School
By-Laws/Mission Statement
ST. CHARLES ATHLETIC COMMISSION BY LAWS
I. MISSION STATEMENT
The St. Charles Parish Athletic Commission exists to provide the youth of St. Charles Parish the opportunity to enjoy athletics through actively participating on Parish sponsored teams. The program is designed to give children the opportunity to play sports under conditions that foster good fellowship, skillful play, sportsmanship, Christian values and a finer appreciation for athletic competition for its own sake.
II. PURPOSE AND OBJECTIVES
The Athletic Commission shall provide a youth sports program comprised of organized athletic teams for the boys and girls of St. Charles Parish in a Christian atmosphere, by:
1. Providing leadership, supervision and administrative support and developing appropriate policies, guidelines and standards.
2. Providing knowledgeable coaches who understand the fundamentals of the sport and who agree to instill loyalty and Christian values in their players.
3. Working with the School Principal to ensure that the educational needs of the students come first.
4. Providing the financial stability, the necessary athletic equipment for all teams and to remain independent of the financial responsibility of the Parish.
5. Providing the encouragement of a high degree of sportsmanship on the part of players, coaches, parents and administrators.
6. Recommending new programs/activities within the athletic forum.
7. Conducting evaluations of all activities to insure excellence and maintain the policies, guidelines and standards set by the Commission.
III. MEMBERSHIP IN CYO OF GREATER DAYTON
The Commission shall maintain an active membership and participate in the Catholic Youth Organization (CYO) of Greater Dayton. Teams will represent St. Charles Parish in the following sports: Basketball, Soccer, Volleyball, Baseball, Softball, Track and Cheerleading and will ordinarily be entered in the leagues provided by the CYO. Participation may include other sports. The Commission may support teams that participate in leagues other than CYO, if approved at a monthly Commission meeting. No team may participate in any leagues or use St. Charles provided equipment or uniforms without prior approval of the Commission.
IV. MEMBERSHIP AND VOTING PRIVILEGES
MEMBERSHIP: Any adult member of the Parish can become a member of the Commission by participating in Commission activities, by coaching a team, by attending Commission meetings, or by being a parent/guardian of a child who participates on a team.
NOMINATIONS: A Nominating Committee, consisting of three members, shall be selected by the President and presented to the membership at the September meeting. This group shall be primarily responsible for finding appropriate candidates for the April election. This shall include providing information to interested parties and approaching possible candidates with their interest. The Nominating Committee shall present its recommendations for candidates for each open position at the March meeting. Nominations from the floor can be made at that meeting. Nominations are closed at the end of the March meeting.
ELECTIONS: Officers will be elected to the Board by eligible Commission members at the April Meeting. Their term of office shall begin June 1st following the election and be for two years. No Officer shall hold the same office for more than two consecutive terms. Two officers will be elected each year – President/Secretary in one year and Vice President/Treasurer in the following year. When a vacancy is created with regard to any un-expired term of the Vice President, Secretary or Treasurer, an election will be held at the next regularly scheduled meeting per the recommendation of the Nominating Committee.
VOTING: Voting privileges at the monthly general meeting are obtained by attending the meeting and a motion shall be passed by simple majority. In order to vote in the election of Officers, members must have attended 3 of 8 meetings prior to the April meeting and be present to vote at the April meeting. Members may vote absentee prior to the April meeting by contacting the Secretary if they have attended four meetings prior to April.
IV. ORGANIZATION OF OFFICERS
The Board of the Commission will consist of the following four officers: President, Vice President, Secretary and Treasurer. These officers will be elected by Commission members at the April meeting and their term of office shall begin June 1st following the election.
1. PRESIDENT: Responsible for the overall supervision of the program. Schedules all necessary meetings and presides over them. The President is responsible for the distribution and collection of all Coaches Booklets. The President shall submit to the Commission at the August meeting, his/her organizational recommendation for the support staff for that athletic year.
2. VICE PRESIDENT: Replaces the President in all functions when the President is absent including filling the office of President should that office be vacated. Responsible for overseeing the organization of all Commission fundraising activities and any other duties assigned by the President.
3. SECRETARY: Responsible for preparing and distributing the minutes of each Commission meeting, maintaining the minutes book and attendance reports, all Parish communication, verification of voting eligibility for the election of the Board and any other duties assigned by the President.
4. TREASURER: Responsible for maintaining the necessary financial records and ledgers for the program, for the payment of all approved bills, the preparation of periodic financial statements and submission to the Parish Council, preparation of the registration fee schedule in consultation with the Board and any other duties assigned by the President.
V. COORDINATORS
The President of the Commission will fill the following positions on the support staff and present them at the August meeting or the meeting prior to the individual sport sign up night.
1. CYO PARISH REPRESENTATIVE: Responsible for understanding and implementing the mission of the CYO within St. Charles Parish, representing the Parish Athletic Commission at the CYO Parish General Assembly meetings and acting as liaison between St. Charles Parish and the CYO.
2. PTO LIAISON: Responsible for maintaining communication between the Commission and the PTO.
3. PARISH COUNCIL REPRESENTATIVE: The President shall appoint a member of the Commission to be on the Parish Council for a two year term. Responsible for maintaining communication between the Commission and the Parish Council and has all responsibilities inherent in being on the Council.
4. SCHEDULING COORDINATOR: Responsible for assigning all time in the PAC as allotted to the Commission by the Parish Business Manager.
5. EQUIPMENT COORDINATOR: Responsible for the purchase, maintenance, distribution, collection, inventory and storage of all equipment and uniforms.
6. INTRAMURAL COORDINATOR: Responsible for the organization and coordination of all intramural sports activities.
7. INDIVIDUAL SPORTS COORDINATORS: Responsible for the organization and coordination of their individual sport. This includes such tasks as player sign ups, recruiting coaches and players, filling out rosters with appropriate signatures (with copies to coaches, school principal and two copies to Athletic Commission Secretary), filling out other forms for CYO, helping to schedule gym times with the Board and overseeing the sport until completion of the season.
VI. OPERATING PROCEDURES
1. A quorum shall be necessary to make decisions regarding the Athletic program. A quorum shall consist of four Commission members and two Officers of the Board.
2. Coaches shall be selected by the Board and the Individual Sports Coordinator.
3. There will be a minimum of one Commission meeting per month from August through May. There will be no regularly scheduled Commission meeting in June or July.
4. The Board shall submit an annual budget to the membership for approval at the August meeting. This shall include all anticipated expenditures and revenues for the fiscal year and the expected registration fees to be charged for each sport. Actual registration fees shall be determined by the Treasurer in consultation with the Board.
5. The program will operate on a fiscal year of July 1 to June 30.
6. All expenditures outside of the budget (which will have a discretionary line item) must be approved by the membership at a regular monthly meeting. Any expenditures over $5,000.00 require the prior approval of the Pastor with advice from the Business Manager and the Finance Commission. Requests for expenditures must be submitted in writing and will be voted on at a monthly Commission meeting.
7. The President has the right to table, until the next meeting, any motion brought before the Commission.
8. The Board may appoint a chairperson for any special project or event that would arise.
9. The Commission recognizes its responsibility to keep the fee reasonable so that any youth who wishes to participate may do so without concern of cost. The Pastor shall have the authority to waive the registration fee for any athlete. The Commission may assess late fees and uniform deposits.
10. Proposals to amend the By Laws may be made at any monthly meeting and will be voted on at the next meeting.
VII. PLAYER ELIGIBILITY
1. Any Catholic or non-Catholic youth who lives within the parish boundaries, and is a registered member of the parish, who is attending either St. Charles School or CCD, may participate in the parish CYO athletic program.
2. Any youth residing outside the geographical boundaries of the parish may participate in the parish CYO athletic program only if the following conditions exist:
A. He/She must be a registered member of St. Charles Parish and be attending either the parish CCD or parish school.
B. All attempts will be made to fill the roster, but if there are not enough participants to make up a team, other parishes may be contacted to help fill the roster.
C. If another parish cannot field a team, we may accept an athlete into our roster, if space is available, as a courtesy to other parishes.
3. Participation of youth in the parish CYO athletic program is further subject to the approval of the Pastor, School Principal and/or the Director of the Parish CCD Program and subject to availability. (See St. Charles Student/Parent Handbook.)
4. Participation is also subject to the rules and regulations of the Catholic Youth Organization (CYO) of Greater Dayton.
5. Participation fees and all paperwork must be filled out and turned in on or before the designated sign up date to assure a position on the team. Additions will be put on a waiting list roster and will ONLY be taken if more athletes are needed to fill the roster after the sign up night. If there are too many athletes for one roster, and there is another coach is available, recruiting may be done to split the team. Changes to the roster, after it is turned into the CYO office, must meet the CYO guidelines.
VIII. SELECTION AND RESPONSIBILITIES OF COACHES
Every effort will be made by the Commission to select coaches for the teams with the ability and desire to treat participants fairly and with respect, teach Christian values, teach good sportsmanship, develop character and teach skills and basic knowledge of their particular sport. All Coaches must set a good example by their own behavior and thus convey to all athletes, parents and fans that good behavior is expected at all times.
The responsibilities of the coaches are stated in the St. Charles Athletic Commission Coaches Booklet. Each team will receive a copy of this booklet before the season begins and all coaches are to sign and return the commitment form in the front of the booklet to the Commission President, after reading the guidelines therein.
IX. TOURNAMENT PARTICIPATION
Participation in all tournaments must be approved by the Individual Sport Coordinator. A maximum of one tournament, other than CYO, will be paid for from Athletic Commission funds.
X. AWARDS
One individual trophy will be awarded to any player participating on a CYO League and/or Championship team and an award will be presented to any player participating on a team that plays in the championship tournament game. Any trophy won by a St. Charles team will be presented to the School Principal.
Adopted 10-10-99
Amended 5-14-00