LOUISIANA TRACK AND FIELD COACHES ASSOCIATION BYLAWS

The Louisiana Track and Field Coaches Association is an organization made up of professional coaches from the college, high school. junior high school, and club ranks dedicated to the advancement of the sports of track and field and cross country. This organization also promotes the opportunity for participation for all athletes and will nurture the growth of the sports. The membership meets annually to discuss issues affecting the sports and proposes changes regarding rules, events, and participation among other topics. The group also promotes the continuing education as it relates to the above sports by sponsoring a Coaches Clinic at which experts present current information and share ideas aimed at improving the level of coaching in the state. The LTFCA is a nonprofit organization that is financially supported solely through the annual dues paid by its members and various sponsors. The organization maintains collegial relationships with the governing bodies of track and field and cross country in Louisiana and the United States.

The members of the Executive Board are elected by the membership. The member of the Board of Directors are appointed by the Executive Board. The Executive Committee , with a quorum of at least five voting members, shall be empowered to pass all rules and constitutional provisions and make all appointments necessary and proper for conducting official business for the association.

Executive Board: (elected by membership)
President (elected by membership) –
1. Maintains calendar for Executive Committee
2. Serve as liaison to all internal(executive committee) and external (LHSAA, LHSCA, USATF, USTFCCCA etc) organization.
3. Communicate with the LHSAA regarding proposals supported by the association
4.Call and organize meetings of executive committee and general membership
5. Serves master of ceremonies for annual clinic
6. Oversee organization of clinic via executive committee
7. Respond to issues / concerns of membership
8. Voting member
9. Serves two year term

First Vice President (elected by membership)
1. Assume duties of the president in his/her absence, removal, or resignation
2. Voting member
3. Supervise registration table on days of clinic
4. Perform duties assigned by the president
5. Assist in organization of annual clinic
6. Voting member
7. Serves two year term
8. Ascends to position of President upon completion of term

Second Vice President (elected by membership)
1. Recruit Clinic Vendors / Maintain Contact List
2. Secure clinic vendors
3. Voting member
4. Assist registration table on days of clinic
5. Perform duties assigned by the president
6. Assist in organization of annual clinic
7. Assume duties of the 1st vice president in his/her absence, removal, or resignation
8. Serves two year term
9. Ascends to position of First Vice President upon completion of term

Board of Directors: (appointed by unanimous vote of executive board)
Clinic Chair (appointed)
1. Determine topics and invite speakers
2. Determine AV needs for speakers and relay information to the president
3. Determine and provide transportation needs for featured speakers
4. Determine time table for clinic
5. Provide webmaster with clinic information suitable for press release
6. Voting member

Secretary / Treasurer (appointed)
1. Maintain checking account where all organizational funds must be deposited
2. Pay all bills related to the association
3. Record minutes of all official meetings of the association
4. Produce biannual reports for the organization
5. Provide a financial report to the membership at the annual meeting
6. Produce and make available a written financial report to the membership
7. Maintain current roster of members, coordinating list with clinic director and editor of the newsletter
8. Obtain & distribute membership cards
9. Aid with registration table on days of clinic
10. Maintain database of current and past members
11. Provide USTFCCCA with mailing list of members
12. Voting member

Awards Chair (appointed)
1. Create a list of State Champions for Cross Country(name, school, classification)
2. Create a list of State Champions for Indoor Track and Field(name, school, classification)
3. Create a list of State Champions for Outdoor Track and Field(name, school, classification)
4. Notify each state champion head coach by phone or mail at least 45 days prior to the clinic that he or she will be honored at the clinic and presented with a plaque
5. Order plaques for State Championship coaches
6. Order plaque for outgoing president
7. Compile All State Cross Country lists(25 girls/25 boys) and disseminate lists to media coordinator
8. Order and distribute All State Cross Country certificates
9. Compile All State Track & Field list (top 3 composite performances in each event)
9. Solicit nominations for Lifetime Achievement Award
10. Order Lifetime Achievement Award plaques
11. Maintain a list of past Lifetime Achievement Award recipients
12. Solicit nominations for the Tom Nolan Distinguished Coach Award
13. Maintain a list of past Tom Nolan Distinguished Coach Award recipients
14. Voting member

Media Coordinator(appointed)
1. Coordinate Cross Country polls
2. Appoint Cross Country Poll Committee Members
3 Release poll info to statewide media
4. Create and Maintain Media Contact Email List
5. Disseminate Clinic Information to Media
5. Voting member

Site Coordinator(appointed)
1. Secure location for annual clinic to meet the following criteria:
a) theater style rooms for clinic presentations
b) arrange coaches social (food and beverage)
2. Reserve needed guest rooms for speakers and executive committee
3. Coordinate AV equipment and any other equipment needed for clinic speakers with hotel
4. Voting member

Clinic Promotion Chair
1. Print and mail clinic & membership information to all current members no later than October 1 each year
2. Print and mail clinic & membership information to all high schools in the state no later than October 1 each year
3. Email clinic and membership information to all members multiple times throughout the fall
4. Voting Member

Member-At-Large(appointed)
1. Aid president with external (LHSAA, LHSCA, USTFCCCA, etc) organizations
2. Aid the 2nd Vice-President with vendors
3. Aid Clinic Coordinator with identifying and contacting potential clinic speakers
4. Maintain the Association website
5. Voting member