• Para Swimmer Fund Guidelines

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Purpose:

The Para Swimmer Fund is established to provide financial assistance to Orangeville Otters Para swimmers for training, equipment, and participation in para-specific swimming events. The goal of the fund is to reduce barriers and offer opportunities for Para swimmers to excel in their sport, ensuring they have access to the necessary resources for success.

Eligibility Criteria:

To be eligible to use the funds, swimmers must meet the following criteria:

• Para Swimmer Identification: The swimmer must have official classification as a Para swimmer through Swim Ontario. 

• Active Participation: The swimmer must be actively training and competing in para-specific events as an Orangeville Otter.

Fund Usage:

The Para Fund usage will be reviewed on a case-by-case basis, as the needs of para-swimmers can vary significantly. The review will be conducted by the following members:

  • Coach 
  • Treasurer
  • President or Vice President

Examples of eligible fund usage (but not limited to):

  • Coach Expenses: Travel costs (e.g., mileage, food, accommodation) associated with Para-specific meets or assessments. Coaches will determine whether a specific meet or event is beneficial to the swimmer's development.
  • Training Equipment: Purchasing specialized equipment required for Para swimming training or competitions, such as adaptive swimming aids or other tools that improve the training environment. Coaches must provide a rationale for the equipment's use before any purchases are made. Equipment would be the property of the specific para swimmer
  • Competition Fees: Covering registration fees for para-specific competitions, including local, regional, or national events.

 

Fund Collection:

The Para Swimmer Fund can be supported through various channels:

  • Targeted Donations: Donations can be solicited specifically for the Para Swimmer Fund from individuals, businesses, and organizations with an interest in supporting Para swimming.
  • Grant Funds: Efforts can be made to secure grants that focus on accessibility, sports, and disability support.
  • Specialized Fees: A portion of the fees collected from swim meets or specific events may be directed to the fund (e.g., splash fees).
  • Fundraising Events: The club can organize fundraising events, such as swim-a-thons, silent auctions, or community events, to raise awareness and generate funds for the Para Swimmer Fund.

Fund Allocation Process:

  • Application for Funding: Eligible swimmers, in consultation with coaching staff, must submit a formal request for funding. This request should clearly outline the specific need for financial assistance (e.g., travel, equipment etc.) and should be submitted at least 2 weeks before the requested funding is required.
     
  • Review and Approval: The Otters Board will review requests on as needed basis and allocate funds based on the swimmer's need and the fund's availability. The review committee will include the coach, treasurer, and president or vice president. Allocation decisions will be made in a fair and transparent manner, based on the individual’s financial need and how the request aligns with the goals of the Para Swimmer Fund.
     
  • Communication of Fund Usage: Swimmers who receive funding must provide a brief follow-up summary within 30 days of using the funds. The summary should outline how the funds were utilized and the impact on their training or competition.

Accountability and Transparency:

To ensure the responsible use of funds, the following measures will be implemented:

  • Quarterly Reporting: The treasurer will provide quarterly updates to the Otters Board on the fund's balance, income, and expenditures.
     
  • Annual Review: At the end of each fiscal year, the Para Swimmer Fund's financial status will be reviewed, and the board will discuss strategies for further fundraising and resource allocation for the coming year.
     
  • Annual Report to Members: An annual report will be made available summarizing the fund’s activities, how funds have been allocated, and the impact on Para swimmers. 

Additional Considerations:

Fund Limitations: The Para Swimmer Fund is intended to supplement, not replace, other sources of financial assistance or personal funding for swimmers. The fund will prioritize swimmers who demonstrate financial need and show a commitment to their development in the sport. If additional funding sources are available (e.g., personal contributions, other grants), they should be considered before applying for assistance from the Para Swimmer Fund.

Conflict of Interest: All members of the review committee (coach, treasurer, board member) must disclose any potential conflicts of interest in the fund allocation process. In cases of conflict, an alternate board member will be selected to review the application to ensure fairness.

Fund Usage Review and Audit: In the interest of maintaining transparency, the Para Swimmer Fund will be subject to an annual audit by the treasurer to verify proper usage of funds.