GLENMOOR STINGRAYS

ARTICLE I – GENERAL DESCRIPTION GLENMOOR SWIM TEAM 

SECTION A 

Glenmoor Swim Team, a non-profit organization, establishes these Bylaws in order to define the structure, membership and responsibilities of Glenmoor Swim Team and its members to provide a framework for consistent and orderly procedures in the conduct of the swim team and its Board of Directors. Affiliated with the East Bay Swim League, Glenmoor Swim Team is dedicated to providing young swimmers with any opportunity to swim in a summer recreational league. This is achieved within a professionally coached environment, which fosters sportsmanship, cooperation, team spirit, self-discipline, individual responsibility and respect for other competitors within the framework of a well-balanced athletic experience. Glenmoor Swim Team operates on the premises of the Glenmoor Homeowners Association and must abode by its rule of conduct. Note: The Glenmoor Swim Team will use the Stingray as its mascot and EBSL league nickname. 

SECTION B MISSION STATEMENT 

The primary purpose of the Glenmoor Swim Team is for each member to develop strong swim skills that will become a source of recreational enjoyment throughout their lifetime. Members of this team also have the unique opportunity to participate in a multi-age group of boys and girls where the individual’s accomplishments enhance the total team experience. The results are team spirit producing the ultimate sense of community for the team members and their families. A

RTICLE II – REGISTRATION & MEMBERSHIP 

SECTION A 

Glenmoor Swim Team membership is open to all individuals eligible under the rules and regulations of the East Bay Swim League and the following criteria: 1) Required team application(s) have been completed. 2) All dues are fully paid. 3) Certification of birth date has been provided. 4) “Letter of Understanding” form has been signed by swimmer and parent or legal guardian. 5) Swimmer attended seventy-five percent (75%) of prior year’s practices and swim Meets. 6) All new swimmers must undergo an evaluation by the coaches to determine swimming ability. Swimmers must swim level 4 of the American Red Cross: Swimmer must be able to swim the front crawl, 25 yds…by time trials. If the child does not meet this level, he/she may be removed from the team. 7) Swimmer must be coachable and willing to follow coaches’ instructions and be willing to work within a team environment. 8) Swimmers chosen to swim Championships must do so. In addition, the swimmer’s parent(s) must have provided the minimum support specified by the Glenmoor Swim Team Board of Directors for the past year or have been excused from providing support by the majority vote of the year’s Board of Directors. 

SECTION B 

The team registration is processed with priority given in the following order: 1) Returning swimmers from previous year. 2) Additional family members of returning swimmers from the previous seasons. 3) Residents of Glenmoor Gardens. 4) All other interested parties. 5) Returning swimmers who were chosen to swim championships the prior season, but did not attend. (The Board of Directors reserves the right to review the circumstances of a swimmer that missed Championships and how it affects registration priority.) With input from the Coaches, the Board of Directors reserve the right to alter the registration process for swimmers to provide for fulfillment of specific age groups; however, the above priority status will remain constant. The team will consist of a maximum of 130 swimmers. All swimmers will be eligible to swim for points at dual meets. However, the Hosting Team has the right to limit the number of swimmers the Visiting team can enter in a dual meet. The Coaches, with input from the Board of Directors, if required, will decide who will swim in a dual meet in the event that the Host Team limits the number of swimmers that the Visiting Team can bring. The criteria to be used will be based on the following: - - - Points scored. Age group fulfillment. Attendance. The Team will be allowed to field 100 swimmers to compete in Championships. The Coaches, with input from the Board of Directors, if required, will decide who will swim Championships based on the following criteria: - - - - The swimmer must have been eligible to swim in at least three dual meets. Total points scored during the dual meet season. Age group fulfillment. Attendance. Any swimmer who leaves the team for any reason will forfeit his/her position. 

SECTION C 

Membership may be determined for (a) failure to pay the membership fee: (b) failure of a family to commit their personal time and efforts assisting at swim meets (work obligations): (c) failure of a family, during both home and away meets, to clean up around the pool area or lockers: (d) serious failure to observe the rules of conduct governing the swim team, or the rules and regulations of the league or association of which the swim team is a member as approved by the Board of Directors (see attached EBSL League rules). There is no refund of the registration fee or any other swim team associated expenses in the case of a swimmer being terminated. If a swimmer decides to terminate membership, swimmer will be refunded 75% of the swim team registration fee until the end of the first two weeks of Glenmoor Swim team practice; 50% until the end of the first three weeks; and 0% for four weeks and after. Any other costs or expenses associated with swim team (i.e. swimsuits, pictures, etc.) will not be refunded. 

ARTICLE III – GOVERNMENT 

SECTION A 

The Board of Directors shall govern the Glenmoor Swim Team according to the Bylaws, the general rules and the rules of conduct. A majority of the elected Board of Directors shall constitute a quorum for the transaction of business. The Board members shall be elected to two-year terms, for the office of President, Vice President, Secretary, Treasurer and Ways & Means. The Board shall appoint a Hospitality Director to serve as a Board Member. In order to preserve Board continuity, the elections for the Board positions of the President and Ways & Means shall be held in odd calendar years and elections for the Board positions of Vice President, Secretary and Treasurer shall be held in even calendar years. Elections: Prior to the annual elections, nominations for the elected Board of Directors shall come from the general membership. Candidates must have a swimmer on the team and elections will be held prior to Championships. General Rules: Such General Rules shall be binding for the Glenmoor Swim Team. The adopted general rule will be valid for the current year, unless amended or revoked. 

SECTION B 

GENERAL DUTIES OF THE BOARD OF DIRECTORS THE BOARD OF DIRECTORS SHALL: 

1) Administer the affairs of the Glenmoor Swim Team including the management and control of the club’s funds. 2) Provide for the preparation of all swim events. 3) Fill vacancies by appointments pending annual elections. 4) Contract services, as needed, to carry out the business of Glenmoor Swim Team in an efficient and productive manner. 5) President votes only in case of a tie. 6) Be responsible for determining the amount of the yearly membership dues and decide on financial assistance on a case-by-case basis. 7) Be responsible for contracting the services of a coaching staff and determining their responsibilities and compensating program. 8) Conduct meetings in accordance with “Roberts Rules of Order, revised”. 9) Meet, at least, monthly from January to July or at other times at the discretion of the Board of Directors. 10) Provide for the preparation of the annual budget. 

SECTION C DESCRIPTION / ELECTED VOTING BOARD POSITIONS

PRESIDENT 

The President shall be executive head of Glenmoor Swim Team and shall be responsible for calling and coordinating all business meetings. This includes establishing meeting agendas, coordinating yearly budgets, reviewing financial reports, monitoring all club fund-raisers and sponsored activities. The President shall preside at the meetings of the Glenmoor Swim Team Board of Directors. The President may call additional meetings of the Glenmoor Swim Team Board of Directors as deemed necessary. The President shall have the power to appoint committees not otherwise provided for in the Bylaws. The President shall take the position of Meet Director at home meets. The President shall be the liaison with the East Bay Swim League as the team representative. The President needs to arrive at the beginning of set-up for all home meets. The duties of the President may not be limited to those responsibilities listed above. 

VICE PRESIDENT 

The Vice President shall be responsible for the team’s communication with Glenmoor Gardens Homeowners Association and securing yearly contract for pool use. The Vice President shall be responsible for running the information desk at swim meets. The Vice President shall facilitate the running of swim meets by checking in and addressing concerns that arise in the course of the meet. The Vice President shall attend Swim Team Board meetings and follow-up with assigned actions items, oversee the storage, transport and distribution of swim meet supplies, and be responsible as the Coordinator of Clean-up Committee each season. It shall be the duty of the Vice President to assume the duties of the President in case of the disability or absence of the President. The Vice President needs to arrive at the beginning of the set-up for all home meets. The duties of the Vice President may not be limited to those responsibilities listed above. 

SECRETARY 

The Secretary will keep records of the Glenmoor Swim Team, record all minutes of all meetings of the Board of Directors; transact all necessary communications; and maintain the team roster and waiting list. The Secretary shall be responsible for maintaining a file for all team documents, such as contracts and agreements, approved financial reports, official Bylaws, rules and regulations and the names and addresses of all current members. The Secretary needs to arrive at the beginning of set-up for all home meets. The duties of the Secretary may not be limited to those responsibilities listed above. 

TREASURER 

The Treasurer shall collect all monies with regard to swim team business, registration, team sales orders, snack bar, and other events. The Treasurer is responsible for making all payments and reimbursements to organizations and individuals in a timely manner. The Treasurer shall set up coaches’ paychecks and track all tax form reporting, and prepare and provide to the Board updated financial statements and current bank balance status at every Board meeting. The Treasurer needs to arrive at the beginning of set-up for all home meets. The duties of the Treasurer may not be limited to the responsibilities listed above. 

WAYS AND MEANS 

The Ways and Means Director shall: - Plan any necessary fund-raising events. - - - - - - Organize and administrate home meet fund-raisers such as 50/50 drawing, raffle, etc, Organize and administrate team sales, which includes ordering and distributing swimsuits, team jackets, sweat shirts, T-shirts, hats, etc. Coordinate the sale of Stingray Team items at home meets. (Quantities and design are to be approved by the Board.) Resolve any issues regarding ordering, payment, quality, etc. with regard to team items. Secure photographer and coordinate Picture Day. Arrange and order team trophies for end-of-season Awards Night in conjunction with the Coaches. The Ways and Means Director needs to arrive at the beginning of set-up for all home meets. The duties of the Ways and Means Director may not be limited to the responsibilities listed above. 

SECTION D DESCRIPTION / NON-ELECTED VOTING BOARD POSITIONS

HOSPITALITY DIRECTOR 

The Hospitality Director is a mandatory position appointed by the Board of Directors to meet Alameda County health codes. The person holding this position must complete Alameda County Food handling certification course. The Hospitality Director is responsible for the food at all home meets, including coordination of all parent volunteers, purchase or cooking of food items and/or paper goods, electrical equipment, snack bar set-up, sales BBQ chefs, and snack bar clean up. The Hospitality Director needs to arrive for set-up one hour and forty-five minutes prior to start of all home meets. The duties of the Hospitality Director may not be limited to the responsibilities listed above. 

SECTION E DESCRIPTION / APPOINTED COMMITTEES COMMITTEE

COORDINATORS 

The Board of Directors shall appoint Committee Coordinators as deemed necessary on an annual basis. Committee Coordinators shall perform specific tasks for the benefit of the Glenmoor Swim Team, (i.e. Ribbon Coordinator, Parent Job Assignment Coordinator, Activities Coordinator, Hospitality Assistant, Snack Bar Buyer, Head Shepherd, Computer Coordinator, Newsletter Editor, Coaches’ Assistant, etc.) 

ARTICLE IV – AMENDMENTS 

Glenmoor Swim team Bylaws may be amended by two-thirds majority of a quorum of Glenmoor Swim Team members present and voting at a special meeting, only if a copy of the proposed amendment and an announcement of the date and time of the meeting has been given or mailed to each Glenmoor Swim Team member at least seven (7) days prior to the meeting. 

Adopted 7/2009.