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ATHLETIC ASSOCIATION |
2006-2007 Sports Teams By-Laws and Policies |
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St. Mary Magdalen Athletic Association Constitution and By-Laws ARTICLE I - NAME The name of this association shall be the St. Mary Magdalen Athletic Association (hereinafter referred to as SMMAA). ARTICLE II - OBJECTIVES SECTION 1. The SMMAA is a cooperative, non-profit organization maintained for the purpose of accomplishing the objectives set forth in these By-Laws. It is expressly provided that none of the income or assets of the SMMAA shall inure to the personal benefit of any individual member. SECTION 2. The objective of the SMMAA is to assist in the Christian development of children, youth, and adults of the parish and surrounding community through the sponsorship of athletic activities. ARTICLE III - BASIC POLICIES SECTION 1. The programs of the SMMAA shall be developed through meetings, conferences, committees, and projects. SECTION 2. The SMMAA shall not seek to control the policies of coaches once they are selected. Coaches are required to abide by the code of conduct outlined in the CYO Athletic Handbook for the Diocese of Wilmington and the code of conduct set forth by the SMMAA. SECTION 3. The SMMAA may cooperate with other organizations active in athletics or related activities, such as conference groups or coordinating councils. ARTICLE IV - MEMBERSHIP SECTION 1. General membership - Any parent or guardian of a child enrolled in SMMAA activities, any member of the coaching staff and any priest and teacher of St. Mary Magdalen parish shall have automatic membership in SMMAA. Any member of the coaching staff will have membership for one year from the date assigned as a coach. ARTICLE V - GOVERNMENT SECTION 1. SMMAA shall be managed by a Board of Directors of 12, 11 elected members and the pastor/designate and all head coaches (hereinafter called the Board). SECTION 2. At the general membership meeting in May, 11 directors shall be elected for a one year term. SECTION 3. Any member of the Board who shall cease to hold membership in the SMMAA shall cease to be a member of the Board of Directors. ARTICLE VI - BOARD OF DIRECTORS SECTION 1. Consistent with these By-Laws the Board shall: a. Elect from the Board a President, Vice-President, Secretary, and Treasurer. b. Confirm appointments to committees and define their powers and duties. Standing committees to be filled as needed shall include Registration, Fundraising, Facilities, CYO Advisory, Publicity, Purchasing/Equipment, Budget, and Intramurals. Additional standing committees may be added or existing committees deleted by a majority vote of the Board. Chairmen of these committees shall be selected from the membership of the Board by the President. c. Fill any vacancy in the membership of the Board by selecting a member to serve until the next annual election of directors. SECTION 2. The Board shall designate the bank or banks in which the petty funds of the SMMAA shall be deposited and all other funds will be handled through the umbrella policy of the parish. SECTION 3. The Board shall cause the books of the SMMAA to be audited annually by auditors mutually selected by the Board and the parish finance committee. SECTION 4. The Board shall hold its first meeting within one month of the May General Meeting of the SMMAA and at such other times and intervals as they deem necessary. Board meetings may be called by the Secretary upon the request of two (2) Board members. Notice of the Board meetings shall be given to each member of the Board at least three (3) days before the date of the meeting. Seven (7) members of the Board shall constitute a quorum. SECTION 5. Any member of the Board may be removed from office by a majority vote of at least 11 members of the Board present in person at a special meeting called in accordance with these By-Laws. SECTION 6. The Board of Directors shall make certain that the SMMAA is operated in compliance with all pertinent City, County, State, and Federal Laws. ARTICLE VII - OFFICERS SECTION 1. The officers of the SMMAA shall be a President, a Vice-President, a Secretary, and a Treasurer. The President and Treasurer shall be elected bi-annually, the Vice-President and Secretary shall be elected annually by the Board from among its members. SECTION 2. The President shall preside at the meetings of the SMMAA and shall be the administrative officer of the SMMAA. He shall appoint, subject to confirmation by the Board, the chairperson of all standing committees, and all special committees. He shall be ex-officio, a member of all committees. SECTION 3. The Vice-President, at the request of, in the absence, disability, or resignation of the President, shall act in his stead. The Vice-President is responsible for chairing the selection of coaches committee and the conflict resolution committee. SECTION 4. The Secretary shall notify the Board of the meetings of the SMMAA, keep the minutes, and attend to the correspondence pertaining to this office. SECTION 5. a. The Treasurer shall be responsible for the accounts of the SMMAA, collection of its revenues, deposit revenues into the parish account, and shall submit bills to the parish for payment in accordance with the parish umbrella policies. He shall deposit all funds received and disburse up to $50.00 in the name of the SMMAA as may be authorized by the Board. b. The Treasurer shall present a financial statement at every meeting of the Board and at other times when requested by the President and shall present a full report at the May General Meeting. SECTION 6. All officers shall perform the duties outlined in these By-Laws and those assigned during the course of their term in office and shall deliver to their successors all offical materials prior to the meeting at which the new officers preside. ARTICLE VIII - MEETINGS SECTION 1. a. The Annual General Meeting of the SMMAA will be held in May at a time and place to be designated by the Board. Notice of the meeting shall be printed at least one week in advance in the Parish Bulletin. The members present shall constitute a quorum. b. Special meetings may be called by the Board. Notice of special meetings shall be printed at least one week in advance in the Parish Bulletin. Seven (7) members shall constitute a quorum for the transaction of business at special meetings with exception to the removal of a Board member; see Article VI, Section 5. ARTICLE IX - ELECTION OF DIRECTORS a. In March and April, a call for nominations for the election of members for the Board will be published in the bulletin. b. The list of candidates will be presented at the Annual General Meeting. The General membership present at the Annual General Meeting shall vote for 9 or 11 members to serve on the Board. c. Additional nominees may be nominated from the floor at the Annual General Meeting. d. No person shall be nominated unless he/she has agreed beforehand to serve if elected. ARTICLE X - COMMITTEES a. The standing committees to be filled as needed shall be as outlined in Article VI, Section 1-C. Objectives of the committees are as follows: 1. Registration: Objective - 1) to properly register* all children participating in these programs and be responsible for their eligibility. 2) to maintain a record of paid and unpaid fees. *"properly register" to be defined by the Board of Directors. 2. Fundraising: Objective - to plan and conduct activities throughout the year that will provide the funds necessary to run "the program". 3. CYO Advisory: Objective - to represent St. Mary Magdalen's programs at the diocesan levels at meetings called by central CYO and to implement procedures/changes to St. Mary Magdalen's program as regulated by CYO. 4. Purchasing/Equipment: Objective - 1) to provide for one central purchasing responsibility. 2) to distribute and collect equipment from coaches. 3) to inventory equipment at the end of each season and present said report to the Board. 5. Facilities: Objective - to obtain gym time from area schools for the use of practice for various teams. 6. Publicity: Objective - to advertise the activities of the teams sponsored by the SMMAA primarily with the parish. This committee will be responsible for obtaining the schedules of these teams and advertising their occurrence and results. To write the article for the Parish Communicator. 7. Intramurals: Objective - to organize intramural programs in conjunction with school faculty representative(s). Responsibilities would include all aspects of the program including funding. 8. Budget: Objective - to prepare and submit for approval by the Board a budget covering the proposed expenditures for the fiscal year July 1 to June 30. b. Special committees shall be created as required for specific purposes. Special committees automatically terminate their existence when their purposes are accomplished and their final reports are received and accepted. In no event should a special committee exist for a period greater than one year. ARTICLE XI - DISSOLUTION In the event of the dissolution of the SMMAA, the assets of the SMMAA shall be turned over to St. Mary Magdalen Parish. ARTICLE XII - AMENDMENTS These By-Laws may be amended at the Annual General Meeting of the SMMAA in May by a majority vote of the active members present. ARTICLE XIII - PARLIAMENTARY AUTHORITY Except as otherwise provided in these By-Laws any question of parliamentary order arising in the course of the conduct of any meeting of the SMMAA shall be resolved pursuant to the latest revised edition of "Robert's Rules of Order". ARTICLE XIV - MISCELLANEOUS Any question as to the meaning or proper interpretation of any of the provisions of these By-Laws shall be determined by the Board. --Amended 10/13/96 St. Mary Magdalen Athletic Association Registration and Eligibility Standards Saint Mary Magdalen Athletic Association affirms that the core value of our athletic program is to provide a positive learning and athletic experience for each participant. PLAYER
REGISTRATION The Saint Mary Magdalen
Athletic Program has three sports seasons; fall, winter and spring.
Registration for each sports season will be scheduled for 2 nights as
designated by the Saint Mary Magdalen Athletic Association. These dates will be
announced to the parish and school well in advance. Ideally registrants will complete the CYM on-line form and bring the
signed form to registration with payment.
In lieu of this process, forms will be available the nights of
registration, but will require immediate follow-up with the on-line
registration process. These CYM forms
must all be turned into the coach prior to try-outs or practice. If parents have
conflicts with the registration dates, they may contact the registration
chairman prior to the final night of the particular season’s registration.
Coaches are not permitted to accept registration forms from players/parents,
unless otherwise directed to by the registration chairman. After the final night
of registration, anyone who seeks to play for a Saint Mary Magdalen sports
program for that particular season will be placed on a waiting list. Priority
on the waiting list will be according to the eligibility standards of Saint
Mary Magdalen Athletic Association. PLAYER ELIGIBILITY STANDARDS The Saint Mary Magdalen
player eligibility standards are as follows: 1.) Saint Mary Magdalen Parishioners and children
currently attending Saint Mary Magdalen School in all cases have first priority
for all athletic teams. 2.) If it is determined by the registration coordinator,
sports coordinator and the Saint Mary Magdalen Athletic Association Executive
Board that space is available to complete rosters, the following athletes will
be allowed to participate in Saint Mary Magdalen Sports programs, but not the
first team, after they have completed
the CYM affiliation process and have been approved by the CYM Athletic
Coordinator: a.) Players of another Parish/Catholic School that do not
have an Athletic program; b.) Players who are referred to Saint Mary Magdalen
Athletic Association from CYM because the players do not have a particular
sports offered at their Parish/School. c.) Non-Catholics that live within Saint Mary Magdalen
parish boundary. d.) Non-Catholics that live outside the Saint Mary
Magdalen boundaries. Those participants that
have made a commitment to the St. Mary Magdalen Athletic program by playing two
full years in the specific sport, may apply to the Saint Mary Magdalen Athletic
Association board of directors for exception to this policy. This should be completed in writing prior to
any tryouts. COMMITMENT
TO SAINT MARY MAGDALEN SPORTS Players and parents
should understand that they are making a commitment to the sport and to their
teammates for the entire sports season. Players are expected to attend games
and practices. Unfortunately, due to the size of the CYM sports program,
practice and game schedules are not available at the time of registration.
Parents should let coaches know at the time of registration or try-outs if
there are conflicts that could cause their child to miss practices and/or
games. This will assist the Athletic Association and coaches when they assign
players to teams and making out practice schedules. In the event of obvious
scheduling conflicts that can not be resolved, the Saint Mary Magdalen Athletic
Association reserves the right to move a player to another SMM team that more
effectively accommodates the needs of both the participant and the team. In the event a player
chooses not to play for their assigned team, or if they voluntarily leave a team
before the end of the season (including playoffs), the SMMAA reserves the right
to review the case for reason and cause.
The SMMAA board may suspend the player from participation in future SMM
team sports for up to one year after the event, if the exit from the team is
deemed to be detrimental to the program and its participants. GAME
PARTICIPATION PLAYER
RECRUITMENT Any coach who recruits players for their sport will be prohibited from coaching in the Saint Mary Magdalen Parish sports programs. NUMBER OF PLAYERS PER TEAM The Saint Mary Magdalen Athletic Association has developed the following ranges of team sizes for all sport offered: TEAM MINIMUM MAXIMUM JV FOOTBALL 20 47 VARSITY
FOOTBALL 18 45 VARSITY SOCCER 13 18 JV SOCCER 13 16 3RD/4TH
GR. SOCCER 13 18 VARSITY
VOLLEYBALL 8 10 JV VOLLEYBALL 8
10 CROSS COUNTRY 10 60 CHEERLEADING 8 20 BASKETBALL(JV
& V) 8
11 4TH
GRADE
8 12 SENIOR/INTERMEDIATE 8 14 SOFTBALL(JV
& VARSITY) 12 15 GIRLS SOCCER 11 15 VARSITY
BASEBALL 11 15 TRACK
20
60 Maximums are meant as guidelines; we’ll try to
accommodate anyone that signs up on time. Document history Version 1– Created by committee led by Mike Conley and Kathy Meany
created during 2002-2003 and effective for the fall of 2003. This committee was created after debate and
question over the years regarding player eligibility on top teams. Version 2 – Update by committee including Gene Williams, Greg Williams,
Kathy Meany, Bill Shinn, Marty Barnes, Chris Mascioli, Don Hadley, Jim Dever,
Tim Beadle, and Jeff Bott, during 2004-2005 and effective in the fall of
2005. Updates made regarding
registration to account for on-line registration process and team sizes. No changes to player eligibility made,
although discussion was held. Version 3 – Update made by SMMAA board in January 2006. In commitment to SMM sports section of this
document, after basketball players chose to not play for the teams they were
selected for. Additionally, also
considered was the prior (more severe) incident of players refusing to play in
a baseball playoff, abandoning teammates and resulting in a forfeit by the
team. Version 4 – Proposed update reviewed and approved by SMMAA board in
January 2007. Update in Mandatory play
to account for variations of team events – expecting players to be given the
opportunity to play during a volleyball match – not in every game. Also in Player eligibility granting ability
to apply for exception to the first team participation rights for non
parishioners/school children for those participants that have made a 2 year
commitment to SMM Athletic program, enabling participation in 3rd
year of commitment. --Amended 02/03/07 |
