CONSTITUTION AND PROCEDURES OF
OUR LADY OF THE PILLAR- ATHLETIC ASSOCIATION

APPROVAL

The following document, dated October 11, 2002, represents the current, approved version of the Constitution of Our Lady of the Pillar Athletic Association.

President: Donald A. LaPoint (Signature on File) Date: October 11, 2002

Vice-president: James Bick (Signature on File) Date: October 11, 2002

Pastor: James Tobin, SM (Signature on File) Date: October 11, 2002

Philosophy of Our Lady of the Pillar
Athletic Association

Since the Athletic Association and its sports programs are a part of the Parish life of Our Lady of the Pillar (OLP), their philosophy is very similar to that of the Parish school and the Parish school of religion. It too, within the realm of athletic competition, must first focus on the individual as a human being and an individual of Divine Life It accepts each child at their own level of development and strives to meet their spiritual physical, intellectual, moral, psychological, and social needs.

Although winning is a natural "drive" and the reason most enter competition, the broader objectives of the formation of the child through physical and intellectual discipline, emotional and social control, and the acceptance of responsibility for one's self and others are more important.

The purpose of the Athletic Association is to provide an opportunity for our youth to participate in organized sports within an atmosphere of the Catholic philosophy outlined above. Its' success is not to be measured by the number of first place teams but by the opportunity it provides to each child in their development as stated in the Association’s Philosophy.

It is staffed by Franciscan Sisters and lay teachers under the direction of the Marianist Pastor. The special visions of the Marianists and the Franciscans, the unique perspective of Pillar parishioners and Archdiocesan guidelines determine the philosophy of OLP.CONSTITUTION AND PROCEDURES OF OLP-AA

Article 1
NAME

  1. This organization shall be known as the Our Lady of the Pillar-Athletic Association (OLP-AA). The OLP-AA shall be a committee of the OLP Men's Club, a not-for-profit organization.
  2. The name Our Lady of the Pillar shall not be used by any organization or individual team not directly sponsored by the OLP-AA, except with prior written consent from both the athletic association and the Pastor of OLP.

Article 2
PURPOSE

  1. To provide the opportunity for the youth of OLP parish to participate in organized team athletic competition. The youth of the parish consists of those children in families registered in the parish, children enrolled in OLP's school children in OLP's parish school of religion, and children within the boundaries of OLP.
  2. To provide an organizational structure for the implementation management of OLP athletic programs.
  3. To provide a forum for input of ideas by its members for the ongoing development and refinement of the athletic programs at OLP parish.

Article 3
FUNCTIONS

  1. To promote athletic activities for boys and girls under guidance, leadership, and regulation.
  2. To control all athletic programs and athletic functions of the parish under the supervision of the Pastor.
  3. To determine the type of athletic programs to sponsor.
  4. To determine the number of teams to be entered in all athletic activities.
  5. To secure qualified coaches of the various teams.
  6. to arrange for the proper and economical use of facilities and equipment.
  7. To arrange and make schedules for use of parish athletic facilities and equipment.
  8. To decide on the eligibility of players,
  9. To provide financial aid to all approved athletic programs.

Article 4
MEMBERSHIP

  1. Membership shall consist of all parents who register children for participation in the athletic programs, and all other registered parishioners are eligible to join the athletic association at their request.
  2. Meetings will be announced by the President for the fall, winter, and spring seasons.
  3. All members of the athletic association shall have the right to vote in the election of Vice-president-President-elect, the Assistant Directors-Director elect, constitutional amendment proceedings and other matters. Approval will be by a simple majority of the members present.

Article 5
ADVISORY BOARD OFFFICERS

  1. There will be an advisory board consisting of a President, Vice- president-President -elect, the school's athletic director, the Treasurer of the Men's Club, the Secretary of the Men's Club and the Pastor to break any tie votes.
  2. Election of officers: A Vice-president-President-elect, will be elected every spring for a two-year term. The Vice-president-President-elect will succeed the president in the second year of the tern. An Assistant Director- Director-elect will be elected every spring for each sport for a two year term. An Assistant Director-Director-elect will succeed the Director in the second year of the term.
  3. Duties and powers of the Advisory Board:
    1. President: to preside at all meetings: to serve on the advisory board, to establish agendas, to appoint committees, to report to the OLP's Men's Club and in general take supervisory charge of all activities of this Association.
    2. Vice-president-President-elect: to carry out the duties of the President in the event of his absence, incapacity or resignation; serve on the Advisory Board; record the proceedings and generally to assist the President and succeed the President after one year.
    3. Secretary of the athletic association (duties will be carried out by the Secretary of the OLP Men's Club): send out notices of the meetings, and read the minutes of the last meeting.
    4. Treasurer of the athletic association (duties will be carried out by the Treasurer of the OLP Men's Club): opening of necessary accounts, safeguarding , budgets, and fees for the programs.
    5. Directors and Assistant-director-Director-elect of each sport:
      1. manage the overall operations of their specific sport
      2. coordinate all league responsibilities
      3. obtain necessary fields/courts and set schedules
      4. make available to all registrants a summary of regulations and guidelines specific to their sports program.
      5. handle registration
      6. obtain referees/umpires
      7. obtain coaches, and be responsible for their training
      8. be responsible for all equipment and advise the Athletic Association's President of present and projected equipment requirements. The above must also ensure that equipment will not be used by any organization or team not directly sponsored by the OLP- AA, except, with prior written consent of the above and the Pastor.
      9. establish rosters within the guidelines off the Association
      10. the Director can refer to the Treasurer of the Men's Club for reimbursement of normal, routine, and recurring financial requirements of their sports program with a dated, documented, receipt.
      11. store, replenish, and coordinate uniform consistency.
      12. coordinate and arrange with the coaches an uniform night(s).
      13. collect monies from the coaches for the uniforms.
      14. be notified of all protests and C.Y.C. disciplinary problems.
      15. obtain field permits from athletic director for Chaminade for practicing.
      16. coordinate with the school's athletic director for basketball practices.
      17. report to and receive advice from the Advisory board.
      18. prepare and submit a budget to the Treasurer.
  4. Hearing Committee duties:
    1. Members of this committee shall be the Advisory Board and chaired by the President.
    2. The purpose of this committee is to resolve disputes or complaints brought before it that could not be resolved satisfactorily first at the team level and second, by the Director and/or Assistant Director of that sport. The resolution of any dispute or complaint will reflect the application of the philosophy and objectives of this Association to the problem. All decisions by the Hearing Committee are final.
    3. Parishioner's letters will be given to this committee for consideration.
    4. Give notices of the hearings to parties of the dispute.
  5. Meetings: will be coordinated by the President with the general membership meetings and the Men's Club meetings in the fall, winter, and spring.
  6. Voting; approval will be by a simple majority of the members of the Advisory Board present with any ties to be broken by the Pastor.
  7. Vacancies; can be filled by the President until the next regular election.

Article 6
ASSOCIATION FINANCIAL GUIDELINES

Parents shall pay registration fees for their child/children to participate in each sports program. Therefore, each sports program shall be fiscally self-sustaining through its registration fees. Additional games, tournaments, or other events outside of the regular league and its playoffs or to be, considered the responsibility of that coach and the parents of his/her particular team. A participatory trophy will be offered to the children in training leagues of that sport. An individual personalized trophy will be given to participants whose team wins a league championship.

Furthermore, recognizing the ongoing need for capital expenditures for necessary equipment, each sport shall generate in its yearly budget a reserve or surplus above and beyond its normal operating expenses. The Association may sponsor fond raising events should it decide that additional funds are needed to maintain or improve the quality of the sports programs it provides. Secondly, the Association may sponsor fund raising events that would benefit the Parish community as a whole.

Article 7
SPORTS PROGRAMS BUDGETS

The President and Treasurer shall approve all annual budgets and financial statements submitted by the individual Directors.

Article 8
TREASURER GENERAL FUND

The Treasurer of the Men's Club shall maintain in the general account of the Men's Club for safe keeping the general funds to be disbursed to the Athletic Association. All expenditures over $300. shall be approved by the Director of the sport involved and the Men’s Club Treasurer.

Article 9
COACHES

All coaches shall be approved by the Directors. Removal of a Coach shall be by majority vote of the Advisory Board upon the recommendation of the Director of the sport involved.

Article 10
ELIGIBILITY OF PARTICIPANTS

  1. .Priority of eligibility is as follows:
    1. . .
      1. children who are enrolled in the OLP school, then;
      2. children whose families are registered members of OLP Parish, then;
      3. children who are enrolled in the OLP school of religion, then;
      4. children who live within the Parish boundaries.
    2. children who are a non-parishioners and live outside of the parish boundaries may be invited to participate in the program, subject to the eligibility restriction of the involved sport league, in order to complete formation of a minimum sized team.
    3. children, otherwise eligible, but who register late will be permitted to participate in that sport only upon availability and at the discretion of Director of that sport.
  2. The eligibility of participants is also contingent upon their family's satisfaction of any outstanding sport registration fees and compliance with the procedures established for the operation of the concession stand, and code of conduct..
  3. The Director reserves the right to suspend or revoke the eligibility of any participant and/or family found in violation of this Constitution and Procedures

Article 11
REGISTRATION

The following guideline shall govern the registration process:

  1. Several weekends will be designated for registration purposes in each sport.
  2. Notification dates will be made via the Parish Sunday Bulletin and OLP's School's Newsworthy Notes.
  3. Applications received during the formal registration period will be considered ON TIME. All such applicants will be placed on a team consistent with the guidelines in Article 16.
  4. Additional applicants may be solicited if, at the close of the formal registration period, ON TIME registrations are insufficient to form minimum sized teams.
  5. Those parishioners moving into OLP after the close of the formal registration period will be considered based upon space availability.
  6. Consideration will be given to special requests made during registration for the initial placement of a child on a particular team.
  7. Registration fees are due in full at the time of registration. Those fees will be refunded in a timely manner if a child is not placed on a team or withdraws from the sport before the involved team's first league game.

Article 12
COMPOSITION OF TEAMS

The following rules shall govern the process for the formation of all sport teams:

  1. Teams shall be fielded, where sufficient player interest warrants, as follows:
  2. Teams shall be composed based on the child's grade in school, not his/her age, unless the minimum number of players is not available...
  3. Teams shall be constituted, subject to the availability of qualified coaching consistent with the following criteria:
     
    Suggested Minimum
    Suggested Maximum
    Baseball
    13
    16
    Basketbal
    7
    11
    Soccer
    13
    16
    Softball
    13
    16
    VoUeyball
    7
    10

  4. In the training level, grades K through 4, if two or more teams are fielded in a grade, they will be equal in overall ability and competitiveness. The coaches shall exercise reasonable discretion in the selection process, but absent agreement or consent of the coaches and parents of team members, the coaches shall not select teams on the basis of a child's eligibility to participate.
  5. In advance levels, grades 5 through 8, if two or more teams are fielded in a grade and the league designates divisions by graduated ability, teams may be divided to reflect that graduated ability. The coaches shall exercise reasonable discretion in the selection process.
  6. Disagreements arising from team selections between the Coaches of that particular grade shall be resolved by the Director of that sport.
  7. f the Coaches, and Director, cannot decide the disagreement will be submitted to the Advisory Board to arbitrate.

Article 13
PLAYING TIME

Each player shall be given playing time in each regular league game at which he/she attends and in grades K through 4 each coach shall use his best efforts to provide equal playing time for all players throughout the season. And in any event, this time shall not be less than minimums established by each league

Exceptions to this rule may be made at the discretion of the Coach only for reasons of health or discipline. Health concerns relate primarily to potential harm or injury to the player, his/her teammates or opponents. Disciplinary issues may involve unexcused absences from practices or games, indifference or lack of cooperation during practices or games, or disruptive, disrespectful or unsportsmanlike conduct during practices or games directed toward teammates, opponents, coaches or game officials.

Practices will attempt to coordinate with the schedules of the Parish School of Religion based on the Coach's and field or facility availability..

Article 14
UNIFORMS

Uniforms will be purchased by the parents to conform to the standards established by the Association. Beginning in the fall of 2003 one uniform for all sports except basketball will be preferred. Vendors supplying uniforms and other equipment to OLP shall be chosen by the Advisory Committee with the approval of the Men’s Club. Vendors who are registered members of the Parish shall be preferred provided they are either the low bid or within a reasonable variance to the low bid and considering other actors such as service and quality.

The Association may appoint a Uniform Committee to administer all aspects of uniforms for all sports.