Michigan Masters

By-Laws

Last revised 4/19/2025

The provisions in these bylaws were adopted at various MI-LMSC Annual Meetings. The date on which a provision was adopted is given in parentheses following each section.

Article 1: General

1.1 Authority. The Michigan Local Masters Swimming Committee (hereinafter called MI-LMSC) has jurisdiction over the sport of masters swimming within the State of Michigan as delegated by United States Masters Swimming, Inc. (hereinafter called USMS). (3-24-12)

1.2 Scope of Activity. The MI-LMSC shall govern, administrate, and promote masters swimming in the State of Michigan, as defined by USMS, and assist its members in the conduct and organization of activities that further masters swimming. (3-24-12)

1.3 Non-Profit Status. MI-LMSC is a non-profit organization. (3-24-12)

Article 2: Mission and Objectives

2.1 Mission. The mission of the Michigan LMSC is to help its members to achieve desired levels of health, fitness, performance, and quality of life through participation in masters swimming. (3-24-12)

2.2 Objectives.

  • 2.2.1 Clubs. MI-LMSC shall support the development of masters swimming clubs and workout groups and shall operate a state-wide club called Michigan Masters for the benefit of members who desire participation. (3-24-12)
  • 2.2.2 Competition. MI-LMSC shall assist its member clubs and workout groups to conduct short course yards, short course meters, long course meters, and open water swimming competitions, including a short course yards state championship meet. (3-24-12)
  • 2.2.3 Recognition. MI-LMSC shall recognize the achievements of its members in a variety of ways, including awards and information posted on the LMSC web site. (3-24-12)
  • 2.2.4 Communication. MI-LMSC shall regularly communicate information about USMS and LMSC activities to its members in a variety of ways, such as meetings, the LMSC web site, the LMSC newsletter, electronic mail, and when necessary, U.S. mail. (3-24-12)

Article 3: Clubs and Workout Groups

3.1 Club. A masters swimming club is an organization or group of permanent character that is a club member of USMS, and that actively promotes and/or participates in masters swimming. (6/26/2022)

3.2 Workout Group. A workout group is a subset of members from a masters swimming club that is registered as a workout group member of USMS. Workout groups may be formed for various reasons such as to organize and acquire pool space, secure a coach, etc. Members of workout groups may compete under the auspices of either the workout group or the parent masters swimming club when participating within the MI-LMSC. Members of workout groups must participate under the auspices of the parent masters swimming club when competing outside the MI-LMSC. (6/26/2022)

3.3 Unattached. The term unattached refers to an individual member of the MI-LMSC who does not represent a USMS club. (3-24-12)

3.4 Membership. Swimmers shall declare membership in a registered MI-LMSC club, a registered workout group affiliated with an MI-LMSC club, or as unattached (also called UC19) when completing their annual individual registrations with USMS. Swimmers who are members of a workout group are also considered as members of the parent USMS club. (6/26/2022)

Article 4: General Membership

4.1 General Membership. The general membership shall consist of all individuals who are interested in the purposes or programs of the USMS and are registered as individuals with USMS. (6/26/2022)

4.2 Proof of membership. Each member who registers online will receive an electronic copy of her/his USMS card, and each member who registers using a paper application will receive a paper copy of her/his USMS card. The USMS card certifies his or her membership and club/workout group affiliation. (3-24-12)

4.3 Privileges. Each member may attend all MI-LMSC general membership meetings and may participate in all programs offered by USMS and MI-LMSC. (3-24-12)

4.4 Responsibilities. The duties and powers of the general membership are to: (a) receive reports from the Board of Directors; (b) elect voting members of the Board of Directors and members of the Review Committee; (c) amend the MI-LMSC bylaws; (d) ratify or rescind policy and programs established by the Board of Directors; and (e) consider any other business relating to MI-LMSC. (4/12/2025)

4.5 Fees. MI-LMSC is entitled to receive an annual fee from each member. (3-24-12)

Article 5: Board of Directors

5.1 Board of Directors. The Board of Directors is comprised of the elected officers and appointed members. (3-24-12)

5.2 Elected Officers.

  • 5.2.1 Chair. The chairperson shall be responsible for the day-to-day management of MI-LMSC. The chair shall call meetings when necessary and preside at them. The chair shall, with approval of the elected members of the Board of Directors, appoint members of the Board of Directors and committees as appropriate. (3-24-12)
  • 5.2.2 Vice-Chair. The Vice-Chair shall serve as a replacement for the Chair, when necessary, assist the Chair as required, monitor the need for bylaw and policy revisions, and chair an ad-hoc Nominating Committee. The Vice-Chair is the chair-elect and automatically succeeds the Chair at the end of the Chair's term. (6-26-22)
  • 5.2.3 Treasurer. The Treasurer shall receive all monies, and pay all bills approved by the MI-LMSC, maintain all financial records, prepare an annual budget, and make timely reports to USMS, the Board of Directors, and the MI-LMSC general membership. (3-24-12)
  • 5.2.4 Secretary. The Secretary shall record minutes of meetings and make timely reports to USMS, the Board of Directors, and the MI-LMSC general membership. (3-24-12)
  • 5.2.5 Membership Coordinator. The Registrar shall be responsible for the registration of individual members, clubs, and workout groups, and shall maintain a current list of all members. (2-28-24)
  • 5.2.6 Sanctions Officer. The Sanctions Officer shall: (a) solicit applications from clubs or workout groups to host MI-LMSC competitions; (b) assist meet managers to acquire sanctions/recognitions and to observe MI-LMSC and USMS rules when planning and conducting meets; (c) provide MI-LMSC supplies such as awards and timecards to meet managers; (d) schedule competitions; and (e) evaluate competitions. (3-24-12)

5.3 Appointed Members.

  • 5.3.1 Communications Director. The Communications Director shall be responsible for editing, publishing, and disseminating MI-LMSC information via the LMSC web site. (3-24-12)
  • 5.3.2 Records/Top-10 Recorder. The Records/Top Ten Recorder shall review results from competitions sanctioned or recognized by the MI-LMSC to identify potential MI-LMSC, USMS, and World records and Top Ten Times. (3-24-12)
  • 5.3.3 Coach Representative. The Coach Representative shall: (a) relay suggestions and concerns from coaches to the Board of Directors; (b) receive communications from the USMS Coaches Committee and distribute that information to coaches within the LMSC; (c) facilitate communication among coaches within the LMSC; and (d) schedule and facilitate coaching clinics. (3-24-12)
  • 5.3.4 Officials Coordinator. The Officials Coordinator shall: (a) help clubs and workout groups to identify officials; (b) educate officials and members about USMS Swimming Rules; (c) relay suggestions and concerns from officials to the Board of Directors; and (d) assist the Sanctions Officer with the scheduling and evaluation of competitions sanctioned or recognized by the MI-LMSC. (3-24-12)
  • 5.3.5 Fitness Coordinator. The Fitness Coordinator shall (a) facilitate the education of members about ways in which their health, physical fitness, and well-being may be improved through masters swimming; (b) facilitate participation in postal swimming events that contribute to physical fitness; and (c) offer suggestions about MI-LMSC programs and activities that contribute to these aims. (3-24-12)
  • 5.3.6 Safety Director. The Safety Director shall: (a) educate meet managers, officials, and members about safety rules and policies; (b) monitor safety conditions at competitions; (c) maintain copies of the Reports of Occurrence filed with the USMS insurance carrier; and (d) relay suggestions and concerns about safety to the Board of Directors. (3-24-12)
  • 5.3.7 Open Water Coordinator. The Open Water Coordinator will communicate and encourage participation in various USMS open water events to MI-LMSC members and shall assist open water event directors with the planning and conduct of those events. (3-24-12)

5.4 Powers. The Board of Directors shall have the power to conduct business on behalf of the MI-LMSC between general membership meetings, including the power to (a) establish, maintain, and eliminate MI-LMSC policies; (b) approve MI-LMSC financial reports, budgets, and audits; (c) determine the host and location of LMSC championship swimming meets; and (d) temporarily suspend the MI-LMSC bylaws in emergency situations per Article 10.4. The Board of Directors shall not have the power to assume responsibilities (a), (b), (c), or (d) of the general membership as described in Article 4.1.3. (4/12/2025)

5.5 Requirements.

  • 5.5.1 USMS Membership. Each member of the Board of Directors must be an individual member of USMS registered through the MI-LMSC throughout her/his term of office. (3-24-12)
  • 5.5.2 Disclosures. Each member of the Board of Directors must disclose known conflicts of interest that may affect her/his decision-making and actions on behalf of the MI-LMSC. (For example, a board member who has a significant financial interest in a company that manufactures awards must disclose that fact if MI-LMSC considers purchasing awards from that company.) (3-24-12)

5.6 Indemnification. Members of the Board of Directors shall be indemnified by the MI-LMSC with respect to fulfilling their duties on behalf of the MI-LMSC. (3-24-12)

Article 6: Meetings

6.1 General Membership Meetings.

  • 6.1.1 Schedule. The annual general membership meeting of members of MI-LMSC will be held between January 1 and August 31, usually in concurrence with the MI-LMSC State Championships in the spring of each year. The Board of Directors shall establish the date and location of the annual meeting in any calendar year when the MI-LMSC Championships are not conducted. Special general membership meetings may be called at the discretion of the MI-LMSC Chair or by a petition of at least 20% of the members of the MI-LMSC as defined by Article 4.1, as of the date of petition. (6/26/2022)
    • 6.1.1.1 Deadlines. Whenever the annual general membership meeting is not held in concurrence with the MI-LMSC Championships, the Board of Directors shall establish alternate deadlines for (a) members to submit championship meet bids, resumes of election candidates, and proposed bylaw and policy amendments and for (b) the Board of Directors to share those data with the general membership. (4/12/2025)
  • 6.1.2 Notice and Agenda. The notice for the annual meeting must be submitted by February 1st of the year, and shall include (a) the meeting date and location and (b) calls for nominations, proposed bylaws, proposed policies, LMSC Championship bids and requested agenda items. The notice of submitted items shall be distributed by March 15th of the year, and shall include (a) the tentative agenda, (b) the full text of any proposed bylaw and policy changes, if any, and (c) description of any scheduled elections. Notices shall be distributed to members via the MI-LMSC web site and via email. (4/12/2025)
  • 6.1.3 Quorum. The quorum for a general membership meeting shall be at least 5% of the MI-LMSC members, including members of the Board of Directors. (3-24-12)
  • 6.1.4 Voting Privilege. All individual members of the MI-LMSC who are present have both voice and vote, except that the Chair may only vote in case of a tied vote. Proxy votes are not allowed. The Chair shall determine the method of voting (e.g., voice, roll call, written ballot). (3-24-12)
  • 6.1.5 Conduct of Meetings. The MI-LMSC Chair or designee shall preside at all meetings. Current Robert's Rules of Order will serve as guidelines for the conduct of meetings. General membership meetings must be held in person unless there is no viable way to do so. When an in-person meeting is not possible, the format of the general membership meeting shall be designed so that each member may participate per Article 4.1.2. (6/26/2022)

6.2 Board of Directors Meetings.

  • 6.2.1 Schedule. A Board of Directors meeting shall be scheduled at least twice each year at dates selected by the Chair. The Chair shall also determine the mode (e.g., meeting in person, via conference call, or via an electronic communication system). Special Board of Directors meetings may be called by a petition of at least 50% of the elected officers. (6/26/2022)
  • 6.2.2 Notice and Agenda. A notice and tentative agenda for Board of Directors meetings shall be distributed to all elected and appointed members of the Board of Directors via telephone or electronic communication system at least 7 days prior. (6/26/2022)
  • 6.2.3 Quorum. The quorum for a Board of Directors meeting shall be a majority of the members, including at least 3 of the elected officers. (3-24-12)
  • 6.2.4 Voting Privilege. Unless otherwise restricted by the MI-LMSC bylaws or policies, all members of the Board of Directors who are present have both voice and vote, except that the Chair may only vote in the case of a tie. Proxy votes are not allowed. Motions shall be passed by simple majority vote. The Chair shall determine the method of voting (e.g., voice, roll call, written ballot). (3-24-12)
  • 6.2.5 Conduct of Meetings. The MI-LMSC Chair or designee shall preside at all meetings. Current Robert's Rules of Order will serve as guidelines for the conduct of meetings. Board of Directors meetings may be held in person, via conference call, or via an electronic communication system. (6/26/2022)

Article 7: Review Committee

7.1 Function. The MI-LMSC Review Committee shall consider complaints related to protection of general membership privileges and responsibilities as defined in Article 4 (including alleged unsporting conduct) and shall render judgments and penalties as appropriate. Article 401 of the USMS rule book provides further information about these topics. (6/26/2022)

7.2 MI-LMSC Review Committee and Hearing Panels.

  • 7.2.1 Review Committee. The Review Committee shall be comprised of five members who are elected by the general membership according to the election procedures set forth in Article 9 of these bylaws. The Review Committee members shall elect their own chairperson within 14 days following their election. (6/26/2022)
  • 7.2.2 Hearing Panel. The hearing panel convened for a case shall have a minimum of three members and a maximum of five members from the Review Committee, as selected by the Review Committee Chairperson. The hearing panel shall select its own panel chairperson and secretary. Committee members should recuse themselves if they have a significant conflict of interest related to the case. (3-24-12)
  • 7.2.3 Notices. The Review Committee chairperson (general business of the Review Committee) or panel secretary (hearing or appeal) shall report the minutes of any meeting or deliberation to the chairperson and secretary of the MI-LMSC Board of Directors, and the person(s) who are the subject of the complaint, within 30 days. The MI-LMSC Board of Directors will then decide on further action based on the Review Committee findings. The minutes may be marked as confidential by a majority vote of the Review Committee or panel. If the minutes are marked as confidential, the complaint, a summary of the discussion, and Review Committee recommendations may be disseminated publicly, but the identities of individual persons named in the minutes may not be shared with the general membership. (6/26/2022)

7.3 Hearings and Appeals.

  • 7.3.1 Authority. MI-LMSC has authority to deny membership, censure, place on probation, suspend, fine, or expel any member or any person participating in the affairs of MI-LMSC who has acted in ways prohibited by Article 401 of the USMS rule book. (3-24-12)
  • 7.3.2 Hearings.
    • 7.3.2.1 Filing a complaint. Any member of the MI-LMSC may file a complaint by notifying the Review Committee Chair in writing. (3-24-12)
    • 7.3.2.2 Determination of merit. The Review Committee Chair shall consult with at least two additional Review Committee members to determine if the complaint has merit under USMS rules. If a majority of those polled agree the complaint has merit, a hearing panel shall be appointed, and the hearing shall be scheduled promptly. If no, the matter shall be dismissed, and the complainant shall be notified in writing. (3-24-12)
    • 7.3.2.3 Hearings. The Hearing Panel shall use the hearing panel procedures from Article 403.8 in the USMS rule book as guidelines, following those procedures as much as practical and in good faith. Hearings shall be conducted in person on dates and at times/locations mutually acceptable to participants. (3-24-12)
  • 7.3.3 Appeals. Decisions rendered by the MI-LMSC Review Committee may be appealed to the USMS Board of Review. Appeal procedures are described in Article 403 of the USMS rules. (3-24-12)
  • 7.3.4 Notices. All notices and decisions regarding hearings and appeals shall be in writing, mailed to the residence given on the member's USMS membership application or to a written change of address if submitted. (3-24-12)

Article 8: Elections and Appointments

8.1 Elections of Officers and Members of the Review Committee.

  • 8.1.1 Candidates qualifications. Any individual registered with USMS through the MI-LMSC may be considered for an officer position, and any individual registered with USMS through the MI-LMSC for at least five years may be considered for Review Committee membership. Candidates must submit their intent to run by February 15th of the annual meeting year. (4-12-25)
  • 8.1.2 Candidates for Office. Two methods are used to solicit candidates for officer and Review Committee positions. (4-12-25)
    • 8.1.2.1 Nominating Committee. The Vice-Chair may head an Ad Hoc Nominating Committee of members who are appointed by the Chair with approval from the Board of Directors. The Nominating Committee shall recommend candidates for each elected position. (4-12-25)
    • 8.1.2.2 General Membership. The Vice Chair shall solicit candidates from the general membership using various methods including electronic mail. Candidates running for office will be posted on the MI-LMSC web site by March 15th of the annual meeting year. (4-12-25)
    • 8.1.2.3 Appointments. When the processes described in 8.1.2.1 and 8.1.2.2 do not yield nominations, the Board of Directors shall appoint a member of MI-LMSC to fill the vacancy until the next scheduled election. (4-12-25)
  • 8.1.3 Elections. Elections for elected members of the Board of Directors and for Review Committee members shall be conducted at the annual general membership meeting in even-numbered years, with the exception that the Vice-Chair shall automatically succeed the Chair. The Vice-Chair shall preside over elections and shall determine the method of voting (e.g., voice, roll call, written ballot). (6-26-22)
  • 8.1.4 Term. The term of office is two years beginning on June 1 of the year of election. A person may serve four consecutive or non-consecutive terms in the same office. (3-24-12)
  • 8.1.5 Vacancies. The Chair shall fill vacancies in any officer or Review Committee position, with approval of the elected members of the Board of Directors. Such appointees shall serve until the next regularly scheduled annual general membership meeting. Any person selected to fill a vacancy shall serve the remainder of the existing term. (3-24-12)

8.2 Appointments.

  • 8.2.1 Appointed Members of the Board of Directors. Appointed members of the Board of Directors shall serve at the pleasure of the Chair. (3-24-12)
  • 8.2.2 Term. An appointed member of the Board of Directors serves at the pleasure of the MI-LMSC Chair. (3-24-12)
  • 8.2.3 Ad Hoc Positions or Committees. The Chair may establish ad hoc positions or committees as necessary to carry out the duties of the MI-LMSC. The Chair shall charge each person or committee with its duties, and shall determine a time frame for their service. (3-24-12)
  • 8.2.4 Volunteers. Any member of the Board of Directors may seek volunteers from the membership of the MI-LMSC to assist in fulfilling her/his responsibilities. (3-24-12)

8.3 Multiple Positions. The same person may not simultaneously hold more than one elected officer position; however, the same person may fill both an officer and an appointed position or multiple appointed positions. (3-24-12)

Article 9: Management

9.1 Financial Management.

  • 9.1.1 Fiscal Year. The fiscal year shall be the calendar year. (3-24-12)
  • 9.1.2 Budget. The Treasurer shall prepare a budget showing anticipated income and expenses, and the Board of Directors shall approve such budget, within 60 days of the start of the fiscal year. (3-20-2013)
  • 9.1.3 Audits. An audit of financial records shall be conducted in odd-numbered years, prior to the date of the annual membership meeting, using personnel and methods approved by the Board of Directors. (3-24-12)

9.2 Conditions of Competition.

  • 9.2.1 Rules. The conditions of competition in any swimming event and the rules governing it shall be those established by the USMS, or MI-LMSC, where its rules and regulations do not contradict the rules of USMS. (3-24-12)
  • 9.2.2 MI-LMSC State Championships. Policies related to bids to host MI-LMSC championship meets, criteria for selecting championship meet hosts/locations, and agreements between the meet host and the MI-LMSC Board of Directors are to be posted on the MI-LMSC website. (4-12-25)
    • 9.2.2.1 Conduct of Competition. MI-LMSC State Championships will be held in accordance with the rules of the USMS for conduct of championships and with MI-LMSC bylaws and policies to the maximum extent possible and practical. (4-12-25)

9.3 MI-LMSC Representation to USMS Meetings. Article 504 of the USMS rule book specifies that each LMSC is entitled to one delegate to the annual USMS convention, a second delegate if the LMSC has over 300 members, and one additional delegate for every additional 500 members in the LMSC. (3-24-12)

  • 9.3.1 Priority. In priority order, the official delegates from the MI-LMSC shall be: (a) the Chair; (b) the Vice-Chair; (c) an elected member of the Board of Directors; and (d) an appointed member of the Board of Directors. The selection of any MI-LMSC representative to USMS meetings other than the Chair or Vice-Chair must be approved by the elected members of the Board of Directors. This procedure shall be followed until the allotted number of MI-LMSC delegates has been selected. (3-24-12)
  • 9.3.2 Substitutes. If a delegate is unable to attend the convention, the Chair shall appoint a member of the Board of Directors as a substitute. (3-24-12)

Article 10: Changes to MI-LMSC Bylaws and Policies

10.1 Bylaw Amendments. The general membership has the power to enact additions, changes, or deletions to the MI-LMSC bylaws. Bylaw amendments shall be considered only at the annual general membership meeting or at special general membership meetings called for that purpose. Such meetings must conform to Article 7 of these bylaws. Bylaw amendments shall be effective immediately upon adoption unless otherwise specified. (3-24-12)

10.2 Policy Amendments. The general membership and the Board of Directors both have the power to enact additions, changes, or deletions to MI-LMSC policies; however, the Board of Directors may not override a decision by the general membership. Policy amendments shall be considered only at duly called meetings of the appropriate governance group. Such meetings must conform to Article 7 of these bylaws. Policy amendments shall be effective immediately upon adoption unless otherwise specified. Note: The MI-LMSC Policies are in a separate document. (3-24-12)

10.3 Submitting Amendments. Any member of MI-LMSC may submit a proposed change to the bylaws or policies. Proposals should clearly show text that is proposed to be added, changed, or deleted. Proposed amendments shall be submitted to the Chair by February 15th of the annual meeting year and shall be made available to members by March 15th of the annual meeting year. (4/12/2025)

10.4 Emergency Suspension of Bylaws. In emergency or crisis situations during which the MI-LMSC bylaws cannot be followed as written, the MI-LMSC Board of Directors may suspend one or more provisions of these bylaws for a specified period so as to continue the orderly administration of MI-LMSC. Any decision to suspend one or more bylaw provisions must be by unanimous vote of the elected members of the Board of Directors and must be subject to ratification or revocation by the general membership at the next MI-LMSC general membership meeting. (6/26/2022)

Article 11: Dissolution

11.1 Dissolution. Upon dissolution, the net assets of MI-LMSC will not benefit any private individual or corporation but will be distributed to USMS for educational or charitable purposes, or if USMS is not in existence, or is no longer a 501(C)(3) corporation, such assets will be distributed to a similar non-profit organization, and those funds will be used exclusively for educational or charitable purposes. (3-24-12)

The MI-LMSC Bylaws may be amended only by the general membership at an annual or special general membership meeting (Bylaws, Article 10). The date on which each provision was adopted appears in parentheses following the section.