Swift Current ACT/UCT Stingrays
Summer Swim Club Policies
Type: Governance Policy Number:
Name: Executive Duties - President Date Approved: March 29, 2012
Date Revised:
The President is responsible for the overall direction and supervisions of all activities associated with the swim club. The President may be appointed by the current President, volunteer, or be elected at the annual meeting for a 2 year term, and may be re-elected for additional terms, with no limitations. The President’s duties include without limitation, the following:
1. Represent the swim club at all Swim Sask. meetings.
2. Chair and set the agenda for all Executive or group committee meetings.
3. Recruit, select, or appoint any committee members.
4. Recruit, select, and appoint swim club coaches.
5. Meet with coaches once a week and serve as a liaison between coaches and
parents.
6. Assist with registration at City Wide Registration.
7. With coaches, select award winners for end of year awards.
8. Be a signing officer.
9. Carry out any other duties as required.
10. Meet with City of Swift Current representative to book pool.
11. Stagger elections to maintain experienced officers.
Swift Current ACT/UCT Stingrays
Summer Swim Club Policies
Type: Governance Policy Number:
Name: Executive Duties - Past President Date Approved: March 29, 2012
Date Revised:
The Past President gains his/her position by succession and is a source of guidance to the President and the Executive on matters relating to the past conduct of business of the swim club. He/she shall be a full member of the Executive, and shall have full privileges in respect to nominating and voting. The Past President’s duties include without limitation, the following:
1. Provides advice to the President and the Executive, taking care not to interfere with the incumbent’s responsibilities to direct the operation of the swim club.
2. Will chair the nomination period of the annual meeting if needed and available.
3. May perform other duties on the Executive, including accepting appointment to a vacant Executive position, as required.
4. Performs such other duties as the President may request.
5. Assist with registration at City Wide Registration.
Swift Current ACT/UCT Stingrays
Summer Swim Club Policies
Type: Governance Policy Number:
Name: Executive Duties – Vice President Date Approved: March 29, 2012
Date Revised:
The Vice President is the second senior member of the Executive and is required to understudy and assist the President so that he/she is prepared to substitute for and assume the duties and responsibilities of the President in the event of his/her absence. The Vice President may be appointed by the President, volunteer, or be elected at the annual meeting for a 2 year term, and be re-elected for additional terms with no limitations. The Vice President’s duties include without limitation, the following:
1. Chair and provide the agenda for any meeting the President cannot attend.
2. Assist with appointing or ask for volunteers for any sub-committees.
3. Represent the swim club at all Swim Sask. meetings.
4. Assist with registration at City Wide Registration.
5. With coaches, select award winners for end of year awards.
6. Perform such other duties as the President may direct.
7. Be responsible for forward planning.
Swift Current ACT/UCT Stingrays
Summer Swim Club Policies
Type: Governance Policy Number:
Name: Executive Duties – Treasurer Date Approved: March 29, 2012
Date Revised:
______
The Treasurer shall administer all matters relating to the financial operations of the swim club. The Treasurer may be appointed by the President, volunteer, or be elected at the annual meeting for a 2 year term, and be re-elected for additional terms with no limitations. The Treasurer’s duties include without limitation, the following:
1. Maintain a proper set of books and accounts which reflect all monies received and disbursed for the swim club.
2. Prepare financial statements for all meetings.
3. Apply for grants (community in February and Swim Sask. in August).
4. Assist with registration at City Wide Registration.
5. Be a signing officer.
6. Responsible for paying swim meet registration fees.
7. Responsible for paying swim coach wages and pay coaches for swim meets worked.
8. Present at the Annual General Meeting a financial statement and written report for the last fiscal year as well as a proposed budget for the upcoming swim season.
9. Arrange for review of financial books.
10. Perform such other duties as the President may direct.
Swift Current ACT/UCT Stingrays
Summer Swim Club Policies
Type: Governance Policy Number:
Name: Executive Duties – Secretary Date Approved: March 29, 2012
Date Revised:
______
The Secretary shall be responsible for the maintenance and safekeeping of all operational files and records of the swim club. The Secretary may be appointed by the President, volunteer, or be elected at the annual meeting for a 2 year team, and be re-elected for additional terms with no limitations. The Secretary’s duties include without limitation, the following:
1. Ensure the maintenance of accurate records, prepare, and circulate all meeting minutes.
2. Compose any documents as required.
3. Assist with registration at City Wide Registration.
4. Responsible for Corporation paperwork.
5. Perform such other duties as the President may direct.
6. Maintain Club Policies and Procedures.
7. Reserve facility for AGM.
8. Place ad for swim club coaches (late January/early February).
9. Prepare all necessary paperwork for Annual General Meeting (informational package, sign up sheets, etc.)
10. Reserve facility for Award’s Banquet as well as arrange for all trophies.
Swift Current ACT/UCT Stingrays
Summer Swim Club Policies
Type: Governance Policy Number:
Name: Executive Duties – Registrar Date Approved: March 29, 2012
Date Revised:
______
The Registrar is responsible for registration of all swimmers as well as safekeeping of all registration documents. The Registrar may be appointed by the President, volunteer, or be elected at the annual meeting for a 2 year term, and be re-elected for additional terms with no limitations. The Registrar’s duties include without limitation, the following:
1. Register and insure all swim club members and coaches.
2. Assist with registration at City Wide Registration.
3. Submit paperwork to City for City Wide Registration.
4. Prepare information packet for City Wide Registration.
5. Provide list of swimmers to Head Coach so groups can be determined.
6. Provide list of swimmers and contact information to all Executive members.
7. Perform such other duties as the President may direct.
Swift Current ACT/UCT Stingrays
Summer Swim Club Policies
Type: Governance Policy Number:
Name: Date Approved: March 29, 2012
Date Revised:
______
The Executive Committee will consist of:
The President
The Vice President
The Treasurer
The Secretary
The Past President
Registrar
The Group Committee will consist of:
The President
The Vice President
The Treasurer
The Secretary
Any appointed or volunteer Swim Club parent helping with any sub-committee with the swim club.
· Any Executive member that has been asked to step down from their position cannot be re-elected or re-appointed to the Executive.
· The Executive will treat all personal information confidentially.
Swift Current ACT/UCT Stingrays
Summer Swim Club Policies
Type: Policy Number:
Name: Coach Qualifications Date Approved:
Date Revised:
______
Reference: Swim Sask Inc. Board of Directors Policy M-2
All coaches must be registered annually with SSCA and SNC, through the national registration system as a coach.
All coaches must also be registered with the CSCTA on an annual basis.
The registration period for all coaches is September 1 to August 31 of each year.
Clubs have the duty to ensure that coaches are members of SSCA, SNC and CSCTA Clubs have the duty to ensure that coaches meet the minimum status. The current minimum status is ‘in training’. To be ‘in training’ a coach must meet one of the following:
(i) If an active and certified Red Cross Water Safety Instructor, then apply for NCCP Swimming Teacher status. To apply go to: http://www.nccpswimming.org/ and then click on ‘Swimming Teacher’ from the menu on the right hand side.
(ii) If not an active and certified Red Cross Water Safety Instructor, then: Complete and submit the Swimming 101 Fundamentals Coach Pre Course Online workbook and take the Making Ethical Decisions (MED) Module.
To access the Swimming 101 Fundamentals coach Pre Course workbook go to: http://www.nccpswimming.org/ and then click on ‘Fundamentals Coach’ from the menu on the right hand side. To take the Making Ethical Decisions Module (MED), contact the zone/sport district in your area. The MED is module can be taken in the Part A course.
Effective September 1, 2011:
Coaches in their 1st year of registration with SNC must be NCCP Swimming Teacher “in-training” or NCCP Fundamentals Coach “intraining” in order to be on deck. First year coaches have four (4) weeks from their application for registration with SNC to complete the “in-training” status. All returning Coaches must be NCCP Swimming Teacher “certified” or have completed the Swimming 101 course in order to be on deck.
Policy continued….
(Policy Page 2)
Effective September 1, 2012:
In addition to the above, coaches attending the Speedo Eastern/Western Championships, Canada Cup Competitions, and the Canadian Age Group Championships must be, at minimum, NCCP competition Introduction (comp-Int) Coach “trained” or NCCP Level 2 “certified” in order to access the deck.
Effective September 1, 2013:
In addition to the two requirements listed above effective Sept 1/2011 and Sept 1/2012 Head Coaches attending the SNC Senior National Championships / Trials / PARA Can-Ams must be, at minimum, NCCP Competition Coach “trained” or NCCP Level 3 “certified” or Coaches of Canada Charter Professional Coach designation (ChPC) in order to access the deck. Assistant Coaches must be at minimum NCCP Skills Coach
“trained” or NCCP Level 2 “certified” in order to access the deck.”
Swift Current ACT/UCT Stingrays
Summer Swim Club Policies
Type: Policy Number:
Name: Coaches at Swim Meets Date Approved: April 30, 2010
Date Revised:
______
The number of coaches sent to swim meets will depend on the number of swimmers attending:
Less than 15 swimmers – 1 coach
15 – 25 swimmers – 2 coaches
Swift Current ACT/UCT Stingrays
Summer Swim Club Policies
Type: Administration Policy Number:
Name: Remuneration for Swimming 101 Course Date Approved: April 30, 2010
Date Revised:
The swim club will reimburse all coaches attending the Swimming 101 course to become fully certified coaches at the following rates:
1. The swim club will pay for the course fee. If the coach is coaching for the Barracudas, a member of the Executive should contact a Barracuda club representative and offer to pay for half of the course.
2. The swim club will reimburse the coaches for hotel rooms (receipt must be submitted).
3. The swim club will pay each coach $50 for meals and $50 for gas for attending the course.
Swift Current ACT/UCT Stingrays
Summer Swim Club Policies
Type: Administration Policy Number:
Name: Remuneration for Coaches Date Approved: February 22, 2009
Attending Swim Meets Date Revised:
______
The following remuneration will be paid to coaches attending the Swift Current Swim Meet:
- Head Coach - $150
- Assistant Coach - $100
- Junior Coach - $75
The following remuneration will be paid to coaches attending out of town meets:
- All coaches will be paid $150 per day plus hotels. To help cut down on costs, we ask that coaches share hotel rooms when at all possible.
Swift Current ACT/UCT Stingrays
Summer Swim Club Policies
Type: Administration Policy Number:
Name: Remuneration for Executive Date Approved: April 20, 2008
Members – Swim Sask Symposium Date Revised:
______
Remuneration for Executive members representing the swim club at Swim Sask Symposium will be reimbursed following Swim Sask’s travel reimbursement guidelines.
Swift Current ACT/UCT Stingrays
Summer Swim Club Policies
Type: Administration Policy Number:
Name: Refunds of Registration Fees Date Approved: February 10, 2008
Date Revised:
Swimmers requesting a refund of registration fees will be as follows:
1. If a swimmer withdraws from swimming before the swim season starts, they will lose the $25.00 registration fee.
2. If a swimmer withdraws from swimming within the first two (2) weeks of swimming, they will be refunded all but $50.00.
3. If a swimmer withdraws after June 1st, no refund of registration fees will be given.
Swift Current ACT/UCT Stingrays
Summer Swim Club Policies
Type: Governance Policy Number:
Name: Executive Confidentiality and Conduct Date Approved: August 16, 2006 Date Revised:
______
Reference: Swift Current ACT/UCT Stingrays Summer Swim Club Bylaws, Article VII, Point 7.4 and 7.5
All Executive meetings must be held in confidence and the onus to keep information confidential is upon each member.
As such, members found in breach of confidence will be removed by the Executive from these decision making processes, and any further involvement with the summer swimming Executive.
Any member of the Executive may be disqualified and removed from the Executive by a majority vote of the Executive for conduct or behaviour that has been or may be harmful to the Stingrays Swim Club.
Swift Current ACT/UCT Stingrays
Summer Swim Club Policies
Type: Policy Number:
Name: On Deck /Discipline Policy Date Approved: 2003???
Date Revised:
______
Under no circumstances should the coaches be approached by parents while the swimmers are in the water. This is a safety issue; coaches will be available before and after practices.
Should children misbehave or conduct themselves inappropriately, the following courses of action will be taken:
1st Warning: The swimmer will be asked to sit on the edge of the pool for an amount of time determined by the coach.
2nd Warning: The swimmier will be asked to sit on the edge of the pool for an amount of time determined by their coach, and the parent of the swimmer will be required to be present at the pool for a minimum period of one week or longer at the discretion of the coach.
3rd Warning: The swimmer will be asked not to return to the swim club for a period of one week. When the swimmer is ready to return, a parent of the swimmer will be required to attend practices until the Executive committee decides whether or not the membership of the swimmer will be continued. If the swimmer is dismissed from the program, there will be no refund of fees.
Swift Current ACT/UCT Stingrays
Summer Swim Club Policies
Type: Governance Policy Number:
Name: Resignations and Vacancies Date Approved: March 29, 2012
Date Revised:
Reference: Swift Current ACT/UCT Stingrays Summer Swim Club Bylaws, Article VII, Point 7.3
In the event that a member of the Executive vacates a position during a term, the Executive may appoint an interim replacement to serve until the next AGM of the Stingrays.