N
West
Texas Association Clubs
BY-LAWS
West Texas Association of
USA Track & Field
Submitted This Date
May 15, 2004
To USA Track & Field
Indianapolis, Indiana
Association Approval:
President Date Vice President Date
Secretary Date Treasurer Date
BY-LAWS
WEST TEXAS ASSOCIATION OF
USA TRACK & FIELD
(Revised 4/04)
SECTION I
ARTICLE 1. NAME:
The name of this organization shall be the West Texas Association of USA Track & Field. The acronym “WT/USATF” shall be used for brevity and for use in a logotype.
ARTICLE 2. DEFINITIONS:
The word “Athletics” used herin shall included track and field, long distance running, cross country running, road running, race walking and any other jurisdiction granted by the IAAF.
The word “Congress” shall mean USA Track & Field.
The initials:
I.A.A.F. means International Amateur Athletic Foundation;
I.O.C. means International Olympics Committee;
U.S.O.C. means United States Olympics Committee;
USATF means USA Track & Field;
TFA/USA means the Track and Field Associations/Untied States of America.
ARTICLE 3. OBJECTIVES:
Objectives of the West Texas Association of USATF are to encourage, improve, and promote the sport of amateur athletics.
ARTICLE 4. JURISDICATION:
The WT/USATF Association shall posses all authority of that body in the sport of athletics and shall be autonomous in the sport and to that end shall exercise independent jurisdiction and control over the eligibility, administration, sanctioning authority, representation, and rules of competition for the sport of Athletics.
ARTICLE 5. ASSOCIATION REPRESENTATION:
Delegates to the Congress shall be selected form individuals who are amateur athletes, coaches, trainers, officials, administrators, and those persons active in the sport of Athletics. Representation shall be without regard to race, creed, color, religion, age or sex.
SECTION II.
ARTICLE 6. MEMBERSHIP:
Membership in the WT/USATF consists of two classifications:
A. Active: Members of amateur organizations promoting the sport of Athletics within the Association who are entitled to all rights provided in these by-laws.
B. Individual:
1. Those individuals who are athletes, coaches, officials, administrators, or persons otherwise interested in the purposes and programs of the West Texas USATF.
2. Those individuals who reside within the jurisdictional boundaries of the Association who have contributed a designated amount to the Association are granted membership and are entitled to attend the Association meetings with voice but with no vote.
ARTICLE 7. ELIGIBILITY:
Membership in the Association is limited to bona fide clubs, educational institutions, or other organizations of a permanent nature actively promoting and participating in the sport of Athletics.
ARTICLE 8. QUALIFICATIONS:
The Association shall be the sole judge of the qualifications of applicants for membership, and the qualification of members to continue herin, both clubs and individuals.
ARTICLE 9. APPLICATION:
Application for membership is the completion of forms and fees submitted to the Association and acceptance of its by-laws. Member clubs and individuals shall abide by the USATF by-laws of USATF and the Association and shall accept and enforce all decisions relating to the organization as set down by USATF and WT/USATF.
ARTICLE 10. USATF VIOLATIONS:
Any violations of these by-laws renders said member(s) liable to suspension by the Association until the next annual or special meeting and expulsion by two-thirds vote of the members present at the meeting.
ARTICLE 11. REPRESENTATION:
Each member appoints such representatives, who are in good standing in the Association, to serve on the Executive Committee as allocated in the by-laws of the Association. Each representative shall have one vote. Appointments must be submitted in writing to the Executive Committee and forwarded to the President of the Association for approval. One representative may cast only one vote to which the member club or individual is entitled.
Any member club or individual may withdraw from the Association, and in doing so, forfeits all privileges of the vote on any and all matters of concern to the Association.
SECTION III.
ARTICLE 12. MANAGEMENT:
The management of affairs of WT/USATF is delegated to the Executive Committee consisting of the President, the Vice President, the Secretary and the Treasurer and any other appointee by the President who shall serve until relieved by the President.
ARTICLE 13. APPOINTMENTS OF EXECUTIVE COMMITTEE:
The Executive Committee is appointed by the members of the Association by election and show of hands and each shall serve in office for one year or until their successors are appointed.
A. Duties of the Executive Committee:
1. To admit eligible members who have properly applied and whom it deems proper.
2. To impose and enforce penalties for violations of these by-laws and the by-laws of USATF.
3. To reject entries to Association championships and to delegate this responsibility to committees.
4. To remove from office, by two-thirds vote, any member of the Association who by neglect of duty, or by conduct tending to impair his usefulness or in any one way hampering the goals of the Association, shall be deemed to have forfeited his position.
5. To collect dues, fees and fund and to expend same.
6. To call regular and special meetings and to fix the time and place for such meetings.
7. To institute, locate, conduct and manage all Association championship events.
8. To explain, define and interpret any provision of these by-laws upon the request of a member.
SECTION IV.
ARTICLE 14. OFFICERS:
Officers of the Association are President, Vice President, Secretary, and Treasurer.
Each committee deemed appropriate to proper functioning of the Association shall have as its head a chairman whose duties shall pertain to that office to which he was duly elected or appointed.
ARTICLE 15. ELIGIBILITY AND TERM OF OFFICE:
Only members of the Executive Committee are eligible to hold office in the Association. Each of their terms of office shall be a term of one year and not to exceed more than two terms in succession for the office for which he/she was elected.
ARTICLE 16. DUTIES:
A. PRESIDENT-The President orders all meetings where and when deemed necessary, presides at all meetings, appoints committee members and their chairmen as required and performs such other duties as pertain to this office.
B. VICE PRESIDENT- Carries out assignments of the President and the Executive Committee as deemed necessary. Carries out the duties of the President in his absence.
C. SECRETARY:
1. Keeps records of the Association and the Executive Committee, conducts all official correspondence, and issues notice of all Association meetings.
2. Keeps complete record of all athletic events held under the auspices of the Association, and performs such other duties as may be presented by these by-laws and the By-laws of USATF. This office issues sanction applications.
D. TREASURER:
1. Receives all moneys of the Association and pays all expenses approved by the Executive Committee provided these expenses are necessary, duly recorded by voucher in detail, attested and approved by the Executive Committee.
2. When required, submits and turns over to the Committee, all moneys, accounts, books, papers, vouchers, and records, including bank and check books appertaining to this office, and turns over the same to his successor when elected. He is bonded (at Association expense) for an amount designated by the Executive Committee.
SECTION V.
ARTICLE 17. MEETINGS:
The annual meeting of the West Texas Association is to be held on or before October 30 of each year or as determined by the Executive Committee. The Executive Committee has the right to schedule other meetings of the Association on a regular basis upon written request of one-third of the membership.
ARTICLE 18. NOTICES:
A. Fifteen days notice shall be given all Association members by the Secretary for any annual meeting and not less than five days notice for special meetings.
B. The notice of the meeting shall contain the time, date, site and the object of the meeting.
C. The notice of the meeting(s) shall be sent to each member or member club of the Association at that address last known. If said address has changed, it is the responsibility of the individual or member club to make known to the Secretary all changes.
ARTICLE 19. ORDER OF BUSINESS:
All Association meetings shall follow this order of business:
A. Roll call and recognition of representatives present.
B. Reading, correction and adoption of previous meeting’s minutes.
C. Reports of officers and committee chairmen.
D. Reports of convention delegates, if applicable.
E. Election of nominating committee and/or officers (annual meeting only).
F. Composite of up to date business.
G. New business and discussion of anticipated business.
H. Resolutions and Orders.
I. Adjournment of the meeting.
ARTICLE 20. QUORUM:
At all Association meetings, a quorum shall consist of representatives from at least thirty percent of the club members and in no case shall a quorum consist of less than the representatives of three clubs.
At special and committee meetings, a simple majority vote is sufficient.
ARTICLE 21. RULES OF ORDER:
At all Association meetings, Roberts Rules of Order are the procedural rules.
SECTION VI.
ARTICLE 22. COMMITTEES:
The following are the types of Association Committees:
A. Administrative
B. Standing Sport
C. Standing Operation
ARTICLE 23. APPOINTMENT:
The Association at large shall nominate and elect the various committee chairpersons who, in turn, shall select his/her committee members upon approval of the President. All committee members shall be chosen/selected based upon their knowledge of activities involved in the sport of Athletics and must abide by the by-laws of the Association and USATF.
Upon notice of impending vacancies of chairpersons, the President shall have the right of appointment to fill said vacancies. Upon notice of vacancies of committee members, the President has the right of appointment to fill these vacancies should the chairperson dismiss that responsibility.
A minimum of twenty percent of the current participating athletes in a sport of the Association will be named as affiliate members of each of the various committees. Chairpersons of all supervising committees must be Association members of good standing and have agreed to abide by the by-laws of the Association and the by-laws of USATF.
ARTICLE 24. ADMINISTRATIVE:
Administrative Committees of an Association consist of but are not limited to:
A. Finance- whose duties are to audit and examine the accounts of the Treasurer and make its report to the Executive Committee tow weeks prior to the ensuing annual meeting. The Finance Committee shall require the Treasurer to turn over to it all moneys, accounts, books, papers, vouchers and records pertaining to the office. This committee also known as Budget and Audit.
B. Marketing and Media- whose duties are defined in Attachment A.
C. Records, memberships, and officials.
D. Registration- whose duties concern all matters pertaining to the registration, certification and competition of athletes within the boundaries of the Association be they individuals, member clubs, universities, colleges, branches of the armed services or any other entity involved actively in the sport of Athletics.
It is his duty to determine all questions concerning the eligibility status of any athlete participating in sanctioned events of the Association. He shall investigate and rule on all suspicious circumstances which may be deemed sufficient to require explanation. Should charges made against an individual or member club, they in turn shall be given the opportunity of a hearing before the Executive Committee at a specified time and place.
Pending investigation, the individual or member club shall be suspended until final resolution and decisions are made by the Committee. Such interim suspension may not be continued for more than thirty days after written notice of the charges has been presented to the Executive Committee. Any athlete who fails to answer written charges satisfactorily within the allotted thirty days or who fails to attend the meeting before the Committee at the time and place specified, may be suspend thereafter indefinitely or until such time he/she does answer all charges satisfactorily or appears before the Committee.
In determining questions concerning the amateur status of an athlete, the Committee may consider and act upon any kind of evidence whether direct, circumstantial, or hearsay, and may receive and act upon affidavits.
If violation of codes of conduct and rules of amateurism are discovered, the Committee shall impose such punishment or penalty as it may deem just.
ARTICLE 25. CHAIRPERSONS:
Shall take office upon election and shall serve for a term of one year but in no case shall he/she serve more than four consecutive years, within the West Texas Association, the Association Vice President shall act chairman of all Standing Committees and he shall have the right and privilege to call special meetings of any appropriate and necessary committee.
The election and appointment of chairpersons shall be conducted as defined in Article 23 of these by-laws. His/her duties are defined in Attachment A. (enclosed).
ARTICLE 26. SPECIAL:
The President shall have the right to appoint such other committees as he deems in the best interests of the Association.
ARTICLE 27. VOTING:
A. At all meetings, only recognized members of the Association are permitted to vote. If a member is absent at a committee meeting held in conjunction with the annual meeting, one of the duly accredited representatives of the member club may take his place and be recognized but shall have no vote on the West Texas Association proceedings. In effect, there shall be not vote b proxy.
B. Each recognized member of the West Texas Association shall have one full vote.
C. A quorum at Association meetings consists of those voting members that are present and have been recognized as duly appointed representatives of their Athletics entity.
SECTION VII.
ARTICLE 28. CONDITIONS OF COMPETITION:
Conditions of competition in and the rules governing any athletic event, game or entertainment given or sanctioned by the West Texas Association or its members are those prescribed in the by-laws and Rules of the Athletic Congress; provided, however, that any member may reject from its games any entry deemed objectionable.
SECTION VIII.
ARTICLE 29. CHAMPIONSHIPS:
The West Texas Association shall annually conduct such championships as deemed best by the Executive Committee and the appropriate committee of the Standing Sports Committee. Such championships shall be in accordance with USATF BY-LAWS and the following conditions:
A. At least thirty days notice of any championship shall be given to all members of the West Texas Association.
B. West Texas Association Standing Sports Committees are to be in charge of their respective Association championships.
C. No entry form for any championships of the Association is to be distributed until approved by the Chairperson of that sport.
D. Copies of entries are to be sent to the appointed meet director or to the chairperson of the Sport Supervising Committee. The meet director or chairperson has the right to reject any entry or entries deemed objectionable and receives all protests and subsequently submits them to the Executive Committee for final action with recommendations deemed appropriate.
E. Unless a duly registered member/athlete of the West Texas Association, no person is eligible to participate and compete in any West Texas Association sanctioned event of championship status except by majority vote of the Executive Committee. The WT Association may open their championships by majority vote of the membership, provided all entries are properly registered with USATF.
F. The affected Sports Committee, subject to the approval of the meet director and the Executive Committee has the right and privilege to select and choose officials at all appropriate championships.
SECTION IX.
ARTICLE 30. FEES AND DUES:
Every active member pays annually to the WT Association Secretary all fees required of him/her. Annual dues are established by the Association for the coming year and every new applicant shall remit with its application to the Secretary the amount of its annual dues. In addition, every member club shall remit for a copy of the annual Official Rules of USATF.
ARTICLE 31. FAILURE TO PAY:
Failure to pay said dues within the prescribed time prevents a representative of and a vote by the representative or delinquent member of the Association. Continued indebtedness for a period of three months terminates the membership in the Association by that individual or member club.
ARTICLE 32. USE OF FUNDS:
Receipts form all sources are devoted to defraying costs of Association championships, its medals or other awards, annual dues to USATF, and for printing and other necessary expenses incurred by the West Texas Association.
ARTICLE 33. ASSOCIATION DELEGATES’ EXPENSES:
All expenses incurred by delegates and members of the West Texas Association attending meetings of the Association, Region and USATF related meetings may be paid as approved and allotted by a vote of Association members at large. The WT Association Treasurer shall recommend to the membership any anticipated funds to be allocated for this purpose.
ARTICLE 34. ATHLETE REGISTRATION FEES:
Each individual athlete will apply for membership in the Association by submitting an application form to the Membership Chairperson through the Association Secretary. Such fees shall be established by the West Texas Association in compliance with USATF.
SECTION X
ARTICLE 35. REPORTS AND REMITTANCE:
A. The WT Association must, within ten days after each meeting of the Association, mail to the Secretary of the Congress a copy of the minutes of said meetings.
B. The Association Secretary must forward to the Secretary of Congress copies of all official notices issued from his/her office. At the time of such issue, said notices are to include all those sent to the members of the Executive Committee as well as to member clubs and individuals not allied with a club or organization.
C. The Association Treasurer shall forward a copy of the audit of the accounts of the Association along with a financial report of conditions within the Association. This shall be sent within thirty days after the annual meeting. Said audit is to be signed by at least three of the four members of the Executive Committee. Failure to comply will result in denial of the right to representation at annual meeting of the national body.
D. The Secretary of the Association shall forward upon request a report listing all athletes and clubs, with addresses and other pertinent information, who have joined the Association within the more recent months. This report shall be accompanied by the appropriate fees and dues to the appropriate officers or committees.
E. The Association makes such other reports and remittances to the Congress as specified by the by-laws. The President, Secretary and Treasurer of the Association shall be responsible for the distribution of these reports and remittances.
SECTION XI.
ARTICLE 36. MISCELLANOUS:
The President of the WT Association is empowered to appoint Athletic Commissioners, each of whom has allotted to him territory within the West Texas Association and whose duties shall be such as is defined and directed by the President and the Executive Committee. This Commissioner will act as the representative of the Executive Committee, with power approved by the Committee to grant registration cards, pass upon certifications, grant sanctions, and to disqualify athletes temporarily, and in the case of such disqualification, to investigate and try the suspended athlete and report his findings to the President and the Executive Committee for final action.
ARTICLE 37. NOTICE TO ATHLETES:
In all cases where notices are required to be sent to a registered athlete, it is sufficient to mail the same, addressed to him/her at the residence given in his/her application for registration; or, if the place of residence has changed, they shall be forwarded to the new residence on file.
ARTICLE 38. ASSOCIATION BY-LAWS:
A. The West Texas Association has the right to amend any of these by-laws as set forth, providing:
(1) It is accepted by two-thirds vote of the members present or by a mail vote of two-thirds of all the members of the Association.
(2) The proposed amendment must have been submitted to the Association Executive Committee at least thirty days prior to the called meeting for that purpose. Notice of the meeting shall be forwarded by the Secretary to all members of the Executive Committee stating the date, time and site, and at least ten days in advance of said meeting.
ARTICLE 39. DISSOLUTION OF THE ASSOCIATION:
Upon dissolution of the Association, the net assets will not inure to the benefit of any private shareholder, individual or corporation, but will be distributed to USATF to be used exclusively for educational or charitable purposes. If USATF is not then in existence, such assets shall be distributed to another organization operated exclusively for charitable or education purposes.
SECTION XII
ARTICLE 40. ATHLETES RIGHTS, HEARINGS, AND RIGHTS OF APPEAL:
A. Athlete's Bill of Rights - The Association shall respect and protect the right of every individual who is eligible under reasonable national and applicable international amateur athletic rules and regulations to participate if selected (or attempt to qua1ify for selection to participate) as an athlete, coach, trainer, manager, administrator or other official, representing the United States in any international amateur competition, so long as such competition is conducted in compliance with reasonable national and applicable international requirements.
B. Review Section- The Association shall annually elect a Review Section comprised of no less than five (5) members. Its hearings may be conducted by an attorney at law retained by the Review Section for that purpose but who shall have no vote in any decision. The Chairman for the Review Section shall be elected by its membership. A quorum shall be fifty percent (50%) of its membership, but in no event no less than three (3).
C. General Jurisdiction- The Review Section may conduct hearings on any matter affecting the Congress and the Association, and arising solely within the territorial jurisdiction of the Association, and involving only members of the Association.
D. Disciplinary Hearings- The Review Section (or the Association's Executive Committee on original jurisdiction) may censure, suspend for a definite or indefinite period of time, or expel any member of the Congress, and the Association, including any athlete, coach, manager, official, member of any committee, or any person participating in any capacity whatsoever in the affairs of the Association, who has contravened any of the roles of the Congress or the Association; or who has acted in a manner which brings disrepute upon the Congress, Association, or upon the sport of Athletics.
E. Procedures- The procedures to be taken in reference to all hearings shall be as follows:
1. Formal Hearing. The respondent shall be given notice in writing, sent to his or her last known address by certified mail, return receipt requested, or by personal service, of the charges against him or her in detail, of the circumstances which are believed to require answers, explanations, or clarifications.
The written statement of charges shall also set out the penalties which may ensue if such charges are proved; shall contain a date at which time a hearing will be had with the request that the person charged shall appear before the Review Section with the right to have counsel of his own choice to represent him at tile hearing; shall set a date of hearing not less than thirty (30) days nor more than sixty (60) days after the date of mailing of such notification; and shall request the person charged to answer, in ,writing, to the Chairman of the Review Section, all the charges set forth in such written statement. This answer shall be delivered to the Chairman by either certified mail or registered mail, return receipt requested, no later than ten (10) days prior to the date of hearing. The statement shall also set forth the right of appellate review in the event tile decision is rendered against the person charged.
The decision shall be rendered at tile time of tile hearing, or within twenty-four (24) hours thereafter.
2. Emergency Hearing. When compliance with regular procedures would not be likely to produce a sufficiently early decision to do justice to the affected parties, the Review Section, or its duly authorized agent(s) or representative(s), is authorized, upon such notice to the parties concerned as circumstances may dictate, to summarily hear and decide a matter relating to a scheduled amateur athletic competition.
The individual or entity charged may be suspended from participating in any activities of the sport of athletic whatsoever after being given such notice and hearing as time and circumstances may reasonably dictate. The hearing may be conducted at the site of athletic competition or by telephone conferences as to fully protect rights of procedural due process of the individual or entity charged.
The notice to be given to the individual or entity charged may be oral, or in writing and, if oral, reduced to writing within twenty- four (24) hours, and shall in every instance contain all notice requirements set forth sub-paragraph (1) of this Section.
If an aggrieved party shall demand further hearing, such hearing shall be held in accordance with the provision set forth in sub paragraph (1) of this Section.
F. Appeal - Unless original jurisdiction of the matter is assumed by the Association's Executive Committee, the decisions of the Review Section shall be final in all cases, subject only to appeal to the Executive Committee and thereafter to the National Board of Review. An appeal to the Executive Committee must be taken within ten (10) days after receipt of written notice of the decision of the Review Section. A petition to the National Board of Review must be filed with the Executive Director of the Congress within thirty (30) days after receipt of written notice of the decision of the Executive Committee. Any person representing a real party of interest in the case may appeal. Upon timely petition to the Chairman of the National Board of Review, and upon showing of good cause therefore, the time for appeal from the decision of either the Review Section or the Executive Committee may be extended.
G. Notice To Athletes - In each case, where notice is mailed to a registered athlete, it is sufficient to mail the notice addressed to him at the residence given in his application for registration; or if he has filed with the Registration Committee a written notice of' change of residence, then at such changed address.
ARTICLE 41. ASSOCIATION ELECTIONS:
The following guidelines shall apply to all elections for officer and sport committee chairs and other chairs in this Association
A. Election notice:
1. Distribution: Notice must be distributed by mail, newsletter, local Association web site, and/or the National Office‘s web site:
2. Web site use: If a web site is to be used to inform members of the elections, then members must be informed where to find information on the web site through a mailing or newsletter:
3. Prior arrival: The initial meeting notice must he sent by means under which it will arrive at least thirty (30) days prior to the beginning of the elections process: and
4. Changes: Any notice of a meeting change or a change in the election process must be at least fourteen 14) days prior to the meeting.
B. Nominating process:
1. In-person meeting nominations: Nominations may be made and must be allowed from the floor at an in-person election meeting:
2. Mail ballot nominating opportunity: Nominations may be made by mail. Such nominations shall be received at the association’s business address or address of the Secretary at least 3 days prior to the election meeting.
Nominations shall specify:
a) Office for which the nomination is made
b) Printed Name and current membership number of the nominee
c) Signature of the nominee
d) Printed Name and current membership number of the nominator
e) Signature of the nominator
f) Printed Name and current membership number of the second.
g) Signature of the second.
4. Membership & age criteria: A candidate must he a member of the Association who is at least 18 years of age (at the start of the term of office); and
5. Nominations and seconds: A candidate needs one (1) nominator and one (10 second who are both members of the Association.
C. Voter criteria:
1. One person-one ballot: One (1) person shall cast only one (1) ballot, regardless of how many positions within the Association the person occupies;
2. Proxies: There shall be no proxy voting:
3. Minimum age: Voters must be a minimum of age eighteen (18) on the day of the election or, in the ease of a mail ballot, on the day the ballots are due;
4. Voting membership deadline: Except for renewals from the previous year, individuals must be members in the month which ends more than one full month preceding the election (e.g., if the election is held at any time in September, the membership must be processed by July 31);
5. Appointees: An appointed committee chair or Board member shall not vote in elections in that capacity, but may otherwise qualify for a vote;
6. Organizations: Member Organizations shall have a one (1) vote. The voter shall be the President of the member organization or an individual designated in writing by the organizations President as the voting member of the organization. The voter is not required to maintain a current individual USATF membership. If a USATF member, this representative shall only cast one ballot.
7. Membership of all voters: Organizations and any person representing an organization in Association voting matters must be members of USATF.
8. Conduct of voting shall be the open meeting ballot: Minimum provisions for an open meeting ballot where all members of the Association are eligible to attend and vote are:
a) Credential disputes must be resolved before the election process is started with nominations and report of the secretary or a nominating committee concerning nominations.
b) Uncontested elections may be voted by acclamation; and
c) A secret ballot must be used for contested elections.
D. Counting of ballots:
1. Panel: A panel of at least three (3) individuals, at least one (1) of whom must be an Eligible Athlete, where available, shall count the ballots and sign the tally. All panel members shall be of voting age. The panel shall not include any individual who is a candidate for a contested office;
2. Consultation: The panel may consult as necessary with the chair, secretary, and/or parliamentarian (so long as they are not candidates for contested offices) on procedural matters.
E. Committee and Subcommittee Chairs:
1. Age and terms: All committee and subcommittee chairs, whether elected or appointed, must be at least 18 years of age and members of the Association. Chairs shall be elected or appointed for specific terms which are determined prior to the voting for the position. A subcommittee chair may also serve as committee chair, and;
2. Election: When requested by two (2) or more members or member organizations of the Association, committee chairs and subcommittee chairs shall be elected. When a committee chair is elected, the election shall take place at a meeting which is held separately from the general elections, either by time or location, and at a minimum, shall be advertised to all member organizations in the Association active in the discipline;
3. Format: A convention format may be used for the Association’s annual meeting, at which all elections for sport committee and subcommittee chairs may be held.
F. National delegates:
1. Officers: National delegates shall be chaired by the Association President, and consist of the Sport Subcommittee Chairs, Officials Committee Chair and Active Athletes (See Appendix A) in proportion to the requirements of the bylaws of USATF. Additional delegates as allowed this Association by the USATF bylaws or Alternate delegates (See Appendix A) may also attend the National meeting to represent their constituents.
2. Plurality: When delegates or listed alternates are unable to attend, an election shall be held to fill vacancies. A plurality vote may be accepted for election. This election shall be held at the annual general meeting.
G. Majority requirement:
1. Officers: The president, treasurer and secretary of the Association must be elected by a majority of the ballots cast. If a run-off election is necessary, the notification requirement shall be the same;
2. Plurality: In other mail ballot elections, a plurality may be accepted;
3. In-person majority: In elections conducted at meetings, a plurality may not be accepted in the first round except for the election of national delegates; and
4. Run-off candidates: In run-off elections, candidates equal to twice the remaining positions shall be on the ballot.
H. Election protests:
1. Operating Regulation 11: Except as indicated below, USATF Operating Regulation 11 shall apply to election grievances. Protests may only be made after the election process is concluded;
2. Panel composition: An NABR panel from a different USATF region shall be appointed to conduct the hearing. All hearings shall be by conference call.
3. Invalidation: The NABR panel shall invalidate an election if it is found that one or more infractions occurred and likely changed the outcome of an election; and
4. Further action: The NABR panel may recommend or require changes for future elections in the Association;
I. Employees and elections: Current employees (working within the past ninety days) shall not participate in any part of the elections process (nominations or campaigning), but may, at the discretion of the Association, be permitted to vote if they are members and otherwise eligible.
ATTACHMENT “A”
RESPONSIBILITIES OF ELECTED OFFICERS
AND CHAIRPERSONS
ASSOCIATION PRESIDENT
AREA OF RESPONSIBILITY - Is the presiding officer of the Association. As such, has the responsibility for calling and presiding over all meetings of Association officers, committees, and member clubs.
DUTIES
1. Shall represent his Association in all matters of business on Association, Regional, and National levels of concern.
2. Shall act as Chairman of Association Executive Committee.
A. Approves or disapproves formal proposals submitted by Association representatives, committee chairpersons, and member clubs concerning any aspect of Association business.
B. Appoints committees to further investigate any matters of concern to the benefit of the Association or to the welfare of its constituency
3. In the absence of the Association Secretary has the responsibility to distribute, approve or disapprove any request for sanction formally presented.
4. Has power of appointment to fill vacancies of officers, committee chairmen, and standing committees.
A. Has veto power over recommendations Submitted by officers, committee chairmen, and standing committees.
B. Acts on approval or disapproval of all actions formally or informally submitted by officers, committee chairmen and standing committees.
5. As a member of the Executive Committee has the right to approve or disapprove the disbursement of Association funds. He and the Association Treasurer are to sign or co-sign any and all financial instruments issued by approval of the Executive Committee.
6. Shall promote Association activities through available resources and community affairs.
ASSOCIATION VICE PRESIDENT
AREA OF RESPONSIBILITY - The absence of the President of the Association, he shall act as presiding officer and shall perform the duties of that office.
DUTIES:
1. Serves as Chairman of all Standing Committees and has right to exercise a vote on matters relevant to the operation of said committees.
2. As deemed necessary by the Association President and/or the Executive Committee, shall represent the Association in matters of business, promotion, and formality.
3. Is a member of the Executive Committee having a vote on all matters formally presented to the Committee.
4. Shall promote and develop Association activities by any available means.
ASSOCIATION SECRETARY
AREA OF RESPONSIBLITY - In the absence of the President, and the Vice President, he shall act as the presiding officer and shall perform the duties of that office. Association's chief of internal affairs.
DUTIES:
1. Responsible for recording of minutes of all general and committee meetings. Shall type and distribute those minutes accordingly.
2. Serves as ex-officio member of all standing committees but exercises no vote on matters relevant to the operation of said committees.
3. Is responsible for the proper distribution of Association, Regional, and National correspondence and actions.
A. Serves as Association's liaison officer with National Headquarters and with Regional Headquarters.
B. Communicates with National officers in matters of appropriate activities and concern.
4. Acquires, distributes, collects and forwards Registration / Membership applications for individuals and member clubs.
5. Is a member of the Executive Committee having a vote on all matters formally presented to the Committee.
6. Has the responsibility to distribute, approve or disapprove any request for sanction of activities.
7. Shall promote Association activities through available resources and community affairs.
ASSOCIATION TREASURER
AREA OF Responsibility- In the absence of the Association's President, Vice President, and Secretary, he shall act as the presiding officer and shall perform the duties of that office. Association's chief of monetary affairs.
DUTIES:
1. Shall control Associations monetary accounts, keeping timely and accurate records of monies, accounts, books, papers, and vouchers.
2. Shall, upon request by the President or by the Executive Committee, furnish up-to-date financial reports to the Association's officers, committees, and member clubs.
3. Shall, in consultation with the Executive Committee, recommend fees and dues to be paid by Association members and member clubs and shall act upon appropriate payment of those fees and dues.
4. Shall be responsible for forwarding of mandated reports and budgetary statements to the National office at appointed times and in expeditious manners.
5. Shall upon request by the Executive Committee, present for audit and examination all accounts appertaining to this office.
6. In cooperation with the Executive Committee, shall disburse any monies upon obligation by the Association for payment of financial indebtedness.
7. Shall set up Association's account to be administered solely by his office with consultation from the Executive Committee and disbursement of funds by joint account requiring either his or the Association President's customary signature.
8. Is a member of the Executive Committee having a vote on all matters formally presented to the Committee.
MEN’S, WOMEN’S, MASTERS LONG DISTANCE RUNNING CHAIRMAN
AREA OF RESPONSIBILITY- Acts as Chairman of this activity and as such, chairs all meetings. Selects committee members to serve on behalf of this activity. Calls any and all meetings deemed necessary.
DUTIES:
1. Has jurisdiction over Men's, Women's, and the Masters Long Distance Running activities. As such, has the right to institute, locate, and conduct such activities on behalf of the Association.
2. Has the right to reject any entries for competition at the Association level (if deemed objectionable) and may delegate this responsibility to committee members.
3. Informs the Association President and the Executive Committee of all actions taken and shall act on their recommendations.
4. Recognizes, records, and forwards to the National Records Committee any and all outstanding marks achieved during the performance of any USATF sanctioned activity.
5. Has a vote in the selection of officials for any scheduled USATF activity involving his realm of responsibility.