Good afternoon CP Stars!

We hope everyone’s school year has been off to a GREAT start and even though the swim season is far behind us, your Board has been continuously hard at work!

As you know, our team is a 501c3 nonprofit organization, and as such we are governed by a set of bylaws, subject to the provisions of our articles of incorporation, IRS guidelines, and laws of the state of Texas.

As we reviewed our operations this past season, we realized that over the last several years, our practical operations have not aligned with our written bylaws which were last amended in 1989. That’s a LONG TIME for a lot to change!

The Board has worked the past several months to introduce amendments to our bylaws that would provide better overall protection for the team, Champions Park and its residents, volunteers, Board members, and athletes.

The Board will be hosting a special meeting on September 15^th at 6:30 PM at the Champions Park clubhouse to review these documents and hold a vote to adopt. In order for these amendments to be adopted, they must be passed by a majority vote of 2/3 members present at the meeting. Our current standing 1989 bylaws only allow families who have a registered swimmer and are also CP residents in good standing with the HOA, a formal vote. We encourage all members to attend the meeting to review the documents and stay informed with the direction of the team, however only 1 vote per CP resident family will count towards the official vote for adoption.

A summary of the adjustments being made are listed below and both the original and amended documents are attached for team review. It is our intent to review these bylaws annually and make amendments to the document as the team continues to grow and changes become necessary for continued operations. If you have any questions at all, please don’t hesitate to reach out to a current board member or bring them with you to the bylaw meeting on Sept 15.

Summary of Changes proposed

Organization & membership

• A stated purpose clause is added (competitive/recreational swim program, sportsmanship, water safety)
• Membership eligibility widens beyond Champions Park residents to include surrounding neighborhoods not covered by another NWAL team
• New defined terms: NWAL, Director, Officer, Fiscal Year, Good Standing, Quorum
• Quorum for member meetings now requires members to be "in good standing," not just any member

Board of Directors

• Director terms extend from 1 year to 2 years
• New eligibility rules: background check required, and at least half the candidate slate must be in good standing with the HOA (CPHA) — with a 14-day extension and an "emergency exception" (unanimous board waiver) if that can't be met
• Removal process is now formalized: majority board vote, 14 days' written notice, and a hearing opportunity (previously removal wasn't addressed at all except for resignation-driven vacancies)
• New attendance requirement: directors must attend/engage in at least 75% of board meetings
• New "Operations" clause limiting individual directors from imposing personal agendas or interfering with coaches/volunteers

Nominations & elections

• Nomination lead time extends from informal/18-hour notice to a 30-day submission window with a nomination form
• New eligibility rule: nominees must have served in a key volunteer role for at least one season
• New review step: existing board reviews all nominations for eligibility

Officers

• "Second Vice President" is replaced by a "Team Representative" role (liaison to NWAL, ensures compliance with league rules)
• New pre-qualification requirements for Team Rep, VP, and President roles (prior service/officiating experience), with a waiver mechanism if no one qualifies
• Duties are more detailed (e.g., President can delegate presiding duties; Secretary now handles broader record retention, not just minutes)

New governance safeguards (absent in 1989 version)

• Formal financial controls: spending thresholds, dual-authorization for unbudgeted expenses, annual internal financial review by non-signer directors, confirmation of required IRS/state filings
• Conflict-of-interest policy with disclosure, recusal, and an annual signed acknowledgment
• Formal dissolution procedure with asset-distribution priorities favoring youth aquatics organizations or NWAL
• Bylaws now explicitly state they supersede prior versions and defer to the certificate of formation in case of conflict

Sincerely,

Lindsey Agers

2026 CP Stars President