Champions In & Out of the Pool 

1. Parent Participation Points Overview

2. 2023/24 Volunteer Points Requirement

3 Key Volunteer Job Opportunities

4 Key Volunteer Job Descriptions

Parent Participation Points Overview

As a parent run, not for profit swim club, Chena relies on volunteers. Chena uses a point and levy system to help ensure that we have enough volunteers to run the club, our swim meets and help with other club’s meets. We require ALL parents to participate in some way. The swimmers love seeing us supporting them in their sport and it’s a great way to make new friends and learn more about the sport of Swimming.

Following is an explanation on ways to volunteer, points associated with different roles and how to register your Parent Participation Points (PPP):

Swim Official Training Requirement: The club will hold Officials Training Clinics during the season to train our parents to be certified swimming officials. Level 1 (Introduction to Swimming Officiating/Timer) is a requirement for one parent in each family for all groups. From the Youth Groups upwards, higher certifications are expected. For more information on the Officials Certification Pathway, click here.

Volunteering at Swim Meets: The families of swimmers are expected to provide adult volunteers for meets: including mini meets, PASS meets, Time Trials, the Chena Meet, and other meets the club attends. While roles begin with Timekeeping, with training and experience one can go as high as being a referee.

Volunteering for Chena: There are a variety of administrative and governance roles that need to be filled each year in order for the club to function properly. These roles range from being a group or event coordinator to being a member of the board.

• Volunteers should be a minimum of 16 years of age but children younger than 16 are welcome to volunteer for age-appropriate jobs.
• Each time you volunteer, please record your hours on the Volunteer Points Form.  The Club does not always keep records of when members volunteer, especially when volunteering at another club’s event. Do not rely on the job signups as proof of your volunteering.
• If you have more than one swimmer in the Club (e.g., in Junior and Senior), you don’t have to earn volunteer points for both swimmers. PPP requirements are based on the child in the higher group (group requirements are shown below). If you have another swimmer at a different club, we can only accept points for events in which you are representing Chena (i.e., events at which your Chena swimmer is competing).
• Each year, Chena hosts the Chena Meet in January at Harry. It takes a lot of volunteers to run our meet and everyone with a swimmer in the meet is expected to help for at least one of the sessions. 
• You can earn Points by officiating at other clubs' meets at which Chena competes.
• PPP earned does not carry forward to the next season.
• A parent participation levy is calculated twice a year (Jan 31 and June 30). The levy can be eliminated if you accumulate enough PPP throughout the year.
• The levy will not be pro-rated if you do not earn all the PPP required.
• If you withdraw part way through the season, your PPP requirement and levy will be prorated.

2023/24 Volunteer Points Requirement

The number of points required per year will depend on the level of your most senior swimmer with the club (excluding Cross-Training). The points are loosely proportional to the number of hours that each group trains. The 2023/24 points requirements and volunteer levy are as follows:

• If 50% of the points are not accumulated by January 31, then half of the levy will be billed on February 15.
• On June 30, if less than 50% of the points have been accumulated for the entire season, then the remaining half of the levy will be billed on July 15.
• If more than 50% but less than 100% of the points have been accumulated by June 30, half of the levy will be billed on July 15 unless half the levy was already billed on February 15.
• If 100% of the points are accumulated by June 30, no levy will be billed on July 15 and any levy billed for the first half of the season will be refunded.

Our volunteer vision is to have an exciting, invigorating volunteer program that engages all swimming families. We are open to suggestions from members for ways of improving the club. If someone wants to volunteer to do something that is not on the list, they can contact the Volunteer Co-ordinator.

2023/24 Key Volunteer Job Opportunities

Key Volunteer Job Descriptions

Registrar (Full Credits)

• is responsible, in consultation with the Head Coach and the Treasurer, for the development and distribution of the Club’s registration package;
• is responsible for organizing, advertising, setting up, and overseeing registration day(s) and recruiting volunteers to assist with registration;
• oversees the registration of new members on an ongoing basis throughout the season;
• is responsible for computer entry of member’s registration information, and for producing registration summaries and contact information for distribution on a monthly basis or as requested to the Head Coach and Treasurer;
• oversees the collection of all registration fees and other payments made in connection with the registration process and remits the payments and payment records to the Treasurer;
• ensures compliance with SwimBC, SNC, MSABC, and TriBC registration and payment requirements.
• requires good knowledge of Excel and web-based programs.

Assistant Registrar (Full Credits)

• year round position looking after the registration of swimmers into Chena Skills;
• works closely with coaching staff, treasurer, website coordinator and registrar;
• requires good knowledge of Excel and web based programs.

Treasurer (Full Credits)

• Chena Board of Directors position;

·       makes all the financial arrangements for the Club as directed by the Board and oversees the integrity of the financial records as prepared by the bookkeeper;

• is responsible for the preparation of the gaming grant application and for ensuring compliance with gaming grant conditions and requirements;
• is responsible, in consultation with the Head Coach, for the preparation of the annual budget for the Club;
• is responsible for following up with delinquent accounts owed to the Club;
• works with the Fundraising Coordinator to ensure achievement of the fundraising requirements of the Club;
• reports monthly to the Board or as requested on Club finances;
• reports annually to the membership on Club finances at the Annual General Meeting.

Assistant Treasurer (Revenue & Billing) (Full Credits)

• tracking monthly payments;
• communicating and resolving any anomalies with the Registrar and the Treasurer;
• communicating the deposit details to the Treasurer for accounting;
• requires good knowledge of Excel and a basic knowledge of accounting.

Assistant Treasurer (Meet Fees) (Full Credits)

• works with the Head Coach and Treasurer to track meet fees;
• must have comfortable working knowledge of MS Excel and MS Outlook or similar e-mailing system.

Travel Coordinator (Full Credits)

• arranges all travel, accommodations, food, etc for team travel meets.

Volunteer Coordinator (Full Credits)

• maintains a list of current volunteers;
• responsible for filling the Chena volunteer positions;
• works closely with Group Representatives, Parent Participation Points Coordinator website coordinator and Board of Directors.

Parent Participation Points Coordinator (Full Credits)

• is responsible for advising parents on the requirements of the Parent Participation Point (PPP) system;
• communicates deadlines to and collects PPP reporting forms from parents;
• creates and maintains accurate records of parent participation points attained;
• provides reports to the Treasurer and the Board twice annually, or as requested, on the point status of all member families.

Equipment/Clothing Manager (Full Credits)

• acts as the liaison between the coaches and the Board in the selection of team clothing and merchandise;
• takes orders for equipment, clothing, championship caps and jerseys or any other merchandise from members, collects payments for merchandise, places orders with suppliers, picks up or takes delivery of merchandise, and distributes the merchandise to the members;
• maintains accurate records of orders, payments, and deliveries of merchandise;
• maintains and updates inventory lists;
• maintains the lockers at three pools;
• takes quarterly inventory of Chena owned equipment and reports missing/damaged items to Board;
• remits all payments and payment records to the Treasurer on a monthly basis, or as requested by the Treasurer.

Meet Chaperone (2 to 10 Credits Per Day)

• accompanies the team on a travel (away) swim meet and stays with the team;
• assists with the care and supervision of all the Club’s swimmers travelling with the team;
• prepares or obtains meals and snacks for the swimmers;
• assists with transportation of the swimmers as requested by the coaches.

Event Coordinators (15 Credits Per Event)

• is responsible for working with the Group Representatives to organize group social activities during the season;
• is responsible for organizing Club social activities at the request of the Board, including the reservation of facilities, advertising of the events, and the recruitment of volunteers;
• is responsible for planning and organizing the event in consultation with the Board and Head Coach;
• opportunities include:
  • Team practice/breakfast
  • North Shore Triathlon
  • Pancake Breakfast
  • Chena Meet Hospitality
  • Christmas Party
  • Spring Social
  • Year-end BBQ and Awards Ceremony

Fundraising Coordinator (Full Credits)

• works with the Board to identify, organize, and implement fundraising activities to assist the Club in controlling fee levels;
• works with and acts as a resource person for the individual fundraising event coordinators, including assisting with the recruitment of volunteers and the collection and recording of funds raised;
• reports to the Treasurer on a monthly basis.

Fundraising Event Coordinators (15 Credits Per Event)

• coordinates Club Fundraising Activity;
• works with the Fundraising Coordinator to coordinate fundraising event;
• opportunities include:
  • Poinsettias
  • Gift cards
  • Swim-A-Thon
  • Purdys

Group Coordinator (15 Credits)

• acts as a liaison between the parents of swimmers in the group and the Board, the Volunteer Coordinator and Coaches;
• will communicate, upon request, information from the Board, Volunteer Coordinator and Coaches to the parents of swimmers in the group;
• answers procedural questions from new parents, refers coaching issues to the group coach or Head Coach, and refers policy questions to members of the Board;
• distributes and gathers forms and payments for fundraising events, swim meets, parent participation point reporting, and social events;
• organizes at least one social event or activity per season for the group;
• assists the Board, Officials Coordinator, meet organizing committee, and fundraising event coordinators with the recruitment of volunteers from the group’s parents to help with Chena meets and other Club events.

Meet Manager (15 Credits)

• is responsible for all the organizational details of a Chena hosted swim meet, including having the necessary equipment and personnel available during the meet;
• works with the Officials Coordinator to ensure the necessary meet officials are available during the meet;
• is responsible for the dissemination of all meet information and forms;
• ensures that the preparation of sanction applications, entry lists, heat sheets, and results are completed on time;
• coordinates the set up and take down of the meet and meet equipment;
• does everything that needs to be done to ensure a successful meet;
• must have attended a Meet Manager clinic.

Officials Coordinator (Full Credits)

• is responsible for overseeing the training of Chena parents as officials (e.g.. timers, stroke and turn officials, clerks of the course, referees) for swim meets, including organizing officials’ clinics for the training of Chena parents, and informing Chena parents of officials’ clinics hosted by other clubs, to build the base of trained officials within the Club;
• maintains a roster of Club parents listing each parent’s swim official status;
• works with the Meet Manager in organizing officials for all Chena hosted meets;
• recruits, organizes and schedules all Chena officials for non-Chena meets;
• acts as the Club’s LMR Representative at monthly Lower Mainland Region Meetings, and reports to the Board on LMR proceedings and developments.

Club Photographer (5 Credits Per Day)

• Attends group meets, PASS meets, group or club functions and take pictures of swimmers, coaches, parents, etc;
• sends pictures to Website Coordinator.

President (Full Credits)

• is the Chief Executive Officer and presides at all Board and General Meetings;
• works closely with the Head Coach and the Board to identify and implement the goals, directions, and policies of the Club;
• acts always in the best interests of the Club and its membership as identified by the Board in consultation with the Head Coach;
• is the official spokesperson of the Club and the Club’s official representative;
• performs all duties required for the position and as may be assigned by the Board;
• is an ex-officio member of all Club committees;
• must have served on the Board for at least one year prior to election to this position.

Secretary (Full Credits)

• is responsible for taking and producing the minutes of the Board and General Meetings, and distributing them to the Board Members within 14 days of the meeting;
• assembles the agenda and distributes it to all Board Members prior to a Board Meeting;
• is responsible for collecting all Board directed correspondence and keeping files as directed by the Board of Directors;
• is responsible for distributing Board Communications to the members;
• is responsible for filing the Annual Report with the Registrar of Companies within 14 days of the Annual General Meeting.

Vice-President (Full Credits)

• assists the President and performs all duties of the President when the President is absent;
• strikes and monitors all Club committees;
• is responsible for keeping all Club insurance policies in good standing;
• is responsible for ensuring the compliance of the Club with all municipal, provincial, and federal laws and regulations, as well as all reporting requirements in connection with the laws and regulations;
• is expected to be willing and able to assume the position of President upon the retirement of the current President, or when the position becomes vacant for any other reason.