ELITE SWIM CLUB
PARENT ORGANIZATION BYLAWS
ARTICLE I
ORGANIZATION OF THE ELITE SWIM CLUB PARENT ORGANIZATION
Section 1.
Name.
The name of this Organization shall be the Elite Swim Club Parent Organization hereinafter referred to as the �ESCPO�.
Section 2.
Mission.
The purpose of the ESCPO is to provide support services and financial assistance to facilitate the competitive swim program goals delineated in the club�s philosophy and mission statement and to promote sportsmanship and team spirit amongst our athletes.
Section 3.
Constitution.
The ESCPO serves at the pleasure of the owner(s) and members of the Elite Swim Club and can be restructured or dissolved at the discretion of the same.
Section 4.
Organization.
The organization of the ESCPO shall consist of: (a) an executive board (the �Executive Board�); and (b) standing committees (the �Standing Committees�) each as set forth in Articles II, and III respectively.
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Section 1.
Executive Board.
The Executive Committee shall consist of: (a) a President; (b) a Vice-President; (c) a Treasurer, (d) Fund Raising Chair, (e) Meet Operations Chair, (f) Publicity Chair, (g) Secretary and (h) Head Coach of the Elite Swim Club or his designee as a non-voting member.
Section 1.1.
The role of the Executive Board shall be as follows:
- To develop and implement policies and procedures regarding the overall fiscal and operational management of the ESCPO.
- To develop and implement strategy for the social, athletic and leadership development of the Elite Swim Club members in conjunction with the goals of the Coaching staff.
- To appoint members of the Standing Committees as set forth in Article III and create ad hoc committees as needs and circumstances dictate.
- To call meetings of the Standing Committees and the general membership of the ESCPO as set forth in Section Articles II and IV respectively.
- Prior to each competitive season the Executive Board shall prepare a budget for the coming season.� The budget shall cover all anticipated expenses as including equipment purchases, swimmers gifts and team celebrations, etc.� The income should include the revenue from all ESCPO dues, fundraisers and donations.� The completed budget will be presented to ESCPO members for information.� Changes in the budget due to revenue shortfall or unanticipated expenses will be reviewed and approved by the executive committee and made available to ESCPO members.
- The President shall have the power to act for the ESCPO in matters requiring immediate action in the intervals between meetings, and shall report such action at the next Executive Board meeting.� The Executive Board shall have the sole responsibility for administering to matters affecting the ESCPO guidelines.
- Any proposed action to be taken by the Executive Board shall be ratified by a simple majority of the members of the Executive Board.�
Section 1.2
- The President shall create the agenda for all meetings of the ESCPO and preside over all meetings.� The president shall also serve as chairperson of the Executive Board and preside over all Executive Board meetings.
- The Vice-President serves in the absence of the president and shall be responsible to maintain contact with all Board officers on issues that require majority votes. The Vice-President shall also serve as the chair of the Training Group Committee.
- The Treasurer shall handle the fiscal management of the ESCPO.� This includes bank deposits, fund disbursements, keeping the books, preparing reports and other fiscal duties as outlined in Article VII. The Treasurer must produce monthly financial statements for the executive committee.� The treasurer is also responsible for the coordination and satisfaction of reporting obligations relating to maintenance of the ESCPO non-profit status.
- Fund Raising Chair shall be responsible for the coordination and execution of various events to support the fund raising goals of the ESCPO.� The chair will work actively with the coaching staff to coordinate scheduling of such events.
- Meet Operations Chair shall be responsible for encouraging parent volunteerism and the coordination of proper staffing for intraclub and invitational meets.� The chair will also focus on generating interest and involvement from parents in becoming certified officials, and setting up timers training, as required.
- Publicity Chair shall be responsible for raising public/community awareness of the Elite Swim Club, the athletic achievement of its members and the positive effect that organized athletics provides in the development of its members and the community in general.� This Committee shall additionally endeavor to obtain corporate / local business sponsorship for Elite Swim Club events.
- Secretary shall coordinate all correspondence for the ESCPO, and take minutes for all ESCPO and Executive Board meetings
Section 1.3
Elections and Vacancies.
Election to the Executive Board shall be by nomination and election of the general membership of the ESCPO.� The executive committee as well as the Head Coach will serve to publicize vacancies as well as to identify possible candidates.� Election to the Executive Board shall be ratified by a simple majority of those members present at the applicable General Meeting of the ESCPO as set forth in Article V.� Such person appointed by a simple majority, the remaining members of the Executive Board and the Standing Committees should fill any vacancy that occurs during the term of any member of the Executive Board.
Section 1.4.
Term.
The term for each member of the Executive Board shall be for a period of one year; except for the Head Coach or his designee whose term on the Executive Board shall run concurrently with his / her tenure as Head Coach.
THE STANDING COMMITTEES
Section 1.
A.� Special Events /Hospitality
Committee.
����������� -The role of the Special Events/Hospitality Committee shall be to provide for the social development, team esprit and recognition of athletic achievement of the members of the Elite Swim Club.� The committee will also provide support needed for each of the open invitational meets that Elite Swim Club hosts during the season.�
B.� Public Affairs / Corporate Sponsorship Committee.
����������� - The role of the Public Affairs / Corporate Sponsorship Committee is to assist the Publicity Chair to raise public awareness of the Elite Swim Club. This Committee shall be responsible for the regular submission of articles and photographs of Elite swimmers/activities to local publications.
C.� Meet Operations Committee.
����������� -The Meet Operations Committee will work with the Meet Operations Chair to coordinate and staff certified USA Officials and timers for each applicable meet and such other championship and open meets for which the Team has such staffing obligations.� The Meet Operations Committee shall work closely with the Special Events/Hospitality Committee on all Elite hosted meets during the season.
D.� Fund Raising Committee.
����������� - The Fund Raising Committee shall assist the Fund Raising Chair in co-coordinating and executing fund raising activates on behalf of the ESCPO.� The Fund Raising Committee shall coordinate its activities with The Public Affairs / Sponsorship Committee of the ESCPO committee as applicable.
E.� Training Group Committee.
����������� - The Training Group Committee shall be represented by a
parent from each of the 7 training groups of the Elite Swim Club.� The committee shall serve as the liaison
between the ESCPO membership at large to the Executive Board.� Key focus should be to improve
communications, and to ensure that concerns from the membership are addressed
appropriately and in a timely fashion.
Section 1.1
Membership to the Standing Committees.
Membership to the Standing Committees shall be by appointment of the Committee Chairperson of each respective Standing Committee.
Section 1.2.
Term.
The term for each member of a Standing Committee shall be for a one-year period, renewable for successive one-year periods at the option of the respective Committee Chairperson.
Section 1.3
Sub-Committees.
The Executive Board may form sub-committees for each Standing Committee as necessary to the functioning of each Standing Committee.
ARTICLE V
GENERAL MEETINGS
Section 1.
Annual Meetings.
The Executive Board shall, at least once during the calendar year, convene meetings of the general membership of the ESCPO which shall be referred to as the General Meetings. The General Meeting must be convened prior to April 1 but not sooner than January 1 of each calendar year.� The Executive Board, at its discretion, may during the calendar year call other meetings of the general membership of the ESCPO.
Section 1.1.
Meeting Agenda �First Mandatory General
Meeting
����������� -The agenda of the First General Meeting must include the following:
(i)�� ����� A report by the Treasurer of the state of ESCPO finances.
(ii) Approval of the ESCPO budget for the coming season.
(iii) The election of members of the Executive Board, as applicable, and the appointment of members of the Standing Committees.
Section 1.
Membership.
Each parent or guardian of a child who is a member of Elite Swim Club shall be required to be a member of the ESCPO.
Dues.
ESCPO Members will be assessed annual dues covering the calendar year based upon the number of children participating on the Team.� Annual dues shall be determined and assessed by the Executive Board at the beginning of the winter season, and shall be payable by the end of December.
Exceptions.
For those members joining Elite in the spring season, the ESCPO dues shall be payable by the end of May.� The Executive Committee shall have the authority to, from time to time, assess charges to cover the cost of returned checks.
Section 1.
Banking Accounts.
The ESCPO may open a banking account.� All expenditures must be based on the approved budget.� All checks must have two signatures, both from ESCPO Executive Board Members.� Deposits must be made within a commercially reasonable time period from the receipt of such funds.
Section 1.1.
By-Law Modifications.
Any changes to the by-laws will require unanimous approval of the executive committee.
Section 1.2.
Dissolution.
Should the ESCPO be dissolved, all material possessions of the organization shall revert to the Elite Swim Club.