THE CONSTITUTION OF THE AMATEUR SWIMMING ASSOCIATION
TRINIDAD AND TOBAGO
LIST OF CONTENTS
6. THE COUNCIL
8. DUTIES OF OFFICERS
9A. QUALIFICATION FOR NATIONAL TEAM SELECTION
10. GENERAL MEETINGS
13. ALTERATION OF RULES
THE CONSTITUTION OF THE AMATEUR SWIMMING ASSOCIATION
TRINIDAD AND TOBAGO
ARTICLE - 1 NAME
The name of the organisation shall be the Amateur Swimming Association of Trinidad & Tobago (hereinafter referred to as "the Association"). The colours shall be Red, White and Black, and the Emblem shall be decided upon by the Association from time to time. The official address of the Association shall be P.O. Box 244, Port of Spain. Such address may be changed from time to time.
ARTICLE - 2 INTERPRETATION
1. An Amateur Swimmer is one who engages in swimming solely for pleasure and the physical, mental and social benefits he derives therefrom and to whom swimming is nothing more than a recreation for which no remuneration is received. Subject to the foregoing, the exceptions and qualifications to the foregoing rule shall be as appear for the time being in the rules of Federation International de Natacion later referred to as F.I.N.A. as amended from time to time and are hereby deemed to be incorporated herein.
2. CLUB -: Any body of individuals duly constituted, coming together for the purpose of participating in the Aquatic sport of swimming, water-polo, diving and/or synchronized swimming.
3. 'RULES' mean the rules of the Association.
4. COUNCIL -: means elected Officers of the Association and Delegates nominated by the Ordinary Members.
5. "SECRETARY" means the Honorary Secretary of the Association.
6. 'TREASURER" means the Honorary Treasurer of the Association.
7. Words importing the masculine gender shall include the feminine gender.
8. Words in the singular shall include the plural and words in the plural shall include the singular.
ARTICLE - 3 OBJECTS
The aim and objects of the Association shall be: -
(a) To promote and encourage the development of amateur swimming, diving, water-polo and synchronized swimming in Trinidad and Tobago and to provide proper accommodation and facilities for them.
(b) To draw up, publish and enforce uniform rules for the control and regulation of amateur swimming, diving, synchronized swimming and water-polo championships and competitions in the Republic of Trinidad and Tobago. Wherever practicable these shall conform with the rules of F.I.N.A. and such other bodies to which the Association shall be affiliated.
(c) To provide competitive swimming opportunities for swimmers of all ages, both sexes, and at all levels of local and international competition.
(d) To define rules under which National Records can be established and recognised in accordance with accepted international guidelines.
(e) To sanction, facilitate and regulate all International, National and other aquatic contests held in Trinidad and Tobago, and to approve and regulate the dates and arrangements for same and to sanction the participation of registered swimmers at sanctioned meets held overseas.
(f) To foster and maintain cordial relationships with sporting groups and other bodies locally and overseas whose aims and objects are similar to those of the Association.
(g) To select national teams in swimming, diving, water-polo, synchronized swimming and any other aquatic sports and whenever necessary, to submit its selections to the Trinidad and Tobago Olympic Committee or other national sporting bodies.
(h) In aid of the aforementioned objects, to solicit, apply for, receive, hold, raise and disburse, grants, bequests, endowments and other funds and to operate exclusively for charitable purposes and to employ such staff and contract for the services of such other personnel as may be necessary to purchase, lease, acquire, or provide for such facilities, materials and equipment as are necessary and appropriate.
(i) To borrow and raise such monies, as the Association may think fit for the promotion of the objects of the Association and to give security for such loans as may be required by and lending institution.
ARTICLE - 4 AFFILIATION
The Association shall be affiliated to: -
(j) The Federation International de Natacion Amateur.
(ii) The Trinidad and Tobago Olympic Committee.
(iii) Central American and Caribbean Swimming Federation.
(iv) Amateur Swimming Union of the Americas.
(v) CARIFTA Swimming Council.
(vi) Any other Organisation as Council may determine.
ARTICLE - 5 MEMBERSHIP
Classes of membership shall be: -
(i) Ordinary - Club
(ii) Associate - (i) Group
- (ii) Individual
(iii) Honorary - Individual
(i) ORDINARY MEMBER
(a) Any Club promoting amateur swimming, water-polo, diving and/or synchronized swimming shall be eligible for ordinary membership of the Association and shall, subject to the approval of Council, become a member upon payment of such admission fee as may be prescribed by Council from time to time. Ordinary members shall be fully entitled to nominate persons to hold office in the Association and vote at meetings
(b) Any Club desiring to become an Ordinary member of the Association shall submit: -
(i) an application in writing to the Secretary stating:
(a) its name, the number of members, and the names of its officers;
(b) that it will abide by this constitution.
(ii) a copy of its constitution.
(c) A club shall have at least ten (10) active competitive registered swimmers to qualify for Ordinary membership.
(d) The Annual Membership fee for Clubs shall be a sum fixed by Council from time to time and shall be payable on the first day of February in each and every year. Any Club, which falls into arrears with its annual subscriptions for, more than thirty (30) days shall, automatically cease to be a member of the Association. The Council may, however, in its discretion reinstate such Club on payment of the total amount of fees outstanding plus a penalty of fifty percent (50%) of the annual subscription free then in force.
(e) Any Club desiring to resign from the Association shall submit its resignation in writing to the Secretary and such resignation shall take effect from the date of the receipt by the Secretary of such notice.
(f) Should an Ordinary Member fail to maintain ten (10) Active Competitive Swimmers as defined below, the Council will issue a written warning to the member. In case of non-compliance by the member, the Council will issue two (2) more written warnings over the next year beginning with the date of the first. In the event of continued non-compliance, the Council may re-classify the said Ordinary member as an Associate Member.
For the purpose of these presents an "Active Competitive Swimmer" is one who participates in at least three (3) aquatic events for the calendar year including one of the National Championships.
In the case of swimmers from Tobago, the Association shall organise aquatic events in Tobago and all registered swimmers of such Ordinary Members in Tobago except for good and proper reasons, must participate in all such events, failing which they will not be regarded as "active". At the same time they must participate in one (1) aquatic event organised by the Association and held in Trinidad in any one (1) year to be also considered as "active".
(g) A swimmer shall be registered as a member of only one (1) club at a time for the purposes of each type of competition organised by the Association, provided that a member of a School Club shall be eligible for registration as a member of another Club, in which case the School Club will always have priority of first call on him.
(h) A swimmer must have been a registered member of a club for at least three (3) weeks before being entitled to represent such a club in competition, failing which such a swimmer may participate in competition as an "unattached swimmer" and shall be entitled to the rights and privileges of an associate member of the Association as hereinafter defined.
(i) A yearly registration fee as determined by Council from time to time must be paid on or before the date stipulated by Council before the swimmer can compete in any sanctioned Meet.
(j) Where a swimmer desires to change registration from one Club to another, it shall be the duty of the latter Club to advise Council of such change in registration. The Council shall be entitled to refuse such application unless it is satisfied that the applicant has resigned from his former Club and has discharged in full his indebtedness to his former Club. No change of registration shall take effect so as to permit a water polo player to play for more than one (1) Club in the same Competition.
(III) ASSOCIATE MEMBER
(a) Any Groups or individuals interested in swimming and who are prepared to assist in the promotion and organisation of swimming and who subscribe to and abide by the Constitution may be registered as an Associate Member.
(b) Any Group or individual seeking membership in this category must submit an application on a prescribed from to the Secretary.
(c) Each Associate Member shall pay the appropriate membership fee as prescribed by Council not later than the first day of February of each year.
(d) Any Associate Member who falls into arrears with the annual membership fee for more than thirty (30) days shall automatically cease to be a member of the Association. The Council may however in its discretion reinstate such member on payment of the total amount outstanding.
(e) Associate Members shall have all the rights and privileges of Ordinary Members except that no Associate Member shall have a right to hold office in the Association or vote at meetings.
(iii) HONORARY MEMBER
(a) The Council may elect to honorary membership of the Association any person who in the opinion of the Council has rendered exceptional service to swimming.
(b) A candidate for honorary membership must be nominated by a member of Council in writing setting out fully the grounds on which such nomination is made.
(c) An honorary member shall be a member of the Association but shall not be an officer or a delegate nor have a right to vote.
ARTICLE - 6 THE COUNCIL
(a) The affairs of the Association shall be managed by Council.
(b) The Council shall consist of all elected Officers of the Association and one (1) Delegate nominated in writing by each Ordinary Member.
(c) The Council shall have power to fill any vacancies among the Officers of the Association. Such vacancies shall be filled form among the Nominated Delegates. Such appointments shall hold good only until the next Annual General Meeting.
No business shall be transacted at any meeting of the Council unless a quorum of members is present at the time when the meeting proceeds to business. Save as herein or otherwise provided, sixty percent (60%) of the Council shall form a quorum of any meeting of the Council. If within thirty (30) minutes from the time appointed for the meeting, a quorum in not present, the meeting shall stand adjourned to the same day in the next week, at the same time and place or to such other day at such other time and place as the members present may determine but not less than twenty-four (24) hours thereafter. If at the adjourned meeting, a quorum is not present within half an hour from the time appointed for the meeting, the members present, provided that such members shall form 50% of the quorum and shall include one (1) elected Officer and whether such members were present at the previous meeting or not, the business of the Council shall proceed.
(e) Any Officer who, without due notice or reasonable excuse, absents himself from three (3) consecutive meetings of Council and without good cause fails to take an active interest in the business of the Association, may be removed from office upon a resolution passed by Council.
(f) Meetings of the Council shall be held at least once every month on a fixed day or on such other day as may be agreed by Council from time to time and at least seven (7) days notice in writing must be given by the Secretary, but the Secretary shall be entitled to summon an emergency meeting of the Council to consider and determine any urgent and important matters.
(g) The Council shall deal with all applications for membership of the Association.
(h) The Council shall have the power to remove any member or any registered swimmer guilty of conduct which in the opinion of Council, is prejudicial to the interest or reputation of the Association and which constitutes a breach of the constitution in accordance with disciplinary procedure set out in the Bye-Laws of the Association. In addition, the Council shall have the power to suspend or expel and Ordinary Member if in the opinion of the Council, by a three-fourths majority of those present and voting the degree of participation by the Member in years does not justify continued membership of the Association.
(i) The Council shall select all National Teams and National Coaches upon the recommendation of the Swimming Committee and shall appoint all officials for National Teams including but not limited to the Manager and National Coaches. Such officials shall submit to the Secretary a full written material obtained not later than one (1) month after completing the assignment.
(j) The Council shall appoint representatives to attend meetings of bodies controlling and promoting amateur sport and/or to any other meeting which the Association is invited to attend or any body which the Association is invited to join. Such representatives shall submit to the Secretary a full written report on the meeting together with copies of any material obtained at such meeting and copies of any minutes obtained at such meetings within fourteen (14) days of the meeting.
(k) The Council shall have control on the finances of the Association and shall have power to borrow upon resolution and due notice to all ordinary members such sums as may be required from time to time in furtherance of the objects of the Association.
(l) The Council shall have the authority to decide and determine any matter not provided for by the Rules of the Association and shall have the authority to make any amendment to the rules of the Association which it may think necessary, by reason of changes in the rules of the F.I.N.A. and such decisions shall be binding unless and until reversed by the Association in General Meeting.
(m) The Council shall fix dates and venues for National and International events.
(n) The Council shall grant sanction to Ordinary members upon request provided that the Meet or Championship fulfills the required standards for the staging of such an event.
(o) The Council shall: -
(i) Elect an Honorary Medical Officer who shall be the adviser of the Association in matters of medical opinion appertaining to the Association only.
(ii) Elect an honorary Legal Adviser who shall be the adviser to the Association in matters of law and legal opinion only.
(iii) Elect the Committees as provided for in these rules, or any other Committee as may be deemed necessary from time to time.
ARTICLE - 7 OFFICERS
The Officers of the Association shall be: -
(i) The President
(ii) The Immediate Past President
(iii) Two Vice-Presidents (First and Second)
(iv) The Secretary
(v) The Treasurer
(vi) The Assistant Secretary-Treasurer
(vii) Public Relations Officer
The elected Officers shall retire annually, but shall continue to hold office until the election of Officers at the Annual General Meeting and shall be eligible for re-election, save that no person shall be elected to the office of President for more than four (4) consecutive terms. A person so elected for four (4) consecutive terms shall however be eligible for re-election to the office of President after the lapse of two (2) years following the term of office to which that person was last elected. The Officers shall be elected by secret ballot from amongst the Representatives of Ordinary Members of the Association proposed and seconded by the Delegates at the Annual General Meeting. Only Delegates duly appointed by Ordinary members shall be entitled to vote at the Annual General meeting. An outgoing Officer shall not be entitled to vote as an outgoing Officer.
ARTICLE - 8 DUTIES OF OFFICERS
The President shall have the right to convene and unless prevented by illness or other sufficient cause, preside over all meetings of the Council and shall have authority upon every question of order and shall be the sole interpreter of the Laws governing the Council for the purposes of such meetings. He shall also be an ex-officio member of all Committees and shall have the right to vote on every motion and in the event of an equal number of votes being recorded he shall have a second and casting vote.
(b) Vice Presidents
(i) The First Vice-President shall be Co-Ordinator of the Swimming Committee and shall perform such other duties as the Council may determine from time to time. The First Vice-President shall perform the duties of the President in the absence of the President.
(ii) The Second Vice-President shall be Chairman of the Finance Committee and shall perform such other duties as Council may determine from time to time. The Second Vice-President shall assist as President in the absence of the President and the First Vice-President.
(i) The Secretary shall deal with the correspondence of the Association under the general supervision of the Council. He shall promptly upon receipt of pertinent correspondence disseminate the information therein contained to all Ordinary members and shall table all such correspondence at the next meeting of the Council. In cases of urgency where the Council cannot be consulted he shall consult the President or if he is not available the First Vice-President. If the First Vice-President is not available, he shall contact the Second Vice-President. Decisions reached in this way shall be subject to ratification at the next Council meeting. The Secretary shall maintain a Register of Swimmers as hereinafter defined and issue notices convening all meetings of the Association and of the Council and shall be responsible for keeping minutes of all such meetings and for the preservation of all records of proceeding of the Association, and of the Council. The Secretary shall also circulate the Agenda for the next Council Meeting together with the Minutes of the preceding Council Meeting seven (7) days before the scheduled date for such Council Meeting. Upon vacating office, the Secretary shall pass on all the Association's records. He shall be an ex-officio member of all Committees.
(i) Register of Swimmers
The Association shall keep a register of all swimmers eligible to compete in any meet to which it gives its sanction. In order to be registered each swimmer must satisfy the Association with proof of his date of birth and nationality and/or his resident status and must pay to the Treasurer the annual registration fee as determined by Council from time to time.
The Treasurer shall receive and disburse under the direction of the Council, all monies belonging to the Association and shall issue receipts for all monies received by him and preserve vouchers for all monies paid by him. He shall deposit in a Bank approved by the Council, all the funds of the Association to an account or accounts in the name of "The Amateur Swimming Association of Trinidad and Tobago". The President, Treasurer, Secretary and Assistant Secretary/Treasurer shall be the authorised signatories to the said account. The Treasurer or the Assistant Secretary/Treasurer shall be one of the fixed signatories and either the President or the Secretary shall be sufficient authority to effect any withdrawals authorised by the Council. He may expend up to five hundred dollars ($500.00) without the prior authority of the Council, but shall report all such expenditure at the earliest opportunity to the Council for ratification. He is responsible for the funds of the Association and shall keep proper books of the Association and other records of the finances of the Association as the Council may direct and have same available for inspection and annual audit. He shall obtain an account of all monies and expenditures of overseas tours within fourteen days of the return of the team and shall present such report to the next meeting of the Council. He shall be a member of the finance and fund raising sub-committee.
(e) ASSISTANT SECRETARY-TREASURER
The Assistant Secretary-Treasurer shall assist both the Secretary and the Treasurer in the performance of their duties and in the absence of either the Secretary of the Treasurer shall perform his duties.
(f) PUBLIC RELATIONS OFFICER
The Public Relations Officer shall: -
(i) Advise the Council on all matters with regard to public relations and to arrange prompt press releases in respect to the Association's activities.
(ii) Publish and publicise the annual diary of the Association's events which shall be circulated among the media and all relevant authorities.
(iii) Foster a spirit of togetherness amongst Members and to promote the activities and interest and improve the image of the Association.
(iv) Co-opt such persons from among the Ordinary Members as may be required for the performance of his duties.
The Public Relations Officer shall be an ex-officio member of the Fund Raising sub committee.
ARTICLE - 9 COMMITTEES AND THEIR FUNCTIONS
(1) (a) There shall be: -
(i) Swimming Committee comprising: -
(a) Technical Committee
(b) Meet Management
(c) Water Polo
(ii) Finance Committee
(b) Composition, Duties and Functions of Committees
(1) The Swimming Committee shall comprise of one (1) Coach and one (1) other nominee from each Ordinary Member of the Association engaged in competitive swimming. The duties of the Swimming Committee shall be to: -
(a) advise Council on all matters, recommendations and methods of improving the standard of swimming
(b) conduct courses for Swimmers and Coaches
(c) compile a list of swimming Officials of the Association
(d) Recommend the selection of all National Swimming Teams
(e) Conduct training courses and instruct swimming Officials in their duties and obligations and carry out periodic assessment and grading of such Officials
(f) Conduct time trials with competent and qualified Officials
(g) Deal generally with all matters referred to them by the Council of the Association
(h) Appoint sub-committees for: -
(a) the organisation and running of all swim meets of the Association. This sub-committee shall comprise of one (1) Nominee from each Ordinary Member of the Association.
(b) making recommendations to the Council on all technical matters. This sub-committee shall comprise of one (1) Coach from each Ordinary Member of the Association
(c) the maintenance of all swim records both national and international
(c) The First Vice-President shall be Co-Ordinator of the Swimming Committee and the sub-committees responsible for: -
(i) the organisation and running of all swim meets of the Association
(ii) making recommendations to the Council on all technical matters
(iii) The Water-Polo Committee
The Water-Polo Committee shall comprise of one (1) Coach and one (1) other nominee from each Ordinary Member of the Association engaged in Water-Polo. The Water-Polo Committee shall be responsible for planning, preparing and organising all water-polo events that come under the jurisdiction of the Association.
(2) Finance Committee
The Finance Committee shall comprise of one (1) nominee from each Ordinary Member of the Association. The Finance Committee shall be responsible for raising funds for the Association by such means as may by approved by the Council. The Second Vice-President shall be Chairman of the Finance Committee. The Fund Raising Committee shall be a sub-committee of the Finance Committee.
ARTICLE - 9A QUALIFICATION FOR NATIONAL TEAM SELECTION
To qualify for inclusion on a National Team, a Swimmer shall be a member of a Club or Body affiliated to the Association and/or shall be:
(a) a citizen of Trinidad and Tobago, or
(b) have been a bona fide naturalised resident of Trinidad and Tobago for a period of not less than one (1) year immediately preceding the swim meeting in question. Provided that for International competitions the competitors who have two (2) nationalities according to the Laws the respective nations must choose one "sport nationality" to be under the control of only one (1) affiliated member, and provided also that if a competitor competes in an International meet representing a nation, it is to be considered that he chose that "Sporting Nationality" and that he will be under the control of that country and cannot represent another country until he officially changes his affiliation and resides in that Territory under the jurisdiction of the latter at least twelve (12) months after the change of affiliation and prior to the events mentioned above.
ARTICLE - 10 GENERAL MEETINGS
(a) Each Ordinary Member shall be entitled to nominate two (2) Delegates to attend all General Meetings. Such nominations must be made in writing and submitted to the Secretary before the General Meeting.
(b) Delegates and Officers shall have the right to vote at General Meetings except as provided in Article - 6.
(c) At all General Meetings the Chair shall be taken by the President or, in his absence, the more senior of the Vice-Presidents present.
Annual General Meetings
(a) The Annual General Meeting shall be held in the month of September in each and every year at such time and place as may be designated by the Council. Notice of motions from members must be sent to the Secretary at least twenty-one (21) days before the Annual General Meeting. The Secretary must give at least fourteen (14) clear days notice to all Member Clubs and Officers and such notice must be accompanied by the Agenda and a copy of the Audited Financial Statement for the preceding year ending 30th June.
(b) The business of the Annual General Meeting shall include the following: -
(i) The President's Report
(ii) The Secretary's Report
(iii) Audited Financial Statement from the Treasurer for the preceding year
(iv) The consideration of motions, notice of which has been given in accordance with these Rules
(v) The election of Officers
(vi) The appointment of two Auditors
(vii) The appointment of Trustees if necessary
(c) Sixty (60%) percent of the Delegates entitled to attend the meeting shall form a quorum at the Annual General Meeting. In the event that a quorum is not present within thirty (30) minutes of the appointed time the meeting shall stand adjourned to a date and time to be fixed by the Council but not less than two (2) weeks from the date originally fixed for the meeting. Seven (7) days notice of such adjourned meetings shall be given to all Ordinary Members and Officers of the Association. At such adjourned meetings the members present at the appointed time shall constitute a quorum and shall transact the business of the meeting.
(d) The election of Officers shall be by ballot. All other questions shall be decided by show of hands unless a ballot is requested by at least three (3) persons present who are entitled to vote.
Special General Meetings
(a) A special General Meeting of the Association may be convened at the request of one-third or three (3) Ordinary Members of the Association whichever is greater. The request for this meeting must given in writing to the Secretary, stating the business to be transacted thereat. The Secretary, shall then cause such a Special General Meeting to be held within four (4) weeks of receiving the request giving tow (2) weeks notice of such meeting to each Ordinary Member and Officer of the Association. The notice shall contain the business to be transacted and no other matter shall be dealt with at such meeting.
(b) At least sixty (60%) percent of the Ordinary Members of the Association shall form, a quorum at a Special General Meeting.
ARTICLE - 11 TRUSTEES
(a) There shall be two (2) Trustees who shall be appointed at an Annual General Meeting of the Association and who shall hold office until removed by the Association at an Annual General Meeting or Special General Meetings or resign in writing.
(b) If a vacancy is created in the position of a Trustee the Council shall appoint a replacement to fill the vacancy until the next Annual General Meeting.
(c) No person shall be a Trustee who is under eighteen (18) years of age nor shall any Officer or Auditor of the Association be a Trustee.
(d) All the real property and chattels real of the Association shall be vested in the Trustees duly appointed as aforesaid.
ARTICLE - 12 BYE-LAWS
The Council may, from time to time, make, alter and repeal bye-laws regulating the Association, which shall be notified to members within fourteen (14) days. Such bye-laws shall, provided they are not inconsistent with the rules of the Association for the time being, be binding on all members and be construed as part of the Association's Rules until they are set aside.
ARTICLE - 13 ALTERATION OF RULES
These rules may be repealed or amended by the Association at the Annual General Meeting or a Special General Meeting provided, however that due notice of such Resolution has been govern in accordance with these Rules and provided further that such majority of those present and entitled to vote.
Any questions as to the interpretation of any of these Rules or of any definition contained therein shall be referred to the Council whose decision shall be final.
ARTICLE - 14 WINDING UP
If, at any General Meeting, a resolution for the dissolution of the Association shall be passed by a majority of the members present and such resolution shall, at a Special General Meeting held not less than one (1) month thereafter at which not less than one-half of the members shall be present, be confirmed by a resolution passed by a majority of two-thirds of the members voting thereon, the Council shall thereupon or at such future date as shall be specified in such resolution proceed to realise the property of the Association and after the discharge of all liabilities the balance if any, shall be donated to the encouragement of swimming in the Republic of Trinidad and Tobago or to charitable organisations or as may be decided by Council and upon completion of such donation, the Association shall be deemed to be dissolved.
Unanimously adopted at a Special General Meeting of the Amateur Swimming Association of Trinidad and Tobago held on the 28th day of April, 1992 at the Athletes' Lounge, National Stadium, Port of Spain
The Council may discipline any Ordinary member, Associate member or any registered swimmer or any official officer, or coach of any member where, in the opinion of Council, the conduct of that individual is prejudicial to the interest or reputation of the Association and/or which constitutes a breach of the constitution or where in the opinion of Council the conduct of such an individual is injurious to the character of the Association and the interest of the Association and/or its members.