district governor’s manual...1. biennial board of managers meeting a. must be held during the last...

AAUSPORTS.ORG | 1 Amateur Athletic Union District Governor’s Manual – Updated 3/18/20

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TABLE OF CONTENTS

LETTER FROM AAU PRESIDENT ........................................................................................... 3

INTRODUCTION ....................................................................................................................... 4

SECTIONS OF THE CODE BOOK ........................................................................................... 5

NATIONAL ORGANIZATION .................................................................................................... 6

DISTRICT ORGANIZATION ...................................................................................................... 7

DUTIES & RESPONSIBILITIES OF GOVERNORS ................................................................. 8

HELPFUL HINTS & RECOMMENDATIONS ............................................................................. 8

DISTRICT OFFICERS ............................................................................................................... 9

EXECUTIVE COMMITTEE ........................................................................................................ 9

SPORTS .................................................................................................................................... 9

COMMITTEES ......................................................................................................................... 10

DISTRICT CHARTER .............................................................................................................. 10

CONFLICT OF INTEREST ...................................................................................................... 10

MEMBERSHIP ......................................................................................................................... 11

CLUBS ..................................................................................................................................... 11

DISTRICT MEETINGS (MANDATORY) .................................................................................. 12

DISTRICT OFFICERS - NOMINATIONS AND ELECTIONS .................................................. 14

DISTRICT SPORT DIRECTORS - NOMINATIONS AND ELECTIONS ................................. 15

FINANCES ............................................................................................................................... 16

COMMUNICATIONS ............................................................................................................... 17

INSURANCE ............................................................................................................................ 17

EVENTS & LICENSES ............................................................................................................ 18

NATIONAL CONVENTIONS ................................................................................................... 19


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APPENDIX

APPENDIX A - LEADERSHIP & ADMINISTRATIVE RESPONSIBILITIES ............................ 20

APPENDIX B – LIST OF APPROVED SPORTS..................................................................... 22

APPENDIX C - DISTRICT CHARTER FORMS....................................................................... 22

APPENDIX D - CLUB MEMBERSHIP INFORMATION .......................................................... 23

APPENDIX E - ORDER OF MEETINGS ................................................................................. 24

APPENDIX F - DISTRICT MEETINGS, NOTICES AND QUORUM ....................................... 25

APPENDIX G – CLUB REPRESENTATIVE VOTING REPLACEMENT FORM ..................... 26

APPENDIX H – OFFICIAL NOMINATION FOR DISTRICT OFFICE ...................................... 27

APPENDIX I – APPLICATION FOR DISTRICT SPORT DIRECTOR ..................................... 28

APPENDIX J - BUDGET.......................................................................................................... 29

APPENDIX K - SAMPLE DISTRICT BUDGET........................................................................ 30

APPENDIX L - SAMPLE SPORT BUDGET ............................................................................ 31

APPENDIX M - LOCATION OF RESOURCES ON AAUSPORTS.ORG SITE ....................... 32

APPENDIX N – AAU NATIONAL DIRECTORY ...................................................................... 33

APPENDIX O - AAU BUSINESS SCHEDULE ........................................................................ 33


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To AAU District Governors:

Thank you for your renewed commitment to the Amateur Athletic Union (AAU) and your

continued contributions to amateur sports. Your efforts to provide first-class event opportunities

for youth athletes in your district are the backbone of this organization. You play a major role in

ensuring the AAU continues to fulfill its historic tradition.

We hope this manual serves as a valuable resource to you as you administer events in your

district.

Thank you again for your service to America’s youth.

Sincerely,

Dr. Roger J. Goudy

President/CEO of the Amateur Athletic Union (AAU)


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INTRODUCTION

Congratulations on your position of the Governor of your AAU District. Your position in the world of youth sports is very influential and valued.

This manual has been written to assist the AAU District Governor with the management of the District including the special committees and sport committees. The manual has been compiled to give a comprehensive guide of the information provided in the AAU Code and Policies as well as the national website.

The manual has been developed in such a way that it highlights the areas of duties and responsibilities and leads the manager to the corresponding areas in the AAU Code and/or national web site. The Appendix contains additional information, helpful hints and forms you will need to use in performing your duties.

The Governor’s Manual is a living document and will be updated as necessary when changes to the AAU Code and Policies are made. This manual does not supersede any item found in code or policy.

Any discrepancies shall be corrected when brought to the attention of the National Compliance Department.

The Amateur Athletic Union would not function without your dedication and loyalty. We know the job of familiarizing yourself with the AAU Codebook can be a daunting task, especially for a newly elected officer. This manual was written “by AAU Governors for AAU Governors.”

SPORTS FOR ALL FOREVER!

Yours in AAU,

Cynthia Trombly-Martin, AAU National Secretary, Michigan District Governor

Alison Eachus, Middle Atlantic AAU District Governor

Joe Gura, Lake Erie AAU District Governor

Paul Campbell, Inland Empire AAU District Governor

Darrel Lauderdale, Southeastern AAU District Governor

PK Martin, Potomac Valley AAU District Governor


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SECTIONS OF THE CODE BOOK Rod Seaford, Board of Review Chair

The Code Book sets out the structure and organization of the AAU. The Code Book consists of three parts: the Constitution, the By-Laws and the National Policies.

1. Constitution: The constitution has three articles:

I. Article I: Addresses the organization and national governance of the union.

II. Article II: Establishes the governance and structure of the districts.

III. Article III: Provides for the judicial/disciplinary processes of the AAU, both national and district.

The Constitution is adopted by Congress.

2. By-Laws: The By-Laws provide for the direction and regulation of the operations of the AAU. The By-Laws are adopted by Congress.

3. National Policies: The National Policies are adopted by the Board of Directors,

and address business matters of the AAU.


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NATIONAL ORGANIZATION


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DISTRICT ORGANIZATION

DISTRICT

GOVERNOR

OFFICERS

Lt Governor

Secretary

Treasurer

Registrar

Additional Officers

SPORTS

Sport Director

Sport Committee

COMMITTEES

Finance

Executive Committee (EC)

Board of Review

Nominations & Elections

Additional Committees


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DUTIES & RESPONSIBILITIES OF GOVERNORS AAU Code: Article II E 3

1. Abide by the AAU Code. 2. Preside over all District Executive Committee and Board of Managers meetings. Call

special meetings as needed and established legislative committees as required by the AAU Code.

3. Oversee the development and growth of the District Sports Committees and programs. 4. Communicate with all District Officers, Sport Directors and Committees. Oversee the

performance of the duties required by each position. 5. Oversee the year end filing of all compliance information as required by the National

Office. 6. Keep an accurate listing of all District contact information on the national and local web

site and other directories. 7. Attend national meetings and conventions as notified. 8. Familiarize yourself with YOUR District By-Laws.

HELPFUL HINTS & RECOMMENDATIONS

1. Acquire a membership and file the “Conflict of Interest Form” a. Purchase or upgrade to a 4 year non-athlete membership after elected for a

4 year term of office. b. File the “Conflict of Interest” form (appendix M, resources) on or before

September 1st each year. c. File District Charter application and Compliance forms (appendix M, resources)

on or before August 1st each year. 2. Build relationships with outside entities such as Sports Commissions, CVB’s, facility

owners and operators, schools, athletic associations, government agencies, etc. 3. Research and encourage members to submit their service for National Awards. 4. Use resources of the National Office for:

a. Web site b. EBlasts c. Promotional Material d. Banners e. Flyers, medals, etc.


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DISTRICT OFFICERS AAU Code: Article II E 3

1. The District Officers include: a. District Governor (page 8) b. Lt Governor1 c. Secretary d. Treasurer e. Registrar f. Additional Officers may be voted in by the Board of Managers (AAU Code:

Article II E 6) 2. Duties & Responsibilities: defined in AAU Code (AAU Code: Article II E 3)

Appendix A lists duties and helpful hints2

EXECUTIVE COMMITTEE AAU Code: Article II E 2

1. Members: a. District Officers b. Qualified Sport Directors (as defined by AAU Code) c. Finance Chair

2. Duties & Responsibilities: a. Act for the Board of Managers between District Biennial Meetings b. Approve the date/location of the Biennial District Meeting c. Approve Sport Committee Operating Rules d. Review accounts of the District Treasurer

SPORTS Approved Sports are listed in AAU Code3

1. Sports Committee: (AAU Code: Article II E 5 a 4)

Composition/Duties

2. Sports Director: (AAU Code: Article II E 5 a 4 c)

Election/Term of Office/Duties4

1 Appendix A - District Officers-Leadership & Administrative Responsibilities 2 Appendix A - District Officers-Leadership & Administrative Responsibilities 3 Appendix B - List of approved Sports 4 Appendix A- District Officers-Leadership & Administrative Responsibilities


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COMMITTEES AAU Code: Article II E 5

1. Administrative Committees a. Finance (appointed) b. Executive Committee (elected) c. Board of Review (elected) d. Nominations & Elections (elected)

2. Optional Committees a. Law & Legislation (recommended) b. Scholarship c. Marketing d. AAU Proud/AAU Cares e. Other

DISTRICT CHARTER AAU Code: By Law 8; By Law 5.2; National Policies III G

Congress charters the Districts. Districts must complete the charter application5 paperwork and forward it with the yearly membership fee6. The Governor and the Secretary must file the paperwork every August 1. There is a late fee assessed.

CONFLICT OF INTEREST AAU Code: By Law 2.13

Who MUST file: District Officers, District Executive Committee members and District Sport Directors.

You will not be able to access District Reports until the Conflict of Interest is completed each year.

To Locate: National Web Site (AAUSPORTS.org)7 …scroll to bottom of page in the footer area … …choose Conflict of Interest

5 Appendix C- District Charter Forms 6 Appendix L- Location of Resources on the AAU Web Site 7 Appendix M- Location of Resources on the AAU Web Site


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MEMBERSHIP AAU CODE: Article I B; By Law 4

1. Types a. Individual

i. Youth

1. Residency requirements (AAU Code: By Law 4.3.2)

ii. Adult 1. Adult members are not bound by residency requirements (AAU

Code: By Law 4.3.1) 2. Must consent to criminal background check

b. Club c. Life d. Allied

2. Benefits of being an AAU member

a. Member of the premier National Sports Organization b. Complete Insurance program c. Multi-Sport Membership d. Quality Local, District, Regional, National, International Competitions e. Free background checks and the Youth Protection Handbook f. National Partnerships g. Education and Scholarship Opportunities h. National Resources and Support i. A rich history of recognized alumni j. Fifty-five (55) Districts and over 100,000 volunteers

CLUBS AAU Code: Article 1 Section B

Definition: An organization or group that has been approved for membership8 after meeting the registration requirements of the AAU Code.

Club Levels:

1: For clubs who wish to participate in AAU sports or events

2: For clubs who wish to host an AAU licensed event as well as participate in AAU sports and events.

3: For clubs who wish to have 501c3 status (Able to host events and participate as well)

• To receive a vote at the Board of Managers: there must be five members registered in the club

8 Appendix D- Club Membership Information


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DISTRICT MEETINGS (MANDATORY) AAU Code: Article II E 4

1. Biennial Board of Managers Meeting a. Must be held during the last week of April, or month of May or June in even

years b. Board of Managers consists of Officers, Sport Directors, Clubs with five or more

members and up to two at large members. (AAU Code: Article II E 1) c. Notice: Must be sent thirty (30) days in advance and no more than sixty (60)

days. d. Quorum9: Five (5) member clubs with voting10 eligibility e. Compliance: Minutes and Budget must be sent to the National Office (Secretary

Duty: (AAU Code: Article II E 3 d 3 c/e) f. Changes in Club Representation:

i. Club Representative Designation Form ii. Must be submitted to the District Secretary seven (7) days in advance!

(AAU Code: Article II E 1 c 1 b) g. Order of Meetings (AAU Code: By Law 9.5) 11

2. Executive Committee a. Required to have one meeting per year b. Notice: Must be sent no less than fifteen (15) days in advance and no more than

thirty (30) days c. Quorum: twenty percent (20%) of its members

3. Special Meetings (Board of Managers)

a. May be called by the Governor b. May be called by written request of at least one third (1/3) of the Board of

Managers c. Notice: Shall be sent ten (10) days in advance and shall include the purpose of

the meeting d. Quorum: Five (5) member clubs with voting eligibility

4. Sport Committee: (AAU Code: Article II E 5 a 4) a. Required to hold a Biennial Meeting on even numbered years

i. Date & Location shall be approved by the District Executive Committee b. Notice: Must be sent thirty (30) days in advance and no more than (60) days c. Quorum: Five (5) member clubs with voting eligibility

Helpful Hint: In addition to code requirements, it is recommended District Board of Mangers and District Sport Committees hold annual business/informational meetings on odd years. Consider having the Executive committee meet several times during the year as

9 Appendix F-District Meetings, Notice, Quorums 10 Appendix G- Club Representative Voting Replacement Form 11 Appendix E-Order of Meetings


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necessary to keep the district running smoothly and up to date either in person or by conference call.


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DISTRICT OFFICERS - NOMINATIONS AND

ELECTIONS AAU Code: Policy X C

1. Nominations: a. A notice of election and an “Nomination for Office” form shall be sent not less than

sixty (60) days or more than seventy (70) days before the Biennial Meeting. b. The deadline for receiving nominations is thirty (30) days prior to the meeting c. The nominating party must submit12

i. Nomination for Office form ii. A written acceptance by the nominee iii. A brief biography stating the nominee’s qualifications for the office

d. Nominations shall be submitted to the National Compliance Department, and a copy to the District Nominations and Elections Committee Chair and the District Secretary.

e. If no eligible nomination has been submitted, the current office holder shall continue in office until the next Biennial Meeting or until a Special Meeting. If the current office holder chooses not to continue then there is a vacancy. The vacancy will be filled according to the Constitution with an appointment by the District Executive Committee until the next Board of Managers meeting when an election will be held.

2. Election Procedures: on election day a. Each candidate will be allowed a maximum of three (3) minutes to speak b. Order of speeches will be determined by draw c. Order of elections is Governor, Lieutenant Governor, Secretary, Treasurer and

Registrar d. All ballots will be sealed and stored with the District Secretary for one (1) year

3. Voting Eligibility: (AAU Code: Article II E1) a. It is the duty of the Board of Managers to elect the Officers. b. Composition of the Board of Managers (shall be at least eighteen (18) years old)

i. Clubs’ representatives

ii. Officers of the District

iii. District Sport Directors

iv. At-Large. Up to two (2) at-large members appointed by the Governor

4. Voting (AAU Code: National Policy X B 5) a. Elections must be conducted by written ballot b. No voting by proxy (AAU Code: Article II E 1 c) c. The members present on Election Day shall elect by majority vote; d. If there is one (1) candidate for office, the vote may be taken by a voice vote e. If no candidate receives a majority, a run-off ballot will be held until a candidate

receives a majority. In the run-off election, the candidate receiving the fewest votes shall be dropped from the ballot.

*Club Representative listed in the data base may be changed by filing a form (AAU Code: Article II E 1 c)13

Must be submitted to the District Secretary seven (7) days in advance!

12 Appendix H - Official Nomination for District Office Form 13 Appendix G - Club Representative Voting Replacement Form


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DISTRICT SPORT DIRECTORS - NOMINATIONS AND

ELECTIONS AAU Code: Policy X D

Elections are held only if there are 5 clubs registered in the sport.

1. Nominations a. Sixty (60) days before the Biennial Sport Committee meeting the District Secretary shall

send notice and an “Application for Office” form14

b. The deadline for receiving nominations is thirty (30) days prior to the District’s Sport Committee’s Biennial meeting

c. The nominating party must submit15

i. application for office form

ii. a written acceptance by the nominee

iii. a brief biography stating the nominee’s qualifications for the office

d. Nominations shall be sent to the District Secretary with a copy to Nominations and Elections Chair and the District Sport Director.

e. If no eligible nomination has been submitted a vacancy is created. The Director is appointed by the Governor, with the approval of the National Sport Chair.

--Unless the Sport Committee operating rules specifically provide for a method of filling the vacancy.

f. The Nominations and Elections Chair and the District Secretary shall jointly verify who is eligible to run. If they do not agree, a ruling will be made by the AAU National Board of Review.

g. Voting Eligibility for Sport Directors (AAU Code: Article II E 5 a 4 e) i. Representative of clubs with five (5) or more members

2. Election Procedures: a. On Election Day, if there is no quorum (Five [5] club representatives in attendance), no

election is held and the Governor shall appoint the Sport Director.16 *Club Representative listed in the data base may be changed by filing a form (AAU code: Article II E.1.c)13

Must be submitted to the District Secretary seven (7) days in advance.

b. The members present on Election Day shall elect a “Voting Supervisor” to conduct the election and two (2) other individuals to count the ballots

c. Each candidate will be allowed a maximum of three (3) minutes to speak. Order of

speeches will be determined by draw held by the Voting Supervisor.

d. All ballots will be sealed, forwarded and stored with the District Secretary, or at a

place that the District Secretary designates for a period of one (1) year after the election

3. Voting Eligibility: (AAU Code: Article II E 5a) a. The Sport Director shall be elected by the Sport Committee b. The District Sport Committee shall include the following:

i. Each club member which registers at least five individual members in the sport

shall have one representative on the District Sport Committee;

ii. District Sport Committee Officers as defined by that sport’s operating rules.

iii. The Governor may appoint up to two (2) at-large members

14 Appendix I - Official Application for District Sport Director

15 Appendix I - Official Application for District Sport Director 16 Appendix G - Club Representative Replacement form


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FINANCES The fiscal year of the AAU is September 1 through August 31 (AAU Code: By

Law 2)

1. District Treasurer (AAU Code: Article II E 3 d 4)

a. Pay the Charter fee by August 1 of each year (Late Fee: $500!) (AAU Code: National Policies III G)

b. Collect District money and deposit in district accounts

c. Pay District bills

d. Prepare District Financial Reports

e. File IRS paperwork for the District and the Sport Committees (990 forms)

f. Consult with the Finance Committee to prepare the District budget17 and 15

g. Approve District Sport Committee Budgets

h. Distribute all funds due to the District Sport Committee

2. Finance Committee-(AAU Code: Article II E 5 a 1 b)

a. Examine the accounts of the treasurer; report to the EC

b. Consults on the budget

c. Provides the Budget to the Board of Managers for approval

3. Executive Committee-(AAU Code: Article II-2 b)

a. Review accounts of the District Treasurer

4. Board of Managers- AAU Code: Article II-E 1 b)

a. Review and approve the Budget18

5. District Sports Committee-(AAU Code: Article II E 5 a 4 b 3&5)

a. Sport Committee operating account must comply with AAU procedures and policies

b. File annually the Location of Assets Report (LOAR) with District Office and to the National Office.

6. District Sport Director-(AAU Code: Article II E 5 a 4 c 4)

a. Develop a Budget for the Sport Committee19 and 20

b. File the budget to the District Treasurer

c. Maintain the budget and LOAR for the sport

7. Sports “Fifty Cent” policy: (AAU Code: National Policies XI 19) The AAU shall pay to the Districts fifty cents (.50) for each athlete registration in that District. These funds shall be made available to the District Sport Committee/Director of the sport in which the registration was credited. The funds shall be used to develop/promote the sport in the District. The District Sport Directors shall request reimbursement or payment from the District.

** REFER TO: National Policies- XI. BUSINESS PRACTICES for more information

17 Appendix J- Budget Information

18 Appendix K- Sample District Budget

19 Appendix I- Official Application for District Sport Director 20 Appendix L- Sample Sport Budget


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COMMUNICATIONS

1. Email Blast a. The National Office facilitates Eblasts sent to membership

i. Sports can send blasts to sport members in their District ii. Officers can send blasts to their District membership

b. To send: Go the District Reporting Login which can be found at the bottom of each page on the website www.aausports.org.

i. Click on Blast Email App (found in the upper left corner) ii. Fill out the form iii. APPROVE it iv. National Office gives final approval

2. Obtaining District Membership Data: (AAU Code: National Policies II)

a. District data and reports are available in the District Reporting Login. b. The Governor MAY submit an agreement and non-disclosure form to access

membership data such as address and emails. c. Contact the Executive Direcrtor or the compliance department for more

information

3. Websites and Social Media (AAU Code: National Policies VII) a. MUST be limited to AAU Business

INSURANCE AAU Code: Article I F 1 b

For Insurance information and claim forms go to: AAUSPORTS.org, Membership and select Insurance or in the District Reporting Login select Resources and then Insruance21

1. Insurance Provided: a. Sports Accident b. General Liability c. Extended Coverage (AB: Added Benefits) d. Insurance Certificates (verification, third party)

2. Claim Forms

a. Sports Accident Form b. Non-Member Incident Form c. Property Damage Form

21 Appendix M. Location of Resources on the AAU web site

http://www.aausports.org/


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EVENTS & LICENSES AAU Code: By Law 3; National Policies XII; National Policies XVIII; Article II E 5 a

4 c 4 d

1. AAU events must have an approved AAU license 2. All participants in AAU licensed events must be current AAU members 3. To attain an event license you must be a Level 2 or Level 3 club 4. A club must be a member in the District in which it wishes to obtain the license 5. Types of Licenses:

a. Practice License (MUST be supervised by an AAU adult member) b. Competition License

i. Single Event (Invitational, Clinic) ii. League iii. Tournament (Invitational, District Championship, National Event)

6. License Application & Approval a. Application is located on the National Web site under: JOIN AAU22 b. License Approval (AAU Code: Article II E 5 a 4 c 4 d)

i. District Sports Director review and approval within fifteen (15) days of notice

ii. In the absence of a District Sports Director, the Governor reviews and approves

iii. Note, the District Sports Director and/or Governor must activate their login for the current membership year in order to approve licenses. To activate the login, you must be a current member, submit the conflict of interest filing and contact [email protected] to obtain your login credentials.

22 Appendix M- Location of Resources on the AAU Web Site

YOUTH PROTECTION HANDBOOK

www.aausports.org, About AAU, Governance, Youth Protection Handbook

(or scroll to bottom of home page)

The Amateur Athletic Union is committed to improving the development, safety and welfare of athletes and participants involved in sport. The AAU publishes this handbook as a resource to guide the development, implementation and internal review of effective athlete welfare and misconduct prevention strategies for leadership and its members. The Youth Protection Handbook is part of the AAU Code.

mailto:[email protected]

http://www.aausports.org,/


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NATIONAL CONVENTIONS AAU Code: Article I C

1. The AAU National Convention is a biennial event a. Congress is the legislative body of the AAU

i. District Representatives (delegates) 1. District representatives are elected by their Board of Managers

Meeting at District Biennial Meeting. Election must be in the meeting minutes.

2. District representatives must be at least eighteen (18) years old. 3. Districts must submit its list of Congress delegates to the

Compliance Department at the National Office on or before August 1st of each year Congress convenes.

4. Number of District Representatives is determined by number of memberships within district. (AAU Code: Bylaw 9.2)

ii. Sport Committee Representatives 1. Each National Sport Chairman shall submit a list of sport

delegates to Congress to the Compliance Department at the National Office on or before August 1st each year.

2. Number of Sport Representatives is determined by number of specific sport memberships. (AAU Code: Bylaw 9.3)

iii. National Officers iv. Past Officers of the AAU v. Allied Member Representatives vi. Members at Large

b. Meetings: i. Administrative Committees (AAU Code: By Law 9)

1. Legislation Committee (AAU Code: Article I F c) a. Representative: appointed by the District

2. Registration Committee (AAU Code: Article I F f) a. Representative: District Registrar or representative

designated by the Governor) 3. Governor’s Council (AAU Code: By Law 11.5)

a. Representative: District Governor or officer appointed by the Governor

ii. National Sport Committees (AAU Code: Article I F 2 b & d) 1. Representative: District Sports Director or a representative

designated by the Governor 2. The District must have one half percent (.5%) of total

membership in the specific sport to have Sport Committee vote. iii. Educational Sessions

c. Submitting Legislation to Congress (AAU Code: Article I A 2) i. Constitution and Bylaws must be written and approved by the District

Board of Managers at the District Biennial Meeting. 1. Constitution and Bylaws changes and additions must be received

by the National Secretary forty-five (45) days prior to Congress d. All persons attending must stay at the designated hotel property or be accessed

a fine. (AAU Code: National Policies: III H)


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APPENDIX A - LEADERSHIP & ADMINISTRATIVE

RESPONSIBILITIES

DISTRICT SPORT DIRECTORS

The National AAU Sports program functions as an administrative service agency for the general affairs and operation of the National and District program. It is not a revenue funding entity for its numerous athletic programs. Each District Sports Committee is responsible for its program funding and fiscal operations.

1. A) Purchase or upgrade to a 4 year non-athlete membership after elected for a 4 year term of office. B) File a conflict of interest form (on the AAUsports.org web site) on or before September 1st each year. C) Contact the National office for a login to approve event licenses and to access District Reporting on the website.

2. Establish, develop and implement a comprehensive sports program for all age divisions in accordance with National objectives of the program.

3. Together with the Sports Committee members, establish operating rules for the District Sports Committee. Furnish the copy of the operating rules to the District Secretary.

4. Prepare an annual schedule of events including District Championships. 5. Reply to all license requests forwarded from the National Office for events in your sport

within fifteen (15) days. 6. Develop and implement an effective public education and information (marketing)

program for the sport, especially as it relates to the District activities. 7. Keep all web site information up to date. 8. Conduct District Sport Committee meetings and elections per AAU Code. 9. Be responsible for all reports of the District Sports Committee required per AAU Code 10. File license requests for all District Championships. Provide the National Office with

information needed to send out eblasts for championship events. Any postings, bulletins or flyers need to be approved by the National Office before distributing to the public.

11. Promptly answer all requests regarding the sports program. 12. Be responsible for all District Championship reports.

DISTRICT LIEUTENANT GOVERNORS

The District Lieutenant Governor will fulfill duties as outlined in the AAU code Article II.3.d.2

Helpful Hints:

1. Purchase or upgrade to a 4 year non-athlete membership after elected for a 4 year term of office. File the “Conflict of Interest” form on or before September 1st each year.

2. Become knowledgeable of the AAU Code and policies and assist in all compliance requirements.

3. It is the Lieutenant Governor’s position to represent the District in an official capacity and conduct District meetings when the Governor is not available to do so.

4. To assist the District Governor in establishing, developing and implementing a comprehensive program to promote district programming and increase the district membership and events in accordance with national objectives and compliance.


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DISTRICT SECRETARY

The District Secretary shall preform all duties as outlined in the AAU Code

Article II.3.d.3

Helpful Hints:


2. Prepare and maintain a calendar of all District Board of Manager and Sport Committee meetings, post the calendar on the District web site and or distribute to all Officers and Sport Directors.

3. Assist the Governor in the preparation of the yearly compliance documents due August 1st each year.

4. Forward a copy of the minutes from the Board of Director and Executive Committee meetings within 30 days after the meeting.

5. The District Secretary is a voting member to all national Zone meetings of the zone the district resides in.

DISTRICT TREASURER

The District Treasurer shall perform all duties as outlined in the AAU Code

Article II.3.d.4

Helpful Hints


2. Pay or authorize payment of District membership (charter fee) to the National office on or before August 1st each year.

3. Yearly audit of all accounts is advised.

DISTRICT REGISTRAR

The District Registrar shall perform all duties as outlined in the AAU Code

Article II.3.d.5

Helpful Hints


2. To become knowledgeable of the AAU code and policies and all compliance requirements.

3. Notify appropriate sport committee of approved athlete transfers. 4. Disseminate individual and club memberships which were refused by the National

Board of Review to the appropriate Sport Committees and officers. 5. Assist clubs/individuals through the process of applying for memberships and event

licenses.


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APPENDIX B – APPROVED SPORTS LIST OF APPROVED SPORTS**

(AAU Code: APPENDIX C)

Aquatics (Youth Diving, Swimming, Water Polo)

Badminton

Baseball

Basketball (Boys)

Basketball (Girls)

Basketball (Men)

Basketball (Women)

Baton Twirling

Bowling

Cheerleading

Chess

Chinese Martial Arts/Kung Fu

Cricket

Dance

ESports

Field Hockey

Fishing (from land-based platform – youth only)

Football (Flag, Tackle, 7-on-7, Football Cheer)

Futsal

Golf

Gymnastics (Gymnastics, Freestyle Gymnastics)

Hockey (Floorball, Ice, Inline & Roller)

Judo

Jump Rope

Karate

Lacrosse

Pickleball

Soccer

Softball

Sport Stacking

Strength Sports (Powerlifting, Weightlifting)

Surfing

Table Tennis

Target Shooting

Taekwondo

Track and Field (Cross Country, Multi-Events, Track and Field)

Trampoline and Tumbling

Volleyball (Indoor and Beach)

Wrestling

** Sport may be limited to a specific age or category of competition.


AAUSPORTS.ORG | 22

APPENDIX C - DISTRICT CHARTER FORMS (AAU Code: By Law XI)

(Forms can be found on the National Website: AAUSPORTS.org23 in the footer area at bottom of page: District Reporting Login – Resources - District Charter Forms)

1. District Charter Application...along with a check!

a. List of Officers b. Signed by: Governor & Secretary

2. District Directory Information (Listing of District Officers…) a. List of Officers b. List of Sport Directors c. Appointed members of the Legislation and Registration Committees d. Signed by: Governor & Secretary

3. District Location & Assets Report (LOAR) a. Institution b. Address c. Type of Account (s) d. Account Number (s) e. Signed by: Officer

4. Domain Name & District Website Keys a. URI b. Administrator c. Log in d. Password e. Domain Name/Server f. Signed by: Governor & Secretary

5. District Request & Consent Form (to be listed as a subordinate of the Amateur Athletic Union of the U.S. Inc. group tax exemption)

a. Employee ID number (EIN) b. Signed by: Governor

The above forms are due on August 1st annually.

A late fee will be assessed.

23 Appendix I- Location of Resources on the AAU Web Site


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APPENDIX D - CLUB MEMBERSHIP

INFORMATION

Level 1: is for incorporated or unincorporated clubs who wish to participate in AAU events,

vote at the appropriate district meetings and receive a practice license. This level club will not be able to host an AAU licensed event. Level 1 Clubs may not use trademarks of the AAU except to say the club is a member of the AAU.

➙ $30.00 - Youth Club Per Membership Year

➙ $50.00 - Adult Club or Both Youth and Adult Club Per Membership Year

➙ Eligible to participate in events

➙ Eligible to vote at appropriate district biennial meetings

➙ Eligible to apply for practice insurance certificate

Level 2: is for incorporated or unincorporated clubs and has the same benefits a Level 1.

In addition the Level 2 Club may host an AAU licensed event, other than practice, and may use the AAU name and trademarks for licensed events only.


➙ $80.00 - Adult Club or Both Youth and Adult Club Per Membership Year

➙the same benefits as Level 1 AND…

➙ Eligible to apply for a license to host an event

➙ Eligible to use the AAU logo & Name in AAU licensed events

Level 3: is only for unincorporated clubs and has the same benefits as Level 1 and Level 2.

In addition the Club can become a subordinate under the AAU’s Group exemption program, making the entity a tax-exempt organization. Level 3 Clubs are eligible to accept tax-exempt donations directly. Level 3 Clubs must register online.


➙ $320.00 - Adult Club or Both Youth and Adult Club / Per Membership Year

➙the same benefits as Level 2 AND…

➙ Eligible for tax - exempt status

➙ Eligible to receive tax-exempt donations

➙ Eligible to become sales tax exempt in your state


AAUSPORTS.ORG | 24

APPENDIX E - ORDER OF MEETINGS (Meeting Agenda) (AAU Code: By Law 9.5)

Order of Meetings. At all meeting of Congress, Districts and National Sport Committees,

the following order of the meeting shall be observed:

Roll call of members (Credentialing process)

Call meeting to order

Establish rules of the meeting

Adopt Agenda

Approval of the minutes of preceding meeting.

Reports of Officers and Committees

Unfinished business

New business

- At District Biennial Legislative Meeting include an item to establish the Biennial

Legislative Meeting Date

- Requests from the National Office to include items on the agenda

Elections

Announcements

Standing Resolutions

Adjournment


AAUSPORTS.ORG | 25

APPENDIX F - DISTRICT MEETINGS, NOTICES

AND QUORUM (AAU Code: Article II E 4)

1. Biennial Meeting a. Board of Managers b. Last week of April, the month of May or June of even years

** If the Biennial Board of Managers meeting minutes does not reflect the date of the next Biennial Board of Managers meeting the date shall be the first Saturday or Sunday in June

c. Notification no less than thirty (30) days-no more than sixty (60) days d. In election years, notification no less than sixty (60) days – no more than seventy

(70) days. e. Quorum: Representatives of no less than FIVE member clubs with voting

eligibility

2. Executive Committee a. Meet on the Call of the Governor b. Meet on written request of one-third of Committee c. Notification: No less than fifteen (15) days-no more than thirty (30) days d. Quorum: twenty percent (20%) of its members

3. District Sports Committee

a. Notification: Not less than thirty (30) days-no more than sixty (60) days b. Notification in election years: Not less than sixty (60) days – not more than

seventy (70) days c. Quorum: FIVE (5) member Clubs with voting eligibility

i. Voting eligibility: registered club with FIVE (5) registered members ii. Replacement Representative must be filed SEVEN (7) days prior to

meeting iii. Voter must be eighteen (18) years of age or older iv. No voting by proxy v. Each member of the Sports committee shall have ONE (1)vote


AAUSPORTS.ORG | 26

APPENDIX G – SAMPLE CLUB REPRESENTATIVE

VOTING REPLACEMENT FORM


AAUSPORTS.ORG | 27

APPENDIX H – SAMPLE OFFICIAL NOMINATION

FOR DISTRICT OFFICE

__________________District Officer

Official Nomination for Office

Nominee’s Information:

_______________________________ _____________________________ Name of Nominee District Office Sought Address: ___________________________City: _______________State: __ _ Zip Code: __ _ Phone: __________________ Email Address: __________________ Nominee Serves on Board of Managers as:

A. [ ] Current Officer B. [ ] Elected Sport Director C. [ ] At-Large Member D. [ ] Club Representative for ______________________________ Club

Nominee must be a current AAU member.

Nominator’s Information:

_________________ ___ _ __________ _ _______________ Name of Person Making Nomination Signature AAU Membership ID Person making this nomination serves on Board of Managers as:

A. [ ] Current Officer B. [ ] District Sport Director C. [ ] Club Representative for _____________________________ Club D. [ ] At-Large Member

THE FOLLOWING SUPPORT MATERIALS MUST BE ATTACHED:

1. A written acceptance of the nomination by the Nominee.

2. A biography stating the qualifications of the Nominee.

Submit Information To:

District Nominations and Elections Chair with copy to District Secretary.

Nominations Due:

30 days prior to meeting

______________ (enter date here)

Nominations submitted without all required materials shall be considered incomplete & the candidate will not

be eligible to run for office. Candidates shall complete a separate application for each office sought.

Revised: 12/2017


AAUSPORTS.ORG | 28

APPENDIX I – SAMPLE APPLICATION FOR

DISTRICT SPORT DIRECTOR


AAUSPORTS.ORG | 29

APPENDIX J - BUDGET

WHAT IS A BUDGET

One thing that every good money manager does is make a budget.

What is a budget? It's a means of keeping track of exactly how much money is coming in and how much money is going out.

WHAT A BUDGET DOES

As a financial planning tool, a written budget allows you to plan how you will spend and/or save your money. Making a budget is vital to keeping financials in order.

It is important to provide as much detailed and accurate information as possible. The result of the budget will show where money is coming from, how much is there, and where it is going.

With a budget, you can prioritize your spending and better manage your money.

HOW TO MAKE A BUDGET

1. Gather every financial statement you can. This includes any information regarding a source of income or expense.

2. Record all of your sources of income. 3. Create a list of expenses. Write down a list of all the expected expenses you

plan on incurring. 4. Total your income and expenses. If your result shows more income than

expenses, you are good. This means you can prioritize the excess to other areas of your budget. If you are showing a higher expense column than income it means some changes should be made.

5. Adjust expenses. The goal would be to have your income and expense columns to be equal. This means all your income is accounted for and budgeted for a specific expense or savings goal. If you are in a situation where expenses are higher than income, you should look at your nonessential expenses, shave a few dollars in a few areas.

6. Review your budget. It is important to review your budget on a regular basis to make sure you are staying on track.

A budget is a road map or a guide. Adjustments can be made.

https://www.thebalance.com/television-and-radio-4074022


AAUSPORTS.ORG | 30

APPENDIX K - SAMPLE DISTRICT BUDGET


AAUSPORTS.ORG | 31

APPENDIX L - SAMPLE SPORT BUDGET


AAUSPORTS.ORG | 32

APPENDIX M - LOCATION OF RESOURCES ON

AAUSPORTS.ORG SITE

Go to the AAU web site (AAUSPORTS.org)…scroll to the bottom in the footer… choose DISTRICT REPORTING LOGIN…login…

Blast Email App:

Use this to send Emails to groups of people in the district

If you there are problems, call IVY at the National Office.

Find an Event:

Look up events

Reports:

Membership: Look up any member of the district

Clubs: Look up any club in the district

Licensed Events: Look up every licensed event in the district

Resources:

Business Calendar: Import dates, deadlines, events, office closures, etc.

Code Book

Conflict of Interest Filing

District Charter Forms

Forms that need to be filed every year:

District Charter App

District Direct Information

District Website Form

District Request & Consent Form

District Location of Assets Report

District Elections:

Information; Form and calendar for District Officers and District Sport Directors

District Office Contacts:

Every District office contact is listed

Insurance

Membership Codes & Fee Chart

Marketing: Information to aid in Marketing the AAU

AAU by the Numbers

AAU Marketing Packet

AAU Video

Host an AAU Event Flyer

Social Media Convention Presentation

Sport Brochures

National Office Directory

Sport Director License Approval Login

Weekly Status Reports: Drop down choices to see the weekly status of the district

Home: The front page of the web site

Logout


AAUSPORTS.ORG | 33

APPENDIX N – AAU NATIONAL DIRECTORY

Please refer to Resources section of the District Reporting Login for the most updated directory.

APPENDIX O - AAU BUSINESS SCHEDULE

Please refer to Resources section of the District Reporting Login for the most updated business schedule.

http://image.aausports.org/pdf/AAUNationalOfficeDirectory.pdf

http://image.aausports.org/pdf/AAUBusinessSchedule.pdf

district governor’s manual...1. biennial board of managers meeting a. must be held during the last...

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