The Official Tribe Athletics Fan Club

Constitution

The Tribal Fever
The Official Fan Club of
William and Mary Athletics

Table of Contents

I. Name
II. Purpose
III. Membership
IV. Officers
V. Elections, Terms, Vacancies
VI. General Voting Procedures
VII. Officer Impeachment
VIII. Committees
IX. Meetings
X. Dues
XI. Amendments
XII. Ratification

  • I. Name
    • a. The organization will be officially known as “The Tribal Fever Fan Club,” hereby referred to as “The Tribal Fever”
  • II. Purpose
    • a. The purpose of The Tribal Fever will be threefold:
      • 1. Create and maintain a culture of school spirit centered on athletic events and expanding into the College community as a whole.
      • 2. Increase awareness of sporting events on campus with a goal of increasing attendance.
      • 3. Foster opportunities to create a better bond between students and student-athletes.
  • III. Membership
    • a. Official members of The Tribal Fever must
      • 1. Pay annual dues established by the Executive Board. Further information regarding dues can be found in Article VIII.
      • 2. Be currently enrolled at The College of William & Mary in any academic program or work for the faculty or staff. This includes both undergraduate and graduate programs
      • 3. Positively represent The College and The Tribal Fever at all sporting events
      • 4. Abide by the Student Code of Conduct
    • b. Silver Club members must
      • 1. Pay annual dues established by the Executive Board.
      • 2. Positively represent The Tribal Fever at all sporting events
  • IV. Officers – The officers will collectively be known as “The Tribal Fever Executive Board,” hereby referred to as the “Executive Board.” The Executive Board positions shall be:
    • a. President: The President will
      • 1. Oversee all Tribal Fever activities
      • 2. Serve as liaison to the university, administration and community
      • 3. Conduct weekly meetings of the Executive Board and outline the agenda for said meetings
      • 4. Break ties in votes
      • 5. Oversee directors to ensure they are accomplishing assigned tasks and working for synergy within the group.
    • b. Director of Olympic Sports and Athlete Outreach: The Director of Olympic Sports and Athlete Outreach is responsible for:
      • 1. Organizing events and generally increasing awareness for sports other than basketball and football
      • 2. Talking to coaches and/or captains of non-major sports teams to determine their preferred events for Tribal Fever attendance
      • 3. Coordinating with SAAC as needed
      • 4. Soliciting ideas from students and student-athletes for future club activities
      • 5. Maintaining a high level of connection between athletes and the general student body.
    • c. Director of Marketing and Publicity: The Director of Marketing and Publicity is responsible for:
      • 1. Soliciting businesses in the community to become official sponsors of The Tribal Fever.
      • 2. Working with the athletic department to formulate and implement unique marketing strategies for certain games and other events.
      • 3. Organizing “flier blitzes” to spread fliers around campus
      • 4. Planning “recognition nights” for various clubs. These recognition nights include, but are not limited to, sponsorship of cheer sheets, announcements during halftime shows, and video board recognition at football games. Recognition nights may also be used in conjunction with the Director of Olympic Sports to increase awareness about the games.
      • 5. Working with the IFC and Panhellenic to coordinate Greek Nights and membership competitions at individual games and across seasons.
    • d. Director of Membership & Renewal: The Director of Membership & Renewal is responsible for:
      • 1. Distributing t-shirts to members who have paid their dues
      • 2. Organizing Orientation packet give-aways
      • 3. Purchasing merchandise, including but not limited to t-shirts and promotional give-aways.
      • 4. Come up with and implement strategies to retain a high percentage of members
    • e. Director of Alumni Relations: The Director of Alumni Relations is responsible for:
      • 1. Organizing the Silver Club and increasing membership and registration
      • 2. Delivering membership packages to registered Silver Club members
      • 3. Maintaining correspondence with registered Silver Club members
      • 4. Aiding the Director of Membership as the Director deems necessary
      • 5. Informing graduating senior members about opportunities with the Tribe Club and recruiting them for Silver Club
    • f. Director of Game-Day Operations: The Director of Game-Day Operations is responsible for
      • 1. Working with the pep band to create interactive cheers between The Tribal Fever and the band
      • 2. Working with the mascot to create interactive cheers between The Tribal Fever and the mascot
      • 3. Creating “Cheer Sheets” for distribution at games
      • 4. Teaching cheers to members of The Tribal Fever and the student body at large
      • 5. Exploring sponsorship of Cheer Sheets by local businesses
      • 6. Organizing bus trips, tailgates, and other events as interest presents itself
    • g. Director of Media: The Director of Media is responsible for:
      • 1. Writing and editing articles and other interactive content to increase hits and improve awareness of The Tribal Fever’s activity through the website
      • 2. Maintaining and regularly updating all social networking websites including, but not limited to, Facebook and Twitter.
      • 3. Designing visual paraphernalia for The Tribal Fever, including but not limited to:
        • 1. Fliers/Advertisements
        • 2. Posters
        • 3. 3-D Structures
    • h. Director of Finance: The Director of Finance is responsible for:
      • 1. Managing all accounts and money for The Tribal Fever.
      • 2. Approving expenses and costs and making sure they are in accord with the goals of the organization
      • 3. Reimbursing money spent by members of the Executive Board upon receiving and approving receipts of expenses.
      • 4. Keeping in contact with The Tribe Club concerning funding and coordination of away bus trips
      • 5. Coming up with a budget to be approved by the Executive Board for the next year each May
      • 6. Applying for funding from the Student Assembly each Fall.
      • 7. Keeping a running income statement of income/expenditures each year
      • 8. Reporting financial position to Executive Board members periodically
    • i. Floating Vice President
      • This position will be voted on through regular voting procedures, and shall be served by a member of the Executive Board in tandem with another listed position.
      • The Vice President is responsible for:
        • 1. Running meetings when the President is absent
        • 2. Overseeing the Board and standing in for the President’s responsibilities when the President is absent or unable to do so.
        • 3. Should the President become unable to perform his/her duties for any reason, the Vice President will take over his/her responsibilities until an election can be held.
  • V. Elections, Terms Vacancies
    • a. Beginning one election cycle after the implementation of this amended clause, elections will take place in one of the last four meetings of the calendar year.
    • b. Nominations will be held at the meeting prior to elections. Nominations will also be taken at the elections meeting, prior to beginning elections. Once nominations have been closed and elections have begun, no further nominations are permitted.
      • 1. At both meetings, nominations for offices will take place in the order of the officer listing in Article IV, such that nominations begin with President and end with the floating Vice President position.
      • 2. Any member of the executive board may nominate him/herself or be nominated by another member of the board.
      • 3. Nominees must be present to accept their nomination, and must be present at elections, except with prior permission by the Executive Board.
      • 4. Any nominee may only be considered for three offices.
    • c. Quorum must be present for elections to occur. An officer shall be elected by receiving a majority of the votes.
    • d. The officers shall be elected for a term of one calendar year.
    • e. In the event of a vacancy of any position that is not the President, the President will fulfill those duties until an election is held. In the event of a vacancy in the office of the President, the Vice President will temporarily fulfill all presidential duties.
      • 1. Any vacancy must be announced at the first meeting after the Director leaves office.
      • 2. In the event of a vacancy, nominations will be held at the meeting at which the vacancy is announced and elections will take place at the discretion of the Executive Board.
  • VI. General Voting Procedures
    • a. Quorum is one half of the active Executive Board plus one. Quorum may be reduced at the discretion of the members of the Executive Board.
    • b. In order to run for the position of President, the candidate must have served at least one year previously on the Executive Board.
    • c. Members of The Tribal Fever will be considered voting members of the Executive Board upon attending a total of three meetings or at the discretion of the Directors.
    • d. All nominees for the Executive Board must have attended at least one executive board meetings.
    • e. The officers will present their candidacy in the order listed in Article IV.
      • 1. Candidates will present their candidacy at elections with a short speech to the Executive Board.
      • 2. For each position, the speeches will be followed by a short question and answer period for all candidates.
      • 3. The candidates will then leave the room and the Executive Board will proceed to discussion followed by official voting procedures by ballot.
      • 4. All candidates can be elected to positions on a rolling basis excluding the Presidency, continuing to run for their nominated offices even after being chosen for a different position. Should a candidate be elected for multiple offices, he may choose his position and a re-vote for the then vacant position(s) will follow.
    • f. Votes will be counted by the two highest officers possible, starting with President, then Vice President.
    • g. An executive board member must have fulfilled her financial and attendance obligations in order to vote.
      • 1. Absentee voting is allowed on all issues, and any Executive Board member may motion for vote by secret ballot.
      • 2. All votes and discussion are confidential.
    • h. Election results become official as soon as the results are finalized.
    • i. Newly elected Executive Board Members are expected to meet with outgoing members no later than two weeks after the election.
    • j. Any Executive Board Director may have as many Assistants as necessary, dictated by interest and work load. Assistants will be given preferred status in future holding of the position they were the Assistant for.
  • VII. Officer Impeachment
    • a. If an officer fails to meet required duties, the Executive Board must first address the problem with the officer in written form.
    • b. If the officer still fails to meet their duties, the Executive Board has the right to impeach the officer with a five/seventh (5/7) vote. The member being impeached does not have voting privileges.
    • c. Quorum is necessary for all impeachment procedures.
    • d. Grounds for impeachment include, but are not limited to:
      • 1. Two unexcused absences within a month (unexcused as defined at the discretion of the Executive Board)
      • 2. Conduct unbecoming of or detrimental to The Tribal Fever or the College
      • 3. A failure to adequately perform one’s duties
  • VIII. Committees
    • a. The Executive Board may create Ad hoc committees to deal with any unforeseen issues that may arise.
    • b. Committee members may be impeached by the process outlined above
    • c. Committee members must be confirmed by the Executive Board
    • d. Committee members must follow officer rules as outlined above.
  • IX. Meetings
    • a. The Executive Board will meet weekly with reports from officers regarding all relevant business. No later than two weeks after the election, the new Executive Board should meet to establish a meeting date convenient for all board members.
    • b. Executive Board members are required to attend all meetings.
    • c. The President is charged with planning monthly town-hall style meetings; meeting times, dates, and locations will be posted on the website and various social media sites. These meetings will be open to all members of The Tribal Fever.
  • X. Dues
    • a. Dues for the upcoming school year will be established by the Executive Board no later than May 1 based on a presentation of The Tribal Fever finances by the Director of Finance
    • b. Any dispute over the establishment of dues will be resolved by the President.
  • XI. Amendments
    • a. Any amendment that is deemed worthy of consideration will be added to the agenda for the next weekly Executive Board meeting and considered for ratification.
    • b. Amendments will be subject to a vote, requiring a 60% vote to pass.
    • c. There will be a minimum of one meeting designated specifically to discussion of the Constitution and general policy of The Tribal Fever in the spring of each year.
  • XII. Ratifications
    • a. The Director of Media will be charged with keeping an updated version of the constitution available to The Tribal Fever membership and the Executive Board at all times.
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