Poole Swimming Club

President

To be the club’s “Figurehead” and preside over Executive meetings. To present trophies/medals at Age Group/Championship events and to represent the club at County/West level. Coordinate with the Chairman to keep things moving. To follow and promote the ASA Child Protection policy.

Chairman

To run all club meetings-if so requested by the President and to take over meetings in his/her absence. To control debate and endeavour to bring matters to a satisfactory conclusion. To coordinate with the  President and committee members. To follow and promote the ASA Child Protection policy.

Hon. Secretary

Responsible to the Executive Committee and Poole Swimming Club (PSC) membership.

Main Duties:

·        Call Executive emergency committee meetings and the AGM on an agreed date.

·        Arrange a suitable venue

·        Inform executive committee members of arrangements.

·        Take minutes of the meetings.

·        Duplicate and distribute the minutes.

·        Present the minutes to the executive committee.

·        To receive and respond to correspondence.

·        To be the liaison point for PSC with Dorset County ASA, Western Counties ASA and the ASA.

·        To prompt the committee on timings, procedures etc.

·        To follow and promote the ASA Child Protection policy.

Time commitment:      3 hours per week.

Hon. Treasurer

·        To be responsible for all the clubs finances.

·        Prepare and submit annual accounts to the AGM.

·        Prepare a report for executive committee meetings.

·        To be responsible for all bookings.

·        Negotiate contracts with the management of pools, associations, hotels etc.

·        To be responsible for fixing fees in cooperation with the Finance Committee (and with the approval of the Exec. Committee).

·        To be responsible for the distribution/collection of quarterly swimming fees, annual subscriptions and ASA registration fees.

·        To liaise with the Registration Officer.

·        To help in maintaining a members database.

·        To follow and promote the ASA Child Protection policy.

Fixtures Secretary

·        Responsible to the Exec. Committee.

·        Responsible for the compilation and management of the club 12-month Gala fixtures ( in conjunction with the Team Manager, Club Coach and Swimming committee as appropriate).

·        Issue Gala invitations for Inter-Club Galas and maintain a list of attendees returning acceptance slips to other clubs.

·        Issue Fixture lists to all club officers, officials, swimmers and notice boards annually.

·        Liaise with Club Hon. Treasurer regarding the booking of pool for Inter-Club dates.

·        To follow and promote the ASA Child Protection policy.

Time commitment:  1 to 2 hours per week.

County/West Entries Coordinator

·        To correlate entries for Dorset County and Western Counties competitions and ensure they are dispatched in good time.

·        To follow and promote the ASA Child Protection policy.

Trophy Controller

·        To be responsible for keeping up to date records of Trophies   i.e. whom they have been awarded to.

·        To ensure that pictures are kept of trophies together with  information about donators. If the trophy is going to be used for purposes other than it was originally donated,  then the person who donated the trophy should be contacted for their consent before so doing.

·        To ensure that all trophies given out are signed for and their whereabouts known. If a recipient leaves the club then all trophies held by that person should be returned as soon as possible. (This is to be done in conjunction with the Competitions Secretary).

·        To liaise with the Competitions Secretary and Treasurer re. Medals and small trophies for Age Groups/Championships and Star Galas together with Poole S.C. Open Meet.

·        To be responsible for the trophy cabinet in the foyer of the Dolphin Swimming Pool.

·        To follow and promote the ASA Child Protection policy.

Teachers Secretary

·        To maintain a full register of all poolside teaching staff, their qualifications, training record and lifesaving status.

·        Liase with the Registration Officer for Child Protection.

·        To allocate teaching staff to Star and Teaching Groups.

·        To remind teachers and poolside staff when qualifications need updating.

·        To coordinate teaching schedules and plans following the ASA National Teaching Plan.

·        To report to the Executive Committee.

·        To liaise with the Club Coach and teachers to arrange meetings

·        To liaise with the Club Coach over methods, standards, expectations etc.

·        To liaise with the Recruitment Secretary for new swimmers to come into the club.

·        To ensure safety on the poolside.

·        To assess when swimmers are ready to change groups.

·        To ensure that the necessary equipment/aids are available to teaching staff and that it is kept in good safe condition.

·        To organise twice yearly Star Galas.

·        To follow and promote the ASA Child Protection policy.

Masters Secretary

·        To represent Masters interests on the Executive Committee.

·        To maintain a register of Masters swimmers.

·        To be responsible for the distribution/collection of quarterly swimming fees, annual subscriptions and ASA registration fees for the Masters section.

·        To liaise with the Treasurer regarding unpaid fees or membership charges.

·        To deal with membership enquiries.

·        To encourage and facilitate Masters swimmers to enter Club, County, District and Open Meets.

Committee Members

·        To assist with the general running of the club

·        To assist other appointed officers as requested.

·        To attend executive committee meetings.

·        To follow and promote the ASA Child Protection policy.

Competitions Secretary

·        To organise and run home Galas.

·        To organise and run Club Age Group and Championships.

·        Liaise with Officials Secretary to supply officials to the competitions.

·        To liaise with the Trophy Controller and Treasurer re. Medals and small trophies for Age Groups/Championships

·        Liaise with the Treasurer regarding the booking of the pool for Age Group/ Championships.

·        To follow and promote the ASA Child Protection policy.

Team Manager

·        To liaise closely with the Club Coach

·        Help select teams for Galas by attending the Selection committee.

·        Notify swimmers that they are needed for a Gala.

·        Put team lists on pool notice boards.

·        Accompany teams to Galas.

·        Take swimmer emergency contact details to galas

·        Ensure that a copy of team list is left with a committee member when coach travel is involved.

·        To follow and promote the ASA Child Protection policy.

ASA Registration Officer

·        To liaise with the treasurer and Teachers Secretary regarding ASA registration matters.

·        Ensure that Registration forms are dispatched to the relevant Authorities on a regular basis.

·        Check the register when received from the ASA and keep club records up to date.

·        To deal with the movement of registered swimmers between clubs.

·        To follow and promote the ASA Child Protection policy.

Welfare Officer

·        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 updating information of a CP nature from the ASA and ensure any recommendations made are integrated into club policy.

·        To ensure that the ASA Child Protection Policy and Procedure is followed by the club and that Child Protection is a standing item on the committee agenda.

·        To ensure Swimline is promoted by a notice on the club notice board.

·        Ensure that all possible Child Protection concerns of an urgent nature are referred to the appropriate agency immediately and all concerns (urgent or non urgent) are notified to the ASA Legal Affairs Department within 3 days.

·        To raise awareness of good child protection practice with the club officials, coaches and teachers, members and parents of members.

·        To attend at least one Child Protection workshop held by the County Welfare Officer each year.

Recruitment Secretary

·        To receive applications to join the club.

·        To arrange for suitable trials in liaison with Teachers Secretary, Assistant Coach etc.

·        To post advertisements/notices on the club notice boards and Club web site together with joining /application forms.

·        If swimmer trial is successful to arrange for quarterly fee and membership envelope to be handed out and confirm a start date.

·        To distribute hand-out about club to all swimmers.

·        Liase with Press and Publicity Secretary regarding recruitment drives.

·        To follow and promote the ASA Child Protection policy.

Press and Publicity Secretary

·        Promote and publicise in a positive way all aspects of the club.

·        Organise the notice boards.

·        Encourage communication between all groups of the club.

·        To work with the Recruitment Officer when more swimmers are needed.

·        Promote the club to local schools.

·        Liase with the Swim 21 coordinator.

·        To follow and promote the ASA Child Protection policy.

Open Meets Home

·        To organise the PSC Open Meet in conjunction with others. I.e. Treasurer for pool hire, trophies, medals and all general expenditure.

·        To follow and promote the ASA Child Protection policy.

Open Meets Away

·        To liaise with the Coach as to which meets to attend as a club and which meets swimmers may need to attend to get National Times outside these Galas.

·        To attend pools, help members to complete forms and collect entry slips to send off collectively.

·        To put notices at pools and on the club web site to advise swimmers of Open Meets which are being attended as team events and to advise of other Open Meets (preferably those which do not clash with club events).

·        To attend meetings of the Swimming Sub-Committee.

·        To follow and promote the ASA Child Protection policy.

Swim 21 Liaison Officer

·        Accountable to the Executive Committee.

·        To liaise with the appropriate Regional Development Officer, Local Authority Sports Development Officer, Swim 21 Club committee and club members.

·        To organise and oversee the audit and Action Planning stages of the Swim 21 process within the club.

·        To keep the club updated on their progress through the Swim 21 process.

·        To ensure that club members are informed of Swim 21 courses and Seminars.

·        To liaise with the Treasurer and Executive Committee with regard to funding the implementation of the clubs Swim 21 Action Plan

·        To follow and promote the ASA Child Protection policy.

Volunteer Coordinator

·        To meet with new members and introduce them to the way the club is run

·        To recruit more volunteers

·        To retain volunteers

·        To recognize and value the contribution that volunteers make to the club

·        To encourage and enable volunteers to train/attend relevant courses so that they become more efficient in their position

·        To communicate with volunteers

·        To act as appoint of contact and communication with parents and swimmers

Time commitment 1 to 2 hours per week

Swimming Teacher

·        Accountable to Teachers Secretary

·        To have an ASA Teachers Certificate

·        To work with a group of swimmers to help them achieve the aims required, to the clubs agreed lesson plans e.g. ASA National Plan for Teaching Swimming.

·        Keep an up to date register of all swimmers attending each session.

·        Make a note of details of any particular need of an individual swimmer.

·        Ensure emergency contact details are available for all swimmers in your group

·        Abide by all policies and codes as required by the club.

·        Ensure that you have copies of injury report forms available at all times.

·        Ensure that all qualifications are renewed and updated as and when required.

·        Be aware and understand the facility Emergency Action Plan and Normal Operating Procedures ( EAP and NOP)

·        To follow and promote the ASA Child Protection policy