An advocate and resource for the coaches/supporters of Georgia

Georgia Track and Field and Cross Country Coaches Association Constitution

Article I

Name

Section 105 Name. The name of the organization shall be the Georgia Track and Field and Cross Country Coaches Association (GATFXCCA)

Article II

Purpose

Section 205 Purpose. The purpose of this association shall be to advance cross country and track & field in Georgia

Article III

Membership

Section 305 Categories.

Section 305(a) Regular members. Membership in this organization shall be open to all track and field and/or cross country coaches, heads or assistants, and community coaches of the GHSA affiliated schools.

Section 305(b) Associate members. People who do not qualify for regular membership shall be eligible for associate membership. Associate members shall receive all benefits but shall not have the privilege of voting.

Section 305(c) Honorary members. The Awards Committee may recommend to the Executive Committee that an individual receive an honorary membership in recognition of their accomplishments in the sports of Track and Field or Cross Country or their service to the GATFXCCA. Honorary membership may be bestowed by a majority vote of the Executive Committee.

Section 310 Dues and term of membership. Annual membership extends from clinic to clinic. Annual dues for regular or associate membership shall be decided by the Executive Committee each year. A discount may be given to schools who have 5 or more coaches. Memberships paid after September 1are applicable for the following year.

Article IV

Officers

Section 405 Officers named. The officers of this organization shall be the President, Vice President, Secretary, Treasurer, Classification Representatives, and two At-large Representatives. There will be seven Classification Representatives, one for each of the GHSA classifications. They shall serve a term of two years.

Section 410(a) Election of Officers. All elections will be held at the Business Meeting in conjunction with the annual clinic. Following the initial election of all officers, the President, Vice President, Secretary, Treasurer, and Class A Public, AA, AAAA, and AAAAAA Classification Representatives will conduct elections in the even numbered years. Class A Private, AAA, and AAAAA will conduct elections in the odd numbered years. Classification Representatives shall be elected by the coaches who coach at schools in that classification. The President, Vice President, Secretary, and Treasurer shall be elected by majority vote of the coaches present at the general meeting of the GATFXCCA at the clinic.

Section 415Appointment of At-Large Representatives. The President shall appoint two (2) At-Large Representatives to the Executive Committee. The President shall consider the geographic and demographic diversity of the Executive Committee when making these appointments.

Section 420 Presidential Appointments to the Standing Committees. The President shall appoint the chairs of the standing committees from among the elected members of the Executive Committee. The chairs of the select committees shall appoint an even number of committee members, but no more than 6. The chairs shall consider geographic and demographic diversity in making these appointments. These appointments shall be subject to confirmation by the elected members of the Executive Committee.

Section 430 Unexpired terms. Upon the expiration of the President’s two-year term in office, or in the event the President is unable to fulfill his term in office, the Vice President will automatically assume the Presidency. Other unexpired terms on the Executive Committee may be filled by presidential appointment.

Article V

Executive Committee

Section 505 Executive Committee Authority. The Executive Committee, by majority vote, shall have authority to act for the association and shall serve as a nominating committee for elections. Additional nominations may be made from the floor at the Annual Business Meeting.

Section 510 CompositionSection 510(a) Voting members. The voting members of the Executive Committee shall be the President, Vice President, Secretary, Treasurer, the Classification Representatives, and the At-Large Representatives

Section 510(b) Ex-officio members. The chairpersons of each standing committee shall be non-voting ex officio members of the Executive Committee.

Section 520 Quorum. A majority of the voting members Executive Committee shall constitute a quorum.

Section 530 Gavel Order. The gavel order shall be as follows: President, Vice President, Secretary, Treasurer., AAAAAA Representative, AAAAA Representative, AAAA Representative, AAA Representative, AA Representative, A Public Representative, and A Private Representative.

Article VI

Duties of Officers

Section 605 Duties of Officers.

Section 605(a) President. The president shall preside at all GATFXCCA business and organization meetings and shall set dates, times, and site for all such meetings. The president shall develop the agenda for meetings, assist the secretary with the call to meetings, and assist in the publication of newsletters for the membership. The president shall also assist in the operation of the annual clinic. In addition, the president shall monitor operations of GATFXCCA, assist other officers, representatives, and committee chairs where needed, collect input from membership, and pursue goals of membership and act in the best interests of the membership. The president shall represent the GATFXCCA to the GHSA and coordinate communications with the GHSA. The President may appoint a Parliamentarian or other non-voting administrative officers as necessary.

Section 605(b) Vice President. The Vice President shall attend all business and organizational meetings and assist the President with projects, surveys, newsletters and other tasks, aide in the coordination of any GATFXCCA activities, assist in the operation of the yearly clinic, and preside over meetings in the absence of the President.

Section 605(c) Secretary. The Secretary shall take notes at all meetings, process them, and send them to all officers and executive committee members, provide written or electronic notice of all meetings of the Executive Committee, and publish an electronic newsletter for all membership. The Secretary shall also coordinate with the Chair of the Communications Committee to ensure that the newsletter is posted on the GATFXCCA website and distributed to the membership and shall coordinate with the webmaster to post newsworthy items regarding Georgia Track and Field and Cross Country. In addition, the Secretary shall work closely with the association president and clinic director to coordinate meetings and events.

Section 605(d) Treasurer. The Treasurer shall keep an updated and accurate database of all members (their school, school address, classification, membership status, coaching status, home address, e-mail, etc.), pay bills and collect and deposit all monies and keep accurate account of all receipts and other banking transactions, prepare and present an annual treasurer’s report, and assist the clinic director with clinic registration.

Section 605(e) Classification Representatives. Classification Representatives shall coach in the classification they represent, serve a two-year term with the option for re-election, attend all business and organizational meeting to discuss and develop association policy, run Classification caucuses at the clinic to share and collect information from classification coaches, assist in the operation of the annual clinic, promote the clinic and recruit new members and send newsworthy items to the President or Secretary for publication in the newsletters. If a Classification Representative is moved to another classification, by a realignment of the GHSA, the President shall appoint a replacement to fill the remainder of the term.

Section 605(f) At-Large Representatives. The At-Large Representatives shall attend all business and organizational meetings to discuss and develop association policies, collect information and concerns regarding demographic and geographic diversity and bring them to the attention of the association, and assist in the operations of the annual clinic.

Section 610 Unexpired terms. If any of the Officers or Executive Committee members are unable to complete their term, the President will appoint someone to complete the remaining time of the term.

Article VII

Committees

Section 705 Standing Committees.

Section 705(a) Track and Field. The Track and Field Committee shall make recommendations regarding the sport of Track and Field to the Executive Committee.

Section 705(b) Cross Country. The Cross Country Committee shall make recommendations regarding the sport of Cross Country to the Executive Committee. Section

705(c) Finance. The Finance Committee shall coordinate with the Treasurer on matters pertaining to income and expenditures of the GATFXCCA, prepare an annual budget to be approved by the Executive Committee at the clinic. The Treasurer shall be an ex-officio member of the Finance Committee.

Section 705(d) Communications. The Communications Committee shall manage the website and all communications to the general membership. The Webmaster shall be an ex-officio member of this committee regardless of whether the webmaster is a regular or an associate member. The Secretary shall be an ex-officio member of this committee

Section 705(e) Bylaws. The Bylaws Committee shall make recommendations to the Executive Committee regarding amendments to the bylaws of the GATFXCCA

Section 705(f) Awards. The Awards Committee shall maintain records of top performances in Track and Field and Cross Country and provide for the appropriate recognition of those athletes, coaches, and officials who have made significant achievements in those sports. Only coaches who are members of the GATFXCCA shall be considered for awards. Athletes do not need to be from a member school to be eligible for awards.

Section 705(g) Outreach. The Outreach Committee shall coordinate relations with the GHSA, GISA, ATC, and other organizations supportive of the scholastic running community in Georgia.

Section 710 Standing Committee Structure. The President shall appoint the chairs of the standing committees from among the Classification Representatives and At-Large Representatives. Committee chairs shall appoint no less than 2 members of the GATFXCCA as members of their respective committees. Members may serve on more than one committee, but may not chair more than one committee.

Section 715 Select Committees. The President and/or the Executive Committee shall have the power to create select committees and ad hoc committees to deal with issues not under the jurisdiction of a standing committee.

Article VIII

Meetings

Section 800 Annual Meeting. The annual meeting of the association shall be held on either the Friday evening of or the day of the coaches’ clinic. The purpose of this meeting will be to share and gather information and elect officers.

Section 805(a) Executive Committee Meetings. The Executive Committee will meet in the fall of each year to draw up resolutions regarding track and field that involves matters to be considered by the GATFXCCA and to make recommendations to the GHSA, and to transact normal business of the association. The Executive Committee has the power to call meetings at any time to discuss business including amendments.

Section 805(b) Notice of meetings. Members of the Executive Committee shall have no less than 14 days written or electronic notice of the time, place, and agenda for any meetings. Meetings of the Executive Committee may be conducted either in person or via conference call. Actions requiring a vote of the Executive Committee may be approved by an electronic vote in which no less than half of the voting members of the Executive Committee cast a ballot.

Section 810 Electronic meetings. Official meetings of the Executive Committee, Standing Committees, and Select Committees may be held by videoconference, teleconference, or online conference, provided that the following provisions apply:

a) Members shall be allowed full participation in un-muted and un-censored real-time discussion and all members must be able to hear or see the communication from all other members.

b) Attendance by members participating can be accurately recorded.

c) Roll call votes shall be taken on any vote upon the request of one member.

Section 820 Vote by Internet. The Executive Committee shall be able to conduct votes by means of electronic voting, provided that the following provisions apply:

a) Members shall have at least twenty-one (21) days to return their ballot, and within five (5) days after the close of balloting.

b) Quorum necessary for measures submitted through this method shall be the return of ballots from a majority of the voting membership of the Executive Committee.

c) Voting must be made available through regular mail or fax to any member upon request to the Secretary.

d) Should 50% of the voting members Executive Committee vote to postpone the matter under consideration until the next in-person meeting of the Executive Committee, the matter shall be considered tabled until that time. The option to postpone shall be listed on any matter referred in this matter as an option to vote.

Section 825 Electronic voting in elections.

a) Electronic or online voting may be used to elect the Classification representatives.

b) At least twenty-one (21) days notice must be given electronically to the membership for any election to be conducted in this manner. Candidates who declare prior to the deadline specified by the Executive Committee shall be allowed to have statements of candidacy provided electronically to the membership no less than five (5) days prior to the beginning of the voting period.

Section 830 Proxy voting. Proxy voting shall not be allowed in elections for officers or votes of the Executive Committee or any standing or select committees.

Section 835 Unit voting. Unit rule voting shall not be used in elections. Each member coach shall be able to cast an equal vote of their choosing.

Article IX

Amendments

Section 900 Amendments. Amendments to or revisions of these bylaws may be made by a majority of the members present and voting at any meeting duly called by the Executive Committee. Proposed amendments must be submitted to the secretary no less than ten days prior to the Executive Committee meeting and shall be made available to the members of the Executive Committee no less than seven days prior to the meeting.

Article X

Miscellaneous Provisions

Section 1005 Miscellaneous Provisions.

Section 1005(a) General Provisions. GATFXCCA is organized exclusively for charitable and educational purposes, including, for such purposes, the making of distributions to organizations that qualify as exempt organizations under section 501(c)(3) of the Internal Revenue Code, or corresponding section of any future federal tax code.

Section 1005(b) Legal Provisions. No part of the net earnings of the organization shall inure to the benefit of, or be distributable to its members, trustees, officers, or other private persons, except that the organization shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes set forth in the purpose clause hereof. No substantial part of the activities of the organization shall be the carrying on of propaganda, or otherwise attempting to influence legislation, and the organization shall not participate in, or intervene in (including the publishing or distribution of statements) any political campaign on behalf of any candidate for public office. Notwithstanding any other provision of this document, the organization shall not carry on any other activities not permitted to be carried on

(a) by an organization exempt from federal income tax under section 501 (c)(3) of the Internal Revenue Code, or corresponding section of any future federal tax code, or

(b) by an organization, contributions to which are deductible under section 170(c)(2) of the Internal Revenue Code, or corresponding section of any future federal tax code.

Section 1010 Open Meetings Policy. All meetings of the GATFXCCA shall be open to the public, and votes shall not be taken by secret ballot. Meetings shall be publicized on the public website of the GATFXCCA no later than the notification date required for the Executive Committee membership and minutes shall be taken and made accessible.

Section 1020 Parliamentary Authority. The Rules contained in the current edition of Robert's Rules of Order Newly Revised shall govern the GATFXCCA in all cases to which they are applicable and in which they are not inconsistent with the bylaws and any special rules of order the GATFXCCA may adopt.

Article XI

Ratification

Section 1100 Ratification. Ratification of these bylaws shall require an affirmative vote of the majority of members present at the meeting to be held in conjunction with the clinic.

These articles have been amended and accepted as of Saturday, January 17th, 2015.

Signed,

Matt Henson, GATFXCCA President                                                        Cathi Monk, Treasurer                       
Name of GATFXCCA Officer and Title Signature of GATFXCCA Officer       Name of GATFXCCA Officer and Title Signature of GATFXCCA Officer

12/13/2015                                                                                              12/13/2015
Date                                                                                                       Date