PROPOSED AMENDMENTS TO THE BYLAWS OF USA TRACK & FIELD - NEW ENGLAND

Strikethrough: language to be deleted
Underline: new language to be added

Changes in the bylaws of USA Track & Field - New England have to be made in accordance with Regulation 15 of the Operating Regulations of USA Track & Field. In accordance with these Regulations the USATF-NE bylaws have to be amended no later than December 2001.

Therefore, the following proposed amendments will be presented for voting at the 2001 Annual Meeting of USATF-NE:

Article 5. Meetings.

The annual meeting of members shall be held on the third Saturday Monday of September in each year. Special meetings of members may be held at any time called by the President, after the proper notification. A written notice of any meeting of members stating the time and place and the purposes thereof shall be given by mailing the notice to the officers and committee chairpersons of USA Track & Field - New England and each member club in good standing at least twenty (20) thirty (30) days in advance of such meeting, and by posting said notice in the office on the web site of the USA Track & Field - New England at least twenty (20) thirty (30) days prior to the meeting. The presence of delegates from six (6) member clubs or ten (10) percent of the member clubs, whichever is greater 25 members who are eligible to vote shall constitute a quorum at any meeting.

Reason:

The date change is proposed to bring the bylaws in-line with what has been reality for more than 10 years. The notice change is proposed to bring consistency and uniformity in requirements for meetings of all members. The change in quorum constitution is changed because voting will no longer center around clubs, but rather on individual members.

Article 6. Voting in the Association.

A. Voting delegates in the Association shall be as follows:

1. On January 1, each Club Member shall be allowed voting delegates based on the number of registered individual members affiliated with it at the end of the preceding registration year.

On June 30 of the current registration year, all membership will be counted again, and member clubs will be allowed voting delegates for the remainder of the calendar year based on the greater of the January 1 or June 30 number of registered individual members.

The delegates shall be members of the club.

A Club Member with 5 to 15 registered individual members or certified officials - one delegate.

A Club Member with 16 to 49 registered individual members - two delegates.

A Club Member with 50 to 99 registered individual members - three delegates

A Club Member with 100 to 199 registered individual members - four delegates.

A Club Member with 200 or more registered individual members - five delegates.

Any dispute among individual members of a member club shall be decided by the member club. A written declaration of delegates and alternates, if any, signed by the President of the member club shall be conclusive as to delegates. The President of the USA Track & Field New England shall decide unresolved disputes.

2. Individual members affiliated with a Club Member shall be represented by the Club Member's voting delegates. Individual members who are unattached shall be allotted a total of one (1) vote for every one thousand (1,000) individual unattached members as of the end of the preceding registration year.

Individual unattached members present at a meeting shall each have an equal fraction of the total number of votes allotted to unattached individual members, provided no individual shall have more than one vote.

Every officer and sports committee chairperson of USA Track & Field - New England shall have one vote. Any employee paid a regular salary by USA Track & Field - New England may have voice but shall have no vote.

B. The voting representation set forth in paragraph A of Article 6 shall be effective for all meetings of the Association and all meetings of Sport Committees of the Association. An individual may only be one (1) voting delegate with one (1) vote at any meeting.

Voting and voter criteria

All club members and all individual members of the Association are eligible to attend meetings and vote. Every voter, whether voting as an individual member or as the representative of a club member, must be a minimum of age eighteen (18) on the day of the meeting.

Every individual member and every club member shall have one (1) vote. One (1) person shall cast only one (1) ballot; there shall be no proxy voting.

Every officer and sports comimttee chairperson of USA Track & Field - New England shall have one vote.

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 meeting (e.g., if the meeting is held at any time in September, the membership must be processed by July 31)

Current employees (working within the past ninety days) of USA Track & Field - New England shall have voice but no vote at meetings. Employees shall not participate in any part of an election process.

The voting criteria set forth in this paragraph shall be effective for all meetings of the Association and all meetings of Sport Committees of the Association.

Election procedures.

Election notice must be distributed by mail, email, newsletter, or Association website at least 30 days prior to the meeting. If information on the meeting is published on the website, then a mail, email, or newsletter notice must be used to inform members on where to find the information. The initial election notice must be sent by means under which it will arrive at least thirty (30) days prior to the beginning of the elections process. Any notice of a meeting change or a change in the election process must be issued or posted on the Association website at least fourteen (14) days prior to the meeting.

A Nominating Committee may be appointed and nominations may be made in writing prior to the meeting. Nominations also may be made from the floor during the meeting. A candidate must be a member of the Association and must be at least 18 years of age on the day of the meeting. A candidate needs one (1) nominator and one (1) seconder, both of whom must be members.

Credential disputes must be resolved before the election process is started with nominations and/or the report of the nominating committee

Uncontested elections may be voted by acclamation. A secret ballot must be used for contested elections.

The president 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. For other eleted positions other than national delegates, a plurality may be accepted, except in the first round of voting.

National delegates shall be elected at the annual meeting of members. A plurality vote may be accepted for election. If a vacancy shall occur during the term of a national delegate, the president may fill such vacancy by appointment.

Counting of ballots

A panel of at least three individuals, one of whom must be an athlete, shall count the ballots and sign the tally. All panel members must be of voting age. The panel shall not include any individual who is a candidate for a contested office. The panel may consult as necessary with the chairman, secretary, and/or parliamentarian (so long as they are not candidates for contested offices) on procedural matters.

Committee Chairs

All committee 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.

Date, time and location for the election of sport committees shall be set separately from the general election, and shall be advertised to all member organizations in the Association active in the discipline. The election may take place at the posted time on the same date and at the same location, immediately following the general election.

Article 8. Officers of the Association.

- - - - - The officers shall be elected by secret ballot from among, and by, the delegates at the annual meeting of members held in even-numbered years. - - - - -

Reason:

Already described in Article 6.

Article 10. Board of Governors

The directors of the Association shall severally be called "Governor" and as a body shall be called "Board of Governors." The Board of Governors shall be composed of the President, who shall be chairperson, the Vice-Presidents, the immediate past President, the Treasurer, and the Secretary of the Association, two three active athletes, who shall be elected at the annual meeting, the Chairpersons of the Sport Committees and the Officials Committee Chairperson. The Board of Governors shall have authority to act for the Association between meetings. Meetings of the Board of Governors shall be upon call by the Chairperson. A written or electronic notice of any meeting shall be given to each member of the Board of Governors at least ten (10) days in advance of such meetings. The presence of a majority of the members of the Board of Governors shall constitute a quorum at any meeting.

Reason:

The number of active athletes (Athlete Representatives on the Board) is changed to comply with the requirement that the Board be comprised of at least 20% active athletes. Method of notification is changed to bring uptodate with current practice.

Article 11. Committees.

A. Sport Committees.

1. Duties and Responsibilities. Each Committee:

Has authority to open its meeting, by a majority vote of the committee members present, to all athletics coaches, officials, and representatives of any group actively engaged in the sport, who shall have voice during the committee meeting but no right to vote.

Make-Up. The chairperson of each Sport Committee shall be elected annually at a meeting of the committee. the annual meeting of the Association. The committee shall be composed in accordance with Article 6 constituted as follows:

The elected chair

One (1) representative of each club member of the Association. The president of each member club shall inform the Association Office of their representative’s name no less than 24 hours prior to the meeting

Three (3) individual members active in the particular sport discipline and not affiliated with a club member. These individual members shall be appointed by the President

Twenty (20) athletes active in the particular sport discipline. These athletes shall be appointed by the President and the particular Sports Chair. This requirement shall not apply to youth athletics.

Reason:

To comply with the requirement that all club members and unattached individuals shall have representation, and that 20% of the representatives shall be active athletes.

 

Administrative Committees. DELETE ALL.

Special Committees. DELETE ALL.

B. Administrative and Special Committees.

The President of the Association may appoint such administrative or special committees as are deemed advisable to further the legitimate interests of the Association, or as directed by the annual meeting of the Association or the Board of Governors.

Reason:

Many of the administrative or special committees as described in the current bylaws, in actuality are not in existence or functional because of changes in the sport and/or the management of the Association.

USA Track & Field New England


Home | Track & Field | Road Running | Racewalking | Cross Country | Mountain/Trail Running | Membership

Comments? E-mail USATF-NE with suggestions for this page. Thanks!