Athletic Assoc By Laws

Our Lady Queen of Peace Athletic Association

By - Laws

Article I

Name: The name of this organization shall be known as the Our Lady Queen of Peace Athletic Association, under the cooperation of the Pastor of Our Lady Queen of Peace Parish, House Springs Missouri.

Article II

Purpose: The purpose of the Athletic Association shall be to serve, guide and enrich the spiritual and physical welfare of the children of the Our Lady Queen of Peace Parish.

Article III

Organization: The Executive Board shall consist of: Spiritual Director; President; Vice-President; Secretary; Treasurer; Equipment Director; Uniform Director; Registration Director; eye District, Baseball, Softball, Volleyball, Soccer, and Basketball Directors.

Regardless of the number of positions held by one person, on the Executive Board, only one vote may be exercised.

The responsibilities of the Executive Board are:

a. To handle problems that are greater in scope and cannot be handled by the President alone. The President or Spiritual Director shall call any meeting of the Board.

b. The following quorum shall be required to hold an OLQP Athletic Association meeting: a minimum of three Executive Board members including at least one elected officer.

c. To exercise final authority on all appeal cases concerning relief from duty, suspension, etc. Such action must be by simple majority vote.

d. To mediate any disagreement between members by invitation of any of the members involved. Either the President or Spiritual Director shall decide whether any disagreement merits a meeting of the Board. The decision of the Board shall be final.

e. To set the registration fees for the various sports and to formulate the deposit policy for uniforms and concession stand volunteers. This shall then be presented to membership for a vote.

f. To schedule a monthly meeting of the Executive Board the fourth Monday of each month to improve the operation of the organization and to help organize various sports including team rosters.

g. To schedule a monthly meeting for all members the first Monday of each month to present recommendations, status of the organization, etc.

h. Any Board decision shall be binding to the succeeding Board.

MEMBERSHIP

SECTION I.

Article IV

Membership shall be comprised of parents of children participating in the Our Lady Queen of Peace Athletic programs and any other interested parishioner. All members are expected to attend and actively participate in some form.

The sports team shall be comprised of children either registered in Our Lady Queen of Peace School/PSR, parish and surrounding communities if the their parish does not have a sports program, from the appropriate grade/age level.

Board Members, Managers, Coaches, Parents and Players shall meet and abide by all CYC rules and regulations.

All Board Officers, except for Sports Directors, Uniform Director, and Registration Director shall be elected by voting members of the Athletic Association at the December meeting. The right to vote for elections shall be extended to members who have attended simple majority of the last ten meetings of this association March through December (simple majority is six meetings).

If there are members to fill the positions of the organization above manager, no one may hold more than one position at anyone time.

The Athletic Association shall meet monthly. All motions must be seconded and then voted on by a simple majority for approval. The Executive Board reserves the right to take a matter under advisement and present a motion to all members at the following regular meeting for simple majority approval. All motions shall be written and shall be filed with this document.

This document may be amended as required by a majority vote, after it has been submitted in writing at a regular meeting and voted on at the following regular meeting.

Anyone suspended by the CYC shall not participate in any aspect of any Our Lady Queen of Peace sports teams. i.e. Practices and activities throughout the length of the suspension.

The Board shall review anyone suspended before being allowed to participate in any further Our Lady Queen of Peace sport activities.

Spiritual Director

a. The Spiritual Director must chair any meeting convened for consideration of matters or actions affecting overall parish policies of procedures. Assures conformance with all rules and regulations of the Parish and Diocese.

b. The Spiritual Director shall approve all team rosters prior to submittal to CYC.

SECTION II

President

a. The President shall serve for a one-year term.

b. The duties of the President are:

1. Coordinate the entire program.

2. Oversee the finances of the program and formulate a budget. The budget shall be prepared in January of each year with the advice of the Board. An inventory from the previous year, including suggestions for purchases should be available from the Purchasing Director.

3. Call and chair any Athletic Board meeting of the Parish, or notify the Vice President to chair the meeting.

4. Recommend to the members at the December meeting people for the various Sports Directors.

5. Approve or disapprove the managers and coaches selected by the appropriate Sport Director.

6. Represent this Parish or appoint a eye District Director for the appropriate CYC meetings.

7. Approve the scheduled use of facilities and equipment.

8. Work with the Purchasing Director to keep an up-to-date inventory.

9. Approve all rosters before being sent for final approval to the Spiritual Director.

c. The President shall have the authority to relieve any Sport Director, Manager or Coach of his/her position. The President in writing within 24 hours must do any such notification to the person being relieved.

d. If the Sport Director, Manager or Coach feels that the President has treated him unfairly, he/she can request a Board Meeting. The President cannot refuse a request for said meeting. However, some type of verbal communication must take place prior to such a demand. Then the demand must be made in writing to the President and the Spiritual Director stating the reason for such a meeting. It is hoped that this will never be needed, and will be used only for serious disagreements.

e. The President shall prepare and update a calendar showing the approximate dates that the various duties are done, any hints of procedures not outlined in this document. This must be given to the next President.

SECTION III

SECTION IV

Vice-President

a. The Vice-President shall be elected for a one-year term through the usual election procedures and shall automatically assume the position of President.

b. The duties of the Vice-President are:

1. Work with the President to understand the entire program so that the absence of the President will not adversely affect the program.

2. Chair any Athletic Board meeting if so appointed by the President.

3. Coordinate any committee activities as directed.

4. Develop annual fund raising plan by February and coordinate or assign a designee to coordinate each fund raising project.

Secretary

a. The Secretary shall be elected for a one-year term through usual election procedures.

b. The duties of the Secretary are:

1. Record minutes for all Our Lady Queen of Peace Athletic Association Meetings and mail minutes to all of the coaches and board members.

2. Shall be the custodian of the records and shall in general, perform all duties incident to the office of secretary and perform such other duties as may be required by the Board or President.

3. Prepare quarterly (approximate) Our Lady Queen of Peace Newsletter and distribute to families with children in the sports programs.

4. Shall maintain a list of addresses and phone numbers for coaches and board members.