Southeastern Virginia Tennis Umpires Association
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SVTUA Constitution

Updated February 9, 2014 


Southeastern Virginia Tennis Umpires Association (SVTUA)


(Revised February 8, 2014)


I.   Purpose

The Southeastern Virginia Tennis Umpires Association (SVTUA) is hereby organized as an unincorporated association for the purpose of:

A.  Recruiting, training, testing and developing highly qualified tennis officials.

B.  Insuring regular evaluation of the performance of its member officials.

C.  Providing officials for areas tournaments as required.


II.   Members

Membership requirement will primarily be based on furthering the concept of “quality officiating” for area tournaments and certification for members. Although certification is desired, it will not be a requirement of membership. Regular membership shall consist of individuals residing in the Southeastern Virginia area who have paid the annual dues and otherwise satisfy the rules of the Association. The SVTUA membership includes the localities of Williamsburg, Newport News, Hampton, Norfolk, Chesapeake, Virginia Beach, Portsmouth, Suffolk, Franklin, and  surrounding areas. 


Association membership will be extended to those wishing to join and participate outside this area.

Associate members will be given the opportunity to work local events. Such members shall not be allowed to hold office or vote on policy matters.


III.   Officers

The officers of the SVTUA shall be elected from its members and shall consist of a president, vice-president, secretary, and treasurer. An elected officer’s term shall be for two (2) years unless appointed by the Board of Directors to fill the unexpired term of an officer who has resigned, died, or otherwise ceases to act. Any officer may be re-elected to succeed him/herself. Specific duties and responsibilities of the officers include, but are not limited to the following:

A.   President

                1.   Act as chairman of the Board of Directors

                2.   Maintain a liaison with regional and national tennis organizations.

                3.   Establish and maintain communication with the various tournament promoters and directors throughout the area.

                4.   Insure the ongoing vitality of the SVTUA.

                5.   Prepare the agenda and oversee the conduct of SVTUA business and meetings.

                6.   Appoint an individual (with the concurrence of the BOD) to perform the duties of Webmaster for the Association. Duties shall be defined via a BOD resolution.

B.   Vice-President

                1.   In the absence of the president, carry out the SVTUA business.

                2.   Insure that an adequate number of qualified officials are available to meet tournament staffing requests.

                3.   Responsible for coordinating the recruitment and training of officials.

                4.   Audit the records of the Treasurer annually and report the results to the Board of Directors.

                5.   Oversee the SVTUA sponsorship program.

                6.   Supervise scheduler if position is delegated.

C.   Secretary

                1.   Initiate and maintain SVTUA correspondence as directed by the President.

                2.   Arrange for and organize annual SVTUA business meetings.

                3.   Prepare and distribute communications to the membership.

                4.   Responsible for the Association’s remembrance program.

D.   Treasurer

               1.   Maintain SVTUA financial records.

               2.   Insure timely payment of bills, initiate action to collect all accounts receivable and dues.

               3.   Prepare and distribute checks for member services.

               4.   File SVTUA financial/tax reports as required.


IV.   The Board of Directors

The BOD shall consist of the officers of the Association and the immediate past president. The BOD shall meet at least quarterly. The specific duties and responsibilities of the BOD include, but are not limited to the following:

A.   Establish and review Association policy guidelines to include:

               1.   Setting fee guidelines for officiating charges (to be reviewed and published yearly)

               2.   Establish the amount of Association dues.

B.   Receive, review and approve or disapprove membership applications.

C.   Seek to promote membership in the SVTUA.

D.   Coordinate the evaluation of member umpires.

E.   Appoint a nominating committee to present a slate of officers at the Biennial Association general business meeting.

F.   Appoint any committee needed to further the Association’s purpose.


V.   Voting

A.   Voting for officers shall be in person by current members with a simple majority provided a quorum of 20 percent of the individual membership is present.

B.    Voting for constitutional amendments shall be in person by current members provided a quorum of 30 percent of the membership is present. Within the quorum, 60 percent of the Board of Directors must be present to constitute an official meeting. Amendments shall require a 2/3 majority for approval.

C.   If after two scheduled meetings are attempted for a constitutional change and a standard quorum has been unattainable, then the Board of Directors is authorized to effect the amendment with a majority vote.

D.   Members are to be given at least two weeks advance notice of any proposed constitutional amendments.

VI.   Annual meeting

An annual meeting of all SVTUA members shall be held in the month of January of each year at such time and place as may be designated. On Association non-election years, the annual business meeting shall be an Association social event. Notice of the meeting will be sent to each member by the Secretary at least ten (10) days in advance.