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Article: 606 Officers

ELECTED OFFICERS AND COMMITTEE CHAIRMEN - The officers, committee chairmen and coordinators who shall be elected by the House of Delegates are:

  1. General Chairman
  2. Administrative Vice-chairman
  3. Senior Vice-chairman
  4. Age Group Vice-chairman
  5. Secretary
  6. Treasurer
  7. Officials Committee Chairman
  8. Technical Planning Chairman
  9. Sanctions Coordinator
  10. Safety Coordinator
  11. Membership/Registration Coordinator
  12. Records/Top Times Coordinator

ELECTIONS - The House of Delegates, at its annual meeting, shall elect the Administrative Vice Chairman, the Senior Vice Chairman, the Age Group Vice Chairman, the Membership/Registration Coordinator and the Sanctions Coordinator in even-numbered years; and, the General Chairman, the Secretary, the Treasurer, the Technical Planning Committee Chairman, the Officials Committee Chairman, the Safety Coordinator, and the Records/Top Times Coordinator in odd-numbered years. To preserve continuity, the Membership/Registration Coordinator shall be nominated no later than April and elected no later than May of odd-numbered years.

ELIGIBILITY - Only Individual Members in good standing shall be eligible to hold office and must maintain their eligibility throughout their term of office.

DOUBLE VOTE PROHIBITED - An Individual Member entitled to vote in the House of Delegates by virtue of holding a position in CCSI may not also vote as a Group Member Representative in the House of Delegates.

OFFICES COMBINED OR SPLIT

  1. OFFICES HELD BY TWO PERSONS - Any office other than General Chairman and Treasurer, may be held jointly by two Individual Members. This may be accomplished by the Nominating Committee nominating two Individual Members to serve as co-officers or by the House of Delegates electing two at the time of election. In the case of the Administrative Vice-chairman, the House of Delegates at the time of election shall designate one to be the successor to the General Chairman; if no such designation is made, then the person with the longer tenure in such office or as a Board Member shall serve as the successor.
  2. OFFICES COMBINED - Any office other than General Chairman may be combined with any other office except that the office of Treasurer may not be combined. This may be accomplished by the Nominating Committee nominating single Individual Member to serve simultaneously as two officers or by the House of Delegates so electing at the time of election.

TERMS OF OFFICE

  1. TERM OF OFFICE - The terms of office of all elected members of the Board of Directors shall be two years.
  2. COMMENCEMENT OF TERM - Each person elected to a position shall assume office upon election and shall serve until a successor is chosen.
  3. CONSECUTIVE TERMS LIMITATION - Except for the Secretary, Treasurer, Technical Planning Committee Chairman, and Membership/Registration Coordinator, no Individual Member who has been elected by the House of Delegates and served four successive years shall be eligible for re-election to the same position until a lapse of two years. A portion of any term served to fill a vacancy in the position shall not be considered in the computation of this successive terms limitation.

DUTIES AND POWERS - The duties and powers of the officers and other Board Members shall be to attend and participate in all meetings of the House of Delegates and the Board of Directors and as follows:

  1. GENERAL CHAIRMAN - The General Chairman shall oversee and have general charge of the management, business, operations, affairs and property of CCSI, and general supervision over its officers and agents; shall call meetings when and where deemed necessary; shall preside at all meetings; and, except as otherwise provided in these Bylaws and with the advice and consent of the Board of Directors, shall appoint committee chairmen and members for standing and special committees or coordinators as may be necessary to permit CCSI to effectively, efficiently and economically conduct its affairs. The General Chairman shall be an ex-officio member of all committees excepting any committee in the Athletes Division or when specific duties and responsibilities include regular membership of any committee. The General Chairman shall report to the Board of Directors all matters within the General Chairman's knowledge that the Board of Directors should consider in the best interests of CCSI.
  2. SECRETARY - The Secretary, or a delegate, shall be responsible for keeping a record of all meetings of the House of Delegates and Board of Directors, conducting official correspondence, issuing meeting and other notices and making such reports to USS as are required by Article 608 of these Bylaws and shall perform the other duties incidental to the office of Secretary. The Secretary shall be custodian of the records and the seal of CCSI, and attest the execution of, and cause the seal to be affixed to, all duly authorized instruments. The Secretary shall cause to be kept copies of all minutes, official correspondence, meeting and other notices, any other records of CCSI and the CCSI corporate seal.
  3. TREASURER - The Treasurer shall be the principal receiving and disbursing officer of CCSI. Except as otherwise directed by the Board of Directors, the Treasurer shall receive all moneys, incomes, fees and other receipts of CCSI and pay all bills, salaries, expenses and other disbursements approved by an authorized officer, committee chairman, coordinator, the Board of Directors or the House of Delegates, or required to be paid pursuant to Section 610.3.12. When authorized by the Board of Directors, income and expenses may be received and paid by a division, officer, committee or coordinator, provided that the division, officer, committee or coordinator promptly submits to the Treasurer an itemized report, duly attested by the division, officer, committee chairman or coordinator and either within the approved budget of such division, officer, committee or coordinator, or authorized by the Board of Directors or the House of Delegates. The Treasurer shall be a member of the Finance Committee but may not be its chairman. The Treasurer shall issue a monthly report listing the current budget variances by line item, all receipts, all expenditures and the current fund and account balances for the preceding month and for the fiscal year to date, together with such other items as the General Chairman or the Board of Directors may direct. The Treasurer shall:
    1. have charge of and supervision over and be responsible for the funds, moneys, securities and other financial instruments of CCSI;
    2. cause the moneys, securities and other financial instruments of CCSI to be deposited in the name and to the credit of CCSI in such institutions as shall be designated in accordance with Section 606.11 or to be otherwise invested as the Board of Directors may direct;
    3. cause to be appropriately segregated and accounted for any endowment funds, scholarship or award funds and any similar special purpose funds or accounts;
    4. cause the funds of CCSI to be disbursed by checks or drafts, automated debits or wire transfers upon the authorized depositories of CCSI, and obtain and preserve proper vouchers for all moneys disbursed;
    5. cause to be kept correct books of account and other financial records of all its affairs and transactions and such duplicate books of account as the Board of Directors or the Treasurer shall determine. The Treasurer's custody of the books and records shall be as a fiduciary for CCSI and custody and fiduciary state shall end when the Treasurer leaves office and passes them on to the successor Treasurer;
    6. upon request and at reasonable hours cause such books or duplicates thereof to be exhibited to any member of the Board of Directors and upon application and at reasonable hours cause the monthly financial reports and the annual audited financial statement to be exhibited to any member of CCSI or USS;
    7. cause CCSI to be in compliance with the requirements of Section 608.4;
    8. have the power to require from the officers, committee chairmen, coordinators, or agents of CCSI reports or statements giving such information as the Treasurer may determine to be appropriate or helpful with respect to any and all financial transactions of CCSI;
    9. make the books and records available and otherwise fully cooperate with those conducting the annual audit of accounts of CCSI and cause the preparation and timely filing of all required federal, state and local tax returns, and other financial and tax reports with the applicable government official, and forward a copy of the annual financial statement and audit report and any federal tax return to the Secretary for submission to the Board of Directors and USS national headquarters in accordance with Sections 608.2 and 608.3;
    10. have the power to appoint one or more assistant treasurers and delegate to them one or more of the Treasury functions, or parts thereof; and
    11. in general, perform all the other duties incident to the corporate treasury function.
  4. ADMINISTRATIVE VICE-CHAIRMAN - The Administrative Vice-chairman shall conduct meetings in the absence of the General Chairman and, at the request of the General Chairman or in the event of the disability of the General Chairman, shall perform all of the duties of the General Chairman, and when so acting shall have all of the powers of the General Chairman. (See Section 606.9.) The Administrative Vice-chairman shall chair, and have general charge of the business, affairs and property of the division that administers CCSI business and affairs. The Administrative Vice-chairman shall aid in the development of policy and the coordination of the activities of the officers and committees within the division internally and with other divisions, committees and coordinators.
  5. SENIOR VICE-CHAIRMAN - The Senior Vice-chairman shall chair and have general charge of the affairs and property of the Division that develops and conducts the senior swimming program of CCSI. The Senior Vice-chairman serves a liaison to the Athlete Representatives and shall be responsible to see that the Athlete Representatives elections are held in accordance with these Bylaws.
    1. AGE GROUP VICE-CHAIRMAN - The Age Group Vice-chairman shall chair and have general charge of the affairs and property of the Division that develops and conducts the age group swimming program of CCSI.
    2. ATHLETE REPRESENTATIVES - The Athlete Representatives shall serve as the liaison between the athletes who are members of CCSI and the Board of Directors and House of Delegates.
    3. COACH REPRESENTATIVE - The Coach Representative shall serve as a liaison between the coaches who are members of CCSI and the Board of Directors and House of Delegates.
    4. AT-LARGE BOARD MEMBERS - [This section reserved for future use.]
    5. CCSI DELEGATES TO USS HOUSE OF DELEGATES
      1. Officer and Representative Delegates - It shall be the duty and privilege of the General Chairman, the Administrative Vice-Chairman, the Age Group Vice-chairman, the Senior Vice-chairman, the Senior Athlete Representative and the Coach Representative to attend the USS annual meeting as representatives of CCSI and voting delegates to the USS House of Delegates.
      2. Officer Delegate Alternates - If any of the officer delegates is unable to attend, their elected alternates, if any, shall attend in their places. In the event that there are no elected alternates or the elected alternates are unable to attend, then the General Chairman, with the advice and consent of the Board of Directors, shall appoint alternates who shall attend the USS annual meeting as delegates representing CCSI.
      3. Athlete Representative Alternates - If an athlete delegate is unable to attend, the Athlete Representative next most senior in term of office shall attend. If seniority cannot be established or there remain no additional Athlete Representatives or alternates able to attend, then the General Chairman, with the advice and consent of the Board of Directors, shall designate one or more Athlete Members to attend as a representative of CCSI.
      4. Coach Representative Alternates - If the Coach Representative is unable to attend the USS annual meeting, then the General Chairman, with the advice and consent of the Board of Directors, shall designate a Coach Member to attend as a representative of CCSI.

RESIGNATIONS - Any officer 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. In the absence of a specified effective date, any such resignation shall take effect upon the appointment or election of a successor.

VACANCIES AND INCAPACITIES

  1. OFFICE OF GENERAL CHAIRMAN - In the event of a vacancy in the office of General Chairman, or of the General Chairman's temporary or permanent incapacity, the Administrative Vice-chairman shall become the Acting General Chairman until an election can be held at the next meeting of the House of Delegates to fill the remaining term, if any, of the former General Chairman, or until the General Chairman ceases to suffer from any temporary incapacity. While serving as Acting General Chairman, the Administrative Vice-chairman shall vacate the office of Administrative Vice-chairman, except in the case of the General Chairman's temporary incapacity. If the General Chairman is to be absent from the Territory, the General Chairman may, but is not obligated to, designate the Administrative Vice-chairman as Acting General Chairman for the duration of the absence.
  2. OFFICE OF ATHLETE OR COACH REPRESENTATIVE - In the event of a vacancy in the office of Athlete Representative or Coach Representative, or of the permanent incapacity of a person holding the office of Athlete Representative or Coach Representative, the General Chairman may appoint, with the advice and consent of the Board of Directors, an Athlete Member or a Coach Member, as the case may be, to serve the remainder of the term of office or until the Athlete Members or the Coach Members, as the case may be, shall elect a successor.
  3. OTHER OFFICES - In the event of a vacancy in, or permanent incapacity of the person holding, any office other than General Chairman, Athlete Representative, or Coach Representative, the General Chairman shall appoint a successor, with the advice and consent of the Board of Directors, to serve until the next regularly scheduled meeting of the House of Delegates. In the event of a temporary incapacity, the General Chairman may designate, with the advice and consent of the Board of Directors, an Individual Member to act for the incapacitated officer for the duration of the incapacity.
  4. DETERMINATION OF VACANCY OR INCAPACITY - The determination of when an office becomes vacant or an officer becomes incapacitated shall be within the discretion of the Board of Directors or the House of Delegates with, in the case of a Athlete Representative or a Coach Representative, the advice and consent of the Athlete Members or the Coach Members, respectively. The determination as to when the General Chairman is temporarily incapacitated shall be made, where the circumstances permit, by the General Chairman and otherwise shall be within the discretion of the Board of Directors, subject to any subsequent action by the House of Delegates.

OFFICER'S POWERS GENERALLY

  1. AUTHORITY TO EXECUTE CONTRACTS, ETC. - The General Chairman and the Administrative Vice-chairman each may sign and execute in the name of CCSI deeds, mortgages, bonds, contracts, agreements or other instruments duly authorized by the CCSI Policies and Procedures Manual, the Board of Directors or the House of Delegates, except in cases where the signing and execution thereof shall be expressly delegated by the Board of Directors to another officer or agent, expressly requires two or more signatures or is required by law to be otherwise executed. Additional signing authority may be provided by standing resolutions of the Board of Directors or the House of Delegates.
  2. ADDITIONAL POWERS AND DUTIES - Each officer shall have other powers and perform other duties as may be prescribed by the House of Delegates, the Board of Directors, the General Chairman, the respective division Vice-chairman, the delegating officer or these Bylaws. The division Vice-chairmen shall have the additional duties and powers set forth in Section 607.1 and 607.5.
  3. DELEGATION - Officers of CCSI may delegate any portion of their powers or duties to another Individual Member or to a committee composed of Individual Members. In addition, the authority to sign checks, drafts, orders of withdrawal or wire transfers shall not be delegated other than by the Board of Directors. A delegation of powers or duties shall not relieve the delegating officer of the ultimate responsibility to see that these duties and obligations are properly executed or fulfilled.
  4. ASSISTANT AND DEPUTY OFFICERS - The House of Delegates or the Board of Directors may by resolution create the office of deputy to one or more of the elected officers. The resolution shall describe the method of election or appointment and define the duties and powers of the respective deputies, which may include the power to act for the officer when the officer is out of the Territory or temporarily incapacitated. The elected officers may appoint one or more assistant officers and define their respective duties.

DEPOSITORIES AND BANKING AUTHORITY

  1. DEPOSITORIES, ETC. - All receipts, income, charges and fees of CCSI shall be deposited to its credit in the banks, trust companies, other depositories or custodians, investment companies or investment management companies as the Board of Directors may select, or as may be selected by any officer or officers or agent or agents authorized to do so by the Board of Directors. Endorsements for deposit to the credit of CCSI in any of its duly authorized depositories shall be made in the manner determined by the Board of Directors. All funds of CCSI not otherwise employed shall be maintained in the banks, trust companies, other depositories or custodians, investment companies or investment management companies designated by the Board of Directors or any officer or officers or agent or agents authorized to do so by the Board of Directors.
  2. SIGNATURE AUTHORITY - All checks, drafts or other orders for the payment or transfer of money, and all notes or other evidences of indebtedness issued in the name of CCSI shall be signed by the General Chairman, the Treasurer or other officer or officers or agent or agents of CCSI, and in the manner, as shall be determined by the Board of Directors.