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
C6.2 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 BL3.0
Membership
Section BL4.0
(not used)
Section BL5.0
Management
Section BL6.0
Meetings
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 BL8.0
Discipline
BL8.1 Suspension
and Fines
BL8.2 Complaints
BL8.3 Appeals
Section BL9.0
Awards
Section BL10.0
Trophies
Section BL11.0
Equal Opportunities
Regulations
Regulations will
be specific to the individual Club.
The following
are examples of possible subjects: -
Sub Committees
CONSTITUTION
C 1.0 NAME
The Club shall
be called “
North Ayrshire Amateur Swimming Club”
(Hereinafter referred
to as the Club)
C2.0 OBJECTS
The objectives
of the Club shall be to:-
a) Promote and manage
the teaching, knowledge and practice of one or more
Aqua Sports, in accordance with paragraph C2.2 of
the SASA Constitution
C3.0 MEMBERSHIP
C3.1 The membership
shall consist of the following categories: -
Adult Member (16
years and Over)
a) Swimming Member
*
b) Non Swimming Member
*
Junior Members
(Under 16 years)
a) Learn to Swim
Member *
b) Junior Club Member
*
c) Swimming Member
*
* Sub Categories
as defined in SASA Bye-Law BL3.2
Life Members
C3.2 Membership
fees shall be as agreed at each Annual General Meeting.
C3.3 All Club
Members must be registered with the SASA
C3.4 All 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.
C3.5 The 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
C4.1 The 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.
C4.2 The Club
shall comply with the SASA Code of Conduct, the SASA
Code of Ethics and the SASA Child Protection Guidelines.
C4.3 The Club
shall be governed by its Constitution, Bye-Laws and
Regulations.
C4.4 Amendments
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.
C4.5 Amendments to the Bye-Laws shall only be made
at a General Meeting provided a simple majority of
those present and voting is secured.
C4.6 The Executive
Committee shall have the power to publish and
enforce such Regulations,
as the Committee feels necessary to
govern the activities
of the Club.
5.0 MANAGEMENT
C5.1 The affairs
of the Club shall be conducted by a Management Committee,
which shall consist of the Officers of the Club plus
ten other Adult Members and ex-officio members, set out
in Bye-Law BL5.1
C5.2 The 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.
C5.3 If 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.
C5.4 All Management
Committee members shall be Adult members of the
Club.
C5.5 The Coaches Committee shall be responsible for
all the formulation and implementation of appropriate
arrangements of coaching, training and teaching for
squad selection and for the selection of members for
competitions.
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 (eight) 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.
C6.2 Annual General
Meeting (AGM)
C6.2.1 The Club
shall hold an Annual General Meeting in the
Month of December 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)
C6.3.1 An Extraordinary General Meeting shall be called by
an
application in
writing to the Secretary supported by at least fifteen 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.
C6.4 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 seven 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
C7.1 The financial
year shall run from 1st October to 30th September each year
C7.2 The honorary
Treasurer shall be responsible for the preparation
of Annual Accounts
of the Club.
C7.3 The Accounts
shall be audited by an independent person(s)
elected annually
at the Annual General Meeting.
C7.4 All cheques
drawn against the Club’s funds shall be signed by
the Treasurer
and one other nominated Officer of the Club
C7.5 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
committee meeting prior to the commitment being made.
C7.6 All members
of the Club shall be jointly responsible for the
financial liabilities
of the Club
C7.7 Any surplus
of the Club’s income will be re-invested in the Club
and not distributed
to its members.
C8.0 DISCIPLINE
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
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.
C8.3 Grievances
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
C10.0 TROPHIES
C10.1 All 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
C11.1 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.
C11.2
If the club, by a majority of members
present and voting at a General Meeting of the Club,
resolve that it is necessary and advisable to dissolve
the Club, the Secretary shall call a Special Meeting
of the Club notice of which will include a statement
of the Resolution.
If a majority of members present and voting at the
Special General Meeting confirm the resolution to
dissolve the Club, the Committee shall have full power
to transfer any assets remaining after the satisfaction
of any proper debts or liabilities to any organization
or organizations which in the opinion of the Committee,
are devoted to objects similar to those of the Club,
failing which the Committee will arrange for these
to be placed in trust for this purpose.
BYE-LAWS
BL1.0 Not used
BL2.0 Not used
BL3.0 MEMBERSHIP
BL3.1 The subscription
of existing members (agreed at the AGM) shall become
due on 1 January 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 nonmembers 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.
BL3.4 A member
wishing to resign from the Club shall inform the Secretary
in writing.
BL3.5 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.
BL3.6 When 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.
BL4.0 Not used
BL5.0 MANAGEMENT
BL5.1 The Management
Committee shall comprise the Officers of the Club
(as defined in paragraph C5.2),
A coach to be nominated by the coaches committee
Gala convenor
Newsletter/Press Convenor
Kit Convenor
Fund Raising Convenor
Trophy Convenor
Technical Convenor
Child Protection Officer
Club Girl and Boy Captain
will be ex-officio members
Such other persons as may
be co-opted by the committee an on such terms as the
committee may decide.
BL5.2 All members of the committee
are subject to re election every year.
BL5.3 BL5.4 BL5.5
Retiring members of the Management Committee may offer
themselves for re-election.
BL5.6 BL5.7 BL5.8
The Management Committee shall be responsible for:
-
a) Considering and approving or otherwise nominations for
Life
Membership of the Club.
BL5.9 The 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.
BL5.11 The coaches committee shall comprise of the
Head Coach/Coaches, Coach representatives from the
Senior and Junior Sections, the North Ayrshire Leisure
Swimming Development Officer and the Club Secretary.
The coaches shall appoint the chairperson. The Secretary
or representative of the Committee shall arrange for
minutes to be taken of each meeting. The committee
shall be responsible for all the formulation and implementation
of appropriate arrangements of coaching, training
and teaching for squad selection and for the selection
of members for competitions. The committee may co-opt
other persons from time to time to assist in the administration
of the coaches' duties.
BL6.0 MEETINGS
BL6.1 General
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 the absence 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 circulated to Adult and
Life Members.
BL6.2 Annual 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 an 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 November.
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 November.
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 an AGM shall be:
Presidents Remarks
Apologies for
Absence
Approval of minutes
from previous AGM & matters arising.
Hon. Secretary
Report
Coaches report
Financial Report
Proposed changes
to Constitution
Proposed changes
to Bye-Laws
Election of Management
Committee Members
Appointment of
Auditors
Life Membership
Awards
Other relevant
business
BL6.3 Extraordinary
General Meeting (EGM)
BL6.3.1 The Secretary
will give notice, in writing of all Extraordinary
General Meetings, stating the Agenda, to all Adult
and Life Members at least 7 days prior to such meetings being
held.
BL6.3.2 The 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.
BL6.3.3 No business
shall be transacted at the EGM other than business
of which due notice has been given.
BL6.4 Management
Committee Meetings (MCM)
BL6.4.1 Notice 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.
BL6.4.2 Adult
Members who are not members of the MCM, may attend,
but may only participate with the agreement of the
Chairperson.
BL6.4.3 Management Committee members
shall have a deliberative vote.
BL6.4.4 No decision
of the MCM may be altered or revoked without
14(fourteen) days
prior notice of intent, in writing, being given to
the
Secretary.
BL7.0 FINANCE
& ACCOUNTS
BL7.0.1 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 AGM.
BL7.0.2 The Treasurer
shall submit a budget, to the last meeting of the
MCM prior to the AGM, for the following financial
year.
BL7.0.3 The Treasurer
shall submit a financial statement to the MCM no less
frequently than every 3(three) calendar Months.
BL7.0.4 All outgoing
payments shall be made by cheques, signed by the Treasurer
and either the President or the Secretary.
BL8.0 DISCIPLINE
BL8.0.1 Any 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.
BL8.1 Suspensions
and Fines
BL8.1.1 The 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
BL8.2.1 A 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
Any 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.
BL8.4 Appeals
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
BL9.0 AWARDS
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 Equal Opportunity
The club is committed to the principal of equal opportunity
in membership and aims to treat all members equally,
regardless of sex, marital status, creed, colour,
race ethnic origins or disability. The club seeks
to fulfil this aim through allowing anybody to join
the club and allowing nomination of any member to
the committee as laid out in the constitution
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