Operational Plan

 

Capalaba State College P&C Association Operating Guidelines (2024/2025) for the Capalaba State College Amateur Swimming Club

Subcommittee

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1. NAME

The name of the clubs shall be the "CAPALABA STATE COLLEGE AMATEUR SWIMMING CLUB" and / or the “PIRANHAS SWIM CLUB”, hereinafter referred to as "the club".

 

2. PURPOSE

a) To act as a sub-committee of the Capalaba State College Parents & Citizens Association.

b) To provide services and facilities for amateur swimming at the Capalaba State College Junior Campus Pool.

c) To teach the skills and techniques to enable swimmers at the club to adapt to training and competition at various levels as well as furnishing swimmers with opportunities for discipline and sportsmanship thus enhancing a healthy participation in swimming and enjoyment in the sport.

 

3. MEMBERSHIP

a) The Executive Committee of the club shall consist of the office bearers who must be members of the CAPALABA STATE COLLEGE PARENTS AND CITIZENS ASSOCIATION. The executive committee shall have the power to resolve any urgent administration and or disciplinary matters arising from time to time in conjunction with the CAPALABA STATE COLLEGE PARENTS AND CITIZENS ASSOCIATION and such decisions must be ratified at the next general meeting of the club.

b) The subcommittee shall consist of at least 4 members of the Capalaba State College P and C Association, elected at the Annual General Meeting at which the subcommittee is established.

c) The committee of the club shall consist of the honorary members. (See Rule. 13)

 

4. OFFICER BEARERS

a) The officers be:

     i. Chairperson

     ii. Vice Chairperson

     iii. Secretary

     iv. Treasurer

b) The officers MUST be endorsed by the Association at a duly constituted meeting.

     i. The officers can be elected at either the meeting at which the subcommittee is established or at the AGM of the Association or,

     ii. The elected members of the subcommittee can meet to determine who will take on the officer positions and then recommend the appointments to the next general meeting of the Association. These positions are not confirmed until approval by the Association.

c) Officers of the Association are eligible for election as an officer of the subcommittee.

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5. AUTHORITY

a) The subcommittee will operate under the general supervision of, and be subject to, conditions imposed by the Association and reviewed at each AGM.

b) The subcommittee is bound by the P&C Association’s Constitution and the Accounting Manual for P&C Associations (Accounting Manual).

c) The subcommittee is authorised to organise, in collaboration with Capalaba Amateur Swimming Club staff, activities necessary to achieve its purpose.

d) All planned activities must be reported to the Association and approval sought before the activity takes place.

e) Approval is to be sought at an Association meeting before any funds can be committed or expended.

 

6. MEETINGS

a) Meetings of the subcommittee shall be held at least once every month during active season (October – April) and when required during off season.

b) The quorum for all meetings shall be 3 members.

c) Matters arising at meetings may be resolved by a majority of votes of members present. The Chairperson, or the person presiding at the meeting, has a deliberative vote and in the event of an equality of votes, a casting vote.

 

7. REPORTING

a) The subcommittee shall provide a written report to every general meeting of the Association in the form of minutes of the subcommittee meeting and a copy of the income and expenditure and bank reconciliation. The report should be signed by an executive officer of the Association.

b) The report must include any resolved matters that are outside of normal operating activities as recommendations for approval by the Association before any action is taken.

 

8. FINANCE

a) The subcommittee will be responsible in all its actions to the Association which shall have the right to disband, reorganise or wind up the affairs of the subcommittee.

b) The subcommittee is authorised to operate a bank account in its name at the same bank as the Association. The account is to be operated by any two of the Chairperson, Vice Chairperson, Secretary or Treasurer.

c) Proper accounting records shall be kept of all moneys received and expended by the subcommittee.

d) The subcommittee is responsible for the payment of all expenses from its own funds.

e) All accounts shall be paid by cheque or electronic funds transfer in favour of the supplier of goods or services.

f) All cheques are to be crossed and marked ‘not negotiable – account payee only’ and ‘or bearer’ crossed out.

g) The subcommittee Treasurer shall oversee all financial matters including the storage of change or a float and the appropriate counting and banking of money.

h) Petty cash may be set up for the Treasurer on the impress system.

i) Surplus funds, in excess of operating capital of $5,000 shall be paid to the Association at the end of each swim club season after all supplier accounts are finalised. Funds designated for a special purpose will be kept separate by the Association until required for the purpose for which it was designated.

j) The subcommittee will ensure that the accounts are ready to be audited in conjunction with the audit of the Association’s accounts by the same auditor.

k) The subcommittee will develop an Annual Operation Plan (AOP) and budget for presentation to and approval by the Association.

l) Approval of the AOP and budget will determine funds that will be used for a special purpose.

 

9. VOLUNTEERS

The subcommittee:

a. shall invite volunteers to assist with activities.

b. is to ensure that any volunteers who are not a parent of a swim club member, has a ‘Suitability Blue Card’ before including them as a volunteer.

c. for insurance purposes, will ensure that all non-parent voluntary workers sign in and out of the volunteer register when conducting duties for club events.

d. shall ensure that all volunteers are made aware of any policies and procedures that apply.

e. Offer the volunteers the opportunity to become members of the Association and the subcommittee.

 

10. TENURE

a. The tenure of the subcommittee is at the discretion of the association.

b. The Association has the right to dissolve or disband a subcommittee at any time by majority vote at a duly constated meeting of the Association.

c. Continuation of the subcommittee is subject to an affirmative vote at the AGM of the Association.

 

11. CHANGES

Rules of the club may be altered at the pre P&C AGM General Meeting, or at a special general meeting called for that purpose. Notice of motion to change the rules must be submitted to the Secretary at least three weeks before this meeting. These notices of motion must be circulated to the members at least two weeks prior to this meeting.

 

12. CLUB MEMBERSHIP

a) Swimming membership of the club is open to any school aged person between 5 - 19 years.

b) Application for membership must be made on the prescribed form and handed to the club registrar together with a participation fee. A birth certificate must be sighted before membership will be accepted.

c) Only swimming members of the club who have paid the participation fee may participate in club night swims, represent the club at carnivals, may participate in Club Championships.

 

13. HONORARY MEMBERSHIP

a) Honorary membership is automatically granted to parents and guardians of swimming club members. Other community members over the age of 21 who subscribe to the aims of the club may apply for honorary membership, which can be granted on a simple majority vote of those members present at a general meeting.

b) Honorary members may participate in the adult swim training squad and swim in all club night events as prescribed in Regulation 19 and will comply with the rules and regulations as they relate to members.

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14. LIFE MEMBERSHIP

a) Life membership may be granted to anyone who has been a member of the club for a minimum of eight (8) years, and has served on the committee, and is considered to have made a significant contribution to the club.

b) Nominations for life membership must be made in writing by a member and seconded by a further two (2) members, at least one of whom must not be an office bearer. The completed nomination and supporting statement must be presented to the secretary. The decision to grant life membership will be made by the unanimous vote of the Executive Committee, except that where the nominee is a member of the Executive Committee, that member will be excluded from the vote.

c) The number of life members granted in any one year shall not be restricted.

 

15. CONFIDENTIALITY OF RECORDS

The personal data of club members held by the appropriate designated officials shall not be made available to anyone except at the discretion of the Executive Committee or by the direction of the Chairperson.

 

16. FEES

Annual participation fees and pool entry fees will be charged where applicable, and such fees will be determined by the executive committee as required.

 

17. CLUB NIGHTS

a) The Club's competition night will be each Tuesday commencing at 6.30 p.m. sharp. The decision to abandon or proceed with club night shall be decided by the Office Bearers. The Tuesday night meet may also be altered at the discretion of the Office Bearers when it clashes with other sporting or community fixtures affecting most regular club night swimmers.

b) Nominations for club night swims must be lodged via SwimTopia online no later than 5:30p.m on the night of the meet. Nominations submitted via SwimTopia can be submitted ahead of time for the entire season.

 

18. IMPROVEMENT POINTS SYSTEM

Swimmers will compete against their own times for points based on their club night swims. Points so gained will accumulate throughout the season and will form the basis of improvement trophy allocations at the conclusion of each season.

a) Points for freestyle, backstroke, breaststroke and butterfly sprint events will be allocated according to the following schedule:-

 

· More than 1.59 seconds slower than best time 1

· Between 0.60 & 1.59 seconds slower than best time 2

· 0.59 seconds either side of best time 3

· Between 0.60 & 1.59 seconds faster than best time 5

· Between 1.60 & 2.59 seconds faster than best time 6

· Between 2.60 & 3.59 seconds faster than best time 7

· More than 3.59 seconds faster than best time 8

 

b) When a club night swim is cancelled after being partly swum, points will only be allocated for the strokes that have been completed in each division.

 

19. STROKES & DISTANCES

a) The club program for the season will include:

• Freestyle, backstroke, breaststroke and butterfly sprint events in two (2) divisions - 25 and 50 metres.

• There will also be provision for 12.5 meter swims at the beginning of each club night if required for young swimmers to a maximum of three swims at 12.5 metres. Young swimmers must become paid members for more than one trial swim night.

• Individual medley in two (2) divisions - 100 and 200 metres.

• Distance freestyle in two (2) divisions - 100 and 200 metres.

• Freestyle and medley relays - 4 by 25 metres.

b) The strokes to be swum each night will be determined by the committee and listed for each club night via SwimTopia.

c) All swimmers will start in the same distance they finished in during last seasons’ last club night

d) Those swimmers who are swimming for the first time will commence the season in the lowest distance in each stroke unless approved by the Executive Committee

e) We encourage all swimmers to try their best and push themselves. If the swimmer feels confident enough to swim 100m+ the committee will not stop them, instead encourage them to strive for greatness.

f) Swimmers may swim in only one division in each event on any one club night excluding 100m, 200m or Medley.

 

20. CLUB CHAMPIONSHIPS/CARNIVALS

a) The club will conduct championship events in freestyle, backstroke, breaststroke, butterfly, individual medley and distance freestyle.

b) Championship events will be swum in all ages from 5 to 19 years. Age champions will be named in each age group.

c) All swimmers aged 9 and under will swim 25 metres in freestyle, backstroke, breaststroke and butterfly championship events, and will swim 100 metres in the individual medley and distance freestyle championship events.

d) All swimmers aged 10 years will swim 50 metres in freestyle, backstroke, breaststroke and butterfly championship events, and will swim 100 metres in the individual medley and the distance freestyle championship events.

e) All swimmers aged 11 years and over will swim 50 metres in freestyle, backstroke, breaststroke and butterfly championship events, and will swim 200 metres in the individual medley and the distance freestyle championship events.

f) Ages for championship events will be calculated according to the actual age of the swimmer on the blocks.

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21. SWIMMING RECORDS

a) Club championship records shall be kept in all distances, events and all age groups as set out in Rule 20, and established and broken only at championship swims.

b) Carnival records shall be kept in all distances and age groups for each event, and can only be established or broken at carnivals. They shall be recorded according to age on the block.

c) Club records shall be kept in all distances and individual age groups for each event, and can be established or broken only by a financial member of the Capalaba State College Amateur Swimming Club or Piranhas Swim Club at club night swims, and shall be recorded according to age on the block.

d) Any attempt on a record during a club night swim can only be made if notice is given at the time of nomination. Any swimmer wishing to attempt a record must have recorded a time at a club night swim that conforms with the following:

• 25m all strokes within 2 seconds of existing record.

• 50m all strokes within 3 seconds of existing record.

• Distance Freestyle and Individual Medley within 5 seconds of existing record.

e) For a record to be established or broken, the swimmer must be timed by two (2) timing devices reading 100ths of a second.

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22. SUSPENSIONS AND DISQUALIFICATIONS

a) Members must at all times obey the instructions of any official. Wilful or persistent disobedience of official's instructions or misconduct will result in the suspension of that member by the senior official present at that event.

b) A suspended member may be summoned before the committee to show cause why membership should not be terminated.

c) Swimmers may be disqualified, thus losing points in any particular race by the referee or senior official for:

i. Failing to swim in accordance with the rules of breaststroke, backstroke and butterfly as defined by Swimming Queensland Association.

ii. Breaking on the start as defined by the Swimming Queensland Association.

 

23. CARNIVALS AND COMPETITIONS

a) Competitions may be arranged by the committee against other clubs or schools. Dates and times of these will be notified to members as they become available.

b) Selection for Events - For carnivals where the number of swimmers is limited the selection of swimmers to compete in carnival events is to be based on the fastest times for that event, except that where a swimmer cannot equal his/her best time for an event within the next two (2) consecutive club night swims in that stroke, that time will not be used.

c) The carnival selectors shall select the age groups for each home and away carnival from the following list (depending on the race age format of the club):

• 5 years & under

• 6 years

• 7 years

• 8 years

• 9 years

• 10 years

• 11 years

• 12 years

• 13 years

• 14 years

• 15 years 

• 16 years

• 16 years & over

• 17 years

• 17 years & over

• 18 years & over

• all age

d) Ages for Home Carnivals. All swimmers will be selected according to their age at the date of each home and away carnival.

e) Carnival Selectors. Decisions of the carnival selectors will be final and binding in every respect.

f) Allocation of Points

Points will be allocated according to the table below for each of the four strokes regardless of the program at the carnival.

• 1ST - 7 points

• 2ND - 6 points

• 3RD - 5 points

• 4TH - 3 points

• 5TH - 2 points

• 6TH - 1 point

Each swimmer can only gain points for his/her best swim in each stroke.

g) Eligibility of Carnivals for Points.

Points will be allocated for those carnivals which cater to a lower age limit of 6 & under, and an upper age limit of 15 & over.

 

24. MISCELLANEOUS

a) Competitors who are in trouble should support themselves on one of the lane ropes until help arrives.

b) There must be absolute silence between the sounding of the referee's whistle and the starter's start command.

c) Swimming apparel must be of a style and nature acceptable to the committee.

d) The school grounds are strictly out of bounds unless otherwise notified.

e) Every child must have an adult responsible for them, otherwise they will not be allowed into the pool enclosure.

f) All swimmers must wear bathing caps whilst in the pool.

 

25. CHANGES

Changes to these operating guidelines can be made by recommendation put to a general meeting of the Association or to the AGM of the Association at which the continuance of the subcommittee and the operating guidelines is confirmed.