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Sisters of St. Joseph
 
Mount Gallitzin Academy 
Athletic Association By-Laws

ARTICLE I: Name/Organization

The name of the organization shall be: MOUNT GALLITZIN ACADEMY ATHLETIC ASSOCIATION. This organization will also be identified as MGA/AA.

This association and its officers are a non-profit advisory body. The members are requested to serve on the board, committees, or as members by the school administration.

The officers, members, and coaches are accountable to the school administration and Diocese of Pittsburgh.

ARTICLE II: Purpose

The purpose of this organization shall be to support Mount Gallitzin Academy with its athletic programs and to provide fund raising efforts that will offer financial support for the athletic programs.

ARTICLE III: Authority

This body is formed at the request of the Administration of Mount Gallitzin Academy.

The MGA/AA is responsible to the school administration that has final authority over the association and its officers/directors and members.

The MGA/AA Athletic Program shall adhere to the regulations and policies set forth by the MGA administration and the Diocesan Athletic Director.

ARTICLE IV: Code of Conduct

All school athletic programs are part of the overall school program. The school administration and the MGA/AA officers are responsible for assuring that the rules and regulations set forth by the Diocesan Athletic Director and the School Administration are followed. Therefore, the School Administration and the MGA/AA Officers are responsible to address any behaviors of coaches, players, parents or spectators who do not follow the rules and regulations set forth by Mount Gallitzin Academy and/or the Diocesan Athletic Guidelines. Anyone not adhering to said rules and regulations are subject to consequences suggested by the MGA/AA Officers and set forth by the School Administration/or the Diocesan Athletic Guidelines.

Behavior not consistent with the overall philosophy of Mt. Gallitzin Academy and its sports programs may result in suspension or removal of a coach, player, parent, or spectator from participation.

ARTICLE V: Membership

The members of the organization will be any parent or guardian whose child/children attend Mount Gallitzin Academy. Any person who does not have a child/children attending MGA, and wishes to be a member of the association, must request membership to the board in writing with the delivery of said document to the President of the Association. The Board will respond within 5 days following the next regular board meeting.

ARTICLE VI: Meetings

General meetings of the MGA/AA will be held two times during the year with one in September and one in April. These meetings are open to all members of the Association. Special meetings may be called by the Board and/or School Administration when deemed necessary. All meetings shall be run in accordance with ARTICLE XI: Order of Business.

The Board should meet on a regular basis.

ARTICLE VII: Officers

Section 1 — Board Members:

An Athletic Association Board will be formed to represent the membership, hold meetings and perform general deliberation for the MGA/AA.

The Board will consist of:

  • The School Principal
  • At least one (1) representative from each grade level (1-8)
  • One (1) Sport Coordinator representative from each school sport (appointed)
  • Two (2) Adhoc representatives

Term Limits — no board member can serve in any board position for more than 2 consecutive terms (total of 4 years). Each term is for a 2-year period. Unless otherwise specified, see Executive Committee.

The Athletic Association Board has the obligation to know school and Diocesan regulations and policies and to make inquiries and suggestions concerning these.

Section 2 — Executive Committee:

At a designated annual meeting the Nominating Committee shall present the proposed slate for the executive committee offices to be filled.

The Board Members shall elect from amongst themselves an Executive Committee; consisting of a Vice-President/President Elect, Secretary, Treasurer and Fund Raiser. The President will already be in place from the past years Vice-President/President Elect.

President

The duties and responsibilities of the President of the Association shall include:

  • Serving as the overall presiding administrator for the Association.
  • Chairing Board meetings and General Membership meetings; establishing agenda for said meetings.
  • President shall participate with the other appropriate officers in purchasing and financial approval as outlined in section of the by-laws.

Vice-President/President Elect

  • The duties and responsibilities of the Vice-President/President Elect of the Association shall include:
  • Assist the President when necessary.
  • Perform duties of the President when the President is absent.
  • Assume the duties of the President’s office until the next election if the office of President becomes vacant.
  • Acting as President-Elect for the upcoming year
  • Can only be appointed during an election year, therefore the term limits can be completed
  • Maximum of a 1-year term

Secretary

The duties and responsibilities of the Secretary of the Association shall include:

  • Keep a membership log for MGA/AA.
  • Record the minutes from all meetings.
  • Provide assistance to Principal for communications/correspondence as requested.
  • Ensure all correspondence and communications are consistent with the views of the MGA/AA, the school administration and Diocesan Athletic Guidelines.

Treasurer

The duties and responsibilities of the Treasurer of the Association shall include:

  • Ensure that all financial obligations of the Association are met in a timely manner.
  • Prepare, in conjunction with the Board, individual sport budgets projections for review by the Board for approval.
  • Prepare, in conjunction with special committees, projected budgets.
  • Prepare a general financial report for presentation at each Board meeting and general meeting.

Fund Raiser

The duties and responsibilities of the Fund Raiser of the Association shall include:

  • Organize with approval of Board and Administration, any/all fund raising activities.
  • Chairperson of the Fund Raising committee.

Sport Coordinator

The duties and responsibilities of each Sport Coordinator of the Association shall include:

  • Coordinate all administrative and logistical activities of the sport.
  • Act as a liaison between school admin, MGA/AA, dioceses and coaches.
  • Attend all Diocesan meetings relative to the sport.
  • Coordinate:
    • Request for coaches and players
    • Player registration
    • Distribution and collection of uniforms
    • Equipment
    • Medical Supplies
    • Game and practice scheduling
    • Referees
    • Tournaments
    • Field/Field maintenance
    • Post season wrap-up
  • The Sport Coordinator will need to have the same clearance requirements as defined for a coach.

ARTICLE VIII: Elections

Elections of board members will occur annually with 1/2 of the board elected each year. Elections will be held for grades 1,3,5 and 7 additionally one (1) Adhoc member is to be elected by the entire MGA/AA membership. Each board member will be elected to serve a two-year term. This election cycle will result in board members serving "staggered" terms to create a full board. (For example the 2009-2010 school year would have elections for the Odd numbered grades during that school year, those newly elected members would join the existing board members who were elected from the Odd grades during the 2008-2009 school year. Collectively that "group" will serve as the MGA/AA board for the 2010-2011 school year.)

A Nominating Committee, made up of members of the existing Board, shall conduct the process for nominations of ’new" board members. The Nominating Committee shall meet in March to prepare for elections to be held no later than the 3rd week of April. The Nominating Committee will collect and count all votes. The Executive Committee of the Board will rule on any disputed results.

The Nominating Committee shall survey and gather "candidates" to be nominated for upcoming elections. All nominees must be a member of MGA/AA as defined by these by-laws.

The grade representative must be a member of the MGA/AA and the parent/guardian or grandparent of a child, in that grade level. Adhoc representatives will be filled by family members first, then if necessary, non-family members can be elected to the board.

When a Board position is not filled through the general election process the existing board has the right to appoint a representative for the term consistent with all other criteria listed in these by-laws.

ARTICLE IX: Amendments to these By-Laws

The MGA/AA Board must approve any amendments to these By-laws before it can be presented to the general membership.

Amendments to these By laws shall be presented to the general membership with a minimum of 15 day written notice before a vote can take place.

Approval of the vote is based on majority of all votes received.

Votes may take place by mail or at a general membership meeting.

ARTICLE X: Committees

The Association shall delegate certain affairs and responsibilities to committees as provided by the by-laws. The following suggested committees may exist as standing committees.

Fundraising, Banquet, School Spirit and Concession Stand.

Committees shall have a chairperson appointed by the Board. Committees may be added or deleted as needed.

Concession Stand Committee

The CONCESSION STAND COMMITTEE shall handle the scheduling of volunteers and the operation of the concession stand at all home games. Persons scheduled for the evening shall arrive approximately 30 minutes before the first game in order to set up the concession stand. The committee shall also decide what refreshments are to be sold and also purchase them. The committee is also responsible for providing all volunteers with a checklist of all duties.

The committee shall also take care of gate receipts, 50/50 raffle, disbursement of officials’ fees at all home games as well as concession stand money. All money will be securely locked until the School Principal is available to pick it up.

This committee shall also provide volunteers to see that all areas used including concession stand, foyer, boys/girls’ restrooms, bleacher area (including underneath) and gym floor are clean. At the end of the last game all garbage must be taken to the dumpster. Any damage to any area must be report to the School Principal as soon as possible.

Banquet Committee

The BANQUET COMMITTEE shall make all the arrangements for the annual Sports Banquet in consultation with the School Administration and Board Officers. Final approval of plans rests with the Administration. Also, this committee shall be responsible for coordinating the efforts of student athletes in the purchasing and presentation of Coaches’ Gifts during the banquet.

School Spirit Committee

The SCHOOL SPIRIT COMMITTEE shall be responsible for suggesting any idea that will promote School Spirit to the Association and Administration (i.e. decoration of gym for home games). The School Administration must approve all ideas. This committee shall also be responsible for providing the opportunity for sports pictures.


ARTICLE XI: Order of Business

Order of Business shall be as follows:

  • Call to order
  • Prayer
  • Reading of the minutes of the previous meeting
  • Treasurer’s report
  • Standing Committee reports
  • Special Committee reports
  • Unfinished business
  • Correspondence
  • New Business
  • Adjournment.

At the discretion of the President, any election may precede the ordinary order of business to expedite the counting of ballots.

ARTICLE XII: Coaches

Coaches will be required to meet all requirements as set forth in "The Guidelines for Catholic Elementary School Sports Program" established and followed by the dioceses of Pittsburgh. In addition to Diocesan Requirements coaches will also adhere to the by laws of both MGA and the MGA/AA.

Any member of the board looking to coach a sport will need to abstain form any vote(s) and discussion regarding his/her own status. If the board wishes to have a discussion regarding coaches, the board member will remove himself/herself from the meeting during this discussion. The President should direct this.

ARTICLE XIII: Fees

All parents of students who participate in the Athletic Program are required to pay a designated fee as defined by the athletic board. In order for an athlete to receive his/her sport uniform the fee must be paid.


©2008 Sisters of St Joseph - Baden
Mount Gallitzin Academy
1016 State Street, Baden PA 15005
724.869.2505 | Fax: 724.869.4932
Feedback, questions and comments are welcomed at csjprbah@stargate.net