Article I – Name

The name of this organization is the Lenah Run Froggers, herein referred to as Froggers.  It is a local swim team for swimmers 18 years of age and under.

Article II – Articles of Organization

The articles of organization of the Froggers consist of these Swim Team By-Laws.

Article III – Purpose

Section 1.  The Objectives of the Froggers are:

a)     To instill in all swim team members the love for swimming in a safe, quality, athletic training program;

b)    To recognize and promote swimming as a life-long activity, which can contribute significantly to the physical and emotional growth and development of swim team members through healthful exercise;

c)     To develop, among swimmers, good sportsmanship, as well as a sense of team effort and spirit;

d)    To improve the technical ability of each swimmer.

Section 2.  The Objectives of this organization are promoted through the Swim Team Board and Froggers Parent Organization to all members.  The swimmers and their families are governed and qualified by the basic policies set forth in Article IV.

Section 3.  This non-profit organization is exclusively for the enjoyment of its members.

Article IV – Basic Policies

Section 1.        The Froggers will seek diversity for its swimmers by supporting both “competitive” and “developmental” swimming programs.  All programs and activities will adhere to the swim team Purposes set forth in Article III.  The following are basic policies of the Froggers:

a)     The swim team requires parent involvement in the organization.  No child is permitted to register unless a parent volunteers for committee work and meets the team volunteer requirement during swim meets.

b)    The Froggers is affiliated with Old Dominion Swim League.  In order to change league affiliations, there needs to be a vote by the BOD, with a simple majority ruling.

c)     All new swimmers ages 8 and under will have to successfully complete a tryout.  The child must complete one lap of the pool unassisted and comfortably demonstrate their ability to put their face in the water.

d)    All swimmers are required to purchase the necessary equipment required for practices and meets.

e)     All swimmers, parents and spectators are expected to adhere to all pool, Old Dominion Swim League and USS rules.  Failure to adhere to these guidelines will result in the child not being allowed to participate.

f)     Swimmers and families will conduct themselves at practices and meets so as to exhibit good discipline and sportsmanship toward all swimmers, coaches, and meet officials as outlined and communicated to in the Lenah Run Froggers Code of Conduct.  Any swimmer not adhering to this guideline, by the discretion of the Head Coaches, Meet Officials or Swim Team BOD, may be suspended from practices, meets, social events, or expelled from the team.  Each Parent must sign the team’s Code of Conduct and ensure that all family members abide by it.

g)    Communications between swimmers, coaches, parents and BOD is accomplished via email, website and family folders or any other means communicated to the swimmers by the Froggers Parent Organization at the pool.  Parents and swimmers are responsible for checking their emails on a weekly basis and before League meets.

h)    All swimmers must report meet attendance (and stroke selection) through the website www.gofroggers.com under events at least one week prior to the event.  For unanticipated absences or changes to your child’s participation (including event changes), call the Head Coaches and/or the computer operator ASAP.  No changes or additions will be made on deck at the meet.

i)      Regardless of weather conditions, swimmers and parents must arrive at Home meets 1 hour, Away meets 1/2 hour, before the start of the meet.  SWIMMERS MUST ARRANGE THEIR OWN TRANSPORTATION!

j)      Home meets will be at the Lenah Run Pool located at 40406 Lenah Run Circle.

k)    Parents should contact the Meet Manager if they are unable to keep their volunteer commitment with the name and contact information of their replacement for that volunteer obligation.

Article V – Membership and Fees

Section 1.  Membership on the Froggers shall be allowed without regard to race, color, creed, religion or national origin, under such rules and regulations as may be prescribed in the guidelines of this swim team to any individual who subscribes to the objectives and the basic policies.

a)     Membership is allowed only on the condition that the individual is a bona fide “swimmer” i.e., can swim one length of the pool unassisted and comfortable putting their face in the water.

b)    The Froggers shall register its summer swim team members in the spring, prior to the summer season (June-July).  Registration dates will be set up by the Board of Directors.

Section 2.  Each summer program participant shall pay a membership fee.  Program fees will be determined by the Swim Team Board.  A $25 late registration fee will be imposed for registration received after the set due dates.  A full refund minus the insurance fee will be given for the summer program if it is before the start of the third week of practice.

Section 3.  Swim families that do not reside in the Lenah Run HOA, may be required to pay an annual pool usage fee dictated by the current Lenah Run HOA Board.  This fee is paid to the HOA and allows them use of the pool during swim team activities only.

Section 4.  Budget

a)     An annual budget shall be created and approved by the Swim Team Board.

b)    The Board may not incur indebtedness beyond reserves for any purpose.

c)     Funds received shall be used for the Swim Team’s expenses. Any expenditure that is not provided for in the approved budget must be approved by the Swim Team Board.

d)    The Fiscal Year shall be defined as January 1 through December 31.

e)     All unbudgeted expenditures exceeding $350 must be approved by the Board of Directors.

Section 5.   Accounts – Authorized Signatures

a)     The Swim Team’s funds shall be maintained in insured accounts, and shall be disbursed by an authorized signature. 

b)    A minimum of two Board Members (Treasurer and President) shall have authorization to sign checks on behalf of the Swim Team.

c)     All checks in excess of $1,000 will require two signatures (Treasurer and President).

Article VI – Board of Directors

Section 1.   The administrative Board of Directors of the Froggers shall be known as the Board of Directors, hereinafter referred to as the “Board.”  The Board shall consist of the President, Vice President, Secretary, Treasurer, Team Representative, Parent Liaison/Member-at-Large, Computer Operator.

Section 2.   A quorum of the Board shall be a majority of the voting members thereof.  Any business decisions or proposed changes that would impact the team must be brought to the attention of the President Board and (including but not limited to suit selection, management of coaching staff, rule changes, schedule, budget and expenditures) shall be approved only upon majority vote with input from all members.  Each Board member shall have only one vote, regardless of the number of positions occupied.

Although the President is expected to fully engage in discussion, the President shall only vote in order to break a tie.  The President’s vote, whether cast or not, will be counted to determine two-thirds majority in the appointment of a successive Board.  The singular exception to this majority approval shall be the appointment of successive Boards or filling of Board vacancies, which process is described in Article VII, sections 1 and 2.

Section 3.   Meetings of the Board shall be held at the call of the President or any member of the Board, but will occur at least four times per calendar year.

Section 4.   The Board shall create a Parent Organization with standing Committees.  The Board will appoint the chairperson of any committee created upon recommendation from the Parent Organization.

Section 5.   Board Members are only exempt from volunteer duties and committee assignments if we have enough families to field the meet.

Section 6.  Email will be the definitive source of communication for the Board.  When business is conducted by phone or in person, a confirmation email should be sent to the affected parties and the President should be copied.  The Board operates with full and open communication.

ARTICLE VII – Board Officers’ Term of Service

Section 1.   The offices of the Froggers Board shall be appointed positions held for three years, beginning at the inception of the organization, March 5, 2007.  At the end of the three year term the outgoing Board, with the counsel of the Parent Organization Members, will appoint the next Board by a two-thirds majority approval.

Section 2.    If an Officer becomes inactive (as evidenced by missing three consecutive regularly-scheduled meetings in one year or neglecting the basic obligations of that office as described in the By-Laws), the member may, at the discretion of the Board, be removed by a majority vote of the Board.  The position will be filled for the remainder of the term by appointment and approval by two-thirds majority of the Board, with the counsel of the Parent Organization Members.

ARTICLE VIII - Duties of the Officers

Section 1.  President:

a)     President shall have general supervision of the business and finances of the Froggers and shall see that all orders and resolutions of the Board are carried into effect.

b)    Presides at meetings;

c)     Oversees the Parent Organization;

d)    Represents the Froggers at Lenah Run HOA Board meetings.

e)     Sets meeting agendas

Section 2.  Vice President:

a)     Fills all duties and roles of President if the President is unable to fulfill those responsibilities;

b)    Prepares Parent Handbook for posting on the Froggers website;

c)     Serves as Meet Manager:

1.     Coordinates all the volunteers necessary to run a swim meet;

2.     Ensures all meet equipment is available and in good operating condition;

3.     Responsible for staffing the set up and clean up of the pool before and after swim meets;

4.     Ensures families meet team obligations.

Section 3.  Secretary:

a)     Prepares the agenda;

b)    Records minutes at Board Meetings;

c)     Maintains copy of the Organizational By-Laws;

d)    Prepares registration forms and conduct registration process;

e)     Responsible for the Organization correspondence, as necessary.

Section 4.  Treasurer:

a)     Receives and disburses the Organization’s funds as directed by the Board, remits such funds for deposit in the regular accounts maintained in the name of the Organization, and keeps records of such transactions;

b)    Prepares annual tax filings;

c)     Preparation of the budget;

d)    Oversees Fundraising activities;

e)     Furnishes the Board with updates on financial status at each Meeting.

Section 5.  Team Representative to the League:

a)     Represents the Froggers interests at League meetings and serve as liaison between the team and the League;

b)    The Representative shall be responsible for attending all ODSL meetings and informing the Board as to the agenda items discussed, any votes taken, and the position he/she took on said items.  The Representative shall bear in mind that certain issues should be determined by the Board and seek tabling our vote to ODSL when it appears that circumstances warrant;

c)     Responsible for contacting the opposing team’s Team Representative three days in advance of meet and coming to an agreement on availability of officials and warm-up procedures and communicating deadline for meet entries file to computer operator.

d)    Responsible for preparing and sending pre-meet email to entire team with meet related information (date, time, place, directions, warm-up times, etc) at least one day before the meet;

e)     Responsible for lodging protests involving questions of fact such as turns, strokes and other swimming technicalities to the Referee

·      Protests will only be considered when made by the Team Rep or the individual designated by him/her for a particular meet;

f)     Responsible for lodging protests involving questions of League Rules and Irregular entries

·      Parties concern should first work to resolve their differences.  Failing resolution, protests should be made in writing to the League President within 3 days from the date of the meet;

g)    Responsible for serving on a “Protest Committee” if appointed by the League President to resolve League rules and Irregularities entries protests;

h)    A Team Representative may serve as an official at a dual meet only if that representative appoints an “Acting Team Representative” to serve in his/her capacity at such dual meet;

i)      Responsible for signing off on the official meet sheet with the Referee and opposing team’s team rep to certify that the meet results are final and that the meet has concluded.

Section 6.  Parent Liaison/Member-at-Large:

a)     Serves as point of contact between the Board, Parent Organization Members and Parents, and Coaching staff;

b)    Responsible for disseminating communications to the team via email, phone tree or any other means deemed appropriate;

c)     Ensures that all families and swimmers abide by the team Code of Conduct during practices, meets and team activities.

d)    Responsible for overseeing the Parent Organization,

a.     Ensuring all Committees are properly staffed and functioning;

b.     Update the Board if a Committee Chair is unable to attend meetings;

c.     Point of Contact between the Board and Committee Chairs;

e) Assists other Board members with their duties on an ad hoc basis.

Section 7.  Computer Operator:

a)     Responsible for Website management and support for the team;

b)    Responsible for the coordination of computer operations coverage at each meet;

c)     Responsible for pre-meet preparations, managing the official meet software during meets and posting results at swim meets;

d)    Prepares meet reports and end of season reports, as needed;

e)     Prints ribbon stickers and distribution of ribbons to swimmers;

f)     Represents the Froggers’ interests to Team Unify and serves as liason between the Froggers and Team Unify

g)    Updates Board on all computer related business

ARTICLE IX – Parent Organization Members

Section 1.  The Board shall maintain a functioning Parent Organization to assist in the operation of the Organization.  The Parent Organization is comprised of the below-defined Committee Chairs.  The Members of the Parent Organization are volunteer positions, approved by the Board.  The Members attend meetings called by the Board and provide their opinions on matters before the Board. 

Section 2.  The terms of the Parent Organization Members are for one year.  It is encouraged that Parent Organization Members volunteer for additional years or seek other Parent Organization positions to allow for the natural progression to seek positions on the Board.

Section 3.  If a Parent Organization Member becomes inactive (as evidenced by missing three consecutive regularly-scheduled meetings in one year or neglecting the basic obligations of that office as described in the By-Laws), the member may, at the discretion of the Board, be removed by a majority vote of the Board.       

ARTICLE X – Duties of the Parent Organization Members

Section 1.  Concessions Chair:

a)     Creates and presents a concession plan that includes the estimated costs and selling prices for the concessions to the BOD with a profit estimate;

b)    Coordinates the set-up, clean-up and staffing of the concession booth;

c)     Assists the Social Chair with the organization of the End of Season Party;

d)     Coordinates the kick off and end of the year parties.

Section 2.  Spirit Wear Chair:

a)     Determines and oversees spirit wear items to purchase and distribute;

b)    Devises a plan to include costs and estimated profits;

c)     Coordinates the staffing of the Spirit Wear table at swim team events;

d)    Oversees the distribution of team suits to families;

e)     Acts as a liaison with equipment provider.

Section 3.   Swimmer Recognition Chair:

a)     Coordinates team pictures including pictures at all events;

b)    Prepares weekly recognition awards and post at the pool and on the web site;

c)     Purchases trophies for all swimmers;

d)    Responsible for end of season awards;

e)     Creates end of season video presentation;

f)     Disseminates team information to media outlets.

Section 5.  Activities Chair:

a)     Organizes team social events;

b)    Coordinates activities for the Mentor Program.

ARTICLE XI – General Membership Meetings

Section 1.  There shall be at least one general membership meeting of the Froggers annually.  This meeting shall be referred to as the General Membership Meeting.  This meeting shall be open to parents, swimmers and any individuals who are interested in promoting and advancing the objectives of the Organization.

Section 2.  Any suggestions made at a General Membership Meeting concerning a modification of established Team policy, procedure or operation shall be referred to the Board and Parent Organization Members for consideration prior to any vote on such modification.

Section 3.  Any member wishing to address the Board during a formal meeting may do so by advance notice to the Board of at least three days.  The Board may, in its discretion and for the sole purpose of concluding its business in a timely fashion, limit the amount of time dedicated to addressing the Board.

Section 4.  Any business decisions of the Froggers must be approved by a majority vote of the Board.

Section 5.  Every attempt shall be made to discuss significant issues of the Froggers at regularly scheduled Board Meetings.  If circumstances dictate a decision be made outside the regularly scheduled meetings, the following process shall be followed:

a)     The President shall attempt to schedule a meeting with all members in attendance.

b)    If an in-person meeting date/time cannot be established in time to make the necessary decision, an email will be sent to all members to provide their opinion/vote.  The email shall contain the following general format:

The email shall be sent by the President to all Officers and Parent Organization Members with each providing his/her vote and any comments as appropriate. 

This document, the By-Laws of the Froggers Swim Team, was voted on and adopted May 15, 2009.