Proposed August 3rd, 2009
The underwater hockey players of the San Francisco Sea Lions Underwater Hockey Club, in order to form a better organization, advance their common goals in the development of underwater hockey and secure the opportunity to play underwater hockey for anyone so willing; do hereby establish this Charter for the San Francisco Sea Lions Underwater Hockey Club.
The San Francisco Sea Lions Underwater Hockey Club is a varied group of men and women with a wide range of ages, diverse backgrounds and experiences that come together to participate in, enjoy and promote the growth of the sport of underwater hockey for competition, recreation, fitness and fun. We strive to place a high value on teamwork, fair play, good sportsmanship and supporting each other in learning and developing the skills and fitness necessary to continually improve as individuals and as a team. We work to introduce new players to the sport by creating the necessary environments for learning and progressing.
The San Francisco Sea Lions Underwater Hockey Club is committed to providing an inclusive and welcoming environment for all members of our community and to ensuring that access to participation is based on physical health and abilities. Consistent with this principle and applicable laws, it is therefore the policy of this Club not to discriminate in offering access to its educational programs and activities, or with respect to conditions on the basis of race, color, gender, national origin, age, religion, creed, disability, veteran's status, sexual orientation, gender identity or gender expression.
A club member is a person who has paid their annual club and society dues.
A club member has the right to:
- Attend all practices.
- Cast one vote during Steering Committee selection and general club votes.
- Represent the club as a member of a competitive team at tournaments.
- Provide feedback to the Steering Committee on club policies.
- Participate in club discussions online and in person.
A club member is required to:
- Sign the USOA Waiver of Liability form annually before the commencement of play.
- Respect other member players by practicing and playing according to club rules and standards of good sportsmanship.
- Follow club policies as determined and approved by the Steering Committee.
- Pay USOA and CenCal annual dues.
- Pay the club when money is due.
An annual meeting shall be held in January. The exact time and location shall be announced by the Steering Committee at least 2 weeks in advance.
The Steering Committee will be composed of three club members selected to represent the interests of the club, as defined in the club's Vision Statement. Steering Committee officers will be elected by club members for an annual term which will begin immediately after the membership meeting where votes are counted.
The Steering Committee will have one officer in each position. The responsibilities of each position include but are not limited to those listed below.
- Coordinate club activities and Steering Committee duties.
- Represent the club to other organizations (e.g. swimming pool managers, the Underwater Hockey Committee, the Underwater Society of America and other outside entites).
- Oversee the treasurer and the secretary to make sure all responsibilities are being upheld.
- Manage the Club bank account, collect member dues, pay Club bills.
- Prepare a summary of the finances for the annual member meeting.
- Check that the Coordinator is performing his/her duties with diligence.
- Maintain the Club membership list, the email list, the contact list, the Club web site and the Club published schedules.
- Ensure that players sign all necessary waivers of liability and any other required paperwork.
- Check that the Coordinator is performing his/her duties with diligence
The Steering Committee will keep minutes of meetings and make them available to club members. Except when noted, the Steering Committee may decide on its actions by simple majority.
Steering Committee Powers and Responsibilities
The Steering Committee is empowered to act as it sees fit to fulfill its role. A minimum set of specific powers and responsibilities of the Steering Committee include but are not limited to:
- Establish times, dates and locations of Club underwater hockey practices and tournaments.
- Control of club finances. Decide on practice fees and/or monthly or annual club dues. Decide on ways to spend Club monies including: recruiting, Club camaraderie and activities, Club participation in tournaments, equipment expenditures, and Club necessities such as pool fees and insurance needs. Maintain a clear accounting record and share it with club members.
- Maintain appropriate gear in practice locations to accommodate new players and visiting UWH Players.
- Meet in person every three months, starting no later than three weeks after a new Steering Committee is formed.
- Supervise the underwater hockey practices. Act to maintain and increase the level of play. Create new and maintain existing partnerships and special programs to increase the player base. Continue to support such special underwater hockey programs.
- Create, implement and enforce policies as described in section "Club Policies".
- The policies to be established and enforced by the Steering Committee must include but are not limited to:
- A sportsmanship and ethics policy that regulates the underwater hockey games, practices, classes and club sponsored activities.
- A competitive team policy that regulates the participation of Club teams in competitive tournaments.
- Facilitate resolution of any issues or conflicts. The Steering Committee can suspend or expel members that do not comply with club policies or otherwise prevent the club from achieving its goals. The Steering Committee shall give reasonable warning notices before a suspension or expulsion is decided. Any such action must be justified in written communication to the membership.
- Schedule club elections and provide the necessary materials and record keeping to enable members to vote in compliance with the process described in "Membership Voting".
The Steering Committee will create policies that support or enhance the Vision Statement of the club. Any policy change must be agreed on by all members of the steering committee and approved by general consensus or physical vote as described in section "Membership Voting".
Steering Committee - Selection
Every year in December Club members will nominate candidates for the next selection of Steering Committee officers. Club members must send their nominations to the entire membership or the Steering Committee. The Steering Committee will organize a physical vote according to the process described in section "Membership voting".
Each member may vote for up to three persons in ranked order. The persons may or may not be in the list of nominated candidates. Within a single member's vote, the highest person ranked gets three (3) points, the second highest gets two (2) points, and the third highest gets one (1) point. The three people with the largest number of points will form the steering committee for the following calendar year. In the event that a candidate declines a position, the candidate with the next higher number of votes will be elected.
The Steering Committee positions will be determined firstly by negotiated preference within the Committee and, in the event of an unresolved dispute, by the candidate with the larger number of votes has preference. If there is a tie in the number of votes, a coin toss shall be conducted.
In case of resignation in writing, incapacitation or absence of one or two member(s) the remaining member(s) can act only on urgent matters. Decisions on non-urgent matters must await the return of the absent Steering Committee member(s) or their replacement by new Steering Committee member(s). If the entire Steering Committee becomes unavailable the three oldest and willing members shall form an interim SC that can take action only on urgent matters until a new SC is named.
If any number of members of the Steering Committee becomes unable to serve for any reason for more than 2 months, or if a petition signed by a majority of members requests it, an election must be held within 4 weeks to select new a Steering Committee. The voting process shall be the same as for the annual vote.
The Steering Committee conducts a general consensus vote by announcing a proposed action to all members by email with a request for comments due no sooner than 7 days. A physical vote can be called by petition of two members. The physical vote will be counted within 4 weeks of the call. The action will be approved if there is no call for a physical vote or by a majority of physical votes.
Physical votes will be announced at least 2 weeks before the membership meeting where votes will be counted. Each member will cast no more than 1 anonymous paper ballot. The names of all voting members will be recorded. Ballot contents must remain secret until they are counted at the membership meeting. The results of the election will be announced immediately.
The Treasurer must ensure the club has sufficient funds to pay all liabilities and $500 in reserve for unexpected urgent expenses.
Expenditures less than $50 may be authorized by any Steering Committee member. Expenditures less than $500 may be authorized by unanimous decision of the Steering Committee. Expenditures less than $1500 may be authorized by general consensus of the members. Any expenditure may be authorized by physical vote of the members.
No Club member shall be liable except for unpaid dues; and no personal liability shall in any event be attached to any member in connection with any of the Club's undertakings.
No part of the net earnings of the Club shall inure to the benefit of any member or any private individual (except that reasonable compensation may be paid for services rendered to or for the Club).
In the event of dissolution of the Club, the remaining assets of the Club shall be distributed between one or more organizations that support the growth of underwater hockey or the protection of the ocean in California.
An amendment to this charter must be approved by a majority in a physical membership vote, as described in the section "Membership Voting". Any member may propose amendments to be voted on at the annual membership meeting.
A majority of the members may call for a vote to amend the charter at any time. The vote must be counted within 4 weeks of the call for a vote.
A special vote will be announced to approve this charter and select the first Steering Committee. The vote and selection will generally follow the process used during for regular vote and Steering Committee selection.
Mon July 20, 2009: Request sent for nominations of people willing to serve on the Steering Committee to reach Tom Brown or email@example.com
Sun Aug 2, 2009: Nominations due
Mon Aug 3, 2009: Vote announcement sent including a list of people nominated, the text of the charter, instructions of casting a ballot and the time and location of the vote count.
Mon Aug 17, 2009 9:45pm at King Pool: A physical vote is held for the Steering Committee and Charter. Any person who has payed for Monday night practice four times in 2009 or has a positive balance with the existing informal system at the time votes are counted will be considered a member. If a majority of the entire membership approve the charter it is adopted.