Administration Directives

Policies and Procedures

A.E.M.A. MISSION STATEMENT

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.

Awards

Glenn Sharp Award

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.

Only one candidate will be selected for each district per year.
The District Directors will present the nominees to the Board of directors. The Directors will supply a Resume on each person telling what he/she has done as to service and/or contributions to the Association. The resume must be filled using the AEMA standard form that can be obtained from the National Office.
The nomination must be turned into the National Office and copied to the President and Executive Director by February 1 of each year.
The National office will put out a ballot (by email) to the board of directors and to the active past Glenn Sharp award winners to narrow down the candidate to 3 finalists. This ballot must be sent to the Board and past winners prior to February 7th.
The 3 finalist must be submitted back to the National office and copied to the President and the Executive director prior to February 15th of each year.
The final 3 Nominees resumes will be coordinated and presented to the general body by the President.
Final voting on the 3 nominees will be done on line on the AEMA website. Voting will be available on line from March 1– April 1 each year. With the winner posted the first week of April.
The Award will be presented at the General Meeting.
Winners must submit a 5x7 color photo to the National office to be made into a plaque for the Glenn Sharp wall.

Service Awards

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.

There can be up to 5 candidates per year.
The nominations can be sent to the Executive Director by any member, each year prior to April 15th. The Executive director will then select the recipients. Recipients names and school or organization will be supplied to the National office by May 1 so award can be ordered.
The award will be awarded each year at the Convention at the General meeting.

Booker Kilgore Award

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.

One candidate from each district is submitted to the Executive Director prior to May 15th each year.
The candidates are narrowed down to one winner by the Vice President, the District Nine Director and Randy Fogle
The award will be ordered by Randy Fogle.

Life time Achievement Award

Exceptional dedication to AEMA should be shown for this honor

Qualifications:.

AEMA member with 15 or more years of membership, or Deceased/Retired AEMA members who didn’t make the 15-year membership limit.
Employees of AEMA who have served 15 or more years and have shown exceptional dedication to our organization.
Charter members (1975-1978) of the AEMA who served this organization in the early years. These members may not have been members 15 years; they need to demonstrate the integral part they served to get the AEMA off the ground.
Associates of the AEMA who have distinguished them selves in the promotion of our organization.
Award is to be determined by the Committee Nominations are accepted by the National Office until May 1.
All nominations are presented to the committee from the National office by May 10th for consideration
The committee must submit all nominees to the Board of Directors for final Approval.
Award will be presented at the General Meeting at convention.

District Awards

All district awards are governed by the District and paid for by the district.

Officers

(All duties are suggested not implied officers will abide by their job description as stated in the by-laws.)

Executive Director

The executive director shall enforce all policies on behalf of the Association.
Commit the Association to no financial obligations in excess of available financial resources.
Maintain continual communications with the Associate Executive Director, President, and Office Manager.
Submit a report on the progress of the Association at each Board meeting and general meeting.
Possess full power and complete responsibility to transact all business for and on behalf of the Association with the approval of the Board.
Together with the Office Manager, and the treasurer provide the Board the projected budget for each fiscal year.
Sign all Convention contracts unless other arrangements are made.
Chair Convention Site selection.

Associate Executive Director

The Associate Executive Director will assist the Executive Director in functions and responsibilities as necessary.
Serve as chair person of the Ethics committee.
Should a vacancy occur in the Executive Director’s capacity, said term will be completed by the Associate Executive Director.

President

The President shall preside at all meetings of the board and National meetings.
Call all meetings of the Executive Board as deemed necessary and advisable.
Serve as the official spokesman for the Executive Board.
Appoint all committee chairpersons with the approval of the Executive Board.
Be in direct communication with the District Directors, Executive Director, and Office Manager.
Serve as ex-official member to all committees.

Vice President

The Vice-president shall act in the place of the President in the events of the President’s absence or refusal to act.
Serve as Parliamentarian at all meetings.
Should assist the Convention Program Chair person.
Should be on the NCAA Rules Committee for the AEMA
Should a vacancy occur in the President’s capacity, said term will be completed by the Vice President until the next presidential election.

Certification Steering Committee Chairpersons

District Directors

Serve on the Board of Directors and attend both the opening and closing board meeting and any other meeting called by the President. Should a District Director be unable to attend the National meeting, he/she shall appoint a person from his/her district to sit in on the meetings to represent that district.
Serve as the legislative body of the Association as the voice of your district members.
Approve all appointments made by the Executive Director and/or President.
Supply a district activity report by May 1st to the President so the information can be made available for discussion at the Annual Board meeting. This report will also serve as a basic for CEU distribution for district officers.
It is the District Directors responsibility to see that other district officers such as (Vice President, Secretary, Newsletter editor, treasurer, Membership chairperson or other district officers not mentioned. Not to include CEU Representative CEU representative are governed by CSC) Perform his/her duties as assigned. If an Officer does not perform duties it is the responsibility of the Director to do so, or appoint another person until the next election is held.
It is recommended that each district produce a newsletter. This newsletter can be hard copy, email, or submitted to the National office for post on the web site.
Every attempt should be made to select a candidate for Equipment manager of the year for your district, that candidate will then be a nomination for the Glenn Sharp Award (National Equipment manager of the year)
Promote Scholarship program within your district
Promote the AEMA whenever possible.
Supply board meeting agenda topics to the President prior to May 1 for discussion at convention.

District Officers

All district officer (except CEC) are governed by the district.

National Office Duties

Office Manger

Receive and Process all membership dues. Enter in database, laminate and mail card and confirmation of any other payment to individual member. Enter information on website.
Process all membership cards and convention information for retired non paying members.
Organize and design convention information. Mass email membership with information and post on website.
Receive and Process and Convention registrations Enter data in database, make badge.
Receive and Process Certification Exam applications, determine eligibility, copy and send cover letter explaining study material and eligibility. Send manual priority mail if ordered with test.
Maintain records on all credit card charges
Do a day to day balance and send deposit to Treasurer
Process new members. Make card, send convention information, and cover letter. Make membership certificate and mail with welcome letter to the new member.
Contact the district director, membership chairperson, and President with any new member added to district.
Maintain dues paid by District and send periodic report to Treasurer.
Send periodic Membership report to Membership chairperson.
Maintain an Alumni File, for verification of new member status.
Contact district director of changes in membership (elimination due to a member moving, leaving the profession or termination for non payment)
Maintain the Resource Center.
Answer all correspondence- phone, email, and mail questions or requests.
Keep a tabulation of all CEU’s both in the data base and on the website.
Email reminders for CEU's dates needed to complete window
Post reminders 30 days before end of window informing members to check for needed CEU’s.
Send letters at the end of each window informing of loss of Certification
Send complete CEU report to all CEU representatives via email upon request
Maintain Bar code system and attach bar code to certified members badges.
Order all plaques for awards prior to convention, ship and distribute at convention
Organize materials for convention
Work with President to set up all Convention agendas for meetings.
Take and record all minutes for Board and General Meetings.
Submit an annual budget to the Board of Directors
Email a late notice to members delinquent in dues.
Post Convention Schedule to website, send to printers, ship and distribute at convention.
Keep a data base on Exhibitors Make all badges.
Make Welcome envelopes for Exhibitors (these are put on their booth) including badges and letter inviting the exhibitor
Mail and receive Presidential Ballots every 4 years. Do a report with district stats. (Mail or take to Executive director to be opened and counted)
Travel to Potential Convention site locations if requested by The Executive Director, and supply report to Executive director
Do promotional mailings.
Maintain all daily operations and answer questions, or direct members to the correct source for answers for the National Office.
Maintain and operate all office equipment.
Do convention shipping.
Do Convention Registration.
Assist President to Organize Glenn Sharp Award Election
Order all supplies and postage needed to run National Office
Assist Web Master to Design and Maintain all AEMA forms.
Assist the Board of Directors in clerical type duties as needed.
Produce and mail Certificates for newly certified members.
Keep a running tally of Members years as paid members and process 5,10,15,20,25 and 30 year stickers.
Update and maintain the AEMA web site
Maintain Classified Ads for the web site
Maintain Job posting board for the web site
Receive all correspondence for the Scholarship programs make copies and send to committee

Treasurer

Enter membership data sent from office manager into ‘Quickbooks’ and break into categories for accounting procedures.
Provide checks and balances for all AEMA accounts.
Receive, enter and deposit all checks.
-Receive, enter credit card deposits
-Receive pay pal account information
Over see checking, savings, credit card and CD accounts.
Send monthly statements to all 10 districts.
Write split checks and make deposits to each district as owed by the national office.
Monitor district accounts and checks written.
Keep payroll taxes current and keep IRS up to date (941 quarterly tax reporting).
Work closely with accountant for all tax solutions, problems, etc.
Track and log all receipts, pay out as needed.
Put data in from credit cards that we now started to take for membership, convention dues and exhibitor booths. Follow up on the paperwork that goes along with credit cards and pay pal
Work to keep insurance contracts up to date, along with yearly audit
Plan upcoming conventions with Executive Director.
Invoice companies that make annual donations to our Journal, convention receptions and office.
Work with hotel/convention site contact(s) to insure all paperwork is finalized, menus are correct, workshop rooms are assigned, proper insurance coverage provided, audio-visual needs of speakers, workshops, banquets and receptions arranged and set properly, security issues addressed, donation letters and monies collected—these are just some examples of what I do with the convention prior and on site. At the time of convention make sure that the services we need are flowing accordingly.
I also work closely with the exhibit chairman and George Fern Co. when dealing with vendors for convention. (EG—forms sent to AEMA office in Ann Arbor) compile information for upcoming convention, contact vendors to exhibit, field questions and concerns, forward applications to exhibit chairman, verify the status (paid or not paid) applications from vendors to the exhibit chairman, George Fern Co., the decorator and office manager.)
At convention I work the registration desk, run credit cards, daily tally and make sure vendors understand AEMA is responsive to their needs while they are setting up exhibits or have questions or concerns during the course of the convention.
Compile and bank district monies for golf outing and help district with needs when the convention is in their district.
Review master bill immediately at the end of the convention with executive director.
Answer and respond to general membership requests.
Work with the accountants with IRS wage and reporting and have found better interest rates for AEMA CDs.

Committees/or Chair persons

No committee or committee member Shall commit any financial obligations of the association unless approved by the Executive Director.

CSC National Chairperson Certification Steering Committee

Maintenance of the AEMA Certification Manual.
Maintenance of the Resource Center
Coordination of National Convention workshops and seminars.
Over see the CEU Program
Development and administration of Certification examination.
Ultimately responsible for all actions to the Board of Directors.
Organize and Conduct CSC meeting at Convention each year.
Organize and attend Test Development Sessions in Raleigh.
Organize Exams at convention and Raleigh

CEC National Chairperson (CEU Representative)

Over see all 10 districts with CEU tabulation
Organize and Conduct Continuing Education meeting at Convention each
Maintain CEU Requirements and appeals process.

District CEU Chairperson

Accept all CEU Reports from your district
Award CEU point totals for Reports
Forward all CEU information to the National Office for tabulation
Attend CEC Meeting at Convention.

Education Committee

Work with the CSC Chairperson to make certain that all educational areas of the AEMA are done in accordance to the Role Delineation.
Work with CAS to keep AEMA Certification Exam current and in accordance with the role delineation.
Develop Curriculum

Exhibits Chairperson

Select and contact manufactures to exhibit at our National meeting, with the help of the Treasurer.
Work with the Decorator and obtain floor plan of the booth space.
Be at Convention at least one (1) day prior to the National meeting, to assist with the set-up of exhibits and stay until exhibits are down.
Secure Security Guard for the exhibit area.
Remain in communication with the executive director, President and National office.
Assign booth spaces to the exhibitors.

Exam Committee Chair & Head Exam Proctor

Reporting to the Chair of the Certification Steering Committee; the
Certification Exam Chair is responsible for aspects of the AEMA
Certification Exam including but not limited the development and proctoring of the exam.
The Chair shall liaise with Scantron Corporation in the production, evaluation and the use of all testing materials and provide to the AEMA all pertinent information with respect to scoring.
The Exam Chair is also responsible for the striking of a committee to produce and evaluate questions for the certification exam.
The Chair, as the Head Proctor and is responsible for having the necessary staff on site whenever and where ever the exam is given;
Ordering of all materials and returning same to Scantron Corporation after each exam session.
The Head Proctor is also required to communicate all information with respect to the exam to the National Office in a timely fashion and receive in kind all candidate requests in addition to verifying the identity of all candidates.
The Chair shall submit to the Chair of the CSC an annual report detailing the activities of the committee and him or herself.

Journal Chairperson

Promote and receive 5 articles per year for the AEMA Journal. Oversee all articles and keep with compliance with the role delineation.
Work closely with Momentum Media to assure that the Journal is published and mailed by September 1.

Membership Chairperson

Investigate and implement plans for soliciting new members.
Investigate ways for AEMA to further serve the membership.
Other duties as assigned by the Executive Board.

Program Chairperson

Secure and maintain the Convention Program for the annual convention. Making sure that all workshops are educational and follow the role delineation.
Work with the Executive Director, the President and the CEC Chairperson when selection workshop speakers
Obtain Audio Visual Needs, Workshop outlines from all speakers
Turn Finalized Schedule into the National office prior to February 1 each year.

Resource Center

Maintain Current Resource material and make available to membership on request.

Hotel Selection Committee

Procedures are as follows

Prospective hotels contact go to the Executive Director.
Executive Director decides which contracts are suitable for the AEMA needs.
When needed Site inspector is sent to suitable sites.
Sites are narrowed to no more than five sites by the Hotel Selection Committee
Up to, but no more than five finalists are invited to National Convention to present sites at their own expense. Hotel presenter is responsible for their own travel, lodging, and expenses. Hotel presenter is responsible for any costs incurred relating to their presentation. (ie. Power Point, computer hook ups etc.) Site Inspector can give presentation if hotel does not wish to come to convention.
District Directors are encouraged to identify convention sites in their districts. The sites are required to meet established AEMA criteria. In addition, they must submit their proposals to Executive Director on or before April 1st of the selection year.
Vote goes to the National Membership immediately following the presentations.
Winner will get the next open year. It will be the board decision to give runner up an option of the following year. To be determined at the closing board meeting.

Life Time Achievement Committee

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.
Committee is to promote the award.

Scholarship Committee

Promote the award
Receive and Grade all applications for annual Scholarship Awards deadline is April 1.
Grade all applications and determine a winner by May 1
Present winners and their addresses to the Treasurer On May 1 so checks can be written to winners.

Compensation

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.

Conventions

Convention Site Requirements checklist

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.

Large suite for the National Office
Meeting rooms as long as we meet a specified attendance quota
Exhibit space usually is charged by the booth through hotels and by the space through convention centers. We attempt to stay around $3.000 for both days.

Catering Needs
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.

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
45 200 350 350 350 150 Total 1,095

Meetings room needs
Districts #1, 5 & 9 (3 in all for 100+ppl)
Districts 2, 3, 4, 5, 7 & 8 needs (6 in all for 50+ppl)

Class rooms for 200+ people (need minimum of 4)
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

Class room for Certification exam 75 – 100 ppl set as classroom with space between each person to avoid cheating on exam
Executive Board Room 20 people and room to video
Audio visual service and capabilities

We need to know Policy’s on outside food/beverage
Airports Shuttle/Taxi Service (Cost, Distance)

In House Bar
Local Bars (Distance)

In House Restaurant
Local Restaurants (Distance)

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

Outside Activities and/or Attractions

Convention-District Duties

Golf Outing
Family activities
Transportation for the golf or family outings
Gift for membership to be given out at registration
Supply members to help with registration of workshops if needed
Encourage attendance at the Convention of the people from their District

Convention Duties- National Office Duties (office Manager and Treasurer)

The renting of Audio-Visual equipment needed for meetings and workshops.
Maintaining registration
Printing of the Program
Shipping all office supplies to convention
Assisting Exhibitors
Making all convention badges

Certification

AEMA Certification Requirements

You must be 21 years of age.
You must be a AEMA Member in good standing. With all dues paid
You must have:
- 4 Year College degree, and 2 years paid non-student employment in Athletic Equipment Management. OR
- 1,800 Hours Student Athletic Equipment Management experienced and a 4 year college degree. (college students in the last year of their degree program may take Exam and will become certified when they provide a copy of their diploma).
You must fill out a test application form and pay the applicable fee.
You must Pass the Certification Exam.
You must submit all required Documentation with your application.
- Copy of Birth Certificate.
- A letter verifying employment, for each school/organization worked for, must accompany application. This letter must be from either the Personnel office or the Athletic Director. Each letter should clearly state the type of employment and the beginning/ending dates of employment. Each letter should be on letterhead from the school/organization. Student Managers experience must be submitted on AEMA Student Manager Time Logs that are completely filled out and signed by the supervisor.
- A check made payable to the AEMA, or credit card payments in the amount of the applicable fee. Due postmarked on April 1. A late fee will be levied on all application received from April 2 through May 1. After May 1. all applications will be returned.
- Photo Copy of GED, High School Degree, or College Degree.

Districts

District geographic areas shall be as follows:

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.

Fees and Deadlines

All memberships are per person and are good for one full year. May 31-June 1. We do not prorate fees.
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-Active & Associate ($100.00)
AEMA Membership w/ late fee ($125.00)

AEMA Student Membership ($25.00)
AEMA Student Membership w/ late fee ($45.00)

Convention Registration ($75.00)
Convention Registration (after May 15) ($100.00)

Certification Exam Application (before April 1) ($250.00)
Certification Exam Application (paid Between April and May 1) ($300.00)
No applications accepted after May 1. Applications will be returned to member.

Handling Fee (waived if paid by cash or check) ($5.00)

Code of Ethics

PREAMBLE - PURPOSE - A.E.M.A. - OBJECTIVES

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.

PURPOSE

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.

ENFORCEMENT

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.

OBJECTIVES

The stated objectives of the Athletic Equipment Managers Association in its Constitution are:

The advancement, encouragement and improvement of the athletic equipment management profession in all its phases, and to promote a better working relationship among those persons interested in the problems of management.
To develop further the professional ability of each of its members.
To better serve the common interest of its members by providing a means for free exchange of ideas within the profession.
To enable members to become better acquainted personally through casual good fellowship.
To work as a group to bring about equipment improvements for greater safety of participants in all sports.

ARTICLE 1 - BASIC PRINCIPLES

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.

ARTICLE II- CONDUCT - ATTITUDE - ACTIONS

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.

ARTICLE III - ENFORCEMENT

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.

ARTICLE IV - DEFINITIONS

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.

By Laws for the Athletic Equipment Managers Association

ARTICLE I

Name

The name of this association shall be Athletic Equipment Managers Association (hereinafter referred to as AEMA).

ARTICLE II

Principle Office and Address

The principle office of the AEMA shall be located at 460 Hunt Hill Road, Freeville, New York 13068

Article III

Organization

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.

ARTICLE IV

Objectives

The objectives of this association shall be:

The advancement, encouragement and improvement of the Athletic Equipment Management profession in all its phases, and to promote a better working relationship among those persons interested in the problems of this management.
To develop further the education and professional ability of each of its members.
To better serve the common interest of its members by providing a means for a free exchange of ideas within the profession.
To enable members to become better acquainted personally through casual good fellowship.
To work as a group to bring about equipment improvements for greater safety of participants in all sports, recreation activities, and physical education.

ARTICLE V

Membership

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:

Active - Any Person who is actively engaged in the management and handling of athletic, physical education and recreational equipment as a means of earning a living. Fee: $100.00
Student - Any full time high school, college or University student that has not earned at least a Bachelor’s degree and interested in the management of athletic, physical education and recreational equipment. Fee: $25.00
Associate - Any person who is actively engaged in a non paid Athletic Equipment Management job. Or a person who is between Athletic Equipment Management jobs for the purpose of maintaining certification. Fee $100.00 Must be a non vendor or Solicitor of Athletic Equipment.
Retired - Any active member of AEMA, who retires From active employment in the management and handling of athletic, physical education and recreational equipment may receive retirement status through the Association. A certified retired member must request emeritus status from the certification committee to maintain their certification level. Fee: None

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.

ARTICLE VI

Executive Board

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:

take all actions deemed necessary or desirable to comply with all requirements of law, and the needs of the Association.

ARTICLE VII

Officers

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:

President. The President shall preside at all meetings of the board and National meetings. Call all meetings of the Executive Board as deemed necessary and advisable. Serve as the official spokesman for the Executive Board. Appoint all committee chair persons with the approval of the Executive Board. All of which must be certified member in good standing. The President, must also be a 10 year member who has served at least one (2 year) term on the board of Directors.
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)
Vice President. The Vice-president shall act in the place of the President in the events of the President’s absence or refusal to act. Serve as Parliamentarian at all meetings. Should assist the Convention Program Chair person. Should be on the NCAA Rules Committee for the AEMA Should a vacancy occur in the President’s capacity, said term will be completed by the Vice President until the next presidential election.
Executive Director. The executive director shall enforce all policies on behalf of the Association. Commit the Association to no financial obligations in excess of available financial resources. Maintain continual communications with the Associate Executive Director, President, and Office Manager. Submit a report on the progress of the Association at each Board meeting, Possess full power and complete responsibility to transact all business for and on behalf of the Association with the approval of the Board. Together with the Office Manager, provide the Board the projected budget for each fiscal year. Sign all Convention contracts unless other arrangements are made. Chair Convention Site selection. The Executive Director is appointed by the Board after a open verbal board review each year. The Requirements for Executive Director position in addition to being an active certified member of the Association in good standing. Must also be at least a 10 year active member and must have served on the board of Directors for a least one two year term.
Associate Executive Director. The Associate Executive Director will assist the Executive Director in functions and responsibilities as necessary. Serve as chair person of the Ethics committee. Should a vacancy occur in the Executive Director’s capacity, said term will be completed by the Associate Executive Director. the Associate Executive Director is appointed by the Executive Director with the approval of the Board and reviewed each year. The Requirements for Associate Executive Director position in addition to being an active certified member of the Association in good standing. Must also be at least a 10 year active member and must have served on the board of Directors for a least one two year term.
CEU/CSC Chair person. Must be a certified member in good standing.

Duties

Maintenance of the AEMA Certification Manual.
Maintenance of the Resource Center
Coordination of National Convention workshops and seminars.
CEU Program
Development and administration of Certification examination.
Coordinate, Organize and hold meeting at convention prior to the opening board meeting, and take all action to the board of directors.

ARTICLE VIII

District Directors

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.

Meet at every National meeting one (1) day in advance (minimum) of that meeting and at any other meeting called by the President.
Serve as the legislative body of the Association, along with the officers.
Approve all appointments made by the Executive Director and President.
Establish the roles and functions of all standing committees and other committees established by the board. Continually re-evaluate the goals and objectives of the Association.
Serve as the nominating committee, with the Executive Director as chairman.
Should a District Director not be able to fulfill his/her obligation as Director, the Vice President of that district will then fill the position, for the remainder of the existing term. If there is no Vice President of the district, or the Vice President declines the position, the Executive Director and President may appoint someone from that district to fill that position, during the existing term.
Should a District Director be unable to attend the National meeting, he shall appoint a person from his/her district to sit in on the meetings to represent that district.
Supply an annual District financial report by May 1st to the National office so the information may be turned over to the accountants for the annual review.
Supply a district activity report by May 1st to the President so the information can be made available for discussion at the Annual Board meeting.

ARTICLE IX

Geographic Areas

District geographic areas shall be as follows:
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

Section 1. Duties.

Accept and investigate reports of violations of the Code of Ethics of the Association.
This committee shall meet according to the demand when called by the Chairman.

Exhibits Committee

Certification Committee

Membership Committee

ARTICLE XI

Committees

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.

ARTICLE XII

Books and Records

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.

ARTICLE XIII

Review of AEMA Accounts

A minimum review financial statement is provided to the Executive Board every June from the Association’s CPA’s office.

ARTICLE XIV

Fiscal Year

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.

ARTICLE XV

Parliamentary Authority

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.

ARTICLE XVI

Amendments

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.

ARTICLE XVII

Dissolution

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, 1998
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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