Sasebo Riptides Swim Club

General Information

Bylaws and rules governing the Sasebo Riptides Swim Club, also known in this document as "the Riptides" or "the club." Families joining the club will be provided with a copy of the club constitution and bylaws upon joining. Paying club membership fees signifies a family's agreement to the constitution and bylaws. In this document, "CFAS" refers to COMMANDER, FLEET ACTIVITIES, SASEBO and "CFAS MWR" refers to the Morale, Welfare, Recreation department at CFAS.

President: Bradley Reiter

• Preside at all meetings.
• Appoint committee chairs and advisors.
• Appoint auditors to complete the required annual audit.
• Discharge the temporary appointees upon the completion of the work set forth.
• Be an ex-officio member of all committees.
• Call special meetings of Board and membership.
• Sign contracts for the club, along with a second officer, when authorized by the Board.
• Track documented discipline grievances submitted to the Board.
• Ensure the club has proper insurance or a current insurance waiver.
• Act as liaison with CFAS, CFAS MWR, and other tenant activities and commands.
• In coordination with (or in the absence of) the meet committee chair, communicate with outside organizations regarding scheduling and appropriate coordination of competitions.

Vice President: Abbie Haynes

• Act as the President in the absence of the President and assume the office should a vacancy occur.
• Assist the President with his/her duties as needed.

Secretary: Alisa San Pedro

• Generate meeting agendas with input from the board and members.
• Notify the membership, via email or group messaging, of all regular and special meetings.
• Maintain all records of the organization other than financial records.
• Maintain official copies of the club Constitution and bylaws. After election of new officers, assist in recommending changes or additions to club documents for the new board.
• Coordinate registration of team members.
• Maintain member roster and contact information, to be provided upon request.
• In coordination with (or in the absence of) the publicity committee chair, manage the team's internet presence, including team email address, Facebook groups and pages, and other team websites.

Treasurer: Dominique Panganiban

• Receive and deposit dues and fundraising money.
• Advise Secretary when a member is in arrears.
• Complete a monthly financial statement to the board.
• Pay bills authorized by the board.
• Maintain an accurate account of receipts and disbursements.
• Maintain all club bank accounts.
• Be available to assist auditors during annual audit.
• Maintain a list of individuals with outstanding accounts to the Club with the status of each account.
• Maintain a current inventory of all property.
• Place and receive orders for supplies and equipment.

Meet Director: Deshawn Veney

• Manages Meet Calendar 
• Creates swim meets for both home and uploading of away meets for signups in Swimtopia
• Manages sign up process and ensures entries are submitted on time
• Ensures home swim meets runs smoothly
• Uploads swim meet results into Swimtopia and shares results with swim families

Volunteer Coordinator: OPEN (NOT a board position)

• Manages the recruitment, scheduling, and coordination of volunteers for swim team events, including meets and social activities.
• Works with team leaders to ensure all volunteer positions are filled and that volunteers understand their responsibilities.
• Assists in training new volunteers and serves as the main point of contact for any volunteer-related questions.
• Helpful Skills/Experience
  
  • Strong organizational and communication skills
  • Ability to coordinate schedules and manage multiple tasks
  • Comfortable working with large groups and supervising volunteers
  • Experience in event coordination or volunteer management is a plus

Social/Fundraiser Coordinator (AKA "Party Planner"): OPEN (NOT a board position)

• Assists with organizing and supporting various social events for the swim team, such as team parties, fundraising lunches, and community gatherings.
• They work alongside the Volunteer Coordinator to make these events enjoyable and successful, promoting team bonding and spirit.
• Helpful skills/experience
  
  • Teamwork and collaboration skills
  • Ability to assist with event setup and logistics
  • Friendly and approachable demeanor to interact with parents, swimmers, and volunteers
  • Willingness to help with tasks such as food preparation, decorations, and event clean-up
  • Creative and enthusiastic

Photographer (Non-Certified): OPEN (NOT a board position)

• Take team photo as well as pictures at meets.
• Capturing team photos as well as candid shots during meets, practices, and special events.
• These photos are used for team promotions, social media, and season-ending celebrations.
• Helpful skills/experience
  
  • Comfortable using photography equipment, including cameras
  • Previous experience in photography or working with children and teams is a plus

The term of board officers will run from May of the year of their election and end in May of the following year. Nominations for the new board will be taken by the current President before the end-of-season meeting. Elections for the new board will be held at the end-of-season general meeting. The election should be held early enough to ensure that outgoing board members who will PCS over the summer have time to turn over their records and responsibilities with their successor.

If a board position becomes vacant during the year, the President may appoint a replacement to serve with the approval of the board until the next general meeting.

A quorum for a board meeting will be two members. Board members will not conduct official business unless every member of the board has been notified and given the opportunity to attend or decline attendance at a meeting, in accordance with the club Constitution.

Each swimmer is responsible to pay team dues. The Sasebo Riptides Swim Team dues are determined by the board and pay for mandatory equipment, required insurance, and administrative/operational costs that the team incurs during the year.

The board will determine and publish the team dues within two weeks of the start of the season. Dues will be charged at the beginning of the season for all swimmers. Swimmers will have a 30-day grace period after joining the team. If a swimmer decides to quit the team within the first 30 days, the team dues will be refunded except for a $35 registration fee and the cost of any swimsuit or equipment the swimmer has already worn.

A 10% multiple swimmer discount will be applied to the dues of the second and each subsequent swimmer in the same household.

Insurance coverage or a waiver from CFAS will be renewed annually.

Travel Expenses: Swimmers competing in meets held at other bases or facilities will incur additional costs associated with travel and accommodations that are not reimbursible or in any way covered by the club. The board may choose to provide travel and accommodations expenses for the coaches to attend away meets.

Parent Responsibilities: 

• Youth swimming operates with the commitment and work of member families.
• Sign the Parent-Swimmer contract.
• Complete the registration information for all swimmers.
• Attend parent meetings as scheduled.
• Ensure swimmers have age-appropriate supervision and transportation to and from all practices and meets.
• Foster and model good sportsmanship in their swimmers.
• Assist in enforcing rules and regulations of the club.
• Provide required personal equipment for their swimmers. The club is not responsible for loss or replacement of personally owned equipment.

Swimmer Responsibilities: 

• Sign the Parent-Swimmer contract.
• Follow the instructions of the coaches.
• Be on time for practices and meets.
• Take appropriate care for club-owned equipment.
• Be responsible for their personal equipment. The club is not responsible for loss or replacement of personally owned equipment.

Head Coach Responsibilities: 

• Implement the objectives of the club.
• Comply with the policies and procedures of the board.
• Maintain discipline in accordance with the parent/swimmer contract.
• Responsible for training the team members.
• Request board assistance as needed for practices and meets.
• Attend all scheduled meets when possible, or ensure meets have adequate coaching.
• Ensure all practices have adequate coaching coverage and lifeguards.
• Schedule coach meetings as needed.
• Present all awards.
• Provide feedback to parents and children regarding progress and achievements of swimmers.
• Evaluate assistant coaches and provide feedback to the coaches and board, as needed.
• Serve as a voting member of the board, if invited by the board.

The President shall appoint, with the concurrence of the board, standing committees to serve the period concurrent with the board. Committee chairs will be appointed by the President. Committee chairs and members may be continued in their duties by a new board when they assume their duties. The President may also appoint special temporary committees or advisors as may be necessary to carry out the business of the club.

Fundarising committee: The fundraising committee will be responsible for coordination and oversight of fundraising projects for the club. Schedule member families to work at fundraising events and track volunteer hours.

Publicity committee: Responsible for informing the CFAS community about the Riptides and recruiting new members, through all available media outlets, advertising around the base, and in person. Will maintain the club's Facebook presence, email address, and websites.

Meet committee: Be responsible for all aspects of swim meets hosted by the club. Coordinate with all relevant parties (Club President, coaches, CFAS security, CFAS MWR, visiting club coaches and coordinators) as needed to schedule and execute meets. Ensure adequate volunteer presence. Ensure all necessary equipment will be in place. Produce DQ sheets, heat sheets, timing slips, and record and input meet results.