University of Toronto Kendo Club
Constitution and Policies

1. Name

1.1
The official name of this recognized campus group is “University of Toronto Kendo Club”

1.2
The acronym or abbreviation of this group is: UTKC 

2. Purpose and Objective

2.1 
The University of Toronto Kendo Club will: 

2.1.1 
Provide for members the opportunities and encouragement to safely and actively partake in the practice of Kendo as well as connect with other members throughout the Canadian and International Kendo community. 

2.1.2
Promote self-development for our members through the practice of Kendo. 

2.1.3 
Provide a relevant and sustainable sports service to the students of the University of Toronto and members of the external community 

2.1.4
Promote a positive community image for UTKC at the University of Toronto through community involvement. 

2.2 
In pursuit of these aims the University of Toronto Kendo Club will: 

2.2.1 
Promote interest and participation in Kendo of all levels of competence in the University of Toronto (hereinafter referred to as the "University") and the external community 

2.2.2 
Canvas and represent the views of members on all matters relating to Kendo at the University both within and outwith the University and external committees; 

2.2.3 
Approve, coordinate and develop the general policies and activities of all clubs that are affiliated to the Club as hereinafter. 

2.2.4 
Administer, coordinate and control the income and expenditure of the Club and the management and auditing of the funding to the affiliated Clubs and specific recreational initiatives. 

2.3 
The Club shall furthermore: 

2.3.1 
Manage its property; 

2.3.2 
Publicize the role of the UTKC and the activities of its members by the organization of appropriate events and the preparation of materials for publication; 

2.3.3 
Make arrangements for the award and presentation of annual internal club awards; 

2.3.4 
Appoint proceeding executive team via interview and internal voting; 

2.3.5 
Provide a conduit for communication with all club members including students, alumni, and com- munity members. 

3. Membership 

3.1 Sensei 
The Sensei are the instructors of the club and its practices. 

3.1.1 
The Sensei are: 

  • David Johnson; 

  • Toshi Hogi; 

  • Tony Davidson; 

  • Matthew Raymond; 

  • Bill Kim. 

3.1.2 
A practitioner must be nominated by Sensei in order to become a Sensei. 

3.1.3 
The Sensei: 

  • Create and apply the Curriculum; 

  • Lead the practices; 

  • Encourage development in both Kendo and as individuals. 

3.2 Members 

Any individual who is registered in the Kendo Club program is a Member of the Club. Members consist of Active Members, Non-Active Members, and Alumni. 

3.2.1 Active Member 
A member who is currently a part of the Club and regularly attends practices during the current semester. 

3.2.2 Non-Active Member 
A member whose primary dojo is UTKC, but is either not practising during the current semester or is attending practice once or less per month. 

3.2.3 Alumni 
An Active or Non-Active member who has graduated from U of T or any other post-secondary institution and has practised as a U of T member for at least three years. Special consideration will be given to a member who has not met the above criteria and wishes to join the Alumni group. This will be evaluated on a case-by-case basis during a Sensei Meeting. 

3.3 
Any member of UTKC has the right to represent themselves and express their opinions on the affairs of the Club. 

3.4 
All Active Members excluding Sensei and Executives are required to register and pay the registration fee for the club if they intend to practise throughout the duration of the academic semester.

3.4.1 
Membership to the group is open to all the University of Toronto members (students, staff, faculty and alumni); 

3.4.2 
The group is open to non-U of T members; 

3.4.3 
The membership fee will be $60 per academic semester or as specified by the Athletic Center; 

3.4.4 
Any member of the club may apply for a refund within one (1) month of becoming a member. No refunds are permitted 30 days after the initial recruitment period; 

3.4.5
An individual who has not paid the registration fee by the closing deadline of each semester will not be on the attendance list and will not be allowed to enter the dojo to practise with the club. 

3.5 Termination of Executives and General Members 

Any member of the club who commits an act negatively affecting the interests of the club and its members, or breaching the policies outlined in this Constitution, may be given notice of removal. 

The member up for removal shall have the right to defend his/her actions at a meeting with Executives and Sensei. 

A two-thirds majority vote of the members in this meeting must be reached for the member to be removed. 

The member will be removed from the club’s membership and lose any privileges associated with being a member of the club. 

Executive members can only be impeached in a two-thirds majority vote by the rest of the Executives, or in a majority vote by the Sensei. 

4. Executive 

The Executive Council shall comprise the following members: The President; The Vice-President(s); responsibilities of whom shall be defined. The Finance Officer; The Communications Officer; The Equity Officer; The Tech Coordinator; The Tournament Manager; At Least Two Social Coordinators; At Least Two Equipment Managers. 

4.0.1 President 
The President shall: 

  • Oversee the operations, management and success of the UTKC; 

  • Be a member with at least one (1) year of experience within the club; 

  • Act as chairperson at all meetings; 

  • Act as an official signing officer of the organisation along with the Finance Officer for financial purposes; 

  • Act as an official representative of the organisation to its members, members of University, and all external groups; 

  • Ensure that the objectives, rules and regulations of the club are respected; 

  • Have the right to convene executive or general meetings when deemed necessary; 

  • Actively develop goals and pursue concrete objectives that support the mission of UTKC; 

  • Assume the duties of any vacant position until filled, with the exception of Vice President and Finance Officer, as a member other than the President must always hold these positions; 

  • Appoint non-elected officers as deemed necessary; 

  • Assume a disciplinary role to assure compliance of the executive duties along with the Vice President; 

  • Perform any other duties deemed necessary to enable UTKC to achieve its objectives; 

  • Responsible for the spearheading and operation of the annual University of Toronto Kendo Tournament; 

  • Ensure transition of office to the future Executive council. 

4.0.2 Vice-President 
Vice-Presidents shall: 

  • Assist the President in operations, management, and success of the UTKC; 

  • Assume the duties of the President in their absence; 

  • Ensure that all the activities of the club meet regulations and policies of the University of Toronto; 

  • Coordinate organisational recruitment efforts; 

  • Assume a disciplinary role in order to assure compliance of the executive duties along with the President; 

  • A Vice-President must be present at a meeting when called by the President;

  • Be a secondary liaison between Sensei and the executive team.

4.0.3 Finance Officer 
The Finance Officer shall: 

  • Record all financial transactions of the group; 

  • Hold signing officer authority along with the President for financial purposes; 

  • Maintain a budget of income and expenses along with receipts; 

  • Advise members on financial position of the group;

  • Ensure reimbursement of any transactions as deemed necessary;

  • Prepare an annual budget for the group as well as budgets for specific events at the end of the year. 

4.0.4 Communications Officer 
The Communications Officer Shall: 

  • Oversee and ensure effective communication to UTKC members, other clubs and organisations that are relevant to the affairs and activities of the UTKC; 

  • Maintain and update information when appropriate on club social media platforms (Discord, Email, etc.); 

  • Respond in a timely manner to questions from University students, alumni, and members of the community who express interest in the UTKC. 

4.0.5 Equity Officer 
The Equity Officer Shall: 

  • Be responsible for ensuring a safe and welcoming space in the club;

  • Maintain and ensure the enforcement of University and club equity policies

  • Advise proper Kendo related etiquette and respect within club members;

  • Train executive members in proper response protocol to internal situations in accordance with University and club policy. 

4.0.6 Tech Coordinator 
The Tech Coordinator Shall: 

  • Be responsible for the upkeep of the club website; 

  • Manage the online content; 

  • Work with Social Coordinators to promote exposure of the club to attract potential members in the University; 

  • Handle technological responsibilities at club events. 

4.0.7 Tournament Manager
The Tournament Manager Shall: 

  • Be responsible for the organisation of all club tournaments, including the annual tournament;

  • Manage the upcoming Kendo-related events at, and outside the University; 

  • Leading training of Tournament Volunteers at club tournaments.

4.0.8 Social Coordinator 
The Social Coordinator Shall: 

  • Be responsible for the organisation of club events outside of Kendo-related activities; 

  • Manage the content in club social media networks (Instagram, etc.); 

  • Work with President to promote exposure of the club to attract potential members in the University;

  • Organise the creation of, or create media-related props (posters, etc.) to promote club activities. 

4.0.9 Equipment Manager 
The Equipment Manager shall: 

  • Be responsible for the organisation and sale of club assets; 

  • Ensure that club space is clean and organised to comply with University fire protocols;

  • Communicate with vendors to ensure that club equipment is sufficient for new members;

  • Communicate with local vendors to attract club support for the annual tournament. 

5. Meetings 

5.1 General Meetings 
General Meetings will: 

  • Be open to all Members;

  • Have the President and Vice President in attendance; 

  • Have at least 3 Sensei in attendance;

  • The purpose of General Meetings will be to discuss UTKC’s state of affairs, and will be open to feedback from anyone in order to encourage member input within the club.

5.2 Sensei Meetings 
Sensei Meetings will be held to discuss important club matters and make official decisions. 

  • Sensei and/or the President have the ability to call a Sensei Meeting; 

  • The President and Vice President must be in attendance; 

  • At least 3 Sensei must be in attendance. 

    • Amendments to the Constitution must be discussed and committed to at a Sensei Meeting. 

5.3 Executive Meetings 
Executive Meetings are held by the Executives to discuss the facilitation of the club, its practices, and its events. 

The Executive Meetings: 

  • Should be held regularly;

  • Can be called by any Executive;

  • Can be held in person or through a conference call.

6. Meetings 

6.1
All full contact practices must have at least one Sensei present in order to be run. 

6.1.1 
Sensei who are present at a practice decide the exercises that are to be taught in the interest of the Curriculum. 

6.2 
At least one person with valid First Aid and CPR-C certifications must be present for a practice to be run. 

6.3 Sitting Lines 

  • Sensei shall be seated at the front of the dojo; 

  • Alumni shall be seated at the bottom left (Facing Sensei) of the dojo; 

  • Members shall be seated at the bottom (Facing Sensei) of the dojo;

  • Visitors shall be seated behind seated members at the bottom left (Facing Sensei) of the dojo.

    • Visitors shall form their own guest line or line up beside Alumni depending on the amount of space available.

7. Representation 

7.1 Apparel 
Any non-Kendo specific sports apparel representing the club must be from the University of Toronto’s current official apparel supplier. 

7.2 Visits 
Any member visiting another dojo must exercise proper etiquette and strive to represent UTKC to the best of their ability. 

7.3 Zekken 
All members must wear the zekken supplied by UTKC (either the UTKC or the UTKC Alumni Zekken) in the following circumstances: 

  • All practices run by UTKC; 

  • All tournaments; 

  • All events (Godokeiko, Seminar, Demonstration, etc.); 

  • Visiting another dojo. 

8. Guests 

Guests are practitioners who are visiting from a dojo other than UTKC. 

8.1 Guest Passes 
Guests and Non-Active Members are not required to pay the AC membership fee or club registration. 

8.1.1 
Guests 5-Dan and above will be sponsored. 

8.1.2 
Important guests will be sponsored on a case-by-case basis.

    8.1.3     
Guests who have not been sponsored must purchase one at the AC main office.