PREFACE
These bylaws pertain to Potomac Station Swim Team (Team).
The Team is governed by the Potomac Station Swim Team Board
(Board). The Team is located in the Potomac Station Subdivision in
Leesburg, Virginia.
I. RESPONSIBILITIES
The Board is responsible for the organization and
operation of the Team. The team will compete in the Old Dominion
Swim League.
II.
OBJECTIVES
The overall objective of the Board is
to organize and operate a team whose emphasis is on the skill
development, sportsmanship, participation, safety, and enjoyment of
its team members. The Board shall obtain the services of the best
qualified Coach personnel within its budge, encourage the
participation of the children on the team, enlist the support of
their parents, and ensure that the program is run in a manner which
is fair, beneficial and enjoyable to all.
III. ORGANIZATION OF THE BOARD
The Executive Board shall be comprised of at least five (5)
members elected by the parents of swim team members. The Auxiliary
Board shall be comprised of the coaching staff, a team manager, and
various volunteer committee chairpersons.
A board member may run for
re-election, however, unless approved by a vote of the Board, may
not serve more than two consecutive terms.
Any member may
resign at any time by giving written notice to the Board, the
President or Secretary. Such resignations shall take effect on the
date of such notice or any later time specified therein.
Should the office
of President become vacant, the Vice President shall assume that
office.
Should a vacancy
occur in any other than that of President the Board should appoint
a successor to serve the remainder of that term.
The President shall establish a
meeting schedule. The President, or a majority of the Board, may
call special meetings as needed. The Secretary shall notify the
Board members of any special meetings, which may be called.
Meetings must have a quorum of Board members present to conduct
business (at least three Board members). The meetings shall be open
to all Potomac Station residents, but only Board members shall be
given formal votes. Majority vote shall decide all business
matters. The President shall vote only in case of a tie.
IV. ELECTION
The
election of members to serve on the Board shall be under the
direction and supervision of the Vice President. The Vice President
shall submit a slate of nominees to the members at large.
At the
final Board meeting prior to the last swim event of the season, the
Vice President shall provide the Board with a list of one or more
nominees to fill each vacancy created by outgoing Board members.
The Vice President must obtain the consent of the individual placed
in nomination before his/her name is submitted to the Board.
Nominations shall also be taken from the floor at this meeting.
The election shall be by ballot or by oral acclimation and will be
conducted at the awards party. Each swimmer’s parents will be
given the opportunity to vote (one vote per family)
V. BOARD POSITIONS
The Potomac Station
Sailfish Swim Team Executive Board shall consist of a President;
1st Vice President; 2nd Vice President; Treasurer/Ways and Means;
and Secretary. The job descriptions of these Board positions along
with required committee heads are presented as attachments with the
duties and responsibilities therein incorporated into these
by-laws.
VI. SELECTION OF
COACHING STAFF
The Board shall be
responsible for the selection of the coaching staff. A committee
appointed by the President shall present recommendations to the
Board for its approval. When setting the team’s budget, the
Board will also set the coaches
compensation.
VII. MEMBERSHIP AND
FINANCES
Residents of Potomac Station
and those families who participated in the swim team prior to the
2004 swim season are considered part of the swim team and as
such, are eligible to swim for the Potomac Station Sailfish from
April 1, 2004 on. Families who do not have a swim team in their
subdivision are also welcome to join the Potomac Station Swim
Team. Each non-resident family will pay a fee per
season in addition to the regular Potomac Station Sailfish dues.
Potomac Station residents and non-residents who comply with the
latest edition of the Official Rules of the Old Dominion Swim
League and the rules of the Potomac Station Sailfish Swim Team may
participate as members.
Qualified individuals shall be admitted to swim team membership
upon submitting an application either in person or on-line,
and paying annual registration fees.
The Board shall determine annual registration fee based upon
anticipated swim team membership in the upcoming year, the
projected swim team income and expenses as provided by the
Treasurer and the requirement that the swim team is self
supporting.
No refund of registration fees will be
issued after the first week of practice. Prior to the first week of
practice, refund request will be reviewed on a case-by-case basis.
Expenses already incurred by the team will be deducted from any
refund.
VIII. AMENDMENTS
These by-laws may be amended by a two-thirds vote of the
families present (one vote per family).
If a special meeting is called to discuss amendments to the
by-laws, notification of the by-laws amendments shall be mailed to
the families of all swimmers participating on the team at least two
weeks prior to the meeting.
BOARD
POSITIONS
Board members are
elected by the total membership to Board positions. Listed below
are the positions, duties, and committee
responsibilities.
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President
-
Presides at Board Meetings
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Coach Selection Committee
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Tie-breaking Vote
-
Liaison with various Committee
Chairpersons
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1st Vice
President
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Fulfills the role of President, should that position
become available
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Nominating Committee
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Registration
-
Meet Operations ( starter, timers, runners,
setup/cleanup)
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Liaison with various Committee Chairpersons
2nd Vice
President
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Treasurer/Ways and
Means
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Secretary
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Record meeting minutes
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Provide roster
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Update Sailfish Handbook
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Team
Manager
Coaching
Staff
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Head Coach with 1 or 2 assistant coaches, as deemed
necessary by current enrollment of swimmers
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Head Coach will act as Team Representative on Old Dominion
Swim League
Volunteer
Coordinator
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