|
Bylaws of the Gulf Coast Division as they
appeared before amendment March 4, 2005
Preamble
These Bylaws
and amendments, upon adoption by the membership and acceptance by
the USFA do hereby supersede, supplant and otherwise replace any
previous bylaws, amendments or other rules whereby the Gulf Coast
Division has been or may have been governed. However, this shall
not construe a break in the continuity of the Gulf Coast Division;
it is indeed a continuing viable body, responsible for the organization
and supervision of the amateur fencing within its geographic area.
All Divisional Officers and representatives previous to these Bylaws
have been and are legitimate in election. All previous victories,
awards, championships, etc. are also declared valid and legitimate.
Article I -- Name and Affiliation
The name of
the division shall be THE GULF COAST DIVISION of the UNITED STATES
FENCING ASSOCIATION INCORPORATED. THE GULF COAST DIVISION shall
hereinafter be referred to as "THE DIVISION", and the
UNITED STATES FENCING ASSOCIATION shall be referred to as "USFA,
INC." THE DIVISION is a duly chartered subordinate, constituent
body of the USFA, INC., exercising powers given by, performing duties
directed under, and subject to, the Charter and Bylaws of the USFA,
INC., with jurisdiction over the following geographic area:
Geographic Area
Beginning
at the mouth of the Sabine River, at the Texas-Louisiana border.
Extending west down the Texas Gulf Coast to the Mexican Border.
Thence west following the Mexican-Texas border to the junction of
US Highway 77. Thence northward following US Highway 77 to the point
where it is intersected by the 31st parallel of latitude. Thence
east following the 31st parallel to the Texas-Louisiana border.
Thence southward following the Texas-Louisiana
Border to the mouth of the Sabine River. The foregoing geographic
area is the historic and approved area for THE DIVISION. It shall
not exclude any offshore developments in the Gulf of Mexico nor
waive any claim to jurisdiction thereto.
Article II -- Objectives
The objectives
of the GULF COAST DIVISION of USFA, INC., shall be:
The encouragement
and development of the art of fencing. The holding of local competitions and tournaments. The promotion of participation in state, sectional and national
competitions sponsored by USFA, INC. Such other purposes and objectives as have been promulgated in
the Bylaws of USFA, INC.
Article III -- Membership
Section 1
Eligibility: any person residing in THE DIVISION, or belonging to
a fencing club located within the area of THE DIVISION, and who
is not a member of another division of USFA, INC., and who meets
the requirements for membership in USFA, INC., shall be eligible
for membership in THE DIVISION.
Section 2
Classes of Membership: The membership of the Division, being composed
of members of USFA, INC, shall be divided into classes as established
from time to time by the Board of Directors of USFA, INC. The
requirements for membership in each class shall be subject to such
regulations as the Board of Directors of USFA, INC may determine.
Section 3
Admission to Membership: applicants who qualify under Section I
of this article shall be admitted to membership upon payment of
the required dues.
Section 4
Discipline, Suspension and Expulsion of Members: all matters pertaining
to the discipline, suspension and expulsion of members shall be
referred to the Board of Directors of USFA, INC., for appropriate
action.
Article IV -- Officers
The officers
of THE DIVISION shall consist of a Chairman, a Vice-Chairman, a
Secretary, and a Treasurer. All officers shall take office the first
of August next following their election, and shall hold office until
the following July 31st, or until their successors are elected and
have qualified. The duties of the officers shall be as followed:
Section 1
Chairman: the chairman shall preside at all meetings of THE DIVISION
and its executive committee, and perform such other duties as usually
pertain to that office and are not inconsistent with these Bylaws.
The Chairman has the responsibility for filing with the Secretary
and the Treasurer of the corporation the annual reports called for
under the corporate bylaws and the standing votes of the Board
of Directors. The preparation of these reports may be delegated
to the Secretary or Treasurer of THE DIVISION.
Sub-Section
A. Duties of the Chairman:
The Chairman shall be
responsible for coordinating and directing
the duties of the Executive Committees. It shall also
be the responsibility of the Chairman, with the Executive Committee,
to prepare the yearly schedule to members of THE DIVISION by September
First. The Chairman
shall have the power to fill by appointment any of the offices of
the executive committee which are vacated by abandonment or dereliction. If the position of Chairman of the Bout Committee, a standing committee
of THE DIVISION, shall be vacant for any reason, then the Chairman shall perform
the duties of the Chairman of the Bout Committee. It shall also
be the responsibility of the Chairman or his appointee to purchase
and deliver to all scheduled tournaments all trophies, awards, etc. This
shall not apply to such tournaments as may be permitted to be conducted
within the Division where the organizing committee is not provided directly
by THE DIVISION, and expenses are not paid by The DIVISION. Such tournaments
could include, but not be limited to, tournaments for USFA members hosted
by clubs within the geographic area of THE DIVISION. It shall be
the responsibility of the Chairman to annually inventory and record
all divisional equipment and supplies and to make recommendations
to the divisional membership for its repair and/or replacement.
At the end of his term of office he shall immediately deliver all
such equipment and inventory records to his successor. It shall be
the responsibility of the Chairman to insure that all necessary
and appropriate equipment and supplies are available at all
scheduled tournaments at the proper place and the proper time. This shall
not apply to such tournaments as may be permitted to be conducted within
the Division where the organizing committee is not provided directly by
THE DIVISION. Such tournaments could include, but not be limited to, tournaments
for USFA members hosted by clubs within the geographic area of THE DIVISION. However,
the Chairman should make available equipment owned by THE DIVISION and facilitate
arrangements for other equipment as may be appropriate to further the objectives
of THE DIVISION. The Chairman
shall insure that a full and complete financial account of divisional
funds and expenditures be published three times yearly. The Chairman
shall insure that all scheduled divisional meetings are convened. It shall also
be the responsibility of the Chairman to insure that any divisional
bank accounts shall require at least two signatures. The two required
signatures shall be the Chairman and the Treasurer.
Section 2
Vice Chairman: the Vice-Chairman in the absence of the Chairman,
shall perform the duties of the Chairman.
Section 3
Secretary:
the Secretary shall conduct all official correspondence; keep a
record of the meetings of THE DIVISION; issue notices to all members
of all meetings, and perform such other duties as may be assigned
by the Chairman of THE DIVISION or other proper authority.
Sub-Section
A. Duties of the Secretary:
The secretary
shall provide every divisional member with a current yearly schedule
of fencing events by September 1.
It shall also
be the responsibility of the secretary to have current divisional
schedules available at every event.
The Secretary
shall maintain a current membership list of the divisional members.
The Secretary
shall ascertain the rating of all divisional competitions and shall
certify each fencer as to his or her classification(s). These ratings
and classifications shall then be reported to the national secretary
of the USFA.
The Secretary
shall provide on request and shall have on hand in printed form
the minutes of all the Executive Committee meetings. These shall
be available to the members at the divisional meetings and shall
be mailed to the membership after each Executive Committee
meeting. As an alternative to mailing minutes of a meeting of the
Executive Committee, the Secretary may deliver the minutes to members
by electronic means, or make the minutes generally available through
electronic means in a fashion where the membership would reasonably be
able to locate the minutes including but not limited to being made
available on the World Wide Web in a manner where it can be easily
found at an official Web site of THE DIVISION.
Section 4
Treasurer: the Treasurer shall keep the accounts of THE DIVISION;
receive all moneys, fees, dues, etc.; pay all bills approved by
the Executive Committee and preserve all vouchers for such disbursements.
The Treasurer shall at the annual meeting of THE DIVISION submit
a report of the financial transactions of the preceding year. The
treasurer shall keep all funds of THE DIVISIONS in such account
or accounts as the Executive Committees may prescribe. Nominal disbursements
may be made from a petty cash fund under such regulation and control
as may be established by the Executive Committee. The Treasurer
shall perform other such duties as may be assigned by the Chairman
of THE DIVISION or other proper authority.
Sub-Section
A. Duties of the Treasurer:
-
The Treasurer shall
compile, publish, and present in printed form
to the membership a full financial account of divisional funds and
expenditures as follows:
on the same
day as prior to the first divisional fencing tournament. following the
mid season Executive meeting- to every divisional member by mail. As an
alternative to mailing the financial report, the Treasurer may deliver the
report to members by electronic means, or make the report generally available
through electronic means in a fashion where the membership would reasonably
be able to locate the report including but not limited to being made available
on the World Wide Web in a manner where it can be easily found at an official
Web site of THE DIVISION. on the same
day as the prior to the beginning
of the Divisional qualifiers for
Summer Nationals.
Section 5
The office of Secretary and Treasurer may be combined for any year
upon majority vote of the members of THE DIVISION voting, in person
at the annual meeting. In the event of such vote, the candidates
for the office of Secretary and the office of Treasurer, nominated
pursuant to Article IX of these Bylaws, shall all be deemed candidates
for the combined office.
Article V -- Management by the Executive Committee
Section 1
Composition: the management of THE DIVISION shall be vested in an
Executive Committee consisting of the officers of THE DIVISION,
such additional directors of the USFA, INC., as THE DIVISION may
be entitled to elect and such additional members, not exceeding
six (6) in number, as shall be elected by the members of THE DIVISION.
Section 2
Quorum: a quorum shall consist of one third (1/3) of the members
of the Executive Committee, or three (3) members, which ever is
greater.
Section 3
Meetings: meetings of the Executive Committee shall be held at
such time and place as shall be designated by
the Chairman and shall be called upon the written request of three
(3) or more members of the Committee. Any member of the Executive
Committee may participate in a meeting by telephone or other
electronic means unless another member of the Executive Committee
participating in the meeting objects. All members shall be given
not less than forty-eight (48) hours prior notice of all meetings.
The Divisional Executive Committee shall schedule meetings at the
following times:
at some time
prior to September 1 to prepare the Divisional Schedule. at the chairman's
discretion, a midyear meeting between December 15 of the old year
and January 15 of the new year. at the discretion
of the Chairman, so long as it shall convene at least three calendar
weeks prior to the Divisional qualifiers for Summer Nationals.
Section 4
Waiver of notice: any member of the Executive Committee may waive notice
of any meeting of the Executive Committee. Neither the business to be
transacted at, nor the purpose of, any meeting of the Executive Committee
need be specified in the waiver of notice of such meeting. Notice may be
waived in either of the following ways: (a) an acknowledgment of wavier
reflected in the minutes of the meeting for which such notice is
waived; attendance of a member of the Executive Committee at any meeting
shall constitute a waiver of notice of such meeting except where the member
attends a meeting for the express purpose of objecting to the transaction
of any business because the meeting is not lawfully called or
convened. (b) a written acknowledgment signed by the member of the Executive
Committee so waiving and received by the Secretary on or before the date of
the meeting for which such notice is waived.
Article VI -- Division Board
Section 1
Powers: There shall exist a
Division Board with the power to set policies for THE DIVISION. Except where in conflict
with provisions of these Bylaws, or with USFA, Inc., policies established by the Division
Board must be followed by the Executive Committee, the Officers and other members of the
Executive Committee, standing committees of THE DIVISION and their members, any other
positions or bodies described in these Bylaws, and any positions or bodies established
under authority granted by these Bylaws. The Division Board shall not be responsible for
the management of THE DIVISION beyond setting policies.
Section 2
Composition: the Division
Board shall consist of one member of THE DIVISION serving as a representative of each
club which belongs to USFA, INC in the geographic area of THE DIVISION. Such
representatives will be selected by the clubs. Whenever a club selects a representative,
or an alternate for a representative, it must notify the Officers of THE DIVISION of the
selection and means for contacting the person. The Secretary shall then notify the other
representatives and alternates of the newly selected representative or alternate and his
contact information, and notify the newly selected person of the existing other
representatives and alternates and their contact information.
Section 3
Continuity through membership
lapses: if membership of a club in USFA, INC. lapses at the beginning of the membership
year due to lapse in dues payment or other failure to take action, but not for a reason
prohibiting the club from rejoining, a representative of that club shall continue to be
considered to belong to the Division Board for one month if the club declares that it
is remedying the lapse. If the membership in THE DIVISION of a representative lapses at
the beginning of the membership year due to lapse in dues payment or other failure to
take action, but not for a reason prohibiting the person from rejoining, that
representative shall continue to be considered to belong to the Division Board for one
month if he declares that he is remedying the lapse.
Section 4
Quorum: a quorum shall
consist of representatives of over one-half (1/2) of the clubs, or four clubs, whichever
is greater.
Section 5
Proxies: club
representatives may not vote by proxy at meetings of the Division Board. However, a
club may select a new representative at any time. Also, if the selected representative
is not present, then an alternate for the representative shall automatically be
entitled to serve as the representative in the absence of the representative. An
alternate representative does not automatically assume any special significance
which might have been granted by the Division Board to the usual representative.
Section 6
Minutes: The Secretary
shall record the minutes of meetings of the Division Board, but shall not ex officio
be a member of the Division Board. The Secretary shall provide on request and
shall have on hand in printed form the minutes of all the Division Board
meetings. These shall be available to the members at the divisional meetings and
shall be communicated to the membership in an analogous fashion to minutes of
Executive Committee meetings.
Section 7
Meetings: the Division
Board is not required to meet. Meetings of the Division Board shall be called by
agreement of four representatives, and held at such time and place as the four
representatives designate. All representatives and the Secretary shall be given
not less seven (7) days notice of all meetings. The Division Board may select a
chairman and may select a vice chairman from among the representatives, who
shall hold those positions until the Division Board specifies otherwise. If
the representative from a club is replaced temporarily or permanently by the
club, the new representative does not automatically assume any special
significance which might have been granted by the Division Board to the previous
representative.
Section 8
Representativeness: the
clubs shall be free to select as representatives any members of THE DIVISION who
they consider to be able to serve satisfactorily to represent the interests of
their clubs, without regard to any other role the member may serve in the club
or in THE DIVISION. However, to such extent that the interests of owners and
paid employees of clubs and the interests of the members of THE DIVISION within
that club may differ, clubs are to avoid selecting owners and paid employees as
representatives.
Article VII -- Committees
There shall be four (4) standing committees of THE DIVISION whose
chairman shall be appointed by the Chairman of THE DIVISION. With
the exception of the bout committee any other committee shall be
optional at the discretion of the Executive Committee.
Section 1
Bout Committee: The
Chairman of the Bout Committee or his appointee shall be the de facto Chairman
of the bout committee at each tournament in THE DIVISION. The chairman of each
individual bout committee shall have charge of and conduct that tournament. The
Chairman of the Bout Committee shall also appoint (2) or more other members of
THE DIVISION and possibly other members of USFA, INC. for each competition
who, with the chairman of the bout committee of the competition, shall constitute
the bout committee for such competition. The chairman of an individual bout
committee shall decide all disputes arising during the course of that
competition. An appeal may be taken from any decision of the chairman to the bout
committee as a whole, in which event the decision of a majority of the members of
the bout committee shall control.
Section 2
Publicity and Membership Committees: the Chairman of the publicity
and membership committee shall have charge of all publicity and
public relations relating to THE DIVISION and shall also be charged
with the conducting of continuing efforts to promote membership
in THE DIVISION.
Section 3
Arrangements Committee: the Chairman of the Arrangements Committee
shall have charge of all administrative duties involved in the conduct
of any competition, other than the duties of the Chairman of the
Bout Committee. The Arrangements Committee shall be in addition
to and shall supplement the activities of the Executive Committee
in its capacity as organizing committee for all competitions.
Section 4
Historical
Committee: the Chairman of the Historical Committee shall compile
a record of the results of all individual competitions conducted
by THE DIVISION and results of outstanding individual performances
by members of THE DIVISION in all other competitions. He shall also
maintain a record of all the fencing and officiating classification
of all the members of THE DIVISION. The Chairman and members of
this committee shall be under the direction of the Secretary of
the Division. The activities of this committee shall in no way negate
the record keeping and reporting responsibilities of the Divisional
Secretary.
Article VIII -- Meetings of the Members
Section 1
Regular Meetings: the regular meetings of the members of THE DIVISION
shall convene as follows:
Kick-off meeting -- on the same day as and prior to the beginning of the first scheduled tournament;
to receive a financial report and to allocate expenditures to the
executive committee. Annual meeting -- on the same day as and prior to the beginning
of the Divisional qualifiers for Summer Nationals;
to receive reports from the executive committee, financial report,
inventory and condition report of Divisional equipment, recommendations
by outgoing officers, and to elect and qualify new officers.
Section 2
Special Meetings: special meetings may be called any time and place
by the Chairman, and shall be called by the Chairman upon the written
request of not less than five (5) members of the Division.
Section 3
Notice: written notice of the date, time and place of regular meetings shall
be given to all members not less than fifteen
(15) days in advance of such meeting. The notice shall contain a
statement of the officers to be filled at such meeting, a statement
as to any proposed amendments to the Bylaws to be voted upon at
such meeting, and a statement of other matters required a vote of
the membership at such meeting. All members shall be given at least
seven (7) days prior written notice of all special meetings, which
shall set forth the business to be transacted at the meeting.
Section 4
Quorum:
a quorum shall consist of not less than seven (7) members of THE
DIVISION present in person and a majority vote of those present
shall control, except as herein otherwise provided.
Section 5
Eligibility: A member of THE DIVISION is entitled to vote, and is counted
toward a quorum, if he satisfies such requirements as USFA, INC. may establish.
If USFA, INC. establishes requirements for eligibility to vote in division affairs, these
requirements shall apply. In the absence of such requirements, such requirements as USFA, INC. has established for
eligibility to vote in national affairs shall apply instead. If USFA, INC. requirements specify that a member must act to cause a condition to be
satisfied before a specific calendar date during the membership year, and the vote occurs
prior to that date, then it shall be sufficient if the member is known to have caused the
condition to be satisfied by the time of the vote. If USFA, INC. requirements specify that a member must inherently satisfy a condition
before a specific calendar date during the membership year, and the vote occurs prior to
that date, then it shall be sufficient if the member is known to have satisfied the condition
by the time of the vote. Unless specifically required by the USFA, INC., no member shall be eligible to vote or
be counted toward a quorum if less than 18 years old.
Article IX -- Elections
Section 1
Nominations: candidates for all offices established under these
Bylaws shall be nominated from the floor at the annual meeting
of THE DIVISION.
Section 2
If not
more than one (1) nomination is made for any office, the secretary
of THE DIVISION shall cast a unanimous ballot at the annual meeting
for the candidate nominated. If two (2) or more nominations are
made for any office, voting for the candidate for such contested
office shall be in person and the candidate receiving the majority
of the votes cast shall be declared elected. Written ballots shall
be used. In the event that three (3) or more candidates are nominated
for any office, and no candidate receives a majority vote, a run-off
election shall be conducted and the winner shall be declared elected.
Article X -- Traditional Tournaments of THE DIVISION
THE DIVISION
traditionally begins its fencing season with the Franks Memorial
Invitational Sabre Tournament. The rotating trophy for this tournament
is retained by the winner for one year. Other events are usually
scheduled with the Franks. The Van Buskirk
Sabre Tournament honors Harold Van Buskirk, former Olympic Team
Captain, sabre fencer, US Epee champion and long time coach at Rice
University. It is an invitational tournament, open to all, and held
in March. It is held in conjunction with the Gulf Coast Invitational
Tournament which includes all weapons and is also open to everyone. The Divisional qualifiers for Summer Nationals, which are
closed to all but Gulf Coast Division members
in good standing.
Article XI -- Classification of Divisional Fencers
Section 1
Beginners: a beginner is defined as a fencer who has fenced less
than one calendar year in THE DIVISION or in any other competitions
sanctioned by the USFA, FIE, NCAA, AAU or any other recognized institution
in the US or abroad. The beginner's calendar year begins on the
date of his first competition and expires on the same date of the
following year. The Beginner's status shall not be jeopardized by
winning or placing in any higher classified tournaments. (Except
as in Art. 10, Sec. 3 below)
Section 2
Novice: a novice is defined as a fencer who has completed his beginner's
year and who has fenced less than one additional calendar year.
The Novice's calendar year begins immediately on the expiration
of his beginner's year and expires as outlined below. No fencer
shall remain a novice, in whatever weapon, for more than three consecutive
years inclusive. The novice's status shall not be any fencing achievements
during his novice calendar year (except as Art. 10, Sec. 3, below).
Each fencer shall be insured one calendar year as a novice in each
weapon he or she is qualified to compete. Novice status, after the
first calendar year, shall cease immediately upon a fencer's winning
first place in an Open Tournament or a Closed Tournament which is not
a Restricted Tournament.
Section 3
Application
of National Classification: No fencer holding a National or International
classification or rating of any kind shall be a novice or Beginner
in THE DIVISION. Also, beyond Novice class in THE DIVISION, USFA
classification will apply.
Article XII -- Parliamentary Authority
The rules contained in
the current edition of Robert's Rules of Order Newly Revised shall
govern THE DIVISION in all cases to which they are applicable and in which
they are not inconsistent with rules and policies of USFA, INC, these
Bylaws, and any special rules of order THE DIVISION may adopt. This shall
include, but not necessarily be limited to, meetings of the Executive
Committee, meetings of other committees, and meetings of the members.
Article XIII -- Amendments
These Bylaws may be
amended at any annual meeting of
the members, or at any special meeting of the members called for
that purpose. An amendment receiving a majority of all votes cast
by the members voting in person shall be deemed adopted.
|
