Circle City Aquatics By-Laws
Updated April 2023
ARTICLE I
Section 1. Name.
This organization shall be known as the Circle City Aquatics (hereinafter referred to as “CCAQ”).
Section 2. Mission and Vision.
1. Mission
CCAQ is a family oriented competitive aquatics team focused on helping athletes, of all ages and
abilities, reach their potential while achieving their goals and aspirations in a motivating
environment.
2. Vision
To be the paramount swim and water polo club in the Inland Empire while maintaining high
standards of competition, sportsmanship, dedication, fitness, and camaraderie.
Section 3. Type of Organization.
1. CCAQ is a Coach-Lead/Parent-Managed organization and is not organized for the private gain of
any person, member, employee, consultant, subcontractor, or independent contractor.
2. CCAQ is organized exclusively for the purposes of fostering national or international amateur
sports competition, thereby qualifying it as a tax-exempt organization under Section 501(c)(3) of the
Internal Revenue Code or the corresponding section of any future tax code.
Section 4. Purpose of By-Laws.
These By-Laws shall provide a working document, which can be amended or otherwise modified by
a simple majority vote of the eligible voting membership present at a President announced or
scheduled General Membership Meeting. The By-Laws herein shall detail and document CCAQ’s
organization, operations, and procedures.
ARTICLE II
Membership
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Section 1. Types/Classes of Membership.
1. Voting Membership. Only parents and/or guardians of all non-adult swimmers/water polo
players and all adult swimmers, shall be voting members during any General Membership or Special
Meeting, as long as the following conditions have been met: (a) 18-years or older, (b) have been a
registered member of CCAQ for at least 180-days, and (c) are members in good standing (i.e., dues
and fees have been paid and are current). For the purposes of voting on any non-election or
election matter, each family will be allowed only one vote. All swimmers/water polo players below
18-years of age or any CCAQ pay-rolled employees have no voting rights at General Membership
Meetings.
2. Membership Termination & Suspensions.
a. Termination of the membership of voting members, except for sufficient cause as set forth below,
shall not be a consideration of these By-Laws since membership is subject only to parents and/or
guardians of all non-adult swimmers/water polo players and all adult swimmers. The right to
terminate team membership for sufficient cause is reserved to the Board of Directors on a case-by-
case basis, as a matter of established team discipline.
b. The Head Coach(es) have the right to suspend any team member (both voting and non-voting)
for unsafe or unsportsmanlike conduct for the day that the incident occurs and the following day
(two-days total). For non-voting members, below 18-years of age, the Head Coach(es) will verbally
notify the parents/guardians of the swimmer’s/water polo player’s conduct and the President of the
Board of Directors on the first incident. For voting members and adult swimmers, 18-years or
older, the Head Coach(es) have the right to ask member(s) and/or swimmer(s)/polo player(s) to
leave the pool facilities. The same procedure will be used for a second incident. Should there be a
third occurrence, the Head Coach(es) will formally submit, in writing, to the Board of Directors a
recommendation to terminate team membership. The President shall call a special/ad hoc Board of
Directors Meeting only for the purposes of reviewing said recommendation and to vote for the
approval or disapproval of the recommended action. Any termination for sufficient cause must
receive a majority vote of the Board of Directors.
Section 2. Non-Election & Election Voting.
To ensure only voting members are counted during an election, the following steps shall be
implemented:
1. The Secretary shall check in all attendees at the General Membership or special meeting
2. Upon determination of the member’s voting status, the Secretary will issue a secret ballot for
each family. This ballot card/paper will be used to vote for (a) each person being nominated for
a particular position, or any issue or resolution being brought to the membership for
consideration. Even if there is only one person running or nominated for a position, that
person’s name should appear on the ballot and a “yes” or “yeah” and “no” or “nay” by their
name, similar to the following:
SAMPLE SECRET BALLOT
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President John/Jane Doe Yes _____ / No _____
Treasurer Juan Valdez Yes _____ / No _____
Treasurer Elvis Presley Yes _____ / No _____
Resolution to Expend $5,000 for Lane Lines Yes _____ / No _____
3. The Secretary shall collect the secret ballots at the end of the election process for tabulation.
Two (2) disinterested board members (not on current ballot) and one (1) member from the GM
must be present to count votes and certify the accuracy of those votes.
4. In the event of an election run-off, or an issue that needs General Membership approval, an
electronic vote (on survey monkey, etc.) can be conducted by the Vice President (if not in run-
off). If the Vice President is running in the election, can be conducted by any disinterested
Board of Directors member. Election/survey results must be generated to at least (2) Board of
Directors members’ emails (not in run-off) for count.
ARTICLE III
Meetings
Section 1. Types of Meetings.
All the Board of Directors, General Membership and any Special Meetings shall be conducted to
plan and execute CCAQ Team business.
Section 2. Place and Schedule.
At least two (2) General Membership Meetings shall be held in the Eastvale/Riverside general area
and shall be scheduled and announced (usually in April & October), two weeks in advance via
various CCAQ publications, e-mail, website, etc. The April and October General Membership
Meetings are primarily for election of officers for the Board of Directors (See Article VI, Section 2),
as well as team business and membership updates. The Board of Directors meetings shall be
scheduled and announced to all Board members, one week in advance or at the preceding Board of
Directors meeting.
Section 3. Quorum.
1. After due notice to the Board of Directors members as to the date, time and place of a Board of
Directors Meeting, a quorum shall be 50% + one (1) elected members of the Board of Directors
present at the meeting. If a quorum is not achieved, no CCAQ Team business will be conducted,
and a new date/time/location will be announced.
2. After due notice to the voting members as to the date, time and place of a General Membership
or Special Meeting, a quorum shall consist of the eligible voting members, as defined in Article II,
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Section 1, Paragraph 1 of these By-Laws, who shall actually be present. Authority for taking action
shall be by majority vote of said membership during a General Membership or Special Meeting
formally in session. All members shall have equal voting rights and each family shall be entitled to
one vote, which must be cast in person (no proxy voting allowed).
Section 4. Operations.
1. The Board of Directors, once elected by the voting membership present during an election,
represent CCAQ and the membership therein, and when in session, shall perform as a planning
group, which shall develop and/or format Team programs, policies, and procedures, and as
appropriate, make recommendations to the members during any General Membership or Special
Meetings. Each member of the Board of Directors (defined in Article IV of these By-Laws) shall
have equal voting rights and shall be entitled to one vote in formal Board of Directors decisions.
The Head Coach(es) will hold one position on the Board of Directors and is given a vote unless the
matter pertains directly to his/her job status, performance, or salary. The Board of Directors
President shall preside but shall not vote unless his/her decision is required to resolve ties. Every
Board of Directors Meeting shall be sanctioned by the President and shall be presided over by either
the President or Vice President. A quorum shall be in accordance with Article III, Section 3,
Paragraph 1 above. Guests or members may attend a Board of Directors Meeting either by (a) being
invited by any member of the board, or the guest/member requests attendance to the President, to
address a particular topic, issue, or matter. Depending on the topic, issue, or matter to be discussed,
the guest/member should be introduced either during the old or new business part of the meeting
agenda.
2. The General Voting Membership, when in session during any General Membership or Special
Meetings, shall at a minimum, approve or disapprove (a) Board of Directors recommendations, (b)
the minutes of the previous General Membership Meeting, and (c) the Treasurer’s report from the
previous General Membership Meeting. Old and new business shall be discussed and acted on by
majority vote or scheduled for subsequent study and/or majority vote or scheduled for subsequent
study and/or decision. The Board of Directors shall reserve the right to table and schedule for
study any issue or new amendment introduced in the form of a motion by any voting member at any
General Membership or Special Meeting. The President shall preside but shall not vote unless
his/her decision is required to decide ties.
ARTICLE IV
Officers
Section 1. Officers.
The officers who make up the Board of Directors of CCAQ shall be elected at a General
Membership Meeting to be held as indicated under Article VI, Section 2 below. The term of office
shall be 18 months (+/- to the closest General Membership Meeting scheduled for the specific
purpose of General Elections) with a limit of three (3) years (2 terms) on any one board position. At
the conclusion of two consecutive terms, a board member may rerun in the current position year to
year only if no other member is seeking the position. If/when a member is nominated for a
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position held past three consecutive years, the Board of Directors member holding the position is
not allowed to rerun for the position past the current term. The Board of Directors shall be
comprised of up to nine (9) elected and one (1) appointed Board of Directors positions. Currently,
the elective officers are: (a) President, (b) Vice President (c) Secretary (d) Ways & Means
Coordinator (e) Service Hours Coordinator (f) Communications Manager (g) Pro Shop Manager and
(h) Treasurer. The Treasurer must be pre-approved by the Board of Directors prior to being
elected. Currently, the appointed officers are (i) Meet Manager. The Meet Manager position to be
appointed by the Board of Directors and train under the current Meet Manager for a minimum of 4
meets (2 away & 2 home). The Head Coach(es) will sit on the Board of Directors as well. He/She
may not be a voting member when he/she is on probationary status with USA Swimming, the
Eastern Section LSC/USS Board or Southern California Swimming (SCS), or CCAQ.
Section 2. Officer Positions.
1. President. The President shall act as the Chief Executive Officer (CEO) and along the with Head
Coach(es) shall have general supervision, direction, and control of the affairs of CCAQ. He/She,
along with the Head Coach(es), shall establish dates/times and locations for meetings, appoint
committees (as required), and coordinate/negotiate CCAQ related activities with the Corona-Norco
Unified School District, Alvord Unified School District, and other agencies.
2. Vice President. The Vice President shall assist the President and serve as second in command of
the Board of Directors In the absence or indisposition of the President, the Vice President shall
assume and perform the duties of the President and act in the President’s capacity. The Vice
President shall focus his/her efforts primarily in the area of public relations of CCAQ (marketing,
advertising, welcoming committee, news articles, new family orientation & annual awards banquet,
etc.). The Vice President shall, (a) head the nominating committee (if deemed appropriate), and/or
make recommendations to the President to temporarily fill any mid-term Board of Directors
vacancies, prior to the normal election cycle, as well as chairperson to fill any special/ad hoc
committee positions (i.e., phone committee), and (b) shall work with the Ways & Means
Coordinator in creating “external” opportunities to raise or generate funds.
3. Secretary. The Secretary shall dictate and issue minutes at any Board of Directors or General
Membership Meetings. They shall ensure that the pro shops have all registration forms, USA swim
or SCS paperwork needed for registrations. They will handle any scholarship requests by providing
candidates with the application and presenting to the Board of Directors for approvals – ensuring
that paperwork is sent to the Team Business Manager for filing. Prior to every GM Meeting, the
Secretary will create ballots for elections and determine voter eligibility as defined in these By-Laws
as well as prepare agenda and voting sign in sheet. Assist Board of Directors President with
preparing/distributing and Board of Directors agendas and assist President with any miscellaneous
tasks as needed. Courier all necessary paperwork from each pool location to the Business Manager
as needed. The Secretary will also ensure that all CCAQ B-Laws, policies, etc. are kept up to date
and work with the Events Manager to ensure that info on website and/or communicated to the
General Membership.
4. Treasurer. The Treasurer will present monthly financial statements to the Board of Directors in
meetings and present a financial statement at all General Membership meetings. These reports to
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include income & disbursements (general or by line item as requested). Interact with the Team
Business Manager in developing an Annual Budget and present to the Board of Directors as well as
presenting a detailed Year-End Report. Interact with the Team Business Manager to collect any past
due balances and ensure adherence to monthly budgets. The Treasurer shall prepare financial
statements monthly as requested by Board of Directors (analyze by detail, by pool, etc.). The
Treasurer will also ensure that CCAQ books are audited by a disinterested party (non-Board of
Directors member) 2x annually.
5. Ways & Means Coordinator/Corporate Sponsorship. The Ways and Means Director shall (a) be
responsible for the planning, coordinating, and seeking/assigning volunteers, and/or members to
participate in any and all “internal” CCAQ fund-raising activities/events, and (b) presenting to the
Board of Directors for approval of said fund-raising activities/events, and (c) implementing and
monitoring said activities/events. Funds raised as a result of the Ways & Means Director
“sponsored” fund-raising activities/events should go into a separate account earmarked for
Fundraising, with its uses voted on by the Board of Directors. In addition, this position will be in
charge of generating any corporate sponsorships.
In addition, this position will be the coordinator of the snack bar and coaches/officials/meet admin
hospitality at all CCAQ hosted swim meets. The duties of the Ways & Means Coordinator at
CCAQ hosted swim meets are (a) planning, coordinating and seeking/assigning volunteers, and/or
members to set up and staff the snack bar and hospitality area, (b) communicating any and all said
plans to the BOD, (c) determining the snack bar/hospitality menu, setting up the food donation list,
setting up donation collection, and checking in all of said donations, (d) completely set up, maintain,
and clean up of all snack bar and hospitality sites, and (e) actively and personally manage all snack
bar and hospitality operations during said events. Ways & Means Coordinator, as a BOD position
holder, will oversee and manage all monies collected at the snack bar/hospitality with daily totals
fully communicated to BOD, as well as end of event totals including all receipts and expenses. Said
monies collected will personally be handed over to the Business Manager.
6. Meet Manager. The Meet Manager shall be the coordinator for all the meets hosted by CCAQ. In
addition, the Meet Manager will coordinate or delegate to his/her committee any away meet
information/job assignments in which CCAQ attends. They shall represent CCAQ (should the
President or Vice President not be available to attend) at any Eastern Section LSC/USS Board
Meetings. The Meet Director shall conduct an annual inventory of, prior to the end of the CCAQ
fiscal year (or 31 March), any CCAQ owned “meet” equipment, and present the same inventory, as
well as any recommendations for new or replacement “meet” equipment purchases/expenditures to
the Board of Directors, at the first Board of Directors Meeting following the inventory. Meet
income and expenditures shall be reported and accounted for separately from the general funds.
7. Pro Shop Manager. The Pro Shop Manager is responsible for the staffing and stocking of the pro
shops, currently at Eleanor Roosevelt High School and Hillcrest High School. This includes the sale
and accounting for swim caps, fins, goggles, etc., CCAQ team apparel (parkas, suits, swim caps) and
sundry items (water, Gatorade, candy, etc.). The Pro Shop Manager should conduct periodic spot
checks to verify that inventory control and financial accountability procedures are being met. An
annual inventory of all pro shops and equipment that falls under this position shall be completed
prior to the end of the CCAQ fiscal year on March 31 st . The results shall be presented at the first
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Board of Directors meeting following the inventory. The sales of equipment, apparel and sundry
items shall be reported and accounted for separately from the general funds. All necessary
purchases for the Pro Shop will be submitted via a CCAQ Purchase Order (Internal Document) to
the Equipment Manager for purchase where practical. After the purchase has been completed and
the items delivered, a copy of the Purchase Order and appropriate Invoices shall be delivered
without delay to the Treasurer. Any other smaller incidental purchases shall be documented
appropriately, and the associated documents submitted in a timely manner to the Treasurer. An
appropriate system for the collection of payments (cash, checks etc.) shall be created and maintained
along with pickups for deposit and reporting to the Treasurer as appropriate. The Pro Shop
Manager shall work with the Service Hours Coordinator to assist with a system for collection of any
weekly “on-deck” volunteer hours authorized to be conducted at any pool with a Pro Shop location
and additional related assistance as necessary.
8. Service Hours Coordinator. The Service Coordinator shall be in charge of logging/tracking all
CCAQ family commitment hours. This person shall keep updated logs at each pool location so
families can log their commitment hours and shall input hours timely to each account. In addition,
the Service Hours Coordinator shall make every effort to provide ample commitment hour
opportunities and keep the General Membership informed as opportunities become available.
9. Events Coordinator. The Events Coordinator is responsible for planning, organizing, advertising,
communicating, and executing Club activities and events. With BOD approval, select venues,
adhere to the given budget, and arrange onsite vendors. Ensure that all aspects of an event are
organized, planned and carried out. Maintain a high level of communication with coaches,
participants, and parents. Assist as needed with Club communications and social media presence
(website, Facebook, Instagram). Interact with all BOD officers and Head Coach(es)’s in creating
flyers, job opening posts, banners or any type of print communication/advertising.
Section 3. Dismissal of an Officer.
1. Any officer, elected or appointed, may be removed, with or without just cause, upon vote of two-
thirds of the voting members present at a regularly scheduled or a specially announced Board of
Directors meeting. Any officer, elected or appointed, must remain in good standing with CCAQ per
Treasurer and have at least 1 swimmer on current roster in order to remain on Board of Directors.
Section 4. Vacancies in Offices.
1. If a vacancy occurs on the Board of Directors, the Board of Directors will vote to appoint a
replacement for that Board of Directors position. That replacement will remain on the Board of
Directors in that position until that position comes up for re-election.
2. If a vacancy occurs in the coaching or administrative staff, a qualified coach/candidate shall be
recruited and interviewed by the Head Coach(es). The Head Coach(es) will forward his/her
recommendations to the Board of Directors for hire. If the vacancy is the Head Coach(es) position,
the Board of Directors will work together to recruit/interview and hire a new Head Coach(es).
Where applicable, the Board of Directors will solicit the opinions of the General Membership before
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hiring a new Head Coach(es). The Board of Directors will also consider the current budget and the
qualifications of all coaching positions to be filled. Any vacant coaching position shall be open to all
qualified applicants.
ARTICLE V
Financial
Section 1. Fiscal Year.
The fiscal year for Circle City Aquatics is from 01 April – 31 March.
Section 2. Budget.
1. The CCAQ budget consists of (a) Income (dues/fees, fund-raising, corporate sponsors, meets,
etc.), and (b) Expenditures (water, payroll, other operating expenses, etc.). Each category and/or
item in the budget should be assigned a budget line-item number for ease of reference during budget
discussions.
2. Ninety (90) days prior to the end of the fiscal year, the President shall call a Special Budget
Meeting, whereby the Head Coach(es) and each Board of Directors member shall present his/her
budget requirements in terms of equipment and coaching staff to support not only the current
membership, but projected growth in the organization for the upcoming fiscal year. Once the Board
of Directors approves this budget, the Board of Directors will at the same meeting determine if any
changes/adjustments need to be made to current dues and fees structure in order to meet budget. If
changes/adjustment are required, the President will either schedule another special/ad hoc meeting
to determine what the new dues/fees structure will be or continue said discussion at the same
budget meeting. Once a new dues/fees structure has been agreed upon by the Board of Directors,
both the budget and the dues/fees structure will be presented at the next General Membership
Meeting, for approval, disapproval, and or discussions/ recommendations.
3. If the general membership disapproves or proposes differing recommendations to either one or
both the budget or dues/fees structure, the President will call another special/ad hoc meeting to
readdress one or both documents. Once finalized, the President shall then call another special
General Membership Meeting, to present a new/revised budget and/or dues/fees plan for approval.
4. Once both the budget and dues/fee plan have been approved, new registration packets will be
drafted, reviewed and approved for printing by either the Board of Directors or a special committee
appointed by the President.
Section 3. Income.
Income shall be generated from (1) dues and fees collected from the General Membership to
support the training of the General Membership, (2) various fund-raising events, (3) corporate
sponsorship, (4) pro-shop sales, (5) any CCAQ sponsored/hosted meets, and (6) any revenues
generated from the Learn to Swim Program. Monthly dues/fees shall be established per Article V,
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Section 2 above. Additional modifications/adjustments may be implemented, if extenuating
circumstances warrant, again subject to the approval of the General Membership. All income shall
be categorized by type of income and noted in the CCAQ financial records and shall be so reported
in any Board of Directors, General Membership and/or Special/Ad Hoc Meeting, as appropriate.
Lump sum entries for multiple categories shall be avoided.
Section 4. Disbursements.
Single disbursements or new annual commitments in excess of $10,000.00 shall be voted on at a
General Membership or Special Meeting, depending on the urgency. Single disbursements in excess
of $5,000.00 but less than $10,000.00 shall require a majority vote of the Board of Directors. All
disbursements shall be categorized by type of expense and/or account and noted in the CCAQ
financial records and shall be so reported in any Board of Directors, General Membership[GM1]
and/or Special/Ad Hoc Meeting, as appropriate. All disbursements on behalf of CCAQ shall be
either (a) by check and signed by at least (2) Board of Directors approved check signers OR (b) by
CCAQ debit card issued only to the Head Coach(es), Meet Manager & Pro Shop Manager.
Section 5. Donations.
All donations, whether monetary, intellectual (i.e., team name, website, or other software products),
or tangible assets, shall remain property of the Circle City Aquatics, and not with any person,
member, employee, consultant, subcontractor, or independent contractor.
ARTICLE VI
Nominations and Elections
Section 1. Nominations.
1. Nominees for officers shall be from the voting membership only. No non-member
nominees shall be entertained. Only voting members in good standing during the most
recent 12 consecutive months, including fulfillment of service hour requirements the
previous 12 months including working home meets and timing at away meets, and with at
least one swimmer on active roster may be nominated for any Board of Director positions;
however, based on the circumstances, the President can waive this requirement, based on the
recommendation by the Vice President (or his/her nominating committee, as appropriate) or
in the case of a mid-term election vacancy appointment. It shall be the duty of the Treasurer
to determine a member “in good standing”. Requirements for “in good standing” are set
forth in Article II, Section 1, Paragraph 1 above.
2. Nominations for any Board of Directors officer positions, either through an unexpected
vacancy or a regularly scheduled general election, should be made to the Vice President
and/or his/her nominating committee.
3. Sixty (60) days prior to a General Business “Election”, the VP sends to the General
Membership a list of any board positions up for election along with a job description for
P.O. Box 77301, Corona, CA 92877
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each. Any interested parties need to submit their name to go on the ballot prior to thirty
(30) days before the election. A list of qualified candidates on ballot as well as any issues to
be on ballot will be emailed out to the General Membership no later than 3 weeks prior to
the General Business “Election” by the VP.
If a qualified candidate (per Article VI, Section 1, Paragraph 1) is interested in filling a vacancy or
an upcoming elected position, he/she should make known their intentions to the Vice President
(or a member of his/her nominating committee, if appropriate) at least thirty (30) days prior to the
scheduled General Membership “Election” Meeting. Two weeks prior to a General Election, the
candidate may set up a table on the pool deck to distribute flyers or information to interested
parties that approach table. The Board of Directors will schedule a specific date that candidates
can do so and will inform them in advance. Any other campaigning actions require approval of
the Board of Directors in advance.
Section 2. Elections.
1. For the purpose of achieving continuity when new board members take office,
approximately one third of the Board of Directors positions will come up for election at one
time. With an 18-month term, any given Board of Directors positions shall “rotate” through
the General Elections on a 3 Election Cycle. The term of office for these offices will begin
on the date of the election and continue until the occasion of the next scheduled election for
that office, approximately 18 months in the future. *Any candidates for Treasurer must be
pre-approved by the BOD prior to printing ballots and/or Election.
ARTICLE VII
Source of Power
Section 1. Board of Directors.
All organizational business, financial, and operational affairs of the Circle City Aquatics Team shall
be managed, and all corporate powers shall be exercised, by and under the direction of the Board of
Directors & Head Coach(es) with the support of the General Membership.
Section 2. Coaches.
The Head Coach(es) will be oversee the swim team, Learn to Swim program, Masters program &
water polo team. All assistant coaches, polo coaches and administrative personnel will report directly
into the Head Coach(es). The methods of coaching, training plans, practice schedules, group
assignments/move-ups and supervision of swimmers & polo players will be the responsibility of the
Head Coach(es) and his/her staff. The Head Coach(es) shall be responsible for determining which
off-site, Eastern Section sanctioned meets the team participates in and publish, a six (6) month Meet
Schedule, updated on a quarterly basis and issued 30-days prior to the start of each quarter. The
Head Coach(es) shall ensure that CCAQ is represented at Eastern Section sanctioned meets and
seek to participate in a minimum of six (6) R-W-B meets per year. The Head Coach(es) will also
attend the Eastern Committee meetings. The Head Coach (es) will also determine/oversee which
water polo tournaments we participate in.
P.O. Box 77301, Corona, CA 92877
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ARTICLE VIII
Miscellaneous
Section 1. Execution and Documents.
1. The Board of Directors may authorize any officer or officers, agent or agents, to enter into
contract or execute instruments in the name of and/or on behalf of Circle City Aquatics. Such
authority may be general or confined to specific circumstances. Unless authorized by the Board of
Directors, no officer, agent, member, or other person shall have power or authority to bind Circle
City Aquatics by any contract, agreement, or engagement, or to pledge its credit or to render it liable
for any purpose or to any amount. Having said that, once approval is given, any products,
merchandise, equipment ordered on behalf of CCAQ may be shipped to the person placing the
order with the vendor/company; however, that vendor/company must send the invoice for said
products, merchandise, and/or equipment, etc. to the following address:
Circle City Aquatics (CCAQ)
Attention: Treasurer
P.O. Box 77183
Corona, California 92877-0106
Section 2. Amendments.
Amendments to these By-Laws may be proposed to the Board of Directors by any member in good
standing. If approved by the Board of Directors by a simple majority vote, the proposed
amendments shall be adopted upon the affirmation vote of a simple majority of the membership
present at the next duly announced and convened General Membership Meeting or Special/Ad Hoc
Meeting. Any amendments to the By-Laws, once approved by the membership will become effective
immediately and remain in effect for a minimum of one (1) year. Copies of the by-laws and current
amendments shall be maintained by the Secretary and shall be made available for study or
reproduction by voting members who so desire.
Section 3. Coaching Staff.
1. The Coaching Staff shall consist of one Head Coach or Co-Head Coaches and the appropriate
number of Assistant Coaches, as necessary to adequately instruct the number of swimmers.
All members of the Coaching Staff and any administrative personnel shall be recruited,
interviewed & recommended to the Board of Directors by the Head Coach(es), for approval &
hire by the Board of Directors. Any candidates shall be certified USA Swim Coaches or
certified by the respective governing board.
P.O. Box 77301, Corona, CA 92877
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2. The coaching staff shall be certified in CPR, First Aid, and Lifeguard. All certificates must be
current and updated as necessary. A photocopy of all certifications must be on file with the
Board of Directors. The coaching staff shall abide by all league regulations.
3. The Head Coach(es) will be evaluated by the Board of Directors annually and he/she will
conduct performance reviews with his/her employees on an annual basis as well and submit
any salary increase/recommendations to the Board of Directors for approval.
4. The Head Coach(es) are hereby authorized to solicit, receive resumes, interview potential
candidates, and make his/her recommendation to be voted upon by the Board of Directors.
A special ad-hoc meeting shall be convened to discuss and vote upon any Head Coach(es)
recommendations, due the urgency of the situation.
5. Dismissal of a Head Coach, Assistant Coach or any administrative personnel: For dismissal of
a Head Coach(es), it will require a “super majority” 2/3 + (1) vote by the Board of Directors.
Assistant Coaches and administrative personnel employment is “at will” and they can be
dismissed by the Head Coach(es) for just cause or their positions can be eliminated due to
budgets/swimmer demand, etc. as voted on by the Board of Directors.
Section 4. Construction and Definition.
Nothing in the context of these By-Laws shall be construed to countermand rules of construction
and definitions contained in the California Non-Profit Corporation Law.
Section 5. Rules of Order.
All Board of Directors, General Membership and/or Special/Ad Hoc Meetings shall be conducted
according to Robert’s Rules of Order, revised. Expeditious, orderly, and considerate pursuit of
CCAQ business shall be the object of each meeting. The goal shall always be to promote the CCAQ
Mission and Objectives, set forth in Article I, Section 2 of these By-Laws.
Section 6. Insurance.
Directors and Officers Indemnification
1. Each person who is or was a director, officer, or employee of the corporation (including the
heirs, executors, administrators, or estate of such person) shall be indemnified by the
corporation to the full extent permitted by the Nonprofit Corporation Law of the state of
California against any liability cost or expense incurred in the capacity as director, officer, or
employee, or arising out of the status as a director, officer, or employee (including serving at
the request of the corporation as a director, officer, employee, or agent of another
corporation).
2. The corporation may maintain insurance, at its expense, to protect itself and any such person
against any such liability, cost, or expense.
P.O. Box 77301, Corona, CA 92877
Page 13 of 2
Signatory Page
President (Glenn Ma): ____________________________________________________________
Vice President (Mimi Chen): _______________________________________________________
Secretary (Zoe Milkie):
____________________________________________________________
Treasurer (Mary Lee):
_____________________________________________________________
Ways & Means Coordinator (David Kohl):
_____________________________________________
Meet Manager (Kendra Bierman): ___________________________________________________
Pro Shop Manager (Donna Hsieh):
___________________________________________________
Service Hours Coordinator (Lisa Hem):
_______________________________________________
Events Coordinator (Kelly Potter):
___________________________________________________
Head Coach (Trevor Harp):
________________________________________________________
P.O. Box 77301, Corona, CA 92877
Page 14 of 2
Head Coach (Tyler Harp): _________________________________________________________
Date: April 18, 2023
