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Article: 604 House of Delegates

MEMBERS - The House of Delegates of CCSI shall consist of the Group Member Representatives, the Athlete Representatives, the Coach Representative, the Board Members designated in Section 605.1, and the At-Large House Members.

  1. GROUP MEMBER REPRESENTATIVES - Each Group Member in good standing shall appoint from its membership a Group Member Representative and one or more alternates to the House of Delegates. The appointment shall be in writing, addressed to the Secretary of CCSI and duly certified by the chief executive officer or secretary of the appointing Group Member. The appointing Group Member may withdraw its Group Member Representative or one or more of its alternates and substitute a new Group Member Representative or new alternates by written notice, addressed to the Secretary of CCSI and signed by the chief executive officer or secretary of the appointing Group Member.

  2. AT-LARGE HOUSE MEMBERS - Up to ten (10) at-large members of the House of Delegates may be appointed by the General Chairman with the advice and consent of the Board of Directors. The At-Large House Members shall hold office from the date of appointment through the conclusion of the annual meeting of the House of Delegates following such appointment.

  3. ATHLETE REPRESENTATIVES - Two (2) Athlete Representatives shall be elected, one each year for a two-year term, or until their respective successors are elected. At the time of election, the Athlete Representative must (a) be an Athlete Member in good standing; (b) be at least fifteen (15) years of age or at least a sophomore in high school; (c) be currently competing, or have competed during the three (3) immediately preceding years, in the program of swimming conducted by CCSI or another LSC; and (d) reside in the Territory and expect to reside therein throughout at least the first half of the term. The election of the Athlete Representative shall be conducted annually during CCSI's long course swimming championship, or other regularly scheduled meet designated by the Board of Directors. The balloting shall take place at a meeting called for that purpose by the Senior Athlete Representative, or failing that, at a time and in a manner designated by the Board of Directors. The Athlete Representative elected shall be determined by a majority of the delegate swimmers present. Each Group Member is to select one (1) delegate swimmer from its membership. Prior to the election, the current Group Member Athlete Representatives shall be asked to nominate one or more Athlete Members for consideration.

  4. COACH REPRESENTATIVE - One Coach Representative shall be elected, in even numbered years for a two-year term, or until a successor is elected. The election of the Coach Representative shall be conducted during CCSI's long course swimming championship, at a meeting timely called by the Coach Representative or the Board of Directors, and determined by a majority of the Coach Members in good standing, present and voting or, failing that, at a time and place and in a manner designated by the Board of Directors.

ELIGIBILITY - Only Individual Members in good standing shall be eligible to be elected or appointed members of, to be heard at or to vote at the House of Delegates in any capacity. Members of the House of Delegates must maintain their status as Individual Members in good standing throughout their terms of office.

VOICE AND VOTING RIGHTS OF MEMBERS - The voice and voting rights of members of the House of Delegates and of Individual Members shall be as follows:

  1. GROUP MEMBER REPRESENTATIVES, BOARD MEMBERS, THE ATHLETE REPRESENTATIVES, THE COACH REPRESENTATIVE AND AT-LARGE HOUSE MEMBERS - Each of the Group Member Representatives, the Board Members, the Athlete Representatives, the Coach Representative and the At-Large House Members shall have both voice and one vote each in meetings of the House of Delegates.

  2. INDIVIDUAL MEMBERS - Individual Members, unless entitled to vote under another provision of these Bylaws, shall have voice but no vote in meetings of the House of Delegates.

DUTIES AND POWERS - The House of Delegates shall oversee the management of the affairs of CCSI and the establishment of policies, procedures and programs. In addition to the duties and powers prescribed in the USS Code or elsewhere in these Bylaws, the House of Delegates shall:

  1. Elect the officers, regular and alternate members of the Board of Review and the committee chairmen and coordinators listed in Section 606.1 in accordance with Sections 606.2 through 606.6;

  2. Elect alternates to the USS House of Delegates in accordance with section 502.2 of the USS Code (see also Section 606.17.13.B);

  3. Nominate and elect the members of the Nominating Committee. The House of Delegates shall nominate a slate of candidates for the Nominating Committee to be elected at the next House of Delegates meeting following the general elections;

  4. Review, modify and adopt the annual budget of CCSI recommended by the Board of Directors;

  5. Call regular and special meetings of the House of Delegates;

  6. Ratify or prospectively modify or rescind policies and programs established by the Board of Directors (any action or authorization by the Board of Directors with respect to contracts or upon which any person may have relied shall not be modified or rescinded);

  7. Establish joint administrative committees, or undertake joint activities with other sports organizations where deemed helpful or necessary by CCSI;

  8. Establish by resolution one or more committees of its members. The committees shall have the powers and duties specified in the resolution which may include delegation of one or more of the powers and duties of the House of Delegates other than the powers to amend these Bylaws or remove Board Members and other elected officers;

  9. Amend the Bylaws of CCSI in accordance with Section 611.3; and

  10. Remove from office any Board Members, members of the Board of Review, or committee chairmen or members or coordinators who have failed to attend to their official duties or member responsibilities or have done so improperly, or who would be subject to penalty by the Board of Review for any of the reasons set forth in Section 610.4.7.C. However, no Board Member, Board of Review member or elected committee chairman or coordinator may be removed except upon not less than thirty (30) days written notice by CCSI specifying the alleged deficiency in the performance of member responsibilities or specific official duties or other reasons. All notices and proceedings under this section shall be prepared, served and processed utilizing the procedures for a formal hearing pursuant to Section 610.6.1 to the extent applicable. Should the Board Member, Board of Review member or elected committee chairman or coordinator contest the alleged deficiency or other reason alleged in the notice, the House of Delegates shall hold a hearing at which the defendant shall have the same rights as if the hearing were to be conducted by the Board of Review pursuant to Article 610.

ANNUAL AND REGULAR MEETINGS - The annual meeting of the House of Delegates of CCSI shall be held not later than November 15th of each year. Regular meetings of the House of Delegates shall be held in accordance with a schedule adopted by the House of Delegates or the Board of Directors.

SPECIAL MEETINGS - Special meetings of the House of Delegates may be called by the Board of Directors or the General Chairman. Should the Board of Directors or the General Chairman fail to call the annual or scheduled regular meetings or should a special meeting be appropriate or helpful, a meeting of the House of Delegates may be called by a petition signed by at least five (5) members of the House of Delegates.

MEETING LOCATION AND TIME - All meetings of the House of Delegates shall take place at a site within the Territory. The House of Delegates or the Board of Directors shall determine the location and time of the annual meeting and all regular meetings of the House of Delegates. The party or parties calling for a special meeting of the House of Delegates pursuant to Section 604.6 shall determine the location and time of said special meeting.

NOMINATING COMMITTEE

  1. MEMBERS OF NOMINATING COMMITTEE; ELECTION - The Nominating Committee shall comprise of the Immediate Past General Chairman and not fewer than four (4) Individual Members elected annually by the House of Delegates (or the Board of Directors if the House of Delegates does not act in a timely fashion) to serve until their successors are elected. A number greater than four (4) total may be designated from time to time by the House of Delegates. Each Nominating Committee member shall be a member of the House of Delegates and no more than two (two-fifths if there are more than five (5) members of the Nominating Committee) shall be Executive Committee members. Section 606.6.3 shall apply to members of the Nominating Committee, but service as the immediate Past General Chairman shall not be counted for that purpose. If any member of the Nominating Committee resigns or otherwise becomes unable to participate in its affairs, the General Chairman, with the advice and consent of the Board of Directors, shall appoint a successor to serve until the next meeting of the House of Delegates.

  2. CHAIRMAN ELECTED BY NOMINATING COMMITTEE - The Chairman of the Nominating Committee shall be elected annually by a majority vote of the members of the Nominating Committee present at a meeting called promptly after the members are elected or appointed.

  3. DUTIES OF NOMINATING COMMITTEE - A slate of candidates for election as the officers, committee chairmen or coordinators specified in Section 606.1 and the regular members of the Board of Review to be elected at the next annual meeting shall be prepared by the Nominating Committee. The Nominating Committee may in its discretion nominate a slate of one person for each position to be filled or may nominate more than one candidate for one or more of the positions.

  4. PUBLICATION OF NOMINATIONS - Nominations by the Nominating Committee shall be published by distributing a slate of candidates together with the positions for which they have been nominated to each member of the House of Delegates and to each Group Member not less than twenty (20) calendar days prior to the election. This notice may be combined with the notice of the meeting pursuant to Section 604.15.1 where convenient. See Section 616.1.5 for the methods which may be used for the distribution.

  5. ADDITIONAL NOMINATIONS - Additional nominations may be made from the floor of the House of Delegates by any member of the House of Delegates eligible to vote.

  6. MEETINGS AND NOTICE - Meetings of the Nominating Committee shall take place at a site within the Territory when called by the Chairman or any three members of the Committee with a minimum of six (6) days notice required. Pertinent provisions of Sections 607.5 through 607.11 and Section 616.1.5 also shall apply to the Nominating Committee's meetings and notices.

  7. QUORUM - A quorum for any meeting of the Nominating Committee shall consist of not fewer than four (4) members. The committee shall act by a majority vote of its members voting in any meeting at which a quorum is present.

MEETINGS OPEN; EXECUTIVE SESSIONS

  1. HOUSE OF DELEGATES - House of Delegates meetings shall be open to all members of CCSI and USS. Issues pertaining to personnel, disciplinary action, legal, tax or similar affairs of CCSI shall be deliberated and decided in a closed executive session which only House of Delegates members may attend. By a majority vote on a motion of a question of privilege, the House of Delegates may decide to go into executive session on any matter deserving of confidential treatment or of personal concern to any member of the House.

  2. HOUSE OF DELEGATES COMMITTEES - All meetings and deliberations of the Nominating Committee shall be conducted in executive (closed) session. Meetings of all other committees established by the House of Delegates shall be open to all members of CCSI and USS unless otherwise provided by the House of Delegates resolution creating the committee or by a vote of the committee as provided by the rules of the Parliamentary Authority.

QUORUM - A quorum of the House of Delegates shall consist of not fewer than five (5).

VOTING - Except as otherwise provided in these Bylaws or the Parliamentary Authority, all motions, orders and other propositions coming before the House of Delegates shall be determined by a majority vote. A motion or order calling for the removal of a member of the Board of Review pursuant to Section 604.4.10, shall be determined by a two-thirds vote after at least thirty (30) days notice. See also Section 611.3 regarding amendment of these Bylaws.

PROXY VOTE - Voting by proxy in any meeting of the House of Delegates shall not be permitted.

MAIL VOTE - Any action which may be taken at any regular or special meeting of the House of Delegates, except elections, removals of Board Members, members of the Board of Review, elected committee chairmen or coordinators and amendments of these Bylaws, may be taken without a meeting. If an action is taken without a meeting, the Secretary, by first class mail, postage prepaid, shall distribute a written ballot to every member of the House of Delegates entitled to vote on the matter. The ballot shall set forth the proposed action, provide an opportunity to specify approval or disapproval, and provide a reasonable time (but in no event less than the period specified in Section 604.15.1) within which to return the ballot to the Secretary. Action by written ballot shall be valid only when the number of votes cast in favor of the proposed action within the time period specified constitutes a majority of the votes entitled to be cast.

ORDER OF BUSINESS - At all meetings of the House of Delegates the following shall be included in the order of business to the extent applicable. The order in which the various subjects are taken up may be varied.

  1. Roll Call

  2. Reading, correction and adoption of minutes of previous meeting

  3. Reports of Officers

  4. Reports of committees and coordinators

  5. Presentation and approval of annual budget

  6. Presentation and approval of the annual audit persuant to Section 0, when applicable

  7. Unfinished (old) business

  8. Elections

  9. New business

  10. Resolutions and orders

  11. Adjournment

NOTICES

  1. TIME - Not less than twenty (20) days written notice shall be given to each member of the House of Delegates and each Group Member for any annual, regular or special meeting of the House of Delegates. See Section 616.1.5 for the various permitted forms of notice.

  2. INFORMATION - The notice of a meeting shall contain the time, date and site. For special meetings of the House of Delegates, the expected purpose (which may be general) of the meeting shall be stated. If an expected purpose is the amendment of the Bylaws, a copy of the proposed amendment shall be included in the notice. Failure to have included in the notice any germane amendments subsequently adopted by the House of Delegates at the noticed meeting shall not be the basis for any claim that the amendments as so adopted are invalid.