Rota Tiburones Swim Club

By-Laws

2010-2011 Swim Season

ARTICLE I – GENERAL

1. Organization.  The name of the organization will be the Rota Swim Club (hereafter referred to as RSC).  The RSC is a non-profit competitive swim club.  All swimmers in the club are eligible to swim in European Forces Swim League (EFSL) swim meets in accordance with league guidelines.

2. Affiliation.  The RSC is affiliated with Naval Station Rota, Spain.  RSC is a non-profit organization, administered and financially supported by its own members.  Support by the Morale, Welfare, and Recreation (MWR) Department is through use of their facilities.

Article II – OBJECTIVE

To promote enjoyment of the sport of swimming through personal growth and conditioning, competition, team spirit, and good sportsmanship.

Article III – MEMBERSHIP

1. Eligibility

a.  Any individual who has independent legitimate base access to the Naval Station Rota, Spain.

b.  Swimmers must be able to swim unassisted and without stopping using 3 out of the 4 established strokes in a recognizable manner at a distance prescribed by the Head Coach.  Capability of swimming will be determined by the Head Coach or designated Coach.

c.  Acceptance to the team depends on space availability.

d.  Memberships open for Spanish military dependents to be no greater than 10% of the total swim team membership.  Spanish members in good standing will not be removed from the team in the event of attrition of U.S. swimmers.

2. Members

a. Swimmers.  Those personnel who meet the minimum ability criteria established by the Board of Directors, and whose registration fees and dues are current.

b. Parents.  Parents of swimmers are voting members for selection of the Board of Directors.

c. Other Persons.  Those personnel who volunteer to contribute their time and talent to further the objectives of RSC.

3. Responsibilities

a. Swimmer responsibilities:

(1)  Have independent base access.

(2)  Display good sportsmanship.

(3)  Attend and actively participate in practices and meets.  Those who

refuse to participate competitively will be subject to removal from the team.

(4)  Inform the coach of intent not to compete at least one week prior

to each meet.

(5)  Abide by the rules and regulations of the RSC.

(6)  Sign and uphold the Parent/Swimmer Contract.

(7)  Dress and remain poolside until parent or guardian is able to

arrange pick-up if unable to participate in practice.

b. Parent responsibilities:

(1)  Complete the following documentation for their swimmer(s):

(a) Registration application.  The registration application includes permission to be on team, permission to release name and phone number on phone tree, and permission to have child photographed during team competitions.

(b) Emergency data card, which will be kept poolside for contact

information in emergency cases.

(c) Parent / Swimmer contract.

(d) Medical info sheet.

(2)  Attend parent meetings as scheduled.

(3)  Assist in activities including RSC swim meets and fundraisers.

(4)  Foster good sportsmanship in support of RSC objectives.

(5)  Assist in enforcing the rules and regulations of the RSC.

(6)  Provide approved / required personal equipment for their children.

(7)  Parents are strongly encouraged to attend practices and supervise

children while in the locker room.

c. Volunteer responsibilities.

(1)  Assist in activities and functions of the RSC.

(2)  Assist in enforcing the rules and regulations of the RSC.

(3)  Foster good sportsmanship.

4. Fees

a.  The Board, prior to the annual registration, will determine and publish registration fees and monthly dues.  The Board may consider exceptions to payment of the applicable registration fees and monthly dues on a case by case basis.

b.  Seasonal membership fees shall be payable in August with a half-year prorated for personnel joining team after November 1^st of that calendar year.

c.  Monthly dues are payable August through January and are due by the 15th day of each month.  Swimmers whose registration and or monthly membership fees are past due may not practice or compete with the team unless prior arrangements have been made.  There is a 10% discount if all dues are paid by October 1^st of that calendar year.

d. Insurance coverage will be renewed annually and a report will be given as part of treasurer information.

5. Fundraising

a.  Fundraising is vital to the success of the swim season.  Money collected as part of a fundraising effort are used to offset administrative costs and assist coaches with travel expenses.

b. A fundraising fee, computed each year by the Board and payable at registration, is assessed at the beginning of each season.  Families who participate in two or more Tiburones fundraisers will receive a refund of this fee before the end of the season.

6. Meet Participation. A swimmer shall compete in at least three (3) EFSL meets in order to be eligible for an invitation to the League Championship.

Article IV – BOARD OF DIRECTORS

1. Board of Directors. The governing authority of the RSC will be the Board of Directors (hereafter referred to as the Board) consisting of a minimum of ten members for a term of one year.  Positions of President, Vice President, and Treasurer will be filled by individuals who are United States citizens.

2. Board members.  Board members will be elected from the adult membership for terms of one year from 1 March to 28 February.  The nominations for the new Board members will be taken at the regular general meeting held in December.  The vote for the new Board members will be at the regular general meeting held in January.  The March Board meeting will be a joint meeting with current and newly elected Board members for the purpose of passing down information and the turning over of all records.

3. Advisory committee. The Board may appoint advisory committees, as the need requires, serving the Board.  A legal advisor may be appointed by the President or a member of the Board with the approval of the Board, and shall serve as an advisor to the Board.

4. Quorum. A quorum for transacting business at a scheduled Board meeting will consist of one half of the total elected Board members.

Article V – DUTIES OF THE BOARD OF DIRECTORS AND OFFICERS

1. Board procedure. The Board will be charged with formulating and acting upon all matters of policy and procedures affecting the operation of the RSC.

a.  The Board will meet monthly, and as needed, with due notice to all members of the Board.

b.  The Board shall consist of both elected and additional appointed officers.

c.  The Executive Board shall consist of the President, Vice President, Secretary, Treasurer, Head Coach, and Fundraiser Coordinator.  The members of the Executive Board are elected positions, except for the Head Coach, who is appointed by the board.

d.  Additional Board members may be elected by the general membership or appointed by the Executive Board as required.  These positions consist of the Meet Director, Webmaster, Publicity Coordinator, Spanish Liaison Coordinator.

e.  The Executive Board has the authority (when convened by the President) to resolve grievances, make arrangements with individual members experiencing financial hardship, and approve all expenditures.

2. President responsibilities

a.  Preside at all meetings of the RSC.

b.  Call special meetings when necessary.

c.  Sign on the treasury in the absence of the Treasurer.

d.  Appoint, with the approval of the elected officers, various committee chairmen.

e.  Discharge the temporary appointees upon the completion of the work set forth.

f.  Serve as an ex officio member of all committees.

g.  Sign any contracts for the RSC when authorized by the Board.

h.  Track documented discipline grievances submitted to the Board.

3. Vice President responsibilities

a.  Act as the President in the absence of the President and assume the office should a vacancy occur.

b.  Coordinate plans for the monthly meetings and all special activities.

c.  Submit all fundraising requests to Naval Station Rota, Spain.

4. Secretary responsibilities

a.  Record the minutes of all meetings, which will be retained as a permanent record.

b.  Make copies of minutes available on the website to all Board members in a timely manner.

c.  Notify the Board of scheduled meetings and special meetings.

d.  Coordinate annual and ongoing registration of team members.

e.  Maintain team membership files.

f.  Generate team phone tree and address database including E-Mail addresses.

5. Treasurer responsibilities

a.  Receive dues and maintain a current list of membership status.

b.  Submit a monthly financial statement to the Board.

c.  Be present at fundraising events and other functions if possible to take charge of financial matters.

d.  Pay all authorized RSC bills.

e.  Maintain an accurate account of receipts and disbursements.

f.  Be responsible for all RSC funds.

g.  Have the financial records audited annually by MWR as directed.

h.  Maintain a list of individuals with outstanding accounts to RSC with the status of each account.

6. Head Coach responsibilities

a.  Serve as a voting member of the Board after being elected by the Board.

b.  Implement the objectives of the RSC.

c.  Comply with the policies and procedures of the Board.

d.  Maintain discipline in accordance with the parent / swimmer contract.

e.  Be responsible for training the team members.

f.  Request Board assistance when needed for practices and meets.

g.  Attend all scheduled meets and assist Meet Director / Coordinator.

h.  Ensure all practices have adequate coaching coverage.

i.  Schedule coaches meetings as needed.

j.  Be available for presentation of awards.

k.  Provide feedback to parents and children regarding progress and achievements of swimmers.

l.  Ensure daily attendance records are maintained

m.  Coordinate with the Athletic Director at DGF, to establish the requirements for earning a Varsity Letter, and to present these Letters at the end-of-year awards ceremony.

7. Meet Director responsibilities

a.  Arrange and coordinate all aspects of swim meets with the EFSL and MWR.

b.  Be responsible for coordinating volunteers.

c.  Coordinate with visiting teams base access.  Provide to the Naval

Station Security Department a list of visiting swimmers and families 2 weeks before the event.  Assign visitors sponsors to escort on and off base.

d.  Work with the President to develop a package to give to all teams of the EFLS at the President Meeting to promote teams coming to Rota.  In addition, the Travel Coordinator must work to get hotel deals, research transportation airfares to Rota from other EFSL destinations, and provide packages for the President to distribute and market Rota.

e.  Research options for transportation and lodging to away meets, have a package to hand out at the opening season of planned away trips, and send and post such packages to the Website.

8. Fundraising Coordinator responsibilities

a.  Research and coordinate appropriate activities for local fundraising.

b.  Schedule members and parents for each event approved by the Board.

c.  Maintain list of those participating in each event and submit this list to the Board for review and approval.

d.  Maintain a current inventory of all property belonging to the RSC.

e.  Place and receive orders for supplies and equipment.

9. Webmaster responsibilities

a.  Maintain the team website with updated information

10. Publicity Coordinator responsibilities

a. Responsible for publicizing meet result and photos after each event.

b.  Responsible for informing the Rota community about the Rota Swim Club and recruiting new members.

11. Spanish Liaison Coordinator responsibilities. Responsible for coordinating with local Spanish agencies in supporting RSC initiatives with the Spanish community, to include hosting of swim meets with the Spanish and using Spanish facilities for RSC events.

Article X – DISCIPLINE / GRIEVANCES

1. Discipline. The coaching staff is responsible for good order and discipline at practices and meets.  At the discretion of the Head Coach, a member / swimmer can be removed and prohibited from participating in the next practice.  All cases of disciplinary action shall be reported to the RSC President within 24 hours.

2. Grievances. Any member, coach, Board member, or member’s parent may file a grievance to the RSC Board using the following procedure:  The person filing the complaint must contact an RSC Board member to serve written notice that a complaint is being filed. The Board member will contact the Executive Board to resolve the situation or the entire Board may be convened.  In addition to the above, the Board may remove an RSC member from the RSC for repeated disciplinary infractions: i.e., refusal to participate in meets or practice, fighting, inappropriate behavior, or failure to maintain good financial standing with the team.  The decision of the Board is final.

Article XI – FISCAL POLICIES

1. All fiscal records will be maintained in accordance with accepted accounting procedures.

2. The RSC is a private non-profit organization.

3. In the event that the RSC disbands or in fact ceases to function, any net assets, including those in the treasury, will be placed in custodial care of the MWR fund for a period of one year or dispersed as directed by the Board.

Article XII – MEETINGS

1. General membership meetings will be held as scheduled.

2. The Board may call special meetings of the RSC with appropriated notification.

3. Notification will be given at least ten days before a meeting of the RSC if possible.

Article XIII – RECORDS

1. Each Board member will maintain a current book of the duties and responsibilities of their office.

2. The current procedures for the day-to-day business, contacts, and phone numbers will be reviewed annually before transferring the records to a successor.

Article XIV – AMENDMENTS TO THE BY-LAWS

3. The By-Laws of the RSC may be amended at a meeting of the Elected Board members by a two-thirds vote with a quorum present (quorum is defined in Article IV, Section 5).

TERM FOR 1 MARCH 2010 TO 28 FEBRUARY 2011 SWIM SEASON

Executive Board of Directors

President: John Freeman

Vice President: Meryl Mosk

Head Coach

Secretary: Anngela Cavanaugh

Treasurer: Julie Shepps

Fundraising Chairperson: Jamie Matteson

Board of Directors

Meet Director

Webmaster: Fax Cockrell

Publicity Coordinator: Liesl Christensen

Spanish Liasion Coordinator: Rafael Montojo

Other Positions

Coaches

Statistician Liesl Christensen

Head Official Jim Flynn

Starter

Head Timer

2