USA TRACK & FIELD ARIZONA, INC.
The name of the non-profit organization shall be USA Track &
Field Arizona, Inc. The
acronym "USATF/AZ" shall be used for the purpose of brevity or
for use in a logotype.
As used in these by-laws the term:
- "USATF" means USA TRACK & FIELD, INC.
- "Amateur athlete" means any athlete who meets the
eligibility standards established by the USATF for the sport of Athletics;
- "Amateur athletic competition" means a contest, game,
meet, match, tournament, or other event in which the amateur athletes
- "Amateur sports organization" means a not-for-profit
corporation, club, federation, union, association, or other group organized
in the United States which sponsors or arranges any amateur athletic
- "International amateur athletic competition" means any
amateur athletic competition involving athletes from two or more countries;
- "Sanction" means a certificate of approval issued by
authority of this Association;
- "Athletics" means inclusively, track and field, long
distance running, cross country running, road running, and race walking and
any other sport discipline recognized by the IAAF;
- "IAAF" means International Amateur Athletic Federation;
- "IOC" means International Olympic Committee;
- "USOC" means United States Olympic Committee;
- "Active athlete" means any individual who is actively
engaged in amateur athletic competition in the sport of Athletics or who has
represented the United States in international amateur athletic competition
held under IAAF jurisdiction in the sport of Athletics within the preceding
- "NCAA" means National Collegiate Athletic Association;
- "Association" means the organization that administers a geographically
defined area (i.e. the Arizona Association of USATF).
- "RRCA" means Road Runners Club of America;
- "NAIA" means National Association of Intercollegiate Athletics;
- "NJCAA" means National Junior Collegiate Athletic Association;
- "NFSHA" means National Federation of State High School Associations;
- "AIAW" means Association for Intercollegiate Athletics for Women;
- "Armed Forces" means the United States Army, United States Navy, United
States Air Force, and the United States Marine Corps;
- "TFA/USA" means the Track & Field Association/United States of America;
- "Board" means the Executive Board of USATF/AZ.
The purpose of USATF/AZ is to act as the governing body for
the sport of Athletics in the State of Arizona. In connection with such
purposes, USATF/AZ shall:
- Develop interest and participation throughout Arizona and
be responsible to the persons and amateur sports organizations active in the
sport of Athletics;
- Minimize, through coordination with other sports
organizations; conflicts in the scheduling of all practices and competitions
in the sport of Athletics;
- Keep amateur athletes active in the sport of Athletics
informed of policy matters and reasonably reflect the views of such athletes
in the policy decisions of the USATF/AZ;
- Sanction amateur athletic competition in Athletics in
accordance with the provisions of these by-laws, and those of USATF;
- Provide for participation by amateur athletes in amateur
athletic competition in the sport of Athletics, in accordance with the
provisions of these by-laws and those of USATF;
- Provide equitable support and encouragement for
participation by women in the sport of Athletics;
- Encourage and support amateur athletic sports programs in
the sport of Athletics for handicapped individuals;
- Provide and coordinate technical information on physical
training, equipment design, coaching, and performance analysis in the sport
- Encourage and support research, development, and
dissemination of information in the areas of sports medicine and sports
safety in the sport of Athletics; and
- Encourage open competition between amateur athletes with
other athletes, to the extent permitted by the lAAF.
(k) Perform all other
duties necessary for the administration of Athletics in the State of Arizona and
to achieve this corporation’s purpose.
AUTHORITY OF THIS ASSOCIATION
This Association shall be the governing body for the sport of
Athletics in Arizona and shall exercise the following powers:
- Establish State goals and encourage the attainment of
those goals in the sport of Athletics;
- Serve as the coordinating body for amateur athletic
activity in the sport of Athletics in Arizona;
- Conduct amateur athletic competition in the sport of
Athletics, including Association championships, and establish procedures for
the determination of eligibility standards for participation in such
competitions, except for restricted competition.
- Represent the State of Arizona in USA Track and Field, Inc.
- Any sports organization which conducts Athletics competition,
participation in which is restricted to a specific class of eligible
athletes (such as high school students, college students, members of the
Armed Forces, or similar groups or categories, shall have exclusive
jurisdiction over such competition.)
USATF/AZ shall be autonomous in its governance of the sport of
Athletics, in that it independently shall determine and control all matters
central to such governance, shall not delegate such determination and control,
and shall be free from outside restraint. This provision shall not be construed
as preventing USATF/AZ from contracting with third parties for administrative
assistance and support in connection with its stated purpose.
CONSTITUENCY OF THIS ASSOCIATION
- The basic constituency of USATF/AZ shall consist of the
geographic area of Arizona, and membership is open (1) to any amateur
athlete, coach, trainer, manager, administrator, official or other
individual residing with the geographic area of this Association and active
or interested in the sport of Athletics, and (2) to any bona fide amateur
sports organization organized within the geographic area of this Association
which regularly sponsors or arranges programs or competitions in the sport
- The constituency of USATF/AZ shall also consist of those
amateur sports organizations which conduct, in the sport of Athletics, on a
level of proficiency appropriate for the selection of amateur athletes to
represent the United States in international amateur athletic competition, a
national program or regular national amateur athletic competition, and have
the managerial and financial capability of holding a championship.
DELEGATES AND THEIR SELECTION TO MEETINGS OF USATF/AZ
The following persons shall be entitled to participate, as
voting delegates, at each annual or special meeting of USATF/AZ. provided
however, that all delegates must be current USATF members.
- One delegate from each club duly registered within the
stated geographic boundaries; the chairman from each of the standing sport
committees active within the stated geographic boundaries; the elected
officers of USATF/AZ; and at least two delegates whose vocation includes the
administration or coaching of school/college community. Athletics Active
athlete delegates shall be in accordance with the percentages set forth in
Article 7, paragraph (b2) of the by-laws of USATF.
- At-large delegates to be named from each amateur sports
organization referred to in Article 5(b) and recognized by USATF/AZ, to
include but not be limited to NCAA, AIAW, NJCAA, NAIA, NFSHSA; and a
representative from each of those organizations referred to in Article 6(c)
of the by-laws of the USATF.
MEETINGS OF USATF/AZ
- The annual meeting of USATF/AZ shall be held in the last
quarter of each year, at such date, time and place as may be fixed by USATF/AZ,
upon recommendation from its Executive Board, and announced by requisite
notice of such meeting Special meetings of USATF/AZ shall be held upon call
by the Executive Board. The Executive Secretary shall give each certified
delegate, and each of the organizations or individuals referred to in
Articles 6(a) and (b), at least three weeks written notice of all meetings
of USATF/AZ, such notice to specify the time and place of the meeting and
(in the case of special meetings) the purpose of the meeting. (a) Order of
Business At meetings of USATF/AZ the following is the order of business (1)
roll call of delegates; (2) reading of minutes of preceding meeting; (3)
Treasurer's report; (4) report of officers and committees; (5) unfinished
business; (6) action on proposed amendments; (7) new business; (8)
installation of officers (at annual meeting, even-numbered years); and (9)
- Rules of Order: Questions of order shall be decided by
the chair in accordance with ROBERT'S RULES OF ORDER (NEWLY REVISED), unless
otherwise provided in these by-laws. Decisions by the chair may be appealed
to USATF/AZ. The President may designate a qualified Parliamentarian for all
meetings of USATF/AZ.
VOTING IN USATF/AZ
Each delegate shall have one vote. There shall be no voting by
proxy. No delegate may act as a delegate in more than one capacity. Except as
otherwise provided in these by-laws, all matters shall be decided by majority
vote of those present and voting. There are 5 constituencies entitled to vote,
and the percentages are Active Athletes 20%,
Officials 10%, Elected Officers 10%, Coach’s 10%,
organizational members 50%. All voters must be a minimum
Of 18 years old on the day of the election
Upon majority vote at a duly convened meeting, USATF/AZ may
authorize the conduct of a vote through the distribution and/or collection of
ballots using the mail facilities of the U.S. Postal Service or any other
service that may be authorized; the full procedure and subject matter for vote
to be set forth in the authorizing resolution.
No such mail vote shall be authorized to effect an amendment
to these by-laws.
- The officers of USATF/AZ shall be President, Executive Vice-President,
two Vice-Presidents, Treasurer and Secretary.All to be
elected in the year following the Summer Olympic Games by and from delegates
of USATF/AZ. Further, at the discretion of the Executive Board of this
Association, the office of Treasurer and the position of Membership Chairman
shall be served by the same individual. There shall be no order of
succession to any office. Election of officers shall be by secret written
ballot. In the event an officer resigns or is unable to serve; the Executive
Board shall name a successor for the unexpired portion of his or her term.
- At least sixty (60) days prior to the annual meeting of USATF/AZ, in
even-numbered years, the President shall appoint a Nominating Committee of
five persons at least one of whom shall be an active athlete, to make
nominations for the various officers of, USATF/AZ. No member of the
Nominating Committee shall be eligible for election to office in USATF/AZ at
the meeting for which he serves as a member of the committee. The report of
such committee shall be distributed with the Secretary's notice of meeting
of USATF/AZ. Nominations, in addition to those of the committee, may be made
from the floor of the meeting.
DUTIES OF THE OFFICERS
The officers shall perform the following duties and any other
duties prescribed by these by-laws, USATF/AZ, or the Executive Boards
- PRESIDENT. The President shall preside at all meetings of USATF/AZ
and shall be an ex officio member of all committees. Subject to the
direction of the Executive Board of the USATF/AZ, the President shall manage
and supervise the affairs of the USATF/AZ.
- VICE PRESIDENTS. The Vice Presidents shall perform such duties as
shall be assigned to them.
- TREASURER. The Treasurer shall (1) keep or shall cause to be kept a
correct and complete record of account, showing accurately at all times the
financial condition of USATF/AZ. (2) have charge and custody of, and be
responsible for, all funds, notes, securities, and other valuables which may
from time to time come into the possession of USATF/AZ (3) deposit, or cause
to be deposited, all funds of USATF/AZ with such depositories as the
Executive Board shall designate.
- SECRETARY. The Secretary shall keep or shall cause to be kept all
records of USATF/AZ, and all minutes of meetings of USATF/AZ and the
Executive Board, and in general shall perform all duties pertaining to the
office of Secretary.
- There shall be no order of succession to any office; Election of
officers shall be by secret written ballot. In the event an officer resigns
or is unable to serve; the Executive Board shall name a successor for the
unexpired portion of his or her term.
- Any officer of USATF/AZ may be removed for good cause by a two-thirds
vote of those delegates of USATF/AZ present and voting at an annual meeting
or special meeting called for this purpose, and provided the requisite
notice for such meeting (see Article 9) shall properly set forth the removal
vote on its agenda.
BOARD OF DIRECTORS
- The Board of Directors (the "Board") shall be composed as
follows: The officers of USATF/AZ; the chairman of any Standing Sport
Committee engaged in a duly active program; the chairmen of any Standing
Administrative and Standing Operations Committee of USATF/AZ; one
representative each from the amateur sports organizations referred to in
Article 5(b) above; five at-large members to be elected from and by USATF/AZ
membership; and that number of active athletes, to be elected from and by
the active athletes' delegates to USATF/AZ, which shall be at least 20% of
the total authorized number of members of the Executive Board. The President
of USATF/AZ shall serve as chairman of the Board. The Executive Secretary
shall serve as secretary of the Board.
- No person shall be entitled to sit on the Board for more
than eight consecutive years, provided that this provision shall be waived
to the extent necessary to permit an individual to serve on the Board during
the period that he or she is an elected officer of USATF/AZ.
- The Board shall manage and supervise the affairs of
USATF/AZ. It shall hold its annual organization meeting immediately
following the close of the annual meeting of USATF/AZ, and shall hold at
least one special meeting during each year on call by the President.
Additional special meetings may be called by the President or upon the
written request of any five (5) members of USATF/AZ. Written notice of any
meeting of the Board shall be given by the Executive Secretary at least
three weeks in advance, and shall specify the date, time and place of the
meeting, mailed to the last known address of each Board member.
- A quorum for meetings of the Board shall consist of forty
percent of the members of the Board. Except as otherwise provided herein,
all matters shall be decided by majority vote of those present and voting.
There shall be no voting by proxy. Upon majority vote at a duly convened
meeting, the Board may authorize the conduct of a vote through the
distribution and/or collection of ballots using the mail facilities of the
U.S. Postal Service or any other service that may be authorized; the full
procedure and subject matter for vote to be set forth in the authorizing
- Unless otherwise directed by the Board, the President or
another officer designated by him or her and attested by the Executive
Secretary shall execute all written contracts on behalf of USATF/AZ.
- The Board will appoint the voting delegates to the USATF National
meeting in accordance with Article 7 of the USA Track and Field bylaws.
The chief paid executive of USATF/AZ shall be the Executive
Director, who shall be selected by and shall serve at the direction of the
Board, and who shall carry out the policies of USATF/AZ in accordance with these
by-laws. The Executive Director shall:
- Supervise the paid staff of USATF/AZ, including the
appointment of such personnel and assistants as may be approved by the
- Supervise the proper handling of correspondence and
communications with individuals and athletic organizations.
- Ensure that the authorized officers of this Association
sign all contracts and other legal commitments of the Association.
- Serve as a member of the Board and all committees.
- Ensure that all commitments of this Association made by
him or her are submitted to the appropriate officers of this Association for
review and final approval or rejection prior to execution.
- Operate within yearly budget previously approved by the
Executive Board. In addition, all major funding matters and expenditures
shall be approved by the Treasurer; and
- Carry out other responsibilities assigned by the Board
from time to time.
- A complaint against the CEO shall be delivered to the Secretary of
USATF/AZ. The secretary shall cause copies to be delivered within ten (10)
days to the President and Counsel to the Board. All decisions with respect
to the resolution of a complaint against the CEO are within the sole
discretion of the Board. All complaints against the CEO shall be
acknowledged promptly. A written response shall be made within thirty (30)
days of the resolution of the complaint. Interim reports shall be made every
one-hundred twenty (120) days, pending resolution.
- COMMITTEESof USATF/AZ shall be of four types. High Performance
Division, Long Distance Running Division, General Competition Division,
HIGH PERFORMANCE DIVISION:
Men’s Track & Field Sport
Women's Track & Field Sport
Race Walking Sport
Joint Development Group (see below)
LONG DISTANCE RUNNING DIVISION:
Men’s Long Distance Running Sport
Women’s Long Distance Running Sport
Masters Long Distance Running Sport
Joint Development Group (see below)
JOINT DEVELOPMENTAL GROUP:
Coaching Education Development
Men’s Developmental Development
Sports Medicine & Sciences Development
Women’s Development Development
GENERAL COMPETITION DIVISION
Masters Track & Field Sport
Youth Athletics Sport
Athlete Advisory Operating
Athletics for the Disabled Operating
Coaching Advisory Operating
Law & Legislation Operating
Member Services Operating
- GENERAL PROVISIONS:
- Unless provided for otherwise, the term for members of
all committees shall be four
- No election, selection, or appointment to a Committee
shall be effective until the Secretary of this Association is formally
notified of same by the organization or other party entitled to make same.
Vacancies in a Committee shall be filled by the organization or group
entitled to appoint the committee membership position that is vacant, as
prescribed in Articles 14 through 17.
- Each Sport Committee shall hold its annual organizational
meeting in conjunction with the annual meeting of this Association and each
Sport Committee shall elect its chairman at such meeting. Committees shall
hold such special meetings as may be called by the chairman, at his own
initiative or that of 20% of the membership of the committee, upon 30 days
advance written notice. The notice of a special meeting shall be in writing;
shall set forth the date, time place and purpose of the meeting; and shall
be mailed, by US Mail, to the last known address of each committee member. A
quorum for any Committee meeting shall consist of those present.
- The duties of all chairmen of Committees shall be as
follows: Preside at all meetings of the committee; ensure that all duties
and responsibilities of the committee are properly and promptly carried out;
appoint subcommittees, with the approval of the committee, as may be
necessary to fulfill the duties and responsibilities of the committee;
communicate with the committee members and the Executive Board to keep them
fully informed of happenings and needed decisions to carry out the
committee's responsibilities; keep the President and the Executive Board
offices informed on all committee actions and recommendations; and cause to
be kept and promptly forward to all committee members and the Executive
Board a copy of the meeting notices and minutes of all meetings of the
- DUTIES: Each Sport Committee shall:
- Jurisdiction over the competitions and championships in
the particular sport it controls, and shall institute, locate, conduct, and
manage all such championships.
- Award competitive and championship events for its
- Have the right to reject any entries for competitions (if
deemed objectionable) at any competition or championship, or may delegate
this right to its subcommittee.
- Have the right to appoint subcommittees, whose members
need not be members of the Sport Committee, to manage but not conduct the
various competitions or championships.
- Approve officials for championships involving its sport.
- Upon majority vote of those present, allow the attendance
at its meetings of athletic coaches, officials, or representatives of any
group engaged in the sport, allowing such invitees voice but no vote.
- Upon approval of the Board, authorize additional members
on the committee to ensure proper representation of Sports Organizations
involved in the committee's sport. Any organization that considers its
representation inadequate may appeal to the Board.
- Promote and develop activities related to its sport.
- Have the right to establish an Executive Committee to
perform its duties between annual meetings. The constituency of such
Executive Committee shall be within the discretion of that Sport Committee
except that, if such committee is established by either the Men's or Women's
Track & Field Committees, at least one-third of that membership therein
shall consist of individuals whose vocation is the administration or
coaching of school/college community track and/or field.
- MAKE-UP: Each Sport Committee shall be constituted as
follows: One member from each amateur sports organization referred to in
Article 6; one member to be named by any amateur sports organization
referred to in Article 6, the program and competitions of which are devoted
primarily to the sport discipline of the particular committee; and that
number of active athlete members (active in the particular discipline of the
committee) as called for by the by-laws of USATF, to be named by that Sport
Committee. Each Sports Committee shall, at its annual organizational meeting
(see Article 13(c) (3) elect its chairman.
COMPOSITION OF ADMINISTRATIVE AND OPERATIONS COMMITTEES
Unless otherwise provided, each Administrative and Operations
Committee shall consist of maximum of sixteen members, one to be named from each
duly active Sport Committee and an equal number, including the chairman, to be
named by the President of USATF/AZ.
- BUDGET AND AUDIT: duties and responsibilities shall be:
- At the designated time each year, audit and examine the
accounts of the Treasurer for the preceding fiscal year and report to this
- Examine the accounts of the Treasurer at any other time
as requested by this Association and report to the Association thereon, and
may require the Treasurer to turn over to it all moneys, accounts, books,
papers, vouchers, and records appertaining to his office,
- Recommend to USATF/AZ penalties to be charged to any
organization, club, or individual not meeting its, his or her financial
- Cooperate with the various committees on matters
pertaining to the financial well-being of USATF/AZ;
- In consultation with the appropriate Sport Committee,
recommend to the Association all dues and fees to be paid to USATF/AZ;
- Audit, with professional assistance if requested the
accounts of USATF/AZ and make annual reports thereon to the Board.
- Make-up: The committee shall consist of one
representative from each duly active Sport Committee, three at large members
selected by the President, and the Treasurer. The chairman shall be elected
at the annual organizational meeting, each year, by and from the committee.
- MEMBERSHIP: duties and responsibilities shall be:
- Sanction events approved by the appropriate Sport
- Register and certify athletes for competition in events
sanctioned by USATF/AZ.
- Take action on all cases involving interpretation or
enforcement of any Article of these by-laws concerning sanctioning or
registration matters, including any such matters relating to two or more
members of this Association.
- LAW AND LEGISLATION: duties and responsibilities shall be:
- Consider and present in proper form for action all
proposed amendments to the by-laws of USATF/AZ and may make recommendations
- Have the authority to propose amendments to the by-laws
- Make-up: the committee shall have the composition recited
in Article 15.
- SPORTS MEDICINE AND SPORTS SCIENCE:duties and responsibilities shall
- Study the correlation between health and sports and make
such recommendations as deemed advisable for the conduct of the sport of
Athletics; shall conduct Sports Medicine and Sports Science seminars, and
shall determine the Medical Advisory Committee to USATF/AZ;
- Collect and make arrangements for storing reports from
contributing medical personnel regarding the health care and solutions to
health care problems related to the sport of Athletics;
- Encourage sports medicine and sports science seminars to
be held throughout the State, for time to time, and act as an advisory body
to those interested in conducting sports medicine and sports science
- Prepare a list of medical personnel who are willing to
assist the program in any way;
- Assist and advise Standing Sport Committees in areas of
physiology testing, biomechanical analysis, psychological preparation for
competitors, and nutrition;
- Inventory and evaluate sports medical facilities
throughout the State;
- Provide references for the technical knowledge,
understandings, and applications of sport-related sciences toward improved
development in Athletics;
- Make-up: the committee shall consist of a chairman and
two at-large delegates appointed by the President, and one delegate from
each duly active Standing Sport Committee.
- OFFICIALS: duties and responsibilities shall be:
- The certifying, training, and general supervision of
- The monitoring of the overall requirements for the
training and certification of officials;
- The encouragement and development of standard uniform
attire to be worn when officiating.
In carrying out its overall responsibility, the committee
shall provide forms, examinations, clinic programs, and other material or
know-how. The chairman of the committee shall select a person or committee who
shall be responsible to train, certify, and generally supervise officials under
such rules and procedures consistent with the directives of the National
Committee. The committee may establish (by examination, field experience,
clinics, and such other procedures that they may choose) their overall program
administration, including the direct responsibility to certify the officiating
category of "Association Official" to working officials within the Association.
It shall further be the duty of the Committee to:
- Designate pre-certified officials;
- Certify Association Officials;
- Recommend to the National Committee candidates for
National and Master Official certification.
- Make-up: The committee shall have the composition as
recited in Article 15.
- RECORDS: duties and responsibilities shall be:
- Investigate every performance submitted for record
approval, with its recommendations for approval or rejection;
- Ensure that all requirements for record approval conform
to the requirements of the IAAF with respect to application for and approval
of World Records in such sport;
- Ensure all applications for records are submitted on the
official Record Application form and contain all pertinent information
called for on the form.
- Make sure that any organization hosting a competition has
the proper forms, that the forms are properly completed and forwarded to the
National Records Chairman without delay.
- Ensure that all meetings in sports in which records of
time, distance, or height are maintained, that there is an official called a
Records Clerk present, whose responsibilities shall be to (a) ensure that
insofar as can be controlled, record conditions are met and (b) that record
applications are promptly prepared and submitted.
- Make-up; shall be as recited in Article 15.
- ATHLETES ADVISORY: duties and responsibilities shall be:
- Serve as a source of reference, opinion, and advice to
the President, Secretary and Executive Board with regard to current or
contemplated policies of this Association and in all matters relating to
athletes and athletes rights;
- Make-up: this committee shall be elected at the annual
meeting on even- numbered years by the Athlete Representatives of this
Association who have competed in competition under IAAF jurisdiction during
the last 10 years as a representative of the United State and shall vote for
the following persons: Two (2) - active athletes (male and female) and three
additional at-large athletes, active or inactive;
- This committee shall elect its
chairman, secretary, and other officers it may desire.
Shall include but shall not be limited to the following stated
committees. Any committee not specifically named herein shall be known to be
named if required as per Article 17 of the by-laws of USATF.
- Development Committee: duties and responsibilities shall
- Investigate, stimulate, plan, and promulgate programs on
a broad basis to provide overall development (a) training and competitive
facilities, (b) equipment and supplies, (c) coaching methods, (d) athletic
- Perform the above activities within the parameters
necessary to develop the maximum number of involved athletes from the base
level of novice to the highest proficiency of world-class performers.
- Make-up: shall be as follows: one male and one female
representative from each duly active sports committee; at large members who
shall be the past chairman of this committee; one representative from Sports
Medicine and Sports Science; four active athletes elected by the athlete
representatives of this Association, at least one of which shall represent
Men's Track & Field, Women's Track & Field, Race Walking and Long Distance
The Chairman of this Committee, with the approval of the
President, shall have the authority to appoint additional members necessary to
carry out the responsibilities of this committee.
- Rules Committee: duties and responsibilities shall be:
- Ensure that adequate technical rules and standards of
procedure of competition are developed and that the requirements of the
appropriate rules are complied with during competition-,
- To accomplish the above, initiate proposed amendments to
the rules of competition and present them along with the committee's
recommendations to the Association at its annual meeting for its approval;
- Interpret the rules of competition;
- Make-up: this committee shall consist of a chairman
selected by the President and one representative from each of the duly
active Sports Committees; one representative each selected from the
Officials and Records Committees, three athletes representatives elected by
and from the athletes representatives of this Association.
INTERNAL GRIEVANCE PROCEDURE
- Any member of this Association, parent or guardian of a
member may file a written grievance with the Secretary pertaining to any
matter within the cognizance of this Association and/or alleging a violation
of any provision of these by-laws.
- Any grievance or complaint shall be signed under oath and
shall allege with particularity the nature of the grievance and/or each
claimed violation of the aforementioned documents by reference to specific
sections thereof, stating in concise language how, when and where the
alleged violation occurred. The factual allegations shall be set forth in
numbered paragraphs, each paragraph containing a single factual allegation.
- Upon receipt of a grievance or complaint, the Secretary
shall refer it to the Committee for the sport involved or, in the case of
more generalized grievances or complaints, to the Executive Board. Every
effort will be made to resolve the grievance or complaint at the committee
level through informal means.
- In the event that the member filing a grievance or
complaint is not satisfied with the resolution of the matter by informal
methods, he may request a hearing, whereupon the President shall promptly
appoint a panel of at least three (3) members
in good standing, of which one must be an athlete over 18,
none of whom shall have an interest in the subject matter of the grievance
or complaint, to hear evidence, making findings of fact, and adjudicate the
issues raised. In the event that a grievance is filed against the executive
board the Associations Committee of USA Track and Field will appoint the
panel. The determination of the panel shall be final.
- Fair notice and an opportunity for a hearing shall be
accorded to any amateur athlete, coach, trainer, manager, administrator, or
official before this Association declares such individual ineligible to
participate in any amateur athletic competition.
- At any hearing conducted pursuant to paragraph (d) of
this Article, all interested parties shall have the right to counsel, to
present evidence in support or in opposition to the grievance or complaint,
to cross-examine witnesses, and to present such factual or legal claims as
will support their positions. The hearing panel shall make a summarized
record of the proceedings. The rules of evidence shall not be strictly
enforced; instead, rules of evidence that are generally accepted in
administrative proceedings shall be applicable.
The hearing panel shall expeditiously conduct the hearing and
report its findings of fact and conclusions in writing to the Board and all
SUSPENSION AND EXPULSION
- This Association, or its Board as its representative,
shall have the power
- To suspend for a definite or indefinite period, or
- To expel a member, delegate, athlete, coach, manager;
official or member of any committee who by neglect or by conduct
- Acts in a manner detrimental to the purposes or
this Association, USATF and amateur sports, or
- Has violated any of the By-Laws or rules of this
Association, USATF, or (3) has violated the rules of amateurism as
defined-by the IAAF.
- In between meetings of USATF/AZ, the Board shall have the
authority to exercise the powers recognized in paragraph (a) of this
- For the same reasons stated in paragraph (a) of this
Article, this Association shall have the power to recommend to USATF that' a
member, delegate, athlete, coach, manager, official, or member of any
committee be suspended or expelled provided that all the provisions of due
process as stated in these By-Laws have been met.
- Before exercising its authority under this Article, this
Association or the Board must notify, in writing, the person or organization
involved of any alleged infringement of rules or good conduct, and in order
to afford an opportunity to be heard in a swift and equitable manner.
- On application for reinstatement to the Association by
any person or organization suspended or expelled, said application shall
give in detail the reasons advanced for reinstatement, at which time this
Association may reinstate said person or organization.
SANCTIONS FOR AMATEUR ATHLETIC COMPETITIONS
- The sanctioning policy of this Association for amateur
athletic competition in Athletics shall be in accordance with Article 20 of
the by-laws of USATF and as follows: If this Association does not determine
by clear and convincing evidence that holding or sponsoring an amateur
athletic competition would be detrimental to the best interest of the sport,
this Association shall promptly grant a sanction requested by an amateur
sports organization or person:
- To hold an amateur athletic competition, if such amateur
sports organization or person
- Pays to this Association any required sanctioning fee
if such fee is reasonable and nondiscriminatory;
- Demonstrates that:
- Appropriate measures have been taken to protect
the amateur status of athletes who will take part in the competition
and to protect their eligibility to compete in amateur athletic
- Appropriate provision has been made for the
validation of records which may be established during the
- Due regard has been give to amateur athletic
requirements specifically applicable to the competition,
- The competition will be conducted by qualified
- Proper medical supervision will be provided for
athletes who will participate in the competition, and
- Proper safety precautions have been take to
protect the personal welfare of the athletes and spectators at the
- Submits to this Association an audited or notarized
financial report of similar events, if any, conducted by the amateur
sports organization, or person.
- If a member of this Association proposes to sponsor an
amateur athletic competition to be held in the Association, and has
certified in writing and demonstrated to this Association that it has and
will conform to the standards set forth in subsection (a), it shall, upon
notifying this Association or its designee in writing about such proposed
competition, be entitled to a sanction by this Association for such
competition without further submission, subject to coordination of
scheduling of competitions through the appropriate Standing Sport Committee,
unless this Association determines, by clear and convincing evidence, that
the competitions would be detrimental to the best interests of the sport.
FISCAL AND LEGAL MATTERS
- The fiscal year of this Association shall be September
1.through August 31.
- If requested, corporate fidelity bonds shall be obtained
at the expense of this Association in a form and amount approved by the
Board, indemnifying this Association against losses resulting from
infidelity, defalcation or misappropriation by officers, employees, or
agents of funds, property or assets owned by or under the control of this
- The Board shall, from time to time as necessary,
designate depositories for the funds, property, and assets belonging to or
under the control of this Association.
- Funds on deposit in banks can be withdrawn only by
voucher check upon the signature of the Treasurer if that officer is bonded;
if not bonded, upon signature of the Treasurer and any one of the following
officers: President or Secretary. Other assets or property of this
Association may be transferred from one depository to another by action of
- The Board, effective at the beginning of
each fiscal year, shall have the books and financial records of this
Association audited by the Budget and Audit Committee. This Committee may
employ the services of a Certified Public Accountant to audit said books and
financial records as directed by the Board. After completing the audit, a
report shall be submitted to the Board, and as soon thereafter as reasonably
possible, a copy of such audit report shall be available for each member of
this Association before the next annual meeting.
- All contracts, not in the ordinary course of affairs of
this Association shall be examined and approved for form by the Board of
this Association prior to execution.
- The contents of all contracts affecting Sport Committees
shall, during their negotiation phase be communicated to the appropriate
- Any indebtedness or liability must be authorized by a
majority vote of the Board at a duly convened meeting.
- This Association shall not incur any indebtedness in
excess of $5000.00 without
affirmative vote of a majority of the Board.
The members, directors, officers and/or employees of this
Association shall not be personally liable for any debt of this Association, and
the private property of the members, directors, officers, and/or employees of
this Association shall be forever exempt from its Association debts.
This Association shall indemnify any and all of its directors
and officers, or former directors and officers, against expenses incurred by
them, including legal fees, or judgments of penalties rendered or levied against
any such person while acting within the scope of his authority as a director or
officer of this Association, provided that the Executive Board shall determine
in good faith that such person did not act, fail to act, or refuse to act
willfully or with gross negligence or with fraudulent or criminal intent in
regard to the matter involved in the action, and provided further that the Board
shall have the right to refuse indemnification as to expenses in any instance in
which the person to whom indemnification would otherwise have been applicable
shall have incurred expenses without approval by the Board which are excessive
and unreasonable in the circumstances and are so determined by the Board, and as
to expenses, judgments or penalties in any instance in which such person shall
have refused unreasonably to permit this Association, at its own expense and
through counsel of its own choosing, to defend him or her in the action or to
compromise and settle it.
CONFLICT OF INTEREST
Any individual representing this Association, or who has a
financial arrangement with this Association, or is a member of any of its
committees, shall not participate in the evaluation or approval of a contract
with a supplier to furnish goods or any party to provide services to this
Association or any of its committees, if that individual directly or indirectly
benefits, financially or otherwise, receives any form of compensation from, or
has any interest in any supplier or party under consideration. Each individual
referred to in the fist sentence of this Article shall, upon learning that this
Association or any of its member committees is proposing to enter into an
arrangement in which he or she has a financial interest as aforesaid, promptly
notify the President or Secretary in writing of the existence of such interest,
and the President or Secretary, in turn, shall disclose such interest to those
Association bodies involved in considering entry into the arrangement. In the
event of a violation of this provision, this Association shall have the right to
recover such benefit or payment and to void the contract or transaction.
- These by-laws may be amended at any meeting of this
Association by a two-thirds vote of those delegates present and voting,
provided notice of the proposed amendment has been submitted in writing to
the members of this Association at least thirty (30) says prior to the
- Amendments to these by-laws must be submitted to the
Chairman of the Law & Legislation Committee at least ninety (90) days prior
to the meeting for proper review and submittal to the members of this
Failure of literal or complete compliance with provisions of
the by-laws in respect to dates and times of notice, or the sending or receipt
of the same, or errors in phraseology of notice of proposals, which in the
judgment of the members at meetings held do not cause substantial injury to the
rights of members, shall not invalidate the actions or proceedings of the
members at any meeting.
In the event of dissolution of this Association, whether
voluntary or involuntary, when and as authorized by the affirmative vote of the
active members given at such a meeting called for that purpose, the Executive
Board or such other person or persons so charged with the dissolution of this
Association, shall have the power to dispose of all assets of the Association in
such a manner as to benefit the sport of Athletics.
GUIDELINES FOR HEARING PANELISTS
After the Panel chair has consulted the parties to the dispute, the
hearing panel members and any witnesses, a date that is convenient to
all parties should be set for the hearing. If documents will be
presented at the hearing by either party, a copy must be made for each
panel member and for all other parties to the hearing excluding
- Petitioner has 5 minutes for opening statement.
- Respondent has 5 minutes for opening statement.
- Petitioner presents witnesses
- Petitioner asks questions of witness, witness answers
- Questions should be such that tells the story to Panel about the
facts in dispute, for the witnesses own knowledge
- Respondent cross-examines the petitioner’s witness.
- Panel members ask questions, if something is unclear to them.
- Petitioner introduces any other documentary evidence provided to
Panel. Panel Chair will label documents for easy reference in Decision
- Defendant has 5 minutes for opening statement.
- Defendant has 5 minutes for opening statement.
- Defendant presents witnesses
- Defendant asks questions of witness, witness answers
- Questions should be such that tells the story to Panel about the
facts in dispute, for the witnesses own knowledge
- Petitioner cross-examines the defendant’s witness.
- Panel members ask questions, if something is unclear to them.
- Petitioner introduces any other documentary evidence provided to
Panel. Panel Chair will label documents for easy reference in Decision
- Defendant has 5 minutes for closing statement.
- Petitioner has 5 minutes for closing statement.
The decision of the Panel must be rendered within
fourteen (14) and prepared in writing to all interested parties except
Due Process Afforded an Athlete, Coach or
Before Declaring Ineligible
"No amateur sports organization is eligible to
nor is it eligible to continue to be recognized
as a National
Governing Body unless it – provides…fair notice
opportunity for a hearing to any amateur
athlete, coach, Trainer,
manager, administrator, or official before
individual ineligible to participate;"
USOC Constitution, Article IV, Section 4 ( C )
( 8 )
- Notice of the specific charges or alleged violations in
writing, and possible consequences if the charges are to be found true.
- Reasonable time between receipt of the notice of charges
and the hearing within which to prepare a defense;
- The right to have the hearing conducted at such a time
and place so as to make it practicable for the person charged to attend;
- A hearing before a disinterested and impartial body of
- The right to be assisted in the presentation of one’s
case at the hearing, including the assistance of legal counsel, if desired
- The right to call witnesses and present oral and written
evidence and argument;
- The right to confront and cross-examine adverse
- The right to have a record made of the hearing if
- A written decision, with reasons therefore, based solely
on the evidence of record, handed down in a timely fashion;
- Written notice of appeal procedures, if the decision is
adverse to the person charged, and prompt and fair adjudication of the