Laurel Hill Tritons

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ARTICLE I. PURPOSE

The Laurel Hill Community Swim Team (hereafter referred to as LHCST) is a nonstock corporation and shall be operated at all times exclusively for tax exempt purposes within the meaning of Section 501(c)(3) of the Internal Revenue Code and its regulations as they now exist or as they may hereafter be amended, or a corresponding section of any future federal tax code. The specific purposes and objectives of LHCST include but are not limited to the following:

a)To provide high quality professional coaching and technique instruction to swimmers of all ages and abilities;

b)To encourage physical fitness and develop advanced aquatic skills through swimming competition;

c)To instill the principles of teamwork, good sportsmanship, and self-confidence in its swimmers; and

d)To sponsor swimming events and social activities to build community spirit among the Laurel Hill and surrounding communities.

ARTICLE II. MEMBERSHIP AND VOTING

1. General Membership. General Membership shall extend to members of each family unit (hereafter referred to as “Member Family”). The Member Family consists of registered swimmers and their parents or guardians. General Membership implies a willingness to serve the swim team in a variety of capacities, including but not limited to serving on the Board of Directors, committees, and volunteering time for swim team and social events, as needed.
2. Membership Period. General Membership must be renewed on an annual basis by registering at least one (1) swimmer in at least one (1) swim session (summer or winter). The annual membership period commences at the start of the summer swim session each year.
3. Membership Voting Policy. Each Member Family shall cast one vote for elections or for other referendums presented by the Board of Directors for approval through a majority vote. Each Member Family may submit a vote in person or by proxy.

ARTICLE III. BOARD OF DIRECTORS

1. Number. The Board of Directors shall consist of no less than three (3) and no more than seven (7) representatives elected by the General Membership. The Board of Directors shall serve without compensation.
2. Term. Each individual representative on the Board of Directors shall hold a one (1) year term. At the end of the term, the representative can choose to remain on the board for an additional term. If the representative chooses not to remain for a second term, an election shall be held to fill the vacancy. An individual representative’s term cannot be renewed more than twice (serving no more than three (3) consecutive terms) without election as described herein.
3. Elections.
1. Board of Director representatives shall be elected by the General Membership (see Article II for membership and voting policy).
2. The election of Board of Director representatives shall take place electronically or in person at a meeting of the General Membership on or about October 1. The Board of Directors will make every effort to provide the General Membership with at least fifteen (15) days’ notice of the vote and the number of vacancies to be filled. This notice will be given electronically. General members may contact the Board of Directors to self-nominate for vacancies. The closing date for self-nominations is ten (10) days prior to the vote.
3. Each Member Family shall be entitled to cast one vote for each vacancy on the Board of Directors. Cumulative voting is not authorized.
4. Filling Vacancies. In the event of a vacancy on the board, the Board of Directors will solicit self-nominations and hold an election to fill the vacancy for the remainder of the term.
5. Meetings. Any BOD representative can request a regular meeting of the Board of Directors. A quorum of the Board of Directors shall be defined as a simple majority.

ARTICLE IV. BOARD OF DIRECTORS

1. General. The Board of Directors shall have at minimum a President, a Secretary, and a Treasurer. The positions held by each of the BOD representatives will be announced to the General Membership.

Board of Director representatives may also serve as a committee coordinators, as needed (see Article VI).

1. Responsibilities. The Board of Directors are responsible for:

●Serving as the liaison between the swim team and the Laurel Hill Community HOA, including for matters regarding establishing a Memorandum of Understanding for use of the Laurel Hill Community pool;

●Coordination of committee volunteers, as described in Article VI; and

●Ensuring, in conjunction with the Board, that the swim team has proper coaching resources, including facilitating the application and hiring process for coaches and assistant coaches.

●Filing of all reports required by law

●Ensuring that the Corporation has a Registered Agent.

●Developing an annual proposed budget.

ARTICLE V. SWIM LEAGUE TEAM REPRESENTATIVE(S)

The Team Representatives, under the direction of the Board, serve as a liaison between the Swim League, the team coaches, and the parents.

1. Number. The team shall have up to two (2) Swim League Team Representatives as elected by the General Membership in a simple majority vote.
2. Term. Each Team Representative shall hold a two (2) year term, at which time the General Membership will elect a Team Representative by a simple majority vote. When there are two Team Representatives, the terms will be staggered such that each year an election is held for only one (1) Team Representative position.

ARTICLE VI. COMMITTEE VOLUNTEERS

The LHCST is a volunteer-based organization. Each year in January, the Board will solicit committee volunteers from the General Membership to facilitate successful operation of the upcoming summer and winter swim sessions.

ARTICLE VII. GENERAL MEMBERSHIP MEETINGS

1. Annual Meeting. The annual meeting of the membership of the Corporation shall be held prior to summer swim open registration each year, at such time and place as the Board of Directors may designate. This meeting will include in its agenda the presentation of an annual financial statement and a proposed budget for the summer and winter swim sessions.
2. End of Summer Meeting. The End of Summer Meeting shall be held in September each year, at such time and place as the Board of Directors may designate. This meeting will include in its agenda any elections for Board of Director vacancies or other referenda as presented by the Board of Directors.
3. Notification of meetings. Notice of general membership meetings, to include time and place, shall be given to all members at least fifteen (15) days prior to the date set for such meetings.
4. Procedures. The Roberts Rules of Order will govern all meetings of the Board of Directors and of the general membership of the Corporation.

ARTICLE VIII. GENERAL PROVISIONS

1. Conformity with Regulations. All powers, authority, duties and functions of the Board of Directors of the Corporation shall be exercised in strict conformity with applicable provisions of law and regulations, and in conformity with these Bylaws and the articles of incorporation.
2. Safekeeping of Records. Copies of organization papers of the Corporation, including the articles of incorporation, Bylaws, and amendments thereto, and the membership records, shall be preserved in a place of safekeeping.
3. Insurance. The Board of Directors shall maintain in force insurance as legally required and in accordance with Swim League or other obligations.
4. Memorandum of Understanding with Laurel Hill Community Association. The Corporation operates summer swim through a memo of understanding with LHCA. This MOU is hereby incorporated by reference.

ARTICLE IX. RESTRICTIONS AND LIMITATIONS

1. No part of the net earnings of LHCST shall inure to the benefit of, or be distributable to its members, trustees, officers, or other private persons, except that LHCST shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes set forth in Article I hereof.
2. No substantial part of the activities of LHCST shall be the carrying on of propaganda, or otherwise attempting to influence legislation, and LHCST shall not participate in, or intervene in (including the publishing or distribution of statements), any political campaign on behalf of or in opposition to any candidate for public office.
3. LHCST shall have no power to make a loan to any of its directors or members.

ARTICLE X. DISSOLUTION

Upon the dissolution of LHCST, assets shall be distributed to one or more exempt purposes within the meaning of section 501(c)(3) of the Internal Revenue Code, or the corresponding section of any future federal tax code, or shall be distributed to the federal government, or to a state or local government, for a public purpose. Any such assets not so disposed of shall be disposed of by a Court of Competent Jurisdiction of the county in which the principal office of LHCST is then located, exclusively for such purposes or to such organization or organizations, as said Court shall determine, which are organized and operated exclusively for such charitable purposes to benefit entities in Fairfax County.

ARTICLE XI. AMENDMENTS TO BYLAWS

Amendments to these Bylaws may be adopted by two-thirds of the Board of Directors present at a duly held meeting of the Board. The General Membership shall be notified of amendments to the Bylaws.