California Softball Officials Association - Los Angeles
CALIFORNIA SOFTBALL OFFICIALS ASSOCIATION - LOS ANGELES CONSTITUTION AND BY-LAWS
CONSTITUTION
ARTICLE I – NAME
CALIFORNIA SOFTBALL OFFICIALS ASSOCIATION - LOS ANGELES UNIT
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The association shall be known as the "CALIFORNIA SOFTBALL OFFICIALS ASSOCIATION - LOS ANGELES UNIT, hereinafter referred to as the CSOA-LA and/or the "Association”.
ARTICLE II - OBJECTIVE
Section 1. Primary Objective
A. CSOA-LA operates as a not for profit cooperative membership association that serves as agent to negotiate and process requests for its members to officiate high school softball games collaborating with area schools to provide competent, standardized officiating. The CSOA-LA serves the membership by coordinating educational opportunities for each member as well as securing game assignments. This service is performed for a fee as an administrative convenience for both the hiring institutions and CSOA-LA members and in no way creates an employee/employer relationship. Each CSOA-LA member shall be an independent contractor who provides his/her own officiating uniform and gear and is solely responsible for any taxes (State, Federal, Social Security, etc.) on earnings from their officiating services. Each member shall set his/her own work schedule, depending upon availability of games, with CSOA-LA 's Assignor. A member's acceptance of a game assignment from CSOA-LA's Assignor shall constitute a contract to officiate said game per CSOA-LA's Policies, Constitution and By-Laws and the playing rules of the school National Federation of High School, California Interscholastic Federation (CIF) and the Los Angeles Unified School District Interscholastic Activities Association (CIF-LA). The “Association” is dedicated to providing sports officials for interscholastic softball in the Los Angeles geographical region as outlined by the Los Angeles Unified School District Interscholastic Activities Association.
B. No part of the earnings of the California Softball Officials Association-Los Angeles shall insure to the benefit of, or be distributable to its members, officers, or any other private persons, except that CSOA-LA 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 ARTICLE II. Hereof, notwithstanding any other provisions of this Constitution and By-Laws, CSOA-LA shall not, except to an insubstantial degree, engage in any activities or exercise any powers that are not in the furtherance of the purposes on CSOA-LA.
The primary objectives of the “Association” are to:
A. Provide quality softball officiating services to high school programs available to the Association through an objective and nonpartisan assigning process for contests conducted within the geographical boundaries of the Los Angeles Unified School District member schools, including sanctioned regular season and post-season events.
B. Strive to improve the service through an education and training program, providing the membership with the opportunities to acquire the knowledge, skills and attitudes necessary to umpire baseball games at any level.
C. Uphold, encourages, and promotes high ethical standards among softball officials.
D. To provide a high-quality instructional and educational program to unite, train and certify officials desiring to officiate softball games played under National Federation, California Softball Officials Association and California Interscholastic Federation -Los Angeles City Section rules and regulations.
E. The Association is organized exclusively for charitable, educational, religious, or scientific purposes within the meaning of section 501(c)(3) of the Internal Revenue Code.
F. Establish an ongoing study and training program to improve and promote the uniform interpretation and administration of softball rules by all CSOA-LA umpires.
G. Encourage a thorough knowledge of the rules and mechanics of softball among members and to promote the application of the techniques and mechanics of softball officiating.
H. To constantly strive for a uniform and equitable system of evaluating officiating performance (ratings) which along with the training program will create an impartial and objective advancement program.
I. Implement and maintain A process to recruit, train and retain competent and qualified officials. Officials will be qualified in accordance with the Association’s Policies and Procedures.
Section 2. General Purpose
The purpose for which this Association is organized include but is not limited to: Training of softball officials through formal and informal instruction, which shall include, without limitation, the mutual exchange of ideas and constructive criticism of the rules, game situations, and mechanics of softball officiating; to promote the advancement of softball by encouraging the spirit of sportsmanship among schools, coaches, players, spectators, and the officials who are qualified to accept assignments and officiate California Interscholastic Federation softball games.
Section 3. Rights and Powers
This association shall have and exercise all rights and powers conferred on it; however, this association is not empowered to engage in any activity, which in itself, is not in furtherance of its purpose in Sections 1 & 2 of this Article.
Section 4. Reasons for Organization
This association is organized and operated for the purpose herein set forth, and any other non-profit purposes, and no part of any monies shall inure to the benefit of any member, except as provided in the by-laws.
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ARTICLE III - MEMBERSHIP
Section 1. ELIGIBILITY OF MEMBERS
Membership in CSOA-LA shall be open to any qualified applicant eighteen (18) years of age or older, regardless of gender, race, creed, national origin, religion, or any other factor unrelated to the ability and willingness to meet and follow the requirements set forth in the Constitution and By-Laws of the California Softball Officials Association – Los Angeles. To perform officiating duties, to be instructed, classified, and assigned games in this association.; Membership in CSOA-LA shall be for the current year.
Section 2. MEMBERSHIP CUTOFF DATE
The total membership, including any cut-off date for applications, shall be determined by the Board of Directors.
Section 3. MEMBERSHIP APPLICATION
All applicants shall submit a completed COSA-LA application and CSOA-LA membership dues to the Secretary-Treasurer for processing.
Section 4. CLASSIFICATION OF MEMBERS
A. Qualified Officials
Qualified Members are those members who achieve at least the minimum-passing grade of 80% on the Study Guide, and Classification Exam; attend and is passed on the Mechanics Field Exam; take and passes all other exams as required at the meetings, meet all financial obligation imposed by this association; attend general meetings (including the minimum of 18 hours of instruction as required by CSOA), and special meetings (as required by the Board); fulfill all game assignments which were previously accepted; and do not engage in any unprofessional conduct or act in a manner which is detrimental to the welfare and purpose of this Association and its members. All qualified members must show proof of insurance, including liability insurance as requirement for qualification. All qualified members must comply with California State Guidelines for independent contractors. All qualified members shall be classified as follows:
1. Certified Officials
a. Those officials who have demonstrated their ability to officiate varsity softball games as observed by the Instructional Staff.
2. Approved Officials
a. Those officials who are not yet qualified to officiate varsity games as observed by the Instructional Staff, except when deemed necessary by the CSOA-LA Unit game assignor.
b. Those officials who have transferred from another Federation unit who are to be observed by the Instructional Staff and approved by the Executive Board as to their ability.
3. Qualifications of Officials for Post Season Assignment
a. Any Certified Official who has completed an approved 3-Man Mechanics Class and has been observed by the Instructional Staff and approved by the Executive Board will be deemed qualified for Post Season Assignment.
B. Non-Qualified Member Status-Due Process Procedure
A non-qualified member is one who does not meet the requirements as set forth for a qualified member. A non-qualified member shall not have the right to vote, hold office, or receive any game assignments. The executive board shall determine whether a member has failed to meet all of the requirements of a qualified member. If a member is found to be non-qualified, the president shall immediately (within 48 hours) give written notification to the member. The assignor shall cancel the remainder of the non-qualified member's game assignments for the current season. After being so notified the non-qualified member may, within seven (7) days, submit a written petition to the Executive Board for reinstatement to a qualified membership status. Based on evidence, satisfactory to the Board, that the member has, or will, satisfy all requirements of a qualified member, the Board may reinstate the member.
Section 5. TRANSFER OF MEMBERSHIP
An individual who is not in good standing as a certified member of a chartered chapter cannot be accepted as a transfer into the membership of this chapter. In the case of a member in good standing of another chartered Chapter changing his residence to the jurisdiction of this chapter, he will be accepted into this as a certified member. This acceptance must be substantiated by a letter from the secretary of the members’ former chapter stating that the member is in good standing. He will be expected to pay the required fees of this chapter.
The Secretary/Treasurer with the help of one of the other Board member shall process the official’s applications. Applications will be kept on file for the current year of service. The Secretary/Treasurer shall dispose of the records, by shredding, after the conclusion of the current season.
Section 6. DUES
The amount of dues to be paid by the members shall be set by the Executive Board each year and shall be paid to the Association's Secretary/Treasurer prior to the 1st of September of the current year. Dues received after the 1st of September of the current year will be considered late and a late penalty fee of ten dollars ($10) will be assessed.
A. With the tremendous amount of time involved with scheduling, it is of utmost importance that the assignor knows which umpires are in good standing as soon as possible.
B. The CSOA-LA treasurer shall collect dues and provide receipts for tax purposes.
C. Umpires not registered or having not remitted their appropriate payment according to CSOA-LA policy shall be considered “inactive” and therefore unable to accept game assignments until requirements and dues are fulfilled.
D. Umpires not receiving a high school game assignment in a given year for any reasons shall be dropped from the CSOA-LA roster. Dues schedule shall reset for such an individual.
Section 7. DUTIES OF MEMBERS
A. Paying required dues.
B. Meeting qualification requirements set forth in By-Laws.
(1) Conduct oneself as a Softball Official in a manner that brings credit to the Association.
(2) Be above reproach and perform in a professional manner.
Section 8. RESIGNATION
Membership in this association shall terminate upon a member's request, or by the authority of the Executive Board. Any member may resign by supplying written notice of that intent to the Secretary-Treasurer. The Secretary-Treasurer shall promptly present that written notice to the Board of Directors. Any and all monies paid into this association treasury by the member may remain in the treasury upon the termination of the member from this association. A portion of the monies will be returned, subject to the cost of the instructional kit, if requested in writing to The Executive Board after the 1st of September until the first meeting of the current year. After that date, no refunds will be permitted.
Section 9. REINSTATEMENT
Completing the following process may reinstate any member who has resigned or has been suspended:
A. Supply a written request to the Secretary-Treasurer, which shall be presented to the Board of Directors for their approval.
B. Pay all outstanding dues and fines as defined by the Board of Directors.
C. Receive a vote of approval from the Board of Directors, which shall be a simple majority vote of the Board of Directors.
D. Meet any terms for reinstatement that the Board of Directors deems appropriate.
Section 10. LIABILITY INSURANCE
It is required by the CSOA-LA that each active member obtain, at the member’s cost, and keep in full force and effect at all times while officiating or assigning games for or on behalf of the CSOA-LA Unit, a liability insurance policy as approved by the Board of Directors. The purpose of this policy is to cover the member for action or omissions arising out of the officiating or assigning. Such policy shall be in the amount of no less than one million dollars per occurrence and provide coverage for all officiating and assigning duties performed by the members as a member of this organization. The organization shall require that proof of such insurance be submitted to the organization for review at or before the first scheduled membership meeting of the current calendar year.
Section 11. EQUAL OPPORTUNITY
Membership in this association shall be based on qualifications previously stated herein and in no way shall factors of race, creed, color, national origin, or sex be considered in such qualifications. All references of “he”, “him”, “his”, and “man” in these Bylaws shall refer to both genders equally and does not imply a requirement of gender.
Section 12. CONFLICT OF INTEREST
In many situations, it is advised or suggested that officials not take assignments where there is any conflict or affiliation between the school and the official. While this may be difficult at times due to extenuating circumstances, every effort shall be made to insure application of this regulation. At the same time, there is no regulation that exists in this regard, but officials are encouraged to avoid said situations whenever possible. The officiating fraternity is cognizant of the fact that the aforementioned statements have little or no effect on the games that they work and how the game is officiated. However, the appearance of a conflict is sometimes grounds for unnecessary criticism, which can possibly be avoided. Officials are reminded that a perception of a conflict of interest is often considered reality. The Assignor shall not assign, and/or a member umpire shall not agree to officiate any contest in which any of the following circumstances is/are prevalent regarding a participating school:
A. The official has graduated from that school within four (4) years.
B. The official is an employee of that school.
C. The official has family working at that school.
D. The official has family attending that school.
E. The school Principal has requested said umpire not officiate that school’s games.
The Executive Board has the right to determine any additional areas that may be a conflict of interest and make any ruling deemed appropriate.
Section 13. DISCIPLINE OF MEMBERS
A. Grounds for discipline are:
(1) Failure to comply with this Constitution and By-Laws.
(2) Failure to comply with the regulations of this Association, provided member has received written notice of such regulations at least 72 hours prior to any discipline.
(3) Failure to pay or delinquency in payment of duly authorized fines, dues, or charges, provided member has been granted 72 hours to comply.
(4) Conduct established as being contrary to the best interests of this Association may result in an immediate suspension by the President or Vice President of this Association with the member guaranteed a right to a hearing.
B. Notification of Charges:
Any member that is charged with a violation of the regulations of this Association shall receive written notice by certified mail, return receipt requested. Such notice shall be mailed to the member at least ten days prior to any hearing. By agreement between the member and the Board of Directors, a hearing may be held in less than ten-days time.
C. Right to Hearing:
(1) For disciplinary action, this hearing shall be before the Board of Directors. The Board of Directors shall:
(a) Provide the member written notice of any meeting by the Board of Directors to hear any claims against said member. This notice shall accompany the Notification of Charges.
(b) Permit member to address Board of Directors in person or by written statement.
(c) Conduct the hearing in such a way to insure charges a presented from the accuser, to allow both sides to be heard, and all pertinent information to be presented including any written statements and/or any witnesses to be allowed to testify.
D. Penalties:
(1) Monetary fine.
(2) Suspend some portion or all of a member's regular-season or play-off schedule.
(3) Probation not to exceed one (1) softball season.
(4) Suspension from the Association not to exceed one (1) softball season.
(5) Expulsion from the Association.
E. Appeal:
Any member disciplined by the Board of Directors or ruled non-qualified by records of the Instructional Chairman and Secretary-Treasurer shall have the right to appeal.
(1) A member may appeal a decision by the Board of Directors in writing to the Secretary-Treasurer within seven days of receipt of the decision by the Board of Directors. The Board of Directors shall then appoint a Grievance Committee to hear the appeal. This Committee shall:
(a) Review any written arguments submitted by both parties, including any Board of Directors minutes provided by the Secretary-Treasurer, concurrent with receipt of the appeal request.
(b) Listen to any oral arguments presented by both or either party provided both parties have received written notice of the meeting at least seven days prior to the appeal hearing.
(c) Upon conclusion of the appeal hearing, the Grievance Committee shall forward their findings and suggested discipline to the Board of Directors.
(2) In the case of appeal of non-qualified status, such appeal shall be made in writing to the Board of Directors. In this written appeal, the member shall cite any extenuating circumstances.
(3) There are no further channels of appeal in either case.
Section 14. GRIEVANCE COMMITTEE
A. The Board of Directors shall appoint the Chairman of the Grievance Committee. The Committee shall be composed of at least three members.
B. The composition of the Grievance Committee shall be an odd number (3, 5, 7, 9, etc.).
C. The Chairman of the Grievance Committee must be a current Board Member appointed by the Board of Directors. All other members shall be appointed by the Committee Chairperson and shall not be a member(s) of the Board of Directors.
ARTICLE IV - INCOME AND FUNDS
All money, funds and income of the Association shall belong solely to the Association. Monies may be appropriated for stipends of officers or used for expenses incurred to carry out the business of the Association.
ARTICLE V – FISCAL YEAR
The fiscal year of the Association shall be from December 1 through November 31.
ARTICLE VI - CONDUCT
Any member, whose conduct is harmful or contrary to the objectives of CSOA-LA or damaging to the character of the Association shall be suspended from Active Membership until such time as he or she meets with the Executive Board of the Association to answer such misconduct claims.
The Executive Board shall investigate all such cases through the Grievance Committee within fourteen (14) calendar days of the reported said incident. The Grievance Committee shall bring its findings of the umpire in question to the Board of Directors.
A member charged with misconduct will be afforded the opportunity to be heard in his own defense before the Board of Directors of the Association. Any action then taken by the Board of Directions shall be final and binding on said member.
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ARTICLE VII - POLICIES AND PROCEDURES
Section 1. UNIFORMS
It is mandatory for CSOA-LA umpiring crews to wear corresponding colored shirts. When a jacket is worn by the plate umpire, the base umpire is required to match. If the plate umpire wears only a shirt, the base umpire has the option to wear a jacket for warmth. All CSOA-LA umpires shall, at all times, wear a complete uniform, which is in accord with the Association's official uniform. However, the Association may subscribe a special type uniform such as type of shirt, cap, etc. that all umpires shall wear for a specific game, league or tournament, with the guidance of the Board of Directors. Any member failing to wear a clean prescribed uniform in its entirely, the correct way, shall be subject to disciplinary action as may be deemed necessary by the Board of Directors. All umpires will report to game locations not less than thirty (30) minutes prior to the start of a ball game and have standard umpiring equipment and uniform listed below with him / her:
Equipment: Uniform:
Mask Umpire Hat (Navy Blue)
Shin guards Heather Gray Slacks
Chest Protector Black Shoes (Plate / Base)
Indicator Powder Blue Shirt
Ball Bag (Navy Blue or Grey) White T-Shirt (Under Shirt)
Brush Black or Navy Socks
Black Belt
Shirt colors and undershirt colors of both umpires working a game together must be the same. Association identifies a Powder Blue Shirt as our default color for games.
Sunglasses – should not be the type that draws attention to the umpire (i.e. – multiple colored frames, mirrored lenses, etc.). The preference is for black/gray frames with black/grey lenses. Shoes – standard umpiring shoes are acceptable. Base shoes are to be shine-able leather athletic shoes. All umpires shall be on the field fifteen (15) minutes prior to the official start time of the game that they are working. Failure to abide by the working agreement is sufficient cause for penalty by the Executive Board.
All umpires will report to game locations not less than thirty (30) minutes prior to the start of a ball game and have standard umpiring equipment and uniform listed below with him/her:
Section 2. GAME ASSIGNMENTS
The Association uses the Arbiter (www.arbitersports.com) for game assignments. The Assignor will input all games received into the Arbiter and will rate each game on a difficulty scale of 1 (toughest) to 5 (easiest). The Assignor will assign games based on member’s availability on the Arbiter and the member(s) rating. The Assignor will then publish all games on the Arbiter. Members will have the option to accept/decline games. Members are expected to maintain an updated availability calendar on the Arbiter at all times.
A. UMPIRE AVAILABILITY: Each member of the Association will update their availability on the Arbiter before any games are assigned. Members are also responsible for keeping the Arbiter up-to-date on his/her availability so that wasted time may be avoided in the event of needlessly rescheduling of games.
B. TURNING BACK GAMES: Members are allowed to turn back one date per year without penalty. Additional turned back games will result in a $5.00 assigning fee. Exceptions will be made for unforeseen emergencies.
C. ADVANCEMENT: With the approval of the assignor, members may be allowed to turn back games without penalty in the event they have an opportunity to umpire a game at a higher level.
D. UNFORESEEN EMERGENCIES: Members should contact the Assignor IMMEDIATELY if an emergency has come up that will prevent them from working a game. Work-related issues, illness, death in the family, car trouble, etc. are considered unforeseen emergencies. All game turn-backs, due to unforeseen emergencies, will be reviewed by the Executive Board for acceptance.
Section 3. UMPIRE REPORTS
Members must notify the Executive Board by e-mail and phone within 24 hours if there was an ejection or team warnings issued in accordance with NFHS or CIF rules during an Association assigned game. The umpires will then complete the appropriate reports describing the incident(s) within 24 hours and submit it to the appropriate governing bodies.
Section 4. RAINOUTS AND CANCELLATIONS
It is the responsibility of the coaches, Athletic Directors, and Association members to use the following procedures with reference to rained out games causing postponement or cancellations:
A. The athletic department of the host institution is responsible for notifying umpires of any game postponement, cancellation, and/or rainout in sufficient time to preclude the umpire’s departure to the game site. Failure to give timely notification to the umpire, the umpire’s business office, or the umpire’s home, places the responsibility on the home institution to compensate the umpire by paying a single game fee.
B. It is the responsibility of the UMPIRE to contact the school prior to leaving for the game when weather is doubtful or questionable and the school has not contacted the umpire. If the school requests the umpire to travel to the game site and the game is subsequently canceled or postponed before the start, the umpire will receive a game fee and mileage (if mileage is applicable).
C. The school is responsible for notifying the Association of any changes and advise if the game has been rescheduled. The coaches are not to re-assign umpires on their own.
D. If a game is rescheduled, the Executive Board will contact the original umpires first, giving them the opportunity to take the game.
Section 5. GAME FEES
The Assignor will publish, on the arbiter, game fees for all levels assigned by the Association once a year.
Section 6. GAME FEE POLICY
The following policies are in effect with respect to the payment of umpire’s fees when games are postponed, canceled, and/or rained out:
A. If an umpire is notified of the game's postponement, cancellation, or rain out before he/she begins the trip to the game site (12:00 noon), he/she receives NO PAYMENT.
B. If an umpire is en-route to a game site and is notified that the game is postponed, canceled, or rained-out (prior to 12:00 noon), he/she receives MILEAGE (if mileage is applicable) and no game fee.
C. If an umpire reports to the game site, but the game is postponed, canceled, or rained out, he/she receives a SINGLE GAME FEE AND MILEAGE (if mileage is applicable).
D. If the game has started but is not officially completed for any reason, an umpire will receive a SINGLE GAME FEE AND MILEAGE (if mileage is applicable).
E. If only one game of a scheduled double-header is partially or completely played and the second game, due to any reason is called, the umpire receives a SINGLE GAME FEE AND MILEAGE (if mileage is applicable).
F. In the event it becomes necessary for an Association member to work alone, he/she shall receive ONE AND ONE HALF THE NORMAL GAME FEE AND MILEAGE (if mileage is applicable).
G. If an umpire reports to a game as a result of an error by the host institution, he/she shall receive a SINGLE GAME FEE AND MILEAGE (if mileage is applicable).
H. If an official fails to notify the Assignor that he/she is unable to fulfill an assignment, the official shall be charged a SINGLE GAME FEE, payable to the Association within 48 hours. The official may face further disciplinary action by the Board of Directors.
ARTICLE VIII - OFFICERS AND ELECTION
Section 1. BOARD OF DIRECTORS
The activities of the “Association” shall be governed by a Board of Directors. The composition of the Board of Directors is as follows: President, Vice-President, Secretary-Treasurer, four (4) Members at Large, Sargent Of Arms, Historian, Instructional Chairman (appointed, non-voting position), Assignor (appointed, non-voting position).
A. Prerequisites:
(1) Each board member must be a qualified member of the Association.
(2) No member may hold more than one elected position on the Board of Directors at any one time.
B. Terms of Office
All terms of office shall be two year starting July 1. Except that of the assignor and Instructional chair shall serve until duly qualified successors have been appointed.
(1) Vice-President, Secretary/Treasurer and Two (2) Board Members (Odd Years).
(2) President, Historian, Sargent of Arms and Two (2) Board Members (Even Years).
C. General Duties:
In addition to the specific duties enumerated in Section 2 and duties established by the By-Laws, the Board of Directors shall perform the following general duties:
The Executive Board shall conduct, manage, and administer the affairs of this “association” and shall direct the handling of all of its properties. They shall approve the expenditures of any funds and shall set the amount of fees or expenses that are paid to any member of this association for services rendered to this association. They shall set the amount of dues and fees that are paid by all members, and at no time shall they permit the funds of this association to be depleted. Establish a meeting schedule. Establish the budget. Conduct election of officers. Establish a list of Qualified Officials. Establish a Training Program that meets or exceeds requirements established by Executive Council via the Instructional Chairman. They shall enforce the provisions of the by-laws and make recommendations and decisions regarding all matters affecting this association. The incoming Executive Board shall appoint the instructional chair and the assignor for the upcoming year.
D. Meetings:
May be called by the President or the Secretary on the Individual initiative of either or by the Secretary upon the request of any (2) members of the Board of Directors or (25%) of the qualified members. Any such meeting shall be scheduled as promptly as is practicable.
Section 2. SPECIFIC DUTIES
A. President
The President shall preside over all meetings to ensure that they are conducted in accordance with this Constitution & By-Laws and with Roberts Rules of Order and shall supervise and oversee the affairs of this association The President shall see that the by-laws of this association are adhered to at all times and shall rule on questions of order. He or She shall represent the Association at meetings, perform any other duties as lawfully directed by the Board of Directors and attend all meetings of the Executive Council as representative of this Association.
B. Vice-President
The Vice-President shall assist the President and shall preside at all meetings that the President is absent. Perform any other duties as lawfully directed by the Board of Directors. Perform duties of Chairman of the Grievance Committee. If for any reason, the office of president is vacated, the Vice-President shall become the president for the unexpired term. The Vice-President shall be the Parliamentarian of this association.
C. Secretary-Treasurer
The Secretary-Treasurer shall take and maintain a record of minutes of all meetings, a copy of which shall be made available to any qualified member requesting them. Take roll call or otherwise keep attendance records. (The records of the Secretary-Treasurer are unimpeachable.) The Secretary/Treasurer shall also be the financial officer of this association and shall be responsible for all monies and financial records. The Secretary/Treasurer shall keep a record of all the business that is transacted by this association and shall issue all correspondence and notices on behalf of the Executive Board and this association. Maintain a record and copies of all correspondence received by the Association. Compile and maintain a list of all members and their status (Qualified or Non-Qualified) and a list of Board of Directors members. The Secretary-Treasurer shall notify members of all meetings and shall issue instructional kits to all qualified members. The Secretary/Treasurer carry out directives of the Executive Council provided they do not conflict with this Constitution and By-Laws or directives of the Board of Directors. The Secretary/Treasurer shall deposit in the association's account, all funds received on behalf of this association. Maintain a bank account for all Association funds that requires two (2) of the (3) following signatures on all checks: (a) President, (b) Vice-President or (c) Secretary-Treasurer. Pay all bills and disburse fund as directed by the Board of Directors. The Secretary/Treasurer shall submit a financial report in writing to the Executive Board prior to December of each year. Annually submit a financial report. Represent the Association at Executive Council Meetings and submit a proposed budget for the new year to be approved by the Executive Board. Perform any other duties as lawfully directed by the Board of Directors.
D. Members at Large
Members at Large shall assist in the deliberations of the Board of Directors. Attempt to provide Board of Directors with general membership input on Association matters. Perform any other duties as lawfully directed by the Board of Directors.
E. Instructional Chairperson
Instructional Chairperson shall establish Association Instructional Program and carry out training program directed by Executive Council and Board of Directors. The instructional Chairperson shall direct and supervise the program of instruction to meet the minimum eighteen (18) hours required by CSOA and other requirements by the Board for all members of this association and shall direct and organize discussions or classroom groups. The Instructional Chairperson shall preside over the portions of the meetings relating to Softball Rules and Officiating Mechanics and Provide interpretation on questions pertaining to rules and mechanics. Maintain a record of all grades. The Instructional Chairperson shall prepare, maintain, and update a list of all association members qualified to officiate California Interscholastic Federation Softball games. This list shall be made available to the President, Assignor and Secretary/Treasurer. The Instructional Chairperson shall evaluate all new and transfer officials to determine their classification and shall make recommendations to the Executive Board. The Instructional Chairperson shall submit to the Executive Board a plan of instruction prior to December of each year for approval. The Instructional Chairperson shall be responsible for providing and directing an Instructional Staff to be approved by the Executive Board. The Instructional Staff will evaluate all officials by observation, peer group, coaching and mentoring. All evaluation results will be forwarded to the Executive Board. Instructional Chairperson shall recruit and direct all instructors with Board of Directors Approval. Perform any other duties as lawfully directed by the Board of Directors. Establish meeting dates with Board of Directors Approval. Notify Board of Directors of any conflict between directions of Executive Council Instructional Chairman and the Board of Directors.
F. Assignor
The Assignor shall be responsible for assigning all CIF-sanctioned softball events and shall assign officials for CIF sanctioned events based upon the Unit rating system with fairness and equity. The assignor shall ensure, under the direction of the Board of Directors, that all games for which the Association is responsible are staffed with the appropriate number of qualified officials and shall compile a list of qualified officials. Compile a master schedule of all assignments to all schools within our area of assignment. Assures that each official signs a Code of Ethics for each assignment. The Assignor shall perform any other duties as lawfully directed by the Board of Directors. Provide each Board Member with a completed copy of the Master Schedule for approval prior to mailing to Officials.
G. Sergeant-At-Arms
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The Sergeant-at-Arms shall be responsible for maintaining order during all Unit Meetings, Classes and Clinics and serve on all committees (Auditing, Ethics, Grievance & Nominating) and to perform such other duties as assigned by the president.
H. Historian
The Historian shall be responsible for maintaining and keeping a record or history of the Association’s activities and achievements during the year. The person should take pictures at projects and special events. Be in charge of preparing award nominations. The historian shall be at all meetings, including board meetings. Maintain the historical files of the Association. Keep material produced by the association throughout the year. Document Association achievements throughout the year. Keep the history files organized. Provide historical information to members as needed. Perform any other duties as lawfully directed by the Board of Directors.
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Section 3. ELECTION
A. Frequency
Election of replacement officers shall be held annually for Board of Directors. Vacancies, during the year, shall be filled by appointment of a replacement by the Board of Directors.
B. Nominations
Nominations shall be made from the floor during a general membership instructional meeting, held not more than three (3) weeks and not less than one (1) week prior to the election. The nominee must agree to accept the position for which he/she is nominated, either in person or in writing. Any officer or director nominated for another position must first resign his/her present position.
C. Election of Executive Board
The candidates for offices of President, Vice-President, Secretary/Treasurer, and Members-at-Large shall be nominated by a nominating committee and/or nominated by any qualified members during the designated general meeting of the year provided the candidate's term in office is about to expire.
1. Qualification for candidates must be an active Certified Official of the CSOA-Los Angeles Unit for four (4) years.
2. The election shall be held during general membership meeting and must be accomplished by secret ballot. There shall be no absentee ballots.
3. Voting shall take place in the general meeting after separation to classrooms. Any required run-off voting shall take place in the classrooms that night.
4. When there is but one candidate for office, the vote may be by acclamation.
5. It shall require a simple majority vote of a quorum of members.
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6. A quorum of members is 67% of the total membership.
7. The election must be supervised by the secretary under the direction of the Board of Directors. The votes shall be counted by two impartial members of the general membership and the results of the election shall be announced after the votes have all been counted.
8. The number of votes each candidate received shall be made available to any qualified member requesting it.
9. A member of the Nominating Committee who is a candidate for office shall not participate in counting the votes for that office.
10. A candidate who does not receive a majority of the votes cast shall compete in a run-off election between the top two candidates for the same office at that same meeting.
Section 4. TERM OF OFFICE
All elected officers and the Members-at-Large shall assume the duties of the office to which they are elected on the first day after the joint board of old and new board members rate all members based upon their evaluations sheets. The incoming Executive Board selects appointed members after reviewing candidates for the appointed offices. All elected Officers and Members-at-Large shall serve two-year terms.
Section 5. TERMINATION OF BOARD MEMBERS
If any Executive Board Member quits or is removed from office for any reason, the President shall appoint a qualified member to the vacant position. Such appointment shall be made within ten (10) days and shall require the approval of the majority of the remaining Executive Board members. If the President is terminated, for any reason, the Vice-President shall assume the office of President and the Executive Board Members shall appoint a qualified member to fill the unexpired term of the Vice President.
Section 6. IMPEACHMENT AND REMOVAL FROM OFFICE
Any association officer whose actions or conduct are detrimental to this association, or who deliberately fails to adhere to the bylaws of this association may be removed from office by the following procedures:
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A. Any qualified member of this association shall notify the Executive Board in writing of the charges against the accused member of the Executive Board, either officer or at large, after obtaining a minimum of (15) signatures of qualified members of the association who have requested the impeachment of the accused person.
B. The Executive Board shall within (10) working days, call a special meeting of all qualified members of this association, and shall notify the accused officer in writing of the scheduled meeting date and of the charges against them.
C. The meeting shall be conducted as a hearing in accordance with parliamentary procedure.
D. At the conclusion of the hearings, a vote shall be taken by a secret ballot. Removal from office shall require a 2/3 majority of votes cast.