Constitution and By-Laws

Black Hills Sports Officials Association Constitution

Revised: July 30, 2020

 

Article I – Definitions/Acronyms

BHSOA – Black Hills Sports Officials Association

SDHSAA – The organization which governs the BHSOA known as South Dakota High School Activities Association.

Board – The BHSOA board which is comprised of the following: President, President-Elect, Secretary, Members at Large, Treasurer, Past-Presidents, and Region Coordinators.

NFHS – National Federation of State High School Associations.

BHAS – Black Hills Area Schools

QUORUM – It shall be the majority of the votes received from the BHSOA membership for voting purposes, 4 Voting Board Members must be present to establish a quorum.

Article II – Name

This organization shall be known as the Black Hills Sports Officials Association. (BHSOA)

Article III – Purpose

The purpose of the BHSOA include:

    1. Developing increased officiating ability and consistency among association members.
    2. Improving and maintaining open communication with coaches and athletic directors.
    3. Developing and implementing an equitable evaluation and rating procedure for association members; using the South Dakota High School Activities Association (SDHSAA) evaluation procedures.
    4. Helping new officials obtain experience.
    5. Developing an objective scheduling method for football and basketball games in the Black Hills area with the Black Hills Area Schools (BHAS) assignor.

Article IV – Membership

    1. The BHSOA membership shall consist of all football and basketball officials who reside in Region 10 area and are registered with the SDHSAA and in good standing by having paid their annual SDHSAA membership fee.
    2. Membership dues are included with registration fees to the SDHSAA. Membership dues are set by the Sports Officials Advisory Council.
    3. The Board shall have the authority to establish any and all committees necessary for the operation of the BHSOA.

Article V – Board

The BHSOA shall be the governing body of the Association. The board shall consist of nine (9) association members, two of which are the football and basketball coordinators, which membership shall be determined in accordance with the by-laws.

Members of the Board

    1. The voting members of the Board shall consist of a President, a President-Elect, Secretary, and Treasurer, three (3) Members at large, Football and Basketball Coordinators, and Past Presidents who are active within the BHSOA or registered with the SDHSAA.  The selection of the board members and the terms of the board members shall be determined in accordance with the by-laws.
    2. The President shall preside at all meetings and coordinate all activities of the Association and the Board. The President may make interim policy decisions subject to Board approval. The President may form an executive committee consisting of Board officers to aid in making policy decisions.
    3. The President-Elect shall preside at all meetings in the absence of the President and shall work with the President in coordinating activities of the Association and the Board. The President-Elect shall automatically become President at the first board meeting prior to the start of the school year when the President term is up.
    4. When the President or President elect cannot make the meeting, the Secretary will conduct the meeting and if the Secretary cannot make the meeting then the Treasurer will conduct the meeting.
    5. The Secretary shall keep the minutes of each Association and Board meetings.
    6. The Treasurer shall account for the income and expenses of the Association.
    7. Election of Officers (President/President-Elect) – Nominations for officers should be sent to the Secretary prior to the fall board meeting to be presented at the fall meeting. The Board will then determine a slate of officers and present this information at the Board meeting typically held in September.               
    8. Terms of Officers – SDHSAA Registered basketball or football officials residing in the Region 10 area are eligible to be elected to the board of BHSOA. Each member elected shall serve a term of 3 years. The officers (President, President-Elect, Secretary, Treasurer) will be elected by the voting members of the board at the first meeting following the annual general election. With the exception of President, all other officer positions (President-Elect, Treasurer, Secretary) will serve a term of 1 year. There are no term limits for these 3 officer positions. The President shall be elected for a term of 2 years. In the event that the President’s term as elected by the general membership is about to expire, he/she must be elected back to the board in the next annual election to finish his/her officer term. That election will signify that he/she will be elected for a 1-year term. In the event that a board member resigns from the board, the voting members of the board will appoint an eligible member from the association to fill out the remainder of the year until the next general election. In the event that an officer resigns from the Board, the voting members of the board will appoint from the existing board members to fill that position for the remaining of the year at the first meeting after accepting the letter of resignation.
    9. Dismissal of Officers – If an officer fails to perform his/her duties, failure to attend 75% of meetings in a one year time frame beginning Aug 1st of the school year, the option of resigning or being dismissed from the Board of the BHSOA will be given to him/her. Dismissal shall be by a majority vote of the Board.
    10. Vacancies – With the exception of the President or President Elect, the Board shall have the power to fill any other vacancy on the Board. This appointment must be approved by the Board during the next meeting. In the event the office of President becomes vacant, the President Elect will assume those duties. If the office of President Elect becomes vacant, it will remain so until it can be filled at the next Board meeting.

Article – VI The Football & Basketball Coordinators

Individuals selected to be SDHSAA Football and Basketball Officials’ Region Coordinators shall have the following duties;

    1. Region Coordinators shall attend annual meetings held at the SDHSAA office in Pierre as they are scheduled by the SDHSAA.
    2. Region Coordinators shall coordinate and administer Region Meetings
      1. No region meeting shall be scheduled after the dates in the months below that are set by the SDHSAA Office:
      2. Football-September
      3. Basketball-January
      4. Coordinators shall establish a minimum of three annual region meetings (new officials meeting should be a consideration)
      5. Coordinators shall submit dates for Region Meetings to the SDHSAA by no later than April 15 of each year
      6. Coordinators will track officials’ attendance at region meetings and send the attendance sheet the SDHSAA by e-mail.
      7. No “make-up” or “one on one” meetings are to be scheduled unless the entire region is notified.
    3. Region Coordinators shall work with local officials to facilitate jamborees per SDHSAA requirements.
      1. Jamboree rotations are to be scheduled by the region basketball coordinators.
      2. Football jamborees are to be scheduled in conjunction with team(s) scrimmage or practice.
    4. Region Coordinators shall assist with the SDHSAA and other officials with the recruitment and training of new officials within your assigned geographic area.
    5. Basketball: Region coordinators may assist with helping to find replacement officials during the regular season.  They shall also assist with securing a replacement official for a district or region, when officials do not meet the district/region requirements.
    6. Region Coordinators are responsible for securing a replacement coordinator when resignation, retirement or other similar circumstance occurs.

 Article – VIII Black Hills Area Schools Officials Coordinator (BHAS Officials Coordinator)

The BHAS Officials Coordinator is hired by the Black Hills Area Schools and will serve as a liaison between the BHSOA and the area schools and their Athletic Directors.

 Article – VIIII Voting Procedures

In all elections of new Board members voting shall be by the Association members and by written ballot, unless waived by a simple majority of the Association members present and voting. In all other matters requiring voting by the Association members, voting shall be by voice vote unless a written ballot is requested. In all matters requiring voting by the Board, voting shall be by voice unless a roll call is requested.

Quorum – It shall be the majority of the votes received from the BHSOA membership for voting purposes, 4 Voting Board Members must be present to establish a quorum.

Motions shall be passed by a simple majority of a quorum, except for constitutional amendments, which shall be approved by a 2/3 majority of a quorum of the Association membership, either at the annual membership meeting or any special membership meetings.

Article XI – Meetings

The Association shall hold an annual membership meeting prior to the beginning of each school year. 

The Board shall hold monthly meetings, during the football and basketball season and send the dates to the BHSOA group by beginning of the Rapid City school year.

The President may call additional meetings as necessary.

Article XII – Procedure

Rules of Procedure:

The BHSOA shall embody the Rules of Order and Standing Rules as necessary to ensure proper organization and methods of transacting business at the meetings of the Board.  Where not specifically provided for in the Rules of Order or Standing Rules within the Constitution of the BHSOA, meetings shall be governed by Parliamentary Procedure under Robert’s Rules of Order.

Article XIII – Annual Events

The Association and the Board shall sponsor annual events or clinics to further the purposes of the Association.

The sources of funding for the BHSOA consist of funds from the membership fees and other sources as may be developed.

Article XIIII – Request for funds from the BHSOA

Any request from the Football and Basketball Coordinators or board members for $50 or less can be approved by the President or President elect.  Anything over $50 will need to be approved by the board at a meeting or by electronic vote from the board members.

Article XV – Constitution and By-Laws Review

The BHSOA Constitution and By-Laws reviewed every two years by the board and approved by vote from the BHSOA as stated in article VIIII.

 

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