NHTOA Constitution

CONSTITUTION: Article I Name

ARTICLE I: NAME

Section 1: The name of this organization shall be THE NEW HAMPSHIRE TRACK OFFICIALS ASSOCIATION, also referred to as the Association herein. The Association’s name may be abbreviated, when practical, using the initials NHTOA.

CONSTITUTION: Article II Purpose

ARTICLE II: PURPOSE

Section 1: The purposes of this Association shall be:
a) to promote the highest standards of excellence in the officiating of track and field and cross country in the State of New Hampshire.
b) to promote consistent interpretation, administration and enforcement of the official rules within track and field and cross country programs.
c) to provide instructional, interpretation and safety clinics, meetings, training and testing programs for the officiating of track and field and cross country.
d) to provide coaches with an annual rules review and interpretation.
e) to cooperate with other organizations in the interest of promoting the sports of track and field and cross country at all appropriate levels.

CONSTITUTION: Article III Membership

ARTICLE III: MEMBERSHIP

Section 1: Membership shall be extended to all individuals who understand and support the purpose of the Association, upon application and acceptance according to its Constitution.

Section 2: Membership shall be of the following types:
a) Active: An active member is one who is properly registered with the Association and who meets the membership requirements.
b) Life: Any active official who, having served the sport faithfully and well for a minimum of 25 years in the State of New Hampshire, may be selected for life membership by the Association. Nominations for Life Membership must be submitted to the Executive Board for review and endorsement prior to being voted on by the general membership.
c) Inactive: Any member who does not want to officiate but wishes to maintain contact with the Association may petition the Executive Board for inactive status for one year.

Section 3: Initial application for Active Membership shall require minimum prerequisites as follows:
a) Participate in one training session and one rules interpretation meeting.
b) Pass the National Federation examination.
c) Show proficiency by officiating a minimum of two scheduled meets under the supervision of a certified official.
d) Pay annual Association dues.
e) Applicants must not be a high school student and must be at least 18 years of age.

Section 4: Membership Privileges:
a) Active members are entitled to one vote in the conduct of Association business, are eligible to hold office, and serve as a certified official of the association.
b) Life officials shall retain all rights of active voting membership, shall not be liable for payment of annual Association dues, but, if they desire insurance, they shall be responsible for costs.
c) Inactive: Any member who does not want to officiate but wishes to maintain contact with the Association may petition the Executive Board for inactive status.

Section 5: Active Membership Obligations:
a) Observe the constitution and by-laws.
b) Attend the annual meeting or the association sponsored annual clinic(s).
c) Give satisfactory evidence of competence in officiating Track and Field and Cross Country.
d) Pass the National Federation examination every year.
e) Pay annual Association dues.
f) Maintain conduct that reflects professionalism as an official and which shall bring credit to the Association and its members.
g) Pay annual NHIAA fee.

Section 6: Life Membership Obligations:
If a Life Member wishes to officiate, he/she must meet the same obligations as Active Membership, EXCEPT he/she is not required to pay annual NHTOA dues.

(Revised March 1, 2014)

CONSTITUTION: Article IV Meetings

ARTICLE IV: MEETINGS

Section 1: Meetings, Clinics, and Interpretations
a) There shall be one annual business meeting and at least one association sponsored annual clinic each school year.
b) A rules interpretation session shall be held at both the annual business meeting and the association sponsored clinic(s) each school year.

Section 2: Meetings, Clinics and Notices
a) The annual business meeting of the Association shall be held in the month of March each year.
b) The association sponsored annual clinic(s) shall be held on a date or dates specified by the Executive Board each year.
c) Each member of the Association shall be given written notice of the place, date, and time of the annual meeting and the association sponsored annual clinic(s) at least one month in advance.
d) The Executive Board will audit the books and financial records of the Association prior to the annual meeting.

Section 3: All other meetings of the Association shall be called by and at the discretion of the President or a majority of the Executive Board by written notice with a minimum of two weeks prior notice whenever possible. This does not apply to committees.
a) Committee meetings shall be held upon notice to the President and Executive Board.
b) Committee meetings may be called by the President, Executive Board, or committee chairman.

Section 4: A quorum to transact any Association business at any annual or special meeting shall consist of one more than half of the Association members in good standing.

Section 5: Rules of order to conduct general Association meetings shall be presented to the membership by the President prior to the start of the meeting.

Section 6: The tentative Order of Business for the annual business meeting shall be:
a) Call to Order
b) President’s Report
c) Committee Reports
d) Correspondence
e) Approval of the Secretary’s Report
f) Approval of the Treasurer’s Report
g) Old Business
h) New Business
i) Rules Interpretation
j) Elections

CONSTITUTION: Article V Elections

ARTICLE V: ELECTIONS

Section 1: The nominations for and election of the Executive Officers and Board shall take place at the annual meeting, every other year.

Section 2: A nominating committee shall be appointed by the President to select a slate of candidates for the Executive Board officers and other Executive Board members. Additional nominations for any Board opening may be proposed from the floor at the annual meeting by any active member with the support of one (1) other member. The nominee must express willingness to serve.

Section 3: Election of Executive Board members shall be by vote and the elected Board members shall assume their positions as of July 1 of the same year. Election of the Board shall be by simple majority of
the members present eligible to vote as defined herein. Should no candidate for an opening receive a majority, a run off between the top two candidates shall be held.

Section 4: Elections
a) The general membership shall elect the Association officers and other persons to serve on the Executive Board.
b) The length of service for one term shall be two years.
c) Elections shall be held during the annual general membership meeting of each year.
d) Each eligible member may vote for any number of candidates, but is limited to the number of positions up for election for the coming year. If two or more candidates are nominated for the same office, the vote shall be taken by written, secret ballot.
e) The candidates with the most votes shall be elected.
f) If there is a tie between any number of candidates, then those candidates shall be in a run off election until the tie is broken. After two attempts have failed to break the tie, a flip of the coin shall decide the outcome.
g) The Executive Board shall fill any vacancies for unexpired terms, except that of President.

CONSTITUTION: Article VI Executive Board

ARTICLE VI: EXECUTIVE BOARD

Section 1: Eligibility — A person shall be eligible to be a member of the Executive Board who is currently an Active or Life member of the Association and who has been a member of the Association for at least one year prior to the date of election or appointment.

Section 2: Composition — There shall be ten members of the Executive Board which shall consist of the President, Vice-President, Secretary, Treasurer, Rules Interpreter, Supervisor of Officials, three regional Members-at-Large, and the immediate Past-President. Each member shall have the power to vote as provided in this constitution with the exception of the immediate Past-President, who shall serve as an ex-officio member only.

Section 3 : Powers —
a) The Executive Board shall have charge of the property, control and management of the affairs and funds of the Association, and shall do so consistent with the Constitution and By-Laws of the Association.
b) The Executive Board shall approve the expenses of the Association.
c) The Executive Board shall approve all committees as provided for in the By-Laws.
d) The Executive Board shall have the power to appoint an Assignor who shall assist hosting high schools in assigning the required official(s) to work regular season or invitational meets.
e) The Executive Board shall establish regional borders based upon membership distribution prior to annual meeting notice. The regions shall have proportional representation.

Section 4: Quorum — A majority of the Executive Board shall constitute a quorum. No business shall be conducted, nor any vote taken without a quorum being present.

CONSTITUTION: Article VII Executive Board Officers

ARTICLE VII: EXECUTIVE BOARD OFFICERS

Section 1: President — The president shall:
a) preside over all meetings of the Association, and shall have powers to perform the duties of his office as prescribed by the constitution and by laws.
b) appoint such committees as may be required with Executive Board approval.
c) be an ex-officio member of all Association committees.
d) convene a minimum of four Executive Board meetings per calendar year. There shall be at least one meeting per quarter.

Section 2: Vice-President — The Vice-President shall:
a) assist the president in conducting the business of the Association.
b) in the absence of the President, assume all duties pertaining to the office.
c) assume the President’s position if the office of President becomes vacant before the term expires.

Section 3: Secretary — The secretary shall:
a) serve as recording officer of the Association.
b) serve as custodian of all Association records.
c) keep the membership roll and current status of each member of the Association, and to call the roll where it is required.
d) have on hand at each meeting a list of all existing committees and their members.
e) make the minutes and records of all general and Executive Board meetings available to all association members in good standing.
f) provide current membership a report of the annual meeting along with an updated list of all members within 60 days of the annual meeting.
g) maintain official communication between the Association and other organizations.
h) be responsible for the distribution of rule books, case books, and officials manual to all members in good standing.
i) upon completing the term, turn in all records and materials in good order, and in a timely fashion to the incoming secretary.
j) In the event the Treasurer is unable for any reason to perform the duties , the Secretary shall have the responsibility until the position is filled.

Section 4: Treasurer — The treasurer shall:
a) receive and, on order from the Association or the Executive Board, pay out funds of the Association.
b) maintain the financial records including receipts of the income and expenditures of the Association.
c) furnish the Books of the Association for an audit when requested by a minimum of five (5) members of the Association.
d) provide the secretary with a list of current members who have paid dues within 30 days after the annual meeting.
e) provide an financial report to the membership at the annual meeting. Upon completing the term, turn in all records and materials in good order, and in a timely fashion to the incoming Treasurer.

Section 5: Rules Interpreter — The rules interpreter shall
a) be responsible for an annual clinic on rule changes and interpretation.
b) be available to officials and coaches for questions regarding rule changes and interpretation resulting from conflicts at Cross Country, Indoor ,and Outdoor Track meets in our state.
c) maintain communication with the appropriate governing bodies regarding rules and their interpretation.

Section 6: Regional Members-at-Large — Regional Members-at-Large shall:
a) recommend policy to the membership and Executive Board.
b) perform any other duties assigned by the Executive Board.

Section 7: Supervisor of Officials — The Supervisor of Officials shall abide by NHIAA By-Law Article IX and:
a) represent the Association on the NHIAA Track and Cross Country committees, attend all meetings and keep membership informed of actions that affect this Association.
b) assist the NHIAA Track and Cross Country committees and hosting high schools in assigning officials to work class and state meets.
c) supervise, evaluate, and maintain records of all working officials.
d) report conflicts and issues related to officiating performance of Association members to the Board of Conduct, the Executive Board, and the NHIAA.
e) report inappropriate coach, competitor, and spectator behavior to the NHIAA.

Section 8: Immediate Past-President — The Immediate Past-President shall serve as an ex-officio, non-voting, member of the Executive Board. This position is advisory in nature and does not count as part of the quorum.

CONSTITUTION: Article VIII Board of Conduct Provisions

ARTICLE VIII: BOARD OF CONDUCT PROVISIONS

Section 1: Eligibility — A person shall be eligible to be a member of the Board of Conduct who is currently an Active or Life member of the Association and who has been a member of the Association for at least one year prior to the date of election or appointment and is not a member of the Executive Board.

Section 2: Composition — There shall be five members of the Board of Conduct which shall consist of the Chair, Secretary, one Member-at-Large, and two alternate members.

Section 3: Appointment —
a) The Board of Conduct shall be appointed by the Executive Board.
b) The length of service for one term shall be two years.

Section 4: Vacancies — The Executive Board shall fill any vacancy for the unexpired portion of the term.

Section 5: Powers —
a) The judicial power of the Association shall be vested in the Board of Conduct.
b) The three regular members of the Board of Conduct shall have the power to vote.
c) The alternate members shall only be permitted to participate and vote in meetings when requested to replace a regular member in case of an absence or a conflict of interest.

Section 6: Expulsion, Suspension and Reinstatement:
a) The Board of Conduct of the Association shall have the power to censor [censure], suspend or expel any member for conduct unbecoming a member of the Association.
b) The member shall receive written notice of any and all charges against him or her and shall receive such notice by certified mail from the Board of Conduct. This notice shall be mailed within 14 days from the time the Board of Conduct receives a report from the Supervisor of Officials at a meeting of the Board of Conduct. After receiving such notice, a member shall have a right to a hearing before a Board of Conduct prior to any disciplinary action being taken. The Board of Conduct shall issue a written decision regarding the disciplinary action taken against the member.
c) If the member waives his or her right to a hearing, then the Appeals Board shall make a decision and notify the member by certified mail.
d) The Board of Conduct and shall send a copy of said decision to the member by certified mail.
e) If the member disagrees with the decision of the Board of Conduct regarding any disciplinary actions taken against him or her, then there shall be a right to appeal through the Association’s Executive Board. The Executive Board shall act as an Appeals Board. The decision of the Executive Board shall be final and without further appeal.

CONSTITUTION: Article IX Membership Assessments

ARTICLE IX: MEMBERSHIP ASSESSMENTS

Section 1: Association dues shall be presented for approval at the annual general membership meeting. The dues approved shall apply when the dues are paid at the following annual general membership meeting for the next Association year beginning April 1st and ending March 31st.

Section 2: Association dues shall be used to promote the Association and its activities and are to remain part of the Association’s financial accounts.

Section 3: The due date to pay annual Association dues is April 1st of the current Association year for the following year beginning April 1st and ending March 31st. Failure to pay annual Association dues 30 days after the due date shall result in the assessment of a late fee as determined by the Executive Board. All privileges of membership shall be suspended for the following year until all arrears are paid in full.

Section 4: Life members are excluded from payment of Association dues.

Section 5: The Executive Board, upon receipt of written application may waive, suspend or reduce the Association dues of any member for the fiscal year for good reason.

(Revised March 1, 2014)

CONSTITUTION: Article X Amendments

ARTICLE X: AMENDMENTS

Section 1: This constitution may be amended by a two-thirds majority of the membership present at the annual meeting.

Section 2: Written notification of proposed amendments shall be sent to each member of the Association by the secretary a minimum of one month prior to the meeting convened to discuss and vote on the amendments.

CONSTITUTION: Article XI Dissolution

ARTICLE XI: DISSOLUTION

Section 1: If, for any reason, this Association fails to exist in the future, the assets of the Association shall be donated to the New Hampshire Special Olympics.