ARTICLE 1 - Name of Organization
Section 1 - The name of the organization shall be the Alameda Gators Swim Team Parents Club.
ARTICLE II - Principal Office
Section 1 - The principal office of the Corporation for its transaction of business is located in the City of Alameda, County of Alameda, California. The Board of Directors is hereby granted full power and authority to change the principal office of the Corporation from one location to another in the City of Alameda. Any such change shall be noted by the Secretary in these By-laws.
ARTICLE III - Purpose
Section 1 - The purpose of this organization is to provide support and assistance for the Alameda Gators Swim Team and coaches and aid in the promotion and organization of swim meets and necessary fund raising activities. The Gators Swim Team Parents Club recognizes that the Alameda Gators Swim Team is the property of the Alameda Swimming Pool Association.
Section 2 - This organization is organized for non-profit purposes and individual member will not derive profit there from.
Section 3 - No substantial part of the activities of this organization shall consist of carrying of propaganda, or otherwise attempting to influence legislation, and the organization shall not participate or intervene in any political campaign (including the publishing or distribution of statements) on the behalf of any candidate for public office.
Section 4 - The property of this organization is irrevocably dedicated to charitable purposes and no part of the net income or assets of this organization shall ever inure to the benefit of any director, officer, or member thereof, or to the benefit of any private persons.
Section 5 - Upon the dissolution or winding up of the organization, all assets remaining after payment, or provision for payment, of all debts and liabilities of this organization shall be distributed to a non-profit fund, foundation, or corporation which is organized and operated exclusively for charitable purposes and which has established its tax exempt status under Section 501(c)(3) of the Internal Revenue Code.
ARTICLE IV - Membership
Section 1 - Any parent or guardian of a Gators Swimmer, whose fees are current, is a member.
ARTICLE V - Non-liability of Membership
Section 1 - A member of the Corporation shall not solely, because of such membership, be personally liable for the debts, obligations, or liabilities of the Corporation.
ARTICLE VI - Board of Directors
Section 1 - The Board of Directors shall consist of the President, Vice President, Secretary, Treasurer, Competitive Team Membership Director, Recreational Team Membership Director, Communications/Public Relations Director, 2 Events Co-Directors and 2 General Directors. All Directors must be members of the Corporation throughout their term of office and all have one (1) vote.
Section 2 - The term of office shall be for one year from September 1st through August 31st .
Section 3 – If a vacancy occurs in an unexpired term of office, it will be filled by a nomination from the Board of Directors at the next board meeting, with a quorum (5) present and approved with a majority vote. If the vacancy is the Board President, the Vice President shall become President for the remainder of term.
Section 4 - The responsibilities of the Board of Directors are to plan and conduct all business and activities of the organization, have control of the funds organization, and approve all committees, committee chairpersons, and committee activities.
Section 5 - A Board member may be removed from office for missing three consecutive monthly meetings. The removal from office shall not be automatic. The remaining Directors must take action to remove the Director that missed three consecutive monthly meetings.
ARTICLE VII - Compensation
Section 1 - The Directors shall serve without compensation.
ARTICLE VIII - Nomination of the Board of Directors
Section 1 - A Nominating Committee of four (4) members and one (1) alternate will be elected by the membership present at the May quarterly meeting. The Nominating Committee will present the slate of officers and nominations will be opened to the floor at the August annual meeting. The Nominating Committee must ascertain in advance the willingness of all candidates to be included on the ballot. Nominees for President shall have served at least 12 months on the Board of Directors. All Nominating Committee members must be members of the organization.
Section 2 - Election will take place at the August annual meeting and requires a majority vote of the members present. Each family represented will be entitled to one vote. If no candidate has the majority of votes, then the candidate with the least number of votes shall be dropped from the list and a vote will be retaken until a Director is elected. In the case of a tie vote, the issue shall be determined by lot.
ARTICLE IX - Duties of the Directors
Section 1 - The President is to preside at all meetings, create and distribute the meeting agendas, review financials with the Treasurer, appoint committee chair people, as needed, with the approval of the Board, and act as a liaison with the Alameda Swimming Pool Association (ASPA). In the event of a tie vote the President shall cast the deciding vote.
Section 2 - The Vice President will preside at all meetings in the absence of the President, assign a Meet Director for all swim meets sponsored by the Gators Swim Team and act as a liaison with the Meet Director.
Section 3 - The Secretary will record and maintain minutes of all meetings of the Board and general membership, prepare all necessary correspondence, maintain records of club activities.
Section 4 - The Treasurer is to maintain an accurate financial record of all monies received and disbursed by the club, present a treasurer’s report at each meeting for inclusion in the minutes, chair the Finance Committee and sign all checks as authorized by the Board of Directors. The Treasurer, Secretary, and President are all authorized to sign checks and checks over $1000 will require two signatures.
Section 5 – The Membership Directors will maintain membership data on the team website for their respective programs and produce rosters for each swim group. They are responsible for organizing team registrations and sign-ups, maintaining the necessary paperwork, including the Pacific Swim registration, and distributing the team Handbook to parents of new swimmers.
Section 6 – The Communications/Public Relations Director will handle team promotion, solicit sponsors, assist with sponsor portion of website, submit news articles to local newspapers and be chair of his/her committee.
Section 7 – The Events Co-Directors will be responsible for annual team pictures, Freeze-A-Gator and other fundraisers, team fun events, the awards ceremony, the annual Tahoe trip, and any other events approved by the Board of Directors. They will co-chair the Events Committee.
Section 8 – General Director will both have knowledge of all committees and assist with any and all duties as needed and act as an alternate for other directors with the exception of the President, Vice President and Treasurer. Will act as a liaison to the Team Store Committee Chair.
ARTICLE X - Meetings
Section 1 - An annual meeting will be held in August of each year for the election of officers.
Section 2 - General membership meetings will be held quarterly (November – February – May - August) with the May meeting being held for the purpose of election of the nominating committee.
Section 3 - Board meetings will be held in months when there is no general meeting and a quorum (5) of the Board present. Committee chairmen, members, and coaches may attend the meetings for reporting purposes.
Section 4 - A written agenda will be prepared for all meetings. A member wishing to include an item on the agenda must submit in writing, via first class mail or any electronic means, to the President at least Five (5) days prior to the scheduled meeting.
Section 5 – Zone II meetings will be attended by the Zone II Representative (or an alternate as arranged by Zone II Representative) and is responsible for reporting all information to the Parent Board and coaches. This position is appointed by the Board.
Section 6 - Special board meetings may be called by the President or any three (3) board members providing written notice of time, date, place, and issue to be discussed, and delivered to each board member three (3) days prior to the meeting via personal delivery, first class mail, electronic mail or any other electronic means.
ARTICLE XI - Committees
Section 1 -Finance Committee will be chaired by the Treasurer. The committee will prepare and submit an annual budget each year in January at the Board meeting and present a financial report to the members at the November meeting.
Section 2 - The Meet Committee will be chaired by the Meet Director and will appoint all meet committees (entries, hospitality, desk, times, awards, set-up, clean up, etc.).
Section 3 - The Events Committee will be chaired by the Events Director and responsible for planning and coordinating team pictures, fundraisers, an annual awards ceremony and all other social activities as well as maintaining the events portion of the website.
Section 4 - The Communications/Public Relations Committee will be chaired by the Communications/ Public Relations Director and be responsible for the creation of a team newsletter, website news, historical data, Coordinate articles for publicity, and orient new members to the team. One person may handle more than one responsibility.
Section 5 - Team Store Committee will be chaired by a member approved with a majority vote of the Board of Directors. This committee will be responsible for ordering team suits, sweats, and supplies as necessary, taking and filling orders, collecting money and maintaining an inventory.
The committee chair will maintain Store financial records for reporting to Treasurer.
Section 6 - The Head Coach will be the liaison between all coaching staff and the Board of Directors and attend the monthly Board meetings to update the Board. Will act as liaison to the City of Alameda when necessary for water needs, to attend meetings and secure facilities as needed.
ARTICLE XII - Gators Swim Team Handbook
Section 1 - The Alameda Gators Swim Team Handbook will be reviewed and approved annually by the board in cooperation with the Alameda Swimming Pool Association Board of Trustees for distribution to all members at Registration in the fall.
ARTICLE XIII - Approval of By-laws
Section 1 - Amendments to the by-laws must first be approved by a simple majority of the Alameda Swimming Pool Association Board of Trustees. Once approved, amendments to the by-laws must be presented in writing, via personal delivery, first class mail, electronic mail or other electronic means, to the general membership thirty (30) days prior to a quarterly meeting at which an approval vote will be taken. A two-thirds (2/3)-majority vote of those present is required to pass.