Bylaws & Regulations
MASSACHUSETTS TRACK & FIELD OFFICIALS ASSOCIATION
PREVIOUSLY ADOPTED: October 2014
REVISED: October 4, 2018
ARTICLE 1: NAME
1.0 The name of the organization shall be the Massachusetts Track & Field Officials Association (MTFOA)
ARTICLE 2: PURPOSE
2.1 The purpose of the MTFOA is to provide personnel to officiate in all phases of Track and Field Athletics
2.2 Track and Field Athletics shall include track and 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 have reached the age of eighteen (18).
3.2 A candidate for membership must complete an application, submit it to the Commissioner of Officials – or his/her designee pass an entrance examination, pay applicable dues and attend a clinic and training seminar sponsored by the MTFOA.
3.3. Requirements for maintaining membership are set forth in these By-Laws and Regulations.
3.3.A Each member shall attend at least one general membership meeting in each year unless excused for valid cause
3.3.B The Executive Board shall determine if valid cause exists for any failure to meet the aforesaid requirement and shall determine conditions for reinstatement.
3.4 All members are expected to work for the good of the MTFOA
3.5 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 duties of the officers are as follows:
4.3.A The President shall preside at all meeting of the MTFOA Executive Board and General Membership and shall be responsible for such other duties as the Executive Board from time to time determines to the extent authorized by law or these By-laws or Regulations as promulgated.
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 perform such other duties as the Executive Board from time to time determines to the extent authorized by law or these By-laws or Regulations as promulgated.
4.3.C The Secretary –Treasurer shall be responsible for such duties as determined by the Executive Board to the extent authorized by law as well as these By-laws and Regulations as promulgated. Any duties or powers of the Secretary-Treasurer may be delegated to an Assistant Secretary-Treasurer who shall have such other powers and duties as the Executive Board or Secretary-Treasurer from time to time determines to the extent authorized by law or these By-laws or Regulations, as promulgated.
4.3 D The Officers shall perform such other duties as the Executive Board from time to time determines to the extent authorized by law or these By-Laws or Regulations, as promulgated.
ARTICLE 5: EXECUTIVE BOARD
5.1 There shall be an Executive Board that shall have the general charge of the affairs of the Association with the exception of those questions reserved for the general membership.
5.2 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.
5.3 The officers of the MTFOA shall serve on the Executive Board for the term coinciding with their terms of office. The immediate past President shall serve for one year.
5.4 At-Large members of said Executive Board shall be elected at the Spring meeting for a two year term, with three members elected each year.
5.5 The North Area member shall be nominated to serve a two-year term commencing in odd numbered years and the South Area member shall be nominated to serve a two-year term commencing in even numbered years.
5.6 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.
5.7 The term of office of the Executive Board shall begin with the fiscal year of the MTFOA commencing with the first meeting in October.
5.8 The Executive Board shall:
5.8.A Select officers of the MTFOA to fill unexpired terms where vacancies occur;
5.8.B Conduct such business of the MTFOA between meetings not otherwise provided for in these By-Laws and Regulations;
5.8.C Conduct a bi-annual review of these By-laws and Regulations, as adopted;
5.8.D Audit the Treasurer’s records annually and report at the March meeting;
5.8.E Have to authority to impose sanctions as set forth in Article 7 below;
5.8.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 following adoption in a timely manner on the MTFOA website;
5.8.G Appoint an Assistant Secretary-Treasurer with duties and responsibilities as contained in Article 4.3.C above;
5.8 H Appoint a webmaster for the MTFOA website with duties as contained in these By-Laws and Regulations as adopted; and
5.8.I Appoint an apparel manager with duties as contained in these By-Laws and Regulations, as adopted.
ARTICLE 6: COMMITTEES
6.1 The following standing committees are hereby established under these By-laws with such powers and duties as set forth in the Regulations to be hereinafter established and revised from time to time in accordance with procedures set forth herein:
(i) Nominating Committee
(ii) Negotiation Committee
(iii) Dinner Committee
(iv) Recruitment committee
(v) Communications Committee
(vi) Professional Development Committee
6.2 The President with the approval of the Executive Board, or the Executive Board acting on its own, may establish and empower such other or further standing or special Committees it shall see fit in order to carry out the functions or address issues involved in the operation of the Association.
6.3 Membership on all such committees shall be set by the President with the approval of the Executive Board for a term not to exceed two years, but in no instance for a period in excess of the term of the President in office.
6.4 Vacancies on any committee having a defined or limited membership shall be filled by the President with the approval of the Executive Board.
ARTICLE 7: ADJUDICATION OF COMPLAINTS
7.1 Anyone may lodge a complaint for adjudication in writing with the Executive Board concerning any conduct unbecoming of an official who is a member of the Association including, but not limited to application when appropriate of the Rules of the Massachusetts Interscholastic Athletic Association (MIAA), the National Federation of State High School Associations (NFHS), the National Collegiate Athletic Association (NCAA) or other recognized Rules when applicable at a particular meet (hereinafter referred to as the Applicable Rules).
7.2 Any member may lodge a complaint for adjudication in writing to the Executive Board concerning any conduct or decision unbecoming a Meet Director or Race Organizer, whether or not such party is a member of the Association.
7.3. The President of the Association shall appoint a subcommittee of not less than three nor more than seven members of the Executive Board who shall hear and determine any such complaint pursuant to the Regulations adopted by the Executive Board. Such Regulations and all proceedings hereunder shall provide for due process for any party against whom a complaint is brought, prior to any determination by the Executive Board.
7.4 Sanctions that may be imposed under this section against any member shall include formal or informal reprimand, suspension of membership with or without conditions for reinstatement, r termination of membership. Sanctions may be imposed against a Race Organizer or Meet Director may include restricting services of MTFOA members to said Meet Director/Race Organizer and/or the organization represented.
7.5 Any such complaint must be filed within 60 days of the date on which said conduct occurred which forms the basis of the complaint filed under this Article.
ARTICLE 8: FINANCES
8.1 The fiscal year of the Association shall commence on October 1 unless another date is determined by the Executive Board
8.2 The dues of each member shall be fixed annually as recommended by the Executive Board and approved by the Membership.
8.3 Dues are payable on a date (Due Date) to be determined by the Executive Board with sufficient notice to the membership.
8.4 Failure to pay dues in a timely manner as outlined in the Regulations will result in penalties being assessed which may include termination of the member from the Association.
8.5. Appeal for reinstatement shall be made through the Executive Board.
ARTICLE 9: VOTING
9.1 A quorum shall consist of thirty (30) members in good standing at a general membership meeting.
9.2. To be in good standing, a member must have paid his/her dues as required in Article 8 above.
9.3 Only members who are in good standing shall be permitted to vote.
9.4. All motions and elections shall require a majority of those present and voting.
9.5. There shall be no voting permitted by proxy.
ARTICLE 10: MEETINGS
10.1 There shall be an Annual Meeting of the Association which shall be held in October on a date and location as determined by the Executive Board.
10.2 Other meetings of the Association should be scheduled on dates and at locations as determined by the Executive Board with sufficient notice to members as outlined in the Regulations.
10.3 The President may call a special meeting at his/her discretion and, in addition, shall call a meeting upon the request of at least ten (10) members in good standing.
10.4. All members shall be notified at least 10 days in advance of all meetings, unless otherwise provided for in these By-laws or Regulations.
10.5 In those instances where the By-laws and Regulations do not provide, Robert’s 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 its 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.
11.3 Should the position become vacated during the term, the President may name a temporary replacement at his/her discretion immediately and a permanent replacement shall be selected in the same manner as contained in Article 11.1 above to fulfill the unexpired term at the next scheduled meeting of the Executive Board.
11.4 The Commissioner of Officials shall be paid at the rate recommended by the Executive Board and approved by the Membership.
11.5 The Commissioner of Officials shall have such duties and responsibilities as are set forth in the Regulations or as are assigned by the Executive Board, and shall be a member of the Executive Board, with a voice but no vote.
ARTICLE 12: OFFICIALS APPAREL
12.1 The Executive Board shall determine the design and nature of official MTFOA apparel and may in its discretion revise the design and nature of official MTFOA apparel, including the addition of new items of apparel. No apparel of any design or nature once adopted by the Executive Board may be considered improper for use at any Track or Cross Country Meet or sanctioned Road Race, unless the Executive Board by vote disallows such item and provides reasonable notice of such to the membership, or if disallowed by the Games Committee for that specific meet or race. The Meet Director, Race Director and/or Games Committee of any specific event may designate alternate apparel for that event, and shall supply at no charge any apparel different from that previously approved by the Executive Board
12.2 MTFOA apparel shall be used only pursuant to Regulations and with restrictions as determined from time to time by the Executive Board.
12.3 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 the MTFOA.
12.4 An Apparel 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 supervising the inventory of equipment used by MTFOA in assigned meets. The Apparel 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 (30) 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 acted upon at the meeting referred to in said notice.
13.3. Amendments to be enacted require an affirmative vote of two-thirds of members 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 30 days in advance of the date 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.
ARTICLE 14: REGULATIONS
14.1 Regulations shall include those key directives of the Executive Board that deal with the governance of the Association and established by said Board. Such Regulations shall be adopted or amended by the Executive Board acting upon the affirmative vote of two-thirds of the said Board present at a duly constituted meeting.
14.2 Proposals for new Regulations or amendments to the existing Regulations shall be distributed to the Executive Board along with a notice of the meeting at which they will be considered.
14.3 Proposed amendments may be submitted in writing to the President by any member. The President shall inform the submitter in writing as to the disposition of his/her proposal.
14.4 Regulations shall be published on the MTFOA website and available to members of the Association upon request.
ARTICLE 15: NOTICE
15.1 Where action is required to be given under these By-laws, the form of said notice is considered valid and proper if sent by or at the direction of the Executive Board:
15.1A By electronic mail (e-mail) to the last known e-mail address on file with the Secretary- Treasurer;
Or 15.1B By first class mail, postage prepaid to the last known address on file with the Secretary-Treasurer;
15.1C By posting said notice on the MTFOA website.
ARTICLE 16: SAVING CLAUSE
16.1 Failure of literal or complete compliance with the provisions of these By-laws in respect to dates and times of notice, or the sending or receipt of same or errors in phraseology of notice of proposals that in the judgment of the members at a meeting held do not cause substantial injury of the rights of members, shall not invalidate the actions or proceedings of the members at any meeting.
ARTICLE 17: DISSOLUTION
17.1 Upon dissolution of the Organization that shall be by a vote of two-thirds of the members attending a duly called meeting and acting on the recommendation of the Executive Board, if there is not clear successor organization, any funds remaining after payment of all obligations shall be dedicated to another purpose to be determined by vote of the membership – that supports the sport of Track and Field in Massachusetts. The determination of any remaining funds shall be by vote of the Executive Board made no sooner than six months after the vote of dissolution.
[End of By-Laws]
Pursuant to the provisions of Section 14 of the By-Laws, the Executive Board of the Massachusetts Track and Field Officials Association, does hereby adopt the following regulations:
REGULATION 1: RESERVED
REGULATION 2: RESERVED
REGULATION 3: RESERVED
REGULATION 4: RESERVED
REGULATION 5: RESERVED
REGULATION 6: COMMITTEES
6.1 NOMINATING COMMITTEE
6.1.A There shall be a Nominating Committee consisting of five members, who should be selected at the March meeting.
6.1.B The Nominating Committee shall meet for the purpose of selecting a Chairperson.
6.1.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.
6.1.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.
6.1.E. Additional nominations may be made from the floor at the annual meeting.
6.2 NEGOTIATION COMMITTEE
6.2.A There shall be a Negotiation Committee consisting of three members.
6.2.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.
6.2.C The members of said Committee shall select a chairperson from within said Committee each year.6.2.C.1 The Chairperson of said Committee shall receive a stipend as recommended by the Executive Board and approved by the membership.
6.2.D The Duties of the Negotiation Committee are as follows:
6.2.D.1 Negotiate fees and working conditions for all events approved/negotiated by MTFOA.
6.2.D.2 Monitor selection of Officials for approved events as scheduled by the Commissioner or as requested by the event directors.
6.2.D.3 Serve as moderator in receiving criticism or inquiries from Officials and Event Directors regarding approved events.
6.2.D.4 Notify the Executive Board of any problems concerning negotiations.
6.2.D.5 Present an annual report, delivered by the Chairperson, at the annual meeting of MTFOA.
6.3 DINNER COMMITTEE
6.3.A There shall be a Dinner Committee consisting of an indefinite number of members. The Vice President shall serve as the Chairperson of said Committee.
6.3.B The Committee is hereby charged with full responsibility for planning the Annual Dinner of the Association, including but not limited to the selection of a date and site as well as the determining the price of tickets along with any program and any other activities involved with such dinner.
6.4 RECRUITMENT COMMITTEE
6.4 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 the MTFOA and shall develop policies and procedures that shall be subject to approval by the Executive Board.
6.5 COMMUNICATIONS COMMITTEE
6.5 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 that shall be subject to approval by the Executive Board.
6.6 PROFESSIONAL DEVELOPMENT COMMITTEE
6.6 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, as well as shall develop policies and procedures that shall be subject to approval by the Executive Board.
REGULATION 7: ADJUDICATION OF COMPLAINTS
7.1 Upon receipt of a written complaint, received by the President within sixty (60) days of an incident on which the complaint is made, the President shall appoint a subcommittee of 3, 5 or 7 members of the Executive Board. In making such appointments the President shall consider diversity of membership and experience. The President shall appoint one member to Chair the Subcommittee.
7.2 The Subcommittee shall notify the individual or organization against which the complaint has been brought and shall investigate the incidents leading to the Complaint.
7.3 The Subcommittee, after due consideration and discussion, shall have the authority to dismiss any complaint it determines has not been brought within sixty (60) days of the date on which said conduct occurred which forms the basis of the complaint or determines has not brought in good faith, which has been resolved by subsequent action, or which - after reasonable investigation - it feels does not merit further processing.
7.4 If the Subcommittee determines to pursue a complaint, it shall allow both the party complainant and the party against whom the complaint is brought to be heard in writing or in person, to present witnesses, and to provide other exhibits or information on either party’s behalf.
7.5 Should the Subcommittee determine that there has been adequate proof of actions detrimental to the standing or respect of the organization; that demonstrate an inability to consistently and fairly carry out the judgments required of a certified official; or that are in violation of the rights of any person, it may recommend to the Executive Board imposition of sanctions as allowed under the By-Laws or Regulations. The following are among the causes for which sanctions may be imposed by the Executive Board:
1. Failure on more than one occasion to fairly apply an applicable Rule as required of a certified official;
2. Persistent failure or inability to make appropriate judgments as required by the applicable Rules;
3. Violation of the rights of any persons including participants, fans and officials; and/or
4. Failure to provide a safe environment for an event to take place or continue.
7.6 The Subcommittee shall, after its decision on the merits of the complaint and the sanction to be applied, report same to the Executive Board. The Executive Board shall consider the report of the Subcommittee and shall impose such sanctions that it feels appropriate or make further investigation and findings, if it determines it appropriate to do so.
7.7 Any party who is the subject of any sanction may appeal to the full Executive Board, which shall consider such appeal in person or in writing as it determines and shall issue findings and take action as it deems just.
REGULATION 8: FINANCES
8.1 The amount of dues is determined by the Executive Board and is based upon the current fee schedule as contained in the MIAA Game Officials Handbook.
8.2 Dues are payable on July 1 (Due Date) and will cover a period commencing on July 1 and concluding on June 30 of the following year.
8.3 If such dues are not paid within three (3) months of the Due Date (or by the date of the Annual Meeting, whichever is later), the Secretary-Treasurer shall send a reminder to those members whose dues remain unpaid. If such dues are not paid within six (6) months of the Due Date, but less than one (1) year from the Due Date, the amount owed to bring the member into good standing will be the current or existing dues rate plus a 50% penalty.
8.4 Those members whose dues are in arrears by more than one (1) year from the Due Date shall be dropped from the membership rolls with proper notification by the Secretary-Treasurer.
REGULATION 9: RESERVED
REGULATION 10: MEETINGS
10.1 There shall be an Annual Meeting of the Association shall be held in October and should be scheduled on the first Thursday in October unless changed by vote of the Executive Board.
10.2 Other meetings of the Association should be scheduled for the first Thursdays of December, March and May unless changed by vote of the Executive Board.
10.3 Any such vote to change a meeting date above may be made by an affirmative vote of a simple majority of the Executive Board members present and voting.
10.4 Notice of such meeting change must be given to the membership at least thirty (30) days in advance of the new meeting date.
10.5 If a scheduled meeting is postponed due to inclement weather or other factor beyond the control of the host facility, then said meeting may be re-scheduled by or at the direction of the Executive Board and said 30 day advance notice provision contained in Regulation 10.4 above is waived.
REGULATION 11: COMMISSIONER OF OFFICIALS
11.1 The Commissioner of Officials shall have the following duties and responsibilities:
11.1.A Assign officials to Track & Field Athletic events as approved or negotiated by the Negotiation Committee;
11.1.B Prepare a roster of officials for approved events and report to the Treasurer, who shall be responsible for making payment to said officials;
11.1.C Report to the Negotiation Committee concerning assignments and compliance with negotiated terms;
11.1.D Report to the Executive Board concerning assignments;
11.1.E Provide necessary information to officials including, but not limited to, fees, working conditions, uniforms, equipment and reporting time of officials; and
11.1.F Process applications for membership and oversee the administration of examinations, including sending, receiving and grading examinations of candidates for membership. The duties in this subsection may be delegated to another member with the approval of the Executive Board.
REGULATION 12: OFFICIALS APPAREL
12.1 MTFOA apparel may be worn by members in good standing at a Track & Field Meet, Road Race or Cross Country Meet (meets/races) under one or more of the following conditions:
12.1.A The meet has been negotiated by MTFOA and assigned by the MTFOA commissioner;
12.1.B The meet is one of the MIAA State Tournament meets;
12.1.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;
12.1.D The Bay State Games or The Special Olympics;
12.1.E A starter, Finish Lynx or Hytek operator who has been hired directly by a high school, prep school, college, university, facility or road race director so long as other officials are hired according to a provision of the By-Laws or this Regulation;
12.1.F An official in good standing who has volunteered his/her services or who may be paid a fee in an amount less than the MIAA recommended fee as part of an apprentice program established for newer officials in order to gain experience in officiating at meets/races. This provision also applies to an official in good standing serving as a mentor for said new official; and/or
12.1.G Such other situations as may arise with prior approval of the Executive Board.
12.2 MTFOA apparel is not to be worn for the purpose of gaining admission to or procuring a more favorable viewing position at any such meets/races.
REGULATION 13: RESERVED
REGULATION 14: RESERVED
REGULATION 15: RESERVED
REGULATION 16: RESERVED
REGULATION 17: RESERVED
(End of Regulations)