LGBT Masters Aquatics Club

Out to Swim Swimming Club - Constitution & Byelaws

9 April 2005 

Out to Swim is a member of the Amateur Swimming Association (“ASA”), and affiliated to London Region.  The Club and its members are bound by the ASA Rules and Judicial Rules as well as by the rules set out in this constitution.  Where these rules differ from the ASA Rules and Judicial Rules, the ASA Rules and Judicial Rules will prevail.

SECTION 1 - GENERAL

1.1    NAME 

The name of this organisation shall be ‘Out To Swim Swimming Club’.

1.2    STATEMENT OF AIMS

The aims of Out To Swim Swimming Club shall be the following:

  1. To promote participation in aquatic sports among lesbian women, gay men and friends of our community, including masters Swimming and Water polo, both of which are integral parts of the club;
  2. To provide an atmosphere where gay and non-gay athletes can practice together in mutual understanding and support;
  3. To provide an opportunity for athletes of all abilities to participate in organised practices and competitions in a team atmosphere and so to achieve their own goals in their aquatic sports and;
  4. Make visible the contribution of lesbian and gay people to all aspects of swimming/ aquatic sports and to oppose all forms of homophobia, sexism and racism in the sport.

Out To Swim Swimming Club is an equal opportunities club. Membership will not be restricted on grounds of gender, sexual orientation, race, disability, religion, HIV status or any other basis.

The club and its objectives shall be conducted under A.S.A. Laws, the laws of the International Gay and Lesbian Aquatics (IGLA) and these Byelaws. All competing Members shall be eligible competitors as defined in A.S.A. Laws except for those competing in Masters Competitions, who may be professionals.

1.3    AFFILIATION

Out To Swim Swimming Club shall affiliate annually with the appropriate international, national and local organisations. These include, but may not be limited to:

  • Southern Counties Amateur Swimming Association (S.C.A.S.A.)
  • International Gay And Lesbian Aquatics (IGLA)

l.4    NON-PROFIT

Out To Swim Swimming Club shall be a non-profit making organisation. See Section 7.5 for a full definition of club financial policy.

 

SECTION 2 - MEMBERSHIP

2.1    WHO IS A MEMBER

The Membership shall consist of one type of individual, who agrees with and abides by the Statement Of Aims:-

Fully paid-up members, who will be known and referred to in these byelaws simply as ‘Members’.

Members are those registered as such with Out To Swim Swimming Club and have paid the designated annual dues to the club.

2.2    EXPULSION OF MEMBERS

The Committee shall have the power to expel, suspend or take any disciplinary action against any Member whose conduct shall or may ultimately in their opinion, be injurious to the character and interests of Out To Swim Swimming Club or its aims. Such Members, however, do have the right for his or her case to be reviewed at the next Committee meeting, provided always that such member has given 5 days notice in writing to the Secretary of his or her desire for the case to be reviewed.

Such expulsions, suspensions or disciplinary actions may be subject to Membership modification, in accordance with Section 3.9.

2.3    MEMBERSHIP YEAR

The Membership year shall start on lst January and end on 31st December of each year.

2.4    ANNUAL FEES

Annual fees for all Members shall be set by the Committee and shall be non-refundable.

2.5    MEMBERS DUTIES AND POWERS

The duties and powers of the Members of Out To Swim Swimming Club shall consist of the following

  1. To elect the Committee, in accordance with Section 4.
  2. To modify or reverse policy and programs established by the Committee, in accordance with Section 3.9;
  3. To amend the Byelaws of Out To Swim Swimming Club, in accordance with Section 8.1;
  4. To inspect any books or records maintained by the Committee or officers of Out To Swim Swimming Club in the discharge of their official duties; and
  5. To contribute to the management of Out To Swim Swimming Club by volunteering to, amongst other things, attend Committee meetings, serve on the Committee and/or any Sub-Committees and/or hold appointed or elected positions.

SECTION 3 - MEMBERSHIP MEETINGS

3.1    ANNUAL GENERAL MEETING

The Annual General Meeting shall be held no earlier than 1st January and no later than 3lst March of each year.

3.2    BUSINESS OF THE ANNUAL GENERAL MEETING

The business of the Annual General Meeting shall include the following

  1. Election of the Committee;
  2. Presentation of the financial report of the Treasurer or a representative and an overview of the coming year’s budget;
  3. Overview of the coming year’s goals by the Chair;
  4. Overview of the coming year’s athletic programme by the Head Coach(es).

3.3    SPECIAL MEETINGS

Other meetings may be called as needed. If a meeting is not the Annual General Meeting, it is considered to be a Special Meeting. The Chair, or a representative, must call a meeting if petitioned by at least eight Members or 10% of the Membership, whichever is the smaller.

3.4    PLACE OF MEETING

All Membership Meetings shall be held in a Central London location.

3.5    MEETING NOTICES

The notices of Membership Meetings have the following requirements, and may be given by email, as can any other notice, news or information to be disseminated to the Members:

  1. Advance Advice - Advance notice of a meeting will be posted at least 30 days before the official written notices are issued in order that Members can ask that an item of business can be included an the agenda for the meeting. This must be submitted to the Secretary at least 10 days before the official notice is issued.
  2. Time - At least 15 and not more than 60 days written notice must be given for any Annual General Meeting or Special Meeting.
  3. Information - The meeting notice shall contain the time, date, place and a brief agenda. If the meeting involves an election, the names of nominees shall be included. If the meeting is to act on an amendment to these Byelaws, a complete copy of the proposed amendment must be included. If a Special Meeting is called for any other reason, a detailed explanation of the reason for the meeting being called must be given.
  4. Address - The notice shall be sent to the address last given to the Secretary for each Member.

3.6    QUORUM

Eight Members or 10% of the Membership of Out To Swim Swimming Club, whichever is the larger shall constitute a quorum for the transaction of business requiring a vote of the Membership except where stated otherwise in these byelaws. A lesser number may hold a meeting but no decisions will be binding.

3.7    VOTING PROCEDURE

Each Member shall be entitled to one vote. Votes shall require a majority, except where stated otherwise in these Byelaws.

3.8    PROXY VOTES

A Member may vote by proxy for matters explicitly stated in a notice to the Members by giving his or her vote, in writing, to the Chair or the Chair’s representative.

3.9    OVERRIDING OF COMMITTEE

A two-thirds vote of the total Membership shall be required to modify or reverse a decision by the Committee. The Committee may not override such a decision

SECTION 4 - NOMINATION AND ELECTION OF THE COMMITTEE

4.1    ELECTIONS AT ANNUAL GENERAL MEETING

The Members of the Committee shall be elected at the Annual General Meeting, except the Water Polo Secretaries who shall be elected by the OTS Water Polo membership in October of each year.

4.2    NUMBER OF VOTES

Each Member is entitled to one vote by secret ballot for the number of candidates to be elected. Each Member may only vote once for a given candidate.

4.3    SIZE OF COMMITTEE

The number of Members of the Committee shall be between seven and fifteen. The size shall be determined by the Committee and set forth in the notice of the Annual General Meeting.

4.4    GENDER REPRESENTATION

There will be a minimum of two Committee Members of each sex on the Committee. If there are not enough numbers of a given sex, those seats may be filled by any available person in order for the Committee to function correctly.

4.5    TIES

Ties that affect who is elected shall be resolved by resubmitting the names of the candidates with the equal number of votes to the Members at the meeting. Ties still unresolved will be decided by the Committee.

4.6.     NOMINATION OF COMMITTEE MEMBER

 A list of candidates for the Committee will be prepared by a Returning officer appointed by the Committee. The Returning officer should not be a Member of the Committee and must not themselves be standing for office at the Annual General Meeting. The Returning officer must obtain the agreement of Members for their names to be put forward as candidates. Additional nominations for the Committee can be made by Members at the Annual General Meeting.

SECTION 5 - COMMITTEE AND COMMITTEE MEMBERS

5.1    COMMITTEE

The Membership of the Committee of Out To Swim Swimming Club shall consist of those Members elected at the Annual General Meeting and those named by the Committee to fill vacancies.

5.2    ELIGIBILITY

Only Members of Out To Swim Swimming Club are eligible to serve.

5.3    COMMITTEE MEMBERS

The officers are Chair, Vice-Chair, Secretary, Treasurer, Head Coach for each aquatic discipline the club participates in, Competition Secretary, Social Secretary, Publicity co-ordinator(s), Swimmers Representative(s), Water Polo ( WP ) Men's Secretary and WP Women's Secretary

5.4    DUTIES AND POWERS

The Out To Swim Committee shall act for Out To Swim Swimming Club and its Members. The Committee shall have the duty and power to

  1. Establish the programme and policy of Out To Swim Swimming Club, subject to Membership modification, in accordance with Section 3.9;
  2. Name officers to act on its behalf in fulfilling these functions;
  3. Monitor the implementation of the programmes and policy through the team’s officers;
  4. Review and adopt a budget;
  5. Appoint a returning officer; and
  6. The Committee is responsible for agreeing employment contracts and contracts for services and for monitoring performance of these contracts.

5.5    TERMS OF OFFICE

Committee Members elected at the Annual General Meeting shall generally serve for a period of each year. The term shall start at the close of the Annual General Meeting and shall end at the close of the Annual General Meeting the following year. All posts are re-executable except that the Chair, Vice-Chair, Treasurer or Secretary are not eligible to serve in the same office if they have served three successive years, until a lapse of one year occurs. Where, however, a Chair, Vice-Chair, Treasurer or Secretary has served for three consecutive years and wishes to carry on for a term longer than three years and the committee is satisfied it is in the best interests of the club for them to do so, this is to be allowed by the AGM voting them in for a further year.

5.6    RESIGNATIONS

Committee Members may resign by giving written notice to the Chair or Vice-Chair. Two weeks notice should be given under most circumstances. However, the resignation shall take effect at the time specified in the notice.

5.7    REMOVAL OF A COMMITTEE MEMBER

A Committee Member may be removed from the Committee before the expiration of his or her term, at a meeting of the Committee or of the Membership. A two-thirds vote by the Committee shall be required to remove that Committee Member. This vote may be subject to Membership modification in accordance with Section 3.9.

5.8    VACANCIES

The Committee will have the power to co-opt Members of Out To Swim Swimming Club to fill vacancies, subject to the agreement of the Member. The term of a co-opted Committee Member filling a vacancy shall expire at the next Annual General Meeting. The Membership shall be notified of vacancies as they occur and shall be informed as to who fills the vacancies.

5.9     SIMULTANEOUS OFFICES

Offices may be held simultaneously except that the same person may not serve as Chair and either Vice-Chair or Treasurer.

5.10    DUTIES

The duties of Committee Members are described below. The Committee may modify these duties as required:-

  1. The Chair - shall be responsible for the day-to-day management of the business affairs of Out To Swim Swimming Club. The Chair shall call Membership and Committee Meetings when and where deemed necessary and shall preside at all such meetings. The Chair shall report the actions of the Committee at all Membership Meetings. The Chair shall assist the Treasurer in preparing the annual budget.
  2. The Vice-Chair - shall  assist the Chair in the performance of all duties and will substitute for the Chair in the event of illness or incapacity.
  3. The Treasurer - shall receive all monies and pay the bills approved by the Chair or Committee or authorised by a budget approved by the Committee. The Treasurer is responsible for maintaining all financial records, including Bank and cheque records, and for submitting reports at each Annual General Meeting or Special Meeting as required. The Treasurer is responsible, in co-operation with the Chair for preparing the annual budget to be reviewed and approved by the Committee. The Treasurer will make available to Committee Members and other Members who require it for club business, up-to-date information on dues or fees received and bills outstanding or paid. The Treasurer is responsible for ensuring there is someone present at each session to collect session fees.
  4. The Secretary - shall be responsible for the recording of Membership details, and the registration of Members with the appropriate organisations as determined by the Committee at the beginning of the year. The Secretary is made responsible for ensuring that Out to Swim Swimming Club is registered with the appropriate national and international aquatic organisations. The Secretary is responsible for keeping records of all meetings, conducting official correspondence, taking minutes of Committee Meetings and making such reports as may be required by the Committee or these Byelaws. The Secretary will maintain and make available to Committee Members and other Members who require it for club business, up-to-date lists of all Members. If any Member wishes that his or her address and phone number be kept secret, he or she should inform the Secretary. The Secretary shall be responsible for the relationship between Out To Swim Swimming Club and each training facility used, including co-ordinating rental payments with the Treasurer.
  5. The Head Coach(es) - of each sport shall be responsible for implementing the athletic programme and policy established by the Committee. The Head Coach(es) are the final authority on the conduct of the club training sessions, participation in galas; organisation of team relays, and other matters that bear directly an the athletic performance of individual Members and the team as a whole. The Head Coach(es) shall meet regularly with the other coaches and the Secretary to ensure consistent implementation of the athletic programme and policy established by the Committee. The Head Coach(es) are also responsible for ensuring qualified coaching coverage at each session. The Head Coach(es) shall be responsible, along with the Swimmers Representatives for reporting on the maintenance of each facility used.
  6. Competition Secretary - shall identify and notify club Members of available galas, co-ordinate club entries for galas (these are galas identified by the Committee as ‘club events’. Other galas may be entered by individuals or groups but are out of the responsibility of this official), co-ordinate arrangements on behalf of the club for ‘away events (e.g. hotels, transport).
  7. Publicity co-ordinator(s) - shall be responsible for promoting the idea and presence of a swimming club for lesbian women and gay men amongst Members of our community. This may involve advertising in the gay press or the gay sections of publications. The ”Publicity Co—Co-ordinator(s) should aim to attract an equal number of women and men into the club by advertising in women’s magazines. The Publicity co-ordinator(s) may also produce or oversee the production of an Out To Swim Swimming Club newsletter, brochures or other publicity material and shall be responsible for managing the OTS website.
  8. Social Secretary - shall organise and promote social activities for the benefit of club Members, generate and seek ideas for appropriate club activities.
  9. Swimmers Representatives - shall be responsible for canvassing the opinion of the Membership and putting forward their views and feelings at Committee Meetings. There shall be four Swimmers Representatives, two of each sex. If there are insufficient numbers of a particular sex, that seat (or seats) shall remain unfilled until such time it (or they) can be filled. Swimmers Representatives may be asked to perform other tasks to assist the Committee to function. The Swimmers Representatives shall be responsible, along with the Head Coach(es), for reporting on the maintenance of each facility used and for welcoming new members to the club.
  10. Water Polo ( WP ) Men's Secretary and WP Women's Secretary – 
    Women's/Men’s Secretary / League Delegate:
    1. General:
      • To represent Water Polo on the OTS committee. 
      • To liaise with the OTS committee on all relevant Water Polo issues including attendance / membership / pool hire / finances etc.
      • To maintain good communication with the main OTS Committee at all times.
      • To be responsible for distributing all information and announcements to the Water Polo team, including listings for all upcoming  fixtures. 
      • To facilitate regular meetings of the Water Polo Sub Committee and Water Polo Coach, and ensure that minutes are taken and circulated.
      • To provide a first point of call for Water Polo specific publicity enquiries.
    2. League:
      • To act as the first point of contact for the League Committee and other teams within the Leagues.
      • To attend all League meetings as required (including fixtures meetings, Committee meetings and AGM) or if unable to attend, to delegate this to another team member
      • To read, understand and hold a copy of all relevant League rules.
      • To submit a named list of ASA registered players to the London League Secretary by 31st Jan each year.
      • To respond to any fines / penalties which may be levied against the team, according to the League rules.
    3. Membership:
      • To maintain a regularly updated database (including email contact lists) of the OTS Water Polo team in liaison with  the Men's Secretary. 
      • To check all Water Polo players are up-to-date with their annual OTS membership subs in order to ensure ASA registration in March of each year.
      • To ensure ONLY registered players compete for OTS, and to register additional players with the League Secretary as required throughout the season.
      • To act as a first point of contact for any new member enquiries via the Water Polo email link from  the OTS website.

5.11    OTHER OFFICES

The Committee may create other offices as necessary in accordance with the provisions of Section 5 and these Byelaws. Officers will not necessarily serve on the Committee but shall report to the Committee on all planned projects and will have such authority as granted by the Committee. Such offices may include Fund-raising Co-Ordinator, Swimming Match Co-Ordinator, Club Records co-ordinator, Team Swimwear / Logo co-ordinator and Out To Swim Swimming Club representatives to other organisations.

5.12    SUB-COMMITTEES

The Committee may appoint Sub-committees or working parties to assist it in fulfilling its duties. The Water Polo Sub-Committee is a standing sub-committee of OTS and cannot be abolished without the consent of three quarters of the Members. It consists of (not exclusively) the Men’s and Women’s Water Polo Secretaries, the Men’s and Women’s Water Polo Captains, and the Referee Delegate. It’s byelaws, as agreed by it, are set out in Annex 1 to the Constitution. Any disputes arising in relation to it are to be arbitrated by the main OTS committee.

SECTION 6 - COMMITTEE MEETINGS

6.1    FREQUENCY OF MEETINGS

The Committee shall meet as frequently as required to complete the business of the Committee, but not less frequently than four times a year.

6.2    WHO CAN CALL A MEETING

Committee Meetings can be called by the Chair or Vice-Chair or by any three Members of the Committee who sign and distribute a notice to all Committee Members, in accordance with Section 6.3.

6.3    MEETING NOTICES

Written or verbal notice of a Committee Meeting shall be given at least a week in advance. Notice shall include the business of the meeting.

6.4    QUORUM

A majority of currently serving Committee Members shall constitute a quorum for the transaction of any business at any meeting of the Committee.

6.5    VOTING PROCEDURES

Each Committee Member shall be entitled to one vote. Except as otherwise provided in these Byelaws, an act of the majority of Committee Members represented at a meeting (in person or by proxy) shall be the act of the Committee.

6.6    PROXY VOTES

A Committee Member may vote by proxy for matters explicitly stated in the meeting notice by giving his or her vote, in writing, to the Chair or his/her representative.

6.7    BUSINESS OF MEETINGS

At the first Committee Meeting after the Annual General Meeting, the Committee shall endeavour to fill any vacancies on the Committee. At a Committee Meeting held no later then 3lst December the Committee shall name a Returning Officer in accordance with Section 4.6. At a Committee Meeting held no later than 3lst December, the Committee shall approve a budget for the forthcoming year.

6.8    INVITATION TO ATTEND MEETINGS

The Committee may invite anybody to attend Committee Meetings and participate as the Committee chooses, with the exception that only Members of the Committee may vote at the meetings.

SECTION 7 - FINANCES

7.1    FISCAL YEAR

The fiscal year of Out To Swim Swimming Club shall start from lst January until 3lst December.

7.2    BANK ACCOUNT

Out To Swim Swimming Club will have a Bank or building society account at a convenient London location.

7.3    REIMBURSEMENT OF EXPENSES

Every Member charged by the Committee with fulfilling Out To Swim Swimming Club duties shall be entitled to the reimbursement of expenses reasonably incurred on the fulfilment of those duties, up to amounts included in the annual budget of Out To Swim Swimming Club or approved by the Committee. Requests for reimbursement shall be made to the Treasurer and be accompanied by receipts or a written breakdown of the details of the expenses. The Committee may also authorise reimbursement of expenses to non-members of Out To Swim Swimming Club who have carried out functions on behalf of Out To Swim Swimming Club at the request of the Committee.

7.4    TREASURER’S REPORT

Within 60 days following the close of each fiscal year, the Treasurer shall present to the Committee an overview of Out To Swim Swimming Clubs financial position. This shall also be presented to the Members at the Annual General Meeting. The formal statements will become a permanent record of the club’s financial position.

7.5    POLICY

Out To Swim Swimming Club shall be a non-profit making organisation. It shall be the policy of Out To Swim Swimming Club not to accumulate large cash reserves or to continually budget for revenues to significantly exceed expenses in a fiscal year. A reasonable cash reserve may be maintained as a contingency to protect Out To Swim Swimming Club’s ability to continue operations.

7.6    AUTHORISATION TO SIGN CHEQUES

The Chair, Vice-Chair, Treasurer, Coach(es) and others authorised by the Committee may be authorised to sign cheques drawn on Out To Swim Swimming Club’s bank or building society account. The Treasurer will see that the names and signatures of these officers are submitted for approval in a timely fashion to the bank or building society at which the club maintains its’ account(s). Two signatures shall be required for each cheque. Where an amount of expenditure exceeds £200.00 (excluding pool hire charges), the Committee shall first agree either the exact amount to be spent or the maximum amount to be spent.

7.7    DONATION

Any donation made from Out To Swim Swimming Club’s bank or building society account that exceeds £50.00 shall first be agreed by the Membership by a two-thirds majority.

7.8     POWER TO EMPLOY STAFF OR ENGAGE CONSULTANTS

The committee may employ staff or engage consultants to carry out various tasks as they see fit. If these tasks cover the duties of a committee member, that person ceases to be a member of the Committee. The Committee may invite the consultant or employee to attend committee meetings to give reports or to take part in committee business as appropriate.
Contracts for coaching services are at Annex 2. Coaches shall be employed under a contract for services, whereby they are paid on an hourly basis, they are responsible for their own tax and National Insurance and their duties to the club are set out. A notice period of three months and grievance resolution procedure is to be set out in the contracts. They will be responsible for their own liability insurance. The coaches shall have the appropriate qualifications to enable them to competently coach the Members 

SECTION 8 - MISCELLANEOUS

8.1    AMENDMENTS TO BYE-LAWS

These Byelaws may be amended at any Annual General Meeting or Special Meeting by a two-thirds vote of the Membership. A proposal to amend the Byelaws must be submitted to the Secretary at least ten days before the official notice of the meeting is given to Members so that details can be included in the notices, in accordance with Section 3.5.

8.2    DISSOLUTION

Upon dissolution, the net assets of Out To Swim Swimming Club will not be transferred or passed on for the benefit of any private individual or corporation, but will be distributed to a bona fide organisation approved by the Committee to be used exclusively for athletic, educational or charitable purposes.

8.3    NON-PROVISION IN BYELAWS

Anything not provided for in the foregoing byelaws may be dealt with by the Committee at its discretion. Any such action, however, shall be brought before the next Annual General Meeting for endorsement

Annex 1

OTS Water Polo Byelaws

1.   Rules & Procedure

Accountability/responsibility of the WP Sub committee to run the Polo side of OTS with the proviso that complaints to be aired / arbitrated at the main OTS committee. 

AGM

This is to be held in October and run according to the following:

  • Date for meeting is set and announced to the club members at least 1 month in advance, with written Agenda. 
  • Call for nominations for WP Sub Committee positions (at least 1 month before date of meeting, and usually at same time as AGM announcement), and date set for close of nominations. 
  • Nominations close and nominee's are approached to check they would like to stand. 
  • Final list is drawn up and circulated to members with Proxy voting forms
  • External election "Returns officer" appointed (usually a committee member from OTS) to count proxy forms and votes cast on the day. 
  • AGM takes place. 
  • Voting at end of AGM for new committee.

Eligibility to vote is based on: 

  • Fully paid up member of OTS 
  • "Active" member of Water Polo (Active is defined as listed on the Water Polo email distribution list, and attendance at Water Polo training and/or matches within the preceding 6 months).

2.    Sub-Committee

The Water Polo subcommittee consists of:

WP Men's Secretary
WP Women's Secretary (both voted on by any member of the Water Polo division
of OTS)

WP Men's Captain (voted on by Men of the Water Polo division of OTS)
WP Women's Captain (voted on by women of the Water Polo division of OTS)

Referee Delegate (voted on by any of the Water Polo division of OTS).

Elections are annual and should take place at the end of the summer league
season, and not later than Nov 30th each year (this is to ensure the new
Secretaries names can be submitted to the London League in early Dec with
the following years application forms)

Any disputes with or amongst the sub-committee shall be arbitered by the OTS main committee in the best interests of the club. 

Meetings

Quarterly meetings shall be held where possible and minutes will be circulated thereafter. 

ROLE DESCRIPTIONS

Women's Club Captain:

  • Responsible for organising team members to attend matches in conjunction with the Coach.
  • Responsible for ensuring that all necessary equipment (hats / balls etc) are available at every match. 
  • Responsible for written declaration of OTS’s competing team, submitted to the match referee at beginning of each game.
  • To ensure ONLY registered players compete for OTS.
  • Responsible for liaising with opposition Team Captain at each match.
  • Responsible for in-the-water management of the team during play.
  • Responsible for ensuring all players comply with the rules of the game.
  • To be the voice of the Team when communicating with the match referees.
  • To implement coach and referee decisions for those players in the water.
  • To attend to the welfare of any team players while in the water (e.g. injuries, brutality etc).
  • To liaise with the coach on behalf of the team on matters such as training, Team selection, strategy etc.
  • To ensure (in conjunction with the Coach) that new members are welcomed and “mentored” during  their initial training sessions with OTS.
  • In their absence responsible for delegating duties to a named “second”.
  • To attend Water Polo sub committee meetings as required.

Men's Club Captain:

  • Responsible for organising team members to attend matches in conjunction with the Coach.
  • Responsible for ensuring that all necessary equipment (hats / balls etc) are available at every match. 
  • Responsible for written declaration of OTS’s competing team, submitted to the match referee at beginning of each game.
  • To ensure ONLY registered players compete for OTS.
  • Responsible for liaising with opposition Team Captain at each match.
  • Responsible for in-the-water management of the team during play.
  • Responsible for ensuring all players comply with the rules of the game.
  • To be the voice of the Team when communicating with the match referees.
  • To implement coach and referee decisions for those players in the water.
  • To attend to the welfare of any team players while in the water (e.g. injuries, brutality etc).
  • To liaise with the coach on behalf of the team on matters such as training, Team selection, strategy etc.
  • To ensure (in conjunction with the Coach) that new members are welcomed and “mentored” during  their initial training sessions with OTS.
  • In their absence responsible for delegating duties to a named “second”.
  • To attend Water Polo sub committee meetings as required

Women's Secretary / League Delegate:

General:

  • To represent Water Polo on the OTS committee. 
  • To liaise with the OTS committee on all relevant Water Polo issues including attendance / membership / pool hire / finances etc.
  • To maintain good communication with the main OTS Committee at all times.
  • To be responsible for distributing all information and announcements to the Water Polo team, including listings for all upcoming  fixtures. 
  • To facilitate regular meetings of the Water Polo Sub Committee and Water Polo Coach, and ensure that minutes are taken and circulated.
  • To provide a first point of call for Water Polo specific publicity enquiries.

League:

  • To act as the first point of contact for the League Committee and other teams within the Leagues.
  • To attend all League meetings as required (including fixtures meeting, Committee meetings and AGM) or if unable to attend, to delegate this to another team member.
  • To read, understand and hold a copy of all relevant League rules.
  • To submit a named list of ASA registered players to the London League Secretary by 31st Jan each year.
  • To respond to any fines / penalties which may be levied against the team, according to the League rules.
  • Membership:
  • To maintain a regularly updated database (including email contact lists) of the OTS Water Polo team in liaison with Men's Secretary. 
  • To check all Water Polo players are up-to-date with their annual OTS membership subs in order to ensure ASA registration in March of each year.
  • To ensure ONLY registered players compete for OTS, and to register additional players with the League Secretary as required throughout the season.
  • To act as a first point of contact for any new member enquiries via the Water Polo email link from  the OTS website.

Men's Secretary / League Delegate:

General:

  • To represent Water Polo on the OTS committee. 
  • To liaise with the OTS committee on all relevant Water Polo issues including attendance / membership / pool hire / finances etc.
  • To maintain good communication with the main OTS Committee at all times.
  • To be responsible for distributing all information and announcements to the Water Polo team, including listings for all upcoming  fixtures. 
  • To facilitate regular meetings of the Water Polo Sub Committee and Water Polo Coach, and ensure that minutes are taken and circulated.
  • To provide a first point of call for Water Polo specific publicity enquiries.

League:

  • To act as the first point of contact for the League Committee and other teams within the Leagues.
  • To attend all League meetings as required (including fixtures meeting, Committee meetings and AGM) or if unable to attend, to delegate this to another team member.
  • To read, understand and hold a copy of all relevant League rules.
  • To submit a named list of ASA registered players to the London League Secretary by 31st Jan each year.
  • To ensure that listed Referee’s are contacted at least 10 days in advance of all home games.
  • To ensure all match results are appropriately communicated to the League Secretary within the required timeframes (whether by phone, post or email).
  • To respond to any fines / penalties which may be levied against the team, according to the League rules.

Membership:

  • To maintain a regularly updated database (including email contact lists) of the OTS Water Polo team in liaison with Women's Secretary. 
  • To check all Water Polo players are up-to-date with their annual OTS membership subs in order to ensure ASA registration in March of each year.
  • To ensure ONLY registered players compete for OTS, and to register additional players with the League Secretary as required throughout the season.
  • To act as a first point of contact for any new member enquiries via the Water Polo email link from  the OTS website

Referee delegate to L.L:

  • To sit on the LL panel of referees and attend all meetings as required.
  • To feed back rules and interpretations to all club members.
  • To arrange OTS referee cover for all listed League matches as required.
  • Responsible for keeping abreast of any rule changes within the game.


3.    Out To Swim Water Polo -Team Selection Criteria.

The following criteria have been formulated to outline the selection processes for both the men’s and women’s Water Polo teams. It is based on similar selection criteria used by other Water Polo clubs.

  1. Playing Ability – in particular, ability to play at London, Thameside and Winter league standard.
  2. Knowledge of rules – it is essential that a player has a working knowledge and understanding of the rules of Water Polo.
  3. Fitness and speed – in particular the required fitness and speed for London and Thameside league games. Merely attending the scheduled team training sessions in each week will not fulfil the fitness requirement – some players need to do further personal fitness work outside of team training.
  4. Attendance at team training – the target is a minimum of one team training session a week (note, this is to ensure that the player is sufficiently aware of, and integrated into team tactics – fitness is a separate issue, referred to in 3 above).
  5. Discipline issues – discipline issues if they arise, are cause for not selecting a player.

The priority of the criteria is in the order stated.

Selection generally, is at the discretion of the Coach and Team Captain, and is based on ability, attendance, and commitment.
A player may be considered for selection if exceptional circumstances exist (e.g. out of town member) and these selections will be considered on a case by case basis.

All players will have the opportunity to discuss their individual performance with the Coach and Team Captain. This should lead to a development plan in order to advance up the selection criteria.

In the case of too many players being in attendance for Team matches, the Coach and Team Captain will decide who cannot play. 

A player may be left out if that person:

  • Has not notified the Captain that they are attending when there has been a general invitation sent out by e-mail.
  • Has not attended at least 3 training sessions in the previous 4 weeks.
  • Has not attended previous away matches.
  • Arrives later than 15 minutes before the start of the match.