By-laws of the Amador Swim Team Association
Amended 6/12/2025
Article 1 General Organization
The name of the Association shall be the Amador Swim T eam, hereafter referred to as the
Association.
Article 2 Purpose
The Purpose of the Association shall be to organize and operate the Amador Swim T eam
for all eligible participants, regardless of race, creed, sex or religion. This operation of the
Association shall be conducted so as to encourage competitive swimming in a manner
which provides to the participants.
a. Recreation
b. Self-discipline
c. Good sportsmanship
Article 3 Affiliation
The Association may affiliate itself with any league or organization for the purposes of
obtaining other teams with whom to compete. Said league or organization shall be
referred to hereafter as the Affiliate organization.
League or other organizational affiliations may be changed by a 2/3 vote of the Steering
Committee/Board.
Article 4 Governing Authority
The governing authority of the Association shall be vested in the Steering
Committee/Board.
The By-laws may be amended by a 2/3 vote of the Steering Committee/Board.
Article 5 Membership
The parent or guardian of a participant of the Amador Swim T eam shall be entitled to one
voting membership per family upon payment of the participant’s registration fee, provided
the participant meets all eligibility requirements. Said family shall be referred to herein as
a general member. Families participating only in clinics are not eligible for membership.
No person shall participate in the activities of the Association unless his/her family is a
member of the Association without prior approval from the Steering Committee/Board. Members may not participate in the Affiliate organization’s meetings, serve on the Affiliate
organization’s committees, or volunteer for any Affiliate organization assignments without
prior written approval from the Association’s League Representative and Board President.
All members shall abide by the By-laws and Rules and Regulations of this Association.
Article 6 Steering Committee/Board
Amador Polar Bears Board Member/Steering Committee Officer Responsibilities
The Steering Committee/Board shall consist of the following officers and
responsibilities.
President shall:
1. Hire and deal with all personnel issues for the coaches, including volunteer
coaches, following Steering Committee/ Board decision.
2. Negotiate for pool use and rent fees.
3. Call, attend and preside over all Steering Committee/Board meetings.
4. Handle Steering Committee/Board purchase of insurance,
5. Oversee fundraising issues with the Fundraising Coordinator.
6. Handle Parent/swimmer disputes.
7. Organize and oversee home meet set up and tear down or delegate this task to
another person.
8. Approve all team emails sent.
9. When on pool deck, be available to answer questions and deal with disputes.
Vice President shall:
1. Research, write and submit grants for operating expenses, including corporate
grants and/or matching grants.
2. Write donation letters for prizes for major fundraisers.
3. Be available on the pool deck for questions and disputes.
4. Oversee the Association take good care of the facilities rented – pool office, pool
storage shed organized, refrigerator emptied, lost and found, and other duties as
determined by the board,
5. Organize awards banquet/ceremony.
6. Organize and oversee home meet set up and tear down with the president.
7. Attend board meetings.
Fundraising Coordinator shall:
1. Organize and oversee team fund raisers, including but not limited to:
a. Swim-a-thon
b. Purchase items and set up Snack Bar for Black and Blue meet, swim-a-thon,
and home meets.
c. Apparel table items – apparel, goggles, tattoos, decal sales.
d. Other fundraisers as needed.
2. Attend Board Meetings.
3. When on pool deck, be available to answer questions or deal with disputes.
Secretary shall:
1. Take Steering Committee/Board meeting minutes at all meeting.
a. Send meeting minutes to board members via email.
2. Read old minutes at Steering Committee/Board meetings when board members did
not receive minutes via email.
3. Create, produce and post
a. Monthly newsletter
b. Registration flyer and forms for schools, newspaper and registration day.
c. Information flyers to be posted at pool, when needed.
d. Newspaper ads, when needed.
e. Team emails.
4. Write and mail thank you notes to sponsors, grant suppliers, etc,
5. Reserve hotel block of rooms for the League Championships.
6. Reserve rooms for coaches for the league championships.
7. When on pool deck, be available to answer questions or deal with disputes.
8. Attend board meetings.
Treasurer shall:
1. Maintain Association checkbook.
2. Write checks and make deposits for Association.
3. Prepare treasurer report for Steering Committee/Board meetings.
4. Write and mail reimbursement checks when necessary
5. Collect and write receipts on registration days
6. Prepare payroll for coaches
7. Make sure insurance, league fees, pool rent, and other bills are paid.
8. Work with accountant for 1099’s and taxes and handle getting cash box ready for
all events.
9. Attend board meetings.
10. When on pool deck, be available for answer questions or deal with disputes
Registrar shall:
1. Be knowledgeable about and comfortable with computer software systems and
equipment.
a. Train in the computer software systems and equipment used during swim
meets.
2. Set up swimmer registrations in the database.
3. Set up swimmers in the meets as well as last minute sign-ups and scratches.
4. Coordinate swimmers in meets with the opposing teams.
5. Email meet sign-ups, meet results, and scores to the swimmers.
6. Maintain records and team statistics each year.
7. Manage the team website. 8. Attend board meetings.
League Representative shall:
1. Attend and represent the Association at league meetings.
2. Ensure league dues are paid and ribbon, medals and DQ slips are ordered.
3. Manage team responsibilities at Championships.
4. Ensure all Association swimmers are registered with the league by deadline
5. Advocate for Association swimmers are registered with the league by deadline.
6. Negotiate meet schedule at league meetings.
7. Serve on and attend league committee meetings.
8. Attend Board meetings.
9. When on pool deck, be available to answer questions or deal with disputes.
B. Board elections shall be held each year between July 1st and August 15th. The
positions of President, Vice President, and Registrar shall be elected in odd years. The
positions of Fundraising Coordinator, League Representative, Secretary, and Treasurer
shall be elected in even years. The President and Vice President shall be responsible for
ensuring a fair and transparent election process. Board members may not participate in
administering elections if they or a family member are on the ballot.
C. A special election may be held to recall a Steering Committee/Board officer and remove
them from their position on the Steering Committee/Board. A petition signed by at least
20% of the general membership shall be required to trigger a special election. The
President and Vice President shall be responsible for ensuring a fair and transparent
election process. Board members may not participate in administering special elections if
they or a family member are on the ballot and subject to recall. The result of a special
election must be 60% or more of the general membership in favor of recall to remove a
Steering Committee/Board officer from their position on the Steering Committee/Board.
D. The Steering Committee/Board officers shall serve a 2 year term starting with the
beginning of the new season which starts October 1st
. Officers will continue to serve until September 30th of the 2nd
year after their election, unless they resign, are removed from
their position via special election, or have two or more unexcused absences from board
meetings within a calendar year.
E. Board members may serve a maximum of six cumulative years on the Board. After six
cumulative years of service, Board members must step down from the Board and are no
longer eligible for election or appointment to a Board position. Exceptions to term limits
may be approved by the Board on a case-by-case basis if there are no viable replacement
candidates for the position in question. Board approval of exceptions to term limits will
require a two-thirds majority in favor and the Board member in question may not vote on
their own exception. Exceptions may not be granted for a period longer than two years.
All board members shall pledge a good-faith commitment to training and assisting their
replacements to the best of their ability when vacating their positions.
F. The Steering Committee/Board shall meet monthly on a regularly designated day,
except for the month of December.
1. The President or other officers may call special meetings as deemed necessary.
G. A quorum of the Steering Committee/Board shall consist of five officers. No action
may be taken without the affirmative vote of at least 51% of the officers present.
H. The Steering Committee/Board shall be responsible for and have sole authority to:
1. Amend, interpret and enforce the By-laws, Rules and Regulations of the Association as
well as all applicable rules and Regulations of the Affiliate Organization.
2. Establish rules, regulations and policies consistent with the By-laws of the Association.
3. Employ, as required, coaches and other employees as deemed desirable and necessary
to help carry out the purposes of the Association.
4. Adopt an annual budget setting forth anticipated revenues and expenditures.
5. Insure proper accounting of fiscal transactions and accurate reporting to the members.
6. Create and maintain a fund to finance the activities of the Association and authorize
expenditure of funds on behalf of the Association.
7. Replace, with a majority vote, any Steering Committee/Board officer who resigns or is
removed from the SteeringCommittee/Board before the end of their term or who has two
or more unexcused absences from board meetings within a calendar year.
8. Discipline members for violation of Association Rules and Regulations and/or By-
laws including but not limited to:
i. Request of apology to Steering Committee/Board for infraction.
ii. Suspension or expulsion of membership from the Association.
9. Ensure proper registration of all participants.
10. Appoint Sub-Committees as needed.
Article 7 Dissolution
Should the Association be dissolved, all assets remaining, after payment of all debts, shall
be distributed to any non-profit entity providing recreational activities to the youth in
Amador County.
The incorporation of this Association shall not be deemed a dissolution. The Steering
Committee/Board is hereby empowered to so incorporate and to transfer the assets and
liabilities of the Association to such corporation.
Article 8 Parliamentary Authority
Roberts Rules of Order shall be adopted at all meetings for the Association unless
otherwise agreed to by the participants, insofar as such rules are not in conflict with the
By-laws. Rules and Regulations of the Association or the Affiliate Organization.
