LCEAA Bylaws - Letcher County Schools

Letcher County Elementary Athletic Association (L.C.E.A.A.)
Section I: The Purpose of this association shall be to promote better
athletic relations among its members.
Section I: Membership in the Letcher County Elementary Athletic
Association (L.C.E.A.A.) shall consist of these schools, including their
pee wee programs:
Arlie Boggs Elementary
Cowan Elementary
Fleming Neon Middle School
Letcher Elementary
Letcher Middle School
Jenkins Middle School
Martha Jane Potter Elementary
West Whitesburg Elementary
Whitesburg Middle School
Section I: The Athletic Director shall be appointed by the
Section II: The Director of Elementary Athletics will serve as
Secretary and Treasurer.
Representation: Section I: The Principal or Certified Designee shall represent each
School at all meetings of the LCEAA. Each school has one vote with
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no vote by proxy.
Section II: Special meetings of the association shall be called by the
Athletic Director or upon a petition submitted by a minimum of five
Member schools.
Section III: Representation of the majority of the schools will
constitute a quorum for the transaction of business.
Financial Statements:
Section I: The Host School shall make a complete financial statement to the
LCEAA and his/her accounts will be audited by a committee of three, appointed
by the finance officer for this purpose.
After all fees and expenses have been paid for tournament play and $150.00 is
left in the bank, the remainder will be divided among the schools at the end of
the year.
Board of Control:
Section I: The LCEAA Board of Control shall have general control of the affairs
of the LCEAA. A majority of members of the Board of Control shall constitute a
quorum for the transaction of business provided that all members of the Board of
Control shall have been notified at least three (3) days prior to the time of the
Section II: In case of controversy, all members of the Board of Control shall
Constitute a Board of Appeals which shall hear all complaints, decide all protests,
and interpret the constitution of the LCEAA, after an appeal has been made to the
Elementary Athletic Director. The Board of Control shall be the Principals. An
Appeal of the decision made by the Board of Control must be made within five
days to the Superintendent of Letcher County.
Section III: Appeals must be made to the Superintendent of Letcher County and
the Athletic Director. After 10 days the decision of the Board of Control shall be
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Section I: Any protest, or request for interpretation of the constitution and bylaws shall be made to the Elementary Athletic Director, in writing, within one
week following the cause for this action. Two copies of the request shall be
furnished to the Elementary Athletic Director. The request for action shall set
forth all circumstances and allegations surrounding the controversy.
Section II: The member school against which action is requested shall have one
week to answer charges following their notification by the Athletic Director who
will forward one copy of allegations to the Principals. The Athletic Director shall
respond within ten (10) working days.
Section I: Thirty days before any regular meeting, the member school may file
with the Athletic Director, in writing, any proposed changes in the LCEAA
constitution and by-laws and the Director shall submit these proposed changes
which have been made to the member schools at least twenty calendar days prior
to the next regular meeting. Except by unanimous vote by secret ballot by the
delegates, no other amendment shall be considered at the meetings, except those
submitted through the letter. Changes in the by-laws may only be made
at the May meeting.
Section II: A two-thirds majority of all votes cast by the Board of Control shall
be necessary to amend the constitution and by-laws.
Section III: Any rule changes to be made shall be made by the LCEAA Board of
Control by a two-thirds vote of the LCEAA membership and the rule change shall
take effect during the current school year.
There will need to be an Agenda for each regular meeting faxed to the member
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Rules Governing Letcher County Elementary School Athletics
The following rules are to govern the athletic events as of July 2005, and all future
athletic events until amended by the LCEAA and approved by the Letcher County Board
of Education. The LCEAA will follow KHSAA rules and bylaws unless specified
different in this document.
1. The principal of the participating school shall furnish information to the Director of
Elementary Athletics, as requested by a letter that will be sent to all Principals or
Head Teachers of all the participating schools. Notification of the date of the
drawing will be in the hands of the Principals a minimum of one (1) week prior to
the drawing. The seeding shall be held during the week preceding the
2. The eligibility list, on a separate sheet or form, provided by the Director of
Elementary Athletics with a signature of the Principal or Head Teacher, will be
sent to the Athletic Director one (1) week prior to the beginning of the playing
season. The eligibility list shall consist of the following information:
Name and Age of Players
Grade Level
Date of Birth
School Attended the Preceding Year
Parents’ Name and Address
3. Before an athlete may participate in any sport governed by these rules, their name
must appear on the official eligibility list on file with the Director of Elementary
4. A player must live in the school’s attendance zones and be enrolled at the school to be
eligible to play any sport at any level. Students that transfer and live out of the district
must attend the school closest to where they live and are eligible to participate upon
enrollment. Starting with the 2014/2015 school year, students repeating a grade in grades
6-8 will not be able to participate in athletics according to the Kentucky High School
Athletic Association. Players enrolled in feeder schools are eligible at other schools if
that sport is not offered at their school. A three person board (district athletic director,
high school athletic director and assigning secretary) will make a ruling on any player
eligibility issues.
5. Homeschooled students are not eligible to participate in the LCEAA activities.
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6. One (1) county tournament or competition will be held for girls’ basketball,
boys’ basketball, football, volleyball, and cheerleading. Boy’s baseball, girl’s
softball and archery will not have a county tournament at this time. Teams will be
seeded for all tournaments with all participating teams sharing equally in
tournaments proceeds. The conclusion of the tournament will be the end of the
sports season and no practice or contest will be allowed until the next year. Sport
teams will be permitted to compete in the 14th Regional Middle School
7. All players must wear legal numbers to insure proper identification in all sports where
numbers are appropriate.
8. Standardized trophies will be given after the tournament in girl’s basketball, boy’s
basketball, cheerleading, football, and volleyball; one (1) to the winning team, one (1) to
the runner up one (1) to the third place, and one (1) to the fourth place winner. Trophies
will be 24, 22, 20, 18 inches respectively and will be presented to the school after each
tournament. One coaches plaque will be awarded to the winning coach.
9. Cheerleading Competition: Cheerleading is for students in grades 4-8.Cheer Squads
must cheer at 75% of home games before eligible to participate in the competition. The
cheerleading competition will be held prior to Christmas break. The winning
cheerleading teams will be chosen by three (3) KAPOS judges. The Athletic Director
will be responsible for hiring the judges and the host school will be responsible for
setting up the cheerleading competition. The competition will be based on the KHSAA
score sheet. The order of the competition will be done by a prior drawing. A 10 minute
warm-up will be provided to each school squad prior to the start of the competition. The
coaches will have a brief verification time with the judges prior to the announcement of
the competition results. The results will be announced immediately following the
10. A round-robin schedule established by the Elementary Athletic Director will be
played in each sport with each school playing every other school a home and
an away seeded game. The win-loss record will then be used to seed teams for
LCEAA playoffs. Any games that have not been made up by the time the
tournament starts will be counted as a forfeit. Games are to be played as
scheduled by the Athletic Director and if canceled because of weather must be
played when rescheduled by the Athletic Director.
Contracts in the amount of $500 will be instituted among schools participating in
the LCEAA for each middle school sport. The purpose of the contracts is to
ensure participating schools play each other as scheduled from year to year. A
clause dealing with severe weather cancellations will be included in the contracts.
A three person board (district athletic director, high school athletic director and
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assigning secretary) will make a ruling regarding any issues related to the
11. No team shall be allowed to participate in the tournament without being under the
supervision of the school Principal, teacher of the school, or the Board
approved designee.
12. Official rules of the Kentucky High School Athletic Association (KHSAA) and the
National Federation of Sports will be used in calling all contest of the
13. Any questions concerning athletic events will be referred to the Director of
Elementary Athletics. If he/she cannot resolve the issue, it will be referred to
the Board of Control.
14. Each home school participating in athletic events shall have the Principal, or his/he
designated faculty member, excluding the coach, in charge of the athletic
15. Principals are expected to make an effort to get certified coaches for each sport. If
this is not possible, the following considerations must be met: a coach must
be a high school graduate and 21 years of age. Certified coaches must have
First Aid/CPR training. Non-certified coaches must be approved by the
principal, have an annual background check and First Aid/CPR training.
School level coaches are allowed to coach AAU teams during the sport’s offseason if interested.
16. As of 8/11, all pee-wee programs are considered school affiliated. The
paraprofessional coach must be approved by the principal, have a yearly
background check, and current First Aid/CPR. The main purpose is to
provide student insurance to all participants.
Elementary schools are encouraged to have an organized pee-wee program for
grades K-5. Principals make the decisions regarding the structure of their
program. Principals can decide to have elementary games prior to the middle
school C-team games if desired. C-team games must tip-off at 6 o’clock.
Gate admission prices for all pee-wee games (all sports or activities) are $2
for adults and $1 for students. Officials will be paid $30 per game and $5 for
each additional quarter
All pee-wee activities, except for football, will be played as an intramural
school league (flag football for grades K-1 is intramural). Players must play
on the team that they attend school (Arlie Boggs students may play at Cowan
Elementary if the school does not have a team).
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The start date for pee-wee football is August 1st and the end date is October
15th or after playing the limit of 15 games, whichever comes first. The teams
can play each county school or schools out of the district.
Only two (2) coaches/paraprofessionals can be on the field at any time giving
the players instruction.
Any football player that is age 11 prior to August 1st is ineligible to play peewee football and must play up on the middle school team.
17. All participating schools must play at least eight (8) basketball and volleyball games
prior to entering the tournament for that sport. Games not played for seeding
purposes will be counted as a forfeit. If a contest is not played the Athletic
Director and the Principals involved will determine how the win/loss situation
will be counted.
18. Any game not made-up by tournament time becomes a loss.
19. Girls’ basketball (grades 4-8) may start practice on July 15th. Scheduled games for
all schools will start on or after the opening day of school for students and end
by November 15th of each year. Boys’ basketball practice (grades 4-8) starts
October 15th. The season for all schools will start on the week following the
conclusion of the Girl’s Tournament and end January 31st of each year unless
agreed upon by the Board of Control. Football may begin practice on July 15th
with the first 5 days in helmets and shorts and will begin scheduled games by
August 15th. Maximum number of football games will be 15 (regular and post
20.Volleyball (grades 4-8) will be played in the spring. They may start practice January
1st and play thru mid- March.
21. Boy’s Baseball and Girl’s Softball (grades 6-8) will start mid-March and play thru
22. Member schools will be permitted to play two (2) games per week MondayThursday in archery, boy’s basketball, girl’s basketball, baseball, softball and volleyball
(when school is in session) with a maximum of thirty (30) games. Two scrimmages may
be played without counting on the total games. Scrimmages must be played prior to the
season opening. Intersquad scrimmages must have KHSAA licensed officials.
23. Tournament sponsorship: Each school will host one sport per year on a rotational
basis. Girls basketball and boy’s basketball tournaments will be held at either Fleming
Neon Middle School or Letcher Middle School. Football can be held at Fleming Neon
Middle School, Letcher Middle School, and the old WHS site. Volleyball can be held at
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Fleming Neon Middle School, Letcher Middle School, or Whitesburg Middle School.
The cheerleading competition will be held at Letcher County Central (if not possible due
to scheduling, it will be held at FNM or LMS). The finals/consolation games will be held
at Letcher County Central for all middle school sport programs if possible. Schools
hosting football, softball, and baseball tournaments will be done a rotational basis like
other sports. The gate money will only be divided among the 3 team sites. The
concession money will go to the host school.
24. The Director of Elementary Athletics will be given the responsibility of
coordinating and monitoring the athletic program. All in county contests will be
scheduled and officials assigned by the Athletic Director.
25. All schools should encourage good sportsmanship from the entire school and
26. ”B” teams and “C” teams will be permitted, provided games are played as
preliminaries to or immediately following the seventh and eighth grade games with the
same school. (Eighth graders may not play on the “B” team.) The LCEAA will NOT
sponsor a “B” or “C” team tournament. The host school may sponsor a “B” and/or “C”
team tournament.
Teams are defined as: 8th grade and below
Teams are defined as: 7th grade and below
Teams are defined as: 6th grade and below
Football is played according to the following grade levels (age 11 by August 1st
must play up on middle school team):
K/1st- Flag
2-4th- Pee Wee
5/6th- Junior Varsity (B-Team)
7/8th- Varsity (A-Team)
The maximum number of football games is 15 including regular and post season.
Teams cannot play more than two football games per week.
27. Buses may be used to transport participants to and from games.
28. There shall be no scheduled athletic events during the CATS testing window.
29. If it becomes necessary to cancel a game, the school shall be notified by 12:00 noon
of the day of the game. A game may be canceled at that time by mutual
agreement. Make-up games will be the responsibility of the school principal by
mutual agreement. During inclement weather, the traveling school will make the
decision to cancel a game.
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30. If a team cancels a game (with the forfeit rule) the opposing team has the option of
playing another team without consequences toward district seeding and its total
number of season games.
31. Seeded games are to be completed at least one (1) week prior to the tournament date;
Coaches are to e-mail assigning secretary with game results and copy to their principal.
The principal/coach of each school must submit a signed schedule indicating the number
of games played prior to the tournament. Any school team that plays more than 30
games (15 for football) is disqualified from the tournament.
Letcher County Elementary Athletic Association
#1. A player who turns 15 on or after August 1, shall be eligible to participate in athletics
the entire school year. Any questions concerning the age of a player must be
verified by a birth certificate, or the oldest date in the Central Office will be
accepted. Any out of state transfer students must have a verification of his/her
age prior to his/her participation. Health Department certificates will be
#2. A player or cheerleader shall have been in regular attendance (being defined as
present at least one half day the day of the contest, unless there is a death in the
immediate family or prior principal approval). A player or cheerleader’s grades
shall be checked every Monday. A player or cheerleader shall not have more
than 1 (F) or I (U) per week in all subject matter to be eligible. (Example) The
player or cheerleader shall not be eligible to play until the following Monday,
providing their grades meet the requirements.
#3. The football season, including organized practice, may begin July 15th. A minimum
of 5 practices session, without pads, should be used to condition players in “T”
shirts, shorts, and helmets. Teams may practice in pads after the conditioning
phase is complete* A round robin schedule will be played with each school
playing every other school twice (home and away). The win-loss record of each
team will then be used to seed teams for the LCEAA Football Play-offs.
Regular season football games must be completed by October 15th of each year.
Play-offs shall end by November 1st of each year. No participant will be
allowed to play in a game before he has participated in at least ten practice
sessions, with a maximum of two (2) practices per day. Football coaches are
required to keep a written record of the heat index to be given to the athletic
director after September 15th.
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#4. Student athletes and cheerleaders shall be required to have an annual physical
examination and school insurance coverage prior to participation in a particular
sport. The physical must be on file in the Principal’s office after try-outs and
before the first official practice. Coaches will keep a copy of a player’s physical
while traveling to away contest for emergency care purposes. Students in
grades 6-8 must complete the drug test eligibility form and be in the drug testing
pool to participate in any extra-curricular activity or sport.
#5. The Letcher County Board of Education will pay only one (1) coach per sport per
school, and they must be a Board employee to be eligible for this compensation.
If unable to employ a certified person as coach, then preference will be given to
the Principal’s recommendation for obtaining a non-certified person to complete
this responsibility as a paraprofessional. All head coaches and para-professionals
shall be certified in CPR and have a First-Aid Certification.
#6. All LCEAA head coaches must attend rules clinics for their particular sport in order
to stay updated on rule changes and the latest coaching techniques. If they do not
attend clinics they shall not be allowed to coach. (Elementary Athletic Director
should set these up.)
#7. The coaching staff (head or assistants) of any school team cannot coach an AAU
team during the sport season.
#8. LCEAA will adhere to the KHSAA guidelines if a player or coach is ejected by
referees or building administrators. A coach will be unable to coach (not on the bench or
anywhere near the players) for 3 games not counting the game ejected. Players will not
be able to play (not eligible for any team level until suspension is over) for 2 games not
counting the game ejected. If the game is the last one of the year, the coaches or players
will be suspended the next year. An 8th grade student will be suspended the number of
games in the next sport played.
#9. The regular season gate admission prices for all middle school sports are $3 for
adults and $1 for students. The tournament gate prices for all middle school sports are $5
for adults and $2 for students.
The committee recommended that there be more prior notification of the CPR and
First-Aid training. Also the committee requested that there be several of these sessions
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per year because of the different sports starting at different times. Physicals must be
checked off by school Administrators; kept on file at the school in a central location;
coaches need to keep a copy of the physical in a folder and have it with them at all times
during the season.
Sportsmanship/Unacceptable Behavior Expectations
The statement below is to be read/announced prior to the start of each
Letcher County Public School’s athletic event:
“The Kentucky High School Athletic Association and/or the Letcher County Elementary
Athletic Association requires officials to enforce sportsmanship rules for athletes and
coaches. We will not tolerate negative statements or actions between opposing players,
especially trash-talking, taunting, or baiting of opponents. If such comments are heard or
actions seen, a penalty will be assessed immediately. Officials and school administrative
staff members have been instructed not to issue warnings. Let today’s contest reflect
mutual respect.” KHSAA Handbook and LCEAA By-laws
The following behaviors are unacceptable at Letcher County athletic events. Violators
will be requested to leave the premises. Extreme violation or repeated instances of
unacceptable behavior will result in permanent exclusion from athletic events.
(1)Verbally berating or taunting, (2)use of obscene language or gestures,
(3)any use of violence or threat of violence, or (4) any damage to personal or
school property. These all apply toward players, coaches, officials,
administrators or spectators.
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