Alamo Area Aquatic Association
	‎

Organizational By-Laws

Adopted September 1, 2001
This Document was current as of 09/09/08

The Board of Directors, meeting in regular session, formally adopted these By-Laws of the Alamo Area Aquatic Association on August 21, 2001.  They became effective on September 1, 2001.
The Board of Directors, meeting in regular session on March 5, 2002, formally amended Article Six.  The amendment became effective on that date.
The Board of Directors (Appendix A) was formally realigned on July 10, 2002, on August 28, 2002, on September 20, 2006, on October 10, 2007 and on November 14, 2007.
The Board of Directors, meeting in regular session on November 14, 2007, formally deleted Article Eight and replaced it with Appendix C.  Article Nine has been re-numbered to conform to this action.

PREAMBLE

I.          Much of the future of America is inarguably dependent on the spiritual and physical development of the Nation’s youth.  Competitive and recreational swimming offer unparalleled opportunities for the development of individual initiative, self-discipline, sound physiques, and a love of sport.  In addition, they can be life long endeavors.

INTRODUCTION

I.          The Alamo Area Aquatic Association (AAAA) was established in 1977 to serve as an organizational and administrative umbrella for three San Antonio area competitive swim teams, which were then under the auspices of the Amateur Athletic Union (AAU).  Just a few years later, the Aquatic Sports sponsored by the AAU, split off and became an independent organizational entity known as United States Swimming (USS).  During the evolution of these various National bodies, the mission and charter of the AAAA has remained constant just as it does today under the auspices of USA Swimming (USA-S).

II.          The organization’s founding was primarily based on the notion that there is indeed strength in numbers and, more often than not, inter-team administrative and philosophical differences are counterproductive to the ultimate goals and objectives of competitive swimming programs.

III.        At the time the organization was first established, there were three separate, distinct, and independent Age Group swimming programs in San Antonio one of which, the San Antonio Aquatic Club (SAAC), was the second oldest of its kind in the state of Texas.

IV.        The three teams were often at odds with one another over several matters of mutual concern, but particularly the scheduling of meets within the city.  It also became obvious that there would undoubtedly be certain advantages to be realized when championship relay teams were selected if all three could somehow resolve their differences in the interest of bettering the sport.  To those ends, the Association has been the impetus to the organization, development, training, and fielding of a premier swim team that effectively represents the San Antonio area in a variety of state, national, and even world competition.

V.        The initial and fledging attempt to organize the administrative elements of the three teams into a loose knit, but still very functional, “consortium” of sorts turned out to be eminently successful.  This success can be directly attributed to the fact that the principals involved had the fortitude, wisdom, and good sense to completely put aside domain, personal, personality, and philosophical differences in the sole interest of what would be best for the athletes (all of them) in the San Antonio area.

VI.        Today, in the year 2008, AAAA is comprised of all but two of the separate year around USA-S Age Group programs, which operate in this metropolitan area of approximately 1.8 million (please refer to Table Three of Appendix A on page 11).  Under the AAAA umbrella these teams, while remaining independent as regards day-to-day operations, philosophy, coaching, and finances; they are very much interdependent when it comes to meet scheduling, athlete progression, championship relay team selection, and several purely administrative functions.

VII.       Each member team is in some way affiliated with a School, Community College District or a University.

VIII.      The AAAA currently accounts for about 80% of all the USA-S Registered swimmers in the San Antonio metropolitan area and nearly 40% of those in all of the South Texas Local Swim Committee (LSC).

IX.        Each AAAA team subscribes to the philosophy that competitive swimming organizations, in order to maximize their effectiveness and minimize internal conflicts, must be under the strict management, direction, and supervision of professional, experienced coaches who are committed to excellence.  To that end, membership in The Association requires that affiliated teams be so organized.

X.        The AAAA has also assumed leadership and responsibility for coordinating virtually all aquatic activities in the San Antonio metropolitan area.  These include, but are not limited to:

Aquarobics
Competitive swimming (Novice, Age Group, Masters, and High School)
Corporate and private sponsorships
Diving
Masters swimming
Media relations
Public service water safety and rescue training, (Police, Fire, etc.)
Red Cross Certifications (WSI, CPR, Lifesaving, etc.)
SCUBA Certification
Site bids for major competitions (Olympic Trials, Pan-Am games, etc.)
Swim America learn-to-swim programs
Water polo

XI.        In addition, the Association coordinates the scheduling of high school meets at the various venues in the city in order to ensure appropriate progression of athletes representing more than 50 teams throughout  the season and to avoid conflicts in either age or ability meet schedules.

ARTICLE ONE

NAME and OBJECTIVES

1.1       Name

1.1.1   The organization shall be known as the Alamo Area Aquatic Association and may be referred to as either The Association or AAAA.

1.1.2   The AAAA is established under the laws of the State of Texas and the U. S. Internal Revenue Service Code (501C[3]) as a non-profit organization whose membership is comprised of amateur athletes and their representatives.

1.2       Objectives

1.2.1  To foster and improve aquatic activities and amateur sport, in accordance with the standards and under the rules prescribed by USA Swimming (USA-S).

1.2.2   To encourage and promote swimming instruction and water safety in both public and private schools

1.2.3   To encourage and promote and area-wide interest in swimming, diving, water polo, and all phases of water safety throughout the greater San Antonio metropolitan area and adjoining communities.

1.2.4   To organize, develop, and train a premier swim team that will effectively and proudly represent the San Antonio area in various state, national and, world competitions.

1.2.5   To promote and further develop interscholastic swimming, diving, and water polo within the guidelines established by the University Interscholastic League (UIL) and the Texas Interscholastic Swim Coaches Association (TISCA). 

1.2.6   To encourage and promote the development and improvement of competitive swimming facilities in the San Antonio community. 

1.2.7   To protect and promote the mutual interests of its members, while contributing to the general welfare of the San Antonio community.

1.2.8   To encourage member athletes, coaches, officials, and their representatives to conduct themselves at all times, in a manner that will reflect the highest standards of sportsmanship and character.

1.2.9   To develop, organize, and promote high school dual and triangular meet “leagues” in swimming, diving, and water polo.

ARTICLE TWO

ORGANIZATION and TERRITORY

2.1       Organization

2.1.1   The Association was first organized in 1977.  Its structure and operation are in accordance with the laws of the State of Texas and the U. S. Internal Revenue Service.

2.1.2   The Association is permitted to discharge it various functions through the mutual cooperation of representatives from the founding and member School and Community College Districts and Universities.

2.2       Territory

2.2.1   The territory of The Association includes all of Bexar County (Texas) and nearby portions of adjacent counties and includes local universities.

ARTICLE THREE

MANAGEMENT

3.1   Total responsibility for management of the affairs of the AAAA rests with a permanent  Board of Directors whose membership is specified in Appendix A.

3.1.1   The Board of Directors is specifically authorized to establish such committees as may be necessary to assist in the conduct of Association activities and will appoint members to these committees as required.

3.2   The Board of Directors is pledged to the promotion and advancement of water safety and those aquatic activities deemed to be in the best interests of their respective memberships.

3.3   Any member of the Board of Directors may call for a special meeting of The Association.

3.4   All members of the Board of Directors retain the privilege of attending and participating in Association meeting. 

ARTICLE FOUR

MEMBERSHIP

4.1       Membership in the Alamo Area Aquatic Association is by invitation only and is purely voluntary.

4.1.1   Swimming organizations and/or individuals that may desire to become members are requested to petition the Board of Directors, in writing, requesting an invitation.

4.1.1.1     The Board of Directors retains the right to grant or deny any such requests at their discretion.

4.2  Any team, club, or individual who is invited to become a member of The Association will automatically be given the right to be heard (voice) at any meeting, regular or special; but the Board of Directors retains the right to grant or deny a vote to those same members.

4.3       Membership classification

4.3.1   Active.  Those representatives of amateur athletic organizations that have been invited to join The Association, and who indicate their willingness to participate in organized events under the auspices and within its philosophical bounds.

4.3.2   Honorary Members at Large.  The Board of Directors has the right to appoint to Honorary Members at Large, who are accorded voice but not vote.

4.4       Eligibility and Qualifications

4.4.1   Membership in The Association is limited to those bonafide teams, educational institutions, or other organizations of a permanent nature actively participating in amateur aquatic activities.

4.4.1.1   Certain individuals may also be eligible at the discretion of the Board of Directors.

4.4.2   The Board of Directors shall be the sole judge of the qualifications of applicants for initial membership and of all members to continue.  Please refer to Paragraph IX of the Introduction.

4.5       Obligations of membership 

4.5.1   Acceptance of a team, organization, or individual for membership in The Association binds the new member to abide by the following:

1) The USA-S Code of Ethics

2) The South Texas Swimming Code of Ethics

3) The Rules, Policies, and Procedures of the UIL

4) The American Swim Coach’s Association Code of Ethics

5) These By-Laws

4.5.2   In addition, the new members must agree to accept and enforce all decisions relating to such organizations and/or individuals that are promulgated by USA-S and The Association.

4.6       Responsibilities 

4.6.1   Members of The Association must agree to support the organization in promoting aquatic activities and water safety in the Greater San Antonio Community.  Please refer to Paragraph IX of the Introduction on page 4.

4.7       Representation

4.7.1   Each member club, team, or individual is entitled to be represented at all regular and special meetings of The Association.

4.7.1.1            For teams or clubs, the representative must be the head coach.

4.7.1.2            Proxies are permitted.

4.7.2   Each member school or college district, university, club, or team must be represented at all South Texas Swimming, Texas Swim Association (TSA) and USA-S meetings.

4.7.3   Any member club, team, or individual may withdraw from membership in The Association at any time.

4.7.3.1  Such withdrawals become effective on receipt of written notification by the Board of Directors Chairman.

4.8       Voting rights

4.8.1   Each member of the permanent Board of Directors is entitled to voting rights as noted in Table One of Appendix A on page 11.

4.8.1.1  Proxies are permitted.

4.8.2   If granted by the Board of Directors, each additional club, team, or individual shall have one vote at any regular or special meeting of The Association.

4.8.2.1  Proxies are not permitted.

ARTICLE FIVE

OFFICERS

5.1       The officers of The Association are Chairman, Treasurer, and Secretary.

5.2     Chairmanship of The Association shall be determined annually after the conclusion of the USA-S Long Course National Championships, with the term of office running from September 1st to August 31st of the following year..

5.2.1  The Facility Aquatics Director / Coordinator with the highest placing swimmer at the Long Course National Championships or the Olympic Trials shall be named as Chairman for the ensuing year.

            5.2.2.1    In the event of a tie, the following protocol will be observed:

       Number one:  Total points, individual events, Long Course National Championships

       Number two:  Highest placing swimmer, U. S. Open Championships

       Number three:  Highest placing swimmer, Junior National Championships.

5.3       The Chairman of the Board of Directors will appoint the Treasurer and Secretary.

5.4       The duties of the officers are as follows

5.4.1   The Chairman establishes the agenda for and presides at all meetings, appoints committees, and performs other duties pertaining to the office of Chairman.

5.4.2   The Chairman, or a designee, maintains the minutes and any other records of The Association, conducts all official correspondence, and issues notices of meetings in accordance with the By-Laws.

5.4.3   The Treasurer collects any fees, payments to accounts receivable, dues, etc. and deposits them as necessary.

5.4.3.1  The Treasurer also maintains accountability for any and all Association funds and disperses funds on approval by the Board of Directors.

5.4.4   The Secretary will record and publish the minutes of all meeting and is responsible for coordination of all official correspondence.

5.5       If the Chairman is unavoidably absent from a regular or special meeting of The Association, the Treasurer shall assume his
            duties, and in the coincident absence of the Treasurer, the Secretary will do so.

ARTICLE SIX

MEETINGS

6.1       Meetings

6.1.1   The Association normally holds regular meetings during the first week of each month throughout the year.  Their location varies and will be announced by the Chairman at least 10 days in advance.

6.1.2   Because of teaching responsibilities, meet schedules, etc., it is sometimes necessary to alter the meeting dates.

6.1.2.1            It is the Chairman’s responsibility to inform the membership regarding any such changes.

6.2     (Amended March 5, 2002) Prior to any swimming competition, at or above "C" Championship level, for which Association members qualify; the Board of Directors shall meet in special sessions to select the members of a premier team to represent the Alamo Area.

6.2.1  It is the Chairman's responsibility to establish an appropriate schedule for these selection meetings.

6.2.2   The following agenda is proscribed: 

            1)         Designate a Head Coach for the meet(s)

            2)         Select the athletes for each event

            3)         Select and designate the uniform for the meet(s)

            4)         Assign warm-up and safety responsibilities

            5)         Assign entry fee responsibilities

            6)         Determine and address transportation requirements

            7)         Determine and address lodging requirements, if any 

6.3     A quorum at any regular or special meeting of The Association shall consist of those members with voting rights who are present.

6.3.1       Proxies are permitted.

ARTICLE SEVEN

AMENDMENTS and REVISIONS

7.1       Members of The Association in good standing, with or without voting rights, may submit proposed amendments and/or revisions to the By-Laws.

7.2       Amendments and/or revisions must be presented for discussion at a regularly scheduled meeting and may not be voted on until the next regularly scheduled meeting.

7.2.1       Amendments and/or revisions require a two-thirds affirmative vote in order to be approved.

ARTICLE EIGHT

RECRUITING ETHICS

9.1       The nature of the professional relationships that provide the foundation of The Association require complete trust and openness.  Therefore, issues of athlete representation/recruiting must be handled in a completely transparent fashion among all of The Association’s members.  The Association has therefore adopted the following principles:

9.1.1   For athletes currently registered with a AAAA member team:

9.1.1.1            The athlete must initiate any change of organizational affiliation.

9.1.1.2            No AAAA coach shall initiate any discussion regarding a change of athlete affiliation with an athlete, an athlete’s parent(s), or a representative or agent acting on behalf of an athlete.

9.1.1.3            Changes of organizational affiliation are allowed only with the express permission of the head coach with whom that athlete is training.

9.1.2   For athletes not currently registered with an AAAA member club:

9.1.2.1            All USA-S registration and transfer rules, policies, and procedures will be observed.

9.1.2.2            All USA-S and ASCA Codes of Ethics will be precisely adhered to.

9.1.2.3            Additionally, each member site’s registration materials shall include a School Attendance and/or District Area information blank.

9.1.2.3.1      Any new registrant not living within that member’s site attendance boundaries shall be given a temporary registration pending receipt of permission from the “home” site.

APPENDIX A

Table One

The Permanent Board of Directors as of October 10, 2007

Table Two

In addition to the permanent Board of Directors noted above, the following are members in good standing of The Association as of September 10, 2008:

                * By Proxy from JISD when Mr. Debord is not present.

Table Three

Team designations and locations as of July 11, 2006

APPENDIX B
Codes of Ethics

Coaches who may become affiliated with The Association are required to rigidly adhere to each and every one of the tenets of the Code of Ethics of both the American Swim Coach's Association (ASCA) and USA Swimming (USA‑S), as noted in this Appendix.

Code of Ethics and Conduct of the American Swimming Coach's Association

The conduct and ethical behavior of a professional is determined by the degree of re­spect with which he/she interacts with the public that he/she serves. This public consists of both client and peer. The intent of the following code is to define the parameters of that interaction and to provide for adherence to the following components.

Compliance with this code, as with all law in an open society, depends primarily upon understanding and voluntary compliance, secondarily, upon reinforcement by peer and pubic opinion, and finally, when necessary, upon enforcement through disciplinary pro­ceedings. The code does not exhaust the moral and ethical considerations that should inform an ASCA Member professional swimming coach, for no worthwhile human activ­ity can be completely defined by rules. This simply provides a framework for the ethical coaching of the sport of swimming.

Section A

Personal Conduct

Article 1 

A Coach Member of the American Swimming Coaches Association shall not abuse alcohol in the presence of athletes. A Coach Member of the ASCA shall not use illegal or recreational drugs. A legal conviction for possession or sale of any illegal substance shall be an automatic violation of this rule.

Article 2

All professional communications shall be conducted in an honest, open manner consis­tent with the best interests of the sport and the profession. Integrity is a basic part of coaching, whether financially or in dealing with swimming events and entries. A member is accurate at all times to the best of their knowledge.

Section B

Coach to Coach

Article 1

In all professional matters regarding the changing of organizational affiliation of athletes, the Initial discussion of any such change in affiliation should be initiated by the athlete. and not by the coach, or direct agent acting on behalf of the coach.

Section C

Coach to Athlete

Article 1

A coach member of the American Swimming Coaches Association will always make decisions based on the best interest of the athlete.

Article 2

A coach member of the American Swimming Coaches Association shall not engage in sexual relations with any minor.

Article 3

Sexual misconduct consists of any behavior that utilizes the influence of the coaching position to encourage inappropriate intimacy between coach and athlete.

Article 4

Coaches of Collegiate age athletes shall not engage in sexual relations with athletes that they coach, even of legal age.

Section D

Coach to Community

Article 1

Any legal felony conviction will constitute a violation of the Code of Conduct. See also Section A above.

USA Swimming Code of Conduct

(Article 304 of the USA‑S Rules and Regulations)

304.1 The mission of USA Swimming is to encourage participation and the pursuit of excellence in all aspects of swimming. USA Swimming grants the privilege of member­ship to individuals and organizations committed to that mission. The privilege of mem­bership may, therefore, be withdrawn or denied by USA Swimming at any time where USA Swimming determines that a member or prospective member's conduct is incon­sistent with the mission of the organization or the best interest of the sport and those who participate in it. In order to assist all members to better serve the interests of those who participate in swimming, USA Swimming has adopted this Code of Conduct.

304.2 Any member or prospective member of USA Swimming may be denied member­ship, censured, placed on probation, suspended for an indefinite period of time with or without terms of probation, fined, or expelled from USA Swimming if such member vio­lates the provisions of the USA Swimming Code of Conduct as set forth on 304.3, or aids, abets, or encourages another person to violate any of the provisions of the USA Swimming Code of Conduct.

304.3 The following shall be considered violations of the USA Swimming Code of Conduct (all numerical references are to the USA Swimming Rules and Regulations):

            .1 Violation of the right to compete provisions set forth in Sections 301.1 through 3012.4.

            .2 Violation of the anti‑doping provisions set forth in Sections 303.4 or 303.5.

           .3 Discrimination in violation of Part Five of the USA Swimming Code of Regulation or any other section of the USA Swimming Rules and Regulations, or in violation of Section 201 (b)(6) of the Amateur Sports Act which requires that USA Swimming provide; "an equal opportunity to amateur athletes; coaches, trainers, managers, administrators, and officials to participate in amateur athletic competition, without discrimination on the basis of race, color, religion, age, sex, or national origin. 

           .4 Conviction of, imposition of a deferred sentence for, or any plea of guilty or no contest at any time, past or present, or the existence of any pending charges, for (i) any felony, (ii) any offense involving use, possession, distribution or intent to distribute illegal drugs or substances, or (iii) any crime involving sexual misconduct 

            .5 Any sexual contact or advance directed towards an athlete by a coach, official, or trainer, or any other person who, in the context of swimming, is in a position of authority over that athlete.

      .6 The sale or distribution of illegal drugs or the illegal sale or distribution of any substance listed on FINA's recognized list of banned substances.

            .7 The use of illegal drugs in the presence of an athlete, by a coach, official, trainer of, or a person who, in the context of swimming, is in a position of authority over that athlete.

            .8 The providing of alcohol to an athlete by a coach, official, trainer, manager or any other person where the athlete is under the legal age allowed to consume or purchase alcohol in the state where the alcohol is provided.

            .9 The abuse of alcohol in the presence of an athlete under the age of 18 by a coach, official, trainer of, or a person who, in the context of swimming, is in a position of authority over that athlete.

.10 Physical abuse of an athlete by any person who, in the context of swimming, is in a position of authority over that athlete.

.11 Any act of fraud, deception or dishonesty in connection with any USA Swimming related activity 

.12 Any non-consensual physical contact, obscene language or gesture, or other threatening language or conduct directed towards any meet officials which is re­lated to any decision made by such official in connection with a USA Swimming sanctioned competition 

.13 Action, other than through general advertising, by a coach, owner, officer, volun­teer, representative, or employee of a swim club, or a USA Swimming or LSC employee, either through direct contact with an athlete or the encouragement of others, to recruit or otherwise encourage an athlete who is already a member of a USA Swimming‑member swim club to compete for, or become a member of, the swim club with which the acting party is affiliated, unless the acting party re­ceives prior written approval to recruit or encourage the athlete from the coach of the athlete's existing USA Swimming‑member club or contact is initiated by the athlete, the athlete's parent or authorized representative.

.14 Violation of any team misconduct rule as established by the U. S. Olympic Committee, USA Swimming, and Zone or LSC team authority.

.15 Any other act, conduct or omission, which is detrimental to the image or reputation of USA Swimming, a LSC or the sport of swimming.

Appendix C

POLICIES and PROCEDURES

I.          CHAMPIONSHIP UNIFORms

A.        South Texas, Texas Age Group Swimming (TAGS) and Sectional Championship uniforms.

1.         Whenever an AAAA athlete elects to wear a cap during USA-S Competition, it must be of an approved type and color.

2.         The STAGS, STSC, TAGS and Sectional Championship uniform will be approved by the Association and include the suit, cap, and shirt.

            a. STAGS: 1-sided/1-color t-shirt

            b. TAGS: 2-sided/2-color t-shirt

            c. Sectional: 2 ea., 2-sided/3-color t-shirt

            d. Junior & National Championships: 2 Sectionals Ts & 2 Polos

3.         Speedo^® designated dealers will stock team caps and member clubs are required to purchase such items directly from them.

B.        Junior and National Championship Team uniforms.

1.         The National Championship Team uniform will consist of the approved AAAA cap, Speedo team sweat suit with approved logo, Speedo team suit, shirts and shorts with logos as appropriate.

2.         Athletes must choose between a Speedo backpack OR equipment bag.

3          The uniform will be provided by a Speedo designated dealer and must be ordered at least eight (8) weeks prior to any National level competition.

C.        The AAAA Team Colors are navy blue and gold.

1.         Suits shall be solid navy blue, when available

2.         Caps shall be yellow or gold with navy blue printing.

II.         CHAMPIONSHIP RELAYS

A.        AAAA may enter up to 2 relays at the STAGS, STSC, TAGS, Sectionals, Junior and National Championships.

1.         Coaches will select relays based on performance at that meet.

B.        Coach protocol

1.         There will be a designated Head Coach for each Championship Meet. 

2.         There will be a designated coaches’ area for each meet. 

3.         The Head Coach will organize parent timers for away meets.

C.        Relay Coach

1          AAAA may hire or contract with a “Relay Coach” for each season.

2.         The Relay Coach will:

a.         Maintain the “All-Alamo database”, including relay fees

b.         Publish Year-to-Date relays after each meet sequence

C.        Requests participation commitment for each Championship Meet

d.         Requests cc on Championship Meet entry files

c.         Post pre-qualified LC relays from the SC season

III         ALAMO ELITE TEAMS

A.        The “Senior Elite” team shall consist of all swimmers qualified for Sectionals and above.

B.        The “Age Group Elite” team shall consist of swimmers participating in the following meets:

1.         SC and LC TAGS 

2.         The designated SC travel meet 

3.         he designated LC travel meet

C.        Combined Training

1.         Combined team practices will be held LC only, with the sole purpose being highly-competitive, intense practices.

2.         The Head Coach will attempt to schedule a “relay practice” prior to the designated Championship Meet.