BY-LAWS, STANDING RULES, POLICIES AND PROCEDURES

• General Manual (9/19/24)
• Policies and Procedures (8/25)
• By-Laws (12/15/23)
• Anti-Discrimination Policy (DRAFT)
• Transgender Athlete Policy (DRAFT)
• DEI Manual (10/2/24)

General Chair

General Chair: The General Chair shall oversee and have general charge of the management, business, operations, affairs and property of OSI, and general supervision over its officers and agents; shall call meetings when and where deemed necessary; shall preside at all meetings; and, except as otherwise provided in these Bylaws and with the advice and consent of the Board of Directors, shall appoint committee chairs and members for standing and special committees or coordinators as may be necessary to permit OSI to effectively, efficiently and economically conduct its affairs. The General Chair shall report to the Board of Directors all matters within the General Chair's knowledge that the Board of Directors should consider in the best interests of OSI.

Administrative Vice-Chair:

The Administrative Vice-Chair shall conduct meetings in the absence of the General Chair and, at the request of the General Chair or in the event of the disability of the General Chair, shall perform all of the duties of the General Chair, and when so acting shall have all of the powers of the General Chair. (See Section 606.9.) The Administrative Vice-Chair shall chair, and have general charge of the business, affairs and property of the division that administers OSI business and affairs. The Administrative Vice-Chair shall aid in the development of policy and the coordination of the activities of the officers and committees within the division internally and with other divisions, and committees and coordinators.

Senior Vice-Chair:

The Senior Vice-Chair shall have general charge of developing and conducting the senior swimming program of OSI. The Senior Vice-Chair shall serve as the liaison to the Athlete Representatives and the Athletes Committee, and shall be responsible to see that the Athlete Representatives’ elections are held in accordance with these Bylaws.

Age Group Vice-Chair

The Age Group Vice-Chair shall have general charge of developing and conducting the age group swimming program of OSI.

 Secretary

The Secretary, or a delegate, shall be responsible for keeping a record of all meetings of the House of Delegates and Board of Directors and shall perform the other duties incidental to the office of Secretary. The Secretary, or the staff of OSI's permanent office, shall be custodian of the records of OSI, and attest the execution of all duly authorized instruments. The Secretary shall cause to be kept at OSI's permanent office copies of all minutes, official correspondence, meeting and other notices, and any other records of OSI.

Treasurer

The Treasurer shall be the principal receiving and disbursing officer of OSI. Except as otherwise directed by the Finance Committee or the Board of Directors, the Treasurer shall receive all moneys, incomes, fees and other receipts of OSI and pay all bills, salaries, expenses and other disbursements approved by an authorized officer, committee chair, coordinator, the Finance Committee, the Board of Directors or the House of Delegates, or required to be paid pursuant these Bylaws. When authorized by the Board of Directors, income and expenses may be received and paid by a division, officer, or committee or coordinator, provided that the division, officer or committee or coordinator promptly submits to the Treasurer an itemized report, duly attested by the division, officer, or committee chair or coordinator and either within the approved budget of such division, officer, or committee or coordinator, or authorized by the Board of Directors or the House of Delegates. The Treasurer shall issue a monthly report listing the current budget variances by line item, all receipts, all expenditures and the current fund and account balances for the preceding month and for the fiscal year to date, together with such other items as, the Finance Committee, the General Chair or the Board of Directors may direct. The Treasurer shall, with the assistance of the OSI Office Manager:

A have charge of and supervision over and be responsible for the funds, moneys, securities and other financial instruments of OSI;

B cause the moneys, securities and other financial instruments of OSI to be deposited in the name and to the credit of OSI in such institutions as shall be designated by the Board of Directors or to be otherwise invested as the Finance Committee or the Board of Directors may direct;

C cause to be appropriately segregated and accounted for any endowment funds, scholarship or award funds and any similar special purpose funds or accounts;

D cause the funds of OSI to be disbursed by checks or drafts, automated debits or wire transfers upon the authorized depositories of OSI, and obtain and preserve proper vouchers for all moneys disbursed;

E cause to be kept at OSI's permanent office correct books of account and other financial records of all its affairs and transactions and such duplicate books of account as the Board of Directors, the Finance Committee or the Treasurer shall determine;

F upon request and at reasonable hours cause such books or duplicates thereof to be exhibited to any member of the Board of Directors and upon application and at reasonable hours cause the monthly financial reports and the annual audited financial statement to be exhibited to any member of OSI or USA Swimming;

G cause OSI to be in compliance with the requirements of Section 608.4;

H have the power to require from the officers, committee chairs, coordinators, staff or agents of OSI reports or statements giving such information as the Treasurer may determine to be appropriate or helpful with respect to any and all financial transactions of OSI;

I make the books and records available and otherwise fully cooperate with those conducting the annual audit of accounts of OSI and cause the preparation and timely filing of all required federal, state and local tax returns, and other financial and tax reports with the applicable government official, and forward a copy of the annual financial statement and audit report and any federal tax return to the Secretary for

submission to the Board of Directors and USA Swimming national headquarters in accordance with these Bylaws and as otherwise directed by USA Swimming;

J have the power to appoint one or more assistant treasurers and delegate to them one or more of the Treasury functions, or parts thereof; and

K in general, perform all the other duties incident to the corporate treasury function.

The Operational Risk Chair

The Safety Chair shall be responsible for coordinating safety enhancement and training opportunities as needed and for the dissemination of USS safety education information to all Group Members, athletes coaches and officials of OSI. The Safety Coordinator shall develop safety education programs and policies for OSI and make recommendations regarding same, and the implementation thereof, to the Senior Vice- Chair, the Administrative Vice-Chair and the Board of Directors. The Safety Coordinator shall make the reports required pursuant to Section 608.7.

Technical Planning Chair

The Technical Planning Chair shall chair, and have general charge of the business, affairs and property of the Technical Planning Committee, which is responsible for long- range planning regarding the swimming programs conducted by OSI, the continuing review and development of the OSI philosophy and for advising other committees and divisions regarding the implementation of that philosophy in the context of OSI's swimming programs.

Safe Sport Chair

The Safe Sport Chair shall be responsible for the implementation and coordination of, and serve as the OSI liaison for, the Safe Sport Program established by USA Swimming. The Safe Sport Coordinator shall be a non-athlete member in good standing and shall work with the USA Swimming Safe Sport staff and the USA Swimming Safe Sport Committee to implement pertinent aspects of the national Safe Sport Program within OSI. The Safe Sport Coordinator shall be a voting member of the Board of Directors and shall hold no other office or committee chair position in OSI during his or her term. The Safe Sport Coordinator will:

A Serve as the primary contact for OSI to coordinate and oversee the implementation of effective safe sport educational programs for all athlete members, their parents, coaches, volunteers and clubs, as provided by USA Swimming;

B Be trained regarding the complaint reporting structure and refer all reports of a violation of the Athlete Protection policy directly to the local club, the General Chair, the USA Swimming Safe Sport staff, and/or other appropriate authority;

C Participating in workshops as provided by USA Swimming, collect and share information about what USA Swimming and other LSCs are doing to promote safe sport policies, and disseminate information on LSC best practices;

D Serve as an information resource for OSI clubs and membership, and will help to identify and connect them with local educational partners and resources;

E Receive feedback and suggestions on the Safe Sport policies and programs from the OSI clubs and membership, and provide feedback to the USA Swimming Safe Sport Committee and Safe Sport staff;

F Perform other functions as necessary in the fulfillment of USA Swimming’s continuing efforts to foster safe, healthy and positive environments for all its members.

Coach Representative

The Coach Representative shall chair and have general charge of the business, affairs and property of, the Coaches Committee, which shall undertake such activities (a) delegated to it by the Board of Directors or the General Chair or (b) OREGON SWIMMING, INC BYLAWS under taken by the committee as being in the best interests of the Coach Members, OSI and the sport of swimming. The Coach Representatives shall serve as a liaison between the coaches who are members of OSI and the Board of Directors and House of Delegates. The Senior Coach Representative shall chair the Oregon Swimming Coaches' Committee.

Diversity/Inclusion/Disability Chair

The Chair shall be responsible for the identification of swimmers with disabilities within the LSC and shall maintain OSI records for swimmers with disabilities, develop the A, B+, and B time standards, and make a determination as to the status of any disability or potential disability. The Chair shall also be responsible for developing a program to encourage the inclusion of underrepresented swimmers in programs within the LSC.

Officials Chair

The Officials Chair shall chair the Officials Committee which is responsible for recruiting, training, certifying and supervising officials for OSI. The Officials Chair shall be a referee certified by OSI and each member of the Officials Committee shall be a certified official of OSI

Sanctions Chair

The primary responsibility of Oregon Swimming’s (OSI’s) Sanction Chair is to ensure that all swim meets hosted by member clubs as well as our LSC are planned, setup and ultimately run according to USA Swimming rules, specifically as defined by Article 202 in the USA Swimming Rulebook and reiterated in Article 2 of OSI’s Standing Rules.

Meet Directors follow the process documented in the Sanctions Application Packet downloaded off the LSC’s website to receive a sanction for an upcoming swim meet. The packet includes a Sanction Application that must be completed by the director and submitted to the Sanctions Chair together with a Meet Information Document and a check covering a sanctions fee. The application, signed by the club’s president and/or club representative lists the host club, meet location, dates and most importantly, the meet referee. The meet document contains all information relevant for coaches, swimmers and parents of invited teams, officials and other volunteers; such information includes entry instructions, swimmer eligibility, a detailed description of the aquatic facility, warm-up and start times, coaches and officials meetings, awards and each day’s event list. The Sanction Chair reviews this document ensuring it contains language required by USA Swimming as dictated in Section 202.4.9 of the Rulebook.

The sanction fee costs $30 for each day of the meet plus $25 covering each time trial session for championship, open and invitational meets. No fee is required for dual and

intrasquad meets provided no splash or OSI surcharge fees are collected from participating clubs.

The Sanction Chair also processes “Applications for Approval” – these are identical to normal sanctions except that these meets include some swimmers that are not registered members of USA Swimming (e.g. YMCA, NCAA or international swimmers). Approved meets follow USA Swimming rules and are run by certified USA Swimming officials. The Approval Application is included in the Sanctions Application Packet.

Race times achieved at meets not sanctioned by the chair are not eligible as qualification for championship or A-B meets – in fact are not entered into the OSI Times or SWIMS databases at all. Furthermore, USA Swimming’s Supplemental Insurance program does not cover unsanctioned meets.

A sanction application should also be submitted for other OSI and USA Swimming activities performed by clubs such as swim-a-thons and clinics. However, this has rarely been done.

The OSI Sanctions Chair maintains a spreadsheet of all sanctioned meets as a tool to chart progress on open sanctions and maintain a record of awarded sanctions in the current and past years.

Athlete Representatives

The Athlete Representatives (Senior, Junior, At-Large) shall serve as the liaison between the athletes who are members of OSI and the Board of Directors and House of Delegates.

AT-LARGE BOARD MEMBERS

The Board of Directors shall have four (4) At-Large Board Members. The House of Delegates or the Board of Directors by resolution may reduce the number, but not increase it to more than five (5). Any reduction in the number of At-Large Board Members shall not take effect until the terms of office of the incumbents expire or become vacant. The House of Delegates or the Board of Directors by resolution may create classes of At-Large Board Members, such as an At-Large Board membership to be held by a coach member. A sufficient number of athlete members shall be elected as At-Large Board Members to constitute at least twenty percent (20%) of the voting of the Board of Directors at any given time. The athlete At-Large Board Members shall meet the same requirements and be elected at the same time and place as the Athlete