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Bylaws

 

Bylaws

Of

Viking Swim Club, Inc.

 

ARTICLE I

Name and Principal Office

SECTION 1. Name – the name of this organization is Viking Swim Club, Inc., and is hereafter informally referred to as VSC.

SECTION 2. Principal Office – The Principal office of the Viking Swim Club, Inc. shall be at the Petersburg Aquatics Center, Petersburg, Alaska, or at such other place as the Executive Board determines.

 

ARTICLE II

Purpose and Policy

SECTION 1. Purpose and Policy – The Corporation has as its primary objects and purposes the establishment of a supervised competitive swim team, to implant in the youth of the community ideals of good sportsmanship, honesty, loyalty, and courage and to promote swimming as a major sport in this city.  This corporation is organized exclusively for educational and charitable purposes within the meaning of Section 501(c)(3) of the Internal Revenue Code.  It may also engage in other activities consistent with and in furtherance of the educational and charitable purposes of the corporation and the requirements of Section 501(c)(3) of the Internal Revenue Code.  No substantial part of the activities of the corporation shall be the carrying on of propaganda, or otherwise attempting to influence legislation, and the corporation shall not participate in, or intervene in (including the publishing or distribution of statements) and political campaign on behalf of any candidate for public office.  Notwithstanding any other provisions of these articles, the corporation shall not carry on any activities exempt from Federal income tax under Section 501(c)(3) of the Internal Revenue Code.  This organization is not organized for profit, and no part of the net earnings shall inure to the benefit of any member or individual.

 

ARTICLE III

Membership

SECTION 1. Voting Membership Eligibility - Voting Membership of the VSC shall consist of parents and guardians of swimmers, honorary members, and to all who subscribe to the purposes and policies of the VSC.   

SECTION 2. Non-Voting Membership Eligibility - Non-Voting Membership of the VSC shall consist of all athletes registered and in good standing under the provisions set forth in the VSC Handbook.

 

 

 

ARTICLE IV

Executive Board

SECTION 1. Number, Selection, and Term of Office – The Executive Board (Board) shall consist of as many as 15 members in good standing.  These shall include the 9 officers elected by the membership, the Administrative Official, the Head Coach, and any Members at Large.  An athlete representative will be chosen to report to the Board in an advisory, non-voting capacity.

SECTION 2. Vacancies – Any vacancy developing in the Board within the two-year terms of office shall be filled, until the next annual election, from the general membership by a majority vote of the remaining Board members.  Three (3) unexcused absences from regular meetings of the Board by any member may be deemed a resignation.

SECTION 3. Powers and Duties – The Board shall have full charge of the property and business of the VSC with full power and authority to manage and conduct the same, according to the Bylaws; subject to the instructions of the general membership.  The Board may create and designate such special committees, sub-committees, volunteer positions, or paid employee positions as it may deem necessary.  The Board shall have the power to establish scholarships according to the VSC Handbook.

SECTION 4. Meetings and Quorum – There shall be a regular monthly meeting at all times the VSC is active.  In addition, the president may call special meetings.  Seven (7) members shall constitute a quorum.

SECTION 5. Voting – Voting shall be conducted at regularly scheduled Executive Board meetings where it is practicable, but may be conducted in between meetings by electronic means.

  1.  Meeting Votes – Votes held within a regularly scheduled Executive Board meeting shall be passed by a simple majority vote of those Executive Board Members present.
  2.  Electronic Votes – Votes held between meetings shall be proposed by any member of the Executive Board in either text or email, and the first Executive Board member who responds affirmatively to the proposed vote shall be deemed the Second.  Without discussion, Electronic Votes will be deemed passed when all Executive Board Members have answered in the affirmative.  Exceptions will be made when Executive Board Members notify the VSC Board that they will be unreachable and/or that they wish to abstain from any voting between Executive Board meetings.  It will be the responsibility of the Secretary to read any electronic votes into the minutes of the next regularly scheduled Executive Board Meeting.

 

ARTICLE V

Officers

SECTION 1. Enumeration and Election of Officers – the VSC officers shall be a President, a Vice President, a Secretary, a Treasurer, a Membership Chair, a Travel Coordinator, a Meet Director, a Safety Coordinator, a Fundraising Chair, and an Administrative Official.  Election of officers for the positions of President, Secretary, Membership Chair, Safety Coordinator, and Meet Director shall be held in odd numbered years (2019, 2021, etc.) and election of officers of the positions Vice President, Treasurer, Fundraising Chair, and Travel Coordinator shall be held in even numbered years (2020, 2022, etc.).  The Administrative Official shall serve an indefinite term and shall be appointed by a majority of the Board members.  Officers shall be elected from among the general membership by members in attendance at the annual meeting in March or April.  Except for the Administrative Official, the term of office shall be for two years beginning at the conclusion of the general membership meeting in March or April.  All Officers shall deliver to their successors all official materials entrusted to their care.  All elective positions may be voted on by secret ballot and the majority of the votes cast by the members present shall be necessary to elect.

SECTION 2. Vacancies – Vacancies occurring in any office shall be filled, until the next annual election, by a majority vote of the remaining members of the Board.

SECTION 3. President – The President shall preside at all meetings of the VSC and of the Board.  He/ she shall be, ex-officio, a member of all committees, and perform such other duties as may be designated by the Board.

SECTION 4. Vice President – The Vice President shall assist the President at the President’s or the Board’s direction, and preside in his absence.  He/ she shall perform such duties as the President and the Board may designate.

SECTION 5. Secretary – The Secretary shall keep minutes of all meetings of the VSC and of all meetings of the Board, and deliver written copies of the minutes for each Board member at every meeting of the Executive Board and general membership.  Distribution by email shall constitute written delivery.  He/ she shall notify members of scheduled and special meetings and handle correspondence.  He /she shall sign, with the President, all contracts and other instruments when so authorized by the Board and shall perform such other functions as may be incidental to the office.

SECTION 6. Treasurer – The Treasurer shall keep a record of income and expenses, prepare financial reports, and help to prepare the budget.  He/ she shall deliver a written Treasurer’s report with a copy for each board member at every meeting of the Executive Board and general membership.  Distribution by email shall constitute written delivery.

SECTION 7. Meet Director – The Meet Director shall handle all related facets for publicity and running of the meets as defined by the regulating handbook for such events.  He/ she shall be in charge of all swim meets and appoint capable persons to assist him/her in the operation of all meets, in accordance with Alaska Swimming and USA Swimming Guidelines.

SECTION 8. Travel Coordinator – The Travel Coordinator shall be the travel agent for the VSC and will handle all arrangements for travel to meets and meetings which shall include making reservations, sending housing requests, obtaining chaperones, and purchasing tickets.  The Travel Coordinator shall work with the appropriate Board Members in accounting for travel reimbursements and scholarships.

SECTION 9. Membership Chair – The Membership Chair shall be in charge of sign-up, the collection of dues, keeping a current list of eligible swimmers, and handling individual state and national registrations.  The Membership Chair shall work with other Board Members, volunteers, or employees to fulfill their duties.

SECTION 10. Fundraising Chair: The Fundraising Chair shall be responsible for planning all fundraising events.  He/she shall appoint capable persons to assist him/ her or to be in charge of events.

SECTION 11. Athlete Representative – The athlete representative shall be appointed by the Head Coach.

SECTION 12. Safety Coordinator - The Safety Coordinator shall coordinate the safety program for VSC in compliance with VSC, Alaska Swimming, and USA Swimming requirements and administer the VSC’s responsibilities pertaining to the USA Swimming insurance policy or other insurance as determined by the Board.

SECTION 13. Records Chair - The Administrative Official shall be responsible for duties related to keeping swimming records as may be required by Alaska Swimming, Inc. or by USA Swimming.  The Administrative Official shall delegate responsibilities to others as necessary.  The Administrative Official shall operate under the direction of the Meet Director in the performance of his/ her duties. 

SECTION 14.  Member At Large – Members at Large may be appointed by the general membership of VSC whenever the Board sees a need for additional Board Members.  They shall be duly elected as other members, excluding the Administrative Official, of the Executive Board.  At no time will the number of Board members, including Members at Large, exceed 15 persons.

 

ARTICLE VI

Financial Administration

SECTION 1. Fiscal Year – The fiscal year of the VSC shall commence on the first day of January each year.

SECTION 2. Dues – Club dues structure, policy and fees shall be determined by Executive Board action and approved by a two-thirds majority vote of the members present at a general meeting.  Members must remain in good standing and not be delinquent in payment of dues to be eligible to vote or to serve in any elected or appointed office.  To be eligible to participate in and travel to sanctioned swim meets as a representative of VSC, swimmer’s dues must not be delinquent.

SECTION 3. Disbursements – Disbursements shall cover obligations incurred, authorized, and reviewed by the Executive Board.  The Executive Board shall have authority to pay all bills.  Checks shall require the signature of two members authorized by resolution of the Executive Board.

SECTION 4. Financial Review - An independent audit of the books shall be made annually at the end of each fiscal year and upon the election of a new treasurer.  This audit shall be conducted by members of the Executive Board as appointed by the President or by an independent accountant.

SECTION 5.  Bookkeeper – A bookkeeper may be hired upon a resolution by the Executive Board.  The Executive Board shall also determine the rate of hire or salary of the bookkeeper.

 

ARTICLE VII

Meetings

SECTION 1. General Membership Meeting – General Membership Meetings shall be held at the discretion of the Executive Board.  There shall be at least one (1) meetings each year.  Written notice stating the day, time, and location of the meeting and the purpose for which it is called shall be delivered to each member not less than five (5) days prior to the meeting.  Notification by email shall constitute written notice.  In addition, special meetings of the general membership shall be called by the President at the request of not less than five (5) members of the Executive Board or 10 percent of the membership eligible to vote.

SECTION 2. Annual Meeting – The annual meeting shall be held during the month of March or April , the exact date to be determined by the Executive Board.  The annual meeting shall elect the 10 officers, elect any Members at Large, and transact such other business as relevant.

SECTION 3. Quorum and Voting - Ten (10) percent of eligible members shall constitute a quorum at all membership meetings of the VSC, and a simple majority of those members present may decide any issue.

 

ARTICLE VIII

Nominations and Elections

SECTION 1. Nominations – Nominations for the elective offices and any other Proposals of Actions shall be made by a nominating committee appointed by the President.  Additional nominations from members in good standing may be made from the floor at the annual meeting.

SECTION 2. Elections – The election may be by secret ballot and a simple majority vote of those qualified to vote and voting shall constitute an election.

 

ARTICLE IX

Parliamentary Authority

SECTION 1. Rules of Order – The rules contained in Robert’s Rules of Order, Revised shall govern the organization in all cases to which they are applicable in which they are not inconsistent with these Bylaws.

 

ARTICLE X

Coaches

SECTION 1. Coach Selection – The selection and retention of a coach shall be made by the Executive Board after a review of candidates and presentation to general membership.

SECTION 2. Assistant Coach(es) Selection – Recommendation as to the selection and retention of any assistant coach shall be made by the Executive Board.

SECTION 3. Aquatic Program – The Executive Board shall present to the club, annually, an outline of the aquatic program for the year.  This shall be presented at the time of the fall sign-ups.

SECTION 4. Participation Policies – The Executive Board shall set standards for travel and participation in aquatic functions in regards to grades, workout attendance, personal conduct on trips and at workouts, and other factors.

 

ARTICLE XI

Amendments

SECTION 1. Amendments – These Bylaws may be amended by a two-thirds (2/3) majority vote of the voters present and voting at a membership meeting provided a notice of intent to amend the Bylaws was submitted to the membership in writing at least five (5) days in advance of the meeting.