Athletic Association By-Laws
St. Stephen Martyr Athletic Association
By-Laws
MISSION
The mission of the St. Stephen Martyr Athletic Association (SSMA) is to provide the opportunity for every child who attends the school or belongs to the parish to participate in team sports.
OBJECTIVES
The objectives of the St. Stephen Martyr Athletic Association are as follows:
* To promote self-esteem and respect for others in a Christian manner with emphasis on good sportsmanship.
* To develop athletic skills and knowledge of sports in each participant of our program.
* To promote a positive self-image within each participant of our program.
* To develop a true understanding of team work within each participant of our program.
ARTICLE I
Section I -- Athletic Association
The Athletic Association consists of all parents of children who participate in sports at St. Stephen Martyr parish, all coaches of sports sponsored by the Athletic Association and all members of St. Stephen Martyr parish who actively volunteer within the Athletic Association.
Section II – Athletic Association Board
The St. Stephen Martyr Athletic Association consists of an odd number of board members that volunteers its time and talent. An Athletic Director, Assistant Athletic Director, Secretary, Treasurer, Intramural Director and a minimum of six at-large members comprise the Board. The Board establishes guidelines and policies for the sports programs at Saint Stephen Martyr Parish in conjunction with the Catholic Schools Athletic Association (CSAA) guidelines. Decisions will be made by a majority vote of the Athletic Board, when the board cannot come to a decision then the vote will be decided by the Parish Pastor. A majority of the Athletic Association Board must be presented to the board for a vote and majority approval.
The board members, regardless of position, must attend all Athletic Association Board meetings. Board member who fails to attend three or more board meetings annually, or otherwise fails to live up to the level of volunteerism expected by the board may be removed from the Board based on a majority vote of the remaining board members after a meeting was held to allow said board member to present his reasons for not living up to expectations of the board. The Parish Pastor would be notified of this action before the meeting was held and the vote taken in order to assure fairness in the process.
The Athletic Association Board (the Board) provides general supervision of all activities of the Athletic Association. The Board approves bills on the treasury expenses. All expenditures exceeding $1000.00 must be brought before the Board for approval.
Section III – Committees
Executive Committee
The Executive Committee consists of the Athletic Director, the Assistant Athletic Director, the Treasurer, the Secretary and the Intramural Director. This committee helps the Athletic Director make decisions of consequence which cannot wait until the next board meeting for resolution. The executive committee approves all expenditures exceeding $250.00. All expenditures under $250 require approval from either the AD, AAD and verification by the Treasurer.
Special Committees
Special committees may be formed from time to time as needed by the Board, e.g., Fund Raising, Publicity Committees, etc. Each committee will have a Chairperson appointed by the Board and will report to directly the Board. The committee chairperson will be responsible for the selection and supervision of committee members. Other examples include Fish Frys and Gym Manager roles. All Special Committees must be approved by majority vote of the board.
Section IV – Gym Manager
The Gym Manager is responsible for managing the both the gym and the concession. The Gym Manager is responsible for prepping the gym, preparing the gym to host games, and scheduling of all necessary volunteers to work the scoreboard, door entry, line judges, intramural refs, and concession workers. The Gym Manager must also coordinate with CSAA as appropriate for meetings and hosting of games throughout the sport season. Volunteers can include SSM school families & parishioners and their immediate family. Volunteers must be at least 16 years old to work concession and service hours can be considered for student volunteer positions. Gym Manager will also oversee and coordinate with Intramural Director for all intramural sports as well. The Athletic Association Board will recruit and the Gym Manager. Compensation of the Gym Manager will be recommended by the Athletic Board and approved by the Finance committee. Payment will be completed by the Parish Office. The Gym Manager will report to the AD, Assistant AD, and IM Director of the Athletic Board. Any grievances and/or necessary disciplinary action brought forth by the Gym Manager or in direct relation to the Gym Manager will be resolved by a majority vote of Athletic Association Board.
Section V – Duties of Board Members
Athletic Director
The Athletic Director (A.D.) provides leadership for the entire Athletic Association. The Director presides over meetings, assures the program follows the regulations and standards established by the CSAA, and supervises sports coordinators on team player selection, player tryouts and practice scheduling. The Athletic Director ensures all coaches on the list of approved coaches meet all coaching requirements. This responsibility includes requesting background checks and verifying attendance of Safe Environment training. The A.D handles the compliance area for coaches including but limited their approval by C.S.A.A. and the parish office. The A.D. will ensure that the CRE roster is shared with the appropriate coordinator and AAD in a timely manner. The AD acts as a liaison between the Athletic Board and the Parish Business Manager in relation to the Athletic budget. The AD works with the Board and its committees to develop a vision and future for SSM Athletics.
Assistant Athletic Director
The Assistant Athletic Director (A.A. D.) acts as the ombudsman for the athletic program. The A.A.D. supervises all player sign ups and generates players lists for Coordinators. The A.A.D. shall handle the compliance area for athletes. The A.A.D. performs the duties of the Athletic Director in his/her absence.
Secretary
The Secretary keeps the minutes of the Board and distributes them to all Board members, the Parish Life Committee and the Parish Business Manager. The Secretary keeps an accurate, classified list of the Board members addresses and phone numbers and conducts all general correspondence of the Board. He/She maintains a written record of all acts of the Board. He/She receives and disposes of all correspondence as directed. He/She preserves all reports and documents pertinent to the operation of the Board. He/She notifies all members of all meetings. The Secretary will also be responsible for tracking the terms of all Board members and notify when terms are near expiration.
Treasurer
The Treasurer receives all monies of the organization and keeps an accurate account of all receipts and disbursements. The Treasurer pays out all funds recommended by the Athletic Association Board and Athletic Director. The Treasurer prepares the annual budget, which will be approved by the AD. The treasurer - in conjunction with the Parish Business Manager – monitors the adherence to the budget and reports to the Athletic Association Board monthly.
Intramural Director
The Intramural Director (I.D.) oversees the day-to-day operations of the intramural program. He/She will set coordinators, select coaches, assign teams and schedule games and practice with the approval of the AD for all
sports, PreK through 2nd grade level. The IM Director holds sign ups in conjunction with the A.A.D. The IM Director will also coordinate with the Gym Manager for all intramural sports.
At-Large Members
There are six At-Large Board Members all of whom have voting privileges. The At-Large members chair committees based on the Association’s needs. At-Large Members volunteer as needed to help the Executive Officers of the Board perform their assigned duties.
Coordinator
The Athletic Board will appoint a member of the Board for any sport/activity when deemed necessary. The Athletic Board will review all Coordinator appointments at the next available meeting. The Athletic Director will appoint a replacement in the event a Coordinator leaves the position before completion of the term. Any persons interested in applying for a Coordinator position must contact the Athletic Director. The Board, at the next regular Board meeting which falls one month after the position is advertised, will review all applicants and will appointment the Coordinators from the pool of applicants. Following the meeting, the Athletic Director will advise the Coordinator of the appointment. The Coordinator has no voting privilege, unless the Coordinator is a current board member, then they have all the voting privileges of a board member. The Coordinator oversees the day-to-day operations of a particular sport. The Coordinator assists with in-school recruiting, presents coach nominations to the Board and Parish Office, organizes meetings with coaches prior to the season to establish a season plan, supervises tryouts, and directs team selection. The Coordinator determines equipment needs, obtains prices for needed equipment or uniforms, and presents a proposal to the Board for approval to purchase. The Coordinator, as needed, creates a committee to assist him/her in completing the duties of the position in an efficient manner.
The coordinator nominates coaches to the Board for approval, communicates with coaches on schedules, rosters, and tournaments, and ensures all coaches have a copy of and understand the by-laws and expectations for SSM coaches. Positions for coaches should be advertised at least one month prior to the start of the tryouts and practices. The Coordinator handles post-season evaluations for each team, oversees key turn for each coach, and
supervises uniform returns. These duties must be performed in a proper and timely fashion.
The Coordinator keeps the Athletic Director informed of all transactions of the particular sport. The Coordinator must attend each Athletic Board meeting while his/her sport is in season - season is defined as one month before the start of practice through two weeks after the completion of the final game. The Coordinator should carry out all duties outlined above to the best of his/her ability. Failure to keep the Athletic Association Board and Athletic Director notified of all activities and/or issues involved with the sport can result in probation and/or replacement. When the actions of any Coordinator are under review, the procedures outlined in Article VI, Section II – Probation and Replacement of Coaches will be followed.
ARTICLE II
Section I – Fiscal Year
The fiscal year shall be from July 1 to June 30.
ARTICLE III
Section I – Sports
Sports are defined as any activity sanctioned and supervised by the Athletic Association. These include but are not limited to Cross Country, Football, Flag Football, Powder Puff Football, Archery, Golf, Cheerleading, Volleyball, Basketball, Swimming, Field Hockey, Baseball, Track and Soccer. All of these activities operate under the same rules regarding practice times, player conduct, tryouts, etc. Sports otherwise not listed above will be considered by the board if brought forth by an interested party. Majority of the board must vote and approve any new sport. Sports are dependent upon enrollment/participation and may not occur due to low numbers or could join with surrounding schools with the assistance and approval from the AD and AAD.
ARTICLE IV
Section I – Meetings & Miscellaneous
Athletic Association
The Athletic Association members and all of their contact information will be maintained on the SSM Athletic Website. The Athletic By-laws and contact information will also be available and maintained on the Athletic Association website.
Athletic Association Board
Board meetings will be held on the second Sunday of the month after the 10:30 mass, approximately 11:30am. The meeting will be held in the small meeting room in the gym. The meeting day/time is subject to change based on the schedule of the Athletic Board. Special meetings may need to be called outside the regularly scheduled as needed.
Coaches
The coaches will be advised by the Coordinator of all necessary duties and pertinent information, including contacts, by-laws, uniforms, etc.
ARTICLE V
Section I – Elections/Appointments of Positions
Term Limits:
Athletic Director - 5 years with renewal option upon vote and majority approval of the Board
Assistant Athletic Director – 5 years with renewal option upon vote and majority approval of the Board.
Secretary - 3 years with renewal option upon vote and majority approval of the Board
Treasurer - 3 years with renewal option upon vote and majority approval of the Board
Intramural Director - 3 years with renewal option upon vote and majority approval of the Board
At-Large Members - 3 years with renewal option upon vote and majority approval of the Board
Coordinators – 3 year with renewal option upon vote and majority approval of the Board
Committee Chairs - 1 year with renewal option upon vote and majority approval of the Board
All positions will be reviewed and voted for approval in June of the year of their term expiring. Athletic Board Members are elected by voting and majority approval of the Board. The process works as follows: The Athletic Board advertises available Board positions. The Board will accept self-nominations as well as nominations by peers. Once nomination have closed the Board will sponsor a special meeting of discernment. All prospective members are required to attend. Officers are elected by the Board through anonymous ballot at the July Athletic Association Board meeting, this anonymous ballot will occur with a vote by the newly elected board members with input from the exiting board members and officers. Each officer will serve out his/her remaining term on the board or the term limit listed above.
ARTICLE VI
Section I – Coaches
The St. Stephen Martyr Athletic Association is totally dependent on volunteers. All are encouraged to apply to coach or assist in the various sports offered. All coaches must possess strong Christian ethics along with good teaching and communication skills. The primary goal must be to teach basic skills and positively reinforce the self-image of each team member. Each coach must also promote Christian values through sportsmanship. As role models, coaches are not allowed to smoke, drink, or use profane language during practices and games. The use of profanity and negative comments to players, competitors, or officials is not tolerated. The rules of conduct apply to both coaches and their assistants.
1. Anyone wishing to become a head coach must be at least 18 years of age and submit his/her name to the responsible Coordinator prior to that sport’s season. All coaches are required to complete a background-check, safe environment training, and have Parish Pastor or his designated representative approval prior to the start of practice.
2. The Coordinator recruits head coaches.
3. Names of all head coaches will be presented to the Athletic Association Board.
4. All coaches must be approved by the Parish Pastor or his designated representative prior to the start of practice.
5. All head coaches and the Coordinator of that sport are required to attend tryouts.
6. The coordinator, AD and any Board member who help with the evaluation process will meet to select teams based on the Tryout Selection Process created and maintained by the Athletic Board. If enough Board members cannot attend tryouts or unknowledgeable of the sport then the Board and Coordinator will select the unbiased committee that should avoid coaches.
7. It is expected that each coach commit to a one-year contract. He/she will be encouraged to continue coaching with the annual approval of the Board.
8. Upon completion of the season, coaches are required to return all equipment to the Coordinator within one week of their team’s final game.
9. Coaches are to be teachers of the game and develop each child to his or her fullest ability.
10. The Coordinator must furnish complete rosters to CSAA and the school office. The coach is responsible for making sure his final roster as kept by
the Coordinator matches his team and that no player participates who has not been officially signed up to play. The school will notify the Coordinators if warnings or suspensions become necessary.
11. It is the coach’s responsibility to conduct orderly practices. Because the players are the coach’s responsibility for the entire practice period, the player may not leave practice unless a parent or person with parental permission picks them up. A coach must remain at practices and games until all team members have departed. Any practice held will be for all team members.
12. Coaches are not to schedule practices when school wide activities are scheduled, especially during parent/teacher conferences. No practices should be scheduled on Holy Days and during Mass. Practice dates and times will be established by the coach, coordinator, and Gym Scheduler, making sure to accommodate all players. If issues or conflicts arise with practice scheduling then the A.A.D and A.D. will intervene to ensure a compromise is developed.
13. Coaches are responsible for following all CSAA rules in regards to practices. This time schedule includes practice and jamboree games. Players participating in more than one sport cannot exceed the practice time limit, cheerleading included.
14. The coach has the option to hold a meeting with parents before the season to answer any questions and present information presented at the annual Association meeting.
15. Practice times shall not begin any earlier than 3:30 pm and shall not extend beyond 9:00pm Monday-Friday, making sure all CRE players schedules are being reasonably met. Saturday practice times can begin as early as 8am and shall not extend beyond 3:30pm. Sunday practice times can begin as early as 12:30pm and shall not extend beyond 9pm. Coaches will be reasonable in regards to absences and tardiness to practices depending on the specific scenarios.
16. Coaches shall also be required to adhere to the Coach’s List of Expectations as created and maintained by the Athletic Board.
Section II – Probation and Replacement of Coaches
The Board may place a coach on probation for behavioral reasons or major/minor team and/or CSAA violations after a majority vote. The coach will be notified of this decision by the Athletic Director and/or Coordinator.
A coach may only be replaced or not asked to return, for whatever reason, after a majority decision vote by the Board. In such event, the coach is entitled to a review hearing before the Board.
The procedure outlined below will be followed when the Board is reviewing any coach being considered for an indefinite suspension for behavioral reasons or major team and/or CSAA violation(s).
1. The Coordinator will give an oral warning on the reasons and/or violations.
2. If the problem persists after the oral warning is given a vote from the Athletic Board will be completed to determine it the coach may continue in the role or removed of coaching duties.
4. The Board will then discuss the matter in private and immediately render its decision.
5. A written report of the hearing and the Board’s decision shall be kept on file by the Board Secretary.
6. All decisions made by the Board are considered final.
ARTICLE VII
Section I – Team Selection
1. Teams are divided into 3rd /4th, 5th/6th and 7th /8th grades. Athletes not attending St. Stephen Martyr or a Catholic school are required to regularly attend CRE classes. Attendance will be monitored by the Board and Coordinators.
2. All students in the 3-8 grade level will be eligible to play on the A, B, C, etc. team. The goal of the Board is to work to the best of our ability to place all kids on a team with SSM or surrounding parish schools if an option. However, in some cases, based on number of players signing up, there may be only one team. This may also occur if there is lack of available coaches.
3. All players (grade 3-8) will be selected on their athletic ability, skill level, and attitude towards the sport.
4. All teams are selected using CSAA guidelines. CSAA rules require that in cases where a parish has more than one team competing in a grade division (grades 3-8), the best, most skilled of those teams should compete the “A” league for that grade division. Accordingly, for grade divisions with multiple teams, the St. Stephen Martyr Athletic Association (SSMAA) identifies one team as “A” team.
5. There will be a publicized sign up period before tryouts. After the published deadline, special permission from the AAD and coach must be given to sign up late. If this is allowed, a late fee of $20 could be charged in addition to the sign-up fee. The AD, AAD, and coaches will review all special cases, i.e. new students, injuries, etc.
6. Once team selection has been completed, the Coordinator of the sport will review and approve the roster. Once the roster is approved, parents and players will be notified of the team placement after a 24 hour time lapse
7. Parents should note that team selections are done by consensus of the evaluation team involved in a fair and impartial manner. Parents may address questions or concerns first to the coach, then to the Coordinator, then to the Athletic Director and finally to the Athletic Association Board.
ARTICLE VIII
Section I – Ethics, Behavior, and Expectations for Student Athletes
Athletes need to be reminded the focus of the athletic program is to promote the self-esteem of each participant, to learn the skills involved in playing the sport well, and to practice these skills through competition. Good sportsmanship should rule in all situations. With that in mind, players, coaches, or fans who fail to adhere to high standards of sportsmanship will not be allowed to participate. Any conduct or action unbefitting a young Christian athlete, disrespect toward authority, property, rules, or horse play will not be tolerated. Athletes not attending St. Stephen Martyr or a Catholic school are required to regularly attend St. Stephen Martyr CRE classes. Attendance will be monitored by a Board member or person appointed by the Board. Athletes are asked to adhere to the following guidelines. CRE classes taken outside of SSM will be considered a special case and must be approved by the Pastor.
1. An athlete’s first priority is academics with athletics and all other aspects of school life second. The school office will be notified of all student athletes for the purpose of tracking and ensuring academic and behavior in school suffices to the expectations of the Athletic Board.
2. Dedication to the sport and team: a) Do your best to be present and on time for all games and practices. b) Keep yourself in the finest physical condition by abstaining from alcohol, drugs, and tobacco products. c) Maintain a strong academic record in order to set a positive example for others. d) Always behave in a manner that reflects well upon yourself, your teammates, and your school. e) Strive at all times to be the best that you can be. f) Promote team spirit by encouraging fellow athletes.
3. All CSAA rules must be followed. Players who sign a contract for a sport are expected to remain a participant for the duration of the activity. Prior to withdrawing from any such activity, the player shall discuss the reasons for withdrawing with the coach and the Coordinator. Coordinators, coaches, and student participants have a right to expect that all players will honor their commitment.
4. An athlete must make a commitment to his/her sport. An athlete must attend all practices and all games unless excused by the coach in advance. In case of illness or unavoidable family emergency, the athlete should notify the coach by phone as soon as possible.
6. For any player on any team at any grade level, team members should only be allowed to suit up for a game if they have participated in an adequate number of practices (as determined by the coach) since the previous game. If a child misses school because of illness or disciplinary action, the child may not participate in practices or games that day or night. For absence due to reasons other than illness, the decision will rest with the coach under the supervision of the coordinator. Players are required to make up all class work missed due to absence.
7. Any infraction of the rules governing student athletic participation may result in suspension or expulsion from the team. Players must be in good standing in both effort and conduct in school. They should have a positive attitude, show school spirit, follow school rules, and demonstrate a sense of responsibility.
***If a student fails to comply with the above regulations, the following procedure will be implemented:
1. Verbal Warning – Any verbal warning at practice or during a game made by a coach for any disciplinary reason should be done in the presence of another adult, preferably the assistant coach or coordinator.
2. Written Warning – If the above warning does not stop the behavior in question, the athletic board will notify the parents, coordinator and the coach, who in turn will deliver the written warning together to the player/participant. If for any reason the school decides a student athlete should receive a written warning for behavior in school, then they replace the athletic board in the above process.
3. Suspension – If the warning does not suffice, the player is suspended from the team/squad for a period of time to be designated by the Athletic Board. Parents, student, and coach will be notified. If the problem is corrected after the suspension, the player will be reinstated. Parents, student, and coach will be notified of reinstatement.
4. Removal from Team/Squad – If the preceding steps do not prove effective, the student will be removed from the team or squad. Eligibility will be determined at the end of the season or at the beginning of the next school year by the Athletic Board before a player is allowed to participate in another sport.
Coordinators need to furnish the school with a roster of their team and the phone numbers of the coaches so that the school can work with them in this process.
Section II – Ethics, Behavior, and Expectations for Parents signing your child (ren) up for playing sports at St. Stephen Martyr automatically makes you a member of the St. Stephen Martyr Athletic Association (SSMAA) program. Some important things to remember as a member of SSMAA are:
1. Sign players up on time.
2. Pay participation fees at sign-ups of each sport. Fees are based on the expenses incurred by the athletic program.
3. Have players at practice on time and picked up on time.
4. Parents are expected to work the concession stand and Fish Fry’s when scheduled.
5. Help the athlete maintain proper care of uniform and equipment. If a uniform and/or equipment is not properly cared for, lost or not returned the athlete will not be allowed to sign up for future sports and you will be billed for the value of uniform. All fees must be paid before players will be allowed to sign up for another sport.
6. Each team may need parent(s) to help the coach in assorted duties. However, the volunteer will still need a background check, safe environment training, and approval from the Parish Pastor or his designated representative.
7. The athletic program is for the enjoyment of the children. Parents should promote Christian values and sportsmanship at all times. Excessive yelling and abusive language is unacceptable. CSAA rules state unsportsmanlike behavior will not be accepted, and the parent will be removed from the game.
8. All sports related dinners, awards night, etc., will be treated as a Parish function. The parent will be notified of the details of any such function in advance. It is the parent/guardian responsibility to supervise their child’s behavior at all such functions.
Section III – Grievance Procedure
If a problem should occur while a child is participating in a team sport at St. Stephen Martyr, the grievance procedure is as follows:
1. If the parent has any issue with a coach, it is mandatory that the parent must wait 24 hrs before approaching that coach to resolve the issue.
2. If the problem still exists, the parent can contact the Coordinator responsible for that sport by phone or in person to resolve the issue.
3. If the problem isn’t resolved at this point, the parent can contact the Athletic Director by phone or in writing to resolve the issue.4.
4. If the problem is not resolved by the Athletic Director, the parent must present in writing the issue to the Athletic Association Board through the Secretary and will be discussed at the next scheduled Athletic Association Board meeting.
ARTICLE IX
Amendments
These articles may be amended at any regular meeting by a two-thirds majority vote of those Board members present, provided the amendment has been presented at a previous regular meeting.
The by-laws will be reviewed a minimum of once every 5 years by the Athletic Board or a committee of the Athletic Board.
The above by-laws were brought to the regular meeting of St. Stephen Martyr Athletic Association Board, placed on the floor for a vote, and approved on May 14th, 2019.
SIGNED: St. Stephen Martyr Athletic Association Board
By-Laws
MISSION
The mission of the St. Stephen Martyr Athletic Association (SSMA) is to provide the opportunity for every child who attends the school or belongs to the parish to participate in team sports.
OBJECTIVES
The objectives of the St. Stephen Martyr Athletic Association are as follows:
* To promote self-esteem and respect for others in a Christian manner with emphasis on good sportsmanship.
* To develop athletic skills and knowledge of sports in each participant of our program.
* To promote a positive self-image within each participant of our program.
* To develop a true understanding of team work within each participant of our program.
ARTICLE I
Section I -- Athletic Association
The Athletic Association consists of all parents of children who participate in sports at St. Stephen Martyr parish, all coaches of sports sponsored by the Athletic Association and all members of St. Stephen Martyr parish who actively volunteer within the Athletic Association.
Section II – Athletic Association Board
The St. Stephen Martyr Athletic Association consists of an odd number of board members that volunteers its time and talent. An Athletic Director, Assistant Athletic Director, Secretary, Treasurer, Intramural Director and a minimum of six at-large members comprise the Board. The Board establishes guidelines and policies for the sports programs at Saint Stephen Martyr Parish in conjunction with the Catholic Schools Athletic Association (CSAA) guidelines. Decisions will be made by a majority vote of the Athletic Board, when the board cannot come to a decision then the vote will be decided by the Parish Pastor. A majority of the Athletic Association Board must be presented to the board for a vote and majority approval.
The board members, regardless of position, must attend all Athletic Association Board meetings. Board member who fails to attend three or more board meetings annually, or otherwise fails to live up to the level of volunteerism expected by the board may be removed from the Board based on a majority vote of the remaining board members after a meeting was held to allow said board member to present his reasons for not living up to expectations of the board. The Parish Pastor would be notified of this action before the meeting was held and the vote taken in order to assure fairness in the process.
The Athletic Association Board (the Board) provides general supervision of all activities of the Athletic Association. The Board approves bills on the treasury expenses. All expenditures exceeding $1000.00 must be brought before the Board for approval.
Section III – Committees
Executive Committee
The Executive Committee consists of the Athletic Director, the Assistant Athletic Director, the Treasurer, the Secretary and the Intramural Director. This committee helps the Athletic Director make decisions of consequence which cannot wait until the next board meeting for resolution. The executive committee approves all expenditures exceeding $250.00. All expenditures under $250 require approval from either the AD, AAD and verification by the Treasurer.
Special Committees
Special committees may be formed from time to time as needed by the Board, e.g., Fund Raising, Publicity Committees, etc. Each committee will have a Chairperson appointed by the Board and will report to directly the Board. The committee chairperson will be responsible for the selection and supervision of committee members. Other examples include Fish Frys and Gym Manager roles. All Special Committees must be approved by majority vote of the board.
Section IV – Gym Manager
The Gym Manager is responsible for managing the both the gym and the concession. The Gym Manager is responsible for prepping the gym, preparing the gym to host games, and scheduling of all necessary volunteers to work the scoreboard, door entry, line judges, intramural refs, and concession workers. The Gym Manager must also coordinate with CSAA as appropriate for meetings and hosting of games throughout the sport season. Volunteers can include SSM school families & parishioners and their immediate family. Volunteers must be at least 16 years old to work concession and service hours can be considered for student volunteer positions. Gym Manager will also oversee and coordinate with Intramural Director for all intramural sports as well. The Athletic Association Board will recruit and the Gym Manager. Compensation of the Gym Manager will be recommended by the Athletic Board and approved by the Finance committee. Payment will be completed by the Parish Office. The Gym Manager will report to the AD, Assistant AD, and IM Director of the Athletic Board. Any grievances and/or necessary disciplinary action brought forth by the Gym Manager or in direct relation to the Gym Manager will be resolved by a majority vote of Athletic Association Board.
Section V – Duties of Board Members
Athletic Director
The Athletic Director (A.D.) provides leadership for the entire Athletic Association. The Director presides over meetings, assures the program follows the regulations and standards established by the CSAA, and supervises sports coordinators on team player selection, player tryouts and practice scheduling. The Athletic Director ensures all coaches on the list of approved coaches meet all coaching requirements. This responsibility includes requesting background checks and verifying attendance of Safe Environment training. The A.D handles the compliance area for coaches including but limited their approval by C.S.A.A. and the parish office. The A.D. will ensure that the CRE roster is shared with the appropriate coordinator and AAD in a timely manner. The AD acts as a liaison between the Athletic Board and the Parish Business Manager in relation to the Athletic budget. The AD works with the Board and its committees to develop a vision and future for SSM Athletics.
Assistant Athletic Director
The Assistant Athletic Director (A.A. D.) acts as the ombudsman for the athletic program. The A.A.D. supervises all player sign ups and generates players lists for Coordinators. The A.A.D. shall handle the compliance area for athletes. The A.A.D. performs the duties of the Athletic Director in his/her absence.
Secretary
The Secretary keeps the minutes of the Board and distributes them to all Board members, the Parish Life Committee and the Parish Business Manager. The Secretary keeps an accurate, classified list of the Board members addresses and phone numbers and conducts all general correspondence of the Board. He/She maintains a written record of all acts of the Board. He/She receives and disposes of all correspondence as directed. He/She preserves all reports and documents pertinent to the operation of the Board. He/She notifies all members of all meetings. The Secretary will also be responsible for tracking the terms of all Board members and notify when terms are near expiration.
Treasurer
The Treasurer receives all monies of the organization and keeps an accurate account of all receipts and disbursements. The Treasurer pays out all funds recommended by the Athletic Association Board and Athletic Director. The Treasurer prepares the annual budget, which will be approved by the AD. The treasurer - in conjunction with the Parish Business Manager – monitors the adherence to the budget and reports to the Athletic Association Board monthly.
Intramural Director
The Intramural Director (I.D.) oversees the day-to-day operations of the intramural program. He/She will set coordinators, select coaches, assign teams and schedule games and practice with the approval of the AD for all
sports, PreK through 2nd grade level. The IM Director holds sign ups in conjunction with the A.A.D. The IM Director will also coordinate with the Gym Manager for all intramural sports.
At-Large Members
There are six At-Large Board Members all of whom have voting privileges. The At-Large members chair committees based on the Association’s needs. At-Large Members volunteer as needed to help the Executive Officers of the Board perform their assigned duties.
Coordinator
The Athletic Board will appoint a member of the Board for any sport/activity when deemed necessary. The Athletic Board will review all Coordinator appointments at the next available meeting. The Athletic Director will appoint a replacement in the event a Coordinator leaves the position before completion of the term. Any persons interested in applying for a Coordinator position must contact the Athletic Director. The Board, at the next regular Board meeting which falls one month after the position is advertised, will review all applicants and will appointment the Coordinators from the pool of applicants. Following the meeting, the Athletic Director will advise the Coordinator of the appointment. The Coordinator has no voting privilege, unless the Coordinator is a current board member, then they have all the voting privileges of a board member. The Coordinator oversees the day-to-day operations of a particular sport. The Coordinator assists with in-school recruiting, presents coach nominations to the Board and Parish Office, organizes meetings with coaches prior to the season to establish a season plan, supervises tryouts, and directs team selection. The Coordinator determines equipment needs, obtains prices for needed equipment or uniforms, and presents a proposal to the Board for approval to purchase. The Coordinator, as needed, creates a committee to assist him/her in completing the duties of the position in an efficient manner.
The coordinator nominates coaches to the Board for approval, communicates with coaches on schedules, rosters, and tournaments, and ensures all coaches have a copy of and understand the by-laws and expectations for SSM coaches. Positions for coaches should be advertised at least one month prior to the start of the tryouts and practices. The Coordinator handles post-season evaluations for each team, oversees key turn for each coach, and
supervises uniform returns. These duties must be performed in a proper and timely fashion.
The Coordinator keeps the Athletic Director informed of all transactions of the particular sport. The Coordinator must attend each Athletic Board meeting while his/her sport is in season - season is defined as one month before the start of practice through two weeks after the completion of the final game. The Coordinator should carry out all duties outlined above to the best of his/her ability. Failure to keep the Athletic Association Board and Athletic Director notified of all activities and/or issues involved with the sport can result in probation and/or replacement. When the actions of any Coordinator are under review, the procedures outlined in Article VI, Section II – Probation and Replacement of Coaches will be followed.
ARTICLE II
Section I – Fiscal Year
The fiscal year shall be from July 1 to June 30.
ARTICLE III
Section I – Sports
Sports are defined as any activity sanctioned and supervised by the Athletic Association. These include but are not limited to Cross Country, Football, Flag Football, Powder Puff Football, Archery, Golf, Cheerleading, Volleyball, Basketball, Swimming, Field Hockey, Baseball, Track and Soccer. All of these activities operate under the same rules regarding practice times, player conduct, tryouts, etc. Sports otherwise not listed above will be considered by the board if brought forth by an interested party. Majority of the board must vote and approve any new sport. Sports are dependent upon enrollment/participation and may not occur due to low numbers or could join with surrounding schools with the assistance and approval from the AD and AAD.
ARTICLE IV
Section I – Meetings & Miscellaneous
Athletic Association
The Athletic Association members and all of their contact information will be maintained on the SSM Athletic Website. The Athletic By-laws and contact information will also be available and maintained on the Athletic Association website.
Athletic Association Board
Board meetings will be held on the second Sunday of the month after the 10:30 mass, approximately 11:30am. The meeting will be held in the small meeting room in the gym. The meeting day/time is subject to change based on the schedule of the Athletic Board. Special meetings may need to be called outside the regularly scheduled as needed.
Coaches
The coaches will be advised by the Coordinator of all necessary duties and pertinent information, including contacts, by-laws, uniforms, etc.
ARTICLE V
Section I – Elections/Appointments of Positions
Term Limits:
Athletic Director - 5 years with renewal option upon vote and majority approval of the Board
Assistant Athletic Director – 5 years with renewal option upon vote and majority approval of the Board.
Secretary - 3 years with renewal option upon vote and majority approval of the Board
Treasurer - 3 years with renewal option upon vote and majority approval of the Board
Intramural Director - 3 years with renewal option upon vote and majority approval of the Board
At-Large Members - 3 years with renewal option upon vote and majority approval of the Board
Coordinators – 3 year with renewal option upon vote and majority approval of the Board
Committee Chairs - 1 year with renewal option upon vote and majority approval of the Board
All positions will be reviewed and voted for approval in June of the year of their term expiring. Athletic Board Members are elected by voting and majority approval of the Board. The process works as follows: The Athletic Board advertises available Board positions. The Board will accept self-nominations as well as nominations by peers. Once nomination have closed the Board will sponsor a special meeting of discernment. All prospective members are required to attend. Officers are elected by the Board through anonymous ballot at the July Athletic Association Board meeting, this anonymous ballot will occur with a vote by the newly elected board members with input from the exiting board members and officers. Each officer will serve out his/her remaining term on the board or the term limit listed above.
ARTICLE VI
Section I – Coaches
The St. Stephen Martyr Athletic Association is totally dependent on volunteers. All are encouraged to apply to coach or assist in the various sports offered. All coaches must possess strong Christian ethics along with good teaching and communication skills. The primary goal must be to teach basic skills and positively reinforce the self-image of each team member. Each coach must also promote Christian values through sportsmanship. As role models, coaches are not allowed to smoke, drink, or use profane language during practices and games. The use of profanity and negative comments to players, competitors, or officials is not tolerated. The rules of conduct apply to both coaches and their assistants.
1. Anyone wishing to become a head coach must be at least 18 years of age and submit his/her name to the responsible Coordinator prior to that sport’s season. All coaches are required to complete a background-check, safe environment training, and have Parish Pastor or his designated representative approval prior to the start of practice.
2. The Coordinator recruits head coaches.
3. Names of all head coaches will be presented to the Athletic Association Board.
4. All coaches must be approved by the Parish Pastor or his designated representative prior to the start of practice.
5. All head coaches and the Coordinator of that sport are required to attend tryouts.
6. The coordinator, AD and any Board member who help with the evaluation process will meet to select teams based on the Tryout Selection Process created and maintained by the Athletic Board. If enough Board members cannot attend tryouts or unknowledgeable of the sport then the Board and Coordinator will select the unbiased committee that should avoid coaches.
7. It is expected that each coach commit to a one-year contract. He/she will be encouraged to continue coaching with the annual approval of the Board.
8. Upon completion of the season, coaches are required to return all equipment to the Coordinator within one week of their team’s final game.
9. Coaches are to be teachers of the game and develop each child to his or her fullest ability.
10. The Coordinator must furnish complete rosters to CSAA and the school office. The coach is responsible for making sure his final roster as kept by
the Coordinator matches his team and that no player participates who has not been officially signed up to play. The school will notify the Coordinators if warnings or suspensions become necessary.
11. It is the coach’s responsibility to conduct orderly practices. Because the players are the coach’s responsibility for the entire practice period, the player may not leave practice unless a parent or person with parental permission picks them up. A coach must remain at practices and games until all team members have departed. Any practice held will be for all team members.
12. Coaches are not to schedule practices when school wide activities are scheduled, especially during parent/teacher conferences. No practices should be scheduled on Holy Days and during Mass. Practice dates and times will be established by the coach, coordinator, and Gym Scheduler, making sure to accommodate all players. If issues or conflicts arise with practice scheduling then the A.A.D and A.D. will intervene to ensure a compromise is developed.
13. Coaches are responsible for following all CSAA rules in regards to practices. This time schedule includes practice and jamboree games. Players participating in more than one sport cannot exceed the practice time limit, cheerleading included.
14. The coach has the option to hold a meeting with parents before the season to answer any questions and present information presented at the annual Association meeting.
15. Practice times shall not begin any earlier than 3:30 pm and shall not extend beyond 9:00pm Monday-Friday, making sure all CRE players schedules are being reasonably met. Saturday practice times can begin as early as 8am and shall not extend beyond 3:30pm. Sunday practice times can begin as early as 12:30pm and shall not extend beyond 9pm. Coaches will be reasonable in regards to absences and tardiness to practices depending on the specific scenarios.
16. Coaches shall also be required to adhere to the Coach’s List of Expectations as created and maintained by the Athletic Board.
Section II – Probation and Replacement of Coaches
The Board may place a coach on probation for behavioral reasons or major/minor team and/or CSAA violations after a majority vote. The coach will be notified of this decision by the Athletic Director and/or Coordinator.
A coach may only be replaced or not asked to return, for whatever reason, after a majority decision vote by the Board. In such event, the coach is entitled to a review hearing before the Board.
The procedure outlined below will be followed when the Board is reviewing any coach being considered for an indefinite suspension for behavioral reasons or major team and/or CSAA violation(s).
1. The Coordinator will give an oral warning on the reasons and/or violations.
2. If the problem persists after the oral warning is given a vote from the Athletic Board will be completed to determine it the coach may continue in the role or removed of coaching duties.
4. The Board will then discuss the matter in private and immediately render its decision.
5. A written report of the hearing and the Board’s decision shall be kept on file by the Board Secretary.
6. All decisions made by the Board are considered final.
ARTICLE VII
Section I – Team Selection
1. Teams are divided into 3rd /4th, 5th/6th and 7th /8th grades. Athletes not attending St. Stephen Martyr or a Catholic school are required to regularly attend CRE classes. Attendance will be monitored by the Board and Coordinators.
2. All students in the 3-8 grade level will be eligible to play on the A, B, C, etc. team. The goal of the Board is to work to the best of our ability to place all kids on a team with SSM or surrounding parish schools if an option. However, in some cases, based on number of players signing up, there may be only one team. This may also occur if there is lack of available coaches.
3. All players (grade 3-8) will be selected on their athletic ability, skill level, and attitude towards the sport.
4. All teams are selected using CSAA guidelines. CSAA rules require that in cases where a parish has more than one team competing in a grade division (grades 3-8), the best, most skilled of those teams should compete the “A” league for that grade division. Accordingly, for grade divisions with multiple teams, the St. Stephen Martyr Athletic Association (SSMAA) identifies one team as “A” team.
5. There will be a publicized sign up period before tryouts. After the published deadline, special permission from the AAD and coach must be given to sign up late. If this is allowed, a late fee of $20 could be charged in addition to the sign-up fee. The AD, AAD, and coaches will review all special cases, i.e. new students, injuries, etc.
6. Once team selection has been completed, the Coordinator of the sport will review and approve the roster. Once the roster is approved, parents and players will be notified of the team placement after a 24 hour time lapse
7. Parents should note that team selections are done by consensus of the evaluation team involved in a fair and impartial manner. Parents may address questions or concerns first to the coach, then to the Coordinator, then to the Athletic Director and finally to the Athletic Association Board.
ARTICLE VIII
Section I – Ethics, Behavior, and Expectations for Student Athletes
Athletes need to be reminded the focus of the athletic program is to promote the self-esteem of each participant, to learn the skills involved in playing the sport well, and to practice these skills through competition. Good sportsmanship should rule in all situations. With that in mind, players, coaches, or fans who fail to adhere to high standards of sportsmanship will not be allowed to participate. Any conduct or action unbefitting a young Christian athlete, disrespect toward authority, property, rules, or horse play will not be tolerated. Athletes not attending St. Stephen Martyr or a Catholic school are required to regularly attend St. Stephen Martyr CRE classes. Attendance will be monitored by a Board member or person appointed by the Board. Athletes are asked to adhere to the following guidelines. CRE classes taken outside of SSM will be considered a special case and must be approved by the Pastor.
1. An athlete’s first priority is academics with athletics and all other aspects of school life second. The school office will be notified of all student athletes for the purpose of tracking and ensuring academic and behavior in school suffices to the expectations of the Athletic Board.
2. Dedication to the sport and team: a) Do your best to be present and on time for all games and practices. b) Keep yourself in the finest physical condition by abstaining from alcohol, drugs, and tobacco products. c) Maintain a strong academic record in order to set a positive example for others. d) Always behave in a manner that reflects well upon yourself, your teammates, and your school. e) Strive at all times to be the best that you can be. f) Promote team spirit by encouraging fellow athletes.
3. All CSAA rules must be followed. Players who sign a contract for a sport are expected to remain a participant for the duration of the activity. Prior to withdrawing from any such activity, the player shall discuss the reasons for withdrawing with the coach and the Coordinator. Coordinators, coaches, and student participants have a right to expect that all players will honor their commitment.
4. An athlete must make a commitment to his/her sport. An athlete must attend all practices and all games unless excused by the coach in advance. In case of illness or unavoidable family emergency, the athlete should notify the coach by phone as soon as possible.
6. For any player on any team at any grade level, team members should only be allowed to suit up for a game if they have participated in an adequate number of practices (as determined by the coach) since the previous game. If a child misses school because of illness or disciplinary action, the child may not participate in practices or games that day or night. For absence due to reasons other than illness, the decision will rest with the coach under the supervision of the coordinator. Players are required to make up all class work missed due to absence.
7. Any infraction of the rules governing student athletic participation may result in suspension or expulsion from the team. Players must be in good standing in both effort and conduct in school. They should have a positive attitude, show school spirit, follow school rules, and demonstrate a sense of responsibility.
***If a student fails to comply with the above regulations, the following procedure will be implemented:
1. Verbal Warning – Any verbal warning at practice or during a game made by a coach for any disciplinary reason should be done in the presence of another adult, preferably the assistant coach or coordinator.
2. Written Warning – If the above warning does not stop the behavior in question, the athletic board will notify the parents, coordinator and the coach, who in turn will deliver the written warning together to the player/participant. If for any reason the school decides a student athlete should receive a written warning for behavior in school, then they replace the athletic board in the above process.
3. Suspension – If the warning does not suffice, the player is suspended from the team/squad for a period of time to be designated by the Athletic Board. Parents, student, and coach will be notified. If the problem is corrected after the suspension, the player will be reinstated. Parents, student, and coach will be notified of reinstatement.
4. Removal from Team/Squad – If the preceding steps do not prove effective, the student will be removed from the team or squad. Eligibility will be determined at the end of the season or at the beginning of the next school year by the Athletic Board before a player is allowed to participate in another sport.
Coordinators need to furnish the school with a roster of their team and the phone numbers of the coaches so that the school can work with them in this process.
Section II – Ethics, Behavior, and Expectations for Parents signing your child (ren) up for playing sports at St. Stephen Martyr automatically makes you a member of the St. Stephen Martyr Athletic Association (SSMAA) program. Some important things to remember as a member of SSMAA are:
1. Sign players up on time.
2. Pay participation fees at sign-ups of each sport. Fees are based on the expenses incurred by the athletic program.
3. Have players at practice on time and picked up on time.
4. Parents are expected to work the concession stand and Fish Fry’s when scheduled.
5. Help the athlete maintain proper care of uniform and equipment. If a uniform and/or equipment is not properly cared for, lost or not returned the athlete will not be allowed to sign up for future sports and you will be billed for the value of uniform. All fees must be paid before players will be allowed to sign up for another sport.
6. Each team may need parent(s) to help the coach in assorted duties. However, the volunteer will still need a background check, safe environment training, and approval from the Parish Pastor or his designated representative.
7. The athletic program is for the enjoyment of the children. Parents should promote Christian values and sportsmanship at all times. Excessive yelling and abusive language is unacceptable. CSAA rules state unsportsmanlike behavior will not be accepted, and the parent will be removed from the game.
8. All sports related dinners, awards night, etc., will be treated as a Parish function. The parent will be notified of the details of any such function in advance. It is the parent/guardian responsibility to supervise their child’s behavior at all such functions.
Section III – Grievance Procedure
If a problem should occur while a child is participating in a team sport at St. Stephen Martyr, the grievance procedure is as follows:
1. If the parent has any issue with a coach, it is mandatory that the parent must wait 24 hrs before approaching that coach to resolve the issue.
2. If the problem still exists, the parent can contact the Coordinator responsible for that sport by phone or in person to resolve the issue.
3. If the problem isn’t resolved at this point, the parent can contact the Athletic Director by phone or in writing to resolve the issue.4.
4. If the problem is not resolved by the Athletic Director, the parent must present in writing the issue to the Athletic Association Board through the Secretary and will be discussed at the next scheduled Athletic Association Board meeting.
ARTICLE IX
Amendments
These articles may be amended at any regular meeting by a two-thirds majority vote of those Board members present, provided the amendment has been presented at a previous regular meeting.
The by-laws will be reviewed a minimum of once every 5 years by the Athletic Board or a committee of the Athletic Board.
The above by-laws were brought to the regular meeting of St. Stephen Martyr Athletic Association Board, placed on the floor for a vote, and approved on May 14th, 2019.
SIGNED: St. Stephen Martyr Athletic Association Board