ARTICLE I: NAME

The name of this organization shall be GATOR SWIM TEAM PARENTS ORGANIZATION.

ARTICLE II: PURPOSE

1. Ensure the continued operation of a swim team program.

2. Ensure that the program shall be open to the children or wards of all members of the

Willow Fork Country Club and non-members paying fees subject to the rules and regulations of the swim league of which the swim team may be a part.

3. Organize, finance, and publicize the activities of Gator Swim Team.

4. Be non-profit with all money raised from fees and fund-raising activities to be spent and

invested in coaching, equipment, and supplies necessary to the operation of a swim

team.

5. Cooperate with the Willow Fork Country Club management to insure the compatibility of

interest and the continued growth of the swimming program for the Willow Fork Country

Club.

ARTICLE Ill: MEMBERSHIP

Membership shall be limited to the Parents or guardians of the children who are members of the Willow Fork Country Club Swim Team, paying non-members and scholarship families. Voting will be limited to one vote per family.

The Executive Board reserves the right to refuse registration of any family at any time.

ARTICLE IV: EXECUTIVE BOARD

The executive board shall consist of Officers and Standing Committee chairpersons. Each of

these shall be entitled to one vote at board meetings.

Section 1: Definitions

a. Officers: The Officers of the Swim Team shall consist of a President, First Vice-

President of Fundraising, Second Vice-President of Volunteers, Third Vice-President of Registration, Secretary, Treasurer, and Advisor (ex-President/non-voting-position).

b. Standing Committee Chairpersons: The Standing Committee Chairpersons shall

consist of League Representatives (2), Willow Fork Liaison, Timing, Equipment, Ready Bench, Ribbons, Meet Officials, Judges, Records, Non-Competitive, Social, Communications, Spirit Wear, and Awards.

c. Term: These officers and Committee Chairpersons, after being elected, shall

serve for a term of one year. (To be negotiated upon full membership approval).

Section 2: Duties

a. The Executive Board shall be charged with the responsibility and authority

prescribed in the By-Laws as are necessary for the operation and management

of the organization and consistent with the purpose of the Swim Team.

b. The Executive Board will be responsible for

􀂃Hiring a head coach,

􀂃Negotiating the salary,

􀂃Determining duties,

􀂃Approving the selection of a(n) assistant coach(es), and

􀂃Making the decisions and purchases.

c. All Officers and Standing Committee Chairpersons shall deliver to their

successors all materials at the end of the season, and no later than 30 days after

the final meeting.

ARTICLE V: ELECTION PROCEDURES

Section 1: Voting

a. Officers shall be elected by written ballot at the final meeting of the organization

each swim season. However, if there is but one nominee for any office, election

for that office may be by voice vote.

b. Officers shall be elected by a plurality of all votes cast by members present at the

final meeting of the swim season.

c. The Officers shall appoint Standing Committee Chairpersons within thirty days of

the general election of officers.

Section 2: Nominating Committee

a. The nomination committee shall consist of four members appointed by the

President: two of whom shall be selected from the executive board and two

from the general membership. The president does not serve as a member of this

committee.

b. The nominating committee shall nominate a person for each office and report its

nominees to be voted on at the final meeting of the season, at which time additional nominations may be made from the floor.

c. Only those persons who have signified their consent to serve if elected shall be

nominated for or elected to such office.

Section 3: Vacancies

a. A person appointed by the president shall fill a vacancy occurring in any office for

the un-expired term.

ARTICLE VI: MEETINGS

1. There shall be a Pre-season and Post-season parent meeting and any other parent

meetings as necessary. Meeting times shall be publicized in advance to ensure that all

interested parties have sufficient notice.

2. Meetings of the officers and committee chairpersons shall be held at the discretion of the

President.

3. All meetings are to be conducted according to accepted parliamentary procedures.

4. Adoption for motions shall require a plurality affirmative vote of the members present.

ARTICLE VII: DUTIES OF OFFICERS & STANDING COMMITTEE CHAIRPERSONS

Officers

Section 1:  The President shall:

Preside at all parent meetings and executive board meetings

Appoint special committees

Perform such other duties as may be prescribed in these by-laws

Be familiar with the WHALe bylaws and ensure that the swim team is abiding by them

Serve as liaison to the coaches (work with the Willow Fork Liaison when dealing with Willow Fork Country Club)

Coordinate the work of the officers and committees in order that the purposes may be promoted

Be responsible for calling the meet should inclement weather occur (must be familiar with the KATY ISD LIGHTNING POLICY and responsible for implementing it when necessary)

Handle team’s correspondence with “emergencies” as they arise

Section 2:  The 1^st Vice President of Fundraising shall

Aide the President and perform duties of the President in the absence of that officer

Be responsible for handling swimsuits

Provide samples of new swim suit options every two years, both male & female, for board approval

Each year, coordinate with swimsuit provider to attend swim team events for size selection & delivery of swimsuits (walk-up registration, parent meetings, swim practice, etc.)

Be responsible for obtaining team T-shirts with team logo on front and sponsors on back

Design, obtain, and sell any other team accessories (as approved by the Executive Board) with the intent to make a profit (may appoint a Spirit Wear Chairperson one years when spirit wear is sold)

Be responsible for sponsors (i.e. solicit sponsors, update the sponsor banner, provide heat sheet covers to promote our sponsors, write thank you letters to sponsors, etc.)

Organize any fund raising activities (i.e. Swimathon, bake sales, etc.) with the Treasurer

Section 3:  The 2^nd Vice President of Volunteers shall

Coordinate with the president to make sure the calendar is correct regarding HOME and AWAY meets

Review the list of volunteers for HOME and AWAY meets to make sure all areas are covered (coordinate with the Communications Chair to make sure that all jobs are listed on the website PRIOR to registration)

Coordinate volunteers for all HOME and AWAY meets. All families are expected to work a minimum of 3 jobs per family during the season.

Attend walk-up registration to provide registrants with volunteer information and ensure that all families attending sign up for a minimum of 3 jobs per family during the season

Coordinate with 3^rd VP of Registration to make sure all walk-up registration volunteer jobs are input in the database

Input changes to volunteer duties throughout the swim season AND contact appropriate chairperson of the change

Provide a list of volunteers for each meet and be available at the check in table before each meet to check in all volunteers and direct the volunteers to their work area

Ensure that the hospitality volunteer purchases, delivers, and ices down all water bottles necessary for each meet (coordinate with Equipment Chair for ice chests)

Determine recipient(s) of the Gator Aid Award (parent volunteer award) at the end of the season and coordinate with the Awards Chair to make sure award is ordered

Identify parents who do not comply with their volunteer duties and coordinate with the Treasurer to collect fine

Send email reminders to all workers prior to each meet

Section 4:  The 3^rd Vice President of Registration shall

Have computer skills

Email registration reminders for last year’s swim team members

Provide all written materials for registration

Registration form

Payment summary form

Parent Information letter

Medical release forms

Parent code of ethics/zero tolerance forms

WHALe forms

Set registration dates with Executive Board and Willow Fork Country Club approval (coordinate with Willow Fork Liaison)

Coordinate workers to assist with registration and late registration at the pool during preseason

Collect Medical Release Forms and Parent Code of Ethics/Zero Tolerance Forms from ALL SWIMMERS and make forms accessible at all swim team functions

Collect WHALe forms from ALL SWIMMERS and deliver to the League Representative(s)

Have a working knowledge of the WHALe League Rules and Policies from the Internal Policies and Procedures document (Section A) to ensure eligibility of swimmers

Verify member’s club membership and non-member fees

Ensure that swimmers are NOT ALLOWED IN THE POOL FOR PRACTICE until all of necessary forms & payment have been received

Turn in all money to the Treasurer

Handle online registration including responding daily to questions that come in from registrants

Assign family ID numbers necessary for registration

Maintain registration database

Provide lists of all swimmers broken down into gender and age categories for the Awards Chair for purpose of ordering end of season trophies

Section 5:  The Secretary shall

Keep minutes of all general parent meetings and executive board meetings

Handle the correspondence of the swim team

Assist with registration

Coordinate with the Coach to pick up the original set of the heat sheets (can be sent electronically), print heat sheets, and distribute heat sheets to the Treasurer

Notify the Katy Times, local papers, and Willow Fork Country Club Newsletter of all swim meet news items for publication (especially registration date)

Work with appropriate chairpersons to publicize upcoming events via website, email, Facebook page, flyers, etc (i.e. Meet of Champions dinner, spirit night, stroke clinics, end of season party, etc.)

Communicate swim meet information (via email) to our team for each swim meet including;

Opponent and Date

Directions to the pool

Parking instructions

Time to arrive

Any other pertinent information

Section 6:  The Treasurer shall

Prepare an annual budget

Assist with registration

Insure that registration records are accurate

Pay all coach salaries and any authorized swim team expenses

Keep track of receipts and expenses

Prepare Treasurer Report for meetings

Prepare an end of year statement for Willow Fork Country Club with complete roster of members, non-members and all associated swim team fees

Sell heat sheets at swim meets

Send 1099s (to all coaches) and file tax return by September 30^th

Contact parents who do not comply with their volunteer duties (as identified by the 2^nd VP of Volunteers) and collect the fine

Assist the 1^st VP of Fundraising with any fundraising projec

Section 7:  The Advisor shall

Report to the President

Act in an advisory capacity to the President and all other executive board members with regard to effective operation of the swim team

Not have voting rights

Section 8:  The League Representatives (2) shall

Report to the President

Attend or provide a representative at all league meetings and report back to the Executive Board

Attend training for judges; stroke judges, touch turn judges, etc.

Communicate with swim meet opponents, for HOME & AWAY meets, regarding meet particulars such as check in table, timer chairs, etc. For HOME meets, communicate with our swim team chairs to make these arrangements.

Reserve parking spaces at HOME meets for opposing coaches, President & Meet Official. Give names to our Marshalls.

File insurance form & make insurance payment to WHALe

Order ribbons for entire season from WHALe (Ribbons Chair shall aide in determining quantity)

Coordinate the Meet of Champions including:

Meet of Champions workers

Stop watches

Items required by WHALe from each team for the Meet of Champions

Notification of swimmers chosen to participate

Prepare a natatorium practice information packet for participants

Prepare a Meet of Champions information packet for participants (maps, times, duties, etc.)

Take pre-orders for t-shirts

Provide the eligibility list to the WHALe secretary including any additions or deletions, throughout the season, by deadlines set by WHALe

Shall report all final meet scores to WHALe (via www.swimwhale.com) within three days of each swim meet

Section 9:  The Ready Bench Chair shall

Report to the 2^nd VP of Volunteers

Determine the number of ready bench volunteers that are required for each age group, depending on registration numbers

Be responsible for insuring that all ready bench volunteer positions are filled for each meet

Coordinate any communications with ready bench volunteers

Provide check in clerk with a swimmer check in roster for both HOME & AWAY meets

Coordinate with the Equipment Chair to organize seating of our swimmers in our HOME waiting area

Assist the coaches in lining up the swimmers in the ready bench area

Notify ready bench volunteers when to deliver swimmers to ready bench area

Supply heat sheets to all ready bench personnel (communicate the number of heat sheets you will need per meet to the Secretary who is in charge of preparing heat sheets)

Section 10:  The Ribbons Chair shall

Report to the 2^nd VP of Volunteers

Have a working knowledge of the WHALe League Rules and Policies from the Internal Policies and Procedures document (Section E item 2a, Section E item 1 and Section H item 9) to ensure proper ribbon disbursement

Determine number of ribbons to order for the year. Report the quantity needed to the League Representative who will place the order with WHALe

Coordinate and oversee the ribbons table at home meets

Coordinate any communications with ribbons volunteers

Section 11:  The Meet Officials Chair shall

Report to the President

Have a working knowledge of the WHALe League Rules and Policies from the Internal Policies and Procedures document (Section H) to ensure proper meet procedure is followed

Coordinate and oversee the following volunteers for each meet (some only necessary for home meets)

Announcer/Starter - Trained

Meet Director – Trained

Scorekeeper - Trained

Stroke Judge – Trained

Touch Turn Judge – Trained

Insure that the volunteers are trained

Be responsible for insuring that all meet official volunteer positions are filled for each meet

Coordinate any communications with meet official volunteers

The Timer Chair shall

Section 12:  Report to the 2^nd VP of Volunteers

Have a working knowledge of the WHALe League Rules and Policies from the Internal Policies and Procedures document (Section H) to ensure proper timing procedure is followed

Make sure all stopwatches are working properly and order more if necessary.

Coordinate any purchases with the Treasurer

Conduct a timing clinic

Oversee timers for each meet

Coordinate and attend all time trials

Coordinate any communications with timer volunteers

Provide the League Representative with a list of suggested timers for the Meet of Champions

Section 13:  The Judges Chair shall

Report to the 2^nd VP of Volunteers

Have a working knowledge of the WHALe League Rules and Policies from the Internal Policies and Procedures document (Section Ei and Section H) to ensure proper judging procedure is followed

Be trained by WHALe as a judge

Ensure that the team has enough trained judges on the roster

Coordinate all communications with judges

Be present at swim meets to make sure all judges are in their correct position and serve as a substitute judge as necessary

Section 14:  The Records Chair shall

Report to the 3^rd VP of Registration

Provide the coach/team with times from the time trials and swim meets

Tally all team scores at every home meet

Have a working knowledge of the WHALe League Rules and Policies from the Internal Policies and Procedures document (Sections E & H) to ensure proper scoring of meets

Provide End of Season Certificates for each swimmer for each stroke showing slowest and fastest times for the season

Provide the coach with the information needed for him to compile the qualifiers for the Meet of Champs, All-Stars, and end of the year awards

Provide times for all record breakers to the Awards Chair for record-breaking plaques

Section 15:  The Equipment Chair shall

Report to the 2^nd VP of Volunteers

Be responsible for the inventory; purchase (as directed and approved by Executive Board) and maintain all equipment necessary for the operation of the swim team

Ensure all equipment is fully functioning prior to all meets

Coordinate deck setup of the pool area for home swim meets

Coordinate with the Ready Bench Chair to organize seating of our swimmers in our HOME waiting area

Coordinate deck cleanup of pool area for home swim meets

Arrange for delivery of tents and other needed equipment for away meets

Coordinate any communications with equipment volunteers

The Non-competitive Chair shall

Section 16:  Report to the 3^rd VP of Registration

Serve as the point of contact for all non-competitive correspondence

Publicize and promote the non-competitive swim division via email, website, social media, publication, etc.

Be present at Willow Fork Country Club during on-site registration

Provide and collect all written materials for non-competitive registration

Registration form

Payment summary form

Parent Information letter

Medical release forms

Verify member’s club membership and non-member fees

Ensure that swimmers are NOT ALLOWED IN THE POOL FOR PRACTICE until all necessary forms & payment have been received

Be present at the pool during the assigned non-competitive swim time for the first week of practice

Turn in all money to the Treasurer

Maintain registration database for non-competitive division

Provide list of all non-competitive swimmers broken down into gender and age categories for the Awards Chair for purpose of ordering end of season trophies

Section 17:  The Social Chair shall

Report to the 3^rd VP of Registration

Schedule photographer (team and individual photos) and distribute pictures

Organize the Meet of Champions Dinner with help from Awards Chair and Willow Fork Liaison

Organize after swim meet dinner locations (Bolli Brothers or other, etc.)

Coordinate donut Friday at every Friday morning practice

Section 18:  The Awards Chair shall

Report to the 3^rd VP of Registration

Organize the Meet of Champions Dinner with help from Social Chair and Willow Fork Liaison

Prepare weekly Gator of the Weeks Certificates for the coach

Order end of season trophies, medals, plaques, etc. from Crown Trophy; pick them up from Crown Trophy, organize and deliver to the end of season party

Section 19:  The Communications Chair shall

Report to the President

Have good computer skills

Update web site content at the beginning of the season and throughout the season as modifications become necessary (event schedule, practice times, chairperson page, coaching page, sponsor page, and swim meet page, etc.)

Update the scroll bar on the web site with parent meetings, practice cancellations, swim meet cancellations, team parties, and any other pertinent upcoming events

Update photos on the web site

Input weekly awards on the web site

Input Swim Meet Scores on the web site

Section 19:  The Willow Fork Liaison Chair shall

Report to the President

Act as the point of contact between Willow Fork Country Club (WFCC) and the Willow Fork Gators Swim Team

Oversee the conditions of the pool, deck and bathrooms; report any maintenance needs to WFCC

Coordinate with the 3^rd VP of Registration to secure WFCC for on-site registration (typically held on a Sunday)

Coordinate with the Social Chair to plan the Meet of Champs dinner at WFCC

Organize end of season party

Section 20:  The Spirit Wear Chair shall

Report to the 1^st VP of Fundraising

Only be filled in years when spirit wear is sold (typically every other year)

Shall assist the 1^st VP of Fundraising with ALL duties

ARTICLE VIII: The HEAD COACH shall

• 1.Report to the Board President.
• 2.Possess and maintain certifications required by WHALe (Lifeguarding, WSI, and CST, etc.).
• 3.Conduct and attend all swim practices, time trials, stroke clinics, and swim meets (Including the Meet of Champions and All-Stars Meet).
• 4.Prepare and distribute to all assistant coaches a written practice schedule at least eight hours prior to each practice session (distribution can be electronic).
• 5.Attend registration, any parent meetings, Meet of Champs Dinner and end of season awards ceremony/party and, when necessary, attend board meetings and league meetings.
• 6.Have a working knowledge of the WHALe Rules and Policies from the Internal Policies and Procedures document (Sections A through F and Appendix A through D) to ensure eligibility of swimmers, proper meet procedure.
• 7.Heat the meets and give the heat sheets to the Secretary for copying/distribution at all meets (can be given electronically).
• 8.Determine recipients of awards (i.e. weekly Gator of the Week certificates and the end of year Gator of the Year Award). Communicate selection with Awards Chair for preparation of certificates and trophies.
• 9.Develop a discipline plan and be responsible for disciplining all swimmers at swim team practices, meets, and time trials according to the discipline plan. The coach shall contact parents in the event a discipline problem should occur and shall report said conduct to the President of the swim team.
• 10.Be responsible for hiring an assistant coach or assistant coaches with the approval of Executive Board.
• 11.Be responsible for managing and developing all assistant coaches (including performance and conduct).
• 12.Be responsible for enhancing swim team members ability to perform the various strokes used in swim meets, in such manner as to encourage and enhance self-improvement.
• 13.Act as a role model and a leader in promoting proper behavior and team spirit to the children.
• 14.Respond to parent inquiries/questions in a timely manner and or direct them to the appropriate board member.
• 15.Perform his duties in order that the purposes of the organization are promoted.
• 16.Be eligible for an end of season bonus BASED ON PERFORMANCE OF JOB DUTIES and availability of funds.

ARTICLE IX: The ASSISTANT COACH(ES) shall

• 1.Report to the Head Coach.
• 2.Possess and maintain certifications required by WHALe (Lifeguarding, WSI, and CST, etc.).
• 3.Assist conduction of and attend all swim practices, time trials, stroke clinics, and swim meets (Including the Meet of Champions and All-Stars Meet).
• 4.Read the written practice schedule as provided by the head coach PRIOR to each practice session AND be prepared to execute the workout with each age group.
• 5.Attend registration, any parent meetings, Meet of Champs Dinner and end of season awards ceremony/party and, when necessary, attend board meetings and league meetings.
• 6.Assist the head coach with selection of swimmers for any awards.
• 7.Be responsible for disciplining all swimmers at swim team practices, meets and time trials according to the head coach’s discipline plan. The assistant coach shall report all discipline problems to the head coach.
• 8.Be responsible for enhancing swim team members ability to perform the various strokes used in swim meets, in such manner as to encourage and enhance self-improvement.
• 9.Act as a role model and a leader in promoting proper behavior and team spirit to the children.
• 10.Respond to parent inquiries/questions in a timely manner and or direct them to the appropriate board member.
• 11.Perform his duties in order that the purposes of the organization are promoted.
• 12.Be eligible for an end of season bonus BASED ON PERFORMANCE OF JOB DUTIES and availability of funds.

ARTICLE X: The NON-COMPETITIVE COACH shall

• 1.Report to the Head Coach.
• 2.Possess and maintain certifications required by WHALe (Lifeguarding, WSI, and CST, etc.).
• 3.Conduct and attend all swim practices for non-competitive swimmers and 6 & under swimmers.
• 4.Prepare a written practice schedule PRIOR to each practice session for non-competitive swimmers.
• 5.Attend registration if available.
• 6.Be responsible for disciplining swimmers at swim team practices according to the head coach’s discipline plan. The non-competitive coach shall report any discipline problems to the head coach.
• 7.Be responsible for enhancing swimmer’s ability to perform the various strokes in such manner as to encourage and enhance self-improvement.
• 8.Act as a role model and a leader in promoting proper behavior and team spirit to the children.
• 9.Respond to parent inquiries/questions in a timely manner and or direct them to the appropriate board member.
• 10.Perform his/her duties in order that the purposes of the organization are promoted.
• 11.Be eligible for an end of season bonus BASED ON PERFORMANCE OF JOB DUTIES and availability of funds.

ARTICLE XI: QUORUM

Board meetings require a minimum of two officers and two standing committee chairpersons present to establish a quorum. General meetings require two board members, two standing committee chairpersons and two parents present to establish a quorum. Voting by proxy will be allowed if the proxy is received by the President in writing prior to the start of the meeting.

ARTICLE XI: AMENDMENTS

These by-laws may be amended at any board meeting provided the proposed amendments shall have been submitted to Executive Board in writing seven days before the meeting. Adoptions shall require a majority vote in the affirmative of the members present.