Good Morning CP Stars!

As a reminder the Board will be hosting a special meeting tonight (September 15^th) at 6:30 PM at the Champions Park clubhouse to review the proposed amendements to the bylaws 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. We will not be printing copies of these documents for the meeting, so please review in advance and bring any questions with you.

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