BY LAWS and REGULATIONS
The name of the corporation is, KENTUCKY ASSOCIATION OF USA TRACK & FIELD, INC., and its existence shall be perpetual.
ARTICLE 2
DEFINITIONS
As used in these Bylaws and the
Operating Regulations:
A Athlete:
1 Active
athlete means any individual who is
actively engaged in Athletics or who has represented the United States in
international competition held under IAAF jurisdiction in Athletics within the
preceding ten (10) years; and
2 Eligible
athlete means any athlete who meets the
eligibility standards established by USATF for Athletics.
B Athletics (when capitalized) means, inclusively, track & field,
long distance running, cross country running, road running, race walking, and
any other sport discipline recognized by the IAAF.
C Athletics competition means a contest, game, meet, match, tournament, or other
Athletics event in which eligible athletes compete.
D Club
means a local or national organization whose programs involve competitive
member athletes, events and/or education in Athletics.
E Coach means a person who is currently engaging in the training
of athletes on an active basis, whether on a paid basis or not, and regardless of
the extent to which coaching is a part of the person’s vocation, or retired
from the vocation of coaching.
F IAAF means the International Association of Athletics
Federations.
G KHSAA means the Kentucky High School Athletic Association.
H NABR
means the National Athletics Board of Review, as established in USATF Operating
Regulation 11.
I NAIA means the National Association of Intercollegiate
Athletics.
J NCAA means the National Collegiate Athletic Association
K Sanction means the document which evidences the authority granted
by either USATF or an Association to conduct a competition, and which also
evidences that the recipient has complied with the requirements of USATF
Article 20 and USATF Operating Regulation 14.
L Sports organization means a non-profit corporation, club, federation, union,
association, or other group organized in the United States which sponsors or
arranges any Athletics competition.
M This geographic area means the (State) Commonwealth of Kentucky.
N USATF means USA Track and Field, Inc., the national governing body.
O USOC means the United States Olympic Committee.
P USTCA means the United States Track Coaches Association.
Q WMA means
the World Masters Athletics.
ARTICLE 3
PURPOSES AND DUTIES
This domestic, nonstock, not-for-profit Corporation is
formed for the charitable purposes from which no private pecuniary profit shall
be derived. This
non-profit corporation shall act as the governing body (as defined by the Ted
Stevens Olympic and Amateur Sports Act of 1998) for Athletics in this
geographic area and shall be responsible for and exercise all powers
appropriate thereto, and shall be governed in conformance to the bylaws and
regulations of USA Track & Field, Inc., whose definitions are incorporated
by reference herein, and exercise all powers appropriate there to, including
the following:
A Purposes:
This Corporation shall have the following
purposes:
1 Administer the bylaws, rules and regulations of the national governing body;
2 Represent the Kentucky Association of USA Track & Field, Inc. within the national governing body, USA Track & Field, Inc.;
3 Develop knowledge, interest and participation in Athletics at all levels;
4 Manage the conduct of athletes and athletic competitions including the conduct of championship events, in the sport of Athletics in the Kentucky Association area.
5 Cooperate with and encourage other organizations to promote and conduct Athletic competitions and related events and activities; and
6
Market by generating
public awareness, appreciation, and support for Athletics, IAAF, USATF, and
this Association, creating opportunities for athletes and Athletics events, and
generating sponsorships to aid this corporation in fulfilling its purposes and
duties.
B Duties: This Corporation
shall have the following duties:
1 Responsibility to constituency: Being responsible
to the persons and sports organizations active in Athletics;
2 Coordination of scheduling: Minimizing, through coordination with other sports
organizations, conflicts in the scheduling of all practices and competitions in
Athletics;
3 Communication with members and
athletes: Keeping membership and eligible
athletes active in Athletics informed of policy matters and reasonably
reflecting the views of the membership and athletes in the policy decisions of
USATF and this Association;
4 Sanctioning of events: Sanctioning competition in Athletics in accordance with the
provisions of these Bylaws and Regulations, USATF Bylaws, and USATF Operating
Regulations;
5 Participation in competition: Providing for the participation by eligible athletes in
competition in Athletics, in accordance with the provisions of these Bylaws and
Regulations, USATF Bylaws, and USATF Operating Regulations;
6 Support of diversity in Athletics: Providing equitable support and encouragement for
participation by all persons in Athletics, regardless of gender, age, race or
ethnicity, or disabilities;
7 Coordination of certification and
education: Providing the means for
certification of coaches and officials throughout this geographic area in all
disciplines and at all levels of Athletics;
8 Registration and certification of
athletes: Registering eligible athletes as
members and certifying such athletes as eligible for competition; and
9 Administration of athletics: Performing all other duties necessary for the
administration of Athletics in this geographic area and to achieve this
corporation’s purposes.
ARTICLE 4
AUTHORITY
This corporation shall be the governing
body for Athletics in this geographic area, and shall exercise the following
powers:
A Representation:
Representing the geographic area of the
Commonwealth of Kentucky in USATF.
B Establishment of Association
goals: Establishing Association goals and encouraging the
attainment of those goals in Athletics.
C Coordination of Athletics: Serving as the
coordinating body for activity in Athletics in this geographic area.
D Jurisdiction: Shall have
jurisdiction over Athletics competition in this geographic area, including
Association championships, with the exception that any sports organization
which conducts closed Athletics competition (participation in which is
restricted to a specific class of eligible athletes such as high school
students, college students, members of the Armed Forces, or similar groups or
categories) shall have exclusive jurisdiction over such competition.
E Autonomy: This Association shall be autonomous in its governance of
Athletics in this geographic area, in that it shall independently determine and
control all matters central to such governance in accordance with the USATF
Bylaws and Operating Regulations and these Bylaws and Regulations, it shall not
delegate such determination and control, and it shall be free from outside
restraint except in recognition of its role as a part of USATF. This provision
shall not be construed as preventing this Association from contracting with
third parties for administrative assistance and support in connection with its
purposes and authority.
ARTICLE 5
CONSTITUENCY
A Individuals: Any person who meets the criteria for individual
membership as determined by USATF shall be eligible for membership. This includes athletes, officials, coaches,
administrators, and any other sets of individuals named by USATF.
B Groups: Any organization that meets the criteria for group
membership as determined by USATF shall be eligible for membership. This includes clubs, organizations
administering competitions, and any other groups designated by USATF. Member groups must designate in writing who
the voting member of the group is to be, and must make any changes to this in a
timely manner before such individual is recognized to vote.
C Applications: Application for membership shall be in accordance with the
USATF Bylaws and Operating Regulations.
ARTICLE 6
VOTING MEMBERS
All members who are over the age of eighteen are entitled to participate in voting at meetings of this Association. No individual may cast more than one vote on any motion or in any election. All voters must be current members (individual or organizational) of this Association of USATF at the time that they are voting.
ARTICLE 7
MEETINGS
A Annual meeting: The
annual meeting of this Association shall be held in August or September of each
year. The meeting shall be held, at such
date, time, and place as may be fixed by the Board of Directors, and announced
by requisite notice of such meeting.
B Regular meetings: This Association may
hold monthly, quarterly or semi-annual meetings of the Board of Directors or
membership at such time and place as determined upon call by a simple majority
of the Board of Directors.
C Special meetings: Special meetings of
this Association, including meetings of the Board of Directors or membership,
shall be held at such date, time and place determined by the Association
President with approval of a simple
majority of the Board of Directors.
Special meetings of committees or subcommittees shall be held at such
date, time and place determined by the Committee or Subcommittee Chair with the
approval of a simple majority of the committee or subcommittee members.
D Meeting procedures: The following shall govern the conduct of all meetings of
this Association;
1 Notification
of meetings:
a) Distribution: Notice of the meeting must be distributed by mail,
newsletter, local Association web site, and/or the National Office’s web site;
b) Web site use: If a web site is to be used to inform members of the
meeting, then members must be informed where to find information on the web
site through a mailing or newsletter;
c) Prior arrival: The initial meeting notice for the Annual and Regular
meetings must be sent by means under which it will arrive at least thirty (30)
days prior to the meeting. The same notification standard is required for all
notifications as to the beginning of an elections process. The initial meeting notice for Special
Meetings must be sent by means under which it will arrive at least fourteen
(14) days prior to the meeting; and
d) Changes: Any notice of a meeting change must be at least fourteen
(14) days prior to the meeting;
2
Publication of agenda: The
proposed agenda shall be included along with the meeting notice. Agendas shall also be available at the time
of the meeting; additional items added to the agenda shall not include any item
where action of the body or committee is necessary, unless seventy-five percent
(75%) of the members of the group then present agree to such action;
3
Open conduct of business: All meetings of this Association shall be open to all individual
members of the Association except as otherwise provided. There shall be a specified time period in the
meeting where any member may give input or make a brief statement;
4
Closed or executive sessions: No part of
any meeting shall be closed unless seventy-five percent (75%) of the members of
the group then present agree to close the session; and
5
Record of a meeting: The
Association and all of its committees and subcommittees shall have a recording
secretary. Within thirty (30) days of
the annual meeting, draft minutes should be posted on the Internet. All written reports or a summary of such
reports shall be distributed with the draft minutes. Draft and Final minutes shall be received by
the Association Secretary with thirty (30) days of any meeting.
E Quorum: Two thirds of the
Board of Directors or Committee members shall be present for any item to be
introduced, discussed and voted upon.
F Agenda: Prior to each meeting of this Association, the Secretary
shall consult with the President and any Association members on the
agenda. The Secretary shall prepare an
agenda to be presented to the members at the start of the meeting as one of the
first orders of business. Such agenda
items shall include, but not necessarily be limited to:
1 Attendance: Consideration of the eligibility of members through
acceptance of the registrar’s report or roll call;
2 Credentials: Consideration of credentials and challenges;
3 Minutes: Acceptance of the minutes of the previous meeting;
4 Financial report: Treasurer’s report and approval of the budget;
5 Reports: Reports from the President and those officers and
committee chairs which have business to come before the delegates;
6 Introductions: Group introduction of other officers and committee chairs
(without reports);
7 Amendments: Action on proposed amendments;
8 Elections: Nominations (without speeches except for officer
positions) and elections as scheduled, including special elections;
9 Championship selections: Report on host and site recommendations by each sport
committee;
10 Awards: Appropriate awards presentations;
11 Other
business: New or old business as scheduled; and
12 Committee and Subcommittee Meetings;
G Rules of order: Questions of order shall be decided by the chair in
accordance with Roberts Rules of Order (Newly Revised), unless otherwise
provided in these Bylaws. Decisions by
the chair may be appealed to the Association parliamentarian. The President shall designate a qualified
parliamentarian for all meetings of this Association.
ARTICLE 8
VOTING
The following guidelines shall
apply to all elections for officers 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 be 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 nomination
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 be 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 (1) 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 case 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 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.
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.
ARTICLE 9
OFFICERS AND THEIR DUTIES
A Positions: The officers of this Association shall be: a President, a
Secretary, and a Treasurer. No
individual may be an officer of this Association who is also an officer of
another sport governing body at the local or national level.
B Duties: The officers shall perform the following duties as well as
any other duties prescribed by these Bylaws, the USATF Bylaws or Operating
Regulations, or the Board of this Association:
1 President: The President shall:
a) Preside at all meetings of this Association and its Board;
Be
an ex officio non-voting member of
all committees;
Subject
to the direction of the Board of this Association, shall manage and supervise the affairs of this Association;
b) Select committee chairs and
other such members that he or she is entitled
to appoint, if no election is held, as well as other appointments authorized by these Bylaws after
consultation with the other officers. He or she may likewise terminate such
appointments for good cause upon written
notice to such appointees and the other officers;
c) Represent this association at all necessary national meetings and
workshops of USATF and report to the association his attendance and necessary
communications.
2
Secretary: The Secretary shall:
a)
Keep or cause to
be kept all records of this Association,
and all minutes of meetings
of this Association and its Board, and, in general shall perform all duties normally pertaining to the
office of secretary;
b)
Collect or cause
to be collected all memberships
for individuals and groups within the Association, and provide liaison to the
USATF National Office in all matters
of membership, including reporting and disbursement of credentials and
benefits. The
Secretary may appoint a Membership Coordinator/Chairman for processing,
tracking, and documenting new Members and Clubs.
c)
Collect or cause to be
collected all applications for sanctioning of events and provide liaison to USATF
National Office in all matters of competition sanctioning, including reporting
and related correspondence in accordance with Section 16 of these bylaws. The Secretary may appoint a
Membership Coordinator/Chairman for processing, tracking, and documentation of
Event Sanctions.
d)
Preside at all meetings of this Association and its Board in the absence of the President.
3 Treasurer:
The Treasurer shall:
a) Keep or cause to be kept a correct and
complete record of accounts, showing
accurately at all times the financial status of this Association. b) Be responsible for the accounting and
security of all funds, notes, securities,
and other assets of this Association.
c) Deposit or cause to be deposited, all
funds of this Association, with such
depositories as the Board of Directors shall designate.
d) Furnish at meetings of the Board of
Directors, or whenever requested,
a statement of the financial condition of this Association. Prepare,
or cause to be prepared, an annual budget to include the anticipated
income and expenses of this Association, and submit such budget to the
Board of Directors prior to the last regularly scheduled meeting
of each fiscal year.
e) Perform, or cause to be performed, an
audit.
f) Perform, or cause to be performed all other duties normally pertaining
to the office of treasurer.
C Election: All officers are to be elected for four years at the annual
meeting of the Association. No person
may contest more than one (1) officer position during an election. A person may not hold the office of President
and any other officer position; however, a person may be named in other dual
capacities to fill a vacancy.
D Terms: The term for officers shall be four (4) years and shall
commence at the conclusion of the annual meeting in each year prior to the
Summer Olympic Games
E Limitation on terms: No person shall serve in an officer position for more than
two terms without a period away from that position. This limitation may be waived if no other
nominations for office are made, and in such case the term shall be for two
years, after which a special election shall be held at the annual meeting.
F Succession and vacancies: There shall be no order of succession to any
office. In the event the Board
determines that an officer is temporarily unable to serve, it may, in its sole
discretion, name another officer to fill the vacancy temporarily. In the event an officer resigns or is
permanently unable to serve, the Board shall name a successor until the
following annual meeting, subject to the limitation in paragraph C above, at
which time a special election shall be held for the unexpired portion of the
term.
G Removal from office: Any officer of this Association may be removed for good
cause by a two-thirds vote of those members of the Association present and
voting at an annual meeting or special meeting called for this purpose, and
provided the requisite notice for such meeting (see Article 7) shall properly
set forth the removal vote on its agenda.
ARTICLE 10
BOARD OF DIRECTORS
A Composition:
The Board of Directors shall be composed
as follows:
1 Voting members: The voting membership of the Board shall be as follows:
The
officers of this Association (3
persons);
The
chairs of the following committees
(4 persons):
Track and Field Committee
Long Distance Running Committee
General Advisory Committee
Officials
Committee;
At least
that number of eligible athletes ( 2
persons) which shall constitute twenty percent (20%) of the Board, all of whom
must be of voting age and at least one of whom must have participated in
international competition for the USA within the last ten (10) years, where
available. This member shall be the chair of the athlete advisory committee
and/or any member(s) appointed by that committee.
B General
Provisions:
1 Responsibility:
The Board shall manage and supervise the
affairs of the Association and perform those duties specified in these Bylaws;
and
2 Meetings of the Board: The Board may conduct its affairs either at a meeting or by
a conference call. It may hold in-person
a meeting during each year as called by the President. Additional meetings may be called by the President
or upon the written request of any nine members of the Board, and if by the
latter group, only after a minimum prior notice of fifteen (15) days to the
President of such intent by facsimile or e-mail. At least seven (7) days’ notice of any in-person
meeting and at least forty-eight (48) hours’ notice of any conference call
shall be given to all members of the Board.
After the members of the Board have called for a meeting, the President
shall have seventy-two (72) hours to determine the venue and make appropriate
notice to the remainder of the Board.
For any meeting, notice may be waived by unanimous consent. Written notice shall include the minutes of
the previous meeting.
C Election or selection of members: All members of the Board are elected by their
constituencies and shall serve at the discretion of those constituencies,
unless otherwise stated in these Bylaws.
D Terms: The term for Board members unless otherwise provided for,
shall be four (4) years and shall commence at the conclusion of the annual
meeting in each year prior to the Summer Olympic Games.
E Quorum: A quorum for meetings of the Board shall consist of a
majority of the members of the Board.
F Voting: Except as otherwise provided herein, all matters shall be
decided by majority vote of those present and voting. There shall be no voting by proxy.
G Mail balloting: Upon authorization by a majority vote at a duly convened
meeting or by call of the officers, the Board may conduct a vote through the
distribution and/or collection of ballots using the U.S. Postal Service or any
other service that may be authorized.
The procedure and subject matter for such a vote shall be set forth in
the authorizing resolution.
H Board committees: The Board may have committees including, but not limited
to: law and legislation, budget, audits, compensation, insurance, and
grants. Each Board committee shall be
composed of 3 members appointed by the Association President with consultation
of the other officers.
ARTICLE 11
COMMITTEES
A Committees: The following committees of this Association are
established with such duties, responsibilities, and make-up as outlined here
and in Articles reserved for each type of committee or sub-committee:
1 Track and Field (Sport):
a) Men’s Track and Field
b) Women’s Track and Field
c) Master’s Track and Field
d) Race Walking
e) Youth Athletics
2 Long Distance Running (Sport)
a) Men’s
Long Distance Running
b) Women’s Long Distance Running
c) Master’s Long Distance Running
d) Cross Country
3 General Advisory
a) Coaching Development and Education
b) Athletics for the Disabled
c) Communications and Marketing
4 Officials
5 Athletes
Advisory
B General Provisions: The following provisions apply to all of this
Association’s committees and subcommittees:
1 Term of members: Unless otherwise provided for, the term for members of all
committees shall be four (4) years and shall commence at the conclusion of the
annual meeting in each year prior to the Summer Olympic Games;
2 Committee makeup: The makeup of each non-sport committee shall be stated in
the description for the committee. Sport
committees shall be constituted as follows:
a) Association group members: One (1) member to be named by each Association member club
or organization active in the discipline of the committee;
b) Association individual members: Any member who is a resident of the Association and has
been active in the substantial conduct of the programs or competitions in the
sports discipline of the particular committee;
c) Athletics for the Disabled members:
One (1) member to represent the collective
disabled athletes in the area;
d) Officials Committee member: One (1) member to be named by and from the Association
Officials Committee;
f) Elected officers and other
positions: Any person elected by the
committee to serve in an officer position, such number not to exceed five (5)
additional members; and
3 Committee membership and notification:
a) Notification & vacancies: No election, selection, or appointment to a committee
shall be effective until the Association secretary or committee chair is
formally notified by the organization or other party entitled to make
same. Vacancies in a committee shall be
filled by the committee, individual, organization, or group entitled to appoint
the vacant committee membership position.
The Athletes Advisory Committee chair may appoint an active athlete from
the applicable discipline to fill an athlete vacancy and/or serve as a voting
alternate on any committee;
b) Elections: The provisions of Article 8-F shall apply to the elections
process of committees. The committees
shall be free to adopt other portions of Article 8, or other rules not in
conflict with those in Article 8-F;
c) Alternates: The member group electing or selecting members of any
committee or subcommittee (other than committee members elected by this
Association or its Board) may designate an alternate. Appointment of alternates shall be reported
to the Association secretary or committee chair in a timely manner;
d) Membership: All elected and appointed members of all committees shall
be members of this Association;
e) Termination: Organizations or groups which appoint committee members per
this section may terminate such appointments for good cause upon written notice
to such appointees;
f) Same organization: No more than two (2) at-large members of administrative or
developmental committees appointed by the President (other than the chair) may
come from the same organization; and
g) Listings: Under every committee member’s name in the Kentucky
Association Directory shall be listed governing organization they represent;
4 Committee meetings: Each committee shall hold at least an annual meeting, which
may be in conjunction with the annual meeting of the Association. Committees shall hold such special meetings
as may be called by the chair, at
his or
her own initiative or that of twenty percent (20%) of the membership of the
committee, upon twenty (20) days’ written notice. In the latter case and in the absence of the
willingness of the chair to call a meeting, the notice of a special meeting
shall be distributed to all committee members at the direction of the
Association secretary upon verification that the requirement of twenty percent
(20%) has been met. The notice of a
special meeting shall be in writing, setting forth the date, time, place, and
purpose of the meeting, and shall be mailed to the last known address of each
committee member;
5 Quorum: A quorum for any committee meeting shall consist of
twenty-five percent (25%) of its members;
6 Athlete representation: Except for the Youth Athletics Committee and its
subcommittees, all Association committees, subcommittees, or other appointed or
elected bodies of this Association shall consist of at least twenty percent
(20%) active athletes. At least
twenty-five percent (25%) of the active athletes shall have competed for the
United States in international competition within the last ten (10) years, if
such athletes are available; and
7 Committee responsibility: Any committee project or grant which requires applicants to
file a written request form must also require a certification that the
Association president and sport chair (if appropriate) have been notified of
the application. Any USATF national
committee awarding funding for projects or events to be held in the Association
must notify the Association president in writing of the date and scope of the
activity to be held in the Association.
C Committee chairs: The chair of each applicable committee shall be elected in
accordance with this Association’s voting procedures (see Article 8) for a
four-year term, as shall be determined by the committee prior to voting. Non-sport committees which elect their chairs
may also elect an executive committee to act on behalf of the committee between
committee meetings.
1 Duties of chair: Chairs of all committees shall:
a) Preside at all meetings of the committee;
b) Ensure that all duties and responsibilities of the committee are
properly and promptly carried out;
c) Appoint subcommittees, with the authorization of the committee, as may be
necessary to fulfill the duties and responsibilities of the committee. Subcommittees of administrative and
developmental committees shall be appointed only from the membership of those
committees, except that non-members (not exceeding 30% of the subcommittee) may
be appointed with the authorization of the committee;
d) Communicate with the committee members to keep them fully informed of
events concerning the committee and decisions made to carry out the committee’s
responsibilities;
e) Inform timely the President,
Secretary and Executive Director of all committee actions and recommendations;
and
f) Cause to be kept and promptly
forwarded to all committee members and the
Executive Director copies of the minutes of all meetings of the committee;
2 Vacancies: When an elected committee chair is vacant, the position
shall be filled by a vote of the committee as a whole by mail ballot unless the
committee has previously adopted a different procedure. A panel named by the Association President
shall supervise the elections in a manner approved by the Board; and the
Association President may appoint an interim chair after consultation with the
Board of Directors until an election can be conducted.
3 Removal of elected chairs: Chairs may be removed for good cause by a two-thirds vote
of the committee at an annual meeting or at a special meeting called for that
purpose, provided that the members of the committee shall receive notice of the
proposed action at least twenty (20) days prior to the meeting.
D Sport
committee’s general provisions: Each sport
committee shall:
1 Executive committee: Consist of the elected Subcommittee chairs representing
each group as outlined in Article 12, A, 1 and 2. This committee shall include when available
one active athlete representative.
2 Open meeting: Except upon majority vote of those present, allow the
attendance at its meetings of Athletics coaches, officials, or representatives
of any group engaged in the sport, allowing such invitees voice but no vote;
3 Miscellaneous: Promote and develop activities related to its sport; and
4 Operating procedures: Have a set of written operating procedures on file with
the Association Secretary. These
procedures shall not conflict with the provisions of the USATF Bylaws and
Operating Regulations or these Bylaws.
Any modification of the committee’s operating procedures shall be
promptly reported to the Secretary.
Members of the Association may request a copy from the Secretary and
copies shall be available at the Annual Meeting.
E Task forces: The President may appoint task forces. No such entity shall continue beyond the term
of the President without specific reappointment. The authorized temporary groups will be reported
in the minutes of the next meeting. It
will have no more than five (5) members, at least one (1) of whom must be a
Board member. The President shall
appoint the members with the approval of the Board
I Expulsion: Failure to
participate in two (2) consecutive meetings may, by a 2/3 vote of the Board
members attending, cause expulsion of the member or representative.
ARTICLE 12
COMMITTEES AND SUBCOMMITTEES
A Track
and Field and Long Distance Running Sport:
1 Duties and responsibilities: In addition to the
provisions of Article 12, each committee shall:
a) Championships: Have jurisdiction over the Association championships in the
particular discipline it controls, and shall institute, locate or award,
conduct, and manage all such championships in accordance with the provisions of
Regulation 3;
b) Calendar: Coordinate the local and domestic competition calendar in its discipline; and