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OPERATING CODE OF NATIONAL ASSOCIATION OF WOMEN’S GYMNASTIC JUDGES ARTICLE I - ELECTIONS Section I — National Officers
A. The President shall be elected and assume office on April 1 in even numbered years. 8/1995 B. The Vice President shall be elected and assume office on April 1 in even numbered years. 8/1995 C. The Secretary-Treasurer shall be elected and assume office on April 1 in odd numbered years. 8/1995 D. Members-At-Large shall be appointed and assume office in the summer of even numbered years. 8/1995 E. All nominations and elections of aforementioned offices shall be done through the Vice President with the exception of her/his own election. 6/2002 F. Refer to the Election Guide for specific instructions on running the election. (Available from the Vice President.) 6/2002
Section II — National and Regional Governing Boards
A. All eight Regional Judging Directors shall be elected and assume office on June 1 with elections run by the Vice President. 6/2002 B. All State Judging Directors shall be elected and assume office on June 1 with elections run by the respective Regional Judging Director. 8/1995 C. All State Governing Board Members shall be elected and assume office on July 15 with elections run by the respective State Judging Director 8/1995 D. The Regional election must be completed before any state election in the respective region. E. The State election must be completed before any State Governing Board election in the respective state.
Section III — Terms of Office
A. The President shall serve a four year term that shall expire on March 31 in even numbered years. 8/1995 B.The Vice President shall serve a four year term that shall expire on March 31 in even numbered years when president is not elected. 6/2003 C. The Secretary-Treasurer shall serve a four year term that shall expire on March 31 in odd numbered years.8/1995 D. Each of the Regional Judging Directors shall serve a four year term that shall expire on May 31 in even numbered years for even regions and odd numbered years for odd regions. E. Each of the State Judging Directors shall serve for a four year term that shall expire on May 31 in even numbered years in even regions and odd numbered years for odd regions. F. The National Newsletter Editor/Website Director shall serve a four year term that shall expire in the summer in even numbered years. G. The National Librarian shall serve a four year term that shall expire in the summer in even numbered years. H. The National Symposium Director shall serve from the time of appointment until the completion of reports to the National Governing Board following the National Judges Symposium. 2/2003 I. In the event that an elected Director/Officer is unable to complete a term of office, a replacement will be elected to complete the term. However, if the unfulfilled term is less than one year, the National Executive Board will determine how the vacancy is to be filled. 11/1991 J.All Officers may be reelected and all Directors may be reappointed. Section IV — Requirements of Office A. All National, Regional, State and At-Large Directors and Officers shall be 21 years of age. B. All Directors and Officers shall be certified at Level 10 or above. When possible, it is suggested that the National Executive Officers and National Governing Board (Regional Judging Directors) be certified at National Level or above. C. All Directors and Officers shall have been previous members of their respective Governing Boards for at least one year (12 months). D. Each At-Large Director and Officer shall be certified at a Level 10 or above and submit qualifications for the specific position. E. Appointed National Directors will be allowed to run for State or Regional Judging Director as well as the offices of Vice President or Secretary-Treasurer providing they have served for at least one year (12 months) 6/2002 F. Life Members will be allowed to run for State or Regional Judging Director as well as the offices of Vice President or Secretary-Treasurer. 6/2002 G. All State Board members shall be certified judges for a minimum of one year (12 months). H. In the event that there are no candidates who meet the eligibility requirements of a particular office, the National Executive Board has the authority to adjust criteria for eligibility. 11/1991 I. Members may only run for office in the region in which they reside except under special circumstances when they may petition the National Governing Board in writing.6/2000 J. A member may only serve in one of the following positions simultaneously: SJD, RJD, National Officer. 6/2000 K. A candidate for any office must be in good standing under the Canons and Disciplinary rules of the NAWGJ Code of Professional Responsibility. L. A current officer must be up-to-date with all required reports to be eligible to run for office. 6/2002
ARTICLE II – MEMBERSHIP AND DUES
Section I – Membership
A. Each State Association consists of Professional, First Year Judge, Associate and Life Members. B. Each judging member shall be encouraged to maintain a valid active status. Status is reported to the Active Status Coordinator. C. Each Associate member shall receive all publications of the Association. D. Each Life Member shall have all rights and privileges provided she/he holds a current rating. E. A judge may be a professional member in only one state.6/2000
Section II – Dues
A. The annual membership dues shall be: Professional Membership……………………$55.00 First Year Judge Membership……………….$45.00 Associate Membership……………………….$35.00 B. Distribution of membership dues will be as follows: 7/1995 Membership StateRegion National OfficesInsurance Newsletter Professional$5.00 $12.00 $20.00$12.00 $6.00 First Year Judge$5.00 $7.00 $5.00$12.00 $6.00 Associate $15.00-0-$14.00 -0- $6.00 C. Distribution of all membership fees shall be made to the Regional and State Judging Directors on a tri-annual basis upon receipt of financial report forms. Periods end February 18, May 31, and October 31. Financial reports must be filed with the Regional Office, postmarked no later than March 10, June 10 and November 10. Financial reports must be filed with the National office, postmarked no later than March 30, June 30, and November 30. 2/2003 D. An assigning fee will be assessed at all levels of competition. If less than 30 days notice is given, the fee will increase. If actual costs for assignment of judges differ (higher or lower) negotiations may take place between the Regional Judging Director and the USAG Regional Chairperson to make necessary adjustments. This fee is non-refundable once the contracts are issued. E. All income from membership dues, registrations and all other activities of the Association shall be deposited in the general fund, and shall be available without restriction to pay the expenses of the Association.
ARTICLE III – NOMINATION PROCEDURES
Section I – Nominating Committee
A. The Vice President is responsible for sending a Letter of Eligibility by the given date in the Election Guide to all Eligible Candidates for National Offices.6/2002 B. The Regional Judging Director (for Regional Elections) and State Judging Director (for State Elections) are responsible for sending a Letter of Eligibility by the given dates in the Election Guide to all Eligible Candidates for their respective offices. C. Nominees must be members of the Association and meet the established criteria of the office for which they are running.
Section II - Duties and Procedures
ARTICLE IV — DUTIES OF OFFICERS
Section I - Executive Officers
A. The President shall: · Be present and preside at all Governing Board I Executive Board meetings. · Failure to attend two consecutive National Governing Board meetings shall constitute an automatic suspension. · Be the Chief Administrator of the NAWGJ. · Consult with the Executive Officers on all major decisions and policies. · Communicate the results of all major decisions in writing to the entire Governing Board within two weeks of any decision. · Keep in continued contact with the USAG Women’s Technical Chairman and Committee Members to keep abreast of all national and international developments. · Be authorized to administer contracts for judges for meets of a national character after consultation with the Governing Board. · Be authorized to appoint new committees as deemed essential to the smooth functioning of the Association with the approval of the Governing Board. · Call an Executive Board meeting prior to each annual open meeting. Additional Executive Board meetings may be called when deemed necessary. · Be authorized to appoint a representative to other committees when necessary. · Submit a complete report of the year’s activities to the National Governing Board at the annual meeting. This report shall be made available to all Regional and State Governing Boards. · Be the liaison to Judges Certification, Inc. 6/1996 · Establish a separate bank account in the name of NAWGJ with the National Secretary-Treasurer as Trustee. · File with the Secretary-Treasurer on a tri-annual basis an accounting of all monies received and disbursed. This report must be postmarked by the 30th of March, June and November. · Maintain and publish an annual NAWGJ Governing Board Directory. 6/2002 · Maintain and publish a Directory of all Brevet and National Judges every four years6/2002 · Be responsible for communications, such as newsletters, from the national office to the State Judging Directors. 6/2002 · Receive written approval of the Secretary-Treasurer for expenditures in excess of $500.00. 6/2002 · Receive written approval of the Secretary-Treasurer for any gift or donation exceeding $100.00 6/2002 · Failure to comply with the responsibilities of this office could result in removal from office after review by the National Governing Board. B. The Vice President shall: · Be present at all Governing Board / Executive Board meetings and present, discuss and vote on pertinent issues. · In the absence of the President, preside at all Governing Board / Executive Board meetings. · Fulfill the duties of the President if the President is unable to preside for any reason. · Chair the Program Committee for the National Judges Symposium. · Attend meetings as designated by the NAWGJ President. · Make contact with Meet Directors and send contracts for J.O. assignments. · Make written reports to the President following meetings and to the National Governing Board. · Follow up on committee projects to assure deadlines and completion. · Work closely with the President to keep abreast of national trends and be available to the President for assistance. This may be in the form of updating the Constitution and Operating Code, Judging Director’s Handbook, or other such materials and correspondence.6/2002 · Serve as proxy to required functions if necessary. · Oversee the National Newsletter Editor/Website Director by making recommendations and communicating input from membership. · Be responsible for awards for member recognition for service awards. · Record and distribute minutes to the National Governing Board members within three weeks of said meetings.6/2002 · Be responsible for conducting elections of Regional and National Directors.6/2002 · Chair the Constitution Committee. 6/2002 · Receive written approval of the President for expenditures in excess of $500.00 6/2002 · Receive written approval of the President for any gift or donation exceeding $100.00 6/2002 · Establish a separate bank account in the name of NAWGJ, with her/his own name and the National Secretary-Treasurer and President as Trustees. ·File with the Secretary-Treasurer on a tri-annual basis an accounting of all monies received and disbursed. This report must be postmarked by the 30th of March, June and November. · Failure to attend two consecutive National Governing Board Meetings shall constitute an automatic suspension. A proxy will not fulfill the attendance requirement. A proxy may be sent and must be approved by the President. ·Failure to comply with the responsibilities of this office could result in removal from office after review by the National Governing Board. C. The Secretary-Treasurer shall: · Be present at all Governing Board / Executive Board meetings and present, discuss, and vote on pertinent issues. · Establish a separate bank account in the name of NAWGJ with her/his own name and the name of the President as Trustees. · Be authorized to sign checks, maintain all accounts and receive financial reports from each State, Regional, and National Director tri-annually. · Keep all records of the Association membership and receive all dues payments. · Send out membership renewal notifications monthly. · Be responsible for all treasury reports and submit the books for audit annually. · Disburse funds to Regional treasuries according to procedures set forth in this document. · Submit financial and membership reports at the yearly meeting to the National Governing Board. · Submit an updated national membership list annually to the National Governing Board. · Receive written approval of President for expenditures in excess of $500.00. 6/2002 · Receive written approval of the President for any gift or donation exceeding $100.006/2002 · Failure to attend two consecutive National Governing Board Meetings shall constitute an automatic suspension. A proxy will not fulfill the attendance requirement. A proxy may be sent and must be approved by the President. · Failure to comply with the responsibilities of this office could result in removal from office after review by the National Governing Board. · Review the financial reports of all Executive Board members and At-Large Directors.
Section II – Regional Judging Directors shall
· Be present at all Governing Board Meetings and present, discuss, and vote on pertinent issues. · Be responsible to the President. · Keep in continual contact with the President and convey any national or international technical information of interest to their State Judging Directors for inclusion in the State Newsletters · Recommend qualified judges from their respective regions for selected National and Regional competitions upon request. Records must be kept and filed annually with the Regional Governing Board. · Delegate responsibilities to their State Judging Directors. · Establish a separate bank account in the name of the NAWGJ with her/his own name and that of the National Secretary-Treasurer and President as Trustees. · File with the National Treasurer on a tri-annual basis an accounting of all monies received and disbursed. This report must be postmarked by the 30th of March, June and November. No monies will be disbursed from the National Secretary-Treasurer until the reports are received.6/2002 · Submit an updated Regional Governing Board list to the Vice President by October 15th of each year. · Reside in the region she/he represents.6/2000 · Submit an updated Regional Governing Board list to the Vice President by October 15th of each year. 6/2002 · Enforce the adherence to high ethical standards in judging. · Be responsible for running State Judging Director elections in the region (see Election Guide) · Mail, receive and count ballots for State Governing Board elections and mail results to the candidates, the SJDs and the Vice President on the ballot tally record form. · Submit a budget for judges’ cups or other special events to the Regional Governing Board prior to the event for approval.6/2002 · After consultation with the Regional Governing Board, shall receive written approval of the President for depreciable expenditures in excess of $500.00.6/2002 · After consultation with the Regional Governing Board, shall receive written approval of the President for expenses over $500.00 for non-NAWGJ meetings or activities.6/2002 · After consultation with the Regional Governing Board, receive written approval of the President for any gift or donation exceeding $100.00.6/2002 · Failure to attend two consecutive National Governing Board Meetings shall constitute an automatic suspension. A proxy will not fulfill the attendance requirement. A proxy may be sent but she/he must be a SJD and the RJD must obtain approval in writing from the President in order to be able to vote. 6/2003 · Failure to comply with the responsibilities of this office could result in removal from office after review by the National Governing Board. · Review the Tri-annual financial reports of the State Judging Directors.
Section Ill — State Directors
A. State Judging Directors shall: · Be present at all Governing Board Meetings and present, discuss, and vote on pertinent issues. · Attend a yearly national meeting as designated by the National Governing Board. · Be responsible to the Regional Judging Director. · Reside in the state she/he represents.6/2000 · Keep in continual contact with the Regional Judging Director and convey any National or International information of interest to their State membership via the State Newsletter. · Organize the publication and distribution of the State Newsletter to be mailed or emailed to the membership and the NAWGJ Executive Officers as well as the Regional Judging Director a minimum of four times a year. This newsletter should also be sent to the National Newsletter Editor/Website Director and the USAG State Chairman. When technical information is included from the USAG, it must be approved and signed by the appropriate USAG Director. 6/2002 · Maintain a current list of members at all times and update the Regional and National Directors with changes. 6/2002 · Hold a minimum of one State Governing Board Meeting per year. 6/2003 · Delegate responsibilities to their respective State Governing Boards. · Recommend qualified judges from their respective states for Regional and State competitions, upon request, with the assistance of the State Governing Board members. Records must be kept and filed annually with the Regional Judging Director. · Establish a separate bank account in the name of NAWGJ with her/his own name, and that of the Regional Judging Director and the National Secretary-Treasurer as trustees. · File with the Regional Judging Director on a tri-annual basis an accounting of all monies received and disbursed. The report, with a copy of all receipts and bank statements, must be postmarked by the 10th of March, June and November. No monies will be disbursed from the National Secretary-Treasurer until the reports are received. 6/2002 · File annual reports as designated by the National Governing Board, which may include the Equipment Inventory Report, the State Governing Board Report, and the Yearly Statistical Report. · Attend a Test Administrators’ Workshop to be eligible to administer the certification examination for J.C.I Designate as Active Status Coordinator (if one does not already exist). The state coordinator will receive and maintain all Active Status Judging reports and file the same with the National Certification Coordinator. The state active status coordinator must be approved by J.C.I. 7/1999 · After consultation with State Governing Board members, receive written approval of the Regional Judging Director for depreciable expenditures in excess of $200.00. 6/2002 · After consultation with State Governing Board members, receive written approval of the Regional Judging Director for expenses over $100.00 for non-NAWGJ meetings or activities. 6/2002 · After consultation with the State Governing Board members, receive written approval of the Regional Judging Director for any gift or donation exceeding $100.00. 6/2002 · Submit a budget for judges cups or other special events to the State Governing Board prior to the event for approval. 6/2002 · Promote the National Judges’ Cup. 612002 · Be responsible for running the State Governing Board election. (See Election Guide) 6/2002 · Keep a list of all past SJDs and State Governing Board Members. 6/2002 · Hold a minimum of one State Governing Board Meeting per year6/2003 · File timely reports when fundraisers and special events are held and obtain a second signature as required.6/2002 · Complete and file the yearly statistical report 6/2002 · Enforce the adherence to high ethical standards in judging. · Failure to attend two consecutive Regional Governing Board Meetings shall constitute an automatic suspension. A proxy will not fulfill the attendance requirement. A proxy may be sent but must be a member of the State Governing Board and be approved by the Regional Judging Director. ·Failure to comply with the responsibilities of this office could result in removal from office after review by the Regional Governing Board.
B. State Governing Board Members shall: · Be responsible to the State Judging Director. · Be present at all Governing Board meetings and present, discuss, and vote on pertinent issues. · Fulfill the specific duties as outlined by the State Judging Director for the Board position held. · Approve the budget for Judges’ Cups or other special events.6/2002 · Consult with the State Judging Director about expenditures of more than $200.00 for depreciable items and $100.00 for non-NAWGJ activities or expenditures for gifts or donations.6/2002 ·Expenditures incurred by a State Governing Board Member must be approved in writing by the State Judging Director.6/2002 ·Enforce the adherence to high ethical standards in judging. ·Failure to attend two consecutive State Governing Board Meetings shall constitute an automatic suspension. A proxy will not fulfill the attendance requirement. A proxy may be sent and must be approved by the State Judging Director. · Failure to comply with the responsibilities of this office could result in removal from office after review by the State Governing Board.
Section IV - Duties of At-Large Directors:
A.The Past President shall: ·Act in an advisory capacity to the President. ·Be authorized to perform any duties so indicated by the President and/or National Governing Board. ·Expenses will be paid to fulfill these duties. B.The National Newsletter Editor/Website Director shall: · Be responsible to the National Executive Officers and/or the National Governing Board. · Be responsible for editing, publishing and distributing the National Newsletter and other publications. 6/2002 · Any depreciable expenditures over five hundred dollars ($500) must be made with the written approval of the Vice President. · Obtain approval for technical rule interpretations. · Establish a separate bank account in the name of NAWGJ with her/his own name and that of the National Secretary-Treasurer and President as trustees. · Be responsible to attend the NAWGJ Governing Board Meeting once per year, if requested. · Attend and report on related judging sessions at the National Judges Symposium · Failure to attend two consecutive National Governing Board Meetings upon request shall constitute an automatic suspension. A proxy will not fulfill the attendance requirement. A proxy may be sent and must be approved by the President. · Failure to comply with the responsibilities of this office could result in removal from office after review by the National Governing Board. C. The National Symposium Director shall: · Select the site of the National Judges Symposium with the approval of the National Governing Board. · Be responsible to the President /Vice President and/or the National Governing Board. · Contract the hotel and said services for the Symposium. · Work with the Program Committee (chaired by the Vice President) and all other committees set forth by the National Governing Board. · Establish a separate bank account in the name of NAWGJ, with her/his own name, and that of the National Secretary-Treasurer and President as the Trustees.
·Work with the Secretary-Treasurer on aspects of finances and submit a finalized financial report at the conclusion of said Symposium and present this report to the National Governing Board within 60 days. · Communicate with and oversee the On-Site Coordinators. · For a detailed job description, please refer to the National Symposium Guide. · Present an annual report at the National Governing Board Meeting. · Any depreciable expenditures over five hundred dollars ($500) must be made with the written approval of the Vice President. · Failure to attend two consecutive National Governing Board Meetings upon request shall constitute an automatic suspension. A proxy will not fulfill the attendance requirement. A proxy may be sent and must be approved by the President. · Failure to comply with the responsibilities of this office could result in removal from office after review by the National Governing Board. D. The National Librarian shall: · Be responsible to the National Executive Officers and/or the National Governing Board. · Establish a separate bank account in the name of NAWGJ with her/his own name, and that of the National Secretary-Treasurer and President as the Trustees. · Develop and solicit new materials. Acquire approval for all technical information used. · Maintain a catalog. · Keep in contact with the National Newsletter Editor/Website Director to publish a catalog. · Receive orders and send educational materials upon request. · Maintain a collection development policy with the purpose of acquisition of materials. · Attend one National Governing Board Meeting per year upon request. · Develop the Archives of NAWGJ. · Failure to attend two consecutive National Governing Board Meetings when requested will constitute an automatic suspension. A proxy will not fulfill the attendance requirement. A proxy may be sent and must be approved by the President. · Failure to comply with the responsibilities of this office could result in removal from office after review by the National Governing Board. · Any depreciable expenditures over five hundred dollars ($500) must be made with the written approval of the Vice President. E. The National Judges’ Cup Director shall: · Be responsible to the National Executive Officers and/or the National Governing Board. · Select a site and a host with the approval of the National Governing Board. · Negotiate the final contract with the host. · Assist the meet host/director with promoting the meet. · Obtain and contract the judges for the meet. · Schedule the judges for the sessions. · Obtain assistance from the local NAWGJ representatives. · Provide assistance to the National Governing Board in planning a clinic in conjunction with the meet. · Help coordinate transportation to and from the meet site. · For a detailed description, please refer to the Judges’ Cup Guide. · Ensure that the USAG Rules and Policies are strictly enforced. · File with the Secretary/Treasurer an accounting of all monies received and disbursed within 60 days of the Cup. · Present an annual report at the National Governing Board meeting. · Failure to attend two consecutive National Governing Board Meetings when requested will constitute an automatic suspension. A proxy will not fulfill the attendance requirement. A proxy may be sent and must be approved by the President. · Failure to comply with the responsibilities of this office could result in removal from office after review by the National Governing Board. · Any depreciable expenditures over five hundred dollars ($500) must be made with the written approval of the Vice President.
ORGANIZATION OF THE GOVERNING BOARD OF NAWGJ
PRESIDENT
SECRETARY/ TREASURER VICE PRESIDENT
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