Red River Volleyball Officials Chapter Constitution and by-laws CONSTITUTION Article I: Name This organization shall be known as Red River Volleyball Officials Chapter or RRVOC. Article II: Purpose The purpose of this chapter shall be the promotion of the welfare of volleyball by: a. Developing a better understanding between coaches and officials. b. Upholding high ethical standards. c. Training and encouraging more and better qualified officials. d. Providing current rule interpretations and standardizing officiating procedures. e. Encouraging the selection of only RRVOC officials to area high school volleyball matches. f. Providing a current list of area RRVOC officials for area high school volleyball officials. g. Providing a scheduling service of RRVOC for area coaches. h. Provide services to RRVOC officials. Article III: Membership a. Membership shall be open to all individuals interested in volleyball and who are current RRVOC members. b. Membership classifications are: 1. State Certified 2. State Approved 3. State Registered c. Membership classifications are defined in the State Constitution. d. Members of all classifications who are current in the payment of all applicable dues shall have equal voting rights and are eligible to hold elective or appointed offices and positions in the Chapter. Article IV: Meetings a. The Red River Volleyball Officials Chapter shall conduct its business at regular or called meetings. b. A minimum of three regular meetings shall be held annually with called meetings as deemed necessary by the Executive Committee. The President of the Chapter and/or Executive Committee shall determine the time and date of the initial meeting of the season and all meetings held throughout the season. c. Members of the chapter are required to attend at least three regular meetings, two preseason scrimmages, and either the Annual State Volleyball Officials Meeting or a District Clinic. d. A quorum of a regular or called meeting shall be the number of members present at the meeting since they constitute the entire membership, at the time of the meeting.
e. All meetings of the Chapter, the Executive Committee, and all other committees within the Chapter shall be governed by the applicable provisions of the Constitution and the bylaws. The rules contained in the latest edition of Robert s Rule of Order shall govern the Chapter and its committees in all cases to which they are applicable, and in which they are not inconsistent with the by-laws or special rules of order of this Chapter. f. A regular or called meeting prior to the end of the membership year (November 30) shall be held when necessary for the election of officers and Executive Committee members- At-large. Article V: Elections & Amendments to the Constitution and By-Laws This constitution and by-laws may be amended and the Election of Officers with at least a threefourths majority of two-thirds of the general membership. Article VI: Officers a. The officers of the Red River Volleyball Officials Chapter shall be as follows: President, Vice-President, Treasurer/Recording Secretary, Scheduling Secretary, the Immediate Past President and three At-Large Members. b. The duties of the elected appointed officers and of the Executive Committee shall be as outlined in the by-laws. c. A member can hold an elected office and an appointed office at the same time, only if no other qualified member is available. d. The offices of President, Vice-President, Treasurer/Recording Secretary, and At-Large Members shall be elected positions, while the office of the Scheduling Secretary shall be an appointed position, as outlined in these by-laws. Article VII: Executive Committee a. The Executive Committee shall be the governing body of the Red River Volleyball Officials Chapter and shall be responsible for fulfilling the purposes and administering the operations of the Chapter. b. The Executive Committee shall consist of the officers listed in Article VI a. c. A quorum of two-thirds of the Executive Committee shall be present to conduct the business of this committee. d. Participation in Executive Committee meetings shall be limited to Committee members unless an invitation to participate is extended to a non-committee member. e. Officers holding more than one position shall have only one vote. By-Laws Article I: Duties of Officers Section 1: The President shall initiate the first meeting of the season and: a. Arrange all meeting sites; b. call, prepare the agenda for, and preside over, all meetings of the Chapter and the Executive Committee; c. appoint committees and serve as ex-officio member of such committees, as approved by the RRVOC Executive Committee; 2
d. actively seek to serve new schools, where quantity and location of officiating members permit; e. act as public relations official to schools; f. shall have voting rights on the Executive Committee; Section 2: The Vice-President shall a. substitute in the absence of the President; b. assist the President with matters concerning the Chapter; c. shall have voting rights on the Executive Committee. Section 3: The Treasurer / Recording Secretary shall: a. receive, record, and deposit into one bank account in the name of Red River Volleyball Officials Chapter all dues, fee, officials fines, and other receipts as prescribed by the Chapter and/or Governing State Organization; b. record the payment of all expenditures properly authorized and disburse Chapter funds as approved; c. record all fines assessed to officials and report to the President, Vice-President, and Scheduling Secretary; d. present a financial account at all Chapter and Executive Committee meetings; e. present an annual financial report at the final Chapter meeting; f. prepare Chapter correspondence and reports required by the Governing State Organization; g. keep and report the minutes of all Chapter and Executive Committee meetings; h. maintain a role call of all members present at Chapter and Executive Committee meetings and submit this list to the President, Vice-President, and Scheduling Secretary; i. shall have voting rights on the Executive Committee. Section 4: The Immediate Past President shall: a. sit in as a member-at-large at executive board meetings; b. shall have voting rights on the Executive Committee. Section 5: Member s At-Large shall: a. sit in at executive board meetings; b. shall have voting rights on the Executive Committee. Section 6: The Scheduling Secretary is to assign all matches for members of the chapter and; a. maintain a current file for the scheduling service and; b. actively seek to serve new schools, where quantity and location of officiating members permit; c. act as public relations official to schools and; d. be responsible for the scheduling of officials in compliance with Article V of these bylaws and; e. maintain the necessary file and calendar of assignments for the scheduling service and; f. seek to obtain volleyball schedules from all schools and coaches within the Chapter service area for which the Chapter is to furnish officials and; g. extend the Chapter officiating services to all areas where quantity and locations of officiating members permit and; h. report regularly to the President and the Executive Committee on the progress and success of the scheduling services and; 3
i. maintain a complete and current roster of all Chapter members with complete contact information and; j. when necessary, procure officials from outside the chapter to help officiate matches within the area and for schools served by this Chapter; k. does not have Executive Committee Voting Rights; l. position will be reviewed annually by the Executive Board. Section 7: The Executive Committee shall have full power to act and pass on all matters of business pertaining to the Chapter except as stated in Article V of the constitution. Their decisions shall be binding unless determined to be specifically in violation of the Constitution and By-Laws or until disapproved by a majority of members voting at a regular called meeting at which a quorum is present. The Executive Committee shall review the Chapter Constitution and By-laws every four years beginning in November 2005 and make any necessary recommendations for all amendments in compliance with Article V of the constitution. The Executive Committee shall be empowered to set policies and procedures in all instances regarding Chapter operations. The Executive Committee shall appoint the Scheduling Secretary. The Scheduling Secretary duties are explained above (By-Laws Article 1 Sections 1-6). Article II: Election of Officers Section 1: The election of officers and the Executive Committee members shall be by secret ballot at the last called meeting of the volleyball season every two years with nominations due by, October 1 or the next to last scheduled meeting of the election year (whichever is later), and announced to the General Membership during the next to last scheduled meeting. The election shall be supervised by an election committee appointed by the President. Nominations may be taken from the floor by a member with voting rights during the next to last scheduled meeting. Vacancies in offices which occur in any elected positions shall be filled by Executive Committee appointment to serve out the term of the filled vacancy. If in the event an officer is running unopposed, no secret ballot will be required, and a show of hands by the General Membership will be sufficient for re-election. Section 2: The term of office for all elected officers and Executive Committee members At- Large shall be for one two year term beginning December 1 following their election as prescribed by these by-laws. All officers and Executive Committee Members At-Large may serve consecutive terms. The Executive Committee Members At-Large shall be voted on in November of 2006 and then every two years following. The offices of President and Vice- President shall be voted on in November 2007 and then every two years following. The office of Treasurer/Recording Secretary shall be voted on in November 2008 and then every two years following. If the current President is re-elected to office, then a member At-Large shall be voted in to fill the void on the Executive Committee and the position will be voted on every two years until the current President leaves office. Article III: Finance Section 1: Each member when admitted to the Red River Volleyball Officials Chapter shall pay annual dues of $85.00 and state dues as required by the Governing State Organization. Annual Chapter Dues are due and payable on November 1 and past due after January 31 of the following 4
year. This includes Chapter dues and match assignment fees. A reinstatement fee of $10.00 will be added if payment of chapter dues is after January 31. Section 2: State Organizational dues may be collected by the Treasurer/Recording Secretary if required by the Governing State Officials Organization. All dues, if collected, will be forwarded to the Governing State Officials Organization on the RRVOC member s behalf. Any late fees are the responsibility of the RRVOC member. A member in Good Standing with the RRVOC shall have paid all Governing State Officials Organization dues prior to officiating any paid matches. The Treasurer/Recording Secretary will be responsible for proof of Good Standing for each individual RRVOC member. Section 3: Annual RRVOC membership shall run from December 1 to November 30 of the next year. Section 4: The Red River Volleyball Officials Chapter shall comply with the fee schedule as prescribed by the UIL. All Payment Disputes will be handled by the Treasurer/Recording Secretary with assistance from the RRVOC President and RRVOC Executive Committee as needed. Section 5: Expenditures in excess of $300 requires an approval from the Treasurer and either the President or Vice-President. In the event an approval is needed, an email approval from either the President or Vice-President to the treasurer will be sufficient. All approvals will be kept in file. Section 6: Scheduling Secretary shall be paid a sum on a contract basis for his or her services. The sum shall be collected at a rate of $53 per officiating member, per season, out of the annual dues as prescribed in Article III Section 1 of these by-laws. The distribution of this payment shall be made to the Scheduling Secretary in four payments. The four distributions will be paid in three monthly installments, July 15, August 15, September 15, and one final payment of any unpaid amount on November 1. The three monthly installments will be an amount equal to onethird of the paid Red River Volleyball Officials Chapter Annual dues as of July 1. Disbursement of funds will be as required in Article I Section 3 of these by-laws. The Scheduling Secretary shall provide all equipment necessary to complete the duties and personally pay for expenses associated with their acceptance of these duties. In addition to the contract payment for services provided, the Scheduling Secretary will be paid $300 to cover expenses incurred in the execution of the scheduling duties which may include, but is not limited to, cell phone usage and charges, internet usage and charges or computer maintenance charges, for example. The Treasurer will issue the required IRS Form 1099 prior to January 31 of the following year to the Scheduling Secretary. Section 7: The Chapter will provide up to $150.00 each to the President and the Scheduling Secretary to attend the Annual State Volleyball Officials Meeting. This money is to help defray costs incurred by the Chapter President and Scheduling Secretary to attend mandatory meetings associated with the Annual State Volleyball Officials Meeting. All money will be paid as reimbursement upon receipts being provided for related expenses associated with the Annual State Officials Meeting. In the event the President and or Scheduling Secretary are unable to attend; the Executive Committee may approve a replacement to attend in their place. The Executive Committee will review this policy annually to address any future changes. 5
Article IV: Membership Section 1: Each member performing officiating duties shall keep the Scheduling Secretary informed of his/her complete officiating schedule and shall notify the Scheduling Secretary promptly of any changes in order to aid the Scheduling Secretary in performing his/her duties and responsibilities in scheduling and in fulfilling requirements for officials. Each member shall list their block out dates as required by the Scheduling Secretary prior to the first scrimmage. Section 2: Each member shall conduct him/herself in a professional manner as provided in the Governing State Organization and NFHSO Code of Conduct for Officials. Misconduct in any form shall be reported in writing to the Executive Committee for appropriate action. Each member shall be allowed due process of appearing before the Executive Committee to present his/her case before the action of the Executive Committee is enforced. Section 3: Recall of an officer or Executive Committee member At-Large may be accomplished for cause upon presentation of a written request including supporting reasons to the Executive Committee. Proposals to recall any member or officer shall be presented to the entire membership by written notification mailed (postmarked) or emailed at least fourteen days prior to the date of the regular or called meeting at which the recall proposal is to be acted upon. A quorum of at least two thirds of the Chapter membership shall be required at any recall meeting and a three-fourths majority vote of the members present shall be required to declare the recall effective. Failure to obtain the specified quorum or failure to obtain the specified majority vote affirming the recall shall render the proposed recall action as defeated and no further recall action based upon the same cause shall be considered. Article V: Scheduling of Officials Section 1: Chapter member officials shall not schedule themselves to officiate any matches within the scope (area and schools served by this Chapter) of officiating services covered by this Chapter without the specific prior coordination with and the consent of the Scheduling Secretary. In addition, each official shall keep the Scheduling Secretary currently informed of all officiating obligations accepted and/or cancelled outside the scope of the Chapter assignments so that the work of the Scheduling Secretary is simplified to the maximum extent possible. Section 2: The Scheduling Secretary shall solicit, accept and/or reject games or matches in accordance with the provisions of Article I, Section 5 of these by-laws. Member officials shall not solicit games or matches, but may offer suggestions to the Scheduling Secretary for expansion or reduction of the scope of officiating services covered by this Chapter. Section 3: Notification to the Scheduling Secretary in all cases of an official s inability to fulfill officiating assignments: Officials shall report promptly their reasons for all no-shows and all late arrivals causing delays in the starting of matches. Section 4: In all cases where coaches or other school representatives contact officials regarding the officiating of volleyball matches, the officials shall refer the coaches or all other school representatives to the Chapter Scheduling Secretary and shall make no officiating commitments except as authorized in Section 1 of the Article. 6
Section 5: The Scheduling Secretary shall approve any changes of officiating duties. The Scheduling Secretary and the coach shall be notified to all applicable cases as outlined in Section 3 of this Article. Section 6: Scheduling of Officials shall be done for the complete playing schedules as obtained from the schools and coaches. Section 7: If an official is assigned a match due to being shown as available, and then declines, or is a no show, or in any way turns it back, that official forfeits a match to the assigner s discretion. An appeal may be referred to the Scheduling Secretary or the Executive Committee in writing no later than seven (7) days following the incident. The forfeiture should occur at the earliest available time. Any resolved incident could include the forfeiture of a playoff match. NOTES: Election of At-Large Members will be held in November 2010. Election of President and Vice-President will be held in November 2011. Election of Treasurer/Recording Secretary will be held in November 2012. This Constitution and By-laws was: Amended 11/2005 Amended 11/2007 Amended 08/2010 7