BY-LAWS OF THE ST.JUDE ATHLETIC ASSOCIATION
(revised 7 July 2001)


Article I : Name

The name of this organization is the St.Jude Athletic Association (SJAA)


Article II : Responsibility

Sect.1: The SJAA is an established Parish organization, sponsored by the Shrine of St.Jude, Rockville, MD (the Parish), operating under the Pastor and approved By-laws, and functioning under an elected Board of Directors (the Board).

Sect.2: The Pastor exercises responsibility for the SJAA and its activities, with authority delegated to an Assistant Pastor, who acts as Moderator.

Sect.3: The Chairperson of the Board exercises responsibility for functions, operations and activities of the SJAA, as defined in these By-Laws. The Chairperson is appointed by the Moderator and reports to the Pastor through the Moderator.

Sect.4: The Athletic Director (AD) is appointed by the Moderator and is responsible for day-to-day operations of the SJAA athletic program.

Sect.5: Membership in the SJAA consists of:

a. The Pastor and the Moderator
b. SJAA Board members
c. SJAA Athletic Director (AD)
d. SJAA Assistant Athletic Director (AAD)
e. SJAA Program Coordinators
f. SJAA Deputy Program Coordinators
g. SJAA Coaches and Assistant Coaches
h. Parents/Guardians of children currently participating in SJAA programs and activities
i. Persons assisting and supporting the SJAA through volunteer service.

Article III : Purpose

Sect.1: The purpose of the SJAA is to coordinate, organize, foster and encourage athletic activities in a fair and equitable manner. The SJAA Sports Programs' objectives are to reach for Catholic spiritual ideals through sports, and to develop good manners and sportsmanship.

Sect.2: The philosophy of the SJAA is to assist the Parish in its administration of a well-rounded, athletic program, developing Catholic men and women through sportsmanship. The SJAA Program is structured to provide early participation and exposure with gradual transition to competitive play. Competitive play provides the opportunity to develop commitment and teamwork, while learning to succeed.

Sect.3: SJAA policy is to provide a well-rounded sports program for all Parish children and adults where such programs exist. The SJAA will continue to stress participation in whatever sports are offered by the Catholic Youth Organization (CYO) and/or comparable leagues and at the competitive levels at which the SJAA feels the children can participate.

Sect.4: The SJAA will strive to compete at all levels provided by the Archdiocese of Washington and will select the appropriate individuals to represent the Parish on the various teams.

Sect.5: The SJAA will support all programs upon request, after careful Board review and determination that the particular program is suitable for the SJAA and serves Parish needs.

Sect.6: SJAA policy is to participate, first, in CYO activities, and secondly, in other activities deemed appropriate by the AD and Program Coordinators.


Article IV : Duties

Sect.1: The Board is responsible for the policy, planning, oversight guidance and fiscal management of the SJAA.

Sect.2: Board membership consists of the Moderator, nine elected members and the AD, or in his/her absence, the AAD. The AD is a non-voting member of the Board. The Board is responsible for providing policy guidance/ consultation to the AD, permitting the AD to implement that guidance and carry out Board policy.

Sect.3: The Board approves the annual Budget and financial statement of the SJAA, as presented by the Treasurer and the Budget Committee.

Sect.4: The Board is responsible for amending these By-Laws.

Sect.5: From the nine elected Board members, a Chairperson, a Secretary and a Treasurer are named. The Chairperson is appointed by the Moderator and the other two posts are filled by simple majority vote of the ten Board members.

Sect.6: The Chairperson serves as the official head of the Board. Election of the Secretary and the Treasurer takes place at the first regular Board meeting. In the Chairperson's absence, the Secretary convenes Board meetings.

Sect.7: The Board meets at least quarterly at a time and place designated by the Chairperson. Meetings are announced two weeks in advance. Special Board meetings may be called at any time by the Chairperson or at the written request of any four members of the Board.

Sect.8: Board membership may be terminated for just cause, such as unexcused absence from three or more scheduled meetings. A Board member may be removed from office by a vote of six members at a special meeting convened to address that matter, and with the Moderator's approval. In such a case, ten days written notice of that meeting must be given to members.

Sect.9: Duties of the Board:

Chairperson:

a. Preside at all general and special meetings;
b. Develop and distribute the meeting's agenda;
C. With the Moderator's approval, appoint Committee Chairpersons and encourage them to actively promote work of their activities;
d. Create ad hoc committees as necessary;
e. Oversee SJAA activities and hold the parties accountable for all actions taken.

Athletic Director:

a. Serve as the single responsible individual for the daily operation of SJAA-approved programs;
b. Provide purchasing and logistics management to insure SJAA teams have the necessary equipment to participate in the athletic program where the SJAA team is enrolled;
c. Arrange for a Program Coordinator for each sport where the Board has approved participation;
d. Train the Coordinators on their responsibilities;
e. Provide the Coordinators with pertinent information concerning their sport;
f. Coordinate with the CYO office and any other sports program where SJAA sponsors teams, so that Coordinators have sufficient information available to them to be successful;
g. Oversee activities of the Coordinators and hold them responsible;
h. Present an annual program for Board approval by April 1 for the upcoming fiscal year;
i. Function with support/assistance of an AAD appointed by the AD.

Secretary:

a. Keep a permanent record of the proceedings and all resolutions of Board meetings, distribute minutes to all Board members within a reasonable time after the meeting and read these minutes at the next regular meeting;
b. Assure that reports of all Board members are properly recorded and filed;
c. Present a written report at the Chairperson's request.

Treasurer:

a. Keep an accurate record of all funds received and disbursed;
b. Present a detailed and reconciled annual financial statement within three months of the SJAA year end (June 30);
c. Present a proposed annual budget by May 1 preceding the next fiscal year (starting July 1);
d. Pay all incurred expenses in a timely manner;
e. Disburse no funds unless a proper voucher showing the nature and amount of the expenditure is presented for payment;
f. Deposit all funds in a designated bank to be withdrawn on the order of the Treasurer;
g. Submit a statement at each regular meeting that shows receipts and expenditures, income and expense variances from the budget, and the balance of funds on hand;
h. Coordinate the annual SJAA fund drive;
i. An independent book keeper will examine and verify expenditures and reconcile bank statements, with cooperation of the Treasurer.

Duties of Coordinators and Chairpersons:

Board Members:

a. Participate in both regular and special Board meetings;
b. Volunteer to assist the SJAA in meeting its objectives;
c. Communicate with the Moderator, Chairperson and/or AD in any situation that might affect the SJAA;
d. Perform other duties as directed by the Chairperson.

Program Coordinators:

a. Formulate a budget for their activities;
b. Participate in equipment purchases;
c. Coordinate the use of facilities for their program;
d. Coordinate with the CYO office, all the events of each program;
e. Formulate plans and develop new programs and activities;
f. Organize and conduct activities assigned, including fee collection;
g. Report all problems to the AD;
h. Assume proper surveillance and usage of equipment, including turn-ins where and when appropriate;
i. Develop and train coaches and coordinate their certification;
j. Enforce CYO regulations.

Deputy Program Coordinators:

a. Assist Program Coordinator in administering their respective programs;
b. Assumes the responsibilities of the Program Coordinator in the event that the Coordinator cannot fulfill his/her duties.

Activity Chairpersons:

a. Carry out the duties assigned by the Board;
b. Coordinate with other committees, as necessary;
c. Develop a budget and submit it to the Treasurer for approval;
d. Enlist assistance from SJAA members, as needed;
e. Convene committee meetings at the Board's request;
f. Report directly to the Board Chairperson.

Article V : SJAA Board Nominations, Elections and Terms of Office

Sect.1: Nominations for Board membership are solicited annually within the SJAA, in accordance with these By-Laws, with notification to the membership two weeks prior to the election. Nominations will be received from any SJAA member, age 21 or over. Nominations are subject to approval of the Pastor. Upon approval, nominations are presented to the SJAA membership for election of three (3) members to fill three expiring seats.

Sect.2: Elections to the three Board seats normally open each year, are administered under Board supervision. Elections are held on the third Sunday in May, in accordance with these By-Laws. Ballots are collected by the Board, under supervision of the Moderator. Votes may be cast by any SJAA member, 21 years of age and over. "Write-in" ballots are not accepted. Candidates are elected by a simple majority vote. Any vacancy can be filled by an appointee of the Moderator, who will serve until the normal expiration of that term.

Sect.3: The term of office for Board members is three years, with the exception of appointees serving at the appointment of the Moderator. Board members may serve succeeding terms at the discretion of the Moderator. Upon completion of his/her term of office, the former member is ineligible for nomination to the Board for three years.


ARTICLE VI: Program Coordinator Term of Office

Program Coordinators are appointed by the Athletic Director for two year terms. The Athletic Director may extend a Program Coordinator for one additional 2-year term. Any further appointments (beyond 4 years) require the approval of the Board.


ARTICLE VII: Funding

Sect.1: All funds received from any source are the property of the Parish and are applied to the budget, as approved by the Board.

Sect.2: The Treasurer has primary responsibility of disbursement of funds. Counter signature on all checks in excess of $1,000 is required. In addition to the Treasurer, authorized signatures are those of the Pastor, the Moderator and the Chairperson. Recipients of checks must be other than the individuals signing the checks.


ARTICLE VIII: Amendments

Any proposed Amendment to these By-Laws may be presented to the Chairperson at a regular meeting with a request for Board consideration. Action will be deferred until the next scheduled meeting, at which time, the Chairperson may request Board approval of the recommended change. Amendments take effect immediately upon Board approval. A two-thirds majority vote of the Board is required for By-Law changes.


ARTICLE IX: Standing Committees

The Board is responsible for five Standing Committees:

1. Fund Raising
2. Volunteers
3. Awards
4. Publicity
5. Budget

Sect.1: Fund Raising Committee: This is composed of a Chairperson and up to four members. Responsibilities include:

a. Developing an annual fund raising program for the fiscal year (1 July to 30 June) with Board approval. The approved Budget will include this financial goal;
b. Reporting all income and expenses associated with each Committee activity to the Board via the Treasurer.

Sect.2: Volunteer Committee: This is composed of a Chairperson and all interested volunteers. Responsibilities include:

a. Recruiting and training individuals for catering events;
b. Assistance in providing suitable individuals for specific fund raising events.

Sect.3: Awards Committee: This is composed of a Chairperson, the AD and up to three(3) members. Responsibilities include:

a. Continuous review of award activities and periodic recommendations to the Board whenever change is dictated. Selection of individuals for recognition is based on the following:

(1) Achievement Awards: Presented to those who assist in administrative activities of the SJAA. Potential recipients include coaches, coordinators, Board members, volunteers, fund raisers and any persons recognized for their contributions to SJAA goals.
(2) Scholar-Athlete Award: Presented to the 8th Grade boy or girl attending St.Jude School, enrolled in its CCD Program or in a religious education program approved by the Moderator. The Award consists of a U.S. Savings Bond and is awarded based on the recipient's accumulated academic average for Grades 5-8 and the extent of participation in sports activities sponsored by the SJAA. Selection is made after consultation with the Principals of the schools involved.
(3) Most Valuable Player Award: Presented to participants by simple majority vote of team members.
(4) Coaches' Award: Presented to individuals, selected by the Coach of each team, who best exemplify the SJAA objectives (Sect.1, Art.III).

Sect.4: Publicity Committee: This is composed of a Chairperson and up to five members; Responsibilities include:

a. Advertise all SJAA fund raising activities, in support of the Fund Raising Committee;
b. Publish a newsletter for distribution within the Parish;
c. Advertise all sports sign-ups for the respective Program Coordinators;
d. Prepare, maintain and distribute an SJAA Sports Handbook;
e. Support/attend welcoming receptions hosted by the Parish Welcoming Committee.

Sect.5: Budget Committee: This is composed of the Board Treasurer (serving as the Chairperson), the AD, Program Coordinators and Committee Chairpersons; Responsibilities include:

a. By May 1 of each year, prepare and submit to the Board a budget for the entire SJAA Program for the period 1 July to 30 June;
b. Analyze the fiscal needs of each program, including:

(1) level of participation by eligible athletes;
(2) equipment/uniform needs of each program;
(3) fee charged for participation in each program;
(4) other income sources which might be available to subsidize participation by students;
(5) entry fees and associated charges levied by the CYO and any other league(s);
(6) gym and field rental charges

.