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Bye-laws
Guiding Principles
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Club Members
2. There shall be the following categories of membership:
Category 1 members. These are members who have Wandsworth
Swimming Club as the swimming Club of which they have the longest unbroken
membership.
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Category 2 members. These are members who do not have
Wandsworth Swimming Club as the swimming Club of which they have the
longest unbroken membership.
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Associate members. Members 16 years of age or above who
wish to attend no more than 10 training sessions during the Club year.
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Parent/guardian representatives. The parents and
guardians of members who are under 16 years of age.
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Non-swimming members. These are members who in the
opinion of the Management Committee make a substantial contribution to the
Club, by way of teaching, coaching, officials and helpers.
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Life members. Members who, in the opinion of the
Committee, have given outstanding service to the Club, and individuals
whose personal or professional skills or expertise would, in the opinion
of the Management Committee, be of benefit to the Club.
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Conditions of Membership
3. It shall be a condition of membership that members comply with the Club
constitution and bye-laws and conduct themselves in a responsible and
disciplined manner at all times at Club meetings, events and training sessions
and on all other occasions when representing or appearing, speaking or acting on
behalf of, the Club. Prospective members are required to complete a membership
application form and return it to the Director of Members’ Affairs before their
application can be considered.
Nominations for Life Membership
4. Nominations for members to be considered for Life Membership shall be
forwarded to the Club Secretary for consideration by the Management Committee.
The nomination must be proposed and seconded by Club members eligible to vote.
Life membership will normally only be given for services to the club over a long
period, normally more than a good swimming record. The nomination should
therefore state the reasons for the proposal. Life Members are not required to
pay any annual membership fee and if attending training sessions are only
required to pay half the monthly fee.
Duties of Officers
5. The Club Chairman shall be responsible for chairing meetings of the
Management Committee and general meetings of the Club, ensuring that decisions
of the Management Committee and general meetings are implemented, monitoring
compliance with the Club's constitution and rules, producing and presenting the
annual report to the AGM, and ensuring that the Club is conducted in accordance
with the laws of the Amateur Swimming Association and with due regard for the
health, safety and welfare of members, coaches and others.
6. The Club Secretary shall be responsible for recording the minutes of
Management Committee and general meetings, preparing and circulating agendas,
notices and other information to members, arranging meetings and booking meeting
venues, corresponding on behalf of the Club, keeping the Club’s historical
records, maintaining a Club notice-board at Club headquarters, making available
on request copies of all Management Committee agendas, reports and minutes,
placing advertisements for coaches, dealing with affiliations to other bodies,
arranging insurance cover, issuing press releases, and attending and reporting
to the Management Committee and general meetings.
7. The Director of Members' Affairs shall be responsible for opening and
maintaining the Club’s bank and/or building society account(s), receiving and
accounting for the Club’s income and expenditure, paying bills, invoices,
expense claims and other legitimate demands for payment on behalf of the Club,
paying Club coaches, producing annual accounts and records for examination,
maintaining the Club’s membership records, receiving and recording membership,
swimming session and affiliation fees, issuing membership documents, drafting
the Club's annual financial strategy (including recommending membership and
training session fees for the coming year), for consideration at the AGM, and
attending and reporting on members' matters to the Management Committee and
general meetings. They are responsible keeping a waiting list of prospective
members and responding to membership enquiries.
8. The Head Coach shall be responsible for the organisation of the
Club's swimming-related activities, including engaging the services of suitably
qualified and experienced coaches, monitoring the supervision and training of
trainee coaches, agreeing coaching rotas, booking pool time, submitting
competition entries, drawing-up team lists, convening and chairing regular
coaching review meetings with coaches, maintaining squad lists, organising gala
officials and pool-side help, organising transport for competitors, supporters
and Club officials, to draft the Club's annual coaching strategy for
consideration at the AGM, and attending and reporting on swimming-related
matters to the Management Committee and general meetings.
9. The Director of Development shall be responsible for promoting Club
membership, organising regular social and fund raising activities, seeking
sponsorship and business links, operating the Club shop, drafting the Club's
annual development strategy for consideration at the AGM, and attending and
reporting generally on Club development and social matters to the Management
Committee and general meetings.
10. The Management Committee may from time to time agree to specific duties of
members of the Committee being delegated to other members, although any duties
that are so delegated remain the overall responsibility of the relevant member
of the Committee, including reporting to the Committee and general meetings.
Team Captains
11. Girls' and boys' team captains shall be appointed by the Head Coach in
consultation with the swimmers and the Management Committee. Team captains
should normally be appointed in September of each year. Team captains should,
whenever possible, attend galas at which the Club competes to support, encourage
and motivate swimmers. Team captains shall have the right to address the
Management Committee on any matter, in confidence if necessary, on request to
the Head Coach.
Financial Control
12. No person shall commit the Club to, or incur on behalf of the Club, any
expenditure without the prior consent of the Management Committee or the
Director of Members' Affairs. Any expenditure on behalf of the Club shall be
supported by receipts, invoices or other acceptable documentation before being
paid. All payments made on behalf of the Club shall be by cheque drawn on an
account opened in the name of the Club with the exception of petty cash claims
of £10 or less which may be made in cash, providing a receipt is obtained. All
cheques drawn on a Club account shall be signed by the Director of Members'
Affairs and one other member of the Management Committee. The Director of
Members' Affairs may maintain a cash float of no more than £100 for the purposes
of paying petty cash claims and to facilitate the operation of the Club shop.
Coaching
13. Coaching shall be the responsibility of a team of coaches operating
under the strategic leadership of the Head Coach. The Head Coach shall draw up the Club’s coaching strategy, in consultation with the
coaching team. It will be submitted to the AGM each year by the Head Coach for consideration by members. The coaching team shall be responsible
for the implementation of the coaching strategy at all Club swimming sessions
and for pool-side management. The Head Coach shall be responsible for
monitoring the performance of coaches and for setting a schedule of coaches'
meetings to take place at regular intervals throughout the year. The Management
Committee shall agree numbers of coaches and trainee coaches. If necessary any
vacancies for coach or trainee coach shall be advertised by the Club Secretary
and suitable candidates appointed, up to the maximum number set by the
Management Committee, after interview by the Head Coach. The
remuneration of coaches will be as decided by the Management Committee from time
to time and may include an element related to performance. Coaches’ terms of
appointment shall be in accordance with any guidance issued by the ASA.
Applications for training grants on behalf of coaches, trainee coaches and
officials will be supported by the Club. Associated expenses, which have been
agreed by the Head Coach in consultation with the Director of Members'
Affairs prior to training commencing, may be reimbursed.
Health and Safety
14. The health, safety and welfare of swimmers, officials and others will be
assured by the development and implementation of a Club health and safety policy
which will be reviewed by the Management Committee at least once in each Club
year. The Club's health and safety policy will incorporate any appropriate
guidance issued by the ASA. The Chairman shall be responsible for ensuring that
the health and safety policy is developed and implemented and for reporting on
health and safety matters to the Management Committee. Any person who acts on
behalf of the Club in any capacity which may bring them into contact with
swimmers shall complete an ASA child protection form which must be lodged with
the Club secretary before they commence their duties.
Conduct of General Meetings
15. Resolutions and elections shall be voted on and decided by a simple
majority on a show of hands of those present and voting, and in the case of a
tie, the Chairman shall have a casting or second vote.
16. Questions of procedure and points of order shall be determined, after
affording the opportunity for due discussion, by the Chairman whose decision
shall be final.
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