Whitby Swimming 2025/26 Board
The Board of Directors for our team is a dedicated group of volunteers, elected by our club's members, who are entrusted with governing the organization. Their primary role involves setting the strategic direction, establishing policies, and ensuring all club activities align with our mission of fostering athlete development, health, and sportsmanship. The board also manages crucial operational aspects, such as hiring our coaching staff and overseeing the organization of meets and events. A key responsibility is ensuring strict compliance with all legal and regulatory requirements, including the Ontario Not-for-Profit Corporations Act (ONCA), to maintain our non-profit status. Essentially, the board operates the swim club as a responsible business, ensuring that all generated revenue is reinvested directly back into programs, facilities, and services that benefit our swimmers. Through their volunteer leadership, the board fosters a strong community spirit and leverages the invaluable support of parents, which is vital for enhancing the overall club experience
Positions open for election
Treasurer
The Treasurer is responsible for maintaining accurate financial records, with Office Admin overseas all disbursements of funds of the Corporation and preparing the annual budget for the team. This role also ensures the timely filing of tax returns and provides financial reports to the Board as needed. An accounting or book keeping background is recommended for this position.
Meets
The Meet Coordinator plays a pivotal role in the successful execution of all club-hosted swim meets. The role chairs the Meets Committee, liaising with Competition Coordinators, Meet Managers and Office Admin ensuring all meet packages are submitted for sanction to Swim Ontario, plan and organize meets, securing board approval and managing budgets and expenditures. Before each meet, working with Office Admin and Meet Manager to determining the required number of officials, creating sign-up sheets, disseminating communications, building and publishing officials' grids, and arranging necessary clinics and evaluations.
Member at Large
The Member at Large offers strategic input and operational flexibility, allowing them to contribute and support the organization's mission where needed. Members at Large also provide crucial operational support for special projects, often through committee participation. A key committee for 2025-26 will be Events; looking at our Development league championship 'tail gate', and year end banquet. Their versatility and broad perspective are essential for enhancing the board's effectiveness, in achieving the swim team's goals of athlete development and community well-being.
Registrar - Incumbent plans to run again
The Registrar manages the club's swimmer registration process, and collaborates with the Head Coach and Board to create the registration package. Working with Office Admin in our team management platform to set up the competitive and pre-competitive programs ensuring all swimmers are registered with Swimming Canada and all necessary paperwork and payments are submitted to Swim Ontario by the deadline. Additionally, the Registrar working with Office Admin provides new members with essential information regarding equipment, schedules, and fees.
Vice President - Incumbent plans to run again
The Vice President supports the club's operational and human resources needs, assisting with new hire interviews, job postings, and performance reviews, while regularly connecting with the Head Coach and other staff. This role acts as a vital liaison for parent concerns, working with Swim Ontario's Designated Responsible Official (DRO) to address complaints. Additionally, the VP presides over meetings and club affairs when the President is unavailable. The Head Coach directly reports to the VP, who represents the board in this capacity.
Secretary - Year 1 of 2 year term
President - Year 1 of 2 year term
