Operating Procedures
USA Track & Field
Ozark Official’s Committee
 
ARTICLE 1
NAME, ORGANIZATION, PURPOSE, TERRITORY, OBJECTIVES
101.1   Name. The name of this organization shall be the Ozark Official’s Committee, USA Track & Field (the Committee).
101.2   Organization and Purpose. The Committee is organized and operates as a committee of the Ozark Association USATF. 
101.3   Territory. The territory of the Committee shall be: the state of Missouri east of and including the counties of Scotland, Knox, Shelby, Monroe, Ralls, Pike, Montgomery, Osage, Miller, Camden, Dallas, Webster, Douglas and Ozark; the counties of Calhoun, Greene, Jersey, Madison, St. Clair and Monroe in Illinois.
101.4   Objectives.  The objective of this Committee shall be to certify competition officials, continuously monitor their quality and to promote, encourage, and improve the conditions of officiating in the sport of Track and Field (including Long Distance Running, Race Walking, and Cross Country) throughout the territory of the Committee.
 
ARTICLE 2
MEMBERSHIP
102.1   Qualification.
(a) Certified officials may join the Ozark Officials Committee by meeting the Ozark’s Association requirements for membership
(b Members must abide by the Bylaws, Operating Regulations and policies of the Association and of USA Track & Field.).
102.2   Classes. Membership in the Committee consists of:
(a) Certified Competition Officials who, on a yearly basis, pay membership dues to the Ozark Official’s Committee.
(b) Emeritus Certified Officials who will not pay yearly membership dues, but)will have full voting rights on all matters pertaining to the association.
ARTICLE 3
OFFICERS AND Their Duties
103.1   Titles. The officers are Chairman, Vice Chair for Certification, Vice Chair for Awards, Vice Chair for Training, Vice Chair for Rules, Secretary and Treasurer.
103.2   Eligibility. Eligibility to hold office is limited to currently certified Ozark Official’s Committee members.  Officers must be at least eighteen (18) years of age on the date of taking office.
103.3   Terms of Office. Each officer serves for a term of four (4) years or until his successor is chosen. Each officer takes office immediately upon election, except the Treasurer and Vice-Chair of Certification, who takes office on January 1 following election.
103.4   Duties. The duties of the officers are as set forth herein and such others as may be designated by the Official’s Committee as deemed necessary.
(a)  Chair.
To establish and maintain direct contact with the Ozark USATF Association President
To disseminate all information distributed by the National Officials Committee
To solicit agenda items for the Committee meetings and prepare an agenda
To appoint Standing or Special subcommittees deemed necessary to facilitate the business of the Committee.
To be an ex-officio member of all subcommittees
To appoint additional representatives to the National Officials Committee as appropriate.
To perform such other duties normally associated with the office of chair
(b) Vice Chairs – It shall be the duty of the Vice Chairs to assist the Chair in such capacities as designated by the Chair, to establish and serve as the Chair of any special subcommittee established by the Chair and to deal with the responsibilities of their office. The duties of the Vice Chairs shall be as follows:
                        1. Vice Chair – Certification
                        To maintain liaison with Chair, Vice Chairs of Rules and Training on all                            matters pertaining to officials’ certification
                        To take the place of the chair if needed
                        To establish certification procedures for the Committee
                        To prepare and distribute certification packets
To maintain a record of all certified officials of the Ozark Official’s Committee
                        To perform such other duties normally associated with the office of Vice                           Chair – Certification
                        2. Vice Chair – Awards
                        To develop and administer an awards program that will honor officials                               who have made significant contributions to officiating in the sport                                              of Track and Field, Race Walking, Long Distance Running and                                      Cross Country
                        To establish qualifications for each award presented by the Ozark                                       Official’s Committee
                        To solicit nominations for the annual Committee awards and with the aid                           of the award subcommittee, select the recipients
                        To plan ceremonies associated with the presentation of awards
                        To perform such other duties normally associated with the office of Vice                           Chair - Awards
                        3. Vice Chair – Training
                        To maintain a liaison with the Chair, Vice Chair of Certification and Rules                        on all matters pertaining to training
                        To develop and maintain a training program for the improvement of                                   officiating techniques
                        To prepare training materials and develop materials for use in certification
                        clinics and other training programs
                        To perform such other duties normally associated with the office of Vice
                        Chair – Training
                        4. Vice Chair – Rules
To maintain (a) liaison with the Chair (and the Vice Chairs of Certification and Training) on all matters pertaining to Competition Rules.             
                        To keep the Committee informed of rule changes
                        To perform such other duties normally associated with the office of Vice                           Chair – Rules
(c)  Secretary
To keeps the records of the Ozark Official’s Committee
To conducts all official correspondence
To issues notices of all meetings of the Committee
To maintain a record of the Operating Procedures, special rules of order, standing rules, and minutes to have available at meetings
To assist chair in preparation of an agenda for the meetings
To provide minutes of all meetings to the membership within thirty (30) days of the meeting
To performs such other duties normally associated with the office of Secretary.
d)  Treasurer.
To receives all monies of the Committee and pays all bills of the Committee approved by the officers
To provide an accounting of the expenditures and income of the Committee at each meeting
To (maintain) all monies, accounts, books, papers, vouchers and records, including bank and check books, pertaining to (this) office, and (to) turns over the same to his(/her) successor when elected.
To perform such other duties normally associated with the office of Treasurer
 
ARTICLE 4
EXECUTIVE COMMITTEE
104.1   Makeup. The Executive Committee shall consist of the elected officers of the Ozark Official’s Committee.
104.2   Duties. The Executive Committee shall serve as the board of directors and shall conduct the day-to-day business of the Committee during the interval between the meetings of the full Committee. The Executive Committee shall exercise the same authority as the full Committee, except that it cannot amend the Operating Procedures.
                       
 
ARTICLE 5
ELECTION OF OFFICERS
105.1   Elections. Election of officers shall be held at the annual meeting on the year of each Olympiad (2008, 2012, etc) except for the Vice Chair for Certification and the Treasurer who shall be elected on the second year of each Olympiad (2006, 2010, etc).
105.2   Election notice:
(a)        Distribution: Notice must be distributed by mail, newsletter, (electronic mail), local Association web site, and/or the National Office’s web site
(b)        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 (notification by mail, electronic mail or newsletter.
(c)        Prior (notice): The initial notice (concerning the meeting at which the election will be held) must be sent by (mail, electronic mail, or newsletter in order to assure the notice) will arrive at least thirty (30) days prior to the beginning of the elections process
(d)       Changes: Any notice of a meeting change or a change in the election process must be (sent to all members by mail, electronic mail or newsletter) at least fourteen (14) days prior to the meeting
105.3   Nominating committee:
(a)        Appointment: Prior to July 1 of each election year, the Chair shall appoint a Nominating Committee consisting of at least three members of the Committee. The Nominating Committee shall select at least one nominee for each elective office. Such nominations, in writing, shall be sent to the Secretary not later than July 15
(b)       In-person meeting nominations: Nominations must be allowed from the floor at an in-person election meeting
(c)        Membership & age criteria: A candidate must be a member of the Committee who is at least 18 years of age (at the start of the term of office)
(d)       Nominations and seconds: A candidate needs one (1) nominator and one (1) seconder who are both members (of the Committee)
105.4   Voter criteria:
(a)        One person-one ballot: One (1) person shall cast only one (1) ballot, regardless of how many positions within the Committee the person occupies
(b)        Proxies: There shall be no proxy voting
(c)        Minimum age: Voters must be a minimum of age eighteen (18) on the day of the election or, in the case of a mail ballot, on the day the ballots are due
(d)       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 (e.g., if the election is held at any time in September, the membership must be processed by July 31)
(e)        Appointees: An appointed committee chair shall not vote in elections in that capacity, but may otherwise qualify for a vote;
105.5   Procedure. During the meeting at which the election is to be conducted, the Chair shall read the notices as issued by the Secretary and then proceed to conduct the election.  Open Meeting Balloting will be used to conduct the election. Nominations from the floor, if any, shall be accepted at this time.
(a)        Nominations from the floor require a nominator and a seconder, both of whom must be members of the Committee. Individuals nominated from the floor must be present at the election, or the nominator must present a written statement from the nominee agreeing to serve if elected.
(b)       To vote in an election, a member must be at least eighteen (18) years of age on the day of the election, be a currently certified official and have a current membership in USATF at least thirty (30) days prior to the first of the month in which the election is held.
(c)        Credential disputes must be resolved before the election process is started with nominations and/or the report of the nominating committee;
(d)       A secret ballot must be used for contested elections.
 (e)       Separate voting shall be conducted for each office except where there is only one  nominee for the office, in which case the President shall request a vote by    acclamation.    A majority of votes cast shall be required to elect. If no nominee receives a majority of votes cast, a run-off shall be held. In run-off elections, candidates equal to twice the remaining positions shall be on the ballot.
(f)        In the event of an election protest, normal grievance procedures shall apply. Protests may only be made after the election process is concluded.
(g)       Vacancies which occur between elections will be filled by the Executive Committee.
105.6   Counting of ballots:
(a)        Panel: A panel of at least three (3) individuals 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; (.)
(b)        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;
105.7  Delegates to the USATF Annual Meeting:
(a) Local option: (Delegates to the USATF Annual Meeting) may be elected or appointed, according to (USATF Ozark Association) operating procedures.
(b) Plurality: When delegates are elected, a plurality vote may be accepted for election;
105.8   Election Protests
(a)        USATF Regulation 11: Except as indicated below, USATF Regulation 11 shall apply to election grievances. Protests may only be made after the election process is concluded;(.)
(b)        Panel composition: An NABR panel from a different USATF region shall be appointed to conduct the hearing. All hearings shall be by conference call. The panelists shall be selected as follows:
            ASSOCIATION LOCATION..................................PANEL LOCATION
            East........................................................................................South
            South......................................................................................North
            North.......................................................................................West
            West.........................................................................................East
(c)        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(.)
(d)       Further action: The NABR panel may recommend or require changes for future elections in the Committee.
105.9   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 Committee, be permitted to vote if they are members and otherwise eligible.
 
 
ARTICLE 6
MEETINGS
106.1   Annual and Regular. The annual meeting of the Committee shall be held after August 15 and before October 15 of each year on call by the Chair. The Committee or the Executive Committee shall meet at least semiannually at such times as it may designate.
106.2   Special. The Committee and the Executive Committee shall meet upon the call of the Chair or upon the written request of one-third (1/3) of the membership of the Executive Committee or one-tenth (1/10) of the membership of the Committee
106.3   Notices.
(a)        Time. Not less than thirty (30) days notice (must be given by the Secretary for any meeting of the Committee or the Executive Committee.
(b)        Information. The notice of a meeting shall contain the time, date and site. For special meeting, the purpose of the meeting also shall be specified.
(c)        Addresses. The notice shall be sent to the address last given to the Secretary by each member of the Committee or the Executive Committee. Notice of Committee meetings shall be sent to each adult member of the Committee over the age of eighteen (18) years.
106.4   Voting. Each member of the Committee over the age of eighteen (18) years present at the meeting shall have one vote. Absentee and proxy votes are prohibited.
106.5   Quorum. At all meetings of the Committee, a quorum shall consist of those voting members present. At all meetings of the Executive Committee, a quorum shall consist of fifty (50) percent of the members.
106.6   Rules of Order. At all meetings, the current Roberts Rules of Order are the procedural rules.
 
ARTICLE 7
(SUB-)COMMITTEES
107.1   Appointment. The Chair of the Committee shall appoint the chairman and the members of each Standing Subcommittee and Special Subcommittee from the membership of the Committee
107.2   Standing Subcommittee:  The following Standing Subcommittees shall be appointed:
(a) Finance-- whose duties are to audit and examine the accounts of the Treasurer and make its report to the Executive Committee when requested. The Subcommittee will also at other times, when requested by the Committee, make an examination of the accounts of the Treasurer and report thereon at the annual meeting, and may in such case require the Treasurer to turn over to it all monies, accounts, books, papers, vouchers and records pertaining to his office.
(b) Award-- whose duties are to establish the criteria for any and all awards presented to certified officials by or through the Ozark Official’s Committee.
(c) Certification-- whose duties are to recommend to the Vice-Chair-Certification requirements and procedures for the certification of officials.
(d) Training-- whose duties are to work with the Vice Chair –Training and provide encouragement by recommending training methods and guides for clinics.
107.3   Term of Office. Unless otherwise provided, the term for Committee Chairmen shall be four (4) years.
107.4   Special Committees. The President may appoint special committees of this Committee with such composition, responsibilities and authority as deemed necessary.
 
ARTICLE 8
REVENUE
108.1   Individual Membership. Each certified official shall pay to the Treasurer an annual membership fee as established by the membership of the Ozark Official’s Committee
108.2   Every Olympiad each certified official shall pay to the Treasurer or his designee a recertification fee (as well as complete any recertification rules reviews) established by the Ozark Official’s Committee at the time of re-certification.
108.3 USATF memberships are on a calendar year basis and expires on December 31
 
ARTICLE 9
GRIEVANCES
109.1   Grievances. A grievance may be any matter within the cognizance of USATF not involving matters described in USATF Operating Regulation 10. A Grievance Complaint shall state that (a) conduct detrimental to the interests of Athletics, the Ozark Association, the Committee or USATF has taken place, or (b) a violation of any of the Bylaws, Operating Regulations or policies of the Committee has occurred. Grievance complaints must be filed within one (1) year after the act giving rise to the complaint.
109.2   Association Jurisdiction. This Association shall have jurisdiction over all grievance matters alleged to have occurred solely within the geographic territory of this Association or to have effects solely involving the Association or its members.  All penalties imposed by the Association shall be effective only within the jurisdiction of the Association, including national and international competition held within the Association.
109.3   Discipline: In any proceeding covered by this Article, the penalties that may be imposed include (a) expulsion from Athletics and/or membership in this Association, (b) suspension for a definite or indefinite period of time from Athletics and/or membership in this Association, (c) a declaration that a person or organization is ineligible to participate in Athletics or the affairs of this Association for a definite or indefinite period of time, (d) censure, and (e) admonishment. All penalties imposed shall take effect immediately.
109.4   Procedure. The procedures prescribed in Ozark Association Operating Regulation 11 will apply to all grievance matters that may arise in this Committee
 
ARTICLE 10
MISCELLANEOUS
110.1   Saving Clause. Failure of literal or complete compliance with provisions of the Operating Procedures in respect to dates and times of notice, or the sending or receipt of 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 actions or proceedings of the members at any meeting.
110.2   Invalidation. Invalidation of any part of these Operating Procedures due to conflict with the Bylaws and Operating Regulations of USA Track & Field or the laws of the United States or the State of Missouri, shall not affect the validity of the remaining bylaw
110.3   Inurnment. No part of the net earnings of the Ozark Official’s Committee shall inure to the benefit of, or be distributable to, its members, directors, officers or other private persons except that the Committee shall be authorized and empowered to pay reasonable compensation for services rendered. This section shall not be construed to prohibit part or full payment of registration fees and travel expenses for members representing the Committee at national competition, workshops, conventions and other similar events.
110.4 Dissolution. Upon the dissolution of the Ozark Official’s Committee, the Executive Committee shall, after paying or making provisions for payment of all liabilities, dispose of all remaining assets exclusively for the purposes of the Committee in such manner, or to such organization or organizations organized exclusively for charitable, educational, religious, or scientific purposes as shall at the time qualify as an 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 of Directors shall determine.
 
ARTICLE 11
AMENDMENTS

112.1 Adoption. Any amendment to these Operating Procedures, if in conformity with the Bylaws and Operating Regulations of USATF Ozark Association and USA Track & Field, may be adopted by a two-thirds (2/3) vote of the members present at any meeting of the Committee, provided written notice of the proposed amendment and date of such meeting shall have been given the members at least fifteen (15) days prior thereto.
 
Approved by body on September 28, 2012 at the Annual Meeting of the Ozark Official’s Committee.
 
Chair:  Ginger Mulanax
Secretary:  Peggy Shinn Rowold