BYLAWS

USA TRACK & FIELD UTAH ASSOCIATION

September 2008

ARTICLE I

NAME

 

The name of this corporation shall be USA Track & Field Utah Association. The acronym USATF Utah shall be used for the purposes of brevity or for the use in a logotype.

 

ARTICLE II

DEFINITIONS

 

As used in these Bylaws:

 

Active athlete: means any individual who is actively engaged in athletics by competing in at least 1 USATF sanctioned event in the 12 months preceding the election defined at August 1 through July 31 for an annual meeting taking place in September or who has represented the United States in international competition held under USATF or IAAF jurisdiction in athletics within the preceding ten (10) years.

 

Armed Forces: means the United States Air Force, the United States Army, the United States Marine Corps, and the United States Navy.

 

Association: means the local organization, which administers a geographically defined area, and bears a name, which shall include its geographic description and “USA Track & Field” or an abbreviation thereof.

 

Athletics: means inclusively, track and field, long distance running, cross country running, road running, race/fitness walking, and any other sports discipline recognized by USATF and the IAAF.

 

Board: means the Board of Directors of this Association. President, Vice-President, secretary, Treasurer, Chairs of Sports Committees and the chairs of administrative committees.

 

Club: means a local or national organization whose programs involve competitive member athletes, events, and/or education in athletics.

 

Coaches: means any individuals whose vocation includes the administration or coaching of school/college/community Athletics or who are USATF-certified coaches.

 

Committees: means those individuals whom are elected or appointed to serve in a specific discipline or event.

 

Executive Committee: means the officers, President, Vice-President, Secretary and Treasurer

 

IAAF: means the International Amateur Athletic Federation.

 

NGB: means National Governing Body.

 

Sports organization: means any member of USATF-Utah Association which is a non-profit corporation, club, federation, union, association, or other group organized in the state of Utah which sponsors or arranges any athletics competition or event supervised, sanctioned and/or certified by USATF-Utah Association.

 

USATF: means USA Track & Field.

 

ARTICLE III

PURPOSES

 

The purposes of this Association are to act as the governing body for Athletics in the state of Utah, and to act as the USATF member in the state of Utah (as defined by the Amateur Sports Act of 1978). In connection with such purposes, this association shall be responsible for the following:

 

1.      Development of the sport: Developing interest and participation in Athletics throughout the state of Utah and 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 active athletes: Keeping athletes active in the sport of Athletics informed of all policy matters and reasonably reflecting the views of such athletes in the policy decisions of this Association;

 

4.      Sanctioning of events: Sanctioning competition in Athletics in accordance with the provisions of these Bylaws and the Operating Regulations;

 

5.      Participation in competition: Providing for the participation by athletes in competition in Athletics, in accordance with the provisions of these Bylaws and the Operating Regulations;

 

6.      Equitable support for athletes: Providing equitable support and encouragement for participation by athletes in Athletics;

 

7.      Support for the disabled in Athletics: Encouraging and supporting sports programs in Athletics for handicapped individuals;

 

8.      Coordination of technical information: Coordinating and providing technical information on physical training, equipment design, coaching, and performance analysis;

 

9.      Coordination of certification and education: Providing the means for certification of coaches and officials throughout the state of Utah in all disciplines and at all levels of Athletics;

 

10.   Research of the sport: Encouraging and supporting research, development, and dissemination of information in the areas of sports medicine and sports safety in Athletics; and

 

11.   Encouragement of open competition: Encouraging open competition between athletes to the extent permitted by USATF and the IAAF.

 

ARTICLE IV

AUTHORITY

 

This Association shall be the local governing body for Athletics in the state of Utah, and shall exercise the following powers:

 

1.      USATF representation: Representing the state of Utah in USATF;

 

2.       Establishment of local goals: Establishing local goals and encouraging the attainment of those goals in Athletics;

 

3.      Coordination of Athletics: Serving as the coordinating body for the activity in Athletics in the state of Utah;

 

4.      Jurisdiction over competition: State: Conducting competition in Athletics, including state championships in the state of Utah, and establishing procedures for the determination of eligibility standards for participation in such competitions, except for restricted competition referred to in the proviso below;

 

Provided that any sports organization, which conducts Athletics competition, participation in which is restricted to a specific class of 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.

 

This Association shall be autonomous in its governance of Athletics in the state of Utah, in that it shall independently determine and control all matters central to such governance. It shall not delegate such determination and control, and it shall be free from outside restraint. 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 V

MEETINGS

 

1.      Annual meeting: The annual meeting of this Association shall be held in September of each year, at such date, time, and place as may be fixed by this Association upon recommendation of the Board, and announced by requisite notice of such meeting.

 

2.      Special meetings: Special meetings of this Association shall be held when requested by the President or two (2) members of the Board at least 2 members of the executive board must be present.

 

3.      Quorum: A majority of the officers of this Association and the chairs of the sports committees and administrative committees or their delegates, shall be present to establish a quorum for the conduct of business.

 

4.      Meeting notices: The Secretary shall give each certified delegate fourteen (14) days written notice of all meetings of this Association. Such notice to specify the time an place of the meeting and, in the case of a special meeting, the purpose of the meeting.  The membership chair shall send a postcard mailing to all current members with notification of the upcoming committee elections and annual meeting elections by July 1st in an election year.  Members may be directed by the mailing to the association website for election details.

 

5.      Emergency Meetings: Confirmation of notification and purpose will be established when an emergency meeting is called by a board officer.

 

6.      Order of business: the President shall determine the order of business. Members of the Board may recommend changes to the order of business and/or the addition of other items. These recommendations shall be approved or modified by a majority vote of the delegates. The meetings shall be conducted according to the following agenda:

 

 

Agenda:

    1. Roll call of delegates.
    2. Credentials (if necessary).
    3. Acceptance of minutes of preceding meeting.
    4. Treasurer’s report.
    5. President’s report.
    6. Introduction of officers and committee chairs.
    7. Action on proposed amendments and/or modifications.
    8. Proposed meet/championship bids.
    9. Unfinished business.
    10. New business.
    11. Nominations and candidate speeches for officers of this Association for contested elections (at the annual meeting in even numbered years).
    12. Elections.
    13. Installation of new officers.
    14. Board meeting (if needed).
    15. Adjournment.

 

7.      Resolutions: Unless waived by a two-thirds majority at the meeting, resolutions to be acted upon by the Association, which are submitted by anyone other than an officer, shall be considered only if they were presented to the Secretary of the Association, with a copy to the President at least forty-five (45) days prior to such meeting. Such resolutions shall be included, if possible, with the notice of meeting or meeting agenda or delegate packet.

 

a.    Each resolution shall contain a section entitled “Reasons” supplied by the submitter, which shall recite the rationale for adoption.

 

b.      Each resolution, upon submission, shall be referred to the chair of each affected committee so that the chair may report on the effect of the resolution on the committee or their activities during the meeting which the resolution is being considered.

 

c.      Each resolution to be acted upon by this Association that requests funds or involves; requires or affects the spending of monies shall, upon submission, be referred to the treasurer for oral and/or written reports as to the cost and financial effect upon this Association. The report shall be disseminated and considered at the time that this Association considers the resolutions.

 

8.      Credentials: The following shall govern the credentials of the delegates and committee representatives to the meetings of this Association

 

a.     Beginning on August 1st for a September election, members may declare as voting delegates for the annual meeting by emailing or calling the association office indicating                          their name, USATF number and constituency represented.

 

b.      Challenges to delegates and alternates: Challenges to the credential of any delegations, delegate, alternate, or petitions to seat uncertified delegations, delegate, alternate shall be made to the Membership Committee chair prior to the beginning of the meeting. If a challenge is made, it shall be referred to the Membership Committee, which shall report its findings and recommendations, if any at the beginning of the meeting. At that time there shall be a vote on all challenges and petitions. Each challenge or petition shall be voted on separately, except that challenges and petitions relating to the same delegation may be combined. A challenged delegate or alternate shall not vote regarding the delegates own credentials, but until and unless a challenged delegate is voted upon unfavorably, the delegate or alternate may vote on other challenges and petitions. An uncertified delegate shall have no voting power, until and unless voted upon favorably by this Association. After the voting upon challenges and petitions of credential (if necessary), only duly certified and previously unchallenged alternates may replace absent delegates.

 

c.      Challenges to committee representatives: Challenges to certified committee representatives and petitions by uncertified committee representatives to be seated shall be heard and voted upon by that committee. A challenged committee representative shall not vote in any vote regarding his or her own credentials, but until and unless a challenged committee representative is voted upon favorably, he or she may vote on other challenges and petitions. An uncertified committee representative shall have no voting power whatsoever until and unless voted upon favorably by the committee.

 

9.     Rules of order: Roberts Rules of Order (Newly Revised) shall be the accepted rules of order. In instances where Roberts Rules of Order conflict with the provisions of these Bylaws, in such instances these Bylaws prevail

 

ARTICLE VI

VOTING

 

1.      Supervision: The Membership Committee shall oversee all elections and balloting of this Association.

 

2.      Voter Privileges: Each delegate shall have one (1) vote. There shall be no voting by proxy. No delegate may vote in more than one capacity. Except as otherwise provided in these bylaws, all matters shall be decided by majority vote of those present and 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 that 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).  Renewals must be processed prior to the start of election proceedings.  A motion shall be made prior to accepting nominations from the floor to close the renewal process.

 

5.      Mail balloting: Upon majority vote at a duly convened meeting, this Association may authorize the conduct of a vote through the distribution and /or the collection of ballots using the mail facilities of the U.S. Postal Service or any service that may be authorized; the full procedure and subject matter for the vote shall be set forth in the authorizing resolution. No such mail vote shall be authorized to effect the amendments to these bylaws.

 

6.      Voting: The following applies to motions, resolutions, and uncontested elections:

 

a.  Motions and resolutions: Motions and resolutions shall generally be by the show of hands. A roll call vote or, if specifically requested, a written ballot shall be taken     instead of a show of hands vote upon oral or written petition of at least one (1) delegate that is seconded by a delegate from another delegation.

 

b.   Uncontested elections: When only one (1) candidate or site is nominated, a show of hands vote shall be permitted.

 

7.      Employees and election: 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 discretions of the Association, be permitted to vote if they are members and otherwise eligible.

 

8.      Elections: Contested elections shall be decided by the delegates at the annual meeting of this Association in the following manner:

 

a.       Terms of Office: