How the club is run

Club policies

The constitution, the bye-laws and every club policy, in full. Pick one below — each links to its original, signed-off PDF.

Club constitution

Rules of Erith & District Swimming Club

Official copy: Club Constitution (PDF)

RULES of Erith & District Swimming Club (“the Club”) as at 30th June 2026

1. Name

1.1 The name of the Club shall be Erith & District Swimming Club.

2. Objects

2.1 The objects of the Club shall be the teaching, development and practice of competitive and artistic swimming for its members. In the furtherance of these objects:

2.1.1 The Club is committed to treating everyone equally within the context of its activity and with due respect to the differences of individuals. It shall not apply nor endorse unlawful or unjustified discrimination and shall act in compliance with the protections afforded by the Equality Act 2010.

2.1.2 The Club shall implement the Swim England Equality Policy (as may be amended from time to time).

2.2 The Club shall be affiliated to the Swim England London Region and shall adopt and conform to the rules of the Swim England London Region and to such other bodies as the Club may determine from time to time.

2.3 The business and affairs of the Club shall, at all times, be conducted in accordance with the Articles, Regulations and Technical Rules of Swim England (“Swim England Regulations”) and in particular:

2.3.1 all competing members shall be eligible competitors as defined in Swim England Regulations; and

2.3.2 the Club shall in accordance with Swim England Regulations adopt the current Swim England’s Child Safeguarding Policy and Procedures (“Wavepower”); and shall recognise that the welfare of children is everyone’s responsibility and that all children and young people have a right to have fun, be safe and be protected from harm.

2.3.3 members of the Club shall in accordance with Swim England Regulations comply with Wavepower.

2.4 By virtue of the affiliation of the Club to Swim England London Region, the Club and all members of the Club acknowledge that they are subject to the regulations, rules and constitutions of:

2.4.1 Kent County Association; and

2.4.2 London Region; and

2.4.3 Swim England (to include the Code of Ethics); and

2.4.4 British Swimming (in particular its Anti-Doping Rules and Judicial Code); and

2.4.5 LEN, the European governing body for the aquatic sports; and

2.4.6 World Aquatics, the World governing body for the aquatic sports (hereinafter defined as “Rules of a Governing Body”).

2.4.7 World Aquatics, the World governing body for the aquatic sports.

2.5 In the event that there shall be any conflict between any rule or bye-law of the Club and any of the Governing Body Rules then the relevant Governing Body Rule shall prevail.

3. Membership

3.1 The total membership of the Club shall not normally be limited. If, however the Committee considers that there is a good reason to impose any limit from time to time then the Committee shall put forward appropriate proposals for consideration at a General Meeting of the Club. The members shall have the right to impose (and remove) from time to time any limits on total membership (or any category of membership) of the Club.

3.2 Club membership consists of four parts all or some of which may have annual fees. The four parts with applicable fees to be paid by the due date are Club, County, Region and Swim England membership.

3.3 All persons who assist in any way with the Club’s activities shall become members of the Club and hence Swim England and the relevant Swim England membership fee shall be paid.

3.4 Paid individuals who are not members of the Club must be members of a body which accepts that its members are bound by Swim England’s Code of Ethics, Swim England Regulations relating to Wavepower, those parts of the Judicial Regulations and procedures necessary for their implementation and whilst engaged in activities under the jurisdiction of Swim England shall be subject to all the constraints and privileges of the Judicial Regulations.

3.5 Any person who wishes to become a member of the Club must submit an application by the Club’s stated process to the Club Secretary (and in the case of a child under 18 years of age the application must be submitted by the applicant’s parent or guardian). The Club application process should be able to view either online or via a paper format.

3.6 Admission to membership shall be determined by the Club’s agreed process. In its consideration of applications for membership, the Club shall not act in a discriminatory manner and, in particular, shall adhere to the Equality Act 2010 (as may be amended). Accordingly, (unless the Club chooses to restrict its membership to only people who share the same Protected Characteristic) the Club shall not refuse membership on the basis of a Protected Characteristic within the Equality Act 2010. Neither may refusal be made on the grounds of political persuasion.

3.7 The Club may refuse membership only for good and sufficient cause, such as conduct or character likely to bring the Club or the sport into disrepute, or, in the case of a swimmer, being unable to achieve the entry standards as laid down and provided by the Club to the applicant for membership. The Club shall be required to give reasons for the refusal of any application for membership. Any person refused membership may seek a review of this decision before a Review Panel.

3.8 Membership is not transferable. This includes the transfer of membership rights from a child under 18 years of age to a parent or guardian.

4. Membership and Other Fees

4.1 The annual membership fee and all other fees payable to the Club shall be determined from time to time by the Committee and the Committee shall in so doing make special provision for different classes of membership as it shall determine.

4.2 The annual Swim England, Region and County fees (if any) shall be due on joining the Club and thereafter on the 1st of January each year.

4.3 The Club shall inform all members of the fees payment structure and whether annual fees are paid in full or via an appointed scheme. Any member whose fees are unpaid by the date falling 30 days after the due date for payment may be suspended by the Committee from some or all Club activities from a date to be determined by the Committee and until such payment is made.

4.4 The Committee shall, from time to time, have the power to determine the Club annual membership and other fees. This shall include the power to make such a change in the fees as shall, where the Club pays the relevant affiliation fees to Swim England on behalf of members, be consequential upon a change of such fees. Any increase in subscriptions shall be advised to the members in writing with the reasons for any increase to be reported to the members at the next Annual General Meeting.

4.5 The Executive Officers (or the Committee) shall have the power in special circumstances to remit the whole or part of the Club fees, to address issues of social inclusion. The club may also make suitable arrangements for the required payment of Swim England, Regional and County fees (where applicable).

5. Resignation

5.1 A member wishing to resign membership of the Club must give to the Club Secretary written notice of their resignation via post or electronic means.

5.2 A member whose fees are more than two months in arrears shall be deemed to have resigned from the Club and their membership terminated. Where membership has been terminated in this way the member shall be informed in writing either via post to the last known address or by electronic means.

5.3 A member who resigns from the Club or whose membership is terminated shall not be entitled to have any part of the annual Club, Swim England, Region or County membership fee refunded and must immediately return any Club or external body’s property.

5.4 The Swim England Membership Department and the relevant Swim England Region shall be informed by the Club should a member resign or have their membership terminated when still owing money or property to the Club.

6. Expulsion and Other Disciplinary Action

6.1 The Committee shall have power to expel a member when, in its opinion, it would not be in the interests of the Club for the individual to remain a member. The Club in exercising this power shall comply with the provisions of Rules 6.3 and 6.4 below.

6.2 Upon expulsion the former member shall not be entitled to have any part of the annual Club membership fee refunded and must immediately return any Club or external body’s property held.

6.3 The Club shall comply with the relevant Judicial Regulations for handling Internal Club Disputes as the same may be revised from time to time.

6.4 A member may not be expelled or (subject to Rule 6.5 below) be made the subject of any other penalty unless the panel hearing the complaint shall by a two-thirds majority vote in favour of the expulsion of (or other penalty imposed upon) the member.

6.5 The Officers of the Club (or any person to whom the Committee shall delegate this power) may temporarily suspend or exclude a member from particular training sessions and/or wider Club activities, when in their opinion or following, such action is in the interests of the Club. Where such action is taken the incident or matter will thereafter be dealt with in accordance with the appropriate Judicial Regulations.

6.6 Swim England shall have power to temporarily suspend members or suspend members for a specified term in accordance with Judicial Regulations and Child Safeguarding Regulations as the same may be revised from time to time.

7. Committee

7.1 The Committee shall consist of the Chair, Secretary, Treasurer (together “the Executive Officers of the Club”) and 6 elected members; namely: The Competitive Swimming Manager, Masters Swimming Manager, Artistic Swimming Manager, Social Secretary, IT Manager and Compliance Manager, all of whom must be members of the Club. All Committee members must be not less than 18 years of age though the Committee may allow younger member(s) to attend their meetings without power to vote.

7.2 In accordance with Wavepower the Committee shall appoint a member of the Club as Welfare Officer who must be not less than 18 years of age, who should have an appropriate background and who is required to undertake appropriate training in accordance with Wavepower. The Welfare Officer shall not be related to or in a relationship with any one of the ‘Executive Officers of the Club’ or the Club’s Coaches or Teachers.

7.3 The Welfare Officer will have a right to attend Committee meetings without a power to vote. Attendance at meetings will be for the purpose of sharing or addressing matters relating to Welfare.

7.4 The Executive Officers and Committee members shall be proposed seconded and elected at the Annual General Meeting each year and shall remain in office until their successors are elected at the next Annual General Meeting and take office when the Chair has closed the meeting. Any vacancy occurring by resignation or otherwise may be filled by the Committee. Retiring Executive Officers and members of the Committee shall be eligible for re-election.

7.5 Committee meetings shall be held at regular intervals and the quorum of that meeting shall be 50% of the number entitled to vote with at least one executive officer present. The Chairman and the Secretary shall have discretion to call further meetings of the Committee if they consider it to be in the interests of the Club. The Secretary shall give all the members of the Committee not less than two days written notice of a meeting. Decisions of the Committee shall be made by a simple majority (and in the event of equality of votes the Chair (or the acting Chair of that meeting) shall have a casting or additional vote.) The Secretary, or in their absence a member of the Committee, shall take minutes.

7.6 In the event that a quorum is not present within 30 minutes of the stated start time, a meeting shall stand adjourned to the time and date falling seven days after the date of the meeting, or such other date and time as may be determined by the Chairman. If a quorum is not present at the adjourned meeting then those Committee members attending may act for the purpose of calling a Special General Meeting of the members, to which the provisions as to minimum notice contained in Rule 10.2 shall not apply.

7.7 In addition to the members so elected the Committee may co-opt up to 3 further members of the Club who shall serve until the next Annual General Meeting. Co-opted members shall be entitled to vote at the meetings of the Committee and shall be counted in establishing whether a quorum is present.

7.8 The Committee may from time to time appoint such sub-committees and roles as they may consider necessary (and to remove (in whole or in part) or vary the terms of reference of such sub-committees) and may delegate to them such of the powers and duties of the Committee as the Committee may determine. All sub-committees shall periodically report their proceedings to the Committee and shall conduct their business in accordance with the directions of the Committee.

7.9 The Committee shall be responsible for the management of the Club and shall have the sole right of appointing and determining the terms and conditions of service of employees of the Club. The Committee shall have power to enter into contracts for the purposes of the Club on behalf of all the members of the Club. The Committee shall be responsible for ensuring that the Accounts of the Club for each financial year be examined by an independent examiner to be appointed by the members in a General Meeting.

7.10 The members of the Committee shall be entitled to an indemnity out of the assets of the Club for all expenses and other liabilities properly incurred by them in the management of the affairs of the Club.

7.11 The Committee shall maintain a log of Accidents/Incidents at Club related activities. Details of such shall be reported to the insurers in accordance with the Accident/Incident Notification guidelines. The Club shall make an annual return to the Swim England Membership Department indicating whether or not an entry has been made in the prescribed online form. A copy of entries should be kept for a period of six years or in respect of an injury to a child they should be kept for six years after they attain 18 years of age.

7.12 The Committee shall retain all financial records relating to the Club and copies of minutes of all meetings for a minimum period of six years.

8. Ceremonial Positions and Honorary Members/Life Members

8.1 The Management Committee shall elect a President and Vice-President bi-annually. A President or Vice-President need not be a member of the Club on election but shall, ex officio, be an honorary member of the Club and must be included in the Club’s Annual Return of Members to Swim England.

8.2 The Committee may elect any person as an honorary member of the Club for such period as it thinks fit and they shall be entitled to all the privileges of membership except that they shall not be entitled to vote at meetings and serve as officers or on the Committee unless any such person shall have retained in addition his ordinary membership of the Club. Such honorary members must be included in the Club’s annual return as to membership.

9. Annual General Meeting

9.1 The Annual General Meeting of the Club shall be held each year on a date in June. The date, time and venue / online option for the Annual General Meeting shall be fixed by the Committee.

9.2 For the purpose of participation in voting at an Annual General Meeting of the Club, all persons shall have been a member as at the membership deadline day which is the date of closure of nominations and submission of proposals.

9.3 The purpose of the Annual General Meeting is to transact the following business:

9.3.1 to receive the Chairman’s report of the activities of the Club during the previous year;

9.3.2 to receive and consider the accounts of the Club for the previous year and the report on the accounts of the independent examiner and the Treasurer's report as to the financial position of the Club;

9.3.3 to remove and elect the independent examiner (who must not be a member of the Committee or a member of the family of a member of the Committee) or confirm that he/she remain in office;

9.3.4 to elect the Executive Officers and other members of the Committee;

9.3.5 to decide on the dissolution of existing honorary and/or Life membership categories;

9.3.6 to decide on any resolution which may be duly submitted in accordance with Rule 9.6;

9.3.7 to elect or reaffirm the Custodians of the Club.

9.4 For the Annual General Meeting the Secretary shall be responsible for sending to each member at his/her last known postal or electronic address a written agenda giving notice of the date, time and venue of the General Meeting no later than 28 days prior to the published date. The Notice of Meeting shall in addition wherever possible be displayed on the Club Notice Board where one exists.

9.5 Nominations for election of members to any office or for membership of the Committee shall be made in writing by the proposer and seconder to the Secretary not later than 21 days prior to the published date of the meeting. Both proposer and seconder must be a fully paid member of the Club and Swim England at the time of nomination. The nominee shall be required to indicate in writing on the nomination form his/her willingness to stand for election.

9.6 Any member shall be entitled to put any proposal for consideration at an Annual General Meeting provided the proposal in writing is received by Secretary not later than 21 days prior to the published date of the meeting.

9.7 No less than 14 days before the published meeting date, together with the resolutions to be proposed, a list of the nominees for the Committee posts and a copy of the examined accounts will be circulated to all Club members.

10. Special General Meeting

10.1 A Special General Meeting may be called at any time by the Committee at a committee meeting.

10.2 A Special General Meeting shall be called by the Committee and held within 28 days of receipt by the Secretary of a requisition in writing signed by not less than seven members entitled to vote at a General Meeting or, if greater, such number as represents one-tenth in number of such members, stating the purposes for which the meeting is required and the resolutions proposed.

10.3 For the purpose of participation in voting at a Special General Meeting of the Club, all persons shall have been a member as at the membership deadline day which is the date that the requisition for the meeting was made by the Committee or members.

10.4 In the case of a Special General Meeting the Secretary shall be responsible for sending to each member at his/her last known postal or electronic address a written agenda giving notice of the date, time and venue no later than 21 days prior to the date agreed by the Committee following the requisition submitted stating the purposes for which the meeting is required and the resolutions proposed.

11. Procedure at the Annual and Special General Meetings

11.1 The Committee can decide to hold the Annual or Special General Meeting virtually, using such electronic and video technology as it sees fit.

11.2 The quorum for the Annual and Special General Meetings shall be ten members entitled to vote at the Meeting.

11.3 The Chairman, or in the Chairman’s absence a member appointed by the Committee shall take the chair. Each member present shall have one vote and resolutions shall be passed by a simple majority. In the event of an equality of votes the Chair shall have a casting or additional vote.

11.4 Only paid-up members who have reached their 16th birthday shall be entitled to be heard and to vote on all matters.

11.5 The Secretary, or in his/her absence a member of the Committee, shall take minutes at the Annual and Special General Meetings.

11.6 The appointed Chair of the meeting shall have unlimited authority upon every question of order and shall be, for the purpose of such meeting, the sole interpreter of the Rules of the Club.

12. Alteration of the Rules and Other Resolutions

12.1 The Rules may be altered by resolution at an Annual or Special General Meeting provided that the resolution is carried by a majority of at least (two-thirds) of members present and entitled to vote at the General Meeting. No amendment(s) to the Rules shall become effective until such amendment(s) shall have been submitted to and validated by such person as is authorised to do so by the Swim England London Region.

13. By-Laws

13.1 The Committee shall have power to make, repeal and amend regulations and by-laws as they may from time to time consider necessary for the wellbeing of the Club. Such regulations, bylaws, repeals and amendments shall have effect until set aside by the Committee or at a General Meeting. The Committee shall have power to settle disputed points not otherwise provided for in this Constitution.

14. Finance

14.1 All monies payable to the Club shall be received by the Treasurer and deposited in a bank account in the name of the Club.

14.2 No sum shall be drawn from that account except by the method agreed by the Committee which includes a minimum of two authorisations. Any monies not required for immediate use may be invested as the Committee in its discretion think fit. (See Guidance Notes regarding Accounts).

14.3 The income and property of the Club shall be applied only in furtherance of the objects of the Club and no part thereof shall be paid by way of bonus, dividend or profit to any members of the Club, (save as set out in Rule 17.3).

14.4 The Committee shall have power to authorise the payment of remuneration and expenses to any Officer, member or employee of the Club and to any other person or persons for services rendered to the Club.

14.5 The financial transactions of the Club shall be recorded by the Treasurer in such manner as the Committee thinks fit.

14.6 The financial year of the Club shall be the period commencing on 1st March and ending on 28th (29th where appropriate) February. Any change to the financial year shall require the approval of the members in a General Meeting.

15. Borrowing

15.1 The Committee may borrow money on behalf of the Club for the purposes of the Club from time to time at their own discretion up to such limits on borrowing as may be laid down from time to time by the General Meeting for the general upkeep of the Club or with the (prior) approval of a General Meeting for any other expenditure, additions or improvements.

15.2 When so borrowing the Committee shall have power to raise in any way any sum or sums of money and to raise and secure the repayment of any sums or sums of money in such manner or on such terms and conditions as it thinks fit, and in particular by mortgage of or charge upon or by the issues of debentures charged upon all or any part of the property of the Club.

15.3 The Committee shall have no power to pledge the personal liability of any member of the Club for the repayment of any sums so borrowed.

16. Property

16.1 The property of the Club, other than cash at the bank, shall be vested in not less than two but not more than four Custodians who shall be members of the Club over 18 years of age. They shall deal with the property as directed by resolution of the Committee and entry in the minute book shall be conclusive evidence of such a resolution.

16.2 The Custodians shall be elected and reaffirmed at an Annual General Meeting of the Club and shall hold office until death or resignation unless removed by a resolution passed at a General Meeting.

16.3 The Custodians shall be entitled to an indemnity out of the property of the Club for all expenses and other liabilities properly incurred by them in the discharge of their duties.

17. Dissolution

17.1 A resolution to dissolve the Club shall only be proposed at a General Meeting and shall be carried by a majority of at least three - quarters of the members present and entitled to vote. A specific date for the dissolution shall be included in the resolution.

17.2 The dissolution shall take effect from the date specified in the resolution and the members of the Committee shall be responsible for the winding-up of the assets and liabilities of the Club.

17.3 [Any property remaining after the discharge of the debts and liabilities of the Club shall be given to a charity or charities (or other non-profit making organisation having objects similar to those of the Club for the furtherance of such objects) nominated by the last Committee.]

18. Acknowledgement

18.1 The Members acknowledge that these Rules constitute a legally binding contract to regulate the relationship of the members with each other and the Club.

18.2 This constitution must be readily available to all club members. This may be via posting on the Club website or shared with members annually at time of membership renewal.

18.3 The following statement must appear on Club membership renewal forms and is to be signed by the member. It must also be countersigned by the parent, or a person having parental responsibility for the member, if under 18 years of age:

“I acknowledge receipt of the rules of Erith & District Swimming Club and confirm my understanding and acceptance that such rules (as amended from time to time) shall govern my membership of the Club. I further acknowledge and accept the responsibilities of membership upon members as set out in these rules.”

Bye-laws

Erith & District Swimming Club bye-laws

November 2023 edition. Official copy: EDSC Bye-laws (PDF)

As soon as practicable after the AGM, the Management Committee will be convened to re-confirm or appoint:
- The Competitive Swimming Management Team which will consist of all Teachers, Coaches and include at least 2 members of the Management Committee.
- The Masters Swimming Management Team which will consist of all Masters Coaches and include at least 2 members of the Management Committee.
- The Artistic Swimming Management Team which will consist of all Artistic Swimming Coaches and include at least 2 members of the Management Committee.
- The Competition Sub-Committee which will exist for organising Open meets, Club Championships and Time Trials.
The Management Teams are required to meet a minimum of twice annually and all meetings shall be minuted.
Club Captains are appointed annually by the Competitive Swimming Management Team with captaincy running from September to August. Previous captains are not precluded from the process. Anyone with a conflict of interest shall leave the meeting during discussions but will be entitled to re-enter the meeting to vote.
The Club colours shall be red, black and white with the emblem having thereon “Erith & District Swimming Club” in club colours. All Club kit and swimwear will be in this combination. Club hats are to be worn when representing the club in competitions.
It is strictly forbidden to consume alcohol whilst on the premises during periods of pool hire, at any other premises during away competitions, or during transit to and from any such event and is subject to the provisions of Club Constitution Rule 6.
All swimmers in the Competitive Swimming programme are expected to participate in the Club Championships, the dates for which will be advertised at least 3 months in advance. Those not complying will be subject to the provisions of Club Constitution Rule 6. A swimmer may be asked to leave the Club if he or she has shown irregular attendance, or if, in the opinion of the Management Committee, has shown unwillingness to represent the Club when selected.
All perpetual trophies must be kept clean and free from damage whilst in the recipient’s possession. Upon resigning from the Club, any perpetual awards in their possession must be returned in a clean condition immediately. Award winners must return them one month before the date that the trophy is to be presented again or one month before the start of the Club Championships in the case of Club Championship event trophies.
Swimmers are expected to abide by their Squad criteria, available on the Club’s website (the squad pathway).
No ball games to be played in the premises during periods of pool hire and if discovered, balls will be confiscated.
Life membership and its associated benefits may be awarded at the discretion of the Committee to those members who have shown long term excellence in furthering the objects and aims of the Club. Any member awarded Life Membership will be notified in writing by the Secretary.
Where a club member incurs expense engaged in an activity which is deemed beneficial to the Club as a whole, such expenses (or part of) may be reimbursed by the Club. Any expenses paid out will be subject to the absolute discretion of the Management Committee.
The Club is only responsible for its members whilst they are on pool side. The Club is not liable for anyone in the changing room facilities. Members should only be on pool side during their allocated training time.
If an individual is unable to train for a period of more than 1 month due to sickness or injury they may request an exemption from their monthly swimming fees. The individual may need to supply medical evidence to support this request. The Club actively encourages people to swim who are pregnant but will support those who chose not to in the same manner as above.
All Committee members must attend a minimum of 3 meetings a year. Committee members who have not attended may not be allowed to stand for re-election in the following year.

Training

Lateness and early departure policy

July 2026 edition. Official copy: Lateness and early departure policy (PDF)

Purpose

Attendance and punctuality are essential to creating a positive, safe and effective training environment. Every session is carefully planned by the coaching team, with each part of the session contributing to the swimmer's long-term development and performance.

Swimmers are expected to arrive on time, prepared, and ready to begin training at the scheduled start time.

The club recognises that, on occasion, unavoidable circumstances such as traffic and school, family or work commitments may result in a swimmer arriving late or needing to leave early. We appreciate that these situations are sometimes outside a family's control and will always take a reasonable and understanding approach.

Arrival at training

Swimmers should arrive with sufficient time to change and use the toilet and showers. They should be on poolside ready to enter the water at the advertised session start time, with hat and goggles on and any required equipment prepared.

Being on poolside at the session start is not considered "on time" if the swimmer is still preparing to swim or delaying their entry into the water.

Late arrival

If parents know in advance that their swimmer will be late, they should inform the session coach wherever possible. We appreciate that unexpected delays do occur and understand that it is not always possible to notify the coach beforehand. Older swimmers may be able to contact a teammate to pass on a message, which can be helpful.

Parents/guardians of swimmers who arrive after the session has started should ensure that their swimmer has entered the facility safely and has reported to the coach before joining the session.

Swimmers must never enter the water without first speaking to the coach. This is important because:

The coach must know exactly who is in the water at all times for safeguarding and safety.
A swimmer entering the pool unnoticed creates unnecessary risk in the event of an emergency.
The coach needs to assess where the session has reached and provide an appropriate warm-up before the swimmer joins the main set. For example, it would not be appropriate for a swimmer to immediately begin a breaststroke set without adequate preparation.

The coach will decide how and when the swimmer should join the session safely.

Early departure

Swimmers are expected to remain for the full duration of every training session.

However, we recognise that swimmers may occasionally need to leave a training session early due to school commitments, medical appointments, family commitments or participation in other sports.

Where this is necessary, a parent or guardian should notify the session coach before the session begins. The coach can then plan accordingly and ensure the swimmer leaves the session safely and at the correct time.

For reasons of safeguarding and wellbeing, swimmers will not be permitted to leave a training session early unless the coach has prior confirmation from a parent or guardian. Once a swimmer has been registered for the session, they are considered to be under the club's supervision until the scheduled end of the session or until they have been released in accordance with prior arrangements.

Leaving the pool during a session

Swimmers are encouraged to use the toilet before training begins. If a swimmer needs to leave the pool during the session to use the toilet, they should inform the coach before leaving and return directly to the session once they have finished.

If a swimmer feels unwell or sustains an injury during training, they should inform the coach immediately. Depending on the circumstances, the coach may:

Keep the swimmer on poolside while contacting their parent or guardian; or
Allow the swimmer to get changed and return to the poolside while waiting to be collected.

Swimmers who are unable to continue training due to illness or injury should not leave the facility unaccompanied. They must be collected by a parent or guardian so that the Club can be confident they return home safely.

Shared responsibility

Developing good habits around punctuality, communication and commitment is an important part of becoming a successful athlete.

Swimmers, parents and coaches all have a role to play in creating a safe, respectful and effective training environment. Good communication regarding lateness or early departure helps coaches plan sessions effectively, ensures appropriate supervision at all times and allows every swimmer to train safely.

Equality

Equity policy

November 2023 edition. Official copy: EDSC Equity Policy (PDF)

Erith and District Swimming Club is committed to treat everyone equally in the Club, regardless of gender, ethnic origin, religion, disability, age, sexual orientations, social status or political persuasion.

The Club will strive to ensure that equity is incorporated in all aspects of its activities.

The Club recognises and adopts the Sport England definition of Sports Equity:

“Sports Equity is about fairness in sport, equality of access, recognising inequalities and taking steps to address them. It is about changing the culture and structure of sport to ensure it becomes equally accessible to everyone in society”.

Erith and District Swimming Club is committed to everyone having the right to enjoy their sport in an environment free from threat of discrimination, intimidation, harassment and abuse.

All Club members have a responsibility to challenge discriminatory behaviour and promote equality of opportunity.

The Club will deal with any incidence of discriminatory behaviour seriously and according to the Club disciplinary procedures as set out in WavePower.

Recognising our volunteers

Subsidised fees policy for volunteers, teachers and coaches

November 2023 edition. Official copy: EDSC Subsidised fees policy (PDF)

Erith & District Swimming Club (the Club) is a volunteer led organisation which strives to achieve excellence in its activities. Its professional teaching and coaching team are led by a wonderful team of volunteer staff and without them we simply would not be able to do what we do.

The work undertaken by everyone contributes enormously to the success and financial wellbeing of the Club. The Club wishes to recognise these contributions in the following way:

Paid teachers and coaches

Anyone employed by the Club to undertake teaching and coaching duties will be entitled to free swimming membership in an appropriate squad. This benefit is not transferable to another member of the individual’s household.

Management Committee

The holders of the following positions; Chair, Secretary, Treasurer, IT Manager, Swimming Manager, Synchro Manager and Masters Manager will be entitled to free swimming membership in an appropriate squad. Should the holder not be in a position to take up the offer then they may transfer 50% of the associated value to another member of their immediate household.

In addition to the policy outlined, the Club also presents an annual award for “Volunteer of the Year” at its Presentation Evening in January and recognises long service and exceptional commitment to the Club by awarding Life Membership as laid out in Bye Law 9.

This policy will be reviewed annually.

EDSC Management Committee, November 2023.

Volunteers

Succession planning policy

November 2023 edition. Official copy: EDSC Succession Planning Policy (PDF)

Introduction

Erith and District Swimming Club (“EDSC”) recognises the need to be able to find people with enthusiasm and commitment to be able to fill key roles within the Club. One specific aspect of effective workforce development planning is the practice of “Succession Planning” which EDSC endeavours to embrace to ensure smooth running of the Club.

What is succession planning?

Succession Planning can be defined by identifying potential committee members and volunteers to fill key positions as they arise. It is hoped that this practice can help the Club continually encourage and identify people willing to volunteer and support the Club to enable it to run efficiently and effectively.

How will the Club approach succession planning?

Succession Planning will only be effective if the current Management Committee and volunteer workforce are actively striving to continually recruit further volunteers to support them in their roles, therefore ensuring continuity of their role within the Club should the following arise:

Personal work / life balance.
Pending retirements.
Sickness absence.
Ongoing vacant posts.

As vacancies arise, thought should be given as to where, through further support, training and development, existing members may be identified for posts and roles as they arise in the future.

Through this approach the Club can endeavour to prepare for future changes in the volunteer workforce by developing existing members who show an interest in possible careers (e.g. a member may wish to become involved in poolside teaching on a voluntary basis or become an official) and roles within swimming, to a position where they may be able to be considered for future Club and professional swimming positions.

How will the Club take succession planning forward?

The Club will assist individuals in accessing courses for training and development activities against specific roles which will provide ongoing opportunities for all members who wish to consider development within the Club and the opportunity to enhance their skills.

Fairness and transparency

Where a role or position arises, it is important that the process is fair, open and transparent.

Record keeping

Details of volunteer roles, training and development will be held on the Club’s personnel database and managed by the Club Secretary in conjunction with the Chairman and Welfare Officer to ensure all relevant qualifications, CPDs and DBSs are recorded.

Monitoring and review

This policy and its applications will be monitored on an ongoing basis by the Management Committee. A review will take place every 24 months.

Equalities and diversity

The application of this policy and the information collated from monitoring its application will take into account all equalities and diversity issues.

Teachers and coaches

Funding policy for teacher and coach education

July 2014 edition. Official copy: EDSC Education Funding Policy (PDF)

Erith and District Swimming Club strive to achieve excellence in its teaching and coaching and work with a wonderful team of professional and volunteer staff. Without them we simply would not be able to do what we do. The education of our teachers and coaches is paramount and we continue to work towards having all teachers and coaches qualified to the appropriate level to fulfil their duties.

Teacher and Coach education is however expensive so in the first instance it is the duty of the individual to explore all available options for external funding. When seeking external funding, members must liaise with the Club Chairman or Secretary to ensure that all funding options are explored. If external funding is unavailable or falls short of the full cost then be sure to adhere to the following guidelines when trying to book on to an appropriate / approved course.

Paid teachers and coaches

Erith and District Swimming Club recognise that our lead Coaches and Teachers must be suitably qualified to fulfil their roles. When external funding is unavailable or falls short of the full amount required then the Club will fully fund any education / training that is necessary.

Existing volunteer teachers and coaches

Erith and District Swimming Club recognise that our essential team of volunteer Teachers and Coaches must be qualified to fulfil their roles. When external funding is unavailable or falls short of the full amount required then the Club will pay up to 50% of the cost in advance of the start of the Course in recognition of volunteer hours already worked. The final balance will be reimbursed on completion of additional agreed hours of volunteer teaching / coaching.

New volunteer teachers and coaches

Erith and District Swimming Club recognise that new Teachers and Coaches are our future and must be qualified to fulfil their roles. When external funding is unavailable or insufficient to cover the full cost of the Course then the Club will pay up to 50% of the Course cost on completion of an agreed number of hours of volunteer teaching / coaching. The final balance will be reimbursed once the individual has completed a further agreed number of hours of volunteer teaching / coaching.

Volunteer teaching and coaching hours accumulate funding at a rate of £10 per hour and must be recorded on a time sheet and countersigned by the Head Coach or Head Teacher.

Teachers and Coaches must abide by the Code of Conduct for Volunteers at all times. Poolside attire should at all times be appropriate and sessions should be planned in advance and follow guidance issued by the Head Coach and Head Teacher at the start of each term.

Funding examples

Example 1

An existing teacher is looking to book onto a Course at a cost of £400 and has secured £200 funding from an external source: the balance of £200 will be paid by the Club, £100 in advance of the start of the Course and the final £100 on completion of a further 10 hours of volunteer teaching / coaching.

Example 2

A swimmer is looking to become a new volunteer teacher and is keen to book on to a Course costing £400. They have not managed to secure any external funding: the Club will look to pay 50% of the cost (£200) once the individual has completed 20 hours of volunteer teaching / coaching and the balance of £200 will be paid upon completion of a further 20 hours.

EDSC Management Committee, July 2014.

Our meets

Officials' expenses policy

September 2023 edition. Official copy, with the claim form: EDSC officials expenses policy (PDF)

Overview

This policy sets out the payment of expenses to volunteers and technical officials attending Erith & District Swimming Club promoted events.

Those who incur expenses wholly, exclusively, and necessarily in the performance of duties at Erith & District Swimming Club promoted events will be able to be reimbursed the actual cost of expenses incurred.

The purpose of the policy is to provide volunteer officials with clear guidance to the Club’s position on the validity of expenses, the procedures for making an expense claim, the process, and the proper authorisation required.

In all cases, the payment of expenses will be subject to the authorisation of the event promoter and all expenses must be applied for by the individual concerned.

In claiming expenses, officials should remember that Erith & District Swimming Club (EDSC) is a “not for profit” organisation, with all income remaining in the Club to promote activities that further its development and aims. The club therefore has a duty to its members to ensure that resources are used efficiently and effectively. Individuals have an obligation to ensure that expenses are reasonable and necessary, should they wish to claim.

The club’s guiding principles in setting out this Expenses Policy are to ensure that volunteers and officials should neither profit nor be left out of pocket because of their participation in events promoted by EDSC and also to comply with prevailing UK tax law and HMRC guidance in respect of expenses.

Travel

We expect individuals to use the most “carbon efficient” ways of travelling given the circumstances of the particular journey. Travel by bus, train (standard second class) or private car is eligible. In all instances we ask that attending officials share cars if logistically possible.

Under exceptional circumstances other methods of travel e.g. taxi will be permitted but subject to prior written agreement from the event promoter.

Car mileage

Swim England’s mileage rate is subject to HMRC Guidelines and is intended to cover travel expenses incurred whilst undertaking voluntary activities on behalf of the Swim England endorsed events.

Mileage must be calculated using Google Maps fastest route. If the route involves a multi-stage journey each individual leg of the journey must be recorded.

Mileage will be reimbursed at £0.45 per mile and may be claimed by volunteers / officials on the basis of one return journey per day from home to the event venue. Any total mileage claim in excess of 50 miles per day must be agreed with the promoter before the event.

Parking

Crook Log Leisure Centre venue where all club-promoted events take place has extensive free parking for visitors. Parking charges cannot be claimed.

Accommodation

No expenses may be claimed for individual accommodation.

Subsistence

Erith & District Swimming Club will provide drinks and light refreshments during all meet sessions. Where more than one session takes place on a given day, lunches / afternoon teas for visiting officials will be provided by the club at no charge. No additional expenses may be claimed for lunches.

Sundry other expenses

Other necessary and event related expenditure must be agreed with the promoter before the event and subject to the production of a suitable receipt.

Time limit

Claims should be submitted as soon as possible, and in any event, claims must be submitted within one week of the expense being incurred otherwise they may be rejected.

Discretion may be allowed in the case of late submission for Claimants where legitimate explanations exist for delays. Such explanations should be detailed on the claim.

The Claimant should also be mindful of the Club's financial year end on 28th February. To adhere to generally accepted accounting principles, all expenses for that year should be reported prior to year-end to ensure that the expense is appropriately captured in the financial statements.

Claim form and process

All claimants must submit a claim form to the promoter — it is the last page of the original PDF.

All claim forms must be signed and dated by the claimant. All expenses forms must have supporting receipts attached.
Failure to attach receipts/vouchers could result in the claim form being returned unpaid.
An individual cannot approve their own claim.
Payment will be made direct to the claimant’s nominated bank account, no later than 14 days from receipt of a correctly completed and approved claim form.
Claims should only be made for essential journeys incurred for performing duties exclusively undertaken on behalf of Erith & District Swimming Club.
All individuals claiming travelling expenses are responsible for declaring expense income to HMRC. Erith & District Swimming Club will accept no responsibility for declaring payments on behalf of those making claims.

Also part of how the club is run: the codes of conduct, the guide to leagues and Swim England's Wavepower safeguarding policy. Every original is in the club documents.