Lakes on Eldridge Dolphins

BYLAWS

Amended and Approved July 2^nd, 2024 by Lakes on Eldridge Swim Team Board

ARTICLE I – Name

The name of this organization shall be the Lakes on Eldridge Swim Team (“LOEST”) hereinafter referred to as "the Team."

ARTICLE II - Scope and Purpose

Section 1. This organization shall be a recreational swim team operated for the Lakes on Eldridge (“LOE”), Lakes on Eldridge North, and Villages at Lakepointe neighborhoods. Others residing surrounding neighborhoods may join as long as there is not a competitor swim team available within that area. The Team is voluntary and non-profit.

Section 2. The general purpose of the Team shall be to field and support a competitive swim team as well as to provide the opportunity for growth, training, enjoyment, good sportsmanship and participation of all active Team members.

Section 3. The organization shall be governed by the Bylaws set out herein. In addition, the Team shall be subject to the rules and regulations of the LOE Community Association (“LOECA”) and the Northwest Aquatic League (“NWAL”). In the event of a conflict between these Bylaws and the rules and regulations of the LOECA and/or NWAL, the LOEST Board of Directors (“Board”) shall have responsibility for determining how to resolve such conflict(s).

Section 4. The Team may undertake any activity appropriate to the purposes set forth in Section 2.

ARTICLE III – Membership

Section 1. Active Membership. Active membership is open to qualified individuals as defined by NWAL rules and regulations, and by the LOEST Board.

1. All qualified individuals from a family shall be admitted to an active family membership after paying the applicable annual membership fee.
2. The Board may require each family membership to commit a parent(s) or guardian(s) to provide a required amount of volunteer time to the Team each year. The Board may refuse to accept an active family membership if the family is unwilling to provide the required volunteer time or may request a “Family Volunteer Deposit check” that will be held for the season and only deposited once the season is complete and volunteer requirements were not met.
3. The Board may, at its sole discretion, limit the number of available memberships consistent with the general purpose set out in Article II, Section 2.

Section 2. Voting. There shall be one vote per active family membership.

ARTICLE IV - Officers

Section 1. Officers of the Team shall have active family membership only.

Section 2. The elected officers of the Team shall include the following and shall serve as the Board:

1. President
2. Team Representative
3. Volunteer Coordinator
4. Secretary
5. Treasurer
6. Membership Coordinator
7. Concessions Coordinator

All terms are for two years and all officers may serve multiple terms if approved by the active membership.

Section 3. Duties of the Officers. The duties of each officer are listed below; however, these duties may be altered to satisfy the requirements of the Team.

1. The President shall serve as the Chairman of the Board and shall be an ex-officio member of all appointed committees. The President may assign and delegate duties but shall be responsible for all activities within the Team. This role is the Team’s liaison to the Community Associations.
2. The Team Representative shall serve as the primary operational spokesperson. He/she shall serve as the Team Representative at NWAL meetings He/she will oversee the NWAL procedural requirements for the Team. It is recommended that the Team Representative currently be certified as a Referee, Stroke and Turn official or Clerk of Course or have extensive swim team operational background.
3. The Volunteer Coordinator coordinates our parent volunteer program including ensuring all volunteer requirements are met and oversees non compliance.
4. The Secretary shall maintain all official records of the Team, the minutes of the annual business meeting and of all Board meetings.
5. The Treasurer shall oversee the collection of the membership dues, handle financial activities of the Team, make a complete financial report to be presented to the Board for publication to the membership, prepare budgets and perform other assignments made by the President. The Treasurer shall conduct an annual audit of the Team’s physical equipment and maintain a written record of such audit.
6. The Membership Coordinator recruits new families and helps all families to navigate the registration process. First point of contact for parents' concerns during the season.
7. The Concessions Coordinator manages our Home meet food and beverage sales, helps with catering at our end of season event, and coordinates merchandise sales.

Section 4. Nomination and Election Procedures.

a. Each year, the current Board shall identify upcoming vacant positions and request active members to express interest in positions via email.

b. The Board shall review each potential candidate’s eligibility adhering to the requirements stated in Article IV, Sections 1 and 7.

c. The Board shall communicate the method for voting via email. For the online vote, the Board shall insure that each active family has a minimum of seven (7) days to cast their vote once the polling is open.

d. The Board shall insure that there is independent tabulation and verification of election results. The Board shall announce final results within seven (7) days after verification of the vote.

Section 5. Newly elected officers shall take office on July 15 of the current year after being elected. In the event of an unfilled position after the election or a subsequent vacancy in any role the Board shall make an appointment for the balance of the unexpired term; such appointment shall not affect the appointee’s eligibility for future election to that office.

Section 6. Should the office of the President become vacant, another officer will assume the position until the Board shall appoint a replacement.

Section 7. Eligibility of Officers. No person shall be eligible for election to an office on the Team who shall not, at the time of such election, be an active family member of the Team.

1. Any officer who fails to maintain active family membership shall be required to resign immediately.
2. Any officer involved in an activity that is determined by a majority vote of the Board to be detrimental to the Team shall be removed from the Board.
3. No person who has served as an officer previously, but could not complete his/her term for any reason, shall be eligible to stand for election as an officer for three (3) years subsequent to the prior vacated term unless nominated by unanimous approval of the Board.
4. If the remaining members of the Board shall declare any office, subsequent to the election, vacant, the vacancy shall be filled in the manner prescribed in Section 4, Article IV and Section 5, Article IV of these bylaws.

ARTICLE V - Meetings

Section 1. There shall be at least one annual meeting of the Team, the precise date and location to be set by the Board. In addition the Board has the authority to conduct team business by mail or electronic media. The same voting requirements outlined in Section 2, Article V, shall apply.

Section 2. Definition of Team Business and Voting Procedures.

a. Team business shall include but not be limited to the following:

1. Election of officers

2. Reports from officers and committees including adoption of resolutions and budgets

3. Action on any proposed amendments to the By-laws

b. The Board shall conduct the election of new Board officers by an online vote using the procedures outlined above in Section 4, Article IV.

c. Reports from officers and committees including adoption of resolutions and budgets shall be conducted at the Board meetings.

d. The Board shall decide whether to conduct action on any proposed amendments to the By-laws at the Board meetings or by an online vote. The adoption of any proposed amendment to the Bylaws shall require a two-thirds majority of the votes cast if notice has been circulated to each active family at least one month in advance, or a four-fifths majority of the votes cast if less than a month or no advance notice has been given. For an online vote, the Board shall adhere to the same procedures as for the election of Board officers outlined in Section 4, sub paragraphs (d) and (e), Article IV.

e. Except for amendments as noted above in sub paragraph (d), decisions shall be made by a majority of the votes cast.

Section 3. Board Meetings.

a. Meetings of the Board shall be called by the President, as needed, or by any officer if the President is unable to do so. Meetings shall have a quorum of five (5) officers present in order to conduct ongoing business. Decisions within the Board shall be made by a majority vote of the members present and voting.

b. The Board shall decide by majority vote at the first organizational meeting each year if the Board wants to include e-voting as an option for conducting ongoing business. If that option is approved, the Board shall adopt a written e-voting protocol that provides adequate representation for all Board members’ input before each vote is considered final.

Section 4. Board Approvals. The following items require Board approval:

1. Policy decisions regarding NWAL regulations or the specific areas contained in these bylaws.

2. The selection/remuneration of coaching staff or other staff employed by the Team.

3. Expenditures above $250 unless approved by the Board as part of the annual budget.

4. Fees, including the annual registration fee and any other necessary fees. In addition, the Board shall determine the conditions, if any, for the refunding of fees.

5. The Board shall approve the use or removal of any swim team equipment from the designated swim team area.

Section 5. Organizational Meetings. The Board shall conduct organizational meetings to plan for the upcoming season and to ensure that each Board member fully understands his/her responsibilities. In addition, these meetings will occur as regularly as deemed necessary to approve the annual budget, registration fees and any unfinished business for the upcoming swim season.

ARTICLE VI - Dissolution

Section 1. This organization is organized exclusively for charitable and educational purposes within the meaning of section 501(c )(3) of the Internal Revenue Code.

Section 2. Notwithstanding any other provision of the bylaws, the Team shall not carry on any other activities not permitted to be carried on (a) by an organization exempt from Federal income tax under section 501(c )(3) of the Internal Revenue Code of 1986.

Section 3. Upon the dissolution of the Team, after paying or adequately providing for the debts and obligations of the Team, the remaining assets shall be distributed to a nonprofit fund, foundation, or educational institution which is organized and operated exclusively for charitable, educational, and/or scientific purposes and which has established its tax-exempt status under section 501(c )(3) of the Internal Revenue Code.