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Bylaws

By-laws of the Amador Swim Team Association

Amended 11/2014

 

Article  1  General Organization

The name of the Association shall be the Amador Swim Team, hereafter referred to as the Association.

 

Article  2  Purpose

The Purpose of the Association shall be to organize and operate the Amador Swim Team for all eligible participants, regardless of race, creed, sex or religion.  This operation of the Association shall be conducted so as to encourage competitive swimming in a manner which provides to the participants.

  1. Recreation
  2. Self-discipline
  3. Good sportsmanship

 

Article  3  Affiliation

The Association may affiliate itself with any league or organizationfor the purposes of obtaining other teams with whom to compete.  Said league or organization shall be referred to hereafter as the Affiliate organization.

Article 4  Governing Authority

The governing authority of the Association shall be vested in the Steering Committee/Borad.

Article 5  Membership

The parent or guardian of a participant of the Amador Swim Team shall be entitled to one voting membership per family upon payment of the partipant’s registration fee, provided the participant meets all eligibility requirements.  Said familiy shall be referred to herein as a general member.

No person shall participate in the activities of the Association unless his/her family is a member of the Association.

All members shall abide by the By-laws and Rules and Regulations of this Association.

Article  6  General Membership Meetings

Within thirty days of Championships, the Steering Committee/Board shall call a general membership meeting.  The purpose of this meeting shall be to elect by majority vote of the members present.  Steering Committee officers for the next year, and to take any other action deemed necessary by the general membership.

Any member of the Association may call a general membership meeting at any time.  The procedure to be followed for calling a general membership meeting shall be:

  1. Email members at least 3 days prior to meeting date and include the date, time, purpose, and location of the meeting.
  2. By a 2/3 vote of the members present at a General Membership meeting, an officer of the Steering Committee/Board may be removed.  An new officer may be elected by a majority vote of the members present.
  3. The By-laws may be amended by a 2/3 vote of the members present at a general membership meeting or be amended by a 2/3 vote of the Steering Committee/Borad.  League or other organizational affiliations may be changed by a 2/3 vote of the members present at a General Membership meeting or by a 2/3 vote of the Steering Committee/Board.

 

Article  7  Steering Committee/Board

Amador Polar Bears Board Member/Steering Committee Officer Responsibilities

The Steering Committee/Board shall consist of the following  officers and responsibilities.

 

President shall:  (Chris Garcia and Jenny Ruckelshaus)

  1. Hire and deal with all personnel issues for the coaches, including volunteer coaches, following Steering Committee/ Board decision.
  2. Negotiate for pool use and rent fees.
  3. Call, attend and preside over all Steering Committee/Board meetings.
  4. Handle Steering Committee/Board purchase of insurance,
  5. Oversee fundraising issues with the Vice President in charge of Fund Raising.
  6. Handle Parent/swimmer disputes.
  7. Organize and oversee home meet set up and tear down or delegate this task to another person.
  8. Approve all team emails sent.
  9. When on pool deck, be available to answer questions and deal with disputes.

Vice President shall:  (unfilled position)

  1. Research, write and submit grants for operating expenses, including corporate grants and/or matching grants.
  2. Write donation letters for prizes for major fundraisers.
  3. Be available on the pool deck for questions and disputes.
  4. Oversee the Association take good care of the facilities rented – pool office, pool storage shed organized, refrigerator emptied, lost and found, and other duties as determined by the board,
  5. Organize awards banquet/ceremony.
  6. Organize and oversee home meet set up and tear down with the president.
  7. Attend board meetings.

Vice President in Charge of Fund Raising shall:  (Shayna Potter and Amanda Lopez)

  1. Organize and oversee team fund raisers, including but not limited to:
    1. Swim-a-thon
    2. Purchase items and set up Snack Bar for Black and Blue meet, swim-a-thon, and home meets.
    3. Apparel table items – apparel, goggles, tattoos, decal sales.
    4. Other fund raisers as needed.
  2. Attend Board Meetings.
  3. When on pool deck, be available to answer questions or deal with disputes.

Secretary shall:  (Ashleigh Higgins and Amanda Bulini)

  1. Take Steering Committee/Board meeting minutes at all meeting.
    1. Send meeting minutes to board members via email.
  2. Read old minutes at Steering Committee/Board meetings when board members did not receive minutes via email.
  3. Create, produce and post
    1. Monthly newsletter
    2. Registration flyer and forms for schools, newspaper and registration day.
    3. Information flyers to be posted at pool, when needed.
    4. Newspaper ads, when needed.
    5. Team emails.
  4. Write and mail thank you notes to sponsors, grant suppliers, etc,
  5. Reserve hotel block of rooms for the League Championships.
  6. Reserve rooms for coaches for the league championships.
  7. When on pool deck, be available to answer questions or deal with disputes.
  8. Attend  board meetings.

Treasurer shall:  (Lolly Cerqueira)

  1. Maintain Association checkbook.
  2. Write checks and make deposits for Association.
  3. Prepare treasurer report for Steering Committee/Board meetings.
  4. Write and mail reimbursement checks when necessary
  5. Collect and write receipts on registration days
  6. Prepare payroll for coaches
  7. Make sure insurance, league fees, pool rent, and other bills are paid.
  8. Work with accountant for 1099’s and taxes and handle getting cash box ready for all events.
  9. Attend board meetings.
  10. When on pool deck, be available for answer questions or deal with disputes

Volunteer Coordinator shall:  (Shanon Arnan)

  1. Organize volunteers for all meets.
  2.  Organize volunteer job descriptions and posters for registration.
  3. Have team parent meetings and ensure that all volunteers are in their positions throughout the meet.
  4. Arrive 30 minutes earlier than check-in time of meet for swimmer and volunteer check-in at swim meets.
  5. Find and fill vacant volunteer positions during the meets.
  6. Attend board meetings.
  7. When on pool deck, be available to answer questions and deal with disputes.

Computer Position shall:  (unfilled)

  1. Be knowledgeable about and comfortable with computer software systems and equipment.
    1. Train in the computer software systems and equipment used during swim meets.
  2. Set up swimmer registrations in the database.
  3. Set up swimmers in the meets as well as last minute sign-ups and scratches.
  4. Coordinate swimmers in meets with the opposing teams.
  5. Email meet sign-ups, meet results, and scores to the swimmers.
  6. Maintain records and team statistics each year.
  7. Manage the team website.
  8. Attend board meetings.

League Representative shall:  (Amanda Gamboa and Joe LaBarre)

  1. Attend and represent  the Association at league meetings.
  2. Ensure league dues are paid and ribbon, medals and DQ slips are ordered.
  3. Manage team responsibilities at Championships.
  4. Ensure all Association swimmers are registered with the league by deadline
  5. Advocate for Association swimmers are registered with the league by deadline.
  6. Negotiate meet schedule at league meetings.
  7. Serve on and attend league committee meetings.
  8. Attend Board meetings.
  9. When on pool deck, be available to answer questions or deal with disputes.

Member-at-Large shall:  (Melissa Thomas)

  1. Attend Board meetings.
  2. When on pool deck, be available to answer questions or deal with disputes.
  3. Oversee ribbon inventory and submit ribbon order to League Representative.
  4. Ensure ribbon boxes are properly prepared for the season and for every meet.
  5. Organize medals after championships.
  6. Work with Vice President in organizing and ordering medals and trophies for the end of season General Membership meeting.
  7. Ensure medals and trophies are ready at the end of the season General Membership meeting.
  8. Work with Steering Committee/Board to prepare thank you gifts for coaches and sponsors at the end of season.
  9. Help out other board members whenerver possible.
  10. Order team sizing kit and attend registrations to oversee sizing kit.
  11. Manage the suggestions box.

B.  The Steering Committee/Board officers shall serve a 2 year term starting with the beginning of the new season which starts October 1st of each year after the General Membership meeting at which they are elected.  Officers will continue to serve until September 30th of the 2nd year after their election, unless:

1.  Officer is removed by a 2/3 vote at a General Membership meeting.

2.  Officer resigns from Steering Committee/Board.

3.  Officer misses three consecutive regularly scheduled meetings without prior communication or contributing their part at the meeting via email with the President and/or Vice Presidents.

4. Officer has 2 unexcused absences within a calendar year.

C.  The Steering Committee/Board shall meet monthly on a regularly designated day, except for the month of December.

1.  The President or other officers may call special meetings as deemed necessary. 

D.  A quorum of the Steering Committee/Board shall consist of five officers.  No action may be taken without the affirmative vote of at least 51% of the officers present.

E.  The Steering Committee/Board shall be responsible for and have sole authority to:

1.  interpret and enforce the By-laws, Rules and Regulations of the Association as well as all applicable rules and Regulations of the Affiliate Organization.

2.  Establish rules, regulations and policies consistent with the By-laws of the Association.

3.  Employ, as required, coaches and other employees as deemed desirable and necessary to help carry out the purposes of the Association.

4.  Adopt an annual budget setting forth anticipated revenues and expenditures.

5.  Insure proper accounting of fiscal transactions and accurate reporting to the members.

6.  Create and maintain a fund to finance the activities of the Association and authorize expenditure of funds on behalf of the Association.

7.  Replace, with a majority vote, any Steering Committee Board officers who:

            i.  resigns,

ii  misses three consecutive regularly scheduled meetings without prior communication or contributing their part at the meeting via email with the President and/or Vice Presidents.

            iii.  has 2 unexcused absences in a calendar year.

8.   Discipline members for iolation of Association Rules and Regulations and/or By-      laws including but not limited to:

  1. Request of apology to Steering Committee/Board for infraction.
  2. Suspension or expulsion of membership from the Association.
  1.  Ensure proper registration of all participants.
  2.   Appoint Sub-Committees as needed.

 

Article  8  Dissolution

Should the Association be dissolved, all assets remaining, after payment of all debts, shall be distributed to any non-profit entity providing recreational activities to the youth in Amador County.

The incorporation of this Association shall not be deemed a dissolution.  The Steering Committee/Board is hereby empowered to so incorporate and to transfer the assets and liabilities of the Association to such corporation.

 

Article  9  Parliamentary Authority

Roberts Rules of Order shall be adopted at all meetings for the Association unless otherwise agreed to by the participants, insofar as such rules are not in conflict with the By-laws.  Rules and Regulations of the Association or the Affiliate Organization.