Constitution

NAME: The name of the organization shall be the Jamaica Track & Field Coaches Association (JATAFCA ).

JATAFCA By-Laws 1

Mission Statement

Purpose and Offices

Section 1. Purpose of this organization

1. To promote and foster track & field athletics in Jamaica high schools.
2. To promote the highest possible ethical standards in Track & Field coaching.
3. To educate both student-athletes and coaches in the island of Jamaica.
4. To endeavour to achieve and maintain the highest possible standards in track & field and field coaching.
5. To encourage participation in track & field at the high school, and preparatory / primary school levels
6. To help resolve mutual problems of track & field coaches and provide opportunities for professional growth and fellowship.
7. To always function within the framework of the National Athletic Federation – Jamaica Association of Athletic Administration (JAAA)
8. To strive for good public relations and communications to promote and publicize the sport.
9. To study proposed rule changes and make recommendations to the appropriate governing body.
10. To support student-athletes through yearly scholarships, if sufficient funds are available.
11. To conduct an annual Track & Field Clinic / Annual General Meeting

Section 2. Offices

The registered office of the organization is that of the President. The organization may also have an office or offices in such other places as the Executive Board may from time to time designate.

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Membership

Section 1. Eligibility

Membership in this organization shall be open to – :

1. All IAAF certified track & field coaches.
2. Head Track and Field Coach or assistants of affiliated schools and clubs.
3. Track and field coaches of Primary and Preparatory School.
4. People who do not qualify for regular membership shall be eligible for associate membership.
5. Associate members shall receive all publications but shall not have the privilege of voting.
6. Annual membership extends from clinic to clinic, or December to December.
7. Annual dues for regular or associate membership are $1,000.00 and are included in the clinic fee.
8. Coaches not attending the clinic may join the JATAFCA at any time after paying all requisite fees.
9. Track & Field coaches and any others who subscribe to and practice the principles and purposes set forth in these by-laws are eligible for membership in the organization.

Inquiries should be made to the association secretary-treasurer. Membership fees paid after September 1 is applicable for the following year.

Section 2. Members

Membership shall be on a year-to-year basis.

• Attending a JATAFCA clinic (completed registration form and payment of the clinic fee) makes one a JATAFCA member and secures membership through the following Track & field season.
• In lieu of clinic attendance, payment of a membership fee makes one a JATAFCA member.
• The Treasurer must receive payment of a membership fee before Feb 1 to be considered a member during the current Track & field season.

Section 3. Operation

JATAFCA members shall delegate, through an Executive Board, the responsibility of executing the association mission statement.

Section 4. Rights of Members

All members shall have the privilege of voting at all business meetings of the organization, and receive all publications of the organization. Active members are eligible for all JATAFCA awards and election to office according to the Rules and Regulations set forth by the Executive Board.

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Section 1. Officers:

The officers of this organization shall be the President, 1st Vice President, 2nd Vice President, General Secretary, Treasurer, Public Relations / Marketing Officer and Regional Representatives. They shall serve a term of two years. All elections will be held at the Business Meeting in conjunction with the annual clinic. The Executive Committee will appoint an Assistant Secretary and an Assistant Treasurer. These positions wherever possible shall be filled by persons with the requisite experience and are not necessary coaches. Upon the expiration of the President’s two-year term in office, or in the event the President is unable to fulfil his term in office, the 1st Vice President will automatically assume the Presidency.

Section 2. Executive Committee:

The Executive Committee shall consist of the officers, the immediate Past President and the chairpersons of the standing committees.  A majority of the Executive Committee shall constitute a quorum. The Executive Committee, by majority vote, shall have authority to act for the association and shall serve as a nominating committee for elections. Additional nominations may be made from the floor at the Annual Business Meeting.

Section 3. Installation of Officers

Officers shall be installed at the time of the Track & Field Clinic / Annual General Meeting. In the event of resignation or incapacity of any officer, the vacancy shall be filled by a majority vote of the Executive Board until the next track & field Clinic business meeting.

Section 4. Duties of Officers

The officers shall carry on the day-to-day business of the association per the By-Laws

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Executive Board

Section 1. Administrative Board

The Administrative Board shall consist of:

1. The Executive Board
2. Ex Officio committee chairpersons
3. JAAA Representative

The Administrative Board will serve under the direction of the Executive Board.

Section 2. Meetings

The Executive Board shall meet at times directed by the President, but at least twice a year. The
President shall send a meeting agenda to all Executive Board members.

Section 3. Place of meeting

All meetings shall be held at a place or places as selected by the Executive Board.

JATAFCA By-Laws 5

Meetings

Section 1. Annual Meeting

The annual meeting of the association shall be held on the Friday evening of the JATAFCA clinic. Matters pertaining to Track and Field, organization changes and election of officers will occur during the Track & Field Clinic business meeting.

The Executive Committee will meet in beforehand to:

1. to draw up resolutions regarding track & field and field that involves matters to be considered by the Track & field Coaches’ Association,

and

2. to transact normal business of the association. The Executive Committee has the power to call meetings at any time to discuss business including amendments.

Amendments:

Amendments to or revisions of these by – laws may be made by a majority of the members present and voting at any meeting duly called by the Executive Committee.

Section 2. Member Voting

1. Each member shall be entitled to one vote at each annual business meeting. No proxies shall be allowed.
2. On matters, pertaining to the internal operation of JATAFCA, a member majority vote, in clinic attendance, will carry the question.
3. On all other matters, a member vote of 70% or more, in clinic attendance, shall qualify an action to proceed to the next level.

Section 3. Special Meetings

Special meetings may be called by a majority vote of the Executive Board with the request made to the Secretary for mailing of the notice at least Ten (10) days prior to the annual meeting. Mailings shall include e-mail and/or correspondences sent via the postal service.

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Status of Organization

Section 1. Charitable Organisation Status

JATAFCA is organized exclusively for charitable and educational purposes, including, for such purposes, the making of distributions to organizations that qualify as exempt organizations, under Section 12(h) of the Income Tax Act, or corresponding section of any future tax code.

Section 2. Distribution of Earnings

No part of the net earnings of the organization shall inure to the benefit of, or be distributable to its members, trustees, officers, or other private persons. Except that the organization shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes set forth in the purpose clause hereof. No substantial part of the activities of the organization shall be the carrying on of propaganda, or otherwise attempting to influence legislation, and the organization shall not participate in, or intervene in (including the publishing or distribution of statements) any political campaign on behalf of any candidate for public office. Notwithstanding any other provision of this document, the organization shall not carry on any other activities not permitted to be carried on (a) by an organization exempt from income tax under Section 12(h) of the Income Tax Act. Or corresponding section of any future tax code, or (b) by an organization, contributions to which are deductible under Section 12(h) of the Income Tax Act, or corresponding section of any future tax code.

JATAFCA By-Laws 7

Amendments to the By-Laws

Section 1. Amendments

Any amendments to the by-laws must adhere to the following procedures:

1. Proposed amendment given in writing to the JATAFCA Secretary.
2. A majority vote of membership in attendance at the Track & field Clinic business meeting is
   necessary for ratification.

JATAFCA By-Laws 8

General Provisions

Section 1. Books and Records

The books, accounts, and records of the association, except as otherwise required by the laws of the
Jamaica, may be kept at such a place or places as may from time to time be designated by the by-laws or by resolution of the Administrative Board

Section 2. Bank Business Transactions

The Treasurer and a designee from the Executive Board shall be empowered to sign all instruments and documents necessary to transact banking business with any bank designated by the Executive Board as an official depository of the association including making deposits, loans, and cashing checks or drafts.

Section 3. Notice

Notice required to be given under the provisions of these by-laws shall not be construed to mean personal notice, but may be given by e-mail or in writing via the Postal Service, addressed to such member, Administrative Board, or Executive Officer. Any member, Administrative Board, or Executive Office may waive, in writing, any notice as required to be given, or can so waiver notice by attending any such meeting.

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By-Law Addendum

The following job descriptions are not formally part of the By-Laws and so changes to these descriptions do not require a majority JATAFCA membership vote.

President

1. Shall have control over all matters pertaining to JATAFCA including all communications under the auspices of JATAFCA.
2. Shall serve as Chairperson of the Executive Board.
3. Shall call meetings of the Administrative / Executive Board when necessary.
4. Shall call special Association meetings if deemed necessary.
5. Shall serve as the annual Track & Field Clinic Chairperson, responsible for the planning and conducting of the annual Track & Field clinic and business meeting, and clinic notes.
6. Shall meet with the ISSA / JAAA Rules Committees at their annual meeting.
7. Attend and speak at JAAA meetings if necessary, or obtain someone to speak in his/her place.
8. Attend or appoint a designee to attend meetings:

First Vice-President

1. Shall assume the duties of the President in case of absence or incapacitation.
2. Shall serve in any other capacity deemed necessary by the President.

Second Vice-President

1. Shall serve as the Annual Clinic Co – Chairperson, responsible for the planning and conducting of the annual Track & Field clinic and business meeting.
2. Shall serve in any other capacity deemed necessary by the President

Secretary

1. Shall take the minutes for all Association meetings and be responsible for their publication and mailings, to be mailed no later than ten (10) days prior to the executive meeting. These mailings will be to the executive board members, committee chairpersons, and past presidents for the last five (5) years.
2. Shall assist the Technology Officer with Coach of the Year affairs for T&F.
3. Shall be responsible for JATAFCA correspondence as deemed necessary by the President.
4. Shall serve in any other capacity deemed necessary by the President.

Treasurer

1. Collect all dues for JATAFCA.
2. Conduct financial business of the Association, keep accurate books of all transactions; keep all backup materials of transactions (i.e. Receipts), issue checks within an appropriate time.
3. Coordinate pre-registration and registration for the annual clinics.
4. Enforce the budget.
5. Provide information and secure a liability policy for JATAFCA and the events of JATAFCA.
6. Prepare and distribute to all Executive Board members, a list of all JATAFCA members.
7. This list shall include their school and home phone numbers, fax numbers, mail addresses, and e-mail addresses
8. Shall be responsible for the purchases and distribution of all membership identification, and any other tickets, badges, etc. that are needed for the annual clinics
9. Shall send a post card to all past members that did not attend clinics in an effort to increase membership.

Public Relations / Marketing Officer

1. Shall be responsible to source potential sponsors for different aspects of the organisation and cultivate meaningful and beneficial relationships with them.
2. Shall be responsible to seek out and secure affiliate organisations, with the intention being to acquire discounts etc. on behalf of bona fide members.
3. Shall be responsible to write media releases, subject to the approval of the President or any other member of the Executive Committee so designated.
4. Secure pictures and information for production and distribution to the media.

JATAFCA By-Laws 10

The following positions will be appointed every two years.

Clinic/Education Coordinator

1. Act as a liaison officer to the JAAA organization
2. Clinic Assistant – Shall help with securing hotel and speakers at the annual clinics as per instruction of the clinic chairperson.
3. Source and attend clinics for meeting with other organizations and evaluation of potential JATAFCA clinicians.
4. Attend the JAAA Annual AGM for furthering JATAFCA’s relationship with the JAAA. The Clinic/Education Coordinator will select one other member of the Executive Board with whom to attend the convention.
5. Select, order, and keep inventory of clothing for the executive board and committee
6. Shall serve in any other capacity as deemed necessary by the president.

Technology Officer / Web hosting Organisation

1. Maintain JATAFCA Web Site having a domain name of www.JATAFCA.org with information consistent with the organization’s purposes.
2. Actively seek information to be posted on the site.
3. New information posted to site within one week of any Executive Board meeting, Clinic, or pertinent meet information.
4. Assist committee members with technology questions.
5. Attend and work at all Clinics
1. Help with production of registration badges
2. If desired by Clinic Chair, produce clinic notes on CD
3. Manage speaker AV needs
6. Develop JATAFCA Web Site as technologies and resources permit
7. Shall serve in any other capacity as deemed necessary by the president.