Volunteer Positions Available for Satisfying Volunteer Requirement

Volunteer opportunities are available in 2 shifts and are worth 3 points per shift.  Unless otherwise stated below, the first shift runs from just prior to the start of the meet through Event 45 (approx. 7:30-10:30am) and the 2nd shift runs from Event 45 through the end of the meet (approx. 10:30am-1:30pm.)  Some positions are only available for home meets and some are available for both home and away meets.  It is imperative that volunteers for both shifts check-in with the Volunteer Coordinator 30 minutes before the meet begins (between 6:30-7:30am) and report to their volunteer location on time.  

Announcer:

Calls the swimmers by event to the heating area, announces scores, and any other announcements that need to be made during the meet.

Concessions:

1. First Shift:  Helps set up concessions area 1 hour before the meet begins and sells concessions during meet.

2. Second Shift:  Sells concessions during the meet and helps take down concessions after the meet.

Grillmaster:

1. First Shift:  Arrives early to preheat grill and makes pancakes for breakfast.

2. Second Shift:  Cooks hamburgers and hot dogs for lunch, then cleans grill.

Heating:

Helps kids get cards, find correct event / lane and move through the heating area then over to the blocks.  

Hospitality:

Delivers water & light snacks to all volunteers working home meets.

Runner:

Collects cards from timers and delivers to scoring table, collects DQ slips from officials and delivers to scoring table, then over to coaches and, on 25m races, collects cards from swimmers at blocks and delivers to timers at other end of pool.

Scoring:

Assists Scoring Chair in identifying official times by circling middle times on cards, checking times entered into computer against cards and posting results during the meet.

Timer:

Stands at end of lane and times the events from sound of starter to touch of wall using either manual stopwatch or Dolphin timing system.

Committee Chair Positions

These positions are held by the same person from year to year until they decide to give it up.  They fulfill the Volunteer Commmitment without keeping track of points.  To find out more about a position and discuss your suitability for these positions, contact a Parent Rep directly.  When a position becomes vacant, an announcement will go out to the team and interested candidates will be considered in a fair & orderly manner, as described in the vacancy announcement.

Awards & Ribbons  – Responsible for purchasing/printing and distributing to coaches all swimmer awards (patches, medals, championship caps, trophies, speeding tickets, fox bux), maintaining a list of All Star qualifiers for each meet and giving that list to the coaches, bulletin board chair, and team unify coordinator by the Monday following each meet,  and posting all pool records on the pool record board.   Theis position in charge of  inventorying & replenishing ribbons at start of season (ordering correct quantity of ribbons from League), sorting and storing the ribbons, placing recipient labels on all ribbons, and putting the ribbons in swimmer folders in the Swim Team Box after each meet.

Clerk of Course - Responsible for the heating area at home meets (places labels on cards before meet, performs deck adds and scratches & puts cards up on heating board for each event that is currently heating.)   Requires additional training and meetings through the MHSL.   Due to the importance of this position, a clerk in training will always work alongside the Clerk of Course.

Concessions  - Responsible for buying/selling all food needed for home meets, setting up pizza and breakfast burrito deliveries and supervising Concessions volunteers at home meets.  Due to the complexity of this position, a Concessions Chair will work alongside the current chair.

Fundraising  - Responsible for contacting local businesses for fundraising opportunities through team feeds. Team feeds should be scheduled in advance at a restaurant willing to give back a portion of sales to the team. This person will attend all of the team feeds and ensure the proceeds percentage is delivered to the team.  They will also raffle off the table and parking spaces for each home dual meet and home prelim.  This position is also reponsible for conducting the Swim-A-Thon. This includes updating the Swim-A-Thon form and managing the event.  Arrange for local businesses to donate breakfast food such as bagels and coffee. Arrange for volunteers to count laps on morning of swim-a-thon. Process all funds raised and get them to the charity. Announce to team how much funds were raised.  

Gear  - Responsible for selecting the team gear including swimsuits for the season, coordinating with the vendor, setting up a gear day (for trying out suits), managing the order proces and distribution of the team gear ordered.  

Officials  - The Meet Referee is responsible for knowing the official swimming rules & regulations and resolving race disputes.  The Starter signals the start of each heat and any false starts.  Stroke and Turn Judges watch swimmers to make sure that relay starts, stokes, turns and finishes are legal.  DQ Notifiers explain the DQ's to the swimmers.  A Scribe assists the committee in recording DQ's.   All of these positions require additional training, certification, and meetings through the MHSL.   This includes managing the Timing system.  Responsible for ensuring adequate supply of functional timing equipment, bringing the equipment to all meets, including away meets as a backup, training the timers the morning before each home meet, supervising timers during each meet, and securing the equipment after the meets.  

Scoring -  This position works closely with the Team Unify Administrator and opposing teams to set the home meets, i.e., creating meet files, importing meet entries into Meet Manager, seeding the meet, combining heats & creating meet programs.  The Scoring Chair is in charge of creating the deck card labels and delivering them to the Clerk of Course.  The person is also in charge of setting up the scoring area the morning of the meet and taking it down after the meet is finished.  During a home meet, the Scoring Chair enters last minute changes to the program, verifies the accuracy of the posting of each swimmer's time and any DQ's.  They publish the meet results, notify the League of final score and any records broken, document any All-Star qualifiers, and print ribbon labels which they deliver to the Ribbon Chair.   Requires additional meeting through the MHSL.

Socials  - Responsible for organizing and running  the following events:

a. Ice Cream Social - Responsible for buying ice cream, toppings, and paper products. Needs to set up and tear down table as well as serve ice cream.

b. Swim Under The Stars - Responsible for organizing games/pool relays, buying supplies, setting up & cleaning up lawn games and assisting coaches in running games in the water.

c. Fun Meet - Responsible for setting up, monitoring & cleaning up potluck dinner or Food Truck.

d. Tie Dye Party (if this is done) - Responsible for organizing and conducting tie dye party, including collecting money, buying necessary supplies, set-up and tear down.

Team Unify Administrator - Responsible for coordinating with Team Unify staff to maintain a website to provide electronic registration, volunteer & concessions sign-ups, meet entries and team communications.

Treasurer - Responsible for managing the Swim Team finances with the Parent Reps including establishing the budget, collecting and managing the Volunteer Checks, managing reimbursements and other payments.  
 

Volunteer Coordinator - Responsible for monitoring open volunteer slots, soliciting volunteers as needed and tracking volunteer requirements.

• Run/get lists of meet volunteers and reconcile to be sure all families have all 4 commitments.
• Run report from Team Unify of each meet's volunteers, and then use PDF form and print nametags for each meet, and be at meets at 6:30 to sign people up before meet begins. Find fill-ins if needed.
• Assign Timers to lanes on form and on nametags.
• Plan for several hours during the first two weeks to get everyone settled.
• Do same for prelims/championship meets--parents volunteer again. If their child swims, they volunteer.

Parent Representative Positions

The Swim Team is run by 4 volunteer Parent Representatives (Parent Reps), each serving a minimum 2 year term, staggered so that there are always 2 senior Parent Reps and 2 new Parent Reps. 

Parent Reps are The Club Board of Directors members and are required to be at all The Club board meetings.

Parent Reps must also attend the MHSL Parent Delegate meetings. These are typically held once a month on Tuesday evenings from 7pm-8pm from March to September.   

Parent Rep duties include

• representing the Swim Team within the MHSL
• working with other swim teams
• hiring and supervising coaches
• establishing team policies
• scheduling and hosting social events
• managing team finances with the Swim Team Treasurer
• running meets and overseeing all administrative functions
• tracking All-Star times
• communicating with the Swim Team families
• assisting the Volunteer Chairs