The Board of Directors and membership body of the Birnamwood/ Fairfax Swim Team met on _____________________________, and by a majority vote elected to adopt the following bylaws.

Preface

The name of this non-profit organization is the Birnamwood/Fairfax Swim Team. The Board is a major committee duly elected by voting members (parents or guardians of the current year’s swimmers) and has responsibilities as outlined herein. Sufficient authorities are hereby granted to the Board so that they may execute these responsibilities and efficiently meet their proposed objectives.

I. Responsibilities

A. The Board is charged with the responsibilities of organizing and operating a swim team for young men and women to compete in the Northwest Aquatic League (NWAL) of Houston, Texas, through the Birnamwood/ Fairfax Swim Team.

B. Board acts as liaison between parents and coaches.

C. Chain of command:

1. President

2. Vice President

3. Secretary

4. Treasurer

5. Team Rep

6. Volunteer Coordinator

7. Computers

II. Objectives

A. The Board will be comprised of Seven (7) volunteer members elected by voting members (parents) of the team -- one vote per family. The Terms of the Board members are for one year, from September 1 of their election year through August 31 of the following year.

B. The voting members of the team will elect Board officer candidates to specific positions.

C. In the event of an opening of a Board position, a special election for the balance of the unexpired term will be held. Voting members will be notified of the opening. The election will be held at the next scheduled Board meeting or at a special meeting, if deemed necessary by the Board. In the event of the Presidency becoming vacant, the Vice President shall assume the duty of the President, and a special election will be held to fill the Vice President position.

D. Quorum - Board meetings must have a minimum of 50% of the Board members present. A majority vote of a legal meeting will decide business questions. Each Board position carries one vote. The President will vote only in the event of a tie.

E. The Head Coach will be included in the Board meetings for input into Board decisions.

F. Board meetings will be held monthly, at the Birnamwood III, IV, V clubhouse or other location mutually convenient to the board members, to conduct swim team business. (Day and Time to be established as clubhouse schedule allows.)

G. The annual election will be held during the first hour of the post-season party.

H. Special meetings - Special meetings may be called at any time by the President or by a majority of the Board of Directors. A special meeting may also be called by written and signed request of one-third of the team parents. Notice must be given to the team parents prior to the meeting. Executive sessions may be held immediately following the specifically called meeting.

III. Elections

A. Any person wishing to become a member of the board should notify a current board member at least two weeks prior to the upcoming election.

B. Nominations for Board positions will be taken at the dinner before divisional.

C. Nominations presented by the team parents will be reviewed by current board members for approval, to verify nominated persons were members in good standing.

D. Nominees will not be included on the ballot unless they are present for nominations or have notified a Board member in advance that they are willing to accept the position, if nominated.

E. The election will be held at the annual members meeting and the secretary will serve as the teller of the election. The President will select a team parent, not named on the ballot, will assist the secretary in tallying the votes.

F. Election should take place at the end of the year party following this procedure:

1. Voting by ballot.

2. Ballots to contain name of office, nominee’s name, space for write-ins.

3. Parent signs in and receives ballot (one vote per family)

4. Ballots are to be placed in box to be tallied by secretary.

5. Results reported after the count.

6. Absentee voting to be done as follows:

Ballot to be placed in envelope and sealed, Voter must sign the outside of the envelope, Ballot must be given to the secretary or a current Board member before the election.

7. No voting by proxy.

IV. Board Positions

A. Listed below are the Board Positions, duties, and committee responsibilities of the officers. These may however, be altered to maximize the talents of the newly - elected Board.

1. PRESIDENT

A. Acts as alternate Team Representative at NWAL meetings.

B. Coordinates the work of all the Board Members.

C. Presides over the team meetings.

D. Is responsible to and for all events pertaining to Birnamwood/Fairfax Swim Team.

E. Has authority to set up and oversee necessary committees.

F. Acts as liaison between coaches and parents and board members and parents, only If the Board needs to escalate to President

2. VICE PRESIDENT

A. Presides over team meetings in Presidents’ absence.

B. Acts as Parliamentarian at Board meetings, making sure the proper rules of order are followed during the meeting and decision making.

C. Responsible for ordering End of Season cake for all attendees.

D. Work with Coaches on Friday Pep Rallies

E. Oversees all Subcommittees

3. TEAM REPRESENTATIVE

A. Receives all correspondence pertaining to the team.

B. Attends the NWAL and Divisional meetings and provides information of those meetings

C. Is responsible for supplying information for testing and certification of team officials.

D. Supplies the NWAL with all the rosters and information needed.

E. Obtains Announcer, Starter, Referee, and Head Timer for meets.

F. Responsible for inspecting the team equipment to ensure that all items are in safe working order.

G. During swim meets acts as a backup in the event of issues with timers and scribes.

H. Ensuring that the water coolers for meet Officials are filled and maintained during meet.

I. Handles scholarships for swimmers needing financial assistance

J. Some responsibilities may be delegated out.

4. SECRETARY

A. Keeps minutes of all Board meetings.

B. Is in charge of all publicity (posters, newspapers, typing of newsletter, etc.)

C. Acts as a backup for handling all printed material.

D. Is responsible for all correspondence for the club. Including email of information and or printed correspondence. Not to exclude team website.

5. TREASURER

A. Shall receive all monies of the organization.

B. The treasurer is the bookkeeper for all club transactions, maintaining an accurate record of all receipts and expenditures.

C. Pay out funds in accordance with the approved budget, as authorized by the organization.

D. Will present financial report at every monthly meeting and the annual election.

E. Will present a proposed yearly budget at the February monthly Board meeting.

F. Will prepare for audit at the end of the year.

G. Is in charge of all fundraising activities to include maintaining accurate records and accounting for all funds received, and coordinating with the computer clerk.

H. Assist in obtaining sponsors for donations, either monetary or food items. Provide sponsor ad information for the home heat sheets to the secretary to be included on the heat sheet. Provide a list of sponsors and recognitions due to each sponsor, to the computer clerk, in a timely manner.

I. Works alongside computer clerk with maintaining a record of volunteer deposits paid and refunded, retains possession of volunteer deposits, pending refund or deposit to the team.

6. VOLUNTEER COORDINATOR

A. Responsible for obtaining and scheduling volunteer parents to all positions needed to maintain the meet and other gatherings of the team. These include timers, scribes, ribbon writers, runners, meet set up/down, concession volunteers, etc. (can be delegated to a volunteer but is to be overseen by Vice President.)

B. Responsible for arranging for the transportation of equipment to other pools, as needed. (I.e. stop watches, tents, clip boards, etc.)

C. Coordinates the set up and tear down of equipment at all home meets. Assist at Divisional Meet.

D. Oversees Concessions Committee

7. CONCESSIONS 

A. Is responsible for handling all home meet concessions and weekly pep rallies including:

1. Obtaining all refreshments/ Ice

2. Setting up the booth.

3. Work with Volunteer Coordinator to obtain and schedule a sufficient number of workers.

4. Maintaining and cleaning restrooms during and after-home meets.

5. Totaling Monies with Treasurer.

B. Makes concessions a profitable organization.

8. COMPUTER CLERK

A. Receives entries from other teams for all swim meets.

B. Maintains individual times on swimmers.

C. Prepares entry and time sheets for meets.

D. Makes master swim list and keeps it updated.

E. Provides Coach with qualifying times for Trinity, Ponderosa, etc., in a timely matter. Then works with coach in preparing entries.

F. Orders ribbons needed for the year, no later than one week prior to time trials.

H. Maintains a list of swimmer names and number of trophies and the name of the High Point winners in a timely manner and responsible for ordering trophies/awards.

I. Works alongside Treasurer to collect registration monies.

J. Website Administrator

B. Two or more members from the same immediate family and / or household may not hold a board position simultaneously.

C. The President must have previously been a board member, but not required that the nominated president be a current board member.

V. Selection of Coaching Staff

A. When necessary, the President will appoint a committee to present to the Board a list of proposed nominees for Head Coach. The Board will be responsible for the selection of the Head Coach and the setting of his / her salary.

B. The Board, with the advice of the Head Coach, will be responsible for the selection of any Assistant Coach(es).

VI. Membership and Fees

A. Qualified individuals will be admitted to swim team membership after fulfilling team registration and payment of their annual registration fee. A qualified swimmer is:

1. One who is qualified according to the rules of the NWAL. See NWAL rules book for the current year.

2. One who meets the swimming qualifications set by the Board and determined by the Head Coach.

3. The registration and coaching fees will be determined by the Board prior to each season’s registration. A refund policy for those swimmers who leave the team prior to the first meet will also be set by the Board prior to registration.

VII. Amendments

A. These By-Laws may be amended at the annual election by two-thirds (2/3) majority vote of the voting members present.

B. Proposed amendments may be submitted, in writing, by any voting member to the Board at least one Board meeting prior to the annual election.

VIII. Removal of a Board Member or Coach

A. If during the term of office, a board member or Coach’s Actions are such that the President or ½ of the current Board of Directors have exhausted all efforts to resolve a situation or feel there is just cause to remove a Board Member or a Coach from their position, a letter will be mailed to each parent of a current member of the Birnamwood Swim Team. This letter will state the purpose of the letter, the specific reason the Board Member or Coach’s removal is being proposed, and a notification of at least 7 days from the postmark on the letter of a parents’ meeting to be held to vote on the removal.

B. At the meeting, either the President or a representative of ½ of the Board will again state the specific reason that the removal is being proposed, and what measures, if any, have been taken to rectify the situation. Then the Board Member or Coach in question will be afforded the opportunity to address the parent body and give his/ her side of the story. The parent body will be afforded the opportunity to ask any questions in an orderly fashion and once satisfied, a vote will be taken as to the Removal of the Board Member or Coach. The majority vote of those parents present at the meeting will determine the removal of the Board Member or Coach. Due to the severity of the decision made, only those parents present will be able to vote to assure the fairness of judgment Proxies will not be accepted.