Handbook

Rules

1    Name – This Association shall be called “The Warwickshire Amateur Swimming Association” to comprise the clubs in the District Councils of Birmingham, Coventry, North Warwickshire, Nuneaton & Bedworth, Rugby, Solihull, Stratford-on-Avon, and Warwick.

2    Object – The object of the Association shall be to promote and encourage the teaching and practice of diving, life saving, open water swimming, para swimming,swimming, synchronised swimming and water polo.

3    Affiliation – The Association shall be affiliated to the ASA West Midland Region.

 

4          Membership

4.1 All amateur diving, life saving, open water swimming, para swimming, swimming, synchronised swimming and water polo clubs and Associations affiliated to the ASA West Midland Region whose headquarters are situated within the Association’s boundaries shall be members of the Association.

 

4.2 Individual schools within the Association’s boundaries who are affiliated to the ASA West Midland Region shall be members of the Association.

 

4.3 All clubs and Associations affiliated to the County Association shall have the right of attendance at, and participation in, Executive and Management Team Meetings, but not be allowed to vote. The number of club representatives attending each meeting shall be at the discretion of the Chairman of that meeting.

 

4.4 The Secretary shall inform the Executive of the names of any suspended or resigned clubs.

 

4.5 The Association has power to elect Honorary Vice-Presidents at the Annual General Meeting.

 

5          Affiliation Fees and Handbooks

5.1 The affiliation fee for any year shall be set by the Management Team in the previous Autumn and notified to ASA West Midland Region before the end of the previous November.

5.2 Rights of representation and voting at the AGM are conferred on clubs by payment of the affiliation fee.

5.3 Handbooks shall be provided as follows: One to each Hon. Vice-President, Principal Officer, Member of the Executive, non-member of the Executive with an official post and one to each affiliated club together with an electronic version.

 

  • Liabilities

If, at the end of the financial year the Profits Appropriation Account shows a deficit, each affiliated club shall be liable for a levy proportional to the size of club membership.

 

 

Governance

7    Council

7.1 The Association shall be governed by a Council consisting of the President, President Elect (who shall have the automatic right of succession), Chairman, Finance Officer, General Secretary, Life Members, Past Presidents, Development and Facilities Officer, Diving Secretary, Life Saving Secretary, Masters Secretary, Open Water Secretary, Para Swimming Secretary, Swimming Secretary, Synchronised Swimming Secretary, Water Polo Secretary, Rules and Handbook Officer, Public Relations Officer, Welfare Officer, Workforce Officer, a County Representative on ASA West Midland Region Management Board and two delegates from each affiliated club. All of the aforementioned, except for Life Members of the Association, must, at the time of the AGM, be members of a club affiliated to the Association. Eleven members shall form a quorum.

 

7.2 The Council shall meet at the Annual General Meeting, which is to be held in June of each year, or on an alternative date as decided by the Executive Committee in accordance with the provision of Rule 11.13.

 

7.3 The election of the Principal Officers, who shall be the President, the Chairman, the Finance Officer and the General Secretary, together with the President Elect, the Technical Committee Secretaries, Development and Facilities Officer and the Rules and Handbook Officer shall take place at the Annual General Meeting.   Also elected at the same meeting shall be a Public Relations Officer, a County Representative on ASA West Midland Region Management Board, Delegate to ASA West Midland Regional Council, an Assistant Finance Officer, an Officials Co-ordinator, a Records Officer, a Welfare Officer, a Workforce Officer, a Trophy Controller, a Webmaster, a Deputy General Secretary, the Independent Examiner, and up to ten members of affiliated clubs who shall serve on the Executive Committee.

 

7.4 It will be the responsibility of Council to ensure that possible conflicts of interest are taken into consideration when electing the Officers of the Association. It is desirable that, where possible, Officers should not be from the same family or family unit. Where this is not possible, at least one of the principal officers should not be related to, or be a partner of, any other principal officer. Signatories to payments and orders should not be members of the same family or family unit.

 

8     Presidency

8.1 The President and President Elect shall be elected for a period of one year only, or for a period as decided by the Executive Committee in accordance with the provision of Rule 11.13.

 

8.2 The President Elect shall be nominated by a majority vote of active Past Presidents, ie those who have attended an Executive meeting since the previous AGM or submitted apologies, or submitted their delegate’s card at the previous AGM. In the event of a tie the nominee shall be determined by the current President who otherwise shall not vote.

 

8.3 Nominations for the role of President Elect, with the automatic right of succession, shall be invited from the County swimming workforce and affiliated clubs.   The proposer and nominee must be members of an affiliated club.   The County workforce shall consist of everyone with a volunteer role contributing to the running of the Association.   Nominations will be requested in November each year, and must be received by the General Secretary by 31st March following.

 

8.4 Past Presidents shall, from 2018, be allowed to be nominated for a second term of office as President Elect and President, provided that there has been an interval since their first term.

 

9    Chairmanship

9.1 The Chairman shall be elected for a two year term of office and will be eligible for nomination for a further term of office.

 

9.2 The Chairman shall be responsible for the conduct of all Management Team Meetings and, with the agreement of the President, for the conduct of the AGM and any Special General Meeting.  He/she shall attend, but not chair , Executive Committee meetings.

 

9.3 The Chairman may be invited, as and when appropriate, by the Secretary of a Technical Committee of which he/she is not an appointed member, to attend, but not to chair, its meetings.

 

9.4 The Chairman shall be responsible for providing leadership and direction to the Management Team in respect of governance and external relations and such other areas as shall be deemed appropriate.

 

9.5 Deputy Chairman – In the absence of the elected Chairman, the President of the Association shall be invited to act as Chairman of any Management Team Meeting, AGM or Special General Meeting.

 

10   Life Membership –

Only the Council shall have the power to elect Life Members on the recommendation of the Executive.

 

11        Executive Committee

The Executive shall consist of the President, President Elect, Life Members, Past Presidents, Technical Secretaries, Planning Services Officers, a maximum of ten members of affiliated clubs elected at the AGM, and current sub-committee members who accept an invitation to serve for the duration of their sub-committee membership. Seven members shall form a quorum. To be eligible for service on the Executive all members, including Past Presidents but excluding invited sub-committee members, must have registered their delegate’s card at, or sent their apology to, the AGM, or be nominated by their club, and at all times be a member of a club currently affiliated to the Association.

 

11.1  To take major strategy decisions.

 

11.2  To approve spending plans for the Technical Committees, Development and Facilities Committee and Rules & Handbook Committee.

 

11.3  To define policy.

 

11.4  To approve the Development Plan for the forthcoming year.

 

11.5  To agree proposed rule changes which are to be presented as the recommendations of the Executive to the AGM or to a Special General Meeting.

 

11.6  To receive reports from the Management Team, provide guidance and call the Management Team to account where necessary.

 

11.7  To receive reports from representatives on, or delegates to, other bodies, which shall be taken as read.

 

11.8  To meet four times a year. Additional meetings of the Executive shall be convened as necessary to consider matters of strategic importance that are outside the remit of the Management Team. The President may call meetings as he/she deems appropriate.

 

11.9  To appoint annually one or two Representatives on the Management Team to ensure a complement of five.

 

11.10  To appoint/create any special Technical Secretary/Committee or any other post which it may at any time consider necessary or desirable.

 

11.11  It will be the responsibility of the Executive Committee to ensure that possible conflicts of interest are taken into consideration when deciding on the composition of all committees as defined under rules 11.10 and 13.

 

11.12  To suspend or expel any club or member guilty of a violation of the Rules of the Association, subject to an appeal to a General Meeting of the Association by the offending club or member; all appeals to be made within 14 days.

 

11.13  To decide any matter which at least two-thirds of the members of the Executive Committee present and eligible to vote consider to be of immediate importance.

 

  • Management Team

The Management Team shall consist of the President, Chairman, Finance Officer, General Secretary and one or two Executive Committee Representatives (to ensure a complement of five), reporting to the Executive Committee.  At least three shall be in agreement on any decision.

 

The Management Team will be supported by Technical Secretaries, Planning Services Officers and Representatives of Birmingham SAG and CSW SAG.

Its duties shall be, but not restricted to, the following:

 

12.1  The ongoing management of the Association ensuring the smooth and timely operation of the Association’s Business Plan with Technical Committees, Planning Services Officers and SAGs.

 

12.2  To arrange bi-monthly meetings including as required, Technical Secretaries, Planning Services Officers and SAG Representatives.

 

12.3  To control the finances of the Association with the exception of the Trust Fund (see note) and provide status reports to the Executive Committee.

Note: The Trust Fund was instituted by the Council in March 1929 to administer funds subscribed by donors for the encouragement of swimming, life saving, water polo and similar objects within the Association’s boundaries. Three Trustees were appointed to control this Fund, which shall be at their discretion. A vacancy in the number of Trustees shall be filled by the remaining two, subject to such holding an executive position on the Association. The Fund shall be submitted to the Auditor annually, but no account shall be published unless the Trustees require this to be done. Trustees are appointed for life, subject to the retention of an Executive office.

 

12.4  To compile for approval by the Executive Committee the draft spending plan for the ensuing year.

 

12.5  To deal with any urgent business which may arise.  A full report of its decisions shall be made to the Executive Committee at its next meeting.

 

12.6  To elect the Swimmer of the Year on the recommendation of the Swimmer of the Year Selection Panel in December each year.

 

12.7  To approve the recommendation of the Annual Centenary Scholarships Selection Panel in December each year.

 

12.8  To elect the Volunteer of the Year on the recommendation of the Volunteer of the Year Selection Panel in February each year.

 

12.9  To fill any Technical Secretary or Planning Services Officer vacancies, subject to final approval of the Executive Committee.

 

13  Composition of Committees

13.1  All Committee Secretaries, except Development and Facilities Officer, are charged with nominating their own committee members, who must be or become members of a club affiliated to the Association.

 

13.2  These nominees shall be advised to the General Secretary and the Rules and Handbook Officer by 31st July each year.

 

13.3  All Committees should have a target minimum of four members in addition to the Secretary, with no maximumand should aim to reflect a fair representation of affiliated clubs. Three members shall form a quorum.

 

14  General duties of each Technical Committee

14.1  To deal with such matters relating to its area of responsibility as may be delegated to it by the Executive Committee.

 

14.2  To prepare a draft spending plan for the forthcoming year for submission to the last Management Team meeting prior to the last Executive meeting before the AGM

 

14.3  To act within its area of responsibility and within the spending plan approved by the Executive. Expenditure in excess of the approved spending plan requires the prior approval of the Management Team.

 

14.4  To make all arrangements for holding County Championships and other competitions, where appropriate.

 

14.5  To submit written reports of its proceedings to the General Secretary not less than two weeks in advance of every Management Team meeting. A nil report should be submitted if appropriate.

 

14.6  To submit an Annual Report of its activities for approval at the last Executive meeting before the AGM.

 

14.7  To propose changes to its remit, if considered necessary, to the Management Team.

       

15  Development and Facilities Committee

The Development and Facilities Committee shall consist of the Development and Facilities Officer, Technical Secretaries, SAG Representatives and Workforce Officer. Three shall form a quorum. In addition to general duties listed in Rule 14, Its specific duties shall be:

 

15.1  The complilation of the Association’s Annual and Long Term Development Plan.

 

15.2  To ensure that the Association’s Development Plan, as approved, conforms to the Governing Body’s aims and objectives.

 

16  Diving Technical Committee

Refer to Rule 14 for General Duties.

 

17  Life Saving Technical Committee –

In addition to general duties listed in Rule 14 its specific duties shall be:

 

17.1  To appoint at its first meeting, from its elected members, a person to act as a point of contact for those members and affiliated Clubs that are seeking a course of training to enable them to supervise their own programmed swimming sessions.

 

17.2  To liaise with the local RLSS Branch with regard to the teaching and examination of the current ASA/RLSS Life Saving Certificate for swimming teachers.

 

18  Masters Technical Committee

Refer to Rule 14 for General Duties.

 

19  Open Water Technical Committee

Refer to Rule 14 for General Duties.

 

20  Para Swimming Technical Committee

Refer to Rule 14 for General Duties.

 

21  Swimming Technical Committee –

In addition to general duties listed in Rule 14 its specific duties shall be:

 

21.1  To decide the venue for Inter-County matches or other Competitions and to select representative teams.

 

22  Synchronised Swimming Technical Committee

Refer to Rule 14 for General Duties.

 

23  Water Polo Technical Committee

In addition to general duties listed in Rule 14, its specific duties shall be:

 

23.1  To decide the venue for Inter-County matches or other Competitions and to select representative teams.

 

24  Rules and Handbook Committee

In addition to general duties listed in Rule 14, its specific duties shall be:

 

24.1  To recommend to the Executive Committee, for approval to be put to the AGM, Rule Changes that it considers necessary or desirable.

 

24.2  To advise the Executive and Management Team on the interpretation of any rule

 

24.3  To deal with such matters having a bearing on the Rules of the Association that result from the re-organisation of the sport at a higher level.

 

24.4  To maintain the Handbook by receiving and reviewing suggested amendments, and effecting changes to the Handbook (with the prior approval of the Executive and/or the annual Council meeting where necessary or appropriate).

24.5  To maintain the Standing Orders for meetings and to propose their acceptance for the following year at the Annual General Meeting and the first Executive Meeting thereafter.

 

25  Swimming related Sports Action Groups (SAGs)

SAGs are an integral part of the development structure of the County Association

 

25.1  The Representative of each SAG shall submit written reports of its proceedings to the General Secretary not less than two weeks in advance of every Management Team meeting.  A nil report shall be submitted if appropriate.

 

26  Expenses

26.1  The Officers or Members of a committee engaged on duties invested in them may apply to the Finance Officer to have their travelling expenses paid by the Association.

 

26.2  Such claims shall be met provided that the Finance Officer is satisfied that the amount is reasonable and reasonably incurred.

 

26.3 The Association shall offer expenses to Technical Officials at County Championships and Age Group Competitions.

 

27  Selection of Representatives

27.1  All clubs affiliated shall be bound to place their members at the disposal of the Association and the relevant Technical Committees shall have the power to select any number they think proper. Clubs with selected members shall confirm in writing to the relevant Technical Committee Secretary their members’ availability seven days prior to the event. Failure to do so would result in de-selection.

 

27.2  Players representing the Association in ASA Water Polo Championships, swimmers and divers representing the Association in the ASA Inter-County Competition shall be awarded the Association Badge.

 

27.3  The Executive Committee shall have the power to award an Association Badge to those swimmers representing the Association on other than Championship occasions.

 

27.4  The Executive Committee shall have the power to award the Association Badge to those competitors attaining Full International status so long as they have represented the County in Senior or Junior Inter Counties Competition.

 

27.5  A Representative Badge shall be awarded to competitors representing the Association in other competitions approved by the Management Team and not qualifying for the Association Badge.

 

27.6  The Association Badge and/or the Representative Badge shall be awarded only once. Wherever possible, the award shall be made at the event, or otherwise at the first opportunity thereafter, and the names of recipients shall be reported to the Management Team at its next meeting.

 

27.7  A different coloured County Badge will be awarded to competitors who have represented the Association on 5, 10, 15, 20, 25 or 30 occasions.

 

28  Competitions

All competitions shall be conducted under ASA Laws incorporating FINA Technical Rules as appropriate to the dicipline.

 

29  Alteration of Rules

29.1  In the event of any alterations or additions to the Rules of the Association being deemed necessary, such alterations shall be made at the Annual General Meeting, or at a Special General Meeting called for the purpose, in accordance with Rule 30.

 

29.2  Notice of alterations or additions shall be sent in writing, to the General Secretary, together with the names of the proposers and seconders, who shall be members of Council, either not later than 30th April, for consideration at the Annual General Meeting, or with the requisition for the meeting, for consideration at a Special General Meeting.

 

29.3  No alterations or additions shall be made unless carried by a two-thirds majority of those present and eligible to vote.

 

29.4  All alterations and additions to rules which are made at the AGM or at a Special General Meeting shall take effect immediately.

 

30  Special General Meeting

30.1  A Special General Meeting may be called by the Executive Committee or Management Team, or on a requisition to the General Secretary signed by an authorised official from each of not less than four affiliated clubs or associations, stating the business for which the meeting is required.

 

30.2  The General Secretary shall call the meeting not less than 21 and not more than 30 days after the receipt of the requisition.

 

31  Notice – Fourteen clear days’ notice shall be given to the Secretary of each affiliated Club or Association for all General Meetings, stating the business of the meeting.

 

 

Note: County Badges

The badges referred to in Rule 27 are enameled metal lapel badges in the following colours on the outer rim:

Association Badge (Rule 27.2)        Navy Blue

Representative Badge (Rule 27.5)  Sunflower Yellow

Number of Representations (Rule 27.7):

5          British Racing Green 10        Maroon          15        Sage Green

20        Light Blue                   25        White              30        Lilac