Rule 1
The Club shall be called the “Rhyl Dolphins Swimming Club”. Its colours shall be blue and gold and it will be affiliated to the Welsh Amateur Swimming Association and to the North Wales Amateur Swimming Association. The headquarters of the club shall be Rhyl Leisure Centre. For the purpose of correspondence all letters may also be addressed to, and dispatched from, the home of the Club Secretary, or other person(s) approved by Rhyl Dolphins Swimming Club.
Rule 2
The objectives of the Club shall be to teach, coach, promote and encourage swimming and allied activities.
Rule 3
The club shall be open to members of either sex. Members may be: - a) Swimming Members – who will be registered with the Welsh Amateur Swimming Association and the North Wales Amateur Swimming Association. Membership will include admission to all coaching and training sessions, as arranged. Swimming Members shall be bona-fide amateurs as defined by the laws of the Welsh Amateur Swimming Association. b) Administrative Members – members of the Executive and Swimming Committees, teaching, coaching and poolside assistants, who are suitably qualified, or experienced and other persons who pay the appropriate fee. Membership will include admission to the pool for all coaching and training sessions as required. c) Honorary Members – shall be invited by the Executive Committee and shall normally be confined to adult members who have contributed significantly to the well being of the club.
All will be registered with the Welsh Amateur Swimming Association, the North Wales Swimming Association and with the Cymru Coast League.
Rule 4
Membership fees and methods of payment shall be set at a Special Finance meeting prior to the A.G.M. Membership is non-refundable. In the event of dissolution, all funds and other property of the Club shall not be paid to or distributed amongst members of the Club, but shall be applied towards the furtherance of the Club’s objectives or devoted to objects similar to those of the Club or for such purposes approved by the Commissioners for Customs and Excise. See Appendix 2
Rule 5
a) The management of the Club shall be determined by an Executive Committee comprising of: - a. Chairperson b. Deputy Chairperson c. Honorary Secretary d. Honorary Assistant Secretary e. Honorary Treasurer f. Public Relations Officer g. Swimming Development Officer h. Welfare Officer i. Six(6) Administrative Members
b) The Executive Committee shall be elected annually by the members at the A.G.M. and must have been members of the club three (3) months prior to the time of nomination. c) The Swimming Development Officer when due for appointment, shall be appointed by the Executive Committee immediately following the A.G.M. Such appointment shall be for a period of two (2) years. The Swimming Development Officer shall have full voting rights at any Executive Committee Meeting. d) The Executive Committee shall hold meetings as required throughout the year, normally once a month but not less than ten (10) meetings a year. e) The Executive Committee shall have the power to fill any vacancy, which may occur on the Executive Committee. Any such appointee must be a member of the Club at the time of the appointment and is granted full voting rights at the Executive Committee meetings. f) The Executive Committee shall have the power to co-opt as required but the co-opted member shall not be granted full voting rights. g) A quorum for an Executive Committee Meeting shall be five (5), one of whom must be an elected Administrative Member. h) Minutes, after ratification, of each Executive Committee Meeting, shall be made available to the Club’s members on request. i) The Executive Committee shall have the power to appoint any such sub-committees as deemed necessary. A sub-committee shall be chaired by a member of the Executive Committee and shall report to the Executive committee as appropriate. The establishment of the sub-committee and its membership shall be recorded in the minutes. j) The Chairperson, Deputy Chairperson, Honorary Secretary and Honorary Treasurer, shall be ex-officio members of any sub-committee.
Rule 6
There shall be a sub-committee known as the “Swimming Committee”. This committee shall comprise of the Chief Coach, Squad Coaches, Gala Secretary and Club Captains under the chairpersonship of the S.D.O. The Club Captains will attend only part of the meeting to discuss swimming issues. This committee shall have the power to co-opt onto its membership further members as required, subject to being ratified by the Executive Committee. The Swimming Committee shall be appointed annually by members of the Executive Committee immediately following the A.G.M. The duty of this sub committee shall be to advise the Executive Committee on all matters relating to swimming.
Rule 7
The Club’s Financial Year shall end on 30th September each year. Club membership shall end on 31st December each year. There will be a Special General Meeting (Finance) in November each year. This meeting will set the fees for the following year. The Annual General Meeting shall be held during the month of November.
Rule 8
All members aged 15 years and over who have registered with the Club for a minimum of three (3) months shall have equal voting rights at the A.G.M. and Extra-Ordinary General Meetings.
Proxy votes for the election of Officers will be permitted providing a minimum of seven (7) days notice, in writing to the Honorary Secretary, prior to the date of the meeting is given.
Notification of the Annual General Meeting or any other General Meeting will be given a minimum of twenty eight (28) days prior to the date of that meeting. Notification will include the list of officers to be elected at the Annual General Meeting and will be displayed for a minimum of twenty one (21) days. Nominations for the Executive Committee shall be submitted to the Honorary Secretary not less than seven (7) days prior to the A.G.M. Nominees must have been an Administrative Member of the club for three (3) months, prior to the nomination. A nomination must carry the name of the nominee, signifying his/her willingness to stand for office. The proposer and seconder must be fully paid up members of the Club. Any notice for alteration to rules or for any other purpose for submission to the A.G.M. must be handed, in writing to the Honorary Secretary seven (7) days prior to the meeting. Any proposed change of rules shall be effective if supported by at least two thirds of the members present and voting at the A.G.M. or Extra-Ordinary General Meeting, called for this purpose. The Honorary Secretary, shall, on written request, calling for him/her to do so, signed by at least twenty (20) members of fifteen (15) years and over, call an Extra-Ordinary General Meeting of the Club, of which a minimum of twenty eight (28) days notice shall be given.
Rule 9
The Executive Committee reserves the right to limit membership of the Club. The Executive Committee reserves the right to appraise applications from swimmers who are existing members of other swimming clubs prior to them joining Rhyl Swimming Club.
Rule 10
A Swimming Member must have been a first claim member of Rhyl Dolphins Swimming Club for a period of three (3) months prior to the date of the Club Championships before being allowed to compete in the Club Championships.
Rule 11
All individual or Club entries in the name of the Club for any swimming competitions must be authorized and signed by the Chief Coach or the SDO, if required.
Rule 12
The Executive Committee, at their discretion, may assist any member who competes, teaches or coaches to further development.
Rule 13
Any Executive or Swimming Committee member absent for three (3) consecutive meetings without reasonable explanation will automatically cease to be a Committee Member for the remainder of the year.
Rule 14
The following may be elected. On the prior recommendation of the Executive Committee, at the A.G.M.: -
k) The President of Rhyl Swimming Club, ex officio. l) Honorary Life Members of Rhyl Swimming Club, (Members of the Club who have rendered extra-meritorious service to the Club). m) Patrons – Persons, whether members of the Club or not, who have rendered some personal, direct or signal service to the aims and objectives of the Club.
Rule 15
Club Discipline
1. All swimming members are expected to attend instruction and training sessions designated by the Chief Coach, Coaches or S.D.O. 2. All orders of the Chief Coach, Coaches, S.D.O. or his/her nominees must be carried out; otherwise the swimmer may be asked to leave the sessions. See Appendix 1 – Health and Safety. 3. Discipline procedures, set out in Rule 16, shall be followed in the case of any alleged breach. The Committee shall have the power to:- a) Fine b) Written warning. c) Suspend. d) Expel.
Rule 16
Discipline and Appeals Procedure
1.Allegations of infringement of the rules of Rhyl Dolphins Swimming Club or any unfair practice connected with the sport or any action considered to bring the sport into disrepute shall either: - n) Be made at the time of the allegation, to an Executive Committee member. o) Be received, in writing, by the Club Secretary within fourteen (14) days of the time of the alleged offence.
2. When notified to an Executive Committee Member, that member shall provide an opportunity for the alleged offending party to state their case and take all appropriate and reasonable action, which shall be in the interest of the Club. 3. If the allegation cannot, or is not, satisfactorily dealt with by the Executive Committee Member then within fourteen (14) days, a written protest shall Be made to the Club secretary. 4. The Secretary shall, within fourteen (14) days notify the alleged offending party, in writing, of the allegation and call an Executive Committee meeting. The Executive Committee shall appoint a Disciplinary Board which shall comprise of three (3) individual members of the executive and/or Swimming Committee together with a Minute Secretary all of whom shall be completely independent of the allegation. 5. Within seven (7) days of being appointed, the Disciplinary Board shall give seven (7) days notice of the place, date and time of the hearing to all parties and other persons required to provide evidence in writing. 6. Once the Board has satisfied itself it has taken all reasonable steps to acquaint itself of the facts it shall then have the power to admonish, disqualify, suspend or impose punishment as it sees fit on the offending party. The Board shall, within fourteen (14) days, notify in writing, their decision to the protestor, the offending party and the Executive Committee. 7. A notice of appeal may be lodged with the Secretary, by the offending party within seven (7) days of the receipt, in writing, of the Board’s decision together with a deposit of ten (10) pounds. 8. Within fourteen (14) days of receiving a Notice of Appeal the secretary shall notify the North Wales Amateur Swimming Association Management Committee who shall decide the action to be taken. During this time the penalty shall be suspended. If the appeal is upheld or not considered to be frivolous, the deposit shall be returned.
Rule 17
Any question, as to interpretation of the above rules, shall be decided upon by the Executive Committee, whose decision shall be final. The Executive Committee shall have the power to deal with any matter not covered by the foregoing rules.
Appendix 1 – Rhyl Dolphins Swimming Club Safety Policy Statement.
1. The Club recognizes that it is its responsibility to provide, as far as it is practicable, for the health, safety and welfare of all Club members and others who may be affected by its activities. 2. The health and safety of the Club members as well as members of the public is of great importance to the successful management and operation of Rhyl Dolphins Swimming Club. In order to assist the Club in meeting its responsibility and in order to promote and ensure your welfare (as well as members of the public) the Club must rely upon each member to adopt and maintain a responsible attitude in regard to his/her own health and safety as well as in regard to the well being of others. 3. The Club philosophy is that, irrespective of blame, most accidents are preventable and most risks can be contained. Consequently this Club operates to a policy of zero accident involvement. As members Of Rhyl Dolphins Swimming Club, you are not only responsible for your own safety, you are responsible for the safety of others who may be affected by your actions therefore, you are required to conduct yourself, at all times, in a manner that is safe and responsible.
4. Club equipment is both valuable and essential to the management and training/teaching functions of Rhyl Dolphins Swimming Club. All Club equipment must be available whenever required and property maintained in a safe condition at all times.
Responsibility of Club Executive and Members.
1. The Club’s structure and method of operation is such that all members are responsible to the Person in Charge of their particular activity. 2. The Person in Charge reports to the Executive Committee, who will investigate all matters relating to safety. 3. Should the investigation indicate a breach of Discipline then the Executive Committee will follow the discipline procedures as set out in the constitution.
Individual Responsibility 5. As a member of Rhyl Dolphins Swimming Club, whether a swimmer or adult you have a responsibility to co-operate in promoting safety and discipline. 6. Individual responsibility to prevent accidents and behave in a manner that is socially acceptable is not based in who is primarily or legally responsible or at fault. It embodies the concept of “care”; this is one who makes allowances for lack of ability and lack of knowledge on the part of others. 7. Neither misunderstood instructions, unwillingness to comply with instructions, personal prejudice, carelessness, recklessness, ignorance on your part, or on the part of others, relieves you, in the slightest degree, of your responsibility to behave in a safe and socially acceptable manner.
Unacceptable Behaviour 1.Behaviour becomes “unacceptable” when it is considered “offensive” to the majority. This includes the following:- a) Theft b) Wilful damage to property and/or equipment c) Acts of vandalism d) Fighting e) Abuse of alcohol and/or drugs f) Bullying g) Offensive language h) Aggressive/violent acts i) Threatening behaviour j) Failure to comply with instructions/directions k) Failure to comply with the Club Constitution l) Failure to comply with WASA discipline codes m) All breaches of safety practices n) Bringing the Club into disrepute o) Bringing the sport of swimming into disrepute
Appendix 2 – Fees
1. Fees can be paid in 2 ways a. Annual payment – payable in full by 31st January. b. Standing Order – first payment, as set in the finance meeting, to be paid by 31st January - the balance to be paid in monthly installments, the last installment to be paid by 30th November.
2. Standing Orders – should a standing order fail to credit Rhyl Dolphins Swimming Club’s account as scheduled, the payment should be brought up to date within 14 days of the letter notifying the member of the shortfall. If the outstanding balance is not paid within 14 days the membership will be suspended, the facility to pay by standing order will be withdrawn and full payment of any outstanding membership fees will be due forthwith. Should the payments not be received within 2 months of the suspension taking place, Rhyl Dolphins Swimming Club reserve the right to cancel the membership.
3. Membership Fee – the swimming membership fee will entitle the swimming member to swim in one session on Club Night (Friday). The time of this session to be determined by coaching staff or the SDO. Masters Club Night will either be Friday or Sunday.
3. New Members – new members will be offered one trial session and one session in an allocated group after which payment must then be made.
4. Extra Sessions – all sessions except for club night are liable to an extra charge: the cost as set out in the finance meeting.
5. Returned/Refer to drawer cheques – the payer will be liable for all bank costs incurred by Rhyl Dolphins Swimming Club for any cheque returned by the bank. Reimbursement of the cheque and bank charges must be paid in cash within 14 days of the notification to the payer by Rhyl Dolphins Swimming Club. If the outstanding balance is not paid within 14 days, the membership will be suspended and the facility to pay monies to Rhyl Dolphins Swimming Club by cheque will be withdrawn. Should there be an instance of 2 cheques returned by the bank in any 12 month period, future payments will only be accepted in cash. Rhyl Dolphins Swimming Club reserves the right to refuse membership of any person where there has been a history of payments not being honoured.
6. Suspension due to monies being owed to Rhyl Dolphins Swimming Club – suspension will last a maximum of 3 months before the membership is cancelled.
7. Club Championships – with the exception of standing order payments for September, October and November, the member must not owe any money to Rhyl Dolphins Swimming Club in order for them to swim in the Club Championships. |
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