PRINCE-MONT
SWIM LEAGUE BY-LAWS
(Current as of May 2004)
Article I - Name
The name of
this organization shall be the Prince-Mont Swim League (hereinafter referred to
as the League).
Article II - Purposes
The purposes of
the League are to sponsor competitive and developmental swimming events and
activities in and between the member swimming
teams; to develop in the children affected by this program, a love for
the sport, advanced aquatic skills, teamwork, and the principles of good sportsmanship. The League may also sponsor activities
involving such member teams, provided such activities are not inconsistent with
the purpose of the League as set forth above.
Article III - Members
1.
Eligibility: Bona fide
swimming teams shall be eligible to
apply for membership in the League.
These member teams may be associated with community, military
installations, private, and apartment pools operating their swimming facility
in the summer months and shall consist primarily of family memberships.
2.
Application: Application for
membership in the League shall be submitted to the President, in writing, on
the form prescribed by the League for this purpose. The applicant shall furnish all of the information called for on
the application form and shall attach thereto a copy of the Constitution and/or
By-Laws containing the team's
organizational description and membership qualifications. Applicants shall agree to participate to the
fullest extent practicable in League
programs, activities, and meetings.
3.
Election: New teams shall be accepted for membership to
the League, subject to majority
approval by the Board of Directors.
4.
Continuation: Member teams
of the League who participated in the scheduled activities of the League during
the preceding summer season must submit their renewal applications to continue
as members by reapplying no later than April 30 preceding the summer swimming
season.
5.
Termination: Membership in
the League may be voluntarily surrendered by written notification by the team's
League Representative to the President of the League not later than April 1 as
to intent not to participate in scheduled summer swimming activities for that
year.
a. In any case in which the Constitution and/or
By-Laws of a member team are changed in a manner relating to the team's or
pool's status or to eligibility for membership in the team, the President of the League shall be promptly advised in
writing as to the exact nature of such
change (s).
b. Membership in the League shall automatically
terminate on (1) the failure of the member to pay the annual dues and
designated assessments by April 30th or (2) the failure to pay any assessment
voted by the League within 60 days of the date set for payment thereof; or (3)
the member no longer meets the conditions of eligibility set forth in Section I
of this Article. In the case of
automatic termination of membership under condition (3), the termination shall
be effective on the date of receipt of the notice of termination of membership
by the team's League Representative, such notice to be issued by the President
pursuant to the instruction of the Board of Directors on the ascertainment of
the facts as to ineligibility.
c. Membership in the League may be revoked if
the conduct and/or practices of the member team are found to be in conflict
with the best interests of the League or contrary to the purposes of the League
as set forth in Article II, by a two-thirds vote of the League Representatives
present and voting.
d. In any case of contemplated revocation of a
team's League membership, the President, pursuant to instructions of the Board
of Directors, shall issue to the team's
League Representative a notice in writing setting forth the specific grounds on
which the contemplated revocation is based and to provide the team with an
opportunity to show cause why the team's membership should not be revoked. An opportunity for a hearing before the
Board with respect to such notice shall be granted the member team if requested
within 10 days of receipt of the notice by the team in writing to the President
of the League, such hearing to be on a date and at a place set by the President
and to be held not less than ten (10) days nor more than (30) days from the
date of receipt of the League's notice by the member team. At such hearing, any other League member
team may also present evidence with respect to which the hearing is being
held. The President or his designated
representative shall preside at any such hearing and the Board shall, within 30
days of the conclusion of the hearing make a recommendation as to the action to
be taken pursuant thereto. Such
recommendation shall be mailed to the League Representatives not less than 21
days before the meeting of the League Representatives at which the recommendation
is scheduled for consideration.
Article IV - League Representatives
1.
Designation: Each member
team shall designate a representative, one alternate representative and a team
data manager to the League to represent the organization. League Representatives and Alternates must
be separate individuals, and along with the meet managers, may not be paid
employees of the team. Such representatives shall continue to act
until a successor has been designated by the member team. Each member team
shall keep the Secretary of the League currently advised as to the name,
address, telephone number and E_Mail address of the League Representative,
alternate and team data manager, and must also advise the Secretary not later
than April 30th of each year, upon reapplication, the identity of the persons
who will represent the member team during the ensuing summer swimming
season. The designated representative,
alternate, and team data manager shall be members in good standing of the
member team by whom named. Failure to
designate a team data manager will result in the League representative assuming
all duties of the team data manager.
2.
Voting: Each member team shall be entitled to cast
only one vote in League matters, such vote to be cast by the designated League
Representative, or, in his/her absence, by the Alternate or the Team Data
Manager.
3. Functions:
a. The League Representatives (including
Alternate or Team Data Manager authorized to vote in lieu of the League
Representative as stated in Section 2) shall constitute the governing body of
the League, and shall, subject to the provision of these By-Laws, have full
authority to act for and on behalf of the League in conduct of its
activities. League Representatives will
coordinate the League's activities with their respective teams, and act as
liaison between the team and League Officials.
They will attend all League meetings or send an Alternate. ($5 fine if team is not represented.) League Representatives are to cooperate with
the Division Chair in preparing for the Divisional Meet. The League
Representatives shall submit to the Secretary of the League one week before the
first meet a team roster noting all instances of swimmers who have switched
from another League's team from the previous season.
b. The Team Data Manager is responsible for
ensuring that the Team for which they represent is utilizing the League
approved version of “Hy-Tek” Team Manager and Meet Manager for Windows. The Team Data Manager will provide the team
roster to all other Team Data Managers, the Division Data Manager, and the
Division Chair before the start of the season and as changes occur. He/She shall also ensure that the “Hy-Tek”
data results from home meets are sent to the Division Data Manager and all
other Team Data Managers in their respective divisions within 48 hours after
the completion of the Meet. The Team
Data Managers are to cooperate with the Division Data Manager and the Division
Chair in preparing for the Divisional Meet.
Article V - Divisions
The League
shall be grouped by Divisions of member teams.
The Divisions shall be identified alphabetically in order of competitive
strength (A, B, C, etc.) beginning with the highest ranked Division. It shall be the policy of the League, as far
as possible, to group member teams in these Divisions in order of the
competitive strength of their respective teams, and to schedule five or six
teams in each division. When six-team
Divisions are scheduled, the Divisions shall be filled, beginning with the
highest ranked Division. Each year, the
Divisions will be regrouped in the following manner: The Integrated Method (III) shall be followed, unless, by
ordinary motion, the League Representatives vote to follow the Overall Team
Performance Method (I) or the Individual Swimmer Performance Method (II).
I - Overall
Team Performance Method:
1. A numerical list of all the member teams
which competed during the prior season shall be compiled in accordance with the
order of finish within each Division beginning with the highest ranked
Division.
2. The list shall be revised by interchanging
the position of the member team which finished first in each of the lower
ranked Divisions with the member team above it.
3. If any member teams on the revised list
withdraw from competition, the vacancies on the list shall be filled by
advancing the remaining teams
accordingly.
4. New member teams entering competition shall
be added to the list in order of receipt of application.
5. The list established by this procedure
constitutes the order of seeding for the new season. Member teams will then be assigned in a Division to seeded
positions 1 through 6 in accordance with their positions on the list, beginning
with the highest ranked Division. In no
case, however, shall there be fewer than 4 seeded teams in a Division.
6. The order of seeding within each Division
will establish the schedule of dual meets for six-team Divisions in accordance
with the following grid:
First
Meet: 1-6 2-5 3-4 4-3 5-2 6-1
Second
Meet: 1-5 2-4 3-6 4-2 5-1
6-3
Third
Meet: 1-4 2-3 3-2 4-1 5-6 6-5
Fourth
Meet: 1-3 2-6 3-1 4-5 5-4 6-2
Fifth
Meet: 1-2 2-1 3-5 4-6 5-3 6-4
(The numbers 1 through 6 indicate the seeding positions
within the Divisions.)
7. The order of seeding within each Division
will establish the schedule of dual meets for five-team Divisions in accordance
with the following grid or a schedule approved by the Board of Directors:
First
Meet: 1-Bye 2-3 3-2 4-5 5-4
Second
Meet: 1-4 2-Bye 3-5 4-1 5-3
Third
Meet: 1-5 2-4 3-Bye 4-2 5-1
Fourth
Meet: 1-3 2-5 3-1 4-Bye 5-2
Fifth
Meet: 1-2 2-1 3-4 4-3 5-Bye
(The numbers 1 through 5 indicate seeding positions within
the Division.)
II- Individual
Swimmer Performance Method:
1. Simulated dual meets will be run by computer
between all combinations of teams in the League for each week of the previous
dual meet season and the Divisional Meets. Data will consist of the top two
official times from each team for each event of each week. Each team will
receive a score equal to the number of teams defeated by simulation on a given
week. The scores from the six weeks of
simulation will be averaged to give an overall score. Teams will be ranked by
overall score, highest to lowest.
2. New member teams entering competition shall
be added to the list in order of receipt of application unless suitable records
of prior competition, acceptable to the Board of Directors, are available. In this case, a new member team may be treated
as an ordinary member team in establishing placement on the list.
3. Separation into Divisions proceeds in
accordance with steps 5 and 6 of the Overall Team Performance Method above.
III-
Integrated Method
1. The
teams initially will be listed as in the Overall Team Performance Method,
following Article V Section I, #s 1,2,3&4.
2. Scores will be assigned to each team as
defined in Article V Section II, the Individual Swimmer Performance Method.
3. The score of the team which finished first
in B Division will be compared to that of the team immediately above it. The
lower team on the list will interchange positions with the higher team if the
score of the lower team is higher. This process will continue until a team with
a higher score is reached. Each successive team down the list will repeat this
process. There is one restriction, the integrity of Division standings
restriction: a team can not move above another team which placed higher within
its Division during the previous season.
4. New member teams will be added according to
step 2 of the Individual Swimmer Performance Method.
5. Separation into Divisions will proceed
according to steps 5 and 6 of the Overall Team Performance Method.
Article VI - Officers and Directors
1.
Directors: The Board of
Directors of the League (hereto after referred to as the Board) shall consist
of the Officers of the League, Immediate Past President serving in an
ex-officio capacity, and the Division Chair for each Division. The Board shall be the responsible
administrative body of the League and shall perform the functions provided for
in these By-Laws. They shall meet
pursuant to the call of the President, or as otherwise provided by the By-Laws.
2.
Officers: The Officers of
the League shall be a President, Vice President, Secretary, and Treasurer.
3.
Eligibility: The President
and Vice President shall be selected from present or former League
Representatives, Alternate, or team data manager whose teams are League
members. The Secretary, Treasurer, and
Division Chairs may be selected from the membership of any member team.
4.
Voting: The presiding
officer shall cast his/her vote only to break a tie, and the Immediate Past
President shall serve in a non-voting capacity. An individual member of the Board entitled to vote by virtue of
being an officer shall not also vote by virtue of also being a Division Chair
and/or holding another officer position on an acting basis.
5.
Powers and Duties of Officers and Directors:
a. The President shall have general management
and control of the business of the League, subject to the Board of
Directors. He/she shall be the Chief
Executive Officer of the League, call and preside at all meetings, appoint all
committee members at the direction of the Board, serve as ex-officio member of all
Standing Committees, and promote the interests of the League in all ways.
b. The Vice President shall have and exercise
all the powers, authority, and duties of the President during the absence or
disability of the latter. He/she shall
serve as Chair of the Rules Committee.
c. The Treasurer shall have custody of all
funds of the League, depositing same in a Federally insured institution. He/she collects the League's revenues, signs
all checks for disbursement of funds, and provides and maintains complete
financial records of the League to provide a report at each meeting. He/she shall be duly bonded at the League's
expense to protect the financial interests of the League. The President shall also sign checks in the
absence of the Treasurer.
d. The Secretary shall prepare and maintain
full records of all meetings of the League and the Board, including complete
returns of all elections. He/she shall
conduct all correspondence pertaining to his/her office and keep a current list
of membership.
e. The Immediate Past President shall mean the
outgoing individual who served as the President of the League except when that
person becomes a former President by virtue of removal from office by action of
the Board, or if the President should fail to serve out the term for which he
was elected for any reason. In that
case, the position of Immediate Past President shall not be filled by
appointment or election, but shall remain vacant until another person becomes
the Immediate Past President. The Immediate
Past President shall serve at the pleasure of the President as an advisor and
resource to the President.
f. The Division Chairs shall coordinate the
League's activities within their respective Divisions, and act as the liaison
officer between their Division and the Board.
He/she shall keep team rosters and copies of all meet sheets in their
Division. He/she shall receive meet
results (total scores) and any newsworthy items (League records, triple
winners, etc.) following the meet, and in turn call the Publicity Committee
with the information. He/she shall
instruct the League Representatives in the Division as to the rules pertaining
to the Divisional and All-Star Meets, be responsible for seeding the Divisional
Meet, assign officials for the Divisional Meet with advice and concurrence of
the League Representatives; and have a program printed if the Division
desires. He/she shall collect all seed
cards and meet sheets after the Divisional Meet and make them available for
All-Star Meet seeding. He/she will
serve on the Rules Committee.
g. The Division Data Manager shall coordinate the League’s “Hy-Tek” Computer data within their respective Divisions. He/She shall receive “Hy-Tek” meet results via E_Mail or data transfer from the Team Data Manager from the home team of the scheduled meet within 48 hours of the completion of the meet. He/She shall ensure that the Division’s meet data is provided to the League’s Web Master in a timely manner. He/She shall be responsible for collecting the entries from each team and seeding the Divisional Meet for their respective Division along with the Division Chair. In addition, he/she shall attend the All-Star Seeding Meeting and provide the Divisional Data in the “Hy-Tek” format at the All-Star Seeding Meeting from their respective Division.
h. The authority for general direction and
control of the affairs of the League shall be vested in the Board of
Directors. Their authority shall extend
to, but not be limited to, such actions as the following, subject to the
approval of the League Representatives:
1)
Establishing application fees, annual dues, and any necessary special
assessments;
2) Accepting or rejecting new member team(s);
3) Establishing, publishing and enforcing swim
rules for the League;
4) Electing of Officers and Directors to fill
vacancies as herein provided; and
5) Fixing the amount and character of, and
approving, surety bonds required of the Treasurer handling or housing custody
of League funds.
6. Elections:
a. Officers: The Officers shall be elected with staggered terms so as to assure continuity of the programs of the League as follows:
1) On the odd numbered years the President and
the Secretary shall be elected; and
2) On the even numbered years the Vice
President and the Treasurer shall be elected.
3) In order to establish the staggering of the
terms, the elections in 1999 shall be for a two year term for the President and
Secretary and a one year term for the Vice President and the Treasurer.
4) Officers shall be elected at the first
meeting of the League of the new swim year.
The election shall be by plurality vote of those member teams present
and voting.
5) The President shall appoint a Nominating
Committee to prepare a slate of candidates.
However, this shall not preclude nominations from the floor.
6) Newly elected officers shall assume their
duties as of the close of business at the
meeting which they were elected or when appointed as provided below.
7) Upon resignation or vacation of the office
of President, such office shall be assumed by the Vice President until the next
regular election. For any other office
resigned or vacated, the Board shall appoint one of the League Representatives
to hold such office until the next regular election.
b. Division Chairs: The Division Chair shall be
elected each year at the meeting of the League in May and shall serve a term of
one year.
1) Division Chairs are elected by the League
Representatives from the teams comprising that Division.
2) Division Chairs shall assume office
immediately following their election.
3) Upon resignation or vacation of the office
of Division Chair, the Board shall appoint one of the League Representatives
from that Division to hold the office until the next regular election.
Article VII - Regular and Special Meetings
1. Regular meetings of the League shall be held
at least three times a year on such dates and at such places as may be
determined by the President. Additional
meetings may also be held. For the purpose of conducting any meeting, 25% of
all member teams must be present to constitute a quorum. Notices of such meetings must be announced
to the League Representatives not less than 14 days prior to the meeting date.
2. Special meetings of the League shall be
called by the President if such meetings be requested by at least four of the
League Representatives. Special
meetings may also be called at the discretion of the President or the
Board. Notice of such meetings must be
announced to the Representatives not less than seven days prior to the date of
the meeting by mail, telephone or by E-Mail.
3. Regular meetings of the Board shall be
called by the Secretary at the request of the President. Four voting Board members shall constitute a
quorum.
4. Special meetings of the Board shall be
called by the Secretary at the request of the President or any four members of
the Board. Not less than three days
advance notice shall be given and four Board members must be present to
constitute a quorum.
5. Failure of a League Representative or
designated alternate to attend a regular or special meeting shall be cause for
assessment of $5 to the team, this sum payable with the annual dues.
Article VIII - Dues
1. Dues shall be assessed in the amount
determined by the Board and League Representatives each year, payable not later
than the date of April 30th and preceding the commencement of the schedule of
the competitive swimming season of each year.
2. Any unobligated balance remaining after each
year's operation will be retained by the League.
3. League funds shall be used to defray normal
operating costs, and to procure medals, awards, prizes, and ribbons etc., to be
presented to individuals or teams in the course of the League's program. Disbursements shall be consistent with the
approved budget. Exceptions to the
budget shall be approved by a majority vote of the Board.
Article IX - Standing and Special Committees
1. Standing Committees are those for Rules, Records,
Clinic for League Officials, Publicity, Grievance and Ethics, and All-Stars.
2. Special Committees shall be appointed by the
President as required.
3. Each Committee with the exception of Rules
shall consist of a Chair appointed by the League's President and such other
persons as are selected by the Committee Chair.
4. The USA SWIMMING Representative and
alternates shall be appointed by the President, and shall attend the meetings
of the USA SWIMMING Board of Managers, function on such committees as
designated by that Board, and serve at all times as liaison between the League
and the USA SWIMMING.
Article X - Parliamentary Authority
1. The rules contained in Robert's Rules of
Order, Revised, shall govern the League in all cases to which they are
applicable and in which they are not inconsistent with these By-Laws or the
special rules of order of this League.
Article XI - Amendments
1. These By-Laws become effective immediately
upon approval by the League Representatives and shall remain in effect until
amended in accordance with provisions contained herein.
a. Amendments may be proposed in writing by an
Officer, a Board member, or a League Representative.
b. Proposed amendments, if approved by a
majority of the Board, shall be presented for discussion at the next designated
general meeting of the League.
c. The proposed amendments must be printed and
circulated by mail to each member at least 14 days prior to voting
thereon. Two-thirds vote of those
League Representatives present and voting will be necessary for adoption.
2. Copies of these By-Laws shall be made
available to all member teams.
Article XII - Emergency Suspension of By-Laws
These By-Laws
may be temporarily suspended in whole or in part, in the event of an emergency,
to be determined by the Board with the approval of two-thirds of the League
Representatives present and voting. The
exact article to be suspended shall be identified as well as the anticipated
duration of time for such a suspension.
Approved by League Representatives
April 19, 1997
Revised by League Representatives
May 14, 1998
Revised by League Representatives
April 24, 1999
Revised by League Representatives
March 31, 2001
Revised by League Representatives
April 27, 2002