CONSTITUTION AND BY-LAWS OF THE NORFOLK FAMILY YMCA AQUAJET SWIM TEAM ASSOCIATION
Article I - Name Norfolk Family YMCA Aquajet Swim Team Association
Article II – Purpose The purpose of the Norfolk Family YMCA Aquajet Swim Team Association is to provide an opportunity for competitive swimming for the youth of the Norfolk area, in cooperation with the Norfolk Family YMCA.
Article III – Membership All youth participating on the Aquajet Swim Team, their parents/guardians and team Coaches.
Article IV – Eligibility & Registration
Section 1 - Any youth at least 6 years of age who has paid the required YMCA registration fee, is a member of the Norfolk Family YMCA, and is a member of USA Swimming. A. The Norfolk YMCA Aquajets Swim Team Association shall charge fees to each swimmer. B. No swimmer shall be denied competing because he or she is unable to pay the fees. When a hardship case arises, the Board of Directors will contact the Norfolk Family YMCA for sponsorship of the YMCA registration fee. USA Swimming also offers an Outreach Program which gives a reduced fee for membership to those swimmers who meet the qualifications.
Section 2– Any youth that has passed the required entrance skills assessment. A. Prospective swimmers will be asked to meet required skills. 1. Ability to swim two (2) lengths of the pool or 50 yds. 2. Kick one length of the pool on their back 3. Submerge underwater comfortably 4. Willingness to follow directions
Assessment of swimmers and final determination will be the responsibility of the Coach. Coach has final say on placement or acceptance in the club.
B. Application for review of exceptions to eligibility rules should be submitted to the Board of Directors for review.
Section 3 – When a swimmer is over 60 days behind on payment of his/her meet fees, or any other outstanding fees, they shall be suspended from practice and meet participation until the bill is paid. A. When entry fees are charged for a meet, each swimmer is responsible for paying all his/her fees, even though he/she may not have swum in the meet for one reason or another. The Norfolk Family YMCA Aquajets Swim Team Association pays these fees one to two weeks in advance and it is up to the swimmer to notify the coach in advance if there is a conflict that will prevent them from attending the meet. B. In the case of relay teams, when a member of the relay team doesn’t show up and gave no advance notice they would not be able to attend or they leave a meet early without notifying the coach, and a replacement can’t be found, that swimmer must pay the fee for the whole relay team. C. All outstanding balances must be paid before returning club members can register forthe next membership year.
Article V. – Association Board of Directors and their duties
Section I – The Board of Directors for the Norfolk Family YMCA Aquajet Swim Team shall consist of the President, Vice-President, Secretary, Treasurer, Acting Head Coach and Team Registrar.
Section 2 – Term of Office for President and Vice President should be for two years. Secretary, Treasurer, and Registrar are appointed by the President when changes are necessary. Election of Vice President shall be held in May of every other year with the filling of the office in August of the same year. The Vice President position is elected with a majority vote of the current Board of Directors. The Vice President shall fill the President office after serving their own two-year term. The position of Head Coach is filled/approved with a majority vote of the current Association Board of Directors. Anyone elected must have been at the general membership meeting.
Section 3 – Duties of the officers are:
A. President: The President shall conduct all meetings of the Board of Directors. The President shall also be responsible for lining up officials for all home swim meets, attending Y League meetings or appointing a suitable representative to attend such meetings, and assume other duties as are normal to this office. B. Vice-President: The Vice-President shall, in the absence of the President, assume the duties of the President. The Vice President position is to a large degree a preparation time for serving as President. The Vice President may be assigned to various areas of club activity during his/her tenure to get experience. This will greatly assist them in getting enough experience to be an effective President. The Vice President will act as Chairman of the Coach Evaluation Committee. C. Secretary: The secretary shall record minutes of the meetings and be responsible for any other publicity that is deemed necessary by the Association Board of Directors. D. Treasurer: The treasurer shall be responsible for the payment of bills contracted by the Norfolk Family YMCA Aquajets Swim Team Association, and for collecting fees and depositing fees and other funds which are collected by the Association. The treasurer is responsible for keeping all financial records, bank accounts, and financial reports to the Association up to date and accurate. A financial report should be made at each Association meeting, as well as anytime such information is requested by an officer or an administrator of the Norfolk Family YMCA. The treasurer also shall make a supply of cash available for home meets when necessary to make change when we are selling concessions, programs, etc. E. Acting Head Coach: The Head Coach will be responsible for the instruction and development of all member athletes in the sport of competitive swimming. The Head Coach will be responsibility for the development and supervision of all assistant coaches. All Coaches will supervise all athletes at practice, meets and club related activities. F. Registrar: The registrar will be responsible for the USA Swimming and YMCA registrations for the Club, Athletes, Coaches and Officials. The registrar will keep up to date on the expiration of Coaches and Officials certification requirements.
Section 4 – Financial Review: The Norfolk Family YMCA Aquajet Swim Team Association Board of Directors will conduct a review of the financial records and procedures of the club. This review will be done on an annual basis.
Article VI. - Committees
Section 1 - Standing Committees, with committee chairman appointed by the Board of Directors A. Concessions Committee: This committee is in charge of the organization of concessions for all home swim meets. This would include the purchasing of all items for sale at the concession stand for each meet, set-up and clean up at each meet, organizing volunteer help the day of the meet, providing a financial report to the Treasurer aftereach meet. B. Fundraising Committee: This committee is in charge of the annual Ad Campaign Fundraiser. This committee will present a financial report to the treasurer at the conclusion of the fundraiser. C. Accessories Committee: This committee is in charge of ordering and distribution of items for home swim meets. Provide a financial report to the Treasurer after each home swim meet. D. Coach Evaluation Committee: This committee is responsible for performance evaluations of all current coaches. E. Social Committee: This committee is responsible for assisting the President with the Organization of team parties; pot-lucks, pizza parties, bagel Fridays, team breakfasts. F. Behavior and DIsciplinary Committee: This committee will be comprised of one of the coaches, the club president, and the Safe Sport Coordinator. This committee is responsible for reviewing any reports of misconduct by any member of the club to include coaches, officials, swimmers, volunteers, and parents. This committee will review the report and issue a resolution to the report.
Special Note: No alcoholic beverages may be served at any team function.
Section 2 - Special Temporary Committees shall be selected/appointed by the Association President and/or coach when necessary to complete a special task.
Article VII - Meetings
Section 1 - At least one meeting for the general membership will be held each year, in the fall at registration time.
Section 2 - Board of Directors meetings will be held in August to set the fall/winter meet schedule, coach wages, registration night date. December’s meeting will be held to review registration and home swim meets. March’s meeting will be held to set up the summer meet schedule. Board of Directors meetings will also be held whenever necessary as determined by the Association President, coach, or Vice-President.
Article VIII – Pre-Employment Screening
Section 1 – In compliance with USA Swimming Article 502.6.8, the Norfolk YMCA Aquajet Swim Team will conduct Pre-Employment Screening of all swim coaches and board members. In an attempt to maintain a safe and healthy training environment for our members, the Aquajets will perform the following screens prior to offering employment or a volunteer board position. A. Two past employment reference checks B. Verify the highest level of education C. Acquire a Nebraska state motor vehicle report
At the discretion of the board of directors, the club may also perform optional screenings consisting of: A. Social networks and /or Google media search
Article IX – Amendments
The by-laws of this organization may be amended by 3 affirming votes of the Board of Directors.