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Article I: Name
This organization shall be known as the Pineloch Piranhas Swim Team, Inc., and
shall hereinafter be referred to as the team.
Article II: Purpose
The purpose of the team is to sponsor competitive and developmental swimming
and diving events and activities in the area subdivisions represented by the
Pineloch Community Association and between other community swimming pools in the
Houston, Texas area: to develop in the children affected by this program a love
for the sport, advanced aquatic skills, teamwork, and the principles of good
sportsmanship. The team may sponsor activities that are consistent with the
purpose of the team as set forth above. The team shall be a nonprofit
organization. [top of page]
Article III: Membership
All children residing in the area of Pineloch Community Association are
eligible to apply for membership to the Pineloch Piranhas Swim Team. Those
residing outside the area of the Pineloch Community Association will be
considered for membership with the intent of the roster to be at least
two-thirds Pineloch Residents. Because of fluctuating membership during the
swimming season, any non-resident who becomes a member at any time during a
season can be a member for the whole season. Membership one season by a
non-resident also makes the swimmer eligible to register the following season in
spite of the two-thirds resident ratio. Membership by one member of a family
makes all family members eligible to register in spite of the two-thirds
resident ratio. Membership is contingent on full payment of assessment.
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Article IV: Officers
The officers of the team shall be a president, vice-president,
secretary,
treasurer, league representative senior, league representative junior,
clerk-of-course, volunteer coordinator, and registration/roster coordinator.
Only one parent or guardian of a swimmer on the team shall be eligible for
election to one of the above positions. A position may also be occupied by two
individuals (i.e., husband and wife). If a position is held by two people, each
person will have one-half (1/2) of a vote. These officers shall be referred to
as the board. Officers will serve a one year term or until all business from
that season is completed. The time necessary to finalize all activities from the
previous season shall be no longer than two months from the election of the next
board. At this time, all activities and responsibilities will be transferred to
the new board. [top of page]
Article V: Duties of Officers
Section 1: President: The president shall have general management and control
of the business of the board and shall perform such duties as ordinarily pertain
to that office in overseeing the operation and activities of the team. He shall
preside at all meetings, workshops, activities, etc. of the board. The
president shall be responsible for handling grievances from team parents and
shall be the primary contact to the Pineloch Community Association [PCA].
Section 2: Vice President: The vice president
shall assist the President and, in the absence of the President, shall assume
the duties of that office. The Vice President shall also be responsible for the
following items: newsletter, e-mail group list, web page, BMOD scheduling and
PCA pool committee.
Section 3: Secretary: The secretary shall prepare and sign the minutes of all
meetings of the board, and shall record such other resolutions, rules,
procedures, etc., adopted by the board. He shall incorporate the reports of the
Treasurer and all committee chairmen into the minutes of the meeting at which
presented. He shall distribute to the board members all correspondence as may be
necessary for the business or operation of the team. The Secretary is also
responsible for the Swim-A-Thon, team publicity and sponsorship.
Section 4: Treasurer: The treasurer shall be responsible for all funds of the
team and shall deposit said funds in a bank approved by the board. He shall keep
full and accurate accounts and shall at each meeting report the status of the
team's account. The treasurer shall pay all bills as provided under Article XI,
Receipts and Disbursements. With input from the board, the Treasurer shall
develop a budget for approval at or before the November meeting. The
treasurer shall also organize the concessions for
home meets and manage retail sales.
Section 5: League Representative, Senior: He shall be
the primary league representative. The league representative shall attend all
board and league meetings and act as liaison between team and league. The senior
league representative shall be responsible for all swim team equipment and team
swim suits.
Section 6: League Representative, Junior:
He shall be the secondary league representative. The league representative shall
attend all board and league meetings and act as liaison between team and league.
The junior league representative shall be responsible for team pictures,
trophies and the team awards picnic.
Section 7: Volunteer Coordinator: The volunteer coordinator shall be
responsible for arranging the volunteer roster during all swim meets.
Additionally, the Volunteer Coordinator shall also be responsible for
maintaining/tracking all team officials [starters and stroke-and-turn judges].
The volunteer coordinator shall also be responsible for appointing a training
chair, head timer and tent crew.
Section 8: Clerk-of-Course: The Clerk-of-Course shall be responsible for all
meet information: entries, heat sheets, cards, scoring, records [league and
team] and ribbons.
Section 9: Registration & Roster Coordinator: The
registration and roster coordinator shall be responsible for organizing the pre-
and open registration events. He/she is responsible for maintaining the team
roster and sending changes to the league weekly during the regular season.
His/her responsibilities consist of the following: registration and roster.
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Article VI: Founders
The following individuals shall be designated as founders and shall be
designated as officers of the first board for the team. They shall fulfill the
duties and responsibilities of the these respective positions:
President: Greg Hauptman
Vice President: Richard Leveque
League Representative: Ken Kesselring
Treasurer: William Snow
Secretary: Ellen Staniszewski [top of page]
Article VII: Voting
Each officer in attendance at the board shall be entitled to cast one vote in
board matters. Any subject being voted upon which does not receive a majority
vote shall be determine by additional votes of the board established committee
chairmen in attendance. [top
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Article VIII: Functions
The board shall constitute the supreme governing body and shall be subject
to the provisions of the bylaws. The board will have full authority to act for
and on behalf of the team in the conduct of its activities.
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Article IX: Meetings
The regular meetings of the board shall be held once a month on such dates
and places as determined by the board at a previous meeting. Additional meetings
and workshops shall be held as provided for in the bylaws. For the purpose of
conducting any meeting, a majority of the board must be present to constitute a
quorum. A meeting may be canceled by a majority of the board in attendance or by
a majority of the total board at a separate time.[top of
page]
Article X: Registration
A registration assessment in the amount determined by the board each year
shall be payable prior to the registrant participating in any team activities.
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Article XI: Receipts and
Disbursements
Section 1: Handling of Funds: The Treasurer shall receive, disburse and
account for all funds of the team.
Section 2: Nominal Funds: The defrayment of normal operating costs no more
than $50.0 per expenditure will be approved by the President and Treasurer, and
require no other approval.
Section 3: Other use of funds: Disbursements for items other than items in
section 2 are to be approved by the board with a majority vote necessary for
approval.
Section 4: Receipts: Operating funds may be obtained by team sponsorship,
donations, registration assessments, concessions, and advertisements approved by
the board. The amount and acceptance of funds as listed above must receive final
approval of the board.
Section 5: Budget: The board and chairmen of all approved committees shall
develop a budget and approve same during the November board meeting.
Section 6: Banking: The team's checking account will have the President's,
Vice-President's, and the Treasurer's signature on the signature card. Two
signatures will be necessary on all checks generated for the team's business as
described by these By-laws.
Section 7: Audit: The Treasurer's accounts shall be examined annually by an
auditing committee composed of three members appointed by the President. The
audit committee shall be selected at the August Meeting. An audit report will be
submitted to the board President at least five (5) days prior to the Annual
Meeting.
Section 8: Dissolution: In the event the team dissolves, the board will
disperse all of funds and assets for the good of the team.
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Article XII: Elections
Section 1: Elections: Officers shall be elected annually at a
parents'
meeting called by the president. Prior to the meeting, all participating
families will be notified. Each family participating the previous season will
have one (1) vote. Each swim family shall cast their vote by voice
acclamation, or raising their hand at this annual end-of-season meeting. At the
sole discretion of the board, secret ballots, in writing, may be required to be
cast by all eligible families.
Section 2: Nominations: The president shall appoint a nominating committee to
prepare a slate of officers at least one month prior to the annual meeting.
These nominations shall not preclude additional nominations from the floor
during the annual meeting.
Section 3: Assumption of office: The newly elected board will assume duties
at the close of business of the annual meeting or when appointed as provided in
Section 5 of this article.
Section 4: Replacement of President: Upon resignation of the president, such
office shall be assumed by the vice-president until the next regular election.
The office of vice-president will be assumed as described in Section 5 of this
article.
Section 5: Replacement of other officers: A vacancy of any elected office
other than the president will be appointed by the board.
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Article XIII: Committees
Section 1: Standing Committees: Committees shall consists of a
chairman approved by the board and such other persons as are selected by the
committee chairman. Board meetings will be attended by all chairmen or
designated representatives and report or bring up for discussion all matters
relevant to such committee. Chairmen will not normally vote during board
meetings, but on such matters that the board is evenly split on an issue the
chairmen or designated representatives shall each have a vote on the issue being
considered. The committees listed below are a suggested list and may be
modified, altered, combined, etc., as each board votes to best operate the team:
Equipment
Concessions
Officials (Training and Scheduling)
Registration, Roster Cards and Heat Sheets
Clerk of Course
Safety and Grievance
Pictures and Trophies - Publicity
Awards Picnic
T-shirts and Supplies
Ribbons
Timers, Tent Crew, Advisors and Announcers
Spirit
E-mail, web page, newsletter
Section 2: Team Organization: Each committee chairman shall report to the
vice-president, league representative, secretary, or treasurer with the intent
of each of the above mentioned board members being responsible for an equal
number of committees. These mentioned board members report to the President as
illustrated in the accompanying example of organizational chart, which is an
attachment to these by-laws.
Section 3: Special Committees: All other committees and chairmen shall be
approved by the board and other persons, selected by the chairman as necessary
for the committee. [top of
page]
Article XIV: Amendments
Amendments to the constitution may be made at any regular meeting of the
board by a sixty percent (60%) vote of the voting board members, provided such
amendment is presented to the board members in writing and has been read to the
board at a previous meeting. In no case shall chairmen vote on proposed
amendments. [top of page]
Article XV: Special Meetings
Special meetings of the team shall be called by the President or a majority
of the board members. Notification must be made by the President to each board
member at least five (5) days in advance of the special meeting date.
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Article XVI: Order of Business
Section 1: Normal Order of Business: The normal order of business shall be as
listed. Suspension of foregoing order only by majority vote of those present. At
regular meetings of the board the order of business shall be:
Meeting called to order
Reading and approval of minutes of previous meeting
Report of treasurer
Reports of committees
Old business
New business
Announcements
Adjournment
Section 2: Rules: Unless otherwise provided for in these bylaws,
Robert's
Rules of Order Newly Revised shall be used for transacting business.
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Article XVII: Annual Meeting
The President will call an annual meeting of all families participating in
the previous summer's team activities. The purpose of the meeting is to review
the previous summer's activities including but not limited to: the Treasurer's
annual report, Committee chairmen reports, comments and input from parents in
order to improve future years and the election of new board officers.
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Article XVIII: Code of Ethics
Section 1: General Behavior: It shall be considered improper and inconsistent
with honorable and dignified behavior for any member of the team or adult:
A. To conduct himself in an unsportsmanlike manner on or near any team
activity.
B. To enter the pool area being used for a team activity while intoxicated or to
become intoxicated during a team activity.
C. To use obscene or abusive language during any team activity.
D. To conduct himself in any manner that can be considered detrimental to the
best interests of the team.
Section 2: Violations: Anyone violating any of the above rules of ethics or
intentionally disregarding any of these bylaws shall be subject to immediate
expulsion of the team by vote of the board. If any officer of the board or
committee chairmen is being considered for expulsion, such individual shall not
participate in such vote.
Section 3: Grievances: Any grievance concerning the team or any reason
associated with the team shall be directed to the chairmen of the Safety and
Grievance Committee or the President in the absence of said chairmen.
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Article XIX: Disclaimers
References to the Pineloch Community Association in no way confers legal or
binding responsibility by said association.
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