Board of Directors

A key piece in accomplishing Elk Grove Aquatics Club’s mission is our board directors. The board is made up of 10 swim team member parents, and the Head Coach. The Board of Directors meets together on a monthly basis to discuss issues related to our organization as a whole. The 10 volunteer swim parents/guardians manage EGAC’s business operations and fiscal responsibilities. Election of Board Members is held each year at the beginning of the summer swim season in April or May. Elected Board Members serve a two-year term, and 6 month transitional while they train their replacements. Board member positions are President, Vice President, Treasurer, Billing Specialist(non-voting member),  Secretary, Registrar, LSC Representative, Parliamentarian, Parent Liaison (non-voting member), Volunteer Coordinator, Fundraising Coordinator (non-voting member), and the Head Coach would also serves as a voting member of this board. Board meetings are held the second Wednesday of each month. Anyone is welcome and encouraged to attend.

Responsibilities and goals help foster an environment of team cohesiveness. By providing regular social, team-building opportunities, the Board hopes to nurture the team and to instill a sense of team pride in support of the team vision and leadership of the Head Coach.  Parents/guardians and swimmers will be more motivated to be a part of EGAC, when they feel valued and enjoy themselves.

The EGAC Board will maintain vital relationships with the City of Elk Grove, Cosumnes River College, and the Elk Grove Unified School District. By building relationships within the community and seeking business sponsorship to establish a strong financial base for future growth. EGAC will also submit grant applications under its 501(c)(3) non-profit status.

The EGAC Board plans to make our team more visible to the community through the use of various avenues: Media – Articles that highlight the accomplishments of our swimmers at swim meets will be submitted monthly to the Elk Grove Citizen and the Sacramento Bee, and other local news media. Community Events – Participation in local Elk Grove events, such Food Drives, Elk Grove Cancer Walk, will make our team more recognizable to help foster our Philosophy “Character Builds Community” through Outreach Communication and volunteering.

President – Dominique Parke
president@egacgators.com

Vice President – Jeff Medeiros
vicepresident@egacgators.com

Secretary – Diane McEntee
secretary@egacgators.com

Treasurer & Assistant Treasurer – Darrin and Kristen Chen
treasurer@egacgators.com

Registrar – Gregg Rudes
registrar@egacgators.com

Head Coach – Chris Oshiro
coachchris@egacgators.com

LSC Representative – Debra Hill
lscrep@egacgators.com

Volunteer Coordinator – VACANT
volunteer@egacgators.com

Parent Liaison (Non-Voting) – Sarah Rudes
parentliaison@egacgators.com

Parliamentarian – VACANT

Board Position Job Descriptions

President

  1. Preside at all meetings of the Board and General Assembly.
  2. Appoint the Committee Chairperson(s).
  3. Coordinate all Association activities.
  4. Perform such duties as custom and parliamentary usage may require, or as the membership directs.
  5. The President may appoint a Parliamentarian at his/her discretion.

Vice President

  1. Assist the President in any way possible.
  2. Assume the duties of and/or complete the unexpired term of the President in his/her 
absence.
  3. Update team website.

Secretary

Attend and keep separate minutes of all meetings of the Board of Directors and Members.

  1. Provide the Board of Directors with minutes of all the meetings.
  2. Conduct the official correspondence of the Association at the direction of the Board
  3. Preserve all the current year official records and documents pertaining to EGAC

Treasurer

  1. Be responsible for the receipts and disbursements of all funds of EGAC and keep an accurate record thereof.
  2. Disburse funds authorized by the Board on a duly authorized check with a cosigner
  3. Be responsible for filing of proper tax forms on time.
  4. Maintain a current list of active swimmers.

Registrar


  1. Ensure that all eligible applicants are currently registered with the LSC for USA Swimming.
  2. Maintain a current list of active swimmers.
  3. Register the team and coaches with the LSC for USA Swimming and ensure that all necessary paperwork and certifications are collected and submitted on time.
  4. Collect and forward fees and associated data to the proper LSC, league, or meet official.

LSC Representative


  1. Represent EGAC at LSC meetings.
  2. Be responsible for reporting information from the LSC to the EGAC Board of Directors.

Parent Liaison

  1. Act as liaison between the Members and the Board Members.
  2. Organize and execute special events.
  3. Organize new family buddy system (work in progress)
  4. Non-voting position

Volunteer Coordinator

  1. Track family volunteer hours for quarterly billing of delinquent accounts
  2. Work with Parent Liaison to create volunteer opportunities for team families

Team Bylaws

ARTICLE I: PURPOSES AND OBJECTIVES

Elk Grove Aquatics Club (“EGAC”) is a self-sufficient, self –directed and non-profit amateur athletic organization. It’s primary and exclusive objective is to actively promote financial, moral and social assistance, in accordance with Section 501(c)(3) of the Internal Revenue Code, to the EGAC Swim Team, which is necessary for the benefit and development of national and international amateur competitive sportsmanship and its lasting values.

In accordance with Section 501(c)(3) of the Internal Revenue Code, no Member of the Association shall receive any profit from the activities or functions of the association. No substantial part of the activities of this organization shall consist of carrying on propaganda, or otherwise attempting to influence legislation, and the organization shall not participate or intervene in any political campaign (including the publishing or distribution of statements) on behalf of any candidate for public office.

ARTICLE II: MEMBERSHIP

SECTION 1. Eligibility

A. Membership is available to all parents or guardians of children on the competitive EGAC swim team. A Member is defined as a family with at least one registered swimmer in the Sierra Nevada Swimming Local Swimming Committee (“LSC”) with EGAC. Neither EGAC nor coaches shall discriminate for or against an applicant for association or team membership on the basis of race, religion, culture, creed, national, or ethnic origin.

SECTION 2. Voting Privileges

A. All Members shall have the same voice and no more, regardless of amounts of donation given in time, material, effort, or money, to and for EGAC. A Member will have one vote per family.

B. The EGAC Head Coach will have the same voting privileges as a Member.

SECTION 3. Member Meetings

1/29/2015

A. Member Meetings shall be set by the President of the Board of Directors of this Association at such time deemed necessary to carry out the business and objectives.

B. No action shall be taken by the Association unless approved by a majority of those Members present and voting.

SECTION 4. Annual Meeting (amended 1/29/15)

A. The annual meeting shall be held within 1 month of the end of short course season, at which time elections of officers of this Association shall be held.

SECTION 5. Quorum

A. A quorum shall constitute a majority of the Members present and voting, provided that its membership has been duly notified via EGAC website and/or email(s).

ARTICLE III: BOARD OF DIRECTORS

SECTION 1. Composition

A. The Board of Directors shall be composed of the elected officers of this Association and, if appointed, the Parliamentarian. The Parliamentarian shall serve without a vote as stated in Article IV, Section (4)(I).

B. Two people from the same family cannot be on the Board of Directors at the same time unless approved by the sitting Board.

C. Board Members are not required to have to have a swimmer on the team, however, no more than two Board Members may have this status concurrently.

SECTION 2. Powers and Duties

A. The Board of Directors of EGAC shall:
1. Be the governing body of the Association.
2. Keep all Members informed of upcoming swim meets, special events and meetings of this

Association.
3. Act as liaison between the Members of this Association and coaches.
4. Establish fiscal policy for the Association.
5. Perform such other duties as directed by the membership.
6. Assure the Club’s compliance with the principles and policies of Section 501(c)(3) of the

Internal Revenue Code, thus maintain EGAC tax exempt status.
7. Have the power to set up an equitable dues schedule that would keep the team fiscally sound

as well as encourage more families to participate in the team fund-raising events. Any increase in dues will have to be voted by a quorum of the Board of Directors and passed by a simple majority.

8. Have 1 vote each at the Board meetings (or e-mail votes) regarding EGAC decisions. SECTION 3. Quorum

A. Four members of the Board of Directors shall constitute a quorum.

ARTICLE IV: OFFICERS

SECTION 1. Officers

A. The Officers of this Association shall be the President, Vice President, Secretary, Treasurer, Registrar, Local Swimming Committee Representative (“LSC”), Parent Representative, Head Swim Coach and, if appointed, the Parliamentarian.

SECTION 2. Appointees
A. The Parliamentarian shall be appointed by the President with the approval of the membership.

SECTION 3. Term

A. The term of office shall be for one year, or until the successors are elected and have assumed office. An individual may only serve on the Board for six consecutive terms of which only three consecutive terms may be served in any one position. An individual can return to the Board after a one or more term(s) absence.

B. A Member must be a prior Board Member before he/she may serve as President. If there is not a current or prior Board Member available to run for President, the Board can open it up to all Members.

SECTION 4. Powers

A. President
1. The President shall:

  1. Preside at all meetings of the Board and General Assembly.
  2. Appoint the Committee Chairperson(s).
  3. Coordinate all Association activities.
  4. Perform such duties as custom and parliamentary usage may require, or as the membership directs.

2. The President may appoint a Parliamentarian at his/her discretion.

B. Vice President
1. The Vice President shall:

  1. Assist the President in any way possible.
  2. Assume the duties of and/or complete the unexpired term of the President in his/her

absence.

C. Secretary
1. The Secretary shall:

  1. Attend and keep separate minutes of all meetings of the Board of Directors and Members.
  2. Provide the Board of Directors with minutes of all the meetings.
  3. Conduct the official correspondence of the Association at the direction of the Board
  4. Preserve all the current year official records and documents pertaining to EGAC

D. Treasurer
1. The Treasurer shall:

a. b.

c. d.

E. Registrar
1. The

Be responsible for the receipts and disbursements of all funds of EGAC and keep an accurate record thereof.

Disburse funds authorized by the Board on a duly authorized check with a cosigner (see Article VII, section (1)(B).
Be responsible for filing of proper tax forms on time.
Maintain a current list of active swimmers.

Registrar shall:
Ensure that all eligible applicants are currently registered with the LSC for USA Swimming.
Maintain a current list of active swimmers.
Register the team and coaches with the LSC for USA Swimming and ensure that all necessary paperwork and certifications are collected and submitted on time.
Collect and forward fees and associated data to the proper LSC, league, or meet official.

F.

G.

LSC Representative
1. The LSC Representative shall:

  1. Represent EGAC at LSC meetings.
  2. Be responsible for reporting information from the LSC to the EGAC Board of Directors.

Parent Representative
1. The Parent Representative shall:

  1. Act as liaison between the Members and the Board Members.
  2. Organize and execute special events.

a.

b. c.

d.

H. Head Swim Coach
1. The Head Swim Coach shall:

a. Provide the Board of Directors with reports of Swim Team progress, projected competitive schedules, equipment requests and general team activity information.

I. Parliamentarian
1. The Parliamentarian shall:

a. Be informed on Robert’s Rules of Order, newly revised.

b. Advise the presiding officer on points of parliamentary law. He/She shall give similar advice to members of this Association when requested.

c. Be a Member of the Bylaws Committee.
Section 5. Removal of a Board Member

A. If an Officer /Board Member is not fulfilling his/her duties as listed above and is not attending at least 50% of the Board meetings, a Board Member may be removed from his/her position by a vote of the Board of Directors and passed by a simple majority of the Board.

ARTICLE V: COMMITTEES

SECTION 1. Types of Committees and Terms of Office

A. Standing Committees
1. One year term by appointment

a. Bylaws and Policy. The President may appoint an individual who will serve as chairman of the Bylaws Committee. It shall be the responsibility of the chairperson to appoint a committee and submit amendments and changes in policy to the Board of Directors. Any change in bylaws approved by the Board of Directors shall be submitted to the Members for final approval and adoption.

b. Ways and Means. The President may appoint an individual who will serve as chairman of the Ways and Means Committee. It shall be the responsibility of the chairperson to appoint a committee. The Ways and Means chairperson shall present proposed fund raising activities to the Board of Directors and shall be responsible for the coordination of these activities and shall be responsible for the coordination of these activities and shall present a detailed Report to the Board of Directors upon completion of said activities.

B. Special Committees
1. The President may appoint special committees when deemed necessary or as directed by the

Members.

ARTICLE VI: PARLIAMENTARY AUTHORITY Robert’s Rules of Order, newly revised shall be Parliamentary authority.

SECTION 1. Expenditures

ARTICLE VII: AMENDMENTS

A. Any expenditure over $50.00 (fifty dollars) must be approved in advance by a quorum of the Board of Directors except expenses related to: Pool rent, payroll, taxes, team-related registrations, and insurance.

B. All checks over $500.00 (five hundred dollars) shall be signed by two Board Members except for expenses related to pool rent, payroll, taxes, team-related registrations, and insurance. If an on-line check is used, it should be approved by two Board Members that are signers on the team’s bank account. A check request form will be used in the on-line situation. The check request form will be filed and kept with the financial records.

SECTION 2. Membership Interest in EGAC Property

  1. No person other than a Member will have any interest in the property of this Association.
  2. No Member of this Association shall receive any profit from Association functions or activities.
  3. No indebtedness shall be incurred by the Association without a majority vote of Members in

attendance at the General Meeting. None of the Association Members shall be personally liable for the debts or liabilities of the Association.

ARTICLE IX: ANNUAL AUDIT

EGAC’s financial records shall be informally audited on an annual basis for the purpose of insuring accuracy and honesty in the manner in which they are kept.

Article 12 – Officers

12.1 Officers
The officers of EGAC shall be a president, vice president, a secretary, a treasurer, registrar, parent liaison, local swimming committee representative and head coach. Any number of offices may be held by the same person, except that neither the secretary nor the treasurer may serve concurrently as either the

president or chairman of the board. A Member must be a prior Board Member before he/she may serve as President. If there is not a current or prior Board Member available to run for President, the Board can open it up to all Members. An individual may only serve on the Board for six consecutive terms of which only three consecutive terms may be served in anyone position. An individual can return to the Board after a one or more term(s) absence.

12.2 Election of Officers

The officers of EGAC, except those appointed in accordance with the provisions of Section 12.3, shall be chosen by the board members and each shall serve at the pleasure of the board, subject to the rights, if any, of an officer under any contract of employment.

12.3 Subordinate Officers

The board members may appoint, and may authorize the chairman of the board or the president or another officer to appoint any other officers that the business of EGAC may require, each of whom shall have the title, hold office for the period, have the authority and perform the duties specified in the bylaws or determined from time to time by the board members.

12.4 Removal of Officers

Subject to the rights, if any, of an officer under any contract of employment, any officer may be
removed, with or without cause, upon vote of two-thirds of the board members on the board members at any regular or special meeting of the board or, except in case of an officer chosen by the board
members, by an officer on whom such power of removal may be conferred by the board members.

12.5 Resignation of Officers

Any officer may resign at any time by giving written notice to EGAC. Any resignation shall take effect at the date of the receipt of that notice or at any later time specified in that notice. Unless otherwise specified in that notice, the acceptance of the resignation shall not be necessary to make it effective.
Any resignation is without prejudice to the rights, if any, of EGAC under any contract to which the officer is a party.

12.6 Vacancies in Offices
A vacancy in any office because of death, resignation, removal, disqualification or any other cause shall be filled only in the manner prescribed in Section 12.2 for regular appointments to that office.

12.7 Responsibilities of Officers
(a) Chairman of the board. If such an office be elected, the chairman of the board shall preside at the meeting of the board members and exercise and perform such other powers and duties as may be from time to time assigned to him by the board members or prescribed by the bylaws. If there is no president, the chairman of the board shall, in addition, be the chief executive officer of EGAC and shall have the powers and duties prescribed in paragraph (b), below.

(b) President. Subject to such supervisory powers as may be given by the board members to the chairman of the board, if any, the president shall, subject to the control of the board members, generally supervise, direct and control the business and the officers of EGAC. He shall preside at all meetings of the members and, in the absence of the chairman of the board or if there is none, at all meetings of the

board members. He shall have such other powers and duties as may be prescribed by the board members or the bylaws.

(c) Vice president. In the absence or disability of the president, the vice president shall perform all the duties of the president and when so acting shall have all the powers of and be subject to all the restrictions upon, the president. The vice president shall have such other powers and perform such other duties as from time to time may be prescribed by the board members or the chairman of the board.

(d) Secretary. The secretary shall attend to the following:

(i) Book of minutes. The secretary shall keep or cause to be kept, at the principal office or such other place as the board members may direct, a book of minutes of all meetings and actions of board members, committees of board members and members, with the time and place of holding, whether regular or special and, if special, how authorized, the notice given, the names of those present at such meetings, the number of members present or represented at members’ meetings and the proceedings of such meetings.

(ii) Membership records. The secretary shall keep, or cause to be kept, at the principal office as determined by resolution of the board members, a record of EGAC’s members, showing the names of all members and their addresses.
(iii) Notices, seal and other duties. The secretary shall give, or cause to be given, notice of all meetings of the members and of the board members required by the bylaws to be given. He shall keep the seal of EGAC in safe custody. He shall have such other powers and perform such other duties as may be prescribed by the board members or the bylaws.

(e) Treasurer.

(i) Books of account. The treasurer shall keep and maintain, or cause to be kept and maintained, adequate and correct books and records of accounts of the properties and business transactions of EGAC, including accounts of its assets, liabilities, receipts, disbursements, gains, losses, capital, retained earnings and other matters customarily included in financial statements. The books of account shall be open to inspection by any board member at all reasonable times.

(ii) Deposit and disbursement of money and valuables. The treasurer shall deposit all money and other valuables in the name and to the credit of EGAC with such depositories as may be designated by the board members; shall disburse the funds of EGAC as may be ordered by the board members; shall render to the chairman of the board and/or the president and board members, whenever they request it, an account of all of his transactions as treasurer and of the financial condition of EGAC; and shall have other powers and perform such other duties as may be prescribed by the board members or the bylaws.

(iii) Bond. If required by the board members, the treasurer shall give eRA a bond in the amount and with the surety or sureties specified by the board for the faithful performance of the duties of his office and for restoration to EGAC of all its books, papers, vouchers, money and other property of every kind in his possession or under his control on his death, resignation, retirement or removal from office.

(f) Registrar.

(i)Ensure that all eligible applicants are currently registered with the LSC for USA Swimming.
(ii) Maintain a current list of active swimmers.
(iii) Register the team and coaches with the LSC for USA Swimming and ensure that all necessary paperwork and certifications are collected and submitted on time.
(iv)Collect and forward fees and associated data to the proper LSC, league, or meet official.

(g) Parent Liaison. Shall act as liaison between the Members and the Board Members and organize and execute special events.

(h) Head Swim Coach. Provide the Board Members with monthly reports of Swim Team progress, projected competitive schedules, equipment requests and general team activity information.

(i) Parliamentarian. Shall be appointed by the President at his or her discretion. Shall be informed on Robert’s Rules of Order, newly revised. Advise the presiding officer on points of parliamentary law. He/She shall give similar advice to members of this Association when requested, and be a Member of the Bylaws Committee.

12.8 Fees and Compensation

Officers shall receive:
(a) no compensation for their services and

(b) such reimbursement of expenses as may be determined by resolution of the board members to be just and reasonable.

12.9

Membership Interest in EGAC Property

(a)
(b)
C. No indebtedness shall be incurred by the Association without a majority vote of Members in attendance at the General Meeting. None of the Association Members shall be personally liable for the debts or liabilities of the As