Southern Maryland Swim League

 

Constitution and By Laws

 

Section 1                                                                              Revised:  9 June 2008

 

Article I – Purpose

 

The purpose of the Southern Maryland Swim League is to promote good sportsmanship through competitive swimming during the summer, without bias as to race, creed, sex or religion.

 

Article II – Operating Agreement

 

The Southern Maryland Swim League (SMSL) is a closed league governed by the competitive rules of USA swimming as applied by the Maryland Swimming Committee (MCS) to establish age group and open teams.

 

Article III – Participation

 

The SMSL is open to any swimming club in Southern Maryland that has age group or open swimming during the summer or year round teams.  See rules for competitive swimming, section 2.

 

Article IV – Membership

 

All parents of swimmers or adult swimmers who are members of individual clubs are automatically active members of the league.  Associate members are those who have no children swimming or who are not swimmers themselves but are interested in SMSL activities such as, coaches, pool directors, recreation council members, and non parental relatives of swimmers.

 

Article V – Organization

 

  1. Executive Committee – The Executive Committee consists of an adult representative from each team as well as a President, Vice President, Meet Director, Secretary, Treasurer, Officials Chairperson and Records Chairperson. These positions will be held by representatives from the teams.

 

  1. Each team can determine how to select their adult representative either by election, appointment or volunteer.

 

  1. The President, Vice President, Meet Director, Secretary, Treasurer and Records Chairperson shall be elected annually by the executive committee to hold those positions.

 

  1. The Officials Chairperson will be appointed by the President and will participate on the executive committee but will not have a vote on the executive committee.

 

Article VI – Organizational responsibilities

 

  1. President

 

    1. Shall preside over the general and executive committee meetings.
    2. Shall be responsible for the dual meet schedule and mediate any disagreements on the meet schedule. 
    3. Shall handle protests involving league rules as set forth in SMSL rules under section 2 item 14.

 

 

  1. Vice President

 

    1. Shall assume the duties of the President in his/her absence.

 

 

  1. Meet Director

 

    1. Liaison between host clubs and other member clubs for league sponsored meets to ensure the following are provided:

                                          i.    Distribute event lists and qualifying times (if applicable) for league sponsored meets and dual meet event lists to all member clubs.

                                        ii.    Coordinate facility preparations with host club for all league sponsored meets.

                                       iii.    Coordinate the procurement of awards with the league treasurer.

                                       iv.    Arrange for Media coverage.

                                        v.    Arrange for all meet volunteers; meet timing equipment, and other meet supplies.

                                       vi.    Support host team as required with meet entries, seeding the meet, printing programs, etc.

                                      vii.    Ensure final meet results are distributed to all participating teams.

 

1.    The Invitational meet requires: 

a.    Top 2 event results are printed and delivered to the president immediately following the conclusion of the meet for tee-shirt distribution 

 

b.    Top 3 event results, in HTML format, are provided to the local media for publication. 

 

c.    Meet results for all teams and a back-up copy of the meet manager file goes to the records chair.

 

d.    Individual team meet results are provided to each team.  Also keep in mind that USA swimming rules allow for our summer league championship to be a sanctioned meet which would require additional distributions.

 

 

  1. Secretary

 

    1. Shall record meeting minutes and distribute copies of the minutes to the committee members.  Shall provide copies of the meeting minutes of the previous meeting to all members in attendance at the following meeting.
    2. Shall be responsible for all correspondence concerning the SMSL.
    3. Shall notify members of meetings.
    4. Shall submit publicity articles to the local media.

 

 

  1. Treasurer

 

    1. Shall be responsible for finances, registration fee payments, collecting dues for the SMSL, etc. 
    2. Shall present a financial report at each scheduled meeting.
    3. Shall maintain SMSL roster of swimmers assuring adherence to rules and regulations concerning swimmer eligibility as detailed in section 2, item 2.

 

 

  1. Records Chairperson

 

    1. Shall receive the results of all meets conducted in the SMSL as specified in Section 2, item 12.
    2. Shall maintain individual and relay best times for all events approved by the executive committee.
    3. Shall compare the times received from each meet results against the current established records for SMSL.
    4. Shall provide a copy of the current records to the executive committee and coaches at the start of the season and provide any updates to the records at meetings during the season.

 

 

  1. Officials Chairperson

 

    1. Appointed by the President in a non voting capacity.
    2. Shall at a minimum hold a current certification as a stroke and turn official with at least one of the following:  USA Swimming (USA/FINA), National Colligate Athletic Association (NCAA), National High School Federation (NHSF) or Amateur Athletic Union (AAU).
    3. Shall be responsible for advising members in all matters pertaining to officiating, rules interpretation and rules changes. 
    4. Shall be responsible for advising the president in mediating any protests to ensure decisions rendered comply with current swimming rules and procedures.
    5. Shall be responsible for training all officials’ clinics or conducting a train the trainer program.
    6. Officials Chairperson or designee shall be the meet referee at the end of year invitational meet

 

Article VII – Elections and Vacancies

 

Elections for President, Vice President, Meet Director, Secretary, Treasurer and Records Chairperson will be held at a meeting of the executive committee which should be held no later than 1 April.  Officers will serve a term of one year or until the next annual meeting.  Specific positions can be held for no more than 3 consecutive years.

 

Vacancies will be filled by special election at the next executive committee meeting.

 

 

Article VIII – Executive Committee meetings

 

The executive committee will meet as required.  Generally during the season the Executive Committee meets monthly.  A meet schedule and the rules of competitive swimming shall be established at the first executive committee meeting of the season, which should be held no later than 1 April.

 

 

Article IX – Quorum

 

Attendance of at least 50% members is necessary to constitute a quorum of the executive committee to conduct business and voting, in person or by electronic means. 

 

 

Article X – Executive Committee Duties

 

1.    Shall conduct the general business of the SMSL

2.    Shall make basic policy decisions

3.    Shall accept and reject admission applications

4.    Shall settle grievances between clubs

5.    Shall establish sub committees

6.    Shall preside over matters pertaining to dual meets and other local meets

7.    Shall establish rules of competition for the conduct of meets

8.    Shall approve all expenditures for material for the SMSL

9.    Shall control league property

10. Shall call regular and social meetings

11. Shall set and collect dues

12. Shall arrange clinics or arrange for representatives to attend MSC clinics so that members may become proficient at running meets, stroke and turn judging etc.

13. Shall conduct all other necessary business between league meetings

 

 

 

 

 

 

 

 

Article XI – Membership Applications and Dues

 

Applications for membership can be made to any executive committee member by April 1 for the upcoming season.  Applications will be considered and approved or rejected by the Executive Committee at their next meeting. 

 

Each current member club must pay a proportional share of the cost of running the SMSL.  Dues are assessed per swimmer and are collected from each team along with a copy of the team roster 24 hours prior to the first meet of the season.  Additions to the team throughout the season still require 24 notification and payment before they can participate in a meet.  Dues will be established by the executive committee. 

 

 

Article XII – Expulsion

 

Any member club may be expelled for cause by a two thirds vote of the Executive Committee.  The club representative must be allowed to present his/her team’s side of the issue before a vote is taken.  Unsportsmanlike conduct and willful repeated failure to adhere to SMSL Constitution and By Laws, Rules for Competitive Swimming and USA rules are reasons for expulsion.   

 

 

Article XIII – Audits

 

Audits shall be conducted yearly by three members of the general membership all from different participating clubs and not from the same club as the current treasurer.  Audits shall be conducted at the end of October or after all checks have cleared for the prior season and before any disbursements are made for the next season.

 

 

Article XIV – Meets

 

  1. League schedule will be the responsibility of the Executive Committee
  2. The SMSL Invitational Meet shall be held the last Saturday in July or the first Saturday of August.  All member clubs shall be invited to participate.  All swimmers who participate in this meet shall be on a roster of a member club of the year of the meet.  All entries must have at least two qualifying times per event from the current dual meet season.  
  3. The Coaches Age group meet will be held in July and is intended to provide a venue for the swimmers of the league not placing regularly in the dual meets.  Swimmers from all member teams who have times slower than the cut off times established by the executive committee are eligible to participate.
  4. Swimmers may not be assisted in the swimming of an event in any way in the Coaches age Group or the Invitational Meets.  See section 2, item 11 A. iii.

 

Southern Maryland Swim League

 

Rules for Competitive Swimming

 

Section 2                                                                              Revised: 9 June 2008

 

1.          General

 

    1. These rules are specifically designed for the conduct of dual meets in the Southern Maryland Swim League, SMSL.  Rules of USA Swimming pertaining to strokes, disqualifications, duties of officials, judging, timing and similar technical matters shall apply except as specially modified or clarified by these rules. 

 

    1. Starting times for meets shall normally be 6:00 p.m. on weekdays and no earlier than 8:00 a.m. on Saturdays.  Any adjustments to the approved meet schedule and start times shall be the responsibility of the involved coaches.  It is their responsibility to notify the President and Record Chairperson of any meet schedule changes 24 hours prior to the scheduled dual meet.

 

    1. Visiting teams must arrive at the host pool at least 30 minutes ahead of the starting time and should proceed to their designated area.  The visiting team will warm up in the 30 minutes immediately prior to the scheduled starting time for the meet. 

 

    1. No event will be delayed pending the late arrival of a swimmer.

 

    1. The host pool shall designate spectator areas for both teams.  The coach or team representative from each team shall be responsible for ensuring that spectators do not interfere with the conduct of the meet.

 

  1. Swimmer Eligibility

 

    1. Swimmers for each team must appear on that team’s official roster.  Rosters for each team will be kept by the Treasurer.  Coaches or team representatives are responsible for ensuring that the Treasurer has an up to date roster of their teams at all times.  Swimmers may not swim for more than one SMSL team in a season.  Typed rosters and league fees must be submitted to the Treasurer 24 hours prior to the first dual meet.  Any roster updates throughout the season must also adhere to the 24 submission requirement before any meets.  Failure to meet this deadline will result in swimmer disqualification from all events.

 

 

 

 

 

    1. Swimmers must appear on the official roster held be the treasurer at least 24 hours prior to the meet.  Additions can be made to the roster throughout the season and must adhere to the 24 hour policy.  Teams are required to pay the additional dues at the time of roster update.  Teams will be notified by the Treasurer if additional dues are owed.  Those fees must be paid by the time of the Invitational Meet or those added swimmers may not participate in the Invitational Meet.

 

    1. The eligibility of a swimmer to swim in a particular age group shall be determined by the swimmer’s age on 15 June of the current season.  Once a swimmer turns 19 they are ineligible for the SMSL.

 

    1. Swimmers may compete in three individual events and two relays per dual meet.  Swimmers may compete in five individual events at the Coaches Age Group Meet.  Swimmers who qualify for the individual event time standards for the Coaches Age Group meet can then also qualify for the relay events.  Swimmers may compete in five individual events and two relays at the Invitational Meet.

 

    1. Swimmers may swim in an age group above their normal eligibility.  If a swimmer “swims up” in one individual event s/he must “swim up” for all individual events in that meet.  S/he may “swim up” in individual events and back down for relays or the converse s/he may “swim up” in relays and back down for individual events.  In no case may the limitation of three individual events and two relays for a swimmer in a dual meet be exceeded.

 

For further clarification:  Any swimmer that meets the age criteria for the event description is eligible to swim that event. 

 

A 5 year old can swim in any of the "& Under" events (6&U, 8&U, 10&U IM) without penalty.  So, if the coach entered the 5 year old in the 6&U back, 10&U IM and 8&U breast - these would all be legal swims (remember that officiating rules do change with age) and "swimming up" does not apply. 

 

"Swimming up" only applies to an out of age group swim, for example, an 8 year old swims in a 9-10 designated event.  In individual events, the first swim a swimmer participates in designates the age bracket for the remainder of the meet (individual events only).  Using the above example, if the first event of the 8 year old was the 9-10 Butterfly, then this swimmer would be required to swim all remaining individual events as a 9-10 year old. If the first event was 8&U then the rest of the events must be 8&U. The reason swim ups do not crossover to relays is because all teams are allowed to substitute younger swimmers for older swimmers.

 

 

 

    1. Swimmers shall not be permitted to compete in attire (swim suits or caps) which includes advertising or a name other than the name of the swimmer, member club or mascot except one visible manufacturer’s logo or trade mark name and the American flag.

 

  1. Limitations on Entries

 

    1. Any limitations on entries may be agreed upon by coaches of a dual meets.  For example:  Due the size of the teams, coaches may decide to limit individual entries to two events per swimmer to ensure the timeliness of the dual meet.

 

  1. Lanes

 

    1. Swimming lanes shall have a minimum width of five feet of unobstructed water.  All lanes shall as a minimum be separated by ropes with floats.  All lanes must be clear of obstructions such as diving boards, ladders, etc.

 

    1. The home team will have the choice of lanes.  Lane assignments must alternate.  Example: home team 1, 3, 5, visitor 2, 4, 6.  Back filling will be allowed.

 

    1. Lane numbering will be in accordance with USA rules.  Lane 1 is to the swimmer’s right as s/he faces the pool.

 

  1. Events

 

    1. An official event list for the dual meets, Coaches Age Group Meet, Invitational will be approved by the league prior to the beginning of each swim season.

 

  1. Officials

 

    1. For all meets the host team shall designate the Referee for the dual meet, attempting to obtain a USA Swimming certified Referee as first preference.  Both teams shall have a league qualified stroke and Turn Judges working the meet.

 

    1. The following officials represent minimum dual meet requirements:

                                          i.    Starter- Referee who may also act as a stroke and turn judge

                                        ii.    One stroke and turn judge per team

                                       iii.    Two computer operators

                                       iv.    Three people timing per lane for manual timing system (stop watches) or Two people timing per lane for the semi automatic timing system (plunger recording by computer)

                                        v.    Two award writers/ribbon table people

 

 

    1. Additional officials may be added as necessary or desired.  A starter who is not a certified official starter may be utilized if available and approved by the referee.  Additional officials may be added at the scoring/awards table as deemed necessary.

 

    1. Each team will supply half the officials.

 

    1. The duties of the officials shall be prescribed in the current USA Rules for Competitive Swimming.

 

  1. Meet Equipment

 

    1. The host team shall be responsible for supplying all equipment necessary to run the meet, including the starting equipment, clipboards for starter and timers, event list, pens and pencils, spare batteries, etc.  Starting blocks and backstroke flags are encouraged as standard equipment. 

 

    1. Visiting teams shall support the host team by providing stop watches for their timers and any other required equipment requested by the host team.

 

  1. Timing

 

    1. Timing system equipment requirements are two plungers or buttons per lane for the semi automatic system or three stopwatches per lane using the manual system.

 

    1. Timing system personnel requirements are two people per lane are required to operate the semiautomatic timing system (plunger or buttons) or three people per lane timing manually using stop watches. 

 

    1. Stopwatches that record to at least two decimal places will be used for all SMSL meets.

 

    1. Timers shall read their watches independently.  Three times shall be recorded on the card/sheet provided for that purpose by one of the timers. 

 

    1. Times shall be written to two decimal places even if the second digit is zero.  Timers will write all times on the swimmers seed card/sheet and will make no attempt to average or manipulate the times in any way.

 

    1. When two times are used they will be averaged by the scorers.  The average time shall be used as the official time.  All times shall be written to two decimal places even if the second digit is zero.  If the averaging of two times results in thousandths of a second, the time should be rounded to the next highest hundredth.  Example:  45.25 and 45.42 average 45.335, the official time would be 45.34.

 

 

    1. When three times are used the median or middle time shall be the official time.  If two of the three times are exactly the same that time shall be the official time.  The official time will always be written to two decimal places even if the second digit is zero.

 

    1. When semiautomatic timing is used (plunger system), procedures will conform to USA swimming guidelines.

 

  1. Scoring

 

    1. Typically dual meets are not scored in SMSL but if both head coaches agree to score the meet then the following guidelines shall apply:

 

                                          i.    Individual events shall be scored 5-3-1 for first through third place.  Relay events shall be scored 7 -3 for first and second.  6 & under age groups will not be scored.

 

                                        ii.    Each team may score only two swimmers or one relay team per event.  Points shall not be awarded to a team for an event in which no swimmer is entered or in which its only swimmer is disqualified.

 

                                       iii.    Uncontested events may not be scored if both coaches agree in advance.  This agreement shall be made known to the referee and the scoring table before the meet begins.  If both coaches do not agree, the event will be scored as usual.  Entire meets may be unscored if both coaches agree.  If a team score is to be kept however, not more than 13 events may be unscored.

 

                                       iv.    When two or more swimmers tie for any place the points earned shall be added together and divided equally among those who tied.  Example:  Two swimmers tie for second place.  This is actually a tie for second and third points in the event.  The points for second and third are then added  3 + 1 = 4 the points are then divided equally between the two swimmers each receiving two points.  In this case no swimmer finishes in third place.

 

                                        v.    When a relay team or an individual swimmer is disqualified the following places move up accordingly and points are awarded to conform to the new place.

 

  1. Awards

 

    1. At a minimum ribbons will be awarded for the first three places in individual events.  Ribbons will be awarded by the actual order of finish in each event.

 

    1. The host team shall be responsible for supplying the appropriate awards.

 

 

  1. Disqualifications

 

    1. Disqualifications shall be governed by the rules contained in the current USA Rulebook and shall be strictly enforced at all meets except as provided for below:

 

                                          i.    Swimmers in the 6 & under age group will not be disqualified under any circumstances.

 

                                        ii.    All age groups except 6 & under will be judged by USA swimming standards.

 

                                       iii.    Swimmer Assists.  Swimmers may not be assisted in the water in any way.  Swimmers should be able to complete one length of the pool in order to participate in a meet.

 

                                       iv.    Stroke and turn judges will complete a disqualification slip detailing the infraction.  The disqualification slips will be delivered to the referee/computer table for recording and then distributed to the coaches as soon as possible during the course of the meet to provide information for instruction and to help avoid future infractions.

 

 

  1.   Meet Results

 

    1. The host pool shall be responsible for submitting the meet results in electronic format to the league Records Chairperson within 48 hours of the conclusion of their home meet.  An original copy of the meet results may be submitted in lieu of electronic results.

 

    1. A copy of the results should be given to the visiting coach at the conclusion of the meet in electronic or hardcopy format.

 

    1. In the event the meet is not scored, a copy of the order of finish sheet vice the score sheet will be provided to the Records Chairperson with any potential records identified.

 

    1. A copy of the results and all supporting documentation (DQ slips, timer sheets, etc.) shall be retained by the host team for records verification purposes until the conclusion of the first league meeting of the following season.

 

 

 

 

 

 

 

13.  Records

 

a.    League records may only be set in 25 yard or 25 meter pools.  No conversions will be made for record purposes. 

 

b.      The Records Chairperson will update records based on meet results and distribute an updated records listing to all coaches and the President once a week if new records are made during the swim season.  If there is any question as to the admissibility of the record, the matter will be referred to the League Executive Committee for final determination.  If a record is identified by any means of timing, then it must be verified by time sheets.

 

c.      If the coach has a swimmer “swimming up” and s/he breaks the record in their own age group, they can only be awarded the record if the coach notifies the Records Chairperson within 48 hours of the meet.  They can only hold the record for their actual age group.

 

d.      Timer sheets should be retained by home teams until the end of the season and the Records Chairperson has had a chance to clear all records for the season.

 

14.         Protest

 

a.      For protests concerning strokes, turns or other swimming technicalities, the following procedure should be followed:

 

                                          i.    Any protest or complaint of this type shall be presented by the team coach to the referee within 30 minutes of the conclusion of the meet.

 

                                        ii.    When this type of protest arises during or after a meet the coaches should make every effort to resolve the differences among themselves.  Protests lodged by anyone else other than the coach shall not be considered.

 

                                       iii.    Decisions rendered by the referee are final and binding on all parties.

 

b.      For protests involving league rules, the following procedures should be followed:

 

                                          i.    When protest of this type arises during or after a meet, the parties involved should make every effort to resolve the conflict.  Failing that, the protest may be referred by the coach in writing to the league President within three days of the date of the meet. 

 

 

 

 

                                        ii.    Upon receipt of such a protest the President shall appoint a protest committee made up of league members from uninvolved teams.  The president shall appoint one member as the protest committee chairperson.  The protest committee shall have the authority to examine all meet records and any other data required or deemed appropriate to the inquiry.  The protest committee may require the involved parties to submit written statements outlining the actions or desired league rule changes.

 

                                       iii.    Decisions rendered by the Protest Committee are final and binding on all parties.

 

c.      For protests or grievances concerning conduct at a meet (aside from technical rules)  that arise during or after a meet, the parties should seek to reconcile their differences on their own keeping their coaches informed as to what has occurred.  Failing that tactic, the grieved party will inform his/her coach who will then seek to resolve the difference with the coach from the other team.  If no settlement can be made, the coaches will refer the grievance to the meet referee who will attempt to resolve the conflict at the time it is brought to his/her attention.  If the resolution is not to the satisfaction of the coaches involved, either one of the coaches may protest the decision to the League President in writing within three days of the date of the meet.  Once the President has the grievance for action, the same procedures for a protest committee as delineated above in item (b.) will apply.

 

d.      No protest of any nature will be considered later than three days after the last league event of the season.