President Job Duties:
· Attend required Tri County League meetings
· Schedule Parent Information night with Club
· Email reminders about registration when forms are available
· Schedule any additional meets with coaches
· Check with Volunteer Coordinator before meets to see what is still needed
· Send emails as needed for coaches or Board
March
In March attend the Tri-County Swim League meeting. Take contact details for Presidents, Head Coach(es), Hytek contact and head official. Schedule any additional meets with other teams. Meet schedule is usually made available the day before the league meeting and is on the league website.
Meet with Club Manager and Aquatics Manager to plan for season. Set date for Parent information meeting to be held in April.
For Planning Meeting with Club:
· Confirm registration process (whether or not you are giving last year’s members priority, limits for age groups, etc.)
· Confirm relevant dates are on Club Calendar
Make sure Club has confirmed swim team registration fee amounts.
Call Kastaways to book suit fitting time to either correspond with Parent Information meeting or first night of optional practices (usually better because kids are with their parents)
Email previous year’s families to communicate dates of registration and Parent info meeting.
April
Oversee inventory of ribbons, caps, stopwatches, batteries, labels, sharpies. Determine what to ask Club to order. Work with other Board members to make sure all supplies needed for season are determined and ask Club to purchase what is needed.
1)Ribbons
Per home meet the following number of ribbons are needed
144 each of 1st, 2nd, 3rd, (134 needed if each event is full to 3 places + 10 to allow for ties)
52 Participant ribbons (if 2 full heats of 6&U events, would need 13 participant ribbons for 4 events)
2)Caps
We usually order a large quantity of latex caps to get a better price per cap every couple years, then in the other years just need to order a small number for that season. Ordered through Kastaway. We had over 160 swimmers in 2011 so order caps based on expected team size. Need to track caps as they are given out so that everyone only gets one. Coaches should do this as caps are usually handed out soon before first meet.
3)Officials supplies
4)Age Group Parent supplies (Clipboards, bandanas, sharpies)
Have Age Group Parent Coordinator/Board determine numbers of age group parents for each age group needed and make sure clip boards and bandanas are ready. Sharpies tend to be not returned so make sure there is a good supply. It is a good idea to attach them well to clipboards.
5)Timer supplies (watches, spare batteries, clipboards, ball point pens)
Make sure all 8 (one for each lane) clipboards are there. Lots of pens because they won’t all be returned and by the end of the season we’re usually short. Need to have 23 stopwatches ideally: 16 for lane timers, 2 for backup timer, 5 for coaches to be able to use during meets.
6)Hytek Coordinator
Number pad for laptop keyboard, stapler, a few pens and labels for ribbons are needed. Make sure they are stored somewhere where they can be retrieved easily for meets. Like ribbons, need to be prepared for about 200 labels per meet. Since pages are sometimes printed when not full, more than 200 will probably be used.
7)Other items: (many of these are just items you need to remind the Club are needed or confirm are still in good shape)
***New item to ask for: A Swim Team Banner. Old one was falling apart and is lost. Possibility of getting sponsors for this banner to defray cost. Many other league teams including private clubs like Wetherington have local business team sponsors.
Meeting with Head Coach(es)
-Confirm age group limits.
-Proposed practice schedule to be finalized once roster numbers are set.
-Process for assessing new swimmers
-Optional practices
-Scheduling extra meets
-Policies to be emphasized at Parent meeting (no talking to coaches at practice, communicating with coaches, lessons, etc)
-Do they want to schedule a mock meet/time trial? If so, when?
-Participation in other meets: Elks mini meet, Rolling Hills, Beckett Ridge
- How Board can best assist
Parent Informational Meeting
May
Get copies of registration forms from Club and create Roster. Suzanne Breckenridge has an electronic copy of last year’s roster to use as a guide.
Keep Coaches updated of age group and team sizes.
Make sure a parent Board member attends the May league meeting with a coach.
Send out emails to parents as practice times are confirmed and any reminders as needed.
June – July
Check with Volunteer Coordinator before meets to see what is still needed
Send emails as needed for coaches or Board
Check with other Board members regularly.
League will send emails re Championship volunteer requirements that need to be passed on to Volunteer Coordinator.
Communicate other information from League, particularly about Championships, to parents as needed.
· Schedule Parent Information night with Club
· Email reminders about registration when forms are available
· Schedule any additional meets with coaches
· Check with Volunteer Coordinator before meets to see what is still needed
· Send emails as needed for coaches or Board
March
In March attend the Tri-County Swim League meeting. Take contact details for Presidents, Head Coach(es), Hytek contact and head official. Schedule any additional meets with other teams. Meet schedule is usually made available the day before the league meeting and is on the league website.
Meet with Club Manager and Aquatics Manager to plan for season. Set date for Parent information meeting to be held in April.
For Planning Meeting with Club:
· Confirm registration process (whether or not you are giving last year’s members priority, limits for age groups, etc.)
· Confirm relevant dates are on Club Calendar
- Parents meeting
- Home meets
- Suit fitting/walk in registration
- Optional practice dates
- Team photo
- Beginning of season social/Dive in movie (whatever social events are planned)
- Psych week events
- End of season party
Make sure Club has confirmed swim team registration fee amounts.
Call Kastaways to book suit fitting time to either correspond with Parent Information meeting or first night of optional practices (usually better because kids are with their parents)
Email previous year’s families to communicate dates of registration and Parent info meeting.
April
Oversee inventory of ribbons, caps, stopwatches, batteries, labels, sharpies. Determine what to ask Club to order. Work with other Board members to make sure all supplies needed for season are determined and ask Club to purchase what is needed.
1)Ribbons
Per home meet the following number of ribbons are needed
144 each of 1st, 2nd, 3rd, (134 needed if each event is full to 3 places + 10 to allow for ties)
52 Participant ribbons (if 2 full heats of 6&U events, would need 13 participant ribbons for 4 events)
2)Caps
We usually order a large quantity of latex caps to get a better price per cap every couple years, then in the other years just need to order a small number for that season. Ordered through Kastaway. We had over 160 swimmers in 2011 so order caps based on expected team size. Need to track caps as they are given out so that everyone only gets one. Coaches should do this as caps are usually handed out soon before first meet.
3)Officials supplies
- DQ sheets: Have Officials Coordinator/Board determine what type of DQ sheets to use for meet and have enough for all home meets.
- Headsets: need 5 working ones at a minimum.
- Clipboards: 6 for starter, referee, and 4 stroke/turn judges
- Event number flip board
4)Age Group Parent supplies (Clipboards, bandanas, sharpies)
Have Age Group Parent Coordinator/Board determine numbers of age group parents for each age group needed and make sure clip boards and bandanas are ready. Sharpies tend to be not returned so make sure there is a good supply. It is a good idea to attach them well to clipboards.
5)Timer supplies (watches, spare batteries, clipboards, ball point pens)
Make sure all 8 (one for each lane) clipboards are there. Lots of pens because they won’t all be returned and by the end of the season we’re usually short. Need to have 23 stopwatches ideally: 16 for lane timers, 2 for backup timer, 5 for coaches to be able to use during meets.
6)Hytek Coordinator
Number pad for laptop keyboard, stapler, a few pens and labels for ribbons are needed. Make sure they are stored somewhere where they can be retrieved easily for meets. Like ribbons, need to be prepared for about 200 labels per meet. Since pages are sometimes printed when not full, more than 200 will probably be used.
7)Other items: (many of these are just items you need to remind the Club are needed or confirm are still in good shape)
- Name Tags if volunteer coordinator wants to use at meets
- 2 File boxes for Family files for ribbons, etc.
- Coaches clipboards
- Starter system
- Laptop and printer – make sure Club has available for Swim Team
- Extra printer cartridges/ink for printer.
- Paper – printing lane slips from Hytek means we’ll need at least a ream per home meet. We also use club paper to print heat sheets and age group parent reports.
- Coaches shirts
- Kickboards
- Trophies (not needed at beginning of season)
- Batteries/repair to practice clock for coaches to be able to use at practice.
***New item to ask for: A Swim Team Banner. Old one was falling apart and is lost. Possibility of getting sponsors for this banner to defray cost. Many other league teams including private clubs like Wetherington have local business team sponsors.
Meeting with Head Coach(es)
-Confirm age group limits.
-Proposed practice schedule to be finalized once roster numbers are set.
-Process for assessing new swimmers
-Optional practices
-Scheduling extra meets
-Policies to be emphasized at Parent meeting (no talking to coaches at practice, communicating with coaches, lessons, etc)
-Do they want to schedule a mock meet/time trial? If so, when?
-Participation in other meets: Elks mini meet, Rolling Hills, Beckett Ridge
- How Board can best assist
Parent Informational Meeting
- Make sure club has copies of Registration Form, silicone cap order forms if the Board decides to offer that, copies of Parent Handbook.
- Handbook needs to be updated with schedule, Parent Board info, Coaches bios, practice schedule
- Create agenda (make sure to include expectations, volunteer requirements, official training)
May
Get copies of registration forms from Club and create Roster. Suzanne Breckenridge has an electronic copy of last year’s roster to use as a guide.
Keep Coaches updated of age group and team sizes.
Make sure a parent Board member attends the May league meeting with a coach.
Send out emails to parents as practice times are confirmed and any reminders as needed.
June – July
Check with Volunteer Coordinator before meets to see what is still needed
Send emails as needed for coaches or Board
Check with other Board members regularly.
League will send emails re Championship volunteer requirements that need to be passed on to Volunteer Coordinator.
Communicate other information from League, particularly about Championships, to parents as needed.