Board Member Descriptions
"A" Meet Representative (Meet Management): The “A” Meet Representative serves as the President of the Kentlands Kingfish Swim Team, Inc..
The "A" Meet Representative (Meet Management, a.k.a. A Rep) shall represent the Swim Team at all MCSL meetings, be knowledgeable about MCSL rules and guidelines, assist the "A" Meet Representative (Automation) in his/her outlined duties and oversee all planning and operational duties in connection with the management of "A" meets, including, but not limited to, meet set-up and take-down; coordination of the head timer, clerk of course, and adequate officials and timers.
In addition, the "A" Meet Representative (Meet Management) shall be the Coach Liaison, serving as the primary point of contact for all communications between parents and the Head Coach, and for all communications between the Swim Team Board and the Head Coach. In this capacity, the “A” Meet Representative (Meet Management) shall discuss the expectations of the Swim Team Board with the Head Coach before and during the swim season, and, on behalf of the Swim Team Board, shall provide the Head Coach with periodic performance evaluations during and after the swim season, in accordance with the terms and conditions of the Head Coach’s written contract with the Swim Team. As the Coach Liaison, the "A" Meet Representative (Meet Management) shall serve as an ex-officio member of the Interview Committee when Coaches are being interviewed. The "A" Meet Representative (Meet Management) shall be a voting member of the Swim Team Board and shall be elected during even-numbered years.
The “A” Meet Representative as the President of the Swim Team Board shall perform such supervisory and management functions and duties as may be assigned to him/her from time to time by the Swim Team Board. The President shall serve as the liaison between the Swim Team and the Kentlands Citizens Assembly and its representatives (including, without limitation, any committees of the Kentlands Citizens Assembly addressing utilization of the pool, any pool management company retained by the Kentlands Citizens Assembly, and any homeowners' association management company). The President shall coordinate the work of the Swim Team Board, and of all Standing Committees and other committees or task forces that may be appointed by the Swim Team Board from time to time, in accordance with Section 5 of these Bylaws. The President shall, if present, preside at all meetings of the Swim Team Board and of the Swim Team Families.
“B” Meet Representative (Meet Management): The “B” Meet Management Representative serves as the Vice President of the Board. The "B" Meet Representative (Meet Management) will represent the Kentlands Kingfish at all B League meetings; establish a schedule of meets with other “B” teams, and work closely with the project leader for "B" Meet Automation in his/her outlined duties and oversee all planning and operational duties in connection with the management of "B" meets. The “B” Meet Rep shall oversee including, but not limited to, meet set-up and take-down; coordination of
the head timer, clerk of course, and adequate officials and timers. The "B" Meet Representative (Meet Management) shall be a voting member of the Swim Team Board and shall be elected during odd-numbered years.
The Vice-President of the Swim Team Board shall generally assist the President of the Swim Team Board and shall perform such supervisory and management functions and duties as may be assigned to him/her from time to time by the Swim Team Board. In the absence of the President or at the request of the President, the Vice-President shall preside at meetings of the Swim Team Board and of the Swim Team Families.
"A" Meet Representative (Automation): The "A" Meet Representative (Automation) shall represent the Swim Team at MCSL division meet prep meetings; be knowledgeable about MCSL rules and guidelines and oversee the meet management platform for all A meets (Team Unify and Meet Manager); interface with other team representatives regarding dual meets, divisionals and relay carnivals; prepare electronic meet heat sheets; record meet results with MCSL; maintain team records; monitor meet entries and swimmer sign-outs for "A" meets, in order to observe compliance with MCSL rules and guidelines. The "A" Meet Representative (Automation) shall be a voting position on the Swim Team Board and shall be elected during odd-numbered years.
Volunteer Coordinator: The Volunteer Coordinator serves as the Secretary of the Swim Team Board. The Volunteer Coordinator shall recruit parent volunteers and coordinate all volunteer opportunities for the Swim Team. Volunteer opportunities may include, but are not limited to, timers, officials, announcers, clerks of course, and awards writers. The Volunteer Coordinator shall be a voting member of the Swim Team Board and shall be elected during even numbered years.
The Volunteer Coordinator as Secretary of the Swim Team Board shall record all votes and proceedings at meetings of the Swim Team Board and of the Swim Team Families, and shall keep such minutes with the books and records of the Swim Team, whether such meetings are formal or informal, conducted in person or by telephone or e-mail. When unable to attend a meeting, the Secretary or the President shall designate another Board member to take the minutes of the meeting. The Secretary shall give, or cause to be given, notice of all regular and special meetings of the Swim Team Families and of all regular and special meetings of the Swim Team Board, conduct all correspondence on behalf of the Swim Team Board, keep a current copy of these Bylaws, oversee the updating of the minutes of the Swim Team Board, and perform such other duties as may be assigned to him/her from time to time by the Swim Team Board.
Treasurer: The Treasurer of the Swim Team Board shall be responsible for the preparation of an annual budget and all related fiscal items, including the establishment of annual membership fees, and the adoption of any revisions to the annual budget. At the regular meeting of the Swim Team Families in the spring of each year, the Treasurer shall make available a written budget and financial statement of the Swim Team. At the regular meeting of the Swim Team Families at the post-season banquet, the Treasurer shall make available the preliminary year-end financial statements, comparing revenues and expenses to budgeted items. In addition, the Treasurer shall be responsible for ensuring that the final year-end financial statements, are made available to all Swim Team Families within a reasonable period of time after December 31st.
The Treasurer shall be a voting member of the Swim Team Board and shall be elected during even numbered years.
Terms of Swim Team Board
Each voting member of the Swim Team Board shall serve for a term of two (2) years, which shall commence on October 1st. Each member of the Swim Team Board shall serve for a term lasting during one summer swim season (June through July). There shall not be any limit on the number of terms, consecutive or otherwise, which an individual can serve on the Swim Team Board.
The terms of the voting members of the Swim Team Board shall be staggered, as follows:
(1) During odd-numbered years (determined by the year in which the election is held), the “A” Meet Representative (Automation), the “B” Meet Representative (Meet Management shall be elected.
(2) During even-numbered years (determined by the year in which the election is held), the “A” Meet Representative (Meet Management), the Volunteer Coordinator and The Treasurer shall be elected.
