Section A : Club Objectives, Management & Membership
1. Name
2. Objectives
3. Membership
4. Management Committee
5. Officers of the Club
6. Dissolution
7. Governance
8. Protocol
9. Management Committee Meetings
10. Annual General Meeting
11. Extraordinary General Meeting
12. Sub Committees
Section D : Club Sessions & Competitions
13. Club Sessions
14. Competition Entries
15. Annual Club Championships
Section E : Finances and Accounts
16. Finance and Accounts
Section F : Coaches, Mangers & Officials
17. Coaches
18. Team Managers and Chaperons
19. Technical Officials
20. Complaints
21. Disciplinary Action
22. Trophies
23. Life Saving Activities.
Section A : Club Objectives, Management & Membership
1. Name
1.1
The Club shall be called "Blairgowrie
Dolphins Amateur Swimming Club" (Hereinafter referred to as the Club)
2. Objectives
2.1 The
objectives of the Club shall be to promote and manage the teaching, knowledge
and practice of swimming, in accordance with paragraph C2.2 of the SASA
Constitution
3. Membership
3.1 The
membership shall consist of the following categories:
Adult Members (16 years and Over)
Swimming Member
Non-swimming Member
Junior
Members (Under 16 years)
Swimming Member
3.2
Membership fees and subscriptions shall be as agreed at each Annual General
Meeting, and shall become due on 1 January for existing members or the date of
acceptance for membership for new members.
3.3
All members will be excluded from taking part in any of the Clubs activities,
competitions or meetings until their annual subscription is paid, and members
not renewing by 31 March will be deemed to be non-members and will be notified
in writing accordingly.
3.4 All
Club Members must be registered with the SASA
3.5 All
members joining the Club shall be deemed to accept the terms of this
Constitution, the Club Policies, and any Regulations, Procedure and Codes of
Conduct from time to time adopted by the Club.
3.6 The
Management Committee shall have the power to turn down an application for
membership, provided the applicant is advised in writing of the reason and
their right of appeal to the SASA.
3.7 A
Junior/Swimming member wishing to change their 1st or 2nd
Claim Club must do so in accordance with SASA Bye-Law BL8.2.4.
4. Management Committee
4.1 A
Management Committee shall conduct the affairs of the Club which shall consist
of the Officers of the Club, up to ten other Adult members, and the Club Boy
Captain and Club Girls Captain as ex-officio members.
4.2 The Management Committee may delegate specific affairs of the Club to a
sub group. The membership of the sub group shall consist of up to 4 members at
least one of whom shall be an Office Holder.
4.3 Management
Committee members elected or co-opted to fill a vacancy part way through a
term of office shall be members subject to endorsement at the first
Extraordinary General Meeting or Annual General Meeting thereafter.
4.4 The
Management Committee shall be responsible for:
a. The organisation and control of all members attending club events.
b. The appointment of coaches, instructors, poolside helpers and lifeguards.
c. The selection of members to represent the Club.
d. The handicapping of Club events as necessary.
e. The organisation of swimming activities as requested by other bodies.
f. Arranging for the election of the Boy & Girl Captains in August
each year.
g. Presenting nominations for Officers of the Club to the Annual General Meeting
for ratification.
h. Fund raising events.
i. Appointment of sub-committees as may be considered necessary.
4.5 If the post of any adult committee member should fall vacant after such
an election, the Management Committee shall have the power to fill the vacancy.
5. Officers of the Club
5.1 Officers of the Club, who shall be honorary, shall consist of President,
Vice-President, Treasurer, Secretary, Child Protection Officer, Gala Convenor
and Coaching Representative who shall be elected at an Annual General Meeting,
as shall be any new Committee Members
5.2 All Office Holders shall be Adult members of the Club.
5.3 If the post of any Officer of the Club should fall vacant after an
election, the Management Committee shall have the power to fill the vacancy.
5.4 The term for Officers of the Club shall be two years from the date of
election at the Annual General Meeting
5.5 Where no other nominations for an Officer of the Club are received, an
extension of 12 months to the term for an existing Officer may be agreed at the
Annual General Meeting.
5.6 Retiring Officers of the Club may offer themselves for re-election.
5.7 The Management Committee shall appoint a Child Protection Officer
(CPO) who has attended an SASA approved training course.
5.8 The retiring President of the Club shall be invited to stay on as a
member of the Management Committee for a period of 12 months.
6. Dissolution
6.1 In the event of the dissolution of the Club, any funds, property and
other assets shall not be distributed amongst the members of the Club in any way
whatsoever, but shall be applied towards the objective of the SASA.
6.2 So long as five or more members agree to support the Club it cannot be
dissolved
7. Governance
7.1 The Club shall be subject to and bound by, the Constitution, Byelaws and
Regulations of the SASA and the appropriate SASA District Rules.
7.2 The Club shall comply with the SASA Code of Conduct, the SASA Code of
Ethics, and the SASA Child Protection Guidelines.
7.3 The Management Committee shall publish and enforce the Club Constitution,
Policies, Procedures, and Codes of Conduct as it considers necessary to govern
the activities of the Club
7.4 Amendments to the Constitution shall only be made at a Management
Committee Meeting, where at least two thirds of Committee members are present
and at least a two thirds majority of those present and voting is secured.
7.5 Amendments to the Policies, Procedures and Codes of Conduct shall only be
made at a Management Committee Meeting where at least half of the Committee
members are present and a simple majority of those present and voting is
secured.
7.6 A proposal to change the Club
Constitution, Policies, Procedures, and Codes of Conduct must be
submitted in writing to the Secretary, and signed by two members.
8. Protocol
8.1 Members when called to order at any meeting or gathering of the Club by
the Chairperson and not complying to “rule of order” shall be expelled from the
meeting.
8.2 The Chairperson at all meetings of the Club shall be, in order of
priority, the President, Vice President, or a substitute appointed by those in
attendance.
8.3 In the event of equality of votes in any resolution before a meeting
which requires a choice to be made for the continued good governance of the
Club, the Chairperson shall have a second or casting vote.
8.4 The Chairperson of a meeting, shall be the sole judge of questions of
order and interpreter of the “rules” governing the Club.
8.5 The Chairperson shall not speak to, oppose or move any motion from the
Chair. In order to do so, they shall vacate the Chair until that business is
concluded. The meeting shall be chaired by a substitute Chairperson elected from
those present.
8.6 The minutes of any meetings will be circulated to all Management
Committee members, and a copy published on the Club notice board .
9. Management Committee Meeting (MCM)
9.1 The club shall hold a MCM at least 6 time a year unless it is anticipated
the meeting will be inquorate as defined in paragraph 9.4.
9.2 An MCM shall be called by the Secretary when there is:
a. business to transact
b. a request
by an Officer of the Club or a written application of at least
five Adult Members of the Club
c. a
proposal to amend the Constitution, Policies,
Procedures, Codes of Conduct
9.3 Notice of the date, time and venue of each MCM shall be published on the
Club Notice board at least 7 days prior to the meeting.
9.4 The quorum at a MCM shall be three Officers of
the Club plus three Committee Members eligible to vote.
9.5 All Adult Committee Members, except ex-officio
members, are entitled to attend, take part at and have a deliberative
vote at a MCM
9.6 With the exception of changes detailed in paragraphs 7.4 and 7.5 a
majority at a MCM shall resolve decisions put to a vote. Voting shall be by a
show of hands unless decided otherwise by a majority of those attending the
meeting.
9.7 Adult Members who are not members of the MCM, may attend any MCM, but may
only participate with the agreement of the Chairperson. Junior members may
attend with the agreement of the Chairperson
9.8 No decision of the MCM may be altered or revoked without 14 days prior
notice of intent, in writing, being given to the Secretary.
10. Annual General Meeting (AGM)
10.1 The Club shall hold an AGM on the third Sunday of November.
10.2 The Secretary shall give written notice of
intimation of a AGM on the Club notice board of not less than 21 days
prior to the date of the AGM appending:
a.
minutes of the last AGM
b.
a note of the process governing alteration to the
Constitution, Policies,
Procedures, Codes of Practice
c. process governing nomination for the Management Committee.
10.3 The order of business for a AGM shall be:
a. Presidents Remarks
b. Apologies for Absence
c. Approval of minutes from
previous AGM & matters arising.
d. Reports from Officers of the
Club (as defined in para 5.1)
e. Proposed changes to
Constitution, Policies, Procedures, Codes of Conduct
f. Election of Management
Committee Members
g. Appointment of Auditors
i. Other relevant business
11. Extraordinary General Meetings (EGM)
11.1 An EGM shall be called by application to the Secretary:
a. in writing to by at least ten Adult Club
members
b. by the Management Committee through a decision of a simple majority of
members eligible to vote at a Management Committee Meeting.
11.2 The Secretary shall give written notice of
intimation of an EGM on the Club notice board of not less than 21 days
prior to the date of the EGM stating the Agenda.
11.3 The order of Business for an EGM shall be:
a. President’s Remarks
b. Apologies for Absence.
c. Business to be transacted of which due notice has been given
12. Sub committees
12.1 Sub-committees may be formed from members where it is considered at a
Management Committee Meeting to be an effective manner in which to consider more
complex matters in detail.
12.2 Sub-committees will be given a specific remit by the Management Committee
and will report back on findings and any documents produced to the Management
Committee for final approval.
Section D : Club Sessions & Competitions
13. Club sessions and
training squads
13.1 There will be two squads namely junior and senior, based primarily on
swimming ability for push & glide, front crawl, back crawl and breast stroke in
respect of streamlined position, face in water, body position arm and leg action
as follows:
a.
Junior Squad : Push & glide for 5 seconds, swimming each stroke for 10 metres
b.
Senior Squad : Push & glide for 5 seconds, swimming each stroke for 40 metres
13.2 Club Sessions are as follows:
Session 1 : Tuesday 18:00 – 19:00
Session 2 : Wednesday 16:00 – 17:00
Session 3 : Thursday 18:00 – 19:00
Session 4 : Friday 20:00 – 21:30
Session 5 : Sunday 18:00 – 19:00
Session 6 : Sunday 19:00 – 20:00
Session 7 : Sunday 20:00 – 21:30
13.3 Restrictions on attendance at sessions will be decided by the coaches and
will be dependant on competency.
14. Competition entries
14.1 All swimmers will be considered for entry into friendly galas subject to
any age restrictions and minimum swimming ability on which the gala is based
14.2 All swimmers will be considered for inclusion in League galas with final
selection based on times and competency and the ability of each team of swimmers
to work together to maximise points gained at the gala. The decisions made by
the coaches in this respect will be final.
14.3 All swimmers will be given the opportunity for
consideration into regional and national events subject to meeting age
restrictions and time requirements set by the event organisers.
15. Annual Club Championships
15.1 All members may enter the annual club championships in the appropriate
age group irrespective of swimming ability or attendance at club sessions and
gala’s.
15.2 Trophies, shields and medals will be awarded based on the performance of
the swimmer on the day, with other prizes awarded on the basis of performance
throughout the year.
Section E : Finances and Accounts
16. Finances and Accounts
16.1 The financial year shall run from 1st
November to 31st October each year
16.2 The Treasurer shall be responsible for the preparation of the Annual
Accounts of the Club.
16.3 The Accounts shall be audited by an independent person(s) elected
annually at the Annual General Meeting.
16.4 The Treasurer shall arrange for the Auditor(s) to examine and certify the
Club accounts and balance sheet before presentation of an audited summary to the
Annual General Meeting.
16.5 All outgoing payments shall be made by cheque drawn against the Club’s
funds, and shall be signed by the Treasurer and one other nominated Officer of
the Club
16.6 The Treasurer shall submit quarterly financial statements to the
Management Committee Meeting throughout the year.
16.7 The Treasurer shall submit a budget, detailing significant items of
expenditure and income to the October meeting of the Management Committee
Meeting for the following financial year, in order that proposals for membership
fees can be presented to the Annual General Meeting.
16.8 The Management Committee can enter into contracts and / or partnerships,
on behalf of the Club, provided each proposal is fully discussed at and
recorded in the minutes of a quorate (as detailed in paragraph 9.4) Management
Committee Meeting prior to the commitment being made.
16.9 All members of the Management Committee shall be jointly responsible for
the financial liabilities of the Club
Section F : Coaches, Mangers & Officials
17. Coaches
17.1 All coaches shall be approved as competent by the Management Committee.
17.2 Coaches will be actively encouraged to obtain formal qualifications, and
keep them up to date, where this is considered to be appropriate and of benefit
to the individual and the Club.
18. Team Managers
18.1 Team managers for specific galas and events shall be volunteers from the
coaching staff and Management Committee as appropriate and approved at a
Management Committee Meeting.
19. Technical officials
19.1 Technical officials for friendly galas, informal swimming meetings, Club
time trials and Club Championships may be anyone associated with the Club or
Club members, subject to approval by the Gala Convenor or event organiser.
19.2 Technical officials for League Galas, regional
and national events shall only be put forward by the Club to the organiser
following satisfactory attendance at the appropriate training course.
20. Complaints
20.1 A complaint, which is a formal expression of dissatisfaction or
allegation of unfair practice in connection with the management of the Club, can
be made by any member of the Club or a parent/carer on behalf of a junior
member.
20.2 The Management Committee may take action (e.g. fine, suspend or cancel
membership) against any Club Member proved guilty of infringing the Club
Regulations or acting in such a manner as to bring disrepute to the Club. Such
action shall only be taken if the principles and procedures embodied in the
Complaints, Appeals and Suspension & Fines sections of the SASA Constitution
Byelaws have been applied.
20.3 All complaints, except for doping, child abuse or alleged criminal
offences and Appeals, shall be dealt with in accordance with Section G of the
Club Constitution.
20.4 Complaints involving doping, child abuse or other criminal offences shall
be referred to the SASA Chief Executive within 48 hours, in accordance with
SASA Bye-Law BL16.1.3.
20.5 Except under exceptional circumstances only complaints made in writing to
the Club Secretary within 30 days of the incident will be investigated
21. Disciplinary Action
21.1 Any member guilty of misconduct or breach of the Constitution, Policies,
Regulations, Procedures or Codes of Conduct which is detrimental to the
interests or aims of the Club may be disciplined by the Management Committee,
provided paragraph 20.2 has been satisfied
21.2 The Management Committee may suspend, from activities wholly within its
own jurisdiction, impose a fine or expel a member as a means of discipline.
21.3 An appeal may be made against decisions taken by the Management Committee
in accordance with Section 18 of the SASA Byelaws.
22. Trophies
22.1 All trophies belong to the Club in perpetuity and cannot be won outright,
with the Gala Convenor acting as Trustee of Club trophies.
22.2 The winner of a trophy shall guarantee safe custody and return of the
trophy when requested by the Management Committee.
23. Life Saving Activities.
23.1 Members will be encouraged to obtain the
appropriate Royal Life Saving Society approved awards to ensure adequate safety
cover at Club sessions, and improve swimmers awareness of safety and rescue
issues.
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