MCOA - By Laws

		Constitution and By-Laws
Baseball	Basketball	Football	Soccer	Softball	Volleyball	Wrestling

MID COAST OFFICIALS ASSOCIATION
P.O. Box 410136; Melbourne, Florida; 32941-0136

Constitution and By-Laws
Revised May 08, 2012

Article I - Name and location

This association shall be known as the Mid Coast Officials Association (MCOA).
The mailing address shall be located in Brevard County, Florida.

Article II - Aim and purpose

In view of the inter-relationships between interscholastic athletic activities and school personnel, sports officials, athletes, the press and patrons, it shall be the aim and purpose of this association:
1. To maintain a membership of experienced and capable sports officials.
2. To maintain a high standard of ethics, encouragement of fair play and sportsmanship, and closer cooperation and better understanding among officials, athletic directors, coaches, players, press and spectators, all as prescribed by the Florida High School Athletic Association (FHSAA) and National Federation of High School Athletic Association (NFHS ).

Article III - Membership

Each member shall be registered with the FHSAA and with the MCOA as either PRIMARY or SECONDARY each year and shall be in good standing with said associations.

     1a. A member with PRIMARY designation shall have all rights and privileges conveyed by the MCOA constitution and by-laws, rules and guidelines set forth within MCOA's Constitution and By-laws (“document”) and are bound by all Articles, rules and guidelines set forth within said document.

     1b. A member with SECONDARY designation shall have all rights and privileges conveyed by the MCOA constitution and by-laws, rules and guidelines set forth within said document with the following exceptions:
          A SECONDARY
          I. member has no voting privileges.
          II. member is excluded from holding any office in the MCOA.
          III. member is excluded from holding the position of sports commissioner.
          IV. member is excluded from holding the position of sports secretary.
          V. member is excluded from holding any committee position.
          VI. member's education, training and distributive FHSAA material(s) is the responsibility of the secondary member's primary association designation.
          VII. member is prohibited from post season regional and state tournament assignments with the MCOA.
          VIII. member cannot propose changes to the constitution.

          A SECONDARY member is bound by all Articles, rules and guidelines set forth within said document with the exceptions listed above.
Each member shall be registered with the MCOA each year and shall be in good standing with said association. Application for membership to MCOA shall be made by officials when they register for the first sport they will officiate for the MCOA for that year. All memberships expire June 30 each year.
Good standing shall be defined as being current with dues and fines for both the MCOA and the individual sport. The definition of current is to have paid fines prior to your first assignment in the first sport you work in a given year. If a member is not current they shall be "not in good standing" and shall not be eligible to participate in normal MCOA or sport activities such as working contests or voting in elections. MCOA, sport dues and fees will be deducted from the single pay check issued by the MCOA. MCOA dues will be collected for each sport worked and set by the Executive council. Sport dues will be set by the sports commissioner and approve by the executive council.
Each member shall abide by the Code of Ethics for Athletic Officials as published in the NFHS booklets.
Each member is responsible for upholding the traditions of good sportsmanship and remembering their responsibility in all situations.
Conditions for membership in this association are universally applicable. They are:
1. Compliance with all rules and regulations of National, State and local associations.
2. Current payment of ALL fines.
3. Good moral character.
No person is eligible for election to a Sports Commissioner unless that person currently receives and accepts game assignments in that Sport.

Article IV - Officers and duties

General officers of this association shall be the President, Vice President, Secretary, Treasurer.
1. President: Shall preside at all general meetings of the association. Shall conduct the meeting in a business-like manner according to the Roberts Rules of Order Revised. In addition, will execute all rules and regulations pertaining to the organization of business of the association. Shall handle all general MCOA correspondence. Shall have the power to sign checks. Shall have the power to enforce any action necessary for the good of the association which is not covered or assigned by the constitution.
2. Vice President: Shall assist the President in all matters pertaining to the association and shall assume the duties of the President when absent. Shall serve as Parliamentarian at all general meetings.
3. Secretary: Shall keep a written record of all general meetings and of all executive council meetings. Work with Web Master to insure all current and public MCOA documents are published on-line. Shall handle correspondence as needed for the Executive Council.
4. Treasurer: Shall establish and maintain a checking account in the name of the association, being responsible for all financial affairs of the association. Shall be responsible for the preparation, either in person or by outside agency, of all tax materials for MCOA. Shall Invoice contracted schools for (single-pay) charges for officials assignments of games in each of the seven (7) sports worked by the MCOA, from the Start-of-Season Invoices received from the Sports Commissioners.) (Shall balance End-of-Season invoices, received from the Sports Commissioners, i.e. Re-invoice or refund as needed.) (Will issue checks to sports officials from the Paysheet data received from the Sports Commissioners and collect both MCOA/Sport dues from the information on the paysheets.) (Will furnish all financial information to the Executive Council as requested.
WEB Master/Arbiter Administrator: Shall maintain the official MCOA WEB site and provide access to all sports. Shall monitor the site to insure the integrity of a public WEB site. Shall administer the MCOA Arbiter license and assist Sport Commissioners as needed.
Executive Council of the association shall consist of the President, Vice President, Secretary, Treasurer, and Sport Commissioner of each sport.
1. The Executive Council shall conduct business for the association within the constraints of the constitution and by-laws.
2. All recommendations concerning Purposed Amendments to the Constitution and By-Laws must be accepted by a majority vote of the council before the EC’s recommendations are presented to the membership for ratification.
3. A quorum must be present in order for any business to take place.
4. Set the current year dues for each sport officiated by members.
5. Approve the Sport dues from the recommendation of the Sports commissioner.
Sports Commissioner: There shall be a sports commissioner for each sport. The commissioner shall preside at all meetings of their particular sport, conducting each meeting in a business-like manner according to Roberts Rules of Order Revised (with the exception of election process - see Article V, Item 2). Shall make all contest assignments. The Sport Commissioner shall make any rules or guidelines, particular to their sport, that are needed to administer the sport during the year. The Sport Commissioner shall ensure compliance with all applicable rules for their sport including, but not limited to, NFHS, FHSAA, MCOA, and individual sport. Shall appoint a secretary, if needed, to assist. If a secretary is not used, the Commissioner shall perform the secretarial duties.
Sports Secretary: There may be a sports secretary, if needed, for each sport. The Sport commissioner of each sport will determine the need for a Sports Secretary. The Sports Secretary will handle any duty deemed necessary by the Sports Commissioner, and will act under the supervision of said Commissioner. The secretary shall have the authority to act in the commissioners stead when authorized to do so by the commissioner or if the commissioner is incapacitated by illness or injury.

Article V - Elections

General officers shall be elected by a plurality vote of the members present at the General Membership meeting in May or June. All terms expire June 30 each year.
Sports commissioner shall be elected by a plurality vote of that sport’s members present at an election meeting and Absentee Ballot votes no later than two weeks after the State championship game for that sport. Nominations for Sports Commissioner shall be closed 2 weeks prior to the scheduled election meeting. Members shall be notified of meeting date, time, location and nominees. Should there only be one nominee (including incumbent) identified by the deadline, the election meeting shall be canceled and the single nominee elected by acclimation. All terms expire June 30 each year except for football which shall run from January 1 to December 31 of each year.
1. After nominations are closed, email requests for an Absentee Ballot shall be made to the Sport Election Chairperson.
2. Absentee Ballots must be returned by email to the Sport Election Chairperson, 7 days prior to the Commissioner Election Meeting, to be counted.
Sports commissioners may not serve as General officers.
Eligibility: Any member in good standing is eligible to run for any office.
1. Candidates for Treasurer and WEB Master/Arbiter Administrator shall submit their name and qualifications to the President or Vice President at least 30 days before the General Membership election meeting. Based on those qualifications, the General Officers will determine which candidates to present to the membership.
In case an officer resigns or membership is terminated, a replacement will be selected as follows.
1. If the office of the President is vacated, the Vice President will assume this office.
2. All other vacancies will be filled by an appointment of the executive council until the next regularly scheduled election.
Members may hold only one office: President, Vice President, Secretary, Treasurer, WEB Master/Arbiter Administrator or Sports Commissioner.

Article VI - Committees

Committees shall be as described in the most recent FHSAA Officials Guidebook. The sports commissioner shall appoint members of their sport, who are in good standing, to those committees.

Article VII - Meetings

General membership meetings shall be held two times a year. One meeting will be held in September and one will be held in May or June. The actual date will be determined by the Executive Council.
Executive council meetings shall be held four times a year, once in each quarter. They may be called into special sessions by any member of the Executive Council.
Sports meetings shall be held before, during, and at the end of the season. The number of meetings shall be determined by the commissioner, meet FHSAA guidelines, and be sufficient to prepare members for the season.
Absences:
1. The President shall excuse any member requesting permission, in advance, from a general membership or executive council meeting. Any unexcused absences shall be handled, as the President deems necessary.
2. The sports commissioner shall determine what is an excused absence and methods for making up absences of sports meetings.

Article VIII - Discipline

Basis for Discipline. Discipline may be imposed on a member for any of the following: violation of National or State rules or regulations, including the rules for ethical conduct of officials; violation of the provisions of this Constitution and By Laws; and violation of rules or regulations established by a Sports Commissioner of any Sport for which the member is registered. A fine of $25 or less is not discipline and does not furnish the basis for challenge under this Article (See Article IX for Grievance Procedure).
Types of Discipline. Discipline includes reprimand, fine, loss of assignments, suspension, conditional probation, and expulsion. A fine may be imposed with other discipline except for expulsion. “Loss of good standing” will result from suspension and expulsion and may be a condition of conditional probation.
Procedure for Imposing Discipline.
1. The President has authority to impose discipline on any member or may refer the matter to the appropriate Sports Commissioner for action. Each Sports Commissioner has authority to impose discipline on a member registered for that sport.
2. If the President or Sports Commissioner receives information which, if true, warrants disciplinary action, the President or Sports Commissioner will prepare a charge that specifies the violation of a rule or regulation alleged, (Paragraph 1, above), the source of the allegation of violation, and the information supporting the allegation including the names of any potential witnesses. A copy will be provided to the member, the President, and the Commissioner of any sport for which the member is registered.
3. For a matter on which the President acts, the President will appoint a panel of three members to conduct a hearing and recommend any disciplinary action. For a matter on which a Sports Commissioner acts, the Commissioner will refer the matter to that sport’s disciplinary committee to conduct a hearing and recommend any disciplinary action. The hearing will be conducted within 30 days of receipt of the charge by the panel or committee. The member is entitled to be present during the hearing. The panel or committee will set the date and place for the hearing and provide notice of such hearing, and right to be present, to the member.
4. The panel or committee will prepare a written report summarizing the hearing and recommended action and provide that report to the President or the Commissioner. If the finding is no violation, the matter is ended and no further action will be taken. If the report finds that the member has violated any rule or regulation (Paragraph B, above), the report will specify each violation and the evidence supporting the finding of violation. The President or Commissioner will provide the report to the member who may respond. The response must be made within 5 business days (8 business days if made by mail) and be in writing. The President or Commissioner will then decide the matter. The decision must be in writing and provided to the member.
5. If a Commissioner initiated the disciplinary procedure, a copy of the written decision and committee’s written report will also be provided to the President and Commissioners of other sports for which the member is registered. If the President initiated the disciplinary process, a copy of the written decision and panel’s written report will also be provided to the Commissioners of the sports for which the member is registered.
6. The member may appeal a decision of the President or Commissioner to the Executive Council. The appeal must be in writing and made within 15 days of the member’s receiving the written decision. The member may address the Council in writing, orally, or both. If the member chooses to address the Council in writing, the writing must accompany the appeal. If the member requests to address the Council orally, the Council will set a date for that purpose that is within 30 days of receiving the request. The Council may, but is not required, to consider new or additional evidence. Within 30 days of receiving the written appeal or the oral response, whichever is later, the Council will decide the appeal in writing and provide the member with the written decision. The Council’s decision is final, except the Council, for good cause, may relieve the member of the consequences of the disciplinary action.
7. Reprimands, fines, and loss of assignments may not be imposed until the disciplinary procedure has concluded. Suspension, conditional probation, and expulsion may not be imposed before the disciplinary process has concluded unless the President or Sports Commissioner decides, because of the seriousness of the alleged violation, and which the available information tends to show was committed, that the member must be suspended pending the outcome of the disciplinary process. The President or Sports Commissioner will document this decision and the basis for it, in writing and provide a copy to the member. The President or Sports Commissioner will consider any request from a member to set aside the suspension, but the President or Sports Commissioner retains sole authority for a suspension pending the outcome of the disciplinary process.
Reprisals against a member for using the disciplinary process are prohibited.
Whenever a time limit is provided and the action is by mail, receipt or dispatch will be presumed to be the postmarked date plus 3 days unless the contrary is shown.

Article IX - Grievance Procedure

Any member may file a grievance concerning the action of an Officer or Commissioner other than an action which is part of the Disciplinary Process under Article XIII. A grievance may be filed for fines of $25 or less. Actions under the Disciplinary Procedure are not subject to the Grievance Procedure.
Grievances must be in writing and submitted either to the President or the Sports Commissioner. The President may refer any grievance to the appropriate Sports Commissioner unless that Sports Commissioner is the subject of the grievance. The President may conduct, or appoint another member to conduct, such investigation as is appropriate to establish the facts necessary to decide the grievance. The Commissioner will refer the matter to the sport’s Grievance Committee who will follow that Committee’s procedures. The President or Commissioner (or Grievance Committee) will decide the grievance and state the basis for decision in writing and provide a copy to the member. The President or Commissioner will ensure the prompt response to the grievant, but not more than 30 days unless more time is reasonably needed.
Within 15 days of receiving the decision, a member who is dissatisfied with the decision may appeal to the Executive Council. The member may address the Council in writing, orally, or both. If the member chooses to address the Council in writing, the writing must accompany the appeal. If the member requests to address the Council orally, the Council will set a date for that purpose that is within 30 days of the date of receiving the request. The Council may, but is not required, to investigate further. Within 30 days of receiving the written appeal or the oral response, whichever is later, the Council will decide the appeal in writing and provide the member with a copy.
Reprisals against a member for using the disciplinary process are prohibited.
Whenever a time limit is provided and the action is by mail, receipt or dispatch will be presumed to be the postmarked date plus 3 days unless the contrary is shown.

Article X - Assigning

All booking assignments shall be made by the sports commissioner. Once approved by the assignment committee per FHSAA Guidebook , a copy of the full MCOA assignment schedule must be made available to each member of the particular sport, and all appropriate contractual representatives.
Any member may request permission to be excused for a particular night prior to game assignment being published.
No commissioner shall charge his or her members a booking/assigning fee as long as the MCOA is receiving administrative fees from the schools under contract.
Any complaints regarding assignments shall be referred to the sports commissioner. If no resolution is reached, the written complaint shall be forwarded to any member of the grievance committee. If still not resolved the Grievance Committee as per Article IX. procedure.

Article XI - Dues, fees, and fines

Each member of the association shall pay general membership dues for each sport officiated and established by the executive council.
The sports commissioner shall determine the dues to be assessed for each sport and have their recommendation approve by the executive council.
In the event of a shortage of funds, the executive council shall assess each member of that sport a proportionate share of the shortage. As much as possible, each sport should pay its own way.
Game fees, where applicable, will be those recommended by the FHSAA and agreed to by contract between the MCOA and local schools.
Failure to pay fines shall result in the withholding of assignments and possible disciplinary action by the sports commissioner.

Article XII - Uniforms

All uniforms requirements will be prescribed by the FHSAA.
Jackets, if worn will be solid black in color except baseball or softball may wear conventional blue. Patches and insignia of any nature, except MCOA logo, FHSAA logo or U.S.A. flag, will not be worn on the jackets.
The association may require additional requirements.

Article XIII - Changes

All changes or revisions to this constitution shall be submitted in writing, by a member in good standing, to the secretary of the association at least 30 days prior to the next general membership meeting. All proposed change or revision shall be posted on the WEB along with notification of the general meeting. Only proposed changes or revisions sent to the members with notification of a general meeting, and only the proposed change or revision as written, shall be placed on the agenda for consideration. A majority vote of those members present shall determine passage.

Article XIV - Miscellaneous

Any matter not specifically covered by this constitution and by-laws shall be handled by the executive council.
Any mention in this Constitution and By-Laws of in writing, written, etc will include electronic format.

Article XV - Addendum - MCOA Rules and Guidelines & Operating Procedures

The Rules and Guidelines and Operating Procedures shall be modified as needed by simple majority vote of the Executive Council.

MCOA Rules and Guidelines

Sport Commissioners shall ensure compliance with all requirements of the contract between MCOA and the individual schools.
Any official may scratch any school.
Any official may know from which school they have been scratched.
All contest assignments shall be made by the commissioner.
No official may individually contract for any FHSAA contest.
Sport commissioners shall determine their own sport’s "check-in" policy. In general the policy will include contact with all crew members at least 24 hours prior to the contest.
Sport commissioners shall strive to assign officials to provide the best officiating service to all schools and or conference served.
Except in case of necessity, no official shall be assigned to work consecutive varsity contests on a school’s schedule.
Any official who cancels or changes from a contest without due cause or timely notification to the sports commissioner, after the assignment sheet has been published, shall be subject to a fine.
Any official who violates the FHSAA or MCOA uniform requirements shall be subject to a fine.
Officials should cash checks as soon as possible.
Officials must provide a W9 to the sports commissioner before payment can be sent for the games officiated.
Officials shall not publicly criticize any other official, nor shall any official publicly criticize coaches or players involved in any contest.
When an official has an ejection of a player or coach, or any other problem during a contest, they shall contact the Sport Commissioner within 24 hours. The officials shall also follow FHSAA guidelines regarding contacting their office following ejections or other unsportsmanlike acts.
All officials shall abide by any contract or agreement made by the Executive Council.
Officials shall arrive at the contest site at least 30 minutes prior to game time.
Officials assigned to a JV contest that is followed by a varsity contest should try to see at least half of the varsity contest.
The Executive Council shall determine which, if any, General Officers will be a paid position. The Executive Council shall also determine the yearly fee to be paid the General Officers and Booking Commissioners.
Fines - The following is a list of common infractions and their associated fines. The list is not meant to be all inclusive but only as a guide to the sport commissioner or Executive council.

Two game fees plus mileage

Missing a contest assignment.

$10 and possible disciplinary action
Failure to pay assessments within 10 days.
Late arrival at scheduled assignment.

$5

Failure to wear proper uniform in good condition.
Failure to attend MCOA or sport mandatory meetings.
Reassignment fee for canceling game after schedule is published (emergencies excepted). This fine will be payable to the sport commissioner and shall be paid before another assignment may be worked.

One Game Fee plus mileage

Changing a contest with another official without permission of Sports Commissioner.
Accepting an assignment from other than the Sports commissioner.

There will be no products sold or displayed within the confines of any MCOA meeting (sport, general membership, or executive) or clinic unless invited to an individual sport meeting by that sport commissioner
Officials using MCOA as “Primary” Association will be given “First Priority” for game assignments by Sports Commissioners.
Officials shall not “turn back” an MCOA assigned contest to accept an assignment from another association.
Sport Commissioners must submit any correspondence destined for the FHSAA that references another sports business/activity to the president and the affected Sport Commissioner for approval prior to submitting such correspondence to the FHSAA