HOST Bylaws, Budget & Constitution

BY-LAWS OF THE HAMPTON OAKS SWIM TEAM
June 24, 2004

Purpose

The purpose of the Hampton Oaks Swim Team (HOST) By-Laws is to establish the HOST mission, set standards for swim team membership, provide organizational structure, establish membership and general responsibilities for the HOST Board of Directors (BOD), and to provide general guidance on how to conduct HOST and BOD business.  Additionally, procedures for making changes to these By-Laws are established.    

Mission Statement

The HOST is dedicated to the emotional and physical growth of its swimmers and to the morale of the community in which they live. The coaches, the parents, and all involved in HOST will strive to make swimming a fun experience. At the same time, they will foster in both parents and swimmers alike, the benefits of hard work and sacrifice, the traits of good sportsmanship, the value of self-discipline, the seeds and fruits of leadership, the exhilaration of competitive zeal, and the joy of community spirit.

Article I - Swim Team Membership

Section 1:  Residents.  Any resident of Hampton Oaks, under the age of 19, with a valid pool pass shall be eligible for membership in HOST upon payment of fees as assessed by the HOST BOD, (See Article III). If membership requests exceed the capacity of the swim team to accommodate swimmers, nonresidents will be denied membership. If membership requests still exceed capacity, the coach shall institute a "try-out" session at which swimmers will be selected based on ability and the needs of the swim team in the various age groups and consult with the HOST BOD prior to its utilization. Residents shall have priority over all nonresidents so long as applications are received by the application deadline set by the HOST BOD.

Section 2:  Coaches.  Current coaches of the HOST under the age of 19 shall be extended a free membership in the HOST.

Section 3:  Nonresidents.  Residents outside of Hampton Oaks ("nonresidents'), under the age of 19, shall be permitted to become HOST members only if acceptance of swimmers from outside of the Hampton Oaks community is approved by the Hampton Oaks Home Owners Association Board of Directors (HOHOA BOD).  If membership requests exceed the capacity of the team, residents will have priority regardless of ability.  If there is capacity for some but not all nonresidents, the Head Coach shall institute a "try-out" session at which swimmers will be selected based on ability and the needs of the swim team in the various age groups.   The Head Coach shall consult with the HOST BOD prior to scheduling a “try-out” session.  

Section 4:  Obligations.  By requesting and accepting HOST Members, swimmers and their parents agree to abide by the rules, policies and procedures established from time to time by the HOST general membership, the HOST Board of Directors, and the coaches.  Additionally, all swimmers’ parents are required to volunteer to support multiple swim meets.  Failure to volunteer will jeopardize swimmer membership and the ability of the HOST to continue to function as a member of the RSL.

Article II - General Membership

Section 1:  Composition.   The general membership shall consist of all parents and guardians of swimmers in good standing.  “Good standing” is defined as, (1) having a valid HOST registration on file with the HOST BOD, (2) HOST and HOHOA fees are paid in full, and (3) No outstanding HOHOA liens exist against the member.  The voting rights of general members will, therefore, continue unabated until fees are not paid in full by the next annual deadline for payment of fees. Once dues are paid in full, any new or lapsed member shall be included in the general membership with all voting rights appurtenant thereto.

Section 2:  Semi-Annual Meetings.  There shall be a preseason meeting of the HOST general membership prior to the first swim team practice of each season.  This meeting will normally be held during the first week in April.  The general membership shall also meet within 2 months of the end of the swim season (defined as May – August) to elect a new BOD. If possible, this meeting will be held in conjunction with any annual awards banquet. The time and place of these meetings will be determined by the HOST BOD, be included on the HOST Schedule and be advertised using all available medium at least two months in advance of the meeting date.

Section 3:  Special Meetings.  Special meetings of the HOST general membership will be held when determined necessary by a majority vote by the HOST BOD. The time and place shall be determined by the HOST BOD President.

Section 4:  Notice.  Notice of HOST general membership meetings shall be made no later than two months in advance of the meeting date using advertising medium determined by the HOST BOD to be the best practical means of notification.  Normally notice will be posted on the HOST Website, via E-mail and on at least one prominent sign near the intersection of Cathedral and Mine Roads.

Section 5:  Quorum.  So long as notice has been provided in accordance with Article II, Section 4, a quorum for either an annual or special meeting shall consist of those parents or guardians in attendance. A majority vote of those eligible and present shall be sufficient for all purposes, except as otherwise specified herein.

Article III - Board of Directors (BOD)

Section 1:  Members.  The voting members of the BOD shall be comprised of those members elected by the general membership. All BOD members must be a parent or guardian of a HOST swimmer in good standing.  To avoid any potential conflicts of interest, no one serving on the HOST BOD may have a spouse or significant other serving on the HOHOA BOD or the HOST coaching staff.  Only one member from a swimmer’s family may serve on the BOD.  The BOD shall include the following officers: President, Vice President, Treasurer, Secretary, Sponsorships, Equipment Volunteer Coordinator and Rappahannock Swim League Representative, and three members-at-large.  HOST BOD duties require a significant amount of personal time to perform well.  In order to encourage parents or guardians of swimmers in good standing to volunteer to run for election to demanding BOD positions, an incentive will be offered.  Each BOD member will be allowed one free swimmer for each full year they serve on the BOD.           

Section 2:  Nomination and Election of BOD Members.  The nomination and voting process will be administered by an Election Committee, appointed by the HOST President and composed of members in good standing not seeking election.  At the end-of-season semi-annual meeting of the general membership, normally conducted in mid August; the general membership shall elect the new HOST BOD by majority vote.  Nominations for BOD positions may be made by any member in good standing for any member in good standing provided the nominee consents.  The election shall be announced at least one month prior to the election date.  The final nominee slate shall be formulated and announced to the general membership for consideration one week prior to the election.  The election process will consist of hard copy ballot with HOST BOD positions and nominees clearly indicated.  The ballots will be distributed at the beginning of the meeting.  Each nominee or a designated representative from the general membership will be afforded two minutes to speak.  The election will be held, ballots collected, and a count conducted by the Election Committee.  The results will be announced by the Election Committee prior to the meeting’s termination.  In the case of a tie vote, a run-off election will be held between the two nominees.  In a tie vote situation the nominees may elect to speak an additional two minutes in order to sway voters.  Additional votes will be taken until the tie is broken.                

Section 3:  Term of Office.  BOD members shall serve until their respective successor has been elected, but any BOD member may be removed with or without cause by a majority vote of the full membership of the HOST BOD.  BOD members may resign by providing written notice to the HOST President one month in advance of their effective resignation date.  Vacancies will be filled by persons selected by majority vote of the remaining BOD until a replacement can be elected by the general membership. A special meeting of the general membership is not required to fill vacancies so long as at least four elected members remain on the BOD.  If and when only three or fewer elected members of the BOD remain in office, the BOD must order a special meeting be held within 30 calendar days and the BOD shall have no further authority to act until said vacancies have been filled by the general membership.

Section 4:  Board of Directors Positions.  The HOST BOD will be comprised of eight voting members as follows:  President, Vice President, Treasurer, Secretary, Volunteer Coordinator, Sponsorships, Equipment Manager and RSL Representative. 

A.  President.  The President will serve as the chief member of the BOD.  During recess the BOD shall have general control and management of the HOST business and affairs, except that any powers not specifically reserved by the President may be delegated by the BOD.  The President shall act as the intermediary and chief liaison between and among the general membership, BOD, HOHOA, and coaches, for the purpose of handling and resolving contentious issues. The President shall act as the chairperson for the HOHOA Swim Team Committee and make every reasonable effort to comply with the policies and procedures delineated in the HOHOA Swim Team Committee Charter and Memorandum of Understanding between the HOST BOD and HOHOA BOD.  The President shall preside at all meetings of the HOST BOD and the HOST general membership unless the Vice President is designated to do so by the President in the President’s absence.  The President shall maintain a detailed HOST President Turnover Binder in order to maintain integrity of the position over time

B.  Vice President.  The Vice President shall act in lieu of the President in the event the President is incapable of acting by reason of death, illness, resignation, or absence.  The Vice President shall act as meeting Parlimentarian in order to ensure proper order is maintained.  Roberts’ Rules of Order shall be used as a guide when executing these duties.  The Vice President shall be responsible for general oversight of all committees, unless the BOD assigns oversight of a specific committee to another member. The Vice President shall coordinate and integrate changes to the HOST Constitution, By-Laws, HOHOA Swim Team Committee Charter and MOU.  The Vice President shall maintain a detailed HOST Vice President Turnover Binder in order to maintain integrity of the position over time The Vice President shall perform additional duties as delegated by the BOD or the President.

C.  Treasurer.  The Treasurer shall have primary custody of and maintain detailed records of the HOST bank account and all HOST related financial transactions, unless otherwise determined by the BOD.  The Treasurer shall inform the BOD of total receipts, specific expenditures, and remaining balances at each regular meeting of the BOD.  The Treasurer shall maintain a Reconciliation Detailed Report and a Profit and Loss Statement.  One additional HOST BOD member will be designated as the account’s Co-Owner in the event the Treasurer is not available to conduct required account activity approved by the BOD.  The Treasurer shall maintain all required tax records and ensure reports are submitted to appropriate government agencies in a timely manner.  The Treasurer shall deposit all HOST funds, which the Treasurer receives, in such bank accounts as the BOD designates as soon as possible. The Treasurer shall pay out moneys as business may require upon the order of the BOD with proper vouchers to justify the expense.  Expenses shall be paid by check only.  Expenses will not be paid from cash on hand.  The BOD may delegate any and all duties of the Treasurer.  The outgoing Treasurer shall account to the incoming Treasurer for all financial books, records, and accounts within 60 days of the election of the new Treasurer.  At semi-annual meetings of the general membership, the Treasurer shall submit a written report of the account balances at the previous meeting, receipts and expenditures during the interim period, and remaining balances.  The BOD shall provide periodic financial summaries of the Treasurer’s report to the HOHOA BOD when deemed appropriate or upon special request.  These reports may also be posted on the HOST Website for public review following approval of the BOD.  HOST funds cannot be obligated nor payments made from the HOST account unless approved by the HOST BOD in advance; either by approval of the annual budget or via special vote for non-budgeted, emerging requirements.  The Treasurer shall maintain a detailed HOST Treasurer’s Turnover Binder consisting of the reports mentioned above and any additional information as deemed appropriate by the Treasurer and or BOD in order to maintain integrity of the position over time.       

D.  Secretary.  The Secretary shall make and keep minutes of all meetings of the BOD and the general membership using an approved standardized format and the following process.  A draft of the minutes shall be distributed to the HOST BOD within one week of the meeting.  The BOD shall review these minutes in advance of the next meeting.  During the ensuing meeting, the previous meetings minutes will be adjusted as required and approved by majority vote.  The approved minutes will then be distributed to the HOST BOD within one week of approval and posted on the Website so as to be available for review by the general membership.  The Secretary shall distribute approved copies of all meeting minutes to all appropriate members, by email or otherwise. The Secretary shall also maintain a list of all participating HOST members with name, address, telephone number, email address (if any), and names and ages of swimmers. The Secretary shall maintain a comprehensive record of all documentation generated by the BOD or used by the BOD.  The secretary shall maintain a detailed HOST Secretary Turnover Binder in order to maintain integrity of the position over time.  The Secretary shall perform other duties as delegated by the BOD or the President.

E.  RSL Representative.  The RSL Representative shall be the official representative of HOST to the RSL and shall have voting authority of the HOST at meetings of the RSL. The RSL Representative shall be responsible for attending all RSL meetings and advising the HOST BOD as to the agenda items discussed, any votes taken, and the HOST position on said items. The RSL Representative shall bear in mind that certain issues should be determined by the BOD and seek tabling of any vote by the RSL when it appears circumstances so warrant. The RSL Rep shall maintain a detailed HOST RSL Rep Turnover Binder in order to maintain integrity of the position over time.  The RSL Representative shall perform other duties as delegated by the BOD or the President.

F.  Sponsorships Representative.  The Sponsorships Representative shall actively recruit sponsors for the HOST.  TBD 

G.  Equipment Manager.  The Equipment Manager shall coordinate identification and purchase of all equipment required to function as a swim team.  TBD     

H.  Volunteer Coordinator.  The Volunteer Coordinator shall actively recruit volunteers to fill positions needed to ensure the HOST functions smoothly.  TBD

Section 5:  Members at large.   Members-at-large should chair one of the committees set forth in article IV herein at the direction of the BOD. Members-at-large shall perform other duties as delegated by the BOD or the President.

Section 6:  Committees.  Committees will be established by and under the direction of the BOD in accordance with Article IV herein. The BOD may establish other committees as it sees necessary for the conduct and management of HOST. The BOD will determine the committee chairperson of all committees. Committee chairpersons will not be voting members of the BOD.

Section 7:  Auxiliary Members.  Certain unelected persons may serve as non-voting auxiliary members of the BOD in an advisory capacity.  Auxiliary members will normally include the Hampton Oaks Homeowners Association Pool Committee Chairperson or a person designated by that committee for swim team oversight, the chairperson of any committee described herein who is not a voting member, and the head swim coach.  At the discretion of the BOD, other committee chairpersons and ex-officio members may also serve as auxiliary members of the BOD.  Auxiliary members will attend regular and special meetings of the HOST BOD only when invited by the BOD to do so.  The President of the HOST may hold any BOD meeting consisting of only voting members without notice to one or more auxiliary members.

Section 8:  Oversight of the HOST BOD.  The BOD shall be subject to oversight by the Hampton Oaks Homeowners Association Board of Directors (HOHOA BOD). The BOD will give due regard to the authority of the HOA to terminate the rights of HOST with respect to use of its facilities.  The HOST BOD serves in a dual capacity as the HOHOA Swim Team Committee and as such shall be represented at appropriate meetings of the HOHOA by the Host President.  The HOST BOD will make every reasonable effort to comply with the procedures and policies delineated in the HOHOA Swim Team Committee Charter.  Additionally, the HOST BOD members are signatories on the HOST and HOHOA BOD Memorandum of Understanding (MOU).  This obligates the HOST to make every reasonable effort to fulfill the requirements delineated in the MOU.  Both the Swim Team Committee Charter and MOU are subject to change if procedure, policies and requirements contained within are not supportable by the HOST or HOST BOD.       

Section 9:  Duties and Authority of the HOST BOD.   The BOD shall manage the affairs of the HOST. All voting powers not specifically reserved for the general membership herein shall be vested in the HOST BOD.  The HOST BOD shall have the authority to do all things necessary for the safe, efficient and effective operation, management, and advancement of the HOST to include but not limited to expending HOST funds as it deems appropriate.  Under no circumstances will a decision by the BOD be made to expend funds not planned in the approved HOST Yearly Budget, or otherwise pre-approved by the BOD, unless the Treasurer has calculated and briefed the financial impact of the desired expenditure.                

Section 10:  HOST Meetings.  HOST meetings shall be scheduled on the HOST Hurricane Calendar as appropriate.  Every reasonable effort will be made to announce and advertise HOST meetings well in advance of the meeting date.  All meetings of the HOST will be monitored by the Vice President who will function as the Parliamentarian.  The acting Parliamentarian will use Robert’s Rules of Order as a guide to conduct all meetings in an organized fashion.  Every reasonable effort shall be made to construct a detailed agenda at least one week prior to all meetings and then to follow that agenda to the greatest extent possible.  This will provide focus and assure the effectiveness, productivity and efficiency of HOST meetings.  The HOST BOD plans and executes four types of meetings.

A.  Executive BOD.  Executive BOD meetings will be conducted at the President’s discretion.  These meetings are considered closed to all but voting members of the BOD and their invited guests.  Executive meetings are conducted on that rare occasion when unusually sensitive information needs to be discussed.  An example would be the failure of a HOST member to pay their fees.  The BOD may elect to shift from a regular forum to an executive forum during a Regular BOD meeting if the content of the discussion warrants.  In this case all non-voting members of the BOD may be required to leave.  If a BOD member is the subject of sensitive discussions then the majority of the remaining BOD may require that BOD member to leave the Executive session.

B.  Special BOD.  Special BOD meetings will be conducted at the President’s discretion and may be declared either Executive or Regular in nature.  These meetings are typically short notice meetings not previously scheduled on the HOST Hurricane Calendar.  Special meetings shall be held as determined necessary by the President or a majority of the voting members of the BOD.  Reasonable effort must be made to provide telephonic, electronic, hard copy, or in-person notice to members at least 24 hours prior to any special meetings.

C.  Regular BOD.  Regular BOD meetings are monthly meetings of the HOST BOD scheduled on the HOST Hurricane Calendar.  These meetings are open to all HOST members and will normally be scheduled for the third Sunday of each month during January through August.  The BOD may elect to shift from a Regular forum to an Executive forum during a Regular BOD meeting if the content of the discussion warrants or if the participation by any person present becomes disruptive to the meeting. 

D.  HOST General Membership Meetings.  HOST General Membership Meetings are meetings open to the HOST, HOHOA, and all interested parties.  These meetings are normally scheduled to be conducted twice a year; once during April and August.  The April meeting is designed to kick-off the new swim season and provides the first opportunity for swimmers to register.  The August meeting is often combined with the end-of-swim-season HOST party.  During the August meeting HOST general membership will vote on the new BOD membership.

Section 11:  Quorum and Voting.  A quorum shall consist of a majority of the elected members of the HOST BOD (normally five of eight elected members).  A quorum is required in order for the BOD to vote on issues and make decisions affecting the HOST.  Once quorum has been established, a majority vote of those present shall be sufficient for all purposes, except as otherwise specified herein.  In the event of a tie, the President's vote shall be the deciding factor.  If the President is not present then the vote / decision must be deferred.   Meetings attended by less than a quorum can discuss issues and exchange general information necessary for the continued operation of the HOST.  Scheduled meetings of the BOD that consist of less than a quorum must also be documented by minutes. 

Article IV - Required Committees

Section 1:  Meets and Equipment Committee.  This committee shall obtain all necessary resources (personnel and equipment) required to conduct home and away swim meets. It shall also be responsible for setting up the pool for home swim meets and restoring the pool for use by the HOA after swim meets.

Section 2:  Concessions Committee.  This committee shall be responsible for the operation of concessions at home swim meets and the operation of any regular concession established at the Hampton Oaks pool.  The committee shall, with prior approval from the BOD, purchase food and equipment necessary for operation of the concession.  The Concessions Committee shall sell items in a manner designed to improve the financial stability and overall operation of the HOST.

 Section 3:  Social Committee.  This committee shall organize social functions to enhance the morale and community spirit of the HOST. It shall also be responsible for organizing an annual end-of-season awards banquet. The committee shall, after approval by the BOD and in coordination with the head coach, purchase awards for the banquet.

Article V – Budget

The HOST will pay for all operational expenses using HOST funds unless HOHOA funds are approved by the HOA.  The HOST BOD will develop a budget for the financial operation of the HOST under the direction of the President by March 31 of each year.  The President will forward a copy of the HOST Budget to the HOHOA BOD by April 30 of each.  The Treasurer will maintain a progressive comparison between the original budget submission and actual financial developments.  The Treasurer will provide the HOST BOD financial updates on a monthly basis during the swim season (May – August) and quarterly during the off-season (September – April).  These updates shall be formally approved (or adjusted) by the HOST BOD.  The President will forward these updates, in a standard HOST budget report format, to the HOHOA BOD within one week of their approval by the HOST BOD.  The HOST Budget Reports shall be posted on the HOST Website concurrent with release to the HOHOA BOD.

Article VI - Amendment of the By-Laws

The power to alter, amend, or repeal these By-Laws or adopt new By-Laws shall be vested in the HOST BOD if approved by a two thirds majority of the elected BOD members at any regular or special meeting.  All proposed changes to the By-Laws must be provided to HOST BOD membership no later than one meeting prior to the meeting during which the changes will be approved.  This is required to allow time for careful consideration of the changes.  Once changes to the By-Laws are approved, the Vice President shall coordinate a rewrite of the By-Laws with approved changes incorporated.  The new By-Laws will be signed by all HOST BOD members.  A signed copy of the By-Laws will be distributed to each BOD member.  The Secretary will maintain the original copy of the signed By-Laws.  A signed copy will also be provided to the HOHOA BOD and distributed to the HOST membership via all available medium within 30 days of approval. 

These By-Laws are hereby approved by all members of the HOST BOD as of June 24, 2004.

President – Dave Seitz              _______________________________Date_____________

Vice President – Mark Whittle  _______________________________Date_____________

Secretary – Sallie Rosa             _______________________________Date_____________

Treasurer – Jennifer Quinn                    _______________________________Date_____________

Volunteers – Maureen Tolliver          _______________________________Date_____________

Equipment – Debi Schmitz                    _______________________________Date_____________ 

Sponsors – Jackie Resch                      _______________________________Date_____________ 

RSL Rep – Shelly Wedge                     _______________________________Date_____________

Copies to:
HOST Members
Hampton Oaks Home Owners Association Board of Directors

Memorandum of Understanding  and Swim Team Committee Charter

HOST 2006 Budget 
(.xls spreadsheet; if network password screen pops up, just click the "X" & file should open)

CONSTITUTION OF THE HAMPTON OAKS SWIM TEAM