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By-Laws

Please click here for a PDF copy of the By-Laws.

 


BY-LAWS OF COPPERMINE SWIM CLUB

ARTICLE I

NAME

The name of the organization shall be COPPERMINE SWIM CLUB, INC. (CSC).

ARTICLE II

OBJECT

The purpose for CSC is to construct, operate and maintain a pool and its facilities in order to provide swimming, recreational and social activities.

ARTICLE III

GOVERNMENT

CSC shall be managed and its business conducted by the Executive Board, which shall be composed of at least nine officers.

ARTICLE IV

EXECUTIVE BOARD

1. The officers of this organization shall consist of the following:

a. President

b. Vice President

c. Corresponding Secretary

d. Recording Secretary

e. Treasurer

f.  Pool Facility Coordinator

g. Grounds Coordinator

h. Membership Coordinator

i.  Snack Bar Coordinator

j.  Social Activity Coordinator

k. Swim Team Coordinator

2. One individual or the responsibilities equally shared by two (2) individuals may hold any office. Each officer will have one (1) vote. When Board position responsibilities are shared equally by two (2) individuals, each individual will have one (1) vote.

3. To serve on the Coppermine Executive Board a member must be in good standing.

4. Each Executive Board officer shall attend no less than 75% of the scheduled meetings.

5. Only one (1) voting Executive Board member is allowed per bond membership family.

6. Officers shall be elected for a term of one (1) year and may not serve in the same capacity for more than three (3) consecutive years, unless an exception is made by a two-thirds vote of the CSC General Membership.

7. Officers shall assume their duties on October 1st.

8. If a vacancy occurs in an office, nominations will be solicited from the General Membership by the President and shall be approved by a majority vote of the General Membership. During the time period between vacancy and the next regularly scheduled General Meeting, the Executive Board, by majority vote, may appoint a member in good standing, to fill the vacant Board position. That appointed member will exercise the duties of the office to which they are appointed, including but not limited to attendance at meetings and voting when required, until the General Membership meets and votes on the nomination for the vacant position.

ARTICLE V

DUTIES OF OFFICERS

1. President

a. Presides at all Executive Board and Bi-Annual Meetings.

b. When requested by a majority of the Executive Board, by vote at a regular meeting or requested in writing by no less than 10% of the General Membership, the President shall arrange for the Audit of the Treasurer’s books. An Audit will not be required more frequently than once every two (2) years.

c. Coordinates the activities and responsibilities of the Executive Board and committees.

d. Prepares Budget with Budget Committee (Treasurer, Past President and Past Treasurer) in January.

e. Prepares checks and deposits in Treasurer’s absence.

f. Prepares the agenda for all Executive and Bi-Annual Meetings with input from all officers and committee chair. Provides Secretary with an agenda copy two (2) weeks prior to all Executive Board Meetings and three (3) weeks prior to all Bi-Annual Meetings.

g. Serves as Chair of the Nominating Committee.

h. Works jointly with the Vice President and Swim Team Coordinator to present to the Executive Board at the February meeting recommendations on the hiring of Life Guards, Maintenance Personnel, and Swim Team Coach(es), and their suggested salary levels for the upcoming season.

i. Submits any new expenditure for the purpose of improvements for the coming year to the budget committee prior to their January meeting.

j. Any expenditures exceeding the budget or not included in the budget shall be presented to the Executive Board for approval prior to purchase.

k. President(s) is/are ex-officio members of all committees.

2. Vice President

a. Assumes duties and responsibilities of President(s) in the absence or disability of President.

b. Oversees work of Pool Manager and Lifeguards.

c. Works jointly with the President and the Treasurer to present to the Executive Board at the February meeting recommendations on the hiring of Lifeguards and Pool Managers and their suggested salary levels for the upcoming season.

d. Presents to the Executive Board any possible disciplinary action or dismissal of the Life Guards deemed necessary.

e. Provides Life Guards with list of Duties and Responsibilities, and supervises their proper execution.

f. Submits any new expenditure for the purpose of improvements for the coming year to the budget committee prior to their January meeting.

g. Any expenditures exceeding the budget or not included in the budget shall be presented to the Executive Board for approval prior to purchase.

3. Corresponding Secretary

a. Distributes agenda to all General Membership families at least two (2) weeks prior to Bi-Annual Meetings.

b. Handles all CSC mass mailings to the General Membership.

c. Responsible for production and distribution of CSC Newsletter(s) with input from all officers and committee chair.

d. Responsible for yearly production and distribution of CSC membership directory to all General Membership families by the end of June.

e. Submits any new expenditure for the purpose of improvements for the coming year to the budget committee prior to their January meeting.

f. Any expenditures exceeding the budget or not included in the budget shall be presented to the Executive Board for approval prior to their purchase.

4. Recording Secretary

a. Takes the minutes at all meetings.

b. Distributes minutes to all officers and committee chairs within two (2) weeks following a meeting.

c. Provides new officers with copies of the minutes and associated handouts for the meetings, as needed.

d. Provides the President with a list of open issues, as needed.

e. Submits any new expenditure for the purpose of improvements for the coming year to the budget committee prior to their January meeting.

f. Any expenditures exceeding the budget or not included in the budget shall be presented to the Executive Board for approval prior to their purchase.

5. Treasurer

a. Handles all funds (writes checks and deposits), maintains financial records of all transactions, and presents financial reports at all Executive Board and Bi-Annual Meetings.

b. Prepares budget with the Budget Committee (President, Past President and Past Treasurer) in January for presentation at the February General Meeting.

c. Provides Secretary with a copy of proposed budget such that its distribution may be made to General Membership at least two (2) weeks prior to the General Meeting.

d. Maintains the CSC Post Office Box.

e. Creates the invoices for the seasonal dues and other associated membership fees including bond, swim lessons and guest fees.

f.  Pays all CSC taxes.

g. Submits any new expenditure for the purpose of improvements for the coming year to the budget committee prior to their January meeting.

h. Any expenditure exceeding the budget or not included in the budget shall be presented to the Executive Board for approval prior to purchase.

6. Pool Facility Coordinator

a. Responsibility for coordinating the opening and closing of CSC pool.

b. Shall attend to maintenance of pool, cabana and all associated operating equipment.

c. Shall research and make proposals to the Executive Board regarding improvements to facilities, equipment and grounds as necessary.

d. Responsible for coordination of capital projects.

e. Coordinates and obtains all regulatory permits required to operate the pool facility from Bridgewater Township.

f. Coordinates all volunteer work associated with opening, closing, maintenance or capital projects.

g. Shall be a member of any capital planning committee, if established by the membership or the Executive Board.

h. Submits any new expenditure for the purpose of improvements for the coming year to the budget committee prior to their January meeting.

i. Any expenditures exceeding the budget or not included in the budget shall be presented to the Executive Board for approval prior to purchase.

7. Grounds Coordinator

a. Responsibility for coordinating the opening and closing of CSC grounds, including fall and spring cleanup.

b. Shall attend to maintenance of the landscaping, fencing, playground and grounds.

c. Shall research and make proposals to the Executive Board regarding improvements to facilities and grounds as necessary.

d. Coordinates all volunteer work associated with maintenance or capital projects involving the grounds.

e. Shall be a member of any capital planning committee, if established by the membership or the Executive Board.

f. Submits any new expenditure for the purpose of improvements for the coming year to the budget committee prior to their January meeting.

g. Any expenditures exceeding the budget or not included in the budget shall be presented to the Executive Board for approval prior to purchase.

8. Membership Coordinator

a. Responsible for soliciting new members for CSC.

b. Responsible for maintaining a current waiting list for future membership to CSC.

c. Sends all appropriate information and applications(s) for CSC membership to prospective members.

d. Submits any new expenditure for the purpose of improvements for the coming year to the budget committee prior to their January meeting.

e. Any expenditure exceeding the budget or not included in the budget shall be presented to the Executive Board for approval prior to purchase.

9. Snack Bar Coordinator

a. Responsible for management of the snack bar.

b. Responsible for purchasing and maintaining inventory of items sold in the snack bar.

c. Prices all items to make a minimum profit within the budget constraints.

d. Submits all expenditures for payment to the Treasurer.

e. Collects cash on a regular basis and gives to Treasurer for deposit. If Treasurer is away, deposits cash into Coppermine’s accounts as directed by the Treasurer.

f. Submits any new expenditures of the purpose of improvements for the coming year to the budget committee prior to their January meeting.

g. Any expenditures exceeding the budget or not included in the budget shall be presented to the Executive Board for approval prior to purchase.

10. Social Activity Coordinator

a. Initiates, plans, and schedules social activities for CSC for the purpose of family participation and social well-being.

b. Recruits volunteers to assist in social activities.

c. Runs social activities to financially break-even.

d. Submits all expenditures for payment to the Treasurer.

e. Collects cash from social events and gives to Treasurer for deposit.

f.  Submits any new expenditure for the purpose of improvements for the coming year to the budget committee prior to their January meeting.

g. Any expenditures exceeding the budget or not included in the budget shall be presented to the Executive Board for approval prior to purchase.

11. Swim Team Coordinator

a. Responsible for matters pertaining to and shall represent the Coppermine “Cudas” Swim Team.

b. Works jointly with the President and Vice President to present to the Executive Board at the February meeting recommendations on the hiring of Swim Team Coach(es), and their suggested salary levels for the upcoming season.

c. Presents to the Executive Board any possible disciplinary action or dismissal of Swim Team Coach(es) as necessary.

d. Presents to the Executive Board any case warranting disciplinary action or dismissal of a Swim Team Member.

e. Attends League/Conference meetings.

f. Coordinates and recruits volunteers needed for the Swim Meets and Swim Team functions.

g. Submits any new expenditure for the purpose of improvements for the coming year to the budget committee prior to their January meeting.

h. Any expenditures exceeding the budget or not included in the budget shall be presented to the Executive Board for approval prior to purchase.

 

 

 

 

 

 

ARTICLE VI

NOMINATIONS & ELECTION OF EXECUTIVE BOARD

1. The Nominating Committee shall consist of the Executive Board President and two (2) members of the General Membership with the President serving as committee chair. The President shall solicit 2 volunteers for the Nominating Committee from the General Membership and shall post notice of said solicitation at the pool.

2. The Nominating Committee shall solicit nominations for the Executive Board positions from the General Membership. The chairman shall notify all CSC Members of the names and phone numbers of all Nominating Committee Members, and the procedure for submitting nominations. Additionally, this information must be posted at the pool. Notification shall be done one (1) month prior to the Nominating Committee’s presentation of the slate of officers.

3. The Nominating Committee shall post at Coppermine a slate of officers by mid-August. All nominations require prior consent from the nominee.

4. Officers shall be elected annually in September by ballot vote. One ballot will be mailed to each family in good standing. In the event there is more than one nominee for any office, the General Membership shall vote by secret ballot.

ARTICLE VII

MEMBERS

1. Membership in CSC shall consist of all those individuals residing at the family residence on a permanent basis.

2. Childcare providers used by the family on a regular basis will be allowed access to CSC while providing supervision to a member’s child(ren).

3. Any member of CSC may withdraw at any time subject to the provisions of Article VIII, but there is NO refund of the current year’s dues.

4. Any member, having been given an opportunity for a hearing by the Executive Board, may be suspended for a period not exceeding three (3) months when there is a two-thirds (2/3) vote of the officers of the Executive Board present at the hearing; or expelled by a three-fourths (3/4) vote of the entire Executive Board. Cause for suspension or expulsion shall in general, consist of violation of the By-Laws or of the rules of CSC, or lewd or violent conduct.

5. The Executive Board may delegate to the Pool Manager and/or Head Life Guard(s) the power to suspend pool privileges for the violation of CSC Rules and Regulations, provided such suspension does not exceed seven (7) days. In the case of a minor, notification of a parent must be immediate and before suspension can be activated. A written report of any such suspensions, containing reasons therefore, shall be submitted to the President and Vice President within twenty-four (24) hours, and the Vice President shall submit said report to the entire Executive Board at the next meeting.

6. All Members of CSC shall be allowed use of the facilities subject to the pool rules and regulations which shall be clearly and prominently posted at all times and shall also be contained in the yearly membership directory. All persons using CSC facilities do so at their own risk. CSC will not be responsible for any accident or injury in connection with such use.

7. Any property of CSC broken or damaged by a member or their guests, shall be promptly paid for by such member. No person shall take any article belonging to CSC. CSC shall not be responsible for the personal property of members, guests, or other persons using CSC facilities.

8. The maximum number of Memberships of CSC shall be established at one hundred sixty five (165).

9. Trial membership may be given to up to fifteen (15) families on the waiting list for the month of August for a fee that is established by the Executive Board. This does not guarantee membership for the next year.

ARTICLE VIII

DUES AND FEES

1. The Executive Board shall establish dues for membership for each ensuing season.

2. Dues shall be sufficient to provide for the necessary operating expenses of CSC and proper maintenance and improvements of its property, and such dues shall be payable by the first (1st) day of April of each year.

3. No dues nor any part thereof shall be refunded in any event.

4. All candidates for membership in CSC shall be required to pay a registration fee at time of application for membership.

5. The Executive Board shall establish registration fee for each ensuing season. If applicant is not accepted for membership at CSC then the registration fee shall be refunded.

6. For the purpose of providing a sufficiency of the necessary funds for the establishment of CSC and the procurement of its facilities, all members accepted into CSC, as a condition of membership, shall be required to purchase a bond in an amount of not less than one thousand dollars ($1000.00) payable over a maximum of two (2) years.

7. The bond shall not be transferable.

8. The time and manner in which the holder of the bond shall be repaid the purchase price of their bond, subject to the provisions of Article VIII Section 10., will be that each bond shall be redeemed in chronological order in which the membership resignations are received, and as soon as payment in full is received from an incoming member. Intent of withdrawal from CSC shall be given to the treasurer in writing. Any member serving on the Executive Board for a minimum of two (2) years and fulfilling the responsibilities of their office shall be entitled to their bond repayments as soon as payment in full is received from an incoming member.

9. The Executive Board will insure that the purchase price of the bond offered to incoming members is sufficient to protect the individual’s equity in CSC.

10. In the event of dissolution of CSC in any manner or for any cause, and in no event, upon the effective date of the dissolution of CSC, bonds shall be a lien upon the proceeds of the sale of property of CSC after the payment of all its just debts and obligations to the extent of the value of the bonds as fixed by these By-Laws, subject to set off of all debts, dues and obligations owed by the holder of the bond. After payment of all bonds outstanding upon the effective date of dissolution of CSC, the surplus remaining shall be distributed and paid pro rata among the membership on the effective date.

11. A statement of monies owed shall be sent to each member by the treasurer on a regular basis. Any member failing to pay their bill within two (2) weeks after the date due shall be sent a second statement by the treasurer that includes a late fee charge of not less than 10% of the outstanding balance. Any member shall be considered delinquent with monies owed two (2) weeks after the second statement due date, at which time the Executive Board may suspend all CSC privileges effective immediately. The suspension shall stay in effect until all monies owed are paid in full.

12. At no time may bonds ever be used to fulfill yearly dues obligations.

13. All fees and other charges mentioned herein are exclusive of taxes imposed by Federal, State and other government bodies and agencies, and may be subject to adjustments as a provision thereof.

14. If a member does not give written resignation by December 1st the member’s bond is forfeited in full.  The executive board will determine and distribute the maximum amount of membership dues by November 1. If the number of resignations by December 1 requires the board to exceed the maximum amount, notice of the new maximum dues amount will be provided to membership by January 1 and an additional option of resigning by February 1 without forfeiture of bond will be available.

ARTICLE IX

MEETINGS

1. Biannual Meeting

a. Two (2) general meetings shall be held in each year: one by March 15th and the other by September 30th at a time and place as determined by the Executive Board.

b. The purpose of the February meeting shall be for the presenting committee recommendations for the ensuing year, presentation & approval of the budget, and for the transaction of such other business as may be indicated in the notice or may be brought before it.

c. The purpose of the September Meeting is for the election of Executive Board Officers, presenting committee reports, and for the transaction of such other business as may be indicated in the notice or may be brought before it.

d. Notice of the annual meetings, including an agenda, shall be given by mail to all CSC members at least two (2) weeks prior thereto.

e. Whenever in these By-Laws notice to members is required by mail, the mailing of such notices to the last known address of the members shall constitute notice.

 

f. Voting at Meetings

 

(1). Only members in good standing shall be entitled to vote at meetings of CSC, each bond representing one (1) vote only. Proxy, if not able to attend in person, may represent any voting member; however, a proxy vote will be considered valid only if confirmed by a written authorization signed by the absentee and presented to the president. Voting may be via voice, but ten (10) members, including those represented by proxy, shall have the right to demand voting by roll call.

 

(2). Twenty percent (20%) of active voting members in good standing, present in person, shall constitute a quorum.

 

(3). All capital improvements in excess of $5001.00 must be submitted to the membership for approval at a scheduled meeting. For passage, there must be a quorum as set forth in Article IX, Section 1. f. (2), and with an approval of two-thirds (2/3) of the votes cast.

2. Executive Board Meetings

a. The Executive Board shall hold a minimum of six (6) monthly meetings per year, not including the two (2) Biannual General Meetings. The Executive Board may call a special meeting as necessary pursuant to 2. c. below when deemed necessary to conduct CSC business.

 

b. The dates of the monthly meeting shall be scheduled at the previous meeting by consensus.

 

c. Special meetings of the Executive Board may be called by any board member with consent of two (2) additional Executive Board members. Member calling said meeting must notify all Executive Board Members.

 

d. Notice, including agenda, of a regular monthly or special Board meeting shall be mailed to each Executive Board Member at least seven (7) days before the date of the meeting.

 

e. Voting at Meetings

 

(1). Two-thirds (2/3) of the Executive Board positions present in person at a meeting shall constitute a quorum.

 

(2). Any officers may be represented by a proxy if not able to attend in person; however, a proxy will be considered valid only if confirmed by a written authorization signed by the absentee and presented to the President.

 

f. Special Meetings

 

(1). Special meetings of CSC may be called by the Executive Board. Also, upon written request of fifteen (15) voting members or 10% of the total voting membership, whichever is greater, to the Secretary, stating the purpose therefore, a special meeting shall be called by the Secretary within thirty (30) days.

 

(2). Special meetings of CSC may be held on no less than two (2) weeks’ notice mailed to all the members. The notice shall state the purpose for which the special meeting is called and no other business shall be transacted thereat.

 

ARTICLE X

MISCELLANEOUS

1. Each person who acts as an officer of CSC shall be indemnified by CSC against expenses actually and necessarily incurred by him in connection with the defense of any action, suit, or proceeding in which he is made party by reason of his being or having been an officer of CSC, except in relation to matters as to which he shall be adjudged in such action, suit, or proceedings to be liable for gross negligence or willful misconduct and accept any sum paid for CSC in settlement of an action, suit, or proceeding based on gross negligence or willful misconduct in the performance of his duties.

2. The right of indemnification provided herein shall insure each officer referred to in above, whether or not he is an officer at the time such costs or expenses are imposed or incurred and, in the event of his death, shall extend to his legal representative.

3. The meaning or proper interpretation of any of the provisions of these By-Laws shall be determined by the Executive Board.

4. These By-Laws may be amended by a two-thirds (2/3) vote of the Active Members present in person or represented by proxy at any meeting of CSC provided at least ten (10) days’ notice of such amendment has been given by mail to each member; or by two-thirds (2/3) of votes cast via a mail vote subject to a minimum vote of 30 active members provided at least ten (10) days’ notice of such amendment has been given by mail to each member.

 

 

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