Name: The Connecticut High School Coaching Association
1-1. The official office of this Association shall be the legal address of the Executive Director.
1-2. The purpose of this Association shall be to:
- a. establish and maintain the highest ideals of professionalism for all members of the interscholastic athletic community;
- b. provides a unified, professional organization for all members of the interscholastic athletic community in Connecticut;
- c. cooperate with the officers and executive committees of the ClAC and CAAD to advance the common goal of fostering sound and equitable competitive experiences for Connecticut's interscholastic athletes while seeking to maximize educational benefits, that can be accrued;
- d. Infuse within the various competitive interscholastic experiences safeguards to foster the spirit of sportsmanship, honesty, fair play and friendly, positive, professional relations among coaches, principals, officials, athletic directors, trainers, athletes and students;
- e. offer the membership the opportunity to upgrade skills by providing clinics, seminars, publications and other appropriate professional development material;
- f. provide a vehicle through which members of the interscholastic athletic community may enhance their competencies, better serve their constituents and improve athletics.
2-1. Active members of the Association, members of the Association's Executive Board and Association Gold Membership honorees shall have one vote on all issues that are presented for vote at the Annual Meeting.
2-2. The following memberships shall have non-voting status.
- a. Associate Members - available for all former members of the Association upon retirement from active coaching. Associate members who are appointed to serve on the Executive Board shall have full voting privileges
- b. Allied Membership - available for Connecticut's college coaches, intermediate school coaches in CIAC member schools.
- c. Upon payment of dues, non-voting members are eligible for all such benefits as currently exist, with the exception of the right to hold elected office.
- d. The Executive Committee is designated as the ruling body on eligibility for all membership applications and is empowered to bestow additional honorary memberships as voted.
3-1. The Executive Committee shall recommend dues. Dues shall require the approval of the membership at the Annual Meeting. Notification of a proposed change in dues shall be made in The Connecticut Coach and/or the CHSCA web site no less than one month before the Annual Meeting.
3-2. The fiscal and membership year of the Association shall run from August 1, to July 31.
4-1. There shall be one Annual Meeting of the Association membership each year. This meeting shall be held at the Spring Executive Board meeting and shall be posted in The Connecticut Coach and the CHSCA web site at least two weeks prior to the Annual Meeting. Association members may attend the Annual Meeting.
4-2. A quorum for the Annual Meeting shall consist of thirty-five (35) voting members representing at least ten percent of the ClAC member schools.
4-3. Special meetings of the Association's membership may be called by the President in an emergency or at the request of the Executive Board or Executive Committee. Written notice of the call for any special meeting shall be sent to all Executive Board members at least five (5) days prior to the meeting.
5-1. The officers of this Association shall be the President, First Vice-President, Second Vice-President and Third Vice-President. These officers shall be elected during the Annual Meeting of the Association.
5-2. Officers nominated for the Association shall represent various geographic sections of the state whenever possible and shall be active head, high school coaches at the time of their election.
5-3. The Executive Director, Treasurer and Secretary shall be appointed by the Executive Board and shall serve for a term of six years, beginning in the 2003-2004 Association year. There shall be no limit to the number of terms an individual may serve in these positions.
5-4. Nominated officers may not succeed themselves unless designated to do so by a two-thirds vote of Executive Committee members voting on this issue.
Duties of Officers
6-1. It shall be the duty of the President to preside at all meetings of the Association. The President shall appoint all committees authorized by the CHSCA Bylaws and/or the Executive Committee. The President shall be an ex-officio member of all Association committees.
6-2. The First Vice-President shall perform the duties of the President whenever the president is absent. In the absence of the President and the First Vice-President, the Second Vice-President shall perform the duties of the president and in the absence of the Second Vice-President; the Third Vice-President shall perform these duties. The vice presidents shall act as liaisons with the sports committee chairpersons to provide candidates for the executive board for the CHSCA Outstanding Coach Award, the NHSACA Coach of the Year Award and membership on the following year’s sports committees. The First Vice-President shall be responsible for the fall sports committees, the Second Vice-President shall be responsible for the winter sports committees and the Third Vice-President shall be responsible for the spring sports committees
6-3. The Executive Director shall serve as the executive agent for the CHSCA Executive Board. The Executive Director shall:
- a. assist members of the Executive Board In all official matters
- b. with the advice and consent of the Executive Board or the Executive Committee, represented in person or through a designee, the Association in all matters concerning regional and national coaches organizations, CAS-CIAC, CAAD and official agencies of the state and federal governments.
- c. maintain the official CHSCA Office at his/her legal residence, unless otherwise directed by the Executive Board, and shall not incur personal expenses associated with this duty. It shall be the duty of the Executive Director to maintain all records of the Association, including electronic records of financial reports, minutes of all executive board meetings, CHSCA awards, and membership information. All electronic records shall be stored with back up copies that are available to CHSCA officers.
- d. meet with sports committees, all committee chairs, the Budget and Finance Committee, Corporate Committee, Legislative Committee, Scholarship and Public Relations Committees as prescribed in the Bylaws of this Association.
- e. notify in writing all members of the Executive Board and the Executive Committee about the date, time, location and agenda for all meetings.
- f. The Secretary shall record all minutes of the meetings of the Association, the Executive Board and the Executive Committee. The Secretary shall attend to the correspondence of the Association. The Secretary shall assist the President in whatever manner requested for the good of the Association.
6-4. The Treasurer or Executive Committee designee shall collect all dues from the members and be custodian of all funds belonging to the Association. The Treasurer shall present for approval a financial report at the September meeting of the Executive Board. The Treasurer, using the services of the Association’s accountant, shall present for approval an annual budget for the following year at the Annual Meeting.
The Executive Board
7-1. The Executive Board of the Association shall be composed of a President, First, Second and Third Vice- Presidents, Executive Director, Treasurer, Secretary, eight sectional representatives, four at large members, the immediate past president, the chair, of the constitution, ethics and grievance committee and the parliamentarian. The Executive Director, Treasurer, Secretary, Parliamentarian and chair of the Bylaws, Ethics and Grievance Committees shall be non-voting members of the Executive Board.
7-2. It shall be the duty of the Executive Board to assist in carrying out the purposes of the Association,
- a. to appoint special committees to supervise all CHSCA-related athletic activities;
- b. to appoint such other committees as deemed advisable by the Executive Board;
- c. to appoint four members, the President, First Vice-President and two other members to the CIAC Board of Control to serve as consultants;
- d. to fill any vacancy in the officers of the Association until the next Annual Meeting;
- e. One third of the membership of the Executive Board shall constitute a quorum for all meetings of the Executive Board.
- f. The Executive Board shall meet in the fall, winter and spring of each year. The President, in consultation with the Executive Director, shall direct to be sent to each member of the Executive Board an agenda of proposed policy no later than three days prior to the monthly meeting.
- g. The minutes of policy decisions made at Executive Board meetings shall be sent by the Executive Director to Executive Board members and Executive Committee members within two weeks of each meeting. The minutes of Executive Board policy decisions shall be published on the CHSCA Web Site.
7-3. The Executive Board shall appoint non-voting consultants to assist in deliberations and to conduct non-sports related activities as deemed necessary.
7-4. There shall be a Standing Committee of the Executive Board composed of the officers, immediate past president, the executive director, treasurer and secretary.
7-5. The Standing Committee shall have the powers of the Executive Board to make decisions of an emergency nature between regular meetings of the Executive Board. All such transactions of the standing committee shall be reported in full to the Executive Board at the next regularly scheduled meeting of that body.
8-1. There shall be an Executive Committee of the Executive Board composed of Sports Committee chairpersons and other Association members whom the Executive Board shall be designated for specific Association duties. The Executive Committee shall meet as part of the Executive Board meetings during the months of September, and May. Members of the Executive Committee shall report to the Executive Board and make recommendations for policy decisions. Members of the Executive Committee shall have full voting privileges during these two meetings.
8-2. Executive Committee members shall act in accordance with the Association’s Bylaws.
Election and Appointments
9-1. The First Vice-President shall chair the annual nominating committee that shall meet prior to the Annual Meeting.
9-2. The President, or the Executive Director at the direction of the President, shall have the responsibility of charging all committee chairs in writing with their responsibility to the Executive Board of the Association. The President, or the Executive Director, at the direction of the President, shall send to the members of the CIAC Board of Control and to all principals who serve as chair of ClAC sports committees a copy of the responsibilities of CHSCA sports chairs as they relate to maintaining an effective relationship between the CHSCA and the ClAC.
9-3. Each year, the First Vice-President, in consultation with the Executive Director, shall form a Nominating Committee composed of the Association’s officers, Executive Director, Treasurer and Secretary. Other Executive Board members shall be appointed to the Nominating Committee to provide representation for the various areas of the state. The Nominating Committee shall propose a nomination slate consisting of a Third Vice-President, all committee chairs and their respective committees. Each nominee shall be an active member of the CHSCA. The sports committee members may succeed themselves if reappointed by the nominating committee. The Third Vice-President, Second Vice-President and First Vice-President shall be nominated to ascent to the offices of Second Vice-President, First Vice-President and President respectively. Any active member of the Association may make additional nominations for these offices from the floor at the Annual Meeting. The officers elected at the Annual Meeting shall assume office on August 1.
9-4. Within 30 days after the close of each fiscal year, the President, First, Second and Third Vice-Presidents shall meet with the Budget and Finance Committee to audit the financial records of the Treasurer. They shall submit an audit report to the Executive Board at the regularly scheduled meeting in October.
9-5. All meetings shall be conducted under Robert's Rules of Parliamentary Procedures. A Parliamentarian shall be appointed annually by the Executive Board and shall rule on all matters of parliamentary procedures.
9-6. The Executive Committee will be a total of 16 members in addition to the current officers. The overall makeup of the Board should have all sections of the state covered and when adding new replacements, this should be a major consideration. During the first year of implementation (2006-2007) a progression of replacement of representatives shall be established that is based on principle of longevity. Every year the member with the longest tenure will be replaced. The Executive Director will keep the progression replacement list by years. If a current Executive Board member moves out of state or is moved to the position of Third Vice President, etc., the progression list would move up with the new replacement placed in the last position. The Executive Board reserves the right to retain that person with the longest tenure if other board members are leaving the committee.
9-7. Representatives may succeed themselves if reappointed by the Executive Board.
9-8. Representatives serve as voting members of the Executive Board and perform functions that are associated with the CHSCA at the direction of the Executive Board.
9-9. The chair of the Bylaws, Ethics and Grievance Committees shall be appointed by the Executive Board to a one (1) year term on the Executive Board as a non-voting member.
Sports Committee Chairs
10-1. Sports chairs shall report directly to the Executive Director. They shall meet with the Executive Board before each sports season begins.
10-2. The CHSCA sports committees shall meet sufficiently in advance of their respective CIAC sport committee meeting so that Executive Board approval can be secured for specific proposals. Decisions, which result from CHSCA sports committee activity, must be presented as recommendations by the chair to the Executive Board at regular meetings. Sports chairs may request to meet with the Executive Board at a regularly scheduled meeting for this purpose. Final approval of committee recommendations rests with the Executive Board. It is essential that recommendations made to the CIAC Committees and/or the CIAC Board by its sports committee chairs reflect the thinking of the CHSCA Executive Board, rather than only the opinion of the sports committee. Sports committee chairs shall submit in writing to their sports committee members a synopsis of their sports committee meetings with their respective CIAC sports committee. In addition, these reports shall be submitted electronically to the CHSCA Web Site for publication.
10-3. The chair of a committee must inform the President of the Association within forty-eight (48) hours, when the agenda of a CIAC sports committee meeting cover items not previously considered and approved by the Executive Board. When such circumstances arise, the CHSCA sports committee chair shall request that the minutes of CIAC sports committee meeting reflect that its recommendations do not carry full CHSCA Executive Board approval and reflect only the committee's thinking.
10-4. The chair of each CHSCA committee shall assist the chair of the Coaches Clinic Committee with professional development programs.
10-5. The chair of each CHSCA sports committee shall attend the Coaches Recognition Dinner to host the recipient of the award in his/her sport.
10-6. The chair of each CHSCA sports committee or a designee shall attend the Annual Meeting.
10-7. The chairs of CHSCA sports committees shall submit in writing to the Executive Director accurate information about rules, rules changes, tournament innovations, and achievements and milestones in his/her sport.
11-1. In sports where there is an All - Star game(s) there shall be an All – Star committee which shall be appointed by the Executive Board and serve at Its pleasure. All - Star chairs report directly to the Executive Director. They shall meet with the Executive Director and all sports committee chairs in the fall.
11-2. The chair of each CHSCA All - Star committee shall submit a financial report to the treasurer within thirty days after each all star game.
11-3. The chairs of All - Star committees may request to attend an Executive Committee meeting to present business that requires action by the Executive Committee.
11-4. The chairs of All -Star Committees shall submit to the executive director accurate information about All - Star events.
Budget and Finance, Corporate, Legislative, Scholarship and Public Relations Committees
12-1. The Budget and Finance, Corporate, Legislative, Scholarship and Public Relations Committees are nominated annually by the Nominating Committee prior to the Annual Meeting where formal appointments to these committees are made.
12-2. The Budget and Finance, Corporate, Legislative, Scholarship and Public Relations Committees report to the Executive Committee through the Executive Director and perform services for the Association as directed by the Executive Committee.
12-3. There shall be committees, which are appointed by the Executive Committee to perform specific services for the Association. They shall include: Clinic Committee, Hall of Fame Committee, Outstanding Coach Committee, and other committees that may be formed by the Executive Committee to serve the interests of the Association. These committees shall report to the Executive Board through the Executive Director.
12-4. The Executive Committee may appoint individuals to serve the Association In performing specific functions, which may include representation of the Association to CAS-CIAC and other appropriate bodies. Such individuals shall report to the Executive Board through the Executive Director.
13-1. The Executive Director shall present to the Executive Committee a calendar of meeting places and dates for the next year in July.
13-2. The President, in consultation with the Executive Director, shall prepare and present at least five days in advance an agenda for each CHSCA Executive Board meeting, each Executive Committee meeting and the Annual Meeting. Policy decision votes may be taken only on items, which appear on the agenda, unless, by a two-thirds vote of members present, this provision is waved.
Minutes of Meetings
14-1. The CHSCA Secretary shall make the minutes of each Executive Board, each Executive Committee meeting and the Annual Meeting a permanent part of the Association records which the Executive Director shall maintain.
15-1. Each chair shall submit all reports in writing to the Executive Committee at the next Executive Committee meeting they are scheduled to attend.
Executive Board Membership List
16-1. The Executive Director shall provide all Executive Board members, the names of each member, their respective home address, home phone, cell phone, business phone, e-mail address and school.
Bylaws, Ethics and Grievance Committee
17-1. The chair of the Bylaws, Ethics and Grievance Committee shall submit at the Executive Board's first regular meeting of year, a copy of the Constitution and Code of Ethics to each Executive Board member.
17-2. The Bylaws and Code of Ethics shall be made available to the membership.
Gold Membership Pass
18-1. A gold membership pass shall be presented to a retired coach who shall have twenty-eight (28) or more years of service as a coach or athletic director or combination thereof. A coach to be so recognized must have been retired for a period of no less than six (6) months. (For the purpose of this award, "retired" shall be defined as not actively teaching, coaching or serving as an athletic director on a full or part time basis.)
18-2. Coaches who are awarded the Gold Membership Pass shall be granted life membership in the Association and shall be presented with a CHSCA Gold Membership pass.
Amendments to the CHSCA Bylaws
19-1. Amendments to the Bylaws may be made, if passed by a two-thirds vote of all members present at the Annual Meeting of the Association. Written notice of proposed amendment(s) shall be announced in The Connecticut Coach and/or on the CHSCA Web Site at least thirty (30) days in advance.
19-2. The Bylaws and Code of Ethics of the Association shall be reviewed no less than every five (5) years by a committee appointed by the President.