Administration Directives
We strive for the advancement, encouragement and improvement of the profession for the greater safety of participants in all sports, while creating professional growth through research, education, innovation, commitment and advancement for all members. Qualifications: The person must be a member in good standing with all past and present dues paid, who has done the most service for the AEMA for the year. The award year begins at the end of the past convention. The Award can be won by the same person for more than one year. Qualifications: This Special Recognition award can be given to any member or non member who has performed a service deemed above and beyond for the AEMA. The Booker Kilgore Award is presented annually to High School Equipment Manager who best exemplifies the character and service of Booker Kilgore. The award is sponsored by Bassco Sporting Goods. Qualifications: The recipient must be a High School Equipment Manager. The recipient must be a Certified Member in good standing of the AEMA with all past and present dues paid. The recipient must have a minimum of five (5) years experience as a High School Equipment Manager. The recipient must be a person who places his or her family commitments before other responsibilities or goals. The recipient must be a person who is known and respected in his/her community. Exceptional dedication to AEMA should be shown for this honor Qualifications:. All district awards are governed by the District and paid for by the district. (All duties are suggested not implied officers will abide by their job description as stated in the by-laws.) All district officer (except CEC) are governed by the district. No committee or committee member Shall commit any financial obligations of the association unless approved by the Executive Director. Procedures are as follows The Committee consists of five members of the AEMA. A Chairperson, The Associate Executive Director, one other board member And 2 other members selected by the chairperson. The Chairperson shall also select the random board member. Each year this committee is to recommend up to (4) four candidates to the Board of Directors for their consideration. No more than (2) two selections per year are to be inducted. No member will be compensated at any time without prior consent from the Executive Director or the Board of Directors. With exception of the Office Managers and Treasurers salary. Below is a checklist for the needs of the AEMA for a convention. We need approximately 100 meeting rooms at the same time for our district meetings. Our workshops room need to remain the same throughout the convention. Presently we use three at the same time. We digitally record each workshop, all rooms need to have a podium and microphone. We like to have meeting and workshop rooms in the same are so members can move from one workshop to another easily. We have a golf outing where the members need to have a designated site for a bus pickup. We currently use mainly Double Doubles for our guest rooms. The following are generally comped by the hotel for our convention. Catering Needs Vendor space (150 10’ x 10’ booths) all in one area Easy access for loading and unloading exhibits Registration Desk with nearby Room to lock up computer and office supplies. Number of guest rooms—Mostly double doubles SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY Meetings room needs Class rooms for 200+ people (need minimum of 4) Class room for Certification exam 75 – 100 ppl set as classroom with space between each person to avoid cheating on exam We need to know Policy’s on outside food/beverage In House Bar In House Restaurant Shopping (Distance) Business center with fax, copy machine & mailing service Pool (Cost) Health Club or (work out room) (Cost) Parking (Cost) Area for bus pickup. WiFi (Cost) Golf Courses Convention-District Duties Convention Duties- National Office Duties (office Manager and Treasurer) AEMA Certification Requirements District geographic areas shall be as follows: District 1: All memberships are per person and are good for one full year. June 30-July 1. We do not prorate fees. AEMA Membership-Active & Associate ($100.00) AEMA Student Membership ($25.00) Associate/GA Membership($50.00 Associate/GA Membership after July 1 ($100.00) Convention Registration ($75.00) Certification Exam Application (before April 1) ($250.00) Handling Fee (waived if paid by cash or check) ($5.00) One outstanding characteristic of a profession is that its members are dedicated to rendering services to humanity. Also, they are committed to the improvement of standards in equipment. Financial gain or personal reward must be secondary. In becoming a member of the athletic equipment managing profession, the individual assumes obligations and responsibilities to conduct him self in accordance with its ideals and standards. These are set forth in the Constitution and By-Laws and are emphasized in the CODE OF ETHICS. Any athletic equipment manager who does not feel that he can or does not deem it necessary to comply with the principles set forth in the CODE should have no place in this profession. Athletics have gained a prominent place in our educational institutions and our communities at local, national, and international levels and are an important reflection of the way of life. The members of the athletic equipment managers profession must adhere to the highest standards of conduct in carrying out their significant role in athletic programs at all levels. It is for this reason that we have the CODE OF ETHICS. In approving this CODE, the Board of Directors recognize and believe that unless the standards and principles that are set forth in this document are accepted in good faith and followed sincerely, it will not be effective in continuing to improve the contributions of the profession and its members to athletics. Ethics are generally defined as a science of moral duty, or making the right actions relative to ideal principles. Let it be understood that all members of the Athletic Equipment Managers Association will understand and apply the principles set forth in this CODE, and make every effort to do the right thing at the right time to the best of their ability and judgment. The primary purpose of this CODE is to clarify the ethical and approved professional practices as distinguished from those that might prove harmful or detrimental. Its secondary purpose is to instill into its members the value and importance of the athletic equipment managers role in the field of athletics and recreational equipment. It is suggested that the Committee on Ethics be empowered to investigate reported violations of this CODE. It is the duty of this committee to collect all data pertaining to any reported violation, consider all sides of any controversial issue, then forward a report of its findings and recommendations to the Board of Directors for final action. It is further suggested that any member of the Association on becoming aware of a violation of the CODE, send a written report to both the President of the Association, and the chairman of the Committee on Ethics. The stated objectives of the Athletic Equipment Managers Association in its Constitution are: The essential basic principles in this CODE OF ETHICS of the A.E.M.A. are HONESTY, INTEGRITY, and LOYALTY. Athletic equipment managers who reflect these characteristics will be a credit to the Association, the institution they represent, and to themselves. When a person becomes a member of the athletic equipment managing profession, he assumes certain obligations and responsibilities as set forth in the following sections: SECTION 1. - ATHLETICS IN GENERAL An athletic equipment manager should do all in his power and ability to further develop and improve all branches of athletics and show no discrimination in his interests or efforts. SECTION 2. - PLAYERS Each and every member of an athletic squad should be treated conscientiously with out discrimination or partiality. An athletic equipment manager can wield a great amount of influence on members of athletic squads by proper conduct and the use of good judgment in dealing with various personalities and temperaments. In the care of equipment, the athletic equipment manager must be thorough in carrying out the accepted procedures and instructions. Any carelessness or laxity on the part of the athletic equipment manager in following through his responsibilities to players in a breach of ethical conduct. SECTION 3. - ADMINISTRATIVE OFFICIALS It is the athletic equipment manager’s responsibility to create and maintain a harmonious relationship between himself and all administrative officials. Suggestions and ideas should be freely exchanged and discussed, but any controversial matters should be taken care of confidentially on a friendly basis. Decisions, business procedures and established standards and policies should be given complete support by the athletic equipment manager. SECTION 4 - COACHES There should be a close harmonious relationship between athletic equipment managers and allied personnel based on mutual respect. Cooperation must be the primary feature of interaction between allied personnel and athletic equipment managers for the maintenance of espirit-de-corps, proper handling of equipment, methods of repair, and decisions relative to the welfare of the players and for conduct that is conducive for achieving the best results for all concerned. SECTION 5 - Fellow Athletic Equipment Managers and Associates The relationship between athletic equipment managers is partially set forth in the objectives. However, it should be stated further that in the process of extending courtesies to fellow associates one should abstain from so-called “second guessing” them in the care of equipment. Any suggestions should be given, and taken, in the spirit of constructive cooperation. Any athletic equipment manager who by his conduct or comments publicly discredits or lowers the dignity of members of his profession is guilty of a breach of ethics. Any report of unethical conduct of this nature should go through proper channels, be considered objectively and without comment outside the Association. The subject matter and implications of the following sections are of an abstract nature, but are definitely to be considered in the realm of the athletic equipment manager’s responsibility and obligations. SECTION 1 - Scholarship A fundamental responsibility of an athletic equipment manager in an educational institution is to promote and inspire scholastic achievement by the athletes enrolled in the school. This may be accomplished by suggestions, examples and the promotion of study. SECTION 2 - Testimonials and Endorsements When an athletic equipment manager accepts an offer and agrees to endorse a commercial product - material, equipment, instrument, facility, book - he must realize that the offer is made primarily because he is a successful representative of the athletic equipment manager’s profession. In any endorsement in which the athletic equipment manager’s name and/or reference to the athletic equipment managing profession is included, the wording and illustration, including any implications of the endorsement as a whole shall be such that no discredit to athletics in general nor to the athletic equipment managing profession may be construed. Any endorsement that is not in keeping with the highest principles and standards of the athletic equipment managing profession shall be considered unethical. The A.E.M.A. name, logo, trademark and/or insignia may not be used in any testimonials or endorsements by individual members or groups of members of the Association. SECTION 3 - Public Relations and News Media Relations The ideal arrangement is for the institution’s or organization’s public relations director to handle news releases. However, if the athletic equipment manager is authorized to answer questions from representatives of the press, radio, and television, he should use extremely good judgment in regard to the information given and the way in which it is given, direct questions should be answered honestly or not at all. If there is a possibility that an honest answer might be misleading or involve a detrimental interpretation, good judgment may demand a “no comment” answer. All representatives of news media should be treated with courtesy, honesty and respect. Written material for publication and any information for the press, radio or television given by a member of the athletic equipment managing profession are strictly that individual’s responsibility. Good judgment should indicate that no oral or written statement be made that reflect discredit to athletics in general or the athletic equipment managing profession. Any professional problems that arise should be settled within the Association. SECTION 4 - Assistance to Personnel of Visiting Teams If possible, inform the visiting team athletic equipment manager by mail of the facilities and services that will be available to the visiting team. Meet the visiting team manager when he arrives and offer any available services that he may desire. Make arrangements for any equipment assistance that is needed by the visiting team during the time they are guests. Meet and exchange greeting with the Coach and manager. During the times that a visiting team is preparing for practice or game and during practice, do not be constantly observing or overly inquisitive. After the game, offer any emergency service that the visiting team needs and give assistance in any way possible. Always be courteous to officials and visiting team players and other members of the visiting team party. SECTION 5 - Sportsmanship The athletic equipment manager is in a position to aid coaches and allied personnel in installing fair play and good sportsmanship in the players and fans. The harassment of the game officials is not considered good sportsmanship. Any athletic equipment manager who condones or defends unsportsman like practices shall be considered to have violated the CODE. SECTION 1 - Reporting of Unethical Conduct Any member of the Association who becomes aware of conduct that he considers unethical and that he believes warrants investigation should report incident(s) in writing to the President and to the Executive Director of the Association. He should include in his communication all pertinent data. SECTION 2 - Investigation and Action In accordance with the By-Laws of the Association, the Ethics Committee investigates reported incidents of unethical conduct and if in the judgment of a majority of the council members it finds that the accused person has violated the Athletic Equipment Managers Association CODE OF ETHICS, it communicates its decision to the accused and to the Board of Directors in writing and recommends to the Board one of the following disciplinary actions: Letter or censorship, letter of censorship with a period of probation, or cancellation of membership. SECTION 3 - Action by the Board of Directors The decision of the Board of Directors in CODE OF ETHICS matters is final, except that if the decision is to initiate cancellation of membership such cancellation shall be done as prescribed in the Constitution. Whenever the words “they”, “he”, “their”, “his”, “himself” or themselves” appear in this CODE OF ETHICS, they are intended to include both men and women. The name of this association shall be Athletic Equipment Managers Association (hereinafter referred to as AEMA). The principle office of the AEMA shall be located at 460 Hunt Hill Road, Freeville, New York 13068 Section 1: The governing body of this organization shall be the Executive Board. Section 2: National: The District AEMA will be self-governing as per its own specific By Laws. In its relations with the National organization the District association will be under the jurisdiction of the AEMA By Laws Section 3: For the purpose of facilitating the work of this association the District AEMA shall be divided into ten (10) geographic districts. A desired alteration by the affected local districts must be approved by the Executive Board of the National organization. Section 4: Each District elects a Director to serve on the Executive Board of the National association. This Director acts in authority for the district at the Executive Board meetings. The objectives of this association shall be: Section 1: There shall be four (4) classes of membership, and no individual shall be eligible for more than one class of membership at a time. Annual membership fees for all classes of membership are due May 31st of the current year. A twenty dollar late fee will be assessed to all dues payments postmarked after June 30th. Membership will be suspended August 31st (90 days) for non payment. The classes of membership are: Section 2. Election of Members. Each applicant for any class of membership shall sign application stating their desire and intention to become a member of the association, to advance its best interest in every reasonable manner and to accept as binding upon themselves its By Laws and Policies and Procedures. Section 3. Membership Procedures. The application used to become a member of AEMA may be obtained by writing the National office or the District Director of your District. If the application is sent to the National office by the District Director, this should be done within fifteen (15) days after receipt of the application. Original copies of application must always be sent to the National office. When filling out the application make sure it is dated, and college/school/club is written out in full, not abbreviated. Section 4. Annual Meetings. Regular annual meetings of the members shall be held in June of each year, on a date established, from time to time, by the Executive Board. A mid-year meeting or conference call may also be set up at the discretion of the President or Executive Director. Section 5. Special Meetings. Special meeting of the voting membership may be called by the Executive Board, President, or in case of the President’s absence, death or disability, the Vice President is authorized to exercise the authority of the President. Section 6. Notice of Meetings. Written notice of each meeting of members shall be sent from the National office at least thirty (30) days before such meeting. Section 7. Quorum. The quorum shall consist of one-fifth of the association’s voting membership. Section 8. Voting Power. Active, and Retired members are entitled to one (1) vote involving all National and District business. Section 8. 1. In matters of committing the Association to monies greater than $20,000.00 (other than the Office Manager’s compensation) there must be a vote of the entire Active membership. Section 8. 1. a. For passage of the vote, there must be seventy-five (75%) percent of the affirmative vote of the returned ballots. Section 9. Suspension of Membership. Membership suspension may be recommended by any member challenging another member. this challenge must be done with a written statement presented to the Chairman of the Ethics Committee. Upon a two-thirds majority vote by the Ethics Committee that the challenge is valid, it then shall be forwarded to the Executive Director who, in turn, will present it to the Executive Board for action. Suspension of the challenged individual’s membership must be by a two-thirds vote by the Executive Board. Section 9. a. Defense of Membership. Any member whose membership has been challenged shall be allowed, either in person or through some member of the association, to appeal to the Ethics Committee their defense. This information shall be presented to and acted upon by the Ethics committee. Section 1. The Executive Board will consist of the President, Vice President, Executive Director, associate Executive Director, CSC Chairperson such other officers as the Board may from time to time determine, and ten (10) districts to be represented. Section 2. Removal. Any Board member may be removed from the Board with or without cause, by a majority vote of the members. In the event of the death, resignation, or removal of a Board member, that Board member’s successor shall be selected by the remaining members of the Board and shall serve for the balance of the term not yet expired by the deceased, resigned or removed member. Section 3. Election. Each District representative will be either elected by the respective Districts or appointed by the President and Executive Director. District 1,3,5,7, and 9 shall hold election of District Directors in 1976 and every even year thereafter. Districts 2,4,6,8, and 10 shall hold elections of District Directors in 1977 and every odd year thereafter. Each District Director will serve a term of two (2) years, and may serve consecutive terms. Section 4. Compensation. In the event a special meeting is called and noticed for such purpose the Executive Board will be reimbursed for one (1) night’s lodging and four (4) meals at the discrepancy of the Board. Section 5. The Executive Board. The Executive Board shall meet at every National meeting one (1) day in advance (minimum) of that meeting, and at any other meeting called by the President. Section 6. Quorum. A quorum for an Executive Board meeting shall be two-thirds of the Executive Board members. Section 7. Voting Power. All members of the Executive Board shall have a vote on all Board matters, except for the President. The President will only vote in the case of an impasse board. Section 8. Powers. The affairs of the AEMA shall be managed by the Executive Board. The Board shall have the right, power and authority to: Section 1. Enumeration of Officers. The officers of this Association shall be President, Vise President, Executive Director and Associate Executive Director, and such other officers as the Board may from time to time determine. Each shall be an active certified member of the Association in good standing. Section 2. Selection and Term. The officers of this Association shall be selected by the Board, except for the President and Vice President, to serve until the Board selects their successors. Section 3. Duties. The duties of the officers shall be as the Board may from time to time determine. Unless the Board otherwise determines, the duties of the officers shall be as follows: Duties Section 1. Election. Each district director is elected by his/her district at a district meeting. Each shall be an active certified member of the Association in good standing. Section 2. Duties. District geographic areas shall be as follows: Section 1. Duties. Exhibits Committee Certification Committee Membership Committee The President shall appoint an Exhibits chairperson and may appoint such other committees as it deems appropriate in carrying out its purposes. Each shall be an active Certified member of the Association in good standing. The books, records, and financial statements of the Association, including annual minimum review financial statements, shall be available during normal business hours or under reasonable circumstances, upon request to the Association, for inspection by members. A minimum review financial statement is provided to the Executive Board every June from the Association’s CPA’s office. Unless otherwise changed by the Board, the fiscal year of the Association shall begin on the first day of February and end on the 31st day of January of every year. The rules contained in the Current edition of Robert’s Rules of Order, Newly Revised, shall govern the Association in all cases to which they are applicable and in which they are not inconsistent with these By-laws and any special rules of order the Association may adopt. The AEMA’s By laws shall not be amended, repealed, or added to, or new By laws adopted, unless two-thirds of the Executive Board are present at the meeting. The Association may be dissolved at any time by the majority vote of the Executive Board. In the event of such dissolution, all funds contained in the Association’s assets shall be distributed for one or more exempt purposes within the meaning of Section 501(c)(3) of the Internal Revenue Code or corresponding section of any future federal tax code, or shall be distributed to the federal government, or to the state and local government, for a public purpose. Such dissolution and distribution shall also comport with the General Not For Profit Act of the State of Michigan and any future amendment thereto. Any such assets not disposed of shall be disposed of by the Court of Common Pleas of the County in which the Principle office of the organization has been located, exclusively for such purposed or to such organization of organizations as said court shall determine which are organized and operated exclusively for the above purpose. Revised May, 1998Policies and Procedures
A.E.M.A. MISSION STATEMENT
Awards
Glenn Sharp Award
Service Awards
Booker Kilgore Award
Life time Achievement Award
District Awards
Officers
Executive Director
Associate Executive Director
President
Vice President
Certification Steering Committee Chairpersons
District Directors
Serve as the legislative body of the Association as the voice of your district members.District Officers
National Office Duties
Office Manger
Treasurer
-Receive, enter credit card deposits
-Receive pay pal account informationCommittees/or Chair persons
CSC National Chairperson Certification Steering Committee
CEC National Chairperson (CEU Representative)
District CEU Chairperson
Education Committee
Exhibits Chairperson
Exam Committee Chair & Head Exam Proctor
Journal Chairperson
Membership Chairperson
Program Chairperson
Resource Center
Hotel Selection Committee
Life Time Achievement Committee
Committee is to promote the award.Scholarship Committee
Compensation
Conventions
Convention Site Requirements checklist
Water served in all workshops
Beverage service for registrations and Exhibits
Reception for 500 people (some years we need two receptions)Details of Current needs.
45 200 350 350 350 150 Total 1,095
Districts #1, 5 & 9 (3 in all for 100+ppl)
Districts 2, 3, 4, 5, 7 & 8 needs (6 in all for 50+ppl)
Set up in theater style (all in same area for ease of access)
General Meeting Room for 500+ people, set up in theater style
Reception area for 500+ people
Executive Board Room 20 people and room to video
Audio visual service and capabilities
Airports Shuttle/Taxi Service (Cost, Distance)
Local Bars (Distance)
Local Restaurants (Distance)Outside Activities and/or Attractions
Certification
Districts
Connecticut, Maine, Massachusetts, New Hampshire, New Jersey, New York, Rhode Island, and Vermont;
Canada: Quebec, New Brunswick, Newfoundland, and Nova Scotia.
District 2:
Delaware, District of Columbia, Maryland, Pennsylvania, Virginia, and West Virginia.
District 3:
Alabama, Georgia, Florida, North Carolina, and South Carolina.
District 4:
Arkansas, Kentucky, Louisiana, Mississippi, and Tennessee.
District 5:
Illinois, Indiana, Michigan, Minnesota, Ohio and Wisconsin;
Canada: Ontario
District 6:
Iowa, Kansas, Missouri, Nebraska, North Dakota, and South Dakota;
Canada: Manitoba
District 7:
Colorado, New Mexico, Oklahoma, and Texas.
District 8:
Idaho, Montana,Oregon, Utah, Washington, and Wyoming Alaska ;
Canada: British Columbia, Alberta, and Saskatchewan.
District 9:
Arizona, California, Hawaii, Nevada, Alaska and All International Countries except Canada.Fees and Deadlines
If you are attending convention. Do not mail fees after May 15th as the office is packed and mailed to convention. Bring fees to Convention with you.
We accept, cash (convention only do not mail cash) check, Visa and MasterCard.
AEMA Membership after July 1 ($125.00)
AEMA Student Membership after July 1 ($45.00)
Convention Registration (after May 15) ($100.00)
Certification Exam Application (paid Between April and May 1) ($300.00)
No applications accepted after May 1. Applications will be returned to member.Code of Ethics
PREAMBLE - PURPOSE - A.E.M.A. - OBJECTIVES
PURPOSE
ENFORCEMENT
OBJECTIVES
ARTICLE 1 - BASIC PRINCIPLES
ARTICLE II- CONDUCT - ATTITUDE - ACTIONS
ARTICLE III - ENFORCEMENT
ARTICLE IV - DEFINITIONS
By Laws for the Athletic Equipment Managers Association
ARTICLE I
Name
ARTICLE II
Principle Office and Address
Article III
Organization
ARTICLE IV
Objectives
ARTICLE V
Membership
ARTICLE VI
Executive Board
ARTICLE VII
Officers
Be in direct communication with the District Directors, Executive Director, and Office Manager. Serve as ex-official member to all committees. The President is elected by a majority vote of those cast by the Active and Retired membership. The nominating committee will provide three (3) names for the membership to vote on by mail. The three (3) nominees will be nominated from a list of names of those who have previously served on the Executive Board, or who are presently serving on the Board, who is a member in good standing and who have agreed to serve if elected. The term of President is for four (4) years and no person may serve more than two (2) consecutive terms. The new President takes his/her office at the General meeting at the beginning of New business. The first runner up will become Vice President. (Adopted 6-83 revised 9/03)
ARTICLE VIII
District Directors
ARTICLE IX
Geographic Areas
District 1:
Connecticut, Maine, Massachusetts, New Hampshire, New Jersey, New York, Rhode Island, and Vermont;
Canada: Quebec, New Brunswick, Newfoundland, and Nova Scotia.
District 2:
Delaware, District of Columbia, Maryland, Pennsylvania, Virginia, and West Virginia.
District 3:
Alabama, Georgia, Florida, North Carolina, and South Carolina.
District 4:
Arkansas, Kentucky, Louisiana, Mississippi, and Tennessee.
District 5:
Illinois, Indiana, Michigan, Minnesota, Ohio and Wisconsin;
Canada: Ontario
District 6:
Iowa, Kansas, Missouri, Nebraska, North Dakota, and South Dakota;
Canada: Manitoba
District 7:
Colorado, New Mexico, Oklahoma, and Texas.
District 8:
Idaho, Montana,Oregon, Utah, Washington, and Wyoming Alaska ;
Canada: British Columbia, Alberta, and Saskatchewan.
District 9:
Arizona, California, Hawaii, Nevada, Alaska and All International Countries except Canada.
ARTICLE X
Ethics Committee
ARTICLE XI
Committees
ARTICLE XII
Books and Records
ARTICLE XIII
Review of AEMA Accounts
ARTICLE XIV
Fiscal Year
ARTICLE XV
Parliamentary Authority
ARTICLE XVI
Amendments
ARTICLE XVII
Dissolution
Retyped April, 1999
Revised June, 2000
Revised June, 2002
Revised August, 2002
Revised September 2003
Revised August 2004
Revised August 2006
Revised September 2010
Revised September 2013
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June 2-June 6