The Constitution of S.G.A.A

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St Gregory's Athletic Association, Constitution

Article #1 Description & Purpose

Article #2 Composition
* Section 1 General Membership
* Section 2 Executive Committee

Article #3 Functions of the Executive Board

Article #4 Election of Officers and Term of Office

Article #5 Eligibilty for Participation in the Athletic Programs

Article #6 Suspension

Article #7 Welfare

Article #8 Amendments

Article #9 Quorum

Article #10 Standing Rules of Operation

Article #1 Description & Purpose

This organization, Know hereafter at the Athletic Association, or "AA", is established for the sole purpose of assisting the Clergy-Moderator, appointed by the pastor of the parish, to direct the youth sports activities of the parish. It will assist in operating and directing the various activities and agencies set up for the spiritual, social, athletic & cultural development of the young people who participate in the athletic programs.

The Moderator shall be a member of the Executive Committee with an equal vote on all matters.

Article #2 Composition of The Athletic Association

The organization shall consist of two basic groups: The general membership and the Executive Committee.

* SECTION #1 GENERAL MEMBERSHIP

A. This will include the Parents or Guardians of every child who is presently participating in the Athletic Association activities of any kind. No child will be permitted to participate in any activity unless the Parents or Guardians are REGISTERED MEMBERS of the AA. Registration becomes effective when the parents or guardians sign the registration form permitting their child or ward to participate in a special activity. This registration must be on an official form of the AA, which shall include a waiver of responsibility to the parish in the event of a participant's injury. Insurance is offered as a service to the participants, but the parish is not liable for medical expenses if the insurance policy does not cover the expenses involved.

B. Voting membership will be twice the number of families registered as provided in section 1/paragraph A who will represent the parents or guardians of every child registered and participating in any AA event.

C. Non-voting membership will include every child who is registered tp participate in the various activities.

D. Associate membership will include any adult who volunteers service without any participating children. It will also include any adult who wishes to register as an active member.

E. There will be an annual family registration fee as well as a "per sport" fee for each individual activity. The Execcutive Committee will determine these fees.

F. General membership meetings will be held at a minimum of five (5) times per year. The members will be notified in advance of these meetings.

G. There will be an annual family registration covering all sports sponsored by the AA, which will take place on the announced dayes of each year. Children will be registered for each individual sport at this time. The only exception to this rule will be in the case of a new family moving into the parish, or in individual cases, approved at the discretion of the registrar and the director of an activity.


* EXECUTIVE COMMITTEE

A. The Executive Committee, also known as the Executive Board or the Board, shall consist of the registered members of the AA who have been elected by a vote of the membership to govern the activities of the AA throughout the year.

B. The Executive Committee shall be viewed as the parent group that represents, fairly & equally, allthe athletic groups in the AA. The decisions of the Executive Committee concerning any function or activity will be based solely on what the committee feels is in the best interest of the Associationas a whole. Any sports activity, large or small, will have equal standing in the decisions of the Executive Committee.

C. Each Member will have a vote on any issue brought before the Executive Committee. They will meet once a month, at a time designated by the Executive Committee, to discuss as a group the workings of the AA as a whole and the needs of the various activities within the AA. They will work as a group in the Raising of funds for the operation of the activities and the AA as a whole.

D. The monthly meetings of the Board are not to be considered as open Meetings. They are restricted to the Executive Committee and Representatives of any activity of the AA who may be invited to or may request to speak to the Board with the approval of the President. The interested parties will meet with the Executive Committee immediately preceding the monthy Board meeting.

E. The various activities are represnted by the vote of director of those activities. The commissioners and/or coaches and chairpersons should make known any requests prior to the monthly Board meeting. Prior knowledge will prevent tabling a matter until the following month because of lack of information and knowledge on the part of the Executive Committee.

F. The function of the Executive Committee is to work collectively with the various activities. The committee will legislate only in regards to matters that have a effect on the Association as a whole. The operation of the Various activitiesis the responsibility of the director of each activity in conjunction with the Executive Committee. The director of any scheduled activity must provide and activity and/or Financial report to the Executive Committee at its monthly meetings.

G. It is strongly advised, Though not obligatory, that the directors of activities be invited to attend all staff meeting, coaches meetings, etc. of the various activities because they are the official representatives of the Executive Committee and they, in turn, will report to the monthly Board meeting.

H. The Executive Committee will be elected to their offices or appointed by the Executive Committee as provided in Article #4. The Executive Committee shall consist of the following members.

* President
* Vice President
* Treasurer
* Recording Secretary
* Corresponding Secretary
* Director of Purchasing
* Director of Fundraising
* Director of Public Relations
* Registrar
** Director of Boys Intramurals
** Director of Girls Intramurals
** Director of Boys CYO
** Director of Girls CYO

** These positions were designated as board positions by the adoption of the Constitution by the membership.

Article #3 Functions & Porpose of Office Holders

* SECTION #1 PRESIDENT

A. It is the responsibility of the President to provide the leadership and direction for the success of the Athletic Programs offered by the AA. The President will lead all Executive Committee meetings and the General Membership meetings. The President will also represent the AA at all outside Activities. The latest edition of "Robert's Rules of Order" with modifications provided by the AA Constitution will be observed by all.

B. The President has the responsibility to determine if each member of the Executive Committee is doing his or her assigned task. The President may question any operating procedure of any activity in the AA.

C. The President, or his representative of the Executive Committee, should be included in all "Award Night", etc. and should say a few words on behalf of the AA as the parent group of all activities.


* SECTION #2 VICE PRESIDENT

A. The Vice President shall represent the AA at functions in which the President and the Moderator cannot be present.

B. The Vice President should be prepared to assume the office of President in the event that the President cannot complete his term of office and will serve in the capacity for the remainder of the term. In this event, an election would not be held until the usual term of office expires.

C. The Vice President is empowered with the responsibility of overseeing all facets of service and maintenance for the good of the Association. Committees will be formed to assist in these duties.


* SECTION #3 TREASURER

A. The Treasurer is responsible for the accurate accounting of all monies in the AA Treasury.

B. The Financial reports must be submitted to the Executive Committee and the General Membership at their respective meetings.

C. There will be a complete financial report drawn up at the end of each fiscal year, including all expenditures & incomes of the AA, showing the balance on hand. this report will be given to the pastor for the parish records. The fiscal year runs from September 1st to August 31st of the succeeding year. The report is due in its completed form no later than November 15th of the following Fiscal year.


* SECTION #4 RECORDING SECRETARY

A. It is the responsibility of the Recording Secretary to take the minutes of the regular monthly meetings and report these minutes at the subsequent monthly meeting.

B. The Recording Secretary should keep a library of all minutes of the Executive and general membership meetins as well as all documents pertaining to the running of the AA.

C. It is the Responsibility of the Recording Secretary to take the Attendance at the Executive Board and the General Membership Meetings.


* SECTION #5 CORRESPONDING SECRETARY

A. The Corresponding Secretary will notify the officers and heads of each activity of the regular and special meetings

B. The Moderator and President will contact the Corresponding Secretary concerning any secretarial work necessary for the AA that will include letters informing the membership of meetings, activities & events

C. The Corresponding Secretary will Coordinate the AA section of activities on the Parish Calendar.


* SECTION #6 REGISTRAR

A. It si the responsibility of the registrar to keep an accounting of the registration in the AA and provide a membership list to the appropriate director. Each organization, within the framework of the AA, must in turn present their membership lists to the Registrar. Only those listed on the roster provided by the registrar are eligible to participate in any sports activity. The Registrar will set up a cross-reference field. This should be done as soon as possible after the beginning of the fiscal year (september)as it is necessary for insurance purposes.

B. If a member of an activity resigns, the Registrar should be notified so that the records are keot in order and up to date.

C. If the Moderator suspends an active member of the AA, the Moderator will inform the Registrar of said suspension.


* SECTION #7 DIRECTOR OF FUNDRAISING

A. This Director shall have the responsibility of conducting all Association Dances and other necessary functions for th raising of money that is needed for the smooth operation of the AA and its activities. In conjunction with the Executive Committee, he or she will appoint committess, as necessary, for the various activities. He or She will also suggest various methods of raisig needed monies. These suggestions will be submitted to the Executive Committee.

B. All plans by any activity concerning the raising of money must be submitted to the Fundraiser of the AA who will, in turn, Bring those plansto the attention of the Executive Committee for discussion and/or approval. No individual or activity within the AA will solicit money unless the plan has been submitted to the Fundraiser for Executive Committee approval.

C. It is the responsibility of this Director to submit an operaional and financial report on all fundraising activities.


* SECTION #8 DIRECTOR OF PUBLIC RELATIONS

A. It is the responsibility of this Director to make the work of the AA known throughout the Parsih and surrounding areas. In the event of any important activity in the AA, it is the responsibility of the Director to inform the Tablet, other community newspapers, and parish publications. The Director can either do this personally or appoint a reliable individual to perform this task.


* SECTION #9 DIRECTOR OF PURCHASING

A. This Director's responsibility is to purchase all athletic equipment and uniforms needed for the operation of the programs of the AA. Bids will then be obtained from a number of suppliers and orders will be placed with those suppliers offering terms that are most beneficial to the AA. The Director is responsible for providing the Executive Committee with an inventory at the end of each fiscal year of all equipment on hand.

B. It is the duty of the Purchaser to obtain, in all sports- both Intramurals and CYO - all the equipment and uniforms issued to said coach and team within a period of two weeks from the closing of a sport. At this time , The Director will inventory all usable equipment, make provisions for the repair of broken equipment and make out an estimate of the proposed needed equipment for the following season. All equipment will be stored in the AA lockers under the strict supervision of the purchaser.


* SECTION #10 DIRECTOR OF BOYS INTRAMURALS

A. It is the responsibility of the Intramurals Coordinator to keep all intramural activities joined together as part of the St. Gregory's Athletic Association and to help avoid conflicts of interests that could arise between activities.

B. The person holding this position is the Direct liaison between the different activities and the Executive Committee itself. By His or Her interest in the various activities, He or She should be able to objectively report to the monthly Board meetings regarding a particular activity, including its needs.

C. The Director shall appoint commissioners of the various activities as necessary. These commissioners of the various sports should recognize the importance of this office because the Director is their representative at the Board meetings. He or She protects their interest and should be familiar with the various programs available to the activity.

D. The vote of the Director should reflect teh feelings of the Commissioners. When necessary, He or She shoul poll the commissioners to determine their wishes concerning a vote on a particular issue that would affect their activity.

E. The Director should endeavor to make all commissioners realize that they are part of the whole AA and Their decisions must take the entire Association into consideration.


* SECTION # 11 DIRECTOR OF GIRLS INTRAMURALS

**Same as in Section #10 except with regards to GIRLS INTRAMURALS ACTIVITIES


* SECTION# 12 DIRECTOR OF BOYS CYO ACTIVITIES

A. It is the responsibility of the CYO Director to keep all CYO activities joined together as part of the one St. Gregory's Athletic Association and to help avoid conflicts of interest that could arise between activities. The Director must be familiar with CYO Rules & Regulations

B. The person holding this position is the Direct liaison with the Catholic Youth Organization, different activities and the Executive Committee itself. By His or Her interest in the various activities, by His or Her attendance at the various events and CYO meetings, He or She should be able to report objectively at the monthly Board meetings regarding the needs of a particular CYO sport.

C. The Director shall appoint commissioners of the various sports activities as necessary. These commissioners should recognize the importance of this office because the Director is their representative at the monthly Executive Board Meetings. He or She protects their interests and should be familiar with the various programs that are available to the activity.

D. The vote of the Director should reflect the feeling of the commissioners. When necessary, He or She should poll the Commossioners to determine their wishes concerning a vote on a particular issue that would affect their activity

E. The Director should endeavor to make all commissioners realize that they are a part of the whole AA and that their decisions must take the entire organization into consideration.


* SECTION #13 DIRECTOR OF GIRLS CYO ACTIVITIES

** Same as in Section #12 except with regards to GIRLS CYO ACTIVITIES








Article #4 Elections of Officers & Term of Office

A. All terms of office for the Association shall be for a period of Two (2) years.

B. A nominating committee, appointed by the Executive Committee, shall canvass the organization and report nominations at the MAY General Membership meeting. At this time, nominations will also be accepted from the floor.

C. The election of officers shall take place at the JUNE meeting of the AA. The procedure for election shall be a secret ballot conducted at this meeting.

D. To be eligible as a candidate for the Executive Committee, the nominee must have a minimum of Two (2) years of successive or non-successive active service in the AA.

E. Election to an office on the Executive Committee will require a simple Majority of the votes cast.

F. If a member cannot complete His or Her term of office, Written notice to the Executive Committee must be Filed. In order to fill a vacancy, it will necessary for the Executive Committee to have a Quorum to appoint someone to fill a vacancy.


Article #5 Eligibility for Participation in Programs

A. Eligibility if open to all youth regardless of sex, race, creed, color, or national origin.

B. Anyone who registers in the parish of ST. Gregory's, even though he or she does not reside within the boundaries or attends St Gregory's elementary school, is eligible to participate and compete in the AA.

C. Anyone who attends St Gregory's elementary school, even though he or she does not reside within the parish boundaries is eligible to participate and compete in the AA.

D. Anyone who resides within the parish boundaries of St Gregory's is eligible to participate and coompete in the AA.

Article #6 Suspension From The Athletic Association

A. The Boys and Girls who are active participants in the AA activities must realize that their participation is a privilege and not a right. If they do not act according to the rules set down by the various activites, they must be suspended from the activity.

B. The Executive Committee, with the Moderator's approval or the Moderator himself, reserves the right to suspend any member of the Assocaition. If The Director of any activity feels a person is a disciplinary problem, he or she should make the fact known to the Moderator who will then decide on an appropriate action. For a smooth operation of sports activity, a commissioner or coach should not hesitate to report a child to the appropriate person lest the entire activity suffer because of one person.

C. The Executive Committee and the Moderator of this Association reserves the right to suspend any member and restrict their children from activities for non-participation by that adult member in the AA's Program or Services. All Members are required to actively participate in at least one phase of the AA's programs. Each member will have his or her opportunity to select his or her area of participation during the registration that takes place annually. There will be a regular review by the Executive Committee of the role played by each member. Failure of a member to actively participate or pay a surcharge will automatically invoke suspension. Reinstatement will depend solely on the renewed active role the suspended member takes. THIS HOLDS TRUE FOR THE CHILDREN OF THESE MEMBERS.

Article #7 Welfare

A. In the event of a death within the household of an active or recently active adult in the AA, a Mass card will be sent from the Moderator and the AA. The stipend for the mass will come from the AA Treasury and not from the individual members.

B. It is agreed that the AA will present annually an award to one BOY and one GIRL of the graduating class. The name of this award shall be "The Gregory's Athletic Association Graduation Award". The Principal and the faculty shall determine the recipients of this award for whatever reason they deem appropriate. Athletics should not necessarily be considered a reason. Individuals chosen for cash awards from other parish societies are not eligible. The Award shall consist of a cash Award and be presented at Commencement exercises

Article #8 Amendments To The Constitution

Any amendments to the Constitution must be submitted to the floor for consideration by members at least one(1) meeting prior to any action or vote. Proper and prior notification must be made to the membership.
A. The Quorum for the Executive Committee meetings shall consist of 50% + 1 of the currently elected or appointed officers.

B. There will be no Quorum for the General meetings. All motions, after discussions, will be automatically tabled to the next meeting for a vote after notification of the membership

Article #10 Sstanding Rules of Operation

This article will authorize the Executive Committee to establish standing rules governing the different activities and will be available to the membership at the time of registration. The standing rules cannot be in violation of the Constitution.