T.H.A.T. By-Laws

 

The Executive Board adopted the following by-laws in April of 2005 and amended them in October 2009.  They are provided here for your reference.

 

 

Twin Hickory Aquatics Team, Inc. (T.H.A.T.) By-Laws

 

Article I – Name

The name of this incorporation shall be Twin Hickory Aquatics Team, Inc. (T.H.A.T.).

 

 

Article II – Purpose

The Greater Richmond Aquatics League (GRAL) is an organization of swimmers, coaches and parents whose aim is to promote and participate in the sport of summer swimming.  GRAL provides an opportunity for young people to compete against others of their own ability at various skill levels, in an atmosphere of fair play and good sportsmanship.

 

The Twin Hickory Aquatics Team is a rewarding and enjoyable opportunity for your children.  Parental support and swimmer commitments are essential to ensure the success of the program.

 

The Twin Hickory Aquatics Team is a member of GRAL, composed of thirty area swim clubs and divided into four divisions based on size and strength.  The GRAL Officers and Executive Board consisting of one representative from each member club, govern the league.  It is the GRAL board that determines the rules and format of the swim season. 

 

 

Article III – Swimmer Eligibility

All children of members in good standing of the Twin Hickory Homeowners Association, who are at least 5 years old and under the age of 19 as of June 1st of the current year are eligible to be on the swim team.

 

 

Article IV – Board of Directors

The Board of Directors shall be the elected officers who will conduct business necessary to operations related to T.H.A.T. and, being a member of GRAL, will operate within the By-Laws and Rules set forth by GRAL.

 

 

Article V – Officers, Election and Duties

Section 1 – Elected Officers

Elected officers shall be the President, Vice President, Treasurer, Secretary, Volunteer Coordinator, Social Chairman, Computer Representative, Sponsorship Chairman and Webmaster.

 

Section 2 - Elections

·         Annual elections shall be held each September for Board of Director positions. 

·         The current board will nominate a slate of new officers, prior to the September meeting. 

·         Nominations will also be accepted from the floor.

·         Voting will be by written ballot.

·         Each family with swimmer(s) registered for the current season is entitled to one vote in the election.  An adult family member must be present at the September meeting to cast a vote.  There will be no absentee voting.

·         Election of officers will be by simple majority of votes cast.

·         The newly elected officers will assume their duties at the annual October meeting.

·         Officers shall serve for a term of one year. 

·         No officer shall be eligible to serve more than two consecutive terms in the same office except by board approval. 

 

Section 3 - Duties

(a)           President shall:

·         Preside at all T.H.A.T. meetings

·         Be a voting member of the board of directors

·         Be the team board representative to GRAL

·         Perform the duties Pursuant to the GRAL Rules, Article XII Section 1

·         Be an ex-officio member of all committees

·         Submit pool facility reservation dates to the Twin Hickory Homeowners Association by November 15th of each year

·         Submit practice times and requirements to the HOA by March 1st of each year

·         Perform any other duties as deemed necessary

 

(b)           Vice President shall:

·         Assume the duties as president in the event of resignation, vacancy or removal

·         Preside over T.H.A.T. meetings in the absence of the president

·         Be a voting member of the board of directors

·         Attend all T.H.A.T. board meetings

·         Be the Parent Representative to GRAL

·         Perform the duties Pursuant to the GRAL Rules, Article XII Section 2

·         Set up and attend swimmer registration, including preparation of the registration form

·         Prepare and maintain the family folder file box

·         Prepare and distribute the Parent Handbook

·         Prepare and distribute the Weekly Parent Newsletter

·         Distribute ribbons to appropriate family folders following the meets

·         Be present for set up of home swim meets and ensure that all necessary equipment and signage is available for each meet

·         Perform any other duties as deemed necessary

 

(c)           Computer Representative shall:

·         Be a voting member of the board of directors (Primary Computer Representative)

·         Perform the Duties outlines in the GRAL Rules, Article XII Section 3

·         Attend GRAL computer training

·         Enter swimmers into the appropriate GRAL program

·         Work with the coaches to enter swimmers in events before each meet

·         Work with the secondary computer representative to perform the mentioned duties

·         Attend all T.H.A.T. board meetings

·         Perform any other duties as deemed necessary

 

(d)           Treasurer shall:

·         Be a voting member of the board of directors

·         Have custody and collect all funds of T.H.A.T.

·         Attend all T.H.A.T. board meetings

·         Keep a full and accurate account of proceeds and expenditures

·         Make disbursements as authorized by the Board of Directors

·         Present a financial statement at every meeting and at other times as requested by the Board of Directors

·         Have the accounts examined annually by a third party auditor

·         Prepare the taxes in accordance with IRS regulations

·         Perform any other duties as deemed necessary

 

(e)           Secretary shall:

·         Be a voting member of the board of directors

·         Attend all T.H.A.T. board meetings

·         Take notes during meetings

·         Record decisions and future action items

·         Type and distribute minutes of meetings

·         Review minutes at each meeting

·         Once minutes are approved, keep a file for future reference

·         Distribute any other necessary communications as needed

·         Perform any other duties as deemed necessary

 

(f)            Volunteer Coordinator shall:

·         Be a voting member of the board of directors

·         Attend all T.H.A.T. board meetings

·         Help to facilitate all registration events

·         Solicit parent volunteers for all scheduled GRAL meets

·         Attend swimmer registration to help answer questions regarding volunteer positions

·         Send reminders to all meet volunteers prior to each swim meet

·         Check in all volunteers and find substitutes for any vacant positions before and during each swim meet

·         Perform any other duties as deemed necessary

 

(g)           Social Chairman shall:

·         Be a voting member of the board of directors

·         Attend all T.H.A.T. board meetings

·         Plan and provide team breakfast on Wednesday mornings before each swim meet

·         Plan and provide refreshments for the “Meet the Coaches Social”

·         Organize the “End of the Season Party”

·         Utilize any social committee members for assistance with any of the mentioned functions

·         Perform any other duties as deemed necessary

 

(h)           Immediate Past President shall:

·         Serve in an advisory role to assist the current Board

·         Have no voting privileges

 

(i)             Sponsorship Chairperson shall:

·         Be a voting member of the board of directors

·         Attend all T.H.A.T. board meetings

·         Contact current sponsors for renewal of sponsorship

·         Solicit new sponsors

·         Have sponsor’s logo printed for the team banner for display at all swim meets

·         Be responsible for transporting and displaying the team banner at all swim meets, home and away

·         Provide Sportswear Chairperson with “camera ready” art for publication and preprint by May 1

·         Provide Webmaster with “camera ready” art and sponsor’s web address for T.H.A.T. website by May 1

·         Perform any other duties as deemed necessary

 

(j)             Webmaster shall:

·         Be a voting member of the board of directors

·         Attend all T.H.A.T. board meetings

·         Update T.H.A.T. website with current information and meet results on a timely basis

·         Update all T.H.A.T. board and committee email addresses with team emails (name@thtorpedoes.org)

·         Update the T.H.A.T. team email distribution list throughout the season

·         Perform any other duties as deemed necessary

 

 

Section 4 – Removal of an Officer

An officer may be removed at any time by two-thirds (2/3) vote of all eligible voting members of the Board of Directors, if said removal is deemed in the best interest of T.H.A.T.

 

Section 5 – Officer Vacancies

A vacancy occurring in any office shall be filled for the unexpired term by a person elected by the majority of the Board of Directors.  In the case of a Presidential vacancy, the Vice President will serve as the President for the remainder of the unexpired term.

 

 

Article VI – Non-Board positions and Committees

The Board of Directors may create such standing committees, as it deems necessary to carry on the work of T.H.A.T. 

 

Sportswear

Concessions

Clinics coordinator

Any other committee as necessary

 

Article VII - Meetings

Section 1

Regular meetings shall be held monthly from January – October.  Dates of meetings shall be established in accordance with monthly GRAL meetings.  Special meetings may be called by the President or at the request of three Board of Director members.

 

Section 2

The Board of Directors shall be empowered to conduct necessary business in the intervals between meetings.  A report of all such activity must be given at the next scheduled board meeting and recorded in the minutes.

 

Section 3

The fiscal year begins January 1st of each year and ends December 31st.

 

Section 4

A quorum of the Board of Directors shall be six of the nine voting members.

 

Section 5

All personnel issues will be conducted in executive session or in the case of the search committee, in private.

 

 

Article VIII – Salaried Employees

Coaching Staff

 

Coach Selection Committee

·         Shall have three to six members

·         May advertise for coaching positions

·         Will conduct coach interviews starting as early as January

·         Recommend coach applicants and forward to the Executive Board for review and selection

·         The vote for recommendations may be verbal or written

 

Executive Board

·         Will vote on coach selections by written ballot

·         Employees will be hired for the current season with a two thirds (2/3) vote of the Board of Directors

·         The President or Vice President will contact the selected coaches and have them sign the appropriate contract

·         Will hire the head coach as soon as the selection committee has conducted interviews to possibly aide with assistant coach interviews

 

Other Employees

 

The Board of Directors shall hire any other appropriate employees as deemed necessary after review of the T.H.A.T. budget to recommend appropriate levels of compensation. 

 

 

Article IX– Amendments

These by-laws may be amended at any regularly scheduled Board of Directors meeting provided that notice of proposed amendments has been given at least 30 days prior to the meeting at which the amendment is voted upon.  A two-thirds (2/3) majority vote of the Executive Board is needed for approval of amendments to the By-Laws.

 

 

Article X – Dissolution

In the event of dissolution of T.H.A.T., the remaining assets will be given to the Twin Hickory Homeowners Association after all outstanding debts and collections have been satisfied and successful completion of a third party audit.