MNIAAA

CONSTITUTION

Updated April 10th, 2018

Constitution of the Minnesota Interscholastic Activities Administrators Association

 

ARTICLE I – Name

SECTION ONE: The name of this association shall be the Minnesota Interscholastic Activities Administrators Association.

 

ARTICLE II – Purpose

SECTION ONE: The purpose of this association shall be:

  1. To promote high standards of achievement and ethics in interscholastic and extracurricular activities.

  2. To promote better public relations and sportsmanship between schools.

  3. To provide for an exchange of ideas and a better understanding of the administration of high school activities.

  4. To promote good will and fellowship among the activities administrators of the state.

  5. To cooperate with and promote all functions of the Minnesota State High School Coaches Association.

  6. To cooperate with and promote all activities of the Minnesota State High School League.

ARTICLE III – Membership

SECTION ONE: The state association shall be open to all Middle School, Jr. High & High School Athletic/Activities Administrators or Coordinators whose school districts are also members of the Minnesota State High School League.

SECTION TWO: Each member shall be entitled to one vote.

SECTION THREE: To allow invitations to non-voting membership to certain persons whose presence could be of interest and benefit to the association. (Example: college athletic directors)

 

ARTICLE IV – Officers

SECTION ONE: The officers of this association shall be a president, first vice-president, second vice president, the immediate past president, executive secretary-treasurer, and sixteen (16) regional representatives, (eight (8) from Class A schools, eight (8) from Class AA schools.)

SECTION TWO: The terms of office shall be for one year and will end immediately following the annual conference. The first vice-president shall become president. The second vice- president shall become first vice-president. The second vice-president shall be elected as shown below. The executive secretary-treasurer shall remain in that capacity by a majority vote of the Executive Committee.

1. The regional representative whose terms expire shall be voted upon by the association for the position of the new second vice-president’s vacancy at the annual State Activities Administrators Conference each spring. If the regional representative does not choose to run, an open election may be held.

2. The sequence for regional representatives to run for second vice-president shall be as follows:

  • 2017-18 school year, Regions 1 & 2 Class AA

  • 2018-19 school year, Regions 7 & 8 Class A

  • 2019-20 school year, Regions 5 & 6 Class AA

  • 2020-21 school year, Regions 1 & 2 Class A

  • 2021-22 school year, Regions 3 & 4 Class AA

  • 2022-23 school year, Regions 5 & 6 Class A

  • 2023-24 school year, Regions 7 & 8 Class AA

  • 2024-25 school year, Regions 3 & 4 Class A

3. The “A” and “AA” members of the Executive Committee shall serve as representatives to the Minnesota State High School League.

4. The president will serve as the representative to the Minnesota State Coaches Association.

SECTION THREE: The regional representative will be elected by the membership of the regional organization. The election shall take place during the regional caucus at the annual State Athletic Administrators Conference.

 

The sequence for electing regional representatives will be in accordance with the following Schedule:

2017-18 school year, Regions 1 & 2 Class A & AA

2018-19 school year, Regions 7 & 8 Class A & AA

2019-20 school year, Regions 5 & 6 Class A & AA

2020-21 school year, Regions 3 & 4 Class A & AA

2021-22 school year, Regions 1 & 2 Class A & AA

2022-23 school year, Regions 7 & 8 Class A & AA

2023-24 school year, Regions 5 & 6 Class A & AA

2024-25 school year, Regions 3 & 4 Class A & AA

 

SECTION FOUR: Job Description for Regional Representatives

  1. A Region Representative is the contact person between the Executive Committee and the Activities Administrators. Their job is to pass the pertinent information along to Athletic Administrators in their respective Region.

  2. Each Region shall have two meetings per year. One shall be held in October, prior to the date of the Fall Executive Committee meeting; the other shall be prior to the Spring Conference. Each representative shall call and conduct the meeting and shall report the findings to the Executive Committee.

  3. When a member of the Executive Committee is to be elected from your Region, the Representative shall secure a candidate.

  4. The Representative shall conduct a poll of the Activities Administrators in their region on possible amendments for the Representative Assembly meetings.

  5. The Representative shall solicit membership to the Activities Administrator’s Association.

  6. The Representative shall help with the Spring Conference in the role of moderator, speaker, or as needed.

  7. The Representative shall solicit items for the newsletter.

  8. The Representative shall bring an item to give away as a door prize at the Spring Conference.

  9. The Representative shall nominate a candidate for Activities Administrator of the Year from his/her Region. This shall be done by the date of the Fall Executive Committee meeting.

  10. The Representative shall inform the Executive Committee of any retiring Activities Administrators in his/her Region, so they may be recognized at the Spring Conference.

SECTION FIVE: After election, each regional representative’s term will be for four (4) years.  They shall not be elected to a consecutive four-year term.

 

SECTION SIX: The past past president will chair an advisory committee to the Minnesota State High School League with the present past president serving as secretary. The Advisory Committee shall serve as a liaison between the Association and the League. The purpose shall be the same as the purpose of this Association.

 

  1. The membership will be chosen by the Region Committees at the State Activities Administrators Conference.  They will serve a four-year term.  They shall not be elected to a consecutive four-year term.  A person cannot serve as a member of the Advisory Committee and Region Representative Committee at the same time.

  2. The rotation shall be as follows:

    • 2017-18 school year, Regions 1 & 2 Class A & AA

    • 2018-19 school year, Regions 7 & 8 Class A & AA

    • 2019-20 school year, Regions 5 & 6 Class A & AA

    • 2020-21 school year, Regions 3 & 4 Class A & AA

    • 2021-22 school year, Regions 1 & 2 Class A & AA

    • 2022-23 school year, Regions 7 & 8 Class A & AA

    • 2023-24 school year, Regions 5 & 6 Class A & AA

    • 2024-25 school year, Regions 3 & 4 Class A & AA

  3. The region representative will attend two meetings a year: spring, prior to the conference and October.

 

SECTION SEVEN: Honors granted by the Minnesota Interscholastic Athletic Administrators Association:

  1. Activities Administrator of the Year Award.

    • Sixteen (16) activities administrators will be chosen by the region representatives from the region they represent. (One per representative)

    • A Class “A” activities athletic administrator will be chosen from the “A” region activities administrators of the year.

    • A Class “AA” activities administrator will be chosen from the “AA” region activities administrators of the year.

    • The region representative or a chosen representative will compile a dossier of recommendations, personal information form, and photograph. This dossier will be submitted by December 15th of each year.

    • A committee will be selected by the second vice-president to choose the Activities Administrators of the Year.

    • Candidates must be a current member of this Association.

  2. Retired Activities Administrator

    • Must have been an activities administrator for ten (10) years to receive a plaque; less than ten (10) to receive a certificate.

    • Must have been an activities administrator at the time of honoring, or the past school year.

    • Must be retiring for age limits from the education profession with the following exceptions:

    • Cutbacks in budget

    • Illness

  3. Family emergency

    • Must be a current member of the Association.

    • The cases of those persons retiring earlier than ten (10) years or as a result of unusual circumstances will be reviewed separately by the region representatives and Executive Committee at the Fall meeting.

    • A committee of retired activities athletic administrators will be set up to promote our Association.

  4. Distinguished Alumni Awards

    • Not more than five (5) individuals will be honored each year by the Association.

    • Qualifications:

      • Must have graduated from a Minnesota High School.

      • Must have participated in extra-curricular activities.

      • Must have distinguished themselves in their chosen field.

    • Names may be submitted by the membership through the region representatives at the Fall meeting. Final selection will be made by the Executive Committee.

    • Consideration should be given to geographic areas of Minnesota.

  5. Distinguished Service Awards

    • A minimum of four and a maximum of seven individuals will be honored each year by this Association

    • Qualifications:

      • The individual should have made a contribution to the local school activities program.

      • Three letters of nomination should be submitted.

      • A past president will be in charge of this program.

  6. Hall of Fame

    • Qualifications:

      • Must have been a member of this Association.

      • Must have made significant contributions to Minnesota high school activities.

      • Method of Selection

      • A member of this Association, chosen by the Executive Committee, will chair this selection committee.

      • A nomination form will be distributed to all region representatives at the Fall semi-annual meeting.

      • No more than six (6) will be inducted annually.

  7. National Citation

    • A committee from the membership of this Association will choose one (1) recipient annually.

 

ARTICLE V – Executive Committee

SECTION ONE: The Executive Committee shall consist of the president, first vice-president, second vice-president, past president, and the executive secretary-treasurer of this Association. The liaisons from the Minnesota State High School League and the Retired Activities Administrators Association will be invited to attend the semi-annual meeting.

 

SECTION TWO: The Executive Committee may convene at the request of the president. The region representatives may also be directed to attend executive meetings at the discretion of the president.

ARTICLE VI – Duties of Officers and Policies

SECTION ONE: As chief executive officer, the president shall preside at all meetings of the executive committee and shall appoint all standing and special committees.

 

SECTION TWO: If any office is vacated, the Executive Committee shall appoint a person to fill out the term of said executive officer or region representative.

 

SECTION THREE: The first vice-president shall be responsible for the Spring conference program and assume all duties of the president in his absence.

 

SECTION FOUR: The executive secretary-treasurer shall be responsible for the following:

  1. The release of publicity concerning this Association. This publicity will be handled in part by a newsletter. The newsletter shall be at least eight (8) pages.

  2. Keep a record of the proceedings of all meetings and report the minutes of each previous meeting to the organization.

  3. Receive all monies of the Association, keep an accurate account, and make a financial report at all meetings. The treasurer’s report shall list the individual checks written.

  4. Receive a financial remuneration.

  5. Will be responsible for the financial arrangements of the Spring Conference.

  6. Shall provide a membership list to all executive committee members.

  7. Shall compile a list of annual meeting dates and publication dates for the Executive Committee.

  8. Shall compile a book of information for the incoming second vice-president and the newly elected region representatives.

  9. Will be responsible for procuring vendors to exhibit at the state conference and contract firm to provide booths for this purpose.

 

SECTION FIVE: The second vice-president shall:

  • Work with the region representatives in promoting membership.

  • Be responsible for the awards programs and the Recognition Banquet at the Spring Conference.

 

ARTICLE VII – Meetings

SECTION ONE: A minimum of two (2) regular meetings will be held during each year. The Fall meeting will be a regional caucus and conducted by the region representative. The Spring meeting of the membership shall be called by the president with the approval of the Executive Committee.

 

SECTION TWO: Special meetings may be called by the president, subject to approval by the officers.

 

ARTICLE VIII – Dues

SECTION ONE: Annual membership dues will be required, with expiration on July 1st of each year.

 

ARTICLE IX – Amendments

SECTION ONE: Any member in good standing may submit amendments in writing to the executive secretary-treasurer thirty (30) days prior to a regular meeting or a special meeting called by the president. These shall be voted upon at the next regular meeting. Approval of amendments requires a two-thirds (2/3) majority vote of the members present.

Article X – MSHSL and NIAAA Appointed Positions

SECTION ONE: Any MSHSL or NIAAA appointed positions shall be appointed by the executive committee from applications sent to the executive secretary.  Membership will be notified and asked to apply at the spring conference prior to the year of position term starting.  Length of term may differ with each position.  Job Description may differ with each position.

 

BY-LAWS

SECTION ONE: The order of business at meetings of this Association shall be:

  1. Roll call

  2. Reading and adoption of the minutes as mailed.

  3. Reading and adoption of the treasurer’s report as mailed.

  4. Report of officers.

  5. Report of committees.

  6. Unfinished business.

  7. New business.

  8. Adjournment.

SECTION TWO: Selection process for new executive secretary-treasurer.

  1. Applications and dossiers will be mailed to the president from any member interested in the position.

  2. President will provide copies of credentials to members of the Executive Committee.

  3. Executive Committee will determine the number of candidates to be invited for a personal interview.

  4. Interviews will be held using a predetermined list of questions.

  5. Executive Committee will make the final decision.

ARTICLE XI – NIAAA LIASION

  1. Will be appointed by the executive committee from applications sent to the executive secretary.

  2. The length of term is four years.

  3. Job Description; Represent the MnIAAA at the NIAAA Liaisons meeting each year at the National Conference.  Represent the MnIAAA at the Section 5 meeting held in June.  Facilitate the MnIAAA scholar/athlete scholarship selection process.

 

April 10, 2018

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