Kiama Swim Club Incorporated

Transcription

1 Kiama Swim Club Incorporated By-Laws Kiama Swim Club Incorporated By-Laws_14/03/2017 Page 1 of 21

2 Introduction to By-Laws of Kiama Swim Club Incorporated 1 The status of By-Laws 1.1 Power to make By-Laws: These By-Laws are made by the Kiama Swim Club Incorporated under Clause 28. They are binding on all Members. In the event of a conflict between these By-Laws and the Constitution, the Constitution will prevail. 1.2 Definitions and Interpretation The definitions in the Constitution apply to these By-Laws. In addition, the following definitions apply: Clause means a clause of the Constitution. Competitions means and includes: a) any championship organised or conducted by the Club; b) any championship, competition, series or meeting sponsored by or conducted by or on behalf of the Club. Disciplinary Tribunal means the disciplinary tribunal of the Company constituted under By-Law 5. Swimmer means an Individual Member who competes at Club or higher level. Kiama Swim Club Incorporated By-Laws_14/03/2017 Page 2 of 21

3 Members By-Laws 2. FEES DUE TO THE CLUB 2.1 Fees payable in accordance with Clause 3.10 will be payable by all Members as defined in By-Law 22.2, provided that fees will not be payable in respect of a Life Member; 2.2 The annual registration fees payable to the Club in respect of each Individual Member will consist of a SAL and SNSW component which includes registration and insurance cover and a Club administration fee as determined by the Committee from time to time. 2.3 All registration fees are due on the first day of October in each year. 2.4 The Committee may refund any fee which, in its opinion is warranted. Special FEES Provision Kiama Swim Club Incorporated 2.5 Life members of other clubs will pay a nominal fee each year as determined by the Committee to join Kiama Swimming Club providing that Kiama Swimming Club Inc. sight the current NSW Registered Members Card and record its details; 2.6 Membership fees will be determined by the Committee annually. 3 DISCIPLINARY BY-LAW 3.1 Establishment of Disciplinary Tribunal The Committee shall establish a Disciplinary Tribunal to deal with all disciplinary actions and matters under Clause 4. A disciplinary action and matter must be solely and exclusively resolved by the Disciplinary Tribunal 3.2 Composition of Disciplinary Tribunal A Disciplinary Tribunal of three (3) persons shall be appointed by the Committee for the purpose of hearing disciplinary actions and matters under Clause The Committee shall also appoint a member of the Disciplinary Tribunal as chair who in the opinion of the Committee is competent in dealing with disciplinary matters The Committee may call for applications to the Disciplinary Tribunal No Committee member or a family member dealing with a matter relating to a member of that family shall be a member of the Disciplinary Tribunal Three (3) members of the Disciplinary Tribunal shall constitute a quorum. 3.3 Notice of Alleged Breach Where the Committee is advised, or considers that a Member has allegedly: Kiama Swim Club Incorporated By-Laws_14/03/2017 Page 3 of 21

4 breached, failed, refused or neglected to comply with a provision of the Constitution, the By-Laws, the Policies and the rules or any resolution or determination of the Committee; or acted in a manner unbecoming of a Member or prejudicial to the Objects and interests of the Club and/or swimming; or brought the Club or swimming into disrepute, the Committee shall notify the chair of the Disciplinary Tribunal The chair of the Disciplinary Tribunal shall, as soon as practicable upon receipt of notice in accordance with By-Law 3.3(a), serve on the Member a notice in writing: setting out the alleged breach of the Member and the grounds on which it is based; stating that the Member may address the Disciplinary Tribunal at a hearing to be held not earlier than fourteen (14) and not later than twenty-eight (28) days after service of the notice; stating the date, place and time of that hearing; informing the Member that he does one or more of the following: attend that hearing; give the Disciplinary Tribunal, before the date of the hearing a written statement regarding the alleged breach. 3.4 Disciplinary Tribunal Procedures At a hearing of the Disciplinary Tribunal held in accordance with By-Law 3.3(b)(ii), the Disciplinary Tribunal shall: give to the Member every opportunity to be heard; give due consideration to any written statement submitted by the Member; and by resolution determine whether the alleged breach occurred The Club and the Member shall not be entitled to legal representation at the hearing of the Disciplinary Tribunal The Disciplinary Tribunal shall hear and determine the alleged breach in whatever manner it considers appropriate in the circumstances (including by way of teleconference, video conference or otherwise) provided that it does so in accordance with the principles of natural justice. The purpose of the hearing shall be to determine whether the alleged breach occurred If the Disciplinary Tribunal considers that the alleged breach occurred, it may impose any one or more of the penalties set out in By-Law 3.5. Kiama Swim Club Incorporated By-Laws_14/03/2017 Page 4 of 21

5 3.4.5 If the Disciplinary Tribunal considers that the alleged breach did not occur, the matter shall be dismissed Each party shall be responsible for their own costs associated with the Disciplinary Tribunal hearing. The Disciplinary Tribunal has no power to award costs to a party. 3.5 Penalties If the Disciplinary Tribunal considers that the alleged breach occurred, the Disciplinary Tribunal may impose any one or more of the following penalties: impose a warning; fine the Member; where there has been damage to property, direct that the Member pay compensation to the relevant organisation which controls or has possession of the property; cease funding granted or given to them by the Club from a specified date; suspend for a specified period and/or terminate any rights, privileges and benefits provided to that Member by the Club; reprimand the Member; suspend the Member from membership of the Club for a specified period; expel the Member from the Club; any other such penalty as the Disciplinary Tribunal considers appropriate. 3.6 Appeal from Decision of Disciplinary Tribunal Any Member, the subject of an adverse finding in proceedings in accordance with By-Law 3 may appeal to The Association committee in relation to that adverse finding Such appeal shall be dealt with in accordance with the disciplinary procedure set out in Association by-laws, policies or rules. Kiama Swim Club Incorporated By-Laws_14/03/2017 Page 5 of 21

6 4. Committee 4.1 Composition of Committee The composition of the committee for the Kiama Swim, Club Incorporated shall consist of the following: Office bearers: President; Vice President; Secretary; Treasurer; Race Secretary; Registrar; Head Coach Other members (may include as determined by Office Bearers): Assistant Race Secretary; Publicity Officer; Social Secretary; Property Officer; Carnival Coordinator; General members 5. Election process and procedures for Committee Members 5.1 Where there is more than one nomination for any position, a ballot for that position shall be held. Where there are nominations for the positions of office bearer and Committee, the positions of the office bearers shall be determined first. 5.2 The Annual General Meeting shall appoint at least two tellers for each ballot. 5.3 Members shall record their vote by placing a mark (cross or tick) opposite the name of the candidate(s) of choice for that office. 5.4 On the count of votes in respect of any position, the candidate(s) who has received the highest number of votes shall be declared elected to that position(s). 5.5 In the case of an equality of votes for any position it shall be resolved by lot to eliminate the unsuccessful candidate(s). 5.6 If a ballot paper is not completed in accordance with By-Law 5.3 the ballot paper shall be deemed to be informal. 5.7 The result of the ballot shall be declared at the Annual General Meeting. The declaration of the poll by the chairperson shall include the following information: 5.8 the number of Members eligible to vote; 5.9 the number of votes received; and 5.10 the number of votes declared valid All ballot papers for the annual elections are to be destroyed after the declaration of the poll. Kiama Swim Club Incorporated By-Laws_14/03/2017 Page 6 of 21

7 6. Committee Members Role Responsibilities 6.1 Committee Members Committee members shall: guide any standing committees to which they may be assigned on all matters affecting the Constitution, By-Laws, Policies and rules or any previous decision of the General Meeting or the Committee; act honestly, independently and with due diligence in all decision making; ensure that the resources of the Club are effectively and efficiently managed to fulfil the Objects; contribute to the development of the Clubs strategic and business plans; attend any assigned committee and act as the Committee adviser in the formulation of committee work plans; present recommendations and reports of any assigned standing committee to the Committee. Office Bearers 6.2 President The President Co-ordinates the activities of the Club: The President chairs meetings and ensures they run smoothly and that the constitution is adhered to; The President is the official representative of the Club and liaises with other Club members and officials to ensure the efficient running of the Club; The President prepares a report for the AGM recording all achievements of the Club and its members during the preceding year as well as outlining future aspirations Responsible for the submission of club carnival application 6.3 Vice President The Vice-President shall assist the President in carrying out his/her duties and shall attend to such matters as the President or Executive may delegate. In particular the Vice President shall: Take over from the President s tasks when required to do so; Liaise with other members of the Committee and lighten their load. 6.4 Secretary The Secretary shall keep, or cause to be kept, all records of the business of the Club. The Secretary s duties are many and varied but should include: Kiama Swim Club Incorporated By-Laws_14/03/2017 Page 7 of 21

8 6.4.1 Being responsible for the everyday running and administration of the club; Receiving, sending and tabling of all correspondence at General, Committee and Annual General Meetings; Taking the minutes of all meetings and keeping records of same. These records should be available to any Club member upon request; Drawing up the agenda for forthcoming meetings; Accepting and tabling notices of motion; Submitting a full report of the Club s activities to the Club, District and Swimming NSW Ltd as requested and required. 6.5 Treasurer The Treasurer is responsible for managing the cash receipts and disbursements of the Club; A dated receipt should be issued for all monies received with full details of payee and source eg membership, carnival entry fees, raffles, sale of merchandise etc. All receipted money must be banked within 7 days; Ideally all payments should be made cash or direct debit into club account; Invoices and other documents justifying payments must be retained for auditing purposes. It is usual that all payments be authorized by the Club Committee; The Treasurer should prepare a statement of receipts and expenditure for each Committee, General and Annual General Meetings; The Treasurer should also produce an auditor s statement on the Club s books and a current statement of assets for each Annual General Meeting. The auditor of the yearly financial statement of the Club s books should be a qualified accountant. 6.6 Race Secretary The Race Secretary shall be responsible for the: Prepare the season program and circulate to committee members for approval; Set up the season program in Meet Manager and Team Manager prior to the start of each season; Entering swimmers into Team Manager prior to Friday night racing; Co-ordination of club races each Friday night; Maintaining a record of club member s times; Maintaining Club Records; Collate final Pointscore and Championships results at the end of each season and liaise with Property Officer to purchase trophies, medals, ribbons etc where appropriate. At the end of each summer season collate results for yearly perpetual awards and yearly (October September) representative swimmer recognition; For Club Carnivals, liaise with Carnival Coordinator to prepare carnival flyer. Create the meet online within Club Lane. Create the Meet Manager file for race entries and upload onto the meet within Club Lane Kiama Swim Club Incorporated By-Laws_14/03/2017 Page 8 of 21

9 to allow online entries. Monitor the online entries and close off entries once carnival reaching capacity. Liaise with Carnival Coordinator prior to the carnival and advise once carnival has been closed off. Create meet program with all entries to be collated with the final carnival program for printing. Coordinate the recording desk on the day of the carnival. On conclusion of the carnival ensure correct files are sent to South Eastern Swimming Association, and final results uploaded onto ClubLane; Download carnival results onto Team Manager, once posted online by the host club; Where online entries into Carnivals are not available, collect race entries, prepare and send off TM file and PDF summary file with the carnival entries with the correct fees. Liaise with treasurer to obtain the cheque. A contact name, address and phone number should also be listed on summary sheets. 6.7 Registrar The Club Registrar s duties include the following: Co-ordinate the collection of membership fees through the Club Lane online membership database, update membership fee categories and issue invoices via Club Lane. Manually issue Swimming NSW membership cards to each financial member each season; Maintaining the register of members on the Club Lane database and their Capitation numbers for the Secretary and others as required; Ensure all current members are fully financial and fees paid prior to their third swim of the Pointscore season. Liaise with Race Secretary for a list of those swimmers currently competing; Advise new swimmers they can have a 2 week free trial, after which they must join the club to ensure they are covered by the Club s insurance; Liaise with swimmers from other clubs swimming at the KSC Winter Pointscore and collect their membership details to ensure they are members of Swimming NSW. 6.8 Head Coach The Head Coach shall have training and accreditation suitable to at least satisfy the requirements of a Silver License Accreditation of the Australian Swim Teachers and Coaches Association or equivalent. Alternatively, a person with credentials at the level of Bronze License or equivalent may be appointed provided that the person continues to undertake continuing professional development in order to progress to a Silver License. The duties of the Head Coach are: Liaise with Executive Committee to develop vision, goals and strategies to achieve these goals; regularly attend committee meetings and report on any coaching relevant; information i.e. athletes, upcoming meets, meet results, education, camps; Develop seasonal competition schedules (Development, Qualifying, National Age, National Open, and MC); Kiama Swim Club Incorporated By-Laws_14/03/2017 Page 9 of 21

10 6.8.4 Identify coach or coaches to attend selected meets; Identify appropriate development activities e.g. Camps, Education seminars; Develop plans and budgets for development activities; Identify coach/s to attend selected development activities; Mentor the Association coaches; Undertake personal professional development opportunities e.g. Courses Certificates, Camps, Seminars, Conferences, Presentations; Appropriately plan, conduct and evaluate training plans to meet the needs of the athletes; Develop a network and liaise with support staff e.g. nutrition, physiotherapy, psychology, coaches and parents; Ensure qualifying times for Country, State and Nationals are displayed on the notice board; Manage team while at Competition (Development, Qualifying, National Age, National Open and MC) Where an additional coach or coaches are to be appointed by the Committee, the Committee may appoint a person with training and accreditation suitable to at least satisfy the requirements of a Bronze License Accreditation of the Australian Swim Teachers and Coaches Association or equivalent. Persons with credentials at the level of Swim Teacher of Competitive Strokes or equivalent may also be appointed provided that the person continues to undertake continuing professional development in order to progress to a Bronze License. 7 Other Committee Members (these may include) 7.1 Assistant Race Secretary The Assistant Race Secretary shall assist the Race Secretary with the above duties as required. 7.2 Publicity Officer The Club Publicity Officer will be responsible for: Promoting the image of the club and members achievements to the media, schools etc; Preparation of a newsletter as required to ensure all club members are aware of upcoming events, meetings and other information relating to the club s activities and performance; Update Club Facebook page; Obtain Seasonal Targeted Carnival list from the Head Coach. Circulate to members at the beginning of the season. Promote the carnivals throughout the season and advise members of the carnival closing dates for entries; Promotion of club to local schools prior to commencement of each season, contact local schools with a flyer for inclusion into school Kiama Swim Club Incorporated By-Laws_14/03/2017 Page 10 of 21

11 7.3 Social Secretary newsletters, offering free trial (eg 2 weeks prior to end of term 3 and for first 3 weeks at start of new season); The Social Secretary will be responsible for: The co-ordination of purchasing, preparation, distribution and storage of food for club nights, presentation days and other club functions; Club raffles 7.4 Property Officer To co-ordinate the ordering, storing and distributing club property such as uniforms, costumes and equipment; Maintain a register of the club property; Encourage Club Representatives to wear Club colours at carnivals and display the club flag/banner. Prior to carnivals check whether swimmers need to purchase additional club caps; At the end of each season liaise with Race Secretary to purchase trophies, medals, ribbons etc where appropriate At the end of each summer season liaise with Race Secretary to organise yearly perpetual awards and yearly (October September) representative swimmer recognition gifts. 7.5 Carnival Co-ordinator Co-ordinates the organisation of club carnivals including the following: Lodge application with South Eastern Swimming Association (SESA) to host the event as agreed by the committee; Complete the Kiama Pool Hire Application and insure insurance is up to date; Liaise with Race Secretary to prepare the carnival flyer; Liaise with the race secretary to prepare the MM file and set up online bookings through Club Lane; Answer enquiries about the carnival from other clubs; Coordinate committee members and family members to assist with running the BBQ, handing out medals, collecting entry fee, selling programs and raffle tickets, food for the officials and time keepers. Coordinate all required officials for the day; Book technical equipment from SESA; Purchase the medals for the carnival; Ensure all committee members have their working with children check; Liaise with Race Secretary to keep a check on the carnival timeline; On conclusion of carnival ensure race secretary has sent off documentation as required by SESA within 7 days. Kiama Swim Club Incorporated By-Laws_14/03/2017 Page 11 of 21

12 7.6 Public Officer The Public Officer is the official point of contact for an incorporated association and one of the authorised signatories. The association must have an official, physical address in New South Wales where the Public Officer can generally be found (can t be a PO Box). The person nominated as the Public Officer in the application for an incorporation of an association will become the association s first Public Officer. The committee must fill any vacancy in the position of public officer within 28 days. Responsibilities: Notifying Fair Trading of any change in the association s official address within 28 days Collecting all association documents from former committee members and delivering the documents to the new committee member Acting as the official contact for the association, including taking delivery of documents served on the association and bringing them to the attention of the committee as soon as practicable Custody of any documents as required by the constitution. 8 CLUB CAPTAINS The Club captains will be one male captain and one female captain, the criteria is as follows; 8.1 Must be 13yrs or over / or to the committee s discretion 8.2 Must have been a member of the Kiama Swim Club for at least 2 years (4 seasons) consecutive 8.3 Must show leadership qualities Appointed Captains will be required to full fill the following duties throughout the season of their appointment: 8.4 Must commit to attending Pointscore a minimum of 5 nights per season not including Championships. 8.5 Regular attendance at targeted meets must attend a minimum of 5 meets during the summer season and 3 meets in the winter season. The meets must include the SESA Summer and Winter Championships. 8.6 The captains must assist the coach(s) at targeted meets to organise competitors, if needed. 8.7 The captains must lead the club members by example and provide advice to the committee in regards social, uniform and fund raising. 8.8 May liaise with club members for activities at Club Christmas party. 8.9 Assist with the handouts of awards, trophies, medals, team shirts Kiama Swim Club Incorporated By-Laws_14/03/2017 Page 12 of 21

13 8.10 The nominated Club Captains will be invited by Letter of Acceptance to be signed by the swimmers. The swimmers will be advised of their role as Club Captains and asked for their commitment whilst holding the position The Captains will be nominated by the committee at the first meeting after AGM. If there are multiple nominees for a position, and the committee cannot reach a unanimous decision, then a secret ballot will be held for that position by the available swimming members at the first swim club point score after the nomination 9. STANDING COMMITTEES Standing committees specified in By-Law 9(9.1.1) shall be elected at the Annual General Meeting for a one year term. Every person appointed, unless ceasing to hold office in consequence of death, resignation or removal from office, will continue to hold office until the completion of their respective term or the appointment of the new standing committee Nominations shall be invited for the positions on standing committees specified in By-Law 9(l) at least forty five (45) days prior to the date of the Annual General Meeting and the closing date for nominations shall be at least thirty (30) days prior to the date of the Annual General Meeting. A list of nominees shall be included on the agenda paper for the Annual General Meeting Nominations for positions on standing committees may include a précis submitted by the nominee, of their background, experience and qualifications pertinent to the position The Committee may at any time terminate the appointment of any standing committee and any such person may resign from a standing committee by letter delivered to the Secretary A member of any standing committee who is absent from three consecutive meetings without explanation acceptable to the Committee shall be declared to have vacated such standing committee membership and the Committee shall appoint another member in his place A quorum for a meeting shall be fifty percent plus one (50% + 1) of the voting members on each standing committee The President shall be ex-officio member of all standing committees Each standing committee shall receive and consider all matters, correspondence and proposals which are referred to it by the Committee and which fall within the scope of the functions of the standing committee as stated in these By-Laws All standing committees shall: identify and minimise areas of risk within the standing committee s area of responsibility; Kiama Swim Club Incorporated By-Laws_14/03/2017 Page 13 of 21

14 contribute to the administration of all phases of their particular facet of the sport within the rules and policy limits, delegated to the standing committee; refer any undecided policy items to the Committee for determination; where necessary work in conjunction with other standing committees within the Club; if so decided by the standing committee invite a person to attend a meeting to speak on a specific matter; subject to the approval of the Committee, have the power to co-opt additional members as deemed necessary; those members will be entitled to voice without vote; The standing committee secretary shall: in consultation with the standing committee chairman issue, through the Secretary, notices convening meetings; cause accurate minutes to be kept of all meetings; deliver to the Secretary within seven days, in the format approved by the Committee, a copy of all minutes, reports and recommendations arising from standing committee meetings for reference to and consideration by the Committee; and cause all standing committee correspondence to be directed through the Secretary Subject to the Constitution there shall be a standing committee for the following: a selection committee; a competition committee The composition of each standing committee and the duties and terms of reference relating to each standing committee are set out in By-Laws 9 to SELECTION COMMITTEE The selection committee shall comprise of three (3) Individual Members elected at the Annual General Meeting; On every occasion when a team is to be selected to represent the Club, the Committee shall notify the selection committee of its requirements. The selection committee shall by a specified time submit to the Committee a list of names of Individual Members totalling the number required by the Committee and graded in such a manner as the selection committee, in the absence of any direction from the Committee, considers appropriate to the type of team or squad required. The selection committee may further, at its discretion, recommend an increase or decrease in the team complement. Kiama Swim Club Incorporated By-Laws_14/03/2017 Page 14 of 21

15 The Committee shall have the right to adopt the recommendations in whole or part. It may reject any recommended Individual Member but shall not add to the list without a prior recommendation from the selection committee. 11. COMPETITION COMMITTEE The functions of the competition committee shall be to: review the competitive swimming programme of the Club at the completion of each year and recommend to the Committee alterations where necessary; carry out at the request of the Committee any duty related to the conduct of Club meets; and generally comply with the provisions of By-Law The membership of the competition committee shall be: a Committee member appointed by the Committee who shall be the Chairman; two (2) suitably qualified Members elected at the Annual General meeting in accordance with By-Law The chair shall have a deliberative as well as a casting vote; each other member shall have one (1) vote The operation of the competition committee shall be as agreed by the competition committee members from time to time. 12. CARNIVALS 12.1 Carnival Entries All carnival entries are the responsibility of the swimmer, via registration on the host club s website; Swimmers should print off the carnival program prior to entering the carnival and hand to their relevant coach for individual selection of their race entries; In the event that online entries are not available, entries should be forwarded to the race secretary at least one week prior to the carnival closing date; Entries are to include Event number/ Stroke and distance, along with bank receipt number and total amount paid; Race Secretary will prepare the TM file and PDF file and send to the host club along with a cheque for payment. Liaise with Treasurer to ensure payment has been received from the swimmer, and arrange for cheque to be drawn to send off with the entry. Kiama Swim Club Incorporated By-Laws_14/03/2017 Page 15 of 21

16 12.2 Carnival Relays Kiama Swimming Club Inc. Race Secretary/Assistant Race Secretary will enter as many relays as possible based on numbers of swimmers who are available; Swimmers who indicate their availability for relays have priority over those who have indicated unavailability on the day; Relays will be organized according to availability and will be grouped with fastest times in the first relay; next fastest in the second etc. Current recorded times as held by Swimming Australia will take preference over non recorded times; Fastest swimmers will swim for their age group first. When relays are short, the fastest swimmers may be approached to swim up as well as swimming in their own age group depending on relay rules; No changes should be made to relay lists at Carnivals unless there are absences or withdrawals. A list of reserves of available swimmers will be supplied by the Race Secretary/Assistant Race Secretary. Any changes made to relays due to absences should still result in the fastest four swimmers in the 1 st relay, next fastest four swimmers in the 2 nd relay etc; Relays will be supervised by the Race Secretary/Assistant Race Secretary or the appointed delegate, preferably a Committee member; Kiama Swimming Club Inc. will pay relay entry fees and will select swimmers for relays at all levels of competition; Swimmers who indicate availability for relays and are present at the carnival but do not swim in their relay may forfeit their next relay swim; On the carnival day swimmers should advise the club relay coordinator as soon as possible should they be unable to swim, and understand that a replacement swimmer needs to have sufficient time to prepare. 13. CLUB SWIMS 13.1 Pointscore Nights Swimmers must be registered with Swimming NSW Ltd before swimming on Club nights; Members are to be encouraged to take up the Annual membership option in October each year which includes NSW Swimming Membership and annual pool entry fee, however a Summer only or Winter only fee will also be available. A pro rata fee will be set for swimmers joining later in the season Swimmers who are not financial members of Kiama Swimming Club Inc. but are members of any other swimming club may swim in the Winter Pointscore season provided they pay a fee as determined by the Committee; Swimmers from other clubs may attend Pointscore nights in order to swim time trials, when agreed by the committee. These swimmers must pay a fee determined by the Committee for each time-trial swum; Kiama Swimming Club Inc. Committee will determine each season s program; Kiama Swim Club Incorporated By-Laws_14/03/2017 Page 16 of 21

17 The program will be available at the beginning of each season, however Kiama Swimming Club Inc. reserves the right to change the program without notice; There is a limit of three races per swimmer per night. Swimmers are expected to complete one freestyle race per night and only one swim per stroke will contribute to Pointscore; The Pointscore is tallied according to a formula approved by the Committee; Entries for the following week can be submitted by filling out the list that circulates each week, or by ing kiamaracesecretary@gmail.com, by 5pm each Wednesday night. Any late entries, changes or withdrawals must be made prior to 6.40pm each Friday night. Late entries may miss out on their races or may be assigned to slower heats in their races; Swimmers who can complete a 25m swim in less than 30 seconds must swim 50m unless they are 7 years old or less. Swimmers who are 8 years and over who swim 25m events in less than 30 seconds will not be awarded any points for improved swims; Swimmers competing in 400m Freestyle or I.M. must be able to complete the distance in approximately six and a half minutes Major Pointscore trophies, as determined by the Committee, will be presented to swimmers at the end of each season. All swimmers attending Pointscore for a number of nights, as determined by the Committee, will receive participation awards Championship nights To qualify for championships a swimmer must swim a minimum of ten (10) Pointscore swims over a minimum of five (5) nights with a maximum of three (3) scoring swims per night. No exception will be made for illness or injury unless it is for duration of eight (8) consecutive weeks, with a doctor s certificate; A minimum of two (2) swims per form stroke to be completed to qualify for the same stroke at championships; Swimmers who join after the commencement of the season will need to complete a number of swims as determined by the committee on a pro rata basis; New swimmers must swim a minimum of four (4) nights and two (2) swims per form stroke as a fully financial Kiama Swim Club Member to qualify; Trial nights do not contribute to a night s attendance unless membership is paid in full on the first night of try out, prior to racing; Attendance may be noted if the Race Secretary is officially informed of the swimmer representing the Club at time of occurrence; Swimmers who have not paid a Pointscore fee will not be eligible to swim in the Championships; Kiama Swim Club Championships are only open to swimmers registered with Kiama Swim Club. Swimmers registered with another club, but have paid for Kiama Swimming Club s Pointscore season, are not eligible to swim in the Kiama Swim Club Championships; The Championship program will be determined by the Committee and will be publicised prior to the Championships; Kiama Swim Club Incorporated By-Laws_14/03/2017 Page 17 of 21

18 The age for Championships is the swimmer s age as at the first day of the Championships; Championship entries must be forwarded to the Race Secretary by the advertised closing date. Late entries may not be accepted. Entries may not be accepted on the Championship night; Championship achievements will be acknowledged at Kiama Swimming Club Inc. presentation. Swimmers who are not placed during the Championships will receive participation acknowledgment; Aided swimmers times will not take priority in placing over unaided swimmers and their times will not be considered by for club records Swimmers must attend and swim at the championships to be eligible for Championship recognition and records; Swimmers who are in Year 11, or equivalent, or older and who have 5 or more years of consecutive membership may swim at championships without having met the criteria in or ; To request championships swims to be off program (ie all swims on one night) a minimum two (2) weeks notice in writing to the committee is required. Requests will only be considered for swimmers who are unable to attend due to representing the club at Country, State or National level Any financial Kiama Swim Club member swimmer not meeting the above criteria may swim in the Championships as an Exhibition Swimmer only and points and times will not be considered for Kiama Swim Club Inc records. The Race Secretary will advise the Committee which swimmers are competing as non-qualifying swimmers. Swimmers are to be notified directly by the Race Secretary to confirm their swim will be non-qualifying and therefore not eligible for a placing or records; Non-qualifying swimmers will be noted as an Exhibition Swimmer in Meet Manager and on the meet program. 14. Club Records The Race Secretary maintains the following records: 14.1 Best times swum each Winter Championship; 14.2 Best times swum each Summer Championship; 14.3 Current records from the Winter Championships; 14.4 Current records from the Summer Championships; 14.5 Record of presentations; 14.6 Listings of the fastest Pointscore swims from 1997/98 summer season onwards. 15. Club Trophies 15.1 Cliff Hales Memorial Trophy Overall Pointscore winner, ie highest number of points from point score taken over The Club swimming year ie 1 April through to 31 March Audrey Corby Trophy Most improved over the Pointscore All strokes to be considered; Kiama Swim Club Incorporated By-Laws_14/03/2017 Page 18 of 21

19 Summer Pointscore only; Improvement assessed from first swim of the season 15.3 Enn Muller Trophy Most improved in off stroke Summer Pointscore only; Most improvement in all off-stokes based on the distances swum over the duration of the summer Pointscore only; Improvement assessed from the first swim of the season Club Champion To be assessed throughout the whole swimming year ie 1 April through to 31 March. Method for allocation of points as follows: Carnivals (seasonal) includes SESA Championships & Brophy Shield and any swim meet held outside NSW regardless of meet status; Individual & Relay achievement: Level Gold Silver Bronze Points 3 Points 2 points 1 point Qualifying for following meets NSW Country, State Age, State Open, National Age and Nationals: Each event entered Nationals State NSW Country 1 point 4 points for competing 3 points for competing 2 points for competing Achievement for above Medal & Ribbon (including OFFICIAL finalist positions only ie number of lanes in pool): Position Points Position Points 1 st 10 points 6 th 5 points 2 nd 9 points 7 th 4 points 3 rd 8 points 8 th 3 points 4 th 7 points 9 th 2 points 5 th 6 points 10 th 1 point Club Championships winter & summer. Placegetters only: Position Points 1 st 3 Points 2 nd 2 points Kiama Swim Club Incorporated By-Laws_14/03/2017 Page 19 of 21

20 3 rd 1 point To be eligible competitors must have qualified for Club Championships The Norm Fowler Trophy The Male and Female Kiama Swimming Club Long Distance Champions will be decided on the last week of term 4 over 1500m and 800m respectively; To qualify for the Long Distance Champion, swimmers must be able to complete a 200m Freestyle swim within 3 minutes and 30 Seconds; This time can be achieved at any club Pointscore night, including previous seasons, or at any carnival in which the results can be verified by the Race Secretary The Walker Shield The winner of the Walker Shield is the swimmer who swims closest to a time they nominate for either 25m or 50m freestyle. The distance selected is according to whether they are expected to swim more than 25m at Pointscore The nominated time must be close to their Personal Best (PB) over the distance nominated The Shield is contested on the same night as the long distance events at the end of Term 4. The Race Secretary/Assistant Race Secretary maintains a record of all Carnivals entered, times swum and placings. This record is used to calculate the Club Champion Trophy winner (15.4), Trophies (15.1,15.2,15.3,15.4,15.5,15.6) are assessed from the Race Secretary s Pointscore records Recognition Awards The amount spent on representative swimmers will be determined by the Committee each swimming year dependent on the number of representatives and the financial position of Kiama Swimming Club Inc; All club representatives must have been members of Kiama Swimming Club Inc. for a minimum of two consecutive swimming seasons to be eligible for club sponsorship; All other representatives will be offered the option of purchasing representative tokens. 16 Club Uniform All members are encouraged to wear official Kiama Swimming Club Inc. apparel. The minimum requirement is a Kiama cap. Kiama Swim Club Incorporated By-Laws_14/03/2017 Page 20 of 21

21 17. Technical Qualifications Members should be encouraged to gain technical qualifications and to act as Officials at Pointscore nights and at Carnivals. 18. Sponsorship All Club Sponsors must be approved by the Committee. 19. Alteration to By-Laws The Club By-Laws shall only be made, amended or repealed by a Special Resolution at a Kiama Swimming Club Inc. General meeting Kiama Swim Club Incorporated By-Laws_14/03/2017 Page 21 of 21