DTU Volley regulations

The English version of the DTU Volley club regulation is available below.
Please note that for official reference only the official Danish version can be used.

 

§1 Name and location of the club

The name of the club is DTU Volley.

It is located at the Technical University of Denmark, 2800 Kongens Lyngby

§2 Objectives of the club

The clubs objective is to create interest for volleyball, as well on a hobbyist as on a competition basis, further to spread the knowledge about this sport based on the community and social live in the club as well as to develop members’ motivation to engage and take responsibility in the club. Furthermore, it is the clubs aim to offer training facilities and adequate instructions preferentially for staff and students of DTU. This includes institutions, centres and units which are established as part of or associated with DTU cf. §4.

§3 Membership in organisations

(1) The club is a member of DTU Sport and is subject to DTU Sports’ regulations and conditions for sport at DTU, but the club is an independent legal unit, which is economically independent. DTU Sport is not liable for the club’s obligations.

(2) The club works under the applicable laws of Dansk Volleyball Forbund (DVBF), Dansk Idrætsforbund (DIF) and the International Volleyball Federation (IVBF).

§4 Admission of members

(1) The club can admit staff and students from the whole of DTU as members, cf. §2, this includes staff and students at DTU on leave, PhD students at DTU, as well as persons who have resigned or graduated from DTU.

(2) The club can furthermore admit others as members of the club and allow them to use DTU’s sports facilities, as long as this happens with the main goal to promote sport for staff and students and further under the premise that afore mentioned have priority and make up at least 50 % of the members of the club.

(3) The club may have passive members. The general assembly or the board determine the detailed guidelines for passive members’ rights, payment of membership fees etc.

(4) Registration can be made to the treasurer and is valid from the payment date until the end of the payment period. The board may at any time stop the admission of new members.

(5) Members of the club are members of DTU Sport. The club annually reports the list of its members to DTU Sport, including name, age, address, e-mail address and connection to DTU for each member.

§5 Membership fees

(1) The club’s membership fees are determined for one year at a time by the ordinary general assembly. The membership fee is collected for six months in advance.

(2) DTU Sport has the right to demand that the amount of the club’s membership fees is presented to and approved by DTU Sport from the subsequent year on.

§6 Resignation – exclusion

(1) A valid resignation has to be submitted in written form and at least with a 14 days’ notice to the club’s treasurer and the member must have paid the membership fees to the club up to the date of resignation. The member has the right to request a written confirmation. The resignation is not valid before it has been accepted by the treasurer in written form.

(2) If a member’s membership fee is overdue for more than 3 months, the board can exclude them with at least an 8 days’ written notice.

(3) No one who was excluded for overdue fees can be readmitted as a member of the club, before the debt has been settled.

(4) Furthermore the board can exclude a member with immediate effect under special circumstances. The board’s decision about that has to be made with a 2/3 majority of the board members in favor of exclusion. The member in question has to be given the opportunity submit their defense and may demand that the question of their exclusion be treated in the soonest ordinary general assembly. In any case where an exclusion is to be treated in a general assembly the member in question must be informed the latest 3 days before the assembly and must have access to it with the right to defend themselves. The question of exclusion must be included as a separate item of the agenda for the general assembly.

(5) The general assembly must decide on the issue of exclusion with the same majority as for a change to the constitution of the club, cf. §15.

(6) A member of the club who is excluded by decision of the general assembly can only be readmitted as a member by a new decision of the general assembly. This requires the same majority as the decision for exclusion.

§7 Ordinary general assembly

(1) The general assembly is within the limits given in this constitution, cf. §3, the highest authority in all matters of the club.

(2) The ordinary general assembly which is to be held annually before the end of March is summoned with at least a 3 weeks’ notice by internal bulletin and/or by written notice to the members. It is legally competent irrespective of the number of attendants.

(3) The agenda is to be announced in a similar way the latest 5 days before the general assembly takes place. Proposals that are to be discussed by the general assembly must be received by the board the latest 7 days before the general assembly takes place.

(4) All active members of the club over the age of 18, who have been a member of the club for at least one month before the general assembly and do not have overdue membership fees, have the right to vote. The right to vote can only be exercised in person.

§8 Agenda

The agenda for an ordinary general assembly shall normally include the following items:

  1. Election of a chairmen
  2. Board’s report of the past year
  3. Presentation of the finances for the past year and the budget for the coming year for approval
  4. Determination of the membership fees, cf. §5
  5. Treatment of any proposals
  6. One by one election of:
    1. President
    2. Treasurer
    3. Tournament responsible
    4. Player responsible
    5. Material responsible
    6. Other members of the board
  7. Election of 2 auditors and one substitute auditor
  8. Miscellaneous

§9 Management of the general assembly etc.

(1) The general assembly elects its chairman, who may not be part of the board, to lead the discussions.

(2) The votes in the general assembly are determined by simple majority, see, however, §6, §15 and §16. The chairman decides the method for the election. A written (closed) election must take place, if one of the attendants demands it.

(3) The decisions of the general assembly are to be noted in a protocol, wherein also the minutes of the discussions are to be included to the extent that the chairman decides.

(4) The constitution and changes to the constitution must be approved by DTU Sport, before they can become applicable. However, minor changes to the constitution that only matter to the club itself and do not have fundamental nature are applied directly under the condition that the club immediately informs DTU Sport about it with a copy of the changes.

§10 Extraordinary general assembly

(1) The board may call for an extraordinary assembly any time, and it must be summoned if at least 20 % of the members or the president of DTU Sport make a written request to the board about it. In the latter case the general assembly must take place the latest one month after the request has been submitted to the board with the details about which topic is to be treated.

(2) Regarding the method of summoning and the publication of the agenda §7 applies.

§11 Board of directors (board)

(1) The board is the club’s overall management and represents the club in all matters.

(2) The board consists of a president, a treasurer as well as 1-5 other members, elected for one year at a time by the ordinary general assembly.

(3) The president and the treasurer are elected by separate voting. All members of the board are elected by simple majority vote. Re-election is possible.

(4) The club must actively promote that a majority of the board is made up by members associated with DTU (defined as current or previous staff and students, institutions or companies that live on or are working on campus as well as relevant cooperation partners).

(5) The board must cooperate with DTU Sport in accordance with the applicable cooperation contract.

(6) The board is authorized to set up committees if deemed appropriate.

§12 Constitution of the board – authorization

(1) The board is constituted as soon as possible in a board meeting – however, the latest 14 days after the general assembly. Unless the general assembly has elected a representative for DTU Sport according to the club’s constitution, the board designates 1 member. The representation is made up of 2 representatives – one of which is the president of the club.

(2) The executive committee consists of the president, the treasurer and the tournament responsible.

(3) Board meetings are held as needed but must be held at a single board member’s wish.

(4) The board is legally competent if at least half of its members, including the president, are present, considering, however, §6 (4). Decisions are made with simple majority. In cases of a draw the vote of the president is decisive.

(5) In absence of the president the vice-president takes his place, so long as such has been designated.

(6) A protocol is to be kept about the debates of the board.

(7) The president signs for the club. In economic matters the signature of the president as well as the treasurer is necessary. In minor economic matters the signature either the president or the treasurer suffice.

(8) DTU Sport must be informed about the board of the club with names, addresses, phone numbers and e-mail addresses.

§13 Accounts and budget

(1) The club’s financial year follows the calendar year.

(2) The board must deliver the trading account for the previous year and the status per 31st of December to the accountants by the end of February.

(3) The trading accounts and the status for the previous year must be presented to the general assembly for approval and have to signed by the auditors. At the same time the board presents the budget for the upcoming year to the general assembly for approval.

(4) The trading accounts and the status for the previous year as well as the budget for the upcoming year must be sent to DTU Sport after being approved by the general assembly by the end April (together with the list of members and the minutes of the general assembly). DTU Sport has the right to demand that the budget and accounting must be approved by DTU Sport from the subsequent financial year on.

(5) DTU Sport has the property rights to the tools and equipment etc. provided by DTU Sport, unless in particular instances where opposing provisions have been taken.

§14 Audit

(1) 2 auditors (accountants) and 1 substitute accountant are elected for a year at a time at the ordinary general assembly. The accountants must review the accounts and ensure that the inventories are correct for every year before the annual general assembly. The trading accounts and the status must be approved by a signature. The accountants have access to the accounting and inventories at all times.

(2) DTU Sport has the right to conduct an extraordinary audit of the clubs accounting at their expense, if it is deemed necessary.

§15 Changes to the constitution

(1) Changes to the constitution may be made at any general assembly, if at least 2/3 of the presented votes agree with the proposal.

(2) The constitution and changes to the constitution must be approved by DTU Sport, before they can become applicable. However, minor changes to the constitution that only matter to the club itself and do not have fundamental nature are applied directly under the condition that the club immediately informs DTU Sport about it with a copy of the changes.

§16 Closing down the club

(1) The club can only be closed down by the decision of an extraordinary general assembly summoned specifically with this purpose. For its legal competence at least half 2/3 of the members of the clubs be present and that the proposal be agreed upon by 3/4 of the presented votes. If this majority is achieved at a general assembly which is not legally competent a new general assembly must be summoned where the decision can be taken by the aforementioned majority irrespective of the number of attending members. The club cannot be closed down as long as 10 members oppose this.

(2) In the event of the club being closed down its capital and assets fall to DTU Sport.

Appendix to the constitution of DTU Volley

§A

A sponsoring contract has to comply with the rules set by DVBF.

§B

The executive committee agrees to the contract for up to 3 years at a time. Each of the club’s teams decides with a simple majority whether they want to enter a sponsoring contract.

The negotiations are done by the respective team, afterwards the PR-responsible has to be consulted to negotiate the finalization of the contract.

§C

The amount of sponsoring benefits toward a team are negotiated between the team and the sponsor. It is desirable that the amount also covers the advertising fee to the regional association (Kredsforbund) by means of materials or cash.

It is possible to enter into trade agreements:

As long as it only applies to one team the agreement only has to be approved by the executive committee.

If the trade agreement applies to the whole club, it has to be the decision of each individual member whether they want to use the agreement. Club agreements have to be approved by the entire board of directors.

If a sponsoring contract should include multiple uniforms, it has to be least 12 uniforms with the advertisement.

The uniforms and other personal gear that was provided through a sponsoring contract belongs to the team for the duration of the sponsoring contract. With the end of the sponsoring period the uniforms and any other equipment belongs to the club.

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