BYLAWS Summit Swim and Tennis Club  

Article I – NAME The business name of the club is Summit Swim and Tennis Club. The Summit Swim and Tennis Club does business as Forest Hills Swim Club.  

Article II – PURPOSE The purpose for which the Forest Hills Swim Club (herein referred to as Club) is formed is to establish and maintain a private club for the athletic, recreational and social enjoyment of its members, and in pursuance thereof to construct, own and operate a swimming pool and other recreational facilities, together with such incidental objects as are appropriate in the conducting of its activities in the Township of Anderson, Hamilton County, OH. The club is for the exclusive use of its members and not for profit. 

 Article III – GOVERNANCE  

Section 1 – Board of Directors the Club shall be managed by a Board of Directors, consisting of a minimum of 5 members and a maximum of 15 members. Members must be initiated, active members of the club, in good standing. Those members serving on the board shall receive no payment or remuneration for their participation on the board. 

 Section 2 – Election Directors shall be elected by the members of the club at the Annual Membership Meeting held on the third Sunday of August annually. Only active initiated members present at the meeting may vote. Directors shall take office in October of the year they are elected and serve until September 30 of the year their term expires. The elected Directors shall hold office for a term of three (3) years each, and until their successors shall have been chosen. Should a Director resign prior to completing his or her term, the remaining term shall be filled by a majority vote of the Board of Directors.  

Section 3 – Powers, Duties and Responsibilities of Board of Directors The Board of Directors shall have the following powers, duties, and responsibilities:  

1. Transaction all Club business and make and amend rules for the regulation and use of the Club property.
2. Elect Officersin accordance withArticle IV.  
3. Approvemembers.  
4. Fix and impose penalties for the violations of the Bylaws and the Rules and Regulations of the Club.
5. Approve all committees and define the powers and duties ofthe same.
6. Fill any vacancy in the membership of Directors and Officers to serve until the next Annual Member Meeting. 
7. Hire pool management and approve of hiring of staff members.
8. The Board of Directors shalldesignatethe banks or banks in which the funds of the Club shall be deposited and determine the manner in which checks, drafts, and other instruments for the payment of funds of the club shall be executed.  
9. The Board of Directors may borrow money from a bank, mortgage company, or individual in such amounts and upon terms as areappropriate asit, in its discretion, may determine, execute promissory notes, mortgages or other obligations, and pledge or mortgage property as security.  

Section 4 – Financial Review(amended 9.3.2021) The Board of Directors shall cause the books of the club to be reviewed annually by the auditors selected by the Directors, who shall neither be Directors, Officers of the club, nor related individuals therein. The report of the review shall be available to the membership at all times.  

Section 5 – Annual Report The Board of Directors shall make an annual report including Financial Report to the membership at the Annual Membership Meeting. Annual Report shall be made available to all members as requested.  

Section 6 – Removal of Members of the Board Any Member of the Board of Directors may be removed for just cause by two-thirds (2/3) vote of the Membership of the Board of Directors. Any Member of the Board of Directors who ceases to be a member of the Club shall automatically cease to be a Member of the Board of Directors. Consequently, all Members of the Board of Directors must be Members of the Club. Any Member of the Board of Directors missing more than 3 consecutive board meetings may be removed by a majority vote of the Board of Directors.  

Section 7 – Incentives for Membership/Treasurer Positions (added 2019) The positions of Treasurer and Membership chair due to amount of work required for the success of the club to be given the equivalent of a single member membership for their work in the position. The incentive will be paid out for the following season (i.e. for the treasurer role in 2020 season, wouldn’t be credited until the 2021 season).  

ARTICLE IV – OFFICERS  

Section 1 – Officers The Officers of the Club shall be a president, vice president, secretary, and treasurer. The Board of Directors, in its discretion, may create any other offices it deems necessary, and appoint one or more persons to hold such offices.  

Section 2 – President The President shall preside at the meeting of the Club and of the Board of Directors. He/She shall be the administrative officer of the Club. He/She shall appoint, subject to the confirmation by the Board of Trustees, all committee chairpersons. He/She shall be an ex-officio member of all committees4.  

Section 3 – Vice President The Vice President, in the absence or disability of the President, shall act in his behalf. He shall attend to the business and financial operations of the Club and shall be the Chairman of the Finance Committee. As Chairman of the Finance Committee, he shall be familiar with the due dates for all required governmental reports filed by the Treasurer.  

Section 4 – Secretary The Secretary shall notify all Board Members of the meetings of the Board of Directors, keep the minutes of all meetings, and attend to the correspondence pertaining to his/her office. He/She shall oversee the new board member election process. He/She shall perform such other duties pertaining to this office as may be requested by the Board of Directors.  

Section 5 – Treasurer The Treasurer shall attend to keeping the accounts of the Club, collecting its dues and revenues, and paying the bills, subject to general supervision by the Board of Directors. He/She shall deposit funds of the Club received by him in the name of the Club in such depository as may be authorized by the Board. He/She shall deliver copies of all completed Federal and State reports to the Chairman of the Finance Committee no later than one week after having filed said reports. He/She shall prepare monthly reports for presentation to the Board of Directors at their regular meetings indicating prior ending balance, revenue and sources, itemized expenditures, and the current month’s ending balance. He/She shall perform other duties connected with his office as requested by the Board of Directors. He/She shall be bonded.  

ARTICLE V – MEETINGS  

Section 1 – Annual Membership Meeting (amended 9.03.2021) The Annual Membership Meeting shall be held on the third Sunday of August. Members of the Club shall be notified of the date, time, and location of the meeting at least 30 days prior to said meeting. To allow the board adequate preparation time, membership is required to notify the Board, in writing, of new business topics two weeks prior to the annual meeting.  

Section 2 – Board of Director Meetings The Board of Directors shall meet at least once per month during the months of March to September, inclusive, and at such other times they deem necessary. The first meeting of the Board of Directors following the election of new Directors shall be held at the meeting following the Annual Membership Meeting. Such first meeting shall be a meeting for the election of Officers and Appointment of Committees. 

 Section 3 – Notice of Meetings Each Member of the Board of Directors shall receive written notice at least 5 days prior to the date of any Board Meeting or Special Meeting.  

Section 4 – Quorum A quorum for meetings shall be two-thirds (2/3) of the current Board of Directors. The approval of a simple majority of the Directors present at a meeting where a quorum is present shall be the act of the Board of Directors.  

Section 5 – Special Meetings The Board of Directors is authorized to call special meetings as requested by three (3) Members of the Board of Directors. Special meetings of the Club shall also be called by the Secretary upon written and signed request of twenty-five (25) members of the Club directed to the Secretary and stating the purpose of the special meeting. Upon receipt of such written request, the Secretary shall call a special meeting of the members of the club with fifteen (15) days after receipt thereof. Notice of special meetings shall state the purpose for which the meeting is called, and no other business shall be transacted at said meeting.  

Section 6 – Provision for Emergency Meeting/Vote (added 2017) In the event that a meeting needs to be called for to address a situation (.i.e. the pump goes down and a new one is needed or a large concrete patch fails in the pool) that cannot wait for the next board meeting, a provisional vote can be called by the President. A provisional vote can take place via phone, email or in-person and a majority would be needed to pass the vote. Quorum is still required to be able to vote. The Secretary will tally the votes and record them as a special provisional meeting. The meeting minutes will be recorded as per standard meeting procedures. This vote cannot take place of standard meeting and should only be used to address maintenance or issues that would impact the pool from opening or a meet from taken place.  

ARTICLE VI – MEMBERSHIP  

Section 1 – Membership Classes Membership in the Club shall consist of the following classes of members:  

1. Charter Membership
2. Initiated Membership
3. 3. Non-Initiated Membership Each membership class has the following subclasses:
4. Family– The term “family” includes all full-time residents of the same address and shall include the husband, wife or other adult head of household, and any unmarried child or relative of the husband, wife or other adult head of household, and any unmarried dependent students that currently reside full-time in the residence. Family does not include relatives not living at the same residence (i.e.grandparents, ex-spouses).  
5. Individual– A single member age 18 or older. 
6. Senior Citizen Individual– A single member over the age of 60. 
7. Couple– Two adults or one adult and one dependent minor who are bothfull time residents of the same address.  
8. Senior Citizen Couple –Twoadults both over the age of 60 whom are both full time residents of the same address.  

Section 2 – Membership Classes Defined (amended 2.3 2021) The class of memberships shall be determined as follows:  

1. Charter Membership– Charter membership was issued only to those persons who had fully paid theinitial membership fee before October 30, 1966. Those members still in possession of the original bond issued before October 30, 1966 may transfer that bond only to a person/person residing in the same residence as original issue. Original bond may be redeemed in exchange for initiation fee, one time only. Bond must be presented to board for redemption.  
2. Initiated Membership– Initiated membership shall be issued to all persons who have fully paid the initiation fee and havemaintained active memberstatus. Initiated members have voting privileges at the annual and any special meeting and may serve on the Board of Directors.  
3. Non-Initiated Membership– Non-Initiated Membership shall be issued to all persons who have either not yet fully paid the initiation fee or who have notmaintained active status or paid a hold fee for one consecutive year or more. Non-Initiated members have no voting privileges and may notserve on the Board of Directors  

Section 3 – Dependents Defined All memberships shall entitle that member and all dependents of that member residing in the domicile of that member to the use of Club facilities. For purposes of the section, dependents shall have the same meaning as defined by Section 151 of the Internal Revenue Code. Any request for a waiver of this section must be in writing to the Board Directors.  

Section 4 – Babysitters, Nannies and Caregivers Members may designate a babysitter, nanny or caregiver on their membership form. This person(s) may accompany their dependent minor children to the pool IN THE ABSENCE OF THE PARENT/GUARDIAN. Designated caregivers are not bestowed membership and may not accompany the parent(s) to the CLUB unless under the guest guidelines. This rule also applies to non-resident relatives listed as caregiver (ex. Grandparent).  

Section 5 – Supplemental Membership for Babysitters, Nannies, Caregivers and Grandparents Members may purchase an add-on to their membership to allow for babysitters, nannies, caregivers, and grandparents to attend the pool WITH THE MEMBER. Supplemental members may be added to a membership at a rate of $150 per person. Caregivers may not be “swapped” throughout the season. (Ex. Babysitter A and Grandparent B may both be added to a family membership for a cost of $150 per person). Friends, non-relatives, and non-dependents may not be added.  

Section 6 – Initiation Fee(amended 9.3.2021) An initiation fee is required for all new memberships. An initiation fee may either be paid upfront or in annual installments over a 4-year period. Effective August 2021, initiation fees are as follows: Upfront Initiation Fee: Due by May 15th of the first year of membership: $700 Installment Initiation Fee: Due by May 15th, annually for the first 4 years of membership: $200 each year for 4 years (total of $800). Initiation fees may be adjusted by the Board of Directors at their annual meeting. Members currently electing the installment initiation fee option subject to the new installment rate as determined by the membership director. Initiation fees are non-transferable.  

Section 7 – Termination/Suspension of Member Privileges Any member may be terminated and/or suspended by the vote of the Board of Directors, for any of the following reasons:  

1. Violation of the Bylaws
2. Violation of the Rules and Regulations
3. Non-paymentof indebtedness to the Club  
4. Any action or conduct of the member or his familydeemedby the Directors to be prejudicial to the best interest of the Club. The Board of Directors may delegate authority to suspend membership up to seven (7) days to a designated manager. Any member subject to suspension or termination shall be given at least ten (10) days written notice of the charges and an opportunity to appear before the Board of Trustees and to be heard on such charges. During suspension, the member(s) shall be refused admittance to the Club property and use of all Club facilities. No refunds or reimbursements will be given in the event of a suspension/termination.  

Section 8 – Refund of Fees and Dues Initiation fees are non-refundable. Annual membership dues may be refundable on a pro-rated basis upon written request to the Board of Directors and approval by a majority of the Board. Any indebtedness at time of request shall be charged against any refund due.  

Section 9 – Capital Assessments Capital Assessments may be made and levied on the Memberships of the Club from time to time, by the affirmative vote of (2/3) two-thirds members entitled to vote which are represented in person at a meeting of members called and held for the express purpose of considering a capital assessment and provided that ten (10) days’ notice by mail is given to each voting member of any such proposed assessment.  

Section 10 – Member Guests Members are responsible for the actions of their guests. Members must accompany their guests to the CLUB. Guests are subject to the rules and regulations regarding guest fees and are not permitted more than 3 visits per month.  

Section 11 – Membership Hold-Fee (added 2017, amended 2020, amended 2021,amended 2025) Each member has the right to request a hold to their membership. Members requesting a hold must notify the membership chair by April 30th. Hold requests may be made by logging into members online account for hold fee payment or email [email protected],  or check by mail: Forest Hills Swim Club PO Box 54440, Cincinnati, OH 45254. This hold requires a fee of $100 plus tax and must be paid on or before April 30th of the requested hold season. Memberships can only be held for a term of 1 year. At the end of the year, the member must either pay their annual dues or forfeit their membership and initiation to the pool. If a member does not pay their hold fee by the due date, the member will be considered non-initiated and membership is forfeited. All accounts on hold will no longer be considered active during that year and will not count against the pool’s current years family membership total. 

Section 12 – Pro-rated Membership Pro-rated Memberships have been removed. Amended 2025 

Section 13 – Pandemic/Natural Disaster Clause (added 2020) In the event of a pandemic, acts of God or nature, where the club can no longer open due to government regulations and/or the facilities are damaged beyond repair, the Board shall have the right to assess a retaining fee to all active members from the previous year. The retaining fee will be assessed to all members (actives and holds from the previous season) to cover operating costs incurred for the season (taxes, insurance, costs for opening the pool) and cannot exceed $250.  

Section 14 – Membership Fees Due Date Policy (Effective as of 9.6.2021, amended 2025) All renewal membership dues must be paid in full on or before April 15th. Membership forms and payment must be postmarked by April 15th, NO EXCEPTIONS. If payment is received/postmarked after April 15th a $75.00 plus tax late fee will be assessed. If payment is not received by April 30th the member will be considered non-initiated and membership is forfeited.  

Section 15 – Wait List Policy (added 2021,amended 2025) Should the Swim Club be at maximum capacity, requests for new membership will be added to a wait list via online account. A deposit of $100 plus tax is required to be added to the wait list. When membership spaces become available, prospective members from the wait list will be invited to join and have two weeks to accept and make payment. Invitations offered after May 15th will have only one week to accept and make payment. Once the invitation has been accepted, the prepaid $100 wait list deposit will be applied towards the initiation fee and all remaining dues and taxes must be paid in full by the date given at the time of offered membership. Invitation to join may be deferred a maximum of 1 time and the prospective member will remain on the wait list. The wait list deposit is non-refundable.  

ARTICLE VII – COMMITTEES  

Section 1 – Standing Committees Standing Committees shall be Management, Membership, Marketing, Pool and Grounds, Entertainment, Finance, Swim Team, Dive Team, Beautification and Concessions.  

Section 2 – Special Committees The Board of Directors may establish additional Committees and delegate such duties to those Committees as they deem appropriate.  

Section 3 – By-Laws Committee The Board of Directors may establish a By-Laws committee no more than every 2 years and at least once every 5 years. The purpose is to review the By-Laws for possible revisions.  

Section 4 – Chairpersons Chairpersons to each committee shall be appointed by the President and approved by the Board of Directors at the meeting following the Annual Membership Meeting. The duties and powers assigned in the By-Laws to the standing committees shall be subject to the authority of the Board of Directors. Committee Chairpersons may include on said Committees members not currently serving on the Board of Directors.  

Section 5 – Committees Standing Committees and their duties are as follows:  

1. Management
2. Recommend pool management to the Board of Directors for approval.
3. Supervise hiring and termination of staff.
4. Negotiate and communicate with poolmanagementregarding 
5. i. The operating hours of the Club, the number of employees, and the wage rate for each employee.
6. Procedures for opening, daily operation and closing of the pool.

iii. The duties and responsibilities for type of employee, i.e. manager, assistant manage, lifeguard, concession worker, swim lessons.  

1. iv. Other matters as requested by pool management.
2. Membership Committee roles and responsibilities:
3. Maintaina list of the applicants for membership and current and previous members.  
4. Maintaina record of membership status for all members. 
5. Have primary responsibility for keepingaccurate records of dues and fees. 
6. Prepare andfurnish to the Pool Manager a list of all members in a form that will enable the Pool Manager to maintain the proper control over the persons admitted to the pool facilities.  
7. Prepare and distribute to all members a copy of theby-laws and rulesand regulations as well as New Member packets and guest passes to eligible members.  
8. Recommend for approval by the Board ofDirectorsthe procedures and changes to be established in connection with guests of members.  
9. Have primary responsibility for selling memberships.
10. Marketing Committee roles and responsibilities:
11. Plan and carry out how to promote facility.
12. Work closely with Membership Chair to coordinate increasing membership.
13. Pool and Grounds Committee roles and responsibilities:
14. Exercise supervision over pool and grounds.
15. Attend to the construction, improvement, and maintenance of the pool, buildings, operating equipment, and grounds.
16. Subject to thejurisdictionof the Board of Directors, have authority over the buildings, equipment, and grounds. 
17. Prepare and post, rules of health and good conduct in connection with the operation of the Club. 
18. Entertainment Committee roles and responsibilities:
19. Prepare and communicate to the members and to the pool manager a program ofspecial eventsand entertainment which shall never at any time conflict with the normal operating hours or regular events planned for the pool with prior approval of the Board of Directors.  
20. Exercise supervision over allspecial eventsand entertainment activities.  
21. Exercise primary control and responsibility over social media accounts.
22. Finance Committee roles and responsibilities: 
23. Recommend tothe Board of Directors the detailed annual budget and the amount to be charged for annual dues and fees in each year. Upon approval of the budget and the annual dues and fees by the Board of Directors, these items shall be presented to the membership at the annual meeting.  
24. Swim Team Committee rolesandresponsibilities: 
25. Arrange for head swim coach and assistant swim coaches.
26. Coordinate pool time for swim team practice and swim lessons.
27. Inform the manager and Board of Directors of home meet days andspecial eventsso that members may be notified.  
28. Coordinate swim meets. Coordinate and managemeetvolunteers and officials.  
29. Designatea representative to attend all league meetings.  
30. Be responsible forobtaining equipment needed improve swim team.  
31. Dive Team Committee roles and responsibilities:
32. Arrange for a dive team coach.
33. Coordinate pool times with swim team and swim lessons committees.
34. Inform manager and Board of Directors ofhome dive meet days so membership may be notified of pool closing.  
35. Coordinate dive meets. Coordinate and managedivemeet volunteers and officials.  
36. Be responsible forobtaining equipment needed to improve the diving team.  
37. Beautification Committee roles and responsibilities:
38. Supervisegroundsmaintenance  
39. Coordinate preservation, development, and maintenance of foliage on the property.
40. Concessions Committee roles and responsibilities:
41. Determine, in coordination with the pool manager, which suppliers will be used. Communicate with suppliers to place orders. 
42. Set and display retail prices.
43. Supervise the cleaning of the concession area, especially before and after the season is over.
44. Contact Hamilton County Health Department prior to April 15 to obtainHealthPermit.  
45. i. Coordinate requirements to obtain Health Permit, including arranging for a walk-though of the facility.
46. Prevent and correct Health Code violations during the season.

iii. Comply with all Health Department licensing and training requirements. e. Oversee the concession operation in a profitable and efficient manner.  

1. Coordinate with pool manager to manager orders throughout the season.
2. Supervisewinterizing ofequipment at end of season.  
3. Coordinatestaffing throughout the season. 

ARTICLE VIII – MISCELLANEOUS  

Section 1 – Indemnification Each person who acts as a Director or Officer of the Club shall be indemnified by the organization against expenses actually and necessarily incurred in connection with the defense of any action, suit or proceeding in which She/He is made party by reason of his being or having been a member of the Board of Directors, except in relation to matters as to which She/He shall be adjudged in such action, suit or proceeding to be liable for gross negligence or willful misconduct in the performance of his duties. The right of indemnification provided herein shall inure each member of the Board of Directors referred to in the preceding paragraph and in the event of his death, the right shall extend to his legal representatives.  

Section 2 – Property Brought to the Club The organization assumes no responsibility, and members or their guests can have no claim against the Summit Swim and Tennis Club for the property of any member or any guest that is brought upon or left on the Club property.  

Section 3 – Liquidation of the Club In the event of dissolution of the organization, in any manner or for any cause, all indebtedness shall be paid from the proceeds of such liquidation. After the debts are paid in full, the balance remaining, including the dues on hand shall be distributed prorated among the Initiated and Non-Initiated members of the Club. Each member share, however, shall be subject to reduction of all debts, dues, and obligations owed to the organization by such members.  

Section 4 – Amending By-Laws These By-Laws may be amended by a 2/3 vote of the members entitled to Vote and present in person at any Annual Membership Meeting or Special Meeting. At least five days’ notice of such amendment shall be given to all Initiated and Non-Initiated Members. Any revision must be recorded and added as an amendment to the standing By-Laws.  

Section 5 – Board Resolves Interpretations of the By-Laws The Board of Directors shall resolve any case involving the interpretation of these By-Laws.  

Section 6 – Roberts Rules of Order Meetings shall be conducted according to Roberts Rules of Order (Revised).  

Section 7 – Member in Good Standing A member in good standing is one who has fully paid all dues and fees; the member does not currently owe the Club any money.  

Section 8 – Club Capacity (amended 2021) The maximum number of Charter, Initiated, and Non-Initiated memberships shall be three hundred and twenty-five (325). Only active Family memberships count toward the maximum; Individual memberships are not counted.  

RATIFIED 8.28.2016 at ANNUAL MEETING.  

AMENDED 8.20.2016 at ANNUAL OPEN BOARD MEETING  

AMENDED 8.24  

AMENDED 7.14.2021 from OPEN BOARD MEETING  

APRIL 2021  

AMENDED 9.3.2021 from OPEN BOARD MEETING  

AUGUST 2021 Document Revision:  

8.28.2016 – Gina Crowley  

8.20.2017 – Dan Ryan  

8.24.2019 – Dan Ryan  

8.17.2020 – Dan Ryan  

7.14.2021 – Heather Stonecipher  

9.3.2021 – Heather Stonecipher 

Amended 4.25.2026- Erin Scheper from Open Board August 2025