Chinook Aquatic Club Board Member Job Descriptions

Our Board of Directors and our Board Committee Directors and Coordinators are foundational to the operations, culture, and community involvement of our club. These members are critical to the atmosphere of how our parents become involved in the enrichment of their swimmer's experience at Chinook Aquatic Club and promote a positive team involvement for each swimmer in the club.

President of the Board: (2 year full year commitment) The primary role of the President is to prioritize the well-being and belonging of each member of the club. This includes the board members, committee members, coaches, parents, volunteers, and swimmers. They are representative to all members equitably. They promote a high standard for employment at the club as well as a high standard of memebrship at the club. Conduct and representation in a positive light is of the most importance so that all members feel represented based on inclusion, fairness, and equality. The President has an open door policy whereas members in any standing should feel comfortable to present successes and challenges openly and constructively to the President in face to face conversation, phone call, email, or text without feeling isolated or judged. The President is responsible for the hosting, decorum, and execution of each monthly and general membership meeting. They are responsible for communicating the agenda for each meeting and communicating the key issues to be addressed openly and honestly at such meetings. The President must attend all monthly meetings within their capability of holding the position unless otherwise communicated.

Vice President of the Board: (2 year full year commitment) The primary role of the Vice President is to be the assistant to the President in the occurrence that the President cannot fulfill their duties fully. The Vice President acts in partnership with the President to make sure that the membership is represented equitably and brings overarching organization, prompt response to urgent or time sensitive correspondence to the membership, and co-leadership to the club. The Vice President has the jurisdiction to host monthly board meetings and/or general membership meetings if the President is unable to. The Vice President can also help in the cooperation, collaboration, and execution to help all committtees be active and engaged to promote a positive swim experience for all coaches, parents, and swimmers. The Vice President must attend all monthly meetings within their capability of holding the position unless otherwise communicated.

Secretary of the Board: (2 year full year commitment) The primary responsibility of the Secretary is that they are the administrative leadership of the club. All legal documents, meeting minutes, and other core documentation within the club is updated, renewed, and stored with the Secretary. It is advised that the Secretary maintain both a paper version as well as a digital footprint of all documentation such that any Secretary joining the club has ready access to such documents. The Secretary also has the jurisdiction to provide and/or post meeting minutes to any paying member or posting of minutes to the Chinook Aquatic Club website. The Secretary holds all voting within the monthly and general memebrship meetings and will count the votes according to each line item(s) being voted upon. They are also responsible for the organization of voting of new board members when applicable.

Treasurers of the Board: (2 year full year commitment) Chinook requests that two (2) treasurers be in the position of this role during any active leadership of the club. This is requested due to the money handling of dues and other fees associated with the club as well as providing support in key registration and legal document renewals.

Treasurer 1 Role: This treasurer will be responsible for the overall operations for the club from a financial perspective. This person will be responsible for providing monthly financial reports at the Monthly Board meetings and articulating the financial health of the club. There will be full visibility in terms of when we need to raise dues, fundraise, spend, and invest in the club as a whole. This treasurer will mentor or advise Treasurer 2 with the key needs related to pool rental payments, dues collections, meet fees, and other minor but important treasurer duties. Must be able to sign checks on behalf of the club.

Treasurer 2 Role: This treasurer will be responsible for the day to day operations to make sure that all members are in good standing. This will include making sure all dues and meet fees are paid promptly. This will include items such as registration fees and USA Swimming registration is paid on time. This role will work directly with the Registrar to make sure swimmers are legal from a registration perspective to swim with our club. Must be able to sign checks on behalf of the club.

At Large Roles: (1 year full year commitment) Within Chinook Aquatic Club, we currently have two roles dedicated to the regional representation of the club. The Bellevue at Large and Renton at Large roles are designated to be the voice of the corresponding regional practice area. The Bellevue at Large represents practice pools in that region, while the Renton at Large represents those corresponding practice pools, respectfully. As an At Large, your responsiblity is to understand the successes and challenges of each practice pool location. You could be representing the corresponding age group site coaches as well as swimmers as it relates to on deck disciplinary issues with swimmers/parents/coaches. It could be an overall understanding of population of swimmers and addressing alternatives in collaboration with coaches on how to better allocate swimmers. It could be intercommunication between pool facilities needs and requests and communicating them to Chinook Leadership. It could be reoccurring issues of any kind that need to be brought to Chinook Leadership.

Club Registrar: (1 year full year commitment) The primary responsibility of the Registrar is to make sure at the beginning of the year all online systems for a smooth registration are in place with partnership of the treasurers. They are responsible in making sure that all safety documents and financial documents are completed as well as all upfront and future incurred payments are made. Throughout the year, new swimmers will tryout and join the club and coaches are responsible for working with the Registrar to make sure all these registrations are documented and onboarded completely.

Membership: (1 year full year commitment) The primary responsibility of the Membership Chair is to make sure that we are promoting the longevity of our membership and making sure that we are actively looking for membership or backfill in any one of our groups. This person is working in collaboration with the Head Coach and Site Coaches to make sure that if there is room for swimmers, we are finding ways for them to join our club. This could include holding additional tryout opportunities, scheduling open swims with our club, or having coaches reach out to athletic directors to see if swimmers are interested in joining the team. 

Fundraising: (1 year full year commitment) The primary responsibility of the Fundraising Chair is to understand all key opportunities to be able to raise money for the club. Our primary fundraiser, Swim a Thon will be hosted by this chair and will work to make sure all letters are written, the swim event is organized, and all key supplies are prepped for the event. This chair can look into corporate matches/donations/sponsorship opportunities, franchise nights with restaurants, team building events such as pro sporting events, and other means to promote financial health for our club.

Events: (1 year full year commitment) The primary responsibility of the Events Chair is to make sure to provide equal opportunities for team bonding and fun engagement within the club. You will be responsible for working with coaches to do regular team events at site locations, be responsible for our holiday party, as well as our end of season banquet.

Meet Director: (2 year full year commitment) The primary responsibility of the Meet Director is to make sure all hosted/home meets are run in an organized and efficient manner for the benefit of Chinook Aquatic Club and our visiting teams. They will coordinate with our head officials and volunteer coordinators to make sure that all bases are covered for volunteers and supplies needed to run a complete meet from start to finish. You will be in coordination with PNS to make sure that meets are adequately sanctioned and make sure that communication with visiting teams are prompt and clear. 

Volunteer Coordinators: (2 year full year commitment) The primary responsibility of the Volunteer Coordinators is to make sure to communicate to membership the requirements to fulfill volunteer hours with our club, document those hours with accuracy, and create job signups for the meets requiring volunteer hours to be covered/met. The Volunteer Coordinators must be at the meets in which we have volunteers on deck to ensure that we have all positions covered day of the event and provide proper support in the event we have volunteers that don't show up.

Head Official: (2 year full year commitment) The primary responsibility of the Head Official is to work in collaboration with the Meet Director to make sure that we have the adequate amount of officials at each meet and making sure that our home officials are adequately trained and certified to be an official. Any officials meetings need to be attended by the Head Official and information must be relayed to Chinook Leadership. 

SafeSport Coordinator: (2 year full year commitment) The primary responsibility of the Safesport Coordinator is to work with the Registrar and Coaches to make sure that all swimmers and at least one parent in the household go through Safesport training at the beginning of each season. This is a hard code requirement for any swimmer that swims for Chinook Aquatic Club. The Safesport Coordinator should also work with Chinook Leadership annually to make sure that we are Club-Recognized for Safesport and also make sure all of our club Code of Conduct policies are up to date with the club. In some cases, the Safesport Coordinator may be called upon for behavioral or conduct issues and help to mitigate a positive solution going forward.