KOA Standing Rules
Purpose: To clarify the Kaiserslautern Official’s Association’s
(KOA) position on the rules and standards that members belonging to the KOA
must follow. All members of the KOA will adhere to these standards.
Failure to follow these guidelines can result in action ranging from
verbal admonition to removal from the KOA.
Official’s/Scorekeeper’s individual responsibilities:
- Be prepared mentally and physically to officiate or keep score.
- Arrive at the venue at the prescribed time.
- Wear the proper uniform for the sport officiating. (The governing body
for that sport is the authority for uniform attire.)
- Do not consume alcohol within 8 hours of the game assigned. Example: Umpire A & B finish with their assigned tournament games at 1400
hours. They hang out and have a beer. Umpire C arrives for his 1800 game
without partner D. Neither Umpire A nor B can fill in for Umpire D. This is
an issue that the KOA might not be able to help you, if there is an
- If you are finished for the day, you may consume alcohol provided:
- The game is not DoDDS and you are not still in view of players
- If the game is DoDDS, you are not in the view of students
- You are not on DoDDS property
- You are not in any officiating uniform
- You are not acting in an official capacity, i.e.; Head official at a
tournament with possible decisions that day
- Call your commissioner, at the earliest time, when you cannot make an
- Do not accept another game assignment, regardless of level, without
getting permission from the assignor of the first game you accepted.
- Attend the clinic, prior to officiating the sport.
- Keep the game in repute by:
- Keeping the game participants under control:
- Speaking in a professional manner--no profanity.
- Not engaging in dialogue with fans or coaches during the game—except
in official capacity during Time Out, stoppage in play time frames.
- If the coach or player will not leave after an
ejection/disqualification, per the rules of the game, the game is
forfeited. When subsequent games are scheduled at the same location,
contact the Gym Staff/YS Staff to remove the person. Note:
If a DoDDS game, contact the school administrator for the removal. Then
if the person(s) will not leave, per the rules of the game, the game is
- When a disruptive fan will not leave the area, suspend the game and
contact appropriate authority to remove them.
- If assaulted by a fan or game participant contact the Security Forces to
file a report. For any other legal action to take place, you should also
file a report with the German Polizei—as the Security Forces report alone
might not have hold up in civil cases taken to the German courts. The
military is not going to convene any civil cases for medical fee/punitive
- Do not officiate/train the same league that you play in. Example:
A softball umpire is playing in the National League. He can umpire in the
American League, but not any post-season play where the leagues overlap.
- Schedule and hold clinics that maintain officials competency in the
- Attend the coach’s clinics/meetings, when requested, so that the
appropriate authorities know whom the commissioner is and the coaches can
ask questions on rule interpretations.
- Rate the officials and let them know their rating, when they can expect
to officiate higher level games, what they need to do to improve to gain the
higher rating. The rating system is at the commissioner’s discretion.
- Distribute a telephone roster to each official; in the sport they are
the commissioner for, before the first game of that respective season.
- Schedule games according to each official’s availability and ability
with attention to equality in number of games assigned.
- Inform officials/scorekeepers the rate of pay for games assigned.
- Observe each official at least one game during the season for
confirmation of his or her rating. Note: a designee of the commissioner may
fill this requirement. It is recommended that this happen is the first 2-3
weeks of the season.
- Confirm, in writing (electronic version is acceptable) with the
scheduled official, each official’s games for the month invoiced.
- Can hold multiple commissionerships and be a board member.
- If a board member, he/she cannot be a party to the selection process
- Cannot be present in the same room when selection process is being
- Feedback, at least once per month, during the season to clarify rules
interpretations and give feedback from coaches/administrators.
- Set the prescribed times for showing up at scheduled games with the
contract for that sport being the baseline.
- Must get board approval for using any assistant/temporary commissioners.
Selection of interim commissioners will be carried out per KOA bylaws and
- Give to membership, a written financial report monthly.
- Report to the membership, commissioners that are not making the invoices
or payrolls in the required time frames.
- Interim appointments may be made for sixty days only.
- After thirty days, the commissionership must be advertised as being open
and resumes accepted per the bylaws.
Any person desiring membership in the Kaiserslautern Officials Association,
hereinafter known as the KOA may file an application with the secretary. Upon
payment of annual dues, applicants become members in good standing with all
rights and benefits thereof. Any person may also become a Probationary Member
who has sixty days from submission of an application to pay his/her dues.
RIGHTS AND BENEFITS
All members in good standing are entitled to:
- Vote in all issues placed before the general membership.
- Be nominated for and hold any office.
- Apply for commissionership of any sport(s).
- Fair and impartial evaluations by commissioners or other qualified
- Fair and impartial treatment in assignments and other KOA matters.
- Appeal any punitive actions.
Probationary Members are entitled to:
- Attend one KOA sponsored clinic.
- Be assigned to officiate by the KOA.
- Dues must be paid within sixty days. Dues can be deducted from first
- Probationary members may not vote until dues are paid in full (NLT sixty
- After sixty days, probationary members may not attend any clinics or
officiate any event unless dues have been paid.
Benefits of members in good standing include, but are not limited to:
- The opportunity to officiate any sport rated qualified in.
- Attendance at clinics in any sport served by the association free of
- Career advancement.
- Performance awards.
- Free admission to KOA funded social functions.
- Guest Officials are non-members who are assigned games by sports
commissioners who do not have sufficient quality KOA members to officiate KOA
- Administrative fees may be assessed to these guest officials at the
discretion of the sports commissioner.
Members in good standing must:
- Support KOA contracts through professionalism, availability, acceptance of
assignments, and participation in functions that enhance the reputation and
effectiveness of the KOA.
- Show a conscientious effort for self-improvement.
- Support fellow officials at all times.
- Provide their own uniform and equipment for sports officiated.
Annual dues for current members will be in the amount of $25.00 due each year
on the anniversary date paid. A $5.00 late fee per month will be assessed after
dues are 30 days delinquent.
Probationary member dues have been described in the preceding section.
Annual renewal dues for probationary and new members will be due on the
anniversary of the application submission date.
- a. General membership meetings are held on the first Sunday of each month
at the time determined by the board and at a designated location. The
president may cancel or reschedule meetings due to holidays, major sporting
events, or other occasions, as deemed necessary. Such changes are to be
announced at the previous general membership meeting.
- Either the president or vice president must chair each general membership
meeting. Failure to comply with this bylaw may result in removal from office
of both the president and vice president. Bonafide emergencies or military
commitments will be the only valid excuse for not complying with this bylaw.
Officiating sports events at any level shall not be considered a valid reason
for failing to comply with this bylaw.
- Executive board meetings will be held when scheduled by the president or
when requested by any other board member.
- The KOA's daily business will be conducted at executive board meetings.
- Attendance at executive board meetings will be limited to the elected
officers and invited guests.
- The Executive board should meet prior to each scheduled general membership
meeting and must meet at least quarterly.
The Treasurer will:
- Receive all moneys and deposit them in the appropriate account within
three banking days.
- Draft all outgoing checks. Payroll checks will be drafted for services
rendered in accordance with Executive Board direction.
- Provide bookkeeper with receipts and mounts for all deposits, withdrawals,
and checks written.
- Provide annual dues payment information to the secretary for inclusion in
the membership roster.
- Furnish mailing address to bank for all account business.
- Present a financial report at each general membership meeting. The
financial report will be given to another member of the board for presentation
if the treasurer is unable to attend. The report must include an itemized list
of income and payments made by each sport.
- Act as secretary when the secretary is not present and the vice president
is chairing the meeting.
- Make payment for all recurring KOA premiums and installments.
- Provide a copy of the payroll breakdown from each commissioner to the
- Send a financial statement to the 86th Services each month.
- Be given monies for expenses incurred at the rate of $100 per month.
The Bookkeeper will:
- Maintain accountability of all KOA moneys received and moneys paid.
- Receive, maintain accountability of, and submit all documents for sporting
events officiated from contracted DODDS schools. Appropriate documentation
must be submitted for payment as soon as possible after receipt.
- Submit an annual financial statement to the 86 SVS/SVFPO on the first of
February or as requested.
- Submit appropriate tax reporting forms to IRS on each member.
- Maintain a confidential roster of member’s social security numbers for IRS
- Not be a member of the Executive Board. (EXCEPTION) On an interim basis,
an Executive Board member may fill the bookkeeper position for a maximum of 60
- Be compensated for his/her services at the rate of $150 per month.
Sports Commissioners will:
- Upon appointment, meet with the executive board to discuss
responsibilities and duties.
- Conduct a clinic for officials.
- Conduct a coach’s clinic when requested by any KOA contractor.
The commissioner may combine the coaches and officials clinics.
- Evaluate each official once per season per sport. The commissioner may
enlist other qualified KOA officials to help conduct these evaluations.
Evaluations will only be used for instructional purposes.
- Assign eligible officials to appropriate levels of competition during
regular season play
- Select and assign qualified officials for post season play. If not
responsible for selecting or assigning officials to post season play, provide
a list of officials qualified for post season games in writing to the
- Submit invoice for payment to the bookkeeper by the date necessary to meet
- Submit an official's payroll voucher in required format to the treasurer
NLT five days after submission of invoice. Each official will be given a copy
of games he/she is being paid for and any deductions taken.
- Recommend a substitute to the executive board if unable to fulfill the
duties of the office. When selected, the substitute commissioner will receive
commissioner fees for the remainder of the season.
- Provide each official a copy of written bylaws for the sports program(s).
- Submit a system of monetary fines for individual violations to the
executive board for approval before the beginning of the sport season.
- Provide each official a copy of game fees and monetary fines to be used
for each level of the sport.
- Receive compensation for the performance of commissioner duties.
The President will:
- Preside at all general membership and executive board meetings.
- Call executive board meetings when deemed necessary, or as described in
Section 5, 2a and 2d.
- Appoint a chairperson for designated committees.
- Request a progress report from committee chairpersons at each general
- Review the monthly financial report prior to each general membership
- Nominate an active member to fulfill any executive office that becomes
vacant. The nominee will take office upon majority vote of a quorum.
The vice president will:
- Assume the duties of the president when the president is not present.
- When not chairing the meeting, will assume the secretary duties when the
secretary is not present.
The Secretary will:
- Record the minutes of all-general membership and executive board meetings.
These minutes will be typed and kept on file for a minimum of two years.
- Maintain an up to date membership roster. As a minimum this roster will
identify name, address, phone number, and dues renewal date.
- Forward a copy of all general membership meeting minutes to 86 SVS/SVFPO.
- Receive applications for membership and provide information to the
- Chair the meeting when the president and vice president are not present.
- Provide all appropriate agencies with a current listing of KOA officer's
names, addresses, and phone numbers.
- Prepare and present an agenda to the chairperson at each general
membership meeting that complies with Robert's Rules of Order.
The Executive Board will:
- Receive solicitations, negotiate and administer all contracts for the KOA.
This process will include consultation with appropriate sports commissioners.
- Secure insurance coverage for all members of the KOA in compliance with
- Ensure each officer has a current signature card on file for all KOA money
- Maintain a business address for the KOA and collect correspondence from
- Advertise for, receive resumes for, and hire a person to fulfill the
position of bookkeeper to maintain KOA books.
- Advertise for, receive resumes for, and select commissioners of each
sport. Resumes for football, wrestling, soccer, and basketball will be
accepted NLT the June general membership meeting. Resumes for volleyball,
softball, cycling, and baseball will be accepted NLT the December general
membership meeting. Individuals selected as commissioners will be announced at
the July and January general membership meetings respectively.
- Meet with all sports commissioners upon selection to brief them on their
duties and responsibilities.
- Either deducts moneys from a commissioner’s fee and/or removes them from
the position of commissioner if a sports commissioner does not fulfill the
duties as outlined in these by-laws.
- Either deducts moneys from his/her monthly fees and/or removes them from
the position of bookkeeper if the bookkeeper does not fulfill his/her duties
as outlined in these by-laws.
- Will recommend an individual to replace any board member who is unable to
fulfill his/her term of office. This replacement must be approved by a
majority vote of the general membership at the next scheduled meeting.
Any KOA member in good standing may submit a complaint against another KOA
member, commissioner, or board officer for any real or perceived unjust
All complaints must be submitted in writing to a member of the executive
board within 72 hours of the alleged incident or action.
Upon receipt of any written complaint, the executive board must be convened
and appoint an investigating committee.
The investigating committee must report its findings and any recommended
actions to the executive board within 10 days.
Within five days of receipt of the investigating committee’s findings, the
executive board must dismiss the complaint or impose punitive action.
Any member who violates the responsibilities or duties outlined in these
by-laws, the executive board may, with discretion, fine, suspend, expel, or any
combination thereof. Any expulsion must be confirmed by a majority of a quorum
at the next general membership meeting.
A sports commissioner may levy monetary fines against officials in the sport
he/she commissions for violations of the individual responsibilities. The
official will be verbally notified of said fine within five days of the
Any officer who does not fulfill the duties and responsibilities of their
office as outlined in these bylaws shall be subject to impeachment.
- Any member in good standing at any general membership meeting may initiate
- The president will appoint an investigating committee of three members in
good standing to research any impeachment accusations. The vice president will
appoint the investigating committee if the president is being impeached.
- The investigating committee will present their findings at the next
general membership meeting. Any interested parties may testify at this
- Any vote to impeach must be approved by two-thirds of a quorum.
Appointed chairpersons will solicit volunteers as committee members. If not
enough individuals volunteer, the president may appoint committee members.
Refusal to participate without valid reason may be cause for punitive action.
Committee chairpersons will submit a report to the executive board upon
The President (or chairperson in the absence of the President) will appoint a
"Nominating Committee Chairman" and "Committee" at the February general
membership meeting. The Committee will consist of at least three members,
including the chairman. The President will select committee members from
volunteers from the general membership or by direct appointment if there is a
lack of volunteers from the membership. The appointments are effective
The Committee will:
- Accept written nominations to fill offices being voted on by the
membership at the April general membership meeting. Nominations will be
accepted by the Election Committee beginning immediately after the conclusion
of the February meeting. Written nominations (received via postal
service, e-mail, fax, or hand delivered) are due to the committee chairman no
later than five calendar days prior to the election meeting. Written
nominations received after that date would not be accepted.
- Based on the written nominations received the Committee Chairman will
prepare an initial slate of candidates to present to the March general
membership meeting. The slate should include the incumbents if they are
running for re-election and an additional nominee(s) selected by the Election
Committee. The additional nominations should represent those individuals the
Election Committee feels would best represent the KOA in the elected offices.
The committee may base their selections on items such as overall experience,
knowledge of the total KOA program, general KOA involvement, and leadership
potential. Other criteria may be developed and used as deemed necessary by the
- The Election Committee will provide a minimum of two (2) locations
separate from the general membership area (another room, same room but a
distance from where members are seated, etc) where members may come to mark
their ballots in secret. The committee will provide containers appropriate for
ballot collection. The voting stations shall be setup in a manner to protect
the privacy of the voter while completing their election ballot. The committee
members will monitor each voting station during the casting of ballots.
Election committee members who are nominated for an elected office are
excluded from monitoring or counting ballots. The committee will have a
current roster, provided by the Secretary, of members in good standing (dues
paid) with the KOA and will verify the eligibility of each voter prior to
issuance of a ballot.
- Be responsible for counting election ballots if written ballots are used.
Committee members nominated for an elected office are excluded from
participating in the counting of ballots. A minimum of two election committee
members are required to count the ballots. Once the votes are counted the
committee chairman will report the ballot results to the chairperson who will
then announce the election results to the general membership.
Nominations from the floor.
- Without a second, any member can nominate someone to fill an office
being voted upon. The chair will repeat nominations to the membership.
- Nominees must be present and accept or deny the nomination when nominated
unless they have previously provided written consent to accept the nomination.
Nominees must have a minimum of six (6) months remaining in the KMC area from
the date of the election in order to accept a nomination.
- Nominations are debatable and all nominations may be debated at one time.
- When the complete membership has had an opportunity to debate the
nominations then the debate may be closed and nominations cease. The
nomination process cannot be closed if a person has the floor. The motion to
close requires a second, is not debatable, is amendable, requires a two-thirds
vote, and cannot be reconsidered.
- A majority vote is required to reopen nominations and may be reconsidered
only if the prevailing side is negative.
- Members nominated for an office may speak on their own behalf at the April
Election Meeting prior to the beginning of the voting process. The incumbent
if seeking re-election may elect to speak last.
- Members making nominations or being nominated for an office must be in
good standing (dues paid). The KOA President (Chairperson) will ensure the
eligibility of members making or receiving a nomination.
- When nominations are closed, the chair will put the nominations to a vote.
- Voting will be by secret ballot with the Election Committee members
collecting the ballots. Ballot counting will not begin until all ballots have
been collected and will be done in an area separate from the general
- If a member cannot be present for the vote then an absentee ballot must
have been requested from the Election Committee, appropriately marked to
clearly identify who each vote is for, and be signed by a verifying official
stating the authenticity of the voters signature. The Committee Chairman must
receive the absentee ballot in a sealed envelope or via fax prior to the
beginning of the March general membership meeting. Ballots would not be
accepted after the meeting begins.
- If a member cannot be present and has e-mail capability then an absentee
ballot may be requested via the Internet. Ballots returned to the Election
Committee via Internet sources must clearly identify the sender. (For example,
a person sending an e-mail using someone else’s computer would not be clearly
identifiable simply by placing their name at the end of the email. The actual
e-mail "From" signature would show the owner of the computer, not the name of
the actual writer of the e-mail. Therefore, potential voter fraud could be
claimed.) Failure to meet any of those requirements invalidates the ballot.
The Election Committee must receive the ballot no later than the day prior to
an election so adequate time is allowed to verify the e-mail and its
originator. E-mail ballots will not be accepted the day of an election.
- Election is by a majority vote of the eligible members present at the
March general membership meeting and takes effect immediately. Voting by
secret ballot will continue until one person has achieved a majority or if
agreed upon by the general membership, a plurality vote is achieved, either by
secret ballot or by voice vote. There must be three or more candidates
involved before the rule of plurality may be used. A decision to use the
plurality rule must be decided upon prior to the election process beginning
and is based on a majority vote of the eligible members present at the
- If a candidate is present and does not decline (or has provided written
acceptance if elected), he or she is elected. If the candidate is absent,
consent is unknown, and upon contact does not immediately decline upon
notification he or she is elected.
- Any eligible KOA member in good standing may be elected, whether nominated
- If there is only one nominee then an election still must be conducted.
Voice vote or general consent of the membership may accomplish this.
- Once the votes have been tabulated the election committee chairman will
report the results to the President (or chairperson) in such a way that all
members present can hear the results, but without indicating which side or
person prevailed in the vote. The president will then declare which side
prevailed or which person(s) won the election. The secretary will only record
the results as official when the president announces the results.
Voted on and accepted by the majority of the general membership on 03 October
1999. Be it known, these By-laws are in effect from this date forward.
The information contained in this Constitution is intended as the request to
establish this private organization to operate on Ramstein Air Base.
This organization shall be known as the Kaiserslautern Officials Association,
hereinafter referred to as KOA. It shall be a private organization established
pursuant to the provisions of AFI 34-123 as a Type 3 organization.
- The objective of this organization is to provide a source of qualified
officials to officiate sports under the direction of KOA, including:
- Developing and maintaining a membership consisting of experienced,
capable and qualified sports officials.
- Fostering a high standard of ethics and ability whereby fair play,
sportsmanship and close cooperation and better understanding are encouraged
among officials, athletic directors, coaches, players, press and spectators.
- Conducting training sessions for active and probationary members
interested in officiating sporting events.
- Providing evaluation of officials to ensure the highest standards of
proficiency are reached and maintained.
- Individual members will have no proprietary interest in the organization,
but will derive benefit exclusively through participation in, or patronage of,
the activities for which the organization is established.
- The KOA is organized and operated exclusively for pleasure, recreation and
assistance to sports programs to include DODDS.
Membership in the KOA will be voluntary and is open to NATO military,
active duty and retired US civilians, primarily from the DODD family assigned
to the Kaiserslautern Military Community. The KOA will not discriminate against anyone based on race, color,
religion, age, sex or national origin or any other factor unrelated to ability
to perform officiating duties.
Membership fees will be collected annually, as listed in the bylaws.
Payments of dues will constitute a "member in good standing".
INDIVIDUAL PECUNIARY LIABILITY
Members of the KOA may become pecuniary liable should the assets of the KOA
fail to meet obligations and debts. INSURANCE: The KOA shall maintain a
reasonable amount of liability insurance to cover losses, damages or claims
- ELECTED OFFICERS: The executive board of the KOA will consist of
the President, Vice President, Secretary, and Treasurer.
- POWERS AND DUTIES: Elections, powers and duties of officers will be in
accordance with Roberts' Rules of Order, Revised Edition and current KOA
- ELIGIBILITY: Any member of the KOA who has been removed for cause shall be
ineligible henceforth to hold any elected office in the KOA. Any board member
placed on suspension shall be relieved of all executive board responsibilities
until the suspension is complete.
- There shall be a general business meeting as provided for in the
- The President may call special meetings as deemed necessary. A minimum of
forty members in good standing at any regularly scheduled meeting shall
constitute a quorum. No vote may be taken on any subject requiring a quorum
with less than a quorum present.
- Only active members may offer and approve (by majority vote) changes
and/or amendments to the Constitution. Any change to the Constitution must be
approved by two-thirds of members.
- The first Sunday in April shall be the annual election meeting.
If this Sunday falls on Easter, the annual meeting will be held the second
Sunday in April.
- Names of candidates for office will be taken from a slate submitted by the
nominating committee, beginning one month prior to the official election
meeting. Floor nominations may be accepted as long as the nominated candidate
is present and consents to the nomination or has previously provided written
- Voting shall be by secret ballot. Absentee ballots will be accepted if a
request is made to the nominating committee prior to the election meeting.
Ballots will be issued to members in good standing.
- A majority vote is required to elect any officer. Should any nominee not
receive a clear majority of votes cast, a run off of the two nominees
receiving the most votes will be held.
The rules contained in "Roberts' Rules of Order, Revised Edition" shall
govern in all cases to which they are applicable and which they are not
inconsistent with the Constitution and Bylaws.
- With the approval of the commander, this Constitution and Bylaws
may be amended or abolished in whole or in part at any regular meeting by a
two thirds vote of the members present, provided two weeks oral or written
notice is given the general membership and the changes do not conflict with
directives from higher headquarters.
- The Bylaws shall be automatically amended to conform with all directives
from higher headquarters without submission to the general membership.
The Treasurer shall provide a financial report upon request of two thirds of
the membership in good standing, upon request of the installation commander and
as directed by higher headquarters and other cognizant authority.
This organization is organized and operated exclusively for pleasure,
recreation and other non-profitable purposes and no part of its earnings shall
insure to the benefit of any member.
PRIMARY SOURCE OF INCOME
The KOA will not engage in any resale activities without specific written
authority of the installation commander, through the 86 SPTG/MW. The primary
source of income for KOA will be through officiating sporting events. The funds
raised will then be used to pay officials for officiating services rendered and
In case of dissolution of the organization, funds in the Treasury at the time
will be used to satisfy any outstanding debts, liabilities or obligations. The
balance of these assets will be disposed of as determined by the membership at
the last regularly scheduled meeting and will be distributed to local youth
groups or local charities.
This Constitution and its associated Bylaws shall become effective upon
adoption by the majority of the membership in good standing and approval of the
APPROVED ON 21 JULY 1991 BY THE GENERAL MEMBERSHIP
Annual review of this Constitution is required within one month of the annual