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ARTICLE I
NAME
The name of this organization shall be MIDWEST MINORITY OFFICIALS ASSOCIATION, INC.(hereafter referred to as MMOA).
ARTICLE II
PURPOSE
The purpose of MMOA shall be to provide competent officials for athletic contests.
• To recruit, train, develop and educate individuals to officiate high school sports.
• To work closely with our members in the use of proper mechanics and rules applications in the sports this association has members officiating.
• To foster and promote a high level of officiating; to encourage fair play and sportsmanship.
• To work closely with the Wisconsin Interscholastic Athletic Association (WIAA), Conference Commissioners, Athletic Directors and other Governing bodies and the Board of Directors to improve and maintain a high level of communication and understanding between school personnel and basketball officials.
• To adopt and undertake such activities as the MMOA Board and membership shall deem necessary to implement these purposes.
ARTICLE Ill
MEMBERSHIP AND FEES
All members shall have an application on file with the Executive Secretary.
SECTION 1 MEMBERSHIP
Membership in this organization shall be determined by the perspective person submitting an application for membership and a 2/3 vote of the regular membership. A new or perspective member must be in good standing with the Wisconsin Interscholastic Athletic Association (WIAA). There shall be four (4) levels of membership:
• A regular member is a member in good standing with MMOA and the WIAA who has been officiating at least one year and has made satisfactory progress as an associate member. Regular members have voting privileges.
• A probationary/prospective member is one who has properly applied for membership, is in good standing with the WIAA and is sponsored by a member currently active in the sport in which the applicant seeks membership. A probationary/prospective member may serve from one to several years’ dependent on meeting qualifications for associate membership. Probationary/prospective members do not have voting privileges.
• An inactive member is one who, while in good standing with MMOA and WIAA, receives the Executive Board's approval to become inactive. A request for inactive status must be submitted stating reasons in writing. Inactive members will be dropped from the membership rolls after two years. An inactive member shall not be recommended as an official for any game and shall lose voting privileges when the inactive status exceeds one year.
• An Honorary (Emeritus) member is a member selected by the Executive Board and approved by 75% of the membership to Honorary membership. An Honorary member is a person that has rendered dedicated service to the MMOA who has furthered the cause of officiating WIAA sports and who have contributed to local, and/or State officiating culture.
SECTION 2 TRANSFER OF MEMBERSHIP
Experienced officials who seek membership in MMOA may request to be considered for regular member status bypassing the probationary period member year. The Executive Board will approve these requests if the prospective member provides the following: Evidence of prior officiating experience with documentation supporting ability to officiate athletic contest.
• A letter from their prior official’s association President or other appropriate Executive Board member verifying their qualifications for regular membership (if available).
• Be in good standing with the WIAA or collegiate official governing body.
SECTION 3 MEMBERS CONDUCT
Integrity is essential to the performance of duties and responsibilities. When carrying out the duties and responsibilities, honesty, sound judgment and careful observation of the laws and policies applicable to this Association are prerequisites. Every member is responsible for the protection of the assets and integrity of the Association. In addition, members are personally responsible for safeguarding and accounting for all Association assets, entrusted to their individual control.
No member shall use the name, logo, likeness or image of MMOA to gain a profit by use of MMOA name, logo, likeness or image.
SECTION 4 DUES
The Executive Board shall determine the annual membership dues during their August board meeting and will communicate to the membership via electronic media (email, website, Facebook, Twitter, etc.) the new membership dues.
An application fee of twenty dollars ($20) shall accompany the application for new and transferred membership and will be applied to membership dues.
ARTICLE IV
GOVERNANCE
The general affairs of the MMOA shall be conducted by the Executive Board composed of the elected officers, and the appointed officers. The Executive Board shall have the authority to review all contracts that will bind the MMOA financially to a third-party entity.
The MMOA shall be governed by this Constitution, Amendments and By-Laws which may be adopted at any meeting by a favorable 75% vote of the members present in good standing. In areas where there is disagreement or unclear language with the MMOA Constitution, the Wisconsin Interscholastic Athletic Association (WIAA) Constitution and By-Laws and the State of Wisconsin Constitution will be consulted to help governed.
ARTICLE V
EXECUTIVE BOARD AND APPOINTED OFFICERS
SECTION 1 ELECTED OFFICERS
The elected officers of the MMOA shall be;
• President
• First Vice President
• Second Vice President
• Executive Secretary
• Treasurer
• Financial Secretary
• Immediate Past President
SECTION 2 APPOINTED OFFICERS
The appointed officers shall be but not limited to the following;
• The Basketball Sports Chairperson
• The Membership Chairperson
• The Historian
• The Media/ Public Relations Chairperson
• Parliamentarian
• Member-At-Large
• Social Chairperson
All appointed officers shall be approved by the elected members of the Executive Board and confirmed by a 75% vote of the membership at the first regularly scheduled meeting after approval by the elected members of the Executive Board. No person shall serve in an appointed position until approved by the membership.
SECTION 3 IMMEDIATE PAST PRESIDENT
The Immediate Past President provides guidance and serves as a resource to the Executive Board and the membership.
If any officer or member of the Executive Board leaves the MMOA during a term of office, the President along with Executive Board shall be authorized to appoint a member or members to fill this (these) position(s) provided they are not an elected position. Said appointed member(s) shall be approved by the Executive Board and general membership and continue in office until the next regular election.
SECTION 4 TERMS OF OFFICE
All terms of office will start after elections are completed at the annual meeting held on or before May 31st during the election year. The Immediate Past President Chairs the nominating committee, assists in the preparation of the MMOA’s Strategic Plan and promotes represents the association in a positive manner.
Section A The elected positions
• The President shall serve in this capacity for two (2) years and a maximum of four (4) consecutive years.
• The First Vice President shall serve in this capacity for two (2) years and a maximum of four (4) consecutive years.
• The Second Vice President shall serve in this capacity for two (2) years and a maximum of four (4) consecutive years.
• The Executive Secretary shall serve in this capacity for two (2) years and a maximum of four (4) consecutive years.
• The Treasurer shall serve in this capacity for two (2) years and a maximum of four (4) consecutive years.
• The Financial Secretary shall serve in this capacity for two (2) years and a maximum of four (4) consecutive years.
Section B The Appointed Positions to the Executive Board
• The Basketball Chairperson shall be selected by the Executive Board and approved by the general membership shall serve in this capacity for two (2) years and may be reappointed by the Executive Board after each new Executive Board has been elected during the election year.
• The Membership Chairperson shall be selected by the Executive Board and approved by the general membership shall serve in this capacity for two (2) years and may be reappointed by the Executive Board after each new Executive Board has been elected during the election year.
• The Historian shall be selected by the Executive Board and approved by the general membership shall serve in this capacity for two (2) years and may be reappointed by the Executive Board after each new Executive Board has been elected during the election year.
• The Media/ Public Relations Chairperson shall be elected by the Executive Board and approved by the general membership shall serve in this capacity for two (2) years and may be reappointed by the Executive Board after each new Executive Board has been elected during the election year.
• The Parliamentarian shall be selected by the Executive Board and approved by the general membership shall serve in this capacity for two (2) years and may be reappointed by the Executive Board after each new Executive Board has been elected during the election year.
• The Member-At-Large shall be selected by the Executive Board and approved by the general membership shall serve in this capacity for two (2) years and may be reappointed by the Executive Board after each new Executive Board has been elected during the election year.
• The Social Chairperson shall be selected by the Executive Board and approved by the general membership shall serve in this capacity for two (2) years and may be reappointed by the Executive Board after each new Executive Board has been elected during the election year.
ARTICLE VI
COMMITTEES
Section 1 Grievance Chairman/Committee
The Grievance Committee shall consist of at least three or five members appointed by the Immediate Past Presidents and approved by the membership. The Grievance Committee will serve at the Immediate Past President’s discretion. A chairperson shall be appointed by the Immediate Past President. In order to be elected to this committee, the official shall have been a member of the MMOA for at least five years. The Grievance Committee shall hear grievances only after such grievances have first been presented to the Executive Board as provided for in the By-Laws.
1.1 Grievance Process
• Any basketball official with membership in the MMOA may file a grievance. A basketball official wishing to initiate a grievance with the Grievance Committee shall first discuss the problem(s) with the Grievance Chairman and present the Executive Secretary with a written description of the problem(s) via email. Grievance Chairman is strongly encouraged to have a third party of his/her choice present on any phone conversations or during any face-to-face conversations with the grievant regarding the grievance. If, after having discussed the problem(s) with the Grievance Chairman and having presented him/her with a written description of the problem(s), the Association member feels that he/she has been treated unjustly, such member may initiate a grievance with the Grievance Committee. Any Association member who is the subjectof the grievance shall have the same rights as the person initiating the grievance.
1.1.2 The following procedure shall be used for all grievances:
• A written request for a grievance hearing that includes the reasons for the grievance shall be delivered to Chairperson of the Grievance Committee within fourteen days of the disciplinary action or other act or condition that is the subject of the grievance. The grievant must state exactly what the grievance is and shall include a proposed settlement offer.
• Within fourteen days of receipt of the written hearing request the Chairperson shall convene the Grievance Committee for the hearing. The grievant, Executive Secretary, and other committee representatives may be present during the hearing. A simple majority vote by the Grievance Committee shall determine whether the grievance is sustained or denied.
• If the Grievance Committee rules in favor of the Executive Board by reversing or otherwise altering the decision or action, the grievant has the right to appeal the Grievance Committee decision to the Executive Board. Such appeal request must be made in writing to the Executive Secretary, with a copy to the grievant, within three days of receipt of the Grievance Committee decision.
• If the Grievance Committee denies the grievance, its decision is the final decision of the MMOA except in the following situation: If the grievant has evidence that the Grievance Committee failed to follow the rules and procedures set out in these By-Laws, he or she may appeal to the Executive Board on that ground alone. Such appeal request must be made in writing to the Executive Secretary, with a copy to the Grievance Chairman, within three days of receipt of the Grievance Committee decision.
• In cases to be heard by the Executive Board, each party may submit a written statement to be considered by the Executive Board. The President shall convene a meeting of the Executive Board, or a discussion of the matter with the Executive Board through email, within seven days of receipt of the request for an appeal to the Executive Board described above. No new evidence may be presented at the Executive Board appeal except upon a finding by the Executive Board that the new evidence is critical to the matter at issue and the party making the request could not, with reasonable diligence, have discovered and produced the evidence at the hearing before the Grievance Committee. The Executive Board shall issue its decision in writing and email and mail it to all parties within five days of the completion of its meeting to consider the grievance appeal. The decision of the Executive Board shall be the final decision of the MMOA.
• If the final decision of the Grievance Committee or Executive Board according to process set out in these By-Laws is to overturn a grievant suspension or termination, the grievant shall not be entitled to any compensation or other damages for any lost game assignments.
• Records shall be kept on all appeals and hearings and maintained for at least seven (7) years by the Chairman of the Grievance Committee and passed on to his or her successor.
ARTICLE VII
DISBURSEMENT METHODS
The Treasurer and Financial Secretary shall approve disbursements of funds on all contracts approved by the Executive Board and signed by the President. Only the President can bind the MMOA financially to any third-party entity.
No cash payments shall be made from any MMOA accounts (checking, savings, money market, debit/ credit cards). No money shall be disbursed by no one other than the Treasurer or Financial Secretary. No money shall be deposited into any MMOA accounts (checking, savings, money market, debit/ credit cards) except by the Treasurer or Financial Secretary. Any exceptions shall be for direct deposit of funds, funds collected via online payment(s).
ARTICLE VIII
MEETINGS
All regular meetings are closed to anyone except MMOA members. Any member in good standing may, however, bring a guest with the approval of the President or Executive Board. The Executive Board may open meetings to coaches or others as the occasion warrants.
Section 1 Annual Membership Meeting
The regular annual meeting of the MMOA membership shall take place at the conclusion of the basketball season, in any case, no later than May 31st of each year. The date, time and location of the annual meeting shall be determined by the Executive Board and communicated to the general membership via electronic media (email or text messaging), use of social media (Facebook page, website, twitter or other social media) or any communication methods at least ten (10) business days prior to the meeting.
Section 2 General Body Membership Meetings
The regular general body meeting of the MMOA shall take place at a date, time and location to be determined by the Executive Board and communicated to the general membership via electronic media (email or text messaging) use of social media (Facebook page, website, twitter or other social media) or any viable communication methods at least ten (10) business days prior to the meeting. The regular meeting dates shall be determined at the Executive Boards August meeting and posted to the website’s calendar and shared via electronic media as described in Section 1 above.
Other (special) meetings shall be held at such time and place as the President shall' designate. The business year of the MMOA shall run from July 1st through June 30th.
Section 3 Executive Board Meetings
The Executive Board will meet at least seven (7) days prior to the General and Annual membership meetings. Meeting shall be scheduled by the President on a day and time when the majority of the Executive Board is able to attend the scheduled meeting. The President shall communicate to the Executive Board via electronic media (email or text messaging) use of social media (Facebook page, website, twitter or other social media) or any viable communication method. Meeting can be face to face, conference call, video conference, skype or any acceptable electronic meeting outlets.
ARTICLE IX
FEES
Annual fees shall be voted on by the membership at the annual meeting. All fees shall be paid by the third regular season meeting held by the MMOA or in any case on or before December 31st of the current basketball season. Fees in this section is defined as but not limited to the following, End of the year Banquet, assessment for assigning software, special assessment approved by the Executive Board, Expenses occurred for MMOA to be a part of organization that promote officiating opportunities in Wisconsin and other fees as deemed necessary by Executive Board).
A $10.00 (ten dollar) surcharge shall be paid by all members who have not paid membership dues by the deadline. Members, who are delinquent past the current season in their payment of fees shall not be in good standing, shall not be recommended as officials for any games, and their names shall be dropped from the membership rolls and schedule books. Until fees are paid members are dropped from the MMOA for delinquency fee.
Once established, the fees shall remain unchanged for succeeding years, and until changed by the membership at a subsequent annual meeting. Probationary/prospective members who continue in that status for a third or subsequent consecutive year must pay full membership fees.
Any fees incurred by the MMOA for bad checks, NSF, insufficient finds or any other reason will be charged to and recouped from the member providing the check.
ARTICLE X
ATTENDANCE
As a further requisite to membership in good standing, all members are expected to attend all scheduled general, annual and special meetings. Minimum requirements are attendance at fifty percent (50%) of the regularly scheduled meetings held by the MMOA.
Members are expected to contact the Executive Secretary in writing, by E-mail, text message, by any acceptable electronic communication or by personal contact to notify the Executive Board of the need to be excused from a meeting. Excused absences may be used to meet minimum requirements.
ARTICLE XI
METHOD OF VOTING
All members shall be in good standings to have the privilege to vote by a written proxy, this proxy being duly registered with the Executive Secretary. All other votes taken at MMOA meetings will be by show of hands, roll call of members or ballot.
ARTICLE XII
AMENDMENT
This Constitution may be amended at any meeting by a 75% vote of the total membership present provided that the proposed amendment shall have been submitted to the respective members by the Executive Secretary in writing at least five (5) days before the meeting. A member MUST be in good standings and present to vote on all Constitutional and By-Law amendments
ARTICLE I
Robert’s Rules of Order (Newly Revised) shall govern all questions not covered by the by-laws.
ARTICLE II
ORDER OF BUSINESS FOR ANNUAL AND REGULAR MEETINGS
A. The MMOA Annual Meeting should follow the following order of business:
• Roll Call/Introductions
• Prayer
• Reading of the Minutes
• Communications
• Reports – Officers and Committees
• Treasurer/ Financial Report
• Unfinished (old) business
• New Business
• Nominations
• Elections
• Announcements
• Adjournment
B. The MMOA Regular Meeting(s) should follow the following order of business:
• Call to Order
• Prayer
• Roll Call/Introductions
• President’s Report
• Treasurer/ Financial Report
• Sport Meeting topic presentation (when applicable)
• Communications
• Business items (including reports)
• Open question and answer period
• Adjournment
ARTICLE III
ELECTION OF OFFICERS
Election of Officers shall be conducted at the annual meeting of the MMOA. The candidates are to be selected by the Executive Board. The Executive Board shall report its nominees to the membership at the annual meeting. Nominations may also be taken from the floor. A majority of those voting for each office (or for the entire slate forwarded by the Executive Board) is required for election.
ARTICLE IV
THE EXECUTIVE BOARD
The Executive Board will be composed of individuals listed in ARTICLE V of the MMOA Constitution. The Board’s duties include:
• Recruitment;
• Receiving applications for membership;
• Interviewing, investigating and making recommendation on candidates for membership;
• Forwarding requests for guest privileges;
• Acting as a board to review complaints;
• Assuring that members of the Board representing the MMOA as in incorporated body have appropriate legal liability coverage;
• Handling any and all other necessary business of the MMOA in keeping with the wishes of the membership;
• Approving all contracts offered to MMOA and authorizing the President to execute the contract.
ARTICLE V
DUTIES OF EXECUTIVE BOARD MEMBERS
A. Elected Officers
• Duties of the President:
The President shall preside over meetings of both the membership and the Executive Board. The President shall have authority to call special meetings of the Board if deemed necessary. With the Board, the President shall appoint members to any committees formed by the Board and appoint persons to fill vacancies on the Board as needed.
• Duties of the First Vice President:
The Vice President shall be the Chairperson of the committee that will prepare the membership roster book. This book should be produced and available by September 1st each year. The Vice President shall assume the duties of the President, if absent, or if for any reason the presiding President would be unable to complete that term of office.
• Duties of the Second Vice President:
Fulfill the duties of the President in the event of the absence or disability of both the President and the First Vice-President. - Serve as chair of the Membership Recruitment and Retention Committee and oversee membership development programs and activities of the Chapter. May be requested to serve on or chair committees as required. May be assigned tasks by the President from time to time.
• Duties of the Immediate Past President:
The Immediate Past President shall lend assistance to any of the officers as needed. The Board relies on the knowledge and experience of this person to help guide it in decision-making. The Immediate Past President shall chair the Nominating Committee during election years.
• Duties of the Treasurer:
The Treasurer shall keep the financial record of the MMOA. This includes collecting dues, preparing an annual budget for the MMOA, monthly financial reports (as needed), as well as any other bookkeeping duties as needed, including making deposits and paying bills incurred by the MMOA in a timely manner. Prepare invoices or financial statements and provide assistance in bookkeeping.
• Duties of the Financial Secretary:
The Financial Secretary should keep an accurate list of the current and past members of the MMOA. Along with the membership list, the Financial Secretary shall keep an updated list of financial and non-financial members. The Financial Secretary shall inform the President and Executive Board of all members found NOT TO BE in “good standing” within the MMOA. Handle all bookkeeping and balance all bank account statements. Assumes the duties of the Treasurer if absent, or if for any reason the Treasurer would be unable to complete that term of office.
• Duties of the Executive Secretary:
The Executive Secretary will:
• Keep an accurate list of the current and past members of the MMOA. Along with the membership list, the Executive Secretary shall keep an updated list of game officials and their availability to assist in assigning officials when contacted by athletic/tournament personnel. The Executive Secretary shall inform the President of all members found NOT TO BE in “good standing” within the MMOA.
• Handle all correspondence for the MMOA. This shall include letters, rules inquiries of the WIAA, and any additional items requested by the Board. When requested by the Board, the Executive Secretary shall type, print and mail meeting agendas and minutes as well as provide membership information for the roster book. The Executive Secretary shall keep the minutes of all business meetings of the MMOA and its Executive Board.
• Work as a coordinator with the Basketball and Membership Chairpersons to assist them in accomplishing their respective duties. This includes printing and distributing meeting agendas and forwarding new member information to the Membership Chairperson such as rating cards, meeting attendance information, and preparation of status reports on new members as needed.
• Receive and summarize all officiating forms (i.e., rating cards) for the Executive Board probationary/prospective member interviews. The Executive Secretary should also keep individual sponsors apprised of probationary/prospective members who have not submitted their ratings cards in a timely manner.
• Maintain executive’s agenda and assist in planning general and board meetings, camps and clinics, etc. Attend meetings and keep minutes at both general and executive board meetings. Handle confidential documents ensuring they remain secure. Maintain electronic and paper records ensuring information is organized and easily accessible and conduct research and prepare presentations or reports as assigned by the President.
B. Appointed Officers
• Duties of the Basketball Chairperson:
The job of the Basketball Chairperson shall be to establish meeting dates for the MMOA before, during and following the basketball season in consult with the Executive Board. Further, the Basketball Chairperson will determine meeting topics (for both regular meetings and probationary/prospective member pre-meetings), speakers and meeting formats with input from the membership. Upon finalizing meeting dates and topics, the Chairperson will provide the Executive Secretary with this information for mailing on or before September 1st.
• Duties of the Membership Chairperson:
The Membership Chairperson shall work with the new members of the MMOA. This shall include providing assistance in securing sponsors, conducting follow-up meetings to go over rating (evaluation) cards during the season, and attending the first regular meeting to assist the Executive Secretary in signing up new members.
• Duties of the Historian:
The Historian captures, assembles and preserves record of activities and achievements of the MMOA. Keep a record of the MMOA accomplishments and activities each year. Collect items such as pictures and news clippings about the MMOA and its members. Records the history of the MMOA documenting the past and present officers, important decisions and a record of deceased members.
• Duties of the Media/ Public Relations Chairperson:
The Media/ Public Relations Chairperson shall work with the Executive Board of the MMOA to promote and market the MMOA. Responsible for proactive public relations and marketing efforts to increase media coverage, awareness, and brand identity of the MMOA.
• Duties of the Parliamentarian:
The Parliamentarian should be an expert on parliamentary procedure who advises the MMOA meeting presiding officer. The primary duty of the Parliamentarian is to advise the presiding officer on questions of parliamentary law and matters of procedure. The Parliamentarian should be assigned a seat near the presiding officer for convenient consultation.
• Duties of the Social Chairperson:
The Social Chairperson oversees the Social Committee. Develop a contact list of his/her committee members, building and leading the team. Propose, plan and execute events approved by the Executive Board and membership in an orderly manner. Has responsibility for all coordination, planning and setting up of events and activities.
ARTICLE VI
OFFICER DISCIPLINE AND DISMISSAL
The MMOA shall have the power by a favorable 75% vote of the membership to discipline and / or dismiss any officer of the MMOA for unethical professional conduct or for any violation of the Constitution or by-laws upon due recommendation of the Executive Board. The Executive Board must conduct an appropriate review of the allegations prior to making a recommendation to the membership for discipline or dismissal of a member. (Refer to the ADDENDUM to By-Laws for Discipline and Dismissal Procedures).
ARTICLE VII
MEMBERSHIP
Membership shall not be restricted as to number(s) in total for the MMOA. All members in “good standing” shall be registered with the Wisconsin Interscholastic Athletic Association (WIAA) or National Collegiate Athletic Association (NCAA).
ARTICLE VIII
PROSPECTIVE MEMBER OBLIGATIONS
A prospective member must make arrangements to be observed by regular members while officiating. Other specific obligations are:
• A minimum of four (4) different observations and subsequent evaluation reports must be submitted by the member to the Executive Secretary;The member sponsor must observe the prospective member and submit at least one report but not more than two (2). No more than two (2) observations may be submitted by any one regular member;
• A sponsor/regular member may not sponsor more than two (2) prospective members during a given season and will, without exception, fulfill the previous listed rules in compliance with the sponsorship of probationary/prospective members;
• Prospective member will be allowed to miss only two (2) regular meetings during their first year not including the annual meeting;
• The Executive Board may set additional guidelines for membership.
The prospective member may submit three (3) observation reports, completed and signed by any regular member of any recognized official’s association approved by the Executive Board. No more than two (2) observations may be submitted by any one individual.
A potential new member relocating or moving to the Midwest area may be accepted and sponsored for prospective membership by the Executive Board upon submission of the proper credentials from the official’s previous official’s association. (See CONSTITUTION, ARTICLE III for further information).
ARTICLE IX
HONORARY MEMBERSHIP
Those members who through their many years of meritorious service in the MMOA have made outstanding contributions to the growth and reputation of the MMOA may be voted to honorary membership status by the general membership if these criteria are met:
• Must be or have been an active member in good standing with the MMOA for at least five (5) years, and / or;
• Must have made recognized outstanding contributions to the goals and success of the MMOA or to the sport in Wisconsin, and / or;
• Must have indicated to the Executive Secretary in writing the intent to no longer officiate or to retire from active officiating.
The Executive Board or any regular member may nominate a member meeting these criteria for honorary membership consideration.
ARTICLE X
MEMBER DISCIPLINE AND DISMISSAL
The MMOA shall have the power by a favorable 75% vote of the membership to discipline and / or dismiss any member of the MMOA for unethical professional conduct or for any violation of the Constitution or By-Laws upon due recommendation of the Executive Board. The Executive Board must conduct an appropriate review of the allegations prior to making a recommendation to the membership for discipline or dismissal of a member. (Refer to the ADDENDUM to By-Laws for Discipline and Dismissal Procedures).
ARTICLE XI
OFFICIATING FEES RECOMMENDATIONS
The MMOA shall suggest and recommend officiating fees for games at the request of the members, conferences and/or athletic associations.
ARTICLE XII
ASSIGNED GAMES
All members shall have the option to email the Executive Secretary notice of all games they have scheduled or contracted work through MMOA.
ARTICLE XIII
EXECUTIVE SECRETARY HONORARIUM
The Executive Secretary (also called the Secretary) shall be paid an honorarium for yearly services rendered. The amount to be paid will be determined by the Executive Board. The other officers shall serve without pay.
ARTICLE XIV
AMENDMENTS
These By-Laws may be amended at any meeting by a favorable 75% vote of the financial membership present and in good standing provided a written notice of the amendment is emailed by the Executive Secretary to every member at least five (5) business days prior to the meeting.
ARTICLE XV
CONTRACTS/ SERVICES/ FEES
A. CONTRACTS
Contracts signed by the MMOA President on behalf of the MMOA shall be governed by the following:
1. The President should recommend a member(s) to manage the administrative duties of the contract(s). The Executive Board shall approve the members recommended by the President with a majority vote. (Only members in good standing can be recommended by the President and approved by the Executive Board).
2. The Treasurer shall be the only person responsible for disbursement of payment on contracts.
• The Treasurer shall dispense funds only with the President’s approval and that of the contract administrator(s);
• All payment should be in the form of a check written from an approved MMOA account having two signatures from the following people the President, Treasurer and/or Financial Secretary;
• Payment frequency shall be determined by the contract and or contract administrator(s). Preferred payment to officials is check on day services were rendered.
3. All persons contracted by MMOA will provide a W9 Federal Tax Form and receive a 1099 statement at the end of the calendar year on or before January 31 of the year following the contract year. No person shall be allowed to officiate games administered by MMOA until a signed W9 has been provided to the Administrator, Liaison, Treasurer or Financial Secretary.
4. Person(s) assigned by the administrator(s) to be liaisons shall be responsible for submitting signed copy that an individual officiated worked at the specified venue.
B. SERVICES
The Treasurer and the Financial Secretary shall create all invoices for all contracts and submit to the client per the contract specifications.
• The contract administrator shall provide the Financial Secretary with the name, location and duplicate copy of game form documentation of games worked by officials.
• The administrator or scheduler should use scheduling software to schedule officials such as Arbiter or similar scheduling software.
• The contractor administrator shall provide the Financial Secretary with all documentation for persons that provided liaison duties. The documentation shall be the name of the liaison and game site location.
• The Treasurer shall create the invoice and submit to the client per the contract specifications.
a. Invoice shall consist of the following:
• Number of games officiated during billing cycle
• Prorated administrative cost
• Any miscellaneous cost specified in the contract
C. FEES
Administrate fees on all MMOA contracts shall be distributed as follows:
• Fifteen percent (15%) to MMOA general membership account
• Eighty five percent (85%) to be used to administer the contract
• This fee shall be used for fees for scheduling officials, scheduling liaisons, etc.
• Purchasing of checks, and stamps on MMOA Contracts account
ARTICLE XVI
MMOA Member Code of Ethical Conduct
• A MMOA Member shall be in good financial standing with the association.
• A MMOA Member should exemplify courtesy, friendliness, respect, promptness, trust, understanding and high moral behavior always.
• A MMOA Member should place the reputation and welfare of the Association or any member of the Association above his personal preference for prejudices. This principle should apply to selection of new members, assigning games to members, election of officers, social functions, use of association email and phone list and discussion of persons or issues. When differences of opinion occur, a member may disagree with others but should never be disagreeable or unfair. All MMOA
members should work together to strengthen, promote and advocate for the Association’s mission and purpose.
• At meeting and in other occasion, a MMOA should listen attentively, act constructively, be respectful of others, and keep an open mind.
• A MMOA Member should not accept a nomination for office or a chairmanship of a committee unless they can serve the membership without personal preference or prejudice.
• A MMOA Member should always represent the association with their best conduct while on official MMOA business, at clinics and camps, and when officiating games.
• A MMOA Officer, Board Member or Member shall not use personal knowledge of confidential or proprietary information for monetary or political gains.
• An individual MMOA Officer, Board Member or Member shall not make any decision to buy or sell anything that will bind the association financially for personal investment, or enter any financial or business relationship or participate in any transaction that would impair his or her independence of judgment or adversely affect the performance of his or her duties. In furtherance of this general rule, the MMOA prohibits any officer, board member or member responsible for the relationship between MMOA and another business enterprise from making any investment in, or entering any business or financial relationship with, such other enterprise for his or her own account.
• A MMOA Member should be loyal to the ideals and principles of the Association.
ADDENDUM TO MMOA BY-LAWS, ARTICLE
MMOA MEMBER DISCIPLINE AND DISMISSAL PROCEDURES
For the Executive Board to conduct an appropriate review of allegations against a member, these procedures will be followed:
• Determination of Evidentiary Base.
In order to discipline and/or dismiss a member of MMOA, the Executive Board must first determine if evidence exists to support the alleged unethical professional conduct or violation of MMOA’s Constitution and/or By-Laws. While allegations may be levied by several sources (most likely the Executive Secretary or President would receive the complaint), an allegation must be determined to, in fact, be grounded. Evidence must be collected in writing supporting the allegation being made. This evidence might take the form of testimony from corroborating witnesses, documentation indicating failure to honor assigned game contracts, or testimony/letters documenting a pattern of unacceptable behavior as examples. Evidence should specifically detail the time, date, place and description of the member’s activity or behavior causing concern. Regardless of method of introduction, the evidence must be determined to be credible (based in fact) and originate from more than one (1) relatively independent (corroborating) source. The Executive Board should collect and examine this evidence in order to determine its validity and reliability.
• Clarification of the Allegation
Once evidence is determined to be valid, the Board will determine if, in fact, the allegation is founded (evidence exists). If so, the Executive Board will then pursue due course pursuant to the following process:
2.1 Provide the accused member a written statement of allegations against him/her.
2.2 Provide the accused member all documentary (and other) evidence considered in drafting the allegation.
2.3 If indicated, suspend membership of the accused member pending completion of steps 3 and 4 below.
• Conduct a Hearing.
After the member has received the items listed about in step 2, the Executive Board must conduct a hearing to discuss the allegations and all evidence submitted pertaining thereto. This hearing must take place no later than 30 days after the accused member has received the items listed. This hearing will be non-adversarial (or collegial). If legal representation is present for either party, said representatives may be consulted by those they represent but may not be directly involved in deliberations. (This is a quasi-judicial hearing).
4. Reporting results of a Hearing.
Once a hearing has been concluded, the Executive Board will develop a recommendation. If the Board recommends that no further action is warranted, the issue is closed. If the Board recommends further action be taken (discipline and/or dismissal from membership), the recommendation is to be committed to writing and forwarded to the member involved and to the members of the sport involved pursuant to MMOA By-Laws, ARTICLE VI for final action. All involved parties to the hearing will receive the Board’s written recommendation.
NOTE: It is strongly recommended that all written correspondence between the accused member and the MMOA be sent by “Registered Mail” to assure date, time and arrival of delivery.
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