MASSACHUSETTS TRACK & FIELD OFFICIALS ASSOCIATION

REVISED BY-LAWS – MAY 3, 2007

ARTICLE 1: NAME

1.1 The name of the organization shall be the Massachusetts Track & Field Officials Association. (MTFOA).

ARTICLE 2: PURPOSE

2.1 The purpose of MTFOA is to provide personnel to officiate in all phases of Track & Field Athletics.

2.2 Track & Field Athletics shall include track & field meets, road races and cross-country meets.

ARTICLE 3: MEMBERSHIP

3.1 Membership is open to all persons who are interested in officiating in Track & Field Athletics and who have reached the age of eighteen.

3.2 A candidate for membership must complete an application, submit it to the Commissioner of Officials and pass an entrance examination. A candidate is eligible to take said examination twice within a one year period.

3.3 All members must annually attend at least one regular meeting, participate in three Track & Field Athletic meets/races which are approved by the Executive Board of MTFOA and bi-annually attend one clinic as well as pay dues as required in Article 8 below.

3.4 Failure to fulfill the requirements of membership will result in action by the Executive Board. The member shall be notified in writing of any such action, including designation as inactive member status. Any member so designated as inactive will not be eligible for privileges or benefits of MTFOA membership. Such individual may apply to the Executive Board for reinstatement to active membership

3.5 All members are expected to work for the good of MTFOA.

3.6 If a complaint is lodged against a member for conduct unbecoming an official, the Executive Board shall adjudicate said complaint according to procedures as set forth below in Article 7.

ARTICLE 4: OFFICERS

4.1 The Officers of the MTFOA shall consist of a President, Vice-President and a Secretary-Treasurer. 

4.2 The Officers shall be elected for a term of two years and such election shall occur at the May meeting.

4.3 The duties of the officers are as follows: 

4.3.A The President shall preside at all meetings of the MTFOA Executive Board and General Membership, and be responsible for such other duties and responsibilities as determined by the Executive Board. In addition, the President shall oversee recruitment of new members. 

4.3.B The Vice-President shall preside at any meeting listed in 4.3.A above if the President is absent or otherwise unable to preside and shall chair the Dinner Committee. The Vice-President shall oversee internal communications (i.e. MTFOA newsletter, website and electronic communications) and professional development within MTFOA. In addition, the Vice-President shall have such powers and shall perform such other duties as the Executive Board or President from time to time determines to the extent authorized by law or these By-Laws.

4.3.C. The Secretary-Treasurer shall be responsible for maintaining the active membership list; registering officials with the MIAA; collecting member dues, which shall be deposited promptly in the MTFOA account; sending invoices to individuals/organizations which contract with MTFOA to provide officials for their Track & Field Athletic meet/race; sending payment to said officials; maintaining financial records of MTFOA; and sending notices and providing financial reports as required by these By-Laws. Any duties or powers of the Secretary-Treasurer may be delegated to an Assistant Treasurer, who shall have such other powers and duties as the Executive Board or Secretary-Treasurer may from time to time determine to the extent authorized by law or these By-Laws.

4.3.D The Officers shall perform such other duties as may be designated from time to time by the Executive Board or as provided for in these By-Laws, as amended.

4.4 An annual stipend shall be given to the Recording Secretary, the Secretary-Treasurer and to the Assistant Treasurer (if so appointed) as recommended by the Executive Board and approved by the membership.

ARTICLE 5: COMMITTEES

5.1 NOMINATING COMMITTEE 

5.1.A There shall be a Nominating Committee consisting of five members, who shall be nominated and elected from the floor at the March meeting. 

5.1.B The Nominating Committee shall meet for the purpose of selecting a Chairperson.

5.1.C The Chairperson shall call a meeting of said Committee prior to the date of the May meeting for the purpose of selecting a slate of officers. 

5.1.D Said Committee shall nominate any Officers, At-Large Members and/or Area Members whose term will begin at the annual meeting in October of the year of nomination.

5.1.E. Additional nominations may be made from the floor at the annual meeting. 

5.2 NEGOTIATION COMMITTEE

5.2.A There shall be a Negotiation Committee consisting of three members who shall be appointed by the Executive Board from the membership. Appointments will be made between June and September.

5.2.B The members of said Committee shall serve three-year terms. There is no limit on the number of terms that a member may serve.

5.2.C If a vacancy occurs on said Committee, the Executive Board shall select an individual to complete the unexpired term.

5.2.D The members of said Committee shall select a chairperson from within said Committee each year. 

5.2.D.2 The Chairperson of said Committee shall receive a stipend as recommended by the Executive

Board and approved by the membership. 

5.2.E The Duties of the Negotiation Committee are as follows:

5.2.E.1 Negotiate fees and working conditions for all events approved/negotiated by MTFOA. 

5.2.E.2 Monitor selection of Officials for approved events as scheduled by the Commissioner or as

requested by the event directors. 

5.2.E.3 Serve as moderator in receiving criticism or inquiries from Officials and Event Directors regarding

approved events. 

5.2.E.4 Notify the Executive Board of any problems concerning negotiations. 

5.2.E.5 Present an annual report, delivered by the Chairperson, at the annual meeting of MTFOA.

5.3 DINNER COMMITTEE

5.3.A There shall be a Dinner Committee consisting of members selected by the Vice-President, who shall serve as the Chairperson of said Committee.

5.3.B The Duties of said Committee shall include coordinating the annual banquet, arranging for a speaker or suitable program and presenting any awards that the Executive Board has voted to bestow.

5.4 RECRUITMENT COMMITTEE

There shall be a Recruitment Committee consisting of the President as well as the North and South Areas Members or other Executive Board members as appointed by the President along with interested members in good standing. Said Committee shall develop strategies to recruit new members for MTFOA and shall develop policies and procedures which shall be subject to approval by the Executive Board.

5.5 COMMUNICATIONS COMMITTEE

There shall be a Communications Committee consisting of the Vice-President and two other Executive Board members as appointed by the President along with interested members in good standing. Said Committee shall develop strategies for providing information to MTFOA members and other interested parties, and shall develop policies and procedures which shall be subject to approval by the Executive Board.

5.6 PROFESSIONAL DEVELOPMENT COMMITTEE

There shall be a Professional Development Committee consisting of the Vice-President and two other Executive Board members as appointed by the President along with interested members in good standing. Said Committee shall develop strategies for promoting professionalism and develop training programs to be held in various locations, so as to satisfy the requirement of members to attend a clinic at least bi-annually, and shall develop policies and procedures which shall be subject to approval by the Executive Board.

ARTICLE 6: EXECUTIVE BOARD

6.1 The Executive Board shall consist of the President, Vice-President, Secretary-Treasurer, immediate Past President, six At-Large Members and two Area Members, one of whom resides North of Route I-90 and one of whom resides South of Route I-90.

6.2 The Officers of MTFOA shall serve on the Executive Board for the term coinciding with their terms of office and the immediate past President shall serve for one year.

6.3 At-large members of said Board shall be elected for a two-year term, with three members elected each year.

6.4 The North Area Member shall be nominated to serve a two-year term commencing in October 2007 and thereafter, said North Area Member shall serve a two-year term. The South Area Member shall be nominated to serve a one-year term commencing in October 2007 and in the Spring of 2008, the South Area Member shall be nominated to serve a two-year term commencing in October 2008, with subsequent terms to be for two years.

6.5 No elected member who has served four consecutive years in such office shall be eligible for immediate re-election as a member of the Executive Board except by virtue of his or her election as an officer.

6.6 The term of office of the Executive Board shall begin with the fiscal year of MTFOA commencing with the first meeting in October.

6.7 The Executive Board shall: 

6.6.A Select officers of MTFOA to fill unexpired terms where vacancies occur. 

6.6.B Conduct such business of MTFOA between meetings not otherwise provided for in these By-Laws

with the results to be presented at the March meeting. 

6.6.C Conduct a yearly review of these By-Laws. 

6.6.D Audit the Treasurer’s records annually and report at the March meeting. 

6.6.E Have the authority to impose sanctions as set forth in Article 7 below. 

6.7.F Appoint a Recording Secretary who shall be responsible for recording actions taken at each Executive Board and General Membership meeting and for causing said minutes to be published in a timely manner on the MTFOA website. 

6.7.G Appoint an Assistant Treasurer with duties and responsibilities as contained in Article 4.3.C above.

ARTICLE 7: ADJUDICATION OF COMPLAINTS

7.1 Anyone may lodge a complaint for adjudication to the Executive Board concerning any conduct unbecoming of an official.

7.2 Any member may lodge a complaint for adjudication to the Executive Board concerning any conduct or decision unbecoming a Meet Director or Race Organizer.

7.3 Before any action shall take place, the individual against whom a complaint has been lodged shall be notified of the nature of the complaint and of his/her right to a hearing before the Executive Board.

7.4 Such notice shall be sent to said individual at least twenty-one days in advance of the meeting date at which said complaint is to be adjudicated and shall include all charges to be considered.

7.5 The charged individual shall have the right to appear, to give testimony, and to call upon witnesses.

7.6 The Executive Board shall decide upon the merits of the complaint brought against a member and may impose sanctions, which include the authority to reprimand, suspend or expel a member.

7.7 The Executive Board shall decide upon the merits of the complaint brought against a Meet Director or Race Organizer and may impose sanctions including, but not limited to, restricting services of MTFOA members to said Meet Director/Race Organizer and/or the organization represented.

7.8 The decision of the Executive Board may be appealed to the General Membership with the same process as contained in Article 7.5 above.

7.9 The General Membership shall be notified at least fourteen days in advance of the meeting at which said matter is scheduled to be considered.

7.10 The decision of the General Membership shall be final and without appeal.

ARTICLE 8: FINANCES

8.1 The dues of each member shall be fixed annually as recommended by the Executive Board and approved by the membership. Dues are payable at the annual meeting.

8.2 If such dues are not paid by six months from the date of the annual meeting, the Treasurer shall send a reminder to those members whose dues remain unpaid. If such dues are not paid for greater than one year, but less than two years from the date of the annual meeting, the amount owed to bring the member into good standing will be the current or existing dues rate plus a 50% penalty.

8.3 Those members whose dues are in arrears by more than two years shall be dropped from the membership rolls with proper notification by the Treasurer.

8.4 Appeal for re-instatement shall be made through the Executive Board.

ARTICLE 9: VOTING

9.1 A quorum shall consist of at least thirty members in good standing. 

9.2 Only members who are in good standing shall be permitted to vote. 

9.3 All motions and elections shall require a majority of those present and voting. 

9.4 In order to be in good standing, a member must have paid his/her dues as required in Article 8 above.

ARTICLE 10: MEETINGS

10.1 There shall be four regular meetings scheduled each year.

10.2 The Annual Meeting should be held on the first Thursday in October. The other meetings should be scheduled on the first Thursday of December, March and May.

10.3 The President may call a special meeting at his/her discretion and, in addition, shall call a meeting upon request of at least ten members in good standing.

10.4 All members shall be notified at least ten days in advance of all meetings.

10.5 In those instances where the By-Laws do not provide, Roberts’ Rules of Order shall apply.

ARTICLE 11: COMMISSIONER OF OFFICIALS

11.1 There shall be a Commissioner of Officials who shall be nominated by the President and approved by the Executive Board at their first meeting following the annual meeting.

11.2 Any member in good standing is eligible for the Commissioner’s position, which shall be for a term of three years. Said Commissioner’s term may be renewed with the approval of the Executive Board. Should the position be vacated, the Executive Board shall select a replacement to fulfill the unexpired term.

11.3 The Commissioner of Officials shall be paid at the rate recommended by the Executive Board and approved by the Membership.

11.4 The duties of the Commissioner of Officials are as follows: 

11.4.A Assign officials to Track & Field Athletic events as approved or negotiated by the Negotiation

Committee. 

11.4.B Prepare a roster of officials for approved events and report to the Treasurer who shall be responsible

for making payment to said officials. 

11.4.C Report to the Negotiation Committee concerning assignments and compliance with negotiated terms. 

11.4.D Report to the Executive Board concerning assignments. 

11.4.E Provide necessary information to officials including, but not limited to, fees, working conditions, uniforms, equipment, and reporting time of officials. 

11.4.F Process applications for membership and oversee the administration of examinations, including

sending, receiving and grading examinations of candidates for membership. 

11.5 The Commissioner of Officials shall be an ex-officio member of the Executive Board with voice, but no vote.

ARTICLE 12: OFFICIAL’S APPAREL

12.1 Any official MTFOA apparel is for the exclusive use of current members in good standing. These articles of apparel are not to be worn by, purchased by, or transferred to any other individuals except current members of MTFOA.

12.2 MTFOA apparel is not to be worn while officiating Track & Field Meets, Road Races, or Cross Country Meets except under one of more of the following conditions: 

12.2.A The meet has been negotiated by MTFOA and assigned by the MTFOA Commissioner. 

12.2.B The meet is one of the MIAA State Tournament meets.

12.2.C The meet is one of the various high school leagues or prep school meets in which the pay is equal to or greater than the current MIAA fee and the MTFOA Secretary has been notified in writing prior to the meet.

12.2.D The Bay State Games or The Special Olympics. 

12.2.E A starter, Lynx or Hytek operator who has been hired directly by a high school, prep school, college, university or facility so long as other officials are hired according to a provision of this Article.

12.3 MTFOA apparel is not to be worn for the purpose of gaining admission to or procuring a more favorable viewing position at any Track & Field Meet, Road Race or Cross Country Meet.

12.4 An Equipment Manager shall be appointed by the Executive Board to oversee purchasing and selling of MTFOA apparel; purchasing and distributing rule books (high school, college, case books); and to supervise the inventory of equipment used by MTFOA in assigned meets. The Equipment Manager shall be appointed annually and will receive a stipend as recommended by the Executive Board and approved by the Membership.

ARTICLE 13: AMENDMENTS

13.1 Proposed amendments to these By-Laws that are approved by the Executive Board shall be sent to all members at least thirty days in advance of the meeting at which they are to be considered.

13.2 Said amendments that have been circulated under Article 13.1 above shall be voted upon at the meeting referred to in said notice.

13.3 Amendments to be enacted require an affirmative vote of those present and eligible to vote.

13.4 The Executive Board, by majority approval of those members in good standing present, shall have the power to declare a portion of the next membership meeting as a special session for By-Law review.

13.5 All members must be sent notification at least thirty days in advance that a special session for By-Law review is on the agenda.

13.6 During a special session for said By-Law review, any amendment to these By-Laws may be considered.

13.7 A two-thirds affirmative vote of those present and eligible to vote shall be required for amendments considered in this manner to be enacted.