SCAA-By-Laws

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

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.

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

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

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