PART I

BYLAWS OF SIERRA NEVADA SWIMMING

ARTICLE 7

DIVISIONS, COMMITTEES AND COORDINATORS

7.1 DIVISIONAL ORGANIZATION AND JURISDICTIONS, STANDING COMMITTEES AND COORDINATORS - The six divisions of SNS shall each be chaired by a Vice-chair, the Senior Athletes Representative, or the Senior Coaches Representative, whose respective powers, duties, jurisdiction and responsibilities are described in Section 6.7. Under each division Vice-chair there are officers, committees, coordinators and direct responsibilities as follows:

.1 ADMINISTRATIVE DIVISION - Administrative Vice-chair

Awards Banquet
Bylaws/Legislation/Rules
Club Development
Elections
Equipment
Insurance
Legal (General Counsel, if applicable)
Membership
Registration
Public Relations
Publications/Newsletter
Policies and Procedures Manual
Records/Top 16 Tabulation
Swimguide/Parents Manual
Secretary
Special Events

.2 AGE GROUP DIVISION - Age Group Vice-chair

Adaptive Swimming
Age Group Swimming
Camps/Clinics
Meet Management
Open Water Swimming
Program Development
Safety
Technical Planning
Time Standards
Zone Team

.3 SENIOR DIVISION - Senior Vice-chair

Awards
Meet Evaluation
Officials
OVCs
Sanctions
Sponsorship
Senior Travel
Senior Swimming

.4 FINANCE DIVISION - Finance Vice-chair

Audit
Budget
Finance
Marketing/Sponsorship
Swim-a-thon
Tax
Treasurer

.5 ATHLETES DIVISION - Senior Athlete Representative

Athlete Representatives

.6 COACHES DIVISION - Senior Coach Representative

Coach Representatives

7.2 NON-OFFICER CHAIRS AND COORDINATORS

.1 ELECTED, EX-OFFICIO AND APPOINTED NON-OFFICER CHAIRMEN AND COORDINATORS -

A Elected Chairs and Coordinators - This Section is reserved for future use.

B Ex-officio Chair - Pursuant to Section 7.3, certain other committee chairs are designated ex-officio by virtue of an office currently held.

C Appointed Chairmen and Coordinators - The chairs of all standing committees and all coordinators shall be appointed by the General Chair with the advice and consent of the Board of Directors and the respective division vice-chair. Their eligibility shall be as provided in Section 6.3. An appointed standing committee chair or coordinator shall assume office upon appointment or on the date designated by the General Chair, and shall serve until 60 days after the next election of a General Chair or until a successor is appointed and assumes office. These appointed non-officer committee chairs and coordinators of SNS are:

1. Adapted Swimming Coordinator;
2. Club Development Coordinator;
3. Communications Coordinator;
4. Equipment Chair;
5. Membership Coordinator;
6. Officials Chair;
7. Open Water Chair;
8. OVC Coordinator;
9. Records / Top 16 Tabulation Coordinator;
10. Registration Coordinator;
11. Safety Coordinator;
12. Sanctions Coordinator;
13. Scheduling Chair; and
14. Swim-a-thon Coordinator.

.2 DUTIES AND POWERS OF NON-OFFICER CHAIRMEN AND COORDINATORS -

A Adapted Swimming Coordinator - The Adapted Swimming Coordinator shall be responsible for planning and implementing programs designed to include and accommodate the needs of swimmers with disabilities within the overall objectives and activities of SNS.

B Athletes Committee Chair - The Senior Athlete Representative shall chair and have general charge of the business, affairs and property of the Athletes Committee, which shall be responsible for publishing an athletes' newsletter and shall undertake such other activities (a) delegated to it by the Board of Directors or the General Chair or (b) undertaken by the Committee as being in the best interests of the Athlete Members, SNS, USA-S and the sport of swimming.

C Club Development Coordinator - The Club Development Coordinator shall serve as a source of information and assistance to entities who desire aid in becoming members of SNS, or to club members or seasonal club members who wish to change, expand, or end their involvement with SNS.

D Coaches Committee Chair - The Senior Coach Representative shall chair and have general charge of the business, affairs and property of, the Coaches Committee, which shall undertake such activities (a) delegated to it by the Board of Directors or the General Chair or (b) undertaken by the committee as being in the best interests of the Coach Members, SNS and the sport of swimming.

E Communications Coordinator - The Communications Coordinator shall have general responsibility for publishing the newsletter and maintaining electronic communication capabilities for SNS.

F Equipment Chair - The Equipment Chair shall chair and have general responsibility for the business, affairs and property of the Equipment Committee, which shall purchase, maintain, repair and replace, as needed, equipment used in the conduct of swim meets and other sanctioned events of SNS; shall arrange for the rental and use of such equipment by Club Members in good standing for the conduct of sanctioned events; and may, with the advice and consent of the Board of Directors, arrange for the use of such equipment by non-member organizations.

G Membership Coordinator - The Membership Coordinator shall be responsible for the registration of Group Members of SNS and shall make the reports required by Section 8.6, together with such additional reports as may be required by USA-S, the Board of Directors or the Administrative Vice-chair.

H Officials Chair - The Officials Chair shall chair the Officials Committee, which is responsible for recruiting, training, certifying and supervising officials for SNS. The Officials Chair shall be a referee certified by SNS and each member of the Officials Committee shall be a certified official of SNS.

I Open Water Coordinator - The Open Water Coordinator shall have general responsibility for planning and implementing a program of open water swimming for designed to benefit athlete members of SNS.

J OVC Coordinator - The OVC Coordinator shall have general responsibility maintaining the integrity of the OVC system specified by USA-S, and for meeting the needs of athletes competing within the Territory of SNS who satisfy the criteria for issuance of an Official Verification Card as specified the prevailing OVC manual.

K Records / Top 16 Tabulation Coordinator - The Records / Top 16 Tabulation Coordinator shall have general responsibility for maintaining and annually publishing the swimming records of SNS; for regularly reporting a list of top times to the Membership, and for regularly reporting Top 16 information to USA-S in accordance with prevailing guidelines.

L Registration Coordinator - The Registration Coordinator shall be responsible for the registration of Individual Members and shall make the reports required by Section 8.6, together with such additional reports as may be required by USA-S, the Board of Directors or the Administrative Vice-chair.

M Safety Coordinator - The Safety Coordinator shall be responsible for coordinating safety enhancement and training opportunities as needed and for the dissemination of USA-S safety education information to all Group Members, athletes, coaches and officials of SNS. The Safety Coordinator shall develop safety education programs and policies for SNS and make recommendations regarding same, and the implementation thereof, to the applicable division Vice-chairs and the Board of Directors. The Safety Coordinator shall make the reports required pursuant to Section 8.7.

N Sanctions Coordinator - The Sanctions Coordinator shall have general responsibility for distributing sanction information and applications, reviewing applications and issuing sanctions for events under guidelines established in the SNS Policy and Procedures Manual, for collecting fees associated with sanctions as specified in Section 3.8, and tracking compliance with conditions of sanctions after issuance.

O Scheduling Chair - The Scheduling Chair shall chair and have general charge of the business, affairs, and property of the Scheduling Committee, which shall be responsible for developing and publishing a schedule of events for each year to accommodate the programmatic needs of the Age Group Division and the Senior Division.

P Swim-a-thon Coordinator - The Swim-a-thon Coordinator shall have general responsibility for acquisition, publicity, and distribution of information about Swim-a-thons within the Territory, and for assisting Club members and others in conducting Swim-a-thons.

7.3 MEMBERS AND EX-OFFICIO MEMBERS OF STANDING COMMITTEES - Except as otherwise provided in these Bylaws or by the Board of Directors, members of each standing committee shall be appointed by the General Chair with the advice and consent of the respective division vice-chair and the chair of the committee. The division vice-chair shall be an ex-officio member (with voice and vote) of each standing committee within the respective division. The ex-officio members and other designated members of certain standing committees shall be as follows:

.1 ATHLETES COMMITTEE - The Athletes Committee shall consist of the Athlete Representatives and at least three other Athlete Members or Seasonal Athlete Members. The Senior Athlete Representative or the Athletes Committee shall determine the number of additional Athlete Members. The Senior Athlete Representative shall chair the committee.

.2 BUDGET COMMITTEE - The members of the Budget Committee shall be the General Chair, the Finance Vice-chair, who shall serve as chair, the Treasurer, the Administrative Vice-chair, the Senior Athlete Representative, the Senior Coach Representative, the Age Group Vice-chair and the Senior Vice-chair.

.3 COACHES COMMITTEE - The members of the Coaches Committee shall consist of the Coach Representatives and such additional Coach Members as may be determined by the Coach Representatives. The Senior Coach Representative shall chair the committee.

.4 FINANCE COMMITTEE - The members of the Finance Committee shall be the General Chair, the Finance Vice-chair, who shall serve as chair, the Administrative Vice-chair and the Treasurer.

.5 OFFICIALS COMMITTEE - The members of the Officials Committee shall be the Officials Chair, who shall serve as chair, and at least two other members, each of whom shall be a certified official of SNS.

.6 EQUIPMENT COMMITTEE - The members of the Equipment Committee shall be the Equipment Committee Chair, who shall serve as chair, and at least one other Individual Member.

.7 The General Chair or the respective division vice-chair may appoint the specified additional members and any other members deemed appropriate or necessary for any of the foregoing standing committees, except the Athletes, Coaches and Personnel Committees. Committee members appointed pursuant to this section shall hold their appointments at the pleasure of the appointing officer or successor.

7.4 DUTIES AND POWERS OF STANDING COMMITTEES AND COORDINATORS -

.1 BUDGET COMMITTEE - The Budget Committee is authorized and obligated to consult with the officers, committee chairs and coordinators and prepare and present a proposed budget for consideration and approval by the Board of Directors and the House of Delegates. The officers, committee chairs and coordinators shall provide promptly such financial information (current and projected) and budget proposals as the Budget Committee may request. The proposed budget may contain alternatives.

.2 FINANCE COMMITTEE - The Finance Committee is authorized and obligated to (a) annually recommend an independent auditor to the Board of Directors, (b) review and negotiate the services to be performed by the independent auditor, (c) receive and review the audit and other reports submitted by the independent auditor and (d) submit the audit and other reports and make recommendations to the Board of Directors with regard thereto. In addition, the Finance Committee is authorized and obligated to develop, establish where so authorized or recommend to the Board of Directors and supervise the execution of policy regarding the investment of SNS's working capital, funded reserves and endowment funds, within the guidelines, if any, established by the Board of Directors or the House of Delegates. The Finance Committee shall also regularly review SNS's equipment needs (both operational and office) and the various methods available to finance the acquisition of any needed equipment, make a determination of the best financing method for SNS and make recommendations to the Budget Committee and the Board of Directors.

.3 MEMBERSHIP COORDINATOR - The Membership Coordinator is authorized and obligated to conduct the registration of Group Members and supervise the transmission of registration information to USA-S and assist in the preparation of the reports required by Section 8.6, together with such additional reports as may be requested by USA-S, the Board of Directors, the Administrative Vice-chair or the Finance Vice-chair.

.4 REGISTRATION COORDINATOR - The Registration Coordinator is authorized and obligated to conduct the registration of Individual Members and supervise the transmission of registration information to USA-S and assist in the preparation of the reports required by Section 8.6, together with such additional reports as may be requested by USA-S, the Board of Directors, the Administrative Vice-chair or the Finance Vice-chair.

.5 OFFICIALS COMMITTEE - The Officials Committee is authorized and obligated to recruit, train, test, certify, evaluate, retest, recertify and supervise officials for SNS and such other activities as may be necessary or helpful in maintaining a roster of qualified, well-trained and experienced officials of the highest caliber.

7.5 DUTIES AND POWERS OF CHAIRMEN AND COORDINATORS GENERALLY - The duties and powers of the General Chair, the division Vice-chairs, committees or subcommittees (in addition to those provided elsewhere in these Bylaws) and, when applicable, coordinators shall be as follows:

.1 Preside at all meetings of the respective division, committee or subcommittee;

.2 See that all duties and responsibilities of the respective division, committee, sub-committee, or coordinator are properly and promptly carried out;

.3 Appoint such committees or sub-committees as may be necessary to fulfill the duties and responsibilities of the coordinator or division or committee, respectively;

.4 Communicate with the respective division, coordinator, committee or subcommittee members to keep them fully informed;

.5 Keep the General Chair, the respective division vice-chair or committee chair informed of the respective coordinator, division, committee or subcommittee actions and recommendations;

.6 Appoint a member as secretary of the division, committee or subcommittee charged with taking minutes of each meeting and forward reports or minutes of all meetings to the Secretary of SNS;

.7 Refer to the Board of Directors any recommendation for action which would establish or change policies or programs for SNS, except as otherwise provided in these Bylaws or by the Board of Directors; and

.8 Perform the other specific duties listed in SNS's Policies and Procedures Manual or as may be delegated by the General Chair, the respective division vice-chair or committee chair, the Board of Directors or the House of Delegates.

7.6 DUTIES AND POWERS OF COMMITTEES AND COORDINATORS GENERALLY - Except as otherwise provided in these Bylaws, the duties and powers of the standing committees and coordinators shall be prescribed by SNS's Policies and Procedures Manual, the House of Delegates, the Board of Directors, the General Chair or the respective division vice-chair. Except as otherwise provided in the Bylaws, the duties and powers of any other committees and subcommittees shall be prescribed by SNS's Policies and Procedures Manual, the House of Delegates, the Board of Directors or the officer, coordinator or chair pursuant to whose powers such committee or subcommittee was created.

7.7 REGULAR AND SPECIAL MEETINGS - Regular and special meetings of divisions, committees or sub-committees of SNS shall be held as determined by the respective Vice-chairs or committee or sub-committee chair. In addition, meetings may be called where applicable by the division vice-chair, or committee chair or coordinator pursuant to whose authority a committee or sub-committee was established.

7.8 MEETINGS OPEN; EXECUTIVE (CLOSED) SESSIONS - Meetings of divisions, committees and sub-committees shall be open to all members of SNS and USA-S. Matters relating to disciplinary action, legal, taxation and similar affairs shall be deliberated and decided in a closed executive session that only the respective members are entitled to attend. By a majority vote on a motion of a question of privilege a division, committee or sub-committee may decide to go into executive session on any matter deserving of confidential treatment or of personal concern to any member of the division, committee or sub-committee.

7.9 VOICE AND VOTING RIGHTS OF DIVISION, COMMITTEE AND SUB-COMMITTEE MEMBERS - The voice and voting rights of Board Members and Individual Members shall be as follows:

.1 MEMBERS - Each division, committee and sub-committee member shall have both voice and vote in the respective meetings.

.2 NON-VOTING COMMITTEE OR SUB-COMMITTEE MEMBERS - Unless entitled to vote under another provision of these Bylaws, the General Chair shall have voice but no vote in meetings of divisions, committees and sub-committees.

.3 INDIVIDUAL MEMBERS - Individual Members who are not members of the division, committee or sub-committee may attend open meetings of the division, committee or sub-committee and be heard in the discretion of the presiding officer. Unless entitled to vote under another provision of these Bylaws, Individual Members shall have no vote in those meetings.

7.10 ACTION BY WRITTEN CONSENT - Any action required or permitted to be taken at any meeting of a division, committee or sub-committee may be taken without a meeting if all the division, committee or sub-committee members entitled to vote consent to the action in writing and the written consents are filed with the records of the meetings. These consents shall be treated for all purposes as a vote taken at a meeting.

7.11 PARTICIPATION THROUGH COMMUNICATIONS EQUIPMENT - Members of any division, committee or sub-committee may participate in a meeting of the division, committee or sub-committee through conference telephone or similar equipment by means of which all persons participating in the meeting can hear each other at the same time. Participation by such means shall constitute presence in person at a meeting.

7.12 QUORUM - Except as otherwise provided in these Bylaws or in the resolution or other action establishing a committee or subcommittee, a quorum of any committee or subcommittee shall consist of those members present of the committee or subcommittee.

7.13 VOTING - Except as otherwise provided in these Bylaws or the Parliamentary Authority, all motions, orders and other propositions coming before a division, committee or subcommittee shall be determined by a majority vote.

7.14 PROXY VOTE - Voting by proxy in any meeting of a division, committee or sub-committee of SNS shall not be permitted.

7.15 NOTICES -

.1 TIME - Except as otherwise provided in these Bylaws or the resolution or other action establishing a committee or sub-committee, not less than 48 hours notice in the case of notice given by telephone, and six days notice in all other cases, shall be given for any meeting of a division, committee or sub-committee of SNS. Separate notices need not be given for regular meetings that are scheduled well in advance. (See Section 16.1.5 for the various forms of notice.)

.2 INFORMATION - The notice of a meeting shall contain the time, date and site.

7.16 ORDER OF BUSINESS - At all meetings conducted under the authority of this Article, the following shall be included in the order of business to the extent applicable; the order in which subjects are taken up may be varied:

Roll Call
Reading, correction and adoption of minutes
Reports of coordinators, committees and subcommittees
Unfinished (old) business
New business
Resolutions and orders
Adjournment

7.17 RESIGNATIONS - Any committee or subcommittee chair or member or coordinator may resign by orally advising the General Chair or by submitting a written resignation to the Board of Directors specifying an effective date of the resignation. If such date is not specified, the resignation shall take effect upon the appointment of a successor.

7.18 VACANCIES - The determination of when the position of an appointed committee or subcommittee chair, committee member or a coordinator becomes vacant or the person becomes incapacitated, if not made by the person, shall be within the discretion of the Board of Directors. (See Section 6.9 for provisions applicable to elected committee chairs and coordinators.) In the event of a vacancy or permanent incapacity the General Chair, with the advice and consent of the Board of Directors and the respective division vice-chair, shall appoint a successor to serve until the conclusion of the incumbent's term. A temporary incapacity may be left unfilled at the discretion of the General Chair or an appointment may be made for the duration of the temporary incapacity.

7.19 DELEGATION - With the consent of the Board of Directors or the respective division Vice-chair, a committee or subcommittee chair or a coordinator may delegate a portion of their powers or duties to another officer of SNS, or to another committee, subcommittee or coordinator. Notwithstanding any delegation, the ultimate responsibility for the delegated duties and obligations shall remain with the delegator.

7.20 APPLICATION TO EXECUTIVE AND NOMINATING COMMITTEES AND BOARD OF REVIEW - Sections 7.5 through 7.16 shall apply to the Executive Committee, the Nominating Committee and any other committee of the Board of Directors or the House of Delegates, unless otherwise provided in these Bylaws, in the resolution creating the committee or in the SNS Policies and Procedures Manual. These provisions shall also apply to Board of Review meetings, but shall not apply to its hearings or deliberations.

 

 

 

 

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