New Board Member Orientation
Contents
Welcome letter to the Potomac Valley Swimming Board of Directors
PVS Mission Statement
PVS Vision Statement
Bylaws
Policy and Procedures Manual
Current Year Minutes
Organizational Structure
PVS Board of Directors
Job Descriptions
General Chair
Secretary (Administrative Vice Chair)
Treasurer (Finance Vice Chair)
Coach Representatives
Athlete Representatives
Officials Representative
Strategic Planning Committee Chair
PVS Divisions
Administrative Division
Awards and Special Recognition Committee
Age Group Division
Senior Division
Operations Division
Finance Division
PVS Committees
Strategic Planning Committee
Competition Committee
Investment Committee
Audit Committee
Welcome letter to the Potomac Valley Swimming Board of Directors
Welcome to Potomac Valley Swimming.
On behalf of more than eleven thousand athletes, let me welcome you to the governing body of Potomac Valley Swimming. As with all volunteer organizations, we are only as strong as the people we empower to run our organization. This document is designed to orient you to your new position as a member of the Potomac Valley Swimming Board of Directors.
Since 1983 we have been the organizing body that represents our athletes, coaches, officials, and parent volunteers. We are a non-exclusive organization that welcomes all that want to be a part of supporting our swimmers and coaches.
If there is anything that I can do to assist you in your orientation, or during your term as a board member, please let me know.
Thank you for volunteering to support Potomac Valley Swimming.
Bill Marlin
Potomac Valley Swimming General Chair
PVS Mission Statement
Potomac Valley Swimming (PVS) shall promote swimming and foster equal access for competitive opportunities for the benefit of swimmers of all ages and abilities, in accordance with the standards, rules, regulations, policies and procedures of the Federation Internationanale de Natation (FINA), USA Swimming (USA-S) and PVS and its Articles of Incorporation. The objectives and primary purpose of PVS shall be the education and assurance of instruction and training of individuals to develop and improve their capabilities in the sport of swimming.
PVS Vision Statement
Potomac Valley Swimming (PVS), striving to become the preeminent LSC in the country, actively promotes competitive swimming in the National Capital Area. We enable member clubs to offer high-quality programs to a diverse group of athletes with a wide range of ability levels. We involve parent volunteers in all aspects of PVS operations and provide the support necessary to assure the proper conduct of a variety of competitions.
Bylaws
Potomac Valley Swimming uses its Amended and Restated Bylaws to govern our organization. USA Swimming House of Delegates has approved and amended Required LSC Bylaws, which each LSC, within the flexibility granted in the Required LSC Bylaws, is required to adopt. USA Swimming House of Delegates shall retain the authority over these Required LSC Bylaws, including the right to amend in accordance with Article 511 of USA Swimming Rules and Regulations. Amendments to the Required LSC Bylaws by the USA Swimming House of Delegates are given automatic effect as of the effective date of legislation with respect to an LSC’s Bylaws. LSCs are required to update their bylaws and send a copy to within 60 days of the effective date of any changes to the Required LSC Bylaws adopted by the USA Swimming HOD or the LSC HOD.
Policy and Procedures Manual
Potomac Valley Swimming uses its Policy & ProceduresManual as means to govern the processes necessary to effectively and efficiently govern our organization. This document is reviewed every year and can only be modified with the approval of the House of Delegates.
Current Year Minutes
Board of Director Meeting Minutes can be found on the PVS website. Other relevant minutes and reports can be found at the same location include: House of Delegates; Competition Committee; Officials Committee, Operations Division; Finance Chairman, Senior Chairman; Age Group Chairman; Zone Team Coach; Coaches Representative; Athletes Representative; Strategic Planning; Webmaster; nominating Committee; USAS Convention Report; Adapted Swimming; and Easter Zone Director.
Organizational Structure
The Administrative Assistants manage the day-to-day operations of the Potomac Valley Swimming Permanent Office. These duties include but are not limited to:
- PVS Meet Announcements
- Meet Sanctioning
- LSC & Meet Financial Matters
- Processing LSC Mail
- Flash Mail
- Athlete, Non-Athlete, and Club Registration
- Information on USA Swimming Insurance and other programs
- Minutes of BoD, HoD, and various committee meetings
- Pool and other facility rentals
- Provide content for PVS Web Page
- Meet Recon and other pre and post meet report reconciliation
Additionally the Office provides administrative support as necessary to carry out and administer the approved programs, decisions and actions of the PVS BOD and its sub-committees.
PVS Board of Directors
The PVS Board of Directors consists of the following elected positions:
- General Chair
- Administrative Vice Chair (Secretary)
- Finance Vice Chair (Treasurer)
- Age Group Vice Chair
- Senior Swimming Vice Chair
- Operations Vice Chair
- Sr. Coach Representative
- Jr. Coach Representative
- Sr. Athlete Representative
- Jr. Athlete Representative
- Officials Representative
- Strategic Planning Committee Chair
- Safe Sport Committee Chair
Job Descriptions
General Chair
The General Chair presides at all meetings of the Board of Directors and House of Delegates, appoints committee chairmen with the advice and consent of the Board of Directors, and provides overall policy and program guidance to Potomac Valley Swimming. The duties and powers of the General Chair, the division Vice Chairs, committees or subcommittees (in addition to those provided elsewhere in these Bylaws) chairs and, when applicable, coordinators shall be as follows:
Preside at all meetings of the respective division, committee or subcommittee; See that all duties and responsibilities of the coordinator or the respective division, committee or sub-committee in his charge are properly and promptly carried out; Appoint such committees or sub-committees, as well as fill vacancies on such committees or sub-committees, as may be necessary to fulfill the duties and responsibilities of the coordinator or division or committee, respectively; Communicate with the respective division, coordinator, committee orsubcommittee members to keep them fully informed; Keep the General Chair, the respective division coordinator or chair or committee chair and the staff of PVS’ office informed of the respective coordinator, division, committee or subcommittee actions and recommendations; Appoint a member as secretary of the division, committee or subcommittee charged with taking minutes of each meeting and forward reports or minutes of all meetings to PVS’ office; Refer to the Board of Directors any recommendation for action which would establish or change policies or programs for PVS, except as otherwise provided in these Bylaws or by the Board of Directors; and Perform the other specific duties as may be delegated by the General Chair, the respective division chair or committee chair, the Board of Directors or the House of Delegates.
Secretary (Administrative Vice Chair)
The Secretary assures that the minutes of the Board of Directors and House of Delegates meetings are properly recorded and that reports required by the National office are properly filed. The Secretary also serves as the Administrative Vice-Chair.
Treasurer (Finance Vice Chair)
The Treasurer is the PVS Chief Financial Officer and is responsible for: preparation of the annual budget; accounting for all funds; filing of required tax forms; providing for an annual audit; and advising on all financial matters. The Treasurer also serves as the Vice-Chair of the Finance Division.
Coach Representatives
The Coaches Representatives serve as members of the Board of Directors. Both Representatives serve on the Competition Committee. The Coach Representatives shall serve as a liaison between the coaches who are members of PVS and the Board of Directors and House of Delegates. One Coach Representative is elected annually.
Athlete Representatives
The Athletes Representatives serve as members of the Board of Directors and the Competition Committee. An Athlete Representative is elected annually by the athletes to represent athlete interests on the Board of Directors.
Officials Representative
The Officials Representative serves as the liaison between the officials who are members of PVS and the Board of Directors and House of Delegates. The Officials Representative is elected biannually by a plurality of the PVS Certified Official members to represent Officials' interests on the Board of Directors.
Strategic Planning Committee Chair
The Strategic Planning Committee Chair shall advise the Board of Directors on strategic issues presented for investigation; advise the Board of Directors on any initiatives, trends, or impending actions on the local, national, or international level that may impact upon PVS programs in the future; forecast future areas of concern for the local swimming program; and, formulate a strategic plan to assist in directing the PVS program.
PVS Divisions
Administrative Division
The Administration Division Vice Chair is responsible for the development of administrative policies and coordination of the administrative activities of Potomac Valley Swimming. The Chairperson of this division also serves as the Secretary of the Board of Directors.
Awards and Special Recognition Committee
The PVS Awards Committee is responsible for maintaining, developing, and promoting programs that educate and recognize the accomplishments of PVS Athletes. Included in this responsibility is the Outstanding Athlete of the Year award and Scholar Athlete programs.
The Outstanding Athlete Committee reviews all athlete accomplishments and prepares the nominations for the PVS Outstanding Athlete awards. The nominations are presented to the coach members present at the Fall Competition Committee Meeting.
The Scholar Athlete Coordinator establishes application procedures, reviews and approves applications, and awards recognition pins to the qualified Scholar Athletes of Potomac Valley Swimming.
Records Officer
The Records/Top 16 Coordinator establishes procedures for reporting USA SWIMMING/PVS records and maintains the PVS open and resident records. The Records/Top 16 Coordinators also establish procedures for nominating PVS athletes for TOP-16 consideration.
Webmaster
The PVS Webmaster reports to the Administrative Vice Chair and is responsible for the development and maintenance of the PVS website. The Webmaster shall provide/post on a continuous basis accurate, comprehensive, and timely information. The content shall be pertinent to the Potomac Valley Swimming community and in accordance with the PVS Policies and Procedures Manual.
Safe Sport
Potomac Valley Swimming is committed to fostering a fun, healthy, and safe environment for all of its members. For that reason, we have in place a detailed Code of Conduct. Our Safe Sport Committee chair also coordinates with USA Swimming to provides policies, education, a reporting structure, and tools that are intended to serve our members as we work together to maintain this environment.
Age Group Division
The Vice-Chair of the Age Group Division is responsible for developing and conducting the PVS Age Group Program and servers on the Competition Committee.
Zone Team Coordinators
Zone Team Coordinators coordinate selection of the PVS All-Star Team, makes travel and accommodation arrangements, and assist the coaching staff with the meet logistics.
PVS Camps Coordinator
The PVS Camps Coordinator organizes and administers the camps sponsored by Potomac Valley Swimming.
Senior Division
The Senior Division Vice Chair is responsible for developing and conducting the PVS Senior program. The Senior Division Vice Chair and the Age Group Division Vice Chair coordinate and plan for all PVS Competition with advice from the PVS Competition Committee.
Zone Representative
In addition to developing the Senior Circuit at the Zone level, the Zone Technical Planning Representative also advises the Senior Chair concerning development of the PVS Senior program and assists in the realization of the program.
Distance Coordinator
The Distance Coordinator is responsible for planning and conducting the PVS distance program.
Open Water Coordinator
The Open Water Coordinator is responsible for planning and conducting the PVS open water program.
Operations Division
The Operations Division Vice Chair is responsible for coordinating the various coordinators responsible for the PVS officiating program, providing equipment, technical training, and operation procedures required to support the competition program. The Vice Chair also serves to coordinate the Meet Directors Clinic(s) along with the Administrative Office, and acts as a liaison between PVS and Club Meet Directors.
Equipment Manager
The Equipment Manager is responsible for the maintenance, repair, distribution, of electronic timing equipment and other meet equipment. The rental of PVS equipment is managed by the Operations Vice Chair.
Safety Committee
The PVS Safety Committee plans and coordinates the coaches' safety certification program and serves as liaison between the National and local safety programs.
Officials Chair
The Officials Committee Chair is responsible for planning and conducting the PVS officials’ certification program, monitoring the overall quality of officiating at PVS sanctioned meets, and staffing the National Certification Meets for which PVS is responsible.
Chief Training Officer and Instructor
The Chief Training Officer and Instructor is responsible for managing the training and instructional programs for PVS officials.
Clinic Coordinators
The Clinic Coordinators are responsible for conducting the clinics, providing instructors, materials, and maintaining a roster of attendees.
Certification Officer
The Certification Officer is responsible for reviewing applications to assure that PVS requirements for certification have been met. He or she is also responsible for maintaining records of the status of PVS officials, for providing certification badges to officials who have met the criteria, and for coordinating transfer of certification between PVS and other LSC's.
Rules Advisor
The Rules Advisor maintains contact with the National Rules Committee and advises the Officials Committee on the latest interpretations or changes in the official USA Swimming Rules pertaining to swimming and the conduct of competition. He also ensures that the clinic training material contains the latest USA Swimming rule interpretations.
Finance Division
The Finance Division is the financial policy and planning organization of Potomac Valley Swimming. The Chair is responsible for establishing policies and procedures for the administration of PVS funds and coordinating the activities, programs, and any ad-hoc committees of the Finance Division.
PVS Committees
Strategic Planning Committee
The Strategic Planning Committee is an investigative and advisory arm of the Board of Directors. Its responsibilities include, but are not limited to: advising the Board of Directors on strategic issues presented for investigation, advising the Board of Directors on any initiatives, trends, or impending actions on the local, National, or International level that may impact upon PVS program in the future, forecasting future areas of concern for the local swimming program, formulating a strategic plan to assist in directing the PVS program.
Competition Committee
The Competition Committee shall be responsible for developing and coordinating an overall swimming program for all levels of swimming in the Territory, including Senior and Age Group programs. The members of the Competition Committee shall consist of the Vice-Chair of the Senior Division, Vice-Chair of the Age Group Division, the Coach Representatives, the Zone Technical Planning Representative, and all USA Swimming coach members of PVS Clubs. The Vice-Chair of the Senior Division or the Vice-Chair of the Age Group Division, whoever is senior in term, shall serve as the Chair of this committee and shall report to the Board of Directors.
All PVS members present have voice and one representative from each member club present and each of the elected Coach Representatives has a vote.
Investment Committee
To oversee the investments of the corporation, which are administered by investment managers, and to advise the Board of Directors on investment matters.
Audit Committee
To provide technical and operational direction for the annual audit of Potomac Valley Swimming finances, to serve as a liaison to the Board of Directors and the external audit team, and to ensure that the highest levels of accountability are applied to all financial procedures.
PVSBODMO 10/15/15