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WEST BEND SWIM CLUB CONSTITUTION
ARTICLE I
PURPOSE
Section 1: The club was formed to promote the sport of swimming,
the spirit of competition, and the ideals of sportsmanship. It provides basic and
advanced swimming instruction for boys and girls.
Section 2: The club also provides swimmers’ parents and
interested others with information on the swimmers’
development in order to become supportive of their
participation.
ARTICLE II
TITLE
The West Bend Swim Club will consist of two cooperating
groups:
·
The West Bend Swim Club - The Stingrays
·
The West Bend Swim Club Executive Board
ARTICLE III
ELIGIBILITY
Any boy or girl who can make one length of the pool and who shows
an interest in learning about competitive swimming is
eligible. The swimmers
can register at any time into one of the following age
groups:
·
8 and under
·
10 and under
·
11-12
·
13-14
·
15-18
·
Senior
ARTICLE IV
CLUB AFFILIATIONS
The West Bend Swim Club is sanctioned by United States Swimming
(USS) and swims under national and state guidelines. At the time of registration, all
swimmers are required to enroll as a member of USS so that they are
eligible to participate in USS sanctioned events and are covered by
USS insurance at meets as well as practice.
ARTICLE V
COACHING
Section 1: The coaching staff needs will vary with each season,
reflecting both the number and age level of swimmers. The coaching staff coordinator
and the Executive Board of Directors will determine the coaching
needs for each season, and/or make changes in staff needs whenever
necessary.
Section 2: The hourly rate of pay for the coaches is determined for
each season by inflationary trends, the coach’s overall
performance, number of swimmers and experience of the coach. Taxes will be withheld by
the West Bend Swim School District, and WBSC will pay the social
security for each coach. The pay scale will always be open
to re-negotiation when coaching personnel changes are
made.
ARTICLE VI
EXECUTIVE BOARD
Section 1: Any parent of an enrolled swimmer or any interested
citizen may run for office of the WBSC Executive Board. This group will serve as the
governing body of the administrative functions of the
club.
Section 2: One of the Board’s main function will be to
provide the swim club financial assistance. The group will raise necessary
funds through projects of their choosing. The other main function is to
manage and operate the club.
Section 3: A slate of candidates for the Executive Officers will be
presented to the membership and voted on. The executive positions of the
club will be as follows:
·
President
·
Vice-President
·
Secretary
·
Treasurer
The officers will be elected to a two-year term with the president
and secretary being elected in the even years and the vice
president and treasurer being elected in the odd years at a meeting
prior to the end of the spring season. A majority of members present
will determine the nominees elected for the executive
position. A written
ballot may be used.
Section 4: The Board of Directors of the West Bend Swim Club will
consist of the executive officers listed above and three other
members in good standing with the club, these to be appointed by
the president. Past
presidents may serve on the Board as ex-officio members. The Board will meet at
least once a month.
Section 5: Meetings are open to all members of the Club with prior
notification of the President.
Section 6: The Board of Directors will serve as the avenue of
communication between the parents and the coaching staff.
Section 7: The duties of the President will be to preside over the
meetings. The
President is obliged to adhere to the Constitution and follow
Robert’s Rules of Order in the conduction of the
meetings. He/She will
appoint various committees and/or individuals to serve in various
capacities. He/She is
responsible for appointing the person to conduct swim meets hosted
by the West Bend Swim Club. He/She will plan and administrate
all Board meetings.
Section 8: The duties of the Vice-President shall include the
handling of the communication of discipline problems to the parents
of the swimmer. He/She
will act as a listening post about problems and then approach those
problems as he/she will see fit.
Section 9: The duties of the Secretary will be to record all
minutes of the meetings of the general membership and meetings of
the Board of Directors. The Secretary or Registration
Chair will also be responsible for the continuous updating of the
phone tree and the club mailbox, making changes as swimmers enroll
and drop out.
Section 10: The duties of the Treasurer will be to account for all
monies received and disbursed in the name of the club. He/She will be responsible for
the development of a seasonal budget, which will be prepared before
the beginning of each swimming season. He/She will continually update
the entry escrow fund and submit all entry fees. The Treasurer of the club also
acts as the chairperson of the Fees Committee. This committee and/or individual
will be responsible for researching the topic of fees for each
swimming season. This
information will be presented to the Board of Directors for
discussion and approval.
Section 11: The President will appoint a board member or designee
to function as the Registration Chairperson of the club. The Registration
Chairperson will be present at the seasonal registrations and
provide continuous updating of the roster, phone tree and
mailbox. This
individual will assure that all swim club members are properly
registered with the USS.
Section 12: General membership meetings will be called at the
discretion of the President, but at least once during each swimming
season.
Section 13: The Board members will determine the fees for each
swimmer participating in the WBSC. The fees will be established
before the beginning of each swimming season: summer and fall and
winter. Swimmers will
not be excluded from participating if it is determined that it is a
hardship for them to meet the fee payments. At least 1/2 of fees are due upon
registration with the second half due within a month of
registration. Failure
to make payment will result in swimmers not being allowed to
practice with the club.
Section 14: Senior swimmers who join the team during their high
school off-season may pay a prorated fee, due upon
registration. Seasonal
athlete memberships in USS are available in the
spring/summer.
Section 15: The Local Swim Committee (LSC) Representative will be
responsible for representing the West Bend Swim Club at the LSC
meetings held bimonthly. The club will provide a
non-athlete registration in USS for the club’s LSC
designee. The LSC
designee will attend LSC meetings and communicate back to the club
any information relevant to its operation. The LSC designee will vote for
the club on any issues presented at the LSC meetings. Mileage will be paid to those
individuals traveling to USS meetings.
Section 16: The Board will be responsible for selecting summer
meets and winter meets in which the team will participate as a
whole. State
Championship meets will be attended as needed.
Section 17: The Board or designee will be responsible for
organizing the social activities and special affairs of the
membership of WBSC.
Section 18: Meet entry forms will be filled out by each swimmer and
his/her parents and turned into the Vice-President or designated
Meet Entry Chairperson by the designated due date. After receiving the meet entry
forms, the Vice-President or Meet Entry Chairperson will compile
the relays with the help of the coaches, and will then compile meet
information for the coaching staff. He/She will then fill out the
Hy-Tek meet entry program and send the Hy-Tek to the various meet
directors as needed.
BY-LAWS
1. COACHES MEET
PAYMENT
·
Coaches will be paid to coach the
team at required meets and other qualifying
meetsonly.
·
Only one coach will be paid to coach
at a required meet in which the club swimmers are swimming. If the coaches feel a
particular meet appears to require more than one coach, they must
approach the Board one-week prior to the meet. At that time, the Board will
decide it if more than one coach is deemed necessary.
·
coach (es) will be paid their
regular hourly rate for a USS meet and for conference
meets.
·
The club will pay the coach’s
membership in the USS provided the coach has completed the
necessary certifications.
2. COACHING DUTIES
Coaching
Staff Coordinator
·
Coordinate practice times with pool
directors and the Board.
·
Organize workouts with other
coaches.
·
Decide on grouping of swimmers with
help of coaches.
·
Arrange relays with help of staff
and Meet Entry Chairperson.
·
Discuss progress of swimmers and
team with the Board of Directors
·
Responsible for all "in the pool"
discipline of swimmers and inform the parents as soon as possible
when problems develop.
·
Receive endorsement of the Board of
Directors before seeking expenditures in the name of the
club.
All Coaches
·
Suggest swimmers grouping with
Coaching Staff Coordinator.
·
Assist in organization of workout
calendar and weekly plans.
·
Teach swimmers all four competitive
strokes as well as proper starts and turns.
·
Teach stroke drills to reinforce
proper stroke technique as well as proper
racinghabits.
·
Build endurance in swimmers as age
and development dictates.
·
Be on time for all assigned
practices and swim meets.
·
Be a positive role model for the
swimmers providing encouragement, counseling and direction to the
swimmers on how to be a better swimmer, a good athlete and good
sportsperson as well as a good citizen.
3. PARENTS
RESPONSIBILITIES
·
Be responsible for the disciplining
of the swimmers in "out of pool" activities.
·
Supervise locker rooms before,
during and after swim practice.
·
Communicate problems to the Vice
President who will relate to the particular parent the problem and
expedite a solution.
·
Remind swimmers at home of their
responsibilities in the locker room and in the pool.
·
Help control the swim team members
at away meets.
·
Inform coaches in writing when
possible of swimmer’s tardiness or absenteeism and advise
them of special health considerations.
·
Contact the coach or Board member if
canceling from a swim meet.
4. ENTRY FEE ESCROW
FUND
·
At the time of registration each
swimmer is expected to pay a pre-established amount in addition to
the regular swimming fee. This escrow fund is expected to
cover a large portion of the swimmer’s entry fees in all USS
meets for the ensuing season.
·
If that fund is exhausted, the
Treasurer will bill the family an additional amount. Conversely, if
the fund is not completely used, the Treasurer will refund the
swimmer when the swimmer is no longer a member of the
club.
·
If a swimmer signs up for an event
and then, due to the discretion of the swimmer, does not swim, the
account will still be charged.
·
A 50-cent surcharge will be added to
event fees to assist in covering coaching costs at
meets.
5. RELAY
PAYMENT
·
The club will pay the entry fee for
participating relays in all USS meets.
·
If a swimmer is entered in a meet,
then he/she is expected to be available for relays.
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