WCHSA Organizational By-Laws

WASHINGTON COUNTY HOME SCHOOL ATHLETICS BY-LAWS Rev. 2/3/20

PURPOSE STATEMENT:
The WCHSA exists for the purpose of providing home-schooled young people with the opportunity to participate in organized competitive sports and to use the experience to build godly character, create friendships, instill dedication and commitment to personal and team goals, foster spiritual growth, and above all to honor Jesus Christ as a godly witness.


STUDENT ATHLETES – CODE OF CONDUCT/ELIGIBILITY:

1. In order for a student to participate they must be properly registered and have all registration fees paid, or
payment plan defined, by the registration deadline. Late registration will be considered based on space available
2. Player Eligibility – See separate WCHSA “Eligibility Policy” for details.
3. We expect our athletes to conduct themselves in a Christian manner on and off the playing field.
4. Players should respect and follow the direction of the coaches.
5. Players should accept all calls of the officials unquestionably.
6. Players should play as a part of the team and not for self-glorification.
7. Players should be a humble winner and a gracious loser.
8. Players should be courteous and friendly to all opponents.
9. Players should be respectful of all equipment and facilities (including proper uniform care).
10. Players should be present at all practices and games, unless excused by a parent. (Please try to inform the coach well ahead of time).
11. Consumption of alcohol (except in religious ceremonies), smoking/vaping, use of illicit drugs, immoral, malicious, or felonious activity by a player during the sports season will result in suspension of the player from the program for a duration determined by the board. Additional offenses will result in expulsion from participation without refund of fees. See WCHSA Conflict Resolution Policy for additional information.


COACHES – CODE OF CONDUCT:

1. We require that each of the coaches believe on the Lord Jesus Christ as their own personal Savior and that the Christian walk is evident in their life.
2. We require that each of the coaches agree to and sign the WCHSA Coaches Contract.
3. The coaches should expect full cooperation and respect from the players.
4. They should be an example of Christian conduct and good sportsmanship.
5. They should instill in the players an enjoyment of the game and a love for hard work and discipline.
6. They should lead players and spectators to respect officials by setting a good example.
7. They should be an encouragement to all players, whether the athletes are starters or substitutes.
8. During practice, the coach should allow opportunities for all players to participate to their fullest. During a game, the coach should encourage team-play with the goal of winning.
9. They should keep parents informed of positive player growth throughout the season – as well as issues of
disobedience, disrespect, or laziness with which they need to deal.
10. A time of Christian prayer will be conducted at practices and games. Students may be asked to voluntarily lead a devotional or prayer.
11. If a win for our team is inevitable, the coach should not encourage his players to “run up the score.”
12. It is important for our coaches to set an example for our players. It is not our desire to be “legalistic” but rather
to be mindful of all denominational beliefs. With this in mind, while conducting official WCHSA
business/activities, consumption of alcohol (except in religious ceremonies), smoking/vaping, use of illicit drugs,
immoral, malicious, or felonious activity by a coach may result in termination of the coach from duty at the
discretion of the board of directors.
13. Although coaches and parents may privately and voluntarily take team players with them on road travel, no
formal organizational travel mechanism is provided for any event.

PARENTS – CODE OF CONDUCT:

1. Parents have the God-given responsibility over their children. If your child is enrolled in our athletic program,
you are delegating some authority to the coach, but not the responsibility. We wish to maintain good
communication regarding practices, games, and character issues.
2. Parents should conduct themselves in a Christian and sportsmanlike manner.
3. Parents should accept the official’s decisions.
4. Parents should refrain from showing displeasure toward officials, players, coaches, and the opposing team.
5. Parents should accept a win or a loss in a Christian manner.
6. Parents should support the commitment their family has made to the team by getting the student to and from
practices and games in a timely fashion and by informing the coach regarding absences.
7. Parents are strongly encouraged to participate in organizational events, fundraising, to attend games, and to
volunteer for game and organizational supporting positions (time keeping, scoring, admissions, concessions,
hall-monitor, referees, custodial, etc...).

WCHSA GUIDING PRINCIPLES:

1. Participation in our athletic program is voluntary. It is a privilege that can be revoked.
2. Generally, we do not want to turn anyone away due to financial concerns. We would like to help families with a
demonstrated need in a discreet manner. Assistance will be determined by the Board of Directors.

BOARD MEMBER REQUIREMENTS:

1. We require that each of the board members believe on the Lord Jesus Christ as their own personal Savior and
that the Christian walk is evident in their life. All candidates for election to a new board must be approved by the
sitting board prior to being placed on the election ballot. All board members must agree to and sign the WCHSA
Board Member Application Contract.
2. Positions must be filled by vote of the organization’s parents of athletes on an annual basis. Positions will run
September 1 to August 31 annually. Meetings will be held monthly and/or online as needed at the board’s
discretion. There will be a minimum of 3 meetings of the Board per calendar year. Meeting dates and times will
be determined at the board’s discretion. At each board meeting there will be a review of the previous meeting’s
minutes and a treasurer’s report provided.

3. Board of Directors

  • a. The Board will consist of 5 or 7 people (seven is optimal).
  • b. Board elections will be held at an annual meeting each August.
  • c. Sitting board members are eligible for reelection each year; however, to preserve organizational continuity, four sitting board members that are available for reelection and who receive the greatest number of votes will be elected to the new board. Additional board members (up to either 5 or 7) will be selected from the remaining candidates obtaining the greatest number of votes.
  • d. Eligible voters: Eligible voters will be limited to adult parents, coaches, and other volunteers who have participated in at least one WCHSA sport in the 12 months preceding the election. Student participants or other minors may not participate in the voting process.
  • e. Functional board positions will be determined by the new board. All board positions must be held by different individuals and will have equal voting privileges.
  • f. Other Organizational Positions: The Board will solicit volunteers for other positions (fundraising, website operator, game scheduler, etc) as determined by the Board.
  • g. The Board will hold meetings to discuss plans, approve expenditures, interview and approve coaching assignments, make insurance decisions, determine practices and game logistics, facilitate fundraising opportunities, evaluate sporting seasons, resolve conflicts between parents, address discipline issues deem appropriate home-school membership, continuous evaluation and improvement of overall organization, and other issues pertaining to organizational business.
  • h. Decisions must be approved by a majority vote (>51%) of the board of directors.
  • i. For a vote to be binding, a quorum consisting of a minimum of 4 members of the Board must be present. Each member of the Board will have one vote. During a tie vote, the Board member with the highest seniority will break the tie vote.
  • j. Removal of a member of the board of directors during mid-term will require a unanimous vote from all board members (other than the board member in question).
  • k. During a board member’s first year, remaining members will provide guidance and acclimate him/her to their new duties and responsibilities.

4. Responsibilities of Board Members (the board functions together as a whole and does not have specific title
designations, i.e. President, Vice-President, Treasurer, etc)

  • a. Provide leadership and example in carrying out the philosophy, mission, vision, and values of WCHSA
  • organization
  • b. Provide leadership in strategic planning and organization
    • i. Determine the strengths of current board members and assign positions for members
  • 1. Positions will be determined based upon need
    • ii. Determine the needs of the organization annually and as required
  • c. Organize meetings of the board of directors
  • d. Attend meetings with limited exceptions
  • e. Have knowledge of current sports that are in season
    • i. Be knowledgeable with regards to schedules (practices and games)
    • ii. Know the contact information of the coaches and managers
    • iii. Be a good resource for families to ask questions/raise concerns, at least be able to quickly direct inquiries to the appropriate contact, whether a board member, manager, or coach
  • f. Have knowledge of current volunteers and their families
    • i. Provide direction to the volunteers when necessary
    • ii. Be knowledgeable about volunteer requirements and tasks
  • g. Respond to communication quickly
    • i. Board members shall use the method(s) of communication agreed upon by the current board
    • ii. Sensitive matters shall be discussed in a timely manner with the board, through one of the approved methods of communication, before a response is given to the questioning party
    • iii. Non-sensitive matters may be directly handled by the contacted board member when appropriate, with communication to the rest of the board of the results
  • h. Create an agenda to be approved by the board of directors. Agenda shall be sent out 5-7 business days ahead of time to elicit board input
  • i. Monitor current financial situation taking responsibility in maintaining an eye of finances
  • j. Make deposits of collected income and approve expenditures

5. Role of Board Secretary

  • a. Provide leadership by serving as representative of the board for the purpose of communication
  • b. Take minutes of discussion and decisions at each meeting of the board
  • c. Provide physical copies of minutes of the prior meeting at the current meeting of the board
  • d. Publish informational newsletters as directed
  • e. Maintain file of minutes on website online and accessible to board members when needed

6. Non-board members are welcome to attend public meetings, unless in executive closed session

OPERATIONAL STRUCTURE:

1. Coaches per team

  • a. Recommend two coaches per team
    • i. One Coach
    • ii. One Assistant Coach/Manager
  • b. Men may not coach a girl’s team without a board approved adult female present for each practice or game. Likewise, women may not coach a boy’s team without a board approved adult male present for each practice or game.
  • c. At a minimum, each team is required to have one coach and one parent assistant, which could also act as an Assistant Coach/Manager
  • d. With board approval, an individual may coach multiple teams.
  • e. All coaches, assistants, managers, and practice helpers must be vetted and approved by the board of directors.

2. Number of players on each team: The Board will designate the maximum number of players allowed on each team. If more than this number of players enrolls there may be try-outs to limit the team size.

3. Team Classifications (General)

  • a. Recreation Team –“all play equally as long as they attend practice”.
  • b. Competitive Team – “Not equal time for all athletes, nor is it win at all costs”.
    • i. Every athlete may not play in every game; however, our goal is to have every athlete play.
  • c. Select – This is for older levels. Players will be selected to play against highly competitive teams through a try-out system approved by the board. Select athletes may be required to participate with the team through the end-of-season national tournament.

ORGANIZATIONAL PROCEDURES:
1. All financial commitments or expenditures for $500 or greater must receive board approval and be written as a
check from the WCHSA bank account. All payments for $500 or greater must have signatures of two board
members on a retained invoice.
2. The organization bank account must be audited once during a calendar year if not run by an accounting firm.
3. All fundraisers in the name of WCHSA must be approved by majority vote of the board of directors.
4. When a motion is approved that creates or alters an existing policy, the board members will assign the
responsibility for its dissemination in appropriate documents (with collaboration of Board Secretary) to relevant
WCHSA members and ensures website is updated appropriately.
5. The WCHSA Bylaws will be reviewed yearly and as needed for relevance and accuracy per the discretion of the Board.