TSWPC Club Constitution

The Club Constitution is a large document covering all aspects of the club, members and operations.

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Section 7 - 9 Committee; Officers; Life & Honorary Members

7          Committee

7.1        The Committee shall consist of a President, Vice Presidents (up to 4), Secretary, Treasurer and not more than fifteen elected persons all of whom must be members of the Club.  All Committee members shall be not less than 18 years of age though the Committee may allow younger member(s) to attend their meetings by invitation of the Committee without the power to vote.

7.2        The Committee shall appoint as and when required a member of the Club as Welfare Officer 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 ASA Child Safeguarding courses.  The Welfare Officer shall not be a member of the teaching and coaching staff or the Team Manager or a member of the family of an officer, committee member, the teaching and coaching staff or the Team Manager.  The Welfare Officer shall not be a member of the committee but will have a right to attend Committee meetings without a power to vote and shall report to the Committee on all aspects of welfare concerning members of the club.

7.3        The Committee members shall be proposed, seconded and elected by ballot at the AGM each year and shall remain in office until their successors are elected at the Annual General Meeting each year and will take office when the President (or the acting chairman of that meeting) has closed the meeting.  Any vacancy occurring by resignation or otherwise in any position previously filled at the Annual General Meeting or other General Meeting may be filled by the Committee.  Retiring Officers and members of the Committee shall be eligible for re-election.

7.4      Committee meetings shall be held not less than once a month save where the Committee itself shall by a simple majority resolve not to meet, but there shall be not less nine meetings of the Committee per year.  The President 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 seven days notice of a meeting in writing or by electronic means.  Decisions of the Committee shall be made by a simple majority of those eligible to attend and vote and in the event of an equality of votes the President, or the acting Chairman 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.

7.5        The quorum for a Committee meeting shall be such number as shall represent not less than a simple majority of the Committee members entitled to attend and vote, to include not less than one Officer.  In the event that a quorum is not present within 30 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 President but shall be reconvened on a date within one month of the original date and a minimum of seven days advance notice given to the members of the rescheduled date, time and venue.  At this meeting, the same agenda as originally issued shall be used.  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 and Rule 11.2 shall not apply.

7.6        In addition to the members so elected the Committee may co-opt up to four further members of the Club who shall serve until the next Annual General Meeting.  Co-opted members shall be entitled to vote at the meetings of the Committee and shall not be counted in establishing whether a quorum is present.  Co-opted members shall not be less than 18 years of age.

7.7        The Committee may from time to time appoint from among the membership of the Club 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-committee shall periodically report their proceedings to the Committee and shall conduct their business in accordance with the directions of the Committee.

7.8        The President, Treasurer and Secretary shall be ex-officio at all sub-committee meetings.

7.9        No paid officials shall be members of the Committee.

7.10      Any member of the Committee not attending three meetings in succession without tendering an apology shall no longer be a member of the Committee.

7.11      The Committee may allow Senior Member(s) by invitation of the Secretary to attend their meetings as observers without the power to vote.

7.12      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 and voluntary helpers of the Club.  The Committee shall have power to enter into contracts for the purposes of the Club on behalf of the members of the Club. 

7.13      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 at the Annual General Meeting.

7.14      The members of the Committee shall be indemnified by the members of the Club against all liabilities properly incurred by them in the management of the affairs of the Club.

7.15      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 the ASA Membership Department.  The Club shall make an annual return to the ASA Membership Department indicating whether or not an entry has been made on the prescribed form, which is to be found on the membership renewal form. The Accident Book shall be retained for a period of at least three years following the last entry.

7.16      The Committee shall have power to make regulations, create by-laws, see also Rule 15.1, and to settle disputed points not otherwise provided for in this Constitution.

7.17      The Committee shall ensure that the financial records and minutes of meetings are retained for a period of at least six years.

7.18      At the first Committee meeting following the Annual General meeting the Committee shall appoint the delegates to attend the Council meeting of the ASA North West Region, the Lancashire County Water Polo and Swimming Association and such other bodies and associations to which the Club is affiliated, as required.

7.19      At the first Committee meeting following the Annual General meeting the Committee shall appoint from among its Senior Members any additional roles/responsibilities, required to those determined at the AGM and those of Rule 7.18, that are required for the running of the club.  These additional roles/responsibilities shall be as listed in the Club Byelaws.

8          Officers

8.1        The Officers of the Club shall be the President, Vice Presidents, the Secretary and the Treasurer.           

8.2        The Officers shall be proposed seconded and elected at the Annual General Meeting each year and shall remain in office until their successors are elected at the next Annual General Meeting and will take office when the President has closed the meeting.  Any vacancy occurring by resignation or otherwise in any position previously filled at the Annual General Meeting may be filled by the Committee.  Retiring Officers shall be eligible for re-election.

9          Life and Honorary Membership

9.1        Any nominations for Life Membership or Honorary Membership shall be submitted to the Committee prior to the September meeting for discussion and recommendation by a Vice Presidents sub-committee prior to the October meeting.  Nominees recommended by the sub-committee and subsequently approved by the Committee at the October meeting shall be put forward for election at the Annual General Meeting in accordance with Rules 3.8.3 and 3.8.4.