CONSTITUTION AND BY-LAWS OF THE JEFFERSON CITY AREA YMCA … changes.pdf · Article V –...

CONSTITUTION AND BY-LAWS OF THE

JEFFERSON CITY AREA YMCA SWIM TEAM AND SWIM TEAM PARENTS ASSOCIATION

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Current Proposed

Article I - Name Article I - Name 1) The name of this association shall be the Jefferson City Area YMCA Swim Team and Swim Team Parents Association. While the association is one operating unit, two distinct groups will facilitate membership and operations: a) The swim team shall be referred to as JCAY. b) The parents association shall be referred to as STPA

The name of this association shall be the Jefferson City Area YMCA Swim Team and Swim Team Parents Association. While the association is one operating unit, two distinct groups will facilitate membership and operations: a) The swim team shall be referred to as JCAY. b) The parents association shall be referred to as STPA

Article II – Mission Statement Article II – Mission Statement 1) To attract and unite young people, their parents and others in fellowship for the purposes of developing Christian character and building a Christian society through competitive swimming.

To attract and unite young people, their parents and others in fellowship for the purposes of developing Christian character and building a Christian society through competitive swimming.

Article III - Goals Article III - Goals 1) To promote the spiritual, mental and physical development of swim team members. 2) To support and participate in regional, state and national swimming organizations, which regulate, support or otherwise control competitive swimming. 3) To promote and conduct activities that will cause the growth of the swim team, enable youth to participate therein, and assist the team financially in meeting its goals and objectives. 4) To conduct competitive swim meets and assist the STPA coaching staff in all activities when needed.

1) To promote the spiritual, mental and physical development of swim team members.

2) To support and participate in regional, state and national

swimming organizations, which regulate, support or otherwise control competitive swimming.

3) To promote and conduct activities that will cause the growth

of the swim team, enable youth to participate therein, and assist the team financially in meeting its goals and objectives.

4) To conduct competitive swim meets and assist the STPA

coaching staff in all activities when needed.



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Article IV – Responsibilities 1) Incorporate the YMCA values in STPA and JCAY activities. 2) Assist in maintaining a cooperative team spirit. 3) Maintain and uphold the by-laws of the STPA. 4) Formulate written policy on operational procedures such as transportation, safety and awards. 5) Report regularly to the YMCA Program Committee or management. 6) Raise funds, when necessary, in support of the swim team. 7) Conduct an annual awards meeting/banquet. 8) Organize, conduct, and provide trained volunteers to work at league, invitational and championship meets.

Article V – Membership Article IV – Membership 1) All YMCA members maintaining a family or a single parent family membership shall be potentially eligible for membership. 2) To be a member of JCAY the child must be at least age 5 and not older than age 18. The child must be able to complete a minimum of 50 continuous yards of freestyle and 25 continuous yards of backstroke. 3) The parent(s) or guardian(s) of the JCAY swimmer shall automatically be members of STPA.

1) For membership in both JCAY and STPA, a current family YMCA or single parent family YMCA membership must be maintained.

2) Children 5-10 years of age must be able to complete a

minimum of 25 yards of freestyle and 25 yards of backstroke. Children 11-21 must be able to complete a minimum of 50 continuous yards of freestyle and 25 yards of backstroke.

3) The parent(s) or guardian(s) of the JCAY swimmer shall



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4) A designated YMCA aquatic coordinator and/or head coach and honorary members, shall be ex-officio (non-voting) members of the STPA unless eligible under Article V., 3 5) Honorary members shall be appointed if desired. Swimmers over the age of 18 who are still competing but are no longer eligible for YMCA or summer league participation shall be allowed to be honorary members of JCAY for the purpose of training and USA meet participation. STPA members may be granted honorary status when their swimmer has reached an age beyond that which makes the swimmer eligible for the JCAY program. 6) To maintain membership in both JCAY and STPA, a current family YMCA or single parent family YMCA membership must be maintained. In addition, the JCAY/STPA dues must be paid up to date by the 10th of each month. Failure to maintain either of these financial commitments will result in suspension of workout and meet privileges. 7) Each JCAY member shall be expected to behave in a safe and respectful manner. Failure to behave in a safe or respectful manner may result in the suspension of workout or meet privileges, depending upon the nature of the inappropriate act. YMCA rules must be followed at all times.

automatically be members of STPA.

4) A designated YMCA aquatic coordinator and/or head coach and honorary members, shall be ex-officio (non-voting) members of the STPA unless eligible under Article IV.3

5) Honorary members shall be appointed if desired. STPA

members may be granted honorary status when their swimmer has reached an age beyond that which makes the swimmer eligible for the JCAY program.

6) Each family current in dues shall be entitled to one vote at

general meetings.

7) Each JCAY member shall be expected to behave in a safe and respectful manner, according to the JCAY Code of Conduct and YMCA rules.

Article VI – Officers and Term of Office Article V – Officers and Term of Office 1) The officers of STPA Executive Committee shall consist of a President, Vice-President, Secretary, Treasurer and past President. These officers, plus the head coach, shall make up the Executive Committee.

1) 1)The officers of STPA Executive committee shall consist of a President, Vice-President, Secretary, Treasurer, Past President, a member to represent YMCA swimmers, and a member to represent USA swimmers. These officers shall make up the Executive Committee



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2) The President shall appoint an advisory board to be made-up of three STPA members, one from each of the three swim team levels. 3) All officers shall have children who are current (winter and/or summer) members of the JCAY. 4) Members of the same family may not hold multiple offices of the Executive Committee; however duties of one office may be shared. 5) All officers shall be elected annually and assume office immediately following the awards banquet. 6) Each officer may serve two consecutive terms, unless approved by the STPA.

2) All officers shall have children who are current (winter and/or

summer for a minimum of 6 months) members of the JCAY.

3) Members of the same family may not hold multiple offices of the Executive Committee; however duties of one office may be shared.

4) The Vice-President will be elected annually the first year will

serve as the Vice-President, the 2nd year as the President, and the 3rd year as the Past President. The Treasurer and the Secretary will serve two year terms. The Treasurer being elected in odd years (e.g. 2015) and the Secretary in even years (e.g. 2014). The USA and the YMCA Representatives will be elected annually and serve a one year team. Board member shall be removed from office if they do not meet the eligibility requirements and the vacancy shall be filled as described in section VII. Consecutive terms are allowed. The officers will assume office on June 1.

Director removal- by Board of Directors A Director may be removed from office by a two-thirds majority vote by the Board of Directors for cause. The Voting Members at such a meeting may fill any vacancy in the Board of Directors. If the Voting Members do not fill all vacancies, the Board shall fill any remaining vacancy. Any Director/Board member may be subject to removal upon missing four Board meetings within a fiscal year, for failure to discharge the normal duties of a Board member, or for conduct detrimental to the Association, after due notice and opportunity for a hearing, by a vote of two-thirds of the Board of Directors at any regular or special meeting. The President or



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Secretary shall provide at least ten days notice to the person to be removed and to the members of the Board prior to the regular or special meeting at which the matter is to be resolved. The person shall be offered an opportunity to be heard at the meeting and to present others to testify in his/her behalf, prior to any final disposition by the Board. Director removal- by Members Petition for Removal of Director Requirements: A petition must be signed by at least one-third of the voting members in the association. A voting member is described above in Article IV. The petition must include the following items;

1) One-third of the current voting members signatures 2) Statement of actions to be taken. 3) List the reasons for recall of an officer such as: Negligence,

incompetence or criminal actions, failure to uphold and/or follow the bylaws, votes cast, actions that are contrary to the wishes of the membership or have a quantifiable effect on the organization, taking actions that negatively affect the finances or viability of the organization.

4) A recall of election is therefore requested by the following members, each of whom was a dues-paying member of JCAY and the STPA at the time of signing.

5) The Petition must consist of four spaces for a Signature, Name, Address, and Date signed.

6) Attest at the bottom of the petition for the person circulation the petition (I, ___________________ affirm that each person signing this petition is personally known to me and did so in my presence), to certify that the signatures are valid.



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7) It is recommended that you exceed the number necessary and turn in your petition on a timely basis and submit all signatures sheets together.

Special Meeting: The special meeting shall be called by the board of directors, noticed and held within 30 days after receipt of the petition for removal. Quorum: A quorum for the removal meeting purpose is met if at least 50% of the votes are present at the meeting in person or by absentee ballot. Percentage Required to Remove Director: A member of the board can be removed from office with cause by a vote of two-thirds. A quorum must be present.

Article VII – Election of Officers Article VI – Election of Officers 1) The president shall appoint a nominating sub-committee. This committee will prepare a slate of nominees to present to the general membership. Other nominations may be made from the floor. 2) The nominating sub-committee shall consist of two (2) executive committee members, two (2) active members of the general membership, and the head coach. 3) Two or more members shall be nominated for each open position. 4) The election of officers shall take place at the annual awards banquet.

1) The Executive Board shall appoint a nomination committee. This committee will prepare a slate of nominees to present to the general membership. Other nominations may be made from the floor.

2) The nominating sub-committee shall consist of two (2)

executive committee members, two (2) active members of the general membership, and the head coach.

3) Two or more members shall be nominated for each open

position.

4) The election of officers shall take place at the annual awards



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5) The election of officers shall require a simple majority of the votes cast at the annual awards banquet and shall be held by secret ballot. The secret ballot may be dispensed with by unanimous vote.

banquet.

5) The election of officers shall require a simple majority of the votes cast at the annual awards banquet and shall be held by secret ballot. The secret ballot may be dispensed with by unanimous vote.

Vacancies Vacant Board positions shall be filled for the balance of the position term by majority vote of the remaining Board members. The Board, at the Board’s sole description may fill the balance of the term of any vacant position by a vote of the Voting Members of the STPA, as described in Article VI.5. Past President Vacancy If for any reason there is not a past president to fill the Past President Board Position, then the Board my fill the position with anyone who has served in any position on the board. However if that is still unavailable the position will be filled as a Member at Large until the next June 1, in which the position becomes Past President again.

Article VIII – Duties of Officers and the Executive Committee

Article VII – Duties of Officers and the Executive Committee

1) The duties of the President shall be as follows: a) Provide for the orderly disposition of all business meetings. b) Exercise general supervision over all sub-committees. Sub-committees shall consist of a minimum of three (3) members.

PRESIDENT

Provide for the orderly disposition of all business meetings.

Serve as chairman of the Executive Committee and as STPA representative on the YMCA program committee.



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c) Appoint an advisory committee annually. d) Appoint the nominating sub-committee. e) Serve as chairman of the Executive Committee and as STPA representative on the YMCA program committee. f) Serve as the authorized representative to meet with the YMCA operations director for problem solving activities. g) The President shall represent the team in any regional or state conferences, swimming leagues, or organizations. h) Serve as meet director with the Vice-President at all home meets unless the President approves another member to serve as a meet director. 2) The duties of the Vice-President shall be as follows: The Vice President shall, in the absence of the President, perform the duties of the President. In the case of a permanent vacancy in the office of the President, the Vice-President shall automatically assume the duties of the President until the office is filled at the annual awards banquet. The Vice-President shall serve as co-meet director with the President at all home meets. 3) The duties of the Secretary shall be as follows: The Secretary shall keep minutes of all meetings of the STPA and all meetings of the executive committee, and shall conduct such correspondence and fulfill such other duties as may be authorized by the President and executive committee.

Serve as the authorized representative to meet with the YMCA operations director for problem solving activities.

The President shall represent the team in any regional or state conferences, swimming leagues, or organizations.

VICE PRESIDENT

Shall, in the absence of the President, perform the duties of the President.

In the case of a permanent vacancy in the office of the President, the Vice-President shall automatically assume the duties of the President until the office is filled at the annual awards banquet.

SECRETARY

Shall create the agenda and keep minutes of all meetings of the STPA and all meetings of the executive committee,

Shall conduct such correspondence and fulfill such other duties as may be authorized by the President and executive committee.

Report Monthly to the YMCA Program Committee or management. (Member List)

Retention of Documents: The board must retain documents and shall permit inspection of these records by members.



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4) The duties of the Treasurer shall be as follows: The Treasurer shall keep an itemized report of receipts and expenditures and submit the report on a monthly basis to the executive committee for approval. A complete report shall be submitted at each business meeting of the STPA. The Treasurer or designate shall collect and deposit all JCAY/STPA funds. The Treasurer shall act as the association's budget officer and shall prepare an annual budget. 5) The duties of the Executive Committee shall be as follows: a) Fill any vacancy occurring in any office after the regular annual election has been held. Vacancies will be filled in an acting capacity until the annual awards banquet. b) Consider proposed by-laws and amendments to the constitution and report them to the STPA, along with their recommendations. c) Prepare an annual financial report compared to the budget for the STPA membership in September of each year.

TREASURER

Shall keep an itemized report of receipts and expenditures and submit the report on a monthly basis to the executive committee for approval.

The Treasurer or designate shall collect and deposit all JCAY/STPA funds.

Prepare an annual financial report compared to the budget for the STPA membership in May of each year.

Report Monthly to the YMCA Program Committee or management. (Monthly Financial Report)

EXECUTIVE COMMITTEE AT LARGE

Incorporate the YMCA values in STPA and JCAY activities.

Assist in maintaining a cooperative team spirit.

Maintain and uphold the by-laws of the STPA.

Prepare a Budget yearly

Appoint Meet Director and Assistant Meet Director for all home meets. Supply them with any and all information for running home meets.

Exercise general supervision over all committees. Committees



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shall consist of a minimum of three (3) members.

Computer Committee Console Committee Volunteer Committee Fundraising Committee Public Relations & Marketing Committee

Maintain the webpage

Prepare document for STPA with information, rules and regulation i.e. Parent Handbook

Formulate written policy on operational procedures such as transportation, safety and awards.

Conduct an annual awards meeting/banquet, no earlier than three weeks after area meet.

Hire Coaches: prospective coaches must be interviewed by at least 3 board members before being submitted to YMCA for final approval.

Provide opportunity for training for new coaches.

Consider proposed by-laws and amendments to the constitution and report them to the STPA, along with their recommendations.(as seen in Article XI).

Article IX – Finances Article VIII – Finances and Dues 1) All STPA monies shall be collected by the Treasurer and deposited in Finances



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the STPA Swim Team account. 2) Swimmers of current and past Board Members and Coaches shall swim 100% on team scholarship for remainder of participation on team. 3) An approved check request must be obtained before obligating STPA funds. Two Signatures required on checks. Debit Card can be used with one signature for needs of the team and turning all receipts over to the treasurer.

1) All STPA monies shall be collected by the Treasurer and deposited in the STPA Swim Team account.

2) Swimmers of the current Board Members and coaches shall

swim 100% on team scholarship for the time of service.

3) An approved check request must be obtained before obligating STPA funds. Two Signatures required on checks. Debit Card can be used with one signature for needs of the team and turning all receipts over to the treasurer.

Dues

1) JCAY/STPA dues must be paid up to date by the 15th of each month. Failure to maintain either of these financial commitments will result in suspension of workout and meet privilege

2) The JCAY & STPA will offer a limited number of scholarships as

funds are available to pay for memberships of swimmers who are on the outreach program with the YMCA. The family will pay no more than their percentage they pay from the outreach program for monthly membership fees. The family will be responsible for meet fees and any other fees incurred at 100%

Article X – Meetings Article IX – Meetings 1) The STPA shall meet at least three (3) times a year. Meetings typically will be held in the fall, winter and summer. The Executive Committee may call additional meetings.

The Executive Committee shall meet at least 10 times per year. These board meetings will be open to the entire STPA.

Article XI – Amendments Article X – Amendments 1) A member may propose amendments to the by-laws to the A member may propose amendments to the by-laws to the Executive



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Executive Committee prior to the fall meeting. After the Executive Committee reviews the amendment, it shall be presented to the membership at the fall meeting to be acted upon. An amendment shall be considered adopted if two thirds of the members present and voting at the fall meeting approve the same, provided that the proposed amendment has been submitted in writing to the members at least thirty (30) days prior to the fall meeting.

Committee prior to the fall meeting. After the Executive Committee reviews the amendment, it shall be presented to the membership at the fall meeting to be acted upon. An amendment shall be considered adopted if two thirds of the members present and voting at the fall meeting approve the same, provided that the proposed amendment has been submitted in writing to the members at least thirty (30) days prior to the fall meeting.

Article XII – Rules of Order Article XI – Rules of Order 1) The order of all meetings and actions of the STPA shall be governed by Roberts= Rules of Order. The order of business shall be as follows: a) Secretary's Report b) Treasurer’s Report c) Committee Reports d) Unfinished Business e) New Business f) Coaches' Report g) Announcements h) Adjournment

1) The order of all meetings and actions of the STPA shall be governed by Roberts= Rules of Order. The order of business shall be as follows:

a) Secretary's Report b) Treasurer’s Report c) Committee Reports d) Unfinished Business e) New Business f) Coaches' Report g) Announcements h) Adjournment



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