Executive Board Positions
President. The President will serve as the chief member of the BOD. The President oversees and synchronizes the planning, coordination and execution of all LSST non-operational swim team activities. . The President shall act as the intermediary and chief liaison between and among the general membership, BOD, LSCA, and coaches, for the purpose of handling and resolving contentious issues. The President shall act as the chairperson for the LSCA Swim Team Committee and make every reasonable effort to comply with the policies and procedures delineated in the LSCA Swim Team Committee Charter and Memorandum of Understanding between the LSST BOD and LSCA BOD. The President shall preside at all meetings of the LSST BOD and the LSST general membership unless the Vice President is designated to do so by the President in the President’s absence. The President will call for motions from the BOD to vote on LSST issues including policy, funding, operations, committee structure and responsibility and project management. The President will defer his/her vote on BOD motions until all other BOD members have voted. The President shall maintain a detailed LSST President Turnover Binder in order to maintain integrity of the position over time.
Vice President. The Vice President shall act in lieu of the President in the event the President is incapable of acting by reason of death, illness, resignation, or absence. The Vice President shall act as meeting Parliamentarian in order to ensure proper order is maintained. Roberts’ Rules of Order shall be used as a guide when executing these duties. The Vice President shall be responsible for general oversight of all committees, unless the BOD assigns oversight of a specific committee to another member. The Vice President shall coordinate and integrate changes to the LSST Articles of Incorporation, By-Laws, and all other corporate documents. The Vice President shall maintain a detailed LSST Vice President Turnover Binder in order to maintain integrity of the position over time The Vice President shall perform additional duties as delegated by the BOD or the President.
Treasurer. The Treasurer is overall responsible for budget planning, execution, and reconciliation for LSST operations. The Treasurer shall inform the BOD of total receipts, specific expenditures, and remaining balances at each regular meeting of the BOD and general membership meetings in accordance with Article V of this document. LSST funds cannot be obligated nor payments made from the LSST account unless approved by the LSST by either approval of the annual budget or via special vote for non-budgeted, emerging requirements. Expenses shall be paid by check only, not from cash on hand.
The Treasurer shall maintain, update and distribute financial statements, cash flow projections and budgets, a Reconciliation Detailed Report and a Profit and Loss Statement. Additional budget planning responsibilities for the Treasurer are to propose Annual Team Registration Fees and coaching compensation plans for BOD consideration; develop and issue Coaching Agreements; and renew Annual D&O Insurance.
The Treasurer is the primary custodian of the LSST bank account and all LSST related financial transactions, unless otherwise determined by the BOD. One additional LSST BOD member will be designated as the account’s Co-Owner in the event the Treasurer is not available to conduct required account activity approved by the BOD. The Treasurer shall maintain Bank Account Records and reconcile them monthly; collect, process and record Registration Payments, Accounts Payable Invoices, and Bank Deposits; ensure prompt payment and execution of payment to vendors, RSL (including Insurance and Registration Fees), and coaches and LSCA according to the payment schedule. The Treasurer will maintain, tally and reconcile the Concessions Cash Box at the end of every sale.
The Treasurer shall maintain all required tax records and ensure reports are submitted to appropriate government agencies in a timely manner. Tax-related responsibilities include: Annual filing of the IRS 990 Form, State Corporate Registration Annual Bases and submission of IRS 1096 Form; distribution and maintenance of Annual Conflict of Interest Statements; Preparation of W9 forms for all coaches; and issuance of 1099's forms in accordance with current law. Additional year-end close-out tasks include issuance of sponsorship and donation letters.
The BOD may delegate any and all duties of the Treasurer. The outgoing Treasurer shall account to the incoming Treasurer for all financial books, records, and accounts within 60 days of the election of the new Treasurer. The BOD shall provide periodic financial summaries of the Treasurer’s report to the LSCA BOD when deemed appropriate or upon special request. The Treasurer shall maintain a detailed LSST Treasurer’s Turnover Binder consisting of the reports mentioned above and any additional information as deemed appropriate by the Treasurer and or BOD in order to maintain integrity of the position over time.
Secretary. The Secretary shall make and keep minutes of all meetings of the BOD and the general membership using an approved standardized format and the following process. A draft of the minutes shall be distributed to the LSST BOD within one week of the meeting. The BOD shall review these minutes in advance of the next meeting. During the ensuing meeting, the previous meetings minutes will be adjusted as required and approved by majority vote. The approved minutes will then be distributed to the LSST BOD within one week of approval and posted on the Website so as to be available for review by the general membership. The Secretary shall distribute approved copies of all meeting minutes to all appropriate members, by email or otherwise. The Secretary shall also maintain a list of all participating LSST members with name, address, telephone number, email address (if any), and names and ages of swimmers. The Secretary shall maintain a comprehensive record of all documentation generated by the BOD or used by the BOD. The Secretary shall maintain a detailed LSST Secretary Turnover Binder in order to maintain integrity of the position over time. The Secretary shall perform other duties as delegated by the BOD or the President.
Rappahannock Swim League (RSL) Representative. The RSL Representative shall be the official representative of LSST to the RSL and shall have voting authority of the LSST at meetings of the RSL. The RSL Representative shall be responsible for 1) attending all RSL meetings, 2) participating in committees, and 3) advising the LSST BOD as to the agenda items discussed, any votes taken, and the LSST position on said items. The RSL Representative will coordinate with RSL Board Members and Committees to resolve inquiries and coordinate actions pertinent to LSST functions and operations. The RSL Representative shall bear in mind that certain issues should be determined by the BOD and seek tabling of any vote by the RSL when it appears circumstances so warrant. The RSL Rep shall maintain a detailed LSST RSL Rep Turnover Binder in order to maintain integrity of the position over time. The RSL Representative shall be present at swim meets to liaison with other RSL reps, and perform other duties as delegated by the BOD or the President.
Equipment Manager. The Equipment Manager shall coordinate identification and purchase of all equipment required to function as a swim team. The Equipment Manager shall maintain a binder with a current inventory of all swim team equipment, the equipment inspection and maintenance plan, and the schematic and instructions for setting up the pool for home meets. The Equipment Manager also chairs the Meets and Equipment committee.
Volunteer Coordinator. The Volunteer Coordinator shall actively recruit volunteers to fill positions needed to ensure the LSST functions smoothly. The Volunteer Coordinator shall actively recruit volunteers to fill positions needed to ensure the LSST activities (swim meets, tryouts, parties, etc.) function smoothly. The Volunteer Coordinator creates volunteer requirements for each activity, advertises jobs to the team, communicates directly with members as necessary, signs in and coordinates volunteers at activities, tracks job completion, and maintains records as necessary. The Volunteer Coordinator may also perform other duties as delegated by the BOD or the President. The Volunteer Coordinator shall maintain a detailed LSST Volunteer Coordinator Turnover Binder in order to maintain integrity of the position over time.
Committee Chairs. Committees will be established by and under the direction of the Executive BOD. The eBOD may establish other committees as it deems necessary for the conduct and management of LSST. The eBOD will determine the committee chairperson of all committees.
Meets and Equipment Committee. This committee, chaired by the Equipment Manager, obtains and maintains all necessary equipment required to conduct swim practices, home, and away swim meets. It shall also be responsible for setting up the pool for home swim meets and restoring the pool for use by the pool members after swim meets.
Concessions Committee. This committee shall be responsible for the operation of concessions at home swim meets and the operation of any regular concession established at the Leeland Station pool. The committee shall, with prior approval from the BOD, purchase food and equipment necessary for operation of the concession. The Concessions Committee shall sell items in a manner designed to improve the financial stability and overall operation of the LSST.
Social Committee. This committee shall organize social functions to enhance the morale and community spirit of the LSST. It shall also be responsible for organizing an annual end-of-season awards banquet. The committee shall, after approval by the BOD and in coordination with the head coach, purchase awards for the banquet.
Sponsorship Committee.This committee shall be responsible for developing an annual sponsorship plan, and actively recruiting sponsors for LSST.