Standing Rules

STANDING RULES

OF

ODYSSEY OF THE MIND-TEXAS

PROGRAM ASSOCATION

Standing rules are binding and are adopted by a majority vote of the Odyssey of the Mind-Texas Program Association at a Program Association meeting. They may be revised or terminated by a majority vote of the Program Association. Current Standing Rules, as well as Bylaws, will be published on the State website.

I. PURPOSE

Odyssey of the Mind-Texas, (“OotM-Texas”) is organized exclusively for the purpose of supporting creative problem solving activities in order to enhance the educational experiences and life skills of Texas children from the elementary through the collegiate level. The Program Association’s activities are designed to be in keeping with the purpose of OotM-Texas.

 

II. MEMBERSHIP

1. Odyssey of the Mind-Texas has no members.

2. Any interested individual residing within the boundaries of the state of Texas with or without children can serve on any committee or hold elected positions.

III. MEETINGS

1. Schedule. The Odyssey of the Mind-Texas Program Association shall meet a minimum of three (3) times per year at a place and time determined by the Elected Officers of the Program Association. The Association Director(s) may call additional meeting(s) during the year.

Meeting 1, the Opening Organizational Meeting, This meeting will be held in August or September. The agenda will include:

1. Introduction of the OotM-Texas Board of Directors

2. Introduction of OotM-Texas Voting Directors

3. Election of OotM-Texas Program Association Officers. [Effective Aug 2014, this item is transferred to the 3rd meeting]

4. Budget Approval

5. Notice of the location and date of State Finals

6. Committee reports

7. Establish necessary committees

Meeting 2, the Mid-Year Organizational Meeting. This meeting will be held in January or February at Problem Captain Training. The agenda will include:

1. Announcement of number of teams advancing to State tournament from each Region tournament

2. Committee Reports

3. A nominating committee, composed of three Program Association members and one alternate in order to establish a slate of Officers from persons who have signified their consent to serve if elected. Additional nominations may be taken from the floor at election at the Closing Organizational Meeting.

4. Establish a budget committee, audit committee, standing rules committee, nominating committee, World Finals committee, and all other necessary committees as well as naming the chairman of each committee

5. Determine interest in the positions of Association Director, Region Director, or Problem Captain.

Meeting 3, the Closing Organizational Meeting. This meeting will be held following the State tournament. The agenda will include:

1. Announcement of State Final results

2. Committee Reports

3. Election of OotM-Texas Program Association Officers

2. Quorum. More than 50% of the Program Association members present or meeting remotely by way of telephone, the Internet, Skype, or other technology will constitute a quorum.

Special Voting Procedures. Voting may be conducted by way of E-mail, and shall be reported and documented in the next Program Association meeting. The voting period closes after five (5) days, and normal voting standards apply.

3. Passing Standard. Unless otherwise specified in the Odyssey of the Mind-Texas Bylaws or Standing Rules, a passing vote is a simple majority, i.e., over 50% of elected and appointed officers. Shared positions will split their vote if both are in attendance. Example: Two Problem 3 Problem Captains in attendance will get ½ of a vote each. If only one is in attendance he will get the one vote.

IV. PROGRAM ASSOCIATION OFFICERS

Elected Officers shall be:

1. Association Co-Directors

2. Secretary

3. Treasurer

4. At Large Trustee (Elected by the Officers)

Appointed Officers shall be:

1. Region Directors(s)

2. State Problem Captain(s)

All other interested parties attending Program Association Meetings will be Ex-officio members of the council and do not vote.

A Nominating Committee, composed of three Program Association members and one alternate, will be established at the Mid-Year Organizational Meeting in order to establish a slate of Program Association Officers from persons who have signified their consent to serve if elected. Additional nominations may be taken from the floor at election at the Opening Organizational Meeting.

V. DUTIES OF ELECTED PROGRAM COUNCIL POSITIONS

Association Director(s)

a. To preside over Program Association meetings, including the establishment of a quorum at the beginning of each meeting.

b. To prepare an agenda for Program Association meetings.

c. To fill a vacancy in an unexpired Program Association elected position, by:

i. Selecting and recommending to the Program Association a person to fill an Elected Officer’s position or

ii. Appointing a person to fill an appointed position.

d. To collect, maintain, and distribute membership information.

e. To represent the Program Association or to appoint/approve qualified personnel to represent the Executive Board to other corporations, organizations, associations, etc.

f. To secure State Problem Captains.

g. To secure State tournament site and Awards Ceremony Site.

h. To host Problem Captain Training.

i. To establish and communicate judging and volunteer requirements for team qualification to compete.

j. To participate in Tribunals when necessary.

k. To establish registration fees at the Region and State level.

l. To establish registration deadlines at the State level.

m. May not coach teams.

n. In the event the Association Director(s) cannot fulfill the position’s duties, the Program Association will assume said duties for the duration of the unexpired term.

Treasurer.

a. To account for all monies received and expended by Program Association.

b. To issue checks on the OotM-Texas bank accounts. The Treasurer has the authority to sign checks written on the Odyssey Texas State account and Region accounts.

c. To prepare the books for an audit at the end of the fiscal year.

d. To complete and file the appropriate IRS forms required for a non-profit organization, in keeping with their deadlines (monthly, quarterly, annually, etc.).

e. To pay fees for storage facility, post office box, website fees, and any other expenses related to OotM Program Association administration.

f. To file monthly state sales tax reports, annual Franchise Tax report, annual property tax report, the IRS Information Report, and other required reports, in keeping with their deadlines.

g. To report teams that have not paid their tournament fees by the deadline to the Qualification Coordinator within one week of the deadline.

Secretary.

a. To maintain an updated list of Program Association Officers and committee chairmen’s names, phone numbers, e-mail addresses, mailing addresses, and other relevant contact information.

b. To maintain an updated copy of the Standing Rules, including recording the dates and any changes made embedded within the document.

c. To maintain the current version of the Odyssey of the Mind-Texas Bylaws.

d. To take minutes of all Program Association meetings, post minutes on the State web site within 30 days of approval, file as a permanent record and present the minutes in a written form at the next Program Council meeting.

e. To maintain a record of Program Association Officers and Ex-officio members in attendance at each Executive Board meeting.

f. To maintain the conflict of interest policy as signed by current Program Association Officers.

At-Large Trustee.

a. To assist in the development of Regions.

b. The Program Association Officers shall elect an At-Large Trustee.

c. The At-Large Trustee shall serve as an Elected Officer.

VI. DUTIES OF APPOINTED PROGRAM COUNCIL POSITIONS

Region Directors.

a. To communicate tournament fees to their Region as determined by the Association Director(s).

b. To establish and communicate registration deadlines to their Region.

c. To secure Region tournament dates and locations, including Awards Ceremonies.

d. To appoint Problem Captains.

e. To host a Coaches training session.

f. To host a Judges training session

g. To establish and communicate judging and volunteer requirements for team qualification to compete in the their Region tournament.

h. To participate in Tribunals when necessary.

i. To create and maintain a Region budget and file it with the Program Association Treasurer to be approved along with the State Budget.

j. To file all financial reports following the Region tournament with the State Treasurer by April 1.

k. Region Directors are appointed by the OotM-Texas Association Director(s).

Problem Captains.

State Problem Captains or Co-Problem Captains. The Association Director(s) shall appoint Problem Captains or Co-Problem Captains for each problem no later than November 15 of each year. State Problem Captains shall have at least one-year experience as a Regional Problem Captain prior to appointment or be selected by the Association Director(s) in the event of a lack of qualified appointee or vacancy. Duties include:

i. To communicate with International Problem Captains as needed.

ii. To train the Regional Problem Captains in their problem (including Spontaneous).

iii. To provide the Region Problem Captains with suitable training material to allow the Region Problem Captains to adequately train Region Judges for their problem.

iv. To coordinate with the Judge Coordinator in the assignment of judging teams.

v. To set up tournament sites the night before the State tournament, if possible.

vi. Before leaving the tournament site at the end of the tournament, State Problem Captains shall return their problem site to pre-tournament status, return problem materials to headquarters, and be dismissed by a State Director.

Region Problem Captains or Region Co-Problem Captains. Each Region Director will appoint Region Problem Captains or Co-Problem Captains for each problem no later than November 15 of each year, pending approval by the Executive Board. Region Problem Captains shall have at least one year of judging experience at the State level; preferably in the problem they are to be Regional Problem Captain for, prior to their appointment, unless there is a lack of qualified appointees. Duties include:

i. To train Region Judges for their respective problems and assigning judging teams.

ii. To provide the State Problem Captain with recommendations of suitable positions for persons judging at the State tournament.

iii. To set up tournament sites the night before the Region tournament, if possible.

iv. Before leaving the tournament site at the end of the tournament, Region Problem Captains shall return their problem site to pre-tournament status, return problem materials to headquarters, and be dismissed by a Region Director.

VII. APPOINTED COMMITTEE CHAIRMEN

Volunteer Coordinator. A Volunteer Coordinator for the State tournament will be appointed by the Program Association Officers to coordinate scheduling and placement of registered volunteers. The Volunteer Coordinator will:

a. Report teams that do not have a registered volunteer by the given registration deadline to the Qualification Coordinator within one week of the deadline.

b. Prepare a schedule of volunteer assignments, addressing job placements and times, for all registered volunteers, taking into account requests concerning placement, times, wishes, and needs.

c. Communicate assigned job tasks and times to the volunteers.

d. Organize a volunteer check-in station to facilitate the filling of State tournament needs, and assign extra volunteers as appropriate.

Judge Coordinator. The Program Association Officers at the Opening Organizational Meeting will appoint the Judge Coordinator for the State tournament. The Judge Coordinator will:

a. Report teams that do not have a registered judge by the given registration deadline to the Qualification Coordinator within one week of the deadline.

b. Coordinate and communicate with registered judges prior to and during the State tournament about items such as placement, judge training session details, housing, etc.

c. Communicate judges’ preferences as indicated at registration, such as t-shirt size, beverage preference, etc.

d. Coordinate judge placement with State Problem Captains, including ensuring that the Problem Captains have access to a current database of judges.

e. Organize a judge check-in station at the State tournament; coordinate assignment of extra judges

Qualifications Coordinator. The Program Association Officers at the Opening Organizational Meeting will appoint the Qualification Coordinator for the State tournament. The Qualification Coordinator will:

a. Review information provided by the Volunteer Coordinator, Judge Coordinator, and Treasurer to ensure that teams have fulfilled all qualification requirements.

b. Follow-up with teams and memberships that have not met the requirements and attempt to resolve issues.

c. Notify the Association Director(s) of teams that have not met the requirements by one week prior to the State tournament.

VIII. REGIONS

1. There are 6 established regions: Bay, Central, East, Houston, North, and South. The remainder of the state is in unassigned areas. Each Region will be responsible to remain within its own Regional budget. If a Region does not have a budget, the Region Director may ask the Executive Board for funds until such time as a Region board and budget can be organized.

2. Region tournaments may be held in areas of the state where there are active Regions as recognized by the Program Association.

3. Regions shall conduct a judges training prior to the first sanctioned tournament.

4. Regions shall conduct a coaches training to acquaint new coaches with the responsibilities of the coach and to update experienced coaches with any changes in the rules. The training should provide a basic understanding of the Odyssey of the Mind program and provide resource materials to assist the coaches.

5. Each Region will develop its own qualification requirements, subject to Executive Board approval. These requirements will address items such as rules for multiple teams from the same membership, rules for multiple memberships from the same school, number and time commitment for volunteers, number of judges, Tournament Staff needs, etc. This information will be made available on-line. For specific region qualification requirements see Appendix.

IX. SANCTIONED TOURNAMENTS

Region Tournaments.

a. All teams must comply with qualification rules regarding tournament volunteers, judges, tournament staff officials, and other such requirements. Regardless of Region, all judges must commit to attending judge training, judging at a Region tournament, and judging at the State tournament if required.

b. Region tournaments will be held no more than 10 weeks or less than 2 weeks prior to the State tournament.

c. Region medals must be purchased from Odyssey Texas.

d. Region trophies may not be larger than State trophies, and must meet Odyssey Texas standards.

e. The Program Association shall establish and publicize the number of teams that each Region may advance to the State tournament. In the event of a tie within advancing places, all of the tied teams will be allowed to proceed to the State tournament. If a team qualified to advance cannot attend, the Region Director(s) may allow the next place team to represent the Region at the State tournament.

f. Region Directors will, at the Region’s Awards Ceremony, announce the number of teams from each problem and division that will represent the Region at the State tournament.

State Tournament.

a. The Texas State tournament will be held between March 1 and April 30. The date and location will be posted on the Txodyssey.org website.

b. An Odyssey of the Mind State Scholarship application will be made available March 1 and entries can be turned in at registration at the State tournament. Award amount and number of scholarship recipients will be decided by committee and announced at the State Awards Ceremony.

c. All teams must comply with qualification rules. All deadlines and procedures will be posted on the Txodyssey.org website. Rules are as follows:

i. Teams must be covered under a membership purchased from Creative Competitions, Inc. The membership must be purchased no later than the deadline for payment of the Region fee.

ii. The team must register by the deadline.

iii. The fee must be paid by the deadline.

iv. The team must provide a judge who has registered by the deadline. The judge must have been trained and must have judged at a Region tournament.

v. The team must provide a 2-hour volunteer who has registered by the deadline.

vi. If required, the team’s membership must provide a Tournament Staff volunteer.

All Tournaments.

a. Tournaments will be held in accordance with the Tournament rules published by Creative Competitions, Inc. in the Program Guide.

b. The dates and locations of tournaments and training sessions shall be posted on the State web site, Txodyssey.org.

c. Competing teams may not set up or practice at a tournament site before the day of the tournament.

d. Renatra Fusca and OMER awards will be determined by a committee the day of the Tournament and will be announced at the Awards Ceremony.

X. REGISTRATION AND FEES

1. The registration fee for each team will be posted on the State web site along with the deadline for team registration and payment of fees.

2. There are separate registration fees for Region and State tournaments. The Region registration fee is $75.00 for competitive teams and $25.00 for primary teams for each region. The State registration fee is $75.00.

XI. REIMBURSEMENT

1. In order to be eligible for reimbursement of expenses, Program Association members, officials and judges must need to have traveled at least 150 miles to a tournament, judge or Problem Captain training session, or Executive Board meeting. The standard stay for Officials and judges is one night. Executive Board members choosing to attend the Closing Organizational Meeting will be eligible for a second night’s stay when this meeting occurs on the day immediately following the state tournament.

2. Reimbursement rates are as follows: $.14 per mile for travel and $57.92 for one night hotel stay or $115.84 for a necessary two-night stay.

3. To receive reimbursement, the recipient must:

a. Fill out and file an expense report with the Treasurer by June 15, 2014.

b. Attach a MapQuest map or other documentation of starting and ending points of the journey, proof of expense for travel by flight, and/or hotel receipt, as appropriate.

4. Reimbursement amount for Officials traveling to World Finals will be determined by committee and disclosed at the Closing Organizational Meeting.

5. Officials should reserve reimbursements for hardship cases when possible.

6. All other administrative expenses must be turned in to the Treasurer for review and reimbursement, along with an Expense Report and accompanying receipts, by June 15, 2014.

XII. REGISTERED AGENT

For the 2013-2014 fiscal year, the Registered Agent of Odyssey of the Mind-Texas is Mike Story. The Registered Address of Odyssey of the Mind-Texas is Mike Story, 2750 Durban, Houston, TX, 77043.

Proposed and Passed 8/17/2013