MEY Swim Team Parent Board Charter

2025–2026 Season

Purpose and Spirit

At MEY, we believe a strong swim team extends beyond training in the pool. The Parent Board exists to cultivate a supportive and future-minded network of families who celebrate together, welcome newcomers, and help sustain the culture that makes our team thrive.

The Board focuses on building community through events, volunteer coordination, and fundraising. It does not oversee coaching, practices, meet lineups, or swimmer placement. Instead, its purpose is to strengthen the team’s family experience and ensure every swimmer feels supported.

Areas of Responsibility

The Parent Board may plan and vote on:

• Seasonal and Social Events – team parties, holiday gatherings, end-of-year banquet, pasta dinners, pre-championship meals, Trunk-or-Treat, and other traditions.

• Fundraising Initiatives – swim-a-thons, raffles, apparel sales, and other activities that bring families together and benefit the team.

• Volunteer Coordination – organizing timers, concessions, meet helpers, and event support.

• Concessions Management – ordering, stocking, and managing concessions at meets.

• Parent and Community Engagement – helping new families integrate into the team and strengthening parent connections throughout the season.

All activities must align with YMCA values and serve the entire team community.

Limitations of Authority

The Parent Board does not have authority over:

• Coaching decisions

• Practice schedules or structure

• Swimmer placement

• Meet lineups or participation

• Tuition, fees, or YMCA operations

Use of Funds

Fundraising proceeds may only be used for:

• Team events and traditions

• Shared swim equipment

• Team gifts or awards

• Community-based initiatives

Funds may not be used for individual expenses, personal benefit, or direct coach payments (outside of approved team gifts).

Board Structure and Roles

The Board is elected annually at the first meeting of the season.

Core Roles

• President – Leads the Board, facilitates meetings, maintains voting records, and serves as liaison to team staff.

• Vice President

• Treasurer – Manages Board funds, prepares summaries, and ensures transparency.

• Parent Liason – Welcomes new families, answers questions, and connects them with experienced parents.

• Event Coordinator– Organizes team traditions, social events, and celebrations.

• Volunteer Coordinator – Manages sign-ups for meets and events.

• Concessions Lead – Oversees concession planning, ordering, and management.

• Fundraising Coordinator – Plans and manages fundraising activities.

• Officials Liaison – Supports the recruitment and coordination of meet officials.

Voting Procedures

• Who Votes: Any parent or guardian in attendance.

• Method: Votes are recorded by the Chairperson.

• Quorum: At least three board members must be present.

Votes are required for new event proposals, budget allocations, and board replacements.

Elections and Terms

• Elections are held annually at the first Parent Board meeting.

• Vacant positions may be filled mid-season.

• Parents may nominate themselves or others; replacements are determined by vote.

Meeting Schedule

The Parent Board meets monthly. Agendas typically include:

• Event planning

• Budget and fundraising updates

• Volunteer coordination

• Open floor for parent feedback

Communication with Coaches

The Parent Board may designate a liaison to bring feedback to the Head Coach. While the Board has no authority over team operations, feedback is encouraged and welcomed when shared appropriately.

Financial Oversight

• All funds are tracked by the Treasurer.

• Expenditures must be approved by vote and recorded in meeting notes.

• A year-end financial summary is shared with all families.