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deaa 7
USASwimmingClub Leadershipand BusinessM anagementSchool
(Useonlyw ithp ermission)
CreatinPgolicy....... .................53
PolicySettingforBoards ........54
Typesof Policies .....................55
SharingNonprofitLeadership ...................56
GovernMore,ManageLess.......... ............57
Board/StaPffartnership ...........59_59
WhoDoesWhat? ....................60
WhatIf?........,.... ......................61
II. OperatingtheClub Board
BuildingtheB oardA genda..... ,.................62
ConsenAtgenda ....63-64
SampleConsenAtgenda .........65
MinutesChecklist ...................66
Assumptionasb outt heR ightM odelof Governance................. ...67
Responsibilitioefst heB oardC hair .....,.,,.67
LeadershRipo leoftheB oardC hair......... ...................69
MeetingRoles .......69
OtherOffrcerResponsibilities.......... .........70
ShouldtheC oachb ea VotingB oardMember?.. ........71
IndividuaBl oardMemberR esponsibiliti.e.s.. ..... .......72-73
StructurinCgo mmittee..s. ............ .............74
CommonCommittee..s.. ........... ................75-76
TipsforSuccessfCulo mmittee..s. ............ ..,...............77
III. BuildingtheFutureClubBoard
TheBoardB uildingC ycle ......78
CultivatinBgoardMembers.. .............,.,....79
HowandW hereto FindB oardMembers ...................80
BenefitinfgromDiversity........... ........,.....81-92
ActivatingBoardMembers ................:. .....83
BoardDevelopmeCnto mmitteTea sk.... .....,...............84
SuggesteIdndexf or BoardMemberHandbook .........84
BoardProfileWorksheet .........85-86
BoardOrientatioCnh art........ ....................87
WhyHolda BoardRetreat...... 8g-89
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usA swimmingclub Leadershaipn dBusinesMs anagemenstchool
(Useonlyu ith permission)
Unit One: The Basicsfor All Clubs
I. MissionandStructure
HOW TO DEVELOP A MISSION STATEMENT
Whati s a missions tatement?
Everyorganizatiohnasa missiona, purposea, reasonfo r being.A s such,everyswimc lubn eedsto define
its fundamentapl urposep, hilosophya, nd values.T he missionstatemenctlarifiesthe essenceof club
existence'It describesthe needst he club was createdto fill, explainswhy the organizatione xists,and
whatit hopest o achievei n the future. It articulatesthe organization'se ssentianlature,its values,a nd its
work.
Why haveone?
Withoutguidancei,t is difficult to establishboundariesfor appropriatecourseof action.T he mission
statemenptrovidesthebasisf or evaluatingthesuccesosf the club andits programsI.t helpst o veri$ri f
theclub is on the righttrackandm akingt herightdecisionsI.t providesdirectionwhent hec lubf acesn ew
challengeosr opportunitiesA.t tentionto missionh elpsl eadershiapd hereto its primarypurposeandh elps
duringconflictsby servingasa touchstonfeo r everydecisionA. powerfulmissionstatemenctanalsoLe
helpfulin attractingvolunteersd,onorsa,ndcommunityin volvement.
When shouldi t be reviewed?
It is importantto reassestsh e organization'ms issiono n a regularb asis.If it has beenm oret hanf ive
years,now is probablya goodtime to reviewand, if necessaryfi,n e-tuneor evenr ewritet he mission
statement.
toj:esretevanceana_:eas . Frequentlyt,h e
landscapewithin whicha club operatesc hangesso markedlyo vera periodof time, that the original
missionmustb e updateda,lteredo,r changedd ramaticallyin ordert o addresns ewr ealities.
Who shouldcreateor revisei t?
Creatinga missionstatemenits a groupeffort.Boardmemberss,taff membersa, lumnianddonorscan
providevaluableinputd uringt he creativep rocessT.he final wordingshouldb e approvedb ythe boardo r,
in thecaseof anotheorrganizationamlodel,thek ey leaders/owners.
What do we do with our missions tatement?
The missionstatemensthouldbe referredt o continuouslyI.t shouldb e presenteverywhereo:n the
letterheada,ll communicationasl,l brochuresa.n da ll officiatdocuments.
How to write a missionstatement?
An effective missionstatementis concise,t o the point, realistic,operational,inspirational,informative,
and even emotional. It is forward- thinking, positive, and describes success.A n ef-fectivem ission
statementmust resonatew ith the peopleworking in and for the organization,a swell asr.r,iththe different
Page5
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USASwimmingClub Leadershipa nd BusinesMs anagemenSt chool
(Useonlyw ithp ermission)
BUSINESSINSURANCEF'ORSWIM TEAMS
One of the benefits of USA Swimming 3. Productsliability coveragefor merchandise
membership( club or individual)is liabilify salesorequipmenstales.
insurancecoveragewhich providesprotection 4. Employeebenefitsliability coverageif you
for the member(s)a gainstclaims for bodily havebenefitsforyouremployees.
injury or propertydamageT.hiscoverageis only Property
provided for specific USA-S activities,e.g.
practices,meets, approvedsocial and fund I Real Propertyc overageif the club owns the
raisingactivities. facility.
2. Boiler& Machinery(mechanicablreakdown)
Additionally,excessaccidentalmedical/dental coveragefor heating/aicro nditioningunitsor
insuranceis provided for USA-S members forthe machineryr equiredto operatea pool.
(athlete and nom-athlete)T. his insuranceis 3. BusinessPersonalProper(y (contents&
intendedto reimburseth e memberfor "out of improvements/bettermentsc)overage for
pocket"expenses-deductiblceos-,p ays-nopt aid office equipmentand any improvementsto
by the member'sp rimaryh ealthi nsurancef,o r the facility including retrofitting, additions
expensesresultingfrom a swimming related for salesin ventorye, tc.
injury. 4. ComputerE quipmentc overagefor hardware,
softwareandmediaexposureisncludingsuch
For a detailed explanationo f the insurance thingsast imings ystems.
coverageprovidedby USA-S for its members, 5. Equipmenctoveragefor miscellaneouiste ms
pleasereferto the USA-SI nsuranceS ummary. suchas lanelines,storagetrailers,dryland
The Summaryi s sent to each memberc lub trainingequipmen(tif owned)e, tc.
annuallyor it can be found on the USA-S 6. Busineslsncome/ExtraExpensecoveragefor
websiteundert he MemberS en"icessection. reimbursemenotf lost profitsand continuing
expenseassa resultan insuredlo sse.g.f ire.
While the USA-S coveragemay provide The Extra Expensecoveragewould provide
protectionfor the club or individualm emberfor reimbursemenfotr the extrac osto f havingto
USA-S activities,there are various types of rentanothefracilitybecausyeourswasoutof
other insurancea club, in particular,should commissionasa resultof the loss.
considerpurchasingin ordert o fully protectthe lnventorycoveragefor your merchandisoer
assetsof the organizationi,t membersa,nd its equipmentf,or salet o providefor lostprofits
employees. inthee vento f aloss.
Following is a brief descriptiono f types of Automobile
insurancteo consider:
l. Owned automobile - liability and physical
Liability damagecoveragef or the owned vehicle,
Non-Owned automobile coverage which
l. Premisesliabilitycoveragefor thosec lubs providesliability protectionfor the club for
that own their facilities or provide pool non-owned autos (employees, volunteers)
managemenVoperatiofonrs the facility they used on behalf of the club e.g. employee
rease. running errands or volunteer taking athletes
2. Liability coveragefor non-USA Swimming to meet.
activities e.g. Learn-to-Swim, Swim i. Hired Auto coverage provides liability
America, water aerobics, and lifeguard protectionfor the club for the use of a rental
training. vehicleby the club or its representative.
Page7
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usA swimmingclub Leadershaipn dB usinesMsa nagemenstchool
(Useonlyw ithp ermission)
TMPORTANTLEGAL ISSUESF'ORUSASWIMMING CLUBS
Clubshavecertainlegalobligationsandduties the use of the facility. The owner usually
to protectthemselvest,heir membersandUSA includes indemnificationand hold-harmless
Swimmingfrom financiallossesL. istedbelow clauseson liability for bodily injury and
areseverailtemstheClubmustbeawareof. properlydamager esulting from the negligence
of the USA Swimming Member, its officers,
l. Facility Contracts.All memberClubsthat agentsande mployees.
enterinto contractsfor the use of facilities
ownedby othersm ustbecarefulwith regard It is impossibleto avoidsuchr eleaseosr waivers
to the indemnitya ndholdharmlesslanguage couched'in generallanguageT. he owners,or
thatis used.I n the insuranceo verview,there theirattorneysw,ill insistonthis.
is a section on facility contracts.The
italicizedlanguagsehouldbe reviewed. Howeveri,t is extremelyimportantthatthe USA
SwimmingMemberdoesnot sign a contract
2. Club Organization. Each Club is an containing language that indemnifies or
autonomousbody organizedand operated exculpates(clearsfrom allegedfault or guilt),
underthe laws of its state.T heofficersmust the ownerfrom liability for damagesr esulting
be in totalcompliancewith thelawsof their from the negligenceof the owner or its agents
state.This review would be valuablef or andemployeesS. uch languagem ay or may not
protectionof theofficersandboardmembers be valid in your particularstate.If it is, it is
asw ell astheemployeeosf theC lub. usuallysubjectto strictc onstruction.
3. Compliancewith USASwimmingRules.[n If you arein doubt,c onsultan attorneyi n your
orderto remaini n goodstandinge,achClub own statea nd at the samet ime refer him/herto
has a legal obligationto comply with the Wells O'Brien, General Counsel for USA
rules and regulationso f USA Swimming. Swimming.
Theserulesrelateto the sanctionof meets.
proper registration of coaches, If you seethe following languageor anything
implementation of safety programs, similar to it, consult legal counselat once
compliancewith membershiprequirements beforesigningthe agreement:
ando thero bligationsas setf orth in the rules
and regulationso f USA Swimming. In Club (LSC)agreesto indemnifuO wneragainst
pafticular,note that all athletesand all all liability loss, or other damageclaims or
coachemsustbeUSASwimminsmembers. obl$ationsbecauseof or arising out ofpersonal
injuryorpropertydamager,elatedto Club'suse
and occupancyo f the premises,including that
LIABILITY PROVISIONS causedby the negligenceo f the Owneror its
IN CLUB CONTRACTS agentsor employees.
ManyUSA SwimmingMemberClubsareparty
to a contractwith ownersof swimmingpools,
publicor private.Almostall USA Swimming
Members,including LSCs and the national
organizationitself,will, at one timeor another.
enteri nto contractsfor the useo f a swimming
venuefor a meet or otherauthorizedaquatic
activity.
Suchcontractswill alsocontainlanguagewith
regardto the tort liabilifyof bothp artiesd uring
Page9
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