St Paul’s Swimming Club – Swim Meet Financial Policy
1. Purpose
This policy establishes the principles and procedures for the allocation and management of costs associated with Club attendance at swim meets held outside Hamilton (“Away Meets”). It is intended to ensure transparency, fairness, and financial sustainability.
2. Scope
This policy applies to all swimmers, coaches, team managers, and families participating in Club-sanctioned Away Meets.
3. Overview
Swimmers are encouraged to attend targeted Away Meets throughout the year. Some meets involve team travel and shared accommodation, while others do not. Coaches attend in both circumstances to support participating swimmers.
4. Policy Objectives
The objectives of this policy are to:
- Ensure equitable distribution of costs among participating swimmers
- Maintain affordability for families
- Support swimmer development through attendance at targeted meets
- Ensure, where practicable, that Away Meets are cost-neutral to the Club, subject to approved contributions
5. General Financial Principles
5.1 The Club shall seek to minimise costs through prudent planning, including early booking of travel and accommodation, while maintaining appropriate standards for competing athletes.
5.2 A budget for each Away Meet shall be prepared and approved by the Committee prior to the meet.
5.3 Wherever practicable, expenses shall be invoiced directly to the Club.
5.4 Swimmer contributions shall generally be collected in instalments, with a final reconciliation payment required following confirmation of actual costs.
5.5 A volunteer parent should be appointed as Team Manager where possible.
6. Coaches and Team Managers
6.1 Coaches and Team Managers travelling with the team are expected to utilise team transport unless operational requirements necessitate otherwise.
6.2 Use of private vehicles must be approved and will be reimbursed at the applicable IRD mileage rate.
6.3 Coaches and Team Managers shall be provided with main meals as part of team arrangements. All other food and personal expenses are the responsibility of the individual.
6.4 Where a coach attends an Away Meet without a travelling team, reasonable travel, accommodation, and meal expenses shall be reimbursed or paid by the Club, subject to prior approval, budget limits, and provision of receipts.
7. Club Contributions
7.1 The Club may contribute financially to targeted Away Meets in the following circumstances:
- To cover replacement coaching costs required to maintain regular Club programmes
- To subsidise coach and team manager attendance at pinnacle national meets (as determined annually by the Committee)
- To offset coach-related costs to attend a targeted meet where swimmer contributions alone would be unreasonable due to low attendance or high travel costs
7.2 The level of any such contribution shall be determined by the Committee.
7.3 Fundraising activities may be undertaken to offset Away Meet costs, provided they are clearly communicated and do not adversely affect the Club’s general fundraising activities.
8. Away Meets – Team Travel and Accommodation
8.1 Where team travel and accommodation are arranged, swimmers are expected to participate in team arrangements unless otherwise approved by the Head Coach.
8.2 Swimmers participating in team arrangements shall contribute to the cost of:
- Accommodation
- Transport
- Specified meals
- Agreed team activities
- A proportional share of coach and Team Manager costs
8.3 Swimmers shall confirm participation by the specified deadline (generally three months prior), at which time estimated costs and payment schedules shall be communicated.
8.4 A non-refundable deposit shall be required, except where costs are recoverable or the swimmer’s place is filled by another participant.
8.5 Final costs shall be reconciled following the meet, and any outstanding balance shall be payable at that time.
8.6 Swimmers not staying with the team (with approval) shall remain liable for a proportional contribution toward Coach and Team Manager costs, calculated on a per-day basis.
9. Away Meets – No Team Travel
9.1 Where team travel for a targeted away meet is not arranged, all participating swimmers shall contribute equally toward the coach’s travel, accommodation, and meal expenses.
9.2 Contributions shall be estimated in advance and finalised following the meet.
9.3 The Club may subsidise any portion of costs deemed unreasonable for swimmers to bear.
10. Non-Targeted Meets
10.1 Coaches are not required to attend non-targeted meets.
10.2 Where more than six swimmers attend, a Coach may elect to attend at their discretion.
10.3 Any coach-related costs incurred shall be apportioned among participating swimmers.
11. Reasonable Cost Thresholds
11.1 The Club recognises the need to limit swimmer contributions toward Coach and Team Manager costs.
11.2 As a guide, this threshold would be:
- Up to $30 per swimmer for meets of 1–3 days duration
- Up to $20 per swimmer per day for longer meets
11.3 Where actual costs exceed these thresholds, the excess may be met by the Club, subject to Committee approval.
11.4 Where actual costs are lower, swimmers shall pay the lower amount.
12. Additional Provisions
12.1 In limited circumstances, payments may be made to non-Club bank accounts with prior Committee approval and clear communication to families.
12.2 No costs associated with Waikato or New Zealand representative squad travel shall be reimbursed by the Club.
Document Control
| DOCUMENT TYPE: | Policy |
| DOCUMENT OWNER: | Treasurer |
| DOCUMENT REVIEW PERIOD (Maximum): | Tri-Annually |
| REVIEW DATE DUE: | April 2029 |
| REPORTING REQUIREMENTS: | Nil |
| REVISED: | April 2026 |
Version Record
| Version | Date | Author | Revision |
| 1 | April 2026 | Treasurer | Full revision of procedures |
Distribution
To all St Paul’s Swimming Club Committee Members, Staff, and Club Members.