BY-LAWS of the Board of Athletics, Adirondack Association, Inc.
D.B.A.: USATF Adirondack Association
Revised January 24, 2012
Article 1. Name.
The name of the organization having the responsibility for the supervision and coordination of all the amateur athletics activities in the northeastern portion of the state of New York including Albany, Chenango, Clinton, Columbia, Delaware, Essex, Franklin, Fulton, Greene, Hamilton, Herkimer, Jefferson, Lewis, Madison, Montgomery, Oneida, Otsego, Rensselaer, Saratoga, Schenectady, Schoharie, St. Lawrence, Ulster, Warren and Washington counties is the Board of Athletics, Adirondack Association, Inc.
Article 2. Purpose.
The purpose of the Board of Athletics, Adirondack Association, Inc. is to promote the development of the sport of athletics, which includes the disciplines of track & field, distance running and race walking, coordinate the scheduling of competitions, communicate policy to athletes, sanction events, provide for participation of amateur athletes in amateur athletic competition, support women, disabled, and masters in athletics, certify officials, and to encourage open competition. The Association’s activities are guided by the phrase “A sport for everyone, a sport for life”.
Article 3. Authority of the Board of Athletics, Adirondack Association, Inc.
The Board of Athletics, Adirondack Association, Inc. shall possess, through USATF, the authority to supervise and coordinate the planning, organizing, and operation of the activities of the standing sport, administrative, and special committees. The Board of Athletics, Adirondack Association, Inc. shall serve as the local branch of the USATF in the region described in Article 1 hereof and, as such, is bound to observe the By-Laws and rules of competition of the national body and to implement the policies of the national body.
Article 4. Membership in the Board of Athletics, Adirondack Association, Inc.
There shall be the following types of members in the Board of Athletics, Adirondack Association, Inc.:
a) Individual membership is open to amateur athletes or any other individuals, coaches, officials, trainers, physicians, administrators, teachers and other persons active in the sport of athletics. Such membership is subject to the approval of the Association Membership Chair. Membership shall be without regard to race, creed, color, religion, age, gender or sexual preference.
b) Club membership is open to bona fide amateur sports organizations interested in the sport of athletics. Such membership is subject to the approval of the Association Membership Chair.
Organizations and any person representing an organization in Association voting matters must be members of USATF.
Article 5. Governance of the Board of Athletics, Adirondack Association, Inc.
A. Board of Directors.
The business of the Board of Athletics, Adirondack Association, Inc. shall be conducted by the Board of Directors which shall be comprised of the officers as described in Article 8 hereof, the Director of Race Management, the Certification Chair of the Adirondack Officials Committee, the immediate past president of the Association Board of Directors, four at-large representatives elected from the Association’s member clubs – two from adult clubs and two from youth clubs, and two at-large members elected and representing other Association constituencies such as committees and race walking participants. Further, the President is authorized to appoint persons to fill any vacancies occurring between elections, such appointments being subject to approval by the Board at its next regular meeting.
B. Executive Committee.
The Executive Committee of the Association shall be comprised of the officers, including the immediate past president of the Board of Directors, as defined in Article 8 hereof. The Executive Committee is authorized to conduct the business of the Association, when necessary, during the time between regular meetings of the Board of Directors and in emergency circumstances.
Article 6. Meetings of the Board of Directors.
A. Scheduling of Meetings. Meetings of the Board of Directors will be held bi-monthly, and an annual meeting of the Board of Directors shall be held in the fall, with the specific date, time and location as may be fixed in the notice of the meeting. Special meetings of the Board of Directors and the Executive Committee may be held at anytime at the request of the President. A special meeting may also be called at the written request of a majority of the Board of Directors. A notice of all the meetings, stating the time, date, location and purpose, shall be communicated to all members of the Board of Directors at least fourteen (14) days prior to the meeting. Any notice of a meeting change must be at least fourteen (14) days prior to the meeting. All meetings of the Board of Directors and the Executive Committee are open to the membership.
B. Meeting Procedures. Meetings of the Board of Directors shall be governed by Roberts Rules of Order except where such rules are in conflict with the provisions of these By-Laws. In such case, these By-Laws shall prevail. At all meetings of the Board of Directors, all motions or actions proposed must be voted in the affirmative by at least 51% of a quorum present at such meeting. A quorum shall be comprised of at least 1/3rd of the membership on the Board of Directors.
C. Absences from Meetings. Members of the Board of Directors are expected to attend all bi-monthly board meetings. Absence without cause and notification to the President for two or more consecutive meetings may subject a member to dismissal from the Board of Directors, in accordance with procedures set forth in Article 12 of these By-Laws.
Article 7. Elections in the Board of Athletics, Adirondack Association, Inc.
A. Nominations and Notification: The President of the Association shall bi-annually designate a Nominating Committee comprised of at least three current members of the Association. The Nominating Committee will be charged to prepare and present a slate of nominees for officers of the Association and four persons, each to represent the Association member clubs as defined in Articles 4(a) and 5(b) of these By-Laws, on the Board of Directors. The President shall designate the Nominating Committee in a timely manner in order to allow them sufficient time to prepare and present for notification to the membership a slate of nominees at least thirty (30) days prior to the annual meeting to be held in the fall. Notice of nominations shall be distributed by postal mail and/or email and posted on the Association’s web site. Additional nominations may be made by a current Association member who is present at the annual meeting. In order to be nominated, a candidate needs one (1) nominator and one (1) seconder, both of whom are members of the Association. A candidate for any Association office or club representative must be a member of the Association who is at least eighteen years of age at the start of the term of office.
B. Employees and Elections: Current employees (working within the past ninety days) shall not participate in any part of the election process (nominating or campaigning), but may, at the discretion of the Association, be permitted to vote if they are members and otherwise eligible.
C. Elections: Election of officers and representatives of member clubs to the Board of Directors shall take place at the annual meeting of the Association. bi-annually in the fall. All current members of the Association in attendance at the annual meeting are allowed to vote, provided they have reached their eighteenth birthday at the time of the annual meeting. 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). One (1) person shall cast only one (1) ballot, regardless of how many positions within the Association that person holds. No voting by proxy ballot will be allowed. Credential disputes must be resolved before the election process is started with nominations and/or the report of the Nominating Committee for positions that are not contested, a voice vote by acclamation will suffice. In the case of elections contested between/among two or more Association members, a secret written ballot shall be used. A panel of three individuals who are members of the Association and of voting age, none of whom may be a candidate, and at least one of which must be an athlete, shall count the votes and sign the tally. A majority of at least fifty-one (51) percent of those voting members must be achieved in order to be elected.
Article 8. Officers of the Board of Directors.
The officers of the Board of Directors shall be: a President, an Executive Vice-President, a Vice-President for Long Distance Running and Cross Country, a Vice-President for Youth, a Vice-President for Track and Field and Race Walking,
a Secretary and a Treasurer. These officers shall be elected from among, and by, the Association membership at the Association’s annual meeting held each fall in the odd numbered years. Each elected officer and or representative of an Association member club shall serve for a term of two (2) years following election or until a successor is elected. Should the President become incapacitated, the Executive Vice-President shall assume the office of President until the next meeting of the Board of Directors, when an election shall be held to fill that post and/or any other abandoned office.
Article 9. Duties of the Officers of the Board of Directors.
A. President – The President shall schedule and preside at all meetings of the Board of Directors and the Executive Committee. The President will also keep all records of the Board of Directors and Executive Committee, conduct all official correspondence of the Board of Directors and perform such other duties as may be assigned by the Board of Directors. The President shall also appoint committee chairs as well as terminate such appointments when necessary.
B. Executive Vice-President – The Executive Vice-President shall serve as the presiding officer of the Board of Directors and the Executive Committee in the absence of the President and perform such other duties as assigned by the President.
C. Vice-Presidents – the Vice-Presidents shall perform such duties pertaining to their designated areas as defined in Article 10 of these By-Laws or as directed by the President.
D. Secretary – the Secretary shall assist the Board of Directors and the President with the recording of the meetings of the Board of Directors and its Executive Committee and the maintenance of the Manual of Policies and Procedures described in Article 11 of these By-Laws. The Secretary shall also be responsible for conducting the national association’s youth coach/volunteer screening requirements on behalf of the Adirondack Association.
E. Treasurer – the Treasurer shall prepare an annual budget for presentation to the Board of Directors at its annual meeting, shall oversee the management of the Association’s funds, shall prepare and present to the Board of Directors at its regular meetings a financial report based on the annual budget, and shall be responsible for all such financial reporting as may be required by law.
Article 10. Committees.
A. Age and Terms: All committee chairs appointed by the President, must be at least 18 years of age and members of the Association. Chairs shall be appointed for specific terms which are determined prior to the appointment to the position.
The following are the types of committees of the Association:
B. Sports Committees:
1. Track and Field
• Men’s Track & Field (has jurisdiction over open men’s track & field and multiple events)
• Women’s Track & Field (has jurisdiction over open women’s track & field and multiple events )
• Master’s Track & Field (has jurisdiction over masters men’s and women’s track & field and multiple events)
• Race Walking (has jurisdiction over open and masters men’s and women’s race walking)
2. Long Distance Running and Cross Country
• Men’s Long Distance Running (has jurisdiction over men’s road racing and cross country)
• Women’s Long Distance Running (has jurisdiction over women’s road racing and cross country)
• Masters Long Distance Running (has jurisdiction over masters men’s and women’s road racing and cross country)
3. Youth Athletics
• Youth Athletics (has jurisdiction for all age eighteen (18) and under athletics)
4. Authority: Each Sports Committee of the Association shall possess, through the respective national Sport Committee of USATF, the authority to exercise jurisdiction and control over the administration, supervision, and operation of competition in the respective sport in the Association subject to the approval of the Association’s Board of Directors.
5. Duties: Each Sports Committee:
a. Has the jurisdiction over Association Championships in the respective sport, and shall schedule, organize, and conduct such Championships.
b. Has jurisdiction over the rules of competition for the respective sport in the Association.
C. Administrative Committees:
1. Administration, Personnel and Finance:
Duties and Responsibilities – The Committee shall oversee the overall functioning of the Association, including its finance and personnel matters.
2. Membership and Sanctions:
Duties and Responsibilities- The Committee shall coordinate Association’s club and athletic memberships as well as the sanctioning of events.
Duties and Responsibilities – The Committee shall recruit, train, and provide a body of officials to serve upon request, at the Committee discretion, at athletic competitions of the Association.
D. Special Committees:
1. Road Race Technical –
Duties and Responsibilities – The Committee shall coordinate the measurement and certification of road races in the Association; ensure that all Association road race championships are competed on USATF certified courses; promote USATF certification of non-championship road races competed within the Association; and provide information on road race certification to Association members.
2. Public Relations-
Duties and Responsibilities – The Committee shall coordinate the compiling and distribution of information about competitions conducted by the Association and other matters of interest to Association members, making use of any appropriate available media, including website, email and video, audio and print media.
3. Race Management –
Duties and Responsibilities – The Committee shall assist with and consult on the proper conduct of athletic competitions of the Association.
Article 11. Administration.
Day to day administration of the Association shall be governed by such written Policies and Procedures as are approved by a vote of two-thirds of the Board of Directors. Such Policies and Procedures, once approved, shall be maintained by the Secretary in a Manual of Policies and Procedures of the USATF Adirondack Association.
Article 12. Removal from Office:
Any officer or board member of the Association may be removed for good cause by a two-thirds vote of those members of the board present at an annual meeting or special meeting called for this purpose, and provided that a quorum is present (see Article 6 B.) and provided the requisite notice for such meeting shall properly set forth the removal vote on its agenda.
Article 13. Grievances.
Any complaint(s) or reported grievances against an Association officer or other member of the Board of Directors, board member or staff shall be directed, in writing, to the President of the Association. This Association shall have jurisdiction over all disciplinary and formal grievance proceedings relating to matters that arise within the boundaries of the Association, except sexual misconduct allegations and doping violations which shall be under the jurisdiction of USATF. All penalties imposed by the Association shall be effective only within the boundaries of this Association. Any such complaint, presented in writing, shall be subject to the Association’s grievance procedures as outlined in the Association’s Policy and Procedures manual.
Article 14. Annual Budget of the Association.
An annual budget of the Association shall be developed by the Treasurer with the assistance of the Vice-Presidents of the various Sports Committees, shall be presented for review to the Board of Directors at the Association’s annual meeting and approved by the Board of Directors no later than the last board meeting of the calendar year. The fiscal year of the Association is the calendar year.
Article 15. Contradiction:
No Article of these By-Laws, or rule of the Association, may contradict those of USATF.
Article 16. Amendments:
These By-Laws may be amended at a meeting of the Board of Directors by
a 2/3 vote of those members of the Board of Directors, provided a quorum is present. Proposed amendments must be submitted to the President of the Board of Directors at least thirty (30) days prior to the meeting.