blyth lifeguard and swimming club - constitution
TRANSCRIPT
1. Name
2. Objects
3. Membership
4. Subscription and other fees
5. Resignation
6. Suspension, expulsion and other disciplinary actions
7. Committees
8. Officers and honorary members
9. Annual General Meeting
10. Special General Meeting
11. Procedures at Annual and Special General Meetings
12. Alterations of rules and other resolutions
13. By-Laws
14. Finance
15. Borrowing
16. Property
17. Dissolution
18. Acknowledgement
Appendix A – Guidelines for handling internal club disputes
Appendix B – Regulations for the operation of the Judicial System internal disputes
BLYTH LIFEGUARD AND SWIMMING CLUB - CONSTITUTION
Rules of the Club as at 1st January 2020
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1. Name
1.1. The name of the club shall be Blyth Lifeguard and Swimming Club.
2. Objects
2.1. Because of the unique status of this Club as a Lifeguard and Swimming Club the
objectives of the Club shall be the objectives of Swim England, the Royal Life
Saving Society & Surf Life Saving GB. These three organizations will be referred to
throughout this document as the Relevant Governing Bodies (RGB). It is not
anticipated that there will be any conflict between the rules, laws and guidance of
these three organizations but in instances where there is some disparity the
procedure most appropriate to the matter to be resolved will be adopted.
2.1.1. The Club is committed to treating everyone equally within the context of its
activity and with due respect to the differences of individuals. It shall not apply
nor endorse unlawful or unjustified discrimination and shall act in compliance
with the protections afforded by the Equality Act 2010.
2.1.2. The Club shall implement the Swim England Equality Policy (as may be
amended from time to time) and the other RGB.
2.1.3. To ensure that everyone has an opportunity to learn to swim.
2.1.4. To support the pursuit of excellence, in all its disciplines and at all levels of
the sport.
2.1.5. To provide the direction and effective management of the sport.
2.1.6. To provide a proactive communication service to its customers supported by
a measured, efficient service in response to its customer enquiries.
2.1.7. To provide facilities for and to promote personal development.
2.1.8. To minimise the loss of life from drowning by providing and manning efficient
lifesaving equipment at appropriate times and venues.
2.1.9. To appoint patrols at relevant times and venues to render all possible aid to
those in distress, or in danger of drowning.
2.1.10. To arrange and facilitate instructional classes for those involved in learning to
swim, swimming improvement, competitive swimming, lifesaving and life
guarding.
2.1.11. To promote friendship and club activities.
2.2. The Club shall be affiliated to Swim England North East Region and shall adopt and
conform to the rules of this Association, and to such other bodies as the Club may
determine from time to time.
2.3. The business and affairs of the Club shall at all times be conducted in accordance
with the Articles, Regulations and Technical Rules of Swim England. (“Swim
England Regulations”) and other (RGB) in particular:
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2.3.1. All competing members shall be eligible competitors as defined in Swim
England Regulations; and
2.3.2. The Club shall in accordance with Swim England Regulations adopt Swim
England Child Safeguarding Policy and Procedures (“Wavepower”) including
the other RGB; and 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.
2.3.3. Members of the Club shall in accordance with Swim England Regulations
comply with Wavepower and also comply with the other RGB Child
Safeguarding Policy, Regulations and Procedures.
2.3.4. The club agrees to adopt the RLSS UK Safeguarding and Protecting Children
policies and procedures
2.3.4.1. All individuals involved in Lifesaving through the club at every level,
including participants, Officials, Trainers/Assessors, Volunteers,
Administrators, Club Officials or spectators agree to abide by the RLSS UK
Code of Ethics and Conduct (“Code”) and all such individuals participating
or being involved in Lifesaving through the club in one of the
aforementioned roles or in a role which comes within the intended ambit of
this paragraph and the RLSS UK Safeguarding and Protecting Children
policies and procedures generally are deemed to have assented to and as
such recognise and adhere to the principles and responsibilities embodied
in the Code.
2.3.4.2. Each and every constituent member of the club including without
limitation all Clubs and disciplines, shall be responsible for the
implementation of the RLSS UK Safeguarding and Protecting Children
policies and procedures in relation to their members.
2.4. By virtue of the affiliation of the club to Swim England North East Region, the Club
and all members of the Club acknowledge that they are subject to the regulations,
rules and constitutions of:
2.4.1. Swim England North East Region; and
2.4.2. Swim England (to include the Code of Ethics); and
2.4.3. British Swimming (in particular it‟s Anti-Doping Rules and Judicial Code); and
2.4.4. FINA, the world governing body for the sport of swimming in all its disciplines
(together “the Governing Body Rules”).
2.4.5. Royal Lifesaving Society
2.4.6. Surf Lifesaving Society GB
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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.
2.6. The Club colours shall be: Blue and Yellow. Relevant uniform must be work
whenever a member represents the Club. Lifeguards will wear Red and Yellow when
on duty.
2.7. In accordance with Swim England Rule 413: Costumes shall, be in good moral
taste, suitable for the individual sports discipline, be non-transparent and be one-
piece.
3. Membership
3.1. The total membership of the Club shall not normally be limited. If however the
Committee considers that there is 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 RGB and the relevant RGB 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 RGB‟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 Swim
England‟s Code of Ethics, Swim England Regulations relating to Wavepower, those
parts of the Judicial Regulations and procedures necessary for their implementation
and whilst engaged in activities under the jurisdiction of Swim England shall be
subject to all the constraints and privileges of the Judicial Regulations.
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 any member of the Executive Committee or a Head of Section.
(Lifeguard Captain, Club Coach and Chief Instructor) If an application is refused
reasons must be given by the membership officer or executive committee. Any
person refused membership may seek a review of that decision before a review
panel appointed by the Committee comprised of not less than three members (Who
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may or may not be members of the Committee). The review panel shall (wherever
practical) include one independent member nominated by Swim England Northern
Region (or RGB). The person refused membership shall be entitled to make
representations 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. Any person age 18 and over applying for membership of the club in a volunteer
capacity, accepts that he/she maybe DBS checked, and the membership application
shall be considered on the results of such check
3.6. All members will receive a copy of the relevant code of conduct and policy
statements, child protection policy and constitution
3.7. In its consideration of applications for membership, the Club shall not act in a
discriminatory manner and in particular, shall adhere to the Equality Act 2010 (as
may be amended). Accordingly, the Club shall not refuse membership on the basis
of a Protected Characteristic within the Equality Act 2010, such as disability; gender
or gender identity; pregnancy; race; religion or belief; or sexual orientation. Neither
may refusal be made on the grounds of political persuasion.
3.8. Membership is open to those aged 6+ and will be divided into the following
categories;
3.8.1. Full Membership – All members regardless of age or role within the club shall
pay a standard membership fee as ratified at the AGM. In addition to this,
members will also be required to pay the affiliation fee to the relevant governing
body/bodies for insurance purposes. Members (aged 18+) shall be eligible for
election to all offices of the club.
3.8.2. Temporary membership - Temporary membership of the club may be
authorized by committee members from either of the Competitive Swimming,
Tuitional, or Lifeguard Committees. A temporary membership is for those
members who can only attend a small amount of sessions throughout the year
due to other commitments such as university. These members will complete a
membership form and will pay per session. Temporary members must hold
affiliation to the relevant governing body for the section they are attending.
3.8.3. Associate Membership - Associate membership is available to non-executive
club administrators, or the parent(s) or guardian(s) of a junior or youth member.
This gives them the right to vote at any club general meeting, but not to
participate in any club activity that a full membership allows. A maximum of two
Associate Memberships per family of two or more junior club members is
allowed.
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3.8.4. Honorary Membership - Honorary Membership will be granted to any member
for one year who in the opinion of the executive committee has rendered or is
rendering valuable service to the club.
3.8.5. Honorary Life Membership - Shall be granted to a member who in the opinion
of the executive committee has given exemplary service over a long period of
time to the club.
3.8.6. Honorary members can participate in any club activity that a full membership
would allow. Except that honorary members shall not be required to pay a
membership fee, and shall not be entitled to hold office on the Executive
Committee nor exercise any voting right. Honorary members will be included in
the annual return of members to the Swim England.
3.8.7. Honorary Club Officer - Pre-requisites to be 18 years and over, have been a
member of the club from January to December of the preceding year prior to
application, and fulfilled a position of an officer of the club as agreed by the
Executive during that year.
3.8.8. Honorary Instructor - Pre-requisites to be 18 years and over, have been a
member of the club from January to December of the preceding year prior to
application, and fulfilled a tuitional position of the club as agreed by the
executive during that year.
3.8.9. Patrons - These shall consist of all persons or organisations that by annual
donation have assisted in furthering the objectives of the club. Patrons will not
normally be entitled to club privileges.
4. Subscription and Other Fees
4.1. The annual member‟s subscription fees shall be recommended by the Executive
Committee and determined by a vote at the Annual General Meeting
4.2. The annual subscription and entrance fee (if any) shall be due on joining the club
and thereafter by the 31st day of January each year
4.3. Any member whose subscription is unpaid by the date falling 30 days after the 31st
day of January 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.
4.3.1. Members of the club will discharge any debts to the club within a reasonable
period of time. Any failure to do so will be referred to the Executive Committee
for further action including referral for disciplinary action and/or legal action to
recover any monies owed.
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 Swim
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England Membership Fees to Swim England on behalf of members, be
consequential upon an increase in individual Swim England 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 Annual General Meeting.
4.5. The Executive Officers (or the Committee) shall have the power in special
circumstances to remit the whole or part of the fees, including the Swim England
membership fees, to address issues of social inclusion.
5. Resignation
5.1. A member wishing to resign membership of the Club must give to the Secretary
written notice of their resignation. A member‟s resignation shall only take effect
when agreed by the Executive Committee and there is no outstanding financial
commitment or disciplinary action outstanding against this individual and this (Rule
5.1) has been complied with.
5.2. The member who resigns from the club in accordance to rule 5.1 above shall not be
entitled to have any part of the annual membership fee or any other fees returned
5.3. Notwithstanding the provisions of Rule 5.1 above, a member whose subscription is
more than two months in arrears shall be deemed to have resigned. Where the
membership of a member shall be terminated in this way, he/she shall be informed
in writing that he/she is no longer a member by notice handed to him/her or sent by
post to his/her last known address.
5.3.1. Notwithstanding the provisions of Rule 5.1 above any swimmer not attending
a relevant session for a period of five consecutive weeks and who has not
notified the relevant section head of the reason for their absence will be
deemed to have resigned from membership of the Club.
5.4. The Swim England Membership Department and relevant (RGB) shall be informed
should a member resign when still owing money or goods to the Club.
6. Suspension, expulsion and other disciplinary actions
6.1. The Club shall adopt and comply with the RGB guidelines for handling Internal Club
Disputes. These guidelines can be found at Appendix A to this Constitution
6.2. The Committee shall have power to expel a member when, in its opinion, it would
not be in the interests of the Club for the individual to remain a member. The Club in
exercising this power shall comply with the provisions of Rules 6.4 and 6.5 below.
6.3. Upon expulsion the former member shall not be entitled to have any part of the
annual membership fee refunded and must return any Club or external body‟s trophy
or trophies held forthwith. Clubs in exercising this power are required to comply with
the provision of Rules 6.4 and 6.5 below.
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6.4. The Club shall comply with the relevant Judicial Regulations for handling Internal
Club Disputes (“the Procedures”) as the same may be revised from time to time. A
copy of the relevant Regulations and Procedures are at Appendix B to this
Constitution.
6.5. A member may not be expelled or, (subject to Rule 6.6 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.
6.6. 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 incident or matter will thereafter
be dealt with in accordance with the appropriate Judicial Regulations.
6.7. The Officials in charge of a particular event shall be responsible for the discipline. If
further action is required, this is to be referred to the Internal Disputes Procedures
as laid down by the RGB.
7. Committees
7.1. The Executive Committee
7.1.1. The Executive Committee shall consist of; Chair, Vice Chair, Secretary,
Public Relations Officer, Treasurer, Lifeguard Captain, Club Coach, Chief
Instructor, Membership Convenor, Competition Secretary, Social Convenor,
Workforce Co-ordinator, Swim Mark Co-ordinator, Disability and a Youth
Representative. In the event that an Executive Committee post is not filled a
nomination from the relevant section can be nominated to sit on the Executive
Committee. The nominated person will have the same duties and
responsibilities as other Executive Committee members.
7.1.2. The Executive Committee will consist entirely of elected members of the Club.
Members may only be elected to the Executive after they have completed at
least one year in full membership. All Committee Members must be not less
than 18. The Youth Representative must be aged between 16 and 25 years of
age and irrespective of age will have a right to attend Committee Meetings
without a right to vote.
7.1.3. The positions of Lifeguard Captain, Vice-Captain, Chief Coach and Chief
Instructor will be appointed by election from the relevant sections every two
years, subject to ratification by Executive Committee.
7.1.4. Executive positions will be a two-year appointment with half of the Committee
standing down each year in a two-year cycle.
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7.1.4.1. In year one of the cycle the following officers will retire: Chair,
Treasurer, Public Relations Officer, Swim Mark Co-ordinator and
Membership Convenor, Youth Representative.
7.1.4.2. In year two of the cycle the following officers will retire Vice Chair,
Secretary, Social Convenor, Competition Secretary, Workforce Co-
ordinator, Disability
7.1.4.3. The Executive Committee reserves the right to change this cycle in
the event that officers leave the Executive before their tenure is over or in
other unforeseen circumstances.
7.1.5. The Executive Committee will meet at least once a month and their duties will
be
7.1.5.1. To receive and deal with correspondence.
7.1.5.2. To receive reports from Committee Members and the
recommendations of their respective sub-committees and to give decisions
on such recommendation
7.1.5.3. To deal with any other business
7.1.6. Emergency meetings of the Executive Committee may be called by the Chair
or Acting Chair at any time, but any decisions made must be quorate in
accordance with the Rule 7.1.9
7.1.7. The Committee shall appoint members of the Club as Welfare Officers who
must be not less than 18 years of age, who should have an appropriate
background and who is required to undertake appropriate training in
accordance with Wavepower & RGB rules. The Welfare Officers will have a
right to attend Committee Meetings without a right to vote.
7.1.8. The Executive Committee members shall be proposed, seconded and elected
by ballot at the Annual General Meeting. Election to the Committee shall be for
two years. Any casual vacancy occurring by resignation or otherwise may be
temporarily filled by the Committee, but any member so chosen shall retire at
the next Annual General Meeting but shall be eligible for re-election at that
Meeting. Members with less than one year in full membership may be selected
to fill a casual vacancy on the Executive Committee but cannot be elected to the
Executive Committee until they have completed one year‟s full membership
(Rule 7.1.2)
7.1.9. Executive Committee meetings shall be held not less than once a month
(save where the Executive Committee itself shall by a simple majority resolve
not to meet), and the quorum of that meeting shall be six members provided
that the Chair, Vice Chair or Secretary are present within that number. The
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Chair 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 or
written notice of a meeting. Decisions of the Committee shall be made by a
simple majority and in the event of equality of votes the Chair (or the Acting
Chair of that meeting) shall have a casting, or additional vote. The Secretary, or
in his/her absence a member of the Committee, shall take minutes.
7.1.10. 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 Chair. 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.
7.1.11. In addition to the members so elected the Committee may co-opt further
members of the club who shall serve until the next Annual General Meeting. Co-
opted members shall at the discretion of the Chairperson or Acting Chairperson
be entitles to vote at the meetings of the Committee and shall not be counted in
establishing whether a quorum is present. A maximum of 6 co-opted members
may be on the Committee at any given time.
7.1.12. 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.
7.1.13. 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 and to verify legal & financial
documents prepared by the secretary for Inland Revenue, Insurance, Bank and
Funding.
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7.1.14. The members of the Committee shall be entitled to an indemnity out of the
assets of the Club for all expenses and other liabilities properly incurred by them
in the management of the affairs of the Club.
7.1.15. The Committee shall maintain an Accident Book in which all accidents to Club
members at swimming related activities shall be recorded. Details of such
accidents shall be reported to Swim England‟s Membership Department and
appropriate RGB. The Club shall make an annual return to Swim England‟s
Membership Department indicating whether or not an entry has been made in
the prescribed form, which is to be found on the membership renewal form.
This responsibility is devolved in practical terms to the Heads of section for the Club.
7.1.16. The Committee shall have power to make regulations, create by-laws (see
Rule 13.1) and to settle disputed points not otherwise provided for in this
Constitution.
7.1.17. The Lifeguard Captain, Club Coach and Chief Instructor shall respectively act
as the convenors of the lifeguard and competitive swimming committees. No
person shall be the convenor of more than one sub-committee within the club.
7.2. Standing Committees
7.2.1. Membership Committee
7.2.1.1. Shall consist of the Membership Convenor and other members who
shall be selected by the Executive Committee as soon as possible after
the AGM.
7.2.1.2. Duties shall be;
i) To receive (with annual fee) and consider applications for
membership and to make the necessary recommendations to the
executive committee.
ii) To report on membership to the executive committee
7.2.2. Social Committee
7.2.2.1. Shall consist of the Social Convenor and other members who shall
selected by the Executive Committee as soon as possible after the AGM.
7.2.2.2. Duties shall be;
i) To consider and report on social events and to organise such
events authorised by the executive committee
7.2.3. Competitive Swimming Committee
7.2.3.1. Shall consist of the Club Coach, Assistant Coaches and Competition
Secretary.
7.2.3.2. Duties shall be;
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i) To set standards for entry into the competitive section
ii) To be responsible for the organisation of all competitive training
and the provision of coaches in support of it
iii) To select swimmers to represent the club in swimming competitions
7.2.4. Tuitional Swimming Committee
7.2.4.1. Shall consist of the Chief Instructor and all other Instructors.
7.2.4.2. Duties shall be;
i) To be responsible for the organisation of all tuitional training and
the provision of instructors in support of it
ii) To organise awards nights, the provision of awards and examiners
in support of those awards
IT IS THE RESPONSIBILITY OF THE HEAD OF SECTION OR SENIOR MEMBER
PRESENT TO ENSURE THAT ADEQUATE LIFESAVING COVERAGE IS PRESENT AT
ANY TIME WHEN A CLUB SESSION IS IN PROGRESS.
7.2.5. Lifeguard Committee
7.2.5.1. Shall consist of Lifeguard Captain, Vice-Captain, Lifeguards and other
members to be selected by the Captain and Vice-Captain as soon as
possible after the AGM.
7.2.5.2. Duties shall be;
i) To advise the Executive Committee on all matters related to
lifesaving and to submit recommendation or methods of improving
the standard of lifesaving.
ii) To conduct lifesaving training courses and be responsible for the
organisation of any lifesaving competitions, displays and arrange
all lifesaving examinations and awards.
iii) To advise the Executive Committee on the selection of lifeguards to
represent the club.
iv) To be responsible for the care and maintenance of the club‟s
lifesaving equipment and other equipment ancillary thereto subject
to any maintenance recommendation on the said equipment being
first reported to the Executive Committee.
v) To formulate the bylaws necessary for the Lifeguard Section,
subject to ratification by the Executive Committee.
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7.2.6. Youth Committee
7.2.6.1. Shall consist of elected members from the Tuitional, Competitive and
Lifeguard sections of the club. Youth members will be aged 14-25
7.2.6.2. Duties shall be;
i) To represent the views of all junior members of the club.
ii) To help with all authorised fundraising.
iii) To promote, organise and assist with the running of all authorised
social events.
8. Ceremonial Positions and Honorary Members/Life Members
8.1. The Annual General Meeting 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 club on
election but shall, ex officio, be an honorary member of the Club and must be
included in the Club‟s annual return of Members to Swim England.
8.2. The Committee may elect any person as an honorary member of the Club for one
year or as an honorary life member. Honorary members 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 their ordinary membership of the Club. Such honorary & life
members must be included in the Club‟s annual return as to membership.
8.3. Once created by the committee, honorary/life membership categories may only be
removed (not withstanding that persons may hold these categories of membership)
at a Annual General Meeting of the club, when it shall be properly proposed in
accordance with these rules.
8.4. A minimum of 21days in advance of the Annual General Meeting, the Committee
shall write to all holders of honorary/life membership effected by the above proposal
drawing the proposal to his/her/their attention and inviting him/her/them to attend the
annual general meeting.
8.5. Where the effected holder or holders of the honorary/life membership do not attend
the Annual General Meeting, the Chairman may allow the matter (in so far as it
relates to the absence person(s) to proceed directly to vote, which shall be by show
of hand or secret ballot at the discretion of the chair person.
9. Annual General Meeting
9.1. The Annual General Meeting shall be held in December of each year at a venue to
be decided by the Executive Committee.
9.1.1. Failure of a member to receive notice will not in-validate the meeting. Voting
shall be by show of hands unless the majority of members present and who are
entitled to vote demand a ballot.
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9.1.2. Members absent from an Annual General Meeting of the club may not appoint
a proxy vote on their behalf.
9.1.3. Any two members may propose any other candidate or candidates for the
Executive Committee by notice in writing to the Secretary fourteen days before
the meeting and the names of the candidates and the positions for which they
stand be declared before voting commences at the Annual General Meeting.
This should not invalidate the proposing of a candidate for election to any post
being made at the said meeting, if the Secretary has received no previous
nominations.
9.2. The purpose of the Annual General Meeting is to transact the following business;
9.2.1. To receive from the Chair & executive officers reports 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. Should
nominations exceed vacancies, election by ballot
9.2.5. To decide on dissolution of existing honorary and/or life membership
categories
9.2.6. To decide on any resolution, which may be duly submitted in accordance with
Rule 9.3.
9.2.7. To deal with any other business which the Chair or Acting Chair permits.
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 14 days before AGM. The nominee shall be required to indicate in
writing on the nomination form his/her willingness to stand for election. Notice of any
resolution proposed to be moved at the Annual General Meeting shall be given in
writing to the secretary not later than 30 days before AGM
9.4. Appoint 4 Custodians for property belonging to the Club.
9.5. Judiciary committee
10. Special General Meetings
10.1. A Special General Meeting may be called at any time by the Committee. A
Special General Meeting shall be called by the Club within 28 days of receipt by the
Secretary of a requisition in writing signed by not less than ten members entitled to
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attend and vote at a General Meeting or if greater, such number as represents 10
per cent of the total of those members entitled to attend and vote at a General
Meeting stating the purposes for which the meeting is required and the resolutions
proposed.
11. Procedure at the Annual and Special General Meetings
11.1. The Secretary shall be responsible for the handing out or sending to each
member at his/her 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 fourteen days before the meeting. In the case of the Annual General
Meeting a list of the nominees for the Committee posts and a copy of the examined
accounts will also be distributed. 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 be posted on the
Club notice board. The AGM will also be announced at all club sections in the month
before the AGM as well as appearing on the club website and in newsletters sent
out by all sections of the club.
11.2. The quorum for the Annual and Special General Meetings shall be seven
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 their absence a member appointed 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 Chair shall have a casting or additional vote. Only paid up
members who have reached their 16th birthday at the time of the meeting 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 Chair as matters concerning juniors.]
11.4. The Secretary, or in his/her absence a member of the Committee, shall take
minutes at the Annual and Special General Meetings.
11.5. The Chair 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.
12. 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
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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 Swim
England North East Region and other RGB
12.2. Such number of members as represent one-tenth in number of the members
entitled to attend and vote at a General Meeting shall be entitled to put any proposal
for consideration at any General Meeting provided the proposal in writing shall have
been handed or posted `to the Secretary of the Club so as to be received by the
Secretary not later than 21 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. By-Laws
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. Finance
14.1. All members of the executive shall be empowered to receive and
acknowledge cash on behalf of the club provided that the transaction is supported
by appropriate documentation.
14.2. All monies payable to the Club shall be received by the Treasurer and
deposited in a bank account in the name of the Club. No sum shall be drawn from
that account unauthorised. Cheques are signed by one of two authorised signatories
who shall be the Secretary and Treasurer. Any monies not required for immediate
use may be invested as the Committee in its discretion think fit.
14.3. 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.]
14.4. 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.
14.5. The financial transactions of the Club shall be recorded by the Treasurer in
such manner as the Committee think fit.
14.6. The financial year of the club shall be the period commencing on 1st
November and ending on 31st October to which day the accounts of the club shall be
balanced. Any change to the financial year shall require approval of the members in
a General Meeting
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14.7. The Committee shall retain all financial records relating to the Club and
copies of Minutes of all meetings for a minimum of six years.
15. Borrowing
15.1. The committee may borrow money on behalf of the club for the purposes of
the club from time to time at their own discretion (up to such limits on borrowing as
may be laid down from time to time by the General Meeting) for the general upkeep
of the club or with the prior approval of a General Meeting for any other expenditure,
additions or improvements.
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 sum 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. Property
16.1. The property of the Club, other than cash at the bank, shall be vested in not
less than two but more than four Custodians. 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 for a period of two years or until death or resignation.
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. Dissolution
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 organization
having objects similar to those of the Club for the furtherance of such objects)
nominated by the last committee. (See guidance notes regarding taxation)
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18. Acknowledgment
18.1. The Members acknowledge that these Rules constitute a legally binding
contract to regulate the relationship of the members with each other, the Club and
the relevant (RGB).
18.2. The following statement must appear on Club membership forms and is to be
signed by the member. It must also be countersigned by parent or person having
parental responsibility for the member, if under 18 years of age:
“I acknowledge receipt of the rules of Blyth Lifeguard & Swimming Club and
confirm my understanding and acceptance that such rules (as amended from time
to time) shall govern my membership of the club. I further acknowledge and
accept the responsibilities of membership upon members as set out in these
rules.”
.
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Appendix A – Guidelines for handling internal club disputes
1 Introduction
The purpose of these notes is to give Clubs guidance in the handling of internal club disputes. With the introduction of the Code of Ethics and the increased risk of litigation it is important that internal disputes are handled correctly from the outset. Whilst most Clubs do from time to time have disputes between Committee members, parents and swimmers these can usually be resolved amicably between the individuals concerned. Occasionally it is also necessary to discipline swimmers for minor incidents of misbehaviour and this can also be done fairly by the Coach/Team Manager. Sometimes a more serious dispute arises in a Club and because such a situation does not occur frequently Clubs are unsure how to handle the matter. This can lead to the dispute becoming more serious with recourse to the Judicial procedures becoming necessary. These guidelines do not apply to paid employees of a Club. If a Club is in dispute with a paid employee, then the employment contract and employment law needs to be considered. Specialist legal advice may have to be sought.
2 General Principles
Judicial Regulations define Protests and Complaints and it should first be decided whether the matter is a Protest or a Complaint. A Protest can be dealt with by a Club provided they are the Promoter of the Competition to which the Protest relates. A Complaint cannot be dealt with by a Club. However, it is often possible to resolve a dispute within a Club without the matter becoming a formal Complaint. If either party is dissatisfied with a decision reached in an internal Club dispute, then they still have the option to make a formal Complaint to the Swim England Judicial Administrator. It must be noted that a Club only has the power to legislate for a breach of its own rules and can only suspend a swimmer from its own Club activities. A Club does not have the power to handle a dispute relating to a member of another Club nor deal with an offence against Swim England Regulations. The key principle to be followed is that Swim England Regulations conform to the law of the land in so much that an individual accused of an alleged offence is innocent until proven guilty and he/she must have reasonable opportunity to present a defence and have his/her views heard. In these notes reference is made to the term “dispute‟ to avoid confusion with the term “Complaint‟ used in formal Swim England Judicial terms. The term Club could also refer to as a League or County Association. It is assumed for the purpose of these notes that the dispute is between the Club and one or more of its members. It is most important that the same people in the Club do not become both the prosecutor (or defender) and the judge. If the Committee or its officers are either the prosecutor or defender or involved in the dispute, then they must find other members not connected with the matter to hear the evidence from both parties to the dispute. There are occasions when a problem arises in a Club, for example fighting between members in a training session, where immediate action is required such as a temporary suspension or exclusion from a training session or from wider club activities. Coaches and officers should always be given the power to invoke a temporary suspension. A report should then be made, immediately, to the Club officers who should follow the procedures in the relevant section of the rules.
3 Procedures
On receipt of the dispute every effort should be made to resolve the matter by informal discussion. In difficult cases the Chairman of the relevant Panel is empowered to appoint an independent arbitrator to assist in achieving a settlement. If this fails or it is clearly necessary to discipline a member, the Club should set up a panel to deal with the matter. The panel should consist of three persons, one to act as Chairman. A Secretary may also be needed. The panel will need to consist of people not involved in the dispute and the Club may want to
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ask individuals from outside the Club to sit on the panel. The full Club Committee could of course hear the dispute but given the number of people on a Committee this could be seen as intimidating and it is usually preferable to have a smaller number of people to hear a disciplinary matter, hence the recommendation to set up a panel of three persons. The Chairman must notify both parties of the date, time and place of the hearing and the names of the panel members. Both parties need to be given copies of all the papers and every effort should be made to hold the hearing within 14 days of the receipt of the dispute. If either party is under 18 years of age, they must be advised of their right to be accompanied by a parent (or other person with a parental responsibility for them) or coach to help them present their case. Both parties should be allowed to bring witnesses. The hearing should be as informal as possible but needs to be controlled. Points to note; (a) The complainant will present evidence first and the accused will have the right of reply. (b) Both parties to the dispute are able to call witnesses, the complainant going first and each party should be allowed to question the other party‟s witnesses. (c) Witnesses must wait outside the hearing room until they are called. After questioning they may wait in the hearing room, taking no further part in the proceedings. (d) The Chairman or Secretary will make notes of the hearing and the panel will make every effort to announce their decision verbally to all the parties without delay followed by written confirmation to reach all parties within five days.
4 Powers of the Clubs
The powers of Clubs regarding the disciplinary action they can apply must not exceed those in Swim England Judicial Regulations which can result in full suspension from Club activities for whatever period the panel shall decide or in expulsion. The panel if it wishes can impose a lesser penalty such as a written or verbal reprimand. If either party to the dispute is dissatisfied with the outcome, they are still entitled to make a Complaint to the Judicial Administrator at the Office of Judicial Administration.
5 Further Information
Additional guidance can be obtained from the Swim England Handbook or a Swim England Friend, see the website for further details: http://www.swimming.org/members/how-to-resolve-issues-with-your-club/
6 Conclusions
The key message when dealing with disputes is to ensure: (a) All parties are treated fairly; (b) The complainant has the opportunity to present the case; and (c) The accused has the opportunity to respond.
NB In addition to these rules and regulations which are those recommended by Swim England, Blyth Lifeguard & Swimming Club will also add an extra rule that is designed to ensure fairness in any judicial proceeding. This is as follows;
A member who is to appear before a Judiciary or Appeal panel will be informed that they have the right to be supported by a „friend‟ at that panel. That „friend‟ will be entitled to make representations to the judiciary and/or Appeal panel on behalf of that member. That „friend‟ can be an individual chosen by the member concerned from within or outside of the club membership provided they are not involved in the matters which lead to the appearance of the member before the panel.
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Appendix B – Regulations for the operation of the Judicial System
Internal disputes
150. General
150.1 The primary objective of the Regulations in this section is to set out ways by which a
just outcome of an internal dispute between the members of a club, organisation, association or body may be secured as expeditiously as possible.
150.2 An „internal club dispute‟ is a dispute involving an alleged breach of the club‟s rules, between two or more club members, any or none of whom may be an officer of the club, or one or more club members and one or more employees of the club (the „parties‟).
150.3 Any dispute which involves an allegation that there has been a breach of Swim England Regulations by a member must be dealt with as a complaint under Regulation 102 and the other relevant Regulations.
150.4 If the dispute involves an allegation against a paid employee of the club the issue must be dealt with under the terms of their contract of employment.
150.5 A failure by a club or any of the parties to comply with these Regulations 150 to 155 inclusive shall be grounds for a complaint under Regulation 102.
150.6 Organisations, associations or bodies affiliated to Swim England shall conform with such parts of Regulations 150 to 155 inclusive as may reasonably be applied to them, in all respects as if they were a club.
151. Sequence of steps to deal with a dispute
151.1 The parties shall use any reasonable means to settle the issues between them informally and amicably.
151.2 If such a resolution cannot be achieved, the dispute shall be referred to the chair of the club committee or, if he is a party to the dispute, to another officer of the club who is not a party who within seven days of the reference shall appoint an independent person to act as a mediator between the parties. The mediator may be a member of the club or a member of another club affiliated to Swim England.
151.3 If the mediator is unable to bring about a satisfactory settlement within 21 days, the club committee shall within a further 14 days appoint a panel (the „panel‟) to determine the dispute.
151.3.1 The panel shall consist of three persons who have not been involved in the dispute, either from the members of the club or, if this is not possible or desirable, from the members of any other club affiliated to Swim England.
151.3.2 The parties shall be given the opportunity to object to any of the members of the panel at least seven days before the scheduled date of any hearing. The club committee shall consider any such objections, decide whether they are justified and act accordingly.
151.4 If a dispute cannot be resolved fairly and amicably between the parties concerned and
does not include a breach of Swim England Regulations, it may be dealt with under the relevant provisions of Regulation 281 which deal with club rights and responsibilities.
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152. Procedure before a hearing
152.1 The panel members shall appoint one of their number to act as the Chair and either appoint another of their number, or alternatively appoint an additional person without any other powers, to act as the clerk of the hearing. 70 The Swim England Handbook 2019 | Judicial Regulations for the Judicial System
152.2 The Chair of the panel shall arrange the date of the hearing and notify the parties of the arrangements at least 14 days in advance of the date set. The notified date shall not be changed unless one or more of the parties has a compelling reason for not being able to attend on the notified day or time.
153. Procedure at a hearing
153.1 The procedure shall be flexible, and it shall be the responsibility of the Chair of the
panel to ensure the orderly and effective conduct of the hearing.
153.2 The panel shall not be bound by the judicial rules of the courts of England and Wales governing procedure or the admissibility of evidence provided that the hearing is conducted in a fair and orderly manner and that each party is given a reasonable opportunity to give and call evidence, address the panel and present their case. The Chair shall have the discretion to limit the number of witnesses that would otherwise have been called.
153.3 Witnesses shall normally be provided with an area outside the hearing room and not take any part in the hearing other than giving evidence and responding to questions.
153.4 The parties shall be informed of their right to make a complaint under Regulation 102 if they are dissatisfied with the conduct of the hearing or the grounds upon which the decision was made or if they consider any sanction imposed to be disproportionate.
154. Procedure after a hearing
154.1 The panel shall come to a decision as soon as reasonably practicable after the hearing and if possible, announce its findings and decisions orally to the parties.
154.2 Notwithstanding anything in Regulation 154.1 the Chair shall notify the parties and, if the club was not a party to the dispute, the club secretary in writing of its findings and decisions within five days of the hearing.
155. Considerations regarding children
155.1 Any person under the age of 18 (a „child‟) who is a party to a dispute or who has been called as a witness shall normally be accompanied by a parent, a person with parental responsibility or a suitable adult. The Chair shall have the sole discretion as to whether a child is permitted to present or defend a case or be questioned as a witness and may order that the child be assisted or represented by an adult.
155.2 The Chair shall give due consideration to any child attending a hearing as a party to a
dispute or to give evidence and in particular:
155.2.1 no child aged 14 or under shall normally be expected to attend a hearing to give evidence in person. Their evidence shall normally be given as a written statement with the assistance of a club welfare officer or other person acceptable to the child and parent. Questions and responses may be relayed by a panel member. If the child appears distressed the panel shall rely only on the written evidence;
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155.2.2 a child over the age of fourteen shall only attend a hearing as a party to the dispute or to give evidence in person provided they wish to, and the Chair has consulted with the parent and child and is satisfied that they both understand the nature of the hearing and what will happen and that the child is competent to attend;
155.2.3 if there is a disagreement between parent and/or child and the Chair on any of the considerations above, the Chair shall consider requesting advice from the Independent Child Protection Officer via the Swim England Legal Department. 71 The Swim England Handbook 2019 | Judicial Regulations for the Judicial System
155.3 During the hearing, a child who is expected to give evidence in person and their accompanying adult(s) shall be required to attend only those parts of the hearing which are necessary for a child to give their evidence and shall be provided with a separate waiting area with no contact with any of the [other] parties.
155.4 After the hearing the Chair shall inform the parent of the panel‟s findings and decisions and shall discuss whether they or the parent shall inform the child.
Note: Further guidance is available on the clubs and members section of the Swim England Website.