Timber Cove Dolphins

Article 1: Name

Article 2: Purpose

Article 3: Membership

Article 4: Board of Directors

Article 5: Vacancies

Article 6: Board Elections

Article 7: Committees

Article 8: Meetings

Article 9: Operating Budget

Article 10: Financial

Article 11: Contracts

Article 12: Order of Meetings

Article 13: Discipline

Article 14: Coaches

Article 15: Awards

Article 16: Amendments

Article 17: Dissolution

Article 1: Name

The name of this organization shall be the Timber Cove Dolphins Swim Team. (It will be referred to as the team in the rest of this document.

Article 2: Purpose

Section 1 – Purpose

This team is not an agent of the Timber Cove subdivision, Timber Cove Recreation Association (TCRA), nor the city of Taylor Lake Village, but an independent organization of local families drawn together for the purpose of promoting swimming, water safety and sportsmanship in the community for children ages 18 and under. The team shall be a non-profit organization form under the control of these by-laws to offer to its membership the opportunity to participate in the Clear Creek Swimming League (CCSL) summer program of competitive swimming

Section 2 – Relationships

It is not the purpose of this team to run swimming lessons in competition with TCRA but to provide coaching and clinics to swimmers who want to increase their skill level and to enter competition events with other teams and swimmers of the League. The team will work in cooperation with TCRA and city officials.

Article 3: Membership

Section 1 – Membership

Any child 18 years old and under is eligible to become a swimmer on the team if they meet the qualification specified by the team’s governing Board of Directors and published as part of the registration materials. In concert with league rules, it is expected that a swimmer be water safe and capable of satisfactorily swimming the length of the pool by the mini-meet. Qualification to be on the team will be at the coaches’ discretion. Families become members of the team by paying the required dues for each swimmer at registration or during the conduct of the season.

Section 2 – Tryouts

Tryouts for new swimmers will be held at the start of each season. Each swimmer must satisfy the requirements specified by the Board before individual membership is achieved. New swimmers must be able to swim the width of the pool by the end of the second week of practice. Swimmers who can demonstrate performance through prior memberships on this or a comparable swimming program may be accepted at the discretion of the Board and coaches.

Section 3 – Continued Membership

Continued membership depends upon swimmers conducting themselves in a safe manner at all practices and team events. It is required to obey the team’s, league’s, and TCRA’s rules and regulations and fulfilling the assigned duties of each family at registration

Article 4: Board of Directors

Section 1 – Board of Directors

The team shall be governed by the Board of Directors, designated as the “Board” in these By-Laws. The Board shall consist of nine (9) members elected by the general membership at the awards banquet at the end of the summer season, if a Board position becomes vacant. Each Board member shall have one (1) vote in matters coming before the Board for planning and /or resolution. In addition, the past president shall be an ex-officio member of the Board.

Section 2 – Members

The Board shall consist of nine (9) members: President, Vice-President, Treasurer, Secretary, Clerk of Course, Meet Director, Communications & Event Director, Primary League Representative, and Concessions Director. To be eligible to be on the Board an individual must be a parent of a registered swimmer and nominated by a registered swimmer’s parent or guardian.

A member of the Board shall not hold more than one Board position. Each director will have the responsibility of overseeing the chairman of committees assigned to their director position, if applicable. They may choose to serve as one (1) of the chairman positions if their talents and experience lend themselves to do so. They may not serve as all position chairmen and must not appoint anyone to a chairman position who has not been approved by the President and Board first.

Section 3 – Duties of the Board of Directors

The duties and responsibilities of the members of the Board of Directors are as follows:

1. President

1. Presides at and schedules all meetings of the Board
2. Sets the agenda for all meetings and be responsible for the administration of team activities and committees
3. Liaisons with the coaches and all committee heads, ensuring the accomplishments of the Board directives and consistency with team and league rules and regulations.
4. Appoints all non-elected committee heads with the approval of the Board and input from the Board members and other committee persons. The President will be empowered to establish special committees, such as the nominating, Treasurer audit, team evaluation, By-Laws, coach search, etc., as the needs and benefit of the team requires. The Board shall approve all such special committees and can request committee establishment as needed.
5. Presenting and securing signed contracts from all coaches . One (1) other director must be present.
6. Primary contact to hear, investigate and handle all team grievances.
7. Routinely checks with all directors to see that they have maintained communication with respective chairman. This is to ensure that all jobs and tasks are being completed on schedule (i.e., trophies, T-shirts, fundraisers, sponsorships, etc.).
8. Draws up a calendar of events by March 1. This will clearly plan registration, clinics, parent information night, meets, Board meetings for the entire season.
9. Serves as team liaison to TCRA and represents the team at TCRA meetings

1. Vice President

1. Shall assist the President in all his/her duties and shall assume duties pertinent to that office in the absence of the President.
2. If the President is not able to continue to exercise their office and retires before the end of their term of office, the VP shall take on the office of the President and the Board shall elect a replacement that is consistent with the eligibility rules of these By-Laws. The VP shall act as the liaison with TCRA and city officials, and shall serve as the point of contact with the parents to communicate team policies and rules.
3. Responsible for securing sponsorships: including establishing sponsor levels, sending letters to current and new sponsors and ensuring sponsors receive all sponsor perks, as promised in solicitation letter.

1. Appoint chairperson for sponsorships
2. Ensure that all sponsors and monies are reported to Treasurer

1. Treasurer

Treasure shall be responsible for maintaining a detailed ledger separating all incoming funds and outgoing expenditures, and to provide this ledger to the board upon request at any time during their term in office.

1. Incoming Funds: Including but not limited to, registration fees, team merchandising proceeds, concession proceeds, team fundraiser(s) proceeds, and sponsorship donations.
2. Outgoing Expenditures: CCSL fees, TCRA fees, storage unit fees, team T-shirt costs, , concession startup money, miscellaneous equipment costs, photocopies, office supplies, coaching salaries, fundraising costs, party costs, coach/Board gifts, and awards.
3. Responsible for the checkbook, Timber Cove Dolphins Swim Team Venmo account and the custody of all funds, and shall establish, audit, and maintain the account:

Timber Cove Swim Team Account

Wells Fargo Bank, Seabrook Office

Timber Cove Dolphins Swim Team – Venmo Account

@timbercovedolphins-swimteam

1. Collects all revenue of the team and pays its bills as authorized by the Board.
2. Responsible, together with the president, for preparing a yearly budget for submittal to Board for their approval no later than February meeting for the Board.
3. Serve as the liaison with the TCRA Board
   1. Coordinate payment of salaries for the coaches
   2. Represent team at TCRA meetings
4. Responsible for the team roster and coordinating the following:
   1. Review team roster with TCRA representative
   1. Ensure that swimmers who are TCRA members receive discount
   2. Ensure that swimmers who are non-TCRA members pay registration fee, plus additional TCRA fee
   3. Ensure that TCRA fees from non-TCRA members are collected and paid to TCRA by 4th week of practice.
5. Provide final team roster at the end of the third week of practice to President and Clerk of Course

1. Secretary

1. The Secretary shall notify all Board members of the Board meetings as directed by the President.
2. Prepare and maintain the minutes of all meetings, presenting these at subsequent meetings for the official approval of the Board. All correspondence to and from the Board, team members, the league, and TCRA shall be process and maintained as part of the team records.
3. Responsible for maintaining and updating the team website, including posting Board meeting minutes, practice schedules, upcoming events, sponsors, and ensuring that all is current and up to date.

1. Clerk of Course.

1. Work with coaches on meet events.

2. Responsible for sending meet invite to opposing team for home meets.

3. Responsible for posting results of each meet on team website.

1. Communications & Event Director

1. Plans all parties and makes signs as needed for information. Post practices times at the pool.

2. Post signs at pool and on Team Facebookgroup page for advertising swim team sign –up.

3. Purchases all food for parties and organizes sign-up lists for volunteers to cook, clean-up and set up.

4. Responsible for sending out all communications to team members and families through all communication channels, including the team website, email, Timber Cove Dolphins Swim Team Facebook Group and Remind App.

5. Creates signs when requested by coaches or Board to keep team members abreast of upcoming events

1. Meet Director

1. Ensures required volunteers are recruited to run the meet.

2. Ensures that the physical requirements for the meet have been met. Ensure the pool area is clean after the meet. The Meet Director is required to arrange the following for home meets:

• Head Timer – recruits and acts as head timer at meet. Keeps the watches, ensures they are optional operational.
• Announcer(s) – Emcee of meet, announces meet events, commentary, paging swimmers, coaches, etc. as needed and other announcements throughout meet
• Set-up – recruits volunteer parents to set up the pool area the night before. Set up tent area on Saturday morning
• Clean-up – arrange for the volunteer parents to clean the pool area after the meet and to rearrange the pool area to its normal configuration.
• Ribbon writers – (2) two or more volunteers to place stickers on ribbons for swimmers and file them in team file box
• Junior Coaches – Make sure all swimmers have race numbers on their arms. Get all swimmers to the ready area. Keep the swimmers together and supervised. Should come prepared with several markers and copy of entry list.
• Head Stroke and Turn Judge and other judges – ensure proper strokes on all swim events
• Starter – announces swimmers to take their marks and runs starter light/buzzer
• Runners – take time sheets from timers to Clerk of Course; other runners provide water to judges, timers, starter, etc.
• Equipment Director – ensures all swim equipment for practices and meets is in safe, working condition. Responsible for letting Board know if equipment is in need of repair or replacement and responsible for finding replacements and submitting to the Board for approval.

1. Primary League Representative (Rep)

1. Responsible for attending CCSL league meetings and voting on behalf of the Timber Cove Dolphins Swim Team.
2. Responsible for letting the President know if he/she cannot attend CCSL league meeting and ensure that the alternate team representative attends in his/her place.
3. Responsible for reporting to the board all that was discussed at CCSL meeting and report any votes that took place and the outcome of each.

1. Concessions Director

1. Responsible for the planning, staffing and conduct of concessions for home meets.
2. Responsible for the acquisition, storage, preparation and selling of food and drinks as agreed by the Board.
3. All sales and money’s shall be carefully recorded and accounted for; with the records and monies provided to the Treasurer.
4. Attempts to obtain food donations from local businesses to help offset expenses.
5. Works with the Treasurer in the projection and preparation of concessions in the yearly budget.

Past President – The immediate past President, if they agree to serve, shall aid the new board providing a smooth transition of officers. The past President shall inform board members of the rationale behind past decisions. The past President can serve to chair subcommittees that the board may wish to establish to study and report special issues. The past President shall temporarily fill the duties of any office that is left vacant, until the board fills that office. If the past President elects not to serve, this office shall be left vacant.

Section 4

Essential meet duties of the Timber Cove Swim Team shall be managed by the following Board members:

A) Clerk of Course – shall prepare all meet information, entry forms, etc., as required for team swim meets in accordance with league rules and regulations. The Clerk shall perform the duties during meets as specified by league rules, coordinating the Clerk of Course of other teams as required and dictated by rules. The Clerk must be qualified by the league to perform their duties. The Clerk must effectively represent the team in matters coming before the league for discussion and voting. The Clerk shall be a league representative.

B) Concessions Director– Responsible for the planning, staffing and conduct of concessions for home meets. This involves the acquisition, storage, preparation and selling of food and drinks as agreed by the Board. All sales and money’s shall be carefully recorded and accounted for, with the records and monies provided to the Treasurer. The Concession Director shall work with other committees and the businesses of the community to obtain food donations to help offset expenses. He/she shall work with the Treasurer in the projection and preparation of this cost area in the yearly budget.

C) Meet Director– shall ensure that the Head Stroke and Turn Judge is certified by the league to perform the duties as judge during swim meets. Preferably he/she shall also be qualified to perform the duties of the meet referee. The Meet Director shall ensure that the Stroke and Turn Director finds candidates from the Team to serve as stroke and turn judges; and see to it that they attend and pass the League qualification training. For each meet, he/she shall schedule the proper number of judges and provide these names to the Meet Director. Arrangements shall be coordinated for any last minute changes to ensure the proper conduct of the meet. Meet Director will ensure the team has a referee during home meets.

Section 5 – Quorum

A simple majority of the members of the Board shall constitute a quorum for the purposes of conducting business. If vacancies occur, a majority of the remaining members shall be sufficient to establish a quorum.

Section 6 – Duties of the Board

The Board of Directors shall be responsible for filling the positions of non-elected committees, filling vacancies on the Board, finding and hiring coaches, defining the yearly budget, forming special committees, handling grievances, suspension’s, and directing and monitoring the activities of all Team activities. The Board shall approve these actions as described in the corresponding sections of the By-Laws. The Board shall approve expenditures above $100, vote on all matters coming to the Board for approval and decision making, run the Team swim meets and planned activities, conducting registration, and maintain Team equipment. Each member shall be responsible for attending Board meetings and for the effective and efficient conduct of the respective committees.

Article 5: Vacancies

Section 1 - Board Member Replacement

A Board member who fails to attend three (3) regular meetings of the Board may have their office declared vacant. The Board shall then receive names of the potential replacement from the Board and shall select and approve the replacement by a majority vote of those present. Any Board member or committee head who fails to perform their duties shall likewise be replaced by a majority vote of the Board.

Section 2 – Vacancies

Vacancies occurring during the year in non-elective committees shall be filled by appointment by the President with approval by the Board. Board vacancies shall be filled by the President providing the names of qualified candidates to the Board, and by a majority vote of the remaining members of the Board.

Article 6: Board Elections

Section 1 – Nominating Committee

The President shall appoint by May 1st, a 3 to 4 member nominating committee (2 from the Board) who shall examine the membership of the team and produce a list of qualified candidates for the Board. Any parent or qualified person willing to become a member of the Board can submit their names in writing to the Nominating Committee for consideration. A notice of the upcoming election and the request for names shall be communicated via email, website and Team’s FB Group page Board no later than the first week of June.

Section 2 – Elections

The nominating committee shall present the slate of candidates at the team end of season party in June/July. Additional nominations of qualified candidates shall be accepted from the floor. Elections shall be held by a majority vote of the attending members of the Team.

Section 3 – Assumption of Duties

The newly elected Board shall assume their duties at the August/September meeting of the Board following their election of that same calendar year. They shall serve in their elected capacity for at least one (1) year or until the next regular election is held.

Article 7: Committees

Section 1 – Standing Committees.

In addition to the committees represented by the Board, the Board shall establish standing committees as it deems necessary or advantageous for the effective and efficient running of the Team. Such committees/positions are as follows and assigned to designated directors.

1. Awards & Recognitions Director

1. Responsible for ordering and distributing all awards & recognitions
2. Swim medals & trophies for end of season party
3. Sponsor plaques
4. 5, 10, 15 - year towels
5. Junior Coach gift bags for end of season party

1. Merchandising Director
   1. Ordering and distributing team t-shirts, with Board approval
   2. Selecting team suits, as needed, and submitting to Board for approval; providing website link for parents to order swimsuits
   3. With Board approval, spirit merchandise such as t-shirts, shorts, yard signs, car decals, etc. – shall be responsible for ordering and selling during swim season.
2. Fundraising Director
   1. With Board approval, select fundraising activity for the swim season
   2. Coordinate all aspects of fundraising activity
   3. Submit all receipts, expenses and monies raised to Treasurer
3. Photos & Video Director
   1. Work with photographer to coordinate team and individual photos
   2. Communicate to team when photos are available
   3. Act as liaison for Team with photographer and with videographer
   4. Secure a videographer to create team video for end of season party and for sale distribution (not a fundraiser, fee will cover cost as determined by videographer)
   5. Work with videographer to ensure he/she obtains footage during practices & meets
4. Equipment Director
   1. Take inventory of all swim equipment used for practice and swim meets
   2. Ensure that all equipment is in safe, working condition
   3. Notify the Board of equipment that needs repair or replacement
   4. Shop for equipment and present the Board with options for approval
5. F) Scholarship Director

1. Responsible for awareness of the Timber Cove Senior Scholarship
2. Responsible for distribution and collection of scholarship applications to eligible Timber Cove Dolphin Seniors
3. Submits all scholarship applications to the Board two weeks prior to the end of season party
4. Prints and issues scholarship certificates to eligible Seniors and works with the Treasurer to distribute scholarship funds to each Senior, amount to be determined and approved by the Board.

Article 8: Meetings

Section 1 – Meetings

The Board shall meet at least four (4) times a year, but monthly meetings can be established by the President during the season preparation time. Special meetings can be called by the President to discuss and vote on topics requiring immediate action. The President shall also call special meetings at the written request of four (4) members of the Board or 25% of the members in good standing. Such a special meeting shall be held within 21 days of the receipt of this written request. Meetings shall be generally open to the Team membership, but the Board may meet in executive session closed to membership to conduct sensitive business.

The coach or coaches shall attend Board meetings as deemed appropriate to foster good two-way communication, obtain feedback on Team progress, address issues and ideas, and provide direction.

Section 2 – Parents’ meeting

A parents’ meeting shall be held within two weeks of the start of swim practice in order to go over the policies of the Team, the meet and practice schedule, how meet entries are established, the importance of volunteer jobs, to answer questions, and to discuss any other topics as appropriate.

A parents’ meeting for the purpose of elections and the presentation of awards shall be held at the end of the swim season as described in Articles 6 and 14.

Article 9: Operating Budget

Section 1 – Dues/Fees

A fee schedule shall be established by the Board upon the assessment of the next year’s projected budget by the President and Treasurer. Fees shall be sufficient to cover the operating expenses not covered by sponsors and contributions. A fee schedule per family and individual shall be provided as part of the registration materials.

Section 2 – Sponsors

The Vice President, along with the Sponsorship Director shall seek sponsors and contributors who will provide monies and/or goods to offset the Team’s expenses. All such actions shall be tracked and recorded by the Treasurer. The Team shall give due recognition or these individuals and associations as deemed appropriate. Sponsor is defined as a Business Firm or individual that pays $150.00 or more to the Team, to be used at the Team’s discretion. Contributor is defined as a Business Firm or individual that gives donations up to $149 or goods to benefit the Team.

Article 10: Financial

Section 1 – Fiscal Year

The fiscal year shall be from August to July of each year.

Section 2 – Funds

The funds of the Team shall be deposited only in an institution whose deposits are insured by an Agency of the Federal government and shall be deposited within three (3) days of their receipt. The payment of all expenditures shall be by check or by authorized Team Venmo account. All checks must be signed by the Treasurer with approval of the President. In the absence of the Treasurer, the President shall be authorized to sign. All incoming funds and outgoing expenditures shall be separately accounted for in a permanent ledger.

A separate savings account shall be established at a level deemed appropriate by the Board of Directors to ensure for the repair and replacement of Team and pool equipment (starting blocks, public address system, lane ropes, etc.) and for scholarship funds. These funds shall not be used for operating expenses and shall be replenished upon any expenditure at a rate to ensure continued Team viability.

Section 3 – Authorizations

Approval of contracts, loans, or expenditures exceeding $100 shall require a majority vote of the Board.

Section 4 – Audit

The Board of Directors shall audit the books of the Treasurer yearly. Upon the end of the Treasurer’s term of office, a special audit committee composed of a Board member and two (2) knowledgeable outside persons appointed by the President and approved by the Board, shall review the ledger and financial records and provide an audit report to the full Board.

Article 11: Contracts

Section 1 – Obligations

No officer, agent or member of the Team shall have the unlimited authority to bind the Team to any contract or pledge its credit or render it liable for any purpose or amount. The full Board, however, may authorize the President and other Board members to enter into specific contracts or instruments on the behalf of the Team, such as the hiring of coaches or the paying of rental agreements.

Article 12: Order of Meetings

Section 1 – Order

The order of all regular Board meetings is as follows:

1. Call to Order
2. Announcements
3. League Reps Report/Coaches Report
4. Reading and approval of minutes from last meeting
5. Reading and approval of Treasurer’s report
6. Report of committees and subcommittees as appropriate
7. Unfinished business
8. New Business
9. Setting of the time for the next meeting
10. Adjournment

Section 2 – Conduct

Meetings shall be performed in an orderly manner in order to ensure the accomplishment of Team business and to provide for constructive open discussions. Robert Rules of Order (revised) shall be used as a guideline when not in conflict with the By-Laws or Board rules and policies.

Article 13: Discipline

Section 1 – Suspensions

A Team member may be suspended at the head coach’s discretion, or by a member of the Board of Directors, if deemed necessary due to unsafe behavior, insubordination or disruption to the order and conduct of practices and meets. The suspension shall be for one practice unless it is of a serious enough nature to require the Board’s review and action. Continued conduct requiring suspension shall result in the Team member being excluded from Team activities until a review is performed by the Board of Directors.

Section 2 – Expulsion

A suspended member shall be expelled from any further participation as Team members by a majority vote of the Board if it is deemed that they represent a safety threat to the Team or themselves, or a continued disciplinary problem.

Section 3 – Appeal

A vote for expulsion may be appealed to the full Board who will review the record and decide to uphold or suspend the expulsion based on a majority vote. A vote of the Board for expulsion shall be final and cannot be appealed further.

Article 14: Coaches

Section 1 – Duties of Head Coach

1. Prepare the pool for swim practice
2. Run practice in a timely, orderly fashion
3. Report if any equipment is broken
4. Prepare the meet entries for all swim meets, including the championship meets
5. Keep an accurate record of swimmers’ times in the swimming strokes

Section 2 – Duties of the Assistant Coach

1. In the event there is an assistant coach and/or swim team helpers, his/her responsibilities shall be those duties which are delegated in a fair and reasonable manner by the Head Coach.
2. Assist Head Coach with all practices and meets, as directed by Head Coach.
3. Manage Junior Coaches, including scheduling, training, and signing off for volunteer hours, as needed.

Section 3 – Code of ethics for Coaches and Junior Coaches

1. Treat all swimmers with respect
2. Reprimand of a swimmer must be done privately, not in view of the Team
3. No favoritism; show encouragement to all swimmers regardless of ability
4. No promises shall be made to swimmers that would place a financial responsibility on the team without prior approval of the Board.
5. Coaches and helpers must act in a professional manner and demonstrate that their primary interest is the Team
6. Any request for additional coaches or helpers or recommendations of coaches or helpers shall be done through the Board

Article 15: Awards

Section 1 – Swim Season Awards

The Board shall define rules for the presentation of awards to swimmers who have competed during the season’s meets. These awards shall be presented during awards banquet at the parents’ meeting after the champion swim meet in July. Trophies shall be medallions for each swimmer indicating champ time or reserve, if obtained. Trophies will be presented for Most Valuable Boy and Most Valuable Girt for each age category. Finally, Most Valuable Overall Girl and Boy trophies will be presented.

Section 2 – Senior Scholarships

The Board shall define rules for the eligibility of graduating seniors of the Timber Cove Swim Team. Scholarship amount will be based on funds available and Board approval; minimum of $100. Qualifications include that applicant must be a Timber Cove Dolphin team member in the current year and for at least (2) two out of the past five years, for a total of 3 years. Swimmer must participate in at least (2) two regular season meets during their senior year and must be graduating from high school in the year eligible for scholarship. Senior applicant must also submit a 100-word essay on what being a Timber Cove Dolphin has meant to them.

The Board will approve eligible applicants and announce and award scholarships at end of season party.

Article 16: Amendments

Section 1 – Amendments

The By-Laws shall be amended at any meeting of the full Board by the majority vote of all members, provided that the proposed changes or additions have been provided at least one month prior to the meeting.

Article 17: Dissolution

Section 1 – Dissolution

Upon the dissolution of the Team, the Board of Directors shall, upon paying or making provision for the payment of all liabilities of the Team, dispose of all assets of the Team by contributing them to TCRA or Taylor Lake Village City Hall, for the continued use and enjoyment of the community. Dissolution can only occur through the majority vote of the Team members attending a special meeting called after a 2/3 majority vote f the Board, with two weeks’ notice, for that purpose.