Committee

Aim of Committee

The club’s committee are an elected body of Club Members – who manage the business of the club.

Roles within the Committee

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	Club Chairperson Linda Reiling See role description here Contact by emailing chair@cityofsunderlandasc.co.uk
	Club Vice Chairperson Chris Stonehouse See role description here Contact by emailing vicechair@cityofsunderlandasc.co.uk
	Welfare Officer Lynn Eddon and Rachel Dey See role description here Contact by emailing welfare@cityofsunderlandasc.co.uk
	Club Treasurer Andrew Blunt See role description here Contact by emailing treasurer5@cityofsunderlandasc.co.uk
	Treasury Team James Holt See role description here Contact by emailing treasurer1@cityofsunderlandasc.co.uk
	Membership Secretary Harriet Divanis Membership Team Michelle Stonehouse Julie Tait Tracey Blunt Angela Tate See role description here Contact by emailing membership@cityofsunderlandasc.co.uk
	Gala Manager Tony Blakie See role description here Contact by emailing galas@cityofsunderlandasc.co.uk
	Meet Manager Lawrence Kerrigan See role description here Contact by emailing meetmanager@cityofsunderlandasc.co.uk
	Competition Secretary Stephanie Blakie See role description here Contact by emailing compsec@cityofsunderlandasc.co.uk
	Technical Officer Andrew Alexander See role description here Contact by emailing technical@cityofsunderlandasc.co.uk
	Club Secretary Michelle Stonehouse See role description here Contact by emailing secretary@cityofsunderlandasc.co.uk
	Officials Co-Ordinator Shelagh Reid See role description here Contact by emailing officials@cityofsunderlandasc.co.uk
	Team Manager Lead Julie Tait See role description here Contact by emailing teammanagerlead@cityofsunderlandasc.co.uk
	Fundraising Co-Ordinator Sarah Clarke Fundraising Team Sarah Macnab See role description here Contact by emailing fundraising@cityofsunderlandasc.co.uk
	Club Shop Angela Tate Club shop page here Contact by emailing gold@cityofsunderlandasc.co.uk

 

Useful Websites – For all roles

ASA website www.swimming.org

Sport England www.sportengland.org.uk

NSPCC www.nspcc.org.uk

Volunteering England www.volunteering.org.uk

Millennium Volunteers www.millenniumvolunteers.gov.uk

DO-IT www.do-it.org.uk

CSV www.csv.org.uk

Sports Coach UK www.sportscoachuk.org

 

 

Role Descriptions

Club Chairperson

Role

To be responsible for the implementation of good practice and child protection policies within the club.

Skills

• Approachable
• Enthusiastic with a good knowledge of the sport and club
• Well organised and able to delegate
• Ability to control meetings
• Confident at public speaking

Main Duties

• To chair and control the meetings of the management committee
• To be involved, where appropriate, in the coordination of all club activities
• Oversee decisions made by the management and sub committees
• Oversee the work of officers and other club personnel
• In conjunction with the secretary present the annual report
• In conjunction with the treasurer present the annual accounts
• Consult with the secretary on the content of the agenda and minutes of meetings
• Keep up to date on ASA laws, regional rules and club constitution
• Ensure that statutory documents and other returns are filed on time
• Advise the treasurer on the use and investment of club funds
• Report to the officers of the management committee at the first opportunity of any instant decisions taken, and ensure that all policy decisions are ratified by the management committee

Commitment

Dealing with issues as and when they arise plus club requirements i.e. events and club management meetings

Benefits to Self

Contribution to ensuring a safe and well-managed club

Further Development/Support

How to Communicate Effectively.  A resource provided by Running Sport, available to download from their website www.sportengland.org/runningsport

The Role of the Chairperson. A resource provided by Running Sport, available to download from their website www.sportengland.org/runningsport

Further training opportunities are available through the ASA Regional TrainingNetwork, for your nearest training centre visit the ASA website www.swimming.org or telephone the ASA on 01509 618700

 

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Club Secretary

Role

To ensure the smooth running of club administrative requirements

Skills

• Administration skills desirable
• Good working knowledge of Microsoft word and minute taking desirable
• Good verbal and written skills
• Well organised and efficient
• Sound knowledge of the club

Main Duties

• Deal with the day to day running of the club including all correspondence
• To process and deliver appropriate forms and information to and from county, regional and national ASA departments
• Call committee meetings and AGM, prepare agenda, take minutes and provide officers with copies
• Liaise with the Swimming and Competition secretary to ensure that pools are booked for all teaching and training sessions as well as all events hosted by the club
• Book venues for Committee Meetings and AGM
• Act as the main point of contact for your club for the county, regional and national ASA

Commitment

Ongoing weekly responsibility including all club committee meetings

Benefits to Self

Contribution to ensuring a well managed club and an opportunity to make a real difference to the success of your club

Further Development/Support

How to Communicate Effectively. A resource provided by Running Sport, available to download from their website www.sportengland.org/runningsport

‘The Role of the Secretary; Taxation and Sport; Fundraising Grants and Sponsorship; Organising fixtures and Competitions Resources provided by Running Sport, available to download from their website www.sportengland.org/runningsport

Further training opportunities are available through the ASA Regional Training Network, for your nearest training centre visit the ASA website www.swimming.org or telephone the ASA on 01509 618700

If you have any queries regarding volunteering within the sport contact your County Volunteer Coordinator, details available on the ASA website www.swimming.org/asa/volunteering

ASA Volunteer Contact Matt Sturgess – ASA National Volunteer Coordinator Tel: 01509 632254 Email: volunteering@swimming.org

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Club Treasurer

Role

To produce and manage club accounts and monitor finances

Skills

• Some financial background and knowledge of producing accounts desirable
• Knowledge of using and working with spreadsheets or other account systems
• Reliable and honest

Main Duties

• Responsible for all club finances
• Monitor the budget throughout the year
• Issue receipts and keep records of all monies received
• Plan the annual budget in agreement with the management committee
• Ensure that funds are used appropriately
• Keep up to date records of all transactions
• Prepare end of year accounts and present to the auditor and management committee

Commitment

Ongoing responsibility for club accounts

Benefits to Self

Contribution to ensuring a well managed club and an opportunity to make a real difference to the success of your club

Further Development/Support

How to Communicate Effectively. A resource provided by Running Sport, available to download from their website www.sportengland.org/runningsport

The Role of the Secretary; Taxation and Sport; Fundraising Grants and Sponsorship; Organising fixtures and Competitions Resources provided by Running Sport, available to download from their website www.sportengland.org/runningsport

Further training opportunities are available through the ASA Regional Training Network, for your nearest training centre visit the ASA website www.swimming.org or telephone the ASA on 01509 618700

If you have any queries regarding volunteering within the sport contact your County Volunteer Coordinator, details available on the ASA website www.swimming.org/asa/volunteering

ASA Volunteer Contact Matt Sturgess – ASA National Volunteer Coordinator Tel: 01509 632254 Email: volunteering@swimming.org

 

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COSASC Gala Manager

The role of our Gala Manager is to create and manage the set-up of galas we host then prepare things in readiness for a gala weekend.

There is housekeeping of emails and then use of Microsoft Office tools (Word, Excel, etc.) and a SportSystems application.

Need to be confident to liaise with committee members inside the club, competition secretaries from other clubs, parents, officials and referees and be able to make decisions.

 

Details:

Gala housekeeping

• Keep on top of clearing out very old emails.
• Keep the mailbox structured and tidy.
• Create a mailbox structure for each gala we will host:
  • New Year Meet
  • National Qualifier
  • Summer Splash
  • Club Champs
  • Long Course Prep Meet

Tasks to create a gala (all details in an instruction document):

• Liaise with the committee to agree on dates for our galas to be held around Swim England event calendar, SAFC calendar, the centres bookings, etc.
• Create the Conditions Document for each home gala we host.
  • Tweak to QTs, conditions points, etc. where necessary.
  • Decide closing dates for external entries.
• Liaise with Regional (ASANER) co-ordinator for approval of the conditions documents and licenses.
• Add events to the club website for visiting clubs to access.
• Email potential visiting clubs competition secretaries to direct them to our website.
• Liaise with our officials coordinator, meet manager and treasurer.
• Use the SportSystem Meet Organisation Software to create the meet.
• File emails for galas under each gala sub-folder to keep the mailbox tidy.

Process entries received from clubs wanting to attend (all details in an instruction document):

• File emails for galas under each gala sub-folder to keep the mailbox tidy.
• Retrieve entry files from emails (use Webmail/Outlook, SharePoint, OneDrive).
  • Includes managing individual entries and entries from abroad.
• Respond to emails from coaches, competition secretaries, parents, officials, etc.
• Maintain a master spreadsheet for a meet (to track entry numbers, poolside passes, money, etc.).
  • Share with gala team to keep updated.
• Load entries into SportSystems Meet Organisation Software after closing date.
• Process entries.
  • Ensure session times don’t overrun – reject entries if we get oversubscribed.
  • Use a custom program to work out the cuts if necessary on the club computer in the timing room.
  • Decide if late entries are to be accepted.
  • If massively oversubscribed, feed into following years QTs/conditions.
• · Update the event page on the club website with accepted entries, rejected entries, draft programmes, etc.
• · Email accepted entries to direct them to the event page.

Prepare SharePoint/OneDrive/club PC in timing room with files and documents prior to a meet weekend.

 

COSASC Gala Manager Assistant

The role of our Gala Manager Assistant would be to shadow the Manager and help out with all the above tasks for setting up a gala COSASC will host.

Help with the routine tasks and help with decision making for the galas we host.

Keep up-to-speed with the instruction documents that are available (help to keep them up-to-date).

 

Gala Day Timing Room Manager

This is the key person on a gala day/weekend.

The Timing Room Manager runs the laptop on a gala day that controls data feeding in from the swims.

Tasks include:

• · Liaise with referees on a gala day (board checks, start test, etc.).
• · Ensure SportSystems integrates with Colorado laptop.
• · Drive the system to process swims, results are displayed on scoreboard, etc.
• · Manage event reports (promoter, referee) at the end of a gala.
• · Upload results to rankings at the end of each day.
• · Liaise with ASANER with any problems of submissions.
• · Calculate meet levy.
• · In addition be aware of the additional steps around a gala day (below detailed under the Timing Room Assistant role).

Housekeeping in email, SharePoint, etc.

Optionally, help out with other events hosted at Sunderland Aquatic Centre (N&Ds, NERs, AP, etc.)

 

Gala Day Timing Room Manager/Gala Day Timing Room Assistant(s)

On gala days, manage the meet in the Meet Organisation Software on the club computer.

• Manage withdrawals on the day.
• Prepare:
  • Start lists.
  • Timing reports.
  • Timekeeper sheets.
  • Referee packs.
• Verify results throughout the day.
• Generate results to the live results webpage.
• Produce results for walls, announcer, medals table.
• Check all-comers records and issue rewards.
• File paperwork.
• Manage withdrawals on the day (liaise with treasurer for any medical withdrawals).

On gala days, ensure the timing board works, displays results, pool open/closed messages, etc.

Liaise with centre staff/management for board-changes, safety, etc. if and when necessary.

Ensure radios are charged and accounted for each day.

Liaise with visiting clubs post-event (export results to Hy-Tek format, etc.).

Keep the tracking spreadsheet (for the gala) updated for withdrawals (liaise with treasurer).

Housekeeping in email, SharePoint, etc.

Optionally, help out at other events hosted at Sunderland Aquatic Centre (N&Ds, NERs, etc.).

 

Competition Secretary (CompSec)

The competition secretary deals with entering our swimmers into galas. Coaches provide a competition calendar for each squad at the beginning of the season (this can change throughout the year).

The competition secretary needs to ensure gala information is shared with our members then to collect, process and submit entries (sometimes to tight deadlines) for our swimmers for those galas, sometimes managing 3 or 4 active galas at once.

Guidance documents contain instructions.

Details:

Compsec housekeeping

• Keep on top of clearing out very old emails.
• Keep the mailbox structured and tidy.
• Create a mailbox structure for each gala we will enter.
• Delete very old emails.

Tasks around general communications

• Monitor and maintain the compsec mailbox.
• Maintain a master spreadsheet of galas our swimmers are to enter (helps with the tasks of the role).
• Liaise with hosting clubs (around their conditions, queries our parents may have, sending our entries, withdrawing our swimmers, etc.).
• Obtain the Conditions document (and any other info) for each gala our swimmers will be entering and share it via a post on our club website.
• Liaise with coaches and decide on our closing dates to give enough time to process our entries (manage taking additional entries around tight deadlines).
• Liaise with squad managers, Team Manager lead and Treasurer.
• List the event on our website to allow parents to enter/pay for swims.
• Liaise with our Technical lead for any problems.
• Keep the “how to enter a gala” instruction document updated for our parents.

Process usual entries received:

• Monitor and maintain the compsec2 mailbox.
  • Keep mailbox structured and tidy.
  • File emails under gala folders.
  • Delete very old emails.
• Liaise with coaches/parents when invalid entries are received or training times are not provided.
• Liaise with Team Manager lead for the number of poolside passes needed.
• Process entries – either via:
  • SportSystems Entry Manager (most galas – details in an instruction document how to install and use)
  • Hy-Tek Team manager (one or two per year – details in an instruction document how to install and use)
  • Online webpage (N&Ds, NERs – details in an instruction document)
• Maintain a tracking spreadsheet for each gala (track swimmers, numbers of swims entered/rejected, poolside passes, refunds where needed, etc.).
• Process refunds (details in an instruction document).

For National events, parents usually need to enter their child individually so we don’t handle those (only list details for them).

 

Competition Secretary Assistant

The assistant role needs to effectively shadow the Competition Secretary and be able to help out with some/all of the above tasks.

 

Officials Coordinator

The aim of the Officials Coordinator is to organise well in advance the referees and officials needed for us to successfully host a gala at Sunderland. This means sometimes contacting clubs from all over the UK to request assistance.

Guidance is in an instruction document.

Details:

Officials housekeeping

• Keep on top of clearing out very old emails.
• Keep the mailbox structured and tidy.
• Create a mailbox structure for each gala we host.
• Keep contacts up-to-date.
• Delete very old emails.

Tasks around general communications

• Monitor and maintain the Officials mailbox.
• Maintain a tracking spreadsheet for a gala when we host to log which referees and officials have volunteered to help, which sessions, food allergies, gifts, etc.
• Use Google forms to simplify information gathering for officials and referees.
• Liaise with our meet manager, gala manager, secretary and treasurer.

Other tasks:

• Liaise with all of our qualified officials to share requests for assistance from other clubs hosting their own galas.
• Promote officiating to parents to ensure we always have enough to be able to host our club champs

 

Workforce Coordinator

Role

Co-ordinating the recruitment and organisation of volunteers within the club.

Skills

• Well organised and able to delegate
• Enthusiastic and a good motivator
• Approachable, confident and effective communicator

Main Duties

• Main contact for all volunteers
• Get to know all club volunteers and potential volunteers by name
• Ensure all jobs have job descriptions
• Supervise and oversee all volunteers
• Liaise with the Chairperson to ensure all tasks required to run the club are carried out
• Co-ordinate the implementation of the volunteers requirements
• Liaise with the Development Officer and Competition Secretary as to their volunteer requirements
• Liaise closely with the Child Welfare Officer to ensure that each volunteer is aware of the Child Protection Policy and Procedures
• Awareness of the Sport England Volunteers Investment Programme (VIP)
• Ensure volunteers are directed to the ASA website for useful information on volunteering
• Organise social and recruitment events for volunteers

Commitment

Determined by the club i.e. 2 hours per week plus Committee Meetings

Benefits to Self

Contribution to creating a better structure for volunteers within Swimming and simultaneously helping your club by recruiting more volunteers.

Further Development/Support

Volunteer Management Workshop. A 3-hour workshop to help you make the most of your volunteers Provided by Running Sport Tel: 0207 404 2224 Email: runningsport@coachwise.ltd.uk Website: www.sportengland.org/runningsport

How to Communicate Effectively. A resource provided by Running Sport, available to download from their website www.sportengland.org/runningsport

Further training opportunities are available through the ASA Regional Training Network, for your nearest training centre visit the ASA website .www.swimming.org or telephone the ASA on 01509 618700.

If you have any queries regarding volunteering within the sport contact your County Volunteer Coordinator, details available on the ASA website. http://www.swimming.org/asa/volunteering. ASA Volunteer Contact, ASA National Volunteer Coordinator Tel: 01509 618700 Email: volunteering@swimming.org

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Welfare Officer

Role

To be responsible for the implementation of good practice and child protection policies within the club

Skills

• Approachable
• Good listener
• Good communication
• Tactful and discreet

Main Duties

• To ensure all possible child protection concerns (urgent and non urgent) are dealt with following the ASA Child Protection Guidelines (Wavepower document)
• 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 updates of this nature from the ASA
• To ensure Swimline is promoted by the leaflet on the club notice board
• To raise awareness of good child protection practice with the teachers and coaches through the ASA/Sports Coach UK Good Practice and Child Protection workshop.
• To ensure volunteers (other than teachers and coaches) within the club are introduced to good child protection practice through the NSPCC module, Keeping Children Safe in Sport
• To attend the ASA Time to Listen workshop

Commitment

Dealing with issues as and when they arise plus club requirements i.e. 3 meetings per year.

Benefits to Self

Contribution to ensuring a safe environment is provided for young persons to enjoy sport.

Further Development/Support

ASA Time to Listen. A 3-hour workshop aimed to support Child Welfare Officers in carrying out this important role. Provided by the ASA through the ASA Regional Training Network.

ASA Child Protection Guidelines (Wavepower) Available to download from the ASA website www.swimming.org

ASA/Sports Coach UK Good Practice and Child Protection. Protect yourself, the young people you are coaching and your employer by understanding and following good coaching practice in this 3-hour workshop. Provided by the ASA through the ASA Regional Training Network*.

NSPCC Keeping Children Safe in Sport. Written by the NSPCC, this distance-learning programme provides an introduction to keeping children safe. It is designed for anyone who comes into contact with children through sport. Available to complete online and also as a buy to share resource for your club. Provided by the NSPCC. Telephone: 020 7825 2500 Website: www.nspcc.org.uk

Safe Sport Away. A resource available from the ASA to support organisations to plan safely for tripsaway and to fulfil their duty of care for the young people taking part in these activities. Provided by the ASA Tel: 0800 220292 Email: salesawards@swimming.org Website: www.swimming.org

Further training opportunities are available through the ASA Regional Training Network, for your nearest training centre visit the ASA website www.swimming.org or telephone the ASA on 01509 618700

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SCHOOLS LIAISON CO-ORDINATOR

Role

To play a vital role in working with local education establishments and organisations

Skills

Well organised and efficient

Sound knowledge of the club

Enthusiastic about the role young people can play in your club

Confident and effective communicator

Main Duties

Source, establish and develop sustainable links with local schools

Manage and promote club links with identified schools

Liaise with Development Officer, Club Coach and Head teacher to organise

taster/come and try sessions

Invite pupils to attend specific taster/come and try sessions

Communicate delivery of taster sessions to schools

Liaise with local Schools, Sports/Swimming Development Officer, Schools

Sports Coordinators & Active Sports Swimming Development Officer (where

applicable)

Attend local Swimming Festivals

Distribute information as required to Schools

Commitment

Ongoing weekly responsibility

Benefits to Self

An opportunity to create valuable links with local young people and contribute to the

future successes of the club

Further Development/Support

How to Communicate Effectively

A resource provided by Running Sport, available to download from their website

www.sportengland.org/runningsport

The Role of the Secretary; Developing Your Sports Action Plan

Resources provided by Running Sport, available to download from their website

www.sportengland.org/runningsport

Further training opportunities are available through the ASA Regional Training

Network, for your nearest training centre visit the ASA website www.swimming.org or

telephone the ASA on 01509 618700

If you have any queries regarding volunteering within the sport contact your County

Volunteer Coordinator, details available on the ASA website

www.swimming.org/asa/volunteering

ASA Volunteer Contact

Matt Sturgess – ASA National Volunteer Coordinator

Tel: 01509 632254 Email: volunteering@swimming.org

Useful Websites

ASA website www.swimming.org

Sport England www.sportengland.org.uk

NSPCC www.nspcc.org.uk

Volunteering England www.volunteering.org.uk

Millennium Volunteers www.millenniumvolunteers.gov.uk

DO-IT www.do-it.org.uk

CSV www.csv.org.uk

Sports Coach UK www.sportscoachuk.org

 

 

PUBLIC RELATIONS OFFICER

Role

To promote and publicise all information about your club

Skills

Well organised and efficient

Sound knowledge of the club

Confident and effective communicator

An interest or background in marketing and promotion

Main Duties

To Promote and Publicise, in a positive way all aspects of the club

Establish working relations with local media

Produce informative and unbiased newsletters with regards to all sections

within the club as and when appropriate information is available

Report on club events (internally and externally)

Organise non-swimming social events for the relevant members of the club as

requested / approved by the management committee

Commitment

Ongoing weekly responsibility

Benefits to Self

An opportunity to promote and establish your club within the local community

Further Development/Support

Training opportunities are available through the ASA Regional Training Network, for

your nearest training centre visit the ASA website www.swimming.org or telephone

the ASA on 01509 618700

If you have any queries regarding volunteering within the sport contact your County

Volunteer Coordinator, details available on the ASA website

www.swimming.org/asa/volunteering

ASA Volunteer Contact

Matt Sturgess – ASA National Volunteer Coordinator

Tel: 01509 632254 Email: volunteering@swimming.org

Useful Websites

ASA website www.swimming.org

Sport England www.sportengland.org.uk

NSPCC www.nspcc.org.uk

Volunteering England www.volunteering.org.uk

Millennium Volunteers www.millenniumvolunteers.gov.uk

DO-IT www.do-it.org.uk

CSV www.csv.org.uk

Sports Coach UK www.sportscoachuk.org

 

 

 

TEAM MANAGER

Role

To manage a team(s) within your club at training camps and competitions

Skills

• Well organised and efficient
• Sound knowledge of the club
• Confident and effective communicator
• Understanding and impartial
• Main Duties
• Select a team (if applicable) in consultation with the appropriate club personnel
• Advise the team of gala arrangements
• Ensure that arrangements are made for the transport of teams to galas
• Ensure that the team is taken to the appropriate venue
• Ensure that athletes report in good time for each event
• Ensure that all appropriate athletes are registered to swim in the appropriate competitions/events
• Ensure that team behaviour is controlled
• Submit results to club press officer
• Promote team spirit
• To follow and promote the ASA Child Protection policy
• Commitment
• Ongoing weekly responsibility as well as club events
• Benefits to Self
• An extremely rewarding role within your club.

Further Development/Support

ASA Team Managers Training Programme

A training opportunity available through the ASA Regional Training Network, for your

nearest training centre visit the ASA website www.swimming.org or telephone the

ASA on 01509 618700

Training opportunities are available through the ASA Regional Training Network, for

your nearest training centre visit the ASA website www.swimming.org or telephone

the ASA on 01509 618799

If you have any queries regarding volunteering within the sport contact your County

Volunteer Coordinator, details available on the ASA website

www.swimming.org/asa/volunteering

ASA Volunteer Contact

Matt Sturgess – ASA National Volunteer Coordinator

Tel: 01509 632254 Email: volunteering@swimming.org

Useful Websites

ASA website www.swimming.org

Sport England www.sportengland.org.uk

NSPCC www.nspcc.org.uk

Volunteering England www.volunteering.org.uk

Millennium Volunteers www.millenniumvolunteers.gov.uk

DO-IT www.do-it.org.uk

CSV www.csv.org.uk

Sports Coach UK www.sportscoachuk.org