Board of Directors December Meeting Agenda Wednesday, September 16, 2026 2:30-3:30 p.m. CST ----------------------------------------------------------------------------------------------------------
CALL TO ORDER ROLL CALL ● ● ● ● ● ● ● ● ● ● ●
Lyncee Bowman Kevin Goodrich Donita Grinde-Houtman Manda Groff Cory Hilderbrand SJ Idel Ashley Ingram Tammy Jaster Joey LaNeve Helena Machado Alan Mogridge
_____ _____ _____ _____ _____ _____ _____ _____ _____ _____ _____
● Stephane Rebeck _____ ● Gwen Wilcox _____ ● Katie Paul _____ Ex Officio Members ● Kate Connell (DEIJ Liaison) _____ ● Bob Kappel (Exhibitor Liaison) _____ ● Nathalie Martin (Rsrch Liaison) _____ ● Juliene Hefter (Exec. Dir/CEO _____ ● Kirsten Barnes (Asst. Dir) _____ ● Mark Basnight (Deputy Dir) _____ ● Maria Anderson ______
ANNOUNCEMENTS/COMMITTEE REPORTS/COMMITTEE UPDATES ● Committee Reports ● Executive Committee – Joey oStrategic Plan oResearch oDEIJ oPolicy/Advocacy ● Conference Committee – Cory oEducation oSocials oVolunteers oExpo/Vendors ● Professional Development – Gwen oTraining
oTech School oDirector’s School oAqP ● Member Engagement - Ashley oSocial Media oMembership oActivities ● Drowning Prevention - Manda oEducation oFundraising/Scholarship oGrants ● Announcements
ADDITIONS AND DELETIONS DIRECTOR REPORTS 2.1Executive Director 2.2Assistant Director 2.3Deputy Director 2.4Operations Manager
BOARD BUSINESS 3.1MINUTES ACTION: Approve the minutes of regular meeting of the AOAP Board of Directors held on August 19, 2026 3.2TREASURER’S REPORT ACTION: Approve the May Treasurer’s Report dated August, 2026 3.3 UPDATE BYLAWS ACTION: CONFIDENTIAL - Update the bylaws to include CMAHC representative into Board Structure 3.4 UPDATE SOP
ACTION: CONFIDENTIAL - Update SOP Manual to reflect new board size with addition of CMAHC
ADJORNMENT
ACTION: Adjourn to the next Board of Directors meeting to be held on October 21 at 2:30 p.m. CST via Zoom.
ASSOCIATION OF AQUATICS PROFESSIONALS ITEM 1.1:
EXECUTIVE COMMITTEE
DESCRIPTION:
The Executive Committee is led by the AOAP President and is inclusive of the Strategic Plan, Research, Diversity/Equity/Inclusion/Justice, and Policy/Advocacy work groups. Monthly updates are provided by the President on the progress of each work group and goals accomplished during the previous month
UPDATES:
Executive Committee ● Meeting 9/14 Strategic Plan: Research: ● Upcoming meeting 9/25 DEIJ: ● Meeting 9/9 ● Discussed blog posts and upcoming survey ● Spotlight Series ● Potential Podcast Ideas Policy/Advocacy:
ASSOCIATION OF AQUATICS PROFESSIONALS ITEM 1.1:
CONFERENCE COMMITTEE
DESCRIPTION:
The Conference Committee is led by the AOAP Past President and is inclusive of the Education, Conference Socials, Volunteers, and Exposition/Vendors work groups. Monthly updates are provided by the Past President on the progress of each work group and goals accomplished during the previous month.
UPDATES:
Education: ● Held office hours info session with Committee to review session ranking process. ● Committee completed rankings for 115 session proposals. ● Moved some Committee members to the Social Committee. ● Worked with Staff for half-day session selections. ● Working on identifying a co-chair. ● Next step: Committee review of all session information for proofreading and final review. Socials: Conference Social Committee will meet for the first time on 9/16 with representatives from the Conference Committee and NDPA. Social themes and locations have been finalized, and the committee will work to finalize entertainment for Monday and begin working on logistics for Monday and Wednesday. Volunteers: no update Expo/Vendors: no update
ASSOCIATION OF AQUATICS PROFESSIONALS ITEM 1.1:
PROFESSIONAL DEVELOPMENT COMMITTEE
DESCRIPTION:
The Professional Development Committee is led by the AOAP Incoming President and is inclusive of the Training, Tech School, Director’s School, and AqP work groups. Monthly updates are provided by the Incoming President on the progress of each work group and goals accomplished during the previous month.
UPDATES:
Training/ AqP: 1. The Professional Development Committee met on August 18th. We followed up on the committee's webinars and blogs. The committee also continued reviewing webinars on the Learnupon platform and reviewing the AqP tests for accuracy and current information. Although our deadline for submitting comments was August 31, the committee agreed to extend it to September 30th due to everyone's summer workloads.
Tech School: 1. Tech School- All committee tasks completed. Everything is aligned for the conference.
Director’s School: 1. Information for the Director’s School Workbooks is being collected. will be collected in a few months.
ASSOCIATION OF AQUATICS PROFESSIONALS ITEM 1.1:
MEMBER ENGAGEMENT COMMITTEE
DESCRIPTION:
The Member Engagement Committee is led by the AOAP Secretary and is inclusive of the Social Media, Membership, and Activities work groups. Monthly updates are provided by the Secretary on the progress of each work group and goals accomplished during the previous month.
UPDATES:
Social Media: No updates at this time Membership: Next September 15
scheduled
Activities: No updates at this time
meeting
is
Tuesday,
ASSOCIATION OF AQUATICS PROFESSIONALS ITEM 1.1:
DROWNING PREVENTION COMMITTEE
DESCRIPTIO N
The Drowning Prevention Committee is led by the AOAP Treasurer and is inclusive of the Education, Fundraising/Scholarship, and Grant work groups. Monthly updates are provided by the Treasurer on the progress of each work group and goals accomplished during the previous month.
UPDATES:
Education: Committee Meeting: No meeting in September Members in attendance: N/A Goals: Blog-SJ and Alan-Childcare Facilities Childcare facilities and lifeguarding regulations. Unguarded facilities, staff lifeguards, contracting lifeguards. Educating the childcare facilities about the risks and only taking their program to fully guarded facilities. Highlight our tools that we developed as a committee. SJ and Alan have begun to draft this BLOG and have signed up for the June 12 Blog postdate. Plan to have it ready for review by May 22. Final draft submitted for review May 29. GOAL COMPLETE! Blog-James and Mary- State Code vs. Best Practices and requirements from certifying agencies. Perspective of ‘I’m not required to do this vs. but should I do this.’ And how the regulations, if there are any, are not the standard we should have for operations. James Myers will be developing this blog. Draft started-may be developed into webinar or blog series Update 8.11: No update -sub committee members not present. AOAP DPC SOP-Manda and Alan E-mailed to begin discussion, will be scheduling a work session soon. Update: August 8: Draft in review, follow up meeting soon Long-Term Goal-Conversation with Mary about how Cal is structured Mary is going to follow up with a report-was having technical difficulties. Update 8.11: No update -subcommittee members not present. Webinar-Single Guard conversation-Mary to reach out to Craig, Dewey, Wes and Lindsey-mirror panel discussion from conference Mary reached out to Craig to start the conversation. She hadn’t heard back yet, but will follow up again. Mid-term Goal-SJ-Esther, JJ, Meghan, Amanda-Evaluate Grant Packet Questions and scoring and process
Information Will have the updated packet back by August. We will be requesting that the portal be closed for applications until the packet is updated. Will re-open once packet is updated. Update: 8.11-Began discussions. Meeting set to continue assessing and submitting changes. PSA-Flyer-Kevin and JJ-Compression only CPR vs. Traditional CPR No update, Kevin and JJ were excused from the meeting. Update: 8.11- Meet to discuss, no physical work yet. JJ and Kevin to set a meeting date. October-mock up for flyer. Action Items-E-mail meeting notes, New Business: Fundraising/Scholarship: Joey met with Katie to discuss the fundraising season for Conference! Her committee members are: Julia Feraldi - JFeraldi@apachejunctionaz.gov Piper Fritz - Assuming you have her contact info ;) Grants: Packets ranked and Lifejackets and scholarship funds were awarded. 50 Lifejackets each YMCA of Greater Michiana Arlington County Department of Parks and Recreation YMCA of Southwestern Indiana
$500 to the YMCA of Montclair
ASSOCIATION OF AQUATICS PROFESSIONALS ITEM 3.1:
BOARD OF DIRECTOR’S MINUTES
DESCRIPTION:
The Board of Directors meeting minutes for the regular meeting held on August 19, 2026, have been submitted for review by the AOAP Secretary on September 4, 2026. The minutes are inclusive of all items discussed during the meeting and have been submitted for the entire Board of Directors review no later than Friday, September 11, 2026.
RECOMMENDATION:
Approve the minutes of the regular meeting of the AOAP Board of Directors held on August 19, 2026.
ATTACHMENT:
AOAP Board of Directors meeting minutes, August 19, 2026.
Board of Directors Meeting Notes Wednesday, August 19, 2026 Meeting Called to order at 2:33 pm Central Time I.
II.
III.
Roll Calla) Attendees: Lyncee Bowman, Kevin Goodrich, Donita Grinde-Houtman, Manda Groff, Cory Hilderbrand, Ashley Ingram, Tammy Jaster, Joey LaNeve, Helana Machado, Alan Mogridge, Stephane Rebeck, Gwen Willcox, Katie Paul, Bob Kappel, Kate Connell, Kirsten Barnes, Juliene Hefter, Mark Basnight, Maria Andersen b) Excused: Nathalie Martin c) Not Present and Unexcused: SJ Idel Additions and Deletions a) ILCIRA Presentation-Tyler Anderson o Working on building the Aquatic professional assistance program o Working with the AOAP and StarGuard Elite o Working on 2 things: Resilience First Aid Peer Support certification and Aquatic critical incident response team (launch in 2028) o Will be announcing an Aquatic Professional Mental Health Day o Giving the opportunity to all the board members to take the Resilience First Aid Peer Support Certification at cost (50% off) Committee Reports: a) Executive Committee-Joey o Met last week; talked about the board election; election ends September 2. Juliene and Kirsten shared many updates. o Strategic Plan: ● No updates at this time o Research: ● No updates at this time o DEIJ: ● No updates at this time o Policy/Advocacy: ● No updates at this time b) Conference Committee-Cory o Education: ● Applications closed last week and evaluations will be starting. Everything is on track with all of the educational sessions ●
Board of Directors Meeting Notes o Socials: ● Location for Wednesday social has been confirmed o Volunteers: ● Will start building the volunteer base o Expo/Vendors: ● No update at this time c) Professional Development- Gwen o Training● The Professional Development committee met on August 18th. We followed up on webinars and blogs for the committee. ● The committee also continued reviewing webinars on the LearnUpon platform and reviewing the AqP tests for accuracy and current information. Our deadline for submitting comments for the AqP test is August 31 o Tech School● All committee tasks completed. Everything is aligned for the conference. In standby mode, to help where needed o Director school● Information for the Director’s school workbooks is being collected. Will be collected in a few months. o AqP● See Training above ● d) Member Engagement- Ashley o Social Media: ● No update at this time o Membership: ● Last meeting went well, and they have been working on 3 things (single guard facility, reviewed salary survey, and vendor discounts) ● Goal is to reach all areas in aquatics and focus on adding more for collegiate professionals and non-pool (open water) professionals. o Activities: ● No update at this time; will schedule a meeting early in September e) Drowning Prevention- Manda
Board of Directors Meeting Notes o Education: ● Subcommittees are working on tasks ● Blog post was submitted and was sent back for revision ● ● o Fundraising/Scholarship: ● Joey, Cory, and Gwen are meeting with Katie next week to go over what Craig was working on and all of the documentation Katie will need to take over. o Grants: ● August Grant package is out for ranking and is due back at the end of the week and we will be awarding those in the next couple of weeks IV. V.
VI.
Announcements a) Executive Director Report: o Really looking at partnerships and collaborations, working on an in-depth partner agreement with CMAHC o Met with some health inspectors to see what they are looking for regarding educational opportunities and what we can provide for them o Reviewing the AquaTech program o Working on articles and projects, Aquatics International and Rec Management, and some other interviews that should be coming out shortly o Working with GSR for our conference partners' needs o Working on updating our agreement with Aquatics International o A lot of companies are getting scam emails about booking hotel rooms; GSR is doing a great job at catching the people o Renolit agreement has been signed, and they will be assisting us with providing a variety of online educational offerings. o Board ballot went out this morning; make sure you check your email and vote. o Next week will be a staff retreat to separate responsibilities and go over day-to-day operations Assistant Director Report: o We released 3 podcasts in July and 1 last week. Working with 5 more people to schedule more episodes
Board of Directors Meeting Notes
VII.
VIII.
IX.
o Notes and memories about Craig were compiled into a memorial book that will be sent to the family; those board members who submitted something will get a copy as well. o We did some updating on how we collect sponsorship and how it is applied. 5% of every sponsorship we take will go toward marketing, as they receive a lot of marketing in the sponsorships, and the rest in conference sponsorships. We have a little over $223,000 in conference sponsorships; about $10k will help cover that advertising o A lot of on-demand courses over the summer: 24 courses, 2 new AqP, 3 Renewals, some AquaTech $2500 in sales, and now working on fall webinars o All of the featured speakers are in place; working on finalizing the Wednesday general session; Monday and Thursday are complete; 107 conference session submissions. o We have a new photographer on board, really excited to work with them. o Templates ready for signage and marketing Deputy Director Report: o Working on socials, hopefully will have everything finalized by next meeting o Finalized tech school o Looking for more sponsorships; we are now at a point where we can look for smaller sponsorships for buses, etc. o We did get a Sponsor for Director school; looking for 1 or 2 more sponsors for this. o Finalized and submitted a grant to Fidelity Foundations o Continuing to recruit new vendors and new attendees and working on succession planning Operations Manager Report: o Working on a number of projects including some that will help streamline processes that we use. o Continuing to update the bio guides and blogs on the website, making sure that everything from the old website moved over correctly o Made documents for about to expire or expired members and sent emails out as a reminder to renew membership o Continuing to process memberships and add them to LearnUpon Minutesa) June 2026 minutes o Motion to approve- Manda Groff
Board of Directors Meeting Notes o Seconded by- Cory Hilderbrand o Motion carried- passed as written X. Treasurer’s Report a) Manda logged in and confirmed all accounts were accurate as reported b) July 2026 Treasurer’s Report o Motion to approve report- Donita Grinde-Houtman o Seconded by- Gwen Willcox o Motion passed- approved as written XI. Adjournment o Next meeting: Wednesday, September 16, 2026, 2:30 pm CST o Motion to adjourn- Cory Hilderbrand o Second to adjourn- Bob Kappel o All in favor of adjournment- everyone in agreement Meeting adjourned at 3:17 pm CT
ASSOCIATION OF AQUATICS PROFESSIONALS ITEM 3.2:
TREASURER’S REPORT
DESCRIPTION:
The August Treasurer’s Report has been prepared for review by the Board of Directors. The report shows revenues of $615,468.63 and expenditures of $692,506.31 with a balance of $248,598.81 . Additionally, the overall account balance is $1,036,182.40.
RECOMMENDATION:
Approve the August Treasurer’s Report dated August 31, 2026.
ATTACHMENTS: 1. August 2026 Treasurer’s Report 2. 2026 Budget Workbook Report
� AOAP MONTHLY BUDGET REPORT Report Month: August 2026 � Registration Summary Metric Count Total Membership Total Conference Registrants Printed Booklet Pre/Post-Conference Registrations Technician School Director’s School Partner Groups Exhibitors
2,021 30 7 3 4 4 (UPC) Booths: 67
Employees: 2
� Banking Account Overview Primary Operating Account Amount – 2026 to date Revenue Expenses Current Balance
$692,506.31 $443,907.50 $248,598.81
Credit Card Accounts = $0 balance � Revenue - Banking Account Total (Year to Date: January 1 – August 31, 2026) Checking Drennen’s Dreams Life Jacket/Swim Lesson Grants Kathie Luecker Scholarship Fund CDs & Bank of America Savings Account
� Total Current Assets:
� Certificate of Deposit (CD) Accounts CD Account #1 – Academy Bank Current Balance: Maturity Date: (New Maturity Date) Interest Rate:
CD Account #2 – Bank of America
Current Balance: Maturity Date: New Maturity Date as of 5/19/26 Interest Rate: Savings Account:
Report prepared on: August 31, 2026
$509,447.35 $ 24,268.94 $ 21,544.54 $480,921.58 $1,036,182.40
$240,268.83 1/10/27 4.1%
$240,652.75 12/19/26 (7 months) 3.25% (APY 3.30%) $100.00
| Prepared by: _____________________
c
2026 Final Budget Income Expenses
Estimated
Actual
Difference
$866,250.00) $865,770.00)
$692,506.31) $443,907.50)
($173,743.69) ($421,862.50)
$480.00)
$248,598.81)
$248,118.81)
Balance (Income - Expenses)
REVENUES - ACTUAL vs. BUDGET YTD G/L Code
Account Title
110)
Membership Fees
210)
Conference - Registration
220)
Conference - Workshops
230)
Conference - CEUs
240) 250)
2026 Budget
% to Goal
$40,895.82)
$60,000.00)
68.16%
$179,940.89)
$300,000.00)
59.98%
$9,312.20)
$5,000.00)
186.24%
$0.00)
$0.00)
#DIV/0!
Conference - Partner Groups
$76,003.37)
$80,000.00)
95.00%
Conference - Fundraisers
$17,706.00)
$14,000.00)
126.47%
250)
Conference Sponsorships
$167,813.89)
$150,000.00)
111.88%
260)
Conference - Cash Back & Credits
$9,870.00)
$4,000.00)
246.75%
310)
Expo - Exhibitor Registrations
$119,598.84)
$146,500.00)
81.64%
$0.00)
$0.00)
0.00%
330)
Golf Tournament Registrations Golf Tournament - Sponsors
410)
Webinars
420)
AqP
510)
Advertising
520)
Job Postings
530) 610)
320)
Actual
$0.00)
$0.00)
0.00%
$4,010.00)
$7,000.00)
57.29%
$3,520.00)
$3,000.00)
117.33%
$29,582.43)
$50,000.00)
59.16%
$5,554.00)
$12,000.00)
46.28%
Endorsements
$10,332.19)
$13,000.00)
79.48%
$1,851.37)
$5,000.00)
37.03%
620)
610 Credit Card and Other Rebates Interest & Dividends
$2.03)
$12,000.00)
710)
Donations
$14,109.65)
$4,000.00)
810
Retail Sales
$40.85)
$500.00)
8.17%
910
Misc
$2,362.78)
$250.00)
945.11%
$692,506.31
$866,250.00
79.94%
Total
ACTUAL vs. BUDGET YTD
352.74%
YEAR
G/L Code
Account Title
Actual
Budget
% Used
1000)
Personnel Expenses
$264,011.60)
$389,800.00)
67.73%
2000)
Professional Services
$21,878.26)
$37,300.00)
58.65%
3000)
Office Expenses
$15,349.92)
$36,425.00)
42.14%
4000)
Marketing & Advertising
$32,400.30)
$17,500.00)
185.14%
5000)
Education
$600.00)
$6,495.00)
9.24%
6000)
Conference & Exposition
$90,835.92)
$338,750.00)
26.82%
7000)
Grants
$4,405.86)
$10,000.00)
44.06%
8000)
Travel
$12,958.47)
$12,000.00)
107.99%
9000)
Misc
Total
$1,467.17)
$17,500.00)
8.38%
$443,907.50
$865,770.00
51.27%
Budget History 2024
2025
Income
($
2021 426,585.60) ($
2022 494,779.82) ($
2023 672,029.98)
$852,573.51
$1,085,511.14
Expenses
($
343,137.93) ($
430,844.44) ($
594,608.93)
798,474.78
1,001,247.37
Balance (Income - Expenses)
($
83,447.67) ($
63,935.38) ($
77,421.05) ($
54,098.73) ($
84,263.77)
ASSOCIATION OF AQUATICS PROFESSIONALS ITEM 3.3:
UPDATE BYLAWS
DESCRIPTION:
A proposed amendment to the AOAP Bylaws related to the composition of the Board of Directors as highlighted on page two (2) of the attached document will be presented for discussion and consideration.
RECOMMENDATION:
Review and approve the proposed bylaws amendment.
ATTACHMENT:
Updated Bylaws.
Bylaws of the Association of Aquatic Professionals EINe 27-4879025 Revision Date September 8, 2026 Board Approval Date
ARTICLE I.
NAME, PURPOSE and LOGO
SECTION 1.
Name. The name of the Organization shall be the Association of Aquatic Professionals (AOAP).
SECTION 2.
Purpose. The Organization is organized exclusively for charitable, scientific and educational purposes.
SECTION 3.
Logo. The Organization shall have a logo of such design as its board of directors may adopt and approve the logo.
ARTICLE II.
MEMBERS
SECTION 1.
Membership. Membership shall consist of individuals, public and private organizations dedicated to the purpose of the AOAP. The Board of Directors shall be current and active members of the AOAP.
ARTICLE III.
ANNUAL MEETING
SECTION 1.
Annual Meeting. The date of the regular annual meeting shall be set by the Board of Directors who shall also set time and place.
1
SECTION 2.
Special Meetings. Special meetings may be called by the President, and/or Executive Director.
SECTION 3.
Notice of meetings. Notice of each meeting shall be given to each board member, by mail, or by email not less than five days prior to meeting date.
ARTICLE IV. SECTION 1.
BOARD OF DIRECTORS Board Role. The Board of Directors (hereafter referred to as the Board or BOD) shall have general powers to manage the affairs, and business of the organization. The Board shall govern the affairs of the organization, and shall determine its policies or changes therein within the limits of the bylaws. It may adopt such rules and regulations for the conduct of its business as shall be deemed advisable, and form committees to assist in the management of association’s affairs.
SECTION 2.
Board size. The Board of Directors shall consist of fifteen (15) voting members: the President, President-Elect, Past-President, Secretary, Treasurer, nine (9) at-large Directors elected by the membership, the Executive Director, and one (1) representative of the Council for the Model Aquatic Health Code (CMAHC). In addition, the Board shall include three (3) non-voting, ex officio liaison members: an Exhibitor Liaison, a Diversity, Equity and Inclusion (DEI) Liaison, and a Research Liaison. Liaison members shall be appointed by the Board of Directors for three-year terms and shall not be subject to term limits. The Board shall appoint an individual as an Executive Director. Executive Director is an ex-officio non-voting member of the Board, to carry out the execution of Board’s policies and administration of the organization. The board may provide a reasonable compensation to the Executive Director.
SECTION 3.
Meetings. The Board shall meet monthly or at minimum quarterly, at an agreed upon time and place or through any electronic means.
2
SECTION 4.
SECTION 5.
Election. A.
Elections shall be held annually.
B.
The Executive Director shall prepare the slate of candidates, and present to the BOD for approval. The Executive Director shall notify the nominees of the election results.
C.
The President, and Directors shall be elected by mail or email ballot of the Organizations’ membership.
D.
The Executive Director shall verify that all candidates are members in good standing, shall conduct the balloting and tabulating process, and shall notify the Organizations’ members the results of the election as the first item of business at the annual meeting of the Organization.
E.
The New Board of Directors shall appoint the Secretary, Treasurer, and committee chairs at the first meeting of the year.
Terms of Office. A. B.
SECTION 6.
The term of office for President, and Directors shall be three (3) years, and eligible for re-election. Terms shall begin at the end of the annual conference.
Quorum. A quorum must be attended by at least 51% percent of the Board members before business can be transacted or motions made or passed.
SECTION 7.
Notice of meeting. An official Board meeting requires that each Board member have Written or electronic notice five days in advance. A.
SECTION 8.
The Board will strive to provide 30 day notice to membership for any changes to Amendments.
Officers and Duties. There shall be four (4) officers on the Board consisting of a President, Treasurer, Secretary, and the Executive Director. Their duties are as follows. The President shall preside at all meetings of the Organization. Also, the President shall appoint members for committees; shall appoint delegates and representatives of the Organization; and shall appoint chairs and members of committees as required. The President shall be a voting member of the Board of Directors. 3
.
The President-elect shall succeed to the President upon expiration of the incumbent's term; serve as the President in the absence of the President; serve as member of the Board of Directors. The President-elect shall be a voting member of the Board of Directors. The Secretary shall be responsible for keeping records of the Board actions, including overseeing the taking of minutes at all board meetings and assuring that Organization records are maintained. The Secretary shall be the Parliamentarian and shall serve as Board liaison to the committees. The Secretary shall be a voting member of the Board of Directors. The Treasurer shall make a report at each Board meeting. Treasurer shall serve as Budget Chairperson, assist in the preparation of the budget, help develop fundraising plans, and make financial information available to Board members and the public. The Treasurer shall be a voting member of the Board of Directors. The Executive Director shall be responsible for the day-to-day operations, and coordinate the organization’s program, and other duties assigned by the Board of Directors. The Executive Director shall be a non-voting member of the Board of Directors.
SECTION 9.
Vacancies. When a vacancy on the Board exists, nominations for new members may be received from present Board members and forwarded to the Secretary two weeks in advance of a Board meeting. These nominations shall be sent out to Board members with the regular Board meeting announcement, to be voted upon at the next Board meeting. These vacancies will be filled only to the end of the particular board member’s term.
SECTION 10.
Resignation, Termination and Absences. Resignation from the Board must be in writing and received by the Secretary. Any member of the Board of Directors expecting to be absent from the meeting shall communicate to the President and/or the Executive Director, stating the reason for their absence. The President shall decide in each instance whether such absence is excusable. In the event there are three (3) unexcused absences within a Board of Directors current term, membership on the Board of Directors will automatically be declared vacant. A Board member may be removed for other reasons by a three-fourths vote of the remaining Directors.
SECTION 11.
Special Meetings. Special meetings of the Board shall be called upon request of the President, and/or Executive Director or one-third of the Board. Notices 4
of special meetings shall be sent out by the Secretary to each Board member via mail or email ten days in advance.
ARTICLE V.
COMMITTEES
SECTION 1.
Creation or dissolution of committees. The Board may create and dissolve committees as needed.
SECTION 2.
Executive committee. The three (3) officers (President-Elect, President and Past President) serve as the members of Executive Committee. Except for the power to amend the Articles of Incorporation and Bylaws, the Executive Committee shall have all of the powers and authority of the Board of Directors in the intervals between meetings of the Board of Directors, subject to the direction and control of the Board of Directors.
ARTICLE VI.
CONFLICT OF INTEREST
SECTION 1.
Conflict of interest. A conflict of interest may exist when the interests of any Directors, staff member, or said person’s immediate family or any party, group, or organization to which said person has allegiance may be seen as competing with the interests or concerns of the Organization. The person concerned shall disclose any possible conflict of interest to the Board. When any conflict of interest is relevant to a matter requiring action by the Board, the interested party shall not vote on the matter and the abstinence noted for the record. When there is doubt as to whether a conflict of interest exists, the matter shall be resolved by a vote of the Board, excluding the person who may have a conflict of interest. The Board of Directors shall follow the Conflict of Interest Policy. Attachment 3.
ARTICLE VII
NON-DISCRIMINATION
SECTION 1.
Non-Discrimination The AOAP shall not discriminate or permit any discrimination in any manner against any member by reason of race, age, color, sex, gender and gender Identity national origin, disability, religious or political affiliation, 5
or sexual orientation. The AOAP shall take a positive approach to assure each member the opportunities of employment, membership, certification, recognition, and election within the AOAP.
ARTICLE VIII.
FINANCIAL CONTROLS
SECTION 1.
Audits The AOAP shall have an outside audit done at least every 5 years and if and when a new Executive Director is hired. Financial Controls The Executive Director has the authorization to bind the organization in contractual obligations, represent the organization on financial and tax matters of this organization, and make binding decisions that will hold the company liable to a contract.
ARTICLE X
AMENDMENTS
SECTION 1.
Action by Board of Directors. A two-thirds majority of the Board of Directors may amend these Bylaws when necessary. Proposed amendments must be submitted to the Secretary to be sent out with the regular Board announcements. Amendments to the bylaws may also be sent to the AOAP general membership for review and approval.
ARTICLE XI.
ADOPTION
The undersigned, President of A.O.A.P., hereby certifies that the foregoing Bylaws were approved and adopted at a meeting of the Board of Directors on September 16, 2026.
Joey LaNeve AOAP President
Juliene Hefter AOAP Executive Director
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ASSOCIATION OF AQUATICS PROFESSIONALS ITEM 3.4:
UPDATE STANDARD OPERATING PROCEDURES
DESCRIPTION:
A proposed amendment to the AOAP Standard Operating Procedures related to the composition of the Board of Directors as highlighted on page five (5) of the attached document will be presented for discussion and consideration.
RECOMMENDATION:
Review and approve the proposed SOP amendment.
ATTACHMENT:
Updated SOP.
AOAP Manual of Operating Procedures Table of Contents
ARTICLE I.
NAME, PURPOSE and LOGO
Section 1.
Name
Section 2.
Purpose
Section 3.
Logo
ARTICLE II.
MEMBERS
Section 1.
Membership
ARTICLE III.
ANNUAL MEETING
Section 1.
Annual Meeting
Section 2.
Special Meetings
Section 3.
Notice of Meetings
ARTICLE IV.
BOARD OF DIRECTORS
Section 1.
Board Role
Section 2.
Board Size
Section 3.
Meetings
Section 4.
Elections
Section 5.
Terms of Office
Section 6.
Quorum
Section 7.
Notice of Meeting
Section 8.
Officers & Duties
Section 9.
Vacancies
Section 10.
Resignation, Termination and Absences
Section 11.
Special Meetings
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ARTICLE V.
COMMITTEES
Section 1.
Creation or Dissolution of Committees
Section 2.
Executive Committee
Section 3.
Standing Committees
Section 4.
Special Committees
ARTICLE VI.
CONFLICT OF INTEREST
Section 1.
Conflict of Interest
ARTICLE VII.
NON-DISCRIMINATION
Section 1.
Action by Board of Directors
ARTICLE VIII.
AMENDMENTS
Section 1.
Action by Board of Directors
ARTICLE IX.
FINANCIAL CONTROLS
Section 1.
Financial Controls
Section 2.
Audits
ARTICLE X.
ADOPTION (MOP)
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ARTICLE I.NAME, PURPOSE and LOGO SECTION 1. Name. The name of the Organization shall be the Association of Aquatic Professionals (AOAP). SECTION 2. Purpose. The Organization is organized exclusively for charitable, scientific, and educational purposes. A. Mission Statement “We believe in promoting and supporting the aquatic profession through advocacy, research, and education on aquatic issues and to provide a common forum for members, educators, and aquatic suppliers that contributes to their professional advancement.” B. Vision Statement: 1. Description – The vision statement is given in two layers. The first layer is a general statement of vision. The second layer provides more detail on the components of the vision, based on the Association's core businesses. Level One – “The AOAP will be the leading organization representing aquatic professionals in advocacy, education, research, and professional collaboration.” Level Two – AOAP will promote: Advocacy – by getting ahead of issues and being an agent to favorably manage change affecting the aquatic industry, providing a consistent message, providing a respected and credible influence on aquatic issues, creating elevated awareness for areas of concern, and presenting positions that are publicly valued. Education – by increasing public awareness of the aquatic field, raising aquatic safety awareness, hosting compliant facilities training, demonstrating aquatic activities return on investment, and hosting forums to present non-biased information to the public and legislative bodies
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Research – promotion of current, fact-based solutions (scientific process) on aquatic issues and solutions, and coordinate the investigative process to establish resources to initiate innovation and improve aquatic business practices. Professional Collaboration – by providing a forum promoting an inclusive networking environment that fosters open idea exchanges, supportive relationships, shared goals, leadership development, and consensus building. Values - The AOAP Board of Directors team will serve the Association with the following values: “We care about our members, our profession, and the customers our members serve. We do this with integrity, respect, trustworthiness, and dedication to egoless, purpose-based leadership.” SECTION 3.
Logo.
The Organization shall have a logo of such design as its board of directors may adopt and approve.
ARTICLE II.
MEMBERS
SECTION 1. Membership. Membership shall consist of individuals, public and private organizations dedicated to the purpose of the AOAP. The Board of Directors shall be current and active members of the AOAP.
ARTICLE III.
ANNUAL MEETING
SECTION 1. Annual Meeting. The date of the regular annual meeting shall be set by the Board of Directors, who shall also set the time and place. SECTION 2. Special Meetings. Special meetings may be called by the President and/or Executive Director.
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SECTION 3. Notice of Meetings. Notice of each meeting shall be given to each board member by mail or by email not less than five days prior to the meeting date.
ARTICLE IV.
BOARD OF DIRECTORS
SECTION 1. Board Role. The Board of Directors (hereafter referred to as the Board or BOD) shall have general powers to manage the affairs and business of the organization. The Board shall govern the affairs of the organization and shall determine its policies and any changes thereto within the limits of the bylaws. It may adopt such rules and regulations for the conduct of its business as shall be deemed advisable, and form committees to assist in the management of the association’s affairs. SECTION 2. Board Size. The AOAP is governed by a paid full-time Executive Director, Assistant Director, and Operations Manager and a part-time Deputy Director and volunteer Board of Directors, which consists of a President, President-Elect, Past-President, Secretary, Treasurer, nine (9) at-large board members, one (1) CMAHC representative and three (3) non-voting liaisons (Diversity, Research and Exhibitor) for a total of 18 Members. The Board of Directors supervises, controls, and directs the affairs of AOAP. The Board shall appoint an individual as an Executive Director. Executive Director is an ex officio non-voting member of the Board to carry out the execution of the Board’s policies and administration of the organization. The Board will provide reasonable compensation to the Executive Director. SECTION 3. Meetings. The Board shall meet monthly, or quarterly at a minimum, at an agreed-upon time and place or through any electronic means. The Board typically holds an all-day retreat the day before the Aquatic Conference begins. The Board meeting will typically take place the day before the conference begins, and committee meetings will take place immediately after the conference's last session. Meeting days and times may change based on room availability during the conference. All Board of Directors members are expected to attend these meetings. SECTION 4. Elections. A. Elections shall be held annually. a. Minimum Qualifications: i. Five years of full-time experience in aquatic facility operation or related area ii. Must be able to attend, assist during, and pay for registration for the AOAP Annual Conference
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iii.
Must be able to participate in monthly (at minimum) online Board Meetings and other committee meetings as assigned iv. Must be a current member of AOAP (minimum of two years) v. Must have attended and paid for at least one AOAP Conference for the full conference vi. Those who have been members continuously for the past few years and have attended the annual AOAP Conference for the past two years will be given priority over those who have not vii. Must be willing to assist with the operations of the Association, including projects, obtaining sponsorships, obtaining members and conference registrants, assisting wherever needed viii. Preferred – BS or BA Degree in Parks/Recreation, Administration, Marketing, Business (or related field), or an equivalent number of years of experience within the Aquatic Field. b. The Executive Director shall prepare the slate of candidates and present to the Board of Directors for approval. The Executive Director shall notify the nominees of the election results. c. The President and Directors shall be elected by mail or email ballot of the Organization’s membership. d. The Executive Director shall verify that all candidates are members in good standing, shall conduct the balloting and tabulating process, and shall notify the Organization’s members of the results of the election as the first item of business at the annual meeting of the Organization. e. The new Board of Directors shall appoint the Secretary, Treasurer, and committee chairs at the Board of Directors’ retreat during the Annual Conference. SECTION 5.
Terms of Office.
A. The term of office for President and Directors shall be three (3) years, and eligible for re-election. B. Terms shall begin at the end of the annual conference. SECTION 6. Quorum. A quorum must be attended by at least 51% of the Board members before business can be transacted or motions made or passed. SECTION 7. Notice of Meeting. An official Board meeting requires that each Board member have written or electronic notice five
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days in advance. The Board will strive to provide 30-day notice to membership for any changes to Amendments. SECTION 8.
Officers and Duties.
There shall be three (3) voting officers on the Board consisting of a President, President-Elect, and Immediate Past President as well as a non-voting Executive Director. Their duties are as follows. A. President - The President shall preside at all meetings of the Organization. Also, the President shall chair the Executive Committee and oversee all associated work groups; appoint members for committees; shall appoint delegates and representatives of the Organization; and shall appoint chairs and members of committees as required. The President shall be a voting member of the Board of Directors. B. President-Elect - The President-Elect shall succeed to the President upon expiration of the incumbent's term; serve as the President in the absence of the President; serve as a member of the Board of Directors; and chairs the Professional Development Committee and oversees all associated work groups. The President-elect shall be a voting member of the Board of Directors. C. Immediate Past President - Following the expiration of the Presidential term, the member will move into the Immediate Past President role. The Immediate Past President will chair the Conference Committee and all associated work groups and shall be a voting member of the Board of Directors. D. Executive Director - The Executive Director shall be responsible for the day-to-day operations, coordinate the organization’s program, and perform other duties assigned by the Board of Directors. The Executive Director shall be a non-voting member of the Board of Directors. Additional officers include the Secretary and Treasurer. Their duties are as follows: E. Secretary - The Secretary shall be responsible for keeping records of the Board's actions, including overseeing the taking of minutes at all board meetings and ensuring that organizational records are maintained. The Secretary shall be the Parliamentarian and shall serve chair of the Member Engagement Committee and oversee the associated work groups. The Secretary shall be a voting member of the Board of Directors. F. Treasurer - The Treasurer shall make a report at each Board meeting. Treasurer shall serve as Budget Chairperson, assist in the preparation of the budget, help develop fundraising plans, make financial information available to Board members and the public, and chair the Drowning Prevention Committee and oversee the associated work groups. The Treasurer shall be a voting member of the Board of Directors. SECTION 9. Vacancies. When a vacancy on the Board exists, nominations for new members may be received from current Board members and forwarded to the Secretary two weeks before a Board meeting. These nominations shall be sent to Board members with the regular Board meeting announcement and
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voted on at the next Board meeting. These vacancies will be filled only to the end of the particular board member’s term. SECTION 10.Resignation, Termination and Absences. Resignation from the Board must be in writing and received by the Secretary. Any member of the Board of Directors who expects to be absent from the meeting shall notify the President and/or the Executive Director of the reason for their absence. The President shall decide in each instance whether such absence is excusable. In the event there are three (3) unexcused absences within a Board of Directors' current term, membership on the Board of Directors will automatically be declared vacant. A Board member may be removed for other reasons by a three-fourths vote of the remaining Directors. SECTION 11.Special Meetings. Special meetings of the Board shall be called upon request of the President, and/or Executive Director or one-third of the Board. Notices of special meetings shall be sent by the Secretary to each Board member by mail or email at least 10 days in advance.
ARTICLE V.
COMMITTEES
SECTION 1. Creation or Dissolution of Committees. The Board may create and dissolve committees as needed. All Committee members shall be current members in good standing of the AOAP, and sign the AOAP Code of Ethics and file a copy annually with the Executive Director. SECTION 2. Executive Committee. The three (3) officers serve as the members of the Executive Committee. Except for the power to amend the Articles of Incorporation and Bylaws, the Executive Committee shall have all of the powers and authority of the Board of Directors in the intervals between meetings of the Board of Directors, subject to the direction and control of the Board of Directors. SECTION 3. Standing Committees. All AOAP members of the BOD must actively participate in at least two (2) committees and recruit and engage subcommittee members in the organization's work. The President shall appoint Committee Chairs. The appointment of Committee Chairs shall last for a minimum of two (2) consecutive years and a maximum of (3) consecutive years. Committee focus
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areas, goals, and work program to be reviewed and determined annually by the BOD during the Retreat and based on organizational and membership needs along with industry trends and/or best practices. SECTION 4. Special Committees. Special Committees, boards, and/or task forces shall be established and appointed by the President as needed, in consultation with the Executive Committee, and shall consist of AOAP BOD members and possibly additional members.
ARTICLE VI.
CONFLICT OF INTEREST
SECTION 1. Conflict of Interest. A conflict of interest may exist when the interests of any Director, staff member, or said person’s immediate family or any party, group, or organization to which said person has allegiance may be seen as competing with the interests or concerns of the Organization. The person concerned shall disclose any possible conflict of interest to the Board. When any conflict of interest is relevant to a matter requiring action by the Board, the interested party shall not vote on the matter, and the abstinence shall be noted for the record. When there is doubt as to whether a conflict of interest exists, the matter shall be resolved by a vote of the Board, excluding the person who may have a conflict of interest. The Board of Directors shall follow the Conflict of Interest Policy.
ARTICLE VII. Section 1.
NON-DISCRIMINATION
Action by Board of Directors.
The AOAP shall not discriminate or permit any discrimination in any manner against any member by reason of race, age, color, sex, gender and gender identity, national origin, disability, religious or political affiliation, or sexual orientation. The AOAP shall take a positive approach to ensure each member opportunities for employment, membership, certification, recognition, and election within the AOAP.
ARTICLE VIII.
AMENDMENTS
SECTION 1. Action by Board of Directors. A two-thirds majority of the Board of Directors may amend these Bylaws when necessary. Proposed amendments must be submitted to the Secretary to be sent out with the regular Board
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announcements.
ARTICLE IX.
FINANCIAL CONTROLS
SECTION 1. FINANCIAL CONTROLS. Money is collected by credit card payment or check payment for all payments. The only exception to this is during the annual conference and exposition, when some people pay cash for CEU’s (continuing education units) and for silent auction items. Only a handful of people pay by check for registrations and our larger sponsorship payments, so we do not incur credit card processing fees on those payments. The mailed-in payments are deposited directly into the bank account, which shows the check numbers, etc. All registrations that the executive director receives come via email through Stripe. The notifications are then stored in files in the AOAP email account. Conference registrations, membership registrations, etc. Some need to be changed or adjusted before processing, as some people try to register as members when they are not, or to obtain an earlier rate, etc. All AOAP board members have access to view all AOAP bank accounts. They all have login codes and can view the accounts at any time. Every month, the board receives a treasurer's report and the current budget for review and approval. The approval is listed in the AOAP monthly meeting minutes. SECTION 2. AUDITS. The AOAP shall constantly review our financial accounts and have our accountant review them throughout the year and annually. Due to a suggestion from our accountant as well as an audit specialist, they do not suggest doing an actual audit unless something is questionable.
ARTICLE X.
ADOPTION (MOP)
The undersigned, President of AOAP, hereby certifies that the foregoing Operating Procedures were approved and adopted at a meeting of the Board of Directors on August 19, 2026.
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Joey LaNeve AOAP President
Juliene Hefter AOAP Executive Director
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