Athletics Association Reports
General Assembly Minutes
Constitution and By-Laws
Arch Diocese of Cincinnati Charter on Youth Athletics compliance
St. Aloysius Gonzaga Athletic Association
Revisions Approved on June 4, 2009
Article I Name
- The name of the organization is the *St. Aloysius Gonzaga Athletic Association*.
- The address of the organization is c/o St. Aloysius Gonzaga Church, 4366 Bridgetown Road Cincinnati, Ohio 45211.
Article II Purpose
- The purpose of this organization is the promotion and advancement of the welfare of the children of:
- The members of the St. Aloysius Gonzaga Parish, or
- Families with children enrolled in St. Aloysius Gonzaga School, by sponsoring and equipping athletic teams and encouraging participation in supervised leagues so that the principles of good sportsmanship are instilled and incorporated into the character of these children and to encourage and support other activities as approved by the membership.
Article III Membership and Participation
- Membership is open to:
- All families of the parish, upon payment of the required dues. Financial hardship cases may be approved by the Board of Directors, or
- Families with children attending St. Al’s School, upon payment of the required dues. Financial hardship cases may be approved by the Board of Directors.
- To further the purpose of the organization in a sport by a non-member of the Athletic Association requires a majority vote approval by the Board of Directories and payment of a participation fee. Board approval is required for each non-member for each sport for each playing season.
- An Annual membership fee will be required for each family or individual to participate in St. Aloysius Gonzaga Athletic Association sports and General Membership Meetings.
- Annual membership coincides with the fiscal year of Athletics which runs from July to June. Payment of the annual membership fee must be made in one of the following methods:
- Submit the annual fee along with one of your child’s sports registration form or;
- Submit the annual fee directly to the Membership Committee and/or during one of the General Membership Meetings.
Article IV Government
- The organization is governed by a Board of Directors, which number nine (9). The members are the immediate Past-President, President, Vice-President, Secretary, Treasurer, the Pastor or his delegate, and three (3) Trustees. No person holds more than one (1) position on the Board. Each director shall have one (1) vote.
- The president chairs the meetings, with the Vice-President, Past-President, Secretary and Treasurer acting in the President’s absence, in the order named.
- In an emergency, declared by at least five (5) members of the Board, the Board may take any action to put into effect its decisions prior to the general meeting at which the decision is announced.
- The Board appoints a chairperson for all committees, a commissioner for every sport, and representatives to all parish organizations, except Parish Council. They all serve at the pleasure of the Board and may be removed at any time by a majority vote of the Board.
- The Board rules as a body in determining whether any violations of the Constitution or By-Laws have occurred, and assesses whatever penalty it deems proper. The violation must be sustained and any penalty agreed upon by a majority vote of the Board members. The person(s) accused of such violation will be given written notice of the alleged violation and a time, place, and date of a hearing on the violation at least one (1) week prior to the hearing. The person(s) accused may be represented by counsel, at his/her/their own expense, and permitted to fully and fairly test the credibility and sufficiency of the General Membership. The decision may be overruled or modified by a majority vote of the members attending the general meeting at which the decision is reported. If not overruled or modified, the decision becomes final.
- The Board of Directors may remove any Board member upon a vote of five (5) members of the Board. The procedure shall be the same as outlined in Section 5 above. Any board member removed is replaced by majority vote of the remaining Board members.
- No members of the Organization nor member of the Board may take action as a representative of the Organization without specific authority to do so.
- The Board of Directors will be the final arbiter in matters involving any interpretation of the Constitution or By-Laws of this Organization, by majority vote. If the Board is unable to reach a decision due to a tie vote, the specific interpretation under the consideration will be determined at the general meeting, by majority vote.
- The Membership shall review and approve the budgets of all commissioners for each sport or activity, by majority vote.
- The Membership is responsible for providing nominees for Board members each year. Board nominations are accepted at the May and the June general meetings and the election held at the June meeting. The offices for which the nominations will be accepted are Vice-President, Secretary, Treasurer, and Trustees. The Vice- President succeeds to the Presidency. Any vacancy occurring in any office shall be filled by a majority vote of the Board.
- The Board of Directors shall meet regularly at an agreed upon time by the majority of the Board. Five (5) members of the Board constitute a quorum. Special meetings may be called by the President or any four (4) members of the Board by giving at least five (5) days actual notice to the Board members.
- The Board meetings shall be conducted in accordance with Roberts Rules of Order.
- The Pastor holds veto power over decisions of the Board.
Article V Meetings
- General Membership meetings shall be held on the first Thursday of each month. Special Membership meetings may be held as directed by the President upon written notice by mail or Parish Bulletin at least three (3) days in advance of the special meeting. The General Membership meeting date may be changed by majority vote at any Membership meeting.
- The attendance of five (5) members of the organization, exclusive of Board members, constitutes a quorum at regular or special General Membership meetings.
- All decisions shall be determined by a majority vote of all members present.
- The General Membership meetings shall be conducted in accordance with Roberts Rules of Order.
Article VI Finances
- The amount of annual dues and the fees associated with each sport shall be set by the Membership committee & Board. <\li>
- The Organization may conduct any event for the purpose of raising funds.
- The Organization may accept donations, gifts, and bequests for a specific purpose or for the general use in carrying out its programs.
- The funds of the Organization may be expended only for such purposes and activities and in such amounts as have been previously approved by majority vote at a General Membership meeting, either regular or special. Head coaches or managers with approval of the Purchasing Agent and the Commissioner of that sport, may spend up to one hundred ($100) dollars in an emergency.
- The Organization shall not be liable for any expenses incurred by any participant, coach, manager, or spectator in any contest, event or practice sponsored by the Organization due to illness or injury resulting from said contest, event, or practice.
- Donations to organizations or activities must be approved by a majority vote during a general meeting.
- The Board may spend up to $250 with a majority vote of the entire Board without approval of the General Membership. This expenditure must be reported in the next general meeting.
Article VII Amendments
- This Constitution and By-Lays is presented as a complete revocation and replacement of all prior Constitutions and By-Laws previously enacted, and was adopted by the Membership on June 6, 1991, amended by the Membership on October 3, 1991, December 5, 1991, August 5, 1993, July 11, 1996, May 1, 2003 and June 4, 2009.
- This Constitution and By-Laws may be amended by the Organization upon completion of all of the following:
- Presentation of amendment in writing to the President;
- Motion made and seconded at General Membership Meeting to consider amendment;
- Reading of proposed amendment at three (3) successive regular General Membership Meetings;
- A majority vote approval at a regular General Membership Meeting after the third reading of the proposed amendment.
Section 1 Duty of Officers
- The Past-President serves as a member of the Board for one (1) year after the termination of his term as President. He shall perform the duties of the President should the President and Vice-President be unavailable. The Past-President will also be responsible for working with the school and helping maintain the upkeep of the gym.
- The President shall preside at all meetings of the Organization, perform all specific duties given in the Constitution and By-Laws, and perform all functions usually associated with the office.
- The Vice-President shall perform all duties of the President in the absence of the President. The Vice-President shall ascend to the Presidency upon the decease, resignation or removal of the President.
- The Secretary shall keep minutes of all meetings, The Secretary shall handle all correspondence and maintain an accurate file. At the completion of their term, they shall transfer all minutes and files to their successor. One of the current Trustees serving a one (1) year term as determined by the Board shall ascend to the Secretaries position upon the decease, resignation or removal of the Secretary.
- The Treasurer shall be custodian of all funds belonging to the Organization. He shall co-sign all checks with the President or Past President or Vice-President or Secretary or Pastor for disbursement of funds upon approval of the Board or a majority vote of the members at a General Membership Meeting. He shall deposit all funds in a Bank or Savings and Loan which is federally insured and make a report at each meeting of all financial transactions since the last meeting. He shall make an annual report at the end of his term. He shall keep financial records readily available for inspection by the Board at any time, and shall transfer the records to his successor at the end of his term of office. One of the current Trustees serving a one (1) year term as determined by the Board shall ascend to the Treasurers position upon the decease, resignation or removal of the Treasurer. As an ongoing policy, all monies received by the Treasurer should be accompanied with documentation indicating the individual submitting the deposit to the Treasurer, along with at minimum, the total of the monies turned over, the purpose of the monies, and be signed and dated by this individual submitting the money. The individual submitting the money should retain a record of any such deposits turned over to the Treasurer. Anyone submitting deposits in the form of cash must provide written documentation on the amount of cash presented to the Treasurer. A copy of that documentation must also be supplied to another Board member, preferably, the current President or Vice-President. For security purposes, any payment from the Athletic Association’s operating funds should be in the form of a check or bank certified check. The Treasurer, at the request of the Board, should match documentation with the appropriate deposit ticket, and the appropriate deposit ticket to the deposit shown on the Association’s monthly bank statements whether requested randomly or in totality. Deposits will not be considered completed until they are reflected on a bank statement or on a deposit ticket/voucher supplied by the bank. The inability to completely verify any payments made on behalf of the Athletic Association with appropriate supporting documentation, and/or the inability to verify the amount or completeness of any deposit, will be subject to immediate review by the Athletic Association Board, or its delegates. The Treasurer will be subject to an internal audit at least annually, or as directed by the majority of the Board. An Audit at minimum must adhere to the following guidelines:
- The Audit team will consist of at least three (3) people, two (2) of which must be board members. The current Treasurer may participate on this team.
- The Audit team must be approved by a majority vote of the entire Board.
- The audit must verify all deposits made to the Organization’s bank accounts.
- The verification of payments made on behalf of the Athletic Association will consist of reviewing randomly or in totality all checks written from the general operating funds.
- The Treasurer will supply all supporting documentation that justifies the amount, payee, and timeliness of checks written.
- Upon completion of all audits a written document must be created with findings of the audit. This document must be dated and signed by all of the audit members and the original note retained by the Secretary of the Board. This document must be read at the next general meeting after completion of the audit. If, at the opinion of a majority of the entire Board financial discrepancy(ies) requires further review, the Treasurer may be temporarily or permanently removed from their duties. These duties will be shifted to one of the current Trustees serving a one (1) year term until the discrepancy(ies) are resolved, and either the Treasurer is returned to their duties, or actions under Article IV paragraph E are taken. Should any discrepancy reveal the misappropriation of Association’s funds, a majority of the entire Board can elect to have an audit performed by an outside accounting firm. If illegal activity is found after an outside audit is complete, the Treasurer will be removed from Office and may be prosecuted at the fullest extent of the law. Prosecution requires a majority vote of all present at either the next general meeting or a special general meeting as describe within the Associations’ By-Laws under Article V.
- The Trustees shall attend Board meetings, participate in discussion and debate, and vote upon all matters placed before the Board. Additional, the trustee positions accept the following duties: One (1) Trustee accepts a two (2) year term as the Athletic Association’s Parish Council representative, This trustee will follow the constitution of both the Parish Council and the Athletic Association and report all pertinent information between the Board and Parish Council. The remaining two (2) Trustees are responsible for Communications of athletic functions occurring at the school or Monsignor Schmidt Hall. The Board will appoint a Trustee to complete a term of office where one or more Trustees must assume the duties of another Board member or upon the decease, resignation or removal of a Trustee.
- The term of office for all officers, except as outlined in paragraph F (this section), shall be one (1) year, all positions commencing in July.
Section 2 Committees
- Committees shall be appointed by the Board of Directors.
- There shall be a Purchasing Agent appointed who shall be responsible for placing orders for all equipment purchases by the Organization. He shall obtain bids or prices from more than one supplier whenever possible. Upon approval he shall place orders as directed. The Purchasing Agent shall be responsible for insuring that all items for which the Organization is billed have in fact been received.
- There shall be a Membership committee whose purpose is to maintain records of the membership. The Chairperson or his delegate shall be responsible for contacting member’s delinquent in their dues, and reporting the status of members’ dues to the Membership & Board.
- The Board shall create such other committees, as it deems necessary from time to time and appoint appropriate chairpersons for each such committee.
Section 3 Commissioners
The duties of the commissioners shall include the following:
- Organize annual sports sign-ups.
- Obtain a list of non-member individuals who have signed up for a particular sport and present a recommendation to the Board of Directors to either accept or reject the request of the non-members prior to the start of the non-members first practice session.
- Insure a sufficient number of teams in each age classification to accommodate all those who desire to participate.
- Obtain sufficient managers/coaches and submit a list of such managers/coaches to the board prior to the first practice, and if necessary, replace managers/coaches for good cause, with approval of the Board of Directors.
- Must confirm that all managers/coaches have complied with the rules of the Archdiocese of Cincinnati and have their card prior to participating in practices, games or meetings of that particular sport or event.
- Attend various league meetings at which St. Al’s teams require representation and arrange for payment of required league fees.
- Organize the scheduling of suitable practice times and fields/gyms for each team.
- Organize game schedules for each team.
- Organize the disbursement of uniforms and equipment to each team, and coordinate the return of uniforms and equipment at the end of the playing season.
- Arrange for payment of all umpire/referee fees for all games.
- Recommend improvements for a designated sport to the Board of Directors and General Membership.
- Organize and coordinate the entrance of St. Al’s in tournament play. No team may be entered in more than three (3) tournaments per playing season unless approval of the Board of Directors is obtained. Tournaments conducted by schools where St Al’s children would be attending higher grades will not be counted as part of the three (3) permissible tournaments.
- Prepare a written budget to be given to the Board of Directors for presentation to and approval by the General Membership.
- Supervise all coaches and managers to insure compliance with the Organization’s Constitution and By-Laws, league rules, and Parish by-laws and regulations.
- Report any infraction or serious misconduct of any coach or manager to the Board of Directors for possible disciplinary action.
- In an emergency situation where major or serious infraction has occurred commissioners may suspend the offending coach or manager for a period of two (2) weeks pending a hearing before the Board concerning disciplinary action. In such case, the Board must be given written notice of the alleged violations within 24 hours of the suspension. Person(s) accused of alleged violations are subject to procedures outlined in Article IV, paragraph E.
- Organize and coordinate tryouts for teams in leagues where competition is applicable. The commissioner or his designate will set the date and time of tryouts. A list of coaches for competitive teams must be submitted to the board meeting prior to the tryout date.
- Organize and coordinate setting up and cleanup of any and all parish facilities used by a commissioner’s managers, coaches or representative. Setup and cleanup must follow the prescribed rules and guidelines for that facility.
- Organize and coordinate workers to manage the concession stand when needed.
Section 4 Coaches and Managers
All coaches and managers shall be subject to the following:
- The primary objectives of the entire Organization are to instill good sportsmanship and Christian behavior into the character of the participants, to teach the fundamentals and rules of each sport or activity, to develop an appreciation for one’s self-worth and ability, and to develop an appreciation for and understanding of the concept of teamwork.
- Winning of games, while not to be ignored or disregarded, shall always be secondary in importance to achieving the primary goals listed above.
- All coaches and managers have the responsibility to insure that all members of their teams participate in each game if at all possible.
- All coaches and managers shall conduct themselves in a proper Christian manner at all times in their capacity, and shall abide by all league and organization rules.
- No coaches or managers shall conduct practices, whether conditioning or otherwise, nor hold any official or unofficial team meetings earlier than six (6) weeks prior to the start of the team’s schedule, nor later than the last regular scheduled league or tournament game except for an after season team party.
- No coach or manager shall engage nor cause or permit team members to engage in fundraising activities of any type, including sale of admission tickets, to fund non-league activities.
- Insure that any girl or boy participating on a St. Al’s sponsored team, and provided a St. Al’s uniform, must wear that provided uniform during regulation games, whether pre-season, regular season, or post-season. Anyone not wearing the provided uniform will not be permitted to play. No commissioner, coach, or assistant coach should require, permit, or encourage (a) team member(s) to wear another uniform or part of a uniform (e.g. shirt). Uniform is defined as a minimum of shirt, and pants or shorts.
- Coaches and managers are responsible for supervision of their teams in the accordance to the rules set by the Archdiocese of Cincinnati. There must be, at all times, at least two (2) carded individuals at every practice and game. Scheduled practices and game times, as well as their locations, should be well communicated in advance in order to assure proper supervision is available.
- Any violation of these rules, or any other rules or regulations contained in the Constitution, will subject coaches and managers to disciplinary action in accordance with Article IV, Paragraph E, of the Constitution.
Section 5 Non-Discrimination
No child shall be denied the opportunity to participate in any sport or activity sponsored by this Organization solely on the basis of race, creed, color religion or sex.