AMAM By-Laws

USMS Allegheny Mountain Masters

By-Laws of the

Local Masters Swim Committee

For Allegheny Mountain Association

ARTICLE I: ORGANIZATION

SECTION I: OBJECTIVES, TERRITORY & JURISDICTION

A. Objectives: The objective shall be to promote and develop competitive swimming for the benefit of adult swimmers of all abilities, in accordance with the standards and under the rules prescribed by the Federation Internationale de Nation Amateur (“FINA”), US Masters Swimming, Inc. (“USMS”), and the Local Masters Swim Committee for Allegheny Mountain Association (“LMSC for AMAM”).

B. Territory: The territory of the LMSC for AMAM includes all counties in Pennsylvania west of Potter, Clinton, Center, Huntingdon and Bedford Counties; Counties of Marshall, Brook, Onion and Hancock in West Virginia and Counties of Columbiana, Belmont and Jefferson in Ohio.

C. Jurisdiction: The LMSC for AMAM has jurisdiction over the sport of Masters Competitive Swimming as has been delegated to it by USMS.

SECTION II: MEMBERSHIP

A. Classes of Membership:

(1) Individual members include athletes, coaches, officials, administrators, or persons otherwise interest in the purposes and programs of the LMSC for AMAM. On joining LMSC for AMAM, these individuals will receive a membership card which certifies their membership, and may attend all meetings of the LMSC for AMAM with voice by not vote.

(2) Club members include those swim organizations which have registered as CLUB members of the LMSC for AMAM and who have athletes registered to represent said organization in the sport of masters swimming.

B. Responsibilities of Membership:

(1) Individual members shall become cognizant of the objectives, and policies of the LMSC for AMA and USMS and shall abide by these rules, objectives and policies.

(2) Club Members:

a. Club members shall endeavor to inform their athlete members of the rules, objectives, and policies of the LMSC for AMAM and USMS.

b. Club members shall appoint a voting delegate(s) to the LMSC for AMAM as provided in bylaws (Article I, Section 3).

c. Club members shall designate a representative to receive meet announcements.

d. Any income derived by a club member from the promotion of masters swimming by LMSC for AMAM members must be used for the further promotion of masters swimming and the welfare of the LMSC for AMAM as a whole.

SECTION III: BOARD OF DIRECTORS

A. Membership: The membership of the board of directors of LMSC for AMAM shall consist of the officers, the chairpersons of standing committees, and of club delegates.

(1) Officers: The officers of the LMSC of AMAM consist of the chairman, secretary, and treasurer. Each officer serves a term of two years or until a successor is selected. Officers are elected at a general meeting of the LMSC for AMAM held no later than November 1^st of even-numbered years.

a. Duties of the Chairman: The chairman calls meetings when and where deemed necessary, presides at all meetings, and appoint committee chairmen for standing and ad hoc committees as necessary to Fulfill the duties and responsibilities of the LMSC for AMAM, wit the advice and consent of the Board of Directors.

b. Duties of the Secretary: The secretary is responsible for keeping a record of all meetings, conducting official correspondence, issuing meeting notices and copies of the minutes to the Board of Directors, and making such reports to the national office as required by USMS rules.

c. Duties of Treasurer: The treasurer receives all the monies and bills approved by the Finance Committee of Board of Directors. The treasurer is responsible for maintaining all financial records, including band and checking records, and for making timely reports to the Board of Directors.

(2) Standing Committees: The Standing committees of the LMSC for AMA include the finance, registration, competition, top tem/records, and review committees. The chairperson of the finance committee shall be the treasurer. All other committee chairment shall be appointed by the LMSC Chairman.

a. Finance Committee: The Finance Committee shall review regular cash flow statements prepared by the treasurer, including receipts and disbursements; assist the LMSC Chairman in the preparation of the annual budget; provide for an annual audit of the committee’s financial records; and approve all expenditures in excess of $100.

b. Registration Committee: The registration committee shall process individual and club applications for membership in LMSC for AMA/USMS; keep accurate records of said individual and club registrations; and make such reports to the USMS registration chairman and /or registrar as are required by USMS rules.

c. Competition Committee: The competition committee shall oversee the competitive swimming program to insure that the LMSC for AMA program offerings are consistent with USMS and LMSC for AMA objectives, rules, and policies; process applications for meet and event sanctions; process referee’s and financial reports from sanctioned competitions and events; keep accurate records of said sanctions and reports; develop and schedule the meet program; promote competent officiating; make suggestions for projects and priorities to the Board of Directors, and develop long-range plans for the LMSC for AMA programs;

d. Top Ten/Records Committee: The top ten/records committee shall maintain AMA masters swimming records; and review LMSC for AMA meet results and prepare lists of swimmers for national top ten consideration.

e. Review Committee: The review committee may conduct hearings on any matter affecting the LMSC for AMA and arising solely within the territorial jurisdiction of the LMSC for AMA, and involving only its members. The review committee may recommend that any athlete, club, or group member who has contravend and of the rules of the LMSC for AMA, or who has acted in a manner which brings disrepute upon the sport of masters swimming be censured, suspended for a definite period of time.

(3) Club Representatives: Each registered club member is entitled to one voting delegate to the LMSC Board of Directors. If the club member has over 50 registered masters swimmers, it is entitled to a second voting delegate, and if over 100 registered masters swimmers, it is entitles to a third voting delegate.

SECTION 3: MEETING OF THE BOARD OF DIRECTORS

A. The annual meeting of the Board of Directors shall be help no later than November 1 of each year for the purpose of elections, with new officers’ terms beginning January 1 of the succeeding year.

B. Special meetings may be called upon the request of any two officers; should the chairman fail to call regular meetings or should special meetings be required.

C. Notices of meetings shall contain the time, date and site. Notices shall be mailed not less than fifteen days prior to the date of the meeting and shall be mailed to the address last given to the secretary by each member of the Board of Directors.

D. Order of Business: At all meetings of the Board of Directors the order of business shall be:

(1) Roll Call

(2) Reading, correction and adoption of minutes

(3) Reports of officers

(4) Reports of committee chairpersons

(5) Unfinished business

(6) Elections when appropriate

(7) New business

(8) Resolutions and orders

(9) Adjournment

E. Quorum: A quorum at all meetings shall consist of 1/3 of the voting membership of the LMSC for AMA Board of Directors.

F. Rules of Order: It is recommended that the current Roberts Rules of Order shall be the procedural rules.

ARTICLE II: RULES AND POLICIES OF LMSC FOR AMA

SECTION 1: REGISTRATION

A. Individual Member Registration

(1) Registration is required prior to participation in any LMSC for AMA sanctioned competition. Proof of registration will be required for LMSC at AMA sanctioned competitions.

(2) A swimmer’s USMS registration card must list them as either being affiliated with a USMS club or as being unattached.

(3) Registration of individual athlete members shall conform with the age groups currently recognized by USMS, namely the registration of Athletes aged 20 years and older.

(4) Registration is required of all members of the board of directors with the exception of members of the review committee.

B. Club Registrations

(1) Clubs entered as teams in LMSC for AMA competitions must be current members of USMS in good standing. If the club does not hold a USMS club membership, then its swimmers, even though they may be individual members of USMS, must swim unattached, and any points scored by them may not be counted toward a team total.

(2) Club registration is required for a club to have a voting delegate(s) on the LMSC Board of Directors.

(3) Applications for club registrations must include a constitution, bylaws, or statement of purpose describing the objectives and goals of the club.

SECTION 2: RULES AND PROCEDURES FOR THE CONDUCT OF MEETS

A. Eligibility for Competition

(1) USMS registration is required of all individuals who participate in LMSC for AMA – sanctioned competitions. In addition, a medical examination is strongly advised for all swimmers prior to competition.

(2) Clubs entered as a team must have USMS club registration.

B. Scheduling of Meets

(1) Short course season: meets shall normally be short course from September 1^st to the date for the national short course masters swimming championship.

(2) Long course season: whenever possible, meets shall be long course from the date of the national short course masters swimming championships to August 31^st.

(3) Sponsorship of meets: Meets may be sponsored by LMSC for AMA member clubs, or other organizations interested in the promotion of masters sports.

(4) Whenever possible, no two meets will be scheduled on consecutive weeks.

C. Sanctions

(1) All swimming events held within the territorial limits of the LMSC for AMA must be sanctioned, including meets, clinics, swim-a-thons, or exhibitions.

(2) Only times from sanctioned meets conducted according to USMS and LMSC for AMA rules will be recognized for records or top ten times consideration.

(3) A sanction fee will be charged to the sponsoring club of organization. The sanction fee shall be set yearly by the Board of Directors.

(4) Applications for sanctions may be obtained from and should be submitted to the Chairman of the Competition Committee.

(a) It is recommended that applications for sanctions be made at least 60 days prior to the meet or event.

(b) Two copies of the meet announcement should be included with the sanction application. Meet announcements should not be distributed until sanction is issued.

(c) A financial report must be submitted to the Chairman of the Competition Committee within 60 days following the meet or event.

(d) Ordinarily no changes in the list of events or meet program will be permitted after a sanction has been granted. Requests for exception should be submitted to the chairman of the Competition Committee.

(5) There is no sanction fee whenever there is no entry fee.

D. Meet Announcements

(1) The events may be selected by the meet director or sponsoring club, who shall give consideration to the frequency with which various events have been swum in other LMSC for AMA meets. Members of the competition committee can assist in this regard.

(2) Novice events may be offered for those swimmers who have not previously competed and/or placed at that stroke and distance recommended novice events are the 50 free, back, breast and fly and the 100 IM. Stroke and turn judging shall be informational in novice events, and times from these events shall not be submitted for records or top ten times.

(3) Distribution: Sponsoring clubs are responsible for distribution of the meet announcement to:

(a) The designated representative of each member club

(b) Members of the LMSC for AMA Board of Directors

(d) Representatives of local sponsors of masters swimming

(4) Entry Procedure: When entering meets, each swimmer shall submit an entry form(s) which must include:

(a) Swimmer’s first & last name

(b) Age on first day of meet

(d) USMS registration number (meet directors are required to check “pending” and “applied for” numbers)

(e) Entry time for each event entered

(f) Full name of club or unattached

(g) Association membership

(h) Swimmer’s signature agreeing that “LMSC for AMA shall be free from any liabilities or claims for damages arising by reason of injuries to anyone during the conduct of the event”.

(5) Entry Fees: Entry fees for LMSC for AMA events shall not exceed $2.00 per individual event and $5.00 per relay event

(a) A $2.00 surcharge may be charged to defray the cost of electronic timing equipment.

(b) Entry fees for regional championships may not exceed fees specified for national championships as per USMS rules.

(6) General information for meet announcements should include the date, time, and location (map or directions), pool facilities, order of events, entry procedures, fee, awards, point scoring, names of meet manager, starter, and referee, meet results distribution concessions, etc.

(7) Specific requirements for meet announcements: Meet announcements must include the following statements and information:

(a) “Held under the sanction of U.S. Masters Swimming, INC. and the LMSC for AMA, sanction number . . .”

(b) An address for the LMSC for AMA

(d) Age groups for individual events: 20 – 24, 25 – 29, 30 – 34, 40 – 44, 45- 49, 50 – 54, 55 – 59, 60 – 64, 65 – 69, 70 – 74, 75 – 79, 80 – 84, 85 – 89, 90 & older. Age groups for relay events: 20 & older, 25 & older, 35 & older, 45 & older, 55 & older, 65 & older, 75 & older.

E. Procedures and conduct of meets

(1) Rules: Current USMS and LMSC for AMA rules apply to the conduct of meets sanctioned by LMSC for AMA.

(2) Meet operations are the responsibility of the sponsoring club or organization. The following concerns should be addressed:

(a) Preplanning: mail meet announcements on time, plan for weather changes, provide appropriate equipment and supplies all in good working order.

(b) Facilities: pool conditions, rest rooms, spectator/swimmer seating, parking, etc.

(3) Meet results:

(a) One copy of the official meet results should be sent to the top/ten records chairman as soon as possible or within 20 days after the meet.

(b) Two copies of the official meet results should be sent directly to the USMS top ten/records chairman as soon as possible or within 20 days after the meet.

(c) If a non-USMS registered swimmer participated in the meet, times achieved by that swimmer shall be marked with an asterisk on the meet results.

(d) Pending USMS records should be clearly indicated on the meet results and in such cases, a record application should be submitted as per article II, section 3.

(e) Original time cards must be kept by the meet director for one calendar year after the meet.

SECTION 3: LMSC FOR AMA RECORDS, USMS RECORDS, AND NATIONAL TOP TEN RECOGNITION

A. LMSC for AMA Records:

(1) LMSC for AMA maintains records for LMSC for AMA registered swimmers. These records may be achieved in any USMS sanctioned meet.

(2) If the time is achieved in a meet outside the Allegheny Mountain Association, it is the responsibility of the swimmer to submit a copy of the official meet results to the records chairman.

B. USMS Pending Records: When a USMS records is claimed, an official record application form shall be completed and signed by the meet referee. It electronic timing was used, the electronic operator shall also sign the record application and the primary printout tape shall be submitted with the record application. When electronic timing is not used, the head timer shall sign the record application and a duplicate of the swimmers’ original time card shall be prepared with the signature of each lane timer to be submitted with the record application. All such record applications shall be submitted directly to the USMS top ten/records chairman.

C. National Top Ten Times Recognition: Meet directors are responsible for submitting a copy of meet results to the LMSC for AMA top ten/ records chairman and two copies to the USMS top ten/records chairman.

(1) The association membership of unattached swimmers shall be designated on meet results.

(2) Times achieved by a non-USMS registered swimmer shall be marked with an asterisk on meet results.

ARTICLE III: MISCELLANEOUS

SECTION 1: Amendments to the Bylaws

A. Any provision of the bylaws of the LMSC for AMA not proscribed by the USMS may be amended at any legal meeting by an affirmative vote of a simple majority of the Board of Directors.

B. Because of the geographical distances within the Allegheny Mountain Association, by laws may also be amended by a mail vote of the Board of Directors. In the case of a vote by mail, a 2/3 majority of the members of the Board of Directors is required to amend the bylaws. This will not eliminate the need for an annual meeting as stated in Article 1, Section 3.

SECTION 2: Proxy Voting – any member of the LMSC for AMA Board of Directors may request representation by proxy at any legal meeting.

A. Such requests must be made in writing to the Secretary, and must be presented at the time of roll call.

B. Proxies must be registered LMSC for AMA members

SECTION 3: Group Exemption from Federal Income Tax: the following paragraphs are included in the LMSC bylaws so as to be consistent with Section 501(c)(3) of the Internal Revenue Code.

A. LMSC for AMA agrees to operate exclusively for public health, safety, and charitable purposes, including for such purposes, the making of distributions to corporations, trusts, community chests, funds, or foundations that qualify as exempt organizations under Section 501(c)(3) of the Internal Revenue code of 1954, as amended (or the corresponding provisions of any future United States Internal Revenue Law)

B. No part of the net earning of LMSC for AMA shall inure to the benefit of or be distributable to its members, directors, officers, or other private persons, except that the LMSC for AMA 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 III hereof. No substantial part of the activities of LMSC for AMA shall be the carrying on of propaganda, or otherwise attempting to influence legislation, and the LMSC for AMA shall not participate in or intervene in (including the publishing or distribution or statements) any political campaign on behalf of any candidate for public office. Notwithstanding any other provision of these articles of incorporation, the LMSC for AMA shall not carry on any other activities not permitted to be carried on:

(a) by a corporation exempt from the Federal Income Tax under Section 501(c)(3) of the Internal Revenue Code of 1954 (or corresponding provisions of any future United States Internal Revenue Law) or

(b) by a corporation, contribution to which are deductible under section 170

(c) of the Internal Revenue code of 1954 (or the corresponding provision of any future United States Internal Revenue Law)

C. Upon the dissolution of the LMSC for AMA, the Board of Directors shall, after paying, or making provisions for the payment of all the liabilities of the LMSC for AMA dispose of all the assets of the LMSC for AMA exclusively for the purposes of the LMSC for AMA in such a manner, or to such organization or organizations organized and operated exclusively for charitable, education, religious, literary or scientific purposes as shall at the same time qualify as exempt organization or organizations under Section 501(c)(3) of the Internal Revenue Code of 1954 (or the corresponding provision of any future United States Internal Revenue Law).