Nominating and Election Process

With the ratification of new NOD Regulations that are effective immediately, the Executive Committee positions and the Nominating and Election process have changed as follows (excerpts from the Regulations):

Article V.      EXECUTIVE COMMITTEE
Section 5.02        Composition of the Executive Committee
The number of the Executive Committee shall not be less than three.    The Executive Committee shall be comprised of the Division:

(a) Officers

i)      Chairman
ii)     Vice - Chairman
iii)    Secretary
iv)     Treasurer
v)      Armorer
vi)     Awards Coordinator

(b) Elected Standing Committee Chairman

i)      Bout Committee Chairman
ii)     Public Relations/Newsletter/Web Design Committee Chairman
iii)    Nominating Committee Chairman
iv)     Youth Development Committee Chairman

Section 5.04 Term of Executive Committee Members
(a) Terms of Officers shall be two (2) years starting and ending with the beginning and end of the Division fiscal year. Terms of Officers shall be staggered so that no more than half of the Officers will be new each year. Terms will be adjusted for the first election after these By Laws are adopted to initiate the staggering of terms. The Offices of Chairman, Vice - Chairman, and Treasurer shall have two year terms commencing on even election years. The Offices of Secretary, Armorer, and Awards Coordinator shall have two year terms commencing on odd election years. Each Officer shall hold office until his or her successor is elected, qualified, and assumes the office or until his or her earlier resignation, death, or removal.

(b) Terms of Members at Large, Standing Committee Chairmen, USFA Congress Representatives and Alternates shall be one (1) year beginning and ending with the Division fiscal year.

(c) Unlimited Terms Any person may serve in the same elected position for an unlimited number of consecutive terms.

Article VI. NOMINATING AND ELECTING EXECUTIVE COMMITTEE MEMBERS
The Executive Committee will be selected by the Membership through an annual democratic election process. A majority of the Executive Committee must always be composed of representatives selected by such election process.

Section 6.01 Nominating Process

(a) Objectives of the Nominating Process

i)      To develop a list of Executive Committee candidates who meet the criteria established for Executive Committee membership and who are acceptable to the members.
ii)     To be objective and dedicated to achieving a representative, capable, and independent Executive Committee.
iii)    To be free of undue pressure from any group or individual.
iv)     To be carried out without polarizing the membership or allowing politicking.

(b) Selection of the Nominating Committee

i) The Membership shall elect a Nominating Committee Chairperson through its annual election process.
ii) The Executive Committee will appoint a Nominating Committee of at least five (5) Members in Good Standing approximating a cross section of fencing interests in the Northern Ohio Division.

(c) Nominating Procedure

i) Nominations will be open from January through February. The Nominating Committee will solicit nominations for all open positions from the entire membership. The nomination solicitation notice posted on the NOD website will include: all open positions, the terms of office, instructions for submitting a nomination in writing along with biographical information to the Nominating Chairperson, the closing date of nominations, a description of the nomination and election process, as well as the procedure for submitting a nomination. Each club is entitled to offer as many candidates to fill its allocated number of positions.
ii) At the end of February, all interested candidates shall be listed on the ballot and presented to the Executive Committee and posted on the Division website for the Membership.

Section 6.02        Election Procedure
(a)             Uncontested Annual Meeting Election
Elections for which there are no contested positions may be conducted by voice vote at the annual meeting.    There shall be no proxy voting.

(b) Contested Elections - Mailed Ballots
In the case of multiple contestants for positions, elections will be conducted by the Nominating Committee with written ballots sent through the mail to all members eligible to vote at their last known address on record with the USFA National Office.

1) All properly nominated candidates will be included on a ballot with the positions for which they are running. Each candidate will be voted for individually. Write in candidate votes will be accepted.

2) The ballots shall be mailed by April 1st in a sealed envelope. Included with the ballot shall be: instructions for marking and returning the ballot; candidates’ self-provided biographical information, qualifications, and club affiliation in sufficient quantity; the counting procedures; and the time and place of the ballot counting; and of the Annual Meeting.

3) To be valid a ballot must be returned in the addressed return envelope provided with the ballot, by first class mail at the expense of the voter, postmarked no later than the April 25th,, and must bear the signature of the voter across the outside back of the envelope. The ballots will be tallied in a manner designed to protect the confidentiality of the each member’s vote and that allows the ballots to be identified with the validating envelope in which they were received.

(c) Election Results

1) Officers and Elected Committee Chairs

The candidate receiving a plurality of voice or written votes shall be considered to be elected provided that the rights and limits described in Section 5.03 are observed.

2) Members at Large, USFA Congress Representatives and Alternates

There shall not be more than eight (8) Members at Large elected annually by the membership. Each member entitled to vote shall be entitled to vote for not more than three (3) of the candidates listed for Members at Large.
The candidates shall be ranked according to the number of votes received and the prescribed number of positions shall be filled by club in order of descending numbers of votes.

3) In the case of a tie vote, a recount will be assessed and if still tied, the office will be elected by a coin toss according to the following procedure. The Nominating Committee Chairman will provide seven (7) days notice to the candidates as to the date, time, and place of the coin toss, the Committee Chairman or his designee will conduct the coin toss at the time, place, and date designated. A candidate’s absence will be construed as a waiver of his or her right to be present and the Nominating Committee Chairman or his or her designee will select the person to call “heads” or “tails.”

(d) Unfilled Positions After the Election
If there are no candidates for an Officer of Committee Chair position, the newly elected Executive Committee and any Division members present at such meeting shall elect by majority vote, candidates to fill vacant positions.

(e) Eligibility for Executive Committee Positions

1) Any two (2) or more officer positions may be held by the same person, except that the person serving as Chairman may not also serve simultaneously as Vice -Chairman. Notwithstanding the foregoing, no officer shall sign, acknowledge or verify any instrument in more than one capacity. Any USFA Congress Representative or Alternate Congress Representative may hold any other Executive Committee position simultaneously.

2) To be eligible for the office of Chairman or Vice - Chairman, a person must have been a Member in Good Standing of the Division for a minimum of one (1) calendar year and a member of the Division’s or another division’s Executive Committee for a minimum of one (1) calendar year prior to the first day of August following the Final Election.

3) To be eligible for any other position on the Executive Committee, a person must have been a Member in Good Standing of the Division for a minimum of eight (8) months prior to the start of the new Executive Committee’s term of office.

4) To be eligible for a USFA Congress Representative or Alternate Congress Representative position, a member must be willing and able to travel to the USFA Summer National tournament to attend the Annual USFA Congress meeting at the representatives own expense.

5) A person wishing to run for a position of the Executive Committee must comply with the Nominating Procedures described in Section 6.01.

Article VII.    DUTIES OF EXECUTIVE COMMITTEE MEMBERS
Section 7.01        Officers
(a)     Chairman   The Chairman will preside at meetings of the Members and the Executive Committee. The Chairman:   shall be a non-voting member of all standing and special committees; appoint special committees, their chairmen and members; participate in the formulation of policies and programs for the Division and the execution thereof; assure that all Executive Committee and Membership resolutions are carried out, coordinate the work of all Executive Committee Members and Division volunteers; and represent the Division in its dealings with other organizations and agencies or authorize others to do so on the Chairman’s behalf. The Chairman is authorized to execute leases and other contracts on behalf of the Division.    The Chairman will assure compliance with USFA requirements and before leaving office at the end of the Chairman’s term will, along with the current Treasurer, submit the fiscal year end annual reports to the USFA .

(b) Vice – Chairman The Vice – Chairman will assist the Chairman with the Chairman’s duties; perform the duties of the Chairman in his or her absence; coordinate the work of all committees; serve as an non-voting member of all committees; and perform any other duties as assigned by the Chairman.

(c) Secretary The Secretary shall attend and keep the minutes of all meetings of the Executive Committee and the Membership and shall keep records and books as may be required by the USFA and the Division, including but not limited to meeting minutes, Membership rosters, standing rules and policies, By Laws, competition schedules and results. The Secretary will see that all notices are given in compliance with these By Laws; certify the eligibility of Division Members to compete in local, interdivisional, Sectional, and National fencing competitions; submit reports to the USFA National Secretary as directed by the Chairman; be an non-voting member of the Public Relations – Newsletter – Web Design Committee; and perform all duties incident to the office of Secretary and as may be assigned by the Chairman of the Executive Committee.

(d) Treasurer The Treasurer will have the responsibility for all funds and securities of the Division subject to such regulations as may be imposed by the Executive Committee; shall handle all day to day financial operations; see that a true and accurate accounting of all the financial transactions of the Division is made; shall prepare an annual budget for the Division; shall prepare and submit required financial reports to the USFA; shall coordinate the work of the Ways and Means Committee; and shall have such other powers and duties as may be prescribed by the Chairman or the Executive Committee. Upon the expiration of the Treasurer’s term of office, the Treasurer shall prepare all fiscal year end financial reports before leaving office, turn over to the successor Treasurer or the Executive Committee the property, books, papers, and money of the Division in the Treasurer’s hands.

(e) Armorer The Armorer shall have responsibility for keeping and maintaining all Division fencing equipment; shall maintain a complete inventory of all equipment; shall make the equipment available for use or rental as dictated by the Executive Committee; shall be a member of the Bout Committee; and shall perform all duties incident to the office of Armorer and such other duties as are assigned by the Chairman or the Executive Committee.

(f) Awards Coordinator The Awards Coordinator shall obtain awards for all Division competitions; shall obtain special annual awards as directed by the Executive Committee; shall be a member of the Bout Committee; and shall perform all duties incident to the office of the Awards Coordinator and such other duties as are assigned by the Chairman or the Executive Committee.

Section 7.02 Elected Standing Committee Chairmen
(a) Bout Committee The Bout Committee Chairman shall oversee the committee’s responsibilities. The committee shall develop for the Executive Committee’s approval at the beginning of the fiscal year a schedule of sanctioned Division competitions including qualifying competitions for Sectional and National Championships; for all Division sponsored competitions shall organize and run the competition; shall solicit sites and hire qualified officials; and collect entry fees and transfer funds to the Treasurer.

(b) Nominating Committee The Chairman of the Nominating Committee is responsible for overseeing the duties of the Nominating Committee described in Article VI.

(c) Public Relations/Newsletter/Web Design Committee The Committee Chairman shall oversee the committee’s responsibilities of publishing, posting on the Division website, and mailing to Division Membership a newsletter at least twice a year; posting to website competition schedules, Executive Committee meeting minutes, Division By Laws, Member Club links, and other pertinent information; publicizing Division competitions in advance and reporting competition results to local media; and promoting and publicizing fencing throughout Northern Ohio.

(d) Youth Development Committee The Committee Chairman will oversee encouraging youth to fence; coordinating youth tournaments; promoting Junior and Cadet fencers at Junior Olympic and Summer National Qualifiers; promoting Regional Youth Cup events; coordinating and promoting participation in High School Fencing clubs and meets; maintaining a separate youth corner on the Division website to direct youth fencers and parents to meets and activities; and
encouraging Family USFA Memberships, and participation in NOD.

Section 7.03 Additional Executive Committee Members
(a) Members at Large In accordance with Section 6.02 (c) (2), there shall be not more than eight (8) Members at Large elected annually by those members entitled to vote. They shall serve on committees of the Executive Committee as appointed by the Chairman; shall serve as liaisons with their affiliated clubs; and shall perform other duties as assigned by the Chairman and the Executive Committee.

(b) USFA Congress Representatives Shall attend the annual meeting of the USFA Congress during the Summer National Championship Tournament and any special meetings of the Congress; shall elect four directors to the USFA Board of Directors; shall elect the non-Athlete members of the USFA Nominating Committee; shall approve nominations by the USFA President for various positions; and shall propose legislation and resolutions to the USFA Board of Directors and USFA Executive Committee.

(c) Alternate USFA Congress Representatives In the absence of the Division Representative, the Alternate shall exercise the duties of the USFA Congress Representative.

* The Nominating Committee no longer will prepare a slate but will include all interested parties on the ballot.
* If multiple candidates run for a single position we will have a mailed ballot.
* Details will be forthcoming.