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ByLaws of The CFFA
Article 1: Name and Affiliation
Section 1: Name
The name of the organization is Cape Fear Fencing Association, hereafter referred to as CFFA.Section 2: Affiliation
CFFA is an organization belonging to the United States Fencing Association, hereafter referred to as the USFA, as well as the North Carolina Division of the United States Fencing Association, hereafter referred to as the NCUSFA. CFFA shall abide by and act in accord with the articles, bylaws rules and regulations of the USFA and NCUSFA with the exception of voting on club issues. In this case CFFA bylaws will take precedence over NCUSFA and USFA.Article 2: Manifesto
Section 1: Mission Statement
CFFA’s mission is to promote the sport of fencing in the Wilmington, NC area. CFFA is an all-embracing club promoting honesty before winning, prescribing to the traditional rules of honor and sportsmanship associated with the art and sport of fencing. This is accomplished through:
1. Instruction and training of its members by:
a. Offering classes to the community
b. Individualized instruction to CFFA members
2. Community education through demonstrations
3. Support of other fencing clubs through attending competitions and providing equipment when feasible
4. Support of fencing as a competitive sport through hosting competitions.Article 3: The Lowly Masses (Membership)
Section 1: Membership Shall be Divided into Classes as Established by the Board
A. Active member: Any person paying dues to CFFA either on a yearly, monthly or by-the-visit method, and having attended a minimum if 12 visits within the last 6 months shall be considered an active member.
1. Voting members of the CFFA shall be
a. Active members as of the date of elections
b. 15 years of age as of January 1 of that election year
c. Current in all their dues
d. A member in good standing, under no current disciplinary action
e. Eligible to attend board meetings without voting privileges
f. Participate in the CFFA yearly meeting to vote in board members, in person or have a written proxy vote sent to the President or ranking board member no less than 12 hours in advance of the meeting
B. Inactive member (non-voting): Any person who was at one time an active member but has not participated in any club event (including practice, demonstration, meeting or tournament) within the last 6 months; except under extenuating circumstances such as active military service, temporary job relocation, etc.
C. Inclusive Clause/Dual affiliations: College students who are active USFA members may remain active CFFA members so long as they have fenced at CFFA and paid dues in the preceding 12 months.Note: Fee schedule for dues is to be determined by the executive BoardSection 2: Membership Revocation – see Grievance Procedures.Article 4: Right to Bear Arms (Rights and Responsibilities)
Members have the right to:
a) Use club equipment with the responsibility to maintain such equipment. All people handling weapons will have either
a. Signed a waiver
b. Be a dues paying member of CFFA
c. Be a USFA member
b) Use armory parts and equipment to repair personal or club gear with the responsibility to pick up and replace such equipment in the armory area after such repairs.
c) Order personal equipment through the club account to get club discount, with the responsibility that the club be paid back the monies due in a timely fashion.
d) A grievance procedure
e) Responsibility to properly maintain the salle and its equipment i.e. Mopping and sweeping the floors, fixing electrical equipment as skill level allows, picking up and returning of equipment and tools.Article 5: Officers and Decision Making a.k.a. Avoiding the Benevolent Dictatorship
Section 1: Composition of Board
The Board shall be composed of seven elected members: President, Vice President, Secretary, Treasurer, Web Master, Armourer, and Head Coach. The term of office shall be 13 months, providing a one-month overlap between terms in order to allow for a transfer of documents, etc. The term shall be from May to the following June. The general function of ALL board members is to foster a sense of club membership and unity and provide direction and guidance in accordance with the spirit of fencing as both a competitive sport and recreation. Board members must attend in person or send in a proxy vote, at lease ¾ (75%) of board meetings. The Board will be required to meet no less than 4 times a year, quarterly, with additional meetings determined as necessary.
Section 2: Eligibility
Board positions are open to all active members in good standing, who have been club members for at least 1 year, the last six months of which have been on an active status. Any board member who has remained in his/her current position for 3 concurrent years is ineligible for running for that same board position for 2 years, retroactive to the forming of the club in 1997.
Section 3: President
The function of the President is to give direction and guidance to the club in accordance with the principles of the CFFA, USFA and NCUSFA bylaws. The President shall be responsible for compiling the agendas and direction of meetings, posting meeting notices no less than 2 weeks in advance of meetings, collection of proxy votes when necessary, act as liaison between the community, division and USFA and the club, keep the general membership appraised of division and national activities and changes, organize biyearly classes.
Section 4: Vice President
Run meetings in absence of President, advertising and promotion of club events including demonstrations, competitions and fundraisers, act as liaison between club and church.
Section 5: Secretary
Keep minutes of meetings, meeting and club attendance, maintain bulletin boards, advertising for club events including promotions, fundraisers and demonstrations.
Section 6: Treasurer
The treasurer is responsible for the timely collection of monies from the membership for dues, event registration fees, equipment purchases, etc. He/she will maintain bank accounts and records on all transactions involving club money, write checks, order equipment for both club and individuals, order water and cups, as well as registering CFFA with the USFA and paying for club insurance.
Section 7: Armourer
Responsibilities include keeping club equipment in competition order, instructing club members on equipment repair, maintaining the armory in neat order, inventory of club equipment, as well as keeping the Board apprised of any needs of the armory. The armourer also has the right to indenture assistant armourers as necessary. The assistant armourers will not have the voting rights of the Board.
Section 8: Head Coach
Responsible for scheduling the opening of the gym and footwork drills, individualized lessons, promoting competitive club events, both in division and nationally. Providing leadership to assistant coaches, leading coaches meetings, instructing members of USFA rules and regulations – including study for referee’s exam. The head coach may delegate these jobs as needed.
Section 9: Web Master
Responsible for maintaining and updating the CFFA website, compiling event pre-registration from website. This site is to be reviewed and updated no less than on a quarterly basis. The Web Master may delegate duties related to the website to other willing CFFA members, as needed to maintain the website in a timely and adequate fashion.
Section 10: Ad Hoc Committees a.k.a. Suckers!
At any time, the officers of the Board, with the President’s approval, may determine the need for additional help in running the club. For these needs, ad hoc committees may be formed of 3-5 members and may be formed for such needs as bout committees, running of tournaments and events.
Section 11: Interim Officers
In the event that any officer is unable to complete the term of his/her office, and interim officer may be appointed by a majority vote by the remaining officers. If the amount of tome remaining is 6 months or less, then the time served will not count towards that person’s maximum time in prison (position). See article 5, section 2.
Section 12: Meeting and decision making
a) All general club meetings and agendas shall be advertised in writing on a club bulletin board no less than 2 weeks in advance.
b) In order to constitute a board meeting, a quorum of members (4) shall be present either in person or by proxy vote. Special instance meetings may take place any time a quorum of members is present. However, the remaining board members shall be contacted within 72 hours of the meeting to be appraised of any and all decisions made at the meeting.
c) For issues that require immediate response, the President shall contact each board member either by phone or email, if by email requesting a ‘read receipt’, stating issue and time frame that reply must be returned by.
d) If a board member is unable to attend an advertised meeting, they may send a proxy vote in the form of a written vote, or through a designated person approved by the ranking board member.Article 6: Off With Their Heads! A.k.a. Grievance Procedures and Impeachment/Removal of Officers
Section 1: Gross Misconduct
Gross misconduct as determined by a quorum of the Board shall be cause for removal of an officer, or asking a member to become an inactive member for a period of time as determined by the Board. If the infraction is considered severe enough, the member may be removed from the club.
Section 2: Embezzlement and Equipment
Any club member found to intentionally take club monies or equipment shall be asked to leave the club for a duration of time as determined by the Board. Any member that is found guilty of such an infraction will not be eligible to be voted to a board position for no less than 3 years time.
Section 3: Miscellaneous
Any club member has the right to initiate the grievance process. In order to activate the process, the complaint must be submitted in writing to a board member. It may be an anonymous submittal, but must contain the reason for the grievance, specific dates of any incidents, and names of offenders, specific offenses or rules that have been broken (either USFA or CFFA). Upon receipt of a written grievance, the executive Board will have 2 weeks to meet and address the grievance, either at a special convening if the Board or as part of the quarterly club meeting. If the grievance is deemed by inquiry to be legitimate by the Board, they will then respond in writing, to the member who initiated the process, or post a general response on the club bulletin board.
Section 4: Dereliction of Duty
If an officer misses 2 advertised meetings in a row, without sending in either a written proxy or a personal proxy, and it is determined by the remaining board members that no extenuating circumstances existed, the said officer will be required to step down from their position. In addition, should an officer fail to perform their duties according to the bylaws, as determined by a majority of the remaining officers, he/she will be required to step down.
Section 5: Resignations
If at any time, a board member feels that they can no longer perform their duties as a board officer, they may resign their position. This may be done either in writing prior to a board meeting, or verbally, during a scheduled board meeting with a majority of board members present.
Section 6: Unsportsmanlike Conduct
Activities that directly harm the club, or the reputation of the sport of fencing, i.e. cheating, excessive aggressiveness, or failure to correct unsportsmanlike conduct are cause for disciplinary action as determined by the Board.
Section 7: Banning of Use of Equipment
The armourer has the right to deny club equipment to members who abuse the privilege if free use of equipment – including but not limited to excessive breaking of weapons, not returning or hanging up garments or weapons, etc.Article 7: Amendment of Bylaws
These bylaws may be amended with majority vote of the elected Board. In an effort to give voice to the general club members, proposed changes should be posted 2 weeks prior to a board meeting, in order to allow concerns regarding the changes to be voiced.