Table of Contents s531
VIAAA
POP MANUAL
(Updated 4/17/2012)
Table of contents
PREFACE v
INTRODUCTION v
FOREWARD v
HISTORY OF THE VIAAA vi
SERIES 1 - VIAAA BY-LAWS 1
1-1 ARTICLE 1 – NAME 1
1-2 ARTICLE 2 – PURPOSES 1
1-3 Article 3 – FINANCES (Limitations and Restrictions) 1
1-4 ARTICLE IV – FINANCIAL DISSOLUTION 2
1-5 ARTICLE IV – MEMBERSHIP (Dual Active Membership) 2
1-6 ARTICLE VI – OFFICERS, TERMS OF OFFICE, DUTIES 3
1-7 ARTICLE VII – BOARD OF DIRECTORS 5
1-8 ARTICLE VIII – ORDER OF BUSINESS 6
1-9 ARTICLE IX – PARLIAMENTARY PROCEDURE 6
1-10 ARTICLE X – TERMS OF DIRECTORS 6
1-11 ARTICLE XI – COMMITTEES/LIAISONS 7
1-12 ARTICLE XII – AMENDMENTS 7
SERIES 2 - FINANCES OF VIAAA 8
2-1 Purpose 8
2-2 Policy 8
2-3 Financial Dissolution 8
2-4 Financial Committee 9
2-5 Financial Reports 9
2-6 Proposed Annual Budget 9
2-7 Expenditures 9
2-8 Contributing Sponsorships 9
2-9 Budgets from Standing Committees 10
2-10 Annual Expenditures 10
2-11 Audit 10
2-12 Endowment 10
SERIES 3 - MEMBERSHIP 11
3-1 Types of Membership 11
3-2 Term of Membership 11
3-3 Active Membership Benefits 11
SERIES 4 - OFFICERS 13
4-1 Officer Nomination Procedure 13
4-2 Voting for Officers 13
4-3 Officer Vote 13
4-4 Terms of Office 13
4-5 Officers 14
4-6 VIAAA Executive Director 17
SERIES 5 - BOARD OF DIRECTORS 18
5-1 Board of Directors 18
5-2 Nominations for Officers and Regional Representati ves 18
5-3 Duties of the Board of Directors 18
5-4 Regional Representatives 19
5-5 Delegate-At-Large 20
5-6 Guidelines for Representatives 20
5-7 VHSL Representative 20
5-8 Voting of the Board of Directors 21
SERIES 6 - COMMITTEES AND LIAISONS 22
6-1 Committees of VIAAA 22
6-2 Qualifications for Serving on a Committee or as a Liaison 22
6-3 Composition of Committees/Liaison 22
6-4 Expenses 22
6-5 Meetings 23
6-6 Term 23
6-7 Description of Committees 23
SERIES 7 - MEETINGS 30
7-1 Parliamentary Procedures 30
7-2 Agendas 30
7-3 Meetings 30
7-4 Travel Expenses 31
7-5 Meeting Dates 31
SERIES 8 - ENDORSEMENTS 32
8-1 Policy 32
8-2 Advertising/Promotions Error! Bookmark not defined.
SERIES 9 - VHSL 33
9-1 VIAAA and VHSL Relationship 33
9-2 VHSL Liaison 33
9-3 Legislative Action (Representatives to VHSL Executive Committee) 34
Table of Contents Page i
PREFACE
Policies-Operations-Procedures Manual
INTRODUCTION
This document, known as the VIAAA Policies-Operations-Procedures Manual (POP Manual), has been developed to act as a guide for members of the Board of Directors. It is the hope of the VIAAA that this manual will answer any and all questions concerning the organization.
FOREWARD
The VIAAA Board of Directors main functions include planning, policy making, and implementation of Annual Meeting responsibilities, executive and managerial functions, and appraisal, consideration, or evaluation in the best interest of the total membership.
In making plans, policies and procedures to harmonize with the VIAAA By-laws, this manual will provide guidance and direction to the Board of Directors and others who are charged with fulfilling the purposes of the Association.
The VIAAA By-laws and the actions of the Legislative Council place specific administrative and managerial responsibilities on the Board of Directors, as well as on the legislative, administrative, and managerial process of the membership.
Preface Page vi
HISTORY OF THE VIAAA
The Virginia High School League (VHSL) is the state service and administrative organization of public high school athletics and activities. The object of the League is to foster among its member schools a broad program of supervised competitions and desirable school activities as an aid in the total education of students.
In 1968, Earl Gillespie, who was then Assistant Executive Secretary of the VHSL, had the wisdom and foresight to involve a group of athletic directors to assist him in planning and conducting the first Virginia High School Athletic Directors Conference. The primary purpose of this and subsequent conferences sponsored by the League was to promote the progression, growth and image of interscholastic athletic administrators, and to secure greater involvement of athletic directors in the planning and implementation of all phases of the League’s athletic program.
The following athletic directors were on Mr. Gillespie’s planning committee for the first conference held in March 1968: George Graybill, Patrick Henry High School, Roanoke; Andrew Landis, Woodrow Wilson High School, Portsmouth; Hunter Maddex, Handley High School, Winchester; and John Youngblood, Washington-Lee High School, Arlington. These athletic directors, and Mr. Gillespie were the sole presenters on the conference program.
The annual conferences of high school athletics, coordinated by Mr. Gillespie from 1968-73, were held in conjunction with the March VHSL Group Boards and Legislative Council Meetings, and the state basketball tournaments. The conference sessions were held at University Hall, University of Virginia. The 1968 through 1972 conference sessions were held on Friday and Saturday mornings. As many presentations as possible were added to the 1969-1972 conference programs.
The reaction to the initial conference program by the attendees in 1968 was very satisfying and rewarding. As a result, there was increased interest and involvement of athletic directors in subsequent conferences sponsored by the League.
As the attendees at the annual conference exchanged ideas and current practices concerning the organization and administration of athletics at the school, district, regional and state levels, considerable interest developed in forming a state professional organization for high school athletic directors. In 1972, Mr. Gillespie appointed a committee to develop a constitution and by-laws for a state athletic directors association and an officers nominating committee. These committees held meetings in the Fall of 1972. Earl Gillespie held a meeting in January 1973 with eight athletic directors to make plans for the formation of the Virginia State High School Athletic Directors Association (VSHSADA), and to develop a program for the March athletic directors conference. The committee reviewed the report of the Constitution Committee and approved it after making one revision. The committee also reviewed and approved the report of the Officers Nominating Committee. The committee then expanded the conference program with the first session commencing on Thursday afternoon. Sessions were also held on Friday and Saturday mornings as usual.
The athletic directors in attendance at the January 1973 meeting were Willie Barnett, Lane High School, Charlottesville; Jack Daniels, Hopewell High School; Ken French, William Fleming High School, Roanoke; Charles Harkins, Marion High School, Marion; Mason Lockridge, Luray High School, Luray; Dick Lotts, Waynesboro High School, Waynesboro; Fred Street, Maury High School, Norfolk; and John Youngblood, Washington-lee High School, Arlington.
In February 1973, a meeting was held with Mr. Gillespie to finalize plans for the March conference. The Officers Nominating Committee reported that the athletic directors being placed in nomination were: Mason Lockridge, Luray High School; Larry Pence, Turner Ashby High School; John Youngblood, Washington-Lee High School.
On Thursday, March 8, 1973, at the opening session of the athletic directors conference, the VSHSADA was founded. The attendees adopted the proposed constitution and By-laws for the Association and the slate of officers submitted by the Officers Nominating Committee.
The first officers of the Association, elected for two-year terms, were: President – John Youngblood, Washington-Lee High School; Vice-President – Larry Pence, Turner Ashby High School; and Secretary-Treasurer – Mason Lockridge, Luray High School.
The Association Executive Committee was comprised of the officers and 12 representatives. The first regional representatives, elected for four-year terms, are listed below:
GROUP A / GROUP AA / GROUP AAA(Region A)
Bob Fraser
West Point H.S. / (Region I)
Brent Vann
John Yeates H.S. / (Central Region)
Jack Daniels
Hopewell H.S.
(Region B)
Russell Douglas
Goochland H.S. / (Region II)
George Spaulding
Bowling Green H.S. / (Eastern Region)
Jerry Turley
Denbigh H.S.
(Region C)
Albert McCown
Parry McCluer H.S. / (Region III)
Bunker Hill
Brookville H.S. / (Northern Region)
Jim England
Robert E. Lee H.S.
(Region D)
Jim Dotson
J.I. Burton H.S. / (Region IV)
Charlie Harkins
Marion H.S. / (Northwest Region)
Ken French
William Fleming H.S.
Earl Gillespie, VHSL, was appointed to serve as an ex-officio member of the Executive Committee.
In the first year of the Association, 1973-74, there were 183 members. The first Association newsletter, “The Virginia Athletic Director,” was published in November 1973. The newsletters published in the 1973-74 school year were sponsored by the Pepsi-Cola Bottling Co., Washington D.C.
Each year since the founding of the VSHSADA, the Association has experienced increased growth and acceptance as a viable, informative, and accessible professional organization. The VSHSADA, a partner in athletic administration with the VHSL, will be forever grateful for the role of the League staff, particularly Earl Gillespie, in the establishment of the VSHSADA.
The VSHSADA membership on April 1, 1995, voted at the annual business meeting to change the association name to the Virginia Interscholastic Athletic Administrators Association (VIAAA).
In 1998, Independent schools and middle schools were included in the membership of the VIAAA and representatives were selected. These groups selected representatives that are members of the Board of Directors.
VIAAA History Page ix
SERIES 1 - VIAAA BY-LAWS
Series 1 – By-Laws
1-1 ARTICLE 1 – NAME
The name of this Corporation shall be the Virginia Interscholastic Athletic Administrators Association.
1-2 ARTICLE 2 – PURPOSES
The purposes of this Corporation shall be:
1-2.1 To promote high standards of achievement and ethics in interscholastic athletics;
1-2.2 To promote better public relations and sportsmanship between schools;
1-2.3 To provide for an exchange of ideas and a better understanding of the administration of high school athletics;
1-2.4 To cooperate, assist, and promote all activities of the Virginia High School Coaches Association (VHSCA);
1-2.5 To cooperate, assist, and promote all activities of the Virginia High School League (VHSL);
1-2.6 To conduct educational conferences, seminars and lectures;
1-2.7 To conduct scholarships to students on the basis of financial and/or scholastic ability;
1-2.8 To conduct district, regional and state interscholastic athletics throughout the Commonwealth of Virginia.
1-3 Article 3 – FINANCES (Limitations and Restrictions)
1-3.1 The Virginia Interscholastic Athletic Administrators Association (VIAAA) is organized exclusively for the educational and charitable purposes, within the meaning of section 501 (c) (3) of the Internal Revenue Code. Notwithstanding any other provision of these articles, the Corporation shall not carry on any other activities not permitted to be carried on (a) by a corporation exempt from Federal income tax under section 501 (c) (3) of the Internal Revenue Code, or (b) by a corporation contributions to which are deductible under section 170 (c) (2) of the Internal Revenue Code.
1-3.2 No part of the net earnings of the Corporation shall inure to the benefit of, or be distributable to its members, trustees, directors, officers or other private persons, except that the Corporation 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. No substantial part of the activities of the Corporation shall be the carrying on of propaganda, or otherwise attempting to influence legislation, and the Corporation shall not participate in, or intervene in (including the publishing or distribution of statements) any political campaign on behalf of or in opposition to candidates for public office. Notwithstanding any other provision of these articles, the Corporation shall not carry on any other activities not permitted to be carried on (a) by a corporation exempt from Federal income tax under section 501 (c) (3) of the Internal Revenue Code, or (b) by a corporation contributions to which are deductible under section 170 (c) (2) of the Internal Revenue Code.
1-4 ARTICLE IV – FINANCIAL DISSOLUTION
Upon dissolution of the Corporation, assets shall be distributed to one or more exempt purposes within the meaning of section 501 (c) (3) of the Internal Revenue Code, or shall be distributed to the federal government, or to a state or local government for a public purpose. Any such assets not so disposed of shall be disposed of by a Court of Competent Jurisdiction of the city or county in which the principal office of the Corporation is then located, exclusively for such purposes or to such organization or organizations, as said Court shall determine which are organized and operated exclusively for such purposes.
1-5 ARTICLE IV – MEMBERSHIP (Dual Active Membership)
1-5.1 Membership categories: Active, Lifetime, Honorary and Retired
A. Active Membership (Dual NIAAA and VIAAA) – Available to anyone who meets the criteria as stated below. Each active member shall receive all current benefits and services of the VIAAA and be entitled to one vote.
Criteria for Active Membership
Active membership of this Association is open to all senior high school/middle school, athletic administrators, assistant athletic administrators, coordinators of athletics for school systems, whose high schools are members of the VHSL or independent schools that are in good standing with the League. Also included are activities directors who serve as athletic administrators. Each active member shall receive all current benefits and services of the VIAAA and be entitled to one vote at any membership meeting.
B. Lifetime Member – Lifetime is an option available to any active member or anyone who is qualified for active membership. This one-time fee is good for the lifetime of the member and automatically converts to Retired membership by approval of the Board of Directors. The Immediate Past President shall be designated as a member of the Corporation for life. All Past Presidents are granted all the voting rights of an active member for life.
C. Honorary Member – Those persons nominated and approved by the Board of Directors shall be eligible for Honorary Membership.
D. Retired Member – Retired membership is open to any retired person who has been an active member of this Association for eight years. Retired members receive all benefits and services, except insurance, afforded an active member, including opportunities to serve on committees, but may not vote or be elected to office. Athletic administrators with less than eight years in the VIAAA may be granted retired status by approval of the Board of Directors.
1-5.2 Voting Rights: Active Members and Lifetime Members shall have the right to vote, as set forth in the Articles of Incorporation. Each member shall be entitled to one (1) VOTE. Honorary Members and Retired Members shall not have the right to vote.
1-5.3 Annual Meeting: The Corporation shall hold its annual meeting for members at its Annual Conference in March or April each year at a time designated by the President.
1-5.4 Special Meetings of Members: Special meetings of members may be held at any time and place as may be designated by the Board of Directors. A special meeting may be called by the Board if requested by ten or more members in writing. The Secretary shall take reasonable efforts to notify the membership of the special meeting.