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Constitution

MIDDLESEX COUNTY AMATEUR SWIMMING ASSOCIATION RULES

 

1. NAME
The Association shall be called the MIDDLESEX COUNTY AMATEUR SWIMMING ASSOCIATION.

‘MIDDLESEX’ means the area covered by the City of London, and the London Boroughs of the City of Westminster, Camden, Islington, Hackney, Tower Hamlets, Hammersmith and Fulham, Royal Borough of Kensington and Chelsea, Hounslow, Hillingdon, Ealing, Harrow, Barnet, Brent, Haringey and Enfield, together with the local areas of Staines, Teddington and Sunbury on Thames.

‘MEMBERS’ means:

(a) Honorary Life Presidents; (b) Past Presidents;

(c) Individual and Life Members; and (d) Members of Middlesex Clubs.

2. OBJECTIVES OF THE ASSOCIATION

The objectives of the Association shall be: -

  1. a)  To promote the teaching and practice of Swimming, Swimming with a Disability, Open Water Swimming, Diving, Synchronized Swimming and Water Polo.

  2. b)  To select teams to represent the County.

  3. c)  To promote and hold championships and other competitions, wherever possible, within the geographical boundaries of the Association.

  4. d)  To ensure the Laws and Technical Rules of the ASA and any resolutions and rulings of the ASA Council and the ASA Committee are enforced.

  5. e)  To develop all aspects of the sport, at every level, with the intent to improve standards and performances.

3. LAWS

The laws and orders of the ASA and the ASA London Region and resolutions adopted by the ASA and the ASALR shall be binding on the Association.

4. CHILD PROTECTION

The Association will adopt the ASA Child Protection policies and procedures and these shall apply to all members of the Association.

5. COMPOSITION

All clubs affiliated to the ASALR with headquarters in Middlesex, are allocated to the Association. The affiliation fee paid by Clubs to the ASALR includes affiliation to the Association.
Persons who may be elected by the Executive as individual Members shall pay an annual subscription of £9. Individual and Life Members, as such, shall not have the right to speak or vote at any Council Meeting.

6. FINANCE

  1. The Financial year shall end on the 31st August.

  2. The funds or other property of the Association shall be applied to the furtherance of the objects of the Association or for any charitable purposes. No funds or other property of the Association shall be paid to or distributed among the members of the Association except as legitimate expenses

    incurred on behalf of the Association. In the event of dissolution, the funds remaining will be
    devoted to objectives similar to those of the Association.

    c. The Treasurer shall keep proper books of accounts and exercise control over the funds of the Association.

    1. The Treasurer will be responsible for the collection and payment of ASA and ASALR membership fees of Individual Members of the Association.

    2. There shall be four signatories for cheques drawn on the Association accounts: the Treasurer, the Hon Secretary, the Assistant Treasurer and the Assistant Secretary. The Treasurer or the Assistant Treasurer shall sign all cheques drawn on the Association’s Accounts. All cheques of £1,000 or over are to be countersigned by any one of the authorised signatories.

    3. The Treasurer is to prepare an annual report and balance sheet, for examination by the Executive at a meeting not less than six weeks after the closing date of accounts. These accounts will then be presented, for approval, at the Annual Council Meeting.

    4. Qualified Accountants shall be appointed annually by the Council at the Annual Council Meeting to examine and report on the accounts of the Association.

    7. COMPOSITION OF THE COUNCIL

    The Council of the Association shall consist of:
    (a) the President, the President Elect, the Secretary, the Treasurer plus the Office holders

    of the Association
    (b) the Past Presidents of the Association;
    (c) Club delegates in accordance with the provisions of Rule 10.1.3 of the ASALR Rules.

    NOTE: At the date of publication of this handbook, each club is entitled to representation as follows: -

    i. ii. i i i .

    One from each club comprising up to and including 50 members. Two from each club with a membership between 51 and 200 Three from each club comprising 201 or more members.

    No club shall have more than three delegates. A new club shall be entitled to representation for the first year according to the number of members at the date of its application for affiliation.

    8. ANNUAL COUNCIL MEETING

    1. The Annual Council Meeting shall be held in the month of November for presentation, amongst other things, of the Annual Report and Accounts for the year ending 31st August.

    2. Nominations for President Elect, the Secretary, the Treasurer and the Office holders and the Executive shall be in the hands of the Secretary not later than the 15th September
      prior to the Council Meeting.

    3. Notices of Motion for the Council Meeting shall be in the hands of the Secretary not later than 15th September prior to the Council meeting.

    4. No proposition for alteration of Rules shall be adopted unless it is passed by at least two-thirds of those present and voting, and receives the approval of the ASALR where necessary.

    5. The Agenda for the Council Meeting shall be posted or delivered to those persons mentioned in Rule 7a and 7b. and to clubs not less than twenty-one days before the meeting.

    9. SPECIAL MEETINGS 

    1. The Executive may call a special Meeting of the Council.

    2. The Executive shall call a Special Meeting of the Council within one calendar month of the receipt of a written requisition signed by not less than six delegates representing six different affiliated clubs. Such requisition shall state the business for which the meeting is to be called and no other business shall be transacted.

    3. The Agenda for a special meeting shall be posted or delivered to those persons mentioned Rule 7a and 7b and to clubs not less than twenty-one clear days before the meeting.

    10. QUORUM

    Fifteen Members of the Council shall form a quorum.

    11. PROCEDURE AT COUNCIL MEETINGS

    ASA Laws 21 to 32, as appropriate, governing the procedure at ASA Council Meetings shall govern the procedure at Council Meetings of the Association.

    12. PRESIDENT

    1. i)  The Executive shall nominate a member of the Association for the office of President
      elect, who shall take office as President the next following year and who shall not hold office for two consecutive years, for consideration by Council.

    2. ii)  The President shall be Chairman of the Executive. If the President decides not to act as Chairman, the Executive shall determine the Chairman.

    NOTE: “Nominations for President Elect, together with a brief CV, supported by a seconder and signed by the nominee, shall be in the hands of the Secretary no later than the 15th September prior to the Annual Council Meeting. The proposer and seconder must both be members of the Executive and the nominee must be a member of the Association. Such Past Presidents as are members of the Executive will then, prior to the next following Executive meeting, make a recommendation to the Executive for consideration by Council”.

    13. HONORARY LIFE PRESIDENTS

    The Council may, in recognition of exceptional services rendered to the County, elect Honorary Life Presidents. Nominations as Hon. Life Presidents shall be proposed by those Past Presidents as are members of the Executive and referred to Council for approval.

    14. OFFICERS and OFFICE HOLDERS

    14.1 The following shall be elected annually by Council at the Annual Council meeting of delegates and Past Presidents:

    14.1.1 President Elect Secretary, Treasurer and Trustee

    14.1.2 Assistant Secretary
    Assistant Treasurer and Trustee 

    Secretary Diving Committee 

    Secretary Education Committee

    Secretary Masters Committee

    Secretary Media Relations

    Secretary Swimming Committee

    Secretary Swimming - Age Group Competitions Secretary Swimming - Championships

    Assistant Secretary Swimming Committee

    Secretary Swimming Officials and Examinations Committee Secretary Synchronized Swimming Committee

    Secretary Trophies

    Secretary Water Polo Committee

    Legal Adviser Medical Officer

    14.2 The President, the Secretary and the Treasurer shall be the Officers of the Association.

    14.3 The President elect together with those persons mentioned in 14.1.2 shall be the Office Holders of the Association.

    NOTE:

    a) In the event that an urgent decision is required between meetings of the Executive
    relating to matter other than those within the Terms of Reference of the Technical
    Committees that decision shall be made by the Officers of the Association and be reported to the next following meeting of the Executive.

    b) In the event that an urgent decision is required relating to matters within the Terms of Reference of a Technical Committee, and it is not reasonably practicable to convene a meeting of the Committee, such decision shall be made by the Chairman and Secretary of that Committee and reported to the next following meeting of the Committee.

    15. ASA LONDON REGION COUNCIL:

    One member of the Executive shall be appointed as delegate to the ASA LR Council.

    16. THE EXECUTIVE

    The management of the Association shall be in the hands of the County Executive, which shall be composed of the following members:

    The Officers of the Association The President Elect
    The Office Holders
    Past Presidents

    Ten Members elected by the Council from the delegates.

    NOTE: - A Past President who fails to attend a total of 6(six) Executive Meetings in a period of three years shall cease to be a member of the Executive.

    17. DUTIES AND POWERS OF THE EXECUTIVE

    The Executive shall:

    1. (a)  meet not less frequently than once in every alternate month (except in the months of July and August). Ten members shall form a quorum;

    2. (b)  transact the business of the Association, and observe and enforce the Rules of the Association and orders of the Council;

    3. (c)  exercise financial control over the affairs of the Association;

    4. (d)  appoint the Standing Committees referred to in Rule 18;

    5. (e)  make changes to Conditions for Championships and Competitions of the

      Association on the recommendation of the appropriate Technical Committee and

      report such changes to the next following Council.

    6. (f)  be responsible for publication of the Association’s Handbook and for the

      incorporation therein of any alterations authorised by the Council;

    7. (g)  appoint the Association’s delegates to the ASA LR Council.

    8.  

    The Executive shall have power to:

    1. (a)  suspend the membership of any Past-President, Officer or Member of the Executive who uses, for the purpose of publication or comment in the public press, information respecting matters that are still under consideration of the Executive or any of its committees.The resolution to suspend shall be passed by at least two thirds of such persons as, being entitled so to do, vote in person;

    2. (b)  declare that any member, other than the President, the President elect or a Past President, who has been absent from three consecutive meetings has vacated his seat;

    3. (c)  fill any vacancy occurring on the Executive. The unsuccessful candidates at the preceding Annual Council Meeting, in order of voting, and if still eligible, shall have the first refusal;

    4. (d)  appoint officials for the Association’s swimming, diving, masters, synchronized swimming and water polo championships and other competitions;

    5. (e)  delegate such of its powers as it may think fit, and on such terms as it may determine, to a Standing or Technical Committee.

    18. STANDING AND TECHNICAL COMMITTEES

    Standing and Technical Committees shall be elected annually by the Executive as follows: -

    18.1. GENERAL PURPOSE COMMITTEE

    1. a)  which shall consist of five members elected from the Executive. The Committee shall have the power to co-opt;

    2. b)  The Committee shall advise the Executive on all matters referred to it by the Executive.

    18.2. CHAMPIONSHIPS LIAISON COMMITTEE

    1. a)  This Committee shall consist of the Secretary Swimming Age Groups, the Secretary Swimming Championships, and the Secretaries of the Diving, Masters, Synchronized Swimming and Water Polo Committees, plus the Trophies Secretary.

    2. b)  This Committee shall act as a forum for discussion of matters common to championships and competitions organised by the Association.

    3. c)  The Secretary and convenor of this Committee shall be the Hon Secretary Swimming Championships.

    18.3. DIVING COMMITTEE

    1. a)  This Committee shall consist of the Secretary of the Diving Committee and five elected members.

    2. b)  The Committee shall: -

    I Advise the Executive on all matters relating to Diving;

    1. ii  Encourage the provision of suitable facilities;

    2. iii  Select Association Diving representatives and nominate

      representatives for District events when necessary;

    3. iv  Compile lists of Association Diving Officials;

    4. v  Recommend Officials for Association Diving Championships and other competitions when necessary;

    5. vi  Be responsible for the organisation and promotion of such Diving

      Championships and competitions as directed by the Executive or Council;

    6. vii Make recommendations to the Executive for changes to Conditions for the Diving Championships and competitions of the Association;

    7. vii Submit budgets as required.

    18.4. EDUCATIONCOMMITTEE

    1. a)  This Committee shall consist of the Secretary of the Education Committee and five elected members;

    2. b)  This Committee shall: -

      1. i  Deal with all matters relating to the ASA Assistant Teacher and ASA Teacher (Swimming), Diving, Water Polo and Synchro Certificates for swimming;

      2. ii  Deal with all matters relating to the ASA Assistant Teacher and ASA Teacher (Swimming) certificates for Synchronized Swimming, Diving, and Water Polo for people with disabilities;

      3. iii  Monitor for ASA Tutors;

      4. iv  Monitor for training courses;

      5. v  Deal with any other educational swimming matter referred to it.

    18.5. FINANCE COMMITTEE

    1. a)  This Committee shall consist of five members elected from the Executive one of whom shall be the Assistant Treasurer. The Treasurer of the Association shall act as the Committee Secretary;

    2. b)  The Committee shall consider every item of expenditure by the Association and shall advise the Association each year on the appropriate level of entry fees, and spectator admission charges, for the various Championships and Competitions.

    18.6. MASTERS COMMITTEE

    1. a)  This Committee shall consist of the Secretary of the Masters Committee and three elected members;

    2. b)  The Committee shall: -

      1. i  Advise the Executive on all matters relating to Masters events;

      2. ii  Encourage the provision of suitable facilities for training and

        competition;

      3. iii  Be responsible for the organisation and promotion of Association

        Masters events;

      4. iv  Select Masters teams to represent the Association;

      5. v  Make recommendations for changes to the Conditions for the Masters Championships and Competitions of the Association;

      6. vi  Submit budgets as required.

    18.7. MEDIA RELATIONS COMMITTEE

    1. a)  This Committee shall consist of the Secretary of each of the other Technical Committees and the Secretary of the Media Relations Committee.

    2. b)  This Committee shall: -

      1. i  Advise the Executive on all matters relating to Public Relations.

      2. ii  Promote all Association Championships and Competitions

      3. iii  Liaise with the press to promote Association events.

    18. 8. SWIMMING COMMITTEE

    1. a)  This Committee shall consist of the Secretary of the Swimming Committee, the Secretary Swimming Age Group Competitions, the Secretary Swimming Championships and the Assistant Secretary Swimming Committee and five elected members.

    2. b)  The Committee shall: -

      1. i  Assist and advise in the training of swimming;

      2. ii  Promote courses and select swimmers to attend them.

      3. iii  Select Association swimming representatives and nominate representatives for District events when necessary;

    1. iv  Advise the Executive on all matters relating to swimming;

    2. v  Be responsible for the organisation and promotion of such Swimming

      Championships and Competitions as directed by the Executive or Council;

    3. vi  Make recommendations to the Executive for changes to the Swimming Championships and Competitions;

    4. vii  Recommend officials for Association Swimming Championships and other Competitions when necessary;

    5. viii  Submit budgets as required.

    18.9. SWIMMING OFFICIALS EXAMINATION COMMITTEE

    1. a)  This Committee shall consist of the Secretary of the Swimming Officials Examinations Committee and six elected members (each of the elected members shall be an ASA Registered Official)

    2. b)  The Committee shall: -

    1. Prepare and deal with the examination of candidates wishing to sit the ASA Examinations and shall advise the Executive on
    all matters relating to such examinations;

    2 Submit budgets as required.

    18.10. SYNCHRONIZED SWIMMING COMMITTEE

    1. a)  This Committee shall consist of the Secretary of the Synchronized Swimming Committee and five elected members.

    2. b)  The Committee shall: -

      1. i  Make arrangements for the Association Championships, Competitions and when necessary, ASA or District events;

      2. ii  Appoint the Association Coach and Manager;

      3. iii  Select swimmers for the County Squad;

      4. iv  Compile a list of the Association Synchronized Swimming Officials.

      5. v  Conduct conferences and seminars for Officials and coaches;

      6. vi  Conduct courses and examinations for Examiners and scorers;

      7. vii  Conduct training courses for swimmers and trainee coaches;

      8. vii Make recommendations to the Executive for changes to the Conditions for the Synchronized Swimming Championships and Competitions of the Association;

      9. ix  Submit nomination to the ASA for International Officials;

      10. x  Submit budgets as required;

    18.11. WATER POLO COMMITTEE

    a) This Committee shall consist of the Secretary of the Water Polo Committee and five elected members. The Secretary of the Water Polo Committee shall act as

    the Secretary of the Selection Committee. b) The Committee shall: -

    1. i  Advise the Executive on all matters relating to Water Polo.

    2. ii  Encourage the provision of suitable facilities.

    3. iii  Select the Association Water Polo representatives and nominate representatives for District events when necessary;

    4. iv  Be responsible for the organisation and promotion of such Water Polo Championships and Competitions;

    1. v  Make recommendations to the Executive for changes to the Conditions of the Water Polo Championships and Competitions;

    2. vi  Submit budgets as required.

    18.12 STANDING COMMITTEE GENERAL PROVISIONS

    18.12.1 Each Standing Committee shall set a quorum at its first meeting following the Annual Council Meeting;

    18.12.2 Each Standing Committee shall elect a Chairman at its first meeting following the Annual Council Meeting;

    18.12.3 An individual may not serve as Chairman of a Standing Committee for more than two consecutive years;

    18.12.4 Each Standing committee shall elect its own Chairman and appoint such sub-Committees as it deems necessary. No individual shall be Chairman of more than one Committee in any year;

    18.12.5 The President, the President elect, the Secretary and the Treasurer shall be ex officio members of all Standing Committees save only with the exception of the Swimming Officials Examinations Committee.

    19. COUNTY BADGES

    County badges may be awarded at the discretion of the Executive to: -

    1. (a)  Those individuals who represent the Association in Championship events for swimming, masters, diving, water polo or synchronized swimming.

    2. (b)  Those individuals eligible to represent the Association in Championship events who gain first place in individual ASA Championships;

    3. (c)  Those individuals eligible to represent the Association in Championship events
      who represent England or Great Britain in swimming, diving, water polo or synchronized swimming;

    4. (d)  Those representing the Association in non-championship events for swimming, masters diving, water polo or synchronized swimming ;

    5. (e)  Association team managers, chaperones, Association Officers, and those helpers who render service to the Association.

    20. TROPHIES

    1. Perpetual trophies exist for the Association’s Championships, Competitions and, in some cases, for special achievements and these trophies remain the property of the Association;

    2. Winners shall be entitled to hold, subject to 3 below, the relevant trophies upon which their names shall be engraved at the expense of the Association;

    3. A trophy may be held from the time of giving to the Trustee a formalacknowledgement of receipt and an undertaking to return it, in a good and clean
      condition, together with any plinth and/or case, in accordance with directions to
      be given by the Trustee or by the Trophies Secretary;

    4. If the winner is under 18 years of age the receipt must be countersigned by a parent, guardian or an authorised official of his/her club. In the case of team events an authorised member of the winning club shall sign.

    5. Trophies must remain in the bona fide possession of their holders and may not be taken out of Great Britain.

    6. Trophy Receipt Forms shall be printed on NCR paper and a copy given to the holder.

    7. The Hon Trustee must be notified immediately of

      1. (a)  Any loss of, or damage to, a Trophy;

      2. (b)  any change of address of the holder of a Trophy

    8 Penalties - Holders will render themselves liable to penalties as follows: -
    (a) for failure to return the trophy by the date directed - £25

    21. INDEMNITY

    1. (b)  for the return of a trophy in a condition unsuitable for immediate presentation - £25

    2. (c)  for damage to a trophy whilst in their possession the holder shall be required to reimburse the Association for the cost of the repair.

    Every member of the Executive shall be indemnified by the Association and its members jointly and severally for any act authorised by the Executive which they do on behalf of the Association and which is written within the scope of the Rules for the time being of the Association.