Swim Wales Club Constitution
Swim Wales
Company Number 04692354
Wales National Pool Swansea
Swansea Bay Sports Park
Swansea
SA2 8QG
The following Club Constitution shall be adopted by all Swim Wales
affiliated Aquatic Clubs.
It is in the best interests of Aquatics in Wales and its proper governance that all affiliated Aquatic Clubs shall adopt the following Club Constitution without any exclusions or modifications.
This shall be subject to any alterations, exclusions or additions which may be approved by way of amendment by Swim Wales.

[MLR] Swim Wales Club Constitution – Revised March 2024

Carmarthen Swimming Club
(the "club")
The definitions set out in the Constitution and Rules of Swim Wales
("Rules") shall apply unless otherwise stated.

1. Name
The Club will be called:
and will be affiliated to Swim Wales.

2. Administration
Subject to the matters set out below, the Club and its property shall be administered and managed (in accordance with this Constitution and the Swim Wales Rules) by the members of the Management Committee, constituted pursuant to clause 7 of this Constitution.

3. Aims and Objectives
The objectives of the Club will be to:
a. Develop and promote the sport of Aquatics in Wales, ensuring
Aquatics for Everyone for Life, whether as a participant, in a service
delivery role or as a volunteer.
b. Provide a pathway for coaching and development, including
competitive opportunities in aquatic sports for all participants and
learners.
c. Provide a framework aligned to the 2010 Equality Act to protect the rights of individuals and advance equality of opportunity for all within the Club's services.
d. Assist Swim Wales in furthering, developing and promoting aquatic sports in Wales.
e. The Club and all members of the Club (the "Club Members" or
"Members of the Club") shall be bound by this Constitution (as varied from time to time) and the Swim Wales Rules.
4. Authority
In furtherance of the objects but not otherwise the Management
Committee may exercise the following powers;
a. power to raise funds and to invite and to receive contributions
provided that in raising funds the Management Committee shall not
undertake any substantial permanent trading activities and shall
conform to any relevant requirements of the law;
b. power to buy, take on lease or in exchange any property necessary for the achievement of the objects and to maintain and equip it for use;
c. power subject to any consents required by law to sell, lease or
dispose of all or any part of the property of the Club;
d. power subject to any consents required by law to borrow money and to charge all or any part of the property of the Club with repayment of the money so borrowed;
e. power to employ such staff (who shall not be members of the
Management Committee) as are necessary for the proper pursuit of
the objects and to make all reasonable and necessary provision for
the payment of pensions and superannuation for staff and their
dependents;
f. power to co-operate with other clubs, voluntary bodies and statutory authorities engaged in furtherance of the objects and to exchange information and advice with them;
g. power to support any charitable trusts, associations or institutions
formed for all or any of the Club's objects;
h. power to do all such lawful things as are necessary for the
achievement of the Club's objects from time to time.

5. Membership of the Club
a. All Club Members will be subject to the regulations of the
Constitution and the Rules and by joining the Club will be deemed to
accept these regulations and codes of conduct that the Club has
adopted including the policies and the rules of Swim Wales and Swim
Wales safeguarding policies, which may be varied from time to time.
b. The Club's Members will be registered with Swim Wales using the
JustGo platform with the correct membership type;
i. Membership of the Club shall be open to all persons subject to
the approval of the Management Committee.
ii. All Club Coaches, Teachers, Aquatic Participants, Officers and
Volunteers must be Members of the Club and registered with
Swim Wales on JustGo.
iii. Coaches, Teachers and Volunteers shall attend an applicable
Swim Wales-approved safeguarding course for children and
adults every three years or as otherwise required by the
Management Committee, and any other courses directed by
Swim Wales. Hold a current DBS certificate which must be
renewed every three years.
iv. Any person applying for membership of the Club who is already
a member of another Swim Wales affiliated club shall be
admitted as a Member of the Club at the sole discretion of the
Management Committee.
v. Any person applying for membership of the Club shall do so in
accordance with the procedures of the Club if required to do so.
vi. The Management Committee may appoint any person as an
honorary Club Member for such period as it deems fit. Any
honorary Club Member shall be entitled to all the privileges of
membership except that they shall not be entitled (in the
capacity of honorary member) to vote at any general meetings
of the Club nor serve as officer of the Club. Any honorary Club
Members shall be included in the Club's annual return for
membership counting and registered on JustGo with the correct
membership type.
vii. The Club shall be managed by the Management Committee
comprising of officers as detailed in clause 8.
viii. The Management Committee may terminate the membership of
any Club Member provided that the Club Member shall have the
right to make representation and be heard by the Management
Committee, accompanied by a friend or non-legal
representative, before the final decision is made by the
Management Committee having regard to the provisions of the
Constitution.

6. Membership Fees
All Swim Wales Club Affiliation fees must be paid through JustGo.
a. The Club's joining and ongoing fees for their members shall be
reviewed annually (or as necessary at other times) by the Club
Management Committee.
b. All Club membership fees, payable by Club Members to the Club,
shall be determined by the Club.
c. All affiliated clubs and their members must register with Swim Wales using the JustGo platform.
d. The Swim Wales registration year for the members of clubs affiliated to Swim Wales is for 12 months from the date of purchase via JustGo and will automatically renew annually.
e. The Management Committee may, at its sole discretion, suspend,
terminate or re-instate the membership of a Club Member who has
failed to pay any membership fees by the due date.

7. Resignation of Club Members
a. The resigning Club Member must discharge all their obligations and liabilities to the Club by ensuring that all fees are paid and Club
property, documents or records (in any format) are returned to the
Club.
b. A Club Member whose club fees shall be more than 2 months in
arrears shall be deemed to have been terminated automatically.
Where any membership shall be terminated automatically, the
Management Committee shall provide notice to the member of the
termination of membership by notice.

8. Management Committee
a. The Club's Management Committee shall comprise a Chairperson,
Secretary and Treasurer. The management committee shall take full
responsibility for the running of the Club.
b. The management committee can and should appoint and agree on
officers to assist in the day-to-day running of the Club.
i. At least four elected Club Officers must be aged over 18 years
old. The Management Committee may prescribe a higher
number.
ii. Every person on the club Management Committee and its
Officers must be registered with Swim Wales with the correct
membership type on JustGo.
iii. The Management Committee shall assist and support the Club's
Welfare Officer/s in their duties.
c. Club Officers with specified roles will be re-elected annually at the
Annual General Meeting. Only these posts will have voting rights at
meetings of the Management Committee.
d. Management Committee members may not serve in the same
position for more than eight years. After 8 years, they must move to
another Management Committee role if they so wish to remain as a
member of the management committee and can serve again for a
further 8 years rotating again after 8 years and can continue with a
change every 8 years indefinitely. Management Committee roles will
be re-elected annually at the Annual General Meeting.
e. The Secretary of the Club will convene meetings of the Management Committee and its officers and there shall not be less than four (4) meetings held per year, which should be held at regular intervals across a membership year. The Management Committee may determine or prescribe that meetings are held more frequently.

9. Decision making and Quorum of the Management Committee
The Management Committee may pass resolutions in accordance with the day-to-day running of the Club:
a. The quorum required for business to be agreed at Management
Committee meetings should be no less than 3 officers for clubs with
150 members or fewer registered on JustGo and 5 for clubs with 151
members or more registered on JustGo. If a quorum shall not be
present within a period of thirty minutes after the proposed start
time of any meeting or adjourned meeting of the Management
Committee, the meeting shall be re-convened at the discretion of the
Chairperson. Attendance at meetings can be face-to-face or digital
methods.
b. Those officers present at the quorate meeting should agree on all
resolutions of the Management Committee by way of a simple
majority of votes. If there is an equal cast of votes for and against
any motion, then the Chairperson of the meeting shall be entitled to
a second or casting vote to determine the motion.

10. Co-opted Members
a. The Management Committee may exercise its discretion to co-opt
additional members to serve on the Management Committee to assist on specific/designated matters, and their attendance at meetings will be subject to the discretion of the Management Committee. The Management Committee can terminate these appointments.
b. Co-opted members shall not have any voting rights nor be counted in establishing a quorum but may attend Management Committee meetings as "observers" only.

11. Sub-Committees
a. The Management Committee may form sub-committees to undertake or carry out specific duties. Sub-committees shall periodically report their proceedings to the Management Committee as required by the Management Committee. Sub-Committees shall conduct their business in accordance with agreed directions of the Management Committee.

12. Indemnity
a. The Management Committee members shall be indemnified by the
Club against all liabilities, claims, and demands which may be
properly incurred by any of them in the course of carrying out duties
as a Management Committee member. This shall not apply in the
case of any criminal action, fraud, or negligence on the part of any
Member.
b. The Management Committee may approve the purchase and
maintenance of additional insurance at the expense of the Club for
the benefit of the Management Committee members in respect of
any loss, including tortious liability. A loss, in this case, means any
loss or liability which has been or may be incurred by any such
member in connection with his or her duties and responsibilities for
and to the Club.

13. Termination of membership of the Management Committee
The Management Committee may resolve to terminate the appointment of any member of the Management Committee if:
a. They are absent from three consecutive Management Committee
meetings without reasonable cause or they act in a way that the
Management Committee reasonably considers could prejudice or
harm or has prejudiced or harmed the reputation of the Club;
b. Ceases to be a Member of the Club or registered with Swim Wales
(as the case may be) or becomes incapable by reason of mental
disorder, illness or injury of managing and administering their own
affairs.
c. A person may resign as a member of the Management Committee if they give notice to the Management Committee that they wishes to resign with effect from a date at least one month after the date of
the notice (unless there are exceptional reasons for shorter notice),
but only if at least two (2) members of the Management Committee
remain in office when the notice of resignation is to take effect;

14. Club Officers
a. The Club's officers shall be appointed by the Management Committee
and re-elected at the Annual General meeting. The Management
Committee may terminate the office of a Club Officer at any given
time.
b. The Club's officers shall remain in post until the following Annual
General Meeting after their appointment then may stand for reappointment.

15. The Club Welfare Officer
a. The Management Committee will appoint a Welfare Officer/s to
implement, embed and oversee the Swim Wales Child Safeguarding
Policy and Swim Wales Safeguarding Adults Policy across all club
members. The Welfare Officer/s will at all times have a child/adult at risk centred approach and ensure commitment to their best interests. The Welfare officer shall not be an officer of the
Management Committee however, they shall be entitled to receive
notice of and attend Management Committee meetings in a reporting
and advisory capacity only.
b. The Welfare Officer should report or notify Swim Wales of all child or adult protection matters referred to any authority.
c. The Welfare Officer must report and record all welfare concerns
relating to children, young people and adults on the 'MyConcern'
portal. The Welfare Officer must maintain an up-to-date chronology
as concerns progress, noting when the matter has been finalised.
d. All retiring Welfare Officers shall complete a handover with their
successors to ensure confidentiality. MyConcern must be fully
updated. In the event this cannot be achieved, the Welfare Officer
shall give notice to the Management Committee and Swim Wales in
order to seek or obtain guidance.
e. The Welfare Officer must attend:
i. "Time to Listen" course provided by UK Coaching within a period
of 3 months after their appointment and then again every three
years; and attend,
ii. Swim Wales approved safeguarding course for children at least
once every three years or as required by the Management
Committee and any other course which Swim Wales believes to
be appropriate;
iii. The Ann Craft Safeguarding Adults training - Essentials course,
within 3 months of taking up their role and attend;
iv. An induction carried out by Swim Wales within one month of
appointment as Welfare Officer.
 

16. Finance/Contracts
a. All Club monies will be held in a bank account in the name of the
Club. The Club Treasurer will be responsible for the finances of the
Club and maintain accurate and up to date accounts that are kept
securely. All record-keeping will reflect a true, accurate, honest view
of the Club's financial affairs. Additionally, the Club Treasurer shall
facilitate preparing and presenting the Club's annual financial
statement for its Annual General Meeting. It will remain the joint
responsibility of the Management Committee to ensure accurate
records are maintained at all times.
b. The Club shall immediately notify Swim Wales if it has any
reasonable grounds for believing that any financial record keeping or
transactions of the Club shall be materially inaccurate or improper or
that the Club may be insolvent and shall take immediate appropriate
remedial action with the guidance of Swim Wales.
c. The Treasurer should approve all club spending/transactions,
recorded and should be subject to appropriate scrutiny and/or
approval by at least one other approved signatory.
d. The Management Committee are jointly responsible and has the sole power for entering into and agreeing all contracts on behalf of the Club.
e. The Club's financial year will end on an annual date decided by the Management Committee.
f. The Treasurer will present an audited statement of annual accounts at the Club's Annual General Meeting. A copy of these accounts must be uploaded to JustGo on the Club's Profile within three months of the AGM.

17. Conflicts of Interests
a. Every member of the Management Committee and its serving  officers must avoid any kind of conflict of interests. In the event that a conflict of interest arises, those involved must disclose their interest and must not participate in any decision-making in relation to any such conflicting interest.
b. Any business interest by a member of the Management Committee must be disclosed and the said member(s) must vacate the meeting and shall not take part in any discussion or decision-making process in relation to the topic.
c. Minutes must record conflicts of interest and actions.
d. Subject to the provision of sub-clause 16.d, no member of the
Management Committee shall acquire any interest in property
belonging to the Club (otherwise than as a trustee for the Club) or
receive remuneration or be interested (otherwise than as a member
of the Management Committee) in any contract entered into by the
Management Committee.
e. Any member of the Management Committee for the time being who is a solicitor, accountant or other person engaged in a profession, may charge and be paid all the usual professional charges for business done by themselves or their firm or practice when instructed by the other members of the Management Committee to act in a professional capacity on behalf of the Club, provided that at no time shall a majority of the members of the Management Committee benefit under this provision and that a member of the Management Committee shall withdraw from any meeting at which their own instruction or remuneration, or that of their firm or practice, is under discussion.

18. Annual General Meeting (AGM)
a. Notice of the AGM shall:
i. be given in writing (in accordance with clause 20) to the Club
Members and to Swim Wales not less than 21 days before the
date of the AGM;
ii. invite nominations for the appointment of officers;
iii. invite nominations for elected membership of the Management
Committee;
iv. state the latest date for the submission of nominations and
supporting information to support informed voting. All submissions for nominations will be proposed and seconded by a voting member and signed by the person nominated and v. be accompanied by copies of the Club's annual reports and financial statements.
b. The Club's AGM shall be held within a period of 6 months after the
end of the Club's financial year.
c. The business of the AGM shall be:
i. To receive any annual reports of the Officers.
ii. To receive the Club's annual financial statements.
iii. To appoint Officers.
iv. To elect members to serve on the Management Committee.
v. To consider any motion which may be proposed.
vi. To confirm membership fees.
vii. To consider any other appropriate business at the discretion of
the Chairperson.
viii. The AGM may on the recommendation of the Management
Committee elect a President and/or Vice President. Voting and Quorum
d. Voting at the AGM shall normally be by a show of hands. Each Club Member will have one vote each. The Chairperson of the meeting shall have the discretion to call a ballot and shall do so if at least 5 voting Club Members request a ballot vote.
e. The quorum for the AGM shall be at least 5 voting Club Members who are present in person. If this quorum shall be or shall become
impractical, it may be varied to take place remotely by way of a
video/digital conference to be decided at the joint discretion of the
Management Committee.
f. An aggregate of at least 5 voting Club Members or at least 5% of the number of voting Club Members of the Club (whichever shall be the highest number) may require the consideration of a motion at the AGM by giving written notice to the Club at least 7 days before the meeting.
g. All current Club Members shall be entitled to vote at general
meetings of the Club except:
i. Club Members under 16 years of age as of the date of the
general meeting.
ii. Suspended Club Members. A suspended Club Member means a
member who shall be deprived of membership rights pending an
enquiry, appeal or sanction imposed.
iii. Honorary Club Members, Presidents and Vice-Presidents in those
capacities.
h. A parent or guardian may represent and vote on behalf of a Club
Member under the age of 16 on the presentation of proof of their
relationship with the particular Club member in a form approved by
the Management Committee. A parent or guardian of 2 or more of
such Club Members shall be restricted to 2 votes on any motion.
i. Swim Wales retain the right to attend any General meeting including any Special General Meeting if it deems appropriate.

19. Special General Meeting (SGM)
a. Notice of the SGM shall:
i. may be called at any time by the Management Committee.
ii. shall be called on a written requisition to the Club by not less
than twenty per cent (20%) of the number of voting Club
Members.
iii. shall be called on a written requisition by Swim Wales to the
Club which shall contain the specific and prescribed purpose.
iv. No other business shall be transacted at such a meeting.
v. If the SGM shall not be called within a period of 4 weeks after
the service on the Club of any such requisition, the said Club
Members or Swim Wales (as the case may be) may convene the
meeting and may prescribe how it shall be conducted. Otherwise, the above provisions which apply to the AGM, as appropriate in relation to notice, voting and quorum shall apply to an SGM except that in the case of a Club Members’ requisition at least 80% of the voting Club Members of the Club who shall have expressly requisitioned the SGM shall be an additional quorum requirement for the meeting.

20. Notices
Any notice, document or other information shall be deemed served on or delivered to the intended recipient:
a. if properly addressed and sent by prepaid United Kingdom first class post to an address in the United Kingdom, 48 hours after it was
posted (or five Business Days after posting either to an address
outside the United Kingdom or from outside the United Kingdom to
an address within the United Kingdom, if (in each case) sent by
reputable international overnight courier addressed to the intended
recipient, provided that delivery in at least five Business Days was
guaranteed at the time of sending and the sending party receives a
confirmation of delivery from the courier service provider);
b. if properly addressed and delivered by hand, when it was given or
left at the appropriate address;
c. if properly addressed and sent or supplied by electronic means
including for the avoidance of doubt email, one hour after the
document or information was sent or supplied; or
d. if sent or supplied by means of a website, when the material is first made available on the website or (if later) when the recipient
receives (or is deemed to have received) notice of the fact that the
material is available on the website.
e. In proving that any notice, document or other information was
properly addressed to the Club Member, it shall suffice to show that
the notice, document or other information was addressed to the
address provided by the Club Member.
For the purposes of this clause, a Business Day shall mean any day (other than a Saturday, Sunday or public holiday in England or Wales) when banks in London UK are open.

21. Voting
a. Subject to clause 18 (AGM) and clause 19 (SGM) every Club Member shall have one vote on any resolution on which they are entitled to vote.
b. Without prejudice to clause 25 (Dissolution) and every resolution
shall be decided by a majority of votes by those present and entitled
to vote on the question but in the case of a tied vote the Chairperson
of the meeting shall have a second and casting vote to determine the resolution.

22. Employment
a. The Management Committee may enter into employment contracts and must always comply with statutory legislation.
i. appoint employees and terminate the employment of employees
of the Club in accordance with any statutory regulations and
legal rights;
ii. determine in writing the terms and conditions of service of any
employed personnel; and
iii. if considered reasonable, investigate and discipline any
employee of the Club having sought appropriate professional
advice and conducted the necessary disciplinary procedure. If it
is found that the employee of the Club has breached any terms
or is found guilty of any gross misconduct, the Management
Committee may terminate the employee's employment.

23. Discipline and Appeals
a. All complaints regarding the behaviour of the Club's Members should be submitted in writing either by post or email to the Club Secretary. The Club reserves the right to review and liaise with Swim Wales and  it shall have regard to the Swim Wales Rules when considering any such complaints. The Club reserves the right to use the procedures for complaints and concerns maintained by Swim Wales and ensure all parties are notified of this action and provided a copy of the procedures.
b. The Management Committee will use their reasonable endeavours to meet to review any complaints adhering to the timescales laid down in the Swim Wales procedures in current use. The Management
Committee has the power to take appropriate disciplinary action
against any member, including the termination of membership.
c. The outcome or decision of the Management Committee's review of the complaint should be notified in writing to the person who
submitted the complaint and the member against whom the
complaint ensuring adherence to the procedures in use.
d. Club Members will have the right to appeal any disciplinary action
taken by the Management Committee. Appeals are subject to a
prescribed fee. In the event the appeal is successful, the fee will be
returned. Appeals must be received must be within the timescales in
the procedures provided to all parties involved and include any
relevant fee. The Management Committee should use its reasonable
endeavours to review and consider the appeal within 5 days of the
Secretary receiving notice in writing from the Member that they wish
to appeal the decision of the Management Committee. The appeal
should be heard and determined by an independent panel.

24. Club Property
a. Subject to the provisions of sub-clause 24.b of this clause, the
Management Committee may cause title to:
i. all land held by or in trust for the Club;
ii. all investments held by or on behalf of the Club; and
iii. all assets of the Club other than land and investments;
b. to be vested in not less than three individuals appointed by them as holding trustees. Holding trustees may be removed by the
Management Committee at their pleasure and shall act in accordance with the lawful directions of the Management Committee. Provided that they act only in accordance with the lawful directions of the Management Committee, the holding trustees shall not be liable for acts and defaults of its members.

25. Dissolution of the Club
a. Before any decision on the dissolution of the club, the Management Committee are required to consult with Swim Wales.
b. If the Management Committee decides that it is necessary or
advisable to dissolve the Club it shall call a meeting of all Members of the Club, of which not less than 21 days' notice (stating the terms of the resolution to be proposed) shall be given. If the proposal is
supported by two-thirds of those Club Members present and voting
the Management Committee shall have power to realise any assets
held by or on behalf of the Club.
c. In the event of dissolution, any funds or assets of the Club that
remaining funds or assets of the Club will be vested as the property
of Swim Wales whose objective will be to use the assets and funds to
further develop and promote aquatic sports in Wales.

26. Amendments of the Club
a. The Constitution may be altered through an addendum approved by Swim Wales and a resolution supported by not less than two-thirds of the Club Members present and voting at a general meeting. The notice of the general meeting must include notice of the resolution, setting out the terms of the alteration proposed.

27. Swim Wales Rules
a. The Club and members of the Club acknowledge that the Club shall adopt and implement the Swim Wales Rules (as varied from time to time), and in the event of any conflict between this Constitution and the Rules, the provisions shall prevail at all times.

Declaration
Carmarthen Swimming Club
Hereby adopts and accepts the terms of this Constitution and the Rules as a current operating guide regulating the actions of all Club Members.
Name: Nigel Kurys
Role: Club Chairperson
Membership Number: 97007543
Signature: Nigel Kurys
Date: 10.11.25
Name: Owain Enooch
Role: Club Secretary
Membership Number: 97007454
Signature: Owain Enoch
Date: 10.11.25
Name: Jo Bowes
Role: Club Treasurer
Membership Number: 97003542
Signature: Jo Bowes
Date: 10.11.25

Changes in the management committee will require the Constitution to be re-signed, dated and uploaded to the Club’s profile on JustGo.

 

MLR] Swim Wales Club Constitution – Revised March 2024

1. Make our club and activity a fun, happy, friendly and welcoming place to be.

 

2. Respect and celebrate difference in our club and not discriminate against anyone else on the grounds of age, gender, race, sexual orientation, faith or ability.

 

3. Understand that the use of abusive or inappropriate language, bullying, physical

violence or any other behaviour which hurts others will not be tolerated by the club. This includes moving / taking another swimmers belongings.

 

4. Not use any device to take photographs or footage of others in the changing rooms or cubicles.

 

5. Report any concerns you have about others taking photographs or footage of others in the changing rooms or poolside.

 

6. Understand that poor behaviour may result in the club taking disciplinary action against you, including suspension from the club.

 

7. Report any incidents of bullying or unkind behaviour to the club, even if you’re just a witness.

 

8. Treat other children with respect and appreciate that everyone has a different level of skill or talent.

 

9. Support and encourage your team mates, tell them when they’ve done well and be there for them when they are struggling.

 

                            Code of conduct for swimmers – Training session rules

1.Don’t be late…Please ensure you arrive in good time for pre-pool warm up – at least 15 minutes before your start time, a proper warm up reduces the risk of injury to you. If you do arrive late, please report to your coach before entering the pool. If you arrive more than 10 minutes after the session has started, the coach may not let you swim. Being on time will allow the session to run smoothly and enable every swimmer to benefit.

 

2.Please go to the loo before the session…A toilet break is scheduled into the session if it is over an hour in length, otherwise you should not need to get out the pool.

 

3.Leaving poolside…If you need to leave the pool for any reason during your session, please inform your coach before doing so.

 

4. Skipping lengths or sets…Please make every effort not to skip lengths or sets as you are only cheating yourself.

 

5. Listen to your coach and ask questions…The coach’s advice is crucial to good technique and swimming fast, so please do not talk over the coach and listen to what they have to say. Think about what you are doing during training and if you have any problems discuss them with your coach at the appropriate time.

 

6. Bring the right kit…Having the right equipment is essential to help you get the most out of the training sessions. Please ensure you have all your equipment with you at all times. Please ensure you bring a large drink with you – enough to last the entire session.

 

7. Session attendance…Please make your coach aware if you have any difficulties in attending training sessions as set out for your squad.

 

8. Support your team…Remember – swimming is a team sport. Everyone is on the same team so encourage each other when you are finding the session tough!

 

9. Have fun…

 

Objective    

 

CDSC is committed to enforcing the relevant Club Codes of Conduct relating to its members. If a breach is considered to have been made by a member then this document is designed to guide the CDSC Management Team and inform parents/guardians of the discipline process. The primary objective is to encourage members to comply with the Code of Conduct and fulfil their obligations as set out in the club’s policies.  

  

Four Stages of Disciplinary Action  

  

Stage 0 – Normal Coaching Intervention/Interaction:  

 

It is anticipated that most coaching, training and behavioural issues can be appropriately, effectively and quickly dealt with through normal and informal intervention, interaction and discussion by the Squad Coach with those parties responsible.   

 

Ten minutes out of the pool will always be the first action taken by the Squad Coach and a discussion about behaviour. Whilst it does not require observation or verification by any other persons, the respective Coach may inform or consult with the parents, guardians, safeguarding officer, head coach if considered appropriate for the situation or behaviour that has taken place.   

Squad Coaches have the authority to exclude a swimmer from the session where the incident takes place, and to invite the swimmer to a ‘Performance Review’ meeting with the Squad Coach, head coach and the parents / guardians should they deem it necessary.   

Squad Coaches may use their discretion and judgement to initiate and repeat Stage 0 on any number of occasions prior to moving to Stage 1, which should always be the next step once it is clear that normal coaching interventions or interactions are not resolving the matter.  

  

Stage 1 – Verbal Warning:  

 

Where a swimmer’s breach of the Code of Conduct is persistent and is not resolved at Stage 0 then the Squad Coach will report the matter to the safeguarding officer and the head coach. 

Upon investigation the safeguarding officer and head coach may take such action as is necessary. They may call a meeting with the swimmer, parents / guardians, and coaches and may issue a verbal warning, a note of which will be entered into the swimmer’s club membership file, copied to them in writing and may be referred to should there be any further incidents. To help the swimmer resolve their problems a Swimmer Behaviour Contract may be issued. 

 

Stage 2 – Written Warning:  

 

In the case of more serious incidents, or if a further offence occurs (whether of a similar or different nature) a written warning will be issued to the swimmer and parents / guardians by the safeguarding officer and head coach as appropriate  

This will give reasons for the warning, the improvement required and the date when the warning expires – it will warn that action under Stage 3 of the disciplinary procedure will be considered if there is no satisfactory improvement or further acts of misconduct occur and will advise of rights of appeal.  

Similar to Stage 1 a note will be entered into the swimmer’s club membership file, copied to them in writing and may be referred to should there be any further incidents.  

  

Stage 3 – Suspension or Termination of Membership:  

 

If conduct is still unsatisfactory and the member still fails to reach the prescribed standards despite receiving a written warning, or if the member has committed an act of gross misconduct, suspension and/or termination of a swimmer’s membership by CDSC may occur.   

Suspension or termination of membership may also result from a serious breach of any of CDSC codes of conduct / policies and those of Swim Wales. The Head coach has full authority over the population of training squads and if Stage 3 has been reached, access may be withdrawn to any or all squad(s) training sessions for the swimmer concerned.  

Before termination of a swimmer’s membership is made, a full investigation will be carried out.  

Any appeal against termination of membership must be submitted to the Club Secretary within 14 days by formal letter. Upon receiving an appeal, the Management Team will organise an independent assessment of the case and report within 28 days unless there is good reason to extend the time frame.  

  

Misconduct:  

The following are examples of behaviours which are considered to be acts of misconduct. In serious cases they may be deemed to be acts of gross misconduct and may lead to instant suspension or termination of membership.  

 

a) Bullying Club Members physically, orally or in written communication or social media or gaming platforms, either directly or indirectly. 

b) Inappropriate image capturing. 

c) Undermining coaching and teaching staff either orally or in written communication either directly or indirectly.  

d) Acting in conflict withCDSCCode of Conducts or any other policy documents.  

e) Physical or Oral Abuse or refusal to obey lawful instructions. 

f) Gross breach of safety requirements likely to endanger other people or yourself or to cause damage to Club/hired property.  

g) Smoking or vaping. 

h) Being under the influence of alcohol or drugs or possession of illegal drugs. 

i) Theft, fraud, or other criminal acts. 

j) Physical assault. 

k) Causing deliberate damage to Club/hired property. 

l) Gross negligence which causes unacceptable loss,damageor injury.  

m) Sexual or racial harassment or discrimination of any kind. 

n) Harassment or discrimination on the grounds of sexual orientation or religion or religious belief. 

o) Showing a lack of respect towards coaches, officials, swimmers,team matesor any other  members of CDSC . 

 

General Principles  

 

CDSC disciplinary procedures are based on the following principles:  

 The disciplinary rules and procedures are designed to be non-discriminatory and are to be applied irrespective of sex, racial group, sexual orientation, disability, religion, age, or any other bias.  

 All matters will be dealt with in accordance with the Club Constitution and Swim Wales law.  

It is expected that most matters will be dealt with on poolside or at the point of incidence informally at the time of the event.  

Any behaviour that is considered to be unacceptable by coaching staff or team managers may lead to a ‘behaviour contract’ being issued.  

All matters relating to disciplinary action will be handled as speedily as possible.  

A person wishing to make a complaint about inappropriate conduct should normally do so at the time.  

Persistent or serious breaches of conduct will be reported to the Safeguarding officer / club secretary, preferably in writing.  

No member will be dismissed or suspended from the Club for a first breach of conduct except in the case of serious or gross misconduct.  

Club members will have a right of appeal against any formal disciplinary decision.  

Why We Discourage Entries Outside the Club Calendar

The club’s competition calendar is carefully designed to align with our training cycles, squad
objectives, and long-term performance plans. Each gala is selected to:
• Support swimmers’ technical and physical development.
• Ensure appropriate recovery and taper periods.
• Maximise opportunities for peak performance at key meets.
Unapproved entries outside this plan can:
• Disrupt carefully structured training and recovery phases.
• Increase the risk of fatigue, injury, or over-racing.
• Prevent coaches from providing on-the-day support, feedback, and TM safeguarding supervision.

Safeguarding and Supervision Requirements

Under Swim Wales guidance, no swimmer under 18 should be
poolside or competing without appropriate, DBS-checked and qualified supervision.
For club-affiliated activities, this requires the presence of a licensed coach or team manager
holding the relevant Swim Wales qualifications.
If a swimmer enters a gala independently, it becomes the parent/guardian’s responsibility to
ensure all safeguarding, supervision, and duty-of-care requirements are in place. The club
must be informed in advance so that we can verify this and confirm that the event is suitable
and swimmers have the appropriate support in place. When multiple swimmers attend a gala
through an independent entry just 3 swimmers will constitute a club entry.
When swimmers attend galas without prior approval, the club cannot confirm compliance
with Swim Wales supervision and safeguarding standards. This places both the swimmer
and the club at risk of breaching Swim Wales Regulations guidance.
For this reason, unsupervised or unapproved gala attendance is not permitted.

Consequences Of Independent Entry

 

CDSC Policy for Entering Unsupported Meets

Carmarthen Swimming Club does not encourage swimmers to enter galas individually. All galas set on
our club calendar have been carefully chosen and planned by our coaches, fixtures team and
committee.
However, under exceptional circumstances (most likely a Last Chance Meet), the following guidance
must be followed;
1). Swimmers have to be very close in reaching qualifying time (i.e. within half a second of 50/ 100m
times and within a second of 200 & 400m times).
2). Parents are required to discuss the matter directly with both their Squad coach and Head coach.
3). Approval from both coaches (Squad Coach and Head Coach) have to be obtained before entering
the last chance gala.
4). When entering ‘last chance gala’, ONLY enter THE EVENT that your swimmer is most likely to
reach qualifying time.
We hope this simple guidance will help swimmers and parents when making decisions.

 

ENTERING COMPETITIONS

The Head Coach decides the season competition plan in conjunction with the other coaches that will be most appropriate for the swimmers  and will be organised, so it fits in with the training cycles. Please check the Event Calendar on the CDSC website regularly to see what meets or competitions are upcoming.

Swimmers and their families are expected to adhere to the Head Coach’s season plan as part of their commitment to the training programme and CDSC Swimming Club – they are expected to compete at as many events as they are eligible for as possible.

Individual entry into meets/competitions that the Head Coach has not authorised is prohibited.

Doing so could jeopardise a swimmer’s place in the Club. If you wish to enter a meet / competition that the Club is not, then you will need send an email stating your reasons for wishing to do so and obtain the Head Coaches prior agreement. If this exception is agreed then please note that you will also need to make your own arrangements that a qualified Coach from another club and Team Manager, who are attending the event, take responsibility for your swimmer whilst they are poolside – this is per Swim England Wavepower requirements.

All competitions that have been approved by the club coaches will be on the CDSC Swimming Club Website on the Events Calendar page. carmarthenswimmingclub.com/calendar

Some entries for galas are done as group entries by the Club’s Meet Secretary as this is the method preferred by competition organisers – others will be individual entries; you will be advised how to enter each meet in the terms and conditions.

It is up to you and your swimmer to make sure you complete the entries for Open Meets and Championships in Swim Manager. If you do not have a time for the race you wish to enter then please speak to your child’s coach and obtain an estimated time BEFORE entering your race on Swim Manager. Failure to do so will prevent you from entering the meet with this race. The Head Coach and Meet Secretary may send out general reminders but ultimately the responsibility to enter by the closing date is yours.

If you are serious about competing it is a good idea to spot the dates of competitions as early as possible and put those dates in your family calendar so that you make sure you do not get double booked. Of course, there will occasionally be weekends when family commitments mean your child cannot compete but if you are serious about your child progressing in competitive swimming then you need to prioritise swimming competitions as much as possible.

Safeguarding Policy (Children, Young People and Adults at Risk)

1. Policy Statement

Carmarthen Swimming Club is committed to creating and maintaining a safe, enjoyable and positive environment for everyone involved in swimming and aquatic activities. We recognise our responsibility to safeguard children, young people and adults at risk from harm, abuse and neglect, and to ensure that welfare is central to all club activities.

The Club adopts and operates in line with:
• Swim Wales Child Safeguarding Policies and Procedures (2021)
• Swim Wales Safeguarding Adults Policy & Procedures (V4,
September 2023)
• Relevant Welsh legislation, including the Social Services and
Well-being (Wales) Act 2014 and Wales Safeguarding Procedures.

Safeguarding is everyone’s responsibility. All concerns will be taken
seriously, responded to promptly and managed appropriately.

2. Scope

This policy applies to all persons involved in Carmarthen Swimming
Club, including:
• Children and young people under 18
• Adults at risk (18+)
• Coaches, teachers and instructors
• Volunteers and helpers
• Club officers and committee members
• Parents, carers and spectators
• Visiting clubs, officials and contractors
The policy applies during all club activities, including training,
competitions, events, trips, camps, online activity and the wider
community where concerns relate to club members.

3. Definitions

Child / Young Person

Anyone under the age of 18.

Adult at Risk (Wales)

A person aged 18 or over who:
• Is experiencing or at risk of abuse or neglect; and
• Has needs for care and support; and
• Is unable to protect themselves due to those needs.

Safeguarding

All actions taken to prevent harm and protect the welfare, rights, dignity and wellbeing of children, young people and adults at risk.

4. Principles of Safeguarding

Carmarthen Swimming Club follows these principles:

• The welfare of the individual is paramount
• Safeguarding is everyone’s responsibility
• Person-centred safeguarding – listening to and respecting the
individual’s wishes where possible
• Prevention is better than reaction
• Zero tolerance of abuse, neglect, bullying or harassment
• Equality, dignity and respect for all
• Confidentiality, with information shared only on a need-to-know
basis

5. Types of Abuse and Harm

Safeguarding concerns may include (but are not limited to):
Children and Young People

• Physical abuse
• Sexual abuse
• Emotional abuse
• Neglect
• Bullying (including cyber, racist, homophobic, sexual, disablist)
• Grooming (in person or online)

Adults at Risk

• Physical abuse
• Sexual abuse
• Psychological/emotional abuse
• Neglect
• Financial abuse
• Coercive control or exploitation

Abuse may be deliberate, accidental, one-off or repeated, and may
occur inside or outside the club environment.

6. Club Roles and Responsibilities

Club Welfare Officer

Carmarthen Swimming Club has three Club Welfare Officers who will:

• Act as the first point of contact for safeguarding concerns
• Ensure concerns are responded to, recorded and reported
appropriately
• Liaise with Swim Wales Safeguarding Team and statutory agencies
• Support those affected by safeguarding concerns
• Promote safeguarding awareness within the club

All Coaches, Volunteers and Officials

Must:

• Follow this policy and Swim Wales procedures
• Complete appropriate safeguarding training
• Work within the Code of Conduct
• Act in the best interests of members at all times
• Report safeguarding concerns immediately

7. Safer Recruitment and Training

The Club is committed to safer recruitment and will:

• Use clear role descriptions
• Obtain appropriate Enhanced DBS checks where required
• Ensure safeguarding training is completed and refreshed (every 3
years)
• Ensure Welfare Officers complete Time to Listen training
• Ensure Codes of Conduct are signed annually

8. Codes of Conduct

All members, coaches, volunteers and parents/carers are expected to

follow:

• Swim Wales Codes of Conduct
• Appropriate electronic communication and social media guidance
• Clear professional boundaries
• Respectful behaviour at all times
Breaches of conduct may result in disciplinary action.

9. Responding to Safeguarding Concerns

Immediate Danger

If someone is at immediate risk of harm or in need of urgent medical
attention:

• Call 999 immediately
• Inform the Club Welfare Officer as soon as safe to do so

Non-Emergency Concerns

If you have a concern about:

• A child or young person
• An adult at risk
• Poor practice or inappropriate behaviour

You must:

1. Respond – listen, reassure, do not promise confidentiality
2. Record – clearly and accurately
3. Report – to the Club Welfare Officer or Swim Wales

All safeguarding concerns must be recorded on MyConcern, in line with

Swim Wales requirements.

10. Recording and Information Sharing

• Records will be factual, accurate and confidential
• Information will only be shared on a need-to-know basis
• GDPR and Data Protection legislation will be followed
• Information may be shared without consent where there is a risk
of harm, crime or lack of capacity

11. Working with External Agencies

Where appropriate, the Club will work with:

• Swim Wales Safeguarding Team
• Local Authority Safeguarding Teams
• Police
• Health and Social Services

Safeguarding adults is led by the Local Authority; safeguarding children is led by Children’s Services.

12. Allegations Against Club Personnel

Any allegations involving:

• Coaches, volunteers, officials or staff

Will be:

• Taken seriously
• Reported immediately to Swim Wales
• Managed in line with Swim Wales disciplinary and safeguarding
procedures
• Referred to statutory agencies where necessary

13. Whistleblowing

The Club supports whistleblowing and will ensure:

• Concerns can be raised without fear of victimisation
• Individuals acting in good faith are protected
• All concerns are investigated properly

14. Review and Monitoring

This policy will be:

• Reviewed at least every three years
• Updated sooner if legislation or Swim Wales guidance changes
• Approved by the Club Committee

15. Key Contacts

• Club Welfare Officers:

Dominic Boyle, Mary Francis-Jones and Rachel Symmons

CDSCwelfare@outlook.com

• Swim Wales Safeguarding Team:
welfare@swimwales.org | 01792 513636
• Emergency Services: 999

Why Turning Up On Time For A Session Is Important.

Turning up on time for a swim session is crucial because it maintains the flow of structured training, ensures safety protocols are followed, and allows athletes to make the most of their practice. Being punctual helps prevent disruptions that can affect not only individual progress but also the entire group's training rhythm. While traffic issues are understandable and sometimes unavoidable, swimmers should plan ahead to arrive on time, respecting the pool's regulations and the effort of coaches and teammates.

The primary reasons based on pool regulations are:

Disruption of Structures Workouts: Swim training is planned in phases (pre-pool, warm-up, main set, cool-down). 

Safety and Warm-Up Requirements: A proper warm up is crucial to adjust to the water temperature, wake up muscles, and prepare for high intensity work. Jumping directly into a hard set without a warm-up increases the risk of injury and reduces performance.

Etiquette and Professionalism: Clubs require swimmers to be on time to maintain discipline and respect for team's planned routine. Arriving ten minutes or more late because the swimmer has been in another activity is not permitted for reasons stated and a swimmer will be prevented from taking part in that session.