MNIAAA

CONSTITUTION

Revised April 14th, 2021

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.

7. To increase membership, inclusion, involvement and leadership roles for our under

represented (women, LGBQT+ and people of color).

 

ARTICLE III – Membership

SECTION ONE: The MnIAAA state association membership shall be open to all Middle School, Junior High, High School and District-Wide Athletic/Activities Administrators or Coordinators who are currently employed by a school district and are also members of the Minnesota State High School League.

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

 

ARTICLE IV – Officers

SECTION ONE: The elected officers of the (Executive Board) of this association shall be a President, newly determined President Elect, the immediate Past President, Executive Director and Associate Treasurer. Other Board Members shall include elected Region Representative, At Large Representatives - (Underrepresented, BIPoC and Female). The office of President Elect will be determined by the Executive Board immediately after the state conference.

1. The candidate must be a current high school activities director or district-wide activities

director.

2. District-wide activity directors can only represent the administrative region in which a

majority of their schools are placed.

3. Must have at least one year of experience on the Executive Board to be the President Elect.

SECTION TWO. The (Region Committee) is the sixteen (16) regional representatives, eight (8) from Class A schools, eight (8) from Class AA schools.)

SECTION THREE: The terms of the elected officers of the Executive Board shall be for one year and will end immediately following the annual conference. The president shall become the Past President, the President Elect shall become President. The office of the President Elect will be elected by the Executive Board immediately after the state conference. The President Elect must have at least one year of experience on the Executive Board to be the Vice President. The Executive Director and Associate Treasurer shall remain in that capacity by a majority vote of the Executive Committee.

1. The Executive Board open position of a Region Representative shall follow the rotation below.

Each Region shall select one candidate to present to the membership body and a vote will be

conducted at the State Conference.

The Under-represented shall follow the rotation below. The Region Representatives will

collect candidates and narrow the pool down to two individuals for the membership body and a vote will be conducted at the State Conference.

a. Definition of Diverse (BIPoC) Representative: This candidate is to promote equity, balance and inclusion of a (person of color).

2. The sequence for regional representatives to run for the Executive Board shall be as follows:

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

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

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

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

Underrepresented: Female Region 1/2/5/6 AA (four year term)

Underrepresented: BIPoC Representative Region 3/4/7/8 A (two year term)

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

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

Underrepresented: BIPoC Representative Region 3/4/7/8 AA (four year term)

G. 2025-26 school year, Regions 1 & 2 Class AA

H. 2026-27 school year, Regions 7 & 8 Class A

Underrepresented: Female Region 1/2/5/6 A

I. 2027-28 school year, Regions 5 & 6 Class AA

J. 2028-29 school year, Regions 1 & 2 Class A

Underrepresented: BIPoC Representative Region 3/4/7/8 A

K. 2029-30 school year, Regions 3 & 4 Class AA

3. The “A” and “AA” members of the Executive Board 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.

5. If an Executive Board member does not fulfill their term. The Executive Board will ask for

candidates from the Region or the Under represented Region they represented to submit

new candidates to fulfill the term. The Executive Board would then select a candidate from

the pool submitted. If the Region(s) does not have a candidate the Executive Board will open

the position to all Regions in the state to fulfill the position and select a candidate.

SECTION FOUR: 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.

1. The sequence for electing regional representatives will be in accordance with the

following Schedule:

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

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

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

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

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

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

G. 2025-26 school year, Regions 1 & 2 Class A & AA

H. 2026-27 school year, Regions 7 & 8 Class A & AA

SECTION FIVE: Job Description for Regional Representatives

1. A Region Representative is the contact person between the Executive Board and the

Activities Administrators of their Region. 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 State 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 State 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 State 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.

11. The Representative shall request nomination from their Region for a candidate(s) to the

Hall of Fame, Distinguished Service, Distinguished Alumni and student scholarship.

12. The Representative will seek nominations from the current membership for the “Two At

Large Underrepresented” elected positions.

13. The Representative shall select “Two At Large” candidates for each of the

Underrepresented offices based on the rotation. The candidates being elected to the

Executive Board will be voted on by the entire membership at the state conference.

SECTION SIX: 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 SEVEN: The Past President will chair an advisory committee to the Minnesota State High School League with the present past President serving as secretary. The Activities Directors 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:

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

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

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

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

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

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

G. 2025-26 school year, Regions 1 & 2 Class A & AA

H. 2026-27 school year, Regions 7 & 8 Class A & AA

3. The region representative will attend at least two meetings a year or as called by the

current president..

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

1. Activities Administrator of the Year Award.

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

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

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

D. 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.

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

F. Candidates must be a current member of this Association.

2. Retired Activities Administrator

A. Must have been an activities administrator for ten (10) years to receive a plaque;

less than ten (10) to receive a certificate.

B. Must have been an activities administrator at the time of honoring, or the past school year. Membership also required for the previous three years, prior to retirement.

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

1) Cutbacks in budget

2) Illness

3) Family emergency

D. Must be a current member of the Association.

E. 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 the Executive Committee at the Fall meeting.

F. A committee of retired activities athletic administrators will be set up to promote

our Association.

3. Distinguished Alumni Awards

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

1) Qualifications:

A. Must have graduated from a Minnesota High School.

B. Must have participated in extracurricular activities.

C. Must have distinguished themselves in their chosen field.

B. Names may be submitted by the membership through the region representatives

at the Fall meeting. Final selection will be made by the Executive Board

C. Consideration should be given to geographic areas of Minnesota.

4. Distinguished Service Awards

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

1. Qualifications:

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

B. Three letters of nomination should be submitted.

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

5. Hall of Fame

1. Qualifications:

A. Must have been a member of this Association.

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

2. Method of Selection

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

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

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

6. National Citation

1. The Executive Board from the membership of this Association will choose one

A. Recipient annually.

 

ARTICLE V – Executive Board

SECTION ONE: The Executive Board shall consist of the president, president elect, past president, elected Region Representative two at large underrepresented and the executive director and associate treasurer of this Association. The liaisons from the Minnesota State High School League and the Retired Activities Administrators Association may be invited to attend the semi-annual meeting.

SECTION TWO: The Executive Board 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 executive officer, the president shall preside at all meetings of the Executive Board, Region Committee and shall appoint all standing and special committees.

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

SECTION THREE: The President Elect shall be responsible for the State conference program and assume all duties of the president in his absence.

SECTION FOUR: The Executive Director and Associate Treasurer shall be responsible for the following:

A. The release of publicity concerning this Association. This publicity will be handled in part by a newsletter.

B. Keep a record of the proceedings of all meetings and report the minutes of each previous

meeting to the organization.

C. 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.

D. Receive a financial remuneration.

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

F. Shall provide a membership list to all executive Board members.

G. Shall compile a list of annual meeting dates and publication dates for the Executive Board.

H. Shall compile a book of information for the incoming Board member and the newly elected

region representatives.

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

SECTION FIVE: The at large under representative or elected region representative

A. Assist President Elect in duties as needed

B. Assist the associate treasurer to increase membership of the under represented

C. Collect data on membership

D. Mentor new activities administrators of the association

E. Co-chair the Ad Hoc Advisory

F. Assist with the yearly State Conference mini-sessions and guest speakers

 

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 State Conference meeting of the membership shall be called by the president with the approval of the Executive Board.

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 director and associate 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 Board from applications sent to the executive director and associate treasurer. 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:

A. Roll call

B. Reading and adoption of the minutes as mailed.

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

D. Report of officers.

E. Report of committees.

F. Unfinished business.

G. New business.

H. Adjournment.

SECTION TWO: Selection process for new Executive Director and/or Associate Treasurer.

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

position.

B. President will provide copies of credentials to members of the Executive Board.

C. Executive Board will determine the number of candidates to be invited for a personal

interview.

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

E. Executive Board will make the final decision.

 

ARTICLE XI – NIAAA LIAISON

A. Will be appointed by the Executive Board from applications sent to the executive director

and associate treasurer.

B. The length of term is four years.

C. 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.

 

revised - April 14, 2021