SUNY Cortland Athletics

(Edits and Amendments Last Approved, 05-03-04, 03-23-05, 11-06-12)

ARTICLE I - NAME OF ORGANIZATION

The organization shall be known as the C-Club of SUNY Cortland, herein after referred to as the C-Club.

ARTICLE II - MISSION STATEMENT

The C-Club is committed to support SUNY Cortland Athletics, increase club membership and member participation, maintain and perpetuate the C-Club Hall of Fame and work to preserve the rich athletic history of the college.

ARTICLE III - MEMBERSHIP IN THE ORGANIZATION

Membership in the organization shall be open to alumni, faculty, staff, students, parents/families of current athletes, and friends of the College.

ARTICLE IV - BOARD OF DIRECTORS

Section 1: Composition and Term of Office
Terms for C-Club (non staff) board members shall be two years, and may be renewed. Coach and student representative terms are one year, and may be renewed. Terms for all other staff representatives shall be ‘position-continuous’. The Board’s membership shall include the following:

Standing Board Members:
(a) Sixteen (16) members of the C-Club (eight men and eight women, minimum of ten must be Hall of Fame members)
(b) Director of Athletics (This person will serve as the Board's Executive Director)
(c) Associate Athletic Director
(d) Director of Public Relations
(e) Executive Director of Alumni Affairs (or designee)
(f) Sports Information Director
(g) Male Athletics Staff Representative
(h) Senior Woman Administrator
(i) Chair of Exercise Science and Sports Studies Department (or designee)
(j) Past President of C-Club
(k) Community Representatives (2)
(l) Emeritus Members- Emeritus members must have served a minimum of 10 years as an active Board member to be eligible for consideration.
 
*indicates position eliminated



 
 
Ex officio members: (non-voting)
(a) President of the College (or designee)
(b) Vice President of Academic Affairs/Provost
(c) Vice President of Institutional Advancement
(d) Assistant Director of Athletics (Marketing/Promotions/Event Mgt.)
 
*indicates position eliminated

Section 2: Appointment Process

Sixteen Non-staff members (16) of the C-Club Board of Directors shall be appointed by the C-Club's Board of Directors and must be recommended for appointment by a current board member. One half of these board seats shall be appointed each year to insure continuity. All other board membership shall be reviewed and confirmed by the Board of Directors as necessary.



Section 3: Duties and Powers

Under the general leadership of the C-Club President:

(a) The Board is responsible for the development of all policies and procedures governing C-Club operations, including preparation of the annual budget, membership, fund raising, and special events.
(b) The Board shall appoint a nominating committee and conduct an election of officers at its Spring meeting. The election shall introduce a ‘slate of officers’ but also permit candidate nominations from the floor.
(c) The Board shall select future members of the C-Club Hall of Fame.
(d) Each member of the Board shall be expected to serve on at least one of the C-Club’s Committees. As requested by the Exec Board.
(e) Regular attendance at all meetings is expected; excessive absences will be addressed on an individual basis.
(f) Each Board member is entitled to cast one vote on all Board action items.

ARTICLE V - EXECUTIVE COMMITTEE

Section 1: Composition and Term

The Executive Committee of the C-Club Board of Directors consists of the following elected officers: C-Club President, Vice President, Secretary, and Treasurer. The Executive Director, the Executive Director of Alumni Affairs (or designee), and the immediate past President of the C-Club are also Executive Committee Members. In addition, Executive Committee Membership is open to any Past President who is also an active member of the Board of Directors.  This individual would have voting privileges. Term of office shall begin July 1st and conclude June 30th.

Section 2: Elections

(a) The Vice President, Secretary, and Treasurer are elected during the meeting of the Board of Directors.  Term of office for the Past President, President, and Vice President is three years (3).  *The term of office for the Secretary and Treasurer is two years (2).  The Treasurer is elected in the even years and the Secretary in the odd years.  The immediate Past President will serve a minimum of one year (1) with the option of continuing to attend EC meetings.  
(b) The Nominating Committee, under the leadership of the Past President, shall establish a slate of candidates and distribute this information to the membership two weeks prior to elections. Candidates may also be nominated from the floor.
(c) The Vice President ascends to the office of President following a two year term.
(d) Officer candidates must have served on the C-Club Board of Directors and only non-staff Board Members are eligible to serve as ‘C-Club Officers’.
(e) It is the C-Club’s preference if practicable, that the office of Vice-President be alternated between a male and female candidate every two years.
(f) Should an individual not be able to fulfill a term the executive committee may appoint a replacement to fill the remainder of the term.
(g) Emeritus members must be recommended by the Executive Committee and approved by the Board Directors.

Section 3: Duties and powers of the Executive Committee

Under the general leadership of the C-Club President:
(a) The Executive Committee shall implement ­all approved policies and                                               procedures of the C-Club and act in lieu of the Board of Directors when necessary.
(b) The Executive Committee shall establish and maintain working  committees to include but not limited to:
     (1) Membership Committee (Vice President – Chair)
     (2) History Preservation Committee (Chair appointed)
     (3) Projects and Special Events Committee (Chair appointed)
     (4) Budget Committee (Treasurer –Chair)
     (5) Nominations and Bylaws Committee (Past President – Chair)
     (6) Awards & Recognition Committee (Chair appointed)  
(c) The C-Club President (or designee) will participate in open interviews and give feedback to the search committee for Director of Athletics.



Section 4: Job descriptions for C-Club Officers, and Executive Director

     (a) The President shall serve as the Chief Executive Officer of the C-Club and perform all duties typically expected of this office. In this capacity, he/she will provide leadership during meetings of the Board of Directors, Executive Committee Meetings and liaison with the College through the office the Director of Athletics. (Note: The College’s AD shall function as Executive Director to the C-Club’s Board of Directors and also serve as a member of the Board’s Executive Committee.) The outgoing President will also agree to continue affiliation on the Board of Directors and serve as a voting member of the Executive Committee for a period of two years.
     (b) The Vice President, in the absence of the President, will assume all powers, duties, and authority of the President and will succeed to the office of the President.
     (c) The Treasurer is responsible to Chair the Budget Committee and prepare/present all pertinent financial information to the Board, Executive Committee and the C-Club membership at large.
     (d) The Secretary is responsible to maintain a written record of Board and Executive Committee meetings and arrange for its timely distribution to the C-Club membership.
     (e) The Immediate Past President, for a period of two years, will remain a voting member of the C-Club's Board of Directors and Executive Committee. The Past President will also chair the C-Club Nominating Committee and be responsible to present a slate of proposed officers.


     (f) The Executive Director (ED) to the C-Club will be assumed by College’s Director of Athletics. In this capacity, the ED will serve the C-Club as liaison to the College Administration and other faculty and departments as needed. The ED will function as a ‘facilitator’ concerning club activities and projects. The Executive Director will be a voting member of the C-Club’s Board of Directors and Executive Committee.
Executive Director Job Description:
     (a) Coordinate the membership drive and special projects with the Office of Institutional Advancement;
     (b) Communicate with coaches and other members of the community;
     (c) Promote C-Club through public relations and special events.
     (d) Coordinate membership newsletter and other appropriate mailings with the office of Institutional Advancement.
     (e) Facilitate C-Club expenditures in accordance with the budget parameters and approved spending guidelines; Expenditures for non-budgeted items will be discussed with and approved by the Executive Committee.
     (f) Will participate in all Board, Executive Committee, and other selected Committee meetings or be represented by designee.

ARTICLE VI - FINANCIAL POLICIES

Section 1: C-Club Budget

(a) The C-Club Budget Committee shall prepare a proposed budget based upon a review of the previous year's financial record and projections of income and expenses for the coming year.
(b) The proposed budget shall be presented for discussion by the Budget Committee to the C-Club Board of Directors at a Spring meeting.
(c) The Budget Committee will edit, as necessary, and present a Budget for review and adoption at the club's year end meeting.
(d) Following formal adoption, the C-Club budget will govern all C-Club expenditures for the coming year.

Section 2: Spending Guidelines

(a) The Executive Director is responsible for expenditures in accord with approved budget categories. Non-budgeted expenditures will be discussed with the Executive Committee and reported to the Board of Directors.
(b) All C-Club funds shall be held in an account maintained by the SUNY Cortland Foundation.
(c) All C-Club generated donations and non-designated funds from fund raising activities will be deposited into the ‘General Fund’ C-Club General Athletic Fund account.
(d) C-Club funds shall be used to support:
      1. The enrichment and support of SUNY Cortland athletics program including activities which contribute to the professional growth of coaches NCAA approved recruitment activities, support of athletic teams including the purchase of equipment, supplies, awards, travel expense.
      2. The C-Club Hall of Fame including expenses related to the annual selection of HOF members, the HOF Weekend and activities connected thereto and the C-Club HOF Room including the further environment and programmatic enhancement.
     3. SUNY Cortland ‘athletic history’ preservation project including costs related to web site construction and maintenance, information gathering, and reproduction and storage of material.
     4. Membership growth and development activities including mailing, publications, etc.
     5. Administration of the C-Club, including travel expenses of the elected leadership when engaged in official C-Club business and C-Club communication costs including mailings, publishing expenses, duplication costs, etc.

Section 3: Financial Reporting

     (a) The C-Club’s fiscal year is July 1 to June 30 and for reporting purposes.
     (b) The C-Club’s Treasurer and Executive Director will present a comprehensive annual report covering the previous year's financial activity at the yearend C-Club Board of Director's meeting.
     (c) he C-Club's annual budget for the coming year will also be presented for final approval and adoption at the yearend meeting of the C-Club Board of Directors.
     (d) Financial reports will be made to the C-Club Board of Directors at each meeting.

ARTICLE VII - MEETINGS AND PROCEDURES

Section 1: Meetings

    (a) There shall be a minimum of four general meetings of the Board of Directors during each academic year. The Executive Director in collaboration with the C-Club President shall establish a schedule of meeting dates. The C-Club President shall arrange to publish and distribute meeting schedule notices to all Board members and schedule the Hall of Fame Room as meeting venue as required.
     (b) Minutes of each Board of Director’s meeting shall be recorded by the C-Club Secretary and be distributed to all members, (standing and ex officio) as well as posted on the web site.
     (c) One half of the Board members plus one shall constitute a quorum for the transaction of business. Meetings shall be conducted according to Roberts Rules of Order, Newly Revised, unless otherwise superseded by the By Laws.
     (d) A quorum having been established, a vote of the majority of Directors present will constitute an act of the Board unless otherwise specified in the By Laws of Board.
     (e) Agenda for Board Meetings is as follows:
         1. Welcome and Introductions (President)
         2. Approval of minutes (Secretary)
         3. Treasurer Report
         4. President/Executive Committee Report
         5. Membership Committee (Chair)
         6. Special Projects and Events (Chair)
         7. History Preservation Committee (Chair)
         8. Awards and Recognition Committee Report (Chair)
         9. Web Site Report
        10. Executive Director (informational)
        11. Male Sports Representative
        12. Female Sports Representative
        13. Director of Alumni Affairs (or designee)
        14. Old Business
        15. New Business
        16. Adjourn
(f) President reserves the right to re-order the agenda to accommodate guests.
(g) Committee Chairpersons shall be responsible for scheduling meetings, notifying participants, (including President and ES), conducting meetings, making recommendations to the Board and keeping minutes of all meetings.

ARTICLE VIII - AMENDMENTS

Amendments to the By-Laws may be proposed by a member of the Board at least one meeting prior to the Board's consideration of such amendment (s). Amendments to the By-Laws must be approved by a two-thirds vote of he Board members present or through mail (email) ballot and shall take effect at the call to order of the next meeting of the Board following the ratifying vote.

ARTICLE IX - DISSOLUTION OR TERMINATION OF ORGANIZATION

Upon dissolution or termination of the C-Club, the Board of Directors shall, after paying or making provision for the payment of all C-Club liabilities, dispose of all the assets to the Cortland College Foundation, Inc.