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Cardinal Aquatics J. B. Chambers YMCA (CAJBCY)
Parents Association Constitution
Article I The name of this organization shall be the “Cardinal
Aquatics J. B. Chambers YMCA (CAJBCY) Swim
Parents.”
Article II The object of this association shall be to promote
aquatic programs on a non-profit basis
including the supervision of an age-group
swimming team representing this
organization. This Association shall use all
funds collected hereunder only for the
purposes stated.
Article III Membership shall consist of parents of swimmers
involved in the Association programs, the
coaches of said programs, and other adults
interested in supporting and furthering the
goals of the Association. Membership in this
Association shall be available to all
persons, regardless of race, color, creed,
sex, or religious preference on an
individual basis.
Article IV The governance of the Association shall be conducted
by:
1. The legislative body consisting of all members
present at meetings called for the purpose
of transacting the official business of the
Association.
2. The administrative body consisting of the executive
committee as provided for in the Association
by-laws.
Article V The elected officers of this Association shall be a
President, a Vice President, a Secretary, 2
Safety Coordinators, and 2
Members-At-Large.
Article VI The treasurer of the organization shall be a paid
position with the salary to be determined on
an yearly basis by the board.
Article VII There shall be at least one regular meeting of the
Association yearly, and such special
meetings as may be provided for in the
by-laws. Announcements and calls of meetings
shall be given to all members at least a
week in advance.
Article VIII The committees of this association shall be of two
kinds: standing and special, as provided for
in the by-laws.
Article IX Elections shall be conducted yearly within the
following guidelines:
1. The president shall appoint a nominating committee
whose duty it shall be to present a slate of
candidates for each office. Candidates for
office may also be considered by nomination
from the floor or by submitting a letter of
intent.
2. No member shall be nominated for office without the
knowledge and consent of the individual.
3. To avoid potential conflicts of interest, only one
member of a swimmer’s family may serve at
any given time either as an elected officer
or a coach.
4. A general meeting will be held one week prior to
elections for the sole purpose of accepting
floor nominations.
5. The Elections Committee may declare an unopposed
candidate elected at the close of floor
nominations. Such names will not appear on
the ballot. There are to be no write-in
votes.
6. There are to be no absentee ballots.
7. Elections will be held at the middle to end of each
spring season. Terms will run from June 1 to
May 31 of the following year.
8. Terms of office shall be one year.
9. No officer shall serve more than 3 consecutive
terms.
Article X Officers of the Association may be impeached for
misfeasance, malfeasance, or nonfeasance in
office.
Impeachment proceedings against an officer may be
initiated by written petition submitted to
the Executive Committee by at least 10
percent of the members.
If, after a due-process hearing, a two-thirds
(2/3) vote of the Executive Committee
sustains the charge, the office shall become
vacant.
The officer may appeal the decision to a special
meeting of the general membership.
Article XI In the event of a vacancy in office for any reason,
the office shall be filled by appointment by
the president, approved by the Executive
Committee. This appointment shall be for the
unexpired length of term.
Article XII The Association shall have such standing committees as
are necessary to carry out the
responsibilities and program of the
Association.
Ad hoc (special) committees may be formed as
necessary to achieve the Association
program.
Article XIII All amendments to this constitution shall be in
writing, presented at a regular annual
meeting, signed by five active members, and
such alterations or amendments shall be in
the announcement for the regular annual
meeting, and shall not be acted upon until
that time, and then adopted only on a
majority of the members present and voting.
Cardinal Aquatics J. B. Chambers YMCA (CAJBCY)
Parents Association By-Laws
Article I Dues, Fees, and
Assessments
1. The Executive Committee and coach will establish team fees each
August for the fall/winter YMCA season and
each May for the summer season.
2. Optional USS membership will be made available to each swimmer.
USS fees will be set as above.
3. Each participating swimmer must hold a YMCA membership. Members
failing to obtain a YMCA membership by
October 29th of each year will
forfeit their right to participate in club
sanctioned swim meets until that obligation
is met.
4. Fees shall be the basic cost per swimmer for providing the
facilities, training and for the management
of competition for swim teams, payable to
the WHY Swim Team. Payment may be made in a
lump sum (with a discount) or on a monthly
basis with all fees and assessments paid in
full by the end of season banquet.
5. Fees for YMCA membership cards, USS cards, and entry fees are the
responsibility of each member.
Article II Officers and Their
Duties
Section II-I
President
A. Preside at all meetings of the Association and of the
Executive Council.
B. Shall cast the deciding vote in all cases or a tie,
except in the election of officers; shall
call special meeting of the Executive
Council at his/her discretion and upon the
written request of the majority of that
body; shall perform such other duties as may
from time to time become the responsibility
of the President.
C. Shall appoint all committees not otherwise provided
for, and shall be an ex-officio member of
all standing committees, except the
nominating committee.
Section II-II Vice-President
A. Conducts meetings in the absence of the president and shares in
all presidential duties.
Section II-III Secretary
A. Shall keep an accurate record of the
proceedings of all meetings of the
Association and of the Executive Committee.
B. Shall issue announcements and calls for all meetings regular and
special.
C. Shall notify all officers of their election and committee members
of their appointments.
D. Shall keep a complete record of the association membership.
E. Shall perform any other duties as may be assigned by the President
and/or Executive Committee.
Section II-IV Treasurer
A. Shall be the custodian of all moneys and securities belonging to
the Association and shall hold same subject
to their disposal by the discretion of the
Executive Committee of the Association.
B. Shall collect all fees and assessments and pay all bills
officially incurred by the officers of the
Association and by the regular and special
committees authorized to act for the
Association.
C. Shall keep a record of all receipts
and of all expenditures relating to the
business of the Association, shall retain
the vouchers thereof, and shall present
them, with a written report of the condition
of the fiscal affairs of the Association, at
each meeting of both the general membership
and Executive Committee and upon the order
of the Executive Committee.
Section II-V Safety Coordinator
A. Shall establish meetings with
coaches, swimmers, meet marshals, and
parents to discuss safety procedures and
inform those groups of any updated safety
procedures and rules.
B. Make sure the coaches have completed
all required certifications.
C. Post all safety rules and regulations
at training facility(ies).
D. Maintain the safety procedure
notebook, including emergency medical
information for each swimmer, and be
responsible for that information at every
meet, home and away.
Section II-VI Members-At-Large
A. Shall be members of the Executive
Committee with all the privileges and
responsibilities pertaining thereto.
B. Shall assist the other elected officers in the administration of
the Association.
Article III The Executive Committee
The Executive Committee shall consist of the
elected officers of the Association, the
Treasurer, the Head Coach, the immediate
Past President, and the Chairperson of the
Finance Committee. The Committee may meet at
such time as necessity may require, on a
call by the President or petition of a
majority of the Committee members.
The Executive Committee shall be the
Administrative body of the Association.
Article IV Committees
Two kinds of committees shall be created to
carry out the objective of this Association:
standing and special.
Unless otherwise noted all committees shall
be appointed by the President and approved
by the Executive Committee.
Section IV-I Standing
Committees
There
shall be the following standing committees:
Finance-
serve as a Ways and Means Committee, as well
as providing assistance to the Treasurer in
all financial matters. They shall be
responsible for carrying out the financial
policies of the Association. It is
recommended that the immediate Past
President assume the responsibilities of
chairperson for this committee. The
chairperson, with the approval of the
Executive Committee, shall determine the
number of
members.
Communications-serve
as a medium of information for all members
of the Association.
Publicity/Promotion-shall
report all meet results to the local papers
and provide such other coverage and
recognition as will favorably aid in
promoting the objective of the Association.
They shall also be responsible for
documenting and recording as historians for
the
team.
Banquet-make
arrangements for an annual Awards Dinner, to
be held at a time designated by the
Executive Committee. They shall also plan
and conduct special celebrations for the
team such as Halloween and Christmas
parties.
Concessions-will
be responsible for running the concession
stand at home meets. They shall also provide
refreshments for coaches, officials, and
other meet
workers.
Meet-will
be responsible for putting together the
workers and officials for all home meets.
This committee is composed of the elected
officers.
Section IV-II Special Committees
Special committees may be created at any
meeting of this Association, or in the
interim between meetings by the Executive
Council, for the purpose of performing any
duties not otherwise provided for in the
by-laws. Such Special Committees shall serve
until terminated by the appointing
authority.
Article V Authority-Parliamentary Procedure
Robert’s Rules of Order shall be the
authority governing all matters of procedure
not otherwise provided in this constitution,
bylaws, or policies.
Article VI Amendments
All amendments to these by-laws shall be in writing, presented at a
regular annual meeting, signed by five
active members, and such alterations or
amendments shall be in the announcement for
the regular annual meeting, and shall not be
acted upon until that time, and then adopted
only on a majority of the members present
and voting. |
