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.

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