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Bylaws Q & A

07/02/2009, 9:56am CDT
By No Author

 BYLAWS REVIEW TASK FORCE REPORT

 

At its Annual Meeting in September, the Board named a Bylaws Review Task Force to recommend changes to the Bylaws that will better serve the needs of our organization in the 21st century.  The following Q and A provides information about the Task Force's activities to date as well as what our members can expect over the coming months regarding USFA governance.

 

Q.  WHY DO WE NEED TO REVISIT OUR BYLAWS?

 

          A.  Our current bylaws were approved at the annual Board meeting in 1997, with minor amendments in 1999 and 2001.  Since 1997, our membership has grown significantly, and the number of clubs has increased as well.  We have added events for our Youth and Veteran fencers, and seen the number of local competitions mushroom; we have won medals at two consecutive Olympics and it is now expected that we will win medals at all levels of competition: Cadet, Junior and Senior.  During this period, our budget has grown several times over, and with it our need for efficient, responsive and responsible management.

 

         The face and needs of the organization have changed, in some ways dramatically; the way we are organized is not well-matched to where we are now, or to where we expect to be in the future.  When the USFA started, it was a mostly volunteer organization, and it ran effectively in this manner for a number of years.  As the organization has grown the demands on the few members of the staff and on the many dedicated volunteers have demonstrated that we need to move to a new structure. Such a structure must, while understanding and keeping in touch with our members, be able to react more quickly, with more dedicated full-time resources.   In addition, best practices for non-profit organizations suggest that the USFA's current structures could be modified to better serve our mission and members.  We also have been encouraged to review our governance by the USOC.

 

Q.  WHO IS ON THE BYLAWS TASK FORCE? 

 

A.  The Task Force is chaired by Jane Carter; members are Donald Alperstein, Greg Dilworth, Alan Kuver, Ivan Lee, and Kalle Weeks. 

 

Q.  WHAT HAS THE TASK FORCE DONE SO FAR?  HOW HAVE THE MEMBERS APPROACHED THE REVIEW PROCESS?

 

A.  The Task Force has convened frequent conference calls and exchanged a number of documents since September. 

 

We have focussed on the configuration of the Board of Directors as being central to the governance of the organization. In addition to determining the optimal size of the governing body, our attention has been directed to identifying the USFA's various constituencies and assuring their representation on the Board.  These matters evoked considerable discussion and careful thought.  A chart setting forth the Task Force's current thinking is attached for member review and comment. 

 

We have also considered which committees should be designated as standing committees in the bylaws.  At this time we believe these are the following: Audit/Budget, Elections, Nomination, and perhaps Compensation.  As is the case now, the Board would be able to establish other committees to serve specific purposes or task forces to address specific short-term needs. 

 

Q.  WHAT IS LEFT TO BE DONE?

 

A.  The Task Force has not yet addressed the divisions and sections aspects of our governance.  We hope to hear from members via email (bylaws@usfencing.org) or at open meetings at Summer Nationals concerning their thoughts on the future role of divisions and sections, including whether they continue to serve the organization's needs.

 

We would also like to hear from members about their thoughts as to the composition of the Nominating Committee, as its work in selecting nominees for the Board will be central to the effective functioning of our organization.

 

After Summer Nationals the Task Force will consider member comments received during the meetings and via email in order to create a more comprehensive document that reflects our members' input.  That document will be presented to the Board at the annual meeting in September. 

 

As prescribed in our current bylaws, revisions must be adopted by a vote of the membership.  The timing of this vote is yet to be determined, as the Task Force is committed to ensuring that our members and the current Board have adequate time to provide input prior to voting on these important changes.

 

Q.  WHEN-AND HOW--WILL THE NEW BYLAWS TAKE EFFECT?

 

A.  Once adopted, the new bylaws will define our governance structure.  Because any proposed Board configuration and selection process are not likely to coincide with our current structure and election schedule, we will need to include a transition plan in the new document.  Such a plan will include election schedules for officers and Board members, as well as for committee appointments.

 

Q.  WHAT CAN MEMBERS DO TO HAVE A VOICE IN THE BYLAWS REVISION PROCESS?

 

Share your thoughts about the proposals that accompany this Q and A.

 

Meetings will be held at Summer Nationals-look for signs with the time and place at the venue.

 

Send an email to the Task Force:  bylaws@usfencing.org

 

The Task Force is eager to hear from you!


ANTICIPATED COMPOSTION AND SELECTION OF THE USFA BOARD OF DIRECTORS

 

 

All members of the Board of Directors must be 1) a USFA member of voting age, in good standing and 2) a US citizen or permanent resident.  Members may not be 1) an officer of any other NGB or 2) an employee of the USFA

 

 

 

 

OFFICER/BOARD MEMBER

REQUIREMENTS

TERM

ELECTION or SELECTION PROCESS

President (1)

Served as an officer, chair of a principal committee and/or as a member of the Board of Directors; may not be a section or division officer

4 years, concurrent with quad

Two candidates designated by Nominating Committee; others may run by petition; election by members via mail ballot or a comparable method

Treasurer (1)

Demonstrated ability to discharge the duties of the office as assigned by the Bylaws; may not be a section or division officer

4 years, concurrent with quad

Two candidates designated by Nominating Committee; others may run by petition; election by members via mail ballot or a comparable method

Athlete Board Members (3)

Within ten years preceding election, represented the US in the Olympic or Pan American Games, or at a World Championship; or, within the twenty-four months before election, finished in the top half of the USFA National Championships; or represented the US in the Paralympic Games or World Championship. May not be drawn from events that categorize entrants in age-restricted classifications (paraphrased from USOC bylaws)

2 years, one to be elected in the even years, two in the odd years

Selected by athletes

Elite Coach Board Member (1)

Current definition of elite coach:  Is identified as their coach by no fewer than two athletes who have attained the following ranking at the end of the Division I National Championships for the year of selection to the Board of Directors or for the previous year, in any weapon for which a Division I National Championship is contested: (a) top 24 of the Senior Point List; or (b) top 16 of the Junior Point List; or (c) top 8 of the Cadet Point List.  Committee is considering expansion of the definition to include or the coach of a fencer on a US Olympic or Senior World Championship team

2 years, elected in odd years

Two candidates designated by Nominating Committee; others may run by petition: election by members at the Annual Meeting

Club Representative Board Member (1)

 Has demonstrated continuous affiliation with a USFA member club and has demonstrated familiarity with the responsibilities of club ownership

2 years, elected in odd years

Two candidates designated by Nominating Committee; others may run by petition: election by members at the Annual Meeting

Parent of Age Group Fencer Board Member (1)

Parent or guardian of a cadet or youth fencer, has demonstrated sustained dedication to the sport

2 years, elected in odd years

Two candidates designated by Nominating Committee; election by members; others may run by petition

National Volunteer Tournament Staff Board Member (1)

Demonstrated sustained involvement in national tournaments

2 years, elected in even years

Two candidates designated by Nominating Committee; others may run by petition: election by members at the Annual Meeting

Independent Board Members (2)

Not an immediate family member of a USFA member.  Within the past two years may not a)have held a USFA governance position (paid or volunteer); b) have been affiliated or employed by the USFA's outside auditor or outside counsel; c) have been a member of the USFA Athlete's Advisory Committee; d) have received compensation from the USFA, directly or indirectly; e) have been a significant party in an organization or entity that does business with the USFA

2 years, one to join board in even year, one in odd year

Nominated by the president to be approved by the Board of Directors

At-Large Board Members (4)

The committee is considering whether these members should be elected at-large, or on a regional or other basis

2 years, 2 elected in even years, 2 elected in odd years

2 candidates for each open position nominated by the Nominating Committee; elected at the membership meeting, possibly using a system of cumulative voting

 

 



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