Aiken-Augusta

Swim League

Georgia Swimming
Level 1

 

BYLAWS AND CONSTITUTION

 

(As amended from the original Constitution and Bylaws of the Organization)

 

Article I – Name

The name of this organization shall be the Aiken-Augusta Swim League (ASL).

Article II – Objectives and Policies

Section 1: Objectives

The objectives of ASL are to promote and encourage the growth and development of swimming by providing appropriate instruction and facilities.

            Section 2: Policies

The policies of ASL shall be in harmony with the policies of USA Swimming (USAS) and the Georgia Local Swimming Committee (GA LSC).

Article III – Membership

Swimmers and the parents or guardian of swimmers who comply with the requirements of the Program Director/Coaches and the Board of Directors shall be admitted to membership.

Section 1: Eligibility

The swimmer shall be available to attend a reasonable number of practices, a reasonable number of USAS sanctioned meets, be eligible for USAS membership and complete this registration in a timely fashion, be eligible for GA LSC membership, and make timely payment of all club fees and dues.

Section 2:  Suspension and Removal

A member may be suspended or removed from the team only when at least 2/3 of the Board of Directors vote in agreement with such suspension or removal. If the Program Director feels that a member should be suspended or removed he/she should submit the reasons for suspension or removal to the President in writing. The President will bring this document to the Board of Directors for consideration and action.

Except in the cases of non-payment of dues or other financial obligations, an opportunity for a hearing before the Board of Directors shall be given. This hearing shall be at the meeting that the Board of Directors shall consider the suspension or removal, which may be a called meeting for urgent or egregious matters. 

Article IV – Club Dues and Entry Fees

The club fees and dues shall be set by the Board of Directors and ratified by membership at the annual meeting as part of the annual budget approval process.

Section 1: Club Dues

  • Payment:

Upon acceptance of a registration, the registration fee and the first month’s dues must be paid.Monthly fees are due on the first of each month. Complete details of registration fees, payments, discounts, withdrawal procedures, reactivation procedures, and college athlete summer participation shall be described in the ASL Billing Policy included in the online registration packet at the time of registration. The ASL Billing Policy will be updated annually by the Board of Directors and posted on the website once approved. Anyone not paying all financial obligations within 45 days of billing is subject to suspension from membership after notification by the Board of Directors. Additional late fees and fines may be stipulated in the ASL Billing Policy.

  • Refunds:

Refunds of dues, regardless of whether they are paid monthly or in an annual lump-sum, will not be made to members withdrawing or being removed from membership during the year. Members paying dues on a monthly basis may avoid future dues assessments by notifying the Program Director and Team Administrator in writing of their desire to withdraw from ASL before the monthly deadline stipulated in the ASL Billing Policy. Any exceptions to this will be handled on an individual basis by the Board of Directors based upon a written request submitted to the Board of Directors.

Section 2: Meet Fees:

Each parent/guardian is responsible for payment of their swimmer’s fees for all meets.  Swimmers accounts will be billed for meet fees as specified in the ASL Billing Policy. 

Article V- Board of Directors

The Board of Directors shall consist of seven voting officers, the Program Director, the immediate past president, and/or the president-elect. The Program Director, immediate past president, and/or the president-elect (if applicable) are non-voting, ex-officio members of the Board of Directors and may be present at all Board of Directors meetings.

The Board of Directors shall act as the governing body, controlling policies and expenditures of ASL. Members of the Board of Directors shall determine the method operating the organization according to these bylaws.

Section 1: Officers:

The officers shall consist of the President, Vice-President Aiken, Vice-President Augusta, Secretary, Treasurer, Swim Meet Director/Officials Chairperson, and Membership/Fundraising Chairperson.

Section 2: Nominations:

The outgoing officers shall present a list of at least one candidate for each office to be filled. Nominations may be made from the floor at the annual meeting. Only one member of an immediate family may be nominated to office. No officer shall serve more than two consecutive terms in the same office.

Section 3: Elections:

The officers shall be elected to a two-year term by a vote of the general membership at the annual meeting of ASL to be held each summer or at such time as shall be determined by the Board of Directors. Upon election, the officers shall assume their duties on September 1st for a term of two years or until their successors are elected. Each immediate family of the general membership shall have one electoral vote.

Section 4: Duties:

President:

  • The President will work with the Board of Directors and the Program Director to ensure the smooth operation of the team in accordance to the club bylaws and all club, GA LSC, and USAS policies.
  • The President will preside at all meetings of ASL.
  • The President will serve as the delegate for ASL to the GA LSC.
  • The President will communicate with and evaluate the Program Director.

Vice-Presidents:

  • There will be two Vice-Presidents - One Vice-President will have primary responsibility for representing the Aiken site, one Vice-President will have primary responsibility for representing the Augusta site.
  • The Vice-Presidents’ duties include, but are not limited to, being the primary contact for the members who participate at their site, representing the interests of and reporting on issues affecting their site at monthly Board meetings, and being responsible for publicity for their site.

Secretary:

  • The Secretary will inform the Board of Directors as to the time and place of all meetings at least one week in advance.
  • The Secretary will notify the general membership as to the time and place of all meetings at least one week in advance.
  • The Secretary will keep minutes of all meetings of ASL.
  • The Secretary will handle all correspondences for ASL.
  • The Secretary will keep all records for ASL. This includes but is not limited to the bylaws and the history of the team.
  • The Secretary will complete and submit all records/communications required by USAS or GA LSC for purposes of Club Recognition or per governing body request/policy.

Treasurer:

  • The Treasurer will keep a written record of all receipts and expenditures.
  • The Treasurer will maintain team financial records including profit and loss (P&L) statements, swimmer counts, delinquent accounts, and bank statements (checking and savings).
  • The Treasurer will review P&L statements monthly - dues revenue, meet revenue/expenses, payroll, pool rent, etc. - and adjust for errors or inconsistencies.
  • The Treasurer will monitor revenue and expense categories to ensure all are within budget.
  • The Treasurer will prepare Treasurer’s Board Report for Board meeting (financials, swimmer counts, delinquent accounts, bank accounts).
  • The Treasurer will approve expenses and sign checks.
  • The Treasurer will assist in the creation of the ASL team budget in August of each year.
  • The Treasurer will submit a written financial report to the general membership annually or at the direction of the Board of Directors.

Swim Meet Director/Officials Chairperson:

  • The Swim Meet Director/Officials Chairperson will coordinate the following activities associated with hosting a successful swim meet:
  • Obtain meet sanction from the LSC
  • Provide the LSC with all meet information and final results
  • Prepare invitations for all ASL swim meets
  • Receive entries and coordinate preparation of the Heat Sheet
  • Coordinate electronic timing rental
  • Provide updates regarding upcoming meets at each Board meeting
  • Provide financial report of each swim meet to the Board of Directors
  • Maintain final results of all ASL meets for three years
  • The Swim Meet Director/Officials Chairperson will serve as a delegate of ASL to the GA LSC.
  • The Swim Meet Director/Officials Chairperson will work to recruit and maintain an adequate number of officials, starters, referees, and administrative referees to successfully run all ASL hosted swim meets. If sufficient numbers of officials are not available in any of these positions to run a meet successfully, they will solicit help from visiting teams or hired individuals.
  • The Swim Meet Director/Officials Chairperson will maintain a list of all certified officials on ASL and ensure they stay current with their registration and training requirements.

Membership/Fundraising Chairperson:

  • The Membership/Fundraising Chairperson will coordinate all things that affect the membership, but do not have to do with hosting meets.  This includes but is not limited to, Swim-a-Thon, Longevity awards, ASL gear, parties and banquets, and communication to the membership.
  • The Membership/Fundraising Chairperson will plan, organize, promote, implement and evaluate activities and duties that are part of any Board of Directors approved ASL fundraiser.
  • The Membership/Fundraising Chairperson will plan, organize and implement other methods of fundraising.  These methods include, but are not limited to, business sponsorship, advertising and individual donations.
  • The Membership/Fundraising Chairperson will promote ASL and increase visibility in the community.  This includes, but is not limited to, communicating with local media and businesses about ASL events, milestones and achievements.

Article VI – Meetings of ASL

All meetings are open to the general membership of ASL. The proceedings of all ASL meetings shall follow Robert’s Rules of Order unless otherwise directed by these bylaws. The annual meeting of ASL will be held in the summer of each year. In addition to the annual meeting, a general membership meeting may be held in September/October at the beginning of the swim year, at any time called by the Board of Directors to discuss major issues affecting the entirety of the team. The general membership will be notified as to the time and place, at least one week in advance of all meetings. Each family of the general membership, regardless of the number of swimmers will have one vote. A two-thirds vote of those voting members present is required to carry action on any pending matter.

Article VII – Fiscal Policy

The fiscal year shall be from September 1st until August 31st. The President and Treasurer will submit a budget proposal to the general membership at the annual meeting. The Board of Directors, as directed by the President, may make non-budgeted expenditures (i.e. expenditures without a line item on the expenses side of the budget) not to exceed $1500.00 quarterly without prior approval of the general membership. All such expenditures will be included in the Treasurer’s report. An audit of the books may be requested at the discretion of the Board of Directors. 

Article VIII – Delegates to the LSC

The delegates to the LSC shall be the President, the Swim Meet Director/Officials Chairperson, the Program Director, and the Senior Swimmer Representative designated by the Program Director. If necessary, substitutes will be determined by the President. Additional delegates may be appointed by the President when ASL membership justifies additional votes. 

Article IX – Amendments

The bylaws of ASL may be amended by 2/3 vote of those present at any general membership meeting, if said proposed amendment has been distributed to the general membership one week in advance of the meeting. Each family of the general membership, regardless of the number of swimmers will have one vote. 

Article X – Distribution Excess Revenue – (removed pursuant to 9-14-09 Board meeting and vote)

Article XI – Dissolution

Dissolution of ASL may only occur after the recommendation of the Board of Directors and requires a 2/3 vote of those present at a general membership meeting called to discuss this recommendation. Any funds remaining within the ASL accounts at the time of ASL dissolution shall be donated to the Medical College of Georgia Foundation, Inc. to the benefit of the Children’s Hospital of Georgia.

 

Revised and Approved: 8/2022