Team DPW – By-Laws

Team DPW Dragon Boat

BYLAWS

I.  Name and Definitions

A. The name of this organization shall be “Team DPW Dragon Boat” or “Team DPW” for short.

B. The term “member” is used to denote any person who has completed three practices as a guest and paid the membership fee as applicable.

C. The term “guest” is used to denote a prospective member, or anyone else that will be participating in a practice session who is not a member.

II.  Operations

A.  The principal office of the corporation shall be maintained at 4142 Corona Drive, Los Angeles, CA  90032.

III.  Administration of Team DPW

A.  Board of Directors: Administration of the corporation shall be governed by a Board of Directors, including a President, Vice-President, Secretary, Treasurer, and General Counsel. The Board will maintain a minimum of five members and a maximum of nine members.

1.’ Directors shall be elected to serve a two-year term, however the term may be extended until a successor has been elected. Directors may serve terms in succession. The term of office shall be considered to begin January 1 to December 31 of the second year in office. Directors may be elected at any board meeting by the majority vote of the existing members. The election of directors to replace those who have fulfilled their term of office shall take place in November of each year. Director terms shall be staggered so that approximately half the number of directors will end their terms in any given year.

2.’ In order to be eligible to serve as a director, the individual must be 18 years of age.  No person shall be eligible for offices of the Board of Directors who has not been a full member of the organization for at least two years immediately preceding nomination and throughout the subsequent term of office.

3.’ No person shall be eligible for, or hold, an office of the Board of Directors whose business connections are of such a nature that the individual could gain financially through the shaping of the affairs of the organization by the Board of Directors, or by the improper exploitation of the individual’s office for the furtherance of the individual’s own aims or those of the individual’s employer. Directors will abide and conduct themselves within the statutes and regulations of the laws of the State of California.

4.’ The Board of Directors shall meet (at a minimum) bi-annually. Notice of the time and location of the meeting will be sent to board members via email notification at least 30 days prior to the meeting.  A majority of the Board of Directors must be present for there to be a quorum. Directors may participate in a regular meeting or special meeting through the use of any means of communication by which all directors participating may simultaneously hear each other during the meeting, including in person, video conference or phone conference. Motions require a majority vote to pass.  Only members of the board may vote at board meetings. 

5.’ The Board of Directors may fill vacancies due to the expiration of a director’s term, resignation, death, or removal of a director.

6.’ Removal.  A director who has missed three or more consecutive meetings may be removed by a majority vote of the board members then sitting.  A director may be removed for any other reason by a majority vote of the board members.

B. Officers: Officers shall be appointed by the Board of Directors to administer the day to day and functions of the corporation.

1.’ Officer positions include a Coach, Assistant Coach, Financial Manager, General Manager, Facilities Manager, Membership Coordinator, Equipment Coordinator, Webmaster, and Fundraising Committee Coordinator.  The term of office shall be two years or until successors are appointed.  

a) Coach:  Leads the team in all aspects of dragon boat racing; plans out the race schedule for the season.  Serves as the point of contact for other dragon boat teams, tournament coordinators, organizations, etc.; makes all final decisions regarding all business of Team DPW, albeit with the advice of the Board of Directors; works with Financial Officer on the budget for the season. Develops training programs and race strategies for the team; makes all final decisions regarding members’ positions on the boat during practices and competitions; trains members in different aspects of dragon boat racing, including paddling form, timing, steering, calling, and exercises.

b) Assistant Coach:  Assists Coach in matters of leading the team and team organization, especially in the Coach’s absence.  Assist with development and implementation of training program, provide feedback on team performance, and provide support to the Coach in all areas as advised.d.

c) General Manager: Deals with business aspects of the team; coordinates out-of-town trips, community activities, hosting visiting teams, etc.

d) Financial Officer: Maintains the Team DPW bank account and completes all accounting functions related to team operations; collects annual membership and race fees; maintains a record of all team financial transactions; provides receipts. A written financial report shall be made available at the annual membership meeting.  

e) Fundraising Committee Coordinator: Organize and plan fundraisers and determines the best way to approach potential sponsors.

f) Membership Coordinator: Sends out practice reminders and maintains attendance and RSVPs for practices; updates members’ information, including address, phone number; keeps records of individual team members such as waiver forms, emergency information. Keeps records of all team-related paperwork from competitions such as race applications and other business forms.

g) Equipment Coordinator: Coordinates equipment and uniform orders: maintains team equipment and supplies inventory; researches new equipment as requested by the Coach.

h) Facilities Manager:  responsible for periodic boat and facility maintenance.

i) Webmaster:  Designs, maintains and updates the team website.

 

2.’ Race fees may be waived for officers as compensation for their time spent serving the team.

3.’ Officers shall meet (at a minimum) quarterly. A majority of officers is required for a quorum. Location and time to be determined and provided via email notification to officers at least 30 days prior to the meeting.

IV. Membership

A. To be eligible for membership, individuals must subscribe to the purpose and goals of the organization.  Interested individuals shall submit a signed Membership Agreement to the Membership Coordinator. 

B. Membership is open to all persons interested in the objectives of the corporation, regardless of race, sex, age, religious belief, disability, or sexual orientation.

C. Membership is granted after receipt of Membership Agreement and payment of membership annual fees.  Any member who is current and paid up to date on the particular installment then due shall be considered to be in good standing and eligible to participate, vote or act in any team function. Continued membership is contingent upon being up-to-date on membership fees.   A prospective member is considered to be a “guest” while participating in their first three practice sessions with the Team DPW.

D. Each member in good standing over 18 years of age shall be eligible to appoint one voting representative to cast the member’s vote in corporation elections.

E. The Board of Directors shall have the authority to establish and define non-voting categories of membership.

F. General Membership meetings shall be held annually on the Saturday before Thanksgiving.  One-third of membership must be present for a quorum. Location and time, as well as any change in date, will be provided via email notification at least two weeks prior to the meeting.

V. Membership Dues

A. Individuals who wish to participate in races must pay an annual membership fee which will be determined by the Board of Directors.  Full-time college students and members 18 years of age and younger may pay a reduced membership fee, which shall be determined by the Board of Directors annually.

1.’ For new members, the membership fee is to be paid before the 4th practice session

2.’ Dual Membership

a) No member of Team DPW may hold active membership on another dragon boat team competing in the same festival.

b) Exceptions to the above will be made in certain cases, at the discretion of the Coach and Assistant Coach. During such instances, positions on the Team DPW competing boat will first be given to members who do not have dual membership, at the discretion of the coach.

B. The annual membership fees must be paid in full by the end of the first quarter (March 31). Any member that has not paid the annual membership fee will not be eligible to participate, vote, or act in any team functions until all membership fees and other indebtedness are fully paid.

1.’ In extreme hardship cases and with majority approval by the Board of Directors, arrangements may be made with the Board of Directors concerning payment of annual membership fees.

2.’ The Board of Directors may also authorize the annual membership fees to be paid in installments. If so, any member who is current and paid up to date on the particular installment shall be considered to be in good standing and eligible to participate, vote or act in any team function.

C. The membership fee is non-refundable.

VI. Enforcement of Policies

A. Members are responsible for abiding by the rules and policies specified in the membership agreement.  Officers, upon a majority vote, may issue a formal warning to a member for violating proscribed rules or policies.

B. Repeated or serious violations will result in disciplinary action levied by the Board of Directors, including suspension or revocation of membership.

VII. Financial Accounting

A. The fiscal year shall be from January 1 – December 31.

B. Team DPW funds will be applied towards team equipment, race registration, and any other miscellaneous team expenses.  Team funds will not be used to purchase equipment for individual team members.  Individual members may be asked to pay additional fees to compete in tournaments if Team DPW funds are not sufficient to cover race expenses.

C. A report detailing the status of Team DPW funds shall be readily available to any member upon request and will be distributed to the general membership annually.

VIII. Amending the Bylaws

A. These Bylaws may be amended by a three-fourths vote of the Board of Directors.