SUFFOLK COUNTY PUBLIC HIGH SCHOOL ATHLETIC ASSOCIATION
SECTION XI, INC
The name of this organization shall be the
Suffolk County Public High School Athletic Association, Section XI, Inc.
It shall be the purpose of this Association to formulate, adopt and implement policies that will enable the Association to administer and govern interscholastic athletics in accordance with sound educational practices. (5/22/03)
Section 1: Any school in Suffolk County, which is a member of the New York State Public High School Athletic Association, may become a member of this Association upon proper application, approval by a referendum of the membership, and payment of annual dues.
Section 1: The elected officers of this Association shall be a president, a first vice-president, a second vice-president, and the immediate past president.
Section 2: The Executive Director is an ex-officio officer of the Association with no voting powers.
The Executive Board shall consist of: the elected officers; "at large" representative(s), if needed to insure at least three male and three female representatives; the NYSPHSAA Central Committee representatives; and two school district superintendents elected to represent the BOCES Supervisory Districts.
THE ATHLETIC COUNCIL
Section 1: The governing body for the Association and for the control of athletics in Section XI shall be the Athletic Council.
Section 2: The Athletic Council shall consist of the Executive Board and six representatives from each of the conferences.
Section 1: A conference is the basic organization for a group of schools, formed by the Athletic Council for the purpose of the administration of athletic activities.
Section 2: Each school in a conference shall be represented by a school administrator, an athletic director, and a physical education representative (of the opposite sex from the athletic director).
Section 1: Annual Meeting of Section XI, Inc. The annual meeting shall be held preceding the last Athletic Council meeting of the school year.
Section 2: Athletic Council
a) The Athletic Council shall meet at least four times per year.
b) Special meetings may be called by the Executive Board.
Section 3: Executive Board
a) The Executive Board shall meet prior to the dates of the conference meetings which precede each Athletic Council meeting.
b) Special meetings may be called by the President.
The fiscal year shall be July 1 through June 30 of the following year.
Section 1: A proposed amendment must be submitted in writing to the Executive Director at least 21 days prior to the next Athletic Council meeting.
Section 2: After consideration at conference meetings and approval by the Athletic Council, the proposed amendment shall be forwarded to all member schools for a referendum vote. A two-thirds majority of the member schools is required for approval.
RULES OF ORDER
The edition of Robert's Rules of Order currently in effect shall govern Section XI, Inc. in all parliamentary situations that are not provided for in the Constitution and Bylaws.
Bylaws shall be developed to further define the structure of the Association as prescribed within the Constitution. (5/22/03)
Operating codes shall be developed for all standing and continuing committees.
Section 1: Any school in Suffolk County which is a member of the New York State Public High School Athletic Association, may become a member of this Association upon proper application, approval by a referendum of the membership, and payment of annual dues.
Section 2: Application shall be made before October 31st prior to July 1st of the school year during which Section XI membership is to become effective.
Section 3: The effective date of membership will be July 1st of the following school year.
Section 4: Membership shall require each school to:
a) be registered with the State Education Department (with a full 9-12 grade program).
b) meet enrollment requirements of 10 students per gender per grade level (except in single gender schools).
c) abide by the rules and regulations of the NYSPHSAA and of Section XI.
d) participate in the Section in all sports offered by the school.
e) accept the placement assigned by Section XI in all sports in which it participates.
f) pay all fees in accordance with the procedures and regulations of NYSPHSAA and Section XI.
g) be in compliance with all rules and regulations in the NYSPHSAA handbook.
h) neither recruit student athletes nor to offer or allow to be offered athletic scholarships in any form.
i) make records available on request by Section XI to ensure that athletic scholarships in any form are not offered.
j) be represented at a majority of the meetings held for the appropriate level of participation; i.e., modified, junior high, varsity, conference, etc.
k) abide by Section XI team uniform codes.
l) be in compliance with coaching certification requirements as per public school requirements.
m) forfeit all contests in which an ineligible athlete (including scholarship recipient) participated and to affirm that any championship earned while an ineligible athlete participated will be rescinded with relevant plaques or trophies to be returned to Section XI. Approved Oct 22, 1999
Section 5: Following the receipt of an application, a committee appointed by the Executive Board will make a site visitation for the purpose of inspecting athletic facilities and making a subsequent recommendation to the Executive Board as to whether such facilities are appropriate. The determination will be on a case by case basis.
Section 6: The Section XI Executive Board will review the completed application, including evidence of registration with SED and the report of the site visitation committee and make recommendations to the membership prior to the referendum as per Article 1, Section 1, of the Bylaws.
Section 7: Schools approved for membership will be considered to be on a probationary status for two years, with permanent status to depend on the Executive Board's decision as to the school's compliance with Section XI membership policies during the probationary period.
Section 8: Enrollment figures for single gender schools shall be doubled for placement purposes.
Section 9: Classification and placement of new member schools will continue to reside with the Section XI Placement Committee as per Article 1, Section 6, of the Section XI Bylaws.
Section 10: Non-public schools may be placed in leagues/divisions with higher enrollment criteria. This would be based upon the ability to select students from significantly larger geographic areas and without regard to residency within a school district boundary.
DUES AND ASSESSMENTS
All dues and assessments shall be determined by recommendation of the Finance Committee. Dues and assessments shall be approved by the Athletic Council.
DUTIES OF OFFICERS
Section 1: Term of Office
a) serve a one-year term with voting powers
b) serve as voting members of the Executive Board, Athletic Council, and at the annual meeting
c) assume office on July 1.
Section 2: The President shall: preside at Athletic Council and Executive Board meetings; recommend all Section XI sport chairmen for the approval of the Executive Board; represent Section XI, Inc. at state and local meetings; serve as ex-officio member of all committees except the Nominating Committee; appoint members of president's committees; call meetings of the Executive Board.
Section 3: The 1st Vice President shall preside in the absence of the President, serve as Chairman of the Handbook Revision Committee, the Policy Committee, and the Constitution Committee.
Section 4: The 2nd Vice President shall preside in the absence of the President and 1st Vice President.
Section 5: The Past President shall serve as Chairman of the Placement Committee and the Nominating Committee.
Section 6: Vacancies in any office shall be filled by a vote of the Executive Board for the unexpired term of such office.
Section 7: The Executive Director is responsible for the administration and implementation of the policies and regulations of Section XI and the NYSPHSAA.
THE ATHLETIC COUNCIL
Section 1: The Athletic Council shall be vested with the powers granted by the Constitution, and shall formulate and enforce policies, rules, and regulations for all interscholastic athletic activities.
THE EXECUTIVE BOARD
Section 1: The Executive Board shall: act between meetings of the Athletic Council; appoint "at large" representative(s) to the Executive Board; subject to the approval of the Athletic Council, be responsible for the selection of the Executive Director, and the terms of employment inclusive of his/her salary and benefit package in consultation with the chairman of the Finance Committee; supervise and annually evaluate the work of the Executive Director. (Approved by Referendum 2/1/05)
Section 2: At large representatives are appointed by the Executive Board for one-year terms. Representatives will be appointed as needed, to insure a minimum of three male and three female representatives on the Executive Board.
Section 3: Six members of the Executive Board shall constitute a quorum.
Section 4: Representatives serving on the Executive Board must be active employees of Section XI member schools.
Section 5: Representatives on the Executive Board (including central committee representatives) who retire during their term of office may remain in that position until their term of office expires. (Oct 20, 2004)
Section 6: No more than one representative per district shall serve on the Executive Board.
Section 7: Superintendents elected to Executive Board positions shall, whenever possible, represent a balance of large and small schools, and geographically, east and west schools.
Section 1: There shall be Standing Committees, President's Committees, and Continuing Committees.
Section 2: The following are Standing Committees: Awards, Constitution, Finance, Modified, Nominating, Placement, Policy, Safety, Seeding, and Tournament.
Section 3: Representatives on Standing Committees (Policy, Placement, Tournament, Seeding, Safety, Finance, Modified, Nominating and Awards):
a) shall be active employees of Section XI schools with the exception of those responsibilities assumed by the past-president,
b) shall be school or athletic administrators, and
c) are expected to be in regular attendance at conference meetings.
Section 4: The following are Continuing Committees: Appeals, Austerity, Eligibility, Ethics, Mixed Competition, Officials, and Violations.
Section 5: The President's Committees and Continuing Committees are indefinite in number and are appointed by the President of Section XI.
Section 6: Representatives on President's Committees and Continuing Committees (appointed committees) must be active employees of Section XI member schools at the time of the appointment, but may continue to serve, after retirement, at the discretion of the Executive Director and the President.
Section 7: Terms of Office
a) Standing Committee members shall be appointed by conference presidents for a term of two years. Odd numbered conferences shall appoint in odd years, even numbered conferences shall appoint in even years.
b) Members of a Continuing Committee shall serve until the specific duties of the committee have been concluded.
c) President's Committees may be appointed and/or terminated at any time by the President, and shall terminate with his/her administration in office.
Section 8: No more than one representative per district shall serve on a Standing Committee, a Continuing Committee, or a President's Committee.
Section 9: Representatives on Standing Committees, Continuing Committees or President's Committees may continue to serve while active in interim positions.
Section 10: The functions, organization, and procedures of the various committees are set forth in their respective operating codes.
Section 1: A Conference shall consist of at least ten schools.
Section 2: A Conference shall: Conduct conference meetings; provide for the election of its officers, representatives and alternates to the Athletic Council; provide for the appointments of representatives to standing committees as specified in Article VI, Section 3.
Section 3: Conference Officers
a) The officers of a conference shall include a president, a vice president and a secretary. Other officers may be included at the discretion of the conference.
b) The conference president shall preside at all meetings; provide for the election of six conference representatives to the Athletic Council; provide for the disposition of necessary business within the conference; receive and act on any protest or dispute between schools.
c) The conference vice-president shall preside in the absence of the president.
d) The conference secretary shall record the minutes and proceedings of conference meetings; distribute minutes to all conference schools, Athletic Council, and to the Executive Director.
Section 4: School Representation to the Conference
a) Each school shall be represented in the conference by three people designated by the superintendent. Such representation shall include at least one person charged with the responsibility of the athletic program, a person of the opposite gender who is a physical education teacher or coach, and a school administrator.
b) Each school shall be entitled to one vote at the conference level.
c) Those schools which participate solely at the modified level shall be placed in conferences geographically and shall each be entitled to one vote on modified issues only. (May 2000)
d) No absentee voting will be permitted.
Section 5: Representation from a conference to the Athletic Council shall include six representatives: two school administrators, two males and two females. No member of the Executive Board shall serve as a voting conference representative.
Section 6: Conference presidents shall appoint standing substitutes for administrative representation at Council Meetings.
Section 7: No more than one representative per district shall serve as conference representatives to the Athletic Council.
Section 8: All representatives serving as conference representatives to the Athletic Council shall be active high school personnel.
Section 1: The Athletic Council shall consist of the Executive Board and six representatives from each conference.
Section 2: The Athletic Council shall be the governing body for the Association and for the control of interscholastic athletics in Section XI.
Section 3: Voting Rights
Voting members of the Athletic Council shall be: each member of the Executive Board and the six representatives from each conference. No absentee voting will be permitted nor shall any member be permitted more than one vote. There is no provision for proxy voting on the Athletic Council.
Section 4: In cases where a 2-2 conference vote exists, the following shall occur:
a) A roll call of votes per school, recorded at each individual conference meeting, shall be reported.
b) A tally of roll call votes per school shall be used to break the tie. If the roll call vote per school does not break the tie, then a roll call vote of the Executive Board shall determine the outcome of the proposal. If the Executive Board vote does not break the tie, the President's vote shall be used to break the tie.
Note: It shall be the responsibility of the conference president to send representatives to the Council Meeting with an accurate record of the roll call vote on all conference agenda items.
Section 1: A referendum vote necessitates the signature of the superintendent of the district. The signatures of the principal, athletic director, and physical education representative should also appear on the ballot.
Section 2: A referendum will be required for: any proposed change in the Constitution or Bylaws (two-thirds vote required as specified in Article X, Section 2); the report of the Nominating Committee (majority vote of schools voting). Any other items that go to referendum shall require a majority vote of the member schools.
Section 3: All referenda defined in Section 2 shall be authorized by majority vote of the Athletic Council.
Section 1: A proposed amendment to the Constitution or Bylaws must be submitted in writing to the Executive Director at least 21 days prior to the next Athletic Council Meeting.
Section 2: The Executive Director shall forward proposed amendments to each conference for consideration prior to action by the Athletic Council. Upon approval by the Athletic Council, the proposal shall be sent to referendum as specified in Article IX, Sections 1 and 2.
Section 3: A two-thirds majority vote of the member schools is required for the approval of a Constitution and/or Bylaws amendment.
Section 4: The Executive Director shall submit a written notice of the results of the referendum to the Section XI President and superintendents.
RULES OF ORDER
Section 1: Questions of procedure shall be determined according to Robert's Rules of Order, Newly Revised, unless otherwise provided for in the Bylaws.
Section 2: Robert's Rules of Order, Newly Revised, shall be utilized at Executive Board, Conference, Athletic Council, and Annual Meetings.
SUSPENSION OF CONSTITUTION AND BYLAWS
An article in the Constitution or Bylaws may be suspended by a two-thirds vote of the member schools after referendum as specified in Article IX, Section 1 and 2.
POLICIES AND PROCEDURES
1. Member schools violating the rules and regulations of the Association may be disciplined by the Athletic Council. Infractions and violations which are referred to the Athletic Council shall be considered for action no later than the next scheduled meeting.
2. Violations and/or infractions of conference matters shall be handled in the following manner:
a) The complaint or violation shall be brought to the attention of the athletic director of the school involved.
b) If unresolved, the complaint or violation shall be referred to the conference president in writing.
c) The conference president shall immediately notify the administrator, athletic director and coach of the school in question of the written complaint.
d) If the problem cannot be resolved, the conference president shall be notified and a meeting of the conference called.
e) If the problem is still unresolved, the conference president shall refer it to the Athletic Council for action.
3. If a complaint or violation is not a specific conference matter, it shall be made in writing to the office of the Executive Director for submission to the Athletic Council for action. If the complaint or violation cannot be resolved by the Executive Director, the following procedure shall be used:
a) The complaint or violation shall be referred to the Athletic Council.
b) The president of the Athletic Council shall appoint a committee to consider and resolve the complaint or violation.
c) If unresolved by the Section XI Committee, it shall be referred to the Executive Board for resolution.
d) If unresolved by the Executive Board, it shall be referred to the Athletic Council for action.