By-Laws Of The
WEST SPRINGFIELD TORPEDOES
As Sponsored By The
West Springfield Parks and Recreation Department
Contents
Article I – Name and Purpose
Article II – Membership
Article III – Officers and Duties
Article IV – Board of Directors
Article V – Committees
By-Laws
West Springfield Torpedoes
Article I:
Name and Purpose:
Section 1: Name
West Springfield Torpedoes as sponsored by the West Springfield Parks and Recreation Department.
Section 2: Purpose
A. To provide West Springfield youngsters the opportunity to participate in an organized competitive swim league.
B. To develop competitive stroke techniques.
C. To foster team spirit, personal growth, and interaction.
D. To develop swim skills which may be transferred to future occupational and leisure time activities. For example, teacher,
coach, life guard, etc…
Article II
Membership:
Section 1: Qualifications and Requirements
A. Membership is open to all residents of West Springfield. Membership may be open non-residents in accordance with rules
and regulations as set forth by the West Springfield Parks and Recreation Department. Parents of swim association participants
are in fact considered members.
B. Membership may be secured at any time during the calendar swim year, summer or winter, from the Association Officers or West
Springfield Parks and Recreation Department Officials.
C. Participatory swim qualifications and requirements are determined by the Pioneer Valley Swim League (Winter), the Pioneer Valley
Summer Swim League (Summer), and the West Springfield Parks and Recreation Commission.
Section 2: Dues
A. The dues as they pertain to the calendar swim season shall be as set by the West Springfield Swim Association, which shall be voted
on and approved by the West Springfield Parks and Recreation Commission.
B. The first two weeks of the season shall be deemed “Open Swim” as a trial period for new swimmers. Dues shall be payable in the
first two weeks following “Open Swim”.
C. Those members whose dues are in arrears shall be so notified by the Association President, Treasurer, or designated person, and be dropped from the West Springfield Torpedoes.
D. 10% of the Association dues each year shall be placed in escrow for the following Torpedoes swim calendar year.
E. Refunding of dues. Within the first two weeks of a participant’s enrollment, such decision and notification of shall be made to the
Swim Coach or Torpedoes Officer.
Article III
Officers:
Section 1:
A. The Officers shall be a President, a First Vice President, a Secretary, and a Treasurer, and shall be elected by a majority vote
of the members present at the annual meeting.
Section 2: Duties
A. President shall preside at all meetings of the West Springfield Torpedoes, Board of Directors, and Committees and shall perform such duties as arnecessary and incident to the proper administration of the affairs of the Torpedoes. He/She shall be an ex-officio member of all committees. He/She shall appoint the chairperson, and after consultation with them, members of all standing and special committees, and make the annual report. He/She shall be empowered to endorse Association checks.
B. Secretary shall keep records of all meetings of the West Springfield Torpedoes, Board of Directors and Committees. He/she shall require notices to all membership of all regular and special meetings, conduct the correspondence of the Association and the Board of Directors, and perform such duties as the board may designate. The Secretary shall take minutes of all meetings and submit such to each Board member and the Parks and Recreation Department. The secretary or treasurer shall collect all monies due to the Torpedoes and turn them over the Treasurer, the secretary taking his/her receipt therefore. Secretary shall include the Treasurer’s report in the minutes of every Board meeting.
C. Treasurer shall have charge of the funds of the Association andshall secure the deposit of same in the name of the Torpedoes in a
Bank designated by the Board of Directors. Treasurer shall pay bills by check and with the approval of the membership. Treasurer
shall prepare and report on the association finances at every regular meeting of the Board and at the annual meeting. The financial
statement shall also be submitted to the Parks and Recreation Department.
D. Vice President. He/She will principally be responsible for publicity of all association activities. He/She will assume the responsibilities of the presidency when deemed necessary by absence or other such causes.
E. The President, Vice President, and Treasurer of the Torpedoes shall have their names included on the Torpedoes bank accounts.
The Treasurer shall be responsible for obtaining a second signature on all checks issued by the Torpedoes.
Article IV
The Board of Directors:
Section 1:
A. The Board of Directors shall consist of an odd number of members, maximum of eleven (11) if possible, minimum seven
(7), including the President.
B. The Board of Directors will consist of the President, Treasurer, Secretary, First Vice President, and seven designated Torpedoes
members. Preferably the latter will consist of chairpersons of any standing committees. A member of the West Springfield Parks and
Recreation Commission or its Director will be a liaison to this body.
Section 2: Duties and Responsibilities
A. The Board of Directors shall perform such duties and exercise such activity as the membership shall direct.
B. The Board of Directors shall recommend to the membership activities and projects beneficial to the Torpedoes.
C. The Board of Directors shall meet a minimum of twice a year, at the call of the President. One meeting of which shall be prior to the
annual meeting of the Torpedoes. A meeting may also be called at the written request of three members of the Board of Directors.
Section 3: Length of Term
A. Elected Board Members and Officers will hold their positions for a period of one year, beginning at their election and continuing
throughout the following summer and winter season, and concluding at the subsequent winter banquet. Board Members may
run for membership on the board in subsequent years if they so choose.
Section 4: Participation
A. Board Members are expected to participate in both the summer and winter seasons during their membership. They should play an
active role in organizing and running meets, and have at least one of its members at practice sessions in case problems arise.
Section 5: New Members
A. If there is a vacancy on the Board during any part of a season, the Board will convene to consider filling the position, the vote of
which will be the majority of those present.
Section 6: Attendance
A. Unless previous contact has been made to the President, a Board member will be removed from membership if he/she has missed
three (3) Board meetings during either the winter or summer season.
Section 7: Quorum
A. A quorum for the transaction of business shall consist of a present majority of Board members. An odd number of Board members
being present is desirable. Any ties in the voting of a motion shall result in the motion failing.
Section 8: Meetings
A. The Board shall meet as often as is necessary to facilitate the successful operation of the Torpedoes for the winter and
summer seasons. Meetings shall be conducted under Robert’s Rule of Order.
Section 9: Committees
A. The Board shall appoint such committees as may be found necessary to the conduct of the Torpedoes' affairs.
Section 10: Policies/By-Laws
A. The Board may adopt such policies and by-laws of the West Springfield Torpedoes as deemed necessary or expedient to
govern the Association’s affairs, upon a majority vote of the Board membership and approved by the West Springfield Parks and
Recreation Commission.
Section 11: Amendments
A. The policies and by-laws of the West Springfield Torpedoes Torpedoes may be amended by a 2/3 vote of the Board membership and
approved by the West Springfield Parks and Recreation Commission. All Board members must be notified no less than
seven (7) days prior to such meetings before any change may be made, and a copy of the requested change must also be distributed
to all Board members and membership 7 days prior to such meeting.
Article V
Committees:
Section 1: Telephone/ Transportation Committee
A. This committee will involve itself in notifying parents of pertinent information such as cancellations, swim dates, need of
transportation for individual swimmers, and related items.
Section 2: Swim Meet Committee
A. This committee will be principally responsible for assisting the Swim Coach in conducting a swim meet. Such concerns such as
officiating, timing, scoring, and general supervision will be the primary concern.
Section 3: Monitoring Committee
A. This committee will assist the Swim coach in supervision of locker room and pool area during practice session. Preparation of swim
charts, entry card and related data may be administered by this group.
Section 4: Selection Committee
A. This committee shall be convened to review and interview if necessary, applications submitted to the Torpedoes such as
coaching, assistant coaching, scholarships, or others and report their recommendations to the full board.
Section 5: Grievance Committee
A. This committee shall be responsible for reviewing and investigating any and all grievances presented to it. The committee
shall in turn, at the proper time present the grievance and their findings to the Board.
B. Membership on this committee should be selected from the general membership, and may include a Board member. Membership may change as necessary to include only non-interested parties to the grievance.