608.1
MINUTES -
The Secretary shall, within thirty (30) days after each meeting of the Board of
Directors and the House of Delegates, transmit a copy of the minutes of the
meeting to the respective members and to USS national headquarters.
608.2
FINANCIAL AND FEDERAL TAX REPORTS - The Treasurer shall forward
to USS national headquarters a copy of the annual closing Balance Sheet and
Statement of Income and Expense for the preceding fiscal year following
completion of the audit of the accounts and internal financial controls and
procedures of NDSI and the report thereon prepared in accordance with Section 608.5, within fifteen (15) days of receipt of the audit
report and shall advise USS national headquarters within thirty (30) days
following acceptance by the House of Delegates. Copies of any corresponding
federal income tax return required to be filed by NDSI under the IRS Code shall
be included with the annual audit report sent to USS national headquarters.
608.3
STATE AND LOCAL REPORTS AND FILINGS - The Secretary shall cause
to be made all reports and non-tax filings and shall requisition from the
Treasurer checks with which to pay any applicable fees required by its state of
incorporation and by any other state or municipality in which it operates.
608.4
PUBLIC AVAILABILITY OF CERTAIN INFORMATION - NDSI shall cause to
be made available at a reasonable location and time determined by NDSI to
anyone requesting to see a copy of NDSI's federal income tax and information returns
for each of the last three years, and a copy of the materials submitted by USS
to include NDSI in USS's group exemption ruling as
required pursuant to IRS Code section 6104 and any similar requirements of
applicable state or local laws.
608.5
ANNUAL AUDIT - An annual audit of the accounts, books and
records of NDSI shall be completed no later than the end of the third month
following the end of its fiscal year. The audit, or review, shall be conducted
by the Audit Committee. The audit shall cover any federal, state or local
income tax return that NDSI is required to file under the IRS Code or
applicable provisions of state or local law, rules or regulations, the balance
sheet, the statement of income and expenses, check register and bank statements
and other records as is deemed appropriate. If the audit, or review, is
conducted by the Audit Committee, the committee shall issue a report signed by
all of its members and stating that the financial records and reports of NDSI
have been reviewed and fairly present the financial condition of NDSI as of the
date of the balance sheet and for the fiscal period of the statement of income
and expenses and the report is true and correct to the best of the Committee's
knowledge, information and belief. If the audit, or review, is conducted by an
independent auditor, the report shall be in accord with generally accepted
auditing practices applicable to the audit or review, as the case may be.
608.6
MEMBERSHIP AND REGISTRATION REPORTS - The Registration Chairman,
shall forward in a timely manner all required reports to the Executive Director
of USS. This report shall be accompanied by a remittance of the appropriate
membership and registration fees due to USS. The Registration Chairman shall
make periodic summary reports to the Administrative Vice-chairman, the Board of
Directors and the House of Delegates.
608.7
SAFETY REPORTS -
.1
Incident/Occurrence Reports - An occurrence report providing
all of the information requested by applicable USS form should be completed at
the time of the occurrence by the meet director, officer, coach or club officer
with copies to USS national headquarters, the Safety Chairman and the
Administrative Vice-chairman.
.2
Reports of Injuries - The Safety Chairman shall present a
report concerning swimming-related injuries within the Territory at each House
of Delegates and Board of Directors meeting.
A
House of
Delegates Reports - The report to the House of Delegates shall be written and
shall provide in summary form the pertinent information including whether the
injured party is a member of NDSI and USS, the location of the occurrence and a
brief description of the incident, the resulting injury and the emergency-care
steps taken, together with any recommendation for action by NDSI and its members
to reduce the likelihood of a re-occurrence and the status of that
recommendation. The written report shall include a review of the pertinent
statistical information provided by USS national headquarters. The Safety
Chairman is responsible for distribution of this report to each Club Safety
Coordinator. A copy of each House of Delegates report shall also be sent to the
USS national headquarters.
B
Board of
Directors Reports - The regular report to the Board of Directors may be a
summary addressing primarily any recommendation for action by NDSI and its
members.
.3
Safety Education - The Safety Chairman shall be responsible
for disseminating safety information flowing from USS Headquarters and, with
the assistance of the Committee members, exploring safety education
opportunities and developing a safety education program tailored to NDSI and
its members and Territory.
608.8
MAILING
ADDRESS - NDSI shall notify in writing USS national headquarters of any change
in its regular mailing address within 14 days of the change.
REPORTS GENERALLY - NDSI shall make all reports and remittances to USS as specified in the USS Code or by the National Board of Directors or National House of Delegates, in such a manner and on such written forms as may be requested by USS national headquarters. The General Chairman, the Registration Chairman, the Secretary, and the Treasurer shall be collectively responsible for seeing that all required reports and remittances are made.