WICK AMATEUR SWIMMING CLUB

CONSTITUTION, BYE-LAWS AND REGULATIONS

INDEX

Constitution

Section C1.0 Name

Section C2.0 Objectives

Section C3.0 Membership

Section C4.0 Governance

Section C5.0 Management

Section C6.0 Meetings

C6.1 General Meetings

6.2 Annual General Meeting (AGM)

C6.3 Extraordinary General Meeting (EGM)

C6.4 Management Committee Meetings (MCM)

Section C7.0 Finance and Accounts

Section C8.0 Discipline

Section C9.0 Awards

Section C10.0 Trophies

Section C11.0 Dissolution

Bye-Laws

Section BL1.0(not used)

Section BL2.0(not used)

Section BL3.0Membership

Section BL4.0(not used)

Section BL5.0Management

Section BL6.0Meetings

BL6.1 General

BL6.2 Annual General Meeting (AGM)

BL6.3 Extraordinary General Meeting (EGM)

BL6.4 Management Committee Meetings (MCM)

Section BL7.0 Finance and Accounts

Section BL8.0Discipline

BL8.1 Suspension and Fines

BL8.2 Complaints

BL8.3 Appeals

Section BL9.0 Awards

Section BL10.0 Trophies

Section BL11.0(not used)

 

CONSTITUTION

C 1.0 NAME

The Club shall be called " Wick Amateur Swimming Club"

  (Hereinafter referred to as the Club)

C2.0OBJECTS

The objectives of the Club shall be to: -

Promote and manage the teaching, knowledge and practice of one or more Aqua Sports, in accordance with paragraph C2.2 of the SASA Constitution

C3.0MEMBERSHIP

C3.1 The membership shall consist of the following categories: -

Adult Member (16 years and Over)

Swimming Member *

Non Swimming Member *

Junior Members (Under 16 years)

Learn to Swim Member *

Junior Club Member *

Swimming Member *

 * Sub Categories as defined in SASA Bye-Law BL3.2

Life Members

C3.2Membership fees shall be as agreed at each Annual General Meeting.

C3.3 All Club Members must be registered with the SASA

C3.4All members joining the Club shall be deemed to accept the terms of this Constitution, the Club Bye-Laws and any Regulations from time to time adopted by the Club.

C3.5The Management Committee shall have the power to turn down an Application for membership, provided they act in accordance with bye-Law BL3.6.

4.0 GOVERNANCE

C4.1The Club shall be subject to and bound by, the Constitution and Bye-Laws of the SASA, Memorandum, Articles and Rules of SASA Ltd.And the appropriate SASA District Rules.

C4.2The Club shall comply with the SASA Code of Conduct, the SASA Code Of Ethics and the SASA Child Protection Guidelines.

C4.3The Club shall be governed by its Constitution, Bye-Laws and Regulations.

C4.4Amendments to the Constitution shall only be made at a General Meeting, provided at least a two thirds majority of those present and voting is secured.

C4.5Amendments to the Bye-Laws shall only be made at a General Meeting provided a simple majority of those present and voting is secured

C4.6The Management Committee shall have the power to publish and enforce such Regulations, as the Committee feels necessary to govern the activities of the Club.

 

5.0MANAGEMENT

C5.1The affairs of the Club shall be conducted by a Management Committee which shall consist of the Officers of the Club plus six other Adults Members and ex-officio members set out in Bye-Law BL5.1

C5.2The Officers of the Club, who shall be honorary, shall consist of a  President, Vice-President, Treasurer and Secretary who shall be elected at an Annual General Meeting, as shall be the said Adult Members.

C5.3If the post of any Officer or Adult committee member should fall vacant after such an election, the Management Committee shall have the power to fill the vacancy.

C5.4All Management Committee members shall be Adult members of the Club.

 

C6.0 MEETINGS

C6.1 General Meetings

C6.1.1 Notices

At least 30 days notice and the Agenda shall be given to all Adult members of any General Meeting.

C6.1.2 Attendance

All Adult Members and Life Members are entitled to attend, take part and vote

C6.1.3 Voting

With the exception of changes to the Constitution, decisions put to a vote shall be resolved by simple majority at General Meetings.

Voting shall be by a show of hands unless decided otherwise by a majority of those attending the meeting.

C6.1.4 Quora

 The quorum at General Meetings shall be two Officers of the Club plus nine members eligible to vote.

C6.1.5 Changes to the Constitution and Bye-Laws.

A proposal to change the Constitution or Bye-Laws must be submitted in writing to the Secretary, signed by two members eligible to vote at a General Meeting.

6.2 Annual General Meeting (AGM)

C6.2.1 The Club shall hold an Annual General Meeting in the month of January to :

Approve the minutes of the previous year's AGM.

Receive reports from the President and Secretary.

Receive a report from the Honorary Treasurer and approve the Annual Accounts.

Receive a report from the Auditors.

Elect Management Committee Members

Appoint Auditors for the Club's Accounts

Consider changes to the Constitution

Consider changes to the Bye-Laws.

Present Life Membership(s)

Deal with other relevant business

 

C6.3 Extraordinary General Meeting (EGM)

C6.3.1An Extraordinary General Meeting shall be called by an application in writing to the Secretary supported by at least eight Adult Members of the Club. The Management Committee shall also have the power to call an EGM by decision of a simple majority of its members.

6.4 Management Committee Meetings (MCM)

C6.4.1 The club shall hold Management Committee Meetings no less frequently than every three months.

C6.4.2 A Management Committee Meeting shall be called by the Secretary when there is business to transact or on request of an Officer of the Club or by an application in writing by at least five Adult Members of the Club.

C6.4.3 A quorum for Management Committee Meetings shall be at least one Officer of the Club and four Committee members.

C6.4.4 The business of the meeting shall be enacted in accordance with Section 6 of the Bye-laws.

 

C7.0 FINANCE & ACCOUNTS

C7.1The financial year shall run from 1st November to 31st October each year

C7.2The honorary Treasurer shall be responsible for the preparation of Annual Accounts of the Club.

C7.3The Accounts shall be audited by an independent person(s) elected annually at the Annual General Meeting.

C7.4All cheques drawn against the Club's funds shall be signed by the Treasurer and one other nominated Officer of the Club.

 

C7.5The 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 committee meeting prior to the commitment being made.

C7.6All members of the Club shall be jointly responsible for the financial liabilities of the Club.

C7.7Any surplus of the Club's income will be re-invested in the Club and not distributed to its members.

 

C8.0DISCIPLINE

C8.1 The Management Committee may take action (eg. 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 Bye-Laws and the SASA Ltd. Rules have been applied.

C8.2 All Grievances, Complaints and Appeals, except for doping, child abuse or alleged criminal offences, shall be dealt with in accordance with Section 8 of the Club Bye-Laws.

C8.3Grievances and Complaints involving doping, child abuse or other Criminal offences shall be referred to the SASA Chief Executive within 48 hours, in accordance with SASA Ltd. Rule R16.1.3.

 

C9.0 AWARDS

C9.1 Nomination and selection procedures shall be in accordance with Section 9 of the Bye-Laws

 

C10.0TROPHIES

C10.1All trophies belong to the Club in perpetuity and cannot be won outright.

C10.2 The Club Honorary Treasurer shall act as Trustee of Club Trophies.

 

C11.0 DISSOLUTION

C11.1In 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.

C11.2 So long as three members agree to support the Club it cannot be Dissolved.

 

BYE-LAWS

BL1.0 Not used

BL2.0Not used

BL3.0 MEMBERSHIP

BL3.1 The subscription of existing members (agreed at the AGM) shall become due on 1 February in each year and those of new members on the date of acceptance for membership.

BL3.2 Members not renewing by 31 March will be deemed to be non-members and will be notified in writing accordingly.

BL3.3 All members will be excluded from taking part in any of the Clubs activities, competitions or meetings until their annual subscription is paid.

BL3.4A member wishing to resign from the Club shall inform the Secretary in writing.

BL3.5A Junior/Swimming member wishing to change their 1st or 2nd Claim Club must do so in accordance with SASA Bye-Law BL8.2.4.

BL3.6When an application for membership is turned down by the Management Committee, the applicant must be advised of the reason and their right of appeal to the SASA, in writing.

BL4.0Not used

BL5.0MANAGEMENT

BL5.1 The Management Committee shall comprise the Officers of the club (as defined in paragraph C5.2), Assistant Secretary, Meet Secretary and four other Adult members. The Squad Coaches, Club Boy Captain and Club Girls Captain will be ex-officio members.

BL5.2 The term of office for all members of the management committee will be for a term of one year.

BL5.3Not used.

BL5.4Not used

BL5.5Retiring members of the Management Committee may offer themselves for re-election

BL5.6Not used.

BL5.7Not used.

BL5.8The Management Committee shall be responsible for: -

The organisation and control of all members during Club hours.

The annual appointment of coaches and instructors.

The selection of members to represent the Club.

The handicapping of Club events as necessary.

The organisation of swimming activities as may be requested by other bodies.

Appointing the Boy and Girl Captains in February each year.

Presenting annually their nominations for Hon. President and Hon. Vice President(s) to the AGM for ratificatiion.

Considering and approving or otherwise nominations for Life Membership of the Club.

BL5.9The Management Committee shall appoint such sub-committees as may be considered necessary.

BL5.10 The Management Committee shall appoint a Child Protection Officer(CPO) who has attended an SASA approved training course

 

BL6.0MEETINGS

BL6.1General

BL6.1.1 At all meetings, if a quorum is present, the Chair shall be taken not later than fifteen minutes after the appointed time of the meeting.

BL6.1.2 All Members when called to order at any meeting or gathering of the Club and not complying to the "rule of order" shall be expelled from the meeting.

BL6.1.3 The Chairperson at all meetings of the Club shall be the President. In theabsence of the President, the Vice President shall substitute. In the absence of the President and Vice President, those in attendance shall   appoint a substitute.

BL6.1.4 In the event of equality of votes in any resolution before the meeting which requires a choice to be made for the continued good governance of the Club, the Chairperson of a meeting shall have a second or casting vote.

BL6.1.5 The Chairperson of a meeting, shall be the sole judge of questions of order and interpreter of the "rules" governing the Club.

BL6.1.6 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 presided over by a substitute chairperson elected from among those present.

BL6.1.7 The minutes of all meetings will be displayed on the notice board at Wick Swimming Pool and can be e-mailed to Adult Members on request.

 

BL6.2Annual General Meeting (AGM)

BL6.2.1 The Secretary shall give written notice of not less than 30(thirty) days prior to the date of the AGM. This notice shall be published on the Club notice board and circulated to all Adult and Life Members.

BL6.2.2 Appended to the notice of intimation of a AGM shall be the Agenda, minutes of the last AGM, a note of the process governing alteration to the Constitution, Bye-Laws and nomination for the Management Committee.

BL6.2.3 Nominations for Officers of the Club and other members of the Management Committee shall be submitted in writing, signed by two Adult Members and the nominee, to the Secretary no later than 20 December.

BL6.2.4 Proposed alterations to the Constitution and Bye-Laws and notices of motion must be received by the Secretary not later than 20 December.

BL6.2.5 Having received all nominations and proposed alterations, the Secretary shall arrange for this information to be displayed on the Club notice board at least 7(seven) days before the meeting

BL6.2.6 The order of business for a AGM shall be:

Presidents Remarks

Apologies for Absence

Approval of minutes from previous AGM & matters arising.

Hon. Secretary Report

Swimming Convener Report

Financial Report

Proposed changes to Constitution

Proposed changes to Bye-Laws

Election of Management Committee Members

Appointment of Hon. President & Hon Vice President(s).

Appointment of Auditors

Life Membership Awards

Other relevant business

 

BL6.3 Extraordinary General Meeting (EGM)

BL6.3.1The Secretary will give notice, in writing of all Extraordinary General Meetings, stating the Agenda, to all Adult and Life Members at least 14 days prior to such meetings being held.

BL6.3.2The order of Business for an EGM shall be:

President's Remarks

Apologies for Absence.

Business to be transacted of which due notice has been given.

BL6.3.3No business shall be transacted at the EGM other than business of which due notice has been given.

BL6.4 Management Committee Meetings (MCM)

BL6.4.1Notice of the date, time and venue of each MCM shall be published on the Club notice board at least 7(seven) days prior to the meeting.

BL6.4.2Adult Members who are not members of the MCM, may attend, but may only participate with the agreement of the Chairperson.

BL6.4.3All, except ex-officio members shall have a deliberative vote.

BL6.4.4No decision of the MCM may be altered or revoked without 14(fourteen) days prior notice of intent, in writing, being given to the Secretary.

 

BL7.0FINANCE & ACCOUNTS

BL7.0.1The 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 AGM.

BL7.0.2The Treasurer shall submit a budget, to the last meeting of the MCM prior to the AGM, for the following financial year.

BL7.0.3The Treasurer shall submit a financial statement to the MCM no less frequently than every 3(three) calendar Months.

BL7.0.4All outgoing payments shall be made by cheque, signed by the Treasurer and either the President or the Secretary.

 

BL8.0 DISCIPLINE

BL8.0.1Any member guilty of conduct or breach of the Constitution, Bye-laws, Regulations which is detrimental to the interests or aims of the Club may be disciplined by the MCM, provided Paragraph C8.1 of the Constitution has been satisfied.

BL8.1Suspensions and Fines

BL8.1.1The MCM may Suspend, from activities wholly within its own jurisdiction, impose a Fine or Expel a member as a means of discipline.

BL8.2 Grievances

BL8.2.1A Grievance, 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

A parent or guardian on behalf of a member under the age of 16 years

An Individual

BL8.2.2 A grievance is made in writing to the Club Secretary not later than 30(thirty) days after the incident.

 

BL8.3 Complaints

BL8.3.1 A complaint may be made against decisions taken by the Club in respect to the outcome of a submitted grievance or as a formal expression of dissatisfaction or allegation of unfair practice in connection with aquatic sports as governed by the SASA.

BL8.3.2 A complaint must be made in accordance with Section 16 of the SASA Ltd Rules.

 

BL8.4Appeals

BL8.4.1 An appeal may be made against decisions taken by the National Enquiry Panel.

BL8.4.2 An appeal must be made in accordance with Section 18 of the SASA Ltd. Rules

 

BL9.0AWARDS

BL9.1 Life Membership

BL9.1.1 Life membership may be presented to person(s) who have given outstanding service, over many years, to the Club and shall be presented at the Annual General Meeting or at any other time decreed suitable by the MCM.

BL9.1.2 A recommendation for Life Membership may be made by any Adult or Life Member to the Secretary for submission to the MCM. Full details of the nominee's service should be included with the recommendation.

 

BL10.0 TROPHIES

BL10.1 The winner of a trophy shall guarantee safe custody and return of the trophy when requested by the MCM.

BL10.2 The Club shall be responsible for arranging and funding the engraving of the winners name on all trophies.

BL11.0 Not Used