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How can I
help?
Parent
Volunteers! We need your help! Some of us are trying to
alleviate our duties and pass them on to other parents who have
younger swimmers.
We need more
people to consider being a board member or an assistant to a board
member. We also need people to help out as a committee chair /
coordinator (not on the board).
As you know, we
have various jobs for the meets and other activities throughout the
season. In order for our team to continue these traditions, we
need you to consider some of the following volunteer positions for
next year. We have highlighted the ones that are most
needed at this time & prior to the next season. You
will not be on your own, this will include being
trained. We want to avoid leaving the team without passing
on our experience. We listed board member positions and
committee chairs / coordinator positions
separately.
If you are considering any of
these positions, please let one of the current board members know
either by email or in person at the awards
party.
A typical home
meet has almost 800 people in attendance. This means that at
least 90 parent volunteers are needed throughout the day.
Most of these jobs will be filled when we all register again next
summer. We usually have over 200 swimmers participating for
the Sharks, this does not include siblings and parents, and
therefore we have lots of people who are involved in our activities
during the season. Here are some areas to
consider:
BOARD
MEMBERS:
President: Responsible for the organization of the
board and the team. Interviews and hires the
coaches.
Vice
President: In
line to become President.
Past President (from previous
year): Advises
President and board.
NWAL representative: advises board on NWAL information and
previous experience on the board.
Team Representative: This person represents our team
during the year at 4 NWAL meetings. The major meeting to
decide meet placement, etc. is in January. This person also
works with the other team reps to help coordinate
divisionals.
Volunteer/Activities
Coordinator – This person will coordinate
all volunteers and make sure all meets and events are
covered. Possibly add up volunteer hours if needed in exchange
for a volunteer payment system. (This is new to our
team).
Treasurer: Responsible for our checking account
balance and making sure our bills are paid!
Clerk of
Course* (see below):
*Before the season starts...need to enter
swimmers into team manager, make sure that their years of service
are correct and attempt to verify ages. Before the first meet,
need to send a roster to NWAL with all swimmers and their
subdivisions.
*Computer Entry pre-meet - Give coaches a
list of swimmers and the coaches decided who swims what event and
gives the list back to you. They also put the relays together,
but as we all know, that changes all the time. Need to print
out eligibility reports, entry reports and top time reports for
every meet.
*Meet Exchange -need to exchange our
information with the other teams. Need to set up meet manager
before every meet and import our information and the other
teams’ information. The exchange is done by email except
for divisionals. After the information has been exchanged,
reports printed to post at the pool, and then a set for check in.
Need to print information for heat sheets.
*Team party program - List swimmers by
years and mark who has participated/qualified for invitational
meets.
Committee
Chairs / Coordinators:
Age Group
Parents / Meet check-in: This position needs 2
parents for each male and female age group to be at a
designated location where the children meet when their event is
called. These people are the ones responsible for lining the
swimmers in the correct order and bringing them to the ready
bench. Parents will need to be available to assist with the
relays and the individual events. Probably the most important job.
Please designate which age group you would like to be
assigned. These volunteers are also the first to arrive at
home and away meets to assist swimmers on meet days by pulling
their swimming form, writing their events on their arm, (the only
time a parent can write on a child’s arm) and answer general
questions.
Head
Timer: Coordinates timers and
scribes at each meet.
Timers: Kick off your shoes,
grab a stopwatch, and get an up close view of the race. These
people are located at the end of the pool with two others
per lane and take the times of the swimmer in their lane.
There are three shifts per day, with two timers so we need lots of
help. Please designate first, second or third
shifts.
Scribes These people are
located at the finish line sitting next to the timers,
recording their times as the timers communicate them. Please
designate first, second or third shift.
Runners Burn some calories,
and get ready to say, “Excuse me” 500 times in a
morning! This person takes the times from the timers, and
delivers them to the scorekeeper. Here the times are entered
into the computer, scored, and posted.
Ribbon
Writer: An old term for an easy
job. The top kids in each event are awarded ribbons for their
achievement. This person takes a sticker from the printer and
places it on the correct ribbon to be distributed to the
swimmers. An air-conditioned job! Can usually be done at
home. Ribbons are handed out every Tuesday after
practices.
Set-up –
Equipment / Meet / Team Night
Manager: This is the muscle behind the
Sharks! Home meet set-up on Friday night or early Saturday
morning and stay a little later after a home meet. This will
vary as directed by the set-up equipment manager. There are lots of
things (tents and seating, etc.) that need to get put up and taken
down at a swim meet. We have four home meets this season so help is
needed! Responsible for set-up of meet, Prepare for Team night: Meet
concessions at Sam’s, meet at clubhouse to unload
supplies, attend Team Night:
Help setup, assist during team night, help tear
down,meet at clubhouse Friday for setup during home meets. Set up for Saturday
- Meet at clubhouse 6am on Saturday, set up and make sure meet has
everything ready,-Eat donuts, Assist with anything during
meet.
Concessions
coordinator***: We generate additional
revenue for our team from concessions. This person or people
plan and purchase supplies needed for concessions and coordinate
the people who set-up, cook, serve, quench our thirst, and build
our teams coffers!***
**Shopping:
Help shop for
supplies needed for the concession stand at home
meets.
**Baking:
Help
bake cookies, breakfast tacos, etc, as needed by concession
manager – made the
day before and brought the day of the meet.
**Workers:
Volunteer
to work in concessions all day or by shifts.
**Cooks:
The
Grill Masters! Volunteers needed to grill and deliver food to
concessions during meet and possibly a few Team
nights.
**Set-up:
The best
coffee to be found while setting up for the
day!
Announcer(s): This person needs to
have a strong voice and can talk all day, they will
be communicating announcements throughout the day at all home
meets.
Sponsorships
:
Volunteer to help
coordinate and collect sponsors to help pay for things needed
throughout our season. This person is responsible for getting
logos from sponsors for heat sheets, website and team
t-shirt. Also, consider doing some sort of party such as a
crawfish party, casino, etc. to raise extra funds if
needed.
Team Night
Coordinator(s) per age group: This person coordinates team
night with other parents in the age group that is responsible for
their specific Team Night date. (Dates TBD-usually Thursday nights
before our meets). They may also help coordinate with restaurants
(sponsors) if needed on their date.
Team
Nights: Lots of fun for our Sharks- a pep
rally for our meets! Each age group(s) will be responsible for one
team night per season. This means parents of that particular
age group night will help set-up, serve, cook (if needed), bring
desserts, & clean up.
Ready Bench
Manager: Help line up swimmers in
their lanes, assist swimmers from waiting area to pool deck, &
help relay teams line up in order. This area is critical in
running a smooth and fast meet. The lane assignments come from the computer entry
people after the meet starts and you line the swimmers up as the
computer assigns them.
Shark T-shirts
and Apparel Coordinator: Volunteer(s) responsible for
deciding swim suit every other year, getting t-shirt design made
each year, collecting orders, money and delivering back to our
Sharks!
Event / Meet
Picture coordinator(s) – Take pictures at each meet
and event and coordinate a DVD for the end of season
party.
Shark Tales
Editor – Edit and coordinate
information for all meets and events to send out and communicate to
parents each week. Gather all
articles weekly. Information will pertain to that week or future
events. Send email reminders to board members to submit information
by Sunday. Compile, organize and design newsletter. Save
document as a PDF. Email to board. Email to webmaster for mass
distribution. Newsletter needs to completed and ready to email
by Tuesday. Webmaster will distribute on Tuesdays.
Webmaster
: Person responsible for adding online
registration and sending out information regarding registration,
new season information starting in February or March. Also
updates website, sends messages, coordinates volunteer needs for
events and meets on job sign-ups.
Treasurer: Responsible for our checking account
balance!
Stroke &
Turn, Referees, and Officials: These volunteers monitor and
watch swimmers on deck, make calls if they are
disqualified. There are classes for this via NWAL and must
complete qualifications before the season starts in order to do
this.
Heat
Sheets: This person is responsible
for making copies and coordinating the heat sheets for each
meet.
Computer
Entry People– at
meet need to remove all swimmers who are scratches. Then need
to seed the meet. Run programs and reports for lane timers,
meet officials and ready bench. When the meet starts, need to
enter the swimmers times and verify them. Print a results
report to post, and print award labels for both teams. Posts
meet results during the meet. Print time improvements for the
meet, post the results to NWAL and our website, export results from
team manager to meet manager, and then run reports for coaches
again.
Invitational meet
coordinator(s) –
responsible for finding out who will be swimming at the meets and
sending the proper files to the host team. We participate in 4
invitational meets: summer thunder, pentathlon, all stars, and
ponderosa. All stars and ponderosa entries need to be
delivered in person the day or two after divisionals. We
usually give each swimmer who are participating a
‘packet’ during the week that helps to answer their
questions.
Special Events
Coordinators:
Pictures (Team
and Individual): Responsible for setting up day and
time for team photo and individual pictures with Photographer,
making sure people get the photo forms, collect money
Movie
Day:Volunteer(s) responsible for
coordinating movie with theater, collects money for the movie,
drinks, etc.
12 & under
Bunk-in:Volunteers help monitor and
chaperone, collect money, order pizza, etc.
13 & up
bowling: Responsible for setting this up and
being chaperones.
Parade and Pep
Rally Coordinator: Lines up the trucks,
trailers, bikes, fire truck for parade. Purchases candy for
swimmers to throw during the parade.
End of Season
Party Coordinator: Order trophies, towels,
blankets and plan the party events.
End of Year
Dinner/Party: Volunteers needed to help plan,
decorate and organize the end of season awards dinner. All
families bring dessert this night.
JDF Fundraiser
Coordinator: Responsible for handing
out fundraiser information to our swimmers, getting donuts and
juice, getting lap counters for this event, collecting money and
distributing the prizes.
If interested in any of the
volunteer positions, please send us an email!
We thank you
for your commitment and dedication to the team. We are
excited to watch our swimmers succeed each summer with you and your
family.
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