- Oregon By-Laws
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Officials Committee Bylaws
OREGON ASSOCIATION OFFICIALS COMMITTEE
- BY-LAWS -
I. PREAMBLE
This committee is a standing committee of the Oregon Association of USA Track and Field (USATF), and as such this committee and its By-Laws are subject and subordinate to the By-Laws of the Oregon Association of USATF as they now appear, or as they may be from time to time properly amended.
II. NAME
This committee shall be known as the Officials Committee of the Oregon Association of USA Track and Field, and hereafter will be referred to as the Oregon Association Officials Committee, or the OAOC.
III. PURPOSE
The purpose of this committee shall be to promote the training and certification of officials, and improve the overall quality of officiating in the sport of Track and Field in Oregon.
IV. MEMBERSHIP
The committee shall consist of the following:
A. All Oregon Association officials with USATF certification for the current Olympiad (hereinafter "Active Members").
B. Emeritus members, as defined by the USATF National Track and Field Officials Committee.
V. COMMITTEE MEETINGS
A. MEETINGS
1. Annual Meetings. There shall be an annual meeting of the membership of the OAOC for the purpose of setting or reviewing policies and operating procedures of the committee. The annual meeting normally shall be held in conjunction with the annual meeting of the Oregon Association of USATF. A preliminary notice of the date and site of the annual meeting shall be sent to the committee members at least 180 days prior to the annual meeting date.
2. Special Meetings. Special meetings of the OAOC membership may be called as deemed necessary by the Chair or a majority of the Board of Directors.
B. NOTIFICATION OF MEETINGS
Final written notification of the annual meeting or the only notification of any special meetings shall be mailed to each member thirty (30) days in advance to the listed address of record. An agenda for the meeting shall be included in the notification.
C. AUTHORITY
At regular meetings any business of the OAOC may be transacted.
D. QUORUM
For official transaction of OAOC business, twenty (20) members must be present to constitute a quorum, of which two (2) must be officers.
E. VOTING
Each active and emeritus member is limited to one (1) vote. A simple majority is all that is necessary to conduct business requiring a vote. A secret written ballot may be called for by a simple majority with a show of hands, except as otherwise specified in these By-Laws.
VI. OFFICERS AND THEIR DUTIES
A. OFFICERS
The officers of this committee shall be: Chair, Vice Chair, Secretary, Treasurer, Vice Chair - Certification, Vice Chair - Training, and Vice Chair - Awards
B. DUTIES OF OFFICERS
1. CHAIR
In addition to the normal duties of a Chair and duties specifically mentioned elsewhere in these
By-Laws, it shall be the duty of the Chair to:
a. Establish and maintain contact with the President of the Oregon Association of USATF
and the Chair of the National Track and Field Officials Committee of USATF.
b. Maintain communication with all members of the Board of Directors of the OAOC
throughout the term of office.
c. Ensure the distribution to the membership of any information emanating from the
National Office of USATF and the National Track and Field Officials Committee as it
pertains to the general membership.
d. Solicit agenda items for the annual meeting at least sixty (60) days in advance of the
meeting.
e. Appoint ad hoc subcommittees as is necessary to facilitate the business of the OAOC.
f. Be an ex-officio member of all OAOC subcommittees.
g. In cooperation with the Treasurer and the Finance Subcommittee, by the end of each
fiscal year (the fiscal year being the calendar year, or as defined by the Oregon
Association of USATF) prepare and submit to the Board of Directors, for its approval, a
budget for the following fiscal year.
h. Be a signatory on all bank accounts holding the committee's funds.
2. VICE-CHAIR
It shall be the duty of the Vice Chair to assume all normal duties of a Vice Chair including, but not
limited to, assisting the Chair in carrying out the business of the OAOC, and assuming the duties of the Chair in the absence of that individual. The Vice Chair also shall be a signatory on all bank accounts holding the committee's funds.
3. SECRETARY
In addition to the duties normally associated with this office, it shall be the duty of the
Secretary to:
a. Serve as the recording and corresponding secretary of the OAOC.
b. Serve as the custodian of all committee records, except those specifically assigned to
others by the Chair or these By-Laws.
c. Maintain, and have available at the annual meeting, a current list of all Board
representatives, existing subcommittees and their membership.
d. Maintain records in which the By-Laws, any special rules of order, standing rules, and
minutes are entered, with any amendments to these documents properly recorded. The
current record book(s) shall be available at the annual meeting. Copies of these
documents shall be made available to any member, upon request, at a nominal copying
charge.
e. Assist the Chair in the preparation of the agenda for the annual meeting.
f. Provide minutes of each annual meeting to the membership within sixty (60) days of the
meeting.
4. TREASURER
In addition to the duties normally associated with this office, it shall be the duty of the Treasurer
to:
a. In cooperation with the Chair and the Finance Subcommittee, by the end of each fiscal
year prepare and submit to the Board of Directors, for its approval, a budget for the following year.
b. Monitor all budget expenditures and provide a report to the Board of Directors at each quarterly meeting.
c. Submit the OAOC budget to the Executive Director of the Oregon Association of
USATF at a time set by the Executive Committee of the Oregon Association.
d. Provide a monthly summary of all OAOC income and expenditures, and transmit this
summary to the Executive Director of the Oregon Association.
e. Be a signatory on all bank accounts holding the committee's funds.
f. Be an ex-officio member of the Finance Subcommittee.
5. VICE CHAIR - CERTIFICATION
It shall be the duty of the Vice Chair for Certification to:
a. Act as Chair of the standing subcommittee for Certification.
b. Recommend Certification subcommittee members for Board approval.
c. Coordinate all matters involving certification, with aid of the subcommittee for
Certification.
d. Establish and maintain contact with the Vice Chair for Certification of the National
Track and Field Officials Committee.
e. Maintain records pertaining to certification of track and field officials in the Oregon
Association, and coordinate these records with those of the National Track and Field
Officials Committee of USATF.
f. Monitor established requirements for the training and certification of all levels of
officials, and evaluate members for promotion, with the aid of the subcommittee.
g. Prepare and disseminate certification packets to the members.
h. Ensure dissemination to the membership of all information pertaining to certification
emanating from the National Track and Field Officials Committee of USATF.
i. Act as the OAOC representative to the National Track and Field Officials Committee of
USATF.
6. VICE CHAIR - TRAINING
It shall be the duty of the Vice Chair for Training to:
a. Act as Chair of the standing subcommittee for Training.
b. Recommend Training subcommittee members for Board approval.
c. Maintain communication with the Vice Chair for Certification.
d. Establish and maintain contact with the Vice Chair for Training of the National Track
and Field Officials Committee of USATF.
e. Prepare training materials, organize training and certification clinics in cooperation
with the Vice Chair for Certification, and develop and maintain any other elements of
instructional programs for officials as this committee may prescribe.
f. Develop a training program for the improvement of officiating techniques.
7. VICE CHAIR - AWARDS
It shall be the duty of the Vice Chair for Awards to:
a. Act as Chair of the standing subcommittee for Awards.
b. Recommend Awards subcommittee members for Board approval.
c. Develop criteria for awarding annually to deserving individuals a token of permanent
recognition for outstanding service to track and field officiating.
d. Solicit nominations for the annual awards and, with the aid of the Awards subcommittee,
select the award recipients and make appropriate arrangements for the presentation of
these awards.
e. Maintain a permanent record of all awards made on behalf of the OAOC.
C. TERM OF OFFICE
The term of office shall be two years, and officers shall assume their responsibilities at the conclusion of the annual meeting in even numbered years in which the results of balloting are announced. There is no limit to the number of consecutive terms an officer or a member of the Board may serve.
D. VACANCY OF OFFICE
An officer or member of the Board of Directors may resign at any time by providing written notification to the Chair. A vacancy occurring in an elected office of the OAOC shall be filled for the remainder of the term by appointment by the Chair, with the approval of the Board of Directors. Should a vacancy occur in the office of the Chair, the vacancy will be filled by the Vice Chair.
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VII. BOARD OF DIRECTORS
A. COMPOSITION
The Board of Directors shall consist of the officers plus five additional members representing the five major activity areas within the Association (i.e., Open, Youth, Masters, LDR, and Racewalking). These five members shall be appointed in odd numbered years, to take effect at the close of the annual meeting in that year, by the Chairs of the Oregon Association committees representing the activity areas. In the case of a vacancy in one of these positions, the Chair of the appropriate Oregon Association committee shall immediately appoint a replacement.
B. RESPONSIBILITIES
The responsibilities of the Board of Directors are to:
1. Maintain communications between the Oregon Association of USATF, the OAOC and the
National Track and Field Officials Committee of USATF.
2. Establish written operating policies and procedures governing the committee activities and
programs.
3. Certify, train and generally supervise officials consistent with the directives of the National Track
and Field Officials Committee of USATF.
4. Approve and monitor the annual budget of the OAOC, as submitted by the Chair and Treasurer in
cooperation with the Finance Subcommittee.
5. Delegate to committee members such duties as directed by the Chair of the OAOC and/or the
OAOC Board of Directors.
6. Develop a yearly schedule of opportunities to officiate in local and national meets, and ensure
distribution of the meets, dates and contact persons to the members of the committee.
7. Promote adherence to the Officials Code of Ethics on the part of all members of this committee.
8. Represent the OAOC in all contractual negotiations with meet promoters, directors and meet
organizers.
9. Ensure that each OAOC member is provided with forms, examinations, clinic schedules,
programs and other material or know-how that will assist each official in the performance of his
or her duties.
10. Establish certification fees or any such form of dues for membership.
11. In carrying out their overall supervisory responsibility, the OAOC officers and/or Board of
Directors may request advice and reports from the Oregon Association of USATF and its
appointed committees pertaining to activities being conducted by these groups.
C. AUTHORITY
The Board of Directors shall be fully empowered to expedite such administrative affairs as may require action between the annual meetings of the OAOC, except they shall not have the power to alter policies set by the full committee.
D. MEETINGS
1. Board of Directors Meetings
The Board of Directors shall meet on a quarterly basis in open session as called by the Chair.
Normally, these meetings will be held in conjunction with the quarterly meetings of the Oregon
Association of USATF. The Secretary will notify all Board members of these meetings at least
two (2) weeks prior to the meeting.
2. Special Meetings
The Chair may call special meetings of the Board of Directors. Notice of such meetings and the
reasons therefore shall be transmitted to the members of the Board by the Secretary at least one
(1) week prior to any such meeting.
3. Minutes
Minutes of all Board of Directors meetings shall be furnished to the members of the Board and
the Association President within thirty (30) days of said meetings.
4. Quorum
A majority of the members of the Board of Directors shall constitute a quorum for the legal
transaction of OAOC business.
5. Voting
Each board member is limited to one (1) vote. A simple majority is all that is necessary to
conduct business requiring a vote.
VIII. NOMINATIONS AND ELECTIONS
The election of officers shall be conducted in the following manner in each even numbered year.
A. The Chair shall at least 60 days prior to the annual meeting:
1. Appoint a nominating committee of three to five members to propose nominations for each
elective office;
2. establish the schedule of closing dates regarding the nominating and election process as defined
in these by-laws by establishing the date of the annual meeting; and
3. notify the general membership of the names of the appointed committee, closing dates, and call
for general nominations.
B. Only current Active Members (i.e., current Oregon Association certified officials) shall be eligible to be nominated to office. An individual may be nominated, elected to and hold only one office at any given time
C. A nomination may be made to the nominating committee for any active member who meets the eligibility requirements:
1. A nomination may be made by a member on his or her own behalf;
2. a nomination may be made for another member only with the nominee's consent;
3. nominations originating outside the nominating committee require a second;
4. for inclusion on the ballot, nominations and seconds must be received in written form by the
nominating committee; and
5. members of the nominating committee are not precluded from being nominated for a position.
D. Nominations shall be deemed closed forty (40) days prior to the annual meeting.
E. Each active and emeritus member is entitled to one (1) vote.
F. Voting shall be by written secret ballot.
1. An official ballot shall be mailed by the Secretary to each voting member, at the last known
address in the OAOC records, at least thirty (30) days prior to the annual meeting.
2. This ballot, in order to be counted, must be returned by mail and received by the Secretary by the
day before the annual meeting, or personally delivered by the member to the Secretary prior to
the call-to-order of the annual meeting.
G. Counting of the ballots shall be conducted at the annual meeting by non-nominated members of the nominating committee.
H. The nominee receiving the largest number of votes for each office shall be elected. In the event of a tie, a new ballot, involving only those tied for a position, shall be distributed by the Secretary to the general membership with appropriate instructions.
I. Notification of ballot results shall be made by the Chair to the general membership at the annual meeting
(or by mailed announcement to the membership in the case of a second ballot to break a tie).
IX. STANDING SUBCOMMITTEES
The Standing Subcommittees of the OAOC shall be: (1) Certification, (2) Training, (3) Awards, and (4) Finance.
A. CHAIR
The Chair of each Standing Subcommittee shall be the corresponding OAOC Vice Chair for that area, except for the Chair of the Finance Subcommittee, who shall be appointed by the OAOC Chair with approval of the Board of Directors.
B. MEMBERS
Each Standing Subcommittee shall be comprised of three (3) to six (6) Active Members who are appointed by the Chairs of the respective subcommittees, with the approval of the Board of Directors.
C. DUTIES AND RESPONSIBILITIES
The duties and responsibilities of these Standing Subcommittees shall be to assist the respective subcommittee Chairs in the carrying out of their duties.
D. FINANCE SUBCOMMITTEE
The Finance Subcommittee shall have the responsibility of monitoring the financial affairs of the committee, including developing and maintaining guidelines for expenditure of committee funds, performing yearly audits of committee income and expenditures, and, in cooperation with the Chair and Treasurer, developing and monitoring a yearly budget for the committee.
X. PARLIAMENTARY AUTHORITY
The current edition of Robert's Rules of Order are the general rules of order, except where they may conflict with the provisions of these By-Laws, and in such cases these By-Laws shall prevail.
XI. SAVING CLAUSE
Failure of literal or complete compliance with provisions of these By-Laws in respect to dates and times of notice or the sending or receipt of the same, or errors in phraseology of notices or proposals, which in the judgement of the members present at any meetings held do not cause substantial injury to the rights of members, shall not invalidate the actions or proceedings of the members at any such meetings.
XII. CODE OF ETHICS AND RULES OF CONDUCT
The Code of Ethics and Rules of Conduct for track and field officials from the National Track and Field Officials Committee are a standard of conduct for the members of this committee, and shall be distributed to each committee member upon initial certification.
XIII. NON-DISCRIMINATION CLAUSE
Membership in this committee or its Board of Directors shall be without regard to age, gender, ethnic origin or immaterial disability.
XIV. AMENDMENTS
These By-Laws can be amended only at the annual meeting of the OAOC provided that the proposed amendment has been submitted in writing to the Secretary sixty (60) days prior the date of the annual meeting. The Secretary shall submit such proposed amendments to an ad hoc committee on by-law amendments appointed by the Chair and approved by the Board of Directors. This committee shall review all proposed amendments and ensure that they are distributed to the membership, with the committee's recommendation for approval or rejection, no later than thirty (30) days prior the annual meeting. An affirmative vote by two-thirds of the OAOC members in attendance shall be necessary to amend these By-Laws.
ADOPTED: 22 JANUARY 1995 BY THE OAOC MEMBERSHIP
AMENDED BY THE OAOC MEMBERSHIP AT THE 1 NOVEMBER 1997 ANNUAL MEETING
AMENDED BY THE OAOC MEMBERSHIP AT THE 7 OCTOBER 2000 ANNUAL MEETING
edz 10/13/00
