Extracted from HELENSBURGH-STANWELL PARK SLSC Inc. BY-LAWS July 2017

12. THE WINTER SWIMMING COMMITTEE

(a) Purpose

The Winter Swimming Committee shall organize, promote and operate winter swimming as a training, competitive and social activity for Club Members in the period between the end of one surf patrol season and the start of the next season.

(b) Relationships within the Club

Winter swimming activities shall be a part of, and a function of, the Club, and shall operate under the name of Stanwell Park Sea Eels Winter Swimming Club. The colours and logo of the Stanwell Park Sea Eels shall not necessarily be the same as the Club colours and logo. In accordance with By-Law 13(c), the name of the Stanwell Park Sea Eels, logo and colours may only be changed by the passing of a special resolution at a General Meeting of the Club.

(c) Terms of Reference

The Winter Swimming Committee shall have the following Terms of Reference:

(i) Responsibility for the conduct and co-ordination of all matters relating to winter swimming activities within the Club.

(ii) Provide a venue for off-season training, competitive and social activities for Club Members.

(iii) May operate similar to other community-based winter swimming clubs.

(iv) Shall generally support the aims and objectives of the Club.

(d) Annual General Meeting

The Winter Swimming Committee shall convene an Annual General Meeting of the Stanwell Park Sea Eels on or after 1 April each year, and at or before the commencement of winter swimming activities. Business to be conducted at the Meeting shall include receipt and adoption of an annual report of winter swimming activities, and financial statements for the previous year, the election of officers for the following year, and consideration of any motion for affiliation with other winter swimming bodies. Except as stated above, the general arrangements for convening and running the Annual General Meeting shall be in accordance with Clause 12 and 14 of the Constitution.

(e) General Meetings

The Winter Swimming Committee may convene a General Meeting of the Stanwell Park Sea Eels at any time, or if requested in writing by a petition signed by five or more Members of the Stanwell Park Sea Eels, shall convene a General Meeting within one month of receipt of the request. Except as stated above, the general arrangements for convening a General Meeting shall be in accordance with Clauses 13 and 14 of the Constitution.

(f) Quorum at General Meetings

The quorum at the Annual General Meeting and other General Meetings shall be 10 Members of the Stanwell Park Sea Eels entitled to vote in accordance with Clause 7 of the Constitution.

(g) Committee

The Winter Swimming Committee shall comprise the following elected officers, who shall be members of the Club:

(i) President - shall be the Chairperson of the Winter Swimming Committee and shall be responsible for the overall planning, control and operation of winter swimming activities.

(ii) Vice President - shall assist the President and in the absence of that officer, shall assume responsibility and authority of the President.

(iii) Captain – shall be responsible for planning and control of pool swims and fulfil the role of Team Manager at inter-Club swims and championship events.

(iv) Secretary – shall be responsible for the conduct of all correspondence relative to winter swimming activities and keep minutes of Committee meetings.

(v) Treasurer – shall be responsible for the collection and receipt of income and payment of accounts relative to winter swimming in consultation with the Club Treasurer.

(vi) Registrar – shall be responsible for recording details of members participating in winter swimming activities in consultation with the Club Registrar.

Election of Committee

The Winter Swimming Committee shall be elected at the Annual General Meeting referred to in By-Law 12 (d) by Club Members who have elected to participate in winter swimming activities and who are entitled to vote at General Meetings of the Club in accordance with Clause 7 of the Constitution.

The process for election of the Winter Swimming Committee shall be in accordance with Clause 19 of the Constitution, and filling of vacancies on the Committee shall be in accordance with Clause 20 of the Constitution.

The Winter Swimming Committee shall hold meetings as it deems necessary for the conduct of winter swimming. Minutes of all meetings will be recorded and confirmed at the next meeting of the Committee.

The quorum for Committee meetings shall be four members.

Other Officers

In addition to those elected officers specified in By-Law 12 (e), additional officers may be elected or appointed to assist in the organization and running of winter swimming activities; these additional officers shall be members of the Club.

These additional officers shall include: Publicity officer, Delegates to South Coast Winter Swimming Association, Handicappers, Chief Timekeeper, Chief Judge, Starter/s and Social Secretary.

(h) Powers of the Committee

The Winter Swimming Committee shall be empowered to:

(i) Receive and endorse applications from Club members and others who wish to participate in winter swimming activities, as set out in Clause 12(j).

(ii) Determine the amount of the annual Membership Fee applicable for Membership of the Stanwell Park Sea Eels.

(iii) Receive income from donations for use towards the benefit of either the Club or other charitable organizations, or, if specifically raised to benefit another cause, to the benefit of that cause

(iv) Receive membership fees and other income from winter swimming activities for use towards operating expenses.

(v) Authorize the payment of expenses from income received as above.

(vi) Make and apply rules relating to winter swimming as it sees fit, with any such rule change being applicable from the commencement of the following season.

(viii) Other than the powers delegated in this Clause 12(h), the Winter Swimming Committee will wherever relevant and applicable, adopt and follow the Constitution, By-Laws, policies, procedures and practices of the Club.

(i) Affiliation

Subject to endorsement at the Annual General Meeting of the Stanwell Park Sea Eels, affiliation may be sought with other organizations established to foster winter swimming at a district, State and National level. Any fees or other charges associated with affiliation shall be paid from membership fees collected by the Stanwell Park Sea Eels.

(j) Membership and Subscriptions

In addition to members of the Club, other persons over the age of five (5) years may also apply for membership of Stanwell Park Sea Eels as provided in By-Laws 12(k) and (l). The following conditions will apply:

(i) A fee shall be payable to participate in winter swimming activities, in addition to any other fee or subscription paid for membership of the Club.

(ii) Acceptance as a Member of Stanwell Park Sea Eels will occur when payment of the Fee is received by the Club or as otherwise shown in By-Law 12(l).

(iii) The term of Membership shall extend to 30 April in the following year, or the date of the Annual General Meeting of the Stanwell Park See Eels whichever occurs first, provided that the Member continues to be a financial Member of the Club.

(iv) If a Member fails to, or decides not to renew his/her membership of the Club on or before 31 October, his/her membership of the Stanwell Park Sea Eels will lapse from that date.

(k) Application for Membership by Club Members

A financial Member of the Club shall be accepted for membership on receipt of the Fee applicable to be a member of Stanwell Park Sea Eels.

(l) Application for Membership by persons who are not Members of the Club

A person who is not a member of the Club may apply to become a member of Stanwell Park Sea Eels. A person who applies under this By-Law shall lodge an application to join the Club as a General Member as defined in Clause 7(2)(f) of the Constitution. Subject to acceptance by the Club of his/her membership application and payment of the appropriate fees, become a General Member. A person who joins the Club under this By-Law shall pay in addition to the fee applicable to be a Member of Stanwell Park Sea Eels, an annual subscription to the Club at a rate as determined from time to time by the Executive Committee in consultation with the Winter Swimming Committee.