Saint Theresa Parish Athletic Association
Article 1 – NAME
Section 1. The name of the STPAA shall be the Saint Theresa Parish Athletic Association (STPAA).
Article 2 – PURPOSE
Section 2(a), The general purpose of the STPAA shall be to administer a Parish Athletic Program which provides opportunities for participants to grow in faith and understanding of their church through involvement in Parish and Diocesan life. It shall be a consultative body to the Pastor.
Section 2(b). The Athletic Program administered by the STPAA shall be based on Christian values which foster the physical, emotional, social and spiritual well-being of each participant. The members, officers, commissioners and coaches of the STPAA shall serve as Christ’s ambassadors at each practice and competition and shall recognize the distinct and unique individuality of each student athlete so as to provide positive learning experiences in furtherance of this mission. Student athletes shall be provided with instruction and guidance on the development of athletic skills and principles, including teamwork, sportsmanship and healthy competition.
Section 2(c). The Athletic Program administered by the STPAA shall participate in and be consistent with the rules and policies of the Catholic Youth Organization of the Diocese of Harrisburg for any relevant sports programs administered at the Diocesan level.
Article 3 – MEMBERS
Section 3(a). Membership in the STPAA shall be open to all adult members of Saint Theresa Parish, including non-catholic spouses, and the parent/guardian of any child participating in the Athletic Program administered by the STPAA.
Section 3(b). Except as provided below, members shall be entitled to voting privileges as though Members of the Board after attending nine STPAA meetings in the twelve months preceding the meeting at which they are eligible to vote.
Article 4 – STPAA BOARD
Section 4(a). Officers, Commissioners and active head coaches of competitive level teams (1 per team) of the STPAA shall constitute the STPAA Board.
Section 4(b). The STPAA Board is the visionary body for the Association. The STPAA Board is responsible for overall policy and direction of the Association. The STPAA Board delegates responsibility for regular and customary operations to the Executive Committee.
Section 4(c). The STPAA Board’s oversight functions include, but are not limited to: (a) appointment of Officers and Commissioners; (b) review and approval of budgets; (c) creation of broad policies and procedures; (c) review the performance of the Officers and Commissioners; (d) review compliance with STPAA Bylaws; and (e) provide strategic direction including regular review of the Association’s mission.
Section 4(d). A majority of the STPAA Board shall constitute a quorum for the conduct of business. Actions of the STPAA Board shall be by a simple majority vote. With regard to the selection of coaches, voting may be conducted by ballot. Written minutes of STPAA Board meetings shall be submitted at the next regular meeting of the STPAA, accompanied by an oral report by the President or Secretary.
Section 4(e). STPAA Board members automatically qualify for voting privileges due to the time they spend in their respective duties. Coaches receive the exception only during the year (August to June) they are coaching. Officers and Commissioners receive the exception during the term of their respective positions.
Article 5 – OFFICERS
Section 5(a). The Officers of the STPAA shall be: President, Vice-president, Secretary and Treasurer.
Section 5(b). The President shall preside at all meetings of the STPAA and the Executive Committee. He or she shall be an ex-officio member of all committees except the Nominating Committee.
Section 5(c). The Vice-president shall perform the duties of the President in his or her absence. In the absence of both the President and Vice-president, the Secretary shall perform such duties. If the Secretary is also absent, the Treasurer shall then be responsible. The Vice-president shall also be responsible to chair the Ways & Means Committee.
Section 5(d). The Secretary shall keep the minutes of all STPAA and Executive Committee meetings. The Secretary shall conduct the correspondence (including publicity) of the STPAA and keep a complete file of all meetings. The Secretary shall provide an attendance sign-in sheet at STPAA meetings and maintain an attendance file. The Secretary shall also make a reasonable number of copies of these Bylaws available at STPAA meetings for distribution to interested members. The Secretary may have an assistant approved by the Executive Committee, who shall be a voting member of the STPAA. Such assistant may not vote in the Secretary’s absence, but shall otherwise have the authority to perform the ministerial duties of the Secretary, except as they may be restricted by the Executive Committee.
Section 5(e). The Treasurer shall receive all monies of the STPAA and shall deposit same in bank account(s) approved by the Executive Committee. The Treasurer shall be responsible for issuing all monies for the payment of STPAA bills. The Treasurer shall submit all checks to the Pastor, Parochial Vicar, President, Vice-president or Secretary for second signature, which shall be required to authorize payment thereon. An audit of all Treasurer transactions shall be completed during the month of April by the Finance Committee or by someone designated by the Pastor. The Treasurer shall also be responsible to chair the Finance Committee. The Treasurer may have an assistant approved by the Executive Committee, who shall be a voting member of the STPAA. Such assistant may not vote in the Treasurer’s absence, but shall otherwise have the authority to perform the ministerial duties of the Treasurer, except as they may be restricted by the Executive Committee.
Section 5(f). The term of office for each officer shall be two years.
Section 5(g). The election of the President and Secretary shall occur during even numbered years and the election of the Vice-president and Treasurer shall occur during odd numbered years. No officer shall hold more than one office at a time, except that the STPAA may waive this restriction upon a two-thirds majority vote. No officer shall be allowed to serve more than two full consecutive terms, in the same office. Members interested in being elected to any officer position shall notify the chair of the Nominating Committee in writing of their interest at or before the March meeting. Notice of the positions open to nomination shall be published in the Parish Bulletin prior to the March meeting.
Section 5(h). The election of officers shall occur at the April meeting of the STPAA. Installation of newly elected officers shall take place at the May meeting.
Section 5(i). Except as provided herein, a vacancy in any officer’s position shall be filled by the Executive Committee, which shall appoint a member to serve the unexpired portion of the vacating office’s term. Where the unexpired term of the vacating officer is greater than six months, the Board shall conduct a special election at its next scheduled meeting to fill such vacancy, provided notice of such special election is published prior thereto in the Parish Bulletin. In the event of a special election, nominations may be made from the floor prior to the call for a vote by the presiding officer.
Section 5(j) – Officers are expected to be in regular attendance at all STPAA meetings and Executive Committee meetings. Officers automatically qualify for voting privileges due to the time they spend in their respective duties.
Article 6 – COMMISSIONERS
Section 6(a). There shall be a Commissioner, elected by the STPAA Board at the April meeting, for each program, including managing of Tournaments, established by the STPAA. The term of office shall be one year for all commissioners. There shall be no limit to the number of terms a Commissioner may serve. Given the responsibilities of a Commissioner, he or she shall not serve in a head coaching position while serving as Commissioner, except that the STPAA may waive this restriction upon a two-thirds majority vote. An Officer shall not serve as a Commissioner during his or her term of office. Members interested in being elected to any Commissioner position shall notify the Nominating Committee in writing of their interest at or before the March meeting. Notice of the commissioner positions open to nomination shall be published in the Parish Bulletin prior to the March meeting.
Section 6(b). Commissioners shall be responsible for the direction of all activities within their respective programs. They shall coordinate contact and act as the representative from the STPAA to the appropriate league and Diocesan meetings for their respective programs. They may designate an alternate to serve in their stead when attendance is not possible at such meetings.
Section 6(c). Commissioners shall be responsible to coordinate coaches’ meetings in their respective programs. They shall explain the rules for issuance of equipment, rules for coaching and all other appropriate issues at a coaches meeting prior to the start of their season.
Section 6(d). Commissioners shall be responsible for the completion and submission of all rosters and other required documentation for the STPAA, the League and the Diocese.
Section 6(e). Commissioners shall be responsible for the distribution and collection of team uniforms and equipment. Annually, at or before the March meeting, they shall submit a proposed program budget to the Finance Committee for anticipated uniform, equipment, tournament and related expenses for the next program year. Any program expense items arising during the year but not budgeted for shall require STPAA approval prior to making any expenditure therefore.
Section 6(f). Commissioners shall assist the Tournament Commissioner in the coordination of home tournaments.
Section 6(g). A vacancy in any Commissioner’s position shall be filled by the Executive Committee, which shall appoint a member to serve the unexpired portion of the vacating Commissioner’s term. Where a new sports program is established by the STPAA mid-year, the Executive Committee may appoint an interim commissioner to serve until the next regularly scheduled election of commissioners.
Section 6(h) – Commissioners are expected to be in regular attendance at all STPAA meetings and Executive Committee meetings. Commissioners automatically qualify for voting privileges due to the time they spend in their respective duties.
Article 7 - EXECUTIVE COMMITTEE
Section 7(a). The Officers of the STPAA shall constitute the Executive Committee, which shall have authority over the affairs of the STPAA as set forth in this Article or as otherwise specifically enumerated in these By-Laws.
Section 7(b). The Executive Committee is responsible for conducting regular and customary operations of the STPAA and to act on issues between meetings of the STPAA Board. The Executive Committee is afforded discretion to act on matters warranted by exigent circumstances and/or necessitate the protection of confidentiality and privacy of STPAA Members, Officers, Commissioners, Coaches and Athletes. The Executive Committee may meet in person or via a form of technology available prior to each Board of Directors meeting to review the agenda, and prepare special recommendations for full Board consideration.
Section 7(c). The Executive Committee shall meet in person or via a form of technology available between regular meetings of the STPAA at the call of the Pastor, the President or at the request of at least three Committee members to conduct such business as it may be authorized to do under these Bylaws, or which may otherwise be warranted by exigent circumstances. A majority of the Executive Committee members shall constitute a quorum for the conduct of business. Actions of the Executive Committee shall be by a simple majority vote. A deadlocked vote shall be broken by the Commissioner of the program most impacted by the issue presented. Written minutes of committee meetings shall be submitted at the next regular meeting of the STPAA, accompanied by an oral report by the President or Secretary.
Article 8 - STANDING COMMITTEES
Section 8(a). In addition to the Executive Committee, there is hereby established the following standing committees of the STPAA: Nominating Committee, Ways & Means Committee, and Finance Committee. Any reference in these Bylaws to committees shall be to committees of this STPAA and not to any similarly-named committees of any organization in Saint Theresa Parish.
Section 8(b). The Nominating Committee shall be responsible for preparing a list of STPAA Members interested in running for the officer positions to be filled that particular year, and for all Commissioner positions. Where appropriate, as determined by the committee, it shall solicit candidates to be placed in nomination. The committee shall present the list at the March meeting and may, in its discretion, make any recommendations it shall determine by consensus. Nominations may be made from the floor at the March meeting, but shall close at the conclusion of the meeting. The election shall take place at the April STPAA Board meeting. Nominations may not be made from the floor at the April meeting. No candidate may be placed in nomination by another member unless his or her consent has been secured. Membership on the Nominating Committee is not a bar from becoming a nominee, unless currently holding an elected position. The committee shall consist of at least five members appointed annually by the Executive Committee at the February meeting. The Executive Committee shall designate the chair. No more than two officers of the STPAA shall serve on the committee at any given time, except that the STPAA Board may waive this restriction upon a two-thirds majority vote.
Section 8(c). The Ways and Means Committee shall be responsible for all fund raising activities or events approved by the STPAA and which are conducted to generate revenues to meet the budgetary obligations of the STPAA. The committee shall consist of five members, one of which shall be the Vice-president, who shall serve as chair. Committee members shall be appointed annually by the newly installed Executive Committee at the May meeting. No more than two officers of the STPAA shall serve on the committee at any given time, except that the STPAA Board may waive this restriction upon a two-thirds majority vote.
Section 8(d). The Finance Committee shall be responsible for overseeing all budgetary matters of the STPAA, including all expenditures. In regard thereto, it shall be responsible for proposing an annual budget to the STPAA at the April meeting for its consideration and approval at the May meeting. It shall also be responsible for recommending appropriate fees and charges at the April meeting, which shall be considered and acted upon at the May meeting in conjunction with the approval of the budget. Fees or charges may be established or modified by the STPAA during the year where exigent circumstances exist. The committee shall consist of five members, one of which shall be the Treasurer, who shall serve as chair. Committee members shall be appointed annually by the newly installed Executive Committee at the May meeting. No more than two officers of the STPAA shall serve on the committee at any given time, except that the STPAA Board may waive this restriction upon a two-thirds majority vote.
Article 9 – COACHES
Section 9(a). Persons interested in seeking the position of head coach for any competitive team shall submit a letter of interest to the appropriate program Commissioner and the Secretary, who shall provide copies of all letters received to the members of the Executive Committee and the Pastor. For all fall and winter sports programs, such letters shall be submitted at or before the April meeting. For all spring sports programs, such letters shall be submitted at or before the December meeting. Notice of the coaching positions available shall be published in the Parish Bulletin at least two Sundays prior to the dates of the April and December meetings.
Section 9(b). Coaches shall be appointed under the following procedure:
i. An incumbent head coach shall be reappointed by the Executive Committee, provided that the coach submits an early letter of interest to the respective Commissioner and the Commissioner recommends said head coach to the Executive Committee and a 2/3 majority of the Executive Committee vote to approve the Commissioner’s recommendation. The early letter of interest shall be submitted to the Secretary and the respective Commissioner prior to the March meeting for fall and winter sports programs and prior to the November meeting for spring sports programs. Reappointments shall be acted upon by the Executive Committee at the March meeting for fall and winter sports programs and the November meeting for spring sports programs. Any head coaching position not filled through this process shall be filled under the respective procedures below.
ii. For fall and winter sports programs, Commissioners shall report the names of all candidates submitting letters of interest for each team in their respective programs at the April STPAA Board meeting. At the April STPAA Board meeting, the Executive Committee review the recommendations of the Commissioners for each head coaching position and shall vote on each appointment individually.
iii. For spring sports programs, Commissioners shall report the names of all candidates submitting letters of interest for each team in their respective programs at the December STPAA Board meeting. At the December STPAA Board meeting, the Executive Committee shall review the recommendations of the Commissioners for each head coaching position and shall vote on each appointment individually.
Section 9(c). The Pastor may disqualify any candidate from consideration, or remove any sitting coach, that he, in his sole discretion, determines will not serve the best interests of the program, the STPAA or the Parish.
Section 9(d). The STPAA Board may, from time to time, establish such policies, procedures or criteria related to coaches and assistant coaches as it deems appropriate.
Section 9(e). Head coaches are encouraged to attend STPAA Board meetings during their respective seasons. Commissioners shall communicate with their respective coaches prior to the monthly STPAA Board meeting to discuss potential meeting topics, problems, or suggestions to be placed on the meeting agenda. Commissioners shall communicate to their respective coaches after each STPAA Board meeting any and all topics and/or discussions that would pertain to the coach and his/her team. Acceptable forms of communication can include phone, email or personal meeting.
Section 9(f). Commissioners shall have the authority to appoint an assistant coach (from the same team) to fill any vacancy which may arise for any head coaching position in their respective programs. Where a Commissioner elects not to make such appointment, the position shall be filled by the Executive Committee in consultation with the Commissioner.
Article 10 - CONDUCT OF BUSINESS
Section 10(a) – The presence of at least seven (7) voting members, including a presiding officer, shall constitute a quorum for the transaction of business at STPAA Board meetings.
Section 10(b). Meetings of the STPAA Board shall be held every month from August through July, pursuant to a schedule approved annually at the May meeting. Special meetings of the STPAA Board may be called at the discretion of the Executive Committee, with adequate notice published in the Parish Bulletin.
Section 10(c). STPAA Board meeting agendas shall include reports from the officers and all commissioners, and shall include an open session for old or new business at which any member seeking recognition will be afforded a reasonable opportunity to be heard. For items of new business, members are to provide advance notice thereof to the President or Secretary so that the item(s) may be placed on the agenda. Athletic program reports shall be presented by the appropriate commissioners, who may call upon program coaches for special announcements or reports concerning individual teams.
Section 10(d). Elections shall be by a simple majority vote and will be taken by ballot. In all other matters, the STPAA shall strive to take all actions by consensus, but in the event of an impasse, action will occur based upon a simple majority vote (majority of those present).
Section 10(e). For the election of officers under Article 5, the election of commissioners under Article 6, or for the amendment of Bylaws under Article 11, Members eligible to vote pursuant to these Bylaws may vote by absentee ballot pursuant to procedures established by the STPAA Board. Voting by absentee ballot shall not constitute attendance under Article 3(b).
Section 10(f). The rules contained in the Robert’s Rules of Order, Newly Revised, shall govern the STPAA in all cases to which they are applicable and in which they are not inconsistent with these Bylaws.
Section 10(g). Members shall abstain from voting where there is a direct personal or pecuniary interest not common to other members of the STPAA. With regard to the selection of coaches by the STPAA Board, or with regard to the recommendation of particular candidate(s) for particular position(s) by the Nominating Committee, any member of such committee seeking such selection or recommendation, or any member who has a member of their immediate family seeking the same, shall abstain from voting thereon and shall recuse themselves from the discussion relating to such selection or recommendation by the committee.
Section 10(h). The STPAA may, from time to time, establish such policies as it deems appropriate related to practices and procedures not otherwise addressed by these Bylaws or by Robert’s Rules of Order, Newly Revised. Such policies shall be in written form and shall be maintained with the records of the STPAA. Such policies shall be subject to amendment or revocation at the discretion of the STPAA.
Article 11 - AMENDMENTS
Section 11(a). Proposed amendments to the Bylaws may be presented by any Member at any regular meeting of the STPAA Board, provided they are submitted in writing to the Secretary or Assistant Secretary at least five days prior thereto. The sponsoring Member shall make a reasonable number of copies of the proposal available for distribution at the meeting at which it is presented. No action may be taken on the proposal at that meeting. A vote to approve, approve with modification or reject the proposed amendment(s) will be conducted at the next scheduled STPAA Board meeting following the meeting at which the proposal was presented.
Adopted May 21, 2000; revised October, 2009; revised July, 2014; revised August 2018
Bylaw Changes Log
Section 3(b) – Member Voting Privileges (meeting attendance requirement)
Article 4 – STPAA Board (membership and duties defined)
Section 5(j) – Officer Voting Privileges (qualification to vote)
Section 6(a) & (f) – Tournament Coordinator elevated to Commissioner
Section 6(h) – Commissioner Voting Privileges (qualification to vote)
Section 7(b) – Executive Committee (membership and duties defined)
Section 7(c) – Voting Method and breaking deadlocked vote
Section 9(a) – Coach selection process limited to competitive teams
Section 10(e) – Voting privileges defined
Section 3(b) – Member Voting Privileges
Section 4(j) – Officer Attendance Requirements
Section 5(h) – Commissioner Attendance Requirements
Section 9(b) – Meetings of the Association
Section 9(a) – Change quorum requirements for business meetings
Section 5(f) – Added Tournament Coordinator to section
Section 8(e) – Change coaching attendance requirements