EQUESTRIAN VAULTING REGION IX
By-Laws
(Approved February, 2015)
ARTICLE I: NAME
The name of this organization shall be the Equestrian Vaulting- Region IX, hereafter referred to as Region IX.
ARTICLE II: PURPOSE
Sec 1. The purpose of Region IX is to provide educational services, organize regional events, organize USEF and FEI level events, and conduct related activities that will aid in furthering the sport of vaulting.
Sec 2. Region IX is a non-profit organization. Its activities will be conducted so that financial obligations and rewards will not accrue to any individual member or team/club. All funds raised or otherwise accumulated will be used in furtherance of approved Region IX programs for the benefit of promoting vaulting in Region IX, nationally, and internationally. Region IX will operate consistent with the requirements of IRS Code 501(c)(3).
ARTICLE III: BOUNDARIES
Sec 1. The boundaries of Region IX will be defined by the American Vaulting Association (AVA) as listed in the annual AVA Directory.
Sec 2. Region IX is further subdivided into three districts:
Northern District: Connecticut, Maine, Massachusetts, New Hampshire, New York, Rhode Island, Vermont
Central District: Delaware, Maryland, New Jersey, Pennsylvania, Virginia
Southern District: Alabama, Florida, Georgia, Mississippi, North Carolina, South Carolina,
Tennessee
ARTICLE IV: MEMBERSHIP
Sec 1. The membership of Region IX will consist of all AVA sustaining members (as defined by the AVA Bylaws and Standing Rules) in good standing and residing within the boundaries of Region IX (see Article III).
Sec 2. Each member will be entitled to one vote. When a member is unable to attend a meeting, positions that are clearly communicated in writing to the Regional Supervisor (as defined in the AVA Bylaws and Standing Rules) may be used as votes.
Sec 3. An Executive Committee, elected every two years by ballot vote of the membership, will oversee the general management and membership of Region IX. The Regional Supervisor and/or Vice President may make contracts on behalf of Region IX with advance approval of the Executive Committee. The Executive Committee shall consist of the Officers. Any vacancies in the offices of Region IX occurring during a term may be filled by appointment of the Regional Supervisor, with the approval of the Executive Committee, and the appointee shall serve the remainder of the term.
ARTICLE V: OFFICERS
Sec 1. The Regional Supervisor/President. The Regional Supervisor will be elected or appointed as specified in the AVA Standing Rules, and will serve as the President. The President will be responsible for facilitating meetings in a timely and business-like manner and will perform all other acts and duties usually required of the presiding office, with the ultimate goal to benefit vaulting programs. The President will work to keep Region IX membership informed of major discussions within the AVA.
Sec 2. Assistant Regional Supervisor/Vice President. It shall be the duty of the Vice President to perform the duties of the President when for any reason he/she is unable to do so.
Sec 3. Treasurer. It shall be the duty of the Treasurer to receive all monies due or paid to Region IX and to deposit such monies and pay out funds as directed by the Region IX Executive Committee. The Treasurer shall make out a detailed and full report of the finances of Region IX for the annual meeting and present an annual budget for approval at the annual meeting. The Treasurer shall hold all monies in a proper account under the name “Equestrian Vaulting- Region IX”. The Treasurer shall maintain records so that they are available for inspection at any time.
Sec 4. Secretary. It shall be the duty of the Secretary to attend all meetings and keep a record of the same, to take care of any correspondence, voted, resolutions, track membership and perform other duties as specified by Region IX. The Secretary shall prepare the minutes of each meeting and submit them to the membership and provide notification of any upcoming meetings and agenda items. The Secretary shall make reports necessary to maintain Region IX in good standing under the provisions of IRS Code 501(c)(3).
Sec 5. District Representative. It shall be the duty of the District Representatives to work to keep the members within their respective districts informed of major discussions within Region IX and to assist in the recruitment of committee members as needed.
ARTICLE VI: MEETINGS
Sec 1. At meetings of the Executive Committee, the presence of one-half of the Officers is required for a quorum. At the annual meeting, the presence of at least fifteen members including two-thirds of the officers is required for a quorum. All meetings are open to the public.
Sec 2. Meeting dates and locations shall be determined by the Executive Committee and shall be publicized to the membership at least one week prior to the meeting. One meeting shall be designated the “Annual Meeting” at which the annual budget is to be approved and any election results announced.
Sec 3. Robert’s Rules of Order will be the basis of governance of the meetings of Region IX.
ARTICLE VII: COMMITTEES
Sec 1. The following standing committees will be formed:
a. The Nominating Committee is a committee of up to four members to be appointed by the Regional Supervisor. It will not have more than two members affiliated with the same district. The committee will present a slate of officers at alternating annual meetings.
b. The Executive Committee will consist of the Regional Supervisor, Vice President, Treasurer, Secretary, and three District Representatives (one each from the Northern, Central, and Southern Districts)>
Sec 2. Additional committees and sub-committees may be formed as needed by the Executive Committee.
Sec 3. It is understood that the various committees will perform much of the work of Region IX. Each committee will choose its own chair, who is responsible to report to the entire Region IX membership.
ARTICLE VIII: DUES AND MEMBERSHIP
Sec 1. The activities and programs of Region IX will be supported in part by the collection of dues and or fees as determined annually by the Executive Committee.
Sec 2. Additional fund raising activities, donations, and sponsorships may also be used to support Region IX activities and programs.
ARTICLE IX: AMENDMENTS
Any member of Region IX may propose an amendment to these Bylaws. All members of the Region IX must be notified of any proposed amendment at least ten days prior to the meeting at which the amendment is to be voted upon. A mail ballot may be taken if it would be impractical to reserve decision until the next meeting. Any amendment requires a two-thirds majority of the responding members for approval.
ARTICLE X: DISSOLUTION
The Executive Committee is directed, in case of dissolution of Region IX, to assign all net assets to the American Vaulting Association, an IRS Code 501(c)(3) organization.