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Irondequoit Swim Club Job Descriptions
and Participation Point Values
Participation Point
Form
Board of Directors
& At Large Board Members
(Exempt)
All attend monthly board meetings and participate in club
management and decision-making.
Co-President:
(2)
Overall management of club and club finances. Schedule and conduct
monthly board meetings, establish yearly membership fees,
coaches’ salaries and club operating budget with input from
entire board. Schedule club activities including Fall Invitational,
swim-a-thon, pasta dinner, awards banquet and Learn-to-Swim
sessions. Arrange for use of pools and other facilities for
practice meets and other activities. Coordinate all committee
chairpeople for all club activities. Communicate information to
club members. Hire head coach and assist in hiring of assistant
coaches when necessary.
Past President:
Stay on for the next year and advise the current President(s).
Secretary:
(1)
Take minutes at Board Meetings, produce and post notices at both
pools, assist with booking facilities for club practices, meets and
other activities.
Treasurer:
(1)
Receive and deposit all monies, Write check as needed, Process
payment for all invoices, monitor coaches payroll by keeping track
of hours submitted and issuing paychecks.
Membership Coordinator:
(1)
Keep track of all members and payments received, maintain team
registration in Team Manager software on pool computer, submit USA
registrations for all swimmers, coaches, officials, officers and
club to Niagara district.
Meet Entry Coordinator:
(1-2)
Research and post all upcoming meets including invitational and
dual meets, Input swimmer meet entries into computer system,
account for payment and send entries to appropriate swim club.
Volunteer Coordinator:
(1)
Recruit and sign up helpers for all club meets and activities,
Distribute Volunteer Cards to each participating family, Record
volunteer activities and point value for such, Request
reimbursement at end of season for each family.
McDonald’s League Rep
: (1)
Attend monthly McDonald’s League Meetings and annual district
meeting in Oct with head coach, participate in decision making for
League activities, report back to Gator board all pertinent
information.
Major Duties (Exempt):
Officials Coordinator:
(1) Schedule officials for our meets (invitational, duals,
McDonalds, etc...), Recruit new officials for club and coordinate
their training and registration.
Gator Shop:
(1-2)
Purchase items to be sold and set up shop on Monday evenings at
IHS, submit all proceeds of sales to treasurer.
Invitational Meet Director:
(1-2)
Organize and coordinate the annual “Swim Your Age”
Invitational, submit meet bid packet to Niagara district, send
invitations to local clubs, receive entries and fees from
participating clubs and coordinate input of entries into the
computer. Oversee all activities relating to the meet (officials,
timers, computer operators, timing system operators, clerk of
course, concessions, results posting, awards, etc). Report progress
to Gator board. Submit final financial report to Gator board
and Niagara district.
Website Manager:
(1)
Maintain existing website, Make additions/changes as needed or
requested by coaches or board members
Ongoing Duties (50 Points):
Best Times Board:
(1-2)
Make best times boards, Obtain best times from computer, Post best
times.
Swimsuit Coordinator:
(1-2)
Obtain suit samples from vendor, Review samples and pricing with
Board, run suit sale at beginning of season for all members
and maintain “extra” stock if needed.
Swim-a-thon Coordinator:
(1)
Obtain contract, pledge forms, and information from USA Swimming
for event, Make arrangements with coaches and board as to date and
time event to be held, Hold parent meetings to explain/promote
event, Make and post all fliers with date, time and any other
information needed, Distribute pledge forms to all participants,
Arrive early on day of event to set up with volunteers (if needed),
Record participants lengths and times, Track and receive all
pledges due and submit to USA Swimming, Post all pledges.
Banquet Coordinator:
(1-2)
Contact EHS/IHS for cafeteria reservation, Advertise banquet date
and volunteers needed. Set up volunteer committee to collect
donations for items needed and perform necessary duties, Follow-up
with volunteers as needed, Arrive early to arrange volunteers and
coordinate all activities.
Pasta Dinner:
(1-2)
Contact EHS/IHS for cafeteria reservation, Advertise pasta dinner
date and volunteers needed. Set up volunteer committee to collect
donations for items needed and perform necessary duties, Follow-up
with volunteers as needed, Arrive early to arrange volunteers and
coordinate all activities.
Minor Duties (25 Points):
Shadow Board of Directors:
See descriptions above, Must shadow that position for entire season
and sign on for next season
Shadow Invitational Meet Director:
See description above, Must shadow that position for entire season
and sign on for next season
Spiritwear Coordinator:
(1)
Obtain information and/or samples on items to be sold,(jackets,
bags, hoodies, etc) Advertise items and collect orders and monies
due, Place order and deliver items when receive
Picture Night Coordinator:
(1)
Obtain information from vendor as to packages available, Make
arrangements and post and communicate to all team members
date/times for photos to be taken, Place order forms in family
folders, Be present on picture night to assist vendor in
coordination of various age groups.
Flyer Printing, Sorting and Distribution (2-3x per
year):
(1) Obtain necessary information/flyer from Board, have copies made
and coordinate distribution to area schools.
Newspaper Articles
: (1)
Contact media (Irondequoit Post, D&C, ICAT, etc) as needed to
cover stories or to submit information for stories/activities.
Invitational Meet Ads
: (1)
Set up program for members to sell adds to be placed in our
invitational program
Invitational Meet Concessions Coordinator
: (1-2)
Get supplies (food items to sell) and set prices. Arrive early on
day of meet to make sure table is stocked, Get volunteers to run
table, Submit proceeds to treasurer.
NEW! Swimsuit Exchange
: (1)
Set up program to enable swimmers to purchase (for small fee) a
still-usable swimsuit that another Gator has outgrown. Details to
be determined.
NEW! Parent vs. Child Family Fun Meet Coordinator
: (1)
Organize and coordinate a fun family meet where the parents can
swim vs. the Gators - Details to be determined.
Skilled Meet Activities (Per Gator Required Session) (20
Points)
Officials
: (as many as possible)
Take and maintain certification as required by USA Swimming,
Participate in Gator meets as needed.
Meet Software Coordinator
: (2-4, at least one girl parent and one boy parent)
Set up meet events in the Meet Manager software on the computer at
the pool for the invitational and dual meets. Run the computer
during invitational and dual meets. (The meet computer receives
results from the timing system, operator corrects any discrepancies
and prints final results for posting)
Timing System Coordinator
: (2-4, at least one girl parent and one boy parent)
Set up and run the electronic timing system at Gator Invitational
and dual meets. (The timing system receives times from the
touchpads in each lane, operator monitors those times and corrects
any errors or records DQ’s, passes printed results to
computer operator)
Clerk of Course
:
(2-3) During the Gator Swim Your Age Invitational, Call swimmers to
the seeding area for each event and organize swimmers by event,
heat and lane according to provided entry cards, Escort swimmers to
the blocks in time for each event, keeping them in order.
Meet Activities & Dinner Helpers Per Session (10
Points):
Timer
: (11 per dual meet, as many as possible for invitational
meet)
Time individual lane and record swimmers times
Concessions
: (5-10)
Man concession stand at Gator Invitational in shifts
Marshal
: (2-3)
Patrols pool deck during Gator Invitational, removes any
unauthorized people (parents)
Ribbons:
(2-3)
Assembles and sorts ribbons for each participating swim club at the
Gator Invitational
Setup
: (3-4)
Arrives early to setup for meets and dinners
Cleanup
: (3-4)
Stays later to cleanup for meets and dinners
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