The Standing orders of the Council of The International Federation of Swimming Teachers Associations (IFSTA) are set out hereunder and adopted by the said Council for the purpose of aiding it to carry out it’s several duties relating to it’s business with decorum, understanding and guidance at Special and Ordinary Meetings.
- For the purpose of Standing Orders, words and/or terms shall be construed as defined, unless such words or terms merit special definition.
- “Ordinary Meeting” shall mean the Scheduled Annual Meeting of the Council as previously decided.
- “Special Meeting” shall mean any meeting of the Council, other than an Ordinary Meeting and which is called in accordance with Standing Orders for the transaction of urgent business of the Council which could not await inclusion in the Agenda for the next Ordinary Meeting (Ordinary and Special Meetings of the Council shall be referred to as Meeting or Meetings, unless the full terms are required for clarity).
- Management shall include the Chief Executive Officer (CEO) of the Association and any other members of staff of the Association, whether employed by the Council on a permanent or temporary basis, and under the direct control of the CEO for and on behalf of the Council.
- The CEO shall be the Accounting Officer and International Children’s Liaison Officer of the Association. In the matter of these responsibilities the CEO may appoint a member of staff to so act, but he must do so with the approval of the Council.
The Business of Special and Ordinary Meetings of the Council
- All Meetings of the Council shall be held at the location decided upon at the previous Meeting or at such other location in relation to Special Meetings as the CEO in consultation with the President may decide, providing that reasonable notice is given to the Council Members. Each Ordinary Meeting shall only consider applications from member organisations to host the following Ordinary Meeting from applications made to and received by the CEO at least 21 days in advance of the Ordinary Meeting.
- Council members will co-operate with the President of the Council to ensure that all items on the Agenda are dealt with expeditiously within a time schedule set out by the President. Items not dealt with at any meeting, shall with the agreement of the Council, be carried forward to the next appropriate meeting. Council Members/ Member Associations may submit Agenda items to the CEO not later than six (6) weeks before scheduled Ordinary or Special Meetings.
- At the Ordinary Meeting, the Council shall settle and declare the dates, times and locations of the following year’s Ordinary Meeting and any other events for the year. The CEO shall table the calendar of events, having consulted with the President.
- The location, dates and time of any Ordinary Meeting may be changed due to exceptional circumstances, but every effort will be made to bring the new date as near as possible to the declared date for the scheduled Ordinary Meeting.
- A Special Meeting shall not be an Ordinary Meeting or part of an Ordinary Meeting.
- A special Meeting may be called following a request under Standing Order 12 or 13; the CEO in consultation with the President shall make arrangements for Special Meetings.
- The President may summon a Special Meeting of the Council at any time if he/ she considers that a Special Meeting will be in the best interests of the good management of the Association.
- One third of the members of the Council may summon a Special Meeting of the Council at any time if they consider that a Special Meeting will be in the best interests of the good management of the Council and the Association. Requests for a Special Meeting must be made in writing to the CEO with the signatures of at least one third of the Council Members. The CEO will call the Special Meeting having satisfied him/ herself that seven members wish to hold a meeting; the President shall be informed of the request to hold a Special Meeting.
- The Council, for good and sufficient reasons, may suspend an Ordinary Meeting and continue in Session as a Special Meeting and then revert to an Ordinary Meeting, or if necessary, adjourn the Ordinary Meeting business to the next scheduled Ordinary Meeting.
- The CEO will make arrangements for Meetings and will discuss with the President in advance, the times, dates and location of the Meetings. He will as far as is possible give all members of the Council a minimum of seven days notice in writing or by email. Member Associations whose application to host an Ordinary Meeting was successful, shall confirm in writing to the CEO The Date, Time and Venue for such meeting at least six (6) months in advance of the meeting.
- If it is expected that a Council Member cannot attend a meeting, he/ she should inform the CEO in good time and if possible, well in advance of the meeting. If a Council Member is unable to attend an Ordinary or Special meeting they may nominate a replacement to the CEO at least 48 hours before the meeting.
- A quorum for a Council meeting shall be four (4) members of Council excluding the CEO who is not a voting member of the Council.
- If a number of Council members are to be unavoidably absent from a declared Special or Ordinary Meeting or likely to be so absent and the remaining number of members will not permit a Quorum, the CEO will inform the President, who will then adjourn the declared meeting to a more Suitable date nearest the date of the adjourned Meeting, or if the business of the Council permits Adjourn the Meeting to the next declared Ordinary Meeting.
- If the President is not present at a Meeting, The President Elect (Senior Regional President) shall if present, chair the meeting. If the President Elect is not present the other Regional President, shall if Present, chair the Meeting. If all three Presidents are absent, the members present, provided there is a quorum, shall select one member of the Council members in attendance to be Chairman of that meeting, or such part of that meeting until the President is available to take the Chair.
- The Council may go into Private Session at any time when the CEO or a member of the Council will record the business and the proceedings of that portion of the Council’s business. In certain circumstances, members of the Council or the CEO may wish to exempt themselves from such a Private Session and with the permission of the President this can be agreed. The record of the Private Session may or may not become part of the record of the Meeting. This will be decided on the ruling of the Council. The President or the CEO as required, following such a Private Session will act on the decisions taken by the Council.
- A motion or proposal before the Council will be declared ‘’carried’’ by the President, if it is the unanimous decision of the Council. If it is not a unanimous decision, then a vote will be taken and a decision made on a simple majority either in favour of or against. All proposals, motions and decisions will be recorded in the minutes of the meeting. All ‘’motions” will be proposed and seconded by Council Members prior to voting on the motion.
- Only full Council Members or Member Organisations may propose motions or proposals to the Council for consideration. All motions and proposals must have a Proposer and a seconder and must be received by the CEO at least 21 days before a scheduled Meeting in order to facilitate inclusion on the Agenda and circulation to Council members in advance of meetings and to allow adequate time for consideration by Council members in advance of the Meeting.
- Observer members may not propose motions or make proposals to the Council during any meeting. Observers may only speak at meetings with the express permission of the President in his/ her capacity as Chair and only to contribute technical knowledge or explanations in support of the designated Member association’s Council member.
- In the event of an equality of votes, the President will have a second or casting vote and he/she will declare the motion or proposal ‘’carried or ‘’not carried’ ‘This rule will also apply to the chairpersons of Commissions or Committees established under the auspices of the Council.
- All IFSTA meetings shall be run in accordance with IFSTA Meeting Protocols.
Appointment of Commissions or Committees
- The Council may at any meeting decide to appoint Commissions or Committees to assist and advise the Council with the transactions of the business of the Association. The Council will brief such Commissions or Committees about their duties and responsibilities and may hand down guidance on procedures to be followed.
- Commissions and Committees shall consist of a Chairman, Secretary and members and shall be appointed by the Council.
- The Chairman of a Commission or Committee shall report the minutes of his meetings to the Council via the CEO for inclusion in the agenda of the next Council meeting. The Chairman of a Commission or Committee shall also prepare an executive summary or short synopsis of the Minutes, which should accompany the minutes. The minutes of a Commission or Committee Shall be distributed to Council members with the Agenda of the next Ordinary Meeting or if urgent and necessary with the Agenda of the next Special Meeting of the Council, in accordance with standing orders.
- If an item on a Commission or Committee report requires urgent attention and has not been circulated in accordance with Standing Orders, the Chairman of the Commission or Committee will identify the said item to the President and CEO who shall decide whether to have the item dealt with urgently or not. The President may make a recommendation to the Council to defer consideration to the next Ordinary or Special Meeting or seek opinions from Council members by email in relation to the item.
- The term of office of any Commission or Committee shall be as decided by the Council.
- The Council will approve the continuance of Commissions or Committees provided they are satisfied that they are making a useful contribution to the furtherance of the business of the Council and the Association.
- The President and CEO shall be ex-officio members of all Commissions and Committees.
- The President may at any time convene a Consultative Committee Meeting involving members of the Council and other members of the Association to discuss technical or other matters requiring a border opinion. The Council will be informed of any such meetings that take place and the results of such meetings. This safeguard is to ensure that any recommendation of a Commission or Committee has a further forum for discussion due to the possible sensitivity of a recommendation and prior to the Council giving a final decision on it.
Records of Business
- The CEO shall attend all Council Meetings and will assist the President and Council to deal with Council matters. He will also be an ex-officio member of all Commissions and Committees. He will not be expected to attend all such Commission or Committee meetings, except on specific business of the Council, or on the instruction of the President, or the invitation of the Chairman of any Commission or Committee for a special reason.
- The Minutes of Council Meetings will be recorded and presented to the Council by the CEO with the Agenda of the next Ordinary Meeting. A verbatim account of meetings is not necessary but the Record made must be adequate as proof of the proceedings of the Council meeting and it must record decisions made. The Minutes must record the names of Council Members in attendance and any apologies received for non-attendance by the CEO. In practice, members of the Council should receive all relevant data for the next meeting at least seven days before the declared date. There is an obligation on all Council members to be briefed on the business of all meetings in order to ensure meaningful discussion of Council business.
- All proceedings of the Council and the business of the Council shall be deemed to be ‘’Confidential’’ and not for public comment unless specifically approved by the Council if outside the guidelines set down by the Council regarding ‘’Comment’’. Detailed happenings of any meeting will not be disclosed or commented upon.
- All documents relating to the business of the Council are deemed to be confidential.
- Notwithstanding the different clauses contained in the Standing Orders of the Council, the Council may suspend or amend a Clause or part of a clause, to meet a specific demand of the Council for good reasons, or it may amend a clause permanently. The Council shall disclose the reasons for the change in the minutes of the Meeting. If the amendment is permanent, the Standing Orders will be amended and published to the Council, to management and to Member Associations. The next Ordinary Meeting shall ratify the changes.
- Standing Orders and the file of amendments to Standing Orders will be retained by the CEO and will be available to the President and Council Members if required at each Meeting.
These Standing Orders, and the IFSTA Meeting Protocols, were adopted at the Ordinary Meeting of the Council, held in Potsdam, Germany on the 23rd day of October 2013 and are effective from that date.