CFB Kingston Sharks Swim Club

By-laws

CONSTITUTION - BYLAWS

PURPOSE

1. These By-Laws amplify the Constitution and govern the operation of the Base Kingston - Kingston Sharks Swim Club (KSSC).

TERMS OF REFERENCE FOR EXECUTIVE COMMITTEE POSITIONS

2. PRESIDENT: The President shall:

a. coordinate all activities of the KSSC;

b. plan, call and preside over General and Executive Committee meetings;

c. ensure that KSSC members meet membership eligibility requirements specified in the Constitution;

d. liaise with PSP for the use of Base facilities;

e. liaise with other Base organizations and personnel as required;

f. ensure that the Club has sufficient financial resources to carry current KSSC policy into the next membership year;

g. attempt to fill vacancies on Committees as they occur;

h. attend or delegate a representative to attend Recreational Council Meetings;

i. should the club acquire a non-public funds (NPF) furniture and effects account, be the holder of such an account;

j. appoint committee heads to standing committees who shall look after duties assigned to them;

k. be an Ex-officio member to all Committees; and

l. ensure all paid employees of the KSSC have written contracts in accordance with CFB Kingston Personnel Administration Regulations.

3. VICE-PRESIDENT. The vice president shall:

a. serve on the Executive Committee;

b. in the absence of the President, assume the duties and responsibilities of the President;

c. assume such duties and responsibilities as may be assigned to him/her by the President;

d. coordinate a series of developmental dual and tri-meets with other competitive clubs and the clubs fundraising Swimathon;

e. prepare and administer a KSSC incentive awards program;

f. coordinate the hiring of coaching staff and oversee their employment;

g. organize the attendance at clinics for coaches, officials and swimmers as indicated by the needs of the KSSC and Swim Ontario;

h. maintain in conjunction with the meet coordinator a record of officials that are qualified to participate at swim meets; and

i. prepare and ratify KSSC swim records.

4. SECRETARY: The Secretary shall:

a. serve on the Executive Committee;

b. assume those duties and responsibilities assigned by the President;

c. maintain correspondence with all outside agencies regarding swimming matters subject to the approval of the President or his delegate;

d. coordinate on behalf of the executive the activities of the Webmaster of the KSSC web site and the Newsletter author;

e. issue all notices for Executive, General or Annual Meetings;

f. keep minutes of all General and Executive Meetings for approval of the President and forwarding to the Chairperson Recreational Council and the PSP Manager; and

g. If unable to attend a meeting, arrange for a replacement to keep an accurate record of proceedings to be added to the Secretary’s Record of Minutes.

5. TREASURER: The treasurer shall:

a. serve on the Executive Committee;

b. assist the President in preparing an annual budget for submission to the Executive Committee;

c. be responsible for the safe control of all KSSC funds including the float;

d. maintain a record of all KSSC revenue and expenses as required for audit by Base NPF accounts;

e. prepare and control, through the President, all cheque requisitions and time sheets for coaching staff;

f. ensure all invoices are received and paid in a timely manner;

g. assume such duties and responsibilities as may be assigned to him/her by the President;

h. supervise the Equipment Coordinator; and

i. prepare financial updates for Executive Committee meetings.

6. HEAD [CL1] COACH. The Head Coach will:

a. serve and attend on the Executive Committee or find a replacement to attend if not able to attend;

b. ensure the team is trained to Swim Ontario standards;

c. ensure that proper sportsmanship and discipline are maintained and displayed at all times;

d. advise the President of all disciplinary action taken in respect of swimmers;

e. supervise the assistant coaches;

f. ensure that any changes to schedule are communicated to the swimmers and their families;

g. ensure adequate Coaching staff are available for all Club training sessions and all swim meets that the Club participates in;

h. ensure results of all the swim meets attended by Sharks swimmers are forwarded to the Public Relations coordinator within a day of the team returning to Kingston; and

i. shall be excused from the meeting when matters relating finances are discussed.

7. MEET COORDINATOR. The Meet Coordinator will:

a. Serve on the Executive Committee;

b. liaise directly with Eastern Ontario Swim Association (EOSA) and Swim Ontario concerning all meets hosted by the Club;

c. forward meet sanction requests to Swim Ontario;

d. forward meet packages to invited clubs for all of our swim meets at least 2 months in advance of the meet;

e. comply with and advise the Exec concerning Swim Ontario meet rules and regulations;

f. The meet coordinator is responsible for tracking the assistance provided with respect to the obligation and advising the Treasurer of cheques to be cashed or destroyed.

g. supervise the official coordinator, canteen coordinator and computer coordinator; and

h. assume those duties and responsibilities assigned by the President.

TERMS OF REFERENCE FOR SUB- COMMITTEE [CL2] POSITIONS

8. OFFICIALS COORDINATOR. The Officials coordinator will:

a. report to the meet coordinator;

b. perform tasks related to officiating for the Club;

c. ensure that in conjunction with the meet coordinator that training sessions take place to provide the required qualified officials (e.g. timing, stroke and turn clinics) such that the Club can meet its obligations;

d. organize the officials staff for Club hosted meets; and

e. perform those duties as assigned by the meet coordinator.

9. COMPUTER COORDINATOR. The computer coordinator will;

a. report to the meet coordinator;

b. hold and be responsible for the Club’s laptop computer, reporting any problems and requests for upgrades through the meet coordinator to the Executive Committee for approval; and

c. perform those duties as assigned by the meet coordinator.

10. WEB-MASTER. The Webmaster will:

a. report to the Secretary;

b. maintain the Club Internet web site as directed by the Secretary;

11. PUBLIC RELATIONS COORDINATOR. The Public Relations Coordinator will:

a. report to the Secretary;

b. prepare for distribution the Club news letter with contributions from members of the Executive and Coaching Staff;

c. Submit club news and results in local weekly and dailies;

d. Place advertisements in the local Base newspaper as directed by the executive; and

e. be proactive in seeking contributions to ensure timely completion of the Newsletter.

12. CANTEEN COORDINATOR. The Canteen Coordinator will:

a. report to the meet coordinator and coordinate the finances with the treasurer; and

b. ensure the effective preparation and stocking of the canteen in coordination with the Meet Coordinator.

13. EQUIPMENT COORDINATOR. The Equipment Coordinator will:

a. report to the Treasurer;

b. be responsible for ordering and maintaining all equipment and clothing required by the coaching staff and for purchase by the swimmers.

c. liaise with the Head Coach to ascertain specific equipment needs. The Equipment Manager keeps records of items sold, collects money for equipment sold and provides the Treasurer with invoices from suppliers and amounts that need to be billed to the families.

d. maintain catalogues and price lists from suppliers, an equipment list for team members and an inventory list.

14. SOCIAL COORDINATOR . The Social Coordinator will:

a. report to the Treasurer; and

b. organize social functions and activities.

15. SWIMATHON COORDINATOR. The Swimathon Coordinator will:

a. report to the Meet Coordinator

b. organize the annual Swimathon.

c. set a date for the Swimathon in consultation with the Head Coach and the President;

d. ensure pool time is booked for the event;

e. distribute pledge packages to the swimmers;

f. provide information to members; and

g. collect all monies and submit them to the Treasurer

and distribute tax receipts.

RESIGNATION AND REPLACEMENT OF EXECUTIVE COMMITTEE MEMBERS

16. Due to posting or other reasons, a member of the Executive Committee may resign prior to the expiration of his/her term of office. Vacant positions shall be filled expediently so that the effectiveness of the Executive Committee is not compromised. The following procedures for replacement of members shall apply:

a. President: The Vice President shall automatically assume the office of President until a General Meeting can be held to elect a new President. The Chairperson Recreational Council and PSP Manager shall be informed immediately of the replacement so that contact with Base Administration is not lost;

b. Other Members: The Executive Committee shall select an eligible and willing member of the Club to fill a vacant position other than the position of President until a General Meeting can be held to elect and new member; and

c. Recording of Replacement: The replacement of a member of the Executive Committee shall be recorded in minutes of the Executive Committee meeting at which such a replacement is effected to advise the base authorities when they review the Club Executive’s Minutes.

DISIPLINE AND GENERAL CONDUCT

17. All members of the Club will observe and obey the rules of the KMCSC facilities at all times. Breaches of these rules may result in suspension /loss of Club and KMCSC membership privileges.

18. General conduct will at all times reflect credit to the Club and CFB Kingston.

CLUB REGISTRATION FEES

19. Each swimmer will be assessed a registration fee as set by the Executive Committee. The total fee is due, in full, by the end of September. If cheques are used, the fee can be split in two equal payments. The first cheque is payable by the end of September and a post-dated cheque for the balance will be dated for 01 January.

20. To assist the Club in guaranteeing adequate staff positions are filled by swimmer’s parents to assist at the meets that the Club hosts, at the time of registration post-dated cheques will be submitted by families and held by the treasurer. The number of periods of assistance will be determined at registration based on the level of the swimmer. The amount of these cheques will be reviewed annually and the amount set by the Executive Committee. These post-dated cheques will be, upon confirmation that the swimmer’s parents assisted the Club during these hosted swim meets, destroyed. The meet coordinator is responsible for tracking the assistance provided with respect to the obligation and advising the Treasurer of cheques to be cashed or destroyed.

COMMITTEE SPENDING AUTHORITY

21. All budgeted general operation expenditures will be conducted by the Treasurer with verbal authorization of at least one member of the Executive. This includes, but is not limited to, Swim Ontario registration fees, coaching wages, away swim meet registration fees, sanction fees, etc.

22. All other expenditures must be approved by a majority of the Executive Committee and reflected in the Minutes.

23. The treasurer will maintain a petty cash float in an amount established by the Executive Committee in accordance with NFP guidelines.

24. The President shall ensure that the NPFAO is provided with a current list of Executive Committee members authorized to recommend payment of Club Operating Expenses and that the appropriate signature cards are completed.

CONDUCT OF EVENTS

25. Requests for hosting special events or competitions involving participation of outside organizations shall be subject to the approval of the Base Commander through the PSP manager. The exact amount of lead-time required to gain approval may vary from year to year so advanced planning is a necessity.

COMPLIANTS OR SUGGESTIONS

26. All complaints and suggestions relating to the Club Constitution, By-Laws, activities or personnel (including Coaching) shall be directed, in writing, to the President of the Club. The President will decide if immediate action is required or if the matter can wait until the next scheduled meeting of the Executive Committee.

HOURS OF PRACTICES

27. The KSSC is a user of the KMCSC pool and field house facilities, however it must be born in mind that the primary purpose of the KMCSC is serve the units and lodger units of CFB Kingston. Therefore the priority for use of these facilities will go to these units, nevertheless it is expected that CFB Kingston and the PSP staff advise of any change of facility use timings or allocation with sufficient lead-time. If changes to the schedule are made the Executive will attempt to find offset timings to cover for lost facility time.

INSURANCE COVERAGE

28. Swimmers are covered under insurance provided by Swim Ontario based on the annual registration. Details of liability of the KMCSC will be provided at registration.

REPORTS AND RETURNS

29. The KSSC shall maintain detailed records of finances, membership and activities as well as providing to the PSP manager and Chairperson of the Recreational Council copies of Minutes of the Executive Committee and General Meetings.

30. The Constitution and By-laws will be reviewed annually by the Executive Committee to ensure they continue to be in accordance with current practices and organizational structures. Should changes be required the amended document will be available 30 days before the General Meeting scheduled to consider and vote on the changes.

ORDER OF BUSINESS FOR MEETINGS

31. The Order of Business for General, Annual and Executive Committee Meetings shall be:

a. Call to order;

b. attendance check;

c. reading of minutes of the previous meeting;

d. confirmation/correction of minutes of the previous meeting;

e. reports of Executive Officers;

f. correspondence;

g. business arising from minutes of previous meeting;

h. new business;

i. announcements; and

j. adjournment.