Bylaws

A PDF hard copy of the Bylaws is available in the 'files' section of the page below.

BAY AREA TENNIS OFFICIALS ASSOCIATION
(BATOA)
BYLAWS
MEMBERS

1. Any individual, residing within the area served by the BATOA, shall be eligible for membership BATOA upon complying with the requirements for membership in the USTA Umpires Council.

2. A current member the USTA Umpires Council residing outside the area served by the BATOA may be designated a non-resident member by the Board. This category of membership shall be no more than twenty (20) percent of the total membership at the time a non-resident member is accepted into BATOA. Once accepted, non-resident members will not be dropped if this 20 percent limit is exceeded.

3. Membership renewal will be required annually.

4. Each member shall pay annual dues in the amount determined by the Board. Dues shall.be payable at or before the Annual Meeting. If any member's dues remain unpaid on the first day of March, his/her membership shall be automatically suspended. A member suspended for non-payment of dues shall be ineligible to vote at meetings or to serve in matches where BATOA is responsible for officiating. Reinstatement of membership may be obtained by payment of dues within thirty (30) days. Membership will terminated as of the first day of April for non-payment dues.

5. An individual may be designated Honorary Member or Umpire Emeritus by the Board. Neither annual membership renewal nor payment of dues will be required.

6. There shall be two (2) classes of membership in BATOA.

a) A voting member shall be a current member of the USTA Umpires Council who has been certified as a sectional level official or higher and has attended a USTA clinic in the past twelve (12) months.

b) A non-voting member shall be (1) an official in training, (2) an Honorary Member, (3) an Umpire Emeritus, (4) a non-resident member, or (5) a suspended member.

VOTING RIGHTS

Each voting member shall be entitled to one vote in person or by proxy on all matters upon which the membership shall be entitled to vote.

MEETINGS

1. The Annual Meeting of BATOA shall be held during the first calendar quarter of each year on such date and at such place as determined by the Board. At least fourteen (14) days written notice shall be given (which notice shall be deemed given when mailed) of the date, time and place of the meeting. The agenda, report of the nominating committee and a proxy/ballot shall be included with said notice. All voting members may be represented by proxy at the annual meeting. Fifty (50) per cent of the total voting membership must be present represented by proxy to have a quorum.

2. All votes (unless otherwise specified herein or in the BATOA Constitution) shall require a simple majority of the vote's cast (including proxies) for passage.

3. The agenda for the annual meeting shall be:

a. Verification of those present and entitled to vote, including proxies, by one (1) teller appointed by the President at the outset of the meeting.
b. Reading of the minutes of the preceding meeting and action thereon.
c. Reports of officers.
d. Reports of Committees.
e. Old Business.
f. Announcement of election results of officers and directors. Newly elected Officers and Directors will assume office following the Annual Meeting.
g. Election of Nominating Committee members.
h. New Business.

4. Special meetings of BATOA may be called at any time by the President or any five (5) members of the Board or upon receipt by the Secretary of a petition signed by fifty (50) per cent or more of the voting members specifying the matters to be brought before the meeting. Such a meeting must be called thirty (30) days of receipt of such petition. At least fourteen (14) days written notice of the date, time and place of the meeting, together the agenda and proxy shall be sent to every voting member by the Secretary. Fifty (50) per cent the total voting membership must be present in person or represented by have a quorum.

OFFICERS AND BOARD OF DIRECTORS

1. The officers and directors of BATOA shall be a President, a Vice President, a Secretary, a Treasurer, the most immediate Past President still a member not holding another elective office and (4) Directors to be elected by the membership.

2. Candidates for election as Officers and Directors shall be nominated, with the consent of the nominee, by the Nominating Committee, or may be nominated, with the consent of the nominee, by written notice of nomination to the Secretary before January 1 of the election year by any two members of BATOA entitled to vote at the annual meeting.

3. Officers and Directors shall be elected by a majority of voting members by secret ballot or proxy returned to the Secretary prior to the Annual Meeting. The President, Treasurer and two Directors shall be elected in odd-numbered years and the Vice President, Secretary in even-numbered years. All Officers and Directors shall hold office for two years. A member will be elected to a one year term only when necessary to complete the vacated term of a Board Member.

4. Duties and authorities of the Officers shall be:

a. The President shall be the chief governing officer of BATOA. The President's duties shall include but not be limited to, negotiating and entering contacts for the  professional services of BATOA. All such negotiations and contacts shall be in the name of BATOA. The President shall appoint the chairmen of committees and otherwise act on those matters of BATOA appropriate to the President. The President shall the authority to expend funds up to $100.00 for any one item. The Board must approve an item involving more than $100.00.

b. The Vice President shall have such powers and duties as may be assigned by the President or by the Board and shall exercise the powers of the President during that officer's absence or inability to act.

c. The Secretary shall keep the minutes of all meetings of the Board and of BATOA and shall attend the giving and serving of all notices. The Secretary shall attest all papers, documents and other instruments on behalf of the Association and shall maintain the official membership list.

d. The Treasurer shall have custody of all BATOA funds. The Treasurer shall act on financial transactions and maintain proper books and accounts as created and deemed proper for BATOA. Further, the Treasurer shall submit from time to time such financial statements as required by the Board, and shall submit to the entire organization a yearly financial report at the annual meeting.

e. The President or Vice-President shall approve all expense vouchers.

f. All checks shall be co-signed by two of the following officers: President, Vice-President, Secretary or Treasurer.

5. All Officers and Directors shall serve ad honorem on the BATOA Board and shall reside within the area served by BATOA.

6. The Board shall manage the affairs of BATOA. For all meetings of the Board the required quorum shall be two-thirds (2/3 rds) Board, present and voting in person or represented by written proxy with a simple majority required for passage. The Board may fill its own vacancies, by a majority vote of the Board, for the remainder of the term of such vacancy or until the next annual meeting, whichever is earlier.

COMMITTEES

1. The Nominating Committee shall consist of the President, the most immediate Past President and three (3) members elected at large at the annual meeting. The Nominating Committee shall by majority vote select candidates for nomination of Officers and Directors and, in odd-numbered years, candidates for the Nominating Committee. Members of the Nominating Committee shall serve a term of two (2) years. The Committee, by a majority vote, may fill its own vacancies for the remainder of the term.

2. Standing Committees be created by resolution of the Board. The President may appoint Ad Hoc Committees. The President shall appoint all Committee Chairmen.

a. Each Chairman of a Standing Committee and each Ad Hoc Committee Chairman, when so directed by the President, shall:
i. Appoint his own committee members as needed except the Assignment Committee (see b.3) below.
ii. Perform the duties, responsibilities, and activities as specified by the Board.
iii. Keep a written record of their activities
iv. When so requested, attend Board meetings and report on their committee's activities
v. Submit a written report of the year's activities to the Board prior to the Annual Meeting
vi. Submit authorized bills to the Treasurer for reimbursement.

b. BATOA normally, as determined by the Board, will create and maintain the following Standing Committees:
1) Publicity - responsible for all publicity and newsletters.
2) Training - responsible for interviewing and recommending applicants for membership, training and evaluation of new members: member assistance in upgrading capabilities and certification through ongoing training, evaluation, and critique; conducting clinics as required; coordinating with the Assignment Committee.
3) Assignment - (consisting of the Chairman and each Regional Director responsible for the assignment of all officials to BATOA - contracted tournaments not having a Chief Umpire; assisting Regional Directors in meeting their requirements; monitoring all working officials, whether individually contracted or assigned Regional Director. to ensure that they are properly certified for their assignment; reporting violations of assignment procedures to the Board of Directors.

DISCIPLINARY ACTION

1. The Board shall have the power to take such disciplinary action it deems appropriate, including suspension and/or termination of membership of BATOA, for inefficiency, unreliability, inactivity, or for behavior prejudicial to the best interest of BATOA or to the game of tennis. A suspended member shall be ineligible to vote or serve in any capacity in tournaments where BATOA is responsible for officiating.

2. A member may appeal any disciplinary action by the Board, in writing within fourteen (14) days of notification of such action, and may request to appear before the Board for consideration. A request to appear before the Board must be honored.

GENERAL

The fiscal year of BATOA shall be January 1 to December 31, or otherwise determined by the Board.

AMENDMENTS

These By-Laws may be altered, amended, or revised by the majority vote of the voting members present and voting in person or represented by proxy at any Annual Meeting or at any Special Meeting called for such purpose.

Accepted 19th September, 2005
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Bylaws.pdf
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Allan Thompson,
Feb 18, 2013, 5:01 PM
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