By-Laws of the Quail Valley Swim Team

ARTICLE I - SCOPE

Section 1. Name: The quail Valley Swim Team (the "Team") shall be known as the Quail Valley Marlins

Section 2. The Team is located at the Quail Valley Community Center and Pool, 18710 Quail Valley Boulevard, Gaithersburg, Maryland.

Section 3. Affiliation: The Team is a member of the Montgomery County Swim League (MCSL). As such, it shall abide by the rules and policies of MCSL as stated in the By-Laws, Handbook and other documents published by MCSL. The Team shall also adhere to the rules of USA Swimming, as adopted by MCSL.

ARTICLE II - MISSION

We the members of the Quail Valley Swim Team engage in MCSL swim meets and other competitive swimming events and activities. We strive to provide a quality summer swimming program for our children, developing a love for the sport, advanced aquatic skills, and dedication to the principles of teamwork and sportsmanship. We are committed to safety, equality, and respect for the personal integrity of every member of the Team. We are committed to being a family team by encouraging the participation of all family members in our activities and encouraging parent volunteerism in the operation of our activities. We encourage our swimmers to develop the abilities that enable them to earn positions of leadership.

ARTICLE III - MEMBERSHIP

Section 1. Membership is open to all families who are members of the Quail Valley Community Pool. Members are subject to the pool membership rules as set by the Quail Valley Homeowners Association. Team members include swimmers and their parents or legal guardians.

Section 2. Members shall pay an annual registration fee to the Team for participation. Registration forms shall be completed and fees shall be paid before any swimmer may practice with the Team, as required by MCSL. Refunds may be requested in the event of withdrawal.

Section 3. Eligibility of Team members to compete in MCSL events shall be according to MCSL rules. Eligibility of Team members to compete in "B-league" events shall be according to the rules agreed upon by the participating Team representatives.

Section 4. Details on Team swim practices and meets shall be published in the Team handbook. Swimmers are encouraged to participate fully in Team practices. The Team recognizes that swimmers may have access to other organized practices. Swimmers not participating in Team practices shall communicate their practice regimen to the coaching staff. Individual cases should be discussed with the Team representatives and coaching staff.

Section 5. The membership may meet as desired to discuss Team issues or activities. Decisions affecting Team policy shall not be made in the absence of the Team representatives without the representatives' concurrence. The Team representatives may call meetings as necessary to conduct Team business or discuss issues. The representatives shall announce meeting dates and agendas at least seven (7) days in advance.

Section 6. Team meetings may involve voting in order to reach decisions on Team policies or elected representatives. Significant issues affecting the entire Team shall not be voted on without advance notification in a meeting announcement. Votes shall be cast by Team parents, one (1) vote per family. Votes shall be decided by a simple majority of the membership present. Votes may be cast in absentia under the following conditions: (a) the vote shall apply to a specific issue announced prior to the meeting; (b) a written ballot shall be delivered to one of the Team representatives prior to the meeting, who shall cast the vote. Votes may be by show of hands or written ballot, except for election of Team representatives, which shall be by written ballot as stated in Article IV, Section 2.

ARTICLE IV - ORGANIZATION AND ADMINISTRATION

Section 1. Representative Board: The Team shall have a Representative Board (the "Board") consisting of the "A" Representatives, the "B" Representatives, and the Treasurer. The Board shall work as a unit to provide leadership in matters of Team policy, planning, activities and budget. The Board shall have sole authority to approve expenditures, set registration fees, and approve coaches' contracts and salaries. The Board shall provide liaison between the Team and the Quail Valley Homeowners' Association.

Section 1a. "A" Representatives: The Team shall have two (2) "A-Reps" who represent the Team to MCSL. The A-Reps shall fulfill MCSL requirements for Team representatives. The A-Reps shall direct all Team activities involved in participation in MCSL dual meets ("A meets") and other official MCSL meets. The A-Reps shall provide overall leadership in matters of Team policy, planning, activities, and liaison between parents, swimmers, coaches and MCSL.

Section 1b. "B" Representatives: The Team shall have two (2) "B-Reps" who represent the Team to our informal "B League". The B-Reps shall direct all activities involved in participation in "b meets." The B-Reps shall work with the A-Reps to provide leadership in matters of Team policy, planning, activities and liaison between parents, swimmers and coaches.

Section 1c. Treasurer: The Team shall have a treasurer responsible for all Team finances. The Treasurer shall maintain a Team bank account for all Team funds. The Treasurer shall have sole custody of the Team account and sole authority to issue checks or otherwise withdraw funds from the account. The Treasurer shall receive receipts and make reimbursements for all approved Team expenditures. The Treasurer shall maintain accurate records of all Team finances, and provide a financial statement annually at a meeting following the swim season and as requested by the Board.

Section 2. Election of Representative Board: The Team shall elect the members of the Board annually at a meeting following the swim season. Nominations shall be open to all individual parent members. Members may nominate themselves. All nominations shall be seconded. Votes shall be cast on written ballots. The Treasurer or a designated alternate shall collect the ballots and tally the vote. The tally shall be verified by another member of the Board and a volunteer from the membership at large. Election shall be by simple majority of the votes cast. Nominations and votes may be cast in absentia in accordance with the rules stated in Article III, Section 6.

Section 3. Volunteer Coordinators: The Team actively recruits parent volunteers to coordinate many activities and needs, such as computer automation, meet officials, food sales, swim suits, etc. Volunteer coordinators take responsibility for these activities and work with the Board and other parent volunteers to resolve issues and ensure their successful completion. The current list of volunteer positions and coordinators shall be published annually in the Team handbook.

Section 4. Pre-Team Coordinator: The Team may have a "Pre-Team" coordinator who represents the Pre-Team to our informal "Pre-Team League." This parent volunteer shall direct activities involved in participation in "mini-meets," working with the coaches and other Team reps as needed. The Pre-Team coordinator shall provide liaison between parents, swimmers and coaches participating in mini-meets.

Section 5. Removal from Office: The Board shall be empowered to reprimand or remove from office any member of the Board, the coaching staff, or any volunteer coordinator who has been shown to have failed to uphold the responsibilities of their position, to be in violation of these By-Laws, or to have spoken or acted in such a manner as to compromise the safety or integrity of the Team. Any member alleged to be subject to reprimand or removal from office shall be notified by the Board and shall be entitled to discuss the matter with the Board. Removal from office shall require a majority decision by the Board.

Section 6. Revocation of Membership: The Board shall be empowered to reprimand or revoke the membership of any member of the Team who has been shown to be in violation of these By-Laws, or to have spoken or acted in such a manner as to compromise the safety or integrity of the Team. Any member alleged to be subject to reprimand or revocation of membership shall be notified by the Board, and shall be entitled to discuss the matter with the Board. Revocation of membership shall require a majority decision by the Board.

Section 7. Grievances: Any member of the Team having a grievance against the Board, the coaching staff or any other member of the Team or MCSL shall be entitled to discuss the matter with the Board. The board shall make reasonable efforts to resolve the matter and communicate the resolution to the member(s) involved in a timely manner.

Section 8. Vacancies: The Board shall make reasonable efforts to fill any vacancies on the Board or the coaching staff that occur during the year (outside of the post-season period in which these positions are normally elected or filled) due to resignation or removal. Replacements shall require majority approval by the Board.

Section 9. Records: The Board shall maintain records of essential Team information. Such records shall include registration forms, Team roster, volunteer positions, coaches' resumes and contracts, suppliers of Team equipment, meet results, top times reports, Team records for meet events, significant expenditures and activities, financial statements provided by the Treasurer, and these By-Laws.

Section 10. Communications: The Team shall publish a Team handbook at the beginning of each swim season. The handbook shall include information on swim meets and practices, Team activities and procedures, volunteer opportunities, coaches and Team roster, and other information helpful to Team members. The handbook shall be reviewed by the Board before publication. The Team shall endeavor to publish a weekly newsletter during swim season to inform the membership of upcoming events, changes to the schedule and other newsworthy items. The board shall be responsible for communicating news such as post-season meetings and Team or MCSL developments as required.

ARTICLE V- COACHING STAFF

Section 1. Head Coach: The Team shall have a head coach. The head coach shall report to the Team representatives. The head coach shall: (a) implement an effective swim practice program and coach Team at all practice sessions and swim meets (including relay carnivals, long course, divisionals, all-stars and other special events); (b) coordinate and supervise the activities of the activities of the Team at all practice sessions and meets; (c) direct the activities of the assistant coaches; (d) delegate to an assistant coach (or coaches) supervision of the Pre-Team at all practice sessions and mini-meets; (e) prepare the lineups in accordance with MCSL rules as required for each meet, with the assistance of the assistant coaches and, if necessary in consultation with the Team representatives; (f) perform other duties as assigned by the Team representatives.

Section 2. Assistant Head Coach: The Team may have an assistant head coach at the discretion of the Board. The assistant head coach shall report to the head coach and to the Team representatives. The assistant head coach shall: (a) assume the duties of head coach in the head coach's absence; (b) assist the head coach with the coaching, coordination and supervision of the Team at all practice sessions and meets; (c) assist with the direction of the assistant coaches; (d) assist with the preparation of the lineups as required for each meet; (e) perform other duties as assigned by the head coach or the Team representatives.

Section 3. Assistant Coaches: The Team shall have at least two (2) assistant coaches. Assistant coaches shall report to the head coach and to the Team representatives. Assistant coaches shall: (a) coach and supervise the Pre-Team at all practice sessions and mini-meets, as delegated by the head coach; (b) assist the head coach with the coaching and supervision of the Team at designated practice sessions and meets; (c) assist with the preparation of the lineups as required for designated meets; (d) perform other duties as assigned by the head coach or the Team representatives.

Section 4. Contracts: The Board shall execute a contract with each member of the coaching staff prior to the swim season. Contracts shall state the specific job description and responsibilities, the salary and method of payment, and the term of employment. The Board shall provide two (2) copies of the contract to each coach. Each coach shall sign and return one (1) copy to the Board to confirm acceptance of the contract.

Section 5. Salaries: Coaches' salaries shall be paid by the pool management company under contract with the Quail Valley Homeowner's Association. Payment from the pool company provides for appropriate deductions for income tax and FICA, and provides the necessary liability insurance coverage. The Board shall provide the names, addresses and salaries of the coaching staff to the pool company prior to the swim season. The Team shall reimburse the pool company when billed for its share of the coaches' salaries.

Section 6. Term of Employment: Coaches' term of employment shall begin the first Team practice (traditionally the Tuesday after Memorial Day) and extend through the MCSL All-star meets.

Section 7. Termination of Contract: The board may terminate a coach's contract in the event of failure to uphold the responsibilities of the job, or other offenses stated in Article IV, Section 5. Termination of contract shall be in accordance with the procedure stated in Article IV, Section 5. The Board shall immediately notify the pool management company of any termination of contract.

Section 8. Selection of Coaching Staff: The Board shall review the performance of the coaching staff following the swim season, accepting an input from the membership at large. Resumes from candidates for the next season's staff as well as statements of intent from current staff, shall be accepted by the Board through September 30th before any positions are filled. The Board may then elect to interview or otherwise consider any current or potential coach for the next season. The Board shall reach a majority decision before offering a contract to any coach. The board shall accept resumes until all positions are filled, and shall accept and hold for future reference all other resumes submitted. The Board shall provide written acknowledgment of receipt of all resumes within a reasonable period.

Section 9. Counseling of Coaching Staff: The Team representatives shall counsel the coaching staff prior to the swim season. Counseling shall cover expectation of professionalism and personal conduct at all Team activities, avoidance of favoritism and inappropriate personal contact with swimmers, and familiarization with these By-Laws. Failure to heed this counseling shall be considered an offense as stated in Article IV, Section 5, or grounds for termination of contract.

ARTICLE VI - ADOPTION AND AMENDMENTS

Section 1. These By-Laws shall be adopted by a majority vote of the membership present.

Section 2. These By-Laws may be amended by a majority vote of the membership present. Proposed amendments hall be prepared by the Board and communicated to the membership at least seven (7) days prior to the meeting at which the vote is taken.

CERTIFICATION OF ADOPTION

This certification shall be maintained in these By-Laws as a cumulative record.

Adopted this 18th day of April, 1999 Witness: Alan Main
Team Representative

Amended this 30th day of April, 2000 Witness: Tim Brockway
Team Representative