St. Clement Athletic Association (“SCAA”)
172 Freneau Avenue
Matawan , New Jersey   07747

Table of Contents

     Article I – Constitution

1:01  Name

1:02  Location of Office

1:02A  Web Site

1:03  Jurisdiction

1:04  Mission

1:05  Key SCAA Responsibilities

1:06  Colors

1:07  Affiliations

1:08  Authorities

1:09  SCAA Membership

1:10  SCAA Qualifications

1:11  SCAA Member Major Responsibilities

1:12  Selection of SCAA Members

1:13  SCAA Vacancies

1:14  SCAA Officers

1:15  Election and Term of Officers

1:16  Succession of Officers

1:17  Compensation

1:18  Annual Meeting

1:19  Changes

1:20  Dissolution

1:21  Effective Date

Article II – By-Laws

2:01  Authority

2:02  Fiscal Year

2:03  Standing Committees

2:04  Meetings

2:05  Special Meetings

2:06  Notice of Meetings

2:07  Quorum

2:08  Voting

2:09  Cumulative Voting

2:10  Adjournment

2:11  Proxies

2:12  Operating Responsibilities and Authority

2:13  Removal of Coaches/Team Volunteers

2:14  Financial Responsibilities

2:15  Liability Protection

2:16 Rules of Order

Article III – Guidelines

      3:01 Guidelines by Grade for Youth Sports

Addendum

            Addendum #1 - NMPBL –   JV Mission Statement

            Addendum #2 – Board Member Application

            Addendum #3 – Current Board Members Terms and Expiration Dates

Addendum #4 - Registration Form for the Basketball and Cheerleading (Grades 3-12)

Addendum #5 – Elementary Sports Physical Form

Addendum #6 – Medical Treatment Authorization Form

Addendum #7 – Policy and Procedure player sign off form

Addendum #8 – Code of Conduct

Addendum #9 – Diocesan Athletic Program

Addendum #10 – OFF SEASON USE OF FACILITIES BY SCAA MEMBERS

Addendum #11 – RECOGNITION OF TEAM ACCOMPLISHMENTS WITH BANNERS, T-SHIRTS, JACKETS AND PLAQUE

CONSTITUTION

ARTICLE I

1:01  NAME

1:01:01 The governing body of the St. Clement Parish Athletic Program shall be known as the St. Clement Athletic Association (herein called “SCAA”).

1:02  LOCATION OF OFFICE

1:02:01 The principal office of SCAA shall be located at 172 Freneau Avenue , Matawan , NJ 07747 .

1:02A  WEB SITE and E MAIL

1:02A.01 Web Site: www.StClementSports.com,

1:02A.02 e mail sports@ StClementSports.com.

1:03  JURISDICTION

1:03:01 SCAA will be responsible for overseeing the St. Clement Parish sports program Programs herein called the “Program”.

1:04  MISSION

1:04:01 The purpose of the St. Clement Parish Athletic program is to provide a fun, instructive and positive sporting environment where children can learn sportsmanship and the fundamentals of a sport(s) along with other life skills that are consistent with the teachings of the St. Clement Catholic community. The program aims to give as many students the opportunity to both learn and participate in a variety of sporting experiences. An integral part of this entire experience will involve age appropriate competition. 

1:04:02 .  One of the main tenets of the program is to support and reinforce the spiritual formulation of each participant according to Catholic faith principles.  This entails what it means to be a member and a spiritual ambassador of the St. Clement Catholic community which includes following and promoting certain faith based responsibilities such as weekly Mass attendance, frequent participation in the sacraments, performing meaningful prayer on a consistent basis and respect for all forms of life.

1:04:03  The Program aims to give as many parishioners the opportunity to both learn and participate in a variety of sporting experiences.  SCAA shall offer, regardless of gender, race, ethnic background, national origin, and/or ability, a Program for the entire St. Clement Community.

 1:04:04  No one shall be excluded from participating on any team due to the inability to pay the required fees.

 1:04:05  In the early grades the major emphasis will be exposure to a sport’s rules and skill development with an opportunity for significant participation.  As students move on to higher-grade levels, the athletic experience will still pay particular attention to skill development, but increased emphasis will be paid to real game strategies and tactics. In the higher grades, while everyone will experience comparable practice time, a player’s effort and ability to execute various sport skills will increasingly determine game playing time.

 1:05  KEY SCAA RESPONSIBILITIES

1:05:01  Spiritual Advocate –  SCAA recognizes its role and responsibilities as a Parish Ministry subject to the general authority of the Pastor.  It will embark on various sports related initiatives to promote and reinforce the various Roman Catholic Christian principles of the St. Clement Community.

1:05:02   Policy Formation – Develop and review required policies to ensure the promotion of the Program’s mission, goals and ideals.

1:05:03   Planning – Establish goals and develop implementation plans to promote and maintain the Program.

1:05:04   Finance – Manage the funding of all operations.  This includes developing a sound budget and monitoring expenses by various cost/equipment control measures.

1:05:05   Public Relations – SCAA shall be sensitive to the needs of the various publics served by the Parish and shall communicate its goals, plans, policies and programs to them.

1:05:06   Evaluation – SCAA shall evaluate the Program’s operations, plans, goals, and the results of its own actions.  This evaluation shall be on-going, objective, and self-critical in order to promote real progress consistent with the Constitution and By-Laws.

1:06 COLORS

1:06:01 The representative colors of this Program shall be red, white and gold.

1:07 AFFILIATION

1:07:01 This Program shall be an affiliated member of, and when participating in NMPBL, CYO programs shall comply with the authority of, Northern Monmouth Parochial Basketball League (NMPBL) the Monmouth County Catholic Youth Organization (CYO) of the Diocese of Trenton.

1:08 AUTHORITIES

1:08:01 This Program shall be governed by its Constitution, By-Laws, Rules, Regulations and Guidelines, which are subject to the final approval of the St. Clement Pastor.

1:08:02 The governing authority of this Program, whose powers shall be designated in the Constitution and By-Laws, shall be vested in the SCAA.

1:09 SCAA MEMBERSHIP

1:09:01 SCAA shall consist of 10 - 20 members and shall be the sole governing body of the Program subject to its Constitution and By-Laws.  Included in the 10 - 20 members are the St. Clement Parish Pastor and CCD Director.

1:09:02 SCAA shall be selected at the Annual General Meeting or whenever the Board of Directors feels necessary.

1:09:03 The term of office of SCAA, have no set years. All new members term begins after the Annual General Meeting in September.

1:09:04 SCAA in its succession recruitment efforts should strive to seek a Committee constituted of members who represent the various Parish publics. .

1:09:05 SCAA members are eligible to hold only one office unless specified by the SCAA Board of Directors.

1:10 SCAA QUALIFICATIONS

1:10:01 The prime criterion for all SCAA members shall be a commitment to support SCAA’s Mission as defined in Article I, Section 1:04 of the Constitution.

1:10:02 To participate, the child must be a member in good standing within the Parish during the season in order to participate at any time (CCD Attendance and Class Behavior). Furthermore, any interested child is required to submit the following information:

1.   Athlete Participation Application.(Addendum #4)  

2.      Diocese of Trenton Sports Participation Physical form.(Addendum # 5)

3.      Diocese of Trenton Medical Authorization Form (Addendum # 6)

4.      Post a bond and perform table duty as posted in the duty roster on the SCAA web site.

5.      Code of Conduct signed by player and legal guardian.(Addendum #7, Addendum #8)

6.      Perform snack stand duty for home games on a schedule determined with the Team Parent.

7.      Required Participation fee – no cash; checks made payable to the St. Clement Athletic Committee.

8.      Uniform Bond if applicable

1:11 SCAA MEMBER MAJOR RESPONSIBILITIES

1:11:01 Develop and maintain a program that promotes for as many Parish participants as reasonably possible, a variety of age appropriate sporting experiences that provide a fun, self-esteem building environment where sport(s) fundamentals, sportsmanship and other life skills are taught and reinforced which are consistent with the teachings of the St. Clement Roman Catholic Community. 

 1:11:02 Perform the necessary oversight of all SCAA activities and sponsored Programs.

 1:11:03 Make a concerted effort to attend and participate in all SCAA meetings.

 1:11:04 Actively volunteer for various SCAA activities.

 1:11:05 Become knowledgeable of and follow all appropriate Diocese, Parish and SCAA rules, policies, guidelines and regulations to the best of their ability.

 1:11:06 Maintain appropriate communication channels with other SCAA members, various league constituencies, coaches, parents and players.

1:12 SELECTION OF SCAA MEMBERS

1:12:01 No later than September 15 of each year, the SCAA Nominating Committee will publicize the anticipated SCAA openings to the St. Clement Community.

1:12:02 The deadline for all candidate applications will be no later than October 15. Application is attached in Addendum #2.

1:12:03 The SCAA Board will review all applications and by majority vote select a slate of candidates.  This slate must be reviewed and a consensus reached with the standing board members and approved by our Pastor no later than November 15. 

1:12:04 Each SCAA member’s term of office, with the exception of the Pastor and CCD Director, shall begin on July 1 and reviewed every year.

1:12:05 The selection and appointment of SCAA members shall be initiated by adhering to the following schedule:

a.)   By October 15 of each year, vacancies shall be filled in accordance with the constitution. A complete list of the officers and their term expiration date is stated in Addendum 3.

1:13 SCAA VACANCIES

1:13:01 In case of vacancies occurring on SCAA, such vacancies for the remaining term of such former SCAA member may be filled by a candidate recommended by the Nominating Committee in consultation with the Pastor and approved by majority vote of the remaining SCAA members. Vacancies should be filled reasonably promptly but not later than the next Annual General Meeting.

1:13:02 An SCAA member who is absent from two successive meetings without prior notification or is failing to meet his/her responsibilities may, at the discretion of the Athletic Director and approved by a majority of SCAA at a meeting, be removed from SCAA.  A membership vacated by such removal shall be filled through appointment by the standing Board of Directors in consultation with and approved by the Pastor and approved by a majority of SCAA.  An SCAA member may appeal to the SCAA Board of Directors and may remain in his/her position with a simple majority vote of the Board of Directors.

1:13:03 All SCAA members will be required to pass both State of New Jersey and Federal FBI fingerprint background checks.  

1:14 SCAA OFFICERS

1:14:01 Athletic Director - The Athletic Director shall:

1.)               be responsible for ensuring that all parish ministry duties and responsibilities as they relate to the Program are performed.

2.)               perform all duties as are customarily entrusted to and performed by the Athletic Director.

3.)               be responsible for the day-to-day operation of the Program and shall coordinate the activity of SCAA.

4.)               preside at all meetings of SCAA.

5.)               appoint no earlier than July 1 and no later than October 15, subject to approval by a majority of the  entire SCAA, the Standing Committees and/or the Standing Committee Chairpersons, and other Members-at-Large as needed.  Members-at-Large may be any person whether a St. Clement Community member or not, that SCAA believes, because of certain talents, would be an asset to a SCAA Standing Committee.

6.)               have the power to call special meetings upon due notice to SCAA in accordance with the By-Laws.

7.)               oversee the organization of all player try-outs.

8.)               coordinate and present to SCAA the recommended coaches and team volunteer selections.

9.)               recommend league participation for the various teams to the SCAA.

10.)           call a Special SCAA Meeting consisting of the Pastor, CCD Director, Athletic Director or Assistant Athletic Director, and any two additional SCAA members to deal with disciplinary actions within 14 days of receipt of the information giving rise to the disciplinary action.  No member of SCAA should serve if there is any potential for a conflict of interest.   Should the petition or disciplinary action involve the Athletic Director or Assistant Athletic Director, the Special Committee shall be appointed by the Pastor who shall convene the meeting.

11.)           conduct all Fall/Winter, Spring and any other necessary Coaches Meetings.

12.)           be responsible for securing the required permits and insurance coverage for all playing facilities.

13.)           approve and sign all correspondence and publications prepared by or for SCAA before issuance.

14.)           be or designate the SCAA representative at NMPBL and CYO functions.

15.)           have authority to spend up to $1000.00 per approved budgeted expenditure and $500 per unbudgeted expenditure .  Any expenditures over these amounts, but no more than $2000,  may be approved by a majority consent of the SCAA Board members without a meeting.  Expenditure amounts over $2000, whether budgeted or not, must be brought to SCAA for consideration and approval at a SCAA meeting.

16.)           be Chairperson of the SCAA (and Executive Committee).

17.)           be responsible for performing, documenting and maintaining Coaches/Team Volunteer background and Rutgers S.A.F.E.T.Y. Clinic requirements and records.  Will report any negative Coaches/Team Volunteer background check results immediately to the Pastor for immediate, appropriate action.

18.)           provide and keep a SCAA member roster.

19.)           Schedule games and gym times for practices.

20.)           Maintain by-laws and policies and procedures

1:14:02  Assistant Athletic Director – the Assistant Athletic Director shall:

1.)    in the absence of the Athletic Director, or in cases where the Athletic Director is unable to act, be vested with the powers of the Athletic Director.

2.)    shall preside at meetings of SCAA in the absence of the Athletic Director.

 1:14:03 Treasurer  - The Treasurer shall:

1)      oversee SCAA’s financial accounts.

2)      keep full and accurate records of all revenue receipts and disbursements that SCAA is responsible for under SCAA’s name in conjunction with the Parish Accountant.

3)      pay all expenditures by SCAA check bearing two board member’s signatures (Athletic Director, Assistant Athletic Director, Secretary, Treasurer). Monthly statement is sent to the Parish office.

4)      produce all financial records properly balanced according to Parish policy and procedures, when required by SCAA or the Pastor.

5)      prepare monthly reports of the financial status of SCAA and submit to the Athletic Director for review.

6)      in the event the Treasurer becomes unavailable for fifteen (15) consecutive calendar days, the Athletic Director may assume the role of the Treasurer for a period not to exceed one month.  A majority vote of the SCAA Board of Directors that stipulates a definite timeframe is necessary for the Athletic Director to continue to assume the duties of the Treasurer if the period required is longer than 30 calendar days.

 1:14:04 Secretary  - The Secretary shall:

1)      shall maintain a file of all recorded Accident Reports.

2)      keep an accurate record of all proceedings at each SCAA and Annual General meetings.

3)      handle correspondence, give notice of meetings, serve notices and maintain
SCAA files.

4)       

1:14:05 Registrar Director - The Registrar Director shall:

1.)   be Chairperson of the Annual Registration Process and will coordinate with the Media, Communication and Fund Raiser Director any public relations and advertising needs.

2.)   see that the necessary team registration information is developed and disseminated through all appropriate channels.

3.)   be in charge of collecting and keeping an accurate record of all registered players and teams and comply with all St. Clement and league registration procedures.

4.)   maintain permanent files of all registration documentations.

1:14:06 Equipment Director –  The Equipment Director shall:

1.)   be responsible for the purchase of all equipment budgeted and approved by SCAA.

2.)   distribute equipment to all teams.

3.)   keep accurate records of all items belonging to SCAA.

4.)   coordinate the collection and storage of said equipment at the end of the playing season.

5.)   submit to the SCAA an equipment report of items that need replacement or purchase prior to the start of the budget process (no later than September 30) for the new season.

1:14:07 Media, Communication & Fund Raiser Director - The Media, Communication and                  Fund Raiser Director shall:

1.)   help coordinate SCAA information in the school newsletter, Parish bulletin and web site, local newspapers and any other appropriate media.

2.)   will publish the annual Athletic Program .

3.)   publish the required information for the annual SCAA member recruitment process.

4.)   publish the appropriate coach and team volunteer notices.

5.)   be responsible for updating, publishing and distributing all the Annual Head Coaches and Assistant Coach/Team Volunteer Handbooks by no later than October 15^th of each year.

6.)   ensure that the Athletic section of the Parish Web site is always accurate and up-to-date.

1:14:08 Facilities  Coordinator –  The Facilities Coordinator shall be responsible for the coordination gym usage, field schedules and table duty assignments

A.  Gym Coordination

1)     be responsible for the coordinating the availability of the gym so all church programs are accommodated:

                                                              i.      CCD Classes

                                                            ii.      Bingo

                                                          iii.      Basketball Practice

                                                           iv.      Basketball Games

                                                             v.      Year end party

                                                           vi.      Spaghetti Dinner

                                                         vii.      Craft Show.

2)     Shall secure sufficient time for basketball team by taking advantage of the availability of Parish gyms other than St. Clement on an as needed basis..

3)     Notify coaches of the times the gym will be available for their teams to practice.

4)     Schedule gym events

B.     Field Coordination

1)            Coordinate schedules for soccer & baseball fields.

                                                              i.      Must keep track of lawn services for practice time

:           C. Table Duty Coordination

1)       Prepare and communicate work schedule of parents and hired help

                                                                          i.      Work schedule for table set up and removal.

                                                                        ii.      Payment for table work duty

                                                                      iii.      Hiring of table help

1.      Table help must be age 16 or older by December of the basketball season

2.      All workers must be approved by the Athletic Director and Pastor

 1:15 ELECTION AND TERM OF OFFICERS

1:15:01 All regular officers shall be elected at the Annual General Meeting and shall be members of SCAA.

1:15:02 The Athletic Director with the SCAA Board of Directors will nominate new board members no later than September 15 of each year.  Our Pastor must approve all nominees.

1:15:03 The officers shall be elected as heretofore mentioned at the Annual General Meeting. Thereafter, such officers shall commence their functions as officers on the next following July 1 or whenever the SCAA Board of Directors feels necessary.

1:15:04 The term of each office shall be reviewed annually. 

1:15:05 The current list of officers and directors is listed in Addendum 3.

 1:16 SUCCESSION OF OFFICERS

1:16:01 Officers may be re-elected to hold the same or different office. 

1:17 COMPENSATION

1:17:01 There shall be no compensation paid to Officers or SCAA members within their capacity unless authorized by SCAA and approved by the Pastor.

1:18 ANNUAL GENERAL MEETING

1:18:01 The Annual General Meeting of SCAA (herein “AGM”) shall be held no later than October 15 of each year. The Athletic Director, with concurrence of a majority of the entire SCAA, shall select the meeting date to be held no earlier than September 1.  Written notification to all SCAA members shall be sent at least seven (7) days prior to each AGM.

1:18:02 The order of business at the Annual General Meeting shall be as follows:

1.)   Call to Order

2.)   Opening Prayer 

3.)   Acceptance of prior AGM Minutes 

4.)   Reports:

a. Athletic Director

b. Secretary/Treasurer

c. Registrar

d. Committees

5.)   Proposal for Changes of Constitution, By-Laws, and/or general procedures and specific rules.

6.)   New Business

a.      Selection of SCAA members

b.      Election of SCAA officers (if necessary)

c.      Appointment of SCAA Standing Committees

7.) Adjournment

1:18:03 Each SCAA member shall be entitled to one (1) vote. Voting by proxy shall not be allowed and only those SCAA members of record, shall be entitled to voting privileges at the AGM. Under no circumstances shall an individual have more than one (1) vote except as otherwise provided in this Constitution.

1:19 CHANGES

1:19:01 Amendments to this Constitution and By-Laws of SCAA shall be made only at the Annual General Meeting or by the request of SCAA Board of Directors. 

1:19:02 Proposed changes with arguments are to be presented in writing to SCAA at least seven (7) days prior to the AGM by the Athletic Director. 

1:19:03 An amendment shall be deemed adopted by an affirmative vote of two-thirds (2/3) of the entire SCAA voting members at the Annual General Meeting.

1:20  DISSOLUTION

2:20:01 The property of SCAA is irrevocably dedicated to and owned by the Parish of St. Clement and no part of the income or assets of SCAA shall ever inure to the benefit of any officer, or member thereof or to the benefit of any private person. Should SCAA be dissolved, all assets remaining, after full payment of all properly incurred debts, shall be distributed to the Parish of St. Clement that has established its tax-exempt status under Section 501 (c) (3) of the Internal Revenue Code.

1:21  EFFECTIVE DATE

1:21:01 At the AGM, this Constitution and By-Laws will require approval of three-quarters (3/4) of the entire SCAA.

BY-LAWS

ARTICLE II

2:01  AUTHORITY

2:01:01 Article I, Section 8 of the Constitution of the St. Clement Athletic Committee (herein referred to as “SCAA”)  authorizes SCAA to establish By-Laws to detail the internal procedures to follow in carrying out SCAA’s mission and the Constitution.

2:02  FISCAL YEAR

2:02:01 The fiscal year of SCAA shall be July 1 – June 30.

2:03 STANDING COMMITTEES

2:03:01 The following Standing Committees and others as needed shall be appointed by the Athletic Director and approved by SCAA.

1.)   SCAA Executive Committee - shall be comprised of the Athletic Director, Assistant Athletic Director, Secretary, Treasurer, intramural coordinator, Responsibilities are to recommend policies and decisions for the following and other issues that arise in the course of running the athletic program.  Below are examples but are not limited to the following:

a.)   Determination of sponsored sports.

b.)   League participation decisions.

c.)    Formation of coach/team volunteer recommendations/evaluations.

d.)   Proposing annual athlete team registrations fees.

e.)   Budget formation.

f.)      Coordination of disciplinary actions and appeals.

g.)   Program evaluation.

h.)    Long range program planning.

i.)    All recommendations of the executive committee must be voted on and approved by the entire SCAA Board of Directors

2.)   SCAA Board of Directors – is responsible for soliciting prospective SCAA members and devising a list of SCAA Officer candidates as provided in the Constitution and By-Laws.

3.)   Fund Raising Committee – is responsible for developing and coordinating all SCAA fund raising activities in order to generate the financial resources necessary to fund the various SCAA programs.

4.)   Golf Outing Committee – is responsible for managing all the aspects (i.e. planning, financial, logistical) of SCAA’s major annual fund raiser.

5.)   Annual Year-End Party Committee - is responsible for managing all the aspects (i.e. planning, financial, logistical) of SCAA’s major year-end party.

6.)   Annual Pancake Breakfast Committee - is responsible for managing all the aspects (i.e. planning, financial, logistical) of SCAA’s pancake breakfast committee.

7.)   Annual Pizza Party Committee - is responsible for managing all the aspects (i.e. planning, financial, logistical) of SCAA’s pizza party committee.

8.)   Annual Table Duty Roster Committee - is responsible for managing all the aspects (i.e. planning, financial, logistical) of SCAA’s table duty.

9.)   Annual Snack Stand Duty Roster Committee - is responsible for managing all the aspects (i.e. planning, financial, logistical) of SCAA’s snack stand duty.

10.)                       Annual canning committee - is responsible for managing all the aspects (i.e. planning, financial, logistical) of SCAA’s annual canned food drive.

2:03:02 The Athletic Director, with the approval of SCAA, shall appoint a SCAA member to chair each Standing Committee.

2:03:03 The Athletic Director, with the approval of SCAA, may appoint Ad Hoc Committees and their respective chairpersons.

2:04  MEETINGS

2:04:01 SCAA will meet at a time and location selected by the SCAA Board of Directors at least four times each calendar year.  Non-SCAA members may address the SCAA at the discretion of the Athletic Director or Pastor.

2:04:02 Meetings of SCAA shall be held at a place designated by the Athletic Director by e mail or written notice given to SCAA.

2:04:03 The Agenda for regular meetings shall be as follows:

1.)   Call to Order

2.)   Opening Prayer

3.)   Roll Call/Verification of Quorum for Meeting

4.)   Agenda Approval

5.)   Acceptance of Minutes

6.)   Correspondence

7.)   SCAA Officer Reports

a.      Athletic Director

b.      Secretary /Treasurer

c.      Registrar Director

d.      Equipment Director

e.      Media, Communication & Fund Raiser Director

8.)   Standing Committee Reports

9.)   Unfinished Business

10.)                       New Business

11.)                       Adjournment

2:04:04 All SCAA decisions are subject to the final approval of the Pastor who shall notify the Athletic Director within 14 days after receipt of written notice of such SCAA decision(s), of his veto and the reasons for it. 

2:05  SPECIAL MEETINGS

2:05:01 A special meeting of SCAA, when called in the manner prescribed in the By-Laws of SCAA, shall be held at the time and place stated in the call. 

2:05:02 A special meeting of SCAA may be called at any time by the Athletic Director, or in case of the absence of the Athletic Director, by either the Pastor, CCD Director or any three SCAA members, or by not less than one-fifth of SCAA approved coaches.

2:05:03 Each call for a special meeting of SCAA shall state the date, time, place and purpose(s) of such meeting and shall be in writing, signed by the person(s) making the call and delivered to the Athletic Director and all SCAA members and shall be delivered no less than five (5), nor more than 30 days, before the date of the meeting, either personally or by mail.

2:05:04 No business shall be transacted at the special meeting other than such as included in the purpose stated in the call. 

2:05:05 Special SCAA meetings for the purpose of the removal of Officers and election of their replacements may only be called by 75% or more of the entire SCAA.

 2:06  NOTICE OF MEETINGS

2:06:01 Notice of regular SCAA meetings shall be written or printed stating the date, time and location of the meeting, the purpose(s) for which the meeting is called, and shall be delivered no less than five (5), nor more than 30 days, before the date of the meeting, either personally, by e mail or by snail mail.

2:06:02 If notices are mailed, such notice shall be deemed to be delivered three business days after being deposited in the U.S. Mail addressed to the member at his/her address as appearing on the records of SCAA with first class postage thereon.

2:06:03 Regular and special SCAA meeting notices can also be sent via CCD mail and shall be deemed to be delivered three business days after being deposited in CCD inter-office mail.

2:06:04 Regular and special SCAA meeting notices can also be sent via e-mail and shall be deemed to be delivered three business days after the “send” command is executed and an e-mail confirmation is received from the intended recipient.

2:07  QUORUM

2:07:01 At all meetings of the SCAA, fifty percent (50%) of SCAA’s membership shall constitute a quorum for the transaction of business.

2:08  VOTING

2:08:01 At each meeting of SCAA, each member shall be entitled to vote in person.

2:08:02 Each member except as otherwise provided in the Constitution or By-Laws shall be entitled to one vote on each issue voted upon.

2:08:03 All voting shall be by voice or show of hands, at the option of the Chairperson of the meeting, unless a vote by ballot is requested by a simple majority of the members present.

2:09  CUMULATIVE VOTING

2:09:01 There shall be no right to cumulative voting in any election or vote.

2:10  ADJOURNMENT

2:10:01 If, at any meeting of SCAA, a quorum shall fail to be attained at the time and place for which such meeting was called, or both the Athletic Director and the Assistant Athletic Director are absent, the SCAA members present may, after the expiration of one-half hour, by a majority vote, adjourn the meeting.

2:11  PROXIES  

2:11:01 There shall be no right to vote by proxy or absentee ballot.

2:12  SCAA OPERATING RESPONSIBILITIES AND AUTHORITY

2:12:01 SCAA shall be responsible for and have sole authority for the following: 

1.)     Enforcing and interpreting the Constitution, By-Laws, General Procedures, Rules and Guidelines of SCAA, NMPBL and/or the CYO.

2.)     Shall, from time to time, make temporary rules or regulations for specific cases or occasions not provided for in the Constitution, By-Laws, General Procedures, Guidelines or Specific Rules, but which are deemed necessary by SCAA to carry out the mission of SCAA or to comply with the rules, guidelines and regulations of the Parish, NMPBL, CYO and/or Diocese of Trenton.

3.)     Approving procedures and guidelines in the formation of registered teams that provide opportunities for desired levels of play.

4.)     Sport team registration fees shall be determined by the SCAA Board of Directors, approved by a majority vote of SCAA and announced in all appropriate registration materials.

5.)     Organizing, administrating and ensuring the proper open sign-ups for players, coaches, team volunteers and team registration each year.

6.)     Approving the appointment of coaches and team volunteers.

7.)     Insuring proper accounting of fiscal transactions and accurate reporting to SCAA, the Pastor of St. Clement.

8.)     Establish team tournament play guidelines that will be implemented by the Athletic Director.

9.)     Responsible for publishing in the Parish bulletin, St. Clement Athletic Association newsletter, and Parish web site any registration dates, policy changes, board openings, coach/team volunteer opportunities, and fund raiser notifications.

10.)     To organize and collect funds from fundraiser(s).

11.)     Securing needed facilities for team practices and games.

12.)     Establishing a common set of administrative rules.

13.)     Approving uniforms that are to be used by SCAA sanctioned teams during team events.

14.)     For developing and implementing a Code of Conduct for players (Addendums 7&*8), coaches and spectators.

15.)     Such other activities or responsibilities that logically fall under SCAA’s jurisdiction and     require appropriate, timely action.

2:13  REMOVAL OF COACHES/TEAM VOLUNTEERS  

2:13:01  SCAA is responsible for governing those persons associated with its operations.

2:13:02  Coach's Responsibilities: To always know and follow the rules that have been set up to govern the SCAA program. To conduct themselves as positive role models. No verbal or physical abuse of players, coaches, officials, or fans will ever be tolerated. To be mindful of the Catholic values the league is promoting; utilizing their coaching ability to ensure a fair game for both teams.

2:13:03 SCAA may remove any Coach/Team Volunteer who has broken and/or has failed to comply with SCAA, League, Parish, NMPBL, CYO, or Diocesan rules. Though the following is not an exhaustive list, a Coach/Team Volunteer may also be removed for these reasons:

1.)   SCAA is petitioned by at least fifty percent (50%) of a team's parents (one vote per family) for a hearing and the parents are sustained in their petition to remove the Coach/Team Volunteer before the Board of Directors.

2.)   The Coach/Team Volunteer verbally abuses and/or threatens the players on a regular basis.

3.)   The Coach/Team Volunteer has not demonstrated good coaching skills.

4.)   The Coach/Team Volunteer is unable to adequately handle his/her coaching responsibilities.

5.)   Coach does not adhere to league NMPBL policies outlined in Addendum #1.

6.)   Falsification of records.

7.)   Such other activities or responsibilities that logically fall under SCAA’s jurisdiction and require appropriate, timely action.

2:13:04 A plea of ignorance of the Constitution, By-Laws, General Procedures, Guidelines and Specific Rules of SCAA, Parish, NMPBL, CYO and Diocese of Trenton is not a sufficient defense to removal and violators may expect appropriate action by SCAA. Coaches will receive a copy of the SCAA Constitution and By-Laws each year at the Coaches Meeting.

2:13:05 Any person found to have violated the Constitution, By-Laws, General Procedures, Guidelines and/or Specific Rules of SCAA, Parish, NMPBL, CYO and Diocese of Trenton, may be asked to appear before SCAA in order to explain his/her actions.

2:13:06 Removal of a Coach/Team Volunteer requires whichever is greater of the following two situations:

a.)   an affirmative vote of at least 60% of those present at a SCAA meeting where a quorum is present or

b.)   an affirmative vote of no less than six (6) members of the entire SCAA.

c.)    If the Coach/Team Volunteer to be removed is also a member of SCAA, Sections 2:13:05 a and b will be calculated without including the person since that person may not vote in the matter and is not counted for determining a quorum.

2:14  FINANCIAL RESPONSIBILITY

2:14:01 SCAA, its members and St. Clement Parish and CCD Program shall not assume, nor be liable for, the debts and/or financial responsibilities, either implied or incurred, by any SCAA Member, Player, Coach, or Team Volunteer.  Only the Athletic Director may sign any contract after consultation with and approval of SCAA and the Pastor.

2:15  LIABILITY PROTECTION

2:15:01 All SCAA members, coaches and team volunteers shall be covered against personal liability claims by the Diocese of Trenton for performing acts and duties directly related to the work of SCAA.

2:16  RULES OF ORDER

2:16:01 The rules contained in Robert's Rules of Order shall be relied upon by SCAA in conducting meetings except when such Rules are inconsistent with the Constitution, By-Laws and Specific Rules of SCAA.

GUIDELINES

ARTICLE III

3:01  GUIDELINES BY GRADE FOR YOUTH SPORTS

 3:01:01 Intramural Games – Grades 3 and 4

The major emphasis at this level is to introduce the game to prospective players.  Basic game definitions, rules and skills will be taught in a very non-competitive and encouraging environment.  Basic game strategy and tactics will be introduced along with exposure to real game situations via instructional league play.  Maximum participation by all will be encouraged.

 3:01:02 Junior Varsity Teams – Grades 5 and 6

Considered a transition experience, athletes will move from a learning to an increasingly competitive environment.  At this stage more emphasis will be placed on mastering the “team game” while continuing to improve one’s individual skills. Everyone will have equal practice time.  Every effort will be made to provide a reasonable amount of playing time in accordance with NMPBL rules.

 3:01:03 Varsity Teams – Grades 7 and 8

Team play at this level is very competitive and based on ability.  The intention of this environment is to prepare the athletes for scholastic high school sports competition.  Individual position skills will be practiced along with increased time spent on real game situations and strategies.  Amount and type of playing time will be determined by an athlete’s effort and ability to play the game at both strategy and skill levels.  Even though a strong effort will be made to provide everyone with some game time, there is no guarantee.

 3:01:04 High School Teams – Grades 9 - 12

The intention of this environment is to allow non high school basketball players to participate in a constructive Christian environment.

 Please note that the final number of teams, whether there will be try-outs, and leagues played in will be determined by the number of approved coaches and children who actually sign-up to participate and gym availability.  All children must be a student in good standing within the Parish during the season in order to participate at any time.

ADDENDUM #1

NORTHERN MONMOUTH PAROCHIAL BASKETBALL LEAGUE – JUNIOR VARSITY

MISSION STATEMENT

To promote Catholic values through sports. To have all participants involved strive to be the best the team and the individual can be. To provide a combination instructional and competitive atmosphere. Unless individual school or parish rules supercede, it is strongly suggested that all team members participate to some degree in the regulation game whenever possible.

Winning and losing last only a moment: integrity and dignity are characteristics for a lifetime.

Sportsmanship Policy

The Northern Monmouth Parochial JV Boys Basketball League values and expects sportsmanship among its many participants, players, coaches, officials, parents and spectators. Sportsmanship involves fairness, courteous relations and graceful acceptance of results.

Sportsmanship is more than a concept. Sportsmanship, or its absence, is reflected in the actions and remarks of participants and spectators. Some fundamentals of good sportsmanship include knowing and understanding the rules of the contest, showing respect for the officials and accepting their decisions, showing respect for both teammates and opponents, maintaining self control at all times and showing a positive attitude in cheering.

Poor sportsmanship tends to gather momentum, undesirable behavior and/or remarks will not be tolerated.

Coach's Responsibilities: To always know and follow the rules that have been set up to govern the basketball program. To conduct themselves as positive role models. No verbal or physical abuse of players, coaches, officials, or fans will ever be tolerated. To be mindful of the Catholic values the league is promoting; utilizing their coaching ability to ensure a fair game for both teams.

Player's Responsibilities: To follow the league rules. To accept training rules, regulations and responsibilities unique to each school or parish program.

Parent's Responsibilities: To support all team and league rules. To support each player and team in the spirit of good sportsmanship and Catholic values.

ADDENDUM #2

St. Clement Parish Athletic Committee

- Board Member Application -  

All applications should be mailed to:
St. Clement Church
172 Freneau Avenue
Matawan, N.J. 07747-3400
c/o Athletic Department (SCAC)

Name:

Home Address:

City:            State:    Zip:          Phone:

E-mail Address:

Occupation:

Company Name:

Company Location:

4.) Have you ever played sports on the high school or collegiate levels? ____ No ____Yes

If yes, please list

5.) Previous Coaching Experience

Have you ever coached a sports team?____No ____ Yes

If yes, please list

6.) References (minimum 2 references)

St. Clement Athletic Committee Responsibilities

All members will be expected to:

-          Help develop and maintain a program that promotes for as many Parish  children as possible, a variety of age appropriate sporting experiences that provide a fun, self-esteem building environment where sport (s) fundamentals, sportsmanship and other life skills are taught and reinforced which are consistent with the teachings of the St. Clement Catholic community. 

-          Perform the necessary oversight of all SCAC activities.

-          Make a concerted effort to attend and participate in all committee meetings.

-          Actively volunteer for various board activities.

-          Become knowledgeable of and follow all appropriate Diocese, Parish and Committee rules, policies, guidelines and regulations to the best of their ability.

-          Maintain appropriate communication channels with other board members, various league constituencies, coaches, parents and players.

I hereby certify that I have not been convicted in New Jersey or any other state or jurisdiction of any crime or disorderly persons offense involving sexual offenses, child molestation, DWI, endangering the welfare of children or incompetents, arson, armed robbery, aggravated assault, kidnapping, murder, manslaughter or violations of the New Jersey Controlled Dangerous Substance Act.

I have read, understand, and will abide by all of the above if selected as a S.C.A.C. board member.  I certify that all of the information provided above is true.

Applicant Signature_________________________________________  

Date ___________________________                                                                 04/02

ADDENDUM #3

Board Member and Term Expiration

Board Member             Date First Appointed                Date Current Term Began                    Date Term Expires

Father John Scully , Pastor

Mrs. Margaret Corcoran, CCD Director

Mr. James Gallagher, Athletic Director

Mr. John MacLane, Assistant Athletic Director

Mr. Christopher Kirby, Intramural Coordinator, Fund Raising

Mrs. Phyllis J. Besso, Treasurer

Mrs. Judy Hart, Secretary  

Mr. James Besso
Mr. Gil Carmichael
Mrs. Margaret MacLane
Mr. Robert McCloskey
Mr. Peter Pabon
Mrs. Donna Rean
Mr. Stephen Tomkins

ADDENDUM #4

Click here for the 2007-2008 Registration Package for Basketball and Cheerleading

ADDENDUM #5

DIOCESE OF TRENTON

ELEMENTARY SCHOOL SPORTS PHYSICAL FORM

GRADES K-8

Student’s Name_______________________                              Date of Birth____________

Grade____________                                                                         Male______Female_______

EXAMINATION:

                Height______          Weight_______                B/P______________

                                Hearing___________                              Vision_________

Heart______           Lungs________                       Abdomen__________

Hernia_______        LymphNodes__________       Thyroid____________

Scoliosis________     Genito-Urinary_________    Skin_________

Orthopedic________               Feet____________                  Nose_________

Throat_________  Mouth/Teeth__________             Nervous System___________

MEDICATIONS PRESENTLY PRESCRIBED_______________________________

ALLERGIES:___________________________________________________________

HISTORY OF:

Asthma______                        Allergies____             Heart Problems_______

Fractures_____                        Eye Problems______               Diabetes__________

Hypoglycemia________          Headaches________                Nose Bleeds________

Congenital Defects_______         Operations_______________

Injuries______________         Drug Sensitivities_____________________________

Drug Sensitivities___________________               Other Health Problems_________________

PHYSICIAN’S FINDINGS PERTINENT TO PARTICIPATION IN ATHLETIC ACTIVITIES:

                                Full Participation Allowed_______________

                                Limited Participation Allowed______________

                                No Participation Allowed__________________

                Physician’s Name and Address_______________________________________________________

                Physician’s Signature__________________________Date of Physical______________________

RETURN TO: SCHOOL NURSE’S OFFICE

ADDENDUM # 6

DIOCESE OF TRENTON

Medical Treatment Authorization Form

As parent and /or guardian of______________________________________, a minor, I hereby authorize the treatment by a qualified and licensed medical doctor in the event of a medical emergency which, in the opinion of the attending physician, may endanger my child’s life, cause disfigurement, physical impairment or undue discomfort if delayed.  This authority is granted only after a reasonable effort has been made to reach me.  I further authorize that my child may be transported to a hospital or emergency clinic for treatment.

            Name of Parent/Guardian_________________________________________________

            Address___________________________________________________

            City__________________________State_______Zip_____________

            Daytime phone #  (_____)________________________

            Evening phone #   (_____)________________________

            Family Physician_________________________Phone______________

            Date during which release is granted:  From____________To_________

Indicate specific medical allergies, chronic illnesses, or other medical conditions that coaches and medical personnel should be aware of:  __________________ ________________________________________________________________________________________________________________________________

            Relationship to child_____________________________

                        Daytime phone # (_____)__________________

                        Evening phone # (_____)__________________

This release form is completed and signed of my own free will for the sole purpose of authorizing medical treatment under emergency circumstances in my absence.

Signature___________________________Notarized by___________________

Date________________________

ADDENDUM #7

ST. CLEMENT’S ATHLETIC ASSOCIATION
172 FRENEAU AVE
MATAWAN, N.J. 07747

 St. Clement’s Athletic Association along with the Diocese of Trenton is in the process of building a sound and well-respected sports program.

 As part of this process we have been following the guidelines set forth by the Diocese of Trenton, which includes a wide variety of tasks.  To date we have created a Board, created a web site (Stclementsports.com), and most importantly we have developed a policy and procedures manual, which must be adhered to by all players and parents.

 We are therefore required to have a parent/guardian of each player read and sign off that they have read and understand the policy and procedures and will adhere to the code of conduct which are discussed in this manual.

 Please log onto the above stated website and click on player application and then conduct.  Please read the code of conduct and sign the waiver below. Please return this signed waiver to your coach as soon as possible.

Please Detach and Return to St. Clement Athletic Association:

 As a Parent/Guardian of a Player/Cheerleader, I have read and understand the Code of Conduct that is required by the St. Clement’s Athletic Assoc.

              Players/Cheerleaders Name____________________________

              Parent/Guardian signature____________________________

               Date ____________________

ADDENDUM #8

St. Clement Parish Athletic Committee

- Parent/Guardian/Athlete Code of Conduct -

The purpose of the St. Clement Parish Athletic program is to provide a fun, instructive and positive sporting environment where children can learn sportsmanship and the fundamentals of a sport(s) along with other life skills that are consistent with the teachings of the St. Clement Catholic community. 

 One of the main tenets of the program is to support and reinforce the spiritual formulation of each participant according to Catholic faith principles.   This entails what it means to be a member and a spiritual ambassador of the St. Clement Catholic community which includes following and promoting certain faith based responsibilities such as weekly Mass attendance, frequent participation in the sacraments, performing meaningful prayer on a consistent basis and respect for all forms of life.

 As a member of the St. Clement Athletic Program either as a student-athlete and/or parent/guardian, you are expected to exhibit the appropriate behavior given each circumstance that you may encounter as a representative of the St. Clement community. 

1.                    The Committee expects all St. Clement coaches, team members, parents, family, friends and associates to always be in control of their conduct/emotions.

2.                    To conduct themselves in a professional and appropriate manner as they represent the teachings and beliefs of the St. Clement Catholic community.

3.                    One of the main goals of the St. Clement Athletic Program is to teach the participants not only how to play a sport, but also how to exhibit a high degree of sportsmanship.  We expect all of our coaches, volunteers, parents and student-athletes to set and reinforce these ideals both on and off the field.

4.                    Other than communication of encouragement and support, the Committee feels that at no time should parents or student-athletes engage in communications with any player, coach, parent or fans of either team or any game officials during the contest.  Should a parent/guardian or student-athlete feel a need to express a concern or instruction, that communication must be funneled through the appropriate St. Clement coach.

5.                    Under no circumstances should a parent/guardian or student-athlete engage in any verbal abuse or acts of intimidation with a player, coach or game official.  Rather, if the person is a recipient of the same, that fact should be brought to the attention of the St. Clement Coaching staff for proper handling.

6.                    The decisions of all game officials are final and should be implemented as instructed and in the proper spirit. At no time is a parent/guardian or student-athlete to engage an official before, during or after a contest to protest a call or situation.  Again, any concerns must be funneled through the St. Clement Coaching staff.

7.                    At each team activity, it is everyone’s responsibility to make every effort to ensure that safety is considered a priority and secured.

8.                    A parent/guardian or student-athlete should first report any observed behavior that is inconsistent with this policy to the appropriate St. Clement Coach.  If the situation is not addressed properly, notice should then be made to the St. Clement  Athletic Board.

9.                    If our code of conduct rules are violated. Parent/guardian or athlete or coach are held accountable by SCAC. First time is a warning, unless SCAC feels no warning should be given. In this case The person who violates the Code of Conduct is dismissed from our program upon SCAC discretion. The second violation is dismissal, upon SCAC discretion

10.                 If a parent/coach has an issue with somebody in our Parish due to a heated argument, this argument must stop and a minimum of 24 hour cooling off period before parties may meet. SCAC Board member must be at meeting.  

ADDENDUM #9

DIOCESAN ATHLETIC

PROGRAM REQUIREMENTS

v   Publish and distribute a Sports Handbook to each child participating in the program. 

    v   A mandatory parents meeting will be held at the beginning of each new season

    v   All Coaches must be certified by the Diocese

 ·       Completion of Rutgers S.A.F.E.T.Y.  Clinic

·       Attendance at Fall Conference

·       Criminal Background Check in accordance with Diocesan Policy

·       Coaches registration form on file

 v   Each TEAM must have a first aid kit appropriately stocked at every game and practice

v   With the EXCEPTION of Cross Country and Track events no event or practice may begin prior to Noon on Sundays

 v   Pre-participation physicals are required for all participants

 v   A registration/liability waiver form must be on file for each student participating in the program.  This form must include medical insurance information, emergency contact information and an emergency treatment waiver notarized. A copy of this form should be kept in the Athletics’ office and one copy should be with the coach AT ALL TIMES.

Send mail to sports@StClementSports.com with questions or comments about this web site.
Last modified: October 11, 2004