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Article: 607 Divisions, Committees and Coordinators

DIVISIONAL ORGANIZATION AND JURISDICTIONS, STANDING COMMITTEES AND COORDINATORS - The six divisions of CCSI shall each be chaired by the General Chairman, the Vice-chairmen, the Treasurer, the Senior Athletes Representative, or the Coaches Representative, whose respective powers, duties, jurisdiction and responsibilities are described in Section 606.7. Under each division chairman there are officers, committees, coordinators and direct responsibilities as follows:

  1. ADMINISTRATIVE DIVISION - Administrative Vice-Chairman

    1. Awards Banquet

    2. Budget/Finance

    3. Bylaws/Legislation/Rules

    4. Club Development/Assistance

    5. Elections

    6. Property/Equipment

    7. LSC Workshop

    8. OVC

    9. Membership/Registration

    10. Records/Top Times

    11. Publicity/Promotion/Marketing

    12. Sanctions

    13. Safety

    14. Scheduling

    15. Technical Planning

    16. Scholarship

    17. Swim Guide/Parent Manual

    18. Volunteer of the Year

    19. Special Events

  2. AGE GROUP DIVISION - Age Group Vice-Chairman

    1. Adaptive Swimming

    2. Age Group Planning/Program Development

    3. Age Group Camps/Clinics

    4. Awards (Age Group)

    5. Time Standards

    6. All Star/Zone Teams

  3. SENIOR DIVISION - Senior Vice-Chairman

    1. Senior Planning/Program Development

    2. Senior Camps/Clinics

    3. Awards (Senior)

    4. Travel Committee

  4. OFFICIALS DIVISION - Officials Chairman

    1. Officials Education/Certification

    2. Officials Scheduling

  5. ATHLETES DIVISION - Senior Athlete Representative

    1. Athlete Representatives

  6. COACHES DIVISION - Coach Representative

    1. Coaches Education/Certification

NON-OFFICER CHAIRMEN AND THEIR COMMITTEES AND/OR COORDINATORS

  1. ELECTED, EX-OFFICIO AND APPOINTED NON-OFFICER CHAIRMEN AND COORDINATORS

    1. Elected Chairmen and Coordinators - As provided in Section 606.2, certain non-officer committee chairmen and coordinators shall be elected by the House of Delegates. Their eligibility, terms of office, etc. shall be as provided in Sections 606.2, 606.3 and 606.6. These elected non-officer committee chairmen and coordinators of CCSI are:

      1. the Membership/Registration Coordinator;

      2. the Officials Chairman;

      3. the Safety Coordinator;

      4. the Technical Planning Coordinator;

      5. the Sanctions Coordinator; and

      6. the Records/Top 16 Coordinator.

    2. Ex-Officio Chairman - Pursuant to Section 607.3, certain other committee chairmen are designated ex-officio by virtue of an office currently held.

    3. Appointed Chairmen and Coordinators - The chairmen of all other standing committees and all other coordinators shall be appointed by the General Chairman with the advice and consent of the Board of Directors and the respective division vice-chairman. The appointed standing committee chairman or coordinator shall assume office upon appointment or the date designated by the General Chairman, and shall serve until sixty (60) days after the next election of a General Chairman or until a successor is appointed and assumes office.

  2. DUTIES AND POWERS OF NON-OFFICER CHAIRMEN AND COORDINATORS

    1. Membership/Registration Coordinator - The Membership/Registration Coordinator shall be responsible for the registration of Group and Individual Members and shall make the reports required by Section 608.6, together with such additional reports as may be required by USS, the Board of Directors or the Administrative Vice-chairman.

    2. Officials Chairman - The Officials Chairman shall chair the Officials Committee which is responsible for recruiting, training, certifying and supervising officials for CCSI. The Officials Chairman shall be a referee certified by CCSI and each member of the Officials Committee shall be a certified official of CCSI.

    3. Safety Coordinator - The Safety Coordinator shall be responsible for coordinating safety enhancement and training opportunities as needed and for the dissemination of USS safety education information to all Group Members, athletes, coaches and officials of CCSI. The Safety Coordinator shall develop safety education programs and policies for CCSI and make recommendations regarding same, and the implementation thereof, to the General Chairman and the Board of Directors. The Safety Coordinator shall make the reports required pursuant to Section 608.7.

    4. Technical Planning Chairman - The Technical Planning Chairman shall chair, and have general charge of the business, affairs and property of the Technical Planning Committee, which is responsible for long-range planning regarding the swimming programs conducted by CCSI, the continuing review and development of the CCSI philosophy and for advising other committees and divisions regarding the implementation of that philosophy in the context of CCSI's swimming programs.

MEMBERS AND EX-OFFICIO MEMBERS OF STANDING COMMITTEES - Except as otherwise provided in these Bylaws or by the Board of Directors, members of each standing committee shall be appointed by the General Chairman with the advice and consent of the respective division vice-chairman and the chairman of the committee. The division vice-chairman shall be an ex officio member (with voice and vote) of each standing committee within the respective division. The ex-officio members and other designated members of certain standing committees shall be as follows:

  1. AUDIT COMMITTEE - The members of the Audit Committee shall be the Administrative Vice-chairman, who shall serve as the chairman of the committee, and two other individuals who are independent of the Finance Division.

  2. BUDGET COMMITTEE - The members of the Budget Committee shall be the General Chairman, who shall serve as the chairman of the committee, the Treasurer, the Administrative Vice-chairman, the Senior Athlete Representative, the Coach Representative, the Age Group Vice-chairman and the Senior Vice-chairman.

  3. OFFICIALS COMMITTEE - The members of the Officials Committee shall be the Officials Chairman, who shall serve as chairman of the committee, and at least two other members each of whom shall be a certified official of CCSI.

    1. Technical Planning Committee - The members of the Technical Planning Committee shall be the Technical Planning Committee Chairman, who shall serve as chairman of the committee, an Athlete Member and at least four (4) or more additional members of whom at least fifty percent (50%) shall be Coach Members. The Athlete Member and the additional members shall be appointed by the General Chairman with the advice and consent of the Board of Directors.

DUTIES AND POWERS OF STANDING COMMITTEES AND/OR COORDINATORS

  1. AUDIT COMMITTEE - The Audit Committee is authorized, and it shall be its duty, to conduct the annual audit of the books of CCSI pursuant to Section 608.5 and present the results to the Board of Directors and the House of Delegates.

  2. BUDGET COMMITTEE - The Budget Committee is authorized and obligated to consult with the officers, committee chairmen and coordinators and prepare and present a proposed budget for consideration and approval by the Board of Directors and the House of Delegates. The officers, committee chairmen and coordinators shall provide promptly such financial information (current and projected) and budget proposals as the Budget Committee may request. The proposed budget may contain alternatives.

  3. MEMBERSHIP/REGISTRATION COORDINATOR - The Membership/Registration Coordinator is authorized and obligated to conduct the registration of Group and Individual Members and supervise the transmission of registration information to USS and assist in the preparation of the reports required by Section 608.6, together with such additional reports as may be requested by USS, the Board of Directors, and the Administrative Vice-chairman.

  4. OFFICIALS COMMITTEE - The Officials Committee is authorized and obligated to recruit, train, test, certify, evaluate, retest, re-certify and supervise officials for CCSI and such other activities as may be necessary or helpful in maintaining a roster of qualified, well-trained and experienced officials of the highest caliber.

  5. SAFETY COORDINATOR - The Safety Coordinator shall be responsible for coordinating safety enhancement and training opportunities as needed and for the dissemination of USS safety education information to all Group Members, athletes, coaches and officials of CCSI. The Safety Coordinator shall develop safety education programs and policies for CCSI and make recommendations regarding those programs and policies and their implementation to the applicable division Vice-chairmen and the Board of Directors. When approved by the Board of Directors, the Safety Coordinator shall be responsible for the coordination of their implementation by the Club Members. The Safety Coordinator shall prepare and transmit the reports required pursuant to Section 608.7.

  6. TECHNICAL PLANNING COMMITTEE - The Technical Planning Committee shall be responsible for long-range planning for the swimming programs conducted by CCSI.

DUTIES AND POWERS OF CHAIRMEN AND/OR COORDINATORS GENERALLY - The duties and powers of the General Chairman, the division vice-chairmen, committees or subcommittees (in addition to those provided elsewhere in these Bylaws) and, when applicable, coordinators shall be as follows:

  1. Preside at all meetings of the respective division, committee or subcommittee;

  2. See that all duties and responsibilities of the coordinator or the respective division, committee or sub committee in his charge are properly and promptly carried out;

  3. Appoint such committees or sub committees as may be necessary to fulfill the duties and responsibilities of the coordinator or division or committee, respectively;

  4. Communicate with the respective division, coordinator, committee or subcommittee members to keep them fully informed;

  5. Keep the General Chairman, the respective division vice-chairman or committee chairman and the Secretary informed of the respective coordinator, division, committee or subcommittee actions and recommendations;

  6. Appoint a member as secretary of the division, committee or subcommittee charged with taking minutes of each meeting and forward reports or minutes of all meetings to the Secretary;

  7. Refer to the Board of Directors any recommendation for action which would establish or change policies or programs for CCSI, except as otherwise provided in these Bylaws or by the Board of Directors; and

  8. Perform the other specific duties as may be delegated by the General Chairman, the respective division vice-chairman or committee chairman, the Board of Directors or the House of Delegates.

REGULAR AND SPECIAL MEETINGS - Regular and special meetings of divisions, committees or sub-committees of CCSI shall be held as determined by the respective Vice-chairmen or committee or sub-committee chairman. In addition, meetings may be called where applicable by the division vice-chairman, committee chairman or coordinator pursuant to whose authority a committee or sub-committee was established.

MEETINGS OPEN; EXECUTIVE (CLOSED) SESSIONS - Meetings of divisions, committees and sub-committees shall be open to all members of CCSI and USS. Matters relating to personnel, disciplinary action, legal, taxation and similar affairs shall be deliberated and decided in a closed executive session which only the respective members are entitled to attend. By a majority vote on a motion of a question of privilege a division, committee or sub-committee may decide to go into executive session on any matter deserving of confidential treatment or of personal concern to any member of the division, committee or sub-committee.

VOICE AND VOTING RIGHTS OF DIVISION, COMMITTEE AND SUB-COMMITTEE MEMBERS - The voice and voting rights of Board Members and Individual Members shall be as follows:

  1. MEMBERS - Each division, committee and sub-committee member shall have both voice and vote in the respective meetings.

  2. NON-VOTING COMMITTEE OR SUB-COMMITTEE MEMBERS - Unless entitled to vote under another provision of these Bylaws, the General Chairman shall have voice but no vote in meetings of divisions, committees and sub-committees.

  3. INDIVIDUAL MEMBERS - Individual Members who are not members of the division, committee or sub-committee may attend open meetings of the division, committee or sub-committee and be heard in the discretion of the presiding officer. Unless entitled to vote under another provision of these Bylaws, Individual Members shall have no vote in those meetings.

ACTION BY WRITTEN CONSENT - Any action required or permitted to be taken at any meeting of a division, committee or sub-committee may be taken without a meeting if all the division, committee or sub-committee members entitled to vote consent to the action in writing and the written consents are filed with the records of the meetings. These consents shall be treated for all purposes as a vote taken at a meeting.

PARTICIPATION THROUGH COMMINCATIONS EQUIPMENT - Members of any division, committee or sub-committee may participate in a meeting of the division, committee or sub-committee through conference telephone or similar equipment by means of which all persons participating in the meeting can hear each other at the same time. Participation by such means shall constitute presence in person at a meeting.

QUORUM - Except as otherwise provided in these Bylaws or in the resolution or other action establishing a committee or subcommittee, a quorum of any committee or subcommittee shall consist of those members present of the committee or subcommittee.

VOTING - Except as otherwise provided in these Bylaws or the Parliamentary Authority, all motions, orders and other propositions coming before a division, committee or subcommittee shall be determined by a majority vote.

PROXY VOTE - Voting by proxy in any meeting of a division, committee or sub-committee of CCSI shall not be permitted.

NOTICES

  1. TIME - Except as otherwise provided in these Bylaws or the resolution or other action establishing a committee or sub-committee, not less than forty-eight (48) hours notice in the case of notice given by telephone, and eight (8) days notice in all other cases, shall be given for any meeting of a division, committee or sub-committee of CCSI. Separate notices need not be given for regular meetings that are scheduled well in advance. (See Section 0 for the various forms of notice.)

  2. INFORMATION - The notice of a meeting shall contain the time, date and site.

ORDER OF BUSINESS - At all meetings conducted under the authority of this Article, the following shall be included in the order of business to the extent applicable; the order in which subjects are taken up may be varied:

  1. Roll Call

  2. Reading, correction and adoption of minutes

  3. Reports of coordinators, committees and subcommittees

  4. Unfinished (old) business

  5. New business

  6. Resolutions and orders

  7. Adjournment

RESIGNATIONS - Any committee or subcommittee chairman or member or coordinator may resign by orally advising the General Chairman or by submitting a written resignation to the Board of Directors specifying an effective date of the resignation. If such date is not specified, the resignation shall take effect upon the appointment of a successor.

VACANCIES - The determination of when the position of an appointed committee or subcommittee chairman, committee member or a coordinator becomes vacant or the person becomes incapacitated, if not made by the person, shall be within the discretion of the Board of Directors. (See Section 606.9 for provisions applicable to elected committee chairmen and coordinators.) In the event of a vacancy or permanent incapacity the General Chairman, with the advice and consent of the Board of Directors and the respective division vice-chairman, shall appoint a successor to serve until the conclusion of the incumbent's term. A temporary incapacity may be left unfilled at the discretion of the General Chairman or an appointment may be made for the duration of the temporary incapacity.

DELEGATION - With the consent of the Board of Directors or the respective division Vice-chairman, a committee or subcommittee chairman or a coordinator may delegate a portion of their powers or duties to another officer of CCSI, or to another committee, subcommittee or coordinator. Notwithstanding any delegation, the ultimate responsibility for the delegated duties and obligations shall remain with the delegator.

APPLICATION TO EXECUTIVE AND NOMINATING COMMITTEES AND BOARD OF REVIEW - Sections 607.5 through 607.16 shall apply to the Executive Committee, the Nominating Committee and any other committee of the Board of Directors or the House of Delegates, unless otherwise provided in these Bylaws, in the resolution creating the committee. These provisions shall also apply to Board of Review meetings, but shall not apply to its hearings or deliberations.