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Region XVI Constitution

NJCAA Region XVI Constitution and Bylaws

ARTICLE I – NAME

SECTION I:  The name of this non-profit organization shall be Region XVI, NJCAA.  There is a men’s and women’s division.  Region XVI consists of two-year institutions in the state of Missouri.

ARTICLE II – PURPOSE

SECTION 1:    The purpose of this organization shall be to promote and foster two-year college athletics on a regional basis consistent with the educational programs of its members.

ARTICLE III – MEMBERSHIP

SECTION 1:   Eligibility for Membership

  1. Colleges that fall within the nationally developed geographic boundaries of Region XVI are eligible for membership.
  2. These colleges and comparable institutions must have received or be candidates for State and/or Regional accreditation.
  3. These colleges must receive the approval of the NJCAA.

SECTION 2:   Conditions of Membership

The members of this organization agree to:

  1. Supervise and control athletics in accordance with the NJCAA Constitution and By-laws.
  2. Establish and maintain high standards of ethics and fair play.
  3. Annual membership dues shall be paid in full prior to the Fall Regional meeting.  Dues may include a sports participation fee and any other self-assessments.  Institutions failing to pay dues in full by the annual meeting will not be allowed to vote on Region XVI or NJCAA items, nor participate in regional playoff games until dues are paid in full.

D: Member institution’s athletic director will serve in a volunteer role within Region 16 on the men’s or women’s side as an officer, sport committee chair or standing committee chair.

E: Member institutions may be placed on probation, expelled from, or reinstated into this Region by a majority vote of the member institutions of this Region. 

F: Member institutions must be a member in good standing of the (NJCAA).

 

ARTICLE IV – OFFICERS

SECTION 1:  The elected officers of each division of Region XVI, NJCAA shall be the Regional Director, Assistant Regional Director, one Treasurer and one NJCAA Board of Regents Representative.

SECTION 2:  Vacancies among elected offices of this Region shall be filled by election by the respective Legislative Assembly.

SECTION 3:  Election for offices of this Region shall take place at the Winter meeting of even numbered years as set forth in the by-laws of the NJCAA.  Candidates must meet the requirements as set forth in Article X, Section IV of the NJCAA Constitution.

SECTION 4:  The elected officers of this Region will perform their duties as outlined in the by-laws.

SECTION 5:  The NJCAA Board of Regents Representative will attend all national meetings and conference call meetings as called by the NJCAA Executive Committee.  The NJCAA Board of Regents Representative will be able to hold one of the other leadership positions of Regional Director or Assistant Regional Director simultaneously.  The position will have a stipend accompanying the position as described in the posted job description on the Region XVI website.

SECTION 6:  A Board of Directors will be appointed to Region XVI in an advisory role.  The Board of Directors will consist of three (3) individuals from member institutions in a current administrative position or a retired individual who formerly served as an administrator.

ARTICLE V – MEETINGS

SECTION 1:  The duly appointed representatives of member colleges shall comprise the Legislative Assembly of each division of Region XVI, NJCAA.

SECTION 2:  The Legislative Assemblies may adopt and change by-laws at any regularly scheduled meeting.

SECTION 3:  Each division of the Region shall hold three (3) meetings annually.  A  Director and/or Board of Regents representative shall designate the time and place of each meeting at the previous site.

SECTION 4:  Special meetings of a Legislative Assembly may be called by a Regional Director and/or Board of Regents representative or a majority of the region’s representatives at any time to consider emergency situations.

ARTICLE VI – CONDUCT OF MEETINGS

SECTION 1:  The latest edition of Roberts Rules of Order shall be the manual of procedure for legislative meetings of Region XVI, NJCAA.

SECTION 2:  Region Meetings.  The appropriate Board of Regents representative and/or Regional Director shall chair and conduct the business of the men’s and women’s divisions respectively.

SECTION 3:  Meeting Protocol.  The men’s regional business will be conducted first in even years and the women’s regional business first in odd years.

SECTION 4:  Order of Business.

  1. Voting Representative Identification
  2. Approval of Minutes of Last Meeting
  3. Old Business
  4. Board of Regents Update
  5. Regional Director’s Report (includes financial report)
  6. New Business

ARTICLE VII – VOTING

SECTION 1:  Each member institution’s designated athletic administrator shall be entitled to one (1) vote at each division’s meeting on matters that affect all sports.  Issues concerning specific sport programs and divisions should be voted upon only by those institutions that have the program(s) and vision(s) in question.

SECTION 2:  During combined meetings of Legislative Assemblies, each member institution’s designated athletic administrator shall be entitled to one (1) vote per division membership.

SECTION 3:  A proxy voting representative must bring a letter signed by the Athletic Administrator of the Institution.

SECTION 4: A quorum shall be declared when a simple majority of the organization’s institutions are present.  A quorum must be declared to conduct voting.  Proxies are not allowed in determining a quorum. 

SECTION 4:  The respective Regional Director shall be responsible for voting procedure.

ARTICLE VIII – FINANCES

SECTION 1:  Revenues for each division of Region XVI will be maintained by the Regional Treasurer.

SECTION 2:  A Treasurer’s Report will be presented at each Regional meeting.

SECTION 3:  The Regional Treasurer will collect annual membership dues and reimbursement for regional tournaments.  Invoices will be sent to institutions and are due within 45 days.  A 10% per month late fee will be applied to any late payment.

ARTICLE IX – AMENDMENTS

SECTION 1:  This Constitution may be amended at any regularly scheduled meeting of the Region by a two-thirds (2/3) affirmative vote of each Legislative Assembly.  The proposed amendment(s) to the Constitution must have been circulated to the member colleges by the Board of Regents representative and/or Regional Director at least three (3) weeks prior to the meeting.

ARTICLE X - AMENDMENTS TO THE BY-LAWS

SECTION 1:  Amendments to the by-laws may be made at any regularly scheduled meeting of Region XVI.  A majority vote of the quorum will be necessary to affect change.  These amendments must be circulated to all member colleges at least ten days prior to the meeting.  The changes will become effective as specified in the amendment.

ARTICLE XI – REGIONAL CHAMPIONSHIPS

SECTION 1:  In order to recognize a regional champion, a sport must have competition among member colleges.  The respective sport should have an approved sport code when two (2) or more member colleges compete in the program.

SECTION 2:  Whenever possible, regional tournaments should be held at the facility of member institutions.

SECTION 3: 

  1. Tournament directors/AD Liaisons are responsible for disseminating all information pertinent to the tournament to all member colleges prior to the event.
  2. The tournament director/AD Liaison will send results and a financial statement to all member colleges within ten (10) days after the event.
  3. All regional tournament expenses will be paid by the participating schools on a pro-rated basis.
  4. Receipts from admission for postseason events, after expenses, shall be divided as follows: 1/3 to Region XVI, 1/3 to host institution, 1/3 to visiting institution(s).
  5. Pass list for postseason events should be limited to Region XVI Executive Directors, athletic administrators and 10 other guests submitted by each institution.    
  6. Responsibilities of regional tournament hosts are outlined in each sport code.

ARTICLE XII – SPORT COMMITTEE

SECTION 1:  The respective Region Director shall designate an athletic administrator in good standing to serve as a liaison to each sport committee.

A: To serve in the role as an athletic administrator sport committee liaison, you should not also be a coach in the respective sport.

B: The athletic director sport committee liaison will be responsible for the following duties:

  1. Conducting all-region team voting
  2. Distribution of all-region team plaques, production and distribution of 2nd team or honorable mention all –region certificates
  3. Region tournament seeding
  4. Coordination of region tournament with host institution or site

SECTION 3:  The administrator liaison of each sport committee shall chair an annual meeting.  The designated athletic administrator liaison must be in attendance.  The chair will make a report at the appropriate regional meeting. Each sport must have a designated Coach’s Chair.  Each chair must serve as a liaison between the sport’s coaches and the administrator liaison. 

SECTION 4:  There is to be a sport code approved by the legislative body at the annual summer regional meeting, for all sports that have a minimum of four (4) teams in the same sport and the same NJCAA division.  Sport codes should specifically address the following:

  1. Selection of Coach of the Year
  2. Selection of region competition site
  3. Award policy
  4. All Region selections
  5. All-American nominations
  6. Region Tournament
  7.  
    1. Seeding
    2. Officials
    3. Type of play
    4. Site selection
    5. Type of ball
    6. Pre-tournament practice
    7. Filming of opponent games
    8. Scouting information to outside institutions
    9. Financial arrangements

SECTION 5:  The following is pertinent to all sports.

  1. All American nominations and National Tournament information.  Institutions not submitting required items will be governed by the following:
  2.  
    1. First offense.  A letter of reprimand will be sent by Director to Athletic Administrator.
    2. Second offense.  A letter of reprimand will be sent to the appropriate college President with a copy to the Athletic Administrator.

ARTICLE XIII – STATISTICAL REPORTING

A.  Statistical reporting is required by NJCAA National bylaws no later than 1:00 pm (CST) of each Monday for athletic events from the period beginning with the previous Monday through Sunday, immediately preceding such reporting deadline.

B.  In compliance with national bylaws, Region XVI enforces the requirement to provide statistical reporting using the following guidelines:

1.   First offense: A letter of written reprimand directly to the coach of the sport in violation

2.   Second offense: A letter of written reprimand sent to coach, Athletic Director, and President of the violating college.

3.   Third offense: $25 fine assessed to college, due to Region XVI within two weeks of reported violation.

4.   Fourth and Subsequent offense: $50 fine assess to college, due to Region XVI within two weeks of reported violation.

Update: June 21, 2023