BALLSTON SPA SWIM CLUB

BYLAWS

            ARTICLE I – NAME

 

The name of this organization will be “The Ballston Spa Swim Club, Inc.”(BSSC, Inc.)

 

        ARTICLE II – PURPOSE

 

The Ballston Spa Swim Club, Inc. is a Ballston Spa community-based organization dedicated to the promotion and encouragement of competitive swimming. The Organization supports the values of fair play; respect for oneself, coaches, the opponent and teammates; and a continued adherence to official game rules.  Parents should encourage swimmers to individually improve, and help provide a positive environment for all swimmers so that winning can be kept in the proper perspective. 

 

        ARTICLE III – MEMBERSHIP

 

          There will be two classes of membership in the Club:  Regular and Athlete.

 

1                    Regular Members - Will be defined as the parents or legal guardians of Athlete

Members.  Regular members will have one vote per registered swimmer during scheduled general meetings.

 

Athlete Members - Will be a registered USA swimmer of the BSSC, Inc., which is registered with USA Swimming under “BSPA”.  Athlete members will have no voting rights.  Membership will be open to residents of the Ballston Spa Central School District.  Nonresidents of the Ballston Spa Central School District may also apply for membership in the BSSC, Inc., as determined by the Board of Directors.

 

          Continued membership in the BSSC will be contingent upon:

*      Payment of such periodic registration fees, dues, and/or assessments.  Dues for Athlete Members will be due on the designated date as determined by the Club’s Board of Directors.  A member/family that has unpaid fees from a previous BSSC session may be removed from membership upon approval of the Club’s Board of Directors.  The member, upon notification in writing from the Board, will forfeit any fees and/or dues previously collected.  

 

*      Maintaining good standing by upholding the bylaws of the BSSC, Inc.

 

The Parent/Swimmer Handbook contains specific additional information regarding membership responsibilities.  The Ballston Spa Swim Club will maintain registration with USA Swimming.

 

                   ARTICLE IV - THE BSSC, INC., BOARD OF DIRECTORS

 

                Membership

                        The Board of Directors will consist of six (6) voting Regular Members of the Club.  The executive members consisting of the President, Vice President, Secretary and Treasurer of the BOD will be residents of the Ballston Spa Central School District.  Additional members of the Board of Directors will consist of the Head Coach and Registrar.  Expired terms of members of the Board shall be filled by secret ballot of the Regular Members at its’ annual meeting.

 

Board of Directors Qualifications

        Members of the Board shall be elected Regular Members in good community standing.  They should have sufficient experience serving on BSSC committees or equivalent.

 

Conflicts of Interest

        No Board member shall exhibit any conflicts of interest.   Specifically:

*      No member shall participate in any Board deliberation or action if personal bias would prevent a fair decision.

*      No member shall participate in any Board deliberation or action that would result in personal gain.

 

Terms of Office

Each executive member of the Board of Directors will serve a two (2) year term and will be eligible to serve multiple terms (not to exceed 2 consecutive terms) if elected by the Regular Membership.  Vacancies for the positions of President and Treasurer will occur in opposite years of those of Vice President and Secretary to afford continuity with the Club’s Board of Directors.  The Board of Directors will elect the position of Registrar.

 

          Selection Process

1.    The President shall select and convene yearly a three person nominating committee, which shall prepare a slate of candidates to fill expired Board terms of office.  The nominating committee chair shall be a member of the Board; the other two nominating committee members shall be Regular Members.

2.    The Chair of the nominating committee shall provide notification to all members two (2) months prior to the annual meeting inviting nominees for expired positions.

3.    The nominating committee shall present to the Regular Members a slate of Board of Director’s candidates.  Nominations may be made from the floor during the annual meeting.

4.    Voting shall be by secret ballot and elections for each position shall be decided by a majority vote of the Regular Members present.

5.    Any Board vacancies that occur in mid-term shall be filled at the next regularly scheduled annual meeting.

 

 

        ARTICLE V – OPERATIONS – BOARD OF DIRECTORS

 

1.      The President shall be the official spokesperson for BSSC, Inc.  In the event of the incapacitation of the President, the Vice-President shall take on the duties of the President until the President is able to resume those duties.  In the event that the Vice-President is also incapacitated, the Treasurer will assume responsibilities of the President.

2.      The business of the BSSC, Inc., shall be the responsibility of the Board of Directors, hereinafter referred to as the Board.  The Board will have full authority to make such rules and regulations, as they will deem necessary for the government of the Club, subject to the limitations of the Bylaws.

3.      The Board will prepare an Annual Budget indicating estimated

income and expenses to be presented to the regular membership at an Annual Meeting determined by the Board and is subject to approval by the regular membership.

4.      The Board will not be empowered to spend, pledge, appropriate or incur any liabilities on behalf of the Club in any amount in excess of current monies in the control of the Treasurer.

5.       The Board will hold open meetings at regular intervals as deemed necessary by the Board or within two weeks at the request of at least 1/3 of the regular membership.  The meetings will be open to all members of the Club and will be appropriately announced.  The Board may hold closed meetings at their discretion.  These closed Executive Sessions will only be open to members of the Club’s Board of Directors.

6.      The BSSC, Inc., Board will approve the hiring of all personnel to be employed on behalf of the Club and preside over all terminations of              employment on behalf of the Club.  All activities associated with this topic will be conducted in Executive Session.

            7.      The Board will report all potential liability claims with details to the appropriate carrier upon receipt.  No Board of Directors Member will intentionally engage in behavior that will result in a potential liability claim and/or settlement.

            8.    The Board will have the power to appoint all committees and will oversee and superintend the management of the Club, subject to the Bylaws.

 

 

                             Quorum

*      A majority of the Board members present shall constitute a quorum for Board meetings.

*      Regular members present and voting at open meetings, for which notice has been given, will constitute a quorum for the transaction of business.

 

          Financial Management

*      The Treasurer shall be responsible for the oversight of collection and disbursement of all monies.  The financial affairs of BSSC shall be subject to an annual internal audit.

*      The Board shall periodically evaluate the schedule of fees to ensure that only the necessary expenditures are made for the maintenance and operation of the BSSC.

*      The Fiscal Year will be July 01 to June 30.

 

                             Notification of Meetings

*      The President shall notify each Board member of the location and date of any Board meetings, which will be made available to all regular members unless a “Closed Meeting” has been called.

*      There will be a meeting of the Regular Membership once per year, or as the Board of Directors will deem necessary.  All Regular Members will be notified of such meetings.

*      A special meeting may be called at the request of one-third of the Regular Membership.

*      The location and date of the annual meeting shall be announced 30 days in advance.

*      All references to members will refer to voting members.  Such voting members must be present at meetings to have their votes recorded.

 

                   ARTICLE VI – GUIDELINES AND PROCEDURAL AMENDMENTS

 

The Board shall notify the regular members, at least (10) days prior to the annual meeting, any proposed changes to these bylaws.  Changes to the bylaws shall be ratified by a majority of the voting members.

 

 

 

 

 

 

 

 

 

                   ARTICLE VII - DISSOLUTION

 

Upon dissolution of the BSSC, Inc., the Board shall, after paying or making provisions for paying all debts, liabilities and legal obligations incurred by the Corporation, dispose of all assets of BSSC, Inc.  All assets of BSSC, Inc., will be disposed of exclusively for the purposes of the Corporation in such a manner and to such organizations organized and operated exclusively for charitable, educational, religious, scientific, literary or cultural purposes as shall at the time qualify as an exempt organization.

 

 

JOB DESCRIPTION

President

1)    Preside over all meetings of the Board and annual meetings to ensure meetings are run in an orderly fashion.

2)    Be responsible for each meeting agenda.

3)    Give guidance to his/her successor.

4)    Serve as spokes person for BSSC, Inc.

 

Vice President

1)    Assist the President and act in his/her absence to fulfill the duties of the President.

2)    Chair a committee that will review and recommend revisions to the bylaws every two years.

3)    Give guidance to his/her successor.

4)    Oversee the http://www.ballstonspaswimclub.org/ website.

 

Treasurer

1)    Keep full and accurate account records of all receipts and expenditures.  Make disbursements as appropriate for authorized business activities.

2)    Present a financial report at the annual meeting or when requested by the Board.

3)    Prepare a budget along with the President for each fiscal year.

4)    May approve purchases under $150.00 unless an emergency situation exists.

5)    Give guidance to his/her successor.

6)    Assume the duties/responsibilities of the President in the absence of the President and Vice-President.

 

Secretary

1)    Records the minutes of all meetings of the BSSC, Inc.

2)    Keeps a record of attendance at all meetings.

3)    Make available minutes from all meetings within two weeks to all members of the BSSC, Inc.

4)    Give guidance to his/her successor.

 

Registrar

1)    Maintains the BSSC. Inc., registration with USA Swimming under “BSPA”.

2)    Ensures that all athlete members, Club officials are registered with USA Swimming.

3)    Maintains the team roster      

4)    Ensures that all meet entries are forwarded to the appropriate clubs for swim meets.

5)    Gives guidance to his/her successor.

COMMITTEES

 

Committee Structure

          The BSSC, Inc., will organize itself into committees that support the purpose of the Club.  Committees should plan on meeting periodically as needed to ensure that assigned tasks and responsibilities are carried out.  Each committee chair will submit to the Board an annual plan for all activities including proposed budget request for approval by June 01.

 

Committees will consist of the following:

 

              Publicity                Promoting the team and individual swimmers utilizing various media.

 

              Phone Tree           Responsible for developing a phone tree from the team roster and will be the first called in an event to trigger the chain for appropriate situations.

 

              Fundraising           Responsible for team fundraising events such as bake sales, 50/50 drawings, swim-a-thon, etc.

 

            Social                  Responsible for organizing social activities for the team, i.e. psyche parties, annual year-end recognition banquet, etc.

 

              Timing System    Responsibilities include set up, take down and operation of timing system.  Ensure that systems are operational and sufficient number of members trained in its operation.

 

              BSPA Meet            Serves as the principle organizer for the annual swim meets sponsored by the BSSC, Inc.  Coordinate all committee activities associated with the organization and running of  the meets.

 

              Awards                   Responsible for assisting the registrar in maintaining the team’s “Best Times” record.  Individual times will be recorded and available to all members.  Achievement awards will be purchased and distributed when earned.

 

              Attire/Equipment Responsible for assisting the secretary in the purchasing, ordering and distribution of all BSSC, Inc., team suits, attire, and equipment.

 

          Timer Coordinator       Responsible for recruitment and scheduling of stopwatch timer volunteers to work in assigned lanes at all USA swim meets attended by BSSC, Inc.