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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: 0800 220292
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
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

 


 

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