The VSADA Executive Committee has recommended amendments to the VSADA Constitution and to the executive committee job descriptions. The VSADA membership vote on the amended constitution and amended job descriptions will take place on Tuesday, May 14th, 2024 during the VSADA Business meeting (between 10:00am and 1:00pm), at the Chandler Art Center, Randolph VT.
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Revised: March 13th, 2024
Adopted: May 14th 2024
Article I NAME
The name of this organization shall be the Vermont State Athletic Directors’ Association (VSADA)
Article II MEMBERSHIP AND DUES
The membership of the association shall be open to any Athletic Administrator in the state of Vermont who has been appointed by his/her local school board, superintendent and/or principal, or pertinent authority, for the specific purpose of administering the interscholastic athletic program.
Each member school shall be entitled to one vote.
Dues shall be set annually by vote of the membership.
Dues must be received by the second meeting of the year in November for members to be able to cast a vote.
Non-voting associate memberships and college athletic director memberships shall be accepted and are welcomed. Dues shall be set annually by vote of the membership.
Article III PURPOSE
The purpose of this organization shall be:
To assist and cooperate with the Vermont Principals’ Association (VPA)
To improve athletic understanding and relationships throughout the high schools within the state of Vermont.
To foster a high standard of achievement, professional proficiency and ethics.
To develop greater unity, uniformity and fellowship among all members.
To improve the articulation of interscholastic athletics in the total educational program.
To present an opportunity for an exchanging of ideas on mutual problems and practices.
To recognize that the administrative head of the school is held ultimately responsible in all matters pertaining to interscholastic athletic activities involved in his/her school.
To promote athletic interest of students among school systems.
Article IV OFFICERS, DUTIES, AND ELECTIONS
The officers of the association shall be a President, a Vice President, an Executive Director, a Secretary, a Treasurer, a Past-President, an NIAAA Liaison, a Professional Development Coordinator, two Diversity Equity and Inclusion Committee Members, and a Student Leadership Conference Coordinator.
Duties of the President – The President shall preside at all meetings of the association as chief executive officer. He/she shall have the power to appoint special committees Responsible for presiding over meetings, appointing committees, and serving as the contact person for the VPA and VSADA.
Duties of the Vice President– The Vice President shall assume the duties of the President in his/her absence or in his/her inability to act. He/she shall assist the President in any matter necessary. Responsible for coordinating balloting for State AD of the Year Award, Preparing/ordering awards for AD of the Year and Retiring ADs, ordering year-end awards for officers, coordinate and purchase VSADA Apparel orders.
Duties of the Executive Director - The Executive Director shall be the advisor to the executive board as to promote continuity within the organization. Provide organizational direction. Be involved with educational, financial, and public relations aspects of the VSADA. Represent the association at local, state, and national meetings and conferences, as well as the annual summer meetings. Provide a detailed report at each membership and Executive Board meeting.
Duties of the Secretary – The Secretary shall be the chief correspondence officer responsible for all such records and proceedings of the association. He/she shall be responsible for notices, publications, reports, and other items necessary for proper operation of the association. Responsible for sending out agendas and minutes, coordinating agenda with the President, prepare budget proposal with the Treasurer, order supplies, send out follow-up correspondence, send letters to VPA on notes taken by the association.
Duties of the Treasurer – The Treasurer shall be responsible for receipt and disbursement of funds as authorized by the Executive Committee. Accurate records are to be kept subject to an annual audit by the auditing committee. A financial report shall be given as a routine order of business at all open meetings. He/she shall be duly responsible for membership and membership records. Responsible for keeping accurate financial records, pay bills, look into investment plans for surplus money, prepare budget proposal with the secretary, manage coaching education money from clinics, Membership Coordinator of existing and retired ADs.
Duties of the Past-President - Chair of Nominating Committee. Present AD of the Year Award and year-end officers’ awards.
Duties of the NIAAA Liaison - Representative to the NIAAA. May represent VSADA at Section 1 or National Meeting. Coordinate with Treasurer to pay National Dues. Solicit nominations and coordinate NIAAA Awards Program. Inform membership of regional/national developments within the NIAAA.
Duties of the LTC Professional Development Coordinator - Facilitate education in the field of athletic administration. Coordinate leadership training courses within the state. Inform the membership about LTC opportunities. Keep apprised of changes and developments within the LTC program.
Student Leadership Conference Coordinator - Responsible for the coordination of the student leadership conference. Duties include maintaining a budget for the conference, providing educational opportunities for student-athletes, registration of attendees, organizing conference speakers and workshop leaders, and communicating with the host site.
Duties of the Diversity, Equity and Inclusion Committee - Establish connection with NIAAA Diversity, Equity and Inclusion Ad Hoc Committee. Review VSADA Constitution (policies and bylaws), election of officers process, and end of the year awards and recognition practices. Provide guidance, suggested plans, and feedback to the VSADA on their equity professional learning. Provide guidance, and feedback to the VPA’s Activity Standards Committee on all equity related issues or concerns. Continually review state rules and regulations around all education-based activities including but not limited to: coaches, officials, policies, and procedures.
Election of Officers - The Secretary, Vice President, President, and Past-President roles are each subject to a two year term. All officers shall be appointed by the executive board and elected by majority vote of the association at the annual May meeting for a term of two years. These Officer positions will succeed themselves in office but for no more than two additional years. Secretary → Vice President → President → Past-President. The other officers noted in the section above are standing positions that, once elected to their respective position, will remain in said position until they resign or are removed from office by a two-thirds majority vote of the membership.
Article V THE EXECUTIVE COMMITTEE
Membership - The Executive Committee shall be composed of appointed officers noted above, as approved by the majority vote of the membership specified in Article IV. Each member shall have one vote.
Duties -
To appoint all standing committees
To prepare the agenda for each meeting
To call special meetings when the need arises
To originate and appoint all special committees or act as one themselves
To prepare the annual budget
Meetings - The Executive Committee may be convened at the request of the President or by a majority vote of the Executive Committee. The Executive Committee should meet prior to each regular meeting and the annual meeting.
Quorum - A quorum shall consist of no less than five members of the Executive Committee and any action shall be based on a simple majority vote.
Term - The term of office of the Executive Committee begins at the time of the election at the annual May meeting and terminates at such time as a new committee is elected. Rotational positions as noted in the section above will adhere to a two-year term. Standing committee members will remain in their position until they resign or are removed from office by a two-thirds majority vote of the membership.
Article VI MEETINGS
Annual Meeting - The annual meeting shall be held in May of each year at a time and place determined by the executive committee.
Regular Meetings - Regular meetings shall be held in September, November, January, March, at a time and place to be determined by the executive committee.
Special Meetings - Special meetings may be called by a majority vote of the Executive Committee.
Article VII COMMITTEES
Committees shall be formed as deemed necessary by the Executive Committee. The following may be used as a guide.
Nominating Committee
Auditing Committee
Membership Committee
Liaison Committee
Public Relations Committee
Professional Development Committee
Welfare Committee
Higher Education Committee
Article VIII AMENDMENTS
Amendments to the constitution shall be by referendum vote of the members present at the annual meeting.
All amendments may be proposed by the Executive Committee or by petition of seven active members to the Executive Committee at least sixty (60) days prior to the annual meeting. The proposed amendment(s) must be mailed (or emailed) to all members at least thirty (30) days prior to the annual meeting.
Article IX ADOPTION
The Constitution of the Vermont High School Athletic Directors’ Association shall be adopted by a majority vote of the members present at a meeting called for this purpose.
Article X PARLIAMENTARY AUTHORITY
The rules contained in the current edition of Robert’s Rules of Order Newly Revised shall govern the Association in all cases to which they are applicable and in which they are not inconsistent with this constitution and any special rules of order the Association may adopt.