WCHSA Organizational By-Laws

WASHINGTON COUNTY HOME SCHOOL ATHLETICS BY-LAWS  Rev. 5/2/17

  

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.

 

OVERALL PHILOSOPHY:

  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.
  3. We would like to help families with a demonstrated need in a discreet manner.
  4.  Assistance will be determined by the Board of Directors.

 

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 the 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, 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 the 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 prayer.

11. If a win for our team in 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, consumption of alcohol (except in religious ceremonies), smoking, use of illicit drugs, immoral, malicious, or felonious activity by a coach during the sports season 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.

14. Procedures documented in the coaches manual shall be followed by the coach:

a.       Completion of incident reports

b.      Instructions for travel

c.       Holding of release forms

d.      Holding of first aid kit

e.       Instructions for handling injury

f.       Bylaws

 

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, fund-raising, to attend games, and to volunteer for game and organizational supporting positions (time keeping, scoring, concessions, hall-monitor, referees, etc...)

 

 

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 Coaches 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. There will be a minimum of 3 meetings of the board per calendar year. 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
    1. The Board will consist of 5 or 7 people (seven is optimal).
    2. Board elections will be held at an annual meeting each September.
    3. 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.
    4. 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.
    5. Functional board positions will be determined by the new board. These positions include: Board Chairman/President, Board Vice-Chairman/Vice-President, Board Treasurer, Board Secretary, and the remaining “at large” positions. All board positions will have equal voting privileges.
    6. Other Organizational Positions: The board will solicit volunteers for other positions as determined by the board.
    7. Positions of Chairman/President, Vice-Chairman/Vice President, Treasurer, and Secretary must be held by different individuals.
    8. The Board will hold meetings to discuss plans, approve expenditures, approve coaching assignments, make insurance decisions, determine where to have practices and games, resolve conflicts between parents, address discipline issues, and other issues pertaining to organizational business.
    9. Decisions must be approved by a majority vote of the board of directors.
    10. For a vote to be binding a minimum of 4 members of the board must be present. Each member of the board will have one vote.
    11. 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).

4.      Role of Board Chairman/President

Organize meetings of the board of directors. Chair the meetings. Create an agenda to be approved by the board of directors.

5.      Role of Board Vice-Chairman/Vice President

Stand in the role of President should the president resign their position.

6.      Role of Board Treasurer

Provide a financial report for each meeting of the board. Make deposits of collected income. Make approved expenditures for WCHSA. Pay referees. Track payments of participants in WCHSA.

7.      Role of Board Secretary

Take minutes of discussion and decisions at each meeting of the board. Provide written copies of minutes of the prior meeting at the current meeting of the board. Publish informational newsletters as directed.

 

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.

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.
  3. All fundraisers in the name of WCHSA must be approved by majority vote of the board of directors.