CAMPOLINDO
CABANA CLUB SWIM TEAM BY-LAWS
Campolindo Cabana Club
UPDATED MARCH 2001
ARTICLE
I
NAME: The name of this organization is Campolindo Cabana Club Marlins.
ARTICLE
II
GOAL: To give our children a social and athletic focus during summer
through practices and competitive swim meets so as to foster water safety,
learning to swim to one’s maximum potential, community interaction, and the
development of sportsmanship and team spirit.
ARTICLE
III
MEMBERSHIP ELIGIBILITY: The Swim Team Board has determined that 150
active swimmers is the maximum team size our facility can accommodate and still
reach its goal. This limit also
represents an ideal target for keeping the job load and fees at a reasonable
level sufficient to achieve a financial breakeven. The primary eligibility for
swim team membership applies to individuals as defined by sections 1, 2 and 3,
effectively children who are residents of Campolindo. When the Campolindo
homeowner community does not furnish sufficient swim team members with primary
eligibility to achieve the maximum team size, the STB will solicit membership
applications from individuals who qualify for secondary eligibility as defined
by sections 4 and 5. The priority of acceptance is guided by the goals of
membership continuity and maximum family participation.
Primary
Eligibility:
1.
All homeowner children who are under the age of 19
on June 15 of the swimming year have the first right to be on the swim team.
This includes children over whom a homeowner has legal guardianship. The
homeowner shall have paid his homeowner’s dues to date and be in good standing
with the swim team as of the registration date.
2.
A renter, lessee, or guest living in the residence
of a homeowner for more than a month during the summer may join the swim team.
3.
Lifeguards or swim team coaches who meet the age
requirement may swim for the team by following the proper registration
procedures.
Secondary
Eligibility:
4.
Extended family members of homeowners
(grandchildren, nieces or nephew, children of first cousins).
5.
Guests. Under the CC&R’s of the Homeowners
Association any homeowner may bring a guest to use the pool. A family residing
in Lamorinda (Lafayette, Moraga, Orinda) may apply for swim team membership as a
guest of a sponsoring homeowner who is also a swim team member.
General
Eligibility Conditions:
6.
Prioritization for acceptance of applications: if
total applications received by the registration deadline exceed the 150 maximum,
acceptance will be based on the order in which fully completed applications, as
determined by the registrar, are received, subject to the principles of
membership continuity and family participation. This order of acceptance will
apply first to all applicants under sections 1, 2, and 3 equally, then section
4, and finally section 5. Within each section, the date based order of
acceptance will be firstly applied to applicants who were members of the swim
team in good standing during the prior year and any siblings that are new
applicants, and then secondly applied to new applicants.
7.
Sponsorship Requirements: Sections 4 & 5
require sponsorship by a homeowner through completion of the Extended Family
Sponsorship and Guest Sponsorship Agreements. A new sponsorship agreement must
be provided each year. In the case of section 5 the sponsor must be both a
homeowner and an active member of the swim team. An additional guest fee of $60
per child will be charged for section 5 applications and paid to the Homeowners
Association. This fee is based on a
usage fee of $1.00 per day, is determined by the Homeowners Board and will
change whenever it revises the fee schedule.
8.
Guest participation (Section 5 & 6) does not
include family membership in the Campolindo Cabana Club. It allows the guest swimmer to attend practices, meets and
social events as they relate to swim team activities only. See section VII, C for Duties of Sponsors.
ARTICLE IV
DUES:
1.
Membership
extends from April 15 to April 14 of the following year.
2.
A partial
refund may be granted by the STB if a swimmer will not be participating on the
team after June 30.
3.
Annual dues
are payable at registration. The
date to be set by the STB.
4.
A swimmer
will be ineligible to swim in a meet or attend more than two weeks of practice
sessions if dues are not paid.
5.
Invitational
swim meet fees may be charged as determined by the STB.
ARTICLE V
ORGANIZATION AND VOTING
1.
The
Parent’s Association (hereafter referred to as PA) is comprised of parents of
registered swimmers.
2.
The STB
shall be comprised of at least 75% Campolindo homeowners except that the
Director, Secretary, Registrar & Treasurer must be Campolindo Homeowners.
3.
If an
election is deemed necessary to fill STB positions, it will be held at the fall
meeting/awards ceremony. Voting
will be by secret ballot. The
number of board positions may vary from season to season depending on the needs
of the team.
4.
Only
families that are Campolindo homeowners or renters may vote and are entitled to
one vote per family.
5.
Simple
majority will rule at the PA and STB meetings.
6.
There will
be a minimum of two (2) PA meetings a year. One will occur in the spring
(kicking off the season, meeting the coaches etc.) and in the fall (during
awards, voting on new member, filling out surveys).
7.
A member of
the STB may be removed for lack of performance or commitment to the team.
A majority vote of the STB and prior written notice seven days in advance
of the vote must take place.
8.
The
by-laws or any part hereof may be adopted, amended or repealed by a majority
vote of the PA, with proper notice and a two-thirds majority of votes cast.
A.
Accountability
1.
The STB will
be accountable to the PA.
2.
The STB and
Head Coach will be responsible for the administration of the swim team.
3.
The Head
Coach will be accountable to the Swim Team Director(s).
4.
The
assistant coach(es) will be accountable to the Head Coach.
B.
Swim
Team Board Responsibilities
The STB will
be responsible for the overall management of the swim team, including carrying
out responsibilities described in Article VI, Section C below, as well as:
1.
Serving as liaison between coaches and parents.
2.
Selection of the Head Coach is to be determined by
members of the STB designated as the “hiring committee” for that season.
-
If the past
Head Coach’s performance was considered outstanding by a majority of the STB,
the STB will contact him or her to determine if he or she is interested in
returning the next year.
-
Additional
coaches will be selected based on past performance and experience from the pool
of applicants. The Head Coach will
make final selection.
-
Consideration
for developing children and maintaining quality in our coaching staff should be
considered when making hiring decisions.
-
The STB
director(s) or hiring committee will negotiate the terms of employment for the
Head Coach.
-
Terms of
employment for additional coaches will be determined by the STB director(s) and
Head Coach.
3.
Taking appropriate disciplinary action (including
termination of employment) with the coaches as necessary.
Any such action must be ratified in advance by a 2/3’s vote of the STB.
4.
Establish the fee structure each year.
C.
Functions of Member of the Swim Team Board
1.
Director/Co-Director Will
be responsible for the following jobs if there is not a board position for that
specific job:
-
Call and
preside at all general and business meetings.
-
Attend (or
appoint a representative to attend) necessary or relevant portions of Campolindo
Homeowner’s Association (CHA) Board meetings.
-
Name another
person from the STB to carry out the duties of the director in his/her absence.
-
Manage and
maintain relationship with Head Coach and coaching staff.
-
Seek the
approval of the STB for swim meets as scheduled by the OMPA representative.
-
Publicize
all swim team events via the Swim Team Handbook, monthly newsletters and web
site with the assistance of other STB members.
-
Have any
swim team equipment repaired or replaced as needed.
-
Maintain
ongoing contact with all other STB members and committees to keep aware of all
swim team activities and functions throughout the season.
-
Assemble
information packet for CHA Spring Newsletter if appropriate.
-
Custodian of
all official correspondence of the organizations.
-
Attempt to
ensure that a full board and coaching staff are prepared and available to start
the swim season in May.
-
Conduct mid
season and final reviews with Head Coach.
2.
Secretary
-
Taking
minutes at all meeting and providing them, via e-mail at least 3 days prior to
the next monthly board meeting.
-
Keeping a
permanent record of all meetings minutes.
-
Sending
reminders via e-mail of up-coming meetings.
This should be done 7 to 3 days prior to up-coming meetings.
3.
Registrar
-
Handling
registration of team members
-
Compiling
and revising family job duties and assignments as necessary for the operation of
the swim team season.
-
Assisting in
producing pre-season registration flyer, swim team handbook, registration
summary, and registration sign-up sheets.
4.
Meet Director(s)
-
Organizing and preparing for dual-team meets and tri-meets so that the
following functions are performed: starter, desk persons, stroke & turn
judge, announcer, timers, shepherds, recorders, and runners.
-
Maintaining
supplies needed for the above jobs in working order.
5.
Invitational
Meet Director(s)
-
Organizing and preparing for invitational meets.
This may include obtaining workers for assigned team jobs, soliciting
advertisements and sponsorships for program books and supervising workers on the
days of the meets.
-
Attending
any team or league meetings that pertain to the invitational meet.
6.
Treasurer
-
Preparing a budget for the coming year.
-
Being
accountable for all monies received by the team or paid out by the team.
-
In the absence of the Director represents the Swim Team on the
Homeowner’s Board.
7.
Special
“Social” Events
-
Setting up
the calendar for fund raising and social events which may include a silent
action, pasta feeds, buddy night, dinners after invitational etc.
-
Coordinating,
delegating the responsibilities for those event to the families who sign up for
those jobs.
-
Keeping
comprehensive records on the success of the event from a social, financial and
job obligation perspective. Making
recommendations for the following year’s events.
8.
OMPA
Representative
-
Serve as CCC representative to OMPA (Orinda-Moraga
Pool Association).
-
Attend OMPA
meetings each month or as scheduled.
-
Arrange meet
schedule in cooperation with the STB
-
Keep the STB
informed about events effecting the OMPA and individual teams that may effect
our swim team.
9.
Concessions person(s)
-
Organize the
operations on the concession stand including;
-
Arranging
for food purchases
-
Arranging
for donations of foods (bakes)
-
Arranging
for the sale of food at meets (devising menu’s, setting prices, notifying
workers, providing adequate instruction on the preparation of items sold).
-
Keeping
records of items sold, and the general operation of concessions to assist with
planning concessions in prior years.
-
Collecting
and tabulating intake and outlay of concessions stand money and depositing
proceeds with treasurer of Campolindo HOA.
10.
Computer
Director
will be responsible for:
-
Computer
input before, during and after meets.
-
Attending
STB meetings as necessary.
-
Communicating
with computer reps of other teams as necessary.
11.
Awards will be responsible for:
-
Administering awards program with approval of the
STB.
-
Obtaining
ribbons and trophies as necessary for meets and Awards.
-
Organizing
year-end Awards ceremony and working with coaches to determine award recipients.
-
Maintaining
the record board
D.
Head Coach’s Responsibilities
1.
Coaching the
team.
2.
Determining
the participants in each of the swim meets.
3.
Posting
invitational entries sufficiently in advance of the event.
4.
Keeping
accurate up-to-date records of all swimmers’ times.
5.
Conducting
practices as agreed upon with the STB.
6.
Providing
stroke instruction during workouts to all age groups.
7.
Posting meet
rosters two days before meets.
8.
Performing
other duties mutually agreed to with the STB.
9.
Meeting with
the STB and/or director(s) when either deems necessary.
10.
Attending
swim team social activities and special events as determined by the STB.
11.
Supervision
of additional coaches with regarding to attendance, timeliness, performance and
adherence to personnel policies.
A.
Conduct
1.
The coaching
staff at all times will maintain examples of strong leadership and good and
sportsman-like behavior at all swim team activities or while in the presence of
swim team members.
2.
An honest
effort toward mutual respect will be expected from parents, swimmers and
coaches.
3.
Parents will
refrain from talking to coaches during workouts and lessons.
4.
Talks with
the coaches should be scheduled after workouts when mutually convenient.
5.
The STB will
mediate any problems that may arise between coaches and parents.
B.
Duties of Swimmers
1.
Each swimmer
is expected to attend all workouts held for his or her age or ability group.
2.
Each swimmer
shall participate in all meets assigned unless he/she signs out one week prior
to the meet.
3.
If, after
being notified of his or her expected participation in an invitational relay in
a meet that they have entered, a swimmer fails to notify the coach of his
expected absence or gives notification too late to make a substitution,
(excepting illness, injury or emergency
family the parent will be
charged for the total fee for the four swimmers in the relay.
C.
Duties of Parents
1.
Be responsible for swimmer’s attendance and
timeliness at practices and swim meets.
2.
Read the
notice boards, check family folders at the CCC pool regularly and keep informed
of the news regarding the swim team.
3.
Be otherwise
supportive of swimmer’s activities by attendance and actual participation in
the operation of swim meets and related swim team events.
4.
Work
required number of jobs during the season and provide food or other items
requested or required.
5.
Work at any
invitational meet your child is entered in regardless of age of swimmer.
6.
Inform coach
or liaison person about vacation times and expected absences from meets.
7.
If, after
being notified of his or her child’s expected participation in an invitational
relay at a meet they are entered in, a parent fails to insure that the coach is
notified of the child’s expected absence or gives notification too late to
make a substitution (excepting illness, injury or family emergency
the parent will be charged for the total fee for the four swimmers in
that relay.
8.
D.
Duties of Sponsors
1.
Sponsorship
entails the sponsoring homeowner’s agreement that he or she will be
responsible for the sponsored family’s job and bake obligations regardless of
whether or not the sponsored swimmer withdraws from the team.
2.
A sponsoring
member who fails to fulfill his or her indirect obligations is liable for the
same consequences as apply to his or her direct obligations.
3.
If problems
arise with a sponsored swimmer’s behavior or use of the pool outside that
allowed by this agreement, the Head Coach will submit a complaint in writing to
the STB, which, upon review, will contact the sponsor and the member family with
a request that the swimmer remedy the complaint or be required to withdraw from
the team.
ARTICLE VIII
AWARDS
The
determination of perpetual awards, participant awards, and team awards will
follow guidelines written and approved by the STB, and included in the handbook
given to each swim family at the beginning of the season.
ARTICLE IX
DISSOLUTION
In the event
of the dissolution of the Campolindo Cabana Club Marlins, all assets after
satisfaction of all debts shall revert to the Campolindo Homeowners’
Association.
ARTICLE X
ORGANIZATION AUTHORITY
The
Campolindo Cabana Club Marlins is organized under the authority of the
Campolindo Homeowners’ Association. All
children of Campolindo residents are eligible to join the team as specified in
Article III above. Children of
non-residents are able to participate as outlined in Article III.
The Board of Directors of the CHA shall ratify the by-laws of the CCC
Marlins in writing.