Bylaws


NWICSA  Bylaws

Revised & Approved 1/28/2017

 

ARTICLE I-NAME

This association shall be known as the Northwest Inter-Collegiate Sailing Association, hereafter known as the NWICSA.

 

ARTICLE II-PURPOSE

The purpose of the NWICSA shall be to educate and instruct undergraduate college students in the useful arts of sailing, seamanship, and safety and to regulate the sport of sailboat racing in all its phases among universities and colleges of the Northwest District of the Intercollegiate Sailing Association of North America.  The NWICSA shall promote and develop the high ideals of sailboat racing and the sport of sailing among their student bodies in the development of District, Intersectional, International, Pan-American, and Olympic competition.

 

ARTICLE III-AUTHORITY AND JURISDICTION

The Association is formed by the authority of the Intercollegiate Sailing Association of North America, hereafter known as the ICSA.  The NWICSA shall manage the affairs concerned with such an organization in fulfilling its purpose. These bylaws and the NWICSA District Rules are supplementary to the rules and policies of the ICSA. When there is a contradiction between the rules and policies of NWICSA and ICSA, those of the ICSA shall supersede those of NWICSA.

 

ARTICLE IV-MEMBERSHIP

The Member Colleges of the NWICSA shall be composed of colleges, universities and other institutions of higher education in which the sport of sailing is recognized by the authorities of that institution.  To be considered for membership the school must be within the geographic bounds of Washington, Oregon, Idaho, northern Utah, or British Columbia.  Any school that wishes to become a member of the NWICSA must contact the Conference Commissioner to discuss responsibilities and privileges of membership and to obtain application information.

All teams in the NWICSA, regardless of membership status shall do the following:

1. Attend district meetings

2. Attend regattas

3. Be involved in district activities and development

4. Pay annual dues

5. Abide by the rules and regulations established by the ICSA and NWICSA

The Executive Committee of the NWICSA will set the standards for, and approve of, the admission of such schools to the following categories of NWICSA membership:

 

REGULAR MEMBERSHIP

Which entitles a member school to full privileges, rights and obligations of membership, subject to these bylaws and other official association materials.  Regular Member Colleges are entitled to all privileges of membership.  They can participate all regattas and vote on any issues concerning the District. Students of Regular Member Colleges may hold undergraduate NWICSA offices.

 

PROVISIONAL MEMBERSHIP

Entitles a member school to all privileges, rights and obligations of regular membership, including a vote at NWICSA district meetings. They may participate in all regattas, including ICSA Championships and NWICSA qualifier regattas. Students of Provisional Member schools may not hold district office. With approval of the Executive Committee, Provisional Member schools can advance to Regular Member status after at least one year of Provisional Membership.

 

ASSOCIATE MEMBERSHIP

The Executive Committee may grant a prospective school Associate Member status. It shall be the first step in joining NWICSA. Prior to obtaining Associate Member status, a school may participate in up to three (3) regattas per year.  Associate Membership entitles a member school to most privileges, rights and obligations of regular membership. However, Associate Members may not vote at district meetings, nor may they participate in NWICSA or ICSA Championship regattas. Students of Provisional Member schools may not hold district office. With approval of the Executive Committee, Provisional Member schools can advance to Regular Member status after at least one year of Provisional Membership.

Per ICSA regulations, any Regular or Provisional Member school that has not competed in a regatta for two years will be lowered to Associate Member status.

 

ARTICLE V-TEAM DUES

The NWICSA Graduate Treasurer shall send the bills for dues to each school by February 1. The bill will include all financial responsibilities to the ICSA as well as the NWICSA.  The Graduate Treasurer must receive dues by March 15.  A 10-day grace period shall be allowed, after such time a late fee of $10 shall be charged to each offending school.  Schools affected by a late fee shall be notified as such.  The NWICSA shall pay the ICSA dues for Associate Member Colleges.

These dues shall remain in effect until changed by either the Executive Committee or the ICSA.

Annual dues rates are as follows:

Regular Member Schools                     $250 NWICSA + $100 ICSA + $30 per intersectional

Provisional Member Schools                $250 NWICSA + $100 ICSA + $30 per intersectional

Associate Member Schools                   $50 ICSA + $30 per intersectional

 

ARTICLE VI- MONETARY CONTROL

The following provisions shall govern all discretionary spending by NWICSA. Discretionary spending refers to all expenditures which are not explicitly mandated in these bylaws or the rules and policies of the ICSA.

<$299: Considered petty cash and may be spent, or authorized, by the Conference Commissioner or Treasurer without prior authorization from the Executive Committee.

>$300: Expenditures exceeding $300 require authorization by a simple majority of the Executive Committee.

>$1000: Major expenditures over $1000 shall be shall be made public knowledge via email to the NWICSA email list. These must also be approved by the Executive Committee.  Notice of such expenses shall be made a minimum of five days before the action is taken.

All bank statements and financial records shall be made available for review within 10 days of request by a school representative. It shall be the responsibility of the Treasurer to furnish such statements.

 

ARTICLE VII- EXECUTIVE COMMITTEE

The Executive Committee shall be the governing body of the NWICSA. It shall be composed of graduate and undergraduate officers. It shall manage the affairs of the NWICSA and is authorized and empowered to carry out the objectives and policies set out in these bylaws, those listed in the NWICSA District Rules & Policies, along with those established the ICSA.  Development of NWICSA shall be a high priority of the committee.  In the case of a tie vote within the Executive Committee, the Conference Commissioner may cast a tie breaking vote.  Executive Committee members shall convene regularly at each NWICSA district meeting. Should a member of the Executive Committee be unable to attend a NWICSA district meeting, a proxy may be named on their behalf.

 

Section I: UNDERGRADUATE OFFICERS

The NWICSA shall elect no less than three (3) and no more than five (5) undergraduates to serve on the Executive Committee. Any one Regular Member School shall fill no more than one undergraduate office of the NWICSA, unless no other candidates are available.  At a minimum, the positions shall include President, Vice President and Secretary.  Other positions may be created depending on the needs of the district.

Officers shall be selected by secret ballot at the spring NWICSA meeting.  A simple majority of the ballots cast is required for election.  A run-off election may take place until a candidate is able to secure a majority of votes. Each Regular Member College may appoint one delegate to vote in the election. Executive Officers may also cast one vote each. This may be in addition to the vote cast by the delegate of that officer’s school. A simple majority of the Regular Member Colleges and Undergraduate Officers must be in attendance for the vote to occur, plus at least one Graduate Officer. If no quorum is present, the vote shall be delayed or done via email.

The terms of all undergraduate officers shall be for one year. However, an undergraduate officer may be removed from office through a vote of no confidence.  Such a vote may be raised by any recognized delegate from a Regular Member College or a member of the Executive Committee. If seconded, a vote of no confidence shall take place shortly thereafter once a quorum (simple majority of Regular Member Colleges and Executive Committee members) can be assembled. A two-thirds majority must be achieved in order to remove an undergraduate officer. When they are the subject of such a vote, undergraduate officers shall refrain from the voting process.

 

PRESIDENT

This officer shall attend all meetings of the NWICSA and the Executive Committee.  The President shall assist the Conference Commissioner to enforce and carry out all the laws, regulations, decisions and policies of the NWICSA and Executive Committee.  The President shall be co-representative to the ICSA on NWICSA’s behalf.  The cost of travel to provide this representation may be paid for by the NWICSA when it is deemed prudent to have an undergraduate representative at the ICSA Annual Meeting.

 

VICE PRESIDENT

This officer shall assist the President in the discharge of the duties of that office, and preside in the President’s absence. In the event that the President resigns or is removed, the Vice President shall assume the role of acting president until the Executive Committee is able to appoint a new President.

 

SECRETARY

This officer shall keep and report the minutes of all NWICSA meetings and each semester shall create and distribute a newsletter updating the NWICSA of all noteworthy occurrences in the NWICSA.  The Secretary shall submit the minutes of all meetings to the NWICSA via email within 10 days.  This individual shall also compile and distribute the contact list in cooperation with the Conference Commissioner, as well as keep a record of the NWICSA’s activity. The Secretary shall also be responsible for updating the NWICSA website with respect to schedule, contact info etc., and serve as the chief media officer for NWICSA. These responsibilities may be delegated, but the secretary is ultimately responsible for overseeing them.

 

Section II: GRADUATE OFFICERS

The NWICSA shall elect no less than two and no more than five graduates to serve on the Executive Committee.  At a minimum these positions include a NWICSA Conference Commissioner and Graduate Treasurer. Other Graduate Officers may be assigned specific titles, or simply be members at large. The election of graduate officers shall be by secret ballot and may take place at any regularly scheduled meeting when there is a vacancy.  A simple majority of the ballots cast is required for election.  The present delegates and Executive Officers may vote.  A simple majority of delegates and Executive Officers must be in attendance for the vote to occur. There shall be no term limits for Graduate Officers.

A Graduate Officer may be removed from office through a vote of no confidence.  A vote of no confidence may be raised by a recognized delegate of any Regular Member College or a member of the Executive Committee. If seconded, a vote shall take place shortly thereafter once a quorum (simple majority of Regular Member Colleges and Executive Committee members) can be assembled. A two-thirds majority must be achieved in order to remove a Graduate Officer. When a Graduate Officer is the subject of a vote of no confidence they shall not vote on the matter.

 

NWICSA CONFERENCE COMMISSIONER

The NWICSA Conference Commissioner shall be a graduate and administer the rules and policies of the NWICSA as approved by the Executive Committee. The Commissioner shall preside over the NWICSA Executive Committee and may call for a special meeting of the Executive Committee when needed.  This individual shall conduct the NWICSA’s correspondence, send out notices, and shall carry out all those activities related to the upkeep of the NWICSA’s records in cooperation with the Secretary. The duties of this office may be delegated. The Commissioner shall be the chief representative to ICSA on NWICSA’s behalf. The Commissioner shall receive reimbursement from the NWICSA for the travel costs associated with attending the ICSA Annual Meeting, and when advisable the ICSA Spring Meeting.

 

GRADUATE TREASURER

The Graduate Treasurer of the NWICSA shall be a graduate and administer the financial affairs of the NWICSA.  The individual holding this office shall collect all dues, pay all bills approved by the Executive Committee, handle all funds, accept funding requests, and submit an annual report of the NWICSA's finances at each spring meeting.  For the administrative expenses of this office the Graduate Treasurer shall receive reimbursement from the NWICSA.

 

GRADUATE OFFICERS AT LARGE

The Executive Committee may elect as many as three (3) Graduate Officers at Large. They play an important role as committee members and may preside over serious protest hearings, incidents involving damage, or those involving gross misconduct. They shall also be summoned to review resumes in the event that an alternative means is used to determine a district champion. At least one Graduate Officer or Officer at Large is encouraged to be on hand for each district championship. These Graduate Officers at Large shall not have specific regularly occurring duties, but are invited to attend all NWICSA meetings, where they shall have the option to cast a vote and make motions.

 

ARTICLE VIII-VACANCIES

When an undergraduate officer is unable to finish their term, or is removed from office by a vote of no confidence, the Executive Committee shall meet to select a qualified replacement. This shall be done by a simple majority of Executive Committee votes. In case of a tie, the Conference Commissioner shall cast a tie breaking vote. When replacement officers are appointed they shall serve out the remainder of the current term.

When a Graduate Officer resigns, or is removed from office by a vote of no confidence, a vote to replace them shall take place at the next regularly scheduled NWICSA meeting. Note that not all Graduate Officer vacancies are required to be filled. The Executive Committee may name an interim replacement for critical positions such as Conference Commissioner or Treasurer when necessary.

 

ARTICLE IX- VOTING DELEGATES

Each Regular and Provisional Member College of the NWICSA is allowed one voting delegate at NWICSA District Meetings. Delegates from Provisional Member schools may not vote on issues concerning membership. Associate Member Colleges are encouraged to also send a delegate to NWICSA meetings, however such delegates shall not have voting privileges. 

Delegates are not part of the Executive Committee. All delegates shall be a full-time undergraduate students of the college they represent. Each delegate must register with the NWICSA Commissioner or President prior to the commencement of the meeting.  Delegates who arrive late may register immediately after the action on the floor is completed.  Proxy votes are allowed.  Delegates are chosen by the school they represent.

 

ARTICLE X- DISTRICT MEETINGS

There shall be regular NWICSA meetings in the fall, winter and spring. A simple majority of delegates from Regular and Provisional Member Schools, plus at least three members of the Executive Committee, constitutes a quorum. The Conference Commissioner or President must be present to hold a meeting.

An agenda shall be prepared by the Conference Commissioner prior to each meeting. Delegates and members of the Executive Committee may vote and make motions regarding routine issues of district business. Routine business includes, but is not limited to, scheduling, membership, policies etc.

With regard to scheduling, the Fall season shall be planned at the proceeding spring meeting.  Spring scheduling will be done at the proceeding fall meeting.  The Spring Meeting shall take place the Saturday of the NWICSA Spring Dinghy Championships.  The Fall Meeting shall coincide with the NWICSA Fall Championships. The Winter Meeting shall take place in conjunction with the annual Coaches’ Clinic.

 

ARTICLE XI-ICSA COMMITTEES

The NWICSA has seats on several ICSA committees.  Graduates or undergraduates may fill these positions.  The NWICSA Commissioner may appoint representatives to these committees at any time.

 

ARTICLE XII-ELIGIBILITY
 

STUDENT ELIGIBILITY

Except as provided in PR 12(b), 12(d) & 14(c), all competitors shall be full-time undergraduate students enrolled in the college they represent and shall be registered with the NWICSA and ICSA.

The NWICSA uses the ICSA Individual Directory as its registration system. This is an online database of sailors, coaches, advisers and alumni. It also has features that track sailor eligibility, which is outlined in PR 15. Sailors may not compete in any regatta until they are registered in the ICSA Individual Directory and their eligibility information is up to date.  The NWICSA reserves the right to check RP forms against Member College's rosters of eligibility at any time.

 

COLLEGE ELIGIBILITY

To be eligible to compete a college shall be a member of the NWICSA and meet any special conditions adopted by the NWICSA, unless otherwise permitted by the President of the ICSA. Except for Interconference Regattas, NWICSA championships and qualifying regattas, the NWICSA may invite a prospective college to compete up to three times per season before applying for membership. Students from non-member colleges shall be subject to the ICSA Procedural Rules.

 

ARTICLE XIII- GOOD STANDING

NWICSA and College Sailing both depend on the goodwill and continued support of the greater community. For this reason, it is important that individual teams work to uphold and preserve the reputation of college sailing. When a team is in good standing, they may participate in any/all regattas which they would normally be allowed to participate in. The Executive Committee shall have the authority to discipline member teams when appropriate. A team may be demoted from good standing for any of the following reasons…

a)         Not paying NWICSA/ICSA dues.

b)         Failing to pay for outstanding damage or loss of equipment for which they are liable.

c)         Regularly breaking ICSA Procedural Rules and/or NWICSA District Rules

d)         Incidents of gross misconduct, which involve more than one of their team members.

e)         Other incidents of a serious nature not explicitly listed here.

The Executive Committee shall also have the authority to determine any appropriate punishment and/or corrective action. This may include limiting a school or individual’s ability to compete. A team shall be returned to good standing once suspensions have been served, restorative actions completed, and/or fees/bills paid. The Conference Commissioner shall notify the district when these obligations have been fulfilled and a team is restored to good standing.

 

ARTICLE XIV- AMENDMENTS TO BYLAWS & NWICSA DISTRICT RULES

These bylaws and the NWICSA District Rules may be amended by a simple majority vote of the delegates and Executive Committee officers at any regularly scheduled NWICSA district meeting.  A simple majority of the Regular Member Colleges and Executive Officers must be in attendance for the vote to occur.  Any subjects not covered in these bylaws or the NWICSA District Rules are subject to the policies and rules of the ICSA.