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BY-LAWS OF THE HAMPTON OAKS SWIM TEAM Purpose The purpose of the Hampton Oaks Swim Team (HOST) By-Laws is to establish the HOST mission, set standards for swim team membership, provide organizational structure, establish membership and general responsibilities for the HOST Board of Directors (BOD), and to provide general guidance on how to conduct HOST and BOD business. Additionally, procedures for making changes to these By-Laws are established. Mission Statement The HOST is dedicated to the emotional and physical growth of its swimmers and to the morale of the community in which they live. The coaches, the parents, and all involved in HOST will strive to make swimming a fun experience. At the same time, they will foster in both parents and swimmers alike, the benefits of hard work and sacrifice, the traits of good sportsmanship, the value of self-discipline, the seeds and fruits of leadership, the exhilaration of competitive zeal, and the joy of community spirit. Article I - Swim Team Membership Section 1: Residents.
Any resident of Hampton Oaks, under the age of 19, with a valid pool pass
shall be eligible for membership in HOST upon payment of fees as assessed
by the HOST BOD, (See Article III). If membership requests exceed the
capacity of the swim team to accommodate swimmers, nonresidents will be
denied membership. If membership requests still exceed capacity, the coach
shall institute a "try-out" session at which swimmers will be selected
based on ability and the needs of the swim team in the various age groups
and consult with the HOST BOD prior to its utilization. Residents shall
have priority over all nonresidents so long as applications are received
by the application deadline set by the HOST BOD. Article II - General Membership Section 1: Composition.
The general membership shall consist of all parents and guardians of
swimmers in good standing. “Good standing” is defined as, (1) having a
valid HOST registration on file with the HOST BOD, (2) HOST and HOHOA fees
are paid in full, and (3) No outstanding HOHOA liens exist against the
member. The voting rights of general members will, therefore, continue
unabated until fees are not paid in full by the next annual deadline for
payment of fees. Once dues are paid in full, any new or lapsed member
shall be included in the general membership with all voting rights
appurtenant thereto. Article III - Board of Directors (BOD) Section 1: Members. The voting members of the BOD shall be comprised of those members elected by the general membership. All BOD members must be a parent or guardian of a HOST swimmer in good standing. To avoid any potential conflicts of interest, no one serving on the HOST BOD may have a spouse or significant other serving on the HOHOA BOD or the HOST coaching staff. Only one member from a swimmer’s family may serve on the BOD. The BOD shall include the following officers: President, Vice President, Treasurer, Secretary, Sponsorships, Equipment Volunteer Coordinator and Rappahannock Swim League Representative, and three members-at-large. HOST BOD duties require a significant amount of personal time to perform well. In order to encourage parents or guardians of swimmers in good standing to volunteer to run for election to demanding BOD positions, an incentive will be offered. Each BOD member will be allowed one free swimmer for each full year they serve on the BOD.
Section 3: Term of Office. BOD members shall serve until their respective successor has been elected, but any BOD member may be removed with or without cause by a majority vote of the full membership of the HOST BOD. BOD members may resign by providing written notice to the HOST President one month in advance of their effective resignation date. Vacancies will be filled by persons selected by majority vote of the remaining BOD until a replacement can be elected by the general membership. A special meeting of the general membership is not required to fill vacancies so long as at least four elected members remain on the BOD. If and when only three or fewer elected members of the BOD remain in office, the BOD must order a special meeting be held within 30 calendar days and the BOD shall have no further authority to act until said vacancies have been filled by the general membership. Section 4: Board of Directors Positions. The HOST BOD will be comprised of eight voting members as follows: President, Vice President, Treasurer, Secretary, Volunteer Coordinator, Sponsorships, Equipment Manager and RSL Representative. A. President.
The President will serve as the chief member of the BOD. During recess
the BOD shall have general control and management of the HOST business and
affairs, except that any powers not specifically reserved by the President
may be delegated by the BOD. The President shall act as the intermediary
and chief liaison between and among the general membership, BOD, HOHOA,
and coaches, for the purpose of handling and resolving contentious issues.
The President shall act as the chairperson for the HOHOA Swim Team
Committee and make every reasonable effort to comply with the policies and
procedures delineated in the HOHOA Swim Team Committee Charter and
Memorandum of Understanding between the HOST BOD and HOHOA BOD. The
President shall preside at all meetings of the HOST BOD and the HOST
general membership unless the Vice President is designated to do so by the
President in the President’s absence. The President shall maintain a
detailed HOST President Turnover Binder in order to maintain integrity of
the position over time F. Sponsorships Representative. The Sponsorships Representative shall actively recruit sponsors for the HOST. TBD G. Equipment Manager. The Equipment Manager shall coordinate identification and purchase of all equipment required to function as a swim team. TBD H. Volunteer Coordinator. The Volunteer Coordinator shall actively recruit volunteers to fill positions needed to ensure the HOST functions smoothly. TBD Section 5: Members at large. Members-at-large should chair one of the committees set forth in article IV herein at the direction of the BOD. Members-at-large shall perform other duties as delegated by the BOD or the President. Section 6: Committees. Committees will be established by and under the direction of the BOD in accordance with Article IV herein. The BOD may establish other committees as it sees necessary for the conduct and management of HOST. The BOD will determine the committee chairperson of all committees. Committee chairpersons will not be voting members of the BOD. Section 7: Auxiliary Members. Certain unelected persons may serve as non-voting auxiliary members of the BOD in an advisory capacity. Auxiliary members will normally include the Hampton Oaks Homeowners Association Pool Committee Chairperson or a person designated by that committee for swim team oversight, the chairperson of any committee described herein who is not a voting member, and the head swim coach. At the discretion of the BOD, other committee chairpersons and ex-officio members may also serve as auxiliary members of the BOD. Auxiliary members will attend regular and special meetings of the HOST BOD only when invited by the BOD to do so. The President of the HOST may hold any BOD meeting consisting of only voting members without notice to one or more auxiliary members. Section 8: Oversight of the HOST BOD. The BOD shall be subject to oversight by the Hampton Oaks Homeowners Association Board of Directors (HOHOA BOD). The BOD will give due regard to the authority of the HOA to terminate the rights of HOST with respect to use of its facilities. The HOST BOD serves in a dual capacity as the HOHOA Swim Team Committee and as such shall be represented at appropriate meetings of the HOHOA by the Host President. The HOST BOD will make every reasonable effort to comply with the procedures and policies delineated in the HOHOA Swim Team Committee Charter. Additionally, the HOST BOD members are signatories on the HOST and HOHOA BOD Memorandum of Understanding (MOU). This obligates the HOST to make every reasonable effort to fulfill the requirements delineated in the MOU. Both the Swim Team Committee Charter and MOU are subject to change if procedure, policies and requirements contained within are not supportable by the HOST or HOST BOD. Section 9: Duties and Authority of the HOST BOD. The BOD shall manage the affairs of the HOST. All voting powers not specifically reserved for the general membership herein shall be vested in the HOST BOD. The HOST BOD shall have the authority to do all things necessary for the safe, efficient and effective operation, management, and advancement of the HOST to include but not limited to expending HOST funds as it deems appropriate. Under no circumstances will a decision by the BOD be made to expend funds not planned in the approved HOST Yearly Budget, or otherwise pre-approved by the BOD, unless the Treasurer has calculated and briefed the financial impact of the desired expenditure. Section 10: HOST Meetings. HOST meetings shall be scheduled on the HOST Hurricane Calendar as appropriate. Every reasonable effort will be made to announce and advertise HOST meetings well in advance of the meeting date. All meetings of the HOST will be monitored by the Vice President who will function as the Parliamentarian. The acting Parliamentarian will use Robert’s Rules of Order as a guide to conduct all meetings in an organized fashion. Every reasonable effort shall be made to construct a detailed agenda at least one week prior to all meetings and then to follow that agenda to the greatest extent possible. This will provide focus and assure the effectiveness, productivity and efficiency of HOST meetings. The HOST BOD plans and executes four types of meetings. A. Executive BOD. Executive BOD meetings will be conducted at the President’s discretion. These meetings are considered closed to all but voting members of the BOD and their invited guests. Executive meetings are conducted on that rare occasion when unusually sensitive information needs to be discussed. An example would be the failure of a HOST member to pay their fees. The BOD may elect to shift from a regular forum to an executive forum during a Regular BOD meeting if the content of the discussion warrants. In this case all non-voting members of the BOD may be required to leave. If a BOD member is the subject of sensitive discussions then the majority of the remaining BOD may require that BOD member to leave the Executive session. B. Special BOD. Special BOD meetings will be conducted at the President’s discretion and may be declared either Executive or Regular in nature. These meetings are typically short notice meetings not previously scheduled on the HOST Hurricane Calendar. Special meetings shall be held as determined necessary by the President or a majority of the voting members of the BOD. Reasonable effort must be made to provide telephonic, electronic, hard copy, or in-person notice to members at least 24 hours prior to any special meetings. C. Regular BOD. Regular BOD meetings are monthly meetings of the HOST BOD scheduled on the HOST Hurricane Calendar. These meetings are open to all HOST members and will normally be scheduled for the third Sunday of each month during January through August. The BOD may elect to shift from a Regular forum to an Executive forum during a Regular BOD meeting if the content of the discussion warrants or if the participation by any person present becomes disruptive to the meeting. D. HOST General Membership Meetings. HOST General Membership Meetings are meetings open to the HOST, HOHOA, and all interested parties. These meetings are normally scheduled to be conducted twice a year; once during April and August. The April meeting is designed to kick-off the new swim season and provides the first opportunity for swimmers to register. The August meeting is often combined with the end-of-swim-season HOST party. During the August meeting HOST general membership will vote on the new BOD membership. Section 11: Quorum and Voting. A quorum shall consist of a majority of the elected members of the HOST BOD (normally five of eight elected members). A quorum is required in order for the BOD to vote on issues and make decisions affecting the HOST. Once quorum has been established, a majority vote of those present shall be sufficient for all purposes, except as otherwise specified herein. In the event of a tie, the President's vote shall be the deciding factor. If the President is not present then the vote / decision must be deferred. Meetings attended by less than a quorum can discuss issues and exchange general information necessary for the continued operation of the HOST. Scheduled meetings of the BOD that consist of less than a quorum must also be documented by minutes. Article IV - Required Committees Section 1: Meets and Equipment Committee.
This committee shall obtain all necessary resources (personnel and
equipment) required to conduct home and away swim meets. It shall also be
responsible for setting up the pool for home swim meets and restoring the
pool for use by the HOA after swim meets. Section 3: Social Committee. This committee shall organize social functions to enhance the morale and community spirit of the HOST. It shall also be responsible for organizing an annual end-of-season awards banquet. The committee shall, after approval by the BOD and in coordination with the head coach, purchase awards for the banquet. Article V – Budget The HOST will pay for all operational expenses using HOST funds unless HOHOA funds are approved by the HOA. The HOST BOD will develop a budget for the financial operation of the HOST under the direction of the President by March 31 of each year. The President will forward a copy of the HOST Budget to the HOHOA BOD by April 30 of each. The Treasurer will maintain a progressive comparison between the original budget submission and actual financial developments. The Treasurer will provide the HOST BOD financial updates on a monthly basis during the swim season (May – August) and quarterly during the off-season (September – April). These updates shall be formally approved (or adjusted) by the HOST BOD. The President will forward these updates, in a standard HOST budget report format, to the HOHOA BOD within one week of their approval by the HOST BOD. The HOST Budget Reports shall be posted on the HOST Website concurrent with release to the HOHOA BOD. Article VI - Amendment of the By-Laws The power to alter, amend, or repeal these By-Laws or
adopt new By-Laws shall be vested in the HOST BOD if approved by a two
thirds majority of the elected BOD members at any regular or
special meeting. All proposed changes to the By-Laws must be provided to
HOST BOD membership no later than one meeting prior to the meeting during
which the changes will be approved. This is required to allow time for
careful consideration of the changes. Once changes to the By-Laws are
approved, the Vice President shall coordinate a rewrite of the By-Laws
with approved changes incorporated. The new By-Laws will be signed by all
HOST BOD members. A signed copy of the By-Laws will be distributed to
each BOD member. The Secretary will maintain the original copy of the
signed By-Laws. A signed copy will also be provided to the HOHOA BOD and
distributed to the HOST membership via all available medium within 30 days
of approval. President – Dave Seitz _______________________________Date_____________ Vice President – Mark Whittle _______________________________Date_____________ Secretary – Sallie Rosa _______________________________Date_____________ Treasurer – Jennifer Quinn _______________________________Date_____________ Volunteers – Maureen Tolliver _______________________________Date_____________ Equipment – Debi Schmitz _______________________________Date_____________ Sponsors – Jackie Resch _______________________________Date_____________ RSL Rep – Shelly Wedge _______________________________Date_____________ Copies to: |
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