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Team Director:
- The Team Director manages the Pleasanton Meadows Sharks Swim Team.
- Represents our team during Tri-Valley Swim League meetings held throughout the year.
- Knows and abides by current League rules, and directs similar adherence by Coaches and Advisory Committee.
- Works with Advisory Committee to delegate tasks, hear recommendations and receive support.
- Hires coaches and establishes salaries, with input from Advisory Committee.
- Directs Coaches and assists in seeding each meet as needed.
- Attends swim meets and serves as the Sharks main contact for other teams' coordinators and coaches: the final word for the Team.
- Works with the coaches and Meet Manager to create the official meet paperwork at every meet.
- Works to resolve any team conflicts, timing discrepancies and meet concerns.
- Directs all Committee members and some seasonal volunteers including Treasurer, Registrar, New Family Coordinator, Spirit Coordinator, Web Master, Snack Bar Czar, Volunteer Coordinator, Meet Manager, Announcer and Age Group Coordinators.
- Attends PMCC board meetings, represents our team to the community and participates in recruiting.
- Is familiar with the Team storage room and equipment and ensures the equipment is in order and in good condition.
- (Extended season volunteer job.)
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Spirit Coordinator:
- The Spirit Coordinator oversees the social events and full-season programs for the Sharks Swim Team with the goal of creating a unified and spirited team.
- Directs volunteers who run events and programs including, but are not limited to, Swim Team Kick-Off BBQ, Recreation Days, Sleepover, Tie Dye, Picture Day, Buddy Program, Awards Night, Sharks Gear, Ribbons and Coach Gifts.
- Assesses current programs and develop new programs/events as needed to ensure a growing and successful team.
- Assists the Volunteer Coordinator at Sign-Up night.
- Serves on the Advisory Committee.
- (Extended season volunteer job. Report to Team Director.)
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Treasurer:
- The Treasurer handles all aspects of the Sharks Swim Team finances.
- Maintains the Team financial accounts.
- Writes checks as directed by the Team Director and/or Advisory Committee.
- Assists the Volunteer Coordinator at Sign-Up night.
- Serves on the Advisory Committee.
- (Extended season volunteer job. Report to Team Director.)
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Registrar:
- The Registrar organizes the Sharks Team recruitment and registration process.
- Refreshes the registration form prior to the season's start.
- Prepares and distributes recruitment materials.
- Manages registration data for team use.
- Updates the New Family Coordinators each time a new family signs up.
- Manages the Team contact list and contacts families as information is missing or changes.
- Manages advertising, if registrations are low.
- Notifies Volunteer Coordinator of final roster and any changes that occur.
- Assists the Volunteer Coordinator at Sign-Up night.
- Serves on the Advisory Committee.
- (Extended season volunteer job. Report to Team Director.)
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Web Master:
- The Web Master maintains the Sharks Team website.
- Keeps the Team website current by making changes/revisions as necessary throughout the season.
- Remains current with available technologies to assist in the full use of a website to answer Team needs.
- Serves on the Advisory Committee.
- (Extended season volunteer job. Report to Team Director.)
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Snack Bar Czar:
- The Snack Bar Czar organizes all elements of the Snack Bar.
- Determines the menu for the home meet snack bar.
- Purchases food/supplies and sets selling prices.
- Decides how foods are prepared and stored and determines needed equipment.
- Oversees the snack bar during meets, but does NOT need to work shifts.
- Directs Snack Bar Deputy, Snack Bar Volunteers, Food and Ice Runners.
- Assists the Volunteer Coordinator at Sign-Up night.
- Serves on the Advisory Committee.
- (Extended season volunteer job. Report to Team Director.)
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New Family Coordinator:
- The New Family Coordinator helps new swimmers and their families in their first year on the Sharks Swim Team.
- Creates and provide necessary materials for new families.
- Hosts informational meetings for New Families.
- Attends team events and meets with the intent of assisting new families and answering their questions, etc.
- Provides assistance to New Families throughout the season and serves as their first contact as needed.
- Makes any new information available to the whole Sharks Team.
- Assists the Volunteer Coordinator at Sign-Up night.
- Serves on the Advisory Committee.
- (Extended season volunteer job. Report to Team Director.)
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Volunteer Coordinator:
- The Volunteer Coordinator organizes the volunteer jobs for the Sharks Swim Season.
- Updates the list of needed jobs and related descriptions for the current season.
- Determines the number of jobs for which each swimmer/family needs to sign-up.
- Organizes and runs Volunteer Job Sign-Up Night, assisted by the Advisory Committee and Sign-In Coordinator, as necessary.
- Provides all necessary sign-up forms, including for Stroke & Turn and Conditioning Classes.
- Manages the online volunteer job assignment list with the help of the Web Master, and keeps it current.
- Fields questions and concerns about jobs during the season.
- Oversees the Sign-In Coordinator.
- Creates and explains the process for families to trade jobs between themselves, as needed
- ** It is not the job of the volunteer coordinator to find replacements if volunteers cannot perform their chosen shift. All volunteers are responsible for finding their own replacements or trades.
- Serves on the Advisory Committee.
- (Extended season volunteer job. Report to Team Director.)
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Full-Season Volunteer Jobs
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Meet Manager:
- The Meet Manager generates the official, computer-based meet for home meets and provides computer back-up support at away meets, as necessary.
- Attends League meeting for "Meet Manager" software training.
- Arrives early to the meet (7AM or 4PM accordingly) and assists setting up the computer.
- Works with team coach and opposing team Meet Manager at the computer.
- Takes the paperwork from the coaches' scratch meeting and administers changes in swim roster.
- Makes sure each heat has correct swimmers and combines heats as necessary.
- Changes lane assignments as necessary.
- Checks for exceptions to swim roster size and individual swims, per league rules.
- Prints official meet documents for posting and delivery to Announcer, Starter, Coaches and Directors.
- Backs-up official meet documents periodically through the meet.
- Directs the scorekeepers and runners, checking-in with them to provide assistance, if needed.
- Addresses last-minute changes as necessary.
- At away meets, the Meet Manager assists in printing documents for the team and backs-up documents periodically through the meet.
- (Full-Season Job. Reports to the Team Director)
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Head Timer/Judge:
- The Head Timer/Judge manages the fair timing and judging of a meet.
- Attends Tri-Valley Swim League meeting regarding Timing, Stroke & Turn and League rules.
- Leads meeting at the beginning of home meets for all Timers, Runners, Stroke & Turn Judges and Starters.
- Oversees storage, maintenance and use of scoring-related equipment including, but not limited to, Starter's horn, Team Computer and Timing stopwatches.
- Provides and receives team stopwatches.
- Stands next to the pool, near the Timers, and runs two spare stopwatches.
- Supplies a running, spare stopwatch in the event a Timer's watch malfunctions.
- Times the lead swimmer of each heat if he/she isn't needed to provide a spare stopwatch.
- Observes Timers, Starter and Stroke & Turn Judge to be sure they understand their jobs. If one of these volunteers is unclear, the Head Timer/Judge tells the Starter to wait and resolve the situation.
- (Full season volunteer job. Reports to Team Director.)
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Sign-in Coordinator:
- The Sign-In Coordinator receives the signatures of volunteers signing-in to work at a meet.
- Assists the Volunteer Coordinator at Sign-Up night
- Arrives early to each meet (home and away) with the list of volunteers who are responsible for jobs and with the emergency phone contact list.
- Signs in volunteers.
- Makes every effort to contact any volunteers who are late/missing.
- Notifies the Volunteer Coordinator and/or Team Director of late/missing volunteers so they may take appropriate steps to fill any vacant positions.
- **Sign-In Coordinator is NOT responsible for finding volunteer replacements. Each volunteer must complete or find a replacement for his chosen jobs. If the Sign-In Coordinator has to fill a vacant position, $25 will be taken from the original volunteer's check and given to the fill-in volunteer.
- Keeps track of substitute volunteers and reports this list to the team Treasurer.
- (Full-Season job. Reports to the Volunteer Coordinator.)
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Age Group Coordinators (AGC) 2 per age group/gender:
- Age Group Coordinators organize the swimmers in their age group with the help of the swimmers parents.
- Arrive early and meet with each swimmer in their age group (whether boys or girls).
- Confirm their swimmers have checked-in with the coaches.
- Provide each swimmer with meet event slips and maintain a list of their Age Group's events & swimmers.
- (AGC's may write each swimmer's events on their arms, but parents can write as well.)
- Oversee gathering their swimmers prior to assigned events and line up swimmers in correct heats and lanes.
- **Age Group Coordinators are NOT responsible for getting swimmers to the pool on time - that is the responsibility of each swimmer and their parents. AGC's are HELPERS in this process.
- (2 AGCs for each category: 6 and Under Girls, 6 and Under Boys; 7/8 Girls, 7/8 Boys; 9/10 Girls, 9/10 Boys.
- Full-Season job. Reports to Team Director.)
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Set-Up Coordinator:
- The Set-Up Coordinator organizes the set-up of the pool and Cabana Club for home meets and/or 'away' meets hosted at out pool.
- Arrives early before home meets (or hosted 'away' meets): 7:00AM on Saturdays and 3:00PM on Wednesdays.
- Works to set up all equipment needed for a Swim Meet including, but not limited to, PA system, blocks, lane lines and towels, timers' chairs, announcers table, canopies, etc.
- Manages the Set-Up crew volunteers (or rival team volunteers) to accomplish the job.
- NOT responsible for the snack bar.
- Knows how and where all meet items are stored.
- (Full-season job. Reports to the Team Director.)
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Take Down Coordinator:
- The Take-Down Coordinator organizes the 'take-down' after a meet and/or 'away' meets hosted at our pool.
- Stays after a meet to take down and put away all meet-related items including, but not limited to, the PA system, blocks, lane lines and towels, canopies, timers' chairs, trash, etc.
- Manages the Take-Down crew volunteers (or rival team volunteers) to accomplish the job.
- NOT responsible for the snack bar.
- Make sure the Cabana Club is restored to normal.
- Knows how and where all meet-related items are stored.
- (Full-season job. Reports to Team Director.)
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Deputy Snack Bar Czar:
- Second in command to the Snack Bar Czar.
- Aides the Snack Bar Czar in all duties.
- Helps direct Snack Bar Volunteers and food runners.
- Works as snack bar attendant during busy time periods.
- (Full season volunteer job. Report to Snack Bar Czar)
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Picture Historian:
- The Picture Historian photographs swimmers and their families for Team use.
- Photographs swimmers, families and events.
- Works with the Web Master to upload photos to the Team website.
- Receives photos from other family photographers for Team use.
- Produces a slide show for the Team Sleepover and/or Awards Ceremony.
- (Full-season volunteer job. Report to Spirit Coordinator.)
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Ribbon Coordinator:
- The Ribbon Coordinator shares meet results with the Sharks Team.
- Prints appropriate ribbon labels after a home meet.
- Places labels on appropriate ribbons for every team swimmer at the meet.
- Files ribbons into swim team family folders.
- Manages ribbon orders throughout the season.
- Receives ribbons from other league teams (away meets) and files, as necessary.
- Provides first through fourth place ribbons to visiting teams.
- (Full-season volunteer job. Report to Spirit Coordinator.)
- Click here for label printing instructions.
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Sharks Gear Coordinator:
- The Sharks Gear Coordinator organizes the sales of Sharks Team gear.
- Determines which items will represent the Sharks Team for a season and the schedule for sales days.
- Researches the best vendor, orders gear and publicizes items to the Team.
- Attends Volunteer Sign-Up Night to show/sell Sharks gear.
- Prepares order form, receives orders and payment, and ultimately delivers all ordered gear.
- Communicates with the gear vendor, Team Treasurer and Spirit Coordinator.
- Sells Sharks gear throughout the season with a publicized final delivery date determined with the Spirit Coordinator.
- (Full-season volunteer job. Report to Spirit Coordinator.)
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Recreation Days Coordinator:
- The Recreation Day Coordinator sets up recreation days for the team.
- Works with the Spirit Coordinator and coaches to determine the dates and types of recreation events for a season. For example: movie day, Water World day, beach day, team game day, etc.
- Communicates with vendors and publicizes recreation days to the team.
- Collects any necessary monies, purchases ticket as necessary and secures any needed venues.
- (Full-season volunteer job. Report to Spirit Coordinator.)
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Newspaper Reporter:
- The Newspaper Reporter provides meet results and team highlights to local newspapers.
- Gets meet results from coaches and confirms swimmers to highlight.
- Writes narrative about each meet.
- Email results and narrative to local papers by noon on Monday morning.
- Maintains a list of "mentions" for the team.
- Works to encourage as many swimmers as possible through newspaper mentions.
- (Counts as 3 volunteer jobs. Reports to Spirit Coordinator.)
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Special Event Jobs
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Kick-off Coordinator:
- The Kick-Off Coordinator plans the BBQ and party to kick-off the Sharks Swim season.
- Reserves the Cabana Club picnic area and organizes the event.
- Works with the Snack Bar Czar to plan out food-related needs.
- Purchases food, drinks and supplies.
- Runs the event.
- (Counts as 3 volunteer jobs. Reports to Spirit Coordinator.)
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Tie Dye Coordinator:
- The Tie Dye Coordinator organizes a team tie dye event.
- Publicizes, organizes and purchases supplies for our team tie dye event.
- Manages the tie-dying of items.
- Distributes product to participants.
- (Counts as 1 volunteer job. Reports to Spirit Coordinator.)
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Buddy Coordinator:
- The Buddy Coordinator organizes the Sharks Buddy Program.
- Determines the composition and schedule of the buddy program between older swimmers and swimmers 7 years old and younger.
- Assigns buddy pairs at least a week before the first meet.
- Publicizes the program and provides the Buddy schedule to all participants.
- Provides older buddies with encouragement ideas.
- Manages buddy events.
- (Counts as 3 volunteer jobs. Reports to Spirit Coordinator.)
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Picture Day Coordinator:
- The Picture Day Coordinator organizes the Sharks Team picture day.
- Serves as contact person with the photography company and publicizes the event.
- Manages all elements of picture day.
- Distributes photographs to families.
- Hangs the team pictures at PMCC as soon as possible.
- (Counts as 1 volunteer job. Reports to Spirit Coordinator.)
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Sleep Over Coordinator:
- The Sleep-Over Coordinator organizes the team sleep over at the Cabana Club.
- Publicizes the team sleep over and organizes its events.
- Clears all elements with the Spirit Coordinator, Cabana Club Board and other parties as necessary.
- Ensures that sprinklers are turned off.
- Coordinates food needs with the Snack Bar Czar
- Manages the evening and stays at the Cabana Club throughout the night.
- Manages morning events and makes sure the Cabana Club is cleaned up after the event.
- (Counts as 3 volunteer jobs. Reports to Spirit Coordinator.)
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Championship Shirts and Pins Coordinator:
- The Champs Shirt & Pin Coordinator provides championship shirts and pins to all the teams in the Tri-Valley Swim League.
- Contacts league teams to receive any team logo changes.
- Works with a designer to create the champs. shirt design.
- Sends proposed logo to all league teams for approval.
- Gathers shirt orders from every team.
- Orders shirts for the whole Tri-Valley Swim League.
- Orders matching pins, as above.
- Counts and bags appropriate number of pins for each team and distributes them to team representatives at championships.
- Not personally responsible for selling shirts at champs.
- Tracks individual team orders and leftover items after champs.
- (Counts as 3 jobs.) Reports to Spirit Coordinator.
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Trophies and Awards Coordinator:
- The Trophies and Awards Coordinator organizes all year-end trophies and awards for the Team Awards Ceremony.
- Works with the Team Director and Coaches to ensure all worthy swimmers are identified and awarded.
- Orders medals, trophies, plaques and certificates as necessary.
- Prints certificates and makes sure they are signed by all the coaches prior to the awards night.
- Delivers all awards/certificates to the Awards Night Coordinator prior to the event.
- (Counts as 2 volunteer jobs. Reports to Spirit Coordinator.)
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Awards Night Coordinator:
- The Awards Night Coordinator schedules the Sharks Team Awards Ceremony.
- Publicizes Awards Night and organizes its elements.
- Works with the Snack Bar Czar for any food needs.
- Purchases all necessary supplies and runs the event.
- Sets up and cleans up the facility.
- (Counts as 2 volunteer jobs. Reports to Spirit Coordinator.)
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Coach Gifts Coordinator:
- The Coach Gift Coordinator organizes the gifts for all team coaches, the Team Director and other gifts as deemed necessary.
- Publicizes the team gifts and collects money.
- Designs and purchases the gifts and delivers them to the Awards Night Coordinator.
- Works with the Awards Night coordinator, Coaches and Team Director to identify needs and specify gift-giving.
- (Counts as 2 volunteer jobs. Reports to Spirit Coordinator.)
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Volunteer Jobs at Swim Meets
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MEET TEAM: |
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Set-Up Crew:
- Set-Up Crew volunteers set up a home meet.
- Arrive early before home meets (or hosted 'away' meets): 7:00AM on Saturdays and 3:00PM on Wednesdays.
- Receive assignments from the Set-Up Coordinator and set up all equipment needed for a Swim Meet including, but not limited to, PA system, blocks, lane lines and towels, timers' chairs, announcers table, canopies, etc.
- NOT responsible for the snack bar.
- (We need 3 or 4? Set-Up volunteers per home meet. Counts as 1 volunteer job. Reports to the Set-Up Coordinator.)
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Take-Down Crew:
- Take-Down Crew volunteers "take down" the meet.
- Stay late after home meets.
- Receive assignments from the Take-Down Coordinator and take down/put away all swim meet equipment including, but not limited to the PA system, lane lines and towels, canopies, timers' chairs, etc.
- Take Swim Meet trash to the Cabana Club dumpster.
- NOT responsible for the snack bar.
- Make sure the Cabana Club is restored to normal.
- (We need 3 or 4? Clean-Up volunteers per home meet. Counts as 1 volunteer job. Report to the Take-Down Coordinator.)
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Announcer:
- The Announcer serves as the Voice of the Sharks.
- Emcees home meets by announcing swim events, swimmers' names, lanes, heats and necessary messages over the PA system.
- (We need 1 Announcer per meet. Counts as 2 volunteer jobs. Reports to the Team Director.)
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SCORING TEAM: |
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Timers:
- Timers run stopwatches to time swimmers during each meet.
- Sit at the finish end of the pool and time every swimmer in their lane.
- Work with a Timer from the rival team.
- Write clocked times on a Lane Sheet and gives completed Lane Sheets to the volunteer Runner.
- Attend a "refresher" Timer meeting before each meet begins.
- (We need many Timers at each meet-varies by pool: 10 Timers at home; RH/CSP/Dublin/DP/FAST 12;
- DBAC 16) Each Timer works half a meet. Counts as 1 volunteer job. Reports to Head Timer/Judge.)
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Runners:
- Runners go-between the Timers at the pool and the Scorekeeper at the computer station.
- Check in with the Meet Manager and Scorekeeper at the beginning of shift.
- Collect completed Lane Sheets from the volunteer Timers and turn them in to the volunteer Scorekeeper.
- Collect DQ slips from the Stroke and Turn Judge and turn them in to the Scorekeeper.
- (We need 2 Runners per home meet: each Runner works half a meet. Counts as 1 volunteer job. Reports to the Meet Manager.)
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Stroke and Turn Judge:
- The Stroke and Turn Judge verifies that every swimmer meets league stroke and turn requirements.
- Walks the length of the pool during each swim event, watching the technique of each swimmer in the water.
- Determines when a swimmer should be disqualified, fills out a DQ form and gives it to the volunteer Runner.
- **Knowledge of swimming strokes and turns is required for this volunteer position.
- STJ volunteers must attend a league meeting to review technique and disqualification specifics.
- (We need 2 Stroke & Turn Judges per home meet: each judge works half a meet. Counts as 1 volunteer job. Reports to Head Timer/Judge.)
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Starter:
- The Starter calls the start of every swim heat during home meets.
- Calls out to timers, judges and swimmers to get ready and starts each heat with the horn.
- Determines and indicates when a false start has occurred.
- (We need 1 Starter per home meet: a Starter works the whole meet. Counts as 2 volunteer jobs. Reports to Head Timer/Judge.)
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Scorekeeper:
- The Scorekeeper is responsible for maintaining the score at each meet.
- Sits at a computer station (with a Scorekeeper from the rival team) and receives Lane Sheets from volunteer Runners.
- Enters times for each swimmer into the computer (data entry).
- Works through problems and/or discrepancies through conference with Team Directors and coaches from both teams after the meet ends.
- **Special training is required.
- (We need 2 Scorekeepers per meet: each Scorekeeper works half a meet. Counts as 1 volunteer job. Reports to Meet Manager.)
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SNACK BAR TEAM: |
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Snack Bar Worker:
- Snack Bar Workers feed the multitude through a basic food-for-money system.
- Snack bar workers choose from 3 shifts.
- First Shift: (7:30am-10:30am or 4:00pm-6:45pm for night meets) Before the meet, First shift workers set up the snack bar under the direction of the Snack Bar Czar. Then, they receive money and serve customers when the meet begins.
- Second Shift: (10:30am - end of meet or 6:45pm - end of meet for night meets) Second shift workers finish selling to and serving customers and are responsible for clean up of the snack bar at the end of the meet. Clean up occurs under the direction of the Snack Bar Czar.
- (We need 8 Snack Bar workers per home meet: each SB worker works one shift. Counts as 1 volunteer job. Reports to Snack Bar Czar.)
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The Grill Meister:
- The Grill Meister is responsible for all things Grill.
- Works under the direction of the Snack Bar Czar.
- Starts the BBQ fire and cooks food for the snack bar.
- Works from 10-2 at morning meets and 4:45 to 7:00 at Night meets.
- All Hail the Grill Meister!
- (We need 1 Grill Meister per home meet. Counts as 1 volunteer job. Reports to the Snack Bar Czar.)
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Food Runners:
- The Food Runners bring pre-ordered, prepared foods from local storefronts to the home meets.
- Obtains funds from the Snack Bar Czar for pre-ordered food or drinks from Starbucks, Noah's Bagels, Jamba Juice, Subway, Rigatonis and/or Donut King as directed.
- Receives report time and food assignment from Snack Bar Czar.
- Travel to assigned storefront before the meet begins and purchase pre-ordered food or drinks.
- Transport items to the Cabana Club.
- (We need multiple Food Runners per meet. Each Runner position counts as 1 volunteer job. Reports to the Snack Bar Czar.)
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Ice Runner:
- The Ice Runner provides ice for Saturday home meets.
- Obtains funds from the Snack Bar Czar for ice.
- Purchases ice before the meet begins and transports it to the Cabana Club.
- Checks with the Snack Bar Czar during the meet to see if more ice is needed. Purchases and transports more ice if needed.
- (We need 1 Ice Runner per home meet. Counts as 1 volunteer job. Reports to the Snack Bar Czar.)
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