2025-26 Volunteer Service Sessions
Fees will be assessed per the Volunteer Policy below if a family does not fulfill their Service Hours obligation. If you wish to buy out of your volunteer service requirement per Section 6 of the Volunteer Policy, please email [email protected].
How to Check Your Service Sessions to Date
For our hosted events, you may choose your position and sign up directly online.
As the Host Team for swim meets, we have many commitments to fill including hospitality, clerk of course, safety marshal, timing, and many more. Ensuring we support our Officials and Coaches with the best hospitality keeps them returning year after year. Our Hospitality Team will be asking for small donations of food in support of their efforts. We ask that you please consider supporting the team in this manner.
Volunteer Policy
1. Purpose
This volunteer policy (this “Policy”) outlines the rules adopted by the Board of Directors (the “Board”) of AFA Falfins, a Colorado nonprofit corporation (the “Club), related to volunteer requirements at Club events, functions, activities, and work sessions (collectively, “Club Events”) over the course of a full swim season (September 1 – July 31) (a “Swim Year”). The goal is to ensure each Swimmer’s Family spends a minimum amount of time providing unpaid service at Club Events to allow the Club to successfully fulfill its mission in a fair and equitable manner.
2. Scope
This Policy applies to the parents, legal guardians, or other family members of each swimmer (collectively, a “Swimmer’s Family”) participating in one of the Club’s practice groups.
3. Volunteer Opportunities
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Families will have the opportunity to volunteer at service sessions (“Volunteer Sessions”) during the following Club Events as well as other Club Events (such as fundraising or marketing events) that the Club elects to conduct throughout a Swim Year
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Hosted swim meets (5-6 developmental meets, Falfins Holiday Open, Brute Squad Meet, Falfins Long Course Open, Southern Colorado Long Course Championships);
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Putting up the Wolf Ranch tent facility (October) and taking it down (May);
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Swim-A-Thon / Fall BBQ; and
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Spring Banquet (April).
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The amount of time allocated to each Volunteer Session will vary based on the Club’s needs, and will be determined in the sole and absolute discretion of the Club. However, in most cases it will be a four (4)-hour shift / commitment.
4. Signing Up to Volunteer
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Sign-ups for Volunteer Sessions will be available online on a first-come, first-served basis through the Club’s website and the SE Motion app to ensure proper staffing and organization for each Club Event. Families will also be able to track their number of filled and unfulfilled Volunteer Sessions on the Club’s website or through the SE Motion app.
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Families will be required to sign in at the Club Event for which they have volunteered in order to get credit for a Volunteer Session. If a Swimmer’s Family volunteers at a Club Event but does not sign up in advance or fails to sign in at the Club Event, it is the family’s responsibility to notify the Club meet director at [email protected] within 72 hours of the Club Event in order to receive credit for the Volunteer Session.
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Failure to show up at any Volunteer Session for which a Swimmer’s Family has signed up will result in a $50 fine being assessed against the family unless the family has provided at least 24 hours’ prior written notice to the Club’s meet director at [email protected] or found a substitute to fill the Volunteer Session (and the substitute actually fulfills such Volunteer Session).
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Failure to complete any Volunteer Session for which a Swimmer’s Family has signed up will result in a $50 fine and no credit for a fulfilled Volunteer Session; volunteers must stay for the entire Volunteer Session, not just until the swimmers in their respective families are finished swimming.
5. Minimum Volunteer Sessions Per Family
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The family of each swimmer is responsible for completing a minimum number of Volunteer Sessions based upon the swimmer’s practice group:
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The minimum number of Volunteer Sessions applicable to a Swimmer’s Family will be reduced by one-half for any swimmer that joins one of the Club’s practice groups after the end of March of each Swim Year.
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Families will earn credit for one-half (1/2) of a Volunteer Session by timing at non-hosted swim meets (if necessary as dictated by the hosting club or organization), including CSI-sponsored or qualifying championship meets.
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If a Swimmer’s Family fails to fulfill the required number of Volunteer Sessions by the end of the Swim Year, it will be charged $150 per unfulfilled session (the “Unfulfilled Session Fine”). The failure to pay the Unfulfilled Session Fine will prevent the family from registering swimmers to swim for the Club or any other swim team in subsequent Swim Years.
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If a family has more than one (1) swimmer participating in one of the Club’s practice groups, the family will only be responsible for volunteering at the minimum number of sessions applicable to the swimmer in the highest group.
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If a Swimmer’s Family feels it may be unable to fulfill the required number of Volunteer Sessions, it may request a waiver or reduction in the number of Volunteer Sessions by appearing before the Club’s Board of Directors at a regular monthly board meeting or submitting a letter to the Board explaining the need for the waiver/reduction. The Board shall have the sole and absolute discretion to grant a waiver or reduction.
6. Option to Buy Out of Volunteer Requirements
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In lieu of fulfilling the minimum number of Volunteer Sessions set forth in the previous section, a Swimmer’s Family may opt out of volunteering at Club Events altogether by paying a one-time fee no later than September 30 of the Swim Year. The buy out fee for the family of each swimmer in the following practice groups shall be the following amounts:
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If a family has more than one (1) swimmer participating in one of the Club’s practice groups, the buy-out fee will be 150% of the applicable fee set forth on the foregoing table of the swimmer in the highest group.
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The option to buy out of the volunteer requirements will be available only to the first fifteen (15) families making such election during the Swim Year. The election may be made during the registration process beginning in August of each year, or by subsequently providing written notice to the Club’s office administrator at [email protected] of the family’s desire to opt out of the volunteer requirements. The election to buy out is non-revocable.
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The buy-out fee is non-refundable if a swimmer withdraws from the Club prior to the end of the Swim Year.
7. Adjustments for Mid-Year Changes
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The minimum number of Volunteer Sessions applicable to a Swimmer’s Family during any Swim Year will not change if a swimmer is moved up to a new practice group mid-year.
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The minimum number of Volunteer Sessions applicable to a Swimmer’s Family will be proportionately reduced (based on an 11-month Swim Year), and then rounded up to the nearest full session (together, the “Adjustment”), for any swimmer that withdraws from the Club in the middle of a Swim Year. If a Swimmer’s Family has failed to fulfill the minimum number of Volunteer Sessions (after the Adjustment) upon withdrawing, the family will be assessed an Unfulfilled Session Fine.
8. Officials
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If a member of a Swimmer’s Family becomes an official, the Swimmer’s Family will receive credit for one (1) Volunteer Session at each respective meet session during which the member volunteers as an official at the Club’s hosted meets or at non-hosted meets in which the Club participates.
9. Policy Review
This policy will be reviewed periodically by the Board and updated as necessary to reflect any changes approved by the Board.
Effective Date: 7/23/25
Approved By:
Ethan D. Rector, President
Sarah Fischer, Secretary
AFA Falfins Board of Directors
