Athletic Association

By Laws

MISSION

1. The Holy Name School Athletic Association, formed on October 11, 1973, serves to provide administrative and financial support, and consultation to the school administration regarding the extracurricular athletic activities involving students formally representing the school. The school’s athletic activities are an extension of the school’s mission and provide positive opportunities for students to:

· Participated in a cooperative team effort

· Learn and demonstrate the principles and actions of sportsmanship

· Develop physical and interactive skills

· Learn the various rules and physical fitness requirements of sports

· Experience a competitive environments among themselves and against other teams

2. The conduct of all school athletic participants, including students, coaches, parents, fans and Athletic Association representatives, shall be ultimately guided by the Gospel values of Jesus Christ.

ARTICLE I- NAME

The name of this organization shall be the Holy Name School Athletic Association

ARTICLE II- PURPOSE

In order to effectively provide effective administrative and financial support and consultation to the school administration regarding extracurricular athletic activities, the Athletic Association shall:

1. Maintain appropriate by-laws, an annual agenda, and a sound organizational structure including the appointment and/or election of appropriate officer positions.

2. Manage the financial receipts and expenditures specific to supporting the school sports programs.

3. Assist the school’s principal to ensure that the requirements for student eligibility are met.

4. Assist the school’s principal in determining the qualifications and expectations of volunteer coaches, and assisting the school’s administration to ensure that such volunteers meet such standards prior to being appoint to, and while actively serving in, a school coaching capacity.

5. Continuously evaluate existing sports facilities, equipment, and uniforms, and develop policies and procedures to ensure that sports facilities and assets are reasonably maintained and safeguarded.

6. Assist the school’s principal to ensure that the school sports programs and the Athletic Association activities are in compliance with the Sports Regulations (for the ) Elementary Schools Diocese of Altoona-Johnstown.

7. Meet monthly during the school year, and more frequently as necessary, to carry out its responsibilities in an effective and timely manner.

ARTICLE III- MEMBERSHIP

1. Membership in the Athletic Association shall be open to the school administration, teachers, coaches and parents (or legal guardians) of children who participate in a school-sponsored athletic activity, including the Bishop Carroll High School Junior High Football Program.

2. Members may attend any regular monthly Athletic Association meetings and are encouraged to share ideas and provide input.

ARTICLE IV- OFFICERS: IDENTIFICATIONS, DUTIES, ELECTION and TERMS

1. The Pastor of Holy Name Parish is the official Chairman of the Athletic Association and has the ultimate authority for Athletic Association decisions.

2. The Pastor shall delegate his authority over conducting meetings and handling of routine duties to the following officers of the Athletic Association as follows:

President: Presides over and conducts meetings, facilitates discussions of issues to ensure equal input of all parties and appropriate consideration of bylaws and principles, appoints or ratifies committees, and, in cooperation with the School Principal, directs serious matters and decisions to the Pastor.

Vice-President: Assists the President and performs the duties of the President in his/her absence.

Secretary: Records the minutes and documentations of all meetings, prepares the annual planning agenda, and prepares and administers any Athletic Association correspondence (in conjunction with the School office).

Treasurer: Obtains financial information on Athletic Association bank accounts and related receipts and disbursements activity from the Parish Administrative Office, prepares and annual operating budget and monthly budget updates and reports, manages/coordinates the collection of monies from fees and fundraising events, and manages/directs the submission of invoices to the Parish Administrative Office for payment.

Athletic Director: Serves as the liaison to coaches and assist the school principal and Pastor in making coaching appointments, ensures coach certifications, oversees gym scheduling and conditions for school sports program activities, manages the distribution/collection and maintenance of sports equipment (jerseys, balls, pads, etc.) including annual needs and budget assessment, and serves as the Holy Name representative for league meetings. Because of the varied duties of the Athletic Director, he/she may, at times, delegate such responsibilities to other Association officers or volunteers while maintaining responsibility for such actions.

School Principal: Provides consultation to other officers ensuring that administration of the Athletic Association and conduct of the school sports programs are consistent with the mission of the School, and, in cooperation with the President, directs serious matters and decisions to the Pastor.

ARTICLE IV- OFFICERS: IDENTIFICATIONS, DUTIES, ELECTION and TERMS, CONTINUED

3. Except for interim resignations and appointments, officers shall be nominated at the April meeting of even numbered years, and be elected at the following May meeting. At least two weeks advance notice of the candidates and the election must be provided to the Athletic Association membership prior to the May meeting. The Pastor shall approve all officer candidates before such individuals stand for election.

4. Officers other than the Athletic Director shall be elected by those members at the May meeting for a term of two (2) years, and may not be elected to more than two (2) consecutive terms. In the event that an officer cannot complete his/her elected term, the remaining officers shall appoint a replacement (with the Pastor’s ratification) to complete the original term. An interim appointee may stand for election twice after the completion of the interim term.

5. The Athletic Director position shall be appointed by the School Principal with the consultation and ratification of the Pastor.

ARTICLE V- MEETINGS

1. The Athletic Association shall meet on the first Tuesday of each month, with the exception of June and July.

2. A special meeting may be called by the Pastor or any of the officers, however, at least five business day of advance notice to the other officers and members must be provided except in emergency situations.

3. A quorum must be present to hold any meeting. A quorum shall consist of one half of the active officers and must include the President, Vice President, or Athletic Director.

4. Officers are required to attend all meetings. If any officer fails to attend 3 consecutive meetings, their position may be filled by another person appointed by the School Principal and Pastor.

5. Agreement on motions shall be by consensus unless voting is otherwise required by the Athletic Association bylaws. A simple way to arrive at consensus is as follows:

After some discussion, the President calls on or provides each attending member an opportunity to speak on the matter one more time, without debate or discussion. The President identifies the sense of agreement on the part of the majority. This is modified through further discussion to the extent that all members can be comfortable with the conclusion, even though some would prefer another alternative. The whole membership “consents” to the conclusion reached.

6. Regular and special meetings of the Athletic Association shall be open to all members but closed to the public.

7. Members who are not officers but who wish to express opinions or furnish input on any matter may do so by attending a meeting and providing the President or the School Principal with a written documentation of the matter at least two weeks prior to the regular monthly meeting. The President shall be responsible to ensure that an appropriate amount of time and attention is provided at meetings to address general membership matters.

ARTICLE VI- ORDER OF BUSINESS

1. The general order of business for regular meetings shall be as follows:

· Opening prayer

· Reading of the minutes of the previous meeting and any special meeting

· Reports of each officer and active committee

· Other matters requiring a decision

· Other matters not requiring a decision

· Verification of next meeting time and date

· Closing prayer

2. An annual planning agenda, organized into monthly segments, shall be prepared by the Secretary, with required input from all other officers, and presented for approval at the August meetings.

ARTICLE VII- BYLAW AMENDMENTS

These bylaws may be amended only with the approval of the Pastor. Recommended amendments must be forwarded for School Principal and Pastor consideration only by at least a two-thirds (2/3) approval vote of officers present at any regular meeting of the Athletic Association, provided the amendment has been submitted in writing at the previous regular meeting and all officers are provided a copy of the proposed amendments.

ARTICLE VIII- COMMITTEES

Special purpose committees may be appointed by the President of the Athletic Association as suggested by any officer and ratified by the consensus of the officers. Special purpose committees must have an Athletic Association member serving as committee chairperson and an Athletic Association officer service as the liaison for reporting of committee activities and issues at the regular monthly meetings. No committee or committee chairperson may make decisions or exercise authority not expressly assigned to and/or delegated by the elected officers of the Athletic Association.

ARTICLE IX- FINANCIAL

1. The Parish Administration shall have direct control over the bank accounts and funds of the Athletic Association. The Treasurer will be the liaison with the Parish Administration relative to required deposits and disbursements and obtaining financial information to prepare Athletic Association budget reports.

2. An annual budget and monthly budget updates/reports shall be prepared by the Treasurer, considering the needs assessments provided by the Athletic Director, and shall contain sufficient detail to clearly identify:

· The source and amount of receipts

· The nature, purpose and amount of disbursements

ARTICLE IX- FINANCIAL, CONTINUED

· Comparisons of budgeted and actual receipt and expenditure amounts, with projections for expected receipts and disbursements which have not yet occurred as of the date of the given report

· Aggregation of receipts and disbursements by appropriate categories and in total

· Reconcilement of receipts and disbursement to bank account balances

Each year’s budget must be approved by the Pastor.

3. An annual athletic fee will be assessed to each student who participates in one more school-sponsored athletic program. The amount of this fee will be determined by the Athletic Association at the final meeting during the previous school year and will give consideration to annual budgetary requirements.

4. A $25 donation for a savings bond is donated each year to Bishop Carroll High School for the Holy Name Athletic Award.

ARTICLE X- STUDENT PARTICIPATION AND ELIGIBILITY

1. To be eligible to participate in a school-sponsored athletic activity, including any practice or game, a student must have all of the following:

· Received an appropriate physical exam and have medical clearance as stated on the Physician’s Certificate Form.

· A Participant Request Form Information Sheet completed and signed by the student and the student’s parent or legal guardian.

· Proof of adequate accident and/or hospitalization insurance.

· Academic eligibility as defined by the School Administration (in meeting this requirement, a student will be considered academically eligible unless the Athletic Association is otherwise notified by the School Administration).

· Paid the annual athletic fee.

· Returned all school-owned uniforms or equipment from previous season, or provided the school full reimbursement for the replacement cost of such items not returned. Uniforms are to returned to the team coach no later than two weeks after the last school-sponsored game.

2. A student’s parents or legal guardian is required to notify the school and coach in writing of any physical limitations or medical conditions of which a coach should be aware when managing the student’s participation in team activities or game/practice situations.

3. If a student incurs an injury or illness, confirmed by a physician, during the season, the student may remain on the roster and receive a trophy at the All Sport Program.

4. A student who is determined ineligible to participate before the season begins, or who quits at any time during the season, shall be removed from the roster and shall not receive a trophy.

ARTICLE X- STUDENT PARTICIPATION AND ELIGIBILITY, CONTINUED

5. Student athletes are expected to attend all practices and games. However if academic or other family commitments will cause a student to miss an activity, the students family is responsible for contacting the coach with as much advance notice as possible before the required absence.

6. Students must be in school a full day in order to participate in a school related event. A partial absence during the day to attend a routine dental or doctor appointment is not considered an absence relative to this requirement (the student must present a doctor’s excuse in these situations). If a student s absent on Friday, they are not permitted to participate in events scheduled on Saturday, but may participate in events scheduled on Sunday.

7. All student participants and parents must abide by the rules as stated in the Parent and Student Handbook.

8. Any questions on or requesting of exceptions regarding student eligibility for participation in athletic events must be directed to the School Principal, who is responsible for making those decisions. Coaches or parents are never permitted to make decisions on exceptions regarding student eligibility.

ARTICLE XI- COACHING QUALIFICATIONS AND DUTIES

1. In order to be eligible to be a Head Coach or Assistant Coach for school-sponsored athletic activities, coaching candidates must meet or provide the following requirements to the school administration prior to being considered for a coaching position:

· Completed “Pennsylvania Child Abuse History Clearance” and “Pennsylvania State Police Request for Criminal Record Check” forms (the resulting replies from the State of PA and the State Police must indicate a clean record).

· Coaching qualifications as detailed in the current Sports Regulations (for the) Elementary Schools Diocese of Altoona-Johnstown. New coach candidates shall provide a brief summary of any previous experience and coaching certifications/qualifications.

2. Coaches for all sports and teams will be formally identified and recommended before each sport’s season by the School Principal, in consultation with the Athletic Director and President of the Athletic Association, with subsequent approval by the Pastor.

3. All coaches must be registered with the Diocese prior to the beginning of each sport season. The Athletic Director, the Principal or the Pastor is responsible for registering coaches with the Diocese.

4. In private life, coaches must maintain a standard of morality which does not publicly reject the doctrines, laws, and teachings of the Catholic Church.

ARTICLE XI- COACHING QUALIFICATIONS AND DUTIES, CONTINUED

5. All coaches must be at least twenty one (21) years of age. Persons under age 21 may serve as a coaching advisor or for coaching demonstrations as long as another coach who is over 18 years of age is present at the practice or on the being or the sideline during games. Persons under the age of 21 must also be approved for any participation by the Athletic Director, School Principal or Pastor.

6. Coaching personnel cannot invite others to join a coaching staff unless that person has applied for and been approved for a coaching position as required in sections XI-1 and XI-2. Only approved coaches may be on the bench, field, or leading games/practices. Parents are permitted to observe practices and games, but only approved coaches are permitted to instruct or lead players during school-sponsored sports activities.

7. At no time is a coach to engage in any type of physical punishment with children. “Corporal punishment is a broader concept than hitting a student with some sort of instrument; it has been identified by some legal experts and any touching that can be construed as punitive. Thus, pushing or shoving students, pulling hair, swatting students, etc. can be corporal punishment…” (Pg. 20 of the Athletics and Physical Education Programs in Catholic Schools: Legal Issues- Catholic School Management, Inc.)

8. At no time is a coach to engage in any type of verbal abuse with children. “The Golden Rule is a good guide: Do unto young persons as you would want them to do unto you. Don’t speak to a young person in a way that you would not permit that young person to use in speaking to you.” (Pg. 9 of the Athletics and Physical Education Programs in Catholic Schools: Legal Issues- Catholic School Management, Inc.)

9. When a student is behaving in such a manner which is harmful to him/her or others, or is disrespectful to the coaches or others, the coach has the responsibility to act in an appropriate way to stop such behavior. If a child does not respond to the coach or such behavior persists, it is the responsibility of the coach to report such behavior to the School Principal.

10. When a student is injured at practice or at a game, a written incident report must be completed and submitted to the School Principal within 48 hours of the incident. The coach should refer to the student’s medical form regarding emergency notifications. Medication should never be given to a student unless there is a current parent’s note detailing the circumstances and granting permission. Any time when a student takes medication at sports-sponsored events must be reported in writing to the School Principal.

11. Before the first practice of a season, the Coach must hold a parents meeting and prepare a tentative roster of players. The coach must review with parents the relevant sections of the Athletic Association bylaws and the Parent and Student Handbook, the coach’s expectations for practices and games, procedures and phone numbers for notifying coaches of absences or issues, and the schedule for practices and games.

ARTICLE XI- COACHING QUALIFICATIONS AND DUTIES, CONTINUED

12. Before the first practice, the coach must check with the school office to verify that each player on the tentative roster has paid the annual athletic fee, has no uniforms outstanding from the previous year, and has in file a completed and clear physical form, a Participant Request Form Information Sheet completed and signed by the student and the student’s parent or legal guardian, and proof of adequate accident and/or hospitalization insurance. If the fee is not paid, uniforms are outstanding, or any forms are missing, the coach is not permitted to allow the student to participate in practices or games until the situation is remedied.

13. Coaches must submit final rosters to the school office, including player’s names and uniform numbers and equipment issued to each player, no later than one full week prior to the first game.

14. Coaches must notify the school in writing of any special event, chances in practice or schedule parent or team meetings.

15. A coach must be in the gym for the students to be in the gym. No warm ups or practice can begin without a coach being present, and a coach is not permitted to delegate supervision of students to a parent that has not been formally approved for a coaching position as required in sections XI-1 and XI-2. The coach is to supervise all students when using gym facilities to ensure that no trash or gum is placed outside of proper receptacles, bathrooms are kept clean, toilets are flushed, and no dangerous or property-damaging behavior occurs.

16. Coaches are responsible for the collection of all uniforms and any school equipment provided to students. It is the coaches’ responsibility, not that of the school office, to notify families who have not returned uniforms or equipment. The uniforms and equipment must be collected by the coach and returned to the school no later than two weeks after the final school-sponsored game. The coach should provide a copy of the roster indicating any missing uniforms and equipment and the responsible students.

17. Any questions coaches may have regarding administration of behavioral matters not specifically addressed by the Athletic Association Bylaws or the Parent and Student Handbook must be directed to the School Principal for handling. A coach is not permitted to establish their own policies or those in conflict with the aforementioned documents.

ARTICLE XII- OTHER SPORTS PROGRAM REQUIREMENTS

1. School sponsored teams shall be known as the Holy Name Hawks, and the team’s colors shall be predominately red and white. Any uniform or logo design representing a school-sponsored team must be pre-approved by the School Principal before such uniforms or logos are used in practice or game activities.

2. School team uniforms are the property of the Athletic Association and may only be used by school-sponsored teams at school-sanctioned events.

3. School sponsored teams will be given the opportunity to participate in one post season tournament financed by the Athletic Association. The entrance fee for such tournaments shall generally not exceed $100.

ARTICLE XII- OTHER SPORTS PROGRAM REQUIREMENTS, CONTINUED

4. Transportation of students to practices, games and post-season tournaments is the responsibility of the student-athlete’s parents or legal guardians as stated in the Holy Name Sports Program Information Sheet. The Athletic Association and School may choose to provide transportation to and from school athletic activities if a longer distance or equipment hauling need warrants transportation support. At no time are coaches to transport students (other than their own children) to or from, or to arrange transportation for student to or from, school-sponsored athletic activities.

5. Except for playoff games (and the last game of the regular season if it has playoff implications), school-sponsored sports teams shall be managed under a “must play” rule. The “must play” rule applies to all grade levels and provides that each eligible roster player shall have a reasonable amount of playing time during each game, as long as the player has regularly attended practices during the week of a given game. A reasonable amount of playing time is, at a minimum, two minutes of game play (consecutively for basketball and soccer games). Half time play does not count towards the must play rule. EXCEPTION: If a team roster exceed the required field players by three times (15 or more for basketball, 33 or more for football/soccer), the “must play” rule is modified such that a player must play at least every other game. If a player does not play in one game, the minimum reasonable playing time for the following game is extended to four minutes (with at least two minutes consecutively).

Although this is not an equal play rule, coaches should attempt to play as many players as possible and for as long as possible to ensure that all players generally have an equal opportunity to develop their skills and experience the enjoyment of game and team participation.

New Article 7: Determination of Teams (applies only to basketball)

1. When a sufficient number of players and coaches make a commitment to participate in basketball prior to the season, in general, there shall be one boys team and one girls team for each grade.

2. In recognition of the greater emphasis on participation and instruction at the PeeWee level (6th grade and below), the minimum number of players for a PeeWee team shall be seven (7). As such, should more than fourteen (14) students commit to play in a given year, and should sufficient qualified coaches (2 or more) volunteer to provide the necessary oversight, upon request of the coaches, the Athletic Association Board may allow two teams per grade. In such a case, however, players must be divided as equitable as possible between the two teams based on the coaches’ best judgment as to their overall abilities.

3. If, in a given year, there are insufficient players in either the 5th grade or the 6th grade to field a team, then both grades will be combined. Should the total number of players be equal to or more than fourteen (14), the above rule regarding the division of teams will apply.

4. Given the higher level of competition offered at the Varsity level (7th and 8th grades), and the expectation for such teams to participate and advance in the Diocesan playoff system, the general rule is that there will be one team (boys and girls) representing each grade. At the varsity level, there is no maximum number of players on a team.

New Article 7: Determination of Teams (applies only to basketball) CONTINUED

5. In recognition of the higher level of competition at the varsity level, the minimum number of players on a team shall be eight (8).

6. If, in a given year, there is an insufficient number of player to field a team for a giver grade at the Varsity level, then the players from both the 7th and 8th grade teams will be combined to form a single Varsity team. If however, one grade has a sufficient number and the other does not, the grade with the insufficient number will call up all players from the Pee-Wee team from the subsequently lower grade. Final approval will be given by the Athletic Association. This would leave the grade with sufficient number intact. (Example: 7th grade girls have 10, 8th grade girls have 5. Rather than combining, 7th grade would remain an independent team, 8th grade would invite all the 6th grade girls PeeWee participants to join the team).

Athletic Association Documents:








 
Holy Name School Ebensburg, PA 15931 (814) 472-8817
Last Modified: Tuesday, Oct. 08, 2013