Terms of Reference: Operational Committees

January 2018

Terms of Reference: Technical Committee

 Mandate

The Technical Committee is an operational committee of Swimming NB. It shall assist Swimming New Brunswick and the Board of Directors in fulfilling oversight responsibilities relating to:  1) SNB competitions, templates, standards & calendar 2) High Performance/Provincial team, elite swimmers 3) Swimmer Development 4) Coach continuing education. This committee will be guided by the policies and procedures approved by the Board and the decisions & recommendations of this committee are to be guided by the strategic plan and vision of Swimming NB.

Key Duties

In fulfilling its mandate, the Committee will oversee the following key tasks:

  • Sanctioning of competitions (including time trials), along with the Executive Directors
  • Establishing criteria for the granting of provincial competitions
  • Reviewing and approval of the Meet Information Packages
  • Preparing meet packages and templates for Provincial Championship Meets, creating of meet entry standards
  • Ensuring that all Meet Packages are correct and are distributed to all appropriate club persons within an acceptable time frame (a minimum of six weeks prior to the competition).
  • Preparing meet & camp calendar for the upcoming season(s)
  • Establish provincial high performance/elite and development programs including camps, meets, testing
  • Establish selection criteria for any High Performance, Development & Canada Games team(including swimmers & coaches)
  • Contribute to all SNB Board meetings by providing detailed report as to the business conducted by the Technical Committee and its sub-committees.
  • Review and develop plans that address and encourage coaching continuing education and development

Authority

This committee will be a Limited Agent and as such this committee will be responsible for the research, the proposal of action and/or preparation of policy recommendation for the technical responsibilities of swimming in New Brunswick as described under the key duties. Using these policies the Technical Committee and the Executive Director will also be responsible for the sanctioning of swimming competitions in NB.

 Policy Responsibility

The Technical Committee will be responsible for policy research and oversight of the following organizational policies through its sub-committees.

  1. Meets, templates, standards, calendar
  2. High Performance/Provincial team, elite swimmers
  3. Swimmer Development
  4. Coach continuing education

Composition & Appointment

Technical Committee:

The Technical Committee will be composed of a minimum of six (6) people – 5 coaches (one of which will be nominated as chair) and 1 Official (nominated by Officials committee). Coaches Technical Committee positions will be limited to coaches with Level 2 certification and higher in order to ensure adequate knowledge and experience. Members of the Technical Committee shall be elected each year within 30 days of the AGM by a vote of all SNB Class 1 Club Head-coaches, subject to confirmation by the Board of Directors. The Chair of the Technical Committee shall be chosen by all members of the Technical Committee. The Chair of Technical Committee will only vote in event of a tie. Members of the Technical Committee will serve a 1 year term and can be renewable up to a maximum of 3 consecutive years.

Technical Sub-Committees:

The Technical Committee will have four “subcommittees” each must chaired by a Member of the Technical Committee – each subcommittee will have specific mandates/portfolios:

  1. Meets, templates, standards, calendar
  2. Provincial team, elite swimmers
  3. Swimmer Development
  4. Coach continuing education

Size and composition of each Sub-committees will be determined by the sub-committee chair and may include any coaches of level 1 or above. Sub-committee members should generally be chosen so as to include a variety of experience and both returning and new members. The Chair of the Technical Committee will not also act as chair of a Technical Sub Committee.

Meetings

The Committee & sub-committees will meet by telephone or in person, as required. Meetings will be as called by the Chairperson. Minutes and/or a short report of each Technical Committee meeting and each Sub-committee meetings will be distributed to the Board of Directors, SNB Class 1 Club Head-coaches and all SNB Class 1 Club Presidents within 30 days of the meeting in order to ensure that all stakeholders are aware of decisions and plans and are able to implement these within clubs.

Resources

The Committee will receive the necessary resources from SNC to fulfill its mandate, and may from time to time have staff persons assigned to assist the Committee with its work.

Evaluation

The Board of Directors will evaluate the performance of the Committee. The performance of the committee will be assessed against the accomplishment of yearly objectives/deliverables. This review will take place at the end of the SNB year.

 Reporting

The Technical Committee will report to the Board of Directors at all board meetings and to the Members at the Annual General Meeting, in the form of a written report presented by the Chair of the Committee or a member as designated by the chair. The Technical Sub-Committees are responsible to report to the Technical Committee and therefore also responsible to provide the Technical Committee with detailed report as to the business conducted by the sub-committee.

Review and Approval

The Board of Directors will review these terms of reference every two years or as required.

 Terms of Reference: Officials Committee

Mandate

The Officials Committee is an operational committee of Swimming New Brunswick. It shall assist the Swimming New Brunswick and the Executive Director in fulfilling its oversight responsibilities relating to officials’ excellence in New Brunswick.

Key Duties

In fulfilling its mandate, the Committee will perform the following key tasks:

  • Responsible to ensure that adequate clinics and opportunities for evaluation are made available for all levels of officials.
  • The committee shall ensure that clinic conductors are available for clubs when necessary. It will be the clubs’ responsibility to set up the clinic location and notify the NBOC of their needs.
  • The committee will be responsible for the establishment of Safety Rules and Procedures for SNB sanctioned competitions, keeping in mind minimum requirements of SNC.
  • The Committee will recommend officials for advancement to Level IV and V upon application from said candidate. Evaluations for such advancement will be determined in conjunction with the candidate(s) and the Chair of the NBOC
  • The committee will set down their budget requirements in the Section profile upon notification by the Section Office. The Chair will be responsible for submitting the request.
  • The committee will determine the use of budgeted dollars within the profile in September/October each year (away meets for experience, seminars, in province clinics, etc.)
  • The committee will assist the registrar with the up-dating of the SNB Officials’ List twice yearly. This assistance will be rendered by the Clubs’ Officials’ Coordinators.

Authority

This committee will be a Limited Agent committee of Swimming New Brunswick. As such, the New Brunswick Officials Committee is responsible for the policies referring to the training, education, and advancement of officials. The NBOC is responsible for the proposal of action and/or preparation of recommendations as they pertain to officiating in SNB.

 Policy Responsibility

The Officials Committee will be responsible for policy research and oversight of the following organizational policies.

  • Training & Education
  • Official evaluation & advancement
  • Funding/budget recommendations for training & education
  • Provincial Officials registrar

Composition & Appointment

The NBOC shall consist of all Senior and Master Officials plus one representative from each registered SNB club. These club representatives (Officials’ Coordinators) need not have any specific level of officiating expertise, but should be willing to promote the advancement of officials in the club they represent. Although meetings are open and all officials are encouraged to attend, voting is limited to Senior (Level IV) and Master (Level V) Officials, Level III Officials who have successfully completed the Referee’s Questionnaire, and the club representatives. On application for advancement to Level V, only Master Officials may vote. There are three (3) positions on the committee which are elected annually from and by the membership of the New Brunswick Officials’ Committee – Chairperson of Officials (must be a Master Official), Vice-Chairperson & Secretary.

Meetings

The Committee will meet by telephone or in person, as required. Meetings will be as called by the Chairperson and the committee will meet a minimum of three (3) times per year.

Resources

The Committee will receive the necessary resources from SNC to fulfill its mandate, and may from time to time have staff persons assigned to assist the Committee with its work.

Evaluation

The Board of Directors will evaluate the performance of the Committee. The performance of the committee will be assessed against the accomplishment of yearly objectives/deliverables. This review will take place at the end of the SNB year.

Reporting

The Committee will report to the Board of Directors at all board meetings and to the Members at the Annual General Meeting, in the form of a written report presented by the Chair of the Committee or a member as designated by the chair.

Review and Approval

The Board of Directors will review these terms of reference every two years, or as required.

 Terms of Reference: Club Presidents Council

Mandate

A council comprised of the Presidents of Class 1 Members (registered SNB Swim Clubs), or their designates, shall be established to liaise with the Board through the President of SNB and to communicate and coordinate the programs, services and activities of SNB. The council will provide a link to the views of the sector in order to ensure that SNB policies and programs are aligned with the needs of the sector. This council is intended to act as a formal two way conduit for communication from our SNB Board to the Club Presidents as well as communication & feedback form member clubs & their presidents to the board. The role of the Club Presidents Council will be “advisory” and not directive or decision making in nature.

Key Duties

In fulfilling its mandate, the Council will perform the following key tasks:

  • communicate and coordinate the programs, services and activities of SNB within their respective clubs and their club membership
  • To advise the Board of SNB on broad sector issues that impact our sport, our clubs and membership
  • Provide a forum to identify and discuss major issues impacting the sport
  • Advising Board on governance and representability
  • Assist SNB in determining regions for organising competitions
  • Membership Recruitment activities

Authority

This council will be an advisory council of Swimming New Brunswick. As such, the Club Presidents Council has no authority in terms of acting as an agent for SNB, its board or Executive Director. The Club Presidents Council will provide a link to the views of the sector in order to ensure that Swimming New Brunswick policies and programs are aligned with the needs of the sector.

Composition & Appointment

This council is composed of all Class 1 Member club Presidents holding office with their respective club, or their delegate. The position of Club President Council Chair will work on an annual rotational basis of all SNB Class 1 members.

Meetings

The Council will meet by telephone or in person, as required. Meetings will be as called by the Chairperson and the council will meet a minimum of four (4) times per year.

Resources

The Council will receive the necessary resources from SNB to fulfill its mandate, and may from time to time have staff persons assigned to assist the council with its work.

Evaluation

The Board of Directors will evaluate the performance of the Council. The performance of the committee will be assessed against the accomplishment of yearly objectives/deliverables. This review will take place at the end of the SNB year.

Reporting

The Council will report to the Board of Directors at all board meetings and to the Members at the Annual General Meeting, in the form of a written report presented by the Chair of the Council or a member as designated by the chair.

Review and Approval

The Board of Directors will review these terms of reference every two years, or as required.