Alloa Amateur Swimming Club

Constitution: Alloa Amateur Swimming Club

Clause 1: Name

1:1 The name of the organisation will be ‘Alloa Amateur Swimming Club’ (with an abbreviation of ‘AASC’)

Clause 2: Aims

2:1 The aims of the AASC are to promote and encourage the knowledge and practice of swimming

Clause 3: Membership

3:1 The membership consists of the following categories –

a) Adult swimming / non-swimming members (16yrs and over) b) Under 16yrs swimmers (parents and/or guardians may represent these persons at the AGM / EGM and on the Management Committee)

3:2 Membership will be open to individuals who can swim a nominal distance

3:3 People may access the club facilities in trial training in order to establish if that interest is strong enough for full membership

3:4 All competing members of the club must be ‘amateurs’ as defined by the Scottish Amateur Swimming Association (SASA). They must also be registered with this Association

3:5 Membership is subject to the acceptance of the rules, conditions and fee systems of the Club

3:6 Membership rules, conditions and annual fees are determined at the AGM in January and are effective forthwith

3:7 Fees consist of 12 monthly sums that are based on the financial requirements of the Club and as they pertain to each individual membership

3:8 The Management Committee shall have the power to turn down an application for membership, provided they act in accordance with Bye-law BL3.6

Clause 4: Organisation Structure

4:1 The Club is affiliated to the Scottish Amateur Swimming Association (SASA)

4:2 The Club will have an elected Management Committee. Nominations for the committee will be decided at the AGM

4:3 The Club shall be subject to and bound by, the Constitution, Bye-laws and Regulations of the SASA and the appropriate SASA District Rules

4:4 The Club shall comply with the SASA Code of Conduct, the SASA Code of Ethics and the SASA Child Protection Guidelines. AASA will also adopt its own Code of Conduct / Discipline

4:5 The Club shall be governed by its Constitution, Bye-laws and Regulations

4:6 Amendments to the Constitution shall only be made at an Annual General Meeting, provided at least two-thirds majority of those are present and voting is secured

4:7 The Management Committee shall have the power to publish and adopt such Regulations, as the Committee feels necessary to govern the activities of the Club

4:8 The Management Committee shall appoint such sub-committees as may be considered necessary

4:9 The Management Committee shall appoint a Child Protection Officer (CPO) who has attended a SASA approved training course

Clause 5: Office Bearers

5:1 The general affairs of the Club will be managed by a Committee consisting of President / Chairperson, Treasurer, Secretary and three other adult members and / or representatives. Elections will be held annually at the AGM. If the post of any Officer or Committee member should fall vacant after such an election, the Committee shall have the power to fill the vacancy

5:2 A Committee member may undertake more than one position within that Committee with the exception of the three Officers

5:3 The Committee has the authority to appoint a Head Coach and Assistant Coach/ Coaches with the appropriate qualifications and experience. Conditions of appointment and expenses are by mutual agreement. The Coaches have no financial control but do have open access to the Committee

5:4 All Committee members shall be adult members of the Club i.e. adult swimming / non-swimming members or swimmer under 16yrs representative

5:5 The Club will hold Committee meetings no less than once every three months

5:6 Minutes will be available from Committee meetings, EGM and AGM to the Club Members

5:7 All matters of policy must be approved by the Committee

Clause 6: Meetings

6:1 Members will meet in person on a minimum basis of once per year at the AGM. Committee meetings will be arranged as required. A quorum for the committee meetings will be 33% of the total Management group

6:2 General meetings for members will be arranged as required

6:3 Notices to members of the AGM will be 30 days

6:4 The Club will hold an AGM in the month of January. All adult members and under 16yrs members representatives can attend, take part and vote on club issues. A quorum of two existing committee members and ten other members will be needed for the AGM to proceed

6:5 Any proposed changes to the Constitution should be given to the Club Secretary in writing two months prior to the AGM. These proposed changes should be made available to the membership two weeks prior to the AGM

6:6 The AGM will – · Approve minutes of previous year’s AGM · Receive Reports from Chairperson and Secretary · Receive Reports from the Treasurer and approve the annual accounts · Receive a report from the Auditors · Elect Management Committee Members · Invite the Head Coach to make a Report · Consider changes to the Constitution · Deal with any other relevant business

6:7 An Extraordinary General Meeting can be called by an application in writing to the Secretary supported by at least five adult members / under 16yrs swimmers representatives of the Club.

The Management Committee also has the power to call an EGM by decision of a simple majority of its members

Clause 7: Financial Arrangements

7:1 No financial transactions may be taken without the agreement of at least two of the Office bearers

7:2 All monies raised shall be applied to the administration or to further the aims and objectives of the AASC

7:3 Any withdrawal from the AASC bank account will require two authorised signatories. Elected Office bearers and nominated Committee members shall be the mandated bank signatories

7:4 Statements of Accounts will be prepared showing the balance as at the last day of December. Accounts will be independently checked and presented for agreement at the AGM

Clause 8: Discipline

8:1 The Management Committee has a Code of Conduct / Discipline to be adhered to by all members / representatives

8:2 All complaints should be given in writing to the Secretary and will be put before the Committee. Thereafter, the Committee will either action the complaint or refer it to the appropriate body (e.g.SASA)

8:3 Complaints involving doping, child abuse or other criminal offences shall be referred to the SASA Chief Executive within 48 hours, in accordance with SASA bye-law BL16.1.3

Clause 9: Trophies

9:1 All trophies belong to the Club in perpetuity and cannot be won outright

9:2 The winner of a trophy shall guarantee safe custody and return of the trophy when requested by the Management Committee

Clause 10: Dissolution

10:1 Any motion to dissolve AASC must be delivered in writing to the Secretary not less than 30 days before the date of the Committee meeting at which it is to be considered

10:2 In the event of dissolution, all funds remaining after the settling of all debts shall be transferred to such institutions as the Committee directs provided that such organisations are provided a similar community service.