​Volunteer Information

Fellow swim enthusiasts….THANK YOU all for all you do to help make the Kingfish Swim Team the BEST in the EFSL. Our meets are well known as the best run in the league, but we cannot maintain our reputation without your help. YOU ARE TRULY APPRECIATED!!!

Each Kingfish family is required to earn 40 hours of volunteer service per season. As a general rule and to help keep yourself on track to have fulfilled your commitment of 40 hours by seasons end, you should try to average approximately 8 hours served a month.

***REMINDER*** There will be a volunteer sign-up sheet posted near our Kingfish board on the pool deck at each home meet. There will also be a volunteer sign-in sheet at every fundraising event. YOU are responsible to sign yourself in AND out of any volunteer event. When you sign in to work at a meet, please write your name, start time, the job you did, AND your end time. Writing "end of meet" is not an end time. If you do not include a sign out time you will not be credited with the hours. Please be responsible for keeping track of the hours you work, reporting them properly, and verifying your totals as they are reported by the Volunteer Coordinator.

There are many ways to accomplish your volunteer goal. Please read through the positions and job descriptions below for ideas about how you can contribute and fulfill your hours requirement.

As the season progresses, there will be fewer and fewer opportunities for you to reach your goal of 40 volunteer hours. Hours not met by the end of the season will be billed @ $20.00/hour in accordance with the financial agreement signed during registration.

THANKS again for EVERYTHING you do to help the Kingfish succeed in and out of the water!!

If you have any questions, please don't hesitate to contact the Volunteer Coordinator, Melinda Selmer.

[email protected]

Season Long Volunteer Opportunities

Awards Coordinator (40 hours) – Misti Etzkin

  • Inventory ribbon supply and submit order for upcoming season.
  • Assist Awards Points Tracker and ensure Kingfish swimmers’ data for record keeping is accurate.
  • Work home meets along side the stats team distributing ribbons to visiting team’s swimmers and Kingfish swimmers.
  • Respond to parent questions and concerns.
  • In the event the Kingfish host the Divisional Championship Meet: inventory, prepare, and distribute medals as required.
  • Distribute medals during 2-day EFSL Championship Meet. (if KMC is hosting)
  • Compile list of various awards and patches to be ordered and submit cost estimate/purchase request to board for approval.
  • Submit all data to Head Coach for deliberation of awards.
  • Submit cost estimate and order trophies for special award recipients.
  • Research data and submit candidates (to Head Coach) for Kingfish Hall of Fame.
  • Collect data and create certificates to be presented at the awards banquet.
  • Provide accurate statistical data to Awards Banquet Coordinator for development of banquet program.
  • Sort awards and organize/label individual envelopes to be given to each swimmer.
  • Set up and coordinate distribution of awards at banquet, including delivery of awards to swimmers/families not attending the banquet.
  • Maintain continuity file to ensure awards info is properly passed on from season to season

Awards Coordinator Assistant (actual hours worked) - 

  • Responsible for assisting Awards Coordinator as needed

Attendance Tracker (actual hours worked) – Vice President & Kingfish Coaching Staff 

  • Responsible for populating excel program with High School swimmers tracking individual attendance/participation at both practices and meets
  • Update the website weekly for review and confirmation of accuracy (swimmers and parents are responsible to verify the accuracy of their attendance records)

Awards Banquet Coordinator (actual hours worked) 

  • Select a date and secure a facility for the end of year banquet
  • Plan meal and dessert list for event; insuring all food, drinks, and table decorations are planned and purchased in advance
  • Ensure speaker system and overhead system (for slide-show) is in place and functioning the day (or evening) prior to the event
  • Coordinate set-up and clean-up

Apparel Coordinator (Board Position) - Jennifer Johnson-Dwyer

  • Will design all apparel (Caps, T-Shirts, Hoodies, etc.) for registration and other team events where apparel is necessary. 
  • Will take orders, money and inventory orders.
  • Will disperse orders when merchandise is received.
  • Will be the Kingfish POC for all apparel orders. 

Concessionaire Coordinator  (Actual hours worked) 

  • Bring selected items with you on the day of the meet as soon as the doors open. If that’s not possible, coordinate with the Volunteer Coordinator or Concessions Coordinator a time and place to drop donations off prior to the meet. 
  • EVERYTHING for the meets hosted at the RAC must be purchased at the Commissary/BX/Shoppette (ie. ON POST) and a receipt must be provided to the Concessions Team prior to or during the meet (this can be a physical receipt or a picture of it). The only exception to this policy is pork products which can be purchased at ZEMO in Weilerbach.

Server (Actual hours worked)  

  • Help with serving and maintaining the food service area and materials, restock/replenish and organize items as the day/meet goes on

Hospitality Coordinator (Actual hours worked)

  • Set up Hospitality area with the donations for Coaches and Officials. Check in with the Concessions Coordinator. Make sure the area is marked appropriately. 
  • PM Hospitality Coordinator makes sure the area is accessed only by Coaches and Officials. Help set up lunch food for Coaches and Officials in case it is decided they will be separated from the main area. 

Fundraising Coordinator (Board Position) - Alissa Iltis

  • Responsible for planning two fundraisers per quarter to include gaining base permission and coordinating swimmer and parental involvement.
  • Responsible for overseeing the sale of refreshments furnished by the Parents' Association during meets and fundraisers. 
  • Coordinates & schedules donations and purchases additional supplies for Bait Shop and fundraisers.
  • Oversees all fundraising activities/events.

Head Timer (actual hours worked) 

  • Responsible for announcing the number of timers/runners needed to assist prior to each home meet
  • Coordinates and fills all volunteer positions pertaining to timing (timers, runners) including the guest teams (sufficient enough to ensure all timers chairs are filled for entire meet with back-ups in place)
  • At away meets, coordinates parent volunteers to help supplement host team as needed

Head Statistician (Board Position) - Erin Narvaez and April Cobb

  • Responsible for building and seeding each home meet
  • Responsible to record, update, and publish home meet results as required by the EFSL
  • Provides updated and accurate data tracking swimmers' times to Head Coach on a routine basis
  • Maintains compilation of statistics, detailed enough to enable the Awards Point Tracker to ascertain qualification status for awards and varsity letters.

Statistician Assistants (40 Hours OR Actual hours worked) 

  • Assists Head Statistician as needed.
  • If there is not a dedicated Team Statistician Assistants willing to work ALL home meets, this position will be opened up for individual volunteers and logged by actual hours worked.

Meet Director (Board Position) - Alex & Michelle Hughes

  • Produces a meet announcement that is circulated to guest and hosting team coaches, stats, volunteer coordinator and Secretary prior to each home meet.
  • Responsible for insuring that all equipment required and necessary is in place for each home meet.
  • Manages set-up and clean-up crews.
  • Oversees all home meet related activities, to include: coordination with stats personnel, Officials, all guest and hosting team coaches, marshals, Clerk of Course, Head Timer, bathroom & locker room monitors and designated Deck Marshal.
  • Works closely with the RAC staff to ensure compliance with facility rules and regulations.

Photographer (40 hours) - Jessica Benton

  • Takes team and individual photos throughout the season.
  • Uploads photos to secure, password-protected on-line server/site for storage, viewing.
  • Notify the Board when albums are ready for publishing.
  • Create the slideshow for viewing at the end of year awards banquet. 
  • Assists program designer with photos needed for end of year awards banquet.

Assistant Photographer  (actual hours worked) -

  • Responsible for assisting Photographer as needed

Publicity Coordinator (actual hours worked) - Coaching Staff

  • Prepares articles for the Kaiserslautern American newspaper after each meet
  • Works with AFN, if appropriate, to publicize Kingfish events

Social Coordinator  (actual hours worked) - vacant

  • planning and coordination of team social events (some ideas might be: a Christmas party, parent/family socials (pizza parties, BBQs), spirit nights, etc....)

 Volunteer Coordinator (Board Postion) - Melinda Selmer

  • Maintains a list of volunteer positions and duty descriptions/responsibilities.
  • Provides, posts, and collects volunteer sign-up sheets at various Kingfish events.
  • Tracks individual and family volunteer hours and ensure that each family works a minimum of 50 hours.
  • Tracks all volunteer hours associated with fundraising events.
  • Ensure accurate updates are posted for review.
  • Provides end of season report to the Treasurer for billing as needed for unmet hours.

 Transportation Coordinator - Kingfish Secretary

  • Responsible for submitting all necessary paperwork to Away Meet Security Coordinator for Away Meets as well as Ramstein Security Forces for Home Meets, 10 days prior to a home meet for any individuals who do not possess an active DOD ID card. Responsible for all base access paperwork to compete in any away meets.

Meet Specific Volunteer Positions

***These are duties performed during meets. The hours worked at the meet are the actual hours earned. You will need to sign up with the Volunteer Coordinator. Please do not forget to record your hours on the sign-up sheets provided.

Bait Shop (actual hours worked)

  • Assists Coordinator as needed during home meets by manning the concession stand and assisting with set-up/clean-up

Bathroom/Locker Room Monitors (actual hours worked)

  • Responsible for monitoring the bathrooms and locker rooms every 15 min throughout the entire shift (AM/PM) when hosted by the Kingfish.
  • Ensure NO HORSEPLAY in showers or locker rooms. 
  • Make sure locker rooms are clean. 
  • Ensure proper restroom supplies are available (contact pool staff for needed supplies).
Traffic Flow: (actual hours worked)
  • Monitor one way movement of swimmers behind timers and officials. Check in with Meet Director or Head Marshal. 

Marshal Team: (actual hours worked)

Arrive at the pool during warm-ups in time to organize Marshaling station. Have appropriate footwear for pool (no outside shoes)

Check in with Head Marshal for specific instructions. 

  • Help set up station with setup crew – near diving board at the RAC
  • Display the event and heat being marshaled via flip charts
  • Admit swimmers two heats in advance of race 
    • Ex. if heat 1 is swimming, heat 2 should be waiting against the wall near the pool office, heat 3 should be in the chairs adjacent to heat 2, and heat 4 accountability should be in progress
    • Inform announcer if swimmers are absent 
    • If distance races are in progress, exercise judgment as to when to accomplish marshaling – ex. during the 1,500m events, two heats do not need to be marshaled 
  • Inform other swimmers to return to their teams if they arrive too early 
  • Assist tear-down volunteers with tear-down of area 

Dive Well Monitor  (actual hours worked)

  • Look after swimmers on the dive well. Make sure they are "warming-up or cooling down" and not goofing around.

Meet Announcer (actual hours worked) 

  • Arrive at the pool before warm-ups (first shift only, if applicable). Have appropriate footwear for pool (no outside shoes) 
  • Set up PA system with setup crew (first shift only, if applicable)
  • Announce warmup times, national anthem, planned breaks, and other relevant meet events 
  • When necessary, announce swimmers that are still missing for Marshalling. 
  • When necessary, announce call for heats with swimmer first and last names as initial call (check with Head Marshal) 
    • Ex. “First call for Race 3, Heat 2, Boy’s 15-19 200 meter IM, Lane 1 John Doe, Lane 2 James Dean…” 
    • Make first call announcements immediately after a valid start of the current race announcement 
  • Announce race and heat a second time with only last names and lanes 
    • Make this call at the conclusion of the previous race 
    • Ex. “Race 3, Heat 2, Boy’s 15-19 200 meter IM, Lane 1 Doe, Lane 2 Dean…” 
  • Assist with tear-down of PA system with the tear-down volunteers (second shift only, if applicable) 
 

Stroke & Turn Officials (actual hours worked - training is required for these positions!) – Please contact Head Official for information

  • Officials taking training for their positions will be credited for those hours. However, in order to receive credit for training, persons must complete the training (including shadowing) and work at least 2 meets as an accredited official
  • Stroke and Turn Judges, Starter and shadow positions are needed

Timer/Stats Runners (actual hours worked) 

  • Arrive at the pool during warm-ups. Have appropriate footwear for pool (no outside shoes) 
  • Introduce yourself to Head Official and Statistician 
  • Bring paperwork back and forth between officials, and Statistician
  • Relay messages to appropriate personnel as required

Water Runners (actual hours worked) 

  • Delivers water to coaches and officials throughout each home meet.

Set-Up (actual hours worked) 

  • Arrive at the pool when doors open. Have appropriate footwear for pool (no outside shoes) 
  • Assist the meet director with the meet set-up. 
  • Hang large marshal numbers and hooks inside pool and inside lobby 
  • Set up chairs for timers 
  • Help hang team seating signs 
  • Help set-up speaker for announcer 
  • Help remove ramp from lane 6 (will require swimsuit) 
  • Help hang up backstroke flags 
  • Help install lane lines 
  • Help concessions set-up

Clean-Up (actual hours worked)

  • Assist meet director with taking meet equipment down.
  • Check in with meet director. 
  • Pick up trash on pool deck 
  • Remove trash bags from facility, take to dumpsters outside
  • Stack chairs 
  • Help remove KF signage from walls 
  • Help put away all equipment used (starter, speaker, tables, cones, marshal numbers, etc) 
  • Gather any items left behind by spectators/swimmers

Timers (actual hours worked) 

  • Report to Head Timer for pre-meet meeting/training. 
  • During the meet, ensure that swimmers are in the correct lane and heat as listed on the deck card. 
  • Operate stopwatch and record times on deck cards. 

Timers must be ON TIME for their shifts.