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Mariners Swim Team Parent –Coach Organization |
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By-Laws |
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MPCO
Leadership Team |
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8/1/2010 |
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The following document outlines
the structure and duties of the Madison Area YMCA Mariners Swim Team MPCO. |
MARINERS
(SWIM TEAM) PARENT / COACH ORGANIZATION
(MPCO)
ARTICLE I – NAME AND ACTIVITIES
Section 1 – Name
The name
of this organization shall be the Madison Area YMCA Mariners Parent/Coach
Organization hereinafter referred to as the “MPCO”.
Section 2 –
The
purpose of the MPCO is to provide support services and financial assistance to
facilitate the Madison Area YMCA (MAY) competitive swim program goals delineated in their philosophy
and mission statements in the team’s handbook.
Activities
and Purposes:
A. The swim
teams are the direct responsibility of the head coach and assistant
coaches. The head coach will report to
and be responsible to the Aquatics Director at the Madison Area YMCA (MAY) or a
Staff Designate.
B. The MPCO
will help guide and encourage all team members to demonstrate sportsman-like
conduct, a high level of competitive effort, personal satisfaction and fun, and
a sense of responsibility to the team and the coaching staff.
C. Prior to
each competitive season, the Leadership Team will prepare a budget for the
coming season. The budget shall cover
all anticipated expenses including equipment purchases, major meet costs and
team celebrations, etc. The income
should include the revenue from all MPCO dues, fundraisers and donations.
D. The MPCO
will help conduct dual and invitational swim meets to provide competitive
opportunities for the swimmers.
E. The MPCO
will work to identify and execute fundraising opportunities (inclusive of swim
meet vending and invitational meet operation) in support of the MAY swim team
program.
F. The MPCO
will provide a structure by which parents can contribute to the success and
growth of the swim team as well as provide support to the coaching staff.
G. The MPCO
will uphold and enforce the rules and regulations as outlined in the Parents’
Handbook.
H. The MPCO
will work to support the YMCA mission for the purpose of developing the
characteristics of Caring, Honest, Respect, and Responsibility.
Section 3 – Constitution
The
Madison Area YMCA MPCO serves at the pleasure of the Board of Directors of the
Madison Area YMCA and can be restructured or dissolved at the discretion of the
same.
Section 4 – Organization
The
organization of the MPCO shall consist of:
(a) a functionally-based Leadership Team (the “Leadership Team”); and
(b) standing committees.
ARTICLE II – MEMBERSHIP
A. Membership on the MAY MPCO is automatic for
all parents or legal guardians of each competitive swim team participant.
B. Active
membership will be restricted to the parents or guardians of MAY Mariners swim
team members in good standing*. (*Having
met all financial obligations including MAY membership fees, swim team fees,
MPCO membership, and declining balance.)
ARTICLE III – LEADERSHIP TEAM
Section 1 – Powers
The powers
of the Leadership Team shall be to establish standards, plan activities, raise
and allocate the use of swim team funds, establish and manage meet entry fee
accounts, create work requirements and monitor compliance of such for MAY MPCO
members.
Section 2 – Composition
A. The MAY MPCO
Leadership Team shall consist of team representatives selected to appropriately
represent the interests of swimmers from all levels and practice locations
within the team. The Senior Aquatics
Director or YMCA staff designate shall also serve on the Leadership Team.
B. The MAY
MPCO Leadership Team shall consist of:
1. Head Swim
Coach
2. Assistant
Swim Coaches (travel)
3. Treasurer
/ Business Manager (this may be staffed by two volunteers)
4. Community
Relations / Marketing
5. Social
Events
6. Meet
Director / Team Representative Coordinator
C. Leadership
Team members shall also be considered volunteer coordinators for their
respective functions.
Section 3 – Elections
A. The
Leadership Team shall be elected from among the active members of the MAY
MPCO. The most appropriate timing for
elections shall be the Spring General* Meeting (banquet). The Leadership Team may elect replacements as
necessary for any Leadership Team positions vacated mid-season.
B. Person(s)
interested in being considered for a position on the MAY MPCO Leadership Team
shall submit a letter of intent to any current board member prior to elections.
C. The Leadership
Team shall be elected by a simple majority of those active MAY MPCO members
present and voting at General meetings.
The Leadership Team shall assume their responsibilities immediately
following the election. These elections
may be conducted by show of hands or paper ballot.
*General
meetings invite all members as defined in Article II.
Section 4 – Tenure
A. Leadership Team members are elected except for
the Coaching Staff of the Mariners Swim team whose term on the Leadership Team
shall run concurrently with his/her tenure as Head Coach.
B. Leadership
Team members may serve a period of two years, and may hold consecutive 1 year
terms upon approval at the general meeting.
C. Leadership
Team members wishing to resign shall give the MPCO one (1) months written
notice.
D. Leadership
Team positions shall be limited to one member of the same family serving at any
given time.
ARTICLE IV – DUTIES OF LEADERSHIP TEAM
The
Leadership Team will work together to (1) publish an annual calendar of all
swim team events (meets, social activities, fundraisers); (2) identify,
discuss, approve expenditures for inclusion in the annual budget; and (3) lead
execution of approved events and expenditures.
A. The Head
Coach shall:
a. Lead the
development of the agenda for monthly MPCO meetings
b. Assist in
identifying expenditures to be included in annual budget especially with regard
to meet expenses (fees, travel, etc.), training, equipment, etc.
c. Lead
development of annual event calendar to include dual and invitational meet
dates and locations as well as all social activities
d. Collaborate
with functional leads to ensure the completion of all stated goals
B. The Assistant Coaches shall:
a. Assist the
Head Coach in all activities listed above
C. The
Treasurer shall:
a. Handle the
fiscal management of the MPCO
i.
Collection of MPCO funds
ii.
Bank deposits
iii.
Fund disbursements
iv.
Record keeping
v. Manage individual family accounts (MPCO dues and declining balances for meet participation)
D. The
Community Relations / Marketing team member shall:
a. Prepare
and submit articles and photographs promoting the activities and achievements
of the MAY Mariners Swim Team through local marketing channels such as Local
Newspapers (Madison Eagle, Chatham Courier), websites (Chatham Patch) and YMCA
communications on an on-going basis
b. Maintain
MAY MPCO Handbook and By-Laws
c. Update the
Madison Mariner bulletin board, as needed
d. Coordinate
the team photo and age-group photos
E. Social
Events team member shall:
a. Lead
organization of two (2) annual events:
Season Kick-Off BBQ and Spring Banquet
b. Lead
organization of team-oriented social events (i.e., Pizza Party, Movie Night,
seasonal treats, Halloween meet dress-up, etc.)
c. Lead
organization of concessions at home dual meets or invitational meets hosted by
MAY
F. The Meet
Director shall:
Organize and coordinate all meet
activities. (Established 2010-2011
season – YMCA employee.) Roles and
responsibilities include but are not limited to:
a. preparing
and distributing meet invitations
b. organizing
meet committees
c. securing
an appropriate meet facility
d. obtaining
a meet sanction
e. distributing
final results
The
Leadership Team is responsible for identifying and coordinating parent
volunteers to achieve the goals of each function. (Example:
The Community Relations/Marketing lead may identify a parent to provide
a summary of a boys meet with a brief write-up.
The lead would then submit to the local communications channels.) A list of the functions combined with the
volunteer role needed would be created and posted on the YMCA bulletin board
and on the MAY website.
Responsibility
for providing recorded minutes of monthly MPCO meetings shall rotate through
the Leadership Team.
ARTICLE V – MEETINGS
Section 1 – Annual Meetings
A. The MAY MPCO
will hold two (2) general membership meetings annually, one in the spring and
one in the fall.
B. The spring
meeting of the team MAY MPCO will be during the spring banquet or other
gathering as to be determined by the Leadership Team.
Section 2 – Regular Meetings
A. The
Leadership Team shall hold regular monthly meetings at a date, location and
time designated by the Leadership Team at least one week prior to the meeting
date.
B. Prior
meeting minutes and the monthly meeting agenda are to be distributed to all
Leadership Team members via e-mail at least three (3) days prior to the meeting
date.
C. Chairpersons
or special committees may be called on to present committee activity at regular
meetings as necessary.
D. MAY MPCO
members at large shall be afforded the opportunity to participate in open
quarterly meetings (September, December, March, and June). It is recommended that specific agenda items
be forwarded to the Head Coach prior to the meeting.
Section
3 – Special MPCO Meetings
A. Special Leadership Team or Team meetings may
be called by simple majority vote of the Leadership Team.
B. Notice of
special MPCO meetings will be made to all active members prior to the meeting
by the Customer Relations / Marketing Leadership Team member.
Section 4 – Voting
A. Unless these By-Laws require otherwise, all
voting shall be by a show of hands or voice vote unless the voting results are
not clear; then paper ballots will be used.
B. A quorum
of the Leadership Team for the purpose of transacting MAY MPCO business shall
be at least fifty percent (50%) of the voting member. Voting, except for the purpose of amending
the constitution, policies or By-Laws shall be by a simple majority of those
present and voting.
ARTICLE VI – FISCAL MANAGEMENT
Section 1 – Banking Accounts
The MPCO
may open a banking account or establish a Restricted Fund Account with the YMCA
(monies for swim team use only). All
expenditures must be based on the approved budget. Exceptions must be approved by majority vote
of the MPCO Leadership Team. All checks
must have two signatures, one from the MPCO and one from the Y staff. For the purpose of check signing, the Head
Coach will be considered Y staff.
Deposits must be made within a commercially reasonable time period from
the receipt of such funds.
ARTICLE VII - COMMITTEES
Section 1 – Standing Committees
Standing
committees shall be staffed by MAY MPCO members and will, in the majority of
instances, collaborate with and/or report to a Leadership Team member.
A. Standing committees may be formed to address
the following responsibilities:
a. Apparel
b. Banquet
c. Equipment
d. Fund
Raising
e. Meet
Directors
f.
New Parents Orientation
g. Officials
Coordinator
h. Refreshments
/ Hospitality / Concessions (dual and invitational meets)
i.
Team Records
B. All
standing committees shall meet as needed to accomplish their goals during the
active swim season. Activities of the
committee are to be presented by either the committee chairperson or
corresponding Leadership Team member at monthly Leadership Team meetings.
Section 2 – Special Committees
Special
committees may be formed by the Leadership Team as necessary to address any
activity not identified in the current season’s calendar plan.
ARTICLE VIII – MEMBERSHIP AND MEMBER
OBLIGATIONS
Section 1 – Membership
Each
parent or guardian of a child who is a member of any Madison Area YMCA Mariner
Swim Team shall be required to be a member of the MPCO.
Section 2 – Dues
MPCO
members will be assessed dues based upon participation on the Mariners Swim Team. Dues shall be determined and assessed by the
Leadership Team prior to the First General Meeting and payable by October 30 of
the current fiscal year. Failure to pay
MPCO dues will prohibit the swimmer and his/her family to participate in any
MPCO-sponsored event.
Section 3 – Declining Balance
Each
member of the MPCO shall be assigned a declining balance account (the
“Declining Balance Account”). The
purpose of this account shall be to fund entry fees for invitational and
championship meets for which the respective MPCO member’s child/children are
entered. The beginning balance will be
assessed with the MPO dues and will be payable at that same time.
Meet entry
guidelines involving Declining Balance Accounts shall be outlined in the Team
and/or Parent Handbooks.
ARTICLE IX – AMENDMENTS TO THE BY-LAWS
A. By-Laws may be amended at general or regular
meetings of the MAY MPCO at which a quorum of the active voting membership is
present.
B. A quorum
for the purpose of voting on amendments to the By-Laws shall be by simple
majority of those present for the vote.
C. Those
wishing to vote, but unable to be present during the election may submit a
written proxy to the Leadership Team at least twenty-four (24) hours prior to
said vote.