Volunteer Positions

The team is run almost entirely by volunteers. The only individuals who receive compensation for their services are the coaches; all other roles are performed by volunteers. That is why it is critical that parents get involved and volunteer to perform any of the roles described below. We expect at least one parent of every family to volunteer for the team. During registration, parents will have the chance to express which is their first, second and third preferred role for which to volunteer. With this information the team will assign volunteers for each role.

 

Swim-a-thon Coordinator
Description & Activities Responsible for all the activities related with organizing the Swim-a-thon event.

  • Interaction with Swim Ontario to setup the website for the event
  • Attending Webinar to understand how the fundraiser works
  • Sends communication to all parents regarding the fundraiser
  • Interact with the coaches to set the Swim-a-thon event
Time commitment 14 hours aprox.
Period September to March
Team Apparel Coordinator
Description & Activities Responsible for ordering and distributing the apparel for the team.

  • Interact with Apparel vendor(s) to place orders and pick up  the merchandise.
  • Send communication to parents for new orders
  • Collect money from parents for each order
  • Distribute  apparel to the swimmers/parents
  • Maintain inventory of apparel
  • Interact with board members to report on activities
Time commitment 80 hours aprox. Requires some availability through working hours.
Period September to June. We place  about 4 orders through the year (September, November ,  February  and April)
Club Swimming Officials Chair Person
Description & Activities Responsible for coordinating Official training and certification for the team

  • Interact with Swim Ontario and OSOA (Ontario Swimming Official association)
  • Communicate with Parents regarding their participation as officials
  • Maintaining  a list of  Swimming Officials for the team
Time commitment 40 hours aprox.
Period September to June
Fun Meet Food Coordinator
Description & Activities Responsible for providing food and drinks for fun meets.

  • Interact with the coaches to know on what day(s) the fun meets will happen.
  • Order the  food for the event
  • Pick-up /receive food on the day of the event
  • Organize distribution of food to swimmers and parents
Time commitment 2 hours aprox. per meet
Period September to June. There are usually  2 fun meets per Entry Session, for a total of 4 fun meets in the season.
Fun Meet Prizes Coordinator
Description & Activities Responsible for providing prizes for fun meets.

  • Interact with the coaches to know on what day(s) the fun meets will happen.
  • Purchase prizes for the meet
  • Distribute  prizes on the day of the event
Time commitment 2 hours aprox. per meet
Period September to June. There are usually  2 fun meets per Entry Session, for a total of 4 fun meets in the season.
Fun Meet Official
Description & Activities  Responsible for officiating during fun meets  as timer.

  • Interact with the coaches to know on what day(s) the fun meets will happen.
  • Attend  training for officials (usually just before the  meet)
  • Officiate during the fun meet
Time commitment 2 hours aprox.
Period September to June. There are usually  2 fun meets per Entry Session, for a total of 4 fun meets in the season.
Event Coordinator
Description & Activities  Responsible for coordinating one of the events organized by the team.

  • Send communication to parents regarding the event (Meet &Greet, Christmas, end year)
  • Make reservations and secure an appropriate venue for the event
  • Recruit more volunteers as needed
  • Select and purchase the food for the event
  • Pick up the food and other supplies
  • Organize  event room
  • Coordinate serving of food
  • Coordinate the clean up of the venue after the event
Time commitment  10-12 hours aprox. per event. Requires minimum availability through working hours.
Period  September to June. The team organizes the following events: Meet & Greet (Oct), AGM (Nov), Christmas Party (Dec), Year End Party (Jun)
Town Grant Coordinator
Description & Activities Responsible for preparing and submitting the town grant application documentation.

  • Interact with the town to understand when the deadlines for the grants are.
  • Review requirements for the grant
  • Prepare and submit the grant application
Time commitment  20-30 hours aprox.
Period  2nd semester in the season
Division III Logistics Coordinator (Hotel, Food)
Description & Activities Responsible for coordinating the logistics for the team participation in Division III

  • Hold meetings with parents to plan activities
  • Recruit more volunteers
  • Make hotel reservations
  • Plan meals
  • Buy/Prepare meals
  • Secure a suitable room for delivering the meals
Time commitment 40 hours aprox. Requires some availability through working hours.
Period  October to December
Board Member at Large
Description & Activities Supports the board by providing feedback and taking care of small action items.

  • Attend board meetings
  • Provide feedback
  • Execute small action items
Time commitment 2-3 hours per month
Period October to June (the board meets once per month)
Secretary
Description & Activities As member of the board this position:

  • Creates agendas for board meeting
  • Attends board meetings
  • Produce board meeting minutes
  • Takes care of making phone calls as necessary during the day
  • Serves as a liaison with the town and E.C. Drury
Time commitment Up to 12 hours per month aprox. Requires availability through working hours.
Period October to June (the board meets once per month)
Sponsorship Coordinator
Description & Activities Responsible for identifying and contacting possible team sponsors to close sponsorship deals with them.

  • Meet with the board to define a sponsorship strategy
  • Create the required sponsorship documentation
  • Recruit more volunteers as needed
  • Meet with possible sponsors
  • Report progress to the board
Time commitment 10 hours per month aprox. Requires availability through working hours.
Period October to June