Volunteer Descriptions
Volunteer Descriptions Cont…
Each parent in the family is required to commit to at least 5 units of time during the
season. Two parents = 10 units. Your registration will not be accepted without your
volunteer commitment. In addition to your volunteer commitment each family is
required to sign up for two baking commitments. Baking commitments can be for
home meets and/or Friday Donuts. We can’t run this team without your support.
We appreciate you giving your time to make this a great team. Thank You!
President Responsibilities (10 units) Fundraising Pop machine (10 units)
Approve budget and oversee committees Responsible for keeping pop machine filled
Determine Swimming Fees and hire coaches throughout the summer and track profits.
Compile KGR operating plan Deliver deposits to the bookkeeper.
Schedule and run meetings Fundraising Ice Cream (10 units)
Create season calendar and schedule Inventory and stock ice cream throughout the
Create Team Handbook to provide at registration summer and track profits.
Coordinate with Senior Swimmers to assign Big Deliver deposits to the bookkeeper
Buddies for all 8 & under swimmers Fundraising Concessions Leader (10 units)
Midlakes Parent Representative from KGR Determine Menu and pricing
Provide the coaches with the scores from each Purchase all food and paper goods needed
Midlakes team in our division after each meet Maintain accurate records
Provide our scores to each team in our division Responsible for setup and clean up
after each meet Oversee snack bar at each home meet
Work with coaches to register all A swimmers for Check volunteer schedule and recruit volunteers if
the A champs necessary.
Coordinate post season volunteers as necessary Concession Food Preparation (10 units)
Bookkeeper (10 units) Prep food for concessions for each home meet, cook
Work with Registration to collect all fees chicken, prepare lettuce, slice tomatoes and onions
Set up payment arrangements and collections when Newsletter (10 units)
needed Design, layout and print newsletter
Access to computer program to track payments and Communicate/collaborate with the President and
budget coaches for content
Keep records of all purchases Make copies and work within budget
Approve all purchases according to budget Distribute to each swimmers mailbox.
Write checks & maintain checking account Email a copy to the President
Maintain payroll & taxes Display copy of newsletter on bulletin board
Volunteer Coordinator (10 units) Scorekeeping (10 units)
Update volunteer sheets before registration, if Able to run scoring program during meet there is
necessary training by Midlakes on the HyTek Meet Manager
Print and mount volunteer sheets on bright poster software.
board Train new volunteers
Attend registration to assist parents in signing up Check volunteer schedule and help recruit
for volunteer positions before they register. volunteers if necessary.
Registration Leader (10 units) Telephone Committee (5 units)
Conduct registration, collect forms and process fees Make weekly reminder calls to those who signed
Work with Treasurer to process fees up on the Baking Schedule
Compile roster for the handbook addendum Make weekly reminder calls to those who signed
including phone numbers and e-mail addresses up to bring Friday Treats
Compile comprehensive registration report to give Recruit any other volunteers as necessary
to the HOA Representative and President. Flapjack Friday Leader (5 units)
Maintain registration information throughout Make pancakes at morning workouts, get
season volunteers as necessary
Recruit any other volunteers as necessary
Volunteer Descriptions Cont…
Pizza Party Leader (5 units) T-Shirts (2 units)
Collect orders, order pizza and soda, clean up In early April Design T-shirts and other logo items
Camp Out Leader (5 units) for this season
Work with HOA rep to determine requirements, Create order forms and give to President in April so
make flyers, plan meals and activities, recruit they can be included in the handbook.
volunteers as necessary. Collect order forms and place the order
Camp Out Chaperones and Volunteers (5 units) Distribute the items when the order arrives
Various two hour shifts, staying up all night. Wild Waves (2 units)
Team Handbook Addendum (5 units) Collect order forms and place the order
Work with registration to get the roster Distribute the tickets
Gather information from volunteer coordinator for Awards Banquet (2 units)
the volunteer positions. Decide menu and make a plan for supplies needed
Be sure to print the map to the away pool on the Create and distribute informational flyers
back of each volunteer page for each away meet. Make sure information is given to Newsletter
Deliver and pick up from printer, make 20 extra Coaches Gift (2 units)
copies. Work within budget. Determine type and cost of coaches gift working
Distribute handbook addendum to each swimmers within budget
folder before the first meet. Purchase gift and present to coaches at team
Trophies (5 units) banquet
Work with coaches and team president to Home Owners Association (HOA) Parent Rep (2 units)
determine numbers and types of trophies & plaques Communicate with Homeowner’s association as
Price and purchase trophies working within needed
designated budget Work with Bookkeeper regarding payroll taxes to
Inspect all trophies and deliver to Award Banquet assist make sure they are paid to HOA on time
coaches in handing out trophies Head Timer (1 unit each meet)
Team Photos (4 units) Bring the stop watches to and from each meet.
In early April call photographer and schedule Check to be sure the watches are all in working
dates and times order
Give the order forms to the President to include in Provied timer training 15 minutes before the meet
the handbook Check volunteer schedule and recruit volunteers if
Notify newsletter coordinator of date and time of necessary.
team picture Starters, Stroke & Turn Judges (1 unit each ½ of a meet)
Set up pool area, supervise photo shoot, and Attend all required meetings & trainings, Midlakes
distribute photos during team banquet provides training generally in early June.
For individual photo’s priority should go to those Arrive early to meets to assist and confirm the
who have baseball games first, then by age. facility is set up properly
Registration Helpers (2 units) Supervise or attend mandatory meeting 15 minutes
Attend registration and help collect forms before the meet
Volunteer Coordinator Helpers (2 units) Check and confirm equipment is working properly
Attend registration and help parents sign up for notify the President if there is a problem.
duties. Check volunteer schedule and help recruit
Pizza Party Helpers (2 units) volunteers if necessary.
Serve Pizza and Pop, help clean up.
Swim Suits (2 units)
End of this season and early in April
At the end of this season meet with senior
swimmers to choose a team suit for the following
year. (if our suits are no longer available)
Coordinate with team Presidents and Sylvia’s to
schedule swim suit sales generally the 2nd week of
practice.
Volunteer Descriptions Cont…
Announcers (1 unit each ½ of a meet) Baking Commitments 2 per season, per family
Arrive early to meets to assist and confirm the Bake brownies, rice krispie treats, chocolate chip
facility is set up properly bar cookies, or potatoes
Review the outline and if you have any concerns be Or bring Donuts to Friday Workouts
sure to ask for assistance.
Check volunteer schedule and help recruit
volunteers if necessary.
Facilities (1 unit each ½ of a meet) Volunteer Descriptions
Set Up and Take Down for each home meet
Each parent in the family is
Check the Starting Buzzer and AP System are in
good working order. required to commit to at least
Rope off pool deck for stroke & turn judges 5 units of time during the
Set up seating for Coaches season. Two parents = 10
Set up and take down announcers and scorekeepers units. Your registration will
tables
not be accepted without your
Assist with Concession set-up
Check volunteer schedule and help recruit volunteer commitment. In
volunteers if necessary. addition to your volunteer
Ribbons (1 unit each ½ of a meet) commitment each family is
Inventory, price, and purchase ribbons, labels and required to sign up for two
any other supplies necessary.
baking commitments. Baking
Work within designated budget
At each home meet, set up and put away ribbons. commitments can be for home
Check volunteer schedule and recruit volunteers if meets and/or Friday Donuts.
necessary. We can’t run this team
Team Parent (1 unit each ½ of a meet) without your support. We
Check in all swimmers before their heat
appreciate you giving your
Supervise line-up of all participants according to
heat sheets time to make this a great team.
Check volunteer schedule and recruit volunteers if Thank You!
necessary.
Timer (1 unit each ½ of a meet)
Arrive 15 minutes early for manditory meeting
Confirm swimmer is the same as name on time card
Time each race, record time on time cards
Card Runners (1 unit each ½ of a meet)
Collect cards from the timers and deliver to the
scorekeeper.
Scorekeeper Helper (1 unit each ½ of a meet)
Read time cards to the scorekeeper.
Ice Cream Sales (1 unit each ½ of a meet)
Sell Ice Cream from pool office
R o y a l s!GO
Concessions Helper (1 unit each ½ of a meet)
Work the concessions booth.
Duties vary based on what shift you sign up for.