IMMACULATE HEART OF MARY PARISH ATHLETIC BOOSTER MINISTRY Organizational By Laws Revised September 2018 ARTICLE I NAME & GOVERNANCE The name of this organization shall be Immaculate Heart of Mary Parish Athletic Boosters (hereafter referred to as IHM Boosters). IHM Boosters is governed by the policies, procedures, and direction of the Archdiocese of Cincinnati, the Immaculate Heart of Mary Parish and the Charter on Catholic Youth Athletics (CCYA). http://www.catholiccincinnati.org/wpcontent/uploads/2013/03/4 1 14_Online_YA_Charter.pdf ARTICLE II PURPOSE (CCYA 1.1 1.3.2; 6.1.1; 6.2.2) 2.1 Introduction The purpose for which said organization is formed is to serve as a Parish Youth Ministry focused on promoting the Catholic faith through sports, athletics, and good sportsmanship for Immaculate Heart of Mary Parish (IHM); to purchase and own sporting and athletic equipment; to plan and promote social activities; to raise money for the support of said athletic programs; and to do all things necessary or incidental to the aforesaid purpose. 2.2 Mission Catholic Youth Athletics furthers the mission of the Catholic Church by providing sports experiences for youth that are firmly rooted in the Catholic faith tradition, based on the goals of Catholic youth ministry, and aligned with the evangelizing mission of the Catholic Church. 2.3 Goals and Guiding Principles Catholic Youth Athletics is a form of youth ministry that leads young people closer to Christ, and takes its inspiration and direction from the 1997 U.S. Bishops document Renewing the Vision A Framework for Catholic Youth Ministry. That document identifies three overarching goals for all youth programs in the U.S. Catholic Church: Goal 1: Discipleship to empower young people to live as disciples of Jesus Christ in our world today. Goal 2: Participation to draw young people to responsible participation in the life, mission, and work of the Catholic faith community. Goal 3: Growth to foster the total personal and spiritual growth of each young person. In addition to these goals and policies outlined in the CCYA, the IHM Boosters may create new policies specific to IHM that are aligned with the following guiding principles.
a) Discipleship, Faith and Family First: Catholic Youth Athletics proceeds from and should always include Christian discipleship in the Catholic faith, in support of the parents and families whose children participate. Policies and guidelines are developed with Christian discipleship, the Catholic faith, and family well being as top priorities. b) Evangelizing Mission: The whole Church and each of its members are called to the mission of evangelization; so too, is Catholic Youth Athletics a part of that mission. Participants, parents, families, coaches, athletics organizations, fans, and alumni all those involved in some way in Catholic Youth Athletics are invited into this evangelizing mission bringing the good news of Jesus Christ to a world much in need of it. c) Responsible Participation in the Church: Catholic Youth Athletics will reflect the priority of regular, consistent, and responsible participation in the Church, in her worship, education, community, ministries and service to the world. d) Faith, Character and Virtue Development: In Catholic Youth Athletics, winning, performing, and succeeding are always subordinate to the development of faith, character and virtues in participants and their families. e) Trained and Competent Coaches and Athletics Leaders: Coaches and athletics leaders serving in Catholic Youth Athletics understand their roles as forms of youth ministry leadership, and will get training that leads to competence not only in coaching a given sport, but also in modeling and sharing faith, developing young Catholic disciples, and helping young people and their families stay meaningfully connected to the Catholic Church. f) Safety and Well being of Children: The safety and well being of young people in Catholic Youth Athletics are paramount. g) Good Stewardship and Accountability: Athletics organizations and leagues that serve the parishes and schools of the Archdiocese should demonstrate good stewardship of money and other resources, with trustworthy and transparent systems of financial accountability. 2.4 Role of Catholic Athletics Organizations The athletics organization of our parish is at the heart and soul of Catholic Youth Athletics. It s the place where the Catholic identity of participants, coaches and teams is authentically affirmed, modeled, and lived out. The role of IHM Boosters is to be: a) An integral part of the mission, ministries, and life of the parish, and committed to that mission above and beyond other considerations b) Under the direct authority of the Pastor 2
3 c) Part of the youth ministry of the Catholic Church, with leaders, coaches, adult volunteers, and parents who understand the youth ministry mission of Catholic Youth Athletics d) Guided by the mission, goals and principles of the CCYA and, a source of inspiration, character development, virtue and Catholic Christian behavior that ideally will be beyond reproach. 2.5 Ministry Mission of the Athletics Organization The youth ministry mission of the parish is the mission of IHM Boosters. Our athletics organization is an extension of the mission and youth ministry efforts of the parish. IHM Boosters are responsible for organizing, coordinating and sustaining high quality athletics experiences for young people that build up their faith, character, virtues, self confidence, communication capabilities and leadership skills, in the context of athletics. IHM Boosters stand in for Jesus when he says, "Let the children come to me, and do not prevent them; for the kingdom of heaven belongs to such as these." Matt. 19:14 ARTICLE III CATHOLIC IDENTITY OVERSIGHT (CCYA 6.2.3.a,b,d; 6.2.14) 3.1 Introduction In addition to the IHM Booster Board and its members, compliance with the CCYA, IHM Booster By Laws, and IHM Booster Operating Procedures will be overseen by the following roles as defined by the CCYA. a) Parish liaison: There should be a clear organizational connection between IHM Boosters and parish, under the authority of the Pastor, if possible with a staff member assigned as the representative of the Pastor to the athletics organization. b) Pastor: IHM Boosters is accountable to the Pastor for all matters, including resources, finances, buildings, and insurance. c) Spiritual Liaison: IHM Boosters will establish a Spiritual Liaison. The role of the Spiritual Liaison is defined as follows: a. An active Catholic in good standing with the Church and may be ordained, religious or lay, a paid staff member, or a volunteer. b. Be appointed by and report directly to the Pastor c. Perform various duties, including: i. Communicating the spirit, mission, goals and principles of the CCYA to all in the IHM Boosters.
4 ii. iii. iv. Ensure that the annual coaches ministry meeting(s) is scheduled. Attend the annual coaches ministry meeting(s) and monitor attendance at such meetings by the coaches. Assist coaches in implementing a spirit of ministry, as reviewed annually at the Coaches ministry meeting, in practices and games throughout the season Participate in end of year evaluations of coaches and discussions regarding their return for future years. v. Provide resources, including prayers and other resources, to assist coaches in their youth athletics ministry. vi. vii. viii. ix. Be a listening ear outside of the athletics organization for coaches, parents or athletes. In consultation with the Pastor and IHM Booster Board, establish any guidelines to be fulfilled by coaches or teams to integrate Catholic/Christian faith and spirituality more fully into the athletics programming. Be a member of the athletics organization Grievance Committee. An annual review of the Spiritual Liaison should take place with the Pastor, with input from coaches and the IHM Booster Board. ARTICLE IV MEMBERSHIP Membership in said organization shall be open to all members of Immaculate Heart of Mary Parish 18 years of age and older. ARTICLES V MEETINGS 5.1 Meetings Regular meeting of the members is to be held monthly; day and time of the meeting to be decided yearly by the officers and to meet at any place designated by the officers. Attendance will be taken at the meetings. Only a member in good standing during the course of a meeting may submit new business items for meetings and agendas. To be a member in good standing, a person must have attended a minimum of two meetings in the past year. A member in good standing has the right to vote in Board elections and run for office or be appointed to the AD position. Agendas will be set prior to the meeting and any new business will be pre approved by the board. Emergency executive meetings may be called at anytime as a need may arise given 72 hour notification, included should be the President, Vice President, Secretary, Treasurer, the Boy's
A.D., the Girl's A.D., members at large and any or all of the commissioners affected by a decision or decisions made at said meeting. 5.2 Voting Rights Each board member (including co positions) will receive 1 full vote. ARTICLE VI OFFICERS 6.1 Board Structure The Board is comprised of the four officers (President, Vice President, Treasurer & Secretary), the two athletic directors (A.D.), and 3 members at large. Co positions may be held for officer and athletic director positions at the discretion of the Board. These positions must be voted on or appointed in the same manner as if the position were held by an individual and the terms of the co position holders may be staggered such that they do not expire at the same time. If a board member is unable to serve on the board, a former board member or current member in good standing will be appointed to fill the remainder of that term. Officers must be IHM Booster Members. 6.2 Selection 6.2 Terms a) Officers & At Large Members will be elected by members in good standing b) Athletic Director positions are appointed by the Board a) The President, Vice President, Treasurer and Secretary will each hold a term for two years; this may be extended if no one comes forward to run for these positions or re election is obtained. For officers, there will be a limit of 2 consecutive terms (unless no one comes forward to run for these positions after 2 consecutive terms have been fulfilled). b) Athletic Directors are appointed by the Board and will serve a 3 year term that may be extended if a willing and acceptable person cannot be found. At large members are elected and will serve a 2 year term that may be extended if a willing and acceptable person cannot be found or re appointment is obtained. ARTICLE VII DUTIES OF THE OFFICERS & ATHLETIC DIRECTORS PRESIDENT The President shall preside at all meetings of the members and other officers, generally supervise the affairs of the organization, appoint persons or committees not otherwise governed by the affairs of the organization; personally represent the organization at public functions, sign all business contracts, and such further and other duties as may be from time to time required of him/her by the members. 5
VICE PRESIDENT The Vice President shall perform all the duties of the President in the case of the absence or disability. In case both the President and Vice President are absent or unable to perform their duties, the board may appoint a President Pro tempore. The Vice President is in charge of fundraising and concessions. SECRETARY The Secretary shall keep the minutes of all the proceedings of the members and make a proper record of it, which shall be attested by him/her. He/she shall keep such books as may be required by the officers; send out notices of special meetings, and perform all secretarial duties requested by the President. If possible, a "Corresponding Secretary" may be appointed to assist with additional duties of the Secretary, such as personal correspondence, announcements of special events, and assisting other board members and commissioners with their non official communications. TREASURER The Treasurer shall receive and have in charge all money, bills, notes, Bonds, Trust Funds and similar property belonging to the Boosters and shall do with the same as ordered by the Board. He/she shall make all payments from the Boosters funds when ordered by the officers and keep an account of all Boosters financial matters. The Treasurer must also fill out all required forms for the Parish finance personnel and/or the Pastor. The treasurer should submit an annual budget in a timely fashion and consistent with the parish requirements. ATHLETIC DIRECTOR The Athletic Directors for the boys and girls will perform all duties necessary for the sports, which come under their department. ARTICLE VIII ELECTIONS Nominations of officers for the next academic year shall be made at the March meeting, voted on at (or after) the April meeting, and installed/finalized at the May meeting. The Co Presidents shall send out an email prior to the March meeting to all Booster members who have attended at least 1 meeting during that academic year with a summary of the upcoming nomination and election process. Booster members must attend at least 2 meetings for the current academic year in order to be nominated or to nominate candidates, and the March can count as the second meeting towards this meeting attendance tally. In order to cast a vote in the elections, Booster members must attend at least 2 meetings for the current academic year, and the April meeting can count as the second meeting towards this meeting attendance tally. The election process can either be processed via paper votes in person at the April meeting (with proxy votes via email), or the entire election process can be conducted via email after the April meeting and prior to the May meeting (in conjunction with the Spiritual Liaison). When the election process happens via email, all votes shall be sent to the Co Presidents and the Spiritual Liaison for compilation and validation. ARTICLE IX FINANCIAL RESPONSIBILITIES (CCYA 6.2.15; 7.1 7.3) 9.1 Financial Responsibilities IHM Boosters is responsible for monitoring the completion, accuracy and timely submission of records, reports, documentation and fees as required by the parish or school, Archdiocese and 6
7 government, to ensure transparency and accountability regarding the finances of the organization. The treasurer will be designated to: a) Prepare annual budgets; collect fees and dues; maintain accurate records of receipts and expenditures; and should provide accurate, complete and timely reports required by the organization, the parish, or non parish school, the Archdiocese and the government; and b) Pay all outstanding bills promptly upon receipt. Upon the intent of the Archbishop, the Archdiocese and its agents and institutions, to abide by all Church, Archdiocesan, federal, state, and local laws and policies. 9.2 Bookkeeping and Accounting IHM Boosters is governed by Archdiocesan policy with regard to financial bookkeeping, accounting, and accountability. As such, IHM Boosters is responsible to and under the direct authority of the Pastor, for timely, accurate and complete financial reports. For transparency purposes, and to avoid the appearance or reality of malfeasance, IHM Boosters will maintain well organized and transparent systems of financial record keeping and accountability. In addition to the Boosters Treasurer, the Parish Office Business Manager serves as an active cotreasury role for the Boosters. All new expenditure and reimbursement requests shall first be sent to the Boosters Treasurer and Co Presidents via email for review/approval, and these requests will then be sent to the Parish Office Business Manager for payment processing. The Parish Office Business Manager essentially serves as the Boosters accounts payable department, and the Boosters Treasurer also conducts a periodic reconciliation/reporting process to serve as an independent check on the Boosters account. ARTICLE X ORDER OF BUSINESS The order of business of a meeting shall be: a) Calling the meeting to order b) Prayer c) Reading of the Minutes or Approval of Typed Minutes d) President s Update e) Vice President s Update (including Concessions) f) Reading of the Treasurer's Report g) Report of the Secretary & Athletic Directors
8 h) Unfinished Business i) New or Miscellaneous Business j) Adjournment of the Meeting ARTICLE XI OPERATIONAL PROCEDURES & BEST PRACTICES Separate organizational documents provide the details of how the youth programs are organized and operated. ARTICLE XII COMPLIANCE WITH CHARTER REQUIRED AS A CONDITION OF PARTICIPATION (CCYA 8.2) As a condition to being identified with Catholic Youth Athletics, organizing competitions with other participating Catholic Youth Athletics entities, and using Facilities, leagues, athletics organizations, athletics leaders, coaches and any other representatives of the Catholic Church are responsible for conducting youth athletics in compliance with the CCYA. Individuals and organizations found to be not in compliance with the CCYA will no longer enjoy the privileges connected with Catholic Youth Athletics, including but not limited to: a) Being permitted to be identified with Catholic Youth Athletics; b) Being allowed to participate in Catholic Youth Athletics; c) Being allowed to use Facilities; and d) Having access to parish or school communications to convey information about youth athletics. ARTICLE XIII RATIFICATION/AMENDMENTS The Bylaws should be reviewed by the board at least every 2 years (even numbered years), but may be done as needed. In order to modify the bylaws, the board must vote to change the bylaws. These adjusted bylaws must then be read at a regular Booster meeting and obtain a majority vote with the members in good standing present at the meeting. If approved, the bylaws will then become active. Changes to the Operational Procedures will involve input from commissioners and any Booster member in good standing. However, only the board members will vote on revisions to the Operational Procedures. Simple majority dictates the outcome of all vote events.