Bylaws Vista Diablo Dolphins Swim Team

Article I Purpose
The Vista Diablo Swim Team (VDST) or Vista Diablo Dolphins (VDD) is an extension of the Vista Diablo Cabana Club located at 850 Sullivan Drive, in Concord, CA. 94518 VDD does not currently belong to a swim league due to the small size of our team but is planning to rejoin Twin Cities Swim League in the 2014 Swim Season. The primary goal of Vista Diablo Dolphins as a recreational swim team is for all swimmers to have fun. In addition to this goal, the coaches and swim team board will work to foster participation, develop good sportsmanship, team spirit, a good self-image, and above all, to help all swimmers improve both their skills and their times throughout the season in a friendly recreational swimming environment. VDD will also promote a sense of community that will endure beyond the swim season. Most Swim Team communication will be through email. No email addresses will be used other than swim team business and updates. Please check the Website frequently for updates.

Article II Membership
Swimmers parents must be members in good standing of the Vista Diablo Cabana Cub, or Associate members (swimmers that pay a pool use fee for the exclusive purpose of participating on the Swim Team only). Swimmers parents must be members in good standing of the Vista Diablo Swim Team (VDST). Swimmers must conform to the current LMYA (County Meet) ruling in regard to swimmer eligibility. The Board will have the authority to suspend or revoke team membership for cause. The coach shall have the discretion to determine if a swimmer has sufficient skills to join the VDD.

Article III Board of Directors

The role of the Executive Board of Directors and Board Members are to oversee the functions of the swim season. All decisions are to be based on the betterment of the team. No Board Member will benefit financially from the Swim Team. All board members will act in a professional manner when representing VDD.

The Vista Diablo Dolphins Swim Team Executive Board of Directors will consist of:
Swim Team President Swim Team Vice President Treasurer Secretary Vista Diablo Cabana Club Liaison Coaches Liaison Head Coach

The Vista Diablo Dolphins Swim Team Board Members:

Membership/Registration Coordinator Fund Raising Coordinator Social Activity Coordinator Invitational Meets Coordinator Incentives and Awards Coordinator Hospitality and Spirit Coordinator Work Assignment Coordinator Spirit Week/City Meet Coordinator Apparel Coordinator Awards Coordinator Meet Director (desk) Coaching Committee Members Safety Coordinator Scholarship committee Liaison Dolphin Diner Coordinators Webmaster City Meet Director League Representatives (next year 2014 season)

Guidelines outlining the duties of the Executive Board Members and Swim Team Coordinators and committee members are outlined in the Parent Handbook on the website. These duties are maintained by the secretary and updated and amended from time to time with the approval of the Executive Board. The term of office is for one year from October 1 to September 30. The Swim Team President will have the authority to name a replacement for any board member or Team Coordinator who cannot fulfill or complete his or her term of office with the discussion of the remaining executive board members. Each position, with the exception of League (or meets) Representative, may be filled by a single member, a family, or two members sharing the position. Each position will have one vote at swim team board meetings as appropriate.

Article IV Board Meetings

Vista Diablo Swim Team board meetings are typically held the first Thursday of each month at 10:30 AM during pre-season. It is expected that the board members attend the meetings in order to plan for the upcoming season and complete tasks to make this happen. Once the season has begun meetings will be held in the evenings and posted on the Website. These meetings are intended to give updates on your position and that follow through is occurring. If you are not able to attend the board meeting, please send an update or report with another member or email to president@vistadiablodolphins.com. Any additional meetings will be called by the Swim Team President/Board as deemed necessary. Other meetings should be called by the Swim Team President as deemed necessary. A quorum consists of 5 board positions. It takes 5 votes of those present to decide on a matter. Any member in good standing of the VDST may attend any board meeting through the season. Members should contact the Swim Team President at least 3 days prior to the meeting to be included in the agenda and to be informed of location Minutes of the meetings will be posted on the website once the Executive Board approves them.

Article V Elections
All board positions are volunteer positions and elections are not required if no positions are contested. All positions will be posted at the pool during the month of August. Nominations for new board positions occur during the month of August. Members can self nominate, or second party nominate a member. All nominees will be contacted prior to the vote if a vote is necessary. In the event of a contest for a board position, a general meeting of members will be held for a vote. New board members will take office at the October meeting. Outgoing Board members will train the new members during this meeting. The swim season begins in October and end in September.

Article VI Finances
The Vista Diablo Dolphins financially relies on swimmers dues, fundraising, sponsorships, and donations. Vista Diablo Dolphins Swim Team has a Non-Profit status. The financial records of the VDD are maintained by the Treasurer on a calendar year basis. The Treasurer should submit yearend financial statement after the completion of the swim season for the boards review. The Treasurer should submit a team budget or summary at each board meeting, or as scheduled by the board for the boards review and approval. Dues and fundraising obligations required by the budget each year shall be paid in accordance to schedules established by the board. The annual period for fundraising is set by the board and does not necessarily follow a calendar year. The board has the authority to suspend or revoke team memberships for financial nonperformance.

Article VII Coaching Staff Selection Committee

A Coaching Staff Selection Committee should be assembled in October or November of each year after the new board begins its term of office. The committee should be active all year. The Coaching Staff Selection Committee Liaison should be a member of the VDST board. The other members of the committee are not required to be board members, but it is preferable if a majority of the coaching committee members are also board members. The committees duties include recruiting, interviewing, and making recommendations to the board to hire/terminate/retain coaching candidates. Duties also include, monitoring the coaching staffs performance throughout the swim season. The Executive Board will make all final decisions regarding coaches and compensation. If it happens that a board member is a parent of a coaching candidate brought before the board for a vote, said board member will refrain from voting.

Article VIII Parent Evaluation/Suggestions/Grievances

Parent Evaluations may be handled via meetings or surveys. These results can be raised at general meetings or will be reviewed at the next scheduled board meeting. The board will determine any necessary actions. Any suggestions and/or grievances of members concerning the activities of VDST must be filed in writing with the Swim Team President for consideration by the board. This can be emailed to president@vistadiablodolphins.com.

Under no circumstances should parents of members take grievances to the coaching staff. Please see Code of Conduct and complete Grievance Procedure on the Team Website.

Article IX Awards
There will be an annual awards ceremony the third week in August or as scheduled by the Board. Awards will be presented to swimmers as determined by the coaches. The number of awards and their descriptions are described in the Parent Packet. If additional awards or special awards are deemed necessary for a given season, then this must be approved by the board as it has financial impact to the budget. Team Records: The best time for an event posted by a qualified member of the VDST at a regularly scheduled dual meet, championship meet or invitational meet at a comparable pool shall be recognized as a team record. Pool records: The best time for an event by a qualified entrant at a regularly scheduled home meet, invitational, or championship meet will be posted at Vista Diablo Cabana Club. Team and Pool records will be maintained by the Recorder.

Article X Swim Meets

Time Trials, Dual Meets, Invitational Meets, City Meet and County Champions, will be conducted in accordance with the current CCVSC Standing Rules. Other dual meets will be conducted in accordance with the current CCVSC Standing Rules, unless other arrangements are made with the opposing team. The meet schedule shall be developed by the Swim Team Vice President, and approved by the Board. All Swim Meet Information will be available to review on the Team Website, which is www.vistadiablodolphins.com

Article XI Coaches
A Head Coach recommended and hired by the Board has the responsibility for the organization, training and other day to day functions of the Swim Team under the supervision of the Swim Team President, Executive Board and Coaches Liaison as the point of contact. Any number of assistant coaches will be recommended by the Coaching Staff Selection Committee each year and approved by the Board.