KANAWHA VALLEY FOOTBALL OFFICIALS ASSOCIATION, INCORPORATED CONSTITUTION ARTICLE I. Name

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1 KANAWHA VALLEY FOOTBALL OFFICIALS ASSOCIATION, INCORPORATED CONSTITUTION ARTICLE I Name This organization shall be known as the Kanawha Valley Football Officials Association, Incorporated (also herein referred to as Association ) ARTICLE II Purpose The purpose of the Association is to provide qualified and competent football officials for local youth football league contests and scholastic (involving junior high, middle or high school) football contests in the state of West Virginia. The Association desires to provide opportunities to those who wish to become football officials and provide them with training on how to become a football official. The Association will also provide education to existing members (including, but not limited to, clinics, rules/mechanics meetings and information distributed electronically) to aid in their preparation to officiate football games in a competent manner. This Association shall follow the West Virginia Secondary School Activities Commission s (herein also referred to as the WVSSAC) rules and regulations pertaining to football officiating ARTICLE III Officers Section 1. The elected officers of the Association shall be a president, a vicepresident, a secretary-treasurer, two-year assignment commissioner and one-year assignment commissioner and a member at large. The election of officers of the Association will follow Article VII of the Bylaws. The following is the terms for each elected officer: President One Year Vice President One Year Secretary-Treasurer Three Years 1

2 Assignment Commissioner Two Years (Upon expiration of the term of one year will assume the duties of the one-year assignment commissioner) Member-At-Large One Year The term of office for all officers shall begin upon proper installation. Section 2. The Executive Committee shall consist of the elected officers of this Association and the immediate past president. Section 3, Any office which becomes vacated for any reason shall be filled by the Executive Committee until the next scheduled election of officers. Section 4. The duties of the officers, requirements for membership, provisions concerning meetings, regulations, policy, and other matters that may be necessary shall be provided by the By-Laws. ARTICLE IV AMENDMENTS OF CONSTITUTION AND BY-LAWS Section 1. The Constitution and/or By-Laws may be amended solely by the general membership of the Kanawha Valley Football Officials Association, Incorporated at either of the annual business meetings by majority vote of the members present. Section 2. A request to amend the Constitution and/or By-Laws shall be submitted in writing by mail or electronic means to the Executive Committee at least thirty days prior to either of the semiannual business meetings. The Executive Committee shall cause the membership to be notified in writing by mail or electronic means at least two weeks prior to either annual business meetings of the proposed changes. The term electronic means when used in this Constitution and/or By-Laws shall mean or facsimile transmission and shall be considered an acceptable form of notification by this Association. BY-LAWS ARTICLE I 2

3 PRESIDENT Section I. The president shall be in charge of all regular meetings. The president will be authorized to appoint appropriate committees for the purpose of expediting matters for this Association. ARTICLE II VICE-PRESIDENT Section 1, The vice-president will perform the duties of the president when the president is absent. ARTICLE III SECRETARY-TREASURER Section 1. The secretary-treasurer shall keep records of the proceedings and an account of the business he has transacted for this Association. Section 2. The secretary-treasurer shall be responsible for arranging necessary printing and shall receive, file and dispose of all materials according to the policy adopted by the Executive Committee and general membership. Section 3. The secretary-treasurer shall receive all dues, fees, insurance and other such funds as may be necessary for the financing of the Association s functions. The Secretary-Treasurer shall cause the funds of the Association to be placed and held in a checking account and/or savings account with an FDIC insured institution approved by majority vote of the Executive Committee. Section 4. The secretary-treasurer shall correspond for this Association as directed by the general membership or Executive Committee. Section 5. The secretary-treasurer shall, when corresponding with the WVSSAC, provide copies of such correspondence and WVSSAC s reply to the Executive Committee members. Section 6. This Association shall have full authority to fix the salary of the secretarytreasurer. The salary shall be paid on the second Monday in September of each year and shall not be reduced during the year, except for neglect of duties or for other justifiable reasons. Section 7. The secretary-treasurer shall pay all bills approved by the Association, or by the Executive Committee. 3

4 Section 8. In the event the secretary-treasurer is temporarily unable to perform his duties, the president shall cause his duties to be performed. Section 9. The Secretary-Treasurer must provide any and all requested records, to any member of the Association in good standing, of the proceedings and accounts of the business he has transacted for this Association, within 30 calendar days of the date the request was received. In the event the requested records cannot be produced, the Secretary-Treasurer must notify the requestor within 30 calendar days the reason for the delay or denial. Posting the requested records on the Association s website within the allotted time is to be considered fulfilling the request. ARTICLE IV ASSIGNMENT COMMISSION EXECUTIVE COMMITTEE MEMBERS Section 1. The Assignment Commission Executive Committee members shall be the One- and Two-Year Assignment Commissioners. This Commission shall represent the Association in matters involving this Association and conferences or commissioners that use the services of this Association s members. ARTICLE V THE EXECUTIVE COMMITTEE Section 1. The Executive Committee shall act during the interim of the regular meetings. A meeting of the Executive Committee may be called by the president or a majority of the members of the Executive Committee. Section 2. Any member shall be subject to appropriate disciplinary action for failing to comply with the mandates and policies of this Association, for incompetency or for any behavior unbecoming of a representative of this Association. Complaints against any member shall be submitted to the Executive Committee in writing and signed by the complainant. The member so charged shall be notified by certified mail, return receipt requested and/or electronic means. The Executive Committee shall provide a hearing if requested for any member so charged at the next meeting or special meeting called for the purpose of the hearing, and call such witnesses and demand such written material and testimony as the Committee deems relevant to the case. If the Committee, after due consideration, finds the member guilty in whole or in part of the offense charged, it shall be empowered to assess a penalty or penalties which may 4

5 include, but are not limited to, a reprimand, probation, monetary fine, suspension or expulsion of such member from the Association. The member shall be notified within seven days by certified mail, return receipt requested and/or by electronic means of the decision of the Committee and of penalties assessed. The member so charged shall have the right to appeal any Committee s decision to the general membership at any following meeting of the Association. The member so charged shall be notified by certified mail, return receipt requested and/or by electronic means and make his decision of appeal known in writing and/or by electronic means to the Executive Committee within 15 days of his notification of the Committee s decision. The decision of the general membership is final. Provided, however, if a decision of the general membership is based upon a violation of a WVSSAC rule the member so charged shall have the right to appeal to the WVSSAC Board of Appeals in accordance with the WVSSAC Handbook. Expelled members may be reinstated to membership status by majority vote of the general membership after the period of expulsion expires. A majority vote shall be required by the Executive Committee or general membership for any decision rendered under this action. Section 3. The Executive Committee shall be authorized to establish a training program for new or beginning officials. If a training program is provided, such shall be compulsory for beginning officials and the Executive Committee shall formulate a training program in accordance with the WVSSAC Handbook. The Executive Committee shall select the instructor or instructors for the training programs and shall establish the fees to be charged. Section 4. The Executive Committee shall appoint one of the Assignment Commissioners to maintain a listing of the member officials open dates. This list will be comprised of individuals open dates on the Association s website. Upon request, the appointee shall provide the names of available officials to fill assignments and schedules for schools, coaches and members of the Association. Section 5, The Executive Committee shall appoint one or more rules interpreter(s) whose duties shall be to attend appropriate clinics, keep abreast of rules changes, provide or cause to be provided proper interpretations of rules and mechanic procedures for members. Section 6. The Executive Committee shall be responsible for an annual audit of this Association s accounts to be performed. A report of the audit shall be given at the first business meeting. Section 7. The Executive Committee shall meet a minimum of six (6) scheduled meetings per year, and may meet as needed for unannounced meetings, to conduct the necessary business of the Association. All Executive Committee members are required 5

6 to attend at least four (4) of the scheduled executive committee meetings, and as many of the unannounced Executive Committee meetings as possible. Section 8. Any Executive Committee member who fails to attend the minimum number of meetings will be notified in writing by the Executive Committee with a letter of reprimand to that individual for not participating in their elected capacity. In the event the sanctioned officer fails to resume active participation in their elected capacity, they shall be removed from office by majority vote of the executive committee. Any member of the KVFOA who is elected to an office and is subsequently removed from the Executive Committee will be notified in writing that they are ineligible to hold office in the Association for a period of five (5) years. ARTICLE VI MEMBERSHIP Section 1. The Association shall consist of active, associate and inactive members. Section 2. Active membership shall be defined as members who have met the requirements of this Article or any members in good standing prior to the adoption of this section. Section 3. Associate membership shall be defined as members who have not met the requirements in sections five and six of this Article. Section 4. Inactive membership shall be defined as those members who have applied for and have been granted inactive membership status by the Association and as provided by the WVSSAC. An inactive member continues to be inactive until he applies for active membership. Section 5. After completion of training and with the recommendation of their instructor, a new applicant may be considered for active membership in this Association. Associate membership is a prerequisite for active membership. Section 6. Applicants for active membership shall be approved by a two-thirds vote of the active members in attendance at any meeting, and shall be required to take an oath to uphold the provisions of the Constitution, By-Laws, policies and mandates established by this Association. Section 7. Registration for membership in this Association shall be made by filing the appropriate form by the applicant with the secretary-treasurer. The appropriate form shall be accompanied by appropriate membership dues and any assessments. Such dues and assessments shall be returned should an active or associate member fail to qualify or 6

7 withdraw from the Association or become inactive prior to the beginning of the WVSSAC football season. Effective June 1, 2018, the KVFOA will waive the KVFOA Annual Registration Fee for the first year to all Military Service and First Responders when taking a local board training class as long as the KVFOA and WVSSAC is provided proof of service and/or credentials for military service or a first responder and meet all other requirements of the KVFOA and WVSSAC for first year officials. Such individuals must still pay the KVFOA Rookie School Fee. This KVFOA waiver is allowed only once to the same individual. Section 8, Annual membership dues shall be established by a majority vote of the general membership. Section 9, The annual membership dues shall be paid to the secretary-treasurer prior to the established deadline date. Once the established deadline date for the annual membership dues has expired, in addition to the regular membership dues, a late registration fee as established by the Association shall be assessed all members in arrears. The late fee registration shall be paid to the secretary-treasurer and shall conform to the established WVSSAC late fee registration deadline. Any member who has not paid their membership dues shall be suspended from membership for the officiating year in which they fail to pay their dues. They may become a member the following year by meeting all of the requirements established by the WVSSAC and this Association. A member in good standing with this Association shall not be assessed any dues or fees by this Association while on active military deployment with prior written notification and or by electronic means to the President. Section 10. Article. Transferees shall be deemed Associate members as required by this Section 11. No member of the Kanawha Valley Football Officials Association, Incorporated shall hold dual membership in another local football officials association under WVSSAC jurisdiction. The holding of such dual membership shall cause the Executive Committee to take such action as provided in Article V, Section 2 of this Constitution and By-Laws. Section 12. Members of the Kanawha Valley Football Officials Association, Incorporated are encouraged to charge fees related to officiating football games (including but not limited to travel expenses) as determined by the Fee and Assessment Committee. A listing of fees shall be published on the Association s website. The determination and approval of such fees is outlined in Article IX of these By-Laws. Section 13, Each active, associate member shall take required rules examinations as provided by the WVSSAC. 7

8 Section 14. No member of this Association shall contract for, incur any debt or enter into any agreement or otherwise obligate this Association except by authorization of the membership or by authority contained in the Association s Constitution or By-Laws. Section 15. Equal Opportunity: This Association believes in and operates on the premise that it is the right of all persons to seek work and to advance on the basis of their individual merit, ability, and potential. This basic concept applies to all members of our Association regardless of race, ethnicity, gender, and/or religious beliefs. Section 16. Membership of the KVFOA, Inc. and/or registered with the appropriate state association does not guarantee officiating assignments nor obligate the Association to assign games. ARTICLE VII QUORUM AND VOTING Section I. Thirty-three (33) percent of the active members shall constitute a quorum for the purpose of transacting business for the Association. Section 2. Each active member in good standing is entitled to a vote on all matters that come before this Association for a decision, and a majority vote is required for positive action, except as provided in Article VI, Section Six. Associate members shall not have voting privileges unless they have met the requirements of this Association including the attendance of the required number of scheduled meetings and the taking of all the appropriate examinations. Section 3. Elections shall be held by secret ballot at the last business meeting. Only members in good standing who are in attendance shall be allowed to vote. There is nothing implied herein that an officer may not succeed themselves. Nominations for the various offices shall be made by the membership at the business meeting. Individuals nominated for any office must be present at the business meeting to accept any nomination or, in the alternative, must have previously provided to the president, vice-president, or secretary-treasurer, a written and signed statement indicating any offices for which the individual is willing to accept nomination. Section 4. Upon a tie vote, those candidates who are tied will be subject to another vote by the membership. If a tie still exists, a vote of the president, vice president and secretary-treasurer will be conducted to determine a winner. If any of those officers are not present or are candidates for such office, the following officers shall substitute for them in order of one-year assignment commissioner, two-year-assignment commissioner and member-at-large. 8

9 ARTICLE VIII MEETINGS Section 1. Regular meetings shall be held at the discretion of the Executive Committee and there shall be a minimum of 14 total meetings scheduled every year with double meetings accounting for at least half which will allow each member to meet the requirements of WVSSAC. At least two business meetings shall be held by the Association each year. All such scheduled meetings will be published on the Association s website. All regular meetings and the two business meetings shall meet the WVSSAC criteria to count as rules meetings toward the members yearly point total. Section 2. Special meetings shall be called at the discretion of the president, Executive Committee, or by majority vote of the active membership. Section 3. Members shall be required to be present at regularly scheduled meetings at least one hour to qualify for attendance. Any member who is late in excess of fifteen minutes past the scheduled meeting time will not receive credit for meeting attendance. The Executive Committee will be responsible for monitoring attendance. Section 4. Each member must meet the minimum meeting requirements of the WVSSAC at the local designated meeting place set forth by the Executive Committee, unless otherwise excused by showing due cause as to why the meeting requirements of this Article cannot be met without undue hardship. The Executive Committee is further authorized to provide credit for meeting attendance as it deems appropriate. A majority vote shall be required of the Executive Committee to take action under this Article. ARTICLE IX COMMITTEES Section 1. The standing committee of the Association shall be a three member Fee and Assessment Committee. The committee will consist of the one-year assignment commissioner serving as chairperson, two-year assignment commissioner and the third member shall be appointed by the president and subject to the approval of the Executive Committee. Section 2. The Fee and Assessment Committee shall meet at least once a year for the purpose of considering and recommending proposals of officiating and travel fees and reporting such directly to the Executive Committee. Such recommendations for changes shall be submitted in writing or by electronic means to the Executive Committee for their 9

10 action. Upon approval of the Executive Committee, the recommendation would be submitted to the general membership at a business meeting for a vote. Section 3. Any proposal affecting any matter within the responsibilities of the Fee and Assessment Committee shall be submitted in writing or by electronic means to the Fee and Assessment Committee at least 60 days prior to the submission of such proposal for consideration by the general membership at a business meeting. ARTICLE X UNIFORMS Section 1. Uniforms shall be as prescribed by the WVSSAC. The Constitution was officially adopted and amended October 6, It was amended Dates of Amendment: November 2, 1993 October 25, 2011 June 25, 2012 August 6, 2013 July 25, 2015 July 31, 2018 November 5,