Committee

The Committee shall consist of the Chairman, Secretary, Treasurer (together “the Executive Officers of the Club”) and up to 6 elected members all of whom must be members of the Club. The Club shall have a Welfare Officer.

Member Role Skills Main Duties Commitment Benefit to Self
Chairperson To be responsible for the implementation of good practise and child protection policies within the club.
  • Approachable
  • Enthusiastic with good knowledge of the sport and club
  • Well organised and able to delegate
  • Ability to control meetings
  • Confident at public speaking
  • To chair and control the meeting of the managment committee
  • To be involved, where appropriate, in the co-ordination of club activties
  • Oversee decisions made by the management and sub committees
  • Oversee the work of officers and over club personal
  • In conjuction with the secretary present the annual report
  • In conjuction with the treasurer present the annual accounts
  • Consult with the secretary on the content of the agenda and the minuets of meetings
  • Keep up to date on ASA laws , regional rules and club constitution
  • Ensure that statutory documents and other returns are filed on time
  • Advise the treasurer on the use and investment of club funds
  • Report to the officers of the management committee at the first opportunity of any instamt decisions taken, and ensure that all policy decisions are ratified by the management committee
Dealing with issues as and when they arise plus club requirement i.e. events and club management meetings Contribution to ensuring a safe and well-managed club
Secretary To ensure the smooth running of club administrative requirements.
  • Administration skills desirable
  • Good working knowledge of Microsoft word and minute taking desirable
  • Good verbal and written skills
  • Well organised and efficient
  • Sound knowledge of the club
  • Deal with the day to day running of the club including all correspondence
  • To process and deliver appropriate forms and information to and from county, regional and national ASA departments
  • Call committee meetings and AGM, prepare agenda, take minutes and provide officers with copies
  • Liaise with the Swimming and Competition secretary to ensure that pools are booked for all teaching and training sessions as well as all events hosted by the club
  • Book venues for Committee Meetings and AGM
  • Act as the main point of contact for your club for the county, regional and national ASA
Ongoing weekly responsibility including all club committee meetings Contribution to ensuring a well-managed club and an opportunity to make a real difference to the sucess of your club.
Treasurer To produce and manage club accounts and monitor finances.
  • Some financial background and knowledge of producing accounts desirable
  • Knowledge of using and working with spreadsheets or other account systems
  • Reliable and honest
  • Responsible for all club finances
  • Monitor the budget throughout the year
  • Issue receipts and keep records of all monies received
  • Plan the annual budget in agreement with the management committee
  • Ensure that funds are used appropriately
  • Keep up to date records of all transactions
  • Prepare end of year accounts and present to the auditor and management committee
Ongoing responsibility for club accounts. Contributing to ensure the well managed and an opportunity to make a real difference to the success of your club.
Welfare Officer To be responsible for the implementation of good practice and child protection policies within the club.
  • Approachable
  • Good listener
  • Good communication
  • Tactful and discreet
  • To ensure all possible child protection concerns (urgent and non urgent) are dealt with following the ASA Child Protection Guidelines (Wavepower document)
  • To maintain, administer and manage the completion of the CRB check forms
  • To be aware of the child protection policies and procedures of the ASA and to receive all updates of this nature from the ASA
  • To ensure Swimline is promoted by the leaflet on the club notice board
  • To raise awareness of good child protection practice with the teachers and coaches through the ASA/Sports Coach UK Good Practice and Child Protection workshop.
  • To ensure volunteers (other than teachers and coaches) within the club are introduced to good child protection practice through the NSPCC module, Keeping Children Safe in Sport
  • To attend the ASA Time to Listen workshop
Dealing with issues as and when they arise plus club requirements i.e. 3 meetings per year. Contribution to ensuring a safe environment is provided for young persons to enjoy sport.
Public Relations Officer To promote and publicise all information about your club.
  • Well organised and efficient
  • Sound knowledge of the club
  • Confident and effective communicator
  • An interest or background in marketing and promotion
  • To Promote and Publicise, in a positive way all aspects of the club
  • Establish working relations with local media
  • Produce informative and unbiased newsletters with regards to all sections within the club as and when appropriate information is available
  • Report on club events (internally and externally)
  • Organise non-swimming social events for the relevant members of the club as requested / approved by the management committee
Ongoing weekly responsibility. An opportunity to promote and establish your club within the local community.
School Liaison Officer To play a vital role in working with local education establishments and organisations.
  • Well organised and efficient
  • Sound knowledge of the club
  • Enthusiastic about the role young people can play in your club
  • Confident and effective communicator
  • Source, establish and develop sustainable links with local schools
  • Manage and promote club links with identified schools
  • Liaise with Development Officer, Club Coach and Head teacher to organise taster/come and try sessions
  • Invite pupils to attend specific taster/come and try sessions
  • Communicate delivery of taster sessions to schools
  • Liaise with local Schools, Sports/Swimming Development Officer, Schools Sports Coordinators & Active Sports Swimming Development Officer (where applicable)
  • Attend local Swimming Festivals
  • Distribute information as required to Schools
Ongoing weekly responsibility. An opportunity to create valuable links with local young people and contribute to the future successes of the club.
Workforce Co-Ordinator Co-ordinating the recruitment and organisation of volunteers within the club.
  • Well organised and able to delegate
  • Enthusiastic and a good motivator
  • Approachable
  • Confident and effective communicator
  • Main contact for all volunteers
  • Get to know all club volunteers and potential volunteers by name
  • Ensure all jobs have job descriptions
  • Supervise and oversee all volunteers
  • Liaise with the Chairperson to ensure all tasks required to run the club are carried out
  • Co-ordinate the implementation of the volunteers requirements
  • Liaise with the Development Officer and Competition Secretary as to their volunteer requirements
  • Liaise closely with the Child Welfare Officer to ensure that each volunteer is aware of the Child Protection Policy and Procedures
  • Awareness of the Sport England – Volunteers Investment Programme (VIP)
  • Ensure volunteers are directed to the ASA website for useful information on volunteering
  • Organise social and recruitment events for volunteers
Determined by the club i.e. 2 hours per week plus Committee Meetings. Contribution to creating a better structure for volunteers within Swimming and simultaneously helping your club by recruiting more volunteers.