ITCCOA Newsletter
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As a registered IHSA Track and Cross Country official you welcome to
become a member of this organization. As a member you have a voice in
the continued growth of the profession. The annual membership meeting
will be Dec. 6,2008 in Oglesby,IL. The meeting will be at the Elks, which is
located at 800 E. Walnut. The schedule is:
8:15--Registration
9:00--Speakers and Business meeting
12:00--Lunch
1:00--Hall of Fame and Rookies Inductions
2:00-- Rules Interpretations
become a member of this organization. As a member you have a voice in
the continued growth of the profession. The annual membership meeting
will be Dec. 6,2008 in Oglesby,IL. The meeting will be at the Elks, which is
located at 800 E. Walnut. The schedule is:
8:15--Registration
9:00--Speakers and Business meeting
12:00--Lunch
1:00--Hall of Fame and Rookies Inductions
2:00-- Rules Interpretations
Illinois Track & Cross Country Officials Association
Procedures Manual
TABLE OF CONTENTS
Section 100 - Primary Documents - (proposed for adoption)
101 Constitution
102 Bylaws
Section 200 - Duties of Officers - (proposed for adoption)
201 President
202 Vice President
203 Secretary/Treasurer
204 Section Leader
Section 300 – Procedures – (to be written)
301 Hall of Fame
302 Rookie of the Year
303 Mentoring Program
304 etc.
Section 400 – Forms – (to be written)
401 Membership
402 Mentoring
403 Hall of Fame Nomination
404 Rookie of the Year Nomination
405 etc.
Section 500 – Other Documents – (to be written)
501 IHSA Recognized Association Requirements
502 Annual Reminder Calendar
503 Association Leadership
504 etc.
Section 100—Primary Documents—Contents
101 Constitution
101.1 Name of Organization
101.2 Mission Statement
101.3 Membership
101.4 Association Leadership
101.5 Meetings
101.6 Dues
102 Bylaws
102.1 Procedures Manual
102.2 Membership Obligations
102.3 Selection of Officers
102.4 Committees
102.5 Constitution and Bylaw Amendments
102.6 Illinois High School Association (IHSA) Mandates
101.1 Name of Organization
The name of this organization is the Illinois Track & Cross Country Officials Association (ITCCOA).
101.2 Mission Statement
The goal of this association is to assist its members in developing their professional skills to better serve the sports of Track & Field and Cross Country. This
goal will be realized using efforts such as the following:
1. Training and educating all officials.
2. Acting as an agent of communication regarding the state of officiating.
3. Recruiting and retaining officials.
4. Promoting codes of ethics and sportsmanship.
5. Educating athletes, coaches, administrators, and the public about their roles in these sports.
6. Recognizing individuals who have made outstanding contributions to officiating in these sports.
101.3 Membership
Membership is open to anyone willing to assist the association in achieving its Mission Statement. Membership will be designated as follows:
ACTIVE MEMBER – Any licensed official who is in good standing with a sanctioning body, such as IHSA or USATF, and is current in payment of dues to
the ITCCOA.
ASSOCIATE MEMBER – Any non-official who is current in payment of dues to the ITCCOA. Associate members may not serve on the ITCCOA Executive
Board, as Section Leaders, or have voting privilege in ITCCOA balloting.
101.4 Association Leadership
The leadership of the ITCCOA consists of the President, the Vice President, the Secretary/Treasurer, and the Section Leaders. These individuals are
further organized into an Executive Board and a Sectional Board.
1. The Executive Board will consist of the President, the Vice President, and the Secretary/Treasurer.
2. The Sectional Board will consist of the Executive Board and the Sectional Leaders.
101.5 Meetings
A meeting is defined as the physical presence of several members at a designated location following an agenda related to the ITCCOA Mission
Statement. The minimum number of meetings each year is as follows:
1. The Executive Board will meet on a quarterly basis and distinctly from other ITCCOA meetings.
2. The Sectional Board will meet semi-annually and distinctly from other ITCCOA meetings.
3. A general meeting for all members of each section will occur annually. Additional section meetings may be called by Section Leaders with the
approval of the Executive Board.
4. A member of the Executive Board will attend sectional meetings if practicable.
5. Section Leaders will provide written minutes to the Secretary/Treasurer no later than one week following each Section Meeting, listing attendees
and describing what occurred.
6. A full association membership meeting will occur annually. The Annual Meeting will be held no earlier than November 1 and no later than
December 31.
7. The Executive Board may call for an Emergency Meeting of the full membership if required by extraordinary circumstances. At least ten days
advance notice of the place, time, and purpose of such an Emergency Meeting must be given to all Active Members.
101.6 Dues
Annual dues will be set to enable the association to actively pursue its Mission Statement. The amount of dues will be established by the Executive
Board. Dues include membership for the year from January 1 to December 31.
Section 200—Duties of Officers—Contents
201 President
202 Vice President
203 Secretary/Treasurer
204 Section Leaders
201 President
The President of the ITCCOA will provide the overall leadership for the organization. Specific duties of the President include but are not limited to the
following:
1) Oversee all aspects of ITCCOA business.
2) Preside over all ITCCOA Executive Board, Sectional Board, and full membership meetings.
3) Attend section meetings whenever possible
4) Provide oversight for and evaluation of association leadership.
5) Appoint committee chairpersons and committees as needed.
6) Serve (or appoint members to act) as liaison between the ITCCOA and the IHSA, IESA, and other coaches or officials associations.
7) Represent the ITCCOA at the IHSA Track & Field and Cross Country Advisory Board Meetings, and at the Delegates Meeting at the IHSA Annual
Officials Conference.
8) Assist Section Leaders in organizing meetings and clinics.
202 Vice President
The Vice President of the ITCCOA will prepare to step into the role of President. Specific duties of the Vice President include but are not limited to the
following:
1) Assist the President in all matters.
2) Serve as President Pro Tem, if the President is not available.
3) Attend ITCCOA Executive Board, Sectional Board, and full membership meetings.
4) Attend section meetings whenever possible.
5) Provide direct leadership for Section Leaders.
6) Supervise all committees.
7) Write the annual IHSA grants.
8) Supervise ITCCOA programs for officials (such as Mentoring and Observers Programs).
9) Represent the ITCCOA at the IHSA Track & Field and Cross Country Advisory Board Meetings, and at the Delegates Meeting at the IHSA Annual
Officials Conference.
203 Secretary/Treasurer
The Secretary/Treasurer will become familiar with the state-wide organization and general operating procedures of the ITCCOA in preparation for
becoming Vice President and President. This includes becoming familiar with the membership and gaining an understanding of the record keeping and
fiscal concerns of the association. Specific duties of the Secretary/Treasurer include but are not limited to the following:
1) Attend ITCCOA Executive Board, Sectional Board, and full membership meetings.
2) Attend section meetings whenever possible.
3) Collect annual dues from ITCCOA members.
4) Maintain ITCCOA membership records and financial records.
5) Provide membership and financial reports to Executive Board and Sectional Board meetings.
6) Record and maintain minutes for all ITCCOA Annual, Emergency, Executive Board and Sectional Board meetings.
7) Receive and maintain minutes from Section Meetings.
8) File a yearly tax return for the ITCCOA with appropriate government entities.
9) Supervise the ITCCOA website, and electronic and print newsletters.
10) Maintain the master ITCCOA Procedures Manual.
11) Maintain necessary program records (such as the Observers Program observations).
204 Section Leaders
Section Leaders will act as the ITCCOA spokespersons in their sections. Specific duties of a Section Leaders include but are not limited to the following:
1) Contact all IHSA officials in their section no less than once a year.
2) Contact all ITCCOA members in their section several times each year.
3) Organize and host periodic Section Meetings, and provide written minutes of those meetings to the Secretary/Treasurer.
4) Act as the contact person for ITCCOA members in that section.
5) Facilitate two-way communication between the ITCCOA Executive Board and the section membership.
6) Attend Sectional Board meetings (March and August) and the Annual Meeting.
7) Assist the Executive Board (such as serving on committees).
8) Generate a list of ITCCOA member officials in their section who actively officiate meets.
9) Notify athletic directors in their section of this active ITCCOA officials list.
10) Maintain an up-to-date ITCCOA Procedures Manual and make it available to association members in their section.
11) Provide the Executive Board a written list of the top ITCCOA member officials in their section each year.
12) Assist the Executive Board with membership, mentoring, observation and recruitment programs.
NEW PROCEDURES MANUAL POINTS OF EMPHASIS
On Sunday, 24 August 2008, the first two sections of a new Procedures Manual were proposed, discussed, amended and approved by both the Sectional
and Executive Boards of the ITCCOA at a meeting in Bloomington, Illinois. These two sections contain the revised Constitution and Bylaws for the
ITCCOA, and the duties of the association leadership. These sections are now being presented to the membership of the ITCCOA for their information,
and for a ratification vote.
Purpose: It is proposed that the ITCCOA reorganize in order to better serve our membership.
Format: The ITCCOA Constitution and Bylaws have been reformated into a more flexible arrangement. The new Procedures Manual allows for much
more detail to be included, and in a format that can be easily organized, revised and expanded.
Editing: Many of the changes to the old ITCCOA Constitution and Bylaws are in the nature of editing, in order to more clearly spell out the guiding
principles and procedures of the association.
Revision: The Constitution Committee was guided by two main objectives:
1) To maintain as much of the spirit of the original Constitution and Bylaws as possible.
2) To revise the original Constitution and Bylaws to reflect the way in which the ITCCOA actually operates, or should operate, as a state-wide
organization.
Section 100—Primary Documents—Presented for adoption:
101 Constitution
101.1: The original Article I was slightly edited.
101.2: In addition to some editing for clarification of the original Article II, Mission Statement #6 was added.
101.3: The original Article III was edited for clarification.
101.4: The original Article IV was edited for clarification, and greatly simplified by moving portions to new Sections 102.3 and 102.4.
101.5: The original Article V was extensively revised. The term meeting is defined, and the minimum number of each type of meeting is established, as
well as other conditions pertaining to meetings of various types. Those portions pertaining to dues have been moved to new Sections 101.6 and 102.2.1.
101.6: See new Section 101.5. This section is edited for clarification.
102 Bylaws
102.1: This section is new. It defines the new Procedures Manual which will be the guideline by which the ITCCOA operates in the future.
102.2: This section was extensively revised. The original Section IA was omitted because it is dealt with in the new Section 101.4. The original Section
IB was edited for clarification and is dealt with in the new Sections 101.6 and 102.2.1. The original Section 1C was edited for clarity, and is dealt with in
the new Section 102.2.2.
102.3: The original Section II was extensively revised. The new Section 102.3 spells out the selection process for the association leadership in detail.
The Constitution Committee and Sectional Board included input from the membership and Sectional Boards in this process, but also included safeguards
to insure a smooth transition in Association leadership in the future. The duties of the association leadership have been moved to the new Section 200.
102.4: The original Section IIIA was extensively simplified and edited for clarification, and is dealt with in the new Section 102.4. The original Section
IIIB was extensively revised and is dealt with in Section 101.5.
102.5: The amendment process for the ITCCOA Constitution and Bylaws has been extensively revised. The Constitution Committee and Sectional Board
included several paths in which the amendments may be made, but again included safeguards to insure that amendments are in fact in the best interest
of the association.
102.6: This section is new. It is included to deal with any mandate required in the ITCCOA Constitution and Bylaws by the IHSA, without having to go
through the entire amendment process as required by Section 102.5.
Section 200—Duties of Officers—Presented for adoption:
201 President
202 Vice President
203 Secretary/Treasurer
204 Section Leaders
The duties of the assocation leadership have been moved out of the Bylaws into their own new Section 200. In addition, they have been extensively
revised for clarification, and to bring them up to date.
Section 300—Procedures—To be written:
Section 400—Forms—To be written:
Section 500—Other Documents—To be written:
501 IHSA Recognized Association Requirements
502 Annual Reminder Calendar
503 Association Leadership
504 etc.
Members this is your organization. Now is your turn to let the Section Leaders to
know you feelings on the revisions.
The Procedure Manual printed below will be discussed in Section meetings and
voted on for approval. The results of the vote will be presented at the Annual
Meeting in December.
voted on for approval. The results of the vote will be presented at the Annual
Meeting in December.
Dan Moy of Jacksonville has informed the Association that he has reloaded .32 caliber black powder blanks
available. With the scarcity of new factory loads, this may be an alternate source of blanks for your starter pistol.
However, this is not an ITCCOA project. We do not have any data on the safety of reloaded blanks. If you are
interested in using these blanks, use them at your own risk. If you want further information on these reloaded .32
caliber blanks, contact Dan Moy at:
e-mail: pm806@aol.com
phone: 217-243-2572
available. With the scarcity of new factory loads, this may be an alternate source of blanks for your starter pistol.
However, this is not an ITCCOA project. We do not have any data on the safety of reloaded blanks. If you are
interested in using these blanks, use them at your own risk. If you want further information on these reloaded .32
caliber blanks, contact Dan Moy at:
e-mail: pm806@aol.com
phone: 217-243-2572
The information has reached the web the Jim Schaive's wife passed away on Nov. 1st. in
Ottawa. The Association expresses our deepest sympathies to Jim and his family.
Ottawa. The Association expresses our deepest sympathies to Jim and his family.
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Thank you to all members who volunteered to assist in the conduct of the IHSA State Cross
Country series. To all other volunteers we also say thank you.
Country series. To all other volunteers we also say thank you.
