EASTERN ALPINE COMPETITION COMMITTEE Operating Procedures Amended 4.26.15

Article I -- Purpose Section 1: Authority and Responsibility 1. The EACC is a committee of the Eastern Ski Association. 2. The EACC develops, manages and controls competition schedules and advancement systems in the Eastern Region that are consistent with USSA and The Ted Stevens Olympic and Amateur Sports Act. 3. The EACC has jurisdiction over Maine, New Hampshire, Vermont, Tri-State (MA, CT, RI), New York, New Jersey, PARA (Pennsylvania, Delaware, Maryland, District of Columbia), SARA (VA, WV, NC), Alabama, Arkansas, Florida, Georgia, Louisiana, Mississippi, South Carolina and Tennessee. 4. The EACC is responsible for all aspects of the alpine program within the region, including the design and supervision of regional programs for competitor development; i.e. establish quotas and selection procedures (below the national level), race scheduling, coordinate coaching and travel, and develop and coordinate athlete development activities within the States listed above. Section 2: Mission The mission of the Eastern Region is to foster well developed programs and athletes by providing the structure, direction, resources and support required for athletes to reach their individual potential. Article II -- EACC Membership Section 1: Member Qualifications Each member of the EACC must be a member in good standing of USSA, a member of a state association, and have a demonstrated expertise needed to execute the duties of the position.

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Section 2: Representation 1. The EACC is comprised of dedicated volunteers who strive to represent the interests of the alpine ski community within the Eastern United States. 2. The EACC shall be composed of members who will be selected without regard to race, color, religion, sex or national origin. Article III - The EACC Section 1: Composition The EACC shall be composed of the following members 1.

Chair

2.

Vice-Chair

3.

Immediate Past Chair

4.

Children's Committee Chair

5.

Development Committee chair

6.

Up to 2 At-Large members

7.

State Representatives (appointed by state associations) •

Maine Alpine Racing Association-MARA

•

New Hampshire Alpine Racing Association-NHARA

•

New Jersey Ski Racing Association-NJSRA

•

New York Ski Racing Association-NYSSRA

•

Pennsylvania Alpine Racing Association-PARA

•

Southern Alpine Racing Association-SARA (NC, VA, WV)

•

Tri-State Alpine Racing Association (MA, CT, RI)

•

Vermont Alpine Racing Association-VARA

8.

4 Athlete Representatives

9.

Eastern Alpine Officials Representative (voting)

10. Secretary-Voting - recorder of minutes 11. College Representative - Non-Voting 12. . EASEF Representative - Non-Voting Section 2 – Duties of ACC Members 1. Chair The duties of the Chair shall include, but not be limited to: 4/26/2015

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a. Serve on the Executive, Appeals and all special committees of the EACC. b. Preside at all meetings of the Executive Committee and the EACC. c. Call special meetings of the EACC & Executive Committee as needed. d. Oversee financial reports, audits, corporate filings, and legal filings made on behalf of the EACC. e. Approve Chairmen of Development and Children’s Committees in consultation with the 2 committees listed here. f. Fully participate as an Eastern Alpine Representative to the USSA Alpine Sport Committee. In the event the EACC Chair cannot serve in this capacity, the EACC members shall elect a replacement. g. Participate fully at Spring and Fall EACC meetings. f. Participate in EACC nominations. 2. Vice-Chair The duties of the Vice-Chair shall include, but not be limited to: a. Serve on the Executive, Appeals and all special committees of the EACC. b. Perform the duties of the Chair in the absence or inability of the Chair to perform their duties. c. Perform such duties as are assigned to by the Chair. d. Perform EACC candidate nomination duties. e. Report on current committee members for Development Committee and Children’s Committee. f. Fulfill the duties of Treasurer and oversee day to day fiscal operations for the ACC. g. Participate fully at Spring and Fall EACC meetings. h. Participate in EACC nominations. 3. Immediate Past Chair The duties of Immediate Past Chairs shall include, but not be limited to: a. Serve on the Executive Committee.

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b. Attend EACC annual Spring Meetings as requested. 4. Secretary The duties of the Secretary shall include, but not be limited to: a. Record and keep all committee meeting minutes and fulfills the role of Secretary for the EACC. b. Document past, present and future history relevant to the Eastern Region. c. Advise from a historical perspective. d. Participate fully at Spring and Fall EACC meetings. e. Participate in EACC nominations. 5. Alpine Officials Chair The duties of the Alpine Officials Chair shall include, but not be limited to: a. Serve on the Executive Committee. b. Provide a written report of Alpine Officials Committee activity since the previous meeting. c. Participate fully at Spring and Fall EACC meetings. d. Participate in EACC nominations. 6. Development Committee Chair The duties of the Development Chair shall include, but not be limited to: a. Serve on the Executive Committee. b. Provide written and oral report of Development Committee activity since the previous meeting. c. Report on behalf of the Development Committee. d. Participate fully at Spring and Fall EACC meetings. e. Participate in EACC nominations. 7. The Children’s Committee Chair The duties of the Children’s Chair shall include, but not be limited to: a. Serve on the Executive Committee. b. Provide written and oral report of Children’s Committee activity since the previous meeting. 4/26/2015

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c. Report on behalf of the Children’s Committee. d. Participate fully at Spring and Fall EACC meetings. e. Participate in EACC nominations. 8. State Representatives The duties of the State Association Representatives shall include, but not be limited to: a. Participate fully at Spring and Fall EACC meetings. b. Work with other EACC members to fulfill the mission of the Eastern Region. c. Participate in EACC nominations. d. Provide written report of state activity since the previous meeting. e. Actively participate and contribute to the completion of work on committees and working groups as appointed on behalf of the Eastern Region. 9. At-Large The duties of At-Large members shall include, but not be limited to: a. Participate fully at Spring and Fall EACC meetings. b. Work with other EACC members to fulfill the mission of the Eastern Region. c. Participate in EACC nominations. d. Actively participate and contribute to the completion of work on committees and working groups as appointed on behalf of the Eastern Region. 10. Athlete Representatives The duties of Athlete Representatives shall include, but not be limited to: a. Participate fully at Spring and Fall EACC meetings. b. Work with other EACC Board members to fulfill the mission of the Eastern Region. c. Participate in EACC nominations. d. Actively participate and contribute to the completion of work on committees and working groups as appointed on behalf of the

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Eastern Region. e. The EACC shall strive to ensure 20% athlete representation on the EACC and its sub-committees. Section 3 - Election Procedures and Terms and Voting General Nomination Procedure – Nominations shall be received and processed by the Vice-Chairman of the EACC. In addition, on the day of the meeting, nominations will be accepted from the floor. 1. Candidates for the positions of the EACC Chair, Vice-Chair, Athlete representatives and At-large representatives shall be elected by the EACC members at appropriate annual spring meetings by the existing EACC voting members. Development Committee Chair and Children’s Committee Chair are initially nominated by their respective committees. That nomination goes to the EACC Chair who approves the selection and shall then present to the EACC members for ratification. 2. The EACC Vice-Chair has the responsibility via email of announcing open positions to the EACC at least 10 days prior to the Spring meeting and shall accept nominations at this time. In addition, Vice-Chair shall 1) ask for any additional nominations from the floor day of vote, 2) lead the nomination procedure. 3. Nominees for Chair and Vice-Chair of the EACC must have served on the EACC for a minimum of one year. 4. Nominees for chair of the Development committee and Children's committee must have served on their respective committees for a minimum of one year. 5. Nominees for Athlete Representative must be older than 18 years, and have actively raced USSA alpine within the past ten years. 6. Terms for elected officials shall be set at two years. These elected officials may run for up to 4 consecutive terms total. 7. Terms for elected officers and new members shall begin immediately at the end of the meeting in which they were elected. 8. In addition to the Eastern ACC Chair, the EACC shall elect a 2nd representative to the USSA Alpine Sport Committee. The term shall be four years. Elected representatives may serve a maximum of two consecutive terms or a maximum of eight years. In the event an EACC representative

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cannot serve in this capacity, the EACC members shall elect a replacement from the current EACC. The EACC shall vote for new or renewing representatives at the Fall EACC meeting. Section 4 – Voting 1. Each member of the EACC shall have one vote. Votes shall be taken by a show of hands or by ballot. In addition, the names and votes of individual EACC members shall be recorded by roll call vote at the request of EACC Chair. 2. A quorum shall be one more than half of the full EACC eligible to vote. 3. Unless stated otherwise in the Eastern ACC operating procedures or Roberts Rules of Order (newly revised), all actions taken by the EACC shall be approved by simple majority (one more than half of the total vote cast at a legal meeting where a quorum is present). 4. The following actions by the EACC require approval by Super Majority (twothirds vote of the full EACC body), to include proxy votes and e-mail votes. a. Calling a special meeting of the EACC. b. EACC Member Removal. c. Approval of amendments to the EACC Operating Procedures. 5. The elected EACC voting members who cannot attend a meeting may vote by proxy assigned to another EACC voting member by letter or e-mail and presented to the Eastern Region Program Manager or EACC Chair at least 2 days prior to the meeting. Proxy votes will be included when voting for EACC membership. The proxy will not be counted for determining quorum. The proxy vote not will be counted for election of Chair, Vice Chair, Development committee chair, and Children’s Committee Chair. If an EACC member has missed 2 consecutive spring meetings without notice of reasonable cause, that EACC member shall be considered for removal at the second missed meeting. 6. In the event a state association elects a new EACC representative, that state shall contact the EACC chair or Eastern Region Alpine Director at least 10 days prior to the meeting. Section 5: Committees 1. The EACC shall have three standing committees: Executive Committee, Development Committee and Children’s Racing Committee. 4/26/2015

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2. The quorum for any special committee of the EACC − Executive Committee, Development Committee and Children’s Committee − shall be one more than half of the entire voting membership of that committee. a. Executive Committee 1) The Executive Committee shall consist of the Chair, Vice-Chair, Immediate Past Chair, Development Committee Chair, Children's Committee Chair, and Eastern Region Alpine Director (non-voting). 2) The Executive Committee shall act for the EACC, providing circumstances demand such action and that the EACC is not in session. 3) The Executive Committee shall also exercise such responsibilities and powers as are delegated to it from time to time by resolution of the EACC. 4) The EACC chair shall be the chair of the Executive Committee. 5) Minutes of all meetings of the Executive Committee shall be taken, duly filed and distributed to the EACC members. Meetings may be held by conference call. All actions taken by the Executive Committee shall be reviewed and ratified by the EACC at its next scheduled meeting or via e-mail. 6) The Executive Committee shall convene an ad hoc Appeals Committee consisting of EACC Chair, AO EACC Representative, Development Committee Chair, Children’s Racing Committee Chair, and 1 Athlete representative. b. Development Committee 1) The Development Committee shall consist of 8 and no more than 11 committee members. The EACC Chair, Eastern Region Alpine Director, EACC Children’s Committee Chair and Eastern Region Development Coach are non-voting Ex-Officio members. The Development Committee members’ term shall be 3 years with consideration of a total of 3 consecutive terms. Member 3 year terms shall be staggered. The committee shall vote for new or renewing members every 3 years at least one month prior to Spring EACC meeting, to be approved at the EACC annual Spring Meeting. After a one year hiatus, a former member may submit for his/her consideration to the committee after 3 terms are up. 4/26/2015

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2) The Development Committee shall report to the EACC. 3) The Development Committee shall accept proposals in writing to the Development Committee Chair 30 days in advance of the spring and or fall EACC meeting. The Development Committee Chair shall notify committee members within 10 days of the written proposal and shall notify EACC members of said proposal within 10 days of a scheduled EACC meeting. Proposals will be presented to the Development Committee as follows: a) State in writing what is proposed and how it will enhance our region. b) A brief explanation of the reasons for the proposal and the effect of the change, if adopted, must accompany the proposal. 4) The Development Committee shall exercise such responsibilities and powers as are delegated to it from time to time by resolution of the EACC. The oversight of Eastern Scored State Quotas is with this committee. 5) Minutes of all meetings of the Development Committee shall be taken and duly filed. Meetings may be held by conference call. All actions made by the Development Committee shall be reviewed and ratified by the EACC at its next scheduled meeting or via e-mail. 6) The Development Committee may form Sub committees as needed. 7) If a member has 2 unexcused absences from the yearly tasks and meetings he/she will be replaced. c. Children's Committee 1) The Children’s Committee shall consist of 7 and no more than 9 committee members. The EACC Chair, Eastern Youth Coordinator, Eastern Region Alpine Director and Chair of the State Chairs are non-voting Ex-Officio members. Children’s Committee member’s term shall be 3 years with consideration of a total of 3 possible consecutive terms. Member 3 year terms shall be staggered. The committee shall vote for new or renewing members every 3 years at least one month prior to Spring EACC meeting. After a one year hiatus, a former member may submit for his/her

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consideration to the committee after 3 terms are up. 2) The Children’s Committee shall report to the EACC. 3) The Children’s Committee shall accept proposals in writing to this committee chairperson at least 30 days in advance of the spring or fall EACC meeting. The Children’s Committee chair shall notify committee members within 10 days of the written proposal and shall notify EACC members of said proposal within 10 days prior to a scheduled EACC meeting. Proposals will be presented to the Children’s Committee as follows: a) State in writing what is proposed and how it will enhance our region. b) A brief explanation of the reasons for the proposal and the effect of the change, if adopted, must accompany the proposal. 4) The Children’s Committee shall exercise such responsibilities and powers as are delegated to it from time to time by resolution of the EACC. The oversight of Eastern Children’s State Quotas is with this committee. 5) Minutes of all meetings of the Children’s Committee shall be taken, duly filed and distributed to all EACC members. Meetings may be held by conference call. All actions made by the Children’s Committee shall be reviewed and ratified by the EACC at its next scheduled meeting or via e-mail. 6) The Children’s Committee may form sub committees as needed. 7) If a member has 2 unexcused absences from the yearly tasks and meetings he/she will be replaced. 2. The EACC, by resolution, may designate from among the EACC members such special working groups as it deems necessary and proper. Each working group, to the extent provided in the resolution, shall have authority as the EACC determines. The EACC may also designate additional members of any such working group from among the general membership of Eastern USSA in order to obtain special expertise.

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The EACC chair shall be a member of all special working groups. The quorum for any special working group of the EACC shall be by one more than half of the entire voting membership of that working group.

Article IV -- Meetings Section 1: Annual Spring Meeting The annual spring meeting of the EACC shall be held on a date between April 1 and June 30 of each year and at such time and place as shall be designated by the EACC chair. Notice shall be sent to the EACC members of this annual spring meeting via email by the EACC Chair or Vice Chair and posted on the Eastern website not less than four weeks prior to the meeting. The agenda of the annual spring meeting shall include if appropriate, but not be limited to: 1. Approval of previous meetings minutes. 2. The Chair’s report on EACC activities, including Executive committee report and ratification of Executive committee actions, if appropriate. 3. USSA Eastern Region Director’s report. 4. Eastern USSA Budget and Eastern Ski Education Foundation financial report. 5. EACC member review. 6. Children's committee report and motions. 7. Development committee report and motions. 8. Alpine Officials’ representative report. 9. State Chairs’ reports. 10. Annual review of the EACC procedures. 11. Special committee reports and motions. 12. The election of EACC members. 13. Old business. 14. New Business. The working groups for Masters, College, High School, EASEF Endowment, Course Approval, Quotas, Eastern Appeals, etc. shall provide reports during the

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committee report under which they operate as requested prior to this meeting. Minutes of all meetings of the EACC shall be taken, duly filed and distributed to all EACC members. All reports shall be delivered electronically in writing to the EACC Chair 1 week prior to the scheduled EACC meeting. Section 2: Fall meeting A regular fall meeting of the members of EACC Executive Committee or, as called, full EACC, shall be held on a date between September 1 and November 15 of each year, and at such time and place as shall be designated by the Chair. Information 30 days prior to the meeting posted on the USSA Eastern web site and an email sent to the EACC members by the EACC Chair or Vice Chair shall be sufficient notice of the fall meeting. The agenda of the fall meeting shall include, but not be limited to: 1. Approval of previous meeting minutes. 2. The Chair’s report on EACC activities, including executive committee report and ratification of executive committee actions, as appropriate. 3. USSA Eastern Region Alpine Director’s Report. 4. Update of Eastern USSA and Eastern Amateur Ski Education Foundation budget/financial report, EACC budget report. 5. Children's committee report and motions. 6. Development committee report and motions. 7. Alpine Officials representative report. 9. Special committee reports and motions. 10. Old Business. 11. New business. Minutes of all fall meetings of the EACC shall be taken, duly filed and distributed to all EACC members. Section 3: Special EACC Meetings A special EACC meeting shall be held on the call of the EACC: 1. If a Super majority (2/3rds) of the EACC agrees on an issue brought forth, they may call a meeting. They may propose the special meeting, sign, date, and delivered to the Chair, to include written demands for the meeting describing the purpose or purposes for which it is to be held. If the Chair

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does not, within fifteen (15) days after receipt of members’ request, call a meeting, such members may call the meeting. Notice via email of no less than 30 days prior to the special meeting, shall be sent to the EACC committee. 2. Only those matters specifically set forth in the notice of a special meeting shall be considered at such meeting. 3. It is understood that special called meetings may be convened in order of priority: 1st – electronic vote without a meeting, 2nd – Executive meeting or 3rd – special meeting of the EACC in person or via a conference call. Voting may be tallied verbally during a phone conference, but must be confirmed by each member present via e-mail to the Chair or note taker. 4. Quorum and actions taken by the EACC in special meetings shall be made in accordance with the EACC operating procedures see Article III. Minutes of all special meetings of the EACC shall be taken, duly filed and distributed to all EACC members. Article V – EACC Member Removal, Resignation, and Vacancy Section 1: EACC Member Removal 1. An elected EACC member may be removed by the members entitled to vote for EACC members only at a meeting called for this purpose or at the annual spring meeting. The meeting notice must state that the purpose or one of the purposes of the meeting is removal of the EACC member. The EACC member(s) who may need to be removed must be notified not less than 15 days prior to the meeting. Current EACC members entitled to vote for election of EACC members may remove one or more elected EACC members by Super Majority (2/3rds) of the EACC. 2. The request for removal of a State representative by the members entitled to vote for membership may occur at a meeting called for the purpose of removing him or her or at the regular spring meeting of the EACC. The meeting notice must state that the purpose or one of the purposes, of the meeting is removal of the State Association representative. The vote shall require a 2/3rds majority of the EACC. If approved, the EACC Chair shall request in writing, that the State Association remove their representative from the EACC and appoint a replacement. The State representative in question will not have a vote nor be counted for quorum, and the State Association will be without representation until it appoints a new 4/26/2015

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representative. Section 2: EACC Member Resignation: 1. Any EACC member may resign at any time by submitting their resignation in writing to the Chair of the EACC. 2. In the event of a midterm resignation by an elected EACC member, the EACC Executive committee, by majority vote, may appoint an interim replacement of elected members until the next EACC meeting. Article VI - Parliamentary Authority and Rules Section 1: Robert’s Rules The Chair, in accordance with the most recently revised Robert’s Rules of Order, will decide questions of order, except in the event of a conflict between these operating procedures and Robert’s Rules of Order. In all cases, operating procedures governing the actions of the EACC and the sub-committees; ASC and the bylaws of USSA will prevail. Section 2: Open EACC meetings All EACC meetings are open to USSA members in good standing unless closed when matters of a legally sensitive nature are discussed. A closed session of the EACC may be held if approved by a majority vote of the EACC members present to discuss any matters of a sensitive nature. Article VII -- Amendments Section I: Amendments to these procedures may be proposed by any member of the EACC. All such amendments to the procedures are subject to the approval of the EACC by Super Majority (a two-thirds vote of the full EACC body, to include proxy votes and email votes at a regular meeting). Amendments become effective immediately upon approval unless stipulated otherwise in the amendment proposal. Section II: Proposed amendments shall be presented to the EACC Chair in writing at least 30 days before a meeting of the EACC, emailed by the EACC Chair to all members of the EACC at least 15 days before the next scheduled meeting of the EACC.

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Section III: Proposed amendments will be presented as follows: 1. State who is proposing the amendment(s). 2. State in writing that portion of the existing text in its entirety, inclusive of all portions that are to be considered for change. 3. Within the text of the above statement, show any new phrases or addenda with all words to be added underlined. 4. Within the text of the above statement, show any new phrases or addenda with all words to be deleted stricken through. 5. A brief explanation of the reasons for the proposed amendment and the effect of the change, if adopted, must accompany the proposed amendment.

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