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By-Laws
Article I
Article II
Article III
Article IV
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Article VIII
Article IX
Article III Officers and Board of Directors
Section 1. The officers of this club shall be President, Vice-President, Secretary, and Treasurer. The immediate Past President shall act as an advisor to the Board and Directors, without vote.
Section 2. The Board of Directors will consist of the four elected officers of the club and, in addition, will include the 8 board members at large, who will be appointed by the President, and approved by the elected officers. These board positions will consist of:
a. Ways & Means
b. Meet Director
c. Officials
d. Publicity & Advertising
e. Communications
f. Membership
g. Redwood Empire Athletic League (REAL) Rep
h. Team Records/Awards
The individual job descriptions are as follows:
a. Ways & Means: The person who holds this Board position shall be responsible for the following duties:
  1. Chairing fund raising events for the club.
  2. Organization of all social functions (including awards banquet).
  3. Appointment of any committee as needed for assist.
  4. Attend all board meetings to function as a Board member in coordinating and assisting with the further advancement of VJO.
b. Meet Director: The person who holds this Board position shall be carded by Zone 3 as a meet director and be responsible for the following:
  1. Will organize and coordinate the jobs listed below:
    Entries (appoints chairperson)
    Clerk of the Course
    Programs
    Hospitality
    Snack Bar
    Advertising and Publicity
    Meet "Set Up"
    Marshals
    Desk (chairman)
    Ribbons & Awards in conjunction with Awards Chairman
  2. Appointment of any committee as needed for assist.
  3. Attend all Board meetings to function as a Board member in coordinating and assisting with the further advancement of VJ0.
c. Officials: The person who holds this Board position shall be carded at a Level II with Zone 3 in an on-deck position and will be responsible for the following:
  1. Organizing and setting up a yearly "Officials Clinic for the club.
  2. Official "carding" for all club members so eligible.
  3. Preplan assignments for timers and judges for all VJO club meets.
  4. Appointment of a committee to assist as necessary.
  5. Attend all Board meetings to function as a Board member in coordinating and assisting with the further advancement of VJ0.
d. Publicity & Advertising: The person who holds this Board position shall be responsible for the following duties:
  1. Coordination of the club's "Meet Program," which shall include solicited advertising and sponsorships.<\li>
  2. Initiate "Thank you" correspondence to all paid advertisers.
  3. Appointment of a committee to assist as necessary.
  4. Ensure that all club meet results, and any other pertinent club information be promptly distributed to all proper media sources.
  5. The organizing of a yearly team photograph, which shall include individual pictures, and be made available to the general membership for purchasing.
  6. Attend all Board meetings to function as a Board member in coordinating and assisting with the further advancement of VJ0.
e. Communications: The person who holds this Board position shall be responsible for the following:
  1. Organization of bi-monthly news letter, the "Shark", which shall be distributed to all club members.
  2. Posting of any pertinent information regarding upcoming club meets or activities on the bulletin board at the pool.
  3. Supervise organization of the "telephone committee."
  4. Attend all Board meetings to function as a Board member in coordinating and assisting with the further advancement of VJ0.
f. Membership: The person who holds this Board position, shall be responsible for the following duties:
  1. Collection of yearly membership fees, recording Pacific Swimming registration, and record of monthly dues. He/she shall maintain a current paid membership roster, and shall inform the Board of Directors when any member's dues become two months delinquent.
  2. Compilation and distribution of a club membership list. Updated copies distributed to the Board members, monthly.
  3. Distribution of VJO handbook to all member of the club.
  4. Supervise formation of a "welcome committee," which will be responsible for contacting all new club members, to insure that they are knowledgeable in the activities of, and their responsibilities to the club.
  5. Organize meetings, as necessary, for all new members to explain and/or direct through their first competitive swim meet.
  6. Attend all Board meetings to function as a Board member in coordinating and assisting with the further advancement of VJ0.
  7. Organize yearly U.S. Swimming carding for all club members.
g. REAL Representative: The person who holds this Board position shall be responsible for the following:
  1. Attend monthly REAL meetings as representative of VJO.
  2. Attend all Board meetings to report on REAL activities and to function as a Board member in coordinating and assisting with the further advancement of VJO.
h. Team Records/Awards: The person who holds this Board position shall be responsible for the following:
  1. Keep updated recording of team records and time standards achieved.
  2. Purchase and distribute motivational and achievement awards, including the purchase of "Awards Banquet' awards and meet awards in conjunction with the Meet Director.
  3. Compile all information for "awards m.~ht" yearbook and format.
  4. Attend all Board meetings to function as a Board member in coordinating and assisting with the further advancement of VJO.
Section 3. Term of office. Officers and members of the Board of Directors shall hold office for a term of one year, commencing October 1 and ending September 30 of the following calendar year. No officer shall be eligible for the same office for more than two consecutive years.
Section 4. Qualification for the Board of Directors requires the member to have been active in the club for not less than six months unless special approval is granted by the Board, allowing waiver of such qualification.
Section 5. Election. The General Membership will nominate a slate of officers in the number required by Section 1 of this article to be presented at the annual election meeting held in September.
Section 6. Authority. The affairs of this non-profit corporation shall be managed by the Board of Directors within the limits of the constitution. No other persons may collect funds, make contracts, incur expenses, or initiate any actions in the name of this organization without prior approval of the Board of Directors.
a. The Board of Directors may authorize any officer or agent to enter into any contract in the name and on behalf of VJO.
b. The Board of Directors shall authorize payment of expenditures, create standing committees as are deemed necessary to carry on the work of the Vallejo Aquatic Club and, administer all matters pertaining to the employment of the head coach.
c. The Board of Directors shall prepare the annual budget to be presented and approved by the General membership at the annual meeting.
d. The Board of Directors shall determine the periodic fees and obligations necessary to the maintenance of a successful swimming program within a balanced financial plan except for monthly base fees which will be established pursuant to Article 7, Section 2.
e. The Board of Directors may not incur indebtedness for any purpose in the name of the club without prior approval of the general membership, at a general membership meeting.
f. The Board may authorize each year an audit of the financial records and authorized payments of expenditures. A majority of a quorum of the general membership at any regular or special membership meeting may require an audit of these same records and payments of expenditures.
g. The Board of Directors may offer financial incentives/support to any year around age group swimmer who wishes to participate in an aquatic program not available through VJO, but which meets the goals of VJO as set forth in the bylaws. Participants wishing support must make a formal presentation and request to the Board at a regularly scheduled meeting. The Board will render a decision at the next regularly scheduled meeting.
Section 7. Vacancies. When any officer or director fails to adequately perform the duties of his office or fails to attend three consecutive meetings of the Board, without an adequate excuse, the Board of Directors may declare his office vacant. In the event the office of President becomes vacant; the Vice-President shall assume that office. Other office vacancies and vacancies on the Board shall be filled by appointment by the President with the approval of the remaining directors, and the new officer and or directors shall serve until the next annual election.
Section 8. Successor. Each Officer and Director, upon the expiration of his term of office, or in the case of resignation, shall turn over to his successor, without delay, all reports, books, funds and other material pertaining to his office.
Section 9. Seven members of the Board of Directors will constitute a quorum.


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