Policy and Code of Conduct
CODE OF CONDUCT FOR SWIMMERS - ALL DISCIPLINES
1. Treat all members of and persons associated with the ASA with due dignity and respect.
2. Treat everyone equally and never discriminate against another person associated with the ASA on any grounds including that of age, sexual orientation, ethnic origin or nationality.
3. The use of inappropriate or abusive language, bullying, harassment, or physical violence will not be tolerated and could result in action being taken through the club disciplinary or child welfare policy.
4. Display a high standard of behaviour at all times and remember that your behaviour reflects favourably or unfavourably on WDSC. Always report any poor behaviour by others to an appropriate club officer.
5. Recognise and celebrate the good performance and success of fellow club and team members.
6. Do not smoke when in club uniform, while en route, prior to, during or following a competition, training or other team activity.
7. Do not use illegal drugs or substances, even though they may not appear on the official banned list in respect of performance enhancing drugs. Use of these will result in suspension from the activities of WDSC.
8. Always inform the Coach / Team Manager of illness or medication so that appropriate plans can be made for training and galas.
1. Treat your Coach and fellow swimmers with respect.
2. Make your Coach aware if you have difficulties in attending training sessions as laid down for your squad.
3. Be punctual by arriving in good time on poolside before the training session starts to complete poolside warm up as directed by your coach.
4. If you arrive late, report to your Coach before entering the pool.
5. Ensure you have all your equipment with you, i.e. paddles; kick boards, hats, goggles etc.
6. If you need to leave the pool for any reason during training inform your Coach before doing so.
7. Listen to what your Coach is telling you at all times and obey instructions given.
8. Always swim to the wall as you do in a race, and practice turns as instructed.
9. Do not stop and stand in the lane, or obstruct others from completing their training.
10. Do not pull on the ropes as this may injure other swimmers.
11. Do not skip lengths or sets - you are only cheating yourself.
12. Think about what you are doing during training and if you have any problems discuss them with your coach at an appropriate time.
13. If you have any problems with the behaviour of fellow club members report them at the time to an appropriate adult.
1. At competitions whether they be open meets, national events or club galas always behave in a manner that shows respect to both your Coach, officers and team mates and the members of all competing clubs.
2. You will be required to attend events and galas that the Head Coach has entered / selected you for unless previously agreed otherwise with the relevant club official and coach.
3. If you wish to withdraw from team selection this should be negotiated with the Head Coach at least 48hrs in advance of competition so as not to let your team down
4. You must wear appropriate swimwear and clothing as laid down by the club.
5. Report to your Coach or Team manager on arrival on poolside.
6. Warm-up before the event as directed by the coach in charge on that day and ensure you fully prepare yourself for the race.
7. Be Part of the Team. Stay with the Team on poolside. If you have to leave poolside for any reason, inform and get the consent of the Team manager / Coach before doing so.
8. After your race report to your coach for feedback.
9. Support your team mates. Everyone likes to be supported and they will be supporting you.
10. Swim down after the race, if possible again as advised by your coach. Your behaviour in the swim down facility must be appropriate and respectful to other users at all times.
11. Never leave an event until either the gala is complete or you have the explicit agreement of the Coach or Team Manager.
CODE OF CONDUCT FOR PARENTS
Parents are expected to:
1. Complete and return the Medical Information Form as requested by the club and detail any health conditions / concerns relevant to your child on the consent form. Any changes in the state of your child’s health should be reported to the coach prior to coaching sessions.
2. Ensure the club has up to date contact details for you and any alternative person named as an emergency contact.
3. Deliver and collect your child punctually to and from coaching sessions/swim meets. Inform a member of the committee or coaching staff if there is an unavoidable problem. If the club changes your child’s lane and changing times, please remember the change is to provide appropriate levels of training and enable your child to progress and should be facilitated and encouraged at all times.
4. Ensure your child is properly and adequately attired for the training session/events including all required equipment, i.e. hats, goggles etc.
5. Inform the Coach/Welfare Officer before a session if your child is to be collected early from a coaching session/meet and if so by whom.
6. Encourage your child to obey rules and teach them that they can only do their best.
7. Behave responsibly as a spectator at training / meets and treat swimmers, coaches, committee members and parents of yours and other clubs with due respect meeting the ASA commitment to equality.
8. Ensure you do not use inappropriate language within the club environment.
9. Show appreciation and support for your child and all the team members both when they win at gala’s and they do not achieve their desired result
10. Ensure your child’s needs are met in terms of hydration and nutrition and listen to advice given from the club coach / nutritionist.
11. Support the club coach and committee appropriately and raise any concerns you have in an appropriate manner. Details of the club Welfare Officer can be found on [complete as appropriate].
12. Do not enter poolside unless requested to do so or in an emergency. If you wish to have a discussion with the coach please email him on firstname.lastname@example.org to make a mutually convenient appointment
13. Most of all help your child enjoy the sport and achieve to the best of their ability.
The club will undertake to:
1. Inform you at once if your child is ill and ensure their wellbeing until you are able to collect him / her.
2. Ensure good child safeguarding guidelines are followed at all times to keep your child safe.
3. Ensure all activities are properly supervised / taught / coached and consent is obtained for any activity outside of that previously agreed.
The parent has a right to:
1. Make a complaint to the club if they feel the club or a member of the club is not acting appropriate to ASA / club rules and regulations. Details of how to do this can be obtained from the club Welfare Officer.
2. Make a complaint on behalf of their child to the ASA Office of Judicial Administration.
CHILD WELFARE POLICY - POLICY STATEMENT
WDSC has a duty of care to safeguard all children involved with the club from harm. All children have a right to protection regardless of age, gender, race, religion, sexual identity and disability. WDSC will ensure the safety and protection of all children involved with the club, through adherence to the ASA Child Protection in Swimming Procedures and Guidelines. The welfare of children is everyone's responsibility, that is, administrator, club official, Coach, parent, friend and the children themselves. Everyone can help. A child is defined as a person under the age of 18 (Children's Act 1989)
The aim of WDSC Child Welfare Policy is to promote good practice:
1. Providing children and young people with appropriate safety and protection whilst in the care of WDSC.
2. Allow all staff and volunteers to make informed responses to specific child protection issues.
The underlying principles of WDSC Child Welfare Policy stem from the following:
1. The child's welfare is the first consideration.
2. All children have a right to be protected from abuse irrespective of age, gender, race, religion, sexual identity or disability.
3. Children and young people should be treated with respect and integrity.
WDSC CHILD WELFARE POLICY
1. Acknowledges that all children and young people have a right to be treated with respect, and that their concerns will be listened to and acted upon.
2. Will support any member who makes allegations of abuse, and will ensure that all information is treated confidentially.
3. Aims to create a safe, secure and non-threatening environment for all its members.
Standards will be set by ensuring:
1. Awareness of issues which lead to children being harmed.
2. Safe recruiting procedures for staff and volunteers.
3. Codes of behaviour for volunteers/coaches, children/young people, parents.
4. Availability of information.
5. Regular monitoring and review of Child Welfare Policy and Procedures by the Committee.
6. That all children are treated equally.
Jancis Shepherd: 01494 410 075
Useful numbers if you wish to report concerns of abuse:
NSPCC: 0800 800 5000
Free-text: 18001 0800 056 0566
Child-line: 0800 1111
Swim-line: 0808 100 4001
Child Protection in Sport Unit: 0116 234 7278
CODE OF GOOD PRACTICE:
WDSC Code of Good Practice has been drawn up in line with ASA guidelines. The aim of a Code of Good Practice is to outline for all club members what is acceptable behaviour and how to promote good practice. In addition the club has a Complaints Policy, which is available to all parents and club members, which outlines the Disciplinary Policy of the club. An Anti-Bullying Policy is also available in writing to all parents and members.
1. Ensure that all members comply with the ASA code of ethics (available on www.britishswimming.org, and from Welfare Officer).
2. Acknowledge the duty of care to all our swimmers until they leave the club venue or event with an appropriate adult.
3. Avoid one to one situations with a swimmer unless in an emergency.
4. Ensure appropriate/expected standards of behaviour at all times from coaches, teachers, officials and helpers who have significant contact with children and young people.
5. Encourage all personnel involved with children directly in the club to undertake suitable training.
6. Provide guidance of the expected and acceptable behaviour of children towards other children (Code of Conduct).
7. Provide a non-violent, non-humiliating disciplinary measures, and a Disciplinary Procedure that complies with the ASA guidelines.
8. Promote an atmosphere in which children and young people are listened to and respected as individuals.
9. Not allow bullying, humiliating behaviour, racist or sexist comments within the club.
10. Not allow any physically rough or sexually provocative games, or inappropriate talking or touching by anyone.
11. Ensure that mixed teams are appropriately accompanied by male and female coaches, teachers and parents.
COMPLAINTS AND DISCIPLINARY PROCEDURE
WDSC Complaints and Disciplinary Procedure follows ASA guidelines for the same.
All complaints and disciplinary action will observe the following key principles:
1. All parties will be fairly treated.
2. The complainant has the opportunity to present their case.
3. The accused has an opportunity to respond or call.
4. The ASA Law conforms to the law of the land, in so much that an individual is innocent until proven guilty.
Any concerns of a child protection nature with regard to any individual involved in the sport of swimming will be referred to the ASA Department of Legal Affairs, as laid out in ASA and WDSC Child Protection Policy.
At WDSC we recognise that, at times, disputes may arise between members of the club (committee/swimmers/teachers/coaches/parents) and the following guidelines should help resolve any issues within the club before the matter becomes a formal complaint (ASA Judicial Law 105/106).
Please note that the club only has the power to legislate for a breach of its own rules (ASA Law 134). The club does not have the power to handle a dispute relating to a member of another club, or to deal with an offence against ASA Law.
If there is an occasion when a problem such as fighting between members during a training session occurs, immediate action from the coach or a club officer (committee member) may be required. At this point they have the power to invoke a temporary exclusion from that training session, and they are then required to make a report to the club officers who will then observe the procedures below.
On receipt of the dispute (either in writing or verbally) every effort will be made to resolve the matter by informal discussion. If this fails or it is clearly necessary to discipline a member, then the club has to set up a panel to deal with the matter.
1. The panel will consist of three people, one of whom will act as a chairman and one as a secretary. These people will not be involved in the dispute, and the club may want to ask individuals from outside the club to sit on the panel if it is deemed necessary.
2. The Chairman of the panel will notify both parties of the date, time and place of the hearing and the names of the panel members.
3. Both parties will be given copies of all papers.
4. The hearing will be within 14 days of receipt of the dispute, unless there are extenuating circumstances.
5. If either party is under 18 years of age they have the right to be accompanied by a parent (or person with parental responsibility), or coach to help them present their case.
6. Both parties will be allowed to bring witnesses, who after questioning will take no further part in the hearing.
7. Notes will be made at the hearing, and the panel will announce any decision verbally as soon as possible, with written confirmation to follow within 5 days.
The panel has the ability to:
1. Issue a verbal or written warning/reprimand.
2. Suspend a member for a specified period of time, with immediate effect.
3. Require a member to resign if, in its opinion, the interests of the club have been compromised by the member. If expulsion is proposed, the individual will cease to be a member of the club. Such action may be subject to any overriding ASA Complaints Procedure.
If either party to the dispute is dissatisfied with the outcome, they are still entitled to make a complaint to the Judicial Administrator at ASA Head Office.
EQUITY POLICY STATEMENT
WDSC and the ASA have a responsibility to protect all children and young people irrespective of their age, gender, race, religion, sexual identity or disability. All ASA clubs are required to take measures to ensure the needs of children and young people are protected from any form of abuse.
The Club will ensure that equity is incorporated in all aspects of its activities. Sports Equity is about fairness in sport, equality of access, and recognising inequalities and taking steps to address them.
The Club is committed to everyone having the right to enjoy their sport free from threat, discrimination, intimidation, harassment or abuse.
WDSC has addressed the above in line with ASA recommendations as follows:
1. The club policy makes it clear that all children and young people have equal rights to protection.
2. The club gives guidance on child protection through policy and procedure.
3. The club has a code of conduct that expects all members and adults concerned with the club to treat children with dignity, fairness, and respect.
4. The club has a code of conduct that makes it clear that discrimination, offensive or violent behaviour is not acceptable, and complaints will be acted upon.
5. The club has a complaints procedure that is open, available in writing, and observes the following: all parties are fairly treated; the complainant has the opportunity to present their case; and the accused has the opportunity to respond.
GUIDELINES FOR THE USE OF PUBLIC PHOTOGRAPHIC/FILMING EQUIPMENT
The ASA have been aware of cases where photographing of swimmers has been used for illicit purposes. Hence the ruling that no one unconnected with an event i.e. not a parent/carer takes photographs unless they are a suitably approved photographer, and have the consent of the meet manager.
Parents/carers of swimmers under 18 have the right to refuse to have children photographed, and/or photographs being published.
Professional photographers/filming/video operators wishing to record any event must seek accreditation with the event organiser by producing their professional identification for the details to be recorded. Ideally this should be at least 5 days prior to the event.
Students or amateur photographers/film/video operators wising to record the event must seek accreditation with the event organiser by producing their student or club registration card and a letter from their club/educational establishment outlining their motive for attending the event.
All other spectators wishing to use photographic/film/video equipment with a telescopic or zoom lens should register their intent with the event organiser. Under ASA guidance, once a parent/carer has signed the photography record book we are happy for them to take photos on the belief this is of their swimmer in the main. Other swimmers may be nearby but not the main object of the photograph.
Mobile phones should be registered as a camera if it has that facility, in line with guidelines for other photographic/film/video equipment. Whilst we do not support the banning of phones (children need them to keep in touch with parents, particularly in an emergency) we do support the ASA requirement that manufacturers ensure they add a 'noticeable sound' that is audible if a phone camera is used.
When mobile phones are taken into the changing rooms by members, the camera facility must not be used.
1. A system should be established to record an individual's name/address/club.
2. Professionals should register prior to the event and records kept of their details. Details should be confirmed with the issuing authority.
3. An identification label should be used at each event to highlight those with accreditation. Different labels should be used for different events to prevent unofficial replication.
Specific details regarding photographic/film/video equipment registration should, where possible, be published prominently in event programmes and announced over the public address system prior to the start of the event.
Publication of Photographs:
Publication of a photograph of a swimmer under 18 either on a notice board or in a published article should only be done with the parents consent (preferably in writing) and in line with ASA guidelines.
ASA guidelines for photos for publication are head/neck only, or in tracksuits if full length; and no details of the swimmer such as full name, place of residence or school attended.
AT PUBLIC SESSIONS
The ASA advice on the use of videoing equipment is clear. There is no intention to prevent club coaches and teachers using videoing as a legitimate coaching aid, however videoing of children is not recommended. Any videos that are taken would have to be justified by the club as to why the video has been made e.g. to assist in swimming stroke development).
Assuming that a video is made:
· written consent is required from the parents of the children;
· an invitation to the parents to attend the videoing should be made;
· the parents should be able to view the video subsequently;
· any concern expressed by the child or parent and the videoing should cease;
· after videoing (unless it can be justified as to why the video is to be kept) the video should be destroyed once it has served its purpose.
· The videoer should be extremely careful in the content of the video.
If the club is concerned that someone unknown to them is using club sessions for photographic or filming purposes, they should ask them to leave and contact the pool management.
ROLE OF THE Welfare Officer
THE Welfare Officer (CWO):
1. Has an understanding of, and will ensure the introduction and maintenance of, the child welfare Policy.
2. Has an understanding and appreciation of the need for confidentiality.
2. experience in liaising with other organisations such as Social Services and other relevant agencies, and in representing the views of others.
3. Is able to follow procedures, and know when to seek advice and not rely solely on own judgement.
The CWO is expected to:
1. Ensure that all persons working with children and young people are fully aware of what is required of them within the protocols of the policy.
2. Assist in administrative work associated with information required on new coaches/teachers/volunteers.
3. Liaise with club officials/parents/children and young people in ensuring that all agreed procedures for the prevention of risk are followed.
4. Advise the club of policy matters with regard to child welfare and protection.
5. Act as the contact person on matters relating to child welfare and protection.
CWO procedures where abuse is alleged or disclosed:
1. The CWO will take details of the allegation/concern.
2. If the allegation/concern does not fall within club complaints and disciplinary procedures, the CWO will contact the appropriate Child Protection professional i.e. the ASA, Social Services, and/or the Police.
3. The CWO will follow the advice given by the appropriate child protection professional.
CLUB CONSTITUTION & RULES
1.1 The name of the Club shall be Wycombe District Swimming Club.
2.1 The objects of the Club shall be the teaching, development and practice of swimming and diving for its members. In the furtherance of these objects:
2.1.1 The Club is committed to treat everyone equally within the context of its activity. This shall be, for example, regardless of sex, ethnic origin, religion, disability or political persuasion, on any grounds.
2.1.2 The Club shall implement the A.S.A. Equal Opportunities policy.
2.2 The Club shall be affiliated to A.S.A. South East Region.
2.3 By virtue of the affiliation of the Club to A.S.A. South East Region, the Club and all members of the Club acknowledge that they are subject to the laws, rules and constitutions of:
2.3.1 FINA, the world governing body for the sport of swimming in all its disciplines (together "the Governing Body Rules") and
2.3.2 British Swimming (to include in particular the Doping Control Rules and Protocols and its Disciplinary Code); and
2.3.3 the Amateur Swimming Association; (to include the A.S.A./IOS Code of Ethics); and
2.3.4 ASA South East Region.
2.4 The business and affairs of the Club shall at all times be conducted in accordance with the Laws and Technical Rules of the Amateur Swimming Association ("A.S.A. Laws") and in particular:
2.4.1 all competing members shall be eligible competitors as defined in A.S.A. Laws; and
2.4.2 the Club shall, in accordance with A.S.A. Laws, adopt the A.S.A. Child Protection Procedures. The Club shall recognise that the welfare of children is everyone's responsibility and that all children and young people have a right to have fun, be safe and be protected from harm.
2.4.3 all members of the Club shall, in accordance with A.S.A. Laws, comply with the A.S.A. Child Protection Procedures.
2.5 In the event that there shall be any conflict between any rule or by-law of the Club and any of the Governing Body Rules then the relevant Governing Body Rule shall prevail.
3.1 The total membership of the Club shall not normally be limited. If however the Committee considers that there is a good reason to impose any limit from time to time then the Committee shall put forward appropriate proposals for consideration at a General Meeting of the Club. The members shall have the right to impose (and remove) from time to time any limits on total membership (or any category of membership) of the Club.
3.2 All persons who assist in any way with the club's activities shall become members of the club and hence of the A.S.A. and the relevant A.S.A. membership fee shall be paid. Assisting with the club's activities shall include, but not be restricted to, administrators, associate members, voluntary instructors, teachers and coaches, Committee members, helpers, Honorary members, life members, officers, patrons, Presidents, technical and non-technical officials, temporary members, Vice Presidents and verifiers or tutors of the A.S.A's. educational certificates.
3.3 Paid instructors, teachers and coaches who are not members of the club must be members of a body which accepts that its members are bound by the A.S.A's. Code of Ethics, the Laws relating to Child Protection and those parts of the Judicial Laws, Judicial Rules and procedures necessary for their implementation and whilst engaged in activities under the jurisdiction of the A.S.A. shall be subject to all the constraints and privileges of the Judicial Laws and Rules.
3.4 Any person who wishes to become a member of the Club must submit a signed application to the Secretary (and in the case of a junior swimmer the application must be signed by the swimmer's parent or guardian). Election to membership shall be determined by the Membership Officer but other person(s) authorised by the Committee may make recommendation as to the applicant's acceptability. The Membership Officer shall be required to give reasons for the refusal of any application for membership. Any person refused membership may seek a review of this decision before a review panel appointed by the Committee ("Review Panel") comprised of not less than three members (who may or may not be members of the Committee). The panel shall (wherever practicable) include one independent member nominated by the ASA South East Region. The person refused membership shall be entitled to make representation to the Review Panel. The procedures for review shall be at the discretion of the Review Panel whose decision shall be final and binding.
3.5 The Club shall not refuse an application for membership on discriminatory grounds, whether in relation to ethnic origin, age, sex, religion, disability, political persuasion or sexual orientation.
SUBSCRIPTION AND OTHER FEES:
4.1 The annual members' subscription and session fees shall be determined from time to time by the Committee and the Committee shall in so doing make special provision for different classes of membership as it shall determine. (See By Laws).
4.2 The annual subscription fee shall be due on joining the Club and thereafter on the 1st day of October each year.
4.3 Any member whose subscription is unpaid by the date falling 30 days after the due date for payment may be suspended by the Committee from some or all Club activities from a date to be determined by the Committee and until such payment is made.
4.4 The Committee shall, from time to time, have the power to determine the annual membership subscription and other fees. This shall include the power to make such increase in the subscription as shall, where the Club pays the individual A.S.A. Membership Fees to the A.S.A. on behalf of members, be consequential upon an increase in individual A.S.A. membership fees. Any increase in subscriptions shall be advised to the members in writing with the reasons for any increase to be reported to the members at the next A.G.M.
4.5 Subscriptions for all categories of membership shall be advised to members at the Club A.G.M., and published separately on the Club Notice Board.
4.6 Training fee amounts and methods of payment shall be determined by the Committee, and published separately on the Club Notice Board.
5.1 A member wishing to resign membership of the Club must give to the Secretary written notice of his resignation. A member's resignation shall only take effect when this (Rule 5.1) has been complied with.
5.2 Notwithstanding the provisions of Rule 5.1 above a member whose subscription is more than one month in arrear shall be deemed to have resigned. Where the membership of a member shall be terminated in this way he shall be informed in writing that he is no longer a member by notice handed to him or sent by post to his last known address.
EXPULSION AND OTHER DISCIPLINARY ACTION:
6.1 The Committee shall have power to expel a member when, in its opinion, it would not be in the interests of the Club for him to remain a member. The Club in exercising this power shall comply with the provisions of Rules 6.2 and 6.3 below.
6.2 The Club shall adopt and comply with the A.S.A. Guidelines for handling Internal Club Disputes as the same may be revised from time to time. The Guidelines are set out as an Appendix to the A.S.A. Judicial Laws and appear in the A.S.A. Handbook.
6.3 A member may not be expelled or (subject to Rule 6.4 below) be made the subject of any other penalty unless the panel hearing the complaint shall by a two-thirds majority vote in favour of the expulsion of (or other penalty imposed upon) the member.
6.4 The Officers of the Club (or any person to whom the Committee shall delegate this power) may temporarily suspend or exclude a member from particular training sessions and/or wider club activities, when in their opinion such action is in the interests of the Club. Where such action is taken the complaint will thereafter be dealt with in accordance with the Guidelines.
6.5 Any member expelled by the Committee shall forthwith cease to be a member, and shall forfeit any subscription or training fees that he/she may have paid. Upon expulsion, the member shall no longer be entitled to any of the Club privileges, or to compete or officiate at any competition under the Club's name.
7.1 The Committee shall consist of the Chairman, Vice Chairman, Secretary, Treasurer (together "the Executive Officers of the Club") and eight elected members all of whom must be members of the Club. The club shall have a Welfare Officer. All Committee members must be not less than 18 years of age though the Committee may allow younger member(s) to attend their meetings without power to vote.
7.2 The Committee members will be elected by ballot at the A.G.M. and election to the Committee shall be for two years. One half of the Committee shall retire annually but shall be eligible for re-election, the members so retiring being those who have been longest in Office. Any casual vacancy occurring by resignation or otherwise may be filled by the Committee but any member so chosen shall retire at the next A.G.M. but shall be eligible for re-election at that meeting. (See also 8.1).
7.3 The Committee shall meet on not less that 8 occasions during the Club year (save where the Committee itself shall by a simple majority resolve not to meet), and the quorum of that meeting shall be such number as shall represent not less than a simple majority of the Committee members (to include not less than one Executive Officer). The Chairman and the Secretary shall have discretion to call further meetings of the Committee if they consider it to be in the interests of the Club. The Secretary shall give all the members of the Committee not less than two days oral notice of a meeting. Decisions of the Committee shall be made by a simple majority (and in the event of equality of votes the Chairman (or the acting Chairman of that meeting) shall have a casting or additional vote.) The Secretary, or in his absence a member of the Committee, shall take minutes.
7.4 In the event that a quorum is not present within thirty minutes of the published start time, a meeting shall stand adjourned to the time and date falling seven days after the date of the meeting, or such other date and time as may be determined by the Chairman. If a quorum is not present at the adjourned meeting then those Committee members attending may act for the purpose of calling a Special General Meeting of the members, to which the provisions as to minimum notice contained in Rule 11.1 shall not apply.
7.5 In addition to the members so elected the Committee may co-opt 2 further members of the Club who shall serve until the next A.G.M. Co-opted members shall be entitled to vote at the meetings of the Committee but shall not be counted in establishing whether a quorum is present at any Committee meetings.
7.6 The Committee may from time to time appoint from among their number such sub-committees as they may consider necessary (and to remove (in whole or in part) or vary the terms of reference of such sub-committees) and may delegate to them such of the powers and duties of the Committee as the Committee may determine. All sub-committees shall periodically report their proceedings to the Committee and shall conduct their business in accordance with the directions of the Committee.
7.7 The Committee shall be responsible for the management of the Club and shall have the sole right of appointing and determining the terms and conditions of service of employees of the Club. The Committee shall have power to enter into contracts for the purposes of the Club on behalf of all the members of the Club. The Committee shall be responsible for ensuring that the Accounts of the Club for each financial year be examined by an independent examiner to be appointed by the members in General Meeting. The Committee shall also have power to make regulations and to settle disputed points not otherwise provided for in this Constitution.
7.8 The members of the Committee shall be indemnified by the members of the Club against all liabilities properly incurred by them in the management of the affairs of the Club.
7.9 The Committee shall ensure that the financial records and minutes of meetings are retained for a period of at least 6 years.
7.10 The Committee shall maintain an Accident/Incident Book in which all accidents and incidents to club members at swimming related activities shall be recorded. Details of any such accidents shall be reported to the A.S.A. Office. The Club shall make an annual return to the A.S.A. in the prescribed form.
7.11 Any Committee member absent for 3 consecutive meetings without satisfactory explanation will be deemed to have vacated Office/Committee membership (subject to a majority vote by the Committee).
OFFICERS AND HONORARY MEMBERS:
8.1 The Executive Officers and Committee of the Club will be and elected (by ballot) at the A.G.M. and shall hold office for two years when they shall retire. Any vacancy occurring by resignation or otherwise may be filled by the Committee. Retiring officers shall be eligible for re-election. To ensure continuity of the Executive Officers, the Chairman and Secretary will alternate their retirement with the Vice-Chairman and Treasurer.
8.2 The A.G.M. of the Club, if it thinks fit, may elect a President and Vice-Presidents. A President or Vice-President need not be a member of the association and on election shall, ex-officio, be an honorary member of the Club and must be included in the Club's Annual Return of Members to the A.S.A. The President and Vice Presidents will receive Honorary Life Membership.
8.3 The Committee may elect any person as an honorary member of the Club for such period as it thinks fit and they shall be entitled to all the privileges of membership except that they shall not be entitled to vote at meetings and serve as officers or on the Committee unless any such person shall have retained in addition his ordinary membership of the Club. Such honorary members must be included in the Club's annual return as to membership.
ANNUAL GENERAL MEETING
9.1 The A.G.M. of the Club shall be held each year in November, normally on the last Tuesday of the month. The date to be fixed by the Committee.
9.2 The purpose of the A.G.M. is to transact the following business:
9.2.1 to receive the Chairman's report of the activities of the Club during the previous year;
9.2.2 to receive and consider the accounts of the Club for the previous year and the report on the accounts of the Independent Examiner and the Treasurer's report as to the financial position of the Club;
9.2.3 to remove and elect the Independent Examiner (who must not be a member of the Committee or a member of the family of a member of the Committee) or confirm that he/she remain in office;
9.2.4 to elect the Executive Officers and other members of the Committee;
9.2.5 to decide on any resolution which may be duly submitted in accordance with Rule 9.3.
9.3 Nominations for election of members to any Office or for membership of the Committee shall be made in writing by the proposer and seconder to the Secretary not later than 10th October. The nominee shall be required to indicate in writing on the nomination form his willingness to stand for election. Notice of any resolution proposed to be moved at the A.G.M. shall be given in writing to the Secretary not later than 10th October.
SPECIAL GENERAL MEETING:
10.1 A Special General Meeting may be called at any time by the Committee. A Special General Meeting shall be called by the Secretary within 28 days of receipt by him of a requisition in writing signed by not less than 12 members entitled to attend and vote at a General Meeting stating the purposes for which the meeting is required and the resolutions proposed.
PROCEDURE AT THE ANNUAL AND SPECIAL GENERAL MEETINGS:
11.1 The Secretary shall personally be responsible for the handing out or sending to each member at his last known address a written agenda giving notice of the date, time and place of the General Meeting together with the resolutions to be proposed thereat at least 14 days before the meeting and in the case of the A.G.M. a list of the nominees for the Committee posts and a copy of the examined accounts. The Secretary may, alternatively, with the agreement of member(s) concerned distribute these materials by e-mail or similar form of communication. The Notice of Meeting shall in addition wherever possible be displayed on the Club Notice Board where one exists.
11.2 The quorum for the Annual and Special General Meetings shall be 20 members entitled to attend and vote at the Meeting or if greater such number as represents one-tenth in number of such members.
11.3 The Chairman, or in his absence a member selected by the Committee, shall take the chair. Each member present shall have one vote and resolutions shall be passed by a simple majority. For the procedures for submitting resolutions to be considered at a General Meeting members are referred to Rule 9.3. In the event of an equality of votes the Chairman shall have a casting or additional vote. Only paid up members who have reached their 16th birthday shall be entitled to be heard and to vote on all matters. (Members who have not reached their 16th birthday shall be entitled to be heard and vote only on those matters determined by the Chairman as matters concerning juniors, such as the election of club captains.)
11.4 The Secretary, or in his absence a member of the Committee, shall take minutes at the Annual and Special General Meetings.
11.5 The Chairman shall at all General Meetings have unlimited authority upon every question of order and shall be, for the purpose of such meeting, the sole interpreter of the Rules of the Club.
ALTERATION OF THE RULES AND OTHER RESOLUTIONS:
12.1 The rules may be altered by resolution at an Annual or Special General Meeting provided that the resolution is carried by a majority of at least two-thirds of members present and entitled to vote at the General Meeting. No amendment(s) to the rules shall become effective until such amendment(s) shall have been submitted to and validated by such person as is authorised to do so by the ASA South East Region/the County Association.
12.2 Any member shall be entitled to put any proposal for consideration at any General Meeting provided the proposal in writing shall have been handed to or posted to the Secretary of the Club so as to be received by him not later than 10th October in the case of the A.G.M. or, in the case of a S.G.M., 18 days before the date of the meeting and thereafter the Secretary shall supply a copy of the proposal or resolution to the members in the manner provided in Rule 11.1.
13.1 The Committee shall have power to make, repeal and amend such by-laws as they may from time to time consider necessary for the well being of the Club which by-laws, repeals and amendments shall have effect until set aside by the Committee or at a General Meeting.
14.1 All moneys payable to the Club shall be received by the Treasurer and deposited in a bank account in the name of the Club. All cheques shall be signed by two of the three signatories who shall be the Chairman, Secretary and Treasurer. Any moneys not required for immediate use may be invested as the Committee in its discretion think fit.
14.2 The income and property of the Club shall be applied only in furtherance of the objects of the Club and no part thereof shall be paid by way of bonus, dividend or profit to any members of the Club, (save as set out in Rule 17.3).
14.3 The Committee shall have power to authorise the payment of remuneration and expenses to any officer, member or employee of the Club and to any other person or persons for services rendered to the Club.
14.4 The financial transactions of the Club shall be recorded by the Treasurer in such manner as the Committee thinks fit. The accounts for the October to September period shall be checked and verified by the Independent Examiner immediately prior to the A.G.M. for presentation at that meeting. The books shall be made available for inspection at the A.G.M.
14.5 The financial year of the Club shall be the period commencing on 1st October and ending on 30th September. Any change to the financial year shall require the approval of the members in a General Meeting.
14.6 The Committee shall retain for a minimum period of six years all financial records relating to the Club and copies of Minutes of all meetings.
14.7 Any Committee member has the right to inspect the Club's books with a fortnight's notice throughout the year in the presence of the Treasurer and Chairman and/or Vice Chairman.
14.8 The Treasurer shall provide an up-to-date balance of the Club's finances at every Committee meeting.
15.1 The Committee may borrow money on behalf of the Club for the purposes of the Club. Any borrowing shall require the prior approval of the Club members at a General Meeting.
15.2 When so borrowing the Committee shall have power to raise in any way any sum or sums of money and to raise and secure the repayment of any sums or sums of money in such manner or on such terms and conditions as it thinks fit, and in particular by mortgage of or charge upon or by the issues of debentures charged upon all or any part of the property of the Club.
15.3 The Committee shall have no power to pledge the personal liability of any member of the Club for the repayment of any sums so borrowed.
16.1 The property of the Club, other than cash at the bank, shall be vested in not more than 4 Custodians, normally the Committee and Officers. They shall deal with the property as directed by resolution of the Committee and entry in the minute book shall be conclusive evidence of such a resolution.
16.2 The Custodians shall be elected at a General Meeting of the Club and shall hold office until death or resignation unless removed by a resolution passed at a General Meeting.
16.3 The Custodians shall be entitled to an indemnity out of the property of the Club for all expenses and other liabilities properly incurred by them in the discharge of their duties.
17.1 A resolution to dissolve the Club shall only be proposed at a General Meeting and shall be carried by a majority of at least three-quarters of the members present and entitled to vote. A specific date for the dissolution shall be included in the resolution.
17.2 The dissolution shall take effect from the date specified in the resolution and the members of the Committee shall be responsible for the winding-up of the assets and liabilities of the Club.
17.3 Any property remaining after the discharge of the debts and liabilities of the Club shall be given to a charity or charities (or other non-profit making organisation having objects similar to those of the Club) nominated by the last Committee.
18.1 The Members acknowledge that these Rules constitute a legally binding contract to regulate the relationship of the members with each other and the Club.