Disclaimer: Please excuse us as we work to provide you with the most accurate information as possible. As we have transitioned to our new website, we are working to provide you with the most detailed and up-to-date information. The USATF Gulf Association Bylaws have been amended and approved and we are working to update this site as well. Please do not hesitate to contact the Gulf Association Office, 713-666-8133, if you have any questions or require clarification.

BY-LAWS
OF
THE GULF ASSOCIATION
of
USA TRACK AND FIELD
(As Amended)
 
Article 1
Name
 
 
A.     The name of this organization having responsibility for all athletic activities within
the territory as defined in national by-laws is “Gulf Association USA Track and
Field,” known herein as “Gulf,” “this Association,” or “this corporation.” It is a
non-profit organization, incorporated and operating under the laws of the State of
Texas.
 
Article 2
Definitions
 
A.      As used in these Bylaws and the Operating Regulations:
 
1.      Active Athlete means any individual who is actively engaged in Athletics or
who has represented the United States in international competition held
under IAAF jurisdiction in Athletics within the preceding ten (10) years; and
2.      Eligible athlete means any athlete who meets the eligibility standards
established by USATF for Athletics.
3.      Athletics means, inclusively, track and field, long distance running, cross
country running, road running, race walking and any other sport discipline
recognized by IAAF.
4.      Athletics competition means a contest, game, meet, match, tournament, or
other Athletics event in which eligible athletes compete.
5.      Club means a local or national organization whose programs involve
competitive member athletes, events, and/or education in Athletics.
6.      Coach means a person who is currently engaging in the training of athletes
on an active basis, whether on a paid basis or not, and regardless of the
extent to which coaching is a part of the person’s vocation, or retired from
the vocation of coaching.
7.      NABR means the National Athletic Board of Review, as established in
USATF Operating Regulation II. Sanction means the document which evidences the authority granted by either USATF or an Association to conduct a competition, and which also
evidences that the recipient has complied with the requirements of USATF
Article 20 and USATF Operating Regulation 14.
8.      Sports Organization means a non-profit corporation, club, federation,
union, association, or other group organized in the United States which
sponsors or arranges any Athletics competition.
9.      This geographic area means that portion of the state of Texas bounded on
the north and including the counties of Robertson, Leon, Houston,
Angelina, Nacogdoches, and Shelby; on the east by the state of Louisiana; on
the south by the Gulf of Mexico; and on the west by and including the
counties of Matagorda, Wharton, Colorado, Austin, Washington, Brazos,
and Robertson.
10.    USATF means USA Track and Field, the national governing body.
Article 3
Purposes and Duties
 
A.     This non-profit corporation shall act as the governing body (as defined by the Ted
Stevens Olympic and Amateur Sports Act of 1988) for Athletics in this geographic
area.
 
B.     Purposes: This corporation shall have the following purposes:
 
1.      Development: Developing interest and participating in Athletics in this
geographic area at all levels;
2.      Management: Promoting Athletics and athletes by conducting competitions
and other events, and by cooperating with and encouraging other
organizations which may do so; and
3.      Marketing: Generating public awareness, appreciation, and support for
Athletics, USATF, and this Association, creating opportunities for athletes
and Athletics events, and generating sponsorships to aid this corporation in
fulfilling its purposes and duties.
 
C.     Duties: This corporation shall have the following duties:
1.      Responsibility to constituency: Being responsible to the persons and sports
organizations active in Athletics.
2.      Coordinating of scheduling: Minimizing, through coordination with other
sports organizations, conflicts in scheduling of all practices and competitions in
Athletics;
3.      Communication with athletes: Keeping eligible athletes active in Athletics
informed of policy matters and reasonably reflecting the views of such athletes
in the policy decisions of USATF and this Association;
4.      Sanctioning of events: Sanctioning competition in Athletics in accordance
with the provisions of these Bylaws and Regulations, USATF Bylaws, and
USATF Operating Regulations;
5.      Participation in competition: Providing for the participation by eligible
athletes in competition in Athletics, in accordance with the provisions of these
Bylaws and Regulations, USATF Bylaws, and USATF Operating Regulations;
6.      Support of diversity in Athletics: Providing equitable support and
encouragement for participation by all persons in Athletics, regardless of
gender, age, race or ethnicity, or disabilities;
7.      Coordination of certification and education: Providing the means for
certification of coaches and officials throughout this geographic area in all
disciplines and at all levels of Athletics;
8.      Registration and certification of athletes: Registering eligible athletes as
members and certifying such athletes as eligible for competition; and
9.      Administration of athletics: Performing all other duties necessary for the
administration of Athletics in this geographic area and to achieve this
corporation’s purposes.
 
Article 4
Authority
 
A.     This corporation shall be the governing body for a Athletics in this geographic area,
and shall exercise the following powers:
 
1.      Representation: Representing this geographic area in USATF.
2.      Establishment of Association goals: Establishing Association goals and
encouraging the attainment of those goals in Athletics.
3.      Coordination of Athletics: Serving as the coordinating body for activity in
Athletics in this geographic area.
4.      Jurisdiction: Shall have jurisdiction over Athletics competition in this geographic
area, including Association championships, with the exception of any sports
organization which conducts closed 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 Laws and Regulations, it shall not delegate such determination and control, and it shall be free from outside restraint except in recognition of its role as a part of USATF. This provision shall not be construed as preventing this Association from contracting with third parties for administrative assistance and support in connection with its purposes and authority.
5.      Autonomy: This Association shall be autonomous in its governance of Athletics
in this geographic area, in that it shall independently determine and control all
matters central to such governance in accordance with the USATF Bylaws and
Operating Regulations and these Bylaws.
 
 
ARTICLE 5
CONSTITUENCY
 
A.      Individuals: Any person who meets the criteria for individual membership as
determined by USATF shall be eligible for membership. This includes athletes,
officials, coaches, administrators, and any other sets of individuals named by USATF.
 
B.      Groups: Any organization that meets the criteria for group membership as determined
by USATF shall be eligible for membership. This includes clubs, organizations
administering competitions, and any other groups designated by USATF. Member
groups must designate in writing who the voting members of the group are to be, and
must make any changes to this in a timely manner before such individuals are
recognized to vote.
 
C.      Applications: Application for membership shall be in accordance with the USATF
Bylaws and Operating Regulations.
 
D.      Suspension and expulsion: Any individual or group recognized by this
Association which violates any of the provisions of these Bylaws or Regulations,
USATF Bylaws or Operating Regulations, any operating policy approved by the
USATF Board of Directors, or any operating policy approved by this Association may
be suspended, after due notice and an opportunity to be heard by the body designated to
conduct such hearings, until the next meeting of this Association, to which meeting
action of suspension shall be reported by the Secretary. At such meeting the
suspension may be rescinded by a majority vote of the members, or such individual or
group may be expelled by a two-thirds vote.
 
 
ARTICLE 6
VOTING MEMBERS
 
A.      All members who are over the age of eighteen of entitled to participate in voting at
meetings of this Association. No individual may cast more than one vote on any
motion or in any election. All voters must be current members of this Association of
USATF at the time that they are voting.
 
 
ARTICLE 7
MEETINGS
 
A.      Annual Meeting: The annual meeting of this Association shall be held in
October September at such date, time, and place as may be fixed by the President and
announced by requisite notice of such meeting.
 
B.      Regular Meetings: This Association shall hold quarterly general meetings of the
membership on the second Tuesday of the months of January, April, July and
October, March, May, and September beginning at 7:00 p.m.
 
C.      Special meetings: Special meetings of this Association shall be held upon call by the
President, Secretary or the Executive Board or by any three (3) members of the
Association.
 
D.      Meeting Procedures: The following shall govern the conduct of all meetings of
this Association:
1.      Notification of meetings:
2.      Distribution: Notice of the meeting must be distributed by mail, email,
newsletter, local Association web site, and/or the National Office’s web site;
3.      Web site use: If a web site is to be used to inform members of the meeting,
then members must be informed where to find information on the web site
through a mailing or newsletter.
4.      Prior arrival: The initial meeting notice must be sent by means under
which it will arrive at least thirty days prior to the election process; and
5.      Changes: Any notice of a meeting change must be at least fourteen (14)
days prior to the meeting;
 
E.      Publication of agenda: The proposed agenda shall be included along with the
meeting notice. Agendas should also be available at the time of the meeting;
additional items added to the agenda shall not include any item where action of the
committee is necessary, unless seventy-five (75%) of the members of the group
then present agree to such action.
 
F.      Open conduct of business: All meetings of this Association shall be open to all
individual members of the Association except as otherwise provided. There shall
be a specified time period in the meeting where any member may give input or make
a brief statement.
 
G.     Closed or executive sessions: No part of any meeting shall be closed unless
seventy-five percent (75%) of the members of the group then present agree to close
the session; and
 
H.     Record of a meeting: The Association and all of its committees shall have a
recording secretary. Within thirty (30) days of the meeting, draft minutes should be
posted on the Association’s web site. All written reports or a summary of such
reports shall be distributed with the draft minutes.
 
I.       Quorum: A quorum for each Association meeting shall be 25 members.
J.       Agenda: Prior to each meeting of this Association, the Secretary shall consult
with the President and any Association staff members on the agenda. The Secretary
shall prepare an agenda to be presented to the members at the start of the meeting as
one of the first orders of business. Such agenda items shall include, but not
necessarily be limited to:
1.       Minutes: Acceptance of the minutes of the previous meeting;
2.       Financial Report: Treasurer’s report
3.      Officers and committee reports: Reports from the President and those
officers and committee chairs which have business to
come before the members;
4.      Old or unfinished business: Business carried forward from the previous
meeting;
5.      New business:Any new business scheduled to be brought before the
membership.
 
K.      Rules of order:Questions of order shall be decided by the chair in accordance with
Roberts Rules of Order (Newly Revised), unless otherwise provided by these
Bylaws. Decisions by the chair may be appealed to the Association
parliamentarian. The President shall designate a qualified parliamentarian for all
meetings of this Association.
 
 
ARTICLE 8
VOTING
 
The following guidelines shall apply to all elections for officers and sport committee and
other chairs in this Association:
 
A.        Election Notice:
1.      Distribution: Notice must be distributed by mail, newsletter, local
Association web site, and/or the National Office’s web site;
2.      Web site use: If a web site is to be used to inform members of the elections,
then members must be informed where to find information on the web site
through a mailing or newsletter;
3.      Prior arrival: The initial meeting notice must be sent by means under
which it will arrive at least thirty (30) days prior to the beginning of the
elections process; and
4.      Changes: Any notice of a meeting change or a change in the election
process must be at least fourteen (14) days prior to the meeting.
 
B.        Nominating process:
1.      Nominating committee: The President, with the approval of the
Executive Board, shall appoint a three (3) member nomination committee
whose purpose shall be as follows:
a.       Slate: The nominating committee shall create a slate of nominees
and each nominee’s consent shall be so listed. This slate shall be
delivered to the Secretary at least forty-five (45) days prior to the
meeting for election; who in turn shall notify the membership at least
thirty (30) days prior of the slate along with instructions for
additional nominees by petition.
b.       Delivery: Nominations by petition shall be delivered to the
Secretary at least fifteen (15) days prior to the election and shall
contain the name of a nominee, his or her consent and the signature
of at least two (2) voting members as nominator and second.
c.       Ballot: The ballot, when drawn, shall list the candidates
alphabetically and without distinction as to how their names were
placed in nomination.
2.      In-person meeting nominations: Nominations may be made and must
be allowed from the floor at an in-person election meeting;
3.      Membership & age criteria: A candidate must be a member of the
Association who is at least 18 years of age (at the start of the term of office);
and
4.       Nominations and seconds: A candidate needs one (1) nominator and one
(1) seconder who are both members of the Association.
 
C.      Voter Criteria:
1.      One person-one ballot:One (1) person shall cast only one (1) ballot,
regardless of how many positions within the Association the person
occupies;
2.       Proxies: there shall be no proxy voting;
3.       Minimum age: Votes must be a minimum of age eighteen (18) on the day of
the election;
4.      Voting membership deadline: Except for renewals from the previous year,
individuals must be members in the month which ends more than one full
month preceding the election;
5.      Appointees: An appointed committee chair or Board members shall not
vote in elections in that capacity, but may otherwise qualify for a vote;
6.      Organizations: Organizations shall have a minimum of one (1) vote, with
the Association having the option of awarding additional votes based on the
size of the organizations.
7.      Organization voters: If an organization has more than one (1) vote, each
ballot must be cast by a different representative; and
8.      Membership of all voters: Organizations and any person representing an
organization in Association voting matters must be members of USATF.
 
D.     Conduct of Voting: This Association shall use an open meeting ballot where all
members of the Association are eligible to attend and vote.
1.      Disputes: Eligibility disputes must be resolved before the election
process is started with nominations and/or the report of the nominating
committee;
2.      Uncontested: Uncontested elections may be voted by acclamation;
3.      Ballot type: A secret ballot must be used for contested elections.
 
E.      Counting of Ballots:
1.      Panel: A Panel of at least three (3) individuals, at least one (1) of whom
must be an athlete, shall count the ballots and sign the tally. All panel
members shall be of voting age. The panel shall not include any individual
who is a candidate for a contested office.
2.      Consultation: The panel may consult as necessary with the chair, secretary,
and/or parliamentarian (so long as they are not candidates for contested
offices) on procedural matters.
 
F.      Committee Chairs:
1.      Age and terms:All committee chairs, whether elected or appointed, must be
at least 18 years of age and members of the Association. Chairs shall be
elected or appointed for specific terms which are determined prior to voting
for the position.
2.      Election: When requested by two (2) or more member organizations
of the Association, sport committee chairs shall be elected. When a sport
committee chair is elected, the election shall take place at the same time and
under the same procedures as the general election.
 
G.     National Delegates:
1.      Local option: National delegates may be elected or appointed as determined
by the Board.
 
H.      Majority requirement:
1.      Officers: Regardless of whether a mail ballot is used, the president
and secretary of the Association must be elected by a majority of the ballots
cast. If a run-off election is necessary, the notification requirement shall be
the same;
2.      In-person majority: In elections conducted at meetings, a plurality may
not be accepted in the first round except for the election of national
delegates; and
3.      Run-off candidates: In run-off elections, candidates equal to twice the
remaining positions shall be on the ballot.
 
I.          Election protests:
1.      Regulation II: Except as indicated below, USATF Operating Regulation II
shall apply to election grievances. Protests may only be made after the
election process is concluded.
2.      Panel composition: An NABR panel from a different USATF region
shall be appointed to conduct the hearing. All hearings shall be by
conference call.
3.      Invalidation: The NABR panel shall invalidate an election if it is found
that one or more infractions occurred and likely changed the outcome of an
election; and
4.      Further action: The NABR panel may recommend or require changes for
future elections in the Association.
 
J.       Employees and elections: Current employees (working within the past ninety
days) shall not participate in any part of the elections process (nominations or
campaigning), but may, at the discretion of the Association, be permitted to vote if
they are members and otherwise eligible.
 
 
ARTICLE 9
OFFICERS AND THEIR DUTIES
 
A.      Positions: The officers of this Association shall be: a President, a Vice
President, a Secretary, a Treasurer, and a Membership Chair. No individual may
be an officer of this Association who is also an officer of another sport governing
body at the local or national level.
 
B.      Duties: The officers shall perform the following duties as well as any other duties
prescribed by these Bylaws, the USATF Bylaws or Operating Regulations, or the
Board of this Association.
1.         President: The President shall:
a. Preside at all meetings of the Association and its Board;
b. Be an ex-officio non-voting member of all committees;
c. Subject to the direction of the Board of this Association, shall
    manage and supervise the affairs of this Association; and
d. Select committee chairs and other such members that he or she is
    entitled to appoint as well as other appointments authorized by these Bylaws after           consultation with other officers. He or she may likewise terminate such appointments      for good cause upon written notice to such appointees and the other officers.
2.      Vice President:The Vice-president shall perform duties assigned by the
President and the Board. In the temporary absence of the President from a
meeting, the Vice-President shall serve as acting chair.
3.      Secretary: The Secretary shall keep or cause to be kept all records of
this Association, and all minutes of meetings of this Association and its
Board, and, in general shall perform all duties normally pertaining to the
office of secretary.
4.      Treasurer: The Treasurer shall keep or cause to be kept a correct and
complete record of account, showing accurately at all times the financial
condition of this Association, and as such shall receive, record, approve and otherwise certify that all requests for expenditures of the Association are within the constraints of the approved budget and are in compliance with accepted accounting principles prior to the approval of any such expenditure by the President; and, in general shall perform all duties normally pertaining to the office of treasurer;
5.      Membership Chair: The Membership Chair shall collect or cause to be
collected all memberships for individuals and groups within the
Association, and provide liaison to the USATF National Office in all matters
of membership, including reporting and disbursement of benefits.
 
C.      Election: All officers are to be elected for two four years at the annual meeting of
the Association in odd even numbered years. No person may contest more than one (1)
officer position during an election. A person may not hold the office of President
and any other officer position; however, a person may be named in other dual
capacities to fill a vacancy.
 
D.     Limitation of terms: No person shall serve in an officer position for more than
three (3) terms without a period away from that position.
 
E.      Succession and vacancies: There shall be no order of succession to any office.
In the event the Board determines that an officer is temporarily unable to serve, it
may, in its sole discretion, name another officer to fill the vacancy temporarily. In
the event an officer resigns or is permanently unable to serve, the Board shall name
a successor until the following annual meeting, subject to the limitation in paragraph
C above, at which time a special election shall be held for the unexpired portion of
the term.
 
F.      Removal from office: Any officer of this Association may be removed for good
cause by a two-thirds vote of those members of the Association present at an annual
meeting or special meeting called for this purpose, and provided the requisite notice
for such meeting (see Article 8) shall properly set forth the removal vote on its
agenda.
 
 
ARTICLE 10
BOARD OF DIRECTORS
 
A.        Composition: The Board of Directors shall be composed as follows:
1.         Voting members: The voting membership of the Board shall be as follows:
a. The officers of this Association.
b. The immediate past president
c. The chairs of each sport committee:
d. The chairs of the each operating committees:
e. At least that number of eligible athletes which shall constitute twenty percent (20%)       of the Board, all of whom must be voting age and at least one of whom must have           participated in international competition for the USA within the last ten (10) years,           where available.
f. Chair and Secretary: The President of the Association shall serve
    as chair and the Secretary as secretary; and,
 
B.        General Provisions:
1.       Fiduciary responsibility: The Board shall manage and supervise the
affairs of the Association and perform those duties specified in these
Bylaws; and
2.      Meetings of the Board: The Board may conduct its affairs either at an
meeting or by conference call. It shall hold quarterly in-person meetings
during each year as called by the President. Additional meetings may be
called by the President or upon the written request of any three (3) members of the Board, and if by the latter group, only after a minimum prior notice of five (5) days to the President of such intent by facsimile or e-mail. At least seven (7) days notice of any in-person meeting and at least forty-eight (48) hours notice of any conference call shall be given to all members of the Board. After the members of the Board have called for a meeting, the President shall have twenty-four (24) hours to determine the venue and make appropriate notice to the remainder of the Board. For any meeting, notice may be waived by unanimous consent. Written notice shall include the minutes of the previous meeting.
3.      Terms: The term of Board members which is not otherwise set by their
terms of office shall be the same as that of the President.
4.      Quorum: A quorum for meetings of the Board shall consist of a
majority of the members of the Board.
5.      Voting:Except as otherwise provided herein, all matters shall be decided by majority                vote of those present and voting. There shall be no voting.
6.      Mail balloting: Upon authorization by a majority vote at a duly convened
meeting or by call of the officers, the Board may conduct a vote through the distribution and/or collection of ballots using the U.S. Postal Service or any other service that may be authorized. The procedure and subject matter for such a vote shall be set forth in the authorizing resolution.
7.      Board committees: The Board may have committees including, but not
limited to, budget, audits, compensation, insurance, public relations and
grants. Each Board committee will have no more than five (5) members, at
least one (1) of whom must be a Board member. The President shall
appoint the members with approval of the Board.
8.      Expulsion: Failure to participate in two (2) consecutive meetings may,
by a 2/3 vote of the Board members attending, cause expulsion of the
member or representative.

 
ARTICLE 11
ASSOCIATION OFFICE
 
A.        The following provisions shall apply in the instance that the Board approves a paid
Association Staff.
1.      Executive Director: The chief paid executive of the Association shall be
the Executive Director, who shall be selected and shall serve at the the Board, and who shall carry out the policies and programs of this Association in accordance with these Bylaws. The Executive Director shall have these duties:
a. Supervision and appointment of staff:Supervise the paid staff of the Association, including the appointment of such paid personnel as are necessary for the conduct of business.
b. National communications: Supervise the proper handling of the
    correspondence and communications with individuals and Athletics’
    organizations in other Associations and with the National Office of
    USATF;
c. Legal documents and commitments: Ensure that all contracts and
    other legal commitments of this Association are signed by the
    authorized officers of this Association after approval by established
    procedures;
d. Ex-officio membership: Serve as a non-voting member of the
    Board, and all committees and subcommittees;
e. Exclusive employment: Devote his or her full time to the
    affairs of this Association without engaging in any other profession
    or employment, except as permitted in the employment contract;
f. Budgetary limitation: Operate within the annual budget. In
   addition, all major funding matters and expenditures shall be
   approved by the Treasurer;
g. Strategic planning: Draft strategic plans for this Association and
    submit for approval to the Board;
h. Yearly report: At the annual meeting, present to this Association a
    report on the state of the sport, including a review of the progress
    since the last annual meeting and suggested plans for the future
    implementation of the strategic plans for the following year; and
i. Other duties: Carry out other responsibilities which may be
   assigned by resolution of the membership at the Annual Meeting or
   the Board.
 
2.      Staff activities:The staff, under the direction of the Executive Director,
perform the following duties:
a. Membership: Process all categories of membership under USATF Article 5-D,       including the collection of appropriate membership fees and distribution of             benefits and services.
b. Championships: In conjunction with the appropriate sport
    committees, advertise, schedule, manage and conduct Association
    championships;
c. National competition: Manage or liaison all aspects of national
    competition held in this geographic area;
d. Development: Develop and implement a cohesive, effective
   development program in conjunction with the development
   committees and other applicable committees, and the national
   committees;
e. Public relations/media relations: Optimize the quantity and
    quality of public exposure of this Association and its sports, events, and                 athletes;
f. Marketing and promotions: Coordinate the timely publication of
   communications with members and others;
g. Publications: Coordinate the timely publication of communications
    with members and others;
h. Fund raising: Conduct fund raising programs for the Association
    as approved by the Board;
i. Scheduling: Coordinate major competitions and
   championships;
j. Coordination of certification and education: Provide necessary
   support for certification and education programs, especially for
   coaches and officials;
k. Annual meeting: Initiate site selection for the annual meeting of
   the Association, in conjunction with the President, subject to written guidelines      approved by the Board and to final approval of the site by the Board; and l.            Purposes and duties of corporation: Perform other tasks necessary to fulfill this     Corporation’s purpose and duties.
 
3.      Restricted Activities: The members of the paid staff (other than part-time
members) shall not participate in any of the following activities:
a. Electioneering:Campaigning for or against any candidate for any
    elected office or position at any level (Association, committee,
    national, or international) except that in the state of the sport address at the           Association annual meeting, the Executive Director may comment on the               performance to date of any Association of National incumbent and/or describe       the qualifications appropriate for any USATF position; and
b. Voting:Serving as voting members of this Association or any of its committees.
4.         Complaints against staff:
a. Staff other than Executive Director: A complaint against a member of the               Association staff shall be sent to the Secretary of the Association and the               Executive Director. By agreement, either shall cause the President and the             Counsel to the Board to receive the complaint within ten (10) days of receipt.         The Executive Director shall be given not less than thirty (30) days to                      investigate the complaint, and shall have a written report of his or her                      investigation at the next appropriate Board meeting, including any action (if            necessary) to be taken to remedy the situation;
b. Executive Director: A complaint against the Executive Director
    shall be delivered to the Secretary of the Association. 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 Executive Director are
    within the sole discretion of the Board; and
c. Response: All complaints against staff 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.
 
 
ARTICLE 12
COMMITTEES
 
A.     Committees: The following committees of this Association are established with
such duties, responsibilities, and make-up as outlined here and in Articles reserved
for each type of committee:
1. Sports Committees
2. Men’s Track & Field
3. Women’s Track & Field
4. Race Walking
5. Masters Track & Field & LDR
6. Men’s LDR & Cross Country Running
7. Women’s LDR & Cross Country Running
8. Youth Athletics
9. Operating Committees:
10. Law & Legislation/Rules
11. Athletes’ Advisory
12. Coaching Advisory
13. Officials
14. Coaching Education
15. Sports Medicine & Science
16. Athletics for the Disabled
 
B.     General Provisions: The following provisions apply to all of this Association’s
committees:
1. Term of members: Unless otherwise provided for, members of all
    committees shall serve the same term as the President’s term.
2. Operating procedures: Have a set of written operating procedures on file
     with the Association Secretary. These procedures shall not conflict with the
     provisions of the USATF Bylaws and Operating Regulations or these
     Bylaws. Any modification of the committee’s operating procedures shall be
     promptly reported to the Secretary. Members of the Association may
     request a copy from the Secretary and copies shall be available at the Annual
     Meeting.
3. Committee make-up: The makeup of each non-sport committee shall be
    stated in the description for the committee. Each Sport committee, with the
    exception of Youth Athletics, which shall be constituted according to its
    Operating Regulations, shall be constituted as follows:
a. Association group members: One (1) member to be named by each
    Association member club or organization active in the discipline of
    the committee;
b. Athletics for the Disabled members: One (1) member to represent
   the collective disabled athletes in the area;
c. Officials Committee member: One (1) member to be named by and
     from the Association Officials Committee;
d. At-large members: Three (3) at-large members to be selected by
    the committee;
e. Elected officers and other positions: Any person elected by the
    committee to serve in an officer position, such number not to exceed
    four (4) additional members; and
f. Active athlete members: That number of active athlete
   members which shall be at least twenty percent (20%) of the total
   authorized membership of the committee, such active athletes to be
   selected by those registered attendees at the meetings of this
    Association who are active athletes engaged in the particular sport
    discipline of the committee.
 
C.      Committee membership:
1. Notification and vacancies: Members of committees and chairmen for
    these committees are appointed by the President and approved by the Board
    or may be elected by Association membership as provided in Article 8-F.
    Vacancies in a committee shall be filled by the remaining members of the
     committee.
2. Elections: The provisions of Article 8 shall apply to the elections
    process of committees. The committees shall be free to adopt other portions
    of Article 8, or other rules not in conflict with those in Article 8;
3. Membership: All elected and appointed members of all committees shall be
    members of this Association. Each committee shall consist of at least (four)
    4 members and the chair. Each committee is free to determine the number
    of its membership in its Operating Procedures;
4.Termination: Organizations or groups which appoint committee members
   per this section may terminate such appointments for good cause upon
    written notice to such appointees;
5. Listing: Under every committee member’s name in the USATF
    Directory shall be listed (a) their Association or (b) the governing
    organization they represent. Committee membership constitution shall also
    be listed on the Association’s web site.
 
D.     Committee meetings: Each committee shall hold at least an annual meeting, which
may be in conjunction with the annual meeting of the Association. Committees may
determine a regular meeting schedule and shall hold such special meetings as may
be called by the chair, at his or her own initiative, or that of twenty percent (20%)
of the membership of the committee, upon twenty (20) days written notice. In the
latter case and in the absence of the willingness of the chair to call a meeting, the
notice of a special meeting shall be distributed to all committee members at the
direction of the Association Secretary upon verification that the requirement of
twenty percent (20%) has been met. The notice of a special meeting shall be in
writing, setting forth the date, time, place, and purpose of the meeting, and shall be
mailed to the last known address of each committee member;
 
E.     Quorum: A quorum for any committee meeting shall consist of twenty-five
percent (25%) of its members;
 
F.      Athlete representation: Except for the Youth Athletics Committee and its
subcommittees, all Association committees, or other appointed or elected bodies of
this Association shall consist of at least twenty percent (20%) active athletes.
 
G.     Committee responsibility: Any committee project or grant which requires
applicants to file a written request form must also require a certification that the
Association president and sport chair (if appropriate) have been notified of the
application. Any USATF national committee awarding funding for projects or
events to be held in the Association must notify the Association president in writing
of the date and scope of the activity to be held in the Association.
 
H.     Committee chairs: The chair of each applicable committee shall be appointed or
elected in accordance with this Association’s voting procedures (see Article 8).
Unless otherwise specified, the chairs of all other committees shall be appointed by
the Association President and shall serve the same term as the President’s term.
 
I.       Duties of Chair: Chairs of all committees shall:
1. Preside at all meetings of the committee;
2. Ensure that all duties and responsibilities of the committee are properly and
    promptly carried out;
3. Appoint subcommittees, with the authorization of the committee, as may be
    necessary to fulfill the duties and responsibilities of the committee.
    Subcommittees of administrative and developmental committees shall be
    appointed only from the membership of those committees, except that nonmembers
    (not exceeding 50%) of the subcommittee) may be appointed with
     the authorization of the committee;
4. Communicate with the committee members to keep them fully informed of
    events concerning the committee and decisions made to carry out the
    committee’s responsibilities;
5. Keep the President and Executive Director informed on all committee
    actions and recommendations; and
6. Cause to be kept and properly forwarded to all committee members and the
    Executive Director copies of the minutes of all meetings of the committee;
 
J.      Vacancies: When an elected committee chair is vacant, the position shall be
filled by a vote of the committee as a whole by mail ballot unless the committee has
previously adopted a different procedure. A panel named by the Association
president shall supervise the elections in a manner approved by the Board; and
 
K.      Removal of elected chairs: Chairs may be removed for good cause by a
vote of the committee at an annual meeting or at a special meeting called for
that purpose, provided that the members of the committee shall receive notice of the
proposed action at least twenty (20) days prior to the meeting.
 
L.      Task forces: The President may appoint task forces. No such entity shall
continue beyond the term of the President without specific reappointment. The
authorized temporary groups will be reported in the minutes of the next meeting.
 
 
ARTICLE 13
COMMITTEE DUTIES AND RESPONSIBILITIES
 
A.        Sport Committees:
1. Duties and responsibilities: Each Sports Committee shall:
a. Championships: Have jurisdiction over the Association
    championships in the particular discipline it controls, and shall
     institute, locate, or award, conduct, and manage all such
     championships in accordance with the provisions of USATF
     Regulation 3;
b. Calendar: Coordinate the local and domestic competition
    calendar in its discipline; and
c. Records: Approve records for the events within its discipline.
d. Promote: Promote and develop activities in its sport.
2. Committee definitions:The disciplines and age categories under the control
    of each sport committee in this division are as follows:
a. Age categories:
i. Senior athletes are of any age 14 years and over;
ii. Junior Athletes must be at least age 14 on the day of
    competition and under age 20 on December 31 in the year of
     the competition;
iii. Master athletes shall be at least age 40 on the day of
     competition; and
iv. Youth athletes shall not be 19 before the final day of the
     national Junior Olympic track and field competition and are
     divided into specified age categories; and
3. Jurisdiction of each Sports Committee:
a. Men’s Track and Field: Indoor and outdoor track and field
    activity for junior and senior men, not including track races of
    greater than 10,000 meters;
b. Women’s Track and Field: Indoor and outdoor track and field
    activity for junior and senior women, not including track races of
    greater than 10,000 meters;
c. Race Walking: All race walking activity for junior and senior men
    and women.
d. Men’s Long Distance Running: Off-track running at all
    distances, track running at distances over 10,000 meters and cross
    country running for junior and senior men;
e. Women’s Long Distance Running: Off-track running at all
    distances, track running at distances over 10,000 meters and cross
    country running for junior and senior women;
f. Youth Athletics: All youth activity not conducted as junior
   competition for youth boys and girls, including track and field, road
    running, cross country running, and race walking; and
g. Masters Track & Field and Long Distance Running: All track, field,
    and race walking activity for masters men and women, except rack
    running races of greater than 10,000 meters.
4. Association liaison:
a. Duties and responsibilities: The liaison shall:
i. Communication: Communicate with other Associations
    of USATF;
ii. Examples: Collect and provide samples of model
    Association bylaws, policies, and operations manuals;
iii. Clearinghouse:Assemble and disseminate information to the
    National Office on registration and membership, events,
    schedules, services to athletes, and Association statistics;
iv. Association standards:Assist the Association in
    understanding accreditation implementation and formulating
    plans for improvement; and
b. Appointment: The liaison shall be appointed by the President with
    the approval of the Board
5. Athletes Advisory:
a. Duties and responsibilities: The committee shall:
i. Policy advice: Serve as a source of reference, opinion, and
   advice to the officers, employees, Board, and all committees
   with regard to current or contemplated policies of
   USATF and/or the Association and in all matters
   relating to athletes and athlete’s rights;
ii. Athlete representatives: Appoint, elect, or oversee the
   election or appointment of athletes’ representatives to
   committees or subcommittees when empowered to do so by
   these Bylaws;
iii. Participation in governance: Encourage and foster the
    representation and active participation of athletes at the
    meetings of the Association, its Board and its committees;
iv. Meetings: Conduct meetings of the active athlete
    members and other active athlete attendees at the annual
    meetings of this Association;
v. Performance: Assist athletes in achieving maximum
    performance in Athletics competition;
vi. Rights of athletes: Educate athletes about their rights and
     responsibilities in Athletics and assist athletes in preserving
     and protecting such rights.
vii. Athlete advice: Advise athletes on all matters pertaining to the
     general structure and operation of Athletics;
viii. Transition of athletes: Assist with the transition of athletes in
     post-competitive years; and
ix. Operating rules: Adopt operating rules to assist the
     committee in carrying out its duties and responsibilities;
x. Make-up: The committee shall consist of active athletes
    in each of the following categories where available:
(1) Sprints;
(2) Hurdles;
(3) Multi-events;
(4) Distances of 800 meters through 1500 meters;
(5) Distances of over 1500 meters to 10,000 meters;
(6) Road racing and cross-country;
(7) Throws;
(8) Horizontal and vertical jumps;
(9) Race walking; and
(10) At-large (active or inactive) athletes.
6. Athletes for the Disabled:
a. Duties and Responsibilities: The committee shall:
i. Liaison: Serve as liaison between this Association and
(i) the Disabled in Sports Committee of the USOC and
(ii) those sports organizations for athletes with disabilities
which conduct regular programs;
ii. Competitions: Coordinate, through the appropriate sport
committee, the competition of athletes with disabilities in
events under the jurisdiction of this Association, and
promote participation by athletes with disabilities in
Association-sanctioned events;
iii. Development: Develop programs to improve athletic
performance among athletes with disabilities; and
iv. Education: Facilitate the education and training of
coaches and officials, and education of the Athletics
community in general in working with athletes with
disabilities;
b. Makeup: The committee shall consist of a chair and two (2)
members selected by each sports organization for the disabled. One
(1) of the two (2) members from each such organization shall be
disabled and have competed in Athletics within ten (10) years. At
least twenty percent (20%) of the committee shall be disabled.
7. Coaches Advisory:
a. Duties and responsibilities: The Committee shall:
i. Policy advice: Serve as a source of reference, opinion and
advice to the officers, employees, Board, and all committees
with regard to current or contemplated policies of this
Association and in all matters relating to coaches; and
ii. Coaches representatives: Appoint coaches’ representatives
to committees or subcommittees when empowered to do so
by these Bylaws; and
b. Makeup: The committee shall consist of a minimum of one (1)
coach from each Sports Committee in the Association.
8. Coaching Education and Development:
a. Duties and responsibilities: The committee shall foster the growth
of coaches’ education in the local area, using such resources as the
national committee can provide. It shall participate in the staging of
any coaching education school held in the geographic area of the
Association; and
b. Makeup: The committee shall attempt to parallel the structure of the
national subcommittee, such activities being led by an Association
education chair appointed by the Association president.
9. Law & Legislation and Rules
a. Duties and responsibilities: The committee shall:
i. Deliberations: Consider and present in proper form for
action all amendments to the USATF Bylaws and Operating
Regulations and may make recommendations thereon;
ii. Custodial service: Be the custodian of the local
Association Bylaws;
iii. Interpretation: Interpret the Rules of Competition
iv. Amendments by members: Have the authority to propose
amendments to the USATF Bylaws, Operating Regulations,
and Rules of Competition on behalf of the Association with
the signature of the President of the Association; and
b. Makeup: The committee shall consist of at least three (3) and
no more than seven (7) members of the Association, at least twenty
percent (20%) of which must be active athletes, as named by the
President.
10. Member services liaison:
a. Duties and responsibilities: The liaison shall assist the area
membership chair in determining the qualifications of member
groups, and shall coordinate all elections for both the officers,
Board, and committee chair positions; and
b. Appointment: The liaison shall be appointed by the President with
the approval of the Board.
11. Officials Committee:
a. The Committee shall:
i. Administration: Select a person or committee
responsible for training, certifying, and generally
supervising officials within the Association, under such
rules and procedures consistent with the directives of the
national committee, as it may adopt;
ii. Methods: Establish, by examination, rules review, field
experience, clinics, and such other procedures as it may
choose, their overall program administration, including the
direct responsibility of certifying the officiating category of
association Official to working officials within its
Association;
iii. Instruction: Develop and maintain instructional programs
for officials, including examinations, rules, reviews,
clinics, and other such activities as it may prescribe; and
iv. Certification: Be responsible for:
v. Designating pre-certified officials;
vi. Certifying Association-level officials; and
vii. Recommending to the national committee candidates for
national and master-level officials certification; and
b. Minimum make-up and concurrence: The Officials Committee shall
    be composed of at least one representative from each locally active
    sports discipline of the Association.
12. Sports Medicine & Services:
a. Duties and Responsibilities: The Committee shall:
i. Advise coaches and athletes and the Athletic community on
the prevention and care of Athletics injuries;
ii. Coordinate research on human performance;
iii. Lead efforts to provide medical staffing at events;
iv. Seek appropriate controls on dangerous or unfair substance
abuse;
v. Develop educational materials and conduct educational
programs concerning drug abuse in sports and sports related
injuries and care;
vi. Establish working relationships with sports medicine care
providers throughout the Association to develop an
Association-wide medical care referral network.
b. Make-up: The committee shall consist of at least four (4) members
    of the Association, at least twenty percent (20%) of which must be
    active athletes, and a Chairperson as named by the President
 
 
ARTICLE 14
DISCIPLINARY AUTHORITY
 
A.     This Association shall have the authority to discipline any member, delegate,
athlete, coach, manager, official, trainer, member of any committee, and any other
person or entity participating in Athletics who, by neglect or by conduct, (i) acts in a
manner detrimental to the purposes of USATF or Athletics, or (ii) has violated any of
the Bylaws, Operating Regulations, or Rules of Competition of USATF, or of the
Association, or (iii) has violated the rules of eligibility, or (iv) who by his, her, or its
conduct has acted in a manner which tends or brings disrespect to the Association,
USATF, or the sport of Athletics.
 
B.      In all instances brought under paragraph A of this Article 14, the person or entities
charged shall be provided with fair notice and an opportunity for a hearing before the
imposition of any penalty by the Association. However, in instances where the Board
reasonably believes that the parties or entities being so charged represent a danger to the public or other members of the Association, The Board of this Association shall have the power to immediately suspend any such party or entity until a hearing can be held to determine further action or actions. Persons or entities charged may be represented in any disciplinary proceeding by persons who may (but need not be) an attorney; may appeal any adverse decision to USATF in accordance with USATF Regulation 11; may be present at any hearing; and shall have the right to present evidence and testimony and to cross-examine witnesses.
 
C.     Proceedings: Disciplinary proceedings commenced by the Association shall be
conducted in accordance with the Formal Resolution of Grievances provisions of
Article 15 of these Bylaws.
 
D.     Sexual Misconduct: In any case where it is established that an individual has been
convicted of, or pleaded nolo contendere to, a felony or misdemeanor involving a
sexual offense against a minor or a member of USATF, the Association shall proceed
as prescribed in USATF Regulation 11 (A)(3).
 
E.      On a finding by a hearing panel on matters under this Article that the party or entity
is guilty of the act or acts alleged by the Association, the Association may impose
penalties which may include, but are not limited to:
1. Expulsion from the Association and right to recommend to the National
    Office the expulsion from USATF;
2. Suspension for a definite or indefinite period of time from the Association;
3. A declaration that a person or organization is ineligible to participate in
    Athletics or the affairs of the Association.
4. Censure;
5. Admonishment
6. Fines.
 
 
ARTICLE 15
REDRESS OF GRIEVANCES
 
A.      Redress of grievances:A grievance may be any matter within the cognizance of this
Association other than doping offenses described in USATF Operating Regulation
10. A Grievance Complaint shall state that (i) conduct detrimental to the best
interests of Athletics or USATF has taken place, or (ii) a violation of any of the
Bylaws or Operating Regulations of this Association or USATF has occurred, or
(iii) the rules of eligibility as defined by the IAAF have been broken. Grievance
Complaints may be filed only by individuals who were, at the time that the conduct
complained of occurred, members, directors, or officers of USATF or who have
the legal capacity or standing to act on behalf of a member of this Association who
is a minor. Except as provided in USATF Regulations 11-A-3, Grievance
Complaints must be filed within two (2) years from the time the complaining party
knew or should have known of the act giving rise to the Complaint.
 
B.     Grievance Complaints: Grievance complaints shall (i) be filed with the
Association office and the Secretary, (ii) be signed under oath, (iii) allege with
particularity the nature of the grievance, and, where appropriate, the Association,
USATF or IAAF rule which has been violated or broken, and (iv) ask that the
Association take such action as may be appropriate and in accordance with its rules.
Factual allegations shall be separately stated in concise language with one such
allegation set forth in each numbered paragraph of the Grievance Complaint. The
failure of a Complaint to comply with the preceding sentence shall not be grounds
for its dismissal, provided the Complaint clearly makes specific allegations that, if
proven, would justify one of the conclusions set forth in paragraph A above. The
Association Office shall forward a copy of each Grievance Complaint to the
President and to the Board.
 
C.      Informal resolution of grievances: Upon receipt of a Grievance Complaint, the
President or his or her designee shall use every effort to resolve the grievance
through informal means, and, in the case of grievances pertaining to a specific
athlete or a specific sport discipline, the President or his or her designee shall confer
with the chair of the sport committee for the discipline involved. As part of the
informal resolution process, all respondents named in the Grievance Complaint
shall be served with a copy.
 
D.      Formal resolution of grievances: If the informal resolution of the Grievance
Complaint is unsatisfactory to any party, that party may so inform the President in
writing within fifteen (15) days requesting a formal hearing on the Grievance
Complaint. Upon receipt of such notice, the President shall promptly:
1. Appoint at least three (3) members who have no interest in the matter, to
    hear evidence, make findings of facts, and adjudicate the issue.
2. Assign to the Chairperson of the Rules and Regulations Committee the
    gathering of relevant facts and information, and to present and challenge
    evidence supporting the charges at the hearing and to challenge by                                 crossexamination and other appropriate means, evidence presented by the person
    or entity charged.
 
E.      Duties of the Secretary: The Secretary shall forward to the parties involved a
Notice of Hearing which shall be either hand-delivered, or mailed by first class
mail, return receipt requested to the last known address of the parties involved.
Such Notice of Hearing shall include:
1. A copy of the Grievance Complaint or other documents giving rise to the
    proceeding.
2. The names of the hearing panel members and the address and telephone
     number of the panel’s chair, and
3. A copy of Article 15 of these Bylaws and a copy of the text of USATF
    Regulation 11.
 
F.      Answer: A written answer which may or may not contest the charges shall be
filed within ten (10) days after receipt of the Notice of Hearing with either (I) the
Secretary of the Association, who shall send copies to the hearing panel, the
presenter, and all other parties concerned, or (ii) the chair of the hearing panel who
shall send copies to the member of the hearing panel, the presenter, and all other
parties concerned.
 
G.     Challenge for lack of Impartiality: Any party to a hearing or any panel member
may, prior to the hearing, challenge the seating of any panel member, on the ground
that the panel member is not impartial. The challenge shall be made to and decided
by the Board.
 
H.      Failure to Answer: A failure to answer timely shall be deemed a waiver by the
person or entity charged of the opportunity to have a hearing. Upon such failure,
the hearing panel may proceed n the absence of the person or entity charged and
may decide the matter with or without a hearing and with or without the taking of
testimony and evidence as may be deemed appropriate.
 
I.          Hearings:
1. Date: After the panel has received the answer of the parties charged, or
    after the time to answer under this Article has elapsed, the panel shall, after
    consultation with all parties and the presenter, schedule a hearing and shall
    notify all parties of the date and time of such hearing. The hearings should
    be scheduled to be held within thirty (30) days of the receipt of the answer
    or the expiration of the time to answer.
2. Evidentiary Rules: The rules of evidence generally accepted in
    administrative proceedings shall be applicable to the hearing.
3. Presentation and Recording of Proceedings: At the hearing, all interested
    parties shall have the right to counsel, to present evidence and crossexamine
    witnesses, and to present such factual or legal claims as will
    support their positions. A summarized record of the hearing shall be made
    by the hearing panel and the panel shall report its findings of facts and
    conclusions to the President, the Board and all interested parties within
    fifteenth (15) days of the hearing. The Secretary shall ensure that the record
    is maintained by the Association.
 
J.          Closed Hearings: Hearings shall be closed to the public.
 
ARTICLE 16
SANCTIONS
 
A.      Domestic Sanctions: This Association shall have authority to grant sanctions to
sports organizations or persons otherwise wishing to hold athletic competitions in
athletics, that are not international in nature, within the United States.
 
B.      Sanctioning Policy: Unless this Association determines by clear and convincing
evidence that holding or sponsoring an athletics competition would be detrimental to
the best interests of the sport, this Association shall promptly grant a sanction
requested by a sports organization or person(s) provided all the requirements of
USATF Operating Regulation 14 have been satisfied. The decision as to whether a
proposed competition would be detrimental to the best interests of the sport shall be
made in the first instance by the Association. Approval of sanctions shall not be
unreasonably denied. The decision to deny a sanction may be appealed to USATF
 
A.     Sanction Requirements: Sanctions are issued, withheld, or withdrawn in
accordance with the requirements and provisions of USATF Operating Regulation
14.
 
 
ARTICLE 17
FISCAL AND LEGAL MATTERS
 
A.      Fiscal Year: The fiscal year of this Association is January 1 through December
31.
 
B.      Depositories: The Association shall, from time to time as necessary, designate
depositories for funds, property, and assets belonging to or under the control of
USATF.
 
C.     Signatories: Funds on deposit in banks may be withdrawn only by voucher
check upon the signatures of at least two of the officers who are signatories. Other
assets or property of this Association may be transferred from one depository to
another by action of the Board.
 
D.      Bonding: Corporate fidelity bonds shall be obtained at the expense of this
Association in a form and amount approved by the Board, indemnifying USATF
and 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 Association.
 
E.      Indemnification: This Association shall immediately indemnify any person
who was or is a party or is threatened to be made a party to any threatened,
pending, or completed action, suit, or proceeding, whether civil, administrative, or
investigative, by reason of the fact that he or she is or was a director, officer,
employee, or official representative of this Association against expenses, including
attorney’s fees, judgments, fines and amounts actually and reasonably incurred by
him or her in connection with such action, suit, or proceeding, if he or she acted in
good faith and in a manner he or she reasonably believed to be in or not opposed to
the best interests of USATF and this Association, and, with respect to any criminal
action or proceedings, had no reasonable cause to believe his or her conduct was
unlawful. The termination of any action, suit, or proceeding by judgment, order,
settlement, conviction, or upon a plea of nolo contendere or its equivalent, shall
not, of itself, create a presumption that the person did not act in good faith and in a
manner which he or she reasonably believed to be in or not opposed to the best
interests of USATF and this Association.
 
F.       Standards of conduct: Any indemnification under this article shall be made by this
Association only as authorized in the specific case upon a determination that the
officer, director, employee, or official representative has met the applicable standard
of conduct set forth herein. Such determination shall be made by the Board by a
majority vote of a quorum consisting of members of the Board who were not
parties to such action, suit, or proceeding. If such a quorum is not obtainable, such
determination shall be made by either (1) by a majority vote of the full Board
pursuant to opinion of independent legal counsel, or (2) by the members of this
Association at the next meeting;
 
G.     Expenses: Expenses, including attorney’s fees, incurred in defending a civil
action, suit, or proceeding may be paid by this Association in advance of the final
disposition of such action, suit, or proceeding as authorized in the manner provided
above upon receipt of an undertaking by or on behalf of the director, office,
employee, or official representative to repay such amount unless it shall be
ultimately determined that he or she is entitled to be indemnified by this Association;
and
 
H.      Applicability: The indemnification provided by this section shall not be deemed
exclusive of any other rights to which the director, office, employee, or official
representative may be entitled under bylaw, agreement, vote of the membership, or
disinterested directors or otherwise. The indemnification provided by this section
shall continue as to a person who has ceased to be a director, officer, employee, or
official representative and shall inure to the benefit of the heirs, executors, and
administrators of such a person.
 
I.       Liability Insurance: This Association shall secure comprehensive liability
insurance coverage, including insurance for athlete/participant injury liability.
 
J.       Audit schedule: The Board, effective at the beginning of each fiscal year,
shall select a Certified Public Accountant to audit the books and financial records of
this Association for the ensuing year. After completing the audit, the auditor shall
submit his or her report 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 and sent to the USATF National Office before the next annual meeting.
 
K.      Legal Counsel:
1. Counsel to the Board: The Counsel to this Association shall be appointed
    by the President with the approval of the Board. The Counsel to the Board
    shall be responsible for overseeing the legal affairs of this Association and
    shall be available to advice and consult with the officers, and other agents of
    this Association, render legal advise and assistance, and perform such other
    duties as the President or the Board may request. The Counsel to the Board
    shall have the right to the floor at any meeting of the Association, its Board,
    and its committees to comment on legal matters. The files, records, and
    documents created by the Counsel to the Board during the course of duties
    to the Association shall belong to the Association; and
2. Special Legal Counsel: On those occasions when the nature or scope
    of a particular matter requires expertise or a commitment of time, or cannot
    otherwise be adequately dealt with in the ordinary course by the General
    Counsel, and it appears to be in the best interests of this Association, the
    Board may authorize the President, in consultation with the Counsel to the
    Board to retain Special Legal Counsel. Where prior authorization by the
    Board is impractical, the President, in consultation with the Counsel to the
    Board, may in the best interests of USATF and this Association retains such
    Special Legal Counsel. All agreements with Special Legal Counsel as to
    legal services to be rendered and the fees and compensation to be paid shall
    be in writing and executed in accordance with this paragraph.
 
L.      Contracts: Contracts not in the ordinary course of affairs of this Association,
shall be examined and approved for form by the Counsel to the Board or by the
Special Legal Counsel of the Association, prior to execution. The contents of all
contracts affecting sport committees shall, during their negotiation phase, be
communicated to the appropriate committee(s). Unless otherwise directed by the
Board, all written contracts shall be executed on behalf of this Association by (i) the
President (or another officer designated by the President) and (ii) the Executive
Director, if the Association has an Executive Director, and, if required, attested to
by the Secretary.
 
M.     Arbitration: This Association agrees to submit by binding arbitration conducted
in accordance with the commercial rules of the American Arbitration Association, in
any controversy involving its recognition as a national governing body, as provided
for in Paragraph 395, Subchapter II, Chapter 17, of Title 36 (page 93) of the
United States Code or in any controversy involving the opportunity of any athlete,
coach, trainer, manager, administrator, or official to participate in Athletics
competition, as provided for in the constitution and bylaws of the USOC.
 
N.     Conflict of Interest: Any individual representing this Association, or who has a
financial arrangement with USATF or this Association, or who is an employee of
this Association or of its Associations, or who 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 provide services to USATF or this Association, if that
individual directly or indirectly benefits financially, or otherwise receives any form
of compensation from, or has any interest in, any supplier under consideration.
The Board may require that such individuals disclose all financial interests that may
influence the performance of their duties for USATF or this Association. Each
individual referred to in the first sentence of this paragraph shall, upon learning that
this Association is proposing to enter into any arrangement in which he or she has a
financial interest, promptly notify the President, or the Executive Director in writing
of the existence of such interest, and the President or Executive Director, shall, in
turn, promptly disclose such interest to those bodies of USATF involved in
considering entry into the arrangement. In the event of a violation of this provision,
the Association shall have the right to recover such payment and to void the contract
or transaction.
 
 
ARTICLE 18
DISSOLUTION
 
A.      Upon dissolution of the corporation, the Board shall, after paying or making
provisions for the payment of all the liabilities of the corporation, dispose of all the
assets of the corporation exclusively for the purpose of the corporation in such a
manner, or to such organization or organizations, organized and operated
exclusively for charitable, educational, religious, or scientific purposes shall at the
time qualify as exempt organization or organizations under Section 501(c)(3) of the
Internal Revenue Code of 1954 (or the corresponding provision of any future
United States Internal Revenue Law), as the Board shall determine.
 
 
ARTICLE 19
SAVING CLAUSE
 
A.      Failure of literal or complete compliance with provisions of the Bylaws in respect of
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 action or proceedings of the members at any meeting.
 
 
ARTICLE 20
AMENDMENTS
 
A.      General provisions: Amendments shall be considered by this Association as
follows:
1. Voting for Bylaws approval: Amendments to the Bylaws shall require for
     passage a two-thirds vote of those members present and voting at the
     meeting provided notice of the proposed amendment has been submitted in
     writing to the members of the Association at least thirty (30) days prior to
     the meeting; and
2. Voting for other regulations approval:Amendments to the other regulations
    shall require a majority vote of members present and voting, provided notice
    of the proposed amendment has been submitted in writing to the members
    of the Association at least thirty (30) days prior to the meeting.
 
B.      Exceptions: Notwithstanding Paragraph A above, amendments may be
considered at any meeting of the Association in any of the following circumstances:
1. Tabled amendments: Tabled amendments may be acted upon at any
    subsequent meeting without redistribution of the proposal;
2. Conformity with the law: To make the Bylaws or other regulations
    conform with federal or local law or regulation;
3. Conformity with USATF: To make the Bylaws or other regulations
    conform with USATF requirements; and
4. Uniformity: To make the Bylaws and other regulations conform with
    each other;
5. Such items need not meet the time requirement of subparagraph A-3 above
    and D-1 below.
 
C.      Emergency circumstances: In emergency circumstances, this Association or its
Board may adopt changes as follows:
1. Vote of the membership: Upon a ninety percent (90%) vote at any
    meeting of this Association; and
2. Vote of the Board: Where immediate relief is deemed necessary, the
    Bylaws and other regulations may be amended upon vote of ninety percent
    (90%) of the total membership of the entire Board, such amendment to be
    effective only until the next meeting of the Association.
 
D.      Submissions: The following provisions shall govern submissions of amending
legislation:
1. Time of submission: Amendments shall be submitted at least sixty (60)
    days prior to the meeting at which they are to be considered, so as to allow
    proper review and submittal to the members of the Association. This sixty
    (60) day requirement may be waived, in emergency circumstances, upon a
    ninety percent (90%) vote at any meeting of this Association.
2. Submittals: Amendments may be submitted only by a member of this
    Association.
3. Persons receiving submissions: Amendments to the Bylaws and other
    regulations shall be submitted to the chair of the Law & Legislation/Rules
   Committee;
4. Form of submission: The proposed amendments shall be in such form as
    to show the entire section, subsection, or paragraph, as the case may be, as
    it will read if adopted, with all proposed additional language underlined or
    shaded, and all proposed deleted language in double parentheses. Each
    submission shall be accompanied by a brief statement of the rationale for the
    submission. If there is a budgetary impact, it shall be estimated with the
    submission or, lacking such estimation, shall be provided by the Treasurer
    and/or the chair of the Budget Subcommittee of the Board; and
5. Approval of submissions: All proposed amendments must first be
    recommended for approval at the time of submission by someone other than
    the submitter who shall be another member of the Association.
 
E.      Effective date: Unless otherwise specified at the time of adoption, amendments to
the Bylaws and other regulations shall be effective immediately.
 
F.      Saving Clause:Failure of literal or complete compliance with provisions of the bylaws
with respect to the dates and time 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
of this Association, shall not invalidate the actions or proceedings of the members at
any meeting. Items not covered by these Association By-laws are governed by the
USATF By-laws.
 
 
GENERAL REGULATIONS
REGULATION 1
MEMBERSHIP
 
A.      Association responsibilities: This Association shall have specific responsibilities
In the collection of dues and fees from its members.
 
B.      Collection of dues: On or before the 15th day of the month following collection,
a transmittal report and USATF’s national share of annual dues for each sports
organization and individual member shall be submitted to the National Office.
 
C.        Coaches:
1. All coaches of any club registered with this Association shall be members of
    this Association.
2. Clubs shall submit a list of their coaches along with their annual club
    membership application and shall update that list as necessary.
3. All coaches are required to take the Coaches Developmental Class offered
    by USATF. Coaches who are at least Level One Certified Coaches are
    exempt from this requirement.
4. Coaches and others who work with youth athletes may be subject to
    compulsory disclosure programs and/or background checks approved by
    the Board.
 
 
REGULATION 2
CERTIFICATION OF ATHLETE ELIGIBILITY
 
A.      Membership: All athletes competing in events conducted by this Association or by
any member club of this Association shall be USATF members unless provided
otherwise in the Bylaws and Operating Regulations of USATF or this Association,
and shall meet the requirements of USATF Regulation 7.
 
B.      Certification: In lieu of membership, the Association membership committee shall
accept from a coach or designated official of a recognized educational institution or
branch of the Armed Forces certification that the athletes are eligible to compete for
the institution or branch under the rules of USATF and the IAAF. This certification
shall remain in effect for the full season of the educational institution or branch of
the Armed Forces.
 
 
REGULATION 3
CHAMPIONSHIPS
 
A.     General: The Association championships shall be conducted in senior, youth
and masters classes. This Association shall be subject to those USATF Rules
governing age groups, eligibility, entries, protests, and competition as are contained
within the USATF Rules of Competition.
 
B.      Dates: Dates for Association championships shall be determined by the respective
Sports Committees and the National Office as necessary.
 
 
REGULATION 4
RECORDS
 
A.        Submission:
1. Form: All applications for records shall be submitted on an official record
    application form and shall contain all pertinent information requested on the
    form;
2. Responsibility: It shall be the responsibility of the Association sport
    committee, or of the member club or affiliate organization sponsoring or
    conducting the competition, to apply for the record on the form which shall
    be properly completed and forwarded to the Association Office without
    delay. In the case of a National Record, the Association Office shall
    immediately forward the record application to the National Office.
3. Processing: Upon receiving a record application form and any
    accompanying documentation, the Association Office shall forward it to the
    Records Committee which shall review the form, gather any additional
    information, and ratify or reject the record as appropriate.
 
 
REGULATION 5
CERTIFICATION OF ROAD COURSES
 
A.      The regulations concerning the certification of Road Courses in USATF Regulation
6 is hereby adopted by this Association.
 
 
REGULATION 6
REPRESENTATION
 
A.      General: An athlete who is a bona fide resident of the geographical area
covered by this Association shall be considered a member of this Association except
as otherwise provided in Paragraph B below.
 
B.      Attached athletes: In order for an athlete to compete as a representative of a
national club or of a local club, educational institution, or other organization, that
organization must be a member in good standing of USATF.
 
C.     National clubs: Athletes belonging to a national club shall be considered
members of this Association provided they reside within the geographical area
covered by this Association, unless paragraph B below is applicable. National
clubs shall not be eligible to compete for Association team championships, but
athletes belonging to a national club may compete in the Association championship
and shall be scored as though they are unattached athletes; or
 
D.      Local clubs, educational institutions, and other organizations: An athlete who
is not a member of a national club (or is only by reason of subparagraph C-3-c
below) may compete as a representative of any local club, educational institution, or
other organization that is a member of the this Association. Any such athlete shall
score for the athletes’ team in any championship or other competition;
 
E.      Unattached athletes: An unattached competitor is an athlete member who
represents no club, educational institution, or other organization. An unattached
athlete may compete in this Association provided that athlete is a member of this
Association. An unattached athlete shall be identified at athletics events with this
Association or place of residence in which he is a member, and not with a club.
Examples of this would be “John Doe, Unattached (Gulf)”, and “Jane Doe,
Unattached (Houston, Texas)”;
 
F.      Notification of changes: An athlete member who wishes to change
representation shall notify the Membership Chair prior to the effective date of the
change; and
 
G.      Fees for changes: All applications for changes of representation must be
accompanied by a fee, if any, to be determined by the Association membership
committee and approved by the Board.
 
H.     Residency exceptions: This Association may permit an athlete who is a bona fide
resident to be a member of another Association by agreement of the two
Associations. Agreement may concern individual athletes or all athletes who reside
in certain areas.