A checklist for new secretaries of existing clubs
There is a range of documents club secretaries should have in their possession and there are documents held by other club officers that secretaries should be aware of and know where they are held.
The checklist below itemizes the different documents under the column ‘Documentation’ and indicates who may hold them in the column ‘Notes’. The ‘From Whom’ column shows where the documents originated.
Secretaries missing any of the items listed below should contact the relevant ASA department as indicated. All literature is also available to download from the ASA website. Simply click on the relevant links below to access them.
|
Documentation
|
Notes
|
From Whom
|
|---|---|---|
|
ASA Handbook
|
Sent annually to the club
secretary
|
ASA office – operations
Department. Also available on the website.
Additional copies can be
purchased from the ASA Awards Centre.
Tel: 0800 220292
|
|
ASA Insurance Certificate and Information
|
Sent annually to club secretary following payment of membership fees. May be held by the treasurer
|
ASA office – Membership
Services
Tel: 01509 640 727
|
|
Accident and Incident Book
|
Replaced on request when full. To be held by named officer of the club
|
ASA Customer Services
Tel: 08701 200 0928
|
|
Other Insurance Policies
|
Separately arranged with the
insurance brokers – may be held by the treasurer
|
Insurance Company
|
|
Wavepower – Child Protection Guidelines and Procedures
|
May be held by the welfare
officer
|
ASA Customer Services
Tel: 08701 200 0928
|
|
Video Log Book
|
Replace on request when full. May be held by welfare officer or competition secretary
|
ASA Customer Services
Tel: 08701 200 0928
|
|
Copy of Club Membership Return
|
May be held by the membership/registration officer
|
ASA Office - Membership
Services
Tel: 01509 640 727
|
|
Club Constitution
|
May be referred to as Club Rules
|
Own club
|
|
Club Minute Books
|
Current minute book may be held by minute secretary. Historical minutes should be with club secretary or in known archives
|
Own club
|
|
Club Account Books
|
May be held by treasurer
|
Own club
|
|
Swimming Times
|
Copy sent to secretary each
month
|
ASA – Swimming Times Office
Tel: 01509 632230
|
|
Wavelength
|
Current copy is available to download from the website.
|
ASA – Swimming Times Office
Tel: 01509 640 230
|
|
ASA Annual Report and Financial Statement
|
Sent annually to club secretary
|
ASA Office – Marketing
Department
Tel: 01509 640 236
|
|
Handling Internal Club Disputes
|
Copy sent to club secretary on affiliation
|
ASA Customer Services Tel:
08701 200 0928
• Also available on www.swimming.org
|
|
Regional Handbook
|
Sent annually to club secretary
|
Regional office
|
Useful?
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