ARTICLE I. - MEMBERSHIP
Section 1.
All children in Grades 5 - 8 (with the exception of Track and Cross Country [4 - 8] and Youth Group [6 - 8]) whose families are registered in the Parish are eligible for membership in any program of the CYO: Sports Teams, Youth Group, Cheerleaders, etc. This includes both students attending Visitation BVM School or any other public or private grade school. For Football, players from eligible parishes (as defined by CYO Central) may be invited to participate on Visitation’s team only if there are less than 28 Visitation players.Section 2. The Pee Wee Sports programs encompass children in Grades K - 5 who are members of Visitation BVM Parish and who either attend Visitation School or the CCD program. Children in Grades K - 4 are eligible for membership in the CYO Pee Wee programs only and not other programs of the Visitation CYO until they enter the 5th grade (with the exception of Track and Cross Country which start in Grade 4).Section 3. The High School Program, similarly, is open to all students in Grades 9 - 12, registered in the Parish, and attending Catholic, public or private institutions of secondary education.
A. Exceptions to Sections 1 and 2: Students from neighboring parishes can be accepted as full members in the Visitation BVM CYO program if the home parish of the student:
i. does not have a CYO
ii. does not provide the particular service / function / program that Visitation BVM does
B. Cases will be handled on an individual basis to be decided by the Advisory Board.Section 4. If a student is attending a non-Catholic institution, he / she must be registered and must attend the Visitation Parish Confraternity of Christian Doctrine Program (CCD) or other comparable Catholic Educational program.
A. This regulation applies to both the Junior and High School CYO.
B. There will be no exceptions to this. Failure to be registered and attending the CCD Program will result in removal from the CYO Program.Section 5. All students registered in any program of Visitation CYO are required to maintain a passing average in all academic subjects. Upon the receipt of a failure warning, the Principal and / or Priest Moderator will inform the student of his / her impending suspended status if grades are not improved.
ARTICLE II. - FINANCES
Section 1.
The Visitation Parish CYO is a non-profit organization. It is to be completely self-sufficient in regard to operating expenses. [The Parish, by its allowance of the use of facilities (fields, gym, lighting, heat, etc.) supports CYO operations.]Section 2. An annual operating budget shall be established for each year by the end of May so that it may be voted upon by the Advisory Board at the June meeting.Section 3. Visitation CYO, acting as a whole, will be required to provide sufficient funds deemed necessary for its operating budget.Section 4. A registration fee will be determined by the Advisory Board on a seasonal basis. This fee, based on a per student / per program charge, will be for all sports and sports-related programs. This fee may vary per program as decided by the Advisory Board.Section 5. Insurance is governed by the Archdiocesan insurance carrier.Section 6. No child shall be excluded from any CYO function because of financial need. Upon notification by the Parent / Coach / Moderator, the Priest Moderator will issue the appropriate reduction or waiver of dues as the individual case demands.
ARTICLE III. - AUTHORITY
Section 1.
The Pastor or Priest Moderator, in cooperation with the Advisory Board, will have authority over all CYO activities.Section 2. The Advisory Board of the Visitation BVM Catholic Youth Organization finds its model and purpose in the Parish Pastoral Council: just as the Parish Pastoral Council expresses the needs, concerns, possibilities and potentials of a parish to the pastor in order that he might determine the best course of action for the parish, so, too, the CYO Advisory Board acts as a consultative body to the Priest Moderator, expressing the needs and concerns of our parents and young people in order that the five phases of the CYO program -- spiritual, service, athletic, cultural and social -- might be fully implemented.
ARTICLE IV. - AMENDMENTS
Section 1.
Any member of the Advisory Board may motion for an amendment; it is to be submitted to the entire Board in writing.Section 2. Any amendment to the By-Laws must be on the agenda of one Advisory Board meeting to be discussed by the Board and will be voted upon at the next meeting of the Advisory Board.Section 3. All amendments must be passed by a 2/3 majority of the Advisory Board.
ARTICLE V. - OFFICERS
Section 1. Chief Adult Advisor (Appointed)
The Chief Adult Advisor is the chief executive officer of the organization, responsible to the Priest Moderator, the parents and the youth of our parish for the implementation and ongoing development of the five phases of the CYO -- spiritual, service, cultural, athletic, and social.
The Chief Adult Advisor shall:
1. Preside at all meetings of the organization.
2. Appoint committee chairmen and maintain contact with all committees of the organization.
3 Be an "ex-officio" member of all committees.
4. Prepare the agenda for all Advisory Board meetings of the organization.
5. Inform the Appointed Parent Representative if the Chief Adult Advisor is unable to attend a meeting, so that the Appointed Parent Representative is prepared to take over.
6. Be responsible for all activities of the organization.
7. Will only have a board vote in the event that a tie-breaker is needed, or to effect a tie, so that further discussion might take place.
Section 2. Parent Representatives (1/Appointed;2/Elected)
The Parent Representatives help to convey the needs and sentiments of the general membership of the CYO to the Advisory Board, while at the same time explaining the policies and practices of the CYO to the parents; the Parent Representatives will assist in other areas as needed.
The Appointed Parent Representative shall:
1. Preside in the absence of the Chief Adult Advisor at all meetings of the organization.
2. Be an "ex-officio" member of every committee, and report their progress and / or problems to the Chief Adult Advisor.
Section 3. High School Advisor (Appointed)
The High School Advisor is responsible for the implementation and ongoing development of the five phases of the CYO as they apply to our high school young adults (with the exception of any formal High School Athletic Program).
The High School Advisor shall:
1. Be at least 25 years of age.
2. Act as chief liaison between the high school members and CYO Central.
3. Familiarize himself or herself with the CYO Central Constitution and the rules of the Region.
4. Make certain that the Parish CYO Constitution conforms in letter and spirit with the CYO Central Constitution.
5. Make certain that the Parish CYO Charter is properly applied for and renewed each year.
6. Coordinate all teenage programs, Manna Food Drive, etc., and any programs sponsored by CYO Central.
Section 4. Junior High School Advisor (Appointed)
The Junior High School Advisor is responsible for the implementation and ongoing development of the five phases of the CYO as they apply to our junior high young adults (with the exception of our Varsity and Junior Varsity Athletic Programs).
In general, the Junior High School Advisor shall:
1. Be at least 25 years of age.
2. Act as chief liaison between the Junior High School members and CYO Central.
3. Familiarize himself or herself with the CYO Central Constitution and the rules of the Region.
4. Make certain that the Parish CYO Constitution conforms in letter and spirit with the CYO Central Constitution.
5. Coordinate all junior high programs, Live Nativity, etc., and any programs sponsored by CYO Central.
Specifically, the Junior High School Advisor shall:
1. Receive information for all upcoming events from CYO Central and decide in which activities the Junior High CYO shall participate.
2. Work with students from the seventh and eighth grades (both Visitation School or any other public or private grade school) in planning and executing various CYO functions and activities.
3. Prepare notices of all meetings / activities, and give them to the Director of Publicity for publication in the Parish Bulletin and announcement in school (both Visitation and CCD classes).
Section 5. Treasurer (Appointed)
The Treasurer, as the chief financial officer, is responsible for the receiving, recording, budgeting, and disbursing of all funds of the CYO; responsible for maintaining accurate records detailing all funds.
The Treasurer shall:
1. Keep and maintain an accurate record of all funds received and disbursed.
2. Prepare a financial report for each monthly meeting.
3. Submit a budget summary for the previous year at the September meeting.
4. Pay all just debts of the organization, after consulting with the Priest Moderator and the Chief Adult Advisor.
5. Receive all organizational monies and deposit all funds according to prudent established monetary policies.
6. Ledger all monies according to activity / sport.
Section 6. Budget Advisor (Appointed)
The Budget Advisor, as an assistant to the Treasurer, is responsible for the preparing and presentation of the annual operating budget.
The Budget Advisor shall:
1. Keep and maintain an accurate operating budget.
2. Prepare a monthly summary report on the budget to be presented at the monthly Board meeting.
3. Gather all information necessary to propose an operating budget to be submitted for approval.
Section 7. Recording Secretary (Elected)
The Recording Secretary keeps an accurate record of all meetings of the Advisory Board; maintains the records and archives of the CYO.
The Recording Secretary shall:
1. Keep accurate records of all meetings of the Advisory Board and any other meeting of the organization as so requested.
2. Keep an accurate attendance record of each meeting.
3. Keep an up-to-date copy of the organization’s By-Laws and Constitution and bring these to all meetings.
4. Supply a copy of the minutes of the monthly meetings to the Priest Moderator, Principal and all members of the Advisor Board. Copies of minutes may be made available to family members attending the board meeting upon request.
5. Supply a directory on a yearly basis in September to the Priest Moderator, Principal and all members of the Advisory Board listing all members, ex-officio members and coaches as known.
Section 8. Director of Publicity (Elected)
The Director of Publicity is responsible for all communications to and from the CYO, including all Bulletin notices and press releases; also responsible for the proper and accurate advertisement of upcoming events.
The Director of Publicity shall:
1. Read all the official communications to the organization.
2. Prepare all the official communications of the organization upon the direction of the Advisory Board.
3. Prepare notices of meetings and post them in the Parish Bulletin.
Section 9. Director of Service (Elected)
The Director of Service coordinates and oversees service opportunities for our young people; also, coordinates the parent volunteers.
Section 10. Athletic Director (Appointed)
The Athletic Director coordinates and oversees all official athletic activity of the CYO; directly responsible for all high school teams.
The Athletic Director shall:
1. Interface between the Parish and the Region 21 Committee.
2. Request budgets from the coaches two months prior to the season start.
Fall sports - June 15
Winter sports - September 15
Spring sports - January 15
3. Coordinate selection of coaches along with the Athletic Coordinators and the Priest Moderator.
4. Attend Regional and Central Athletic meetings as required.
5. Compile a master schedule for all sports programs and coordinate with the Ways and Means Chairperson and the Director of Scheduling. This must be updated as changes are made.
6. Obtain from the coaches the recipients of the awards distributed at the Annual Assembly / Banquet. Coordinate the trophy purchases with the Varsity / Junior varsity Athletic Coordinators.
7. Maintain / update the Visitation Coaches Manual and insure the manual is followed accurately by all the coaches.
8. Coordinate the preparation of an annual athletic budget to be submitted at an Advisory Board meeting no less than one month before the season starts.
9. Maintain a list of all coaches and assistant coaches for all CYO sports, making them available to all Advisory Board members.
Section 11. Varsity Sports Coordinator (Appointed)
The Varsity Sports Coordinator oversees the athletic program on the Varsity level (Grades 7 & 8).
The Varsity Sports Coordinator shall:
1. Verify Current Archdiocesan Accreditation of coaches, providing necessary information to the coaches.
2. Verify that all coaches and assistant coaches have a valid Pennsylvania criminal records check from the Pennsylvania State Police on file with the Parish.
3. Work with the Athletic Director and the Priest Moderator in the selection of coaches.
4. Obtain a list of all tournaments from coaches. From this list determine, with the coach, the four tournaments in which the team will participate.
5. Secure funding for tournaments / referees fees in coordination with the Treasurer.
6. Attend games to monitor player participation.
7. Work with the Equipment Managers to distribute and collect equipment in a timely manner.
8. Advertise and arrange try-outs for all Varsity sports.
Section 12. Junior Varsity Sports Coordinator (Appointed)
The Junior Varsity Sports Coordinator oversees the athletic program on the Junior Varsity level (Grades 5 & 6).
The Junior Varsity Sports Coordinator shall:
1. Verify Current Archdiocesan Accreditation of coaches, providing necessary information to the coaches.
2. Verify that all coaches and assistant coaches have a valid Pennsylvania criminal records check from the Pennsylvania State Police on file with the Parish.
3. Work with the Athletic Director and the Priest Moderator in the selection of coaches.
4. Obtain a list of all tournaments from coaches. From this list determine, with the coach, the four tournaments in which the team will participate.
5. Secure funding for tournaments / referees fees in coordination with the Treasurer.
6. Attend games to monitor player participation.
7. Work with the Equipment Managers to distribute and collect equipment in a timely manner.
8. Advertise and arrange try-outs for all Junior Varsity sports.
Section 13. Pee Wee Sports Coordinator (Appointed)
The Pee Wee Sports Coordinator oversees the Pee Wee programs for Grades K - 5.
The Pee Wee Sports Coordinator shall:
1. Be responsible for the coordination and scheduling of all intramural sports programs in the Parish. This includes registration, coach / referee selections, team composition, scheduling of games and other related events.
2. Be responsible for the coordination and monitoring of parent coaches, referees, and volunteers to assist during the times the games are being played.
3. Coordinate with the Director of Scheduling to secure playing times and facilities.
4. Present a master schedule to the Athletic Director, Ways and Means chairperson, Grade School Principal, and the Priest Moderator.
5. Verify that all coaches and assistant coaches have a valid Pennsylvania criminal records check from the Pennsylvania State Police on file with the Parish.
Section 14. Registrar (Appointed)
The Registrar registers and rosters all members and participants in all CYO activities; responsible for obtaining and maintaining registration, volunteer and medical forms.
The Registrar shall:
1. Distribute registration, volunteer, and medical forms to coaches at time of registration.
2. Make sure that the coaches obtain registration forms and fees from players not already registered.
3. Make sure the coaches get medical forms back from the players and the Ways and Means Chairperson receives the volunteer forms.
4. Register all new members of the organization according to the established procedures.
5. Keep an accurate and up-to-date record of all paid, registered members of the organization. This record should include each member’s name, address, telephone number, date of birth, school and grade.
6. Maintain a list by grade and year of all the activities a given CYO member has been involved with so that all information is easily accessible at graduation time.
7. Make sure that all adults involved in our Program, including but not limited to coaches and advisors, have current Criminal Record Checks and Child Abuse Clearances on file in the School Office.
Section 15. Ways and Means Chairperson (Appointed)
The Ways and Means Chairperson coordinates all fundraising activities.
The Ways and Means Chairperson shall:
1. Be responsible for organizing any committees needed to financially support the CYO.
2. Be an "ex-officio" member of every fundraising committee.
3. Be responsible for stocking and maintaining an adequate inventory in the snack stands.
Section 16. Equipment Managers (2) (Elected)
The Equipment Managers obtain and maintain all athletic equipment.
The Equipment Managers shall:
1. Obtain and maintain all uniforms and equipment.
2. Maintain an accurate inventory of all uniforms and equipment.
3. Have coaches sign for all items received.
4. Be responsible for the return of all uniforms and equipment. Check the uniforms and equipment returned from the coaches at the end of each season against the original distribution list for each coach. Discrepancies must be reported to the Advisory Board.
5. Be responsible for upgrading all equipment with the approval of the Advisory Board.
Section 17. Director Of Facilities (Appointed)
The Director of Facilities is responsible for the upkeep and maintenance of all CYO fields and playing areas (Mascaro Field, playground, gymnasium).
The Director of Facilities shall:
1. Be responsible for the upkeep and maintenance of the Snack Stand and the scoreboards (both inside the gym and outside on the playing field).
2. Be responsible for notifying the Priest Moderator of any conditions in the gym needing repair.
3. Be responsible for training individuals in the proper lining of the athletic fields.
4. Maintain and monitor the inventory of all lining equipment and notify the Equipment Managers of any shortages.
Section 18. Director of Scheduling (Elected)
The Director of Scheduling schedules all gym and outdoor field usage.
The Director of Scheduling shall:
1. Be responsible for the scheduling of all gym and outdoor field usage. This requires a knowledge of the needs of all Parish groups and a willingness to work together for the common good.
ARTICLE VI. - MEETINGS
Section 1.
The organization shall hold regular monthly meetings.
ARTICLE VII. - VOTING
Section 1.
A quorum of the Advisory Board must be present at the meeting in order for a vote to be held on any issue. A quorum is defined as fifty percent of the Advisory Board membership.
Section 2.
All votes or motions need only a simple majority to be passed.
Section 3.
The Chief Adult Advisor votes only in the event of a tie, or to effect a tie, so that further discussion can take place.
Section 4.
Only members of the Advisory Board are eligible to vote.