COMMITTEE CHAIRS AND BOARD JOB DESCRIPTIONS

Volunteer Coordinator

Post list of jobs needed for home/away meets online

Monitor list and reach out to fill open jobs as meet day approaches

Ask meet host the location/time of the officials and timers meetings, announce to LPAC volunteers

Attend timer meeting to hand out stopwatches

Check to be sure that second half volunteers have relieved first half after the announced switch

Collect watches after meet

Invitational Coordinator

Email meet announcements for coach-attended meets to LPAC membership, including entry limitations, cost and sign-up deadlines

Enter swimmer entries into Team Manager file, generate necessary reports and entry files for meet host

Print meet fee report for team treasurer

Email entries to meet host, follow up with paperwork and payment in a timely manner

Forward meet information as distributed by the meet host, including timeline, psych sheets and warm-up times

Obtain Team Manager results file, import into TM

Treasurer

Contracts: Three years ago we formed a Contracts Committee that included The President, Vice President and Treasurer. This committee negotiated our contracts with the Friendship Center and Central Penn. We are currently finishing our second year of a two year contract, so new contracts must be negotiated this year.

Pays facilities. This involves scheduled, predetermined payments to Central Penn and monthly reconciliation of lane usage with the FCC.

Pays coaches. This is generally a set amount calculated at the beginning of the year, with some adjustments monthly due to scheduling changes.

Pays insurance. This includes annual renewal of established policies for members and Board&Officers insurance.

Collects payments from members for monthly membership fees, invitational and USA meet fees, etc.

Supervises fundraising activities, including the Giant Foods Cash for Causes card program, which typically has had a its own coordinator.

Files annual taxes.

Technically responsible for registration and the roster. This is typically delegated to a Registration Chair. I’ve done that job the past 2 years and have developed a lot of tooling in the form of spreadsheets to automate this.

Communications Chair/Website Coordinator - supervised by Board Secretary

Communications Chair:

Attend Board Meetings.

Take minutes of all board meetings, provide them for final approval to the Board Secretary

If Paper:

Maintain e-mail list for all members.

Send out all e-mails for any Board Member or Committee Chair as requested.

If team website adopted:

Maintain all team accounts for accuracy, update as needed.

Respond to all inquiries coming into the general e-mail account, or direct to the appropriate swim team volunteer or coach.

Maintain the team to sign up account for necessary event registrations as needed.

Send out communications regarding schedules, special events, and any relevant team information.

Communicate all necessary information prior to each meet.

Serve as the contact for day of meet swimmer scratches, emergencies and questions.  Communicate all information as needed to coaches.

Endeavor to communicate weekly with the team to keep them up to date on all the latest information.

Website Coordinator:

Beginning of Season:

Update the Main info page as needed.

Update the calendar page with new schedule

Update the practice schedule.

Update coaches and board info/contact page.

Post registration info, and if on-line registration assist Registration Chair in the development of the yearly registration process.

Update the meet page with the new schedule.

Update FAQ and link pages as necessary.

Weekly During Season:

Update the home page with current meet info and notices.  Much of this detail will come from the Communications Chair.  

Post immediate as needed notices as able, ie for snow days etc.

Post information as needed from other volunteers who do not have website access.

Post psych sheets if available.

Post meet results when available.

Post team top times, and records.

Update photos to reflect current activities of the team.

Meet Volunteers

Timer:  Uses a stop watch to time swimmers at the start/finish of each race.  At away meets, even lanes are writing lanes.  At home meets, odd lanes are writing lanes. 

Finish Judge: Stands at the finish of the race and visually determines the order of finish of the swimmers.  Records the finish order on a slip of paper.

Clerk of Course/10 & Under Coordinator: Works with a partner to round up the 10 & under swimmers and have them in the staging area prior to their event.  You will receive a psych sheet with the list of events and the names of all the swimmers who are swimming that event.  You won’t have a chance to become bored with this job!

Ribbons: It’s as simple as sticking labels with swimmers' names and finish times on the backs of ribbons. 

Stroke and Turn Officials:  Advanced training required. 

HOME MEETS ONLY:  In addition to the above jobs, we also need the following volunteers for our home meet on Sunday, February 9th: 

Runner: After the timers record swimmers' times on a sheet of paper and after the Finish Judge records the finish order of a heat, the Runner is responsible for quickly collecting all the slips of paper and running them to the scoring table.  

Concession Stand: Assists with the set-up, sales and clean-up of the concession stand.  The 1st shift will need to be available early, prior to the meet for set-up.   

Meet Announcer: Emcees the day's events - makes general announcements, announces the race heats which are on-deck and which are about to begin.    

50/50 Drawing: With a partner, circulates among the spectators and sells 50/50 tickets during the 1st half of the meet.  

Set-Up:  Duties will vary, but you will assist with general setup of the day’s meet as needed. 

Clean-up: Duties will vary, but you will stay after the swim meet and assist with general cleanup as needed. 

Referee/Starter:  Advanced training required. 

Hytek/Computer Scoring:  Advanced training required.