CONSTITUTION AND BY LAWS
OF
WILDWOOD CREST DOLPHIN SWIM TEAM

  ARTICLE I

NAME

The name of the organization shall be the Wildwood Crest Dolphin Swim Team, Inc., commonly called the Wildwood Crest Dolphin Swim Team.

ARTICLE II

PURPOSE

  The purpose of this organization shall be to establish a non-profit Swim Team to promote the following:

A.            To maximize fun, participation, and create learning experience for each team member.
B.            To develop strong healthy bodies: (physical fitness)
C.            To develop self- discipline, social poise, good sportsmanship, and spiritual well being.
D.               To provide the opportunity to be part of an organized athletic team and experience the thrill of competing with others of comparable ability and interests.
E.     To develop advance swimming skills.

ARTICLE III

OPERATIONAL LIMITATIONS

Not withstanding any other provisions of these articles, the corporation shall not carry on any other activities not to be carried on (a) by a corporation exempt from Federal Income Tax under Section 501(c)(3) of the Internal Revenue Code of 1954 (or the corresponding provisions of any future United States Internal Revenue law) or (b) by a corporation, contributions to which are deducible under Section 170(c)(2) of the Internal Revenue code of 1954 (or the corresponding provisions of any future United States Internal Revenue Law.

ARTICLE IV

LEGISLATIVE OR POLITICAL ACTIVITIES

No substantial part of the activities of the corporation shall be carrying on for propaganda or otherwise attempting to influence legislation and the corporation shall not participate in or intervene in (including the publishing or distribution of statements) any political campaign on behalf of any candidate for public office.

ARTICLE V

INUREMENT OF INCOME

No part of the net earnings of the corporation shall inure to the benefit of, or be distributed to, its members, trustees, officers, or private persons except that the corporation if dissolved shall donate money to exempt organization or to the Joseph Von Savage Swimming Pool.

ARTICLE VI

GOVERNING BODY

Section 1.            This organization shall be governed by a Board of Directors consisting of the Officers (President, Vice President, Treasurer, Secretary) four At Large as representatives and the New Parent Liaison. Directors shall be responsible for the affairs of the organization. No one may be elected or hold office to the Board of Directors who is not a voting member of the organization.

Section 1a.          A voting member is defined as a parent/guardian of team member in good standing.

Section 2.            A quorum for conducting business of the corporation shall exist when fifty-one percent (51%) members of the Board of Directors are present.

Section 3.            In the case of a vacancy by reason of death or resignation of any Director, such vacancy shall be filled by appointment of the President for the unexpired term.

Section 4.            The Board of Directors shall have the right to remove from the Board any Director who does not attend two Board meetings in a row, without reasonable cause.

Section 5.            The At Large Representatives are four persons elected to represent equal groups of swimmers.

ARTICLE VII

DUTIES AND RESPONSIBILITIES

Section 1. The competitive swimming program shall be carried out by the Board.

Section 2. The function of the Board of Directors shall be:

A. Establish the Wildwood Crest Swim Team as a corporation.
B. To meet the requirements for federal and state tax exemption.
C. To establish the philosophy of the competitive swimming program.
D. To establish the budgeting procedures and the appropriation of funds and to handle the
                               finances of the Team.
E. To execute all contracts for use of facilities, purchase of equipment, hiring of the coach (s) of the age group program.
F.  To set and collect team fees.
G.  Keep records.
H.  Appoint all committee chairperson.
 I.            Sponsor fundraising projects.
J.  Make rules and regulations for the Swim Team
 K. As amended changes from the minutes of previous year.

Section 3. DUTIES OF THE OFFICERS

 A. The President shall preside over all Board and Booster Club meetings as a non‑voting member. In the event
  of a tie, the President shall cast the deciding vote. The President shall countersign all checks, serve as the representative at the USA Swimming Meetings or appoint a substitute, receive all bills or team  correspondence, coordinate booster club activities and perform all the usual duties incidental to the President.
The President may serve on the Board for one year after his/her term in a non‑voting advisory position. The president may also attend, as a consultant at all Swim Team committee meeting.

B. The Vice ‑President shall assist the President and serve in his/her placed during any temporary absence. The Vice‑President shall, serve as the Chairman of the Financial Committee  

C. The Treasurer shall collect all dues or other fees payable to the team, have custody of the team accounts, and make disbursements as directed by the Board, keep an account of all receipts and disbursements, give an account at each meeting, and sign all checks for payments of money by the team. The Books shall be audited prior to September 1st by the Board of Directors or a Committee of four appointed by the Board of Directors. This committee shall consist of the Treasurer, Vice ‑President and two other appointees. All disbursements must be made by check and all receipts shall be deposited.  The Treasurer shall deep an amount of petty cash as determined by the yearly budget.  Treasurer shall be assisted by Registrar and VicePresident.

D. Each Board Member can hold the same office for two consecutive terms. They may hold other offices, ormay run for a position formally held after taking one term off. This provision shall begin upon the final passage of these amended by-laws. In the event, no one runs for any particular position, then this provision will be voided as to that position that term and the officer will maintain that position for a third term if they so desire.

E. The terms for the Executive Board of Directors, including the President, Vice‑President, Treasurer, and Secretary shall be three years. President and Treasurer shall be elected at 2008 election. Vice President and Secretary shall be elected at 2008 election.

Section 4. DUTIES OF THE NEW PARENT LIAISON

The New Parent Liaison shall be responsible to help facilitate an organized meshing onto the Wildwood Crest Dolphin Swim Team for new swimmer(s) and their family. This shall be done by:

                                      A.  Monthly Parent Meetings for the first three months of the season.

                                      B. The New Parent Liaison shall run the said above meetings and shall cover the following                                          topics:

1. Reviewing of by‑laws

2. Explanation of the communication system used by the team.

3. Information on preparing meet sign up sheets.

4. Information needed to allow a stress free attendance to a meet.

                    C.  The New Parent Liaison shall make phone calls to maintain communication with the new

                         swimmer's family and to communicate any pertinent information concerning the team.

Section 5. DUTIES OF THE AT‑LARGE REPRESENTATIVES

  The At‑Large Representatives shall be members who are elected to represent an equal division of swimmers.Duties shall include representing swimmers and parents to the Board. The At‑Large Representatives shall also serve as telephone contacts for the flow of information to the parents of swimmers. In the case of a grievance by either swimmer or parent, the At‑Large Representatives shall receive all written grievances and take them to the Board of Directors Meeting.

Section 6. DUTIES OF THE REGISTRAR

The responsibilities of the Registrar shall be as follows:

A.    Distribute and collect signed parent/guardian Registration Forms, Terms and Conditions of Wildwood Crest Dolphin Swim Team, Swimmer's Responsibilities, Financial Policy, Financial Agreement, and Waiver Form.

B.   Collect initial deposit at beginning of established season.

C.   Collect and submit USA Swimming Fees to Mid Atlantic Swimming.

D.   Collect Pool Fee from each swimmer by the first day of the season.

E.   Prepare and distribute invoices and monthly statements to each swimmers parent/guardian.

F.   Prepare and amend Financial Agreement with families requesting special consideration following recommendation of the Board.

G.  Submit financial reports monthly to President, Vice President, Treasurer, and Secretary.

H.   Audit books with Finance Committee at the end of the season.

I.  Submit to the Board of Directors names of swimmers who are financially in debt to the team at the end of each season.

J.  Prepare phone list for At Large and New Parent Liaison.

K.  Attend Finance Committee Meetings.

ARTICLE VIII

ELECTIONS

Section 1. All Board Members shall be nominated by the Booster Club Membership at the April quarterly booster Club

               meeting for a term of three year term for President, Vice President, Treasurer, and Secretary and a two year term

               for At- Large Representatives and New Parent Liaison.

Section 2. Only Booster Club members in good standing for more than one year may be nominated for the position of

                President or Vice‑President.

Section 3. Each Booster Club member family is authorized one (1) vote for the election of the Board of Directors. Ballots

               shall be available at the Swim Club the Wednesday following the April Quarterly meeting. Voting must take place

               in person.

Section 4. Proxy nominations and write in nominations shall be accepted.

Section 5. A majority of all votes cast shall be necessary to constitute an election of a Board Member.

ARTICLE IX

BOOSTER CLUB  MEMBERSHIP

Section 1. The purpose of the Booster Club is to aid the progress of the competitive swimming program and to raise funds to support the swim team.

Section 2. The membership of the Booster Club is open to all parents of swimmers as long as their dues are paid and they abide by the Rules and Regulations as established by the Board.

Section 3. The function of the Booster Club shall be to:

A. Provide funds for the Competitive Program.
B. Run home meets
C. Meet the club responsibilities at “away” meets.
 D. Provide membership and "manpower" for the Club Committees.

Section 4. All Booster Club members must serve on at least one Club Committee. The Club Committees shall consist of:

A Finance Committee‑ the Chairman to be the Vice‑President. This committee shall propose a budget to the Board, advise on fundraising, oversee the finances of the team, and assist in negotiation of contracts, if Required.

B. Meet Committee shall be responsible for securing meet workers, making assignments, and the general organization of home swimming members.

C. Fundraising Committee shall be responsible for organizing all fundraising activities for meeting the budget.

D. Kitchen Committee shall be responsible for providing refreshments for the workers, swimmers, and fans at meets.

E.                     The Membership Committee shall be headed by the Registrar. The              committee shall be responsible for recruiting and signing up new  members. Members of the committee shall introduce new parents to the              rest of the team when possible.  

F.                     The Social Committee shall organize "fun" events for the swimmers and parents.

G.  OTHER such committees as the Board decides from time to time to add.

Section 5. There shall be quarterly meetings of the Booster Club as set forth in Article X.  

ARTICLE X

MEETINGS BOOSTER CLUB

Section 1.
Meetings of the Booster Club membership shall be held quarterly at the home of the Swim Team. Meetings shall be the members of the Board of Directors shall be held at the April Quarterly Meeting. held in October, January, April, and June. A review of the Budget, By‑laws, and reports as well as nomination of Officers and Parents At Large. 

Section 2.  
One week prior to each quarterly meeting a written notice of said meeting shall be posted along with any propose amendments to the By‑laws.

Section 3. 
Special Meetings of Booster Club members, in addition to quarterly meetings, may be held at such time and  place as may be necessary upon call of the President or upon petition of a quorum of not less than 5 Board members. All Booster Club members shall receive at least one week notice of said meeting.

               BOARD MEETINGS

Section 4.      
The Board of Directors shall meet no less than six times per year preferably bi-monthly

Section 5.      
A member with a serious concern may request a meeting of the Board at any time, after the proper procedures have been followed as per rules and regulations. At the time of such meeting, or at other times, deemed necessary, the Board may go into Closed Session. Closed Sessions must be held when the discussion concerns litigation, personnel, or other sensitive issues.

Section 6.    An emergency meeting of the Board of Directors may be called at such time and place as deemed necessary upon  the call of the President or upon petition by a quorum of not less than fifty-one (51 %) voting members of the Board.

Section 7.  In an emergency a quorum of the Board of Directors shall have the power to transact all business of the organization between meetings and shall report to the general membership at its next meeting.

Section 8.  Four members of the Board must be present to constitute a quorum for the transaction of business.

Section 9. The Board of Directors shall have a detailed review of current budget and prepare a proposed budget for the coming fiscal year with the fiscal year beginning on September 1.

Section 10. All meetings shall be conducted according to the Roberts Rules of Order. Discussion may be limited to ten minutes at the discretion of the President.

Section 11. The order of business at all meetings, subject to the discretion of the President shall be as follows: 1.Minutes of the Last Meeting
2. Report of Treasurer
3. Committee Reports
4. Old Business
5. New Business
6. Adjournment

ARTICLE XI

SWIMMER PARTICIPATION

Section 1. Eligibility for a swimmer's participation in a meet shall be decided by the coach according to practice attendance records, membership status, and a clean discipline record. All swimmers must obey the rules and regulations. All swimmers must have an established meet fee account and be current with swim tuition payments.

Section 2. A swimmer's membership may be suspended by coaching staff or Board of Directors if an extreme infraction of  team rules has occurred. A hearing before Internal Affairs Committee to be scheduled within 10 days of the suspension with all interested parties expected to attend. This said committee will submit a written report to the Board within 5 days regarding said swimmers status.

Section 3. Swimmers may participate in USA Meets, High School etc., if they so desire as long as it is approved by the coach.

Section 4. Swimmers must compete in their current age group.

ARTICLE XII

DUES AND REGISTRATION

Section 1. The dues for the organization shall be determined seasonally by the Board of Directors.

Section 2. Swimmers must be registered with the organization prior to initial participation.

Section 3. A deposit amount to be established by the Board must be paid at the time of registration.

Section 4. Members must adhere to payment schedule as determined by the Board of Directors.

Section 5. Requests for special payment arrangements shall be considered by the Board of Directors.

Section 6. Delinquent accounts will result in a personal contact by the Registrar. Failure to respond within a ten day grace period will result in suspension of swimmer's privilege by the Board of Directors.

Section 7.  All financial matters are to be kept confidential.

ARTICLE XIII

COACHING

Section 1.The Age Group Coach shall perform the following duties as established by the Board of Directors:

A. Plan weekly workouts and receive Senior Coach approval.

B. Maintain up-to-date knowledge of stroke techniques.

C. Review Meet Entry Forms.

D. Attend Mini and Committee Planned Meets.      

E. Maintain all coaches credentials according to USA Swimming, local ordinances, and Board of Directors.

F. Take daily attendance and turn into Board monthly.

G.  To provide each individual swimmer with encouragement to reach optimum potential, reinforce on a daily basis correct stroke technique, provide information on the psychology of competitive swimming, and to help maintain each individual swimmer's self‑esteem.

H. Evaluate each swimmer at end of season and share evaluation with swimmer and parent.

I.   Uphold and follow policies established by the Board of Directors.

ARTICLE XIV

INTERNAL AFFAIRS COMMITTEE

Section 1.       The Board of Directors shall have an Internal Affairs Committee for the communication between parents, swimmers, coaches, and the Board . Its function shall be to:

A. Accept suggestions for solving problems or improving the program.

B. Resolve all grievances on behalf of the swim team.

Section 2.               The three members of the Internal Affairs Committee shall be appointed by the Officers of the Board and will answer to the direction of the Board of Directors.

Section 3. GRIEVANCE PROCEDURE

1.  A parent or swimmer with a question, problem or concern whether this concern is positive or negative in meaning should submit only to their At‑Large Representative

2. The At‑Large Representative will keep this communication confidential and will forward all pertaining information to the President within 3 business days, not including holidays.

3. The President shall either take the matter to the Officers of the Board or refer the matter to the appointed  Internal Affairs Committee within two days.

4. The Internal Affairs Committee will review the written documentation and will refer their determination of  the matter back to the Officers of the Boards within ten days. The Officers shall either approve the committee's determination and immediately communicate the decision, or request that additional information be submitted to the Officers for a predetermination

5. If an aggrieved party is not satisfied with the decision of the Internal Affairs Committee, he/she has a right to request an informal hearing before the entire Board. This hearing shall be scheduled within 20 days of written notice of the aggrieved person.

ARTICLE XV

BY-LAW AMENDMENTS

There shall be an annual review of the Wildwood Crest Swim Team, Inc. By-laws at the April Booster Club Meeting. The Board of Directors shall appoint a committee to prepare any proposed amendments to the by-laws. These amendments shall be presented to the Booster Club for approval by the June meeting. One vote per each Booster Club member family will be taken after two readings of the proposed amendments.

ARTICLE XVI

DISSOLUTION CLAUSE

Under the dissolution of the corporation, the Board of Directors shall, after paying or making provisions for the payment of all the liabilities of the corporation, dispose of all assets of the corporation exclusively for the purpose of the corporation in such manner or to such organization whose is organized for purposes which would qualify as an exempt organization under Section 501 (c) (3) of the Internal Revenue Code as the Board shall determine.

ADDENDUMS'S

                Posted June 1, 2008; approved and adopted June 3, 2008.