Please take a moment to read our Open Board Positions Reminder

The strength and long-term sustainability of our team rests on the shoulders of involved, passionate and caring parents.    As we continue to grow as a team with a focus of bringing our mission to life, “establishing a culture of excellence which provides each swimmer the opportunity to achieve their highest personal goals in swimming and life,” we have some changes in roles and open board positions we would like to begin filling in the next 30 days.

Our by-laws outline a standard cadence of all Board Members serving a 2 year term that may be renewed indefinitely.   In September of each year we will ask our current board members that have served their 2 year term of their interest in staying on the Board.  In November we will notify the membership of any openings, asking parents to self-nominate if they are interested.  The nominations are then presented to the Board for voting and appointment, with a transition period in December and formal appointment in January.

Our by-laws also allow us to make the membership aware of any openings that occur during the year, asking for parents to self-nominate if they have interest in any one of the openings, which are then presented to the Board for voting and appointment.   This is the current situation we have in front of us.

In the recent by-laws that we approved there were two new positions created.   Both of these positions are part of our 5 Year Plan to support the growth of the team and enhance our holistic approach of caring for our swimmers, parents and coaches.  

Education Coordinator

  • Purpose: Coordinator of team education programs
  • Duties:
    • Work with the coaches and parent boards to understand the education needs of the team to include
      • Swimmer Education
      • Parent Education
    • Create/coordinate programs for education based on the above needs
      • Example topics include:  Nutrition, Teamwork, etc.
    • Supports Head Coach and looks for opportunities to continue to educate and grow our coaching staff

 

Fundraiser & Sponsorship Coordinator

  • Purpose: Coordinator of the team’s fundraising efforts based on need and guidance from the board and team budget
  • Duties:
    • Work with the parent board (particularly the President, Vice-President and Treasurer ) to understand the fundraising needs of the team.
    • Lead a committee to develop team fundraising plans (including corporate sponsorships) and coordinate/execute events as appropriate

 

Kristy Hipp who has been serving in the Social Coordinator role on the Board has stepped up and expressed her desire to help us establish the foundation for the Fundraising and Sponsorship Coordinator role, which in turn has left us with an opening for her current role as our Social Coordinator.

Debbie Cortina has also informed us that due to her family schedule she needs to step down from the Volunteer Coordinator role, but is very much willing to continue to serve the team in any way she can and also continue to play a big role in helping our Meet Planning Committee.

Christine Cowell will also step down from her role as Team Secretary that she has held for two teams now in order to prioritize family and work priorities. Christine will stay on to help train the new secretary through the end of the year.

I know that I am speaking on behalf of the entire team in thanking all of them for what they have done and will continue to do to support the team!

 

These changes leave us looking to the fill the following three roles at this time:

Education Coordinator (highlighted above)

Volunteer Coordinator

  • Purpose: To support Meet Director, and other relevant organizational committees with finding volunteers to ensure the ability to execute key team events
  • Duties:
    • Assist Meet Director by securing/posting/soliciting volunteers as needed for home meets and being a key contributor to the planning for the team home swim meet(s)
    • Obtain/solicit volunteers for other organizational committee needs, such as fundraising or other event planning.
    • Compose text and solicitations to be given to webmaster for webpage posting RE: volunteer positions
    • Manage and delegate to parents volunteers as needed
    • Ensure that volunteers (and officials) are recognized at an annual and ongoing basis
    • Helps recruit volunteers to support committee work.

 

Social Coordinator

  • Purpose: Coordinates/delegates all activities surrounding team gatherings
  • Duties:
    • Provides guidance to age group parent volunteers to support age group specific events, social outings, etc.
    • Plan/Secure Venue/Menu’s/Entertainment and all details for annual team banquet
    • Plan team bonding social activities
    • Support the planning and preparation of team trips as needed
    • Coordinate the State Qualifier “Prep” socials
    • Work with the age group parent volunteers to target 1 or 2 social events for swimmers and/or families each season
      • Age appropriate
      • May include events for total team and/or portions of the team
    • Coordinate official team photos
    • Designate/communicate team camaraderie for WAVE meets including hotels (if necessary), any activities/coordinated meals, etc.

 

Secretary:

  • Purpose: The secretary shall record, report and maintain all team activity files.  Detailed duties include the below.
  • Duties:
  • Records all board meetings minutes and files them in a timely manner
  • Sends out a list of action items to Parent Board following each board meeting
  • Ensure the collection and archival of all critical team files either personally or through

the help of the Team Administrator.

  • Contracts, Insurance records, 503c, By-laws, Policies, etc.
  • Establishes and maintains a team standard work/operations calendar in conjunction with the Head Coach and Parent Board.
  • Responsible for setting the agenda for Parent Board Meetings based on guidance of President and standard work/operations
  • Responsible for the USA Swimming Level Recognition Award submissions with the support of the Vice President
  • Archives all appropriate files/records including:
    • Team financial records (monthly statements, spreadsheets etc.)
    • Tax exempt form(s)
    • Team equipment inventory
    • Team logos and publicity materials
    • Team photos
    • Team Swim Records
    • Past meet schedules
    • Copies of 501(c)3 status and tax exempt numbers

 

In addition to the duties highlighted above we do ask that Board members attend our bi-weekly Board meetings held each Wednesday.

If you are interested in taking on a bigger role to support the team, please express your interest in a short email to Christine Cowell, Secretary at [email protected] by Friday, August 1st.   If you have any questions, please feel free to contact me directly.

Go Wave!

Kris Horn - [email protected] or 920-858-6805