership recruitment.
5. Shall act as a liaison between Club members and the officers, bringing club member's concerns to the officers.
6. Shall assist the Historian in all officer duties.

BYLAW III - MEETINGS

To conduct official club business, a majority of the officers and 1/5 of the voting membership must be present.

Section I - Elections

1. Election of the new officers will be held at the annual meeting.
2. The new officers will officially fulfill their positions on the first Monday in April.
3. The interim between the two dates will be set aside as a training period for new officers.

Section II - Online Voting

1. Online voting shall, in no way, affect the annual meeting beyond the voting of officers.
2. Online voting shall not be used for changes or amendments to the constitution, nor shall it replace the voting of officers at the annual meeting.
3. Online nominations shall start two weeks prior, and end one week prior, to the annual meeting.
4. All online nominations must be sent to the club listserv.
5. Nominees must respond to the listserv to announce their acceptance or declination of their nomination during the nominating week.
6. During the week prior, and until the day before the annual meeting, anyone wishing to vote online may send his/her votes to the neutral party, appointed by the officers.
7. The neutral party will bring all votes received to the annual meeting, where they will then be added to the votes of the attending club members.

BYLAW IV - FINANCES

All club expenditures greater than $250 must be approved by a simple majority of the club officers. The club may obtain a credit line to be used for any club-related expenses. Only the President can access this credit line.

Section I - Club Member Reimbursements

Club members may be reimbursed for expenditures if the following requirements are met:

1. A majority vote of the officers must approve an approximation of the expenditure prior to purchase.
2. If the final monetary value of the expenditure exceeds the original approximation by 25%, the officers reserve the right to deny the exceeding amount by a simple majority vote. If the officers vote not to reimburse the exceeding amount, the purchaser reserves the right to retain the purchase. Any reimbursement funds already given to the purchaser must be returned in full to the club.
3. An officer must have receipts of the expenditure in hand within two weeks of purchase.
4. After two weeks, a majority vote of the officers may resolve whether or not reimbursement may be completed. Officers must still have receipts of the expenditure in hand.

BYLAW V - TEAM STRUCTURE AND FUNCTION

Section I - Team Captains

The Team Captain of each team is in charge of that team and the Squad Captains. Duties for the Team Captains are outlined in BYLAW II - DUTIES OF THE OFFICERS. Any appeals on removal from the team are to be brought forward to the Member at Large. A written appeal is required and once complete, shall be given to the Member at Large and presented to the officers for review. A quorum of officers will hear the appeal and vote. Their decision will be final.

Section II - Squad Captains

Each women's and men's collegiate team shall have squad captains, referred to as "Squad Captains". The Squad Captains will be chosen after the fall semester team tryouts. The squad captain will be responsible for deciding the line-up for each weapon and making substitutions when appropriate with the approval of the Team Captain. The Squad Captains will be chosen in the following manner:

1. A team roster will be posted within one week of tryouts. The decision of who is squad captain will be determined by the chosen squad members within one week after the team roster is posted. The Team Captain will coordinate the voting and will present the resulting nomination(s) to the officers for approval. A simple majority vote of the officers is required for approval.
2. The squad captain nominee will be chosen based on the following criteria, in no particular order:
   • Active participation in practices.
   • Proficiency in the weapon.
   • Knowledge of the rules.
   • Sportsmanship.
3. In the event that the above nominee for squad captain declines the duty of squad captain, or fails to gain the approval of the officers, then a new squad captain nominee will be chosen by the squad members and be presented to the officers for approval. In the event a squad captain is not chosen, or approved, before the first team competition, then the team captain will appoint a temporary squad captain until such time as a squad captain can be approved by the officers.
4. Nominations shall be given to the respective Team Captain in the form of a written proposal and presented to the officers for review.

Section III - Team Membership

A "fence off" will determine the membership of each weapon team and an alternate. Any club member may fence in a team competition upon appointment by the team captain based on the following criteria:

1. Active participation in practices.
2. Proficiency in the weapon.
3. Knowledge of the rules.
4. Sportsmanship.
5. Eligibility under individual conference rules for college meets.
6. 2.000 overall GPA, and good academic standing with the University.
7. Attendance at team meets unless the Squad Captain has excused the absence. Failure to attend a team meet may include indefinite exclusion from the team.
8. Correct gender for the team as set forth in the conference rules in which the corresponding VTFC teams compete.
9. Dues have been paid, regardless of membership type.

BYLAW VI - EQUIPMENT USE

1. Borrowing of equipment is at the discretion of the Club President. In lieu of the Club President, the decision falls to the next officer in line: Head Armourer, Vice President, Men's Team Captain, Women's Team Captain, Treasurer, Historian, Member at Large.
2. All equipment borrowed during practice must be checked out and checked in by an officer. Checked out equipment will list the club member's name(s) who currently is(are) responsible for the piece of equipment.
3. In the event of a collegiate competition, teams competing have first priority for all Club equipment. Therefore, there may be times that borrowing of equipment will be denied.
4. Henceforth, a "weapon" refers to any completed electric and/or practice epee, foil, or sabre. A "blade" refers to any epee, foil, or sabre not containing any electrical, tip, or grip components. While checked out under their name, a club member is allowed one broken weapon beyond repair each semester without penalty. The club member shall be liable for the cost of a blade as compensation for any subsequent weapon broken during that semester while checked out under their name, at the discretion of the President. If the fencer refuses to compensate the Club, the President may deny them the privilege of using club equipment until the amount is paid. The amount of compensation for each broken weapon shall be the amount the Armourer paid for a blade of the same type in his/her most recent order.
5. The club is not required to provide equipment to fit all members. Members are strongly encouraged to purchase their own equipment if no club equipment should fit.

BYLAW VII - SENIOR SWORDS

Senior Sword: A gift from the Fencing Club, in honor of service to the club, given to members who are graduating or otherwise leaving the club. Service may include, but is not limited to, having been an officer, having been on the team, or having demonstrated exceptional leadership in the sport of fencing.