MnIAAA CONSTITUTION

Constitution of the Minnesota Interscholastic
Activities Administrators Association
Revised: March 27, 2025

ARTICLE I – Name

SECTION ONE: The working name of this association shall be the Minnesota Interscholastic Activities Administrators Association. The legal name, as originally registered with the US government, is Minnesota State High School Athletic Directors Association, Inc.

ARTICLE II – Purpose

SECTION ONE: The purpose of this association shall be:

1. To support the occupational growth and development of Minnesota school activities administrators.

2. To promote high standards of achievement and ethics in interscholastic and extracurricular activities.

3. To promote better public relations and sportsmanship between schools.

4. To provide for an exchange of ideas and a better understanding of the administration of high school activities.

5. To promote good will and fellowship among the activities administrators of the state.

6. To cooperate with and promote all functions of the Minnesota State High School Coaches Association.

7. To cooperate with and promote all activities of the Minnesota State High School League.

8. To increase membership, inclusion, involvement and leadership roles for our under-represented membership.

ARTICLE III – Membership

SECTION ONE: The MnIAAA state association membership shall be open to all Middle School, Junior High, High School and District-Wide Athletic/Activities Administrators or Coordinators who are currently employed by a school district and whose schools are also members of the Minnesota State High School League.

SECTION TWO: Each member shall be entitled to one vote.

ARTICLE IV – Officers

SECTION ONE: The elected officers of the (Executive Board) of this association shall be a President, newly determined President-Elect, the immediate Past President, Executive Director and Associate Director/Treasurer. Other Board Members shall include elected Region Representatives and At Large Representatives - (Underrepresented: BIPoC and Female). The office of President-Elect will be determined by the Executive Board immediately after the state conference.

The candidate must be a current high school activities director or district-wide activities director.
District-wide activity directors can only represent the administrative region in which a majority of their schools are placed.
Must have at least one year of experience on the Executive Board to be eligible for President-Elect.

SECTION TWO. The Region Committee is composed of the sixteen (16) regional representatives, eight (8) from Class A schools (one (1) from each Class A Minnesota Region) and eight (8) from Class AA schools (one (1) from each Class AA Minnesota Region)

SECTION THREE: The terms of the elected officers of the Executive Board shall be for one year and will end immediately following the annual conference. The president shall become the Past President, the President-Elect shall become President. The Executive Director and Associate Director/Treasurer shall remain in that capacity by a majority vote of the Executive Committee.

1. The Executive Board open position of a regional and/or an under-represented (BIPoC, Female) board position shall follow the rotation as listed in Addendum A.

For the regional board position, each region listed for the current year shall select one candidate to present to the membership body and a vote will be conducted at the State Conference.
For the under-represented board position, the Region Representatives will collect candidates and narrow the pool down to two individuals for the membership body and a vote will be conducted at the State Conference.

3. The President will serve as the representative to the Minnesota State Coaches Association.

4. If an Executive Board member does not fulfill their term, the Executive Board will ask for candidates from the region or the under-represented region(s) they represented to submit new candidates to fulfill the term. The Executive Board would then select a candidate from the pool submitted. If the Region(s) does not have a candidate the Executive Board will open the position to all Regions in the state to fulfill the position and select a candidate.

SECTION FOUR: Regional Representatives

The regional representatives will be elected by the membership of that region.
The rotation for electing regional representatives will be in accordance with the schedule in Addendum B.
The election shall take place during the regional caucus at the annual State Athletic Administrators Conference.

SECTION FIVE: After election, each regional representative’s term will be for four (4) years. They shall not be elected to a consecutive four-year term.

SECTION SIX: The Past President will chair an advisory committee to the Minnesota State High School League with the President serving as secretary. The Activities Directors Advisory Committee shall serve as a liaison between the Association and the League. The purpose shall be the same as the purpose of this Association.

1. The membership will be chosen by the Region Committees at the State Activities Administrators Conference. They will serve a four-year term. They shall not be elected to a consecutive four-year term. A person cannot serve as a member of the Advisory Committee and Region Representative Committee at the same time.

2. The rotation for election of Advisory committee members shall be in accordance with the schedule in Addendum B.

3. The region representative will attend at least two meetings a year or as called by the current president.

4. Region Rep Job description can be found in Addendum D

SECTION EIGHT: Honors granted by the Minnesota Interscholastic Athletic Administrators Association:

1. Activities Administrator of the Year Award.

A. Sixteen (16) activities administrators will be chosen by the region representatives from the region they represent. (One per representative)

B. A Class “A” activities athletic administrator will be chosen from the “A” region activities administrators of the year.

C. A Class “AA” activities administrator will be chosen from the “AA” region activities administrators of the year.

D. From the Executive Board, a Class A board member will put together a committee to select the Class AA Administrator of the Year and a Class AA board member will put together a committee to select the Class A Administrator of the Year. These selections must be completed by January 1.

E. Candidates must be a current member of this Association.

2. Retired Activities Administrator

A. Must have been an activities administrator for ten (10) years to receive a plaque; less than ten (10) to receive a certificate.

B. Must have been an activities administrator at the time of honoring, or the past school year. Membership is also required for the previous three years, prior to retirement.

C. Must be retiring for age limits from the education profession with the following exceptions:

1) Cutbacks in budget

2) Illness

3) Family emergency

D. Must be a current member of the Association.

E. The cases of those persons retiring earlier than ten (10) years or as a result of unusual circumstances will be reviewed separately by the region representatives and the Executive Committee.

F. A committee of retired activities athletic administrators will be set up to promote our Association.

3. Distinguished Alumni Awards

A. Not more than five (5) individuals will be honored each year by the Association.

1) Qualifications:

A. Must have graduated from a Minnesota High School.

B. Must have participated in extracurricular activities.

C. Must have distinguished themselves in their chosen field.

B. Names may be submitted by the membership through the region representatives at the Fall meeting. Final selection will be made by the Executive Board

C. Consideration should be given to geographic areas of Minnesota.

4. HomeTown Distinguished Service Awards

A. A minimum of four and a maximum of seven individuals will be honored each year by this Association

1. Qualifications:

The individual should have made a significant contribution to the local school activities program.

5. Minnesota Activities Director Distinguished Service Award

One member will be selected each year for this award.
Qualifications
1. Must be an active member of this Association.
2. Remaining criteria listed in website and application form

6. Hall of Fame

1. Qualifications:

A. Must have been a member of this Association.

B. Must have made significant contributions to Minnesota high school activities.

2. Method of Selection

A member of this Association, chosen by the Executive Board, will chair this selection committee.
A nomination form will be distributed to all region representatives at the Fall semi-annual meeting.
No more than four (4) will be inducted annually.

7. National Citation

The Executive Board from the membership of this Association will choose one recipient annually.

ARTICLE V – Executive Board

SECTION ONE: The Executive Board shall consist of the president, president-Elect, past president, elected Region Representative(s), elected underrepresented Representatives, and the Executive Director and Associate Director/Treasurer of this Association. The liaisons from the Minnesota State High School League and the Retired Activities Administrators Association may be invited to attend the semi-annual meeting.

SECTION TWO: The Executive Board may convene at the request of the president. The region representatives may also be directed to attend executive meetings at the discretion of the president.

ARTICLE VI – Duties of Officers and Policies

SECTION ONE: As executive officer, the president shall preside at all meetings of the Executive Board, Region Committee and shall appoint all standing and special committees.

SECTION TWO: If any office is vacated, the Executive Board shall appoint a person to fill out the term of said executive officer or region representative.

SECTION THREE: The President-Elect shall be responsible for the State conference program and assume all duties of the president in his/her absence.

SECTION FOUR: Officer Job Description in Addendum D

ARTICLE VII – Meetings

SECTION ONE: A minimum of two (2) regular meetings will be held during each year. The Fall meeting will be a regional caucus and conducted by the region representative. The State Conference meeting of the membership shall be called by the president with the approval of the Executive Board.

SECTION TWO: Special meetings may be called by the president, subject to approval by the officers.

ARTICLE VIII – Dues

SECTION ONE: Annual membership dues will be required, with expiration on July 1st of each year. As a dual membership state, dues will be collected for both the MNIAAA and the NIAAA.

ARTICLE IX – Amendments

SECTION ONE: Any member in good standing may submit amendments or constitutional changes in writing to the Executive Director and Associate Director/Treasurer thirty (30) days prior to a regular meeting or a special meeting called by the president. In lieu of a regular or special meeting, constitutional changes and amendments may be shared digitally with the membership a minimum of thirty (30) days in advance of the next regular meeting. These changes or amendments shall be voted upon at the next regular meeting. Approval of amendments or constitutional changes requires a two-thirds (2/3) majority vote of the members present.

ARTICLE X – MSHSL and NIAAA Appointed Positions

SECTION ONE: Any MSHSL or NIAAA appointed positions shall be appointed by the Executive Board from applications sent to the Executive Director and Associate Director/Treasurer. Membership will be notified and asked to apply at the spring conference prior to the year of position term starting. Length of term may differ with each position. Job Description may differ with each position. Should a position open in mid-term, membership will be notified and asked to apply to fill out the remainder of the term.

BY-LAWS

SECTION ONE: The order of business at meetings of this Association shall be:

A. Roll call

B. Reading and adoption of the minutes as mailed.

C. Reading and adoption of the treasurer’s report as mailed.

D. Report of officers.

E. Report of committees.

F. Unfinished business.

G. New business.

H. Adjournment.

SECTION TWO: Selection process for new Executive Director and/or Associate Director/Treasurer.

A. Applications and dossiers will be mailed to the president from any member interested in the position.

B. President will provide copies of credentials to members of the Executive Board.

C. Executive Board will determine the number of candidates to be invited for a personal interview.

D. Interviews will be held using a predetermined list of questions.

E. Executive Board will make the final decision.

ARTICLE XI – NIAAA LIAISON

A. Will be appointed by the Executive Board from applications sent to the executive director and Associate Director/Treasurer.

B. The length of term is four years. Years of selection according to Addendum C.

C. Job Description in Addendum D

revised - March 27, 2025

Addendum A - Board Election Schedule (BIPoC & Female Board members added in 2023

For position starting in:

2026-27 school year
1. Regions 7 & 8 Class A
2. Female Region 1/2/5/6 Class A
2027-28 school year, Regions 5 & 6 Class AA
2028-29 school year
1. Regions 1 & 2 Class A
2. BIPoC Representative Region 3/4/7/8 Class A
2029-30 school year, Regions 3 & 4 Class AA
2030-31 school year
1. Regions 5 & 6 Class A
2. Female Region 3/4/7/8 Class AA
2031-32 school year, Regions 7 & 8 Class AA
2032-33 school year
1. Regions 3 & 4 Class A
2. BIPoC Representative Region 1/2/5/6 Class AA
2033-34 school year, Regions 1 & 2 Class AA
2034-35 school year
1. Regions 7 & 8 Class A
2. Female Region 3/4/7/8 Class A
2035-36 school year, Regions 5 & 6 Class AA
2036-37 school year
1. Regions 1 & 2 Class A
2. BIPoC Representative Region 1/2/5/6 Class A
2037-38 school year, Regions 3 & 4 Class AA
2038-39 school year
1. Regions 5 & 6 Class A
2. Female Region 1/2/5/6 Class AA
2039-40 school year, Regions 7 & 8 Class AA
2040-41 school year
1. Regions 3 & 4 Class A
2. BIPoC Representative Region 3/4/7/8 Class AA
2041-42- school year, Regions 1 & 2 Class AA
Continually update years

Addendum B - Region Representative and AD Advisory Selection Years

2025-26 school year, Regions 7 & 8 Class A & AA
2026-27 school year, Regions 5 & 6 Class A & AA
2027-28 school year, Regions 3 & 4 Class A & AA
2028-29 school year, Regions 1 & 2 Class A & AA
Return to the top and update the years

Addendum C - NIAAA Liaison selection years

2028, 2032, 2036, 2040, 2044….

Addendum D - Job Descriptions

Regional Representatives
1. A Region Representative is the contact person between the Executive Board and the Activities Administrators of their Region. Their job is to pass the pertinent information along to Athletic Administrators in their respective Region.
2. Each Region shall have two meetings per year. One shall be held in October, prior to the date of the Fall Executive Committee meeting; the other shall be prior to the State Conference. Each representative shall call and conduct the meeting and shall report the findings to the Executive Committee.
3. When a member of the Executive Committee is to be elected from your Region, the Representative shall secure a candidate.
4. When in rotation the Representative will seek nominations from the current membership for the “Two At-Large Underrepresented” elected positions.
5. The Representative shall solicit and encourage membership to the Activities Administrator’s Association.
6. The Representative shall help with the State Conference in the role of moderator, speaker or as needed.
7. The Representative shall bring an item to give away as a door prize at the State Conference.
8. The Representative shall nominate a candidate for Activities Administrator of the Year from his/her Region. This shall be done by the date of the Fall Executive Committee meeting.
9. The Representative shall inform the Executive Committee of any retiring Activities Administrators in his/her Region, so they may be recognized at the Spring Conference.
10. The Representative shall request nomination from their Region for a candidate(s) to the Hall of Fame, Distinguished Service, Distinguished Alumni and student scholarship.
11. The Representative shall select “Two At Large” candidates for each of the Underrepresented offices based on the rotation. The candidates being elected to the Executive Board will be voted on by the entire membership at the state conference.

Executive Director and Associate Director/Treasurer
1. The release of publicity concerning this Association. This publicity will be handled in part by a newsletter as well as mass emails and use of communication apps.
2. Keep a record of the proceedings of all meetings and report the minutes of each previous meeting to the organization.
3. Receive all monies of the Association, keep an accurate account, and make a financial report at all meetings. The treasurer will produce a monthly financial report to be shared with the Executive Board and Region Representatives. Included in the report will be monthly reconciliation reports of all accounts as well as credit card statements.
4. Receive financial remuneration.
5. Will be responsible for the financial arrangements of the Spring Conference.
6. Shall provide a membership list to all executive Board members.
7. Shall compile a list of annual meeting dates and publication dates for the Executive Board.
8. Will be responsible for procuring vendors to exhibit at the state conference and contract form to provide booths for this purpose.

Executive Board
1. Assist President-Elect in duties as needed
2. Assist the Associate Director/Treasurer to increase membership of the under represented
3. Collect data on membership
4. Mentor new activities administrators of the association
5. Assist with the yearly State Conference mini-sessions and guest speakers

NIAAA Liaison
1. Represent the MnIAAA at the NIAAA Liaisons meeting each year at the National Conference.
2. Represent the MnIAAA at the Section 5 meeting held in June.
3. Facilitate the MnIAAA scholar/athlete scholarship selection process.