Pacific Association USATF

2001 PA Masters TF Committee Operating Procedures

Revision 5, 6 Feb 2001
OPERATING POLICIES AND PROCEDURES
PACIFIC ASSOCIATION MASTERS TRACK & FIELD SPORTS COMMITTEE

Rule 1. Qualifications of Membership to the Committee:
a. Clubs: The basic constituency of the Pacific Association Masters Track and Field Sports Committee is the clubs throughout the Pacific Association. Each club gains access to one member\vote on the Pacific Association Masters Track and Field Sports Committee by:
(1) Paying their yearly dues, and

(2) Having five (5) registered masters athletes who compete in track and field in this association.
b. Sponsoring Organizations: A sponsoring organization has one member\vote on the Pacific Association Masters Track and Field Sports Committee by virtue of paying its yearly dues and bidding on a sanctioned track and field event annually.

c. Masters Athlete Representatives: The Pacific Association By-laws currently require one athlete representative for every four hundred (400) registered masters athletes. Each athlete representative receives one vote. The Athlete Representative must compete in the Pacific Association.

Rule 2. Budget
a. The Pacific Association Masters Track and Field Sports Committee Executive Board shall set and submit its budget to the Pacific Association Board of Athletics by 30 September of each year.

Rule 3. Championships
a. The Pacific Masters Track and Field Sports Committee may conduct a Pacific Association Masters Indoor Track and Field Championship. This Championship shall conform to the events required for a Association Masters Indoor Track and Field Championship, as the available facility will allow. At least one walking event should be held. This meet may be held in conjunction with the Pacific Association Open Track and Field Indoor Championships.
b. The Pacific Association Masters Track and Field Sports Committee may conduct a Pacific Association Masters Indoor Pentathlon and/or Heptathlon Championships. This Championship shall conform to the events required for a Indoor Pentathlon/Heptathlon. These events may be held in conjunction with the Pacific Association Open Pentathlon and/or Heptathlon Indoor Championships.
c. The Pacific Masters Track and Field Sports Committee may conduct a Pacific Association Masters Indoor Age-graded Track and Field Championship. This Championship shall conform to the events required for a Association Masters Indoor Track and Field Championship, as the available facility will allow. At least one walking event should be held. This meet may be held in conjunction with the Pacific Association Open Track and Field Indoor Championships.

d. The Pacific Association Masters Track and Field Sports Committee will conduct an Pacific Association Outdoor Masters Track and Field Championship. This championship shall conform to the events required for an Association Outdoor Masters Track and Field Championship, as the available facility will allow. At least one walking event will be held. This meet may be held in conjunction with the Pacific Association Open Track and Field Outdoor Championships.

e. The Pacific Association Masters Track and Field Sports Committee may conduct an Pacific Association Outdoor Age-graded Masters Track and Field Championship. This championship shall conform to the events required for an Association Outdoor Masters Track and Field Championship, as the available facility will allow. At least one walking event will be held. This meet may be held in conjunction with the Pacific Association Open Track and Field Outdoor Championships.

f. The Pacific Association Masters Track and Field Sports Committee may conduct a Pacific Association Masters Decathlon and/or Heptathlon Championships. This championship shall conform to the events required for a National Decathlon/Heptathlon. This event may be held with the Pacific Association Open Decathlon/Heptathlon Championships.

g. The Pacific Association Masters Track and Field Sports Committee may conduct a Pacific Association Masters All-around Weight Pentathlon. This championship shall conform to the events required for a National All-Around Weight Pentathlon. This event may be held with the Pacific Association Open All-Around Weight Pentathlon.
h. All Pacific Association Masters Championships are both individual and team Championships.

i. All Pacific Association masters athletes that are residents are eligible for the Championships, provided that they reside within the Pacific Association, and that they have a current USA T&F card. Each athlete must show a current USA T & F card prior to competing.

j. Masters athletes that are not Pacific Association residents may compete in Pacific Association events provided the have a current USA T&F card from their respective associations. They are not eligible for awards or medals. Each athlete must show a current USA T & F card prior to competing.

k. All Pacific Association Masters Track and Field Clubs are eligible for the Pacific Association Indoor or Outdoor Club Championships events, provided that their competing members are all Pacific Association residents, and that the club is a current USA T&F registered member.
l. Scoring for the Club Championship is as follows:

(1) Individual Events

1st Place 5 points

2nd Place 3 points

3rd Place 1 point
(2) Relay Events
1st Place 5 points
m. The Pacific Association Masters Track and Field Sports Committee Chairperson should be invited to attend all meetings regarding the planning and execution of any Masters event covered by these operating policies and procedures.
n. Meet directors of Pacific Association Masters Championship Events and other sanctioned masters events are encouraged to schedule open competition for athletes.
o. Any athlete competing in any sanctioned Masters Track and Field Meet in the association shall show a current USA T & F card prior to competing.

Rule 4. Bids

a. All bids for the Pacific Associations Masters Track and Field Indoor and Outdoor Championships are public knowledge.
b. A Club, a Sponsoring Organization, or an individual desiring to place a bid to host the Pacific Associations Masters Indoor Track and Field Championships shall submit their bid to this committee no later that 1 June of the previous year.
c. A Club, a Sponsoring Organization, or an individual desiring to place a bid to host the Pacific Associations Masters Indoor Pentathlon and/or Heptathlon Championships shall submit their bid to this committee no later that 1 June of the previous year.

d. A Club, a Sponsoring Organization, or an individual desiring to place a bid to host the Pacific Association Masters Outdoor Track and Field Championships shall submit their bid to this sports committee no later that 1 October of the previous year.
e. A Club, Sponsoring Organization, or individual desiring to place a bid to host the Pacific Association Masters Decathlon/Heptathlon Championships shall submit their bid to this sports committee no later that 1 October of the previous year.

f. A Club, a Sponsoring Organization, or individual desiring to place a bid to host the Pacific Association Masters All-around Weight Pentathlon Championships shall submit their bid to this sports committee no later that 1 October of the previous year.

g. The Masters Track and Field Sports Executive Committee will select the site for the all Indoor and Outdoor Pacific Association Masters Championships.

Rule 5. Records

a. The Masters Track and Field Sports Committee will keep a master set of Pacific Association Masters Track and Field Championship records and a set of Pacific Association Masters records. Copies of these records will be provided to the Club hosting the Championship at the time of bid acceptance notification. Within one month of the conclusion of the Championships the host club, sponsoring organization, or individual will provide the Masters Track and Field Sports Committee with the results of the meet.

b. Only athletes registered within the Pacific Association at the time of the competition may hold a Pacific Association Masters record.

c. Pacific Association Masters Track and Field meet records may be set by any registered masters athlete.

Rule 6. Representation
a. Any Pacific Association masters athlete may compete as a representative of a Pacific Association club, or may compete unattached. In order for an athlete to compete as a representative of a club, that club must be a member in good standing with the Pacific Association.
b. Any masters athlete who wishes to compete as a representative of a Pacific Association club must reside in the Pacific Association for at least ninety (90) days, unless the Pacific Association Masters Track and Field Sports Committee waives this requirement.
c. Any masters athlete who wishes to change representation from one Pacific Association club to another, must compete unattached for one-hundred and twenty (120) days from the last time that athlete competed for the former club, unless this requirement is waived by the Pacific Association Masters Track and Field Sports Committee.

d. Ten (10) days prior to the a Pacific Association Indoor or Outdoor Masters Championship event, the Masters Track and Field Sports Committee Chairperson and the Meet Director will be provided by each club competing in that championship with a roster of the members who will be competing in that event for that club.

Rule 7. Elections
a. Nominations for elected positions may be by mail or in person at annual meeting.

b. Nominations for the elected positions begin on 1 June of odd numbered years, and close at the annual meeting. Elections will be held at the annual meeting. The results will then be provided to the clubs and to the Board of Athletics. The chair person may fill open positions by appointment. A person may hold more than one of the elected positions.

Rule 8. Track and Field Meet Flyers

a. Meet directors should send a copy of their meet flyers to the Pacific Association Masters Track and Field Sports Committee Chairman prior to publishing. The purpose of this review is to ensure that the flyer is in accordance with the present national governing bodies and Pacific Association rules. Additionally, comments received from athletes, officials, or other persons will be provided to the meet director.

Rule 9. Meetings

a. The Pacific Association Masters Track and Field Sports Committee will hold a meeting at least once each year. Other Committee meetings will be scheduled by the Pacific Association Masters Track and Field Sports Committee Executive Board as required. These meeting will be held on the site selected by the Executive Board.
b. All registered Pacific Association masters athletes are invited to attend these meetings.

c. The Pacific Association Masters Track and Field Sports Executive Board will schedule Executive Board meetings when required.

d. All registered Pacific Association masters athletes are invited to attend Executive Board meetings.

e. At the annual meeting of the Committee or at Executive Board meetings a quorum will consist of those voting members present.

Rule 10. Amending the Masters Track and Field Sports Committee Policies and Procedures

a. The Pacific Association Masters Track and Field Sports Committee Policies and Procedures may be amended once a year at the annual meeting by a 2\3 vote of those present.
b. Between annual meetings of the Pacific Association Masters T & F Sports Committee the Operation Policies and Procedures of the Pacific Association Masters T & F. Sports Committee can also be amended by a 2/3 vote of the Clubs, Athletes, or Sponsoring Organizations that reply to the suggested changes.

Rule 11. Scheduling of Pacific Association Masters Track and Field Meets

a. The Pacific Association Masters Track and Field Sports Committee will advise meet directors regarding the scheduling of all Pacific Association Masters Track and Field Meets in the Pacific Association. The Committee will take into consideration the desires of the hosting club, the Open Track and Field meet schedule, the other nearby Associations Schedules, and any other events that could possibly affect participation by athletes or officials in each meet.

Rule 12. Executive Board

a. The Pacific Association Masters Sports Committee Executive Board is comprised of at least the following positions:

(1) Chairperson (non-voting, breaks ties) (normally the National Convention Representative)

(2) Masters Athlete Representatives (20% of the total committee)

(3) Sponsoring Organizations Representative (1 for each 5 sponsoring organizations or fraction there-of)
(4) Clubs Representative (1 for each 5 sponsoring organizations or fraction there-of)

(5) Additional positions and ad hoc committees may be created and appointed as necessary by the Pacific Association Master Sport Committee Chairperson with the concurrence of the Executive board. The Pacific Association Masters Track and Field Sports Committee Operating Policies and Procedures will be amended during the next election if these temporary positions need to become a permanent part of the Executive Board.

Rule 13. Appointments

a. The Pacific Association Masters Sports Committee Chairperson may appoint persons to fill empty positions on the Board of Athletics with the concurrence of the Executive Board members.

Rule 14. Application for Championship Event
a. The appropriate form shall be used by the person (s) or organization desiring to host a Pacific Association Championship event.

Rule 15. Awards

a. The following awards shall be given annually by the Pacific Association Masters Track and Field Committee:

(1) Sprinter Hurdler (400M & Shorter)

(2) Race Walker

(3) Relay Team

(4) Thrower

(5) Jumper

(6) Distance Runner

(7) Multi-event

(8) Best Meet (Awarded to meet director)

(9) Most Active Club
b. Selection criteria for the preceding awards shall be as follows:

(1) Pacific Association Masters Track and Field Clubs shall submit to the Pacific Association Masters Track and Field Chairperson their nominations for awards by 1 November of each year.

(2) The Latest edition of the Masters Age-Graded Tables shall be used to determine the Performance-Level Percentage for personal awards (Awards 1 through 7) for all female and male masters (Age 40 and over) athletes. The female and male athletes with the highest performance-level percentage shall receive the award in that category.

(3) The raw data shall be submitted to the Pacific Association Masters Track and Field Chairperson so it can be second checked.

(4) Selection for (Awards 8 & 9) is subjective in nature and shall be based on a narrative summary provided to the Pacific Association Masters Track and Field Sports Committee Chairperson.

(5) The Pacific Association Masters Track and Field Awards for that year shall be provide to the Pacific Association Awards Chairperson prior the last scheduled Pacific Association Board of Athletics meeting for that year.

(6) Presentation of awards shall be scheduled by the Pacific Association Board of Athletics.
Rule 16. Finances

a. The Pacific Association Master Track and Field Sports Committee shall receive from its Association Championships:
(1) A portion of its entry fees:

i When admission is charged $0.50 shall be paid per athlete; or
ii When no admission is charged $0.25 shall be paid per athlete.

(2) Pacific Association Masters Track and Field Sponsors shall pay a $25.00 set up fee per association championship to the Pacific Association Masters Track and Field Sports Committee. This will allow the Sponsor to set up and sell their wares at that association championship. This does not prevent the meet director from acquiring his own sponsors.

b. Reports: The organization (s) conducting a Pacific Association Masters Track and Field Championship shall furnish to this Sports Committee within sixty (60) days following the event a detailed financial report showing all receipts and disbursements. Failure to comply without good cause within the time specified could bar the contracted organization from being awarded any Pacific association championships for one (1) year thereafter.

Rule 17. Internet

a. The Pacific Association Master’s T & F. Sports Committee will provide and/or approve all information placed in the Masters T & F section of the Pacific Association USATF web page. This information will be forwarded to the Pacific Association Communication Committee for their approval and posting on the Internet.

APPLICATION FOR A PACIFIC ASSOCIATION

MASTERS TRACK AND FIELD CHAMPIONSHIP EVENT

Complete 3 copies and send to: Masters Track and Field Sports Committee Chairperson

_________________________________________(Name of Person (s) or Organization) submits its bid to host the following Masters championship event in the year __________.

_____Association Indoor _____Association Outdoor

_____Association Indoor Pentathlon\Heptathlon

_____Association Outdoor Decathlon\Heptathlon

_____Association Outdoor All-Around Weight Pentathlon

_____Association Age-graded Indoor _____Association Age-graded Outdoor

SPONSORING ORGANIZATION:
The responsible officer(s) of the sponsoring organization is/are: (If more that one, check here _____ and
attach extra sheet(s).)
Name_____________________________________________ Title___________________

Address___________________________________________________________________

Telephone: Business ( ) _______-___________

Home ( ) _______-___________

FAX ( ) _______-___________

The host, when their bid is accepted, is responsible for and must guarantee all of the expenses of the
Championships. Please list the sources of income available to your organization.
__________________________________________________________________________

__________________________________________________________________________

__________________________________________________________________________

Please provide the name, address, and FAX and telephone number of the Meet Director and a brief summary of his/her track and field experience.
Name_____________________________________________

Address___________________________________________________________________

Telephone: Business ( ) _______-___________

Home ( ) _______-___________

FAX ( ) _______-___________

Experience: _____________________________________________________________

__________________________________________________________________________

__________________________________________________________________________

__________________________________________________________________________

FACILITY:

The event will be conducted in (stadium/facility): _________________
_________________________________________________________________________

City ____________________________________________________ State ________

Prior Association, Sectional, National Championships held in the facility:

__________________________________________________________________________

__________________________________________________________________________

Preferred date (s) ______________________________________________________

Alternate date (s) ______________________________________________________

Normal weather conditions:

Temperature range ______________________________ degrees Fahrenheit

Humidity range ______________________________ %

Wind speed ______________________________ MPH

The facilities are:

_____ Indoor – track size _______ meters

_____ Outdoor – 400 meters

Is there sufficient light for night competition? _____ Yes _____ No

Comments ________________________________________________________________

________________________________________________________________

Condition of the Track (please circle one) Superior, good, fair, poor.

Number and size of lanes: _____ Number Straight-away _____ ” Width

_____ Number Around Track _____ ” Width

Raised curb: _____ Yes _____ No

Type of surface:

Track ______________________________________________________________

Throwing Circles ___________________________________________________

Jumping Surfaces ___________________________________________________

Javelin Runway _____________________________________________________

Are all field events contained within the facility? If not, explain. ___

__________________________________________________________________________

__________________________________________________________________________

Do all competitive facilities meet minimum standards for America and World

Records? _____ Yes _____ No Explain. __________________________________

__________________________________________________________________________

Identify the area available for warm-up and its relation to the stadium.

__________________________________________________________________________

Stadium seating capacity. __________

Availability of on-site food for athletes and spectators__________________

__________________________________________________________________________

Will the meet be television? Explain. __________________________________

__________________________________________________________________________

OFFICIALS:

How many certified USA T&F Officials can you expect to work the event?

__________________________

How many other officials or helpers can you expect to attend the event? ________________

Explain. ________________________________________________________________

HOUSING:

Number of sleeping rooms available in local hotels/motels. ______________

Rate per room: Single $ _____ Double $ _____

Distance from track: _____ Miles

Number of sleeping rooms available at other facilities. _________________

Rate per room: Single $ _____ Double $ _____

Distance from track: _____ Miles

TRANSPORTATION:

Please give a brief description of your transportation facilities, including location of train, bus and airport facilities and companies servicing those facilities.

__________________________________________________________________________

__________________________________________________________________________

__________________________________________________________________________

What kind of ground transportation is available to and from the transportation facilities?

__________________________________________________________________________

__________________________________________________________________________

Will transportation be provided from the meet housing facilities to the competition facilities?

Yes _____ No _____

Explain _________________________________________________________________

COMMUNITY:

Please provide a brief description of the amenities or special features in your community.

__________________________________________________________________________

__________________________________________________________________________

__________________________________________________________________________

________________________________________________________________________

__________________________________________________________________________

FEES:
ESTIMATED NUMBER OF ATHLETES COMPETING_____________
IF ADMISSION CHARGED $0.50 X ________ = $________.____
IF ADMISSION NOT CHARGED $0.25 X ________ = $________.____
MISCELLANEOUS:

_________________________________________________________________________

__________________________________________________________________________

__________________________________________________________________________

__________________________________________________________________________

__________________________________________________________________________
__________________________________________________________________________

__________________________________________________________________________

__________________________________________________________________________

__________________________________________________________________________

PACIFIC ASSOCIATION _______________________________ CHAMPIONSHIPS CONTRACT

_____________________________________ (Organization or person) is fully

aware of the USA T&F, Pacific Association, and Pacific Association Masters
Sports Committee Operating Procedures and Bylaws and Rules governing USA
T&F championship events. ________________________________________________

(Organization or person) agrees to perform according to this contract

agreement with the Pacific Association Masters Track and Field Sports

Committee and to conduct the Championships according to the rules that are
in effect on the date of the Championship. A check in the amount of
$_____.___ is included base on the estimated number of athletes who will be
competing in the event.
Remarks:

___________________________________________________ Date ________________

Signature Officer of Sponsoring Organization

___________________________________________________ Date ________________

Signature Meet Director

Approved:

___________________________________________________ Date ________________

Signature Pacific Association Master T&F Sports Committee Chairperson

PACIFIC ASSOCIATION MASTER TRACK AND FIELD

POST-EVENT REPORT

ALL PACIFIC ASSOCIATION MASTERS TRACK AND FIELD SANCTION CHAMPIONSHIP EVENT HOLDERS ARE REQUIRED TO SUBMIT THIS REPORT FORM THE PACIFIC ASSOCIATION MASTERS TRACK AND FIELD CHAIRPERSON WITHIN IN 60 DAYS AFTER THE EVENT. EVENTS WHICH SUBMIT THIS FORM MORE THAT 60 DAYS AFTER THE EVENT MAY NOT BE ELIGIBLE FOR A REFUND OF THE OVERPAID ATHLETE FEES.
Name of event________________________________ Date of Event________________
Site of Event _________________________City ___________________State_________
Organization/Club Granted Event____________________________________________
Contact Person_____________________________________________________________
Address____________________________________________________________________
City_________________________ State_____ Zip ________Phone__________________

Pre-event Estimate of Entrants_______________ Actual Number________________
Athlete Fees Paid Prior to the Event:

$_______.___ Should Have Been $_____.___

Check Appropriate:

___ Please refund me $_____.___

___ Enclosed is additional payment of $_____.___

___ Pre-event estimates were accurate and no further exchange of payment is necessary.

A Copy of the Results Are Enclosed.

If there were any injuries or accidents on the part of athletes, spectators, or other at your event, please request a Claims and Incidents Report Form from the Pacific Association Office.

Signed_______________________________________ Date_________________________