Delaware Valley Masters Swimming Committee
1.2 Name and Boundaries
2.1 Group Members:
2.2 Individual Members:
Individual members shall have powers and duties:
Article 3 Officers
Each officer shall serve for a term of two years, or until a successor is chosen, or unless re-elected to another term. The maximum number of terms an officer may serve in the same position is three.
The Board of Directors shall appoint a Nominating Committee with at least three members. Their nominations shall be distributed to the membership in writing with the notice of the annual meeting. Additional nominations from the floor will always be accepted, but such nominees must have indicated a willingness to serve.
Officers are elected by a majority of votes cast at the Annual Meeting.
Article 4 - Board of Directors
The LMSC Board of Directors shall have the duty and powers to act for the LMSC and its members during the interval between membership meetings, except that it may not amend these by-laws. All such actions shall be subject to review/recall at the annual membership meeting. It shall:
a) establish programs and policy
b) The Vice Chair shall have the duties and powers of the Chair in the absence of the Chair, and shall otherwise give support and advice to the Chair.
c) The Secretary shall take minutes at all LMSC meetings and maintain all LMSC records. The minutes from general meetings shall be communicated to the LMSC Chair, the membership and USMS as required.
d) The Treasurer shall be responsible for preparing the annual budget for review and approval by the Chair and the Board of Directors, shall receive all monies and pay all bills approved by the Chair, shall maintain all financial records, and shall make timely reports to the Directors and the membership.
e) The Registrar shall register all members, recording name, USMS #, date of birth, address and telephone number (e-mail address) and report this information to the member clubs and to USMS.
f) The Top Ten Recorder shall record all swims by LMSC members in sanctioned and recognized meets, preparing a tabulation of such swims for LMSC members, and report to USMS as they require.
g) The Sanctions Chair shall ensure that USMS Swimming meets within the LMSC are conducted in accordance with USMS regulations, issuing “recognized” or “sanctioned” status, as appropriate; he shall process applications for meet and event sanctions, develop and schedule the year’s meet program, avoiding conflicts with other meets within the LMSC.
h) The Officials Chair shall govern the training and registration of USMS officials and ensure that appropriate officials function at swim meets in the LMSC.
i) The Fitness Chair shall plan and encourage fitness events and involvement by all LMSC members, no matter what their swimming ability.
j) The Long Distance Chair shall monitor, run and report on the long distance activities in the LMSC.
k) The Newsletter/Lane Line Chair shall edit the LMSC newsletter, seeking to report on the swimming activities of the LMSC members, meet and meeting information, and articles of interest to the membership, at least three times per year.
l) The Coaches Chair shall work with other coaches to develop programs that will enhance the quality of Masters swimming programs and their coaches.
m) The Website Chair shall maintain the website, communicate with the Chair, Sanctions Chair and Lane Line Chair, updating web information as needed.
All Officers and Chairs of committees shall make every effort to promote and support activities and events that will attract and recruit new members and encourage ongoing participation by present members.
Meetings of the Board of Directors
Article 5 – Membership Meetings
a) The annual meeting of the membership shall be held no later than November 15th of each year. The term of any newly-elected officer shall commence on a date agreed to by the outgoing and incoming officers, but not later than 2 weeks after election.
b) Special meetings may be called at any time upon the request of any three members of the Board of Directors, provided the Chair or Vice Chair have not called a regular or membership meeting.
c) Notice of an annual, or special membership meeting must be given in writing to each Director and the officer of each club, via the LMSC newsletter and on the LMSC website (www.DVMasters.org) at least 90 days before the meeting. Agenda, date, time and place must be given 30 days before the meeting is to be held.
d) At all meetings, the order of business shall be:
1. Roll call
e) A quorum at all meetings shall consist of those present and eligible to vote.
f) Roberts Rules of Order shall govern procedures.
The LMSC Secretary shall forward to the Executive Secretary of USMS a copy of the annual audit of the LMSC and a complete report of the Annual Meeting of the LMSC within 60 days following the Annual meeting.
The Registrar shall forward, each month, to the USMS Registrar, and to the LMSC Chair, a report listing all individual and groupmembers who have joined in the past month, including appropriate fees. By March 15th of each year and again at the Annual Meeting, the Registrar shall provide to the official representative of each club a report of its registered swimmers.
The Board of Directors shall, if necessary, appoint a Review Section with no fewer than 5 members, whose Chair shall be elected by its members. A majority shall be 50% of its membership, but no less than 3. It may conduct hearings involving only LMSC members and within the LMSC boundaries. A decision by the Board of Review shall be subject to an appeal to the LMSC Board of Directors, and thence to the USMS national Board of Review.
Mail vote: Any action which may be taken at any regular or special meeting of the Board of Directors may be taken by mail or e-mail, unless a majority of the Directors indicate that a meeting would be preferable. Every Director shall be sent a written ballot by mail or e-mail, with a reasonable deadline for its return. Approval requires a majority of the votes cast.
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