HASBROUCK HEIGHTS SWIM CLUB INC.
BY-LAWS
Effective 03/18/2026
Table of Contents
- ARTICLE I – Title and Offices
- ARTICLE II – Admission of Members
- ARTICLE III – Rights and Duties of Members
- ARTICLE IV – Termination of Membership
- ARTICLE V – Meetings of Members
- ARTICLE VI – Board of Trustees
- ARTICLE VII – Meetings of the Board of Trustees
- ARTICLE VIII – Committees of the Board of Trustees
- ARTICLE IX – Officers of the Board of Trustees
- ARTICLE X – Dues and Assessments
- ARTICLE XI – Procedures for Handling Receipts and Disbursements
- ARTICLE XII – Fiscal Year
- ARTICLE XIII – Seal
- ARTICLE XIV – Amendments
- ARTICLE XV – Pool Management
- ARTICLE XVI – Swim and Dive Coach
- ARTICLE XVII – Guest/Nanny/Caregiver Passes
- ARTICLE XVIII – Events at the Pool
- ARTICLE XIX – Hiring
ARTICLE I – Title and Offices
Section 1
The title of this corporation shall be Hasbrouck Heights Swim Club, Inc. (hereinafter the “HHSC” or the “Club”) and its principle office shall be located in the Borough of Hasbrouck Heights (hereinafter referred to as the “Borough”), County of Bergen, State of New Jersey.
Section 2
The Corporation shall have and continuously maintain a registered office within the Borough, at which shall be located a resident agent upon whom process may be served. The registered office may be, but need not be, identical to the principal office. The address of the registered office and/or the name of the resident agent may be changed from time to time by the Board of Trustees (hereinafter the “Board”).
Section 3
The corporation may have such other offices within the Borough as the Board may deem necessary for the administration of its affairs.
ARTICLE II – Admission of Members
Section 1
Pursuant to a lease modification dated August 23, 2017, between the Borough and the HHSC, the following may be admitted to the general membership into the Club:
- Residents of the Borough of Hasbrouck Heights so long as they are fully bonded and provide proof of residency . Residents of Borough of Hasbrouck Heights shall make up at least sixty percent (60%) of the annual membership.
- Residents of Wood-Ridge so long as they are fully bonded and sponsored by no fewer than one Hasbrouck Heights resident member.
- The immediate families of students of the Hasbrouck Heights School System or Corpus Christi School who may not be residents of the Boroughs of Hasbrouck Heights or Wood-Ridge so long as the latter are fully bonded and sponsored by no fewer than three (3) Hasbrouck Heights resident members.
- Non-resident employees of the Borough of Hasbrouck Heights or of the Board of Education of the Borough of Hasbrouck Heights so long as the latter are fully bonded and sponsored by no fewer than three (3) Hasbrouck Heights resident members.
- Non-resident members of the Hasbrouck Heights Volunteer Fire Department so long as they are fully bonded and sponsored by no fewer than three (3) Hasbrouck Heights resident members.
- Non-residents of the Boroughs of either Hasbrouck Heights or Wood-Ridge so long as the former are fully bonded and sponsored by no fewer than three (3) Hasbrouck Heights resident members.
Section 2
Should a waiting list of applications for membership exist, preference shall be given in accordance with the order of the previously stated six (6) classes of qualifications.
Section 3
The Club shall have two (2) classes of memberships:
(a) A General Membership as defined in Article II, Section 1; and
(b) A Senior Citizen Membership, for those who have reached or will reach the age of sixty-five (65) prior to the upcoming swim season. A Senior Citizen Membership may include the Senior Citizen and his/her spouse. The age of either spouse can be used to qualify for Senior Citizen Membership.
Section 4
The Board shall appoint from Club membership a Membership Committee to investigate the qualifications of all applicants. This committee shall make a recommendation, favorable or unfavorable, to the Board with respect to each application.
Section 5
Membership in the Club shall not exceed four hundred fifty (450) memberships. All applications from prospective members shall be kept on file and processed in the order received for review and action by the Membership Committee, with residents of Hasbrouck Heights given priority. The Hasbrouck Heights Swim Club, Inc. shall have the right to limit the number of members in its bylaws and shall have the right to place further reasonable restrictions in its bylaws upon memberships as it deems necessary upon a vote of a majority of the current fully bonded membership.
Section 6
Every person admitted Membership shall pay to the Club a one-time amount established by the Board of Trustees, which is equivalent to the Capital Value of a Membership (the “bond”), and such Capital Value shall be the same for all Memberships. Bonds are subject to change, pending approval of the Board of Trustees.
Section 7
All members over the age of eighteen (18) must show proof of residency for the address associated with that membership for the upcoming season. No admittance shall be granted to pool or pool grounds without annual proof of residency.
Section 8
Where applicable, proof of eligibility must be provided for any members seeking the following membership: Corpus Christi School, and Hasbrouck Heights Town and/or Volunteer Service employees.
ARTICLE III – Rights and Duties of Members
Section 1
Each Member or Member’s Spouse shall be entitled to vote on matters submitted to a vote of the Members. To clarify – one bond equals one vote. Family size and marital status are irrelevant.
Section 2
Each Member, together with his/her spouse, children and others residing with him/her in their household as designated on the application submitted for Membership, and approved by the Membership Committee, shall be entitled to full use of the Club’s facilities. The Board shall have full power to establish Rules and Regulations, including the charging of fees, with respect to the use of the Club’s facilities by other persons who are guests of the Member.
Section 3
If the Corporation is dissolved, any assets which remain after the discharge of all liabilities shall be distributed equally among Members, regardless of length of Membership.
Section 4
Each Member shall pay all dues and assessments which may be imposed upon him/her no later than April 1st of each year. Annual dues are required each year to maintain Membership and Club privileges, and Members may not “skip” paying dues for any season while retaining Membership. Membership may not be placed on hold or temporarily suspended; annual dues and assessments remain due unless and until the Member resigns pursuant to Article IV Section 2.
A Member desiring to resign shall notify the Membership Committee prior to April 15th. Any Member who has not paid dues for the season and resigns after April 15th shall be subject to an assessment of One Hundred Dollars and No Cents ($100.00). A member paying dues later than April 15th of each year shall be subject to a Fifty Dollars and No Cents ($50.00) late fee.
Section 5
Each Member shall abide by the Rules and Regulations established by the Board and shall undertake no activity which is inconsistent with the best interests of the Club.
ARTICLE IV – Termination of Membership
Section 1
Except as otherwise provided in this Article, a Membership is not transferable and must be surrendered to the Club upon termination.
Section 2
A Member may voluntarily resign from the Club at any time by either: 1) submitting a written, notarized resignation letter or 2) physical bond certificate along with a resignation form to PO Box 192, Hasbrouck Heights, NJ 07604. Such resignation shall not relieve the resigning Member of any obligation to any dues or assessments previously imposed. Bond funds will be returned to the member(s) upon completion of their resignation, if there is no outstanding balance on their account.
Any outstanding balance owed to the Club by the resigning Member (including, without limitation, unpaid dues, assessments, fees, charges, or other amounts properly imposed pursuant to these Bylaws or the Rules and Regulations of the Club) shall be deducted from and paid out of the resigning Member’s bond amount prior to any bond refund (the “setoff”).
Section 3
Death of a Member shall terminate his/her Membership. During his/her lifetime, a Member may designate one (1) or more persons, at least eighteen (18) years of age, and who are residents of the Borough of Hasbrouck Heights or Wood-Ridge, in order of preference, to whom his/her Membership may be transferred upon his/her death. Members who are not residents of Hasbrouck Heights or Wood-Ridge do not have the right to transfer membership upon death. A list of designated transferees shall be maintained by the Board Vice President responsible for membership.
The first designated person, so long as they meet the qualifications for admission set forth in Article II Section 1 may be admitted to Membership in the Club. If such person is a minor, his/her voting rights shall be suspended until he/she attains the age of eighteen (18), but he/she shall enjoy all other rights of Members conditioned upon his/her discharge of Membership duties.
Section 4
Permanent change of residence from the Borough by a Member shall not terminate his/her Membership, if membership is in good standing. This shall also apply for a change of qualification related to Corpus Christi School, and Hasbrouck Heights Town and/or Volunteer Service employees as described in Article II, Section 1. After a change in residence, if a member resigns (or ceases to be a member) but wants to become a member again at a later date, they must meet the membership qualifications laid out in Article II.
A member who changes residence to a town other than Hasbrouck Heights will be designated as Non-Resident Member.
Section 5
A Member may be expelled from the Club, or suspended from Club privileges, or use of Club’s facilities, for good cause shown, until the next annual meeting of Members, and after an appropriate hearing has been held, and a vote of not less than five (5) Board Trustees present at any regular meeting of the Board. Grounds for expulsion or suspension shall include, but not be limited to: delinquent payment of dues and assessments; failure to pay annual dues when due (including any late fee properly imposed), which may result in suspension and/or termination of Membership as provided herein; theft of any property from the Club’s premises; intoxication; abuse of any person for whom he/she is responsible; continued disregard for the Club’s Rules and Regulations; and/or conviction of any felony committed in any jurisdiction.
In any instance of suspension and/or termination based on nonpayment of amounts owed to the Club, the Board may apply the Member’s bond toward the outstanding balance consistent with Article IV, Section 6 and may condition reinstatement, if permitted, upon payment in full of all amounts due.
A person entitled to use the Club’s facilities under Article III, Section 2 may be similarly expelled or suspended, but such expulsion or suspension shall not affect the other rights of the member whose Membership permitted such person’s use of the Club’s facilities.
Section 6
A person whose Membership is terminated for any reason and is not transferred pursuant to Section 3 of this Article is entitled to the return of their bond funds, less any outstanding balance owed to the Club by such person (including, without limitation, unpaid dues, assessments, fees, charges, or other amounts properly imposed pursuant to these Bylaws or the Rules and Regulations of the Club). The Club shall have the right of setoff against the bond for any such outstanding balance. If at such time no reserve funds are available, the Club shall be obligated to make such payments to former Members in chronological order as related to this Membership termination, as soon as either such reserve funds are available, or replacement Memberships are obtained.
Notwithstanding the foregoing, if a Member fails to pay annual dues (including any late fee properly imposed) and remains delinquent, the Board may terminate the Membership for nonpayment after notice and an opportunity to be heard pursuant to Article IV, Section 5, and the Member’s bond shall be forfeited and applied to the outstanding balance owed to the Club. If the bond exceeds the outstanding balance, the remaining amount, if any, shall be payable in accordance with this Section 6.
ARTICLE V – Meetings of Members
Section 1
All meetings of the Members shall be held within the Borough of Hasbrouck Heights.
Section 2
The Board of Trustees shall provide notice of all Public Meetings to all Members not less than ten (10) nor more than thirty (30) days prior to the date of said meeting. This Notice shall state the place, date and time of the meeting and shall include a brief description of the agenda.
Section 3
At any Public Meeting, a Member or a Member’s Spouse may only vote in person.
Section 4
Those Members present shall constitute a quorum at the Annual Meeting.
Section 5
Two (2) Annual Public Meetings shall be held on a weekday in July and November. The November Public Meeting will include a Financial Statement overview and election of Board of Trustees. Both meetings will also include the transaction of such business as stated and described in the Notice pursuant to Section 2 of this Article.
Section 6
Special Meetings of all Members may be called at any time by the President or Vice President, or in the event of the absence of said President or Vice President, by a majority of the Board of Trustees. Each bond counts as one member when calculating the twenty percent.
At such Special Meeting, pursuant to this aforementioned Membership request, a quorum shall consist of seventy-five percent (75%) of the Members making the written request. No business other than that described in the Notice required by Section 2 of this Article shall be discussed at a Special Meeting.
Section 7
Except as otherwise provided by law or by these Bylaws, all matters voted upon shall be decided by a majority vote at a duly held meeting.
Section 8
Only Notices in accordance with the records of this Corporation, and which are sent electronically, or upon request, by U.S. Mail addressed to a Member at his/her last address, constitute full compliance with this Article.
ARTICLE VI – Board of Trustees
Section 1
All powers of the Corporation, except those specifically granted or reserved to the Members by law or these Bylaws, shall be vested in the Trustees, all of whom must be Club Members or the Member’s spouse/partner in good standing. The affairs of the Corporation shall be managed by a Board of Trustees composed of a maximum of fourteen (14) persons. Board members are to be made up of residents of Hasbrouck Heights and Wood-Ridge, but there shall remain at least sixty percent (60%) of the board shall be comprised of Hasbrouck Heights residents.
Section 2
Trustees shall be elected at the Annual Meeting of Members for a term of three (3) years. No Member may be elected as a Trustee for more than three (3) full terms in succession without membership approval. If a Special Election is held by the Trustees to fill a vacancy, it shall not disqualify that Member candidate elected from any future election to a full term as stated elsewhere in this Article.
Section 3
In the election of Trustees, each Member and/or the Member’s spouse shall have as many votes as there are vacancies to be filled on the Board.
Section 4
A Trustee shall be released from his/her position on the Board upon filing with the Board Secretary(s) his/her voluntary resignation, or upon the termination of his/her Club Membership. A Trustee may be removed from the Board by a two-thirds (2/3) vote of the other Trustees for worthy cause shown, which shall include but not be limited to habitual absence from meetings without a satisfactory excuse and continued neglect of duty as a Trustee. Under each circumstance, the trustee being voted on is not allowed to vote. A Trustee may also be removed by a two-thirds (2/3) vote at any Annual Meeting of Members for the aforementioned reason(s).
Section 5
Any vacancy which occurs before the end of a Trustee’s term shall be temporarily filled by a majority vote of the remaining Trustees. A Trustee so elected shall serve as an interim Trustee until the date of the next November Public Meeting, at which time a Trustee shall be elected to complete the balance of the unexpired term in accordance with this Article.
ARTICLE VII – Meetings of the Board of Trustees
Section 1
All meetings of the Board of Trustees shall be held within the Borough of Hasbrouck Heights or over an agreed-upon videoconferencing tool
Section 2
A regular annual meeting of the Board of Trustees shall be held before, or during an intermission of the November annual meeting of the Members, as described in Article V, Section 5, for the expressed purpose of electing officers, as described in Article IX, Section 1, and fixing the time and place of the next regular meeting. Upon conclusion of this trustee meeting, the Board of Trustees shall fix by resolution the time and place of the next regular meeting. No more than fifty-five (55) days shall ever intervene between regular meetings.
Section 3
Special Meetings of the Board of Trustees may be called at any time by the President, Vice President, or any three (3) Trustees. Notice of such Special Meetings must be given no later than five (5) days before the meeting, either in person, by telephone, email, text, or regular mail. No business other than that communicated by the Notice shall be considered at that Special Meeting.
In the event an emergency arises, an Extraordinary Special Meeting shall be called as stated heretofore in this Section by telephone, email, or text, at the earliest possible convenience for a quorum.
Section 4
A majority of the Trustees then in office shall constitute a quorum at any meeting.
Section 5
Except as otherwise required by law or by these Bylaws, the act of a majority of the Trustees present at any meeting at which a quorum is satisfied shall be the act of the Board of Trustees.
Section 6
In the event of a tie, the president shall cast the deciding vote.
ARTICLE VIII – Committees of the Board of Trustees
Section 1
At its regular annual meeting in November, the Board of Trustees shall appoint, from among its Members, persons to serve on any committee which is required by these Bylaws. Each appointed committee shall elect the officers necessary to fulfill its duties, except that the Chairperson shall be a Trustee designated by the President.
Section 2
The Board of Trustees may at any time establish other committees to which may be delegated authority in the management of the Corporation. Members of such committees need not be Trustees, but there shall be at least one (1) Trustee among members of each committee. The designation of such committees and the delegation thereto of authority shall not operate to relieve the Board, or any individual Trustee, of any responsibility imposed on it, pursuant to the Bylaws.
Section 3
The Board of Trustees may at any time discontinue any committee established under Section 2 of this Article and may also affect any change in the membership of any committee. All committee assignments shall terminate no later than at the time of the next regular Annual Meeting of the Board of Trustees.
ARTICLE IX – Officers of the Board of Trustees
Section 1
At the Board’s annual organizational meeting held in conjunction with the November Public Meeting, the Board of Trustees shall elect from its Members a President, up to two (2) Vice Presidents, up to two (2) Secretaries, and a Treasurer. Each Officer shall serve for the ensuing fiscal year unless an Officer’s membership is terminated sooner.
Section 2
The Board of Trustees shall have the power to remove any Officer, at will, for worthy cause shown. Worthy cause shall include, without limitation: failure to provide required financial reports; failure to maintain adequate records; failure to timely submit required filings or taxes; refusal to provide Trustees access to financial records as required by these Bylaws; or material misrepresentation to the Board of Trustees regarding financial matters.
An Officer shall lose his/her position if at any time he/she ceases to be a Trustee, or if he/she files with the Board Secretary(s), his/her voluntary written resignation. The Board may appoint to any vacant office a successor from among the incumbent Trustees, who shall serve a period not exceeding beyond the next regular Annual Meeting.
Section 3
The President shall be the Principal Executive Officer of the Corporation. He/she shall preside at all meetings of the Members and be an ex-officio member of all committees appointed by the Board. He/she shall supervise and control the business and affairs of the Corporation and he/she shall see that all orders and resolutions of the Board are executed. The President shall have all powers vested in his/her office by law or by custom, and he/she shall perform all duties ordinarily incident to his/her office.
Section 4
The Vice President(s), in the absence, or in the event of the disability of the President, shall act in his/her place. In the absence or in the event of the disability of the President and Vice President, an acting President shall be designated by a majority of the Trustees present. The Vice President(s) shall perform any other duties which may be assigned to him/her by the President or by the Board of Trustees.
Section 5
The Secretary(s) shall keep in the corporate books minutes of the proceedings at all meetings of the Members and the Board of Trustees. He/she shall see that all Notices are duly given in accordance with these Bylaws, or in accordance with law. He/she shall have custody of the Corporate Seal, of all correspondence, and of all corporate records, except those properly in the custody of another Officer. The Secretary(s) shall perform all duties assigned to him/her by law, by these Bylaws, by the President, or the Board, or by custom.
Section 6
The Treasurer shall have full responsibility for financial and accounting records of the HHSC. The Board of Trustees may elect to hire and assign a bookkeeper, whose responsibility is to assist the Treasurer with the creation of financial transactions including posting information to accounting journal or accounting software from membership fees, guest fees, cash receipts, and supplier invoices. The bookkeeper also reconciles accounts to ensure their accuracy.
The Treasurer shall present to the Board of Trustees, at each regular Board meeting, a written financial reports. The Treasurer shall ensure that the Corporation’s books and records are maintained in a manner sufficient to prepare required federal, state, and local tax filings and reports.
Section 7
The Board of Trustees may also appoint from the Members in good standing any assistants to any Officer as specified in Section 1 of this Article. An assistant Officer shall perform duties under only the supervision of the Officer whom he/she assists. An assisting Officer may not assume the duties of the Officer unless first appointed in accordance with provisions of Article VI, Section 5, and Section 2 of this Article.
Section 8 (New) – Transition of Financial Records
Upon resignation, removal, or expiration of term, any Officer with custody of the Corporation’s records, passwords, bank access, contracts, or property shall promptly deliver all such items to the Board of Trustees or the Officer’s successor. Failure to do so within a reasonable time constitutes worthy cause for removal (if applicable) and may result in the Corporation pursuing appropriate remedies.
ARTICLE X – Dues and Assessments
Section 1
Dues and assessments shall be classified either as Annual Dues for operations, or as Capital Assessments.
Section 2
Annual dues for operations shall be determined by the Board of Trustees not later than ninety (90) days before the scheduled opening of the Club’s facilities in any year. Notice of the amount of these dues shall be sent to the Members within sixty (30) days of said determination by the Board, and the dues shall be payable not later than April 1st of each year.
Section 3
The Annual dues for operation shall be based upon the operation expense budget for the coming year.
Section 4
A new Member who is admitted after the assessment of the Annual dues for operation under Section 2 of this Article, but before the end of the swimming season for the year, may be allowed to, at the board’s discretion, pay a proportionate amount of such dues, computed in accordance with a method to be determined by the Board of Trustees.
Section 5
If the Annual dues for operations were not sufficient to meet the year’s annual operating expenses as approved in the Annual Budget, the Board of Trustees may impose on the Members a supplemental fee for operations to cover the deficiency. Such supplemental fees shall be in proportion for operations determined across all membership.
Section 6
All other assessments against Members shall be Capital Assessments, which shall include amounts assessed to provide funds for the improvement or enlargement of the Club’s facilities, to discharge indebtedness incurred for the improvement or enlargement of the Club’s facilities, or to increase the reserve fund for payment of the Capital Value of terminated Memberships.
All Capital Assessments shall be imposed equally on all Members.
Section 7
Capital Assessments to provide funds for the improvement or enlargement of the Club’s facilities may be imposed by the Board of Trustees in an amount not to exceed One Hundred Dollars and Zero Cents ($100.00) per Member for any calendar year. Capital Assessments of more than One Hundred Dollars and Zero Cents ($100.00) annually may be imposed only after the approval by a majority vote of the Members present at any duly held meeting of the Members.
Section 8
Capital Assessments to discharge indebtedness incurred for the improvement or enlargement of the Club’s facilities may be imposed by the Board of Trustees alone. However, no indebtedness may be incurred for the improvement or enlargement of the Club’s facilities without the approval of a majority of the Members present at any duly held meeting of the Members.
Section 9
All payments required to be made to the Club by Members under the authority of this, or any other Article of these Bylaws, are exclusive of any taxes which are now, or may be imposed on such payment by Federal, State, or Local laws. Any such taxes shall be in addition to any other required payments.
Section 10
No dues, or any part thereof, shall be refunded in the event(s) that the member terminates membership or pool operations are required to be suspended by properly constituted authority, for any period.
Section 11
A Senior Citizen Member as defined in Article II, Section 3 may choose to exercise a Senior Citizen discount option at the time dues are to be paid, at which time proof of age is required via government-issued ID (Driver’s license, passport, etc). This option will entitle the Senior Citizen Member to a discount on the dues paid by General Members. This discount will be set forth by the discretion of the Board of Trustees.
Section 12 (New) – Annual Operating Budget
The Board of Trustees shall adopt an annual operating budget prior to the opening of the Club’s facilities each year. Material deviations from the budget, as defined by Board policy, shall be reviewed by the Board of Trustees.
ARTICLE XI – Procedures for Handling Receipts and Disbursements
Section 1
Depositories of the Club and respective balances shall be resolved by the Board of Trustees at its Annual Meeting. The Board may, by resolution, replace, add or cancel depositories at interim meetings. Only one (1) depository may be used for all receipts and all Operating expenditures of the Club, and it shall be known as the “Operating Account.” Deposits in, and withdrawals from other depositories shall be transacted only within the Operating Account. The Board of Trustees may use their discretion to open additional depository accounts, such as “Payroll” or “PayPal/Credit Card” accounts to effectively manage operations.
A bank account designated as “The Bond Account” shall be maintained at all times. The funds in said account shall only be used to repay bondholders upon resignation. The only funds deposited into said account shall be from the issuance of bonds. Deposits/withdrawals of the Bond Account funds for any other purpose are a violation of these bylaws.
Section 2
Securities may be purchased when resolved by unanimous approval at a meeting of the Board of Trustees.
Section 3
All payments by Members must be directed immediately to the Treasurer and/or bookkeeper, who shall credit the accounts of each payer. The Treasurer and/or bookkeeper shall acknowledge the amount and classification within the accounting system.
Section 4
All other funds received by any Officer, Member or Club Manager must be submitted to the Treasurer and/or bookkeeper within three (3) banking business days after receipt thereof. The Treasurer and/or bookkeeper shall acknowledge the amount and classification within the accounting system.
Section 5
All funds received by the Treasurer must be deposited in the Operating Account within three (3) banking business days after receipt thereof. Benefits derived from the interest-bearing deposits or securities must be reported by the Treasurer at the next meeting of the Board of Trustees.
Section 6
All checks and withdrawals above Five Thousand ($5,000) require two Board of Trustees signatures.
Section 7
All expenditures shall be made by check from the Operating Account or via debit card tied to the operating account. The cancelled checks and supporting documents therefore shall be retained by the Treasurer and/or bookkeeper with the Corporate Records.
Section 8 – Access to Financial Records
All Trustees shall have reasonable access, upon request, to the Corporation’s financial records, including bank statements, accounting ledgers, invoices, receipts, contracts, and tax filings. The Treasurer (and/or bookkeeper, if applicable) shall provide such records within a reasonable time. No Officer or Trustee may withhold financial information from the Board of Trustees except as necessary to protect confidential personal information or as required by law.
Section 9 – Annual Financial Review
Following the close of each fiscal year, the Board of Trustees shall cause the Corporation’s financial records to be reviewed by (i) an independent accountant, or (ii) a Financial Review Committee of at least two (2) Trustees who are not authorized signers on the Operating Account for that fiscal year. The results of such review shall be presented to the Board of Trustees and summarized for the Members at the November Public Meeting.
Section 10 – Required Filings
The Treasurer shall ensure that all required federal, state, and local tax filings and annual reports are prepared and submitted on time. The Treasurer shall provide confirmation of such filings (or draft filings prior to submission) to the Board of Trustees. If a required filing cannot be made timely, the Treasurer shall promptly notify the Board of Trustees in writing with an explanation and a corrective action plan.
Section 11 – System Access and Credentials
The Board of Trustees shall ensure that no fewer than three (3) Trustees have viewing access to all systems used for Club business, including without limitation banking, accounting software, payroll systems, membership management systems, email accounts, payment processors, and any cloud storage or document repositories used to maintain Club records (“Club Systems”). Where a Club System permits individual user accounts, no fewer than three (3) Trustees shall have active accounts with administrator-level access sufficient to view records and export data. Where a Club System does not permit individual accounts, the credentials shall be maintained in a secure manner designated by the Board of Trustees and shall be accessible to no fewer than three (3) Trustees.
No Officer or Trustee may unilaterally restrict, remove, or disable such access for the other authorized Trustees except (i) as directed by a vote of the Board of Trustees, or (ii) as necessary to address suspected fraud, compromise, or other security incident, in which case the Board shall be notified promptly and access shall be restored or re-established as appropriate.
ARTICLE XII – Fiscal Year
Section 1
The fiscal year of the Corporation shall commence on October 1 of each calendar year and conclude on September 30 of the following calendar year.
ARTICLE XIII – Seal
Section 1
The Board of Trustees shall prescribe the form of a Corporate Seal, which shall include the words “Hasbrouck Heights Swim Club, Inc.” and “Corporate Seal”. This Seal shall be affixed to any document of the Corporation whenever required by law, by these Bylaws, by the Board, or by custom.
ARTICLE XIV – Amendments
Section 1
These Bylaws may be amended only by a two-thirds (2/3) vote of all Members present at a Regular Meeting, duly held after prior written notice of such meeting to all Members not more than thirty (30) days, nor less than ten (10) days, prior to the date of the meeting.
This Notice shall state the Place, Date and Time of the Meeting and shall also set forth both the existing language within the present Article and Section of the Bylaws proposed to be amended, and the proposed amendment(s) of such Bylaw(s) respectively, along with a brief description of the purpose and/or reasoning of such proposed amendments.
Bylaws shall be reviewed by the board every three years, and revisions shall be made at their discretion. Any revisions must be approved by all Members as stated above.
ARTICLE XV – Pool Management
Section 1
Please refer to Pool Management manual for roles, responsibilities, and payment of Pool Management. This manual can be updated at the discretion of the Board of Trustees.
ARTICLE XVI – Swim and Dive Coach
Section 1
Please refer to Swim and Dive Team manual for roles, responsibilities, and payment of Swim and Dive Team Coaches. This manual can be updated at the discretion of the Board of Trustees.
ARTICLE XVII – Guest Passes / Nanny Passes / Caregiver Passes
Section 1 – Guest Passes
The Club offers its Members the opportunity to bring in guests of the Club.
Guest fees (including any weekday/weekend and late-day rates) shall be established by the Board of Trustees each season.
The Board of Trustees may increase or decrease such fees at its discretion.
Section 2 – Nanny/Caregiver Passes
The Club offers its Members the opportunity to purchase a Nanny/Caregiver pass at a seasonal fee established by the Board of Trustees from each season. This pass is for families who have a nanny/caregiver for their child(ren), and the fee is in lieu of the Member paying a guest fee each time the Nanny/Caregiver brings the child(ren) down to the Club. The Nanny/Caregiver pass is not transferable.
Nanny/Caregiver pass fee rates are subject to change, pending Board of Trustees approval. Nanny/Caregiver passes do not entitle said nanny/caregiver to bring guests when visiting the pool without the Member.
ARTICLE XVIII – Events at the Pool
Section 1
The Club allows for Members to host Birthday Parties at the Club. All birthday parties must be scheduled with the Office/Pool Management in advance. The Member hosting the party must provide a list of attendees for the party. . Birthday party rates are set by the Board of Trustees and are subject to change, pending Board of Trustees approval.
Section 2
The Club may also consider private parties to be held on the Club grounds. All fees for private parties will be determined on a case-by-case basis, considering the type of event, and will require Board approval prior to scheduling.
Non-private parties are allowed at the discretion of The Board.
Section 3
Fundraising events (including but not limited to teen nights) may be held at the discretion of The Board.
ARTICLE XIX – HIRING
Section 1
No board member may offer any individual a job without board approval. Pay rates for all employees are determined by a vote of the board.
Section 2
No trustee shall be an employee of the HHSC. If a trustee wishes to be employed by the HHSC, they must resign from the Board.