Chapter 2 Association Annual Meetings and Elections

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1 Chapter 2 Association Annual Meetings and Elections 2.1 INTRODUCTION Each Association is required by Regulation 7 to hold an Annual Meeting. In addition, many states corporation laws require a corporation to hold an Annual Meeting. The Annual Meeting is a meeting of all of the members of the Association and typically the main purpose is to hold the election for officers and address any other matters that must be approved by the membership as a whole, as may be required in an Association s Bylaws. NOTE: Employees working within the past 90 days may not participate in the election process. However, employees may, at the Association s discretion, vote if they are members of the Association and otherwise eligible. 2.2 DATE / NOTICE Each Association should reference its Bylaws to determine the notice (how many days prior to the date of the meeting that members must be informed of the date and location for the meeting) that is required for the Annual Meeting. The Association s Bylaws must also minimally meet the provisions of USATF Regulation 7(G)(3). These are as follows: Notice of an election must be given to each member of an Association. Notice may be by mail, newsletter, the Association website, or the USATF website (If a website is to be used to inform members of the elections, then members must be informed as to where to find that information on the website through a mailing or newsletter). Notice must be given at least 30 days prior to the election. If there is a date for nominations, notice should also be given 30 days prior to this date. See Exhibit 2 A for a sample meeting notice. If there is a change in the time or date of the election, 14 days notice of the change must be given. 2.3 AGENDA The proposed agenda for the Annual Meeting should be included in the Notice of the Meeting. Any matters that the Association must bring before all of the members of the Association should be included on the agenda. A sample agenda might include the following: Review & approve minutes of prior annual meeting Accept nominations for office (if you hold an in person election) Accept nominations for committee chair Balloting Announce results of election 2 1

2 Make any appointments Approve any bylaw or other regulation changes Discuss any Old Business or topics for New Business Other items will be determined in accordance with the procedures of the Association. 2.4 ELECTION PROCESS The process for each Association s elections should be set forth in their bylaws. All of the notice provisions set forth above should be reflected in the bylaws. The following is an abbreviated version of USATF Regulation 7(G). Additionally these provisions are subject to change. You should reference the current copy of the USATF Governance Manual for all of the provisions of this regulation. Nominations for Positions Use of a nominating committee is optional. The committee may be established and may consist of those individuals the Association determines appropriate. Floor nominations must be allowed during all in person elections. In the event a particular state allows for mail ballots and said mail ballots are used, there must be a process for write in nominations. A clear process must be provided to each member and the process must not be unduly rigorous. Candidates for office must be members of the Association and at least 18 years of age at the start of their term. Candidates must have one nominator and one seconder; both must be members of the Association. Voter Criteria An individual may only vote once regardless of the number of positions he or she holds. Voting by proxy is not permitted in any USATF election or ballot issue at the national level, but may be permissible in the state in which your Association is registered. Individuals must be 18 years of age in order to vote (on the day of election or when mail ballot is due). An individual must be a member of the Association at least one full month prior to the election. (For example, if elections are held on September 15 the individual must have been a member, paid in full, by August 16.) Individuals appointed to positions, such as a committee chair or board member, may not vote in that capacity. However, such individuals may vote as members. Organizational members (i.e. clubs) must have at least one vote but may be given additional votes based on size. If organizational members have more than one vote, a different member must cast each vote. Both organizations and individuals casting votes must be members of the Association. Method of Voting There are three methods that an Association may choose to use for elections. Your Association s Bylaws must clearly state the method of voting to be used. MAIL OR ELECTRONIC OR ELECTRONIC (FAX OR ) BALLOT: All Association members are eligible to vote by mail or electronic ballot. Mail or electronic ballots must be returned to an Association within 30 days of distribution. Mail ballots must remain unopened until the voting panel is assembled and counted together. Any mail ballot opened outside the presence of the entire voting panel shall not be counted. OPENING MEETING BALLOT: All members are eligible to vote. BALANCED BALLOT: The Association is responsible for establishing a maximum number of votes and allocating that maximum number between active athletes, coaches, officials, organizational members, and other members. Each constituency must be entitled to at least 10 % of the 2 2

3 maximum number of votes, except athletes, who must have 20%. For example, if an Association sets the number of maximum votes at 100, the above mentioned constituencies may be allocated the following number of votes: athletes 30, officials 10, coaches 20, organizational members 20, other members 20. Counting of Ballots Regardless of the method selected for voting, the counting of the ballots must be in accordance with the following: Conducted by a three person panel, at least one of which must be an athlete, which shall count the ballots and sign the vote tally. The panel may consult with the meeting s chair, secretary, or parliamentarian (as long as the individual consulted is not a candidate). Mail ballots must be opened in the presence of the entire panel. Committee Chairs An individual must be 18 years of age and a member of the Association in order to serve as a committee chair. Association sport committee chairs may be appointed or elected. However, if an Association s Bylaws specify that committee chairs are to be appointed, the Bylaws must provide for the following exception: if two (2) or more organizational members of an Association request that a sport committee chair be an elected position, an election must take place. Elections must be held at a time and/or place different from the general election. Elections must be advertised to all member organizations active in the sport discipline. For example, 2 club teams in the long distance running division may request that the men s long distance running chair be elected. If this request is made, the election must be advertised to all organizational members of the LDR committee and may not be held at the same time or place as the general election. National Delegates An Association s voting delegates to the USATF Annual Meeting may be appointed or elected. The process an Association selects must be reflected in your Association Bylaws. If delegates are elected, a plurality vote may be used. Majority Requirement Officers of an Association must be elected by a majority of the votes cast, regardless of whether the voting is by mail or in person. Elections to fill other positions may be by plurality only if the balloting is by mail, unless it is a run off vote to elect delegates to the USATF Annual Meeting. Appeals Appeals (also called protests) may be made only after an election process is completed. All appeals are referred to an NABR panel in accordance with Regulation 21. An election will be invalidated only if it is found that one or more infractions occurred during an election and those infractions likely changed the outcome of the election. 2.5 TIPS FOR RUNNING AN EFFICIENT MEETING If you have ever had a meeting with issues or contentiousness, we have a publication for you! Any pre siding officer should read Good Meetings, a handout prepared for and presented at several Associations Workshops by past president Bill Roe and a variety of panelists. Parliamentary procedure, best practices, agendas, minutes, decorum, and more all referenced heavily to Robert s Rules of Order Newly Revised. All chairs should read this material, as well as all members of organized groups. Your meetings will be better! Manual.pdf 2 3

4 EXHIBIT 2 A SAMPLE ANNUAL MEETING NOTICE USATF ASSOCIATION (YEAR) ANNUAL MEETING (Day), (Date), (Year) (Time) (Multiple times if multiple events are being held) (Location and an address which should work on an Internet mapping service) Directions: Provide directions for those without Internet access. The Annual Meeting of the Association provides individual and club members an opportunity to elect the Board of (Director)(Governors)(Trustees) that works on behalf of the membership throughout the year, coordinating road running, track & field, cross country, race walking, and mountain running activities, for all ages. The meeting also provides a forum to voice opinion, ask questions, and work with the sport. All USATF members age 18 and over, are members of a club or unattached, have a vote at this meeting. They must have been a member as of the first day of the month preceding the meeting August 1, 2008 (except renewals from the previous year) Key items at the business meeting are election of all officers and sports committee chairs, approval of Bylaw changes, and review of the year s programs. Incumbents and responsibilities of the various positions that are to be elected are detailed below. Anyone interested in running for, or requesting additional information on, an Association officer or board position may contact the Association President. 6:00 6:45 PM Sign in and social time 7:00 PM Business Meeting Establish Quorum Opening Remarks President Managing Director s Report Treasurer s Report Reports by Officers and Sports Committee Chairs For efficiency, written reports will be available. Elections All Board positions (see below) Bylaw change discussion and voting See separate file President s Awards Presentation Election of delegates to USATF Annual Meeting New and Continuing Business Adjournment 2 4

5 ELECTIONS POSITIONS OPEN OFFICERS All are elected for a one year term President Vice President Secretary Treasurer Duties: Preside at all meetings, speak for the Association, ensure business and programs are carried out Incumbents: (if any) Duties: Up to three may be elected to carry out projects as assigned by the President Duties: To record minutes of all meetings and to serve as a communications conduit. Duties: Prepare financial reports, tax returns, review accounts, and oversee budget. SPORTS COMMITTEE CHAIRS All are elected for a one year term Long Distance Running Men Women Masters Track & Field Open Masters Cross Country Mountain/Ultra/Trail Running Race walking Youth Athletics Chair responsibilities include: Attend Board meetings and organize meetings pertaining to their sport as needed Arrange for the conduct of championships and attend championships Help promote events and avoid scheduling conflicts within the various sports Adjudicate problems and/or protests in regards to competition Work to establish development programs and clinics which will increase participation in and the quality of the sport Work with the Association office in securing sponsorship for and conducting of events as appropriate Work as a team with other sports chairs ATHLETE REPRESENTATIVES Three positions elected for one year terms Athlete responsibilities include: Attend monthly Board meetings Serve as liaison between athletes, events, and Association Report feedback from athletes regarding events/management, programs, clinics, schedules to the board Attend championships and other events and assist in adjudication of problems and/or protests in regards to competition Work as a team with the sports chairs and assist with planning and implementation of development projects