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USATF/CT CONSTITUTION AND BY-LAWS

Article I
NAME

The name of the organization having responsibility for the supervision of all Athletics activities within the State of Connecticut is USA Track and Field, Connecticut Association (hereinafter, the Association).

Article II
DEFINITIONS

As used in the By-Laws the term:
  1. "Amateur Athlete" means any athlete who meets the eligibility standards established by USA Track and Field for the sport of Athletics;
  2. "Amateur Athletic Competition" means a contest, game, meet, match, tournament, or other event in which amateur athletes compete;
  3. "Sanction" means a certificate of approval issued by authority of the Association;
  4. "Athletics" means, inclusively, track and field, long distance running, cross country running, road running, and race walking, and any other sport discipline recognized by the IAAF;
  5. "IAAF" means the International Amateur Athletic Federation;
  6. "Active athlete" means any individual who is actively engaged in the amateur athletic competition in the sport of Athletics or who has represented the United States in international amateur athletic competition held under IAAF jurisdiction in the sport of Athletics within the preceding ten (10) years;
  7. "IOC" means the International Olympic Committee;
  8. "USOC" means the United States Olympic Committee;
  9. "Board" means the Board of Directors of the Association.
Article III
PURPOSES

The purposes of the Association are to act as the governing body for the sport of Athletics in the State of Connecticut. In connection with such purposes, the Association shall:
  1. Develop interest and participation throughout the state of Connecticut and be responsible to the persons and amateur sports organizations active in the sport of Athletics;
  2. Keep amateur athletes active in the sport of Athletics informed of policy matters and reasonably reflect the views of such athletes in the policy decisions of the Association;
  3. Sanction amateur athletic competition in Athletics in accordance with the provisions of these By-Laws;
  4. Provide for participation by amateur athletes in amateur athletic competition in the sport of Athletics, in accordance with the provisions of these By-Laws;
  5. Provide equitable support and encouragement for participation by women in the sport of Athletics;
  6. Encourage and support amateur athletic sports programs in the sport of Athletics for handicapped individuals.
Article IV
AUTHORITY OF THE CONNECTICUT ASSOCIATION

The Association shall possess, through USA Track and Field, all authority of that body in the sport of Athletics for the State of Connecticut. The Association shall exercise jurisdiction and control over the administration, eligibility, sanctioning authority, representation and rules of competition for the sport of Athletics in the State of Connecticut subject to and consistent with the By-Laws of USA Track and Field which are incorporated herein by reference.

The Association shall also designate individuals to represent the Association at meetings of USA Track and Field. The selection of delegates to such meetings shall be in accordance with the By-Laws of USA Track and Field which are in effect at the time of such selection.

Article V
BASIC MEMBERSHIP IN THE CONNECTICUT ASSOCIATION

Membership in the Association shall be open to individuals who are amateur athletes, coaches, trainers, officials, administrators, and those persons active in the sport of Athletics. Membership shall be without regard to race, creed, color, religion, age, or sex.

Qualifications for membership are as follows:
  1. All individuals who are active in the sport of Athletics should, collectively, constitute the basic representation for that sport; therefore, membership in the Association or any of its committees shall be open to all individuals, educational institutions, clubs, and other organizations having an active interest in the support of Athletics;
  2. Individuals who are actively engaged in amateur athletic competition in the sport of Athletics, or who have represented the United States in international amateur athletic competition within the preceding ten (10) years, shall be entitled to twenty (20) percent of the total voting membership of the Association, and at least one representative on the Executive Board and each of the standing sport committees;
  3. Individuals qualified for membership in the Association as provided in Article V(b) shall be entitled to a number of at-large voting representatives equal to twenty-five (25) percent of the number of organizations authorized to vote at the time of the annual meeting. These at-large voting representatives shall be elected at each annual meeting by vote of all those present who are described in Article V(b). There must be at least one such at-large voter to represent each of the standing sport committees.
  4. Any membership in the Association may require the payment of dues as authorized by these By-Laws.
Article VI
MEETINGS OF THE CONNECTICUT ASSOCIATION

The annual meeting of the Association shall be held on the second Wednesday of November, at such a date, time and place as may be fixed in the notice of such meeting. Monthly meetings of the Association shall be held on the second Wednesday of February, April, May, September, and October unless a different date is selected and announced at a prior meeting.

Special meetings of the Association may be held at any time pursuant to a resolution of the Executive Board. A written notice of all annual and special meetings stating the time and place and the purposes thereof shall be mailed to each officer and committee chairperson and to each member club at least two (2) weeks before any such meeting.

At all meetings of the Association the following shall be the order of business:
  1. Reading of minutes of preceding meeting;
  2. Treasurer’s Report;
  3. Report of Officers and Committees;
  4. Unfinished Business;
  5. Action on proposed (at Annual Meeting only)
  6. New Business;
  7. Installation of Officers (at Annual Meeting, every two years);
  8. Adjournment
Questions of order shall be decided by chair in accordance with Roberts Rules of Order (Newly Revised). Decisions by the chair may be appealed to the membership. The president may appoint a qualified Parliamentarian for all meetings of the Association.

Article VII
VOTING IN THE ASSOCIATION

Voting shall be open to an authorized representative from each member club or organization, at-large delegates, officers and standing committee chairpersons.

Article VIII
OFFICERS OF THE ASSOCIATION

The Association shall have the following officers: a President, three Vice-Presidents, a Treasurer, and a Secretary. Those officers shall be elected from, and by, those entitled to vote at meetings of the Association. Each shall serve for a term of two years following election, or until his or her successor is elected. Elections will be conducted biennially at the annual meeting of the Association and shall be by secret written ballot. There shall be no established order of succession to any office. Should the President become incapacitated, the First Vice President shall call a meeting of the Board and a successor to the President shall be chosen by the Board to serve until the next regular election.

Article IX
DUTIES OF THE OFFICERS

The officers shall perform the following duties and any other duties prescribed by these By-Laws, the Association, or the Board:
  1. President. The President shall preside at all meetings of the Association and shall be an ex officio member of all Committees. Subject to the direction of the Board, the President shall manage and supervise the affairs of the Association.
  2. Vice Presidents. There shall be a First, Second, and Third Vice President who shall perform such duties as shall be assigned to them by the President.
  3. Treasurer. The Treasurer shall:
    1. keep or cause to be kept a correct and complete record of account, showing accurately at all times the financial condition of the Association;
    2. have charge and custody of, and be responsible for, all funds, notes, securities, and other valuables which may from time to time come into possession of the Association;
    3. deposit, or cause to be deposited, all funds of the Association with such depositories as the Board may designate;
    4. furnish at meetings of the Board, or whenever requested, a statement of the financial condition of the Association; and
    5. in general perform all duties pertaining to the office of Treasurer.
  4. Secretary. The Secretary shall keep or cause to be kept all records of the Association and Board, and in general shall perform all duties pertaining to the office of Secretary
Article X
BOARD OF DIRECTORS

  1. The Board of Directors (the "Board") shall be composed as follows: The officers of the Association; the chairperson of each Standing Sport Committee of the Association; and two at-large athlete delegates. The President of the Association shall serve as chairman of the Board. The Secretary of the Association shall serve as secretary of the Board.
  2. The Board shall manage and supervise the affairs of the Association. It shall hold its annual organization meeting immediately following the close of the annual meeting of the Association. Special meetings may be called by the President or upon the written request of any fifteen (15) members of the Association. Written notice of any meeting of the Board shall be mailed to the last known address of each Board member by the Secretary at least ten (10) days in advance and shall specify the date, time, and place of the meeting.
  3. A quorum for meetings of the Board shall consist of two-thirds of the members of the Board. Except as otherwise provided herein, all matters shall be decided by majority vote of those present and voting. There shall be no voting by proxy and each individual shall have only one vote. Upon majority vote at a duly convened meeting, the Board may authorize the conduct of a vote through the distribution and/or collection of ballots using the mail facilities of the U.S. Postal Service or any other service that may be authorized; The full procedure and subject matter of the vote shall be set forth in the authorizing resolution.
Article XI
COMMITTEES

  1. Standing Committees of the Association shall be of two types: Standing Sport and Standing Administrative. The following shall be the Standing Committees of the Association:
    1. Standing Sport:

      Disabled Athletics
      Masters Long Distance and Road Running
      Masters Track & Field
      Men’s Track & Field
      Open Long Distance and Road Running
      Racewalking
      Women’s Track & Field
      Youth Athletics
    2. Standing Administrative:

      Budget and Audit
      Law and Legislation
      Officials
      Records
      Registration and Membership
  2. Ad Hoc Committees: The President shall be entitled to appoint ad hoc committees of the Association with such composition, responsibilities, and authority as may be approved by the Board.
  3. General Provisions:
    1. Unless provided for otherwise, the term for members of all committees shall be two years.
    2. The chairperson and members of all committees shall be appointed by the President subject to approval of the Board.
    3. No election, selection, or appointment to a standing committee shall be effective until the Secretary of the association is formally notified of same. Vacancies in a Standing Committee shall be filled by the President.
    4. Each Standing Committee shall hold its annual organizational meeting in conjunction with the annual meeting of the Association. Standing Committees shall hold such special meetings as may be called by the chairperson at his own initiative or that of twenty (20) percent of the membership of the committee, upon ten (10) days advance written notice. The notice of a special meeting shall be in writing; shall set forth the date, time, place, and purpose of the meeting; and shall be mailed to the last known address of each committee member. A quorum for any Standing Committee meeting shall consist of twenty-five (25) percent of its members.
    5. The duties of chairpersons of Standing Committees shall be as follows: Preside at all meetings of the committee; ensure that all duties and responsibilities of the committee are properly and promptly carried out; appoint subcommittees with the approval of the committee as may be necessary to fulfill the duties and responsibilities of the committee; communicate with the committee members to keep them fully informed of happenings and needed decisions to carry out the committee’s responsibilities; keep the President informed on all committee actions and recommendations; and cause to be kept and promptly forward to all committee members and the President a copy of all meetings of the committee.

    Article XII
    STANDING SPORT COMMITTEES

    1. Duties: Each Sport Committee shall:
      1. Have jurisdiction over the Association championships in the particular sport it controls and shall institute, locate, conduct, and manage all such championships.
      2. Award championship events for its discipline.
      3. Have the right to reject any entries for competitions (if deemed objectionable) within its jurisdiction.
      4. Have the right to appoint subcommittees whose members need not be members of the Sport Committee, to manage but not conduct the various championships.
      5. Upon majority vote of those present, allow the attendance at its meetings of athletic coaches, officials, athletes, or representatives of any group engaged in the sport, allowing such invitees voice but no vote.
      6. Promote and develop activities related to its sport.

    Article XIII
    STANDING ADMINISTRATIVE COMMITTEES

    Unless otherwise provided, each Standing Administrative Committee shall consist of a chairperson and as many persons as deemed necessary by the president to perform its functions.
    1. Budget and Audit: The committee shall:
      1. Commencing January 1 of each year, audit and examine the accounts of the Treasurer and report by May 1 to the Association for the preceding fiscal year.
      2. Examine the accounts of the Treasurer at any other time requested by the Association, and report to the Association thereon. Also may require the Treasurer to turn over to it all monies, accounts, books, papers, vouchers and records pertaining to his office.
      3. Recommend to the Association penalties to be charged to any organization, club or individual not meeting its, his or her financial obligations.
      4. Cooperate with the various committees on matters pertaining to the financial well-being of the Association.
      5. Advise the Association as to initiation or termination of any new bank accounts.
      6. In consultation with the appropriate Sport Committee, recommend to the Association all dues and fees to be paid to the Association.
      7. Audit, with professional assistance, the accounts of the Association and make annual reports thereon to the Board.
    2. Registration and Membership: The committee shall:
      1. Sanction events approved by the appropriate Sport Committee.
      2. Register and certify athletes for competition in events sanctioned by the Association.
      3. Take action on all cases involving interpretation or enforcement of any article of these By-Laws concerning sanctioning or registration matters, including any such matters relating to two or more members of the Association.
      4. Consider, develop and recommend to the Association proposals concerning types of members; qualification criteria for membership; fees; and other related matters.
    3. Law and Legislation: The committee shall:
      1. Consider and present in proper form for action all proposed amendments to the By-Laws of the Association and make recommendations therein.
      2. Have the authority to propose amendments to the By-Laws of the Association.
    4. The Athletics Officials Committee: The committee shall be responsible for:
      1. The certifying, training and general supervision of officials in Athletics.
      2. The establishment and monitoring of the overall requirements for the training and certification of officials.
    5. Records: The committee shall be responsible for:
      1. Investigation. The Records Committee shall investigate, with its recommendations for approval or rejection, every performance submitted for record approval.
      2. Requirements. So far as is practicable, the requirements for record approval shall conform to the requirements of the IAAF with respect to application for and approval of World Records in such sport.
      3. Submission.
        1. Form. All applications for records must be submitted on the official Record Application form and must contain all pertinent information called for on the form.
        2. Host Association. It shall be the responsibility of the Association where the performance was held or the member club or affiliate organization sponsoring or conducting such competition to have the Record Application form properly completed and forwarded to the Records Chairman without delay.

    Article XIV
    INTERNAL GRIEVANCE PROCEDURE

    1. Any member of the Association may file a written grievance with the Secretary pertaining to any matter within the cognizance of the Association and/or alleging a violation of any provision of these By-Laws.
    2. Any grievance or complaint shall be signed under oath and shall allege with particularity the nature of the grievance and/or each claimed violation of the aforementioned documents by reference to specific sections thereof, stating in concise language how, when and where the alleged violation occurred. The factual allegations shall be set forth in numbered paragraphs, each paragraph containing a single factual allegation.
    3. Upon receipt of a grievance or complaint, the Secretary shall refer it to the Standing Committee for the sport involved or, in the case of more generalized grievances or complaints, to the Board of Directors. Every effort will be made to resolve the grievance or complaint at the committee level through informal means.
    4. In the event that the member filing a grievance or complaint is not satisfied with the resolution of the matter by informal methods, he may request a hearing, whereupon the President shall promptly appoint at least (3) members of the Board, none of whom shall have an interest in the subject matter of the grievance or complaint, to hear evidence, making findings of fact, and to adjudicate the issues raised. Their determination of the matter shall be final.
    5. Fair notice and an opportunity for a hearing shall be accorded to any amateur athlete, coach, trainer, manager, administrator or official before the Association declares such individual ineligible to participate in any amateur athletic competition.
    6. At any hearing conducted pursuant to paragraph (d) of this Article, all interested parties shall have the right to counsel, to present evidence in support or in opposition to the grievance or complaint, to cross-examine witnesses and to present such factual or legal claims as will support their positions. A summarized record of the proceedings shall be made by the hearing panel. The rules of evidence shall not be strictly enforced; instead, rules of evidence that are generally accepted in administrative proceedings shall be applicable. The hearing panel shall expeditiously conduct the hearing and report its findings of fact and conclusions in writing to the Board and all interested parties.

    Article XV
    SUSPENSION AND EXPULSION

    1. The Association or the Board as its representative shall have the power (1) to suspend for a definite or indefinite period, or (2) to expel a member, delegate, athlete, coach, manager, official or member of any committee who by neglect or by conduct
      1. acts in a manner detrimental to the purposes of the Association and amateur sports; or
      2. has violated any of the By-Laws or rules of the Association; or
      3. has violated the rules of amateurism as defined by the IAAF.
    2. In between meetings of the Association, the Board shall have the authority to exercise the powers recognized in paragraph (a) of this Article.
    3. On application for reinstatement to the Association by any person or organization suspended or expelled, said application shall give in detail the reasons advanced for reinstatement, at which time the Association may reinstate said person or organization.

    Article XVI
    SANCTIONS FOR AMATEUR ATHLETICS COMPETITIONS

    1. The sanctioning policy of the Association for amateur competition in Athletics shall be as follows: If the Association does not determine by clear and convincing evidence that holding or sponsoring an amateur athletic competition would be detrimental to the best interest of the sport, the Association shall promptly grant a sanction requested by an amateur sports organization or person to hold an amateur athletic competition, if such amateur sports organization or person:
      1. pays to the Association any required sanctioning fee, if such fee is reasonable and non-discriminatory;
      2. demonstrates that:
        1. appropriate measures have been taken to protect the amateur status of athletes who will take part in the competition and to protect their eligibility to compete in amateur athletic competition
        2. appropriate provision has been made for the validation of records which may be established during the competition;
        3. due regard has been given to any international amateur athletic requirements specifically applicable to the competition;
        4. the competition will be conducted by qualified officials;
        5. proper medical supervision will be provided for athletes who will participate in the competition; and
        6. proper safety precautions have been taken to protect the personal welfare of the athletes and spectators at the competition.
    2. If a member of the Association, or the member or affiliate of an association of the Association, proposes to sponsor an amateur athletic competition (international or domestic) to be held in the United States, and has certified in writing and demonstrated to the Association that it has and will conform to the standards set forth in subsection (a), it shall, upon notifying the Association or its designee in writing about such proposed competition, be entitled to a sanction by the Association for such competition without further submission, subject to coordination of scheduling of competitions through the appropriate Standing Sport Committee, unless the Association determines, by clear and convincing evidence, that the competition would be detrimental to the best interests of the sport.

    Article XVII
    FISCAL AND LEGAL MATTERS

    1. The fiscal year of the Association is January 1 through December 31.
    2. The Board shall from time to time as necessary designate depositories for the funds, property and assets belong to or under the control of the Association.
    3. Funds on deposit in banks can be withdrawn only by the Treasurer. Other assets or property of the Association may be transferred from one depository to another by action of the Board.
    4. The contents of all contracts affecting Standing Sport Committees shall, during their negotiation phase, be communicated to the appropriate committee.

    Article XVIII
    INDEMNIFICATION

    Indemnification shall be available to those members of the Association consistent with the provisions of Article 23 of the By-Laws of USA Track and Field.

    Article XIX
    COUNSELOR
    1. The President, with the approval of a majority of the Board, may select a member of the legal profession as General Counsel. He or she shall advise and consult with the officers and agents of the Association, render legal advice and assistance as may be requested, and perform any other duties delegated to him or her. He or she has the right to the floor at any Association or Board meeting for explanatory purposes. His or her files, records, and documents belong to this Association. Except as may be voted by the Board, he or she shall receive no salary or other compensation for his or her services but shall receive necessary expenses.
    2. The Board may authorize the appointment of special legal counsel at such fees and compensation as agreed upon.

    Article XX
    AMENDMENTS
    1. These By-Laws may be amended at any meeting of the Association by a two-thirds vote of those delegates present and voting, provided notice of the proposed amendment has been submitted in writing to the members of the Association at least thirty (30) days prior to the meeting.
    2. Amendments to these By-Laws must be submitted to the Chairman of the Law & Legislation Committee at least (9) days prior to the meeting for proper review and submittal to the members of the Association.

    Article XXI
    CONFLICT OF INTEREST
    Any individual representing the Association, who has a financial arrangement with the Association, or is a member of any of its committees shall not participate in the evaluation or approval of a contract with a supplier to furnish goods or services to the 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. Each individual referred to in the first sentence of this Article shall upon learning that the Association is proposing to enter into any arrangement in which he or she has a financial interest as aforesaid promptly notify the President in writing of such interest and the President in turn shall disclose such interest to those Association bodies involved in considering entry into the arrangement. In the event of a violation of this provision this Association shall have the right to recover such benefit or payment and to void the contract or transaction.

    Article XXII
    SAVING CLAUSE
    Failure of literal or complete compliance with provisions of the By-Laws in respect to dates and times of notice or the sending or receipt of the same or errors in phraseology of notice of proposals which in the judgement of the members at meetings held do not cause substantial injury to the rights of members shall not invalidate the actions or proceedings of the members at any meeting.

    Article XXIII
    CONFLICTS CLAUSE
    If any provision of these By-Laws shall be found to be in conflict with the requirements of the By-Laws of USA Track and Field, the By-Laws of USA Track and Field shall be controlling.

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