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.

SECTION IX

CYC District Director

a. A CYC District Director shall be appointed by the President and is a member of the Executive Board.

b. The duties of the eye District Director are:

1. Represent the Our Lady Queen of Peace Athletic Association at the eye District meetings.

2. Advise the Executive Board on matters pertaining to the CYC Constitution.

3. Be a focal point for all Interactions between the Association and CYC.

SECTION X

Sport Directors

There shall be a Sport Director for Baseball, Softball, Soccer, Volleyball, and Basketball.

a. The Sport Director shall be appointed by the President and is a member of the Executive Board.

b. The duties of the Sport Directors are:

1. To represent the Parish at eye meetings involving their sport.

2. Submit a list of managers and coaches to be appointed for approval by the President.

3. Work with the President and Registration Director with registration and forming of the teams.

4. Check and verify the eligibility of all participants and send completed rosters to eye office. The Executive Board must approve any players from outside the Parish or District before being put on a Our Lady Queen of Peace roster.

5. Work with Purchasing Director in the care and replacement of equipment for his/her sport.

c. Baseball, Softball, and Soccer Sport Directors shall work with the field managers to ensure Our Lady Queen of Peace fields are ready for the season.

d. Each Sport Director must submit a statement of the number of participants and associated fees to the Secretary and Treasurer.

e. A Sport Director may manage or coach in the same sport or in another sport.

SECTION XI

The Managers

In CYC terminology the "Manager" of a team is the Head Coach.

a. The Sport Director appoints the Managers, with the approval of the President.

b. The duties of the Managers are:

1. Each Manager is expected to set an example of good sportsmanship at all times and be mindful of the feelings of the children.

2. The Manager shall lead his/her team in a prayer before each game/match. If the team is the home team, the manager or appointee shall lead the home and visiting teams in a prayer in accordance with eye policy.

3. Because the goal of the Athletic program is to give each child the opportunity to engage in competitive sports activities, it will be the responsibility of each Manager to see that each child gets the chance to play a reasonable portion of each game per the CYC rules and regulations.

4. The supervision of team members at all practices and games.

5. The care of the team's supplies and equipment. The Manager shall work with the Purchasing Director on obtaining equipment, returning equipment and identifying what equipment is needed.

6. A Manager may suspend a player at any time for disobedience or unsportsmanlike conduct while under the Manager's or coach's supervision. If this occurs, the Sport Director, President and Spiritual Director shall be notified.

7. Team Managers or appointees should attend the monthly Association Meetings as a minimum:

Baseball/Softball: Jan - July

Soccer/Volleyball: April - Nov

Basketball: Oct - March

c. A person may manage only one team at a time per season. i.e. Soccer or Volleyball

d. The team manager shall make a reminder call to last year's team informing the players of registration times.

e. A Manager may be disciplined by a majority vote of the Executive Board for failing to follow the CYC and OLQP rules and regulations.

SECTION XII

The Players

a. A Manager may suspend a player for the remainder of the season at any time that the player is under the Manager's supervision for disobedience or unsportsmanlike conduct.

b. If the Parents of the player feel that such a suspension is unjustified, a meeting between the player and parents, the Manager, coach, the Spiritual Director and President will be called to review the case. The decision of the Board Members after this meeting will be final.

c. Players will follow the uniform policy.

SECTION XIII

Head Official

a. The Sport Director appoints the Head Official, with the approval of the President.

b. The duties of the Head Official are:

1. Prepare the OLQP officials for the Official's Examination.

2. Administer the tests and submit the results to South County CYC.

3. Inform OLQP officials of mandatory official’s clinics.

4. Establish and maintain official's game schedule.

5. Enforce all CYC and OLQP rules and regulations.

6. Monitor and evaluate the OLQP officials.

Section XIV

Field Manager

a. The Sport Director appoints the Field Manager, with the approval of the President.

b. The duties of the Field Manager are:

1. Initial preparation of fields for practice and the first game.

2. Maintain field schedule during the season.

3. Coordinate with Concession Stand Manager and Head Official regarding game changes.

OLQP Player Registration Policy

Revised 09/09/02

1. A player is considered to be officially registered as follows:

a. The player shall register and pay the registration fee at any of the scheduled registration sessions after church.

b. A registration form may be picked up at the concession stand, completed and mailed/delivered, along with the registration fee, to the Registration Director.

c. Registration fee shall be paid at the time of registration. A player shall not be added to the team roster unless the registration fee is paid and received by the Registration Director or the hardship policy is invoked.

d. Players registered and paid after the final registration session or players who have registered and not paid per one of the three options shall be considered part of the post-registration. New players registered in the parish that register for a sport after the official registration is closed shall be considered part of the post-registration. Post-registration players may be placed on a team if approved by the Executive Board. A full refund shall be returned if the player cannot be placed on a team.

2. A $20.00 late fee shall be applied to all players who register after the final registration session unless the coach recruits the player in order to meet the minimum required having a team or the player is new to the parish. The late fee shall not apply to non-OLQP parish players if the OLQP team is combined with another parish. However, once the team is submitted to South County CYC, late fees shall apply to the non-OLQP player as described above.

3. Official registration for OLQP sports (including High School Teams) shall be as follows:

OLQP Team Roster Development Policy

Revised 09/09/02

1. A player shall not be added to the team roster unless registered and paid.

2. A child which has registered/paid prior to registration closing shall be placed on an OLQP team if the minimum number of players for his/her age group has been met.

3. The following minimum and maximum team sizes shall apply:

Sport Minimum Maximum

Baseball 9 15

Softball 10 15

Soccer 11 21

Basketball 5 10

Volleyball 6 10

4. South County CYC team fees shall be paid by the OLQ P AA per the South County CYC schedule and only after the minimum number of players is met.

5. Officially registered players from two class/age groups shall be combined to meet the minimum number of players required to form a team.

6. Team rosters, which fall short of the maximum, shall be filled, if players become available, based on the date of post-registration and fee payment after official registration has closed.

7. Team rosters shall only exceed the maximum players, upon the review and approval of the OLQP AA Executive Board, under the following conditions:

a. Extra officially registered players, if an additional team could not be formed.

8. If a specific age group exceeds the maximum number of officially registered players during the development of team rosters, efforts shall be made by the coach and the OLQP Athletic Association Executive Board to find enough players for another same age group team or combined age group team and a second coach. If another team cannot be formed, all officially registered children shall be placed on a single team, except volleyball. South County CYC Volleyball rules state that the number of players on a team shall not exceed ten.

9. In the event enough players are found to make two teams, the teams shall be divided into two teams. The first team shall consist of the following players:

a) Officially registered players of the same age group

b) Players, which have the longest unbroken seniority with the team

c) Players, which played the previous year with the team

d) Players who may have played on another OLQP team

10. The second team shall consist of WI of the remaining players.

11. Post-registration players that have not been placed on an OLQP team shall be placed on the CYC waiting list.

12. All OLQP CYC teams are closed unless otherwise approved by the Executive Board.

98-01-02

OLQP Concession Stand Volunteer Policy

(Concession Stand Supported by Parent Volunteers)

Revised 09/09/02

1. Concession stand volunteers and refundable deposits sba1l be required for the baseball/softball season and soccer season.

2. The $50 concession stand fees (separate check or cash) shall be collected from each family (inc1uding Executive Board members, etc.) at the time of baseball/softball registration and soccer registration.

3. The parents have the option to work the concession stand and receive their $50 deposit upon completion of their concession stand duties or donate the $50 to the OLOP Athletic Association and not volunteer for the concession stand.

4. Parents (including Executive Board members, etc.) who agreed to work the concession stand, shall be required to work the concession stand during the sport season (1 maybe 2 days/nights) in order to have their concession stand deposit returned. Baseball/softball shifts: 3 hours. Soccer shifts: 2 hours.

5. The Team Manager (i.e. Head Coach) shall be excused from having to work the concession stand during the season. AD other coaches shall work the concession stand.

6. The concession stand manager shall return the family's deposit upon completion of their concession stand duties.

7. The concession stand deposit shall not be cashed by the Athletic Association until the end of the season and it has been determined that the parent's bad not fulfilled their concession stand duties.

8. Parents unable to work their specific days/nights shall be required to trade with other parents or notify the concession stand manager 48 hours prior to the scheduled time for rescheduling. If shifts cannot be rescheduled, the deposit may be forfeited. No-shows shall lose their deposit.

9. The concession stand manager shall notify concession stand workers of rescheduled games due to inclement weather.

10. The concession stand policy shall apply to all non-OLQP players.

98-01-03

OLQP Umpire/Referee Reimbursement Policy

Revised 09/09/02

1. Umpires shall be paid at the end of each game from the concession stand proceeds. Referees shall be paid on a monthly basis during the season.

2. The Head Ref shall be responsible for recording who refs and submit a list which identifies the amount of payment to the OLQP AA treasurer on the first Monday of the month after the season begins. Final payment shall be based on the end of the season.

3. The OLQP AA treasurer shall give the Ref the reimbursement checks within a week after receiving the ref list.

4. The OLQP AA shall pay the refs $13 per game for the upper (smaller) field and $17 per game for the lower (larger) field. Umpires shall be paid the reimbursement fee per game and not receive any additional payment.

5. Umpires shall be paid an additional 50% of the other umpires game salary if only 1 umpire is available for the game.

6. A traveling fee for gas expenditures shall be paid to non-OLOP and non-St.Anthony's officials. The traveling fee shall be $5.00 per trip to officiate at OLOP.

98-01-04

OLQP Bad Check Policy

Approved 11/2/98

1. A $15 cash penalty shall be levied for each returned check. The child shall not be able to register for the next sports season until penalty has been paid.

98-01-05

OLQP Registration Refund Policy

Revised 09/09/02

1. Refunds shall be given as stated below:

a) 100% will be returned prior to OLQP AA paying the team registration fee

b) 50% will be returned for the period of the team fees being paid up to 2 weeks prior to the start of the first regular season game.

c) 25% - will be returned for the period of 2 weeks to the start of the first regular season game.

d) 0% - after the start of the first regular season game

2. Any deviations from this policy shall be approved by a simple majority of the Executive Board.

98-01-06

OLQP Award Policy

Approved 09/09/02

1. The OLQP AA shall pay for awards as follows:

a. $6-$8 Trophy - If a Pre-K through Fourth Grade OLQP team has the best record in their league, a trophy shall be purchased for each player on said team. Fifth Grade team and up will receive first place trophies from South County CYC.

b. $25-$30 Jackets- If a Fifth Grade team and up wins the South County District, a jacket shall be purchased for each player on said team.

c. $5 Patch - If a Fifth Grade team and up wins the Archdiocesan playoffs, a patch for their jacket shall be purchased for each player on said team.

d. $25-$30 Plaque - If a Fifth Grade team and up wins the Archdiocesan playoffs, a plaque with the team members' and coaches' names shall be purchased and displayed at the concession stand.

2. The team manager shall be responsible for purchasing and distributing the awards. Any cost incurred above the allowable costs stated above, shall be the responsibility of the team manager.

3. The OLQP AA Treasurer shall reimburse the team manager upon receiving the award receipt.

98-01-07

Tournament Fee Reimbursement

Approved 09/09/02

1. The OLQP Athletic Association shall pay the tournament fees for a maximum of one tournament per team per sport season.

98-01-08

OLQP Award Policy

Addition/Revision 01/04/06

1. At the end of the season the Team Manager will receive $5.00 for each child on the approved eye Roster. The Team Manager must use this money for one of the following: trophies, medallions, or a party.

2. Any cost incurred above the allowable costs stated above, shall be the responsibility of the team.

3. Any Team Manager who does not use this money appropriately, on the children, will be suspended for life from the OLQP Athletic Association.

98-02-07

Uniform Deposit Policy

Approved 09/09/02

1. A separate uniform deposit check of $50 shall be provided to the Uniform Director for each child obtaining the uniform.

2. The uniform deposit check shall be returned upon return of the uniform by the specified time.

3. The uniform deposit check shall not be cashed unless the uniform is not returned within 30 days of the applicable season's last uniform return date.

4. The parents shall be responsible for staying informed about uniform pick-up and return dates.

5. The Uniform Director shall make the uniform pick-up/return information available in the church bulletin, contacting an OLQP officer and/or asking the team manager.

6. The uniforms shall not be dried in a dryer due to the damage caused by excessive heat.

7. Uniform deposit checks can be re-used for multiple sports during the calendar year.

98-01-09

Child Abuse Background Verification

Approved 09/09/02

1. Any person directly responsible for supervising, coaching or handling children of any officially sponsored sport by OLQP AA shall be required to submit a Background Check form which shall be submitted by the parish office to the state highway patrol.

2. All completed forms shall be mailed directly to the parish pastor for verification and approval.

3. The results shall be distributed only to the parish pastor who shall handle removal of any unfit person directly.

4. Every person or coach handling children shall submit a completed Background Check form during even numbered years or as soon as they are assigned a coaching position.

98-01-10

Compliments and Complaints

Approved 09/09/02

1. All compliments and complaints that require the attention of the OLQP AA president and/or vice- president shall be submitted in writing.

2. Blank Compliment/Complaint forms shall be posted on the concession stand bulletin board.

3. Completed forms shall be mailed to the OLQP AA president and/or vice-president.

4. The OLQP AA president and/or vice-president shall be responsible for acting on the submitted compliment/complaint.

98-01-11

Child Abuse Background Verification

Revised 01/04/06

1. Any person over the age of 18 directly responsible for supervising, coaching or handling children of any officially sponsored sport by OLQP AA shall be required to submit a Background Check form (obtained at the OLQP School Office) and attend a "Protecting God's Children" seminar.

2. All completed forms shall be mailed directly to the parish pastor for verification and approval.

3. The results shall be distributed only to the parish pastor who shall handle removal of any unfit person directly.

4. No one, over the age of 18, will be allowed to coach, referee, umpire or teach the children in any way without prior to submitting the background check forms and receiving approval by the parish pastor.

5. A person cannot be selected as a Team Manager prior to attending the "Protecting God's Children" seminar.

98-01-12