Frequently Asked Questions - NYCR Electoral Process
 
1. WHAT IS THE TIMELINE FOR NEW YORK CRICKET REGION ELECTION?

The following is the timeline for the NYCR election of officers -- scheduled for Sunday May 1, 2011.

• Friday March 18, 2011: 

a. Election Notice regarding applications for positions on the regional administration 
b. Publication of guidelines and a timeline for the regional election of officers
c. Publication of job titles, roles and responsibilities of office holders

• Saturday April 16, 2011: Deadline for receiving applications and resumes from candidates

• Saturday April 23, 2011: Meeting of League Presidents to review and screen candidates who submitted applications
and resumes to the Secretary of the region

• Sunday May 1, 2011: NYCR election of officers – 1.00pm 
 
2. WHAT  POSITIONS ARE AVAILABLE ON THE NEW YORK CRICKET REGIONAL ADMINISTRATION?

Following are the Positions that are available on the New York Cricket Regional Administration:

• Regional Director/Chairman
• Member-at-Large as a Youth Cricket Coordinator
• Member-at-Large as a Women’s Cricket Coordinator
• Member-at-Large as a Marketing & Fundraising Coordinator
• Member-at-Large as a Umpiring Program Coordinator
• Secretary
• Treasurer
• Regional Representative to the USACA Board (ex-officio Member)
 
For specific details for each position refer to the Job Descriptions below.
 
3. HOW DO I APPLY FOR A POSITION?

a) All persons interested in seeking a position in the NYCR Administration must submit a resume with their appropriate
experience and qualification to the Election Secretary by Saturday April 16, 2011.

b) Please refer to the Regional Elections Guidelines above for further details.
 
4. WHERE CAN I GET A COPY OF THE GUIDELINES FOR THE NYCR ELECTORAL PROCESS?

Copies can be obtained from the NYCR Election Secretary or from the Cricket Websites.
 
5. WHERE CAN I GET A COPY OF THE USACA CONSTITUTION?

You may email the NYCR Election Secretary or go to the USACA's WebSite at www.usaca.org, click on "The
Organization" then "The Constitution".
 
6. WHO SHOULD I CONTACT IF I HAVE A QUESTION ABOUT THE ELECTORAL PROCESS?

You may contact the NYCR Guidelines Committee Chairman, Mr. Paul DaSilva, by telephone at 917-202-1880 or by email
at pad1995@aol.com 

1. Overview

Election of officers for New York Cricket Region (NYCR) is due in the electoral year of 2011 in accordance with the USACA constitution. The election process requires members of NYCR to elect persons to fill positions on the regional administration for a 3-year term commencing in FY2011.
 
At present there are no written and/or formal guidelines or processes available from NYCR or USACA regarding the election of persons to serve as officers of regions. NYCR as a result, would be drafting guidelines and processes for conducting its election within the requirements of the USACA constitution.
 
A sub-committee from the region was appointed to analyze the USACA constitution and make recommendations regarding guidelines and processes for an election of officers. 
 
The regional administration shall interview and appoint the secretary or an appropriate person(s) to conduct the election as an independent person on behalf of the region.
 
2. Election Meeting Notice

2.1. The secretary, after consultation with the regional director/chairman, shall provide notice to members of the region – regional administration, members of leagues, clubs and stakeholders etc. - via electronic mail, USACA website and the media to advise that a special meeting of the region would be convened for the purpose of electing officers of the region.
2.2. The secretary shall provide notice regarding the date, time and venue of a special meeting when a date for the meeting is approved by the regional administration. 
2.3. The secretary shall also provide written notice of the election to the executive secretary of USA Cricket Association (USACA) and request USACA provide an Independent Observer for the election.
 
3. Regional Administration Positions

3.1. The secretary shall publish a list of positions on the regional administration for which persons would be invited to submit an application for a specific position accompanied by a resume. 
3.2. List of Positions
i) Regional Director/Chairman
ii) Member-at-Large as a Youth Cricket Coordinator
iii) Member-at-Large as a Women’s Cricket Coordinator
iv) Member-at-Large as a Marketing & Fundraising Coordinator
v) Member-at-Large as a Umpiring Program Coordinator
vi) Secretary
vii) Treasurer
viii) Regional Representative to the USACA Board (ex-officio Member)
 
4. Eligibility Requirements

4.1. Candidates must meet the eligibility requirements established in the USACA constitution regarding age and residency etc. 
4.2. Each candidate nominated for a position on the regional administration shall be eighteen (18) years of age or older and a citizen or legal and permanent resident of USA.
4.3. Candidates are required to be residents of NY State (NYCR) and shall continue to reside in the region during his/her term of office. 
4.4. Each application shall include the person’s legal name, contact information and each candidate at the discretion of the regional administration may be required to provide relevant information to an entity selected by NYCR or USACA for the purpose of conducting a back ground check prior to, during or after the election. League Presidents by virtue of their respective office may
not be subject to the background check process.
4.5. Each candidate shall indicate in writing that he/she is computer literate and is capable of communicating via a computer and be fairly proficient with the use of MS Word, MS Excel and email.
4.6. The application must be submitted within the date and time specified. Applications submitted beyond the timeline specified will not be considered.
 
5. Application Process

5.1. The Secretary shall provide notice to members of the regional administration, members of the region (leagues, clubs and persons) and via the media to advise that candidates should submit applications for positions on the regional administration via electronic mail. 
5.2. The secretary shall provide a name, mailing address, fax number, email address and telephone number clearly stating the address to which applications accompanied by a resume from each candidate should be submitted.
5.3. Applications from candidates shall be submitted to the secretary of the region in writing clearly stating the position for which the application was intended. 
5.4. Applications must be received by the secretary within the time period stipulated in the notice for the election in order to be accepted. 
5.5. Applications must have the email address and telephone number of the applicant.
5.6. The secretary after receiving the applications shall notify each candidate within five (5) business days after receipt and to confirm the candidate’s request
5.7. The secretary shall compile and provide a list of all candidates under confidential cover to each league president of the region for evaluation at least ten (5) calendar days prior to the date scheduled for the election. 
5.8. League presidents should be advised the applications and relevant information pertaining to the election are confidential and shall not be distributed and/or shared with persons who are not involved in the process.
 
6. Election Meeting

6.1. The regional director/chairman at a special meeting of the region convened specifically for the purpose of electing officers of the region shall call the meeting to order and announce that the regional administration as currently comprised shall be dissolved for the purpose of the election.
6.2. The regional director/chairman shall then reconvene a meeting of the regional administration comprised only League Presidents (or their designated representatives) with the regional director/chairman as chair of the meeting.
6.3. The regional administration (League Presidents only) by majority vote shall appoint a returning officer, from among themselves, to conduct the election process.
6.4. After the returning officer is seated, the regional director/chairman shall vacate his/her position as chairperson of the meeting.
6.5. The returning officer at his/her discretion may request retention of the secretary to record notes of the election process or the returning officer may appoint an individual to take notes at the meeting.
6.6. The returning officer shall validate the eligibility of members of the regional administration (League Presidents or their designated representatives only) and provide a list of candidates who were nominated for the respective positions.
6.7. The returning officer shall adjudicate on the validity of delegates who may be eligible to vote, proxy votes (if any), manage distribution and tallying of ballots, rule on disputes and challenges and ensure the election process is conducted within these guidelines and in accordance with the USACA constitution when/where applicable.
 
7. Proxy Voting - Proxy votes may be accepted provided the following guidelines are adhered:

7.1. The proxy vote was received by mail or hand by the secretary in a sealed envelope clearly marked
‘Proxy Vote’
7.2. The proxy vote was presented to the returning officer in the sealed envelope by the secretary as at
7.3. The proxy vote was opened by the returning officer in the presence of persons attending the meeting after the meeting was called to order
7.4. The proxy vote shall state the date of the special meeting and the name of the person to whom the proxy vote was awarded
7.5. The returning officer shall verbally state and record the number of proxy votes awarded
 
8. Election of Regional Administration 

8.1. By default, League Presidents are standing members of the Regional Administration
8.2. The regional administration, comprising League Presidents,  by majority vote, shall elect candidates who applied for positions on the regional administration. 
8.3. Applicants/Candidates must be present at the election meeting.
8.4. Candidates who did not apply may not be considered for election. 
8.5. The election shall be conducted for positions which shall be filled on the regional administration as follows:
 
A. Regional Director/Chairman
B. Members at Large (4)
i) Member at Large as Youth Cricket Coordinator
ii) Member at Large as Women’s Cricket Coordinator
iii) Member at Large as Marketing & Fundraising Coordinator
iv) Member at Large as Umpiring Program Coordinator
C. Secretary (non-voting member)
D. Treasurer (non-voting member)
 
9. Election of a Regional Representative to the USACA Board

9.1. At the first seating/meeting of members and officers of the Regional Administration, the Regional Administration shall select a Regional Representative to sit on the USACA Board.
9.2. The meeting to select the Regional Representative is chaired by the incoming Regional Chairman, who has a casting vote.
 
The regional administration when seated after the election process is completed shall comprise the following officers:
 
Regional Director/Chairman
League Presidents of the region
Youth Cricket Coordinator
Women’s Cricket Coordinator
Marketing & Fundraising Coordinator
Umpiring Program Coordinator
Secretary
Treasurer
Regional Representative to the USACA Board (ex-officio Member)
 
The secretary of the region, at the conclusion of the election process shall provide notice to the executive secretary of USA Cricket Association (USACA) regarding composition of the regional administration.
 
Voting on the Regional Board
 
The regional director/chairman shall only have a casting vote at meetings of the regional administration. League presidents (or their designated representatives) by virtue of their respective office are standing members of the regional administration and shall be eligible to vote at meetings of the regional administration.  Each league president shall be a delegate at special meetings of the region convened for the purpose of electing officers of the region.League Presidents shall be eligible for one vote at all meeting of the region. Each League President is a delegate at USACA meetings and is eligible to vote at USACA meetings.  Members at Large are not eligible to vote to elect officers of the regional administration in the event of resignations, terminations or other reasons. The Secretary and Treasurer respectively are non-voting members and are not eligible to vote at meetings of the regional administration.  The Regional Representative is an ex-officio member of the regional administration and is not eligible
to vote at the meetings of the region.  A League President shall not simultaneously serve as Regional Director/Chairman of the region. If/when a League President is elected to serve as a Regional Director/Chairman of the region, that League President
will be required to vacate his/her position as League President prior to being seated as the Regional/Director/Chairman of the region.

Job Descriptions - Elected Officials of the Regional Administration
 
1. Regional Director/Chairman
• The regional director/chairman is elected by the League Presidents and shall hold office for a period of three consecutive years commencing immediately after the conclusion of the meeting to elect the regional administration. 
• The regional director/chairman after the election shall function as chief operating officer of the region with responsibilities for management of cricket programs and general day to day business administration of the region.
• The regional director/chairman  shall preside at all official meetings of the region except for committee and sub-committee meetings at which the regional director may attend as an ex-officio member. 
• The regional director/chairman shall have only a casting vote in the event of tie at meetings of the regional administration. 
• In the event the regional director/chairman is unable to function as chairperson at meetings of the regional administration, league presidents attending the meeting and forming a quorum for a meeting shall convene as an ad-hoc committee and appoint a chairperson to conduct the business of the meeting in accordance with the published agenda.
• The temporary chairperson shall maintain his/her voting rights prior to the appointment as chairperson of the meeting and shall also have a casting vote in the event of tie.
• The Regional Director shall sign all documents which may require his/her signature, represent the region or designate an alternate representative to attend meetings, functions or other business activities/events on behalf of the Region.
• The regional director/chairman must ensure all resolutions, programs, contracts and commitments approved by the regional administration are implemented within established timelines. 
• The regional director/chairman in consultation with members of the regional administration shall appoint committees and establish guidelines for the functional operations of committees.
• The regional director/chairman shall submit written monthly reports regarding the state of the region to the regional administration and USACA as appropriate. 
• The regional director/chairman shall be accountable to the regional administration for the efficient administration of the region.
 
Knowledge and Skills
• Effective oral and written communication skills
• Capable of preparing and presenting a cohesive business plan for the region
• Capable of accessing the Internet and possess the required computer skills with capabilities in Microsoft Applications and other pertinent programs
• Possess a reasonable knowledge of cricket and/or cricket related programs
• Capable of supervising voluntary staff and developing and maintaining plans and programs for the efficient functioning of the region’s administrative and operational programs 
 
2. Secretary
• The secretary of the region is elected by the league presidents and shall hold office for a period of three (3) consecutive years immediately after conclusion of the meeting to elect the regional administration. 
• The secretary is a non-voting member of the regional administration. 
• The secretary shall be responsible for management of the secretariat and perform all administrative functions on behalf of the region on a day to day basis or as may be directed by the regional director/chairman for time to time. 
• The secretary shall be required to work with the regional director/chairman to ensure correspondence are processed in a timely manner, meetings arranged and notice provided to members of the region and officials and members of the region are kept apprised of all events and programs related to cricket in the region or as appropriate.
• The secretary shall be responsible for receiving official correspondence on behalf of the region and shall maintain a correspondence file with the names and addresses of officers of the region, leagues, clubs and USACA or other persons required for the efficient administration of the region.
• The secretary shall maintain a certified copy of the constitution and bylaws of the region in addition to other legal documents pertaining to its registration and incorporation etc.
• The secretary in consultation with the regional director/chairman shall make necessary arrangements for meetings of the region. 
• The secretary shall function in any capacity as may be directed by the regional director/chairman and shall maintain documents and/or records of the region for audit purposes or as may be required from time to time.
 
Knowledge and Skills
• Effective oral and written communication skills
• Capable of preparing and presenting written reports
• Capable of accessing the Internet and possess the required computer skills with capabilities in Microsoft Applications and other pertinent programs
• Capable of recording notes and preparing minutes for meetings
 
3. Treasurer
• The treasurer is elected by the league presidents and shall hold office for a period of three consecutive years commencing immediately after conclusion of the meeting to elect the regional administration. 
• The treasurer is a non-voting member of the regional administration. 
• The treasurer shall be the chief fiduciary officer of the region and shall have care and custody of, and shall be solely responsible and accountable for funds of the region.
• The treasurer shall prepare and maintain a record of all financial transactions conducted on behalf of the region. The treasurer in the name of NYCR shall endorse all financial documents, deposit monies and payments made to the region at a bank or financial institution designated and approved by the region within five days (5) after the monies were received by the treasurer.
• The treasurer shall disburse funds of the region only upon approval of a voucher signed or document signed by the regional director/chairman or his/her designee. 
• Funds shall not be withdrawn from a bank of financial institution without prior approval from the regional director/chairman. The treasurer shall ensure receipts are issued for all funds deposited for and on half of the region.
• The treasurer shall conduct periodic reconciliation of financial records of the region and shall reconcile all bank and financial institution statements each month to ensure there are no discrepancies. 
• The treasurer shall prepare a financial report each month in addition to a financial report to coincide with the close of business for each fiscal year.
• The treasurer in conjunction with appropriate professional advice shall prepare or cause to be prepared, the required tax returns with the appropriate city, state and federal agencies in accordance with the region’s tax exempt status of NYCR. 
• The treasurer shall maintain all financial records and documents for the region for audit purposes and shall function in any capacity as may be directed by the regional director.
 
Knowledge and Skills
• Effective oral and written communication skills
• Capable of preparing and presenting financial report for the region
• Capable of analyzing reconciling bank statements
• Capable of accessing the Internet and possess the required computer skills with capabilities in Microsoft Applications and other pertinent programs

4. Members-at-Large
League presidents, in the region, are required to elect four (4) members-at-large to serve as members of the regional administration for a three year term. 
a. A Youth Cricket Coordinator
b. A Women’s Cricket Coordinator
c. A Marketing & Fundraising Coordinator
d. An Umpiring Program Coordinator
 
The members-at-large are voting members of the regional administration. 
 
The specific roles and responsibilities of each member are as follows:
 
4.1. Youth Cricket Coordinator
The youth cricket coordinator shall be responsible for establishing cricket programs designed to recruit, train and develop players in the U23 age group. 
 
The program should include processes to provide cricket coaching, personal development and prepare players for local, regional and national youth cricket tournaments.
 
The Youth Cricket Coordinator should be available to manage the youth cricket program in the region and coordinate events and activities on an ongoing basis.
 
Roles and Responsibilities
• Establish and coordinate the development of a youth cricket program in NYCR for multiple age groups
• Coordinate delivery of local, regional and international cricket tournaments in the various categories of players in the U23 age group
• Establish and maintain a data base with biological data of all players in the U23 age group which are/were registered to and participated in youth cricket programs in the region
• Ensure consistent delivery of high quality youth development programs in NYCR
• Work in conjunction with the Administration, Coaches, other stakeholders, persons and/or organizations interested in the promotion and development of youth cricket in NYCR and USA
• Prepare and annual budget for the youth development program in addition to expense projections
for training and youth tournaments
• Coordinate and organize cricket matches and tournaments with teams, clubs and other regions in an effort to provide the training and experience required to develop and prepare players and viable team(s) in NYCR 
• Attend meetings of the Regional Administration and provide information regarding progress of ongoing processes and programs related to the region’s youth cricket development program
• Attend meetings in/out of NYCR related to youth cricket as may be required from time to time
• Prepare written reports for review by the Regional Director/Chairman and members of the Regional Administration on a need to know basis
• Perform any/all other duties ancillary to the promotion and development of youth cricket in NYCR
 
Knowledge and Skills
• Effective oral and written communication skills. Capable of preparing and presenting a cohesive youth development plan for the region
• Capable of accessing the Internet and possess the required computer skills with capabilities in Microsoft Applications and other pertinent programs
• Capable of developing and maintaining practice and tournament programs and schedules required for the ongoing management of the youth development program
 
4.2. Women’s Cricket Coordinator
The Administration shall appoint a Women’s Cricket Coordinator who shall be responsible for designing a program required to recruit and train women players. 
 
The program should include processes to provide cricket coaching and prepare players for local, regional and national women’s cricket tournaments.
 
Roles and Responsibilities
• Establish and coordinate a program for the recruitment and training of women to participate in cricket in NYCR Provide help and advice to the Administration regarding funding, functional operations, organizing and other aspects of women’s cricket and its development
• Establish and coordinate the formation of women’s cricket team s and/or leagues and coordinate and manage the development of a women’s cricket programs in NYCR
• Coordinate the delivery of local, regional and international cricket tournaments for women
• Establish and maintain a data base with biological data of all women players who were recruited and/or participated in cricket tournaments for and on behalf of NYCR
• Coordinate and organize cricket matches and tournaments with teams, clubs and other regions in an effort to provide the training and experience required to develop players and prepare a viable team(s) in NYCR 
• Ensure consistent delivery of high quality women’s cricket development program in NYCR Establish a program for Coaches to provide technical assistance and training required to improve the knowledge and quality of cricket among players.
• Work in conjunction with NYCR Administration and Coaches in/out of NYCR to establish programs and prepare budgets on an annual basis for programs and tournaments
• Attend meetings related to women’s cricket as may be required
• Prepare written reports for review by the Regional Director/Chairman and members of the Regional Administration on a need to know basis
• Perform any/all other duties ancillary to the promotion of women’s cricket in NYCR
 
Knowledge and Skills
• Possess effective oral and written communication skills
•  Capable of preparing and presenting a cohesive women’s cricket development plan for the region
• Capable of accessing the Internet and possess the required computer skills with capabilities in Microsoft Applications and other pertinent programs
• Capable of developing and maintaining practice and tournament programs and schedules required for the women’s cricket program
 
4.3. Marketing & Fundraising Coordinator
The marketing and fundraising coordinator shall be responsible for promoting the region in a commercial manner and secure funding, sponsorship and other commercial benefits for the region.
• Responsible for advertising cricket in the region
• Promote the region at commercial and public events
• Advertise events and tournaments on behalf of the region in the media and on websites
• Promote and advertise the region’s brand
• Establish programs to market clothing and other paraphernalia with the region’s log
• Organize and promote fundraising events on behalf of the regions
 
Knowledge and Skills
• Possess effective oral and written communication skills
• Capable of preparing and presenting a cohesive marketing plan
• Capable of accessing the Internet and possess the required computer skills with capabilities in Microsoft Applications and other pertinent programs
• Available for travel within the region to meet and communicate with persons and business entities as appropriate
 
4.4. Umpiring Program Coordinator

The umpiring program coordinator shall be responsible for managing umpiring related programs for and on behalf of NYCR
 
Knowledge and Skills
• Effective oral and written communication skills
• Capable of accessing the Internet and possess the required computer skills with capabilities in Microsoft Applications and other pertinent programs
 
 
5. Regional Representative

The New York Cricket Regional administration, consisting of league presidents and the members-at-large, shall elect a regional representative to represent the region as a member of the USACA board of directors. 
 
The regional representative shall hold office for a period of three consecutive years commencing immediately after the conclusion of the FIRST meeting of the regional administration to elect the regional representative. 
 
The regional representative shall represent the interest of the region and shall function in accordance with directives issued by the region.
 
The regional representative shall function as an ex-officio member of the region and shall not be eligible to vote at meetings of the region.
 
Knowledge and Skills
• Effective oral and written communication skills
• Capable of preparing and analyzing reports
• Capable of communicating with members of the USACA board and cricket officials at the local regional and international levels
• Possess a level of cricket acumen which would ensure the region is represented in an effective manner
• Capable of accessing the Internet and possess the required computer skills with capabilities in Microsoft Applications and other pertinent programs