Sasebo Riptides Swim Club

Article I - Club Name and Purpose

This organization shall be known as the Sasebo Riptides Swim Club. As used hereafter, it may be referred to as "the Riptides" or "the club".

The purpose of the club is to provide an ongoing swim team for young athletes of all abilities. Our goals are: advancing the knowledge and appreciation of swimming as an individual and team sport; providing athletes the opportunity to develop individually to the best of their desire and abilities; allowing athletes to experience the excitement and camaraderie of competitive swim events; and preparing athletes for future competitive swimming opportunities.

Article II - General Provisions, Liability, Audit and Insurance

In accordance with CFASINST 5760.1G, the Sasebo Riptides Swim Club is set up, operated and controlled locally by people with common interests. The Sasebo Riptides Swim Club has no formal connections or affiliations with any sanctioning organization. The Sasebo Riptides Swim Club operates on CFAS only with the written permission of COMMANDER, FLEET ACTIVITIES, SASEBO. Operation is contingent on compliance with the requirements and conditions of all applicable Navy instructions and manuals. The Sasebo Riptides Swim Club is not a non-appropriated funds instrumentality, nor is it entitled to the privileges and immunities of the federal government.

No director, officer, member or authorized agent or representative of the Club shall be liable or responsible for any debts or liabilities of the Club, or liable to the Club except to the extent of their unpaid portion of membership dues and fees. Members assume all personal liability for any civil action taken against them or their dependents.

Members of the Club agree to hold harmless and indemnify the United States, Department of Defense, Department of the Navy, and any of their agents or sub-units, for claims arising from ay of the club's activities.

An annual audit audit of all funds, monies and assets of the Sasebo Riptides Swim Club will be conducted each March in accordance with CFASINST 5760.1G. The President of the club will appoint the auditors, who will not be club officers or coaches, or members of their households. A statement of the results of said audit should be made available for inspection upon request. The auditor's report will be will be made available to members at the end of the season meeting and upon request.

The Sasebo Riptides Swim Club has the responsibility to obtain adequate insurance. An insurance policy for continuous coverage will not be required if COMMANDER, FLEET ACTIVITIES, SASEBO waives such requirement. The club assumes its responsibility to obtain adequate insurance to provide liability coverage against personal injury and property damage claims that may arise from the activities of the organization or its members. The Sasebo Riptides Swim Club will obtain the insurance necessary commensurate with the risks involved for special events, which greatly increase the risk of liability. The President of the club will be responsible for ensuring the club has adequate insurance for all day-to-day activities and special events. The club may request that COMMANDER, FLEET ACTIVITIES, SASEBO waive the insurance requirement for activities with low liability exposure.

Article III - Officers

The officers of the Sasebo Riptides Swim Club shall consist of a President, Vice President, Secretary and Treasurer, also referred to herein as "the board," elected annually from among the parent members of the club. The club may operate with the office of the Vice President vacant, in which case the Secretary of the club will act as Vice President. Officers will be responsible for the club's day-to-day governance, operations, and policy. Specific officer duties will be outlined in the club's bylaws.

The officers of the club may also invite the head coach to attend board meetings and have a vote on the board on all business not involving the head coach. If invited to participate on the board, the head coach cannot subsequently be removed from the board, unless he or she is fired from the club entirely. The coach's privileges of board attendance and voting are lost immediately upon resignation or removal as a coach.

To help promote good governance and integrity, two or more members of the same household will not hold board positions simultaneously; nor will any member of any coach's household hold a position on the board.

Board meetings will be held as needed. A board meeting can be called by a quorum (defined as two board members) and will be held at a time and place that enables all officers to attend. If an officer absolutely cannot attend in the necessary timeframe, they will inform the Secretary via email, and such email will be incorporated into the meeting minutes. Minutes of meetings will be published by the Secretary via email in a reasonable length of time after a meeting.

A club officer may be removed by unanimous vote of the remaining officers. The President may appoint a replacement from among the membership until the next general meeting.

Article IV - Membership

Membership eligibility extends to any individual who has independent legitimate base access to COMMANDER, FLEET ACTIVITIES, SASEBO and is eligible to use the MWR aquatics facilities. Swimmer members are most likely to be school aged minor dependents of military and civilian personnel assigned to COMMANDER, FLEET ACTIVITIES, SASEBO, but other swimmers will be considered on request. Acceptance top the team depends on space availability. Only the head coach will determine acceptance of swimmers to the active team and their placement in the club's programs based on ability level.

The club does not discriminate with regard to race, color, marital status, age, creed, national origin, lawful political affiliation, labor organization membership, physical handicap, rank or sex.

Member types:

Swimmers: Those persons who meet the minimum ability criteria established by the head coach and whose registration fees are current.

Parents: Each swimmer's family votes annually for officers of the club; as needed to approve changes to the constitution and bylaws; and on the other matters outlined in the constitution and in the bylaws. To help ensure equity among the membership, each member family will have one vote on any business that comes before the membership, regardless of how many swimmers each family sponsors or how many parent members are present for a vote.

Coaches: All coaches will be volunteers. Individuals interested in coaching will interview with the club officers and all current coaches. Coaches will be added and removed by a routine majority vote of the club officers, provided a quorum is present. As noted in Article III, if the head coach has voting privileges on the board, they will not be eligible to vote on matters affecting their own status with the club. Specific coach duties will be outlined in the bylaws.

Other persons: Any person who volunteers their time and talent to furthering the club's operations and goals; examples might be judges, timekeepers, or other volunteers interested in assisting at club events.

Other responsibilities of each member type will be published in the club bylaws.

Article V - Financing and Responsibility for Assets

The source of income for the Sasebo Riptides Swim Club will be fundraising; donations; and membership dues and fees.

The membership, acting through its elected officers, shall be responsible for the custodianship of the funds and assets (if any) of the Sasebo Riptides Swim Club and all activities with which the Sasebo Riptides Swim Club is involved.

The signatures of the President and one other officer are required for any binding contract or agreement. Officers will not enter the club into any binding contract or agreement without the approval of the board.

Articles VI - Meetings and Quorums

General membership meetings will be held at the beginning and end of the swim season. Specific times and locations will be decided and published by the board, publicly and via email to current members, at least 14 days in advance. Membership meetings may be combined with recruiting events or end-of-season social events.

The President will call special meetings of the members at any time, as needed. Members will be notified of the time and location via email, at least 7 days in advance.

At all regular and special meetings of the general membership, 33% of active members will constitute a quorum, to include at least two officers of the club. A majority vote of the members present will be required to pass a motion, or transact any other business; with the exception of changes to the club constitution, as outlined in ARTICLE VII.

Articles VII - Amendments and Bylaws

This constitution will be supplemented by club bylaws, as approved by the officers and members of the club. In the case of any conflict in their provisions, the provisions of this constitution will supersede the club bylaws or any other instructions published by the board.

The bylaws may be amended or revised by a single majority vote of the board, providing there is a quorum.

This constitution may be amended or revised by a 2/3 majority vote of the members present at any general meeting, providing there is a quorum and the amendments or revisions were submitted in writing or via email to the general membership of the club at least 14 days prior to the meeting.

When approved, amendments will be submitted to the COMMANDER, FLEET ACTIVITIES, SASEBO Staff Judge Advocate's office for legal review and final approval by COMMANDER, FLEET ACTIVITIES, SASEBO (IAW CFASINST 5760.1G).

Every two years, or if there is a change to the purpose of the club, or when there is a change in officers, this constitution and the bylaws must be reviewed and updated as needed. The President will submit copies of the old and new documents to COMMANDER, FLEET ACTIVITIES, SASEBO Staff Judge Advocate's office for legal review and final approval by COMMANDER, FLEET ACTIVITIES, SASEBO (IAW CFASINST 5760.1G).

Articles VIII - Dissolution

In case of the dissolution of the organization, whatever funds are contained in the treasure at the time will be used to satisfy any outstanding debts, liabilities, or obligations. The balance of the assets will be disposed of as determined by the membership.