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| Administration
& Support
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Board of Trustees
The Board of Trustees shall consist of eleven (11) members; eight
(8) of whom shall be voting members elected from the membership at
large, one(1) swim team member, a City and Borough of Juneau Parks
and Recreation designee and the Head Coach.
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Ensure that all volunteer Committees have a coordinator.
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In order for our insurance to be valid, all swimmers, coaches
and meet workers must be registered with USA Swimming. The
Registration Chair will ensure that all swimmers, officials, and
coaches with AK Swimming and USA Swimming. Oversee that all
coaches are current with certifications. Collect dues if
necessary.
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Swim Shop
Maintain a small swim shop that provides the basic needs for
swimmers. Keep inventory and place orders when
necessary. Collect money and work with the treasurer to keep
track of purchases and sales. Create the most fair price on
products, GSC does not profit from swim shop sales. Oversee
orders and sale of team suits.
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The Aqualaps committee is responsible for all aspects of
facilitating the Aqualaps fundraiser for the club. This
includes
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WHEN?
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LONG?
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| Coordinator
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| Fill jobs and make sure
tasks are getting done
| Mid January - Late May
| ~2 hours per week
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| Order pledge forms
| Mid January
| ~ 1 hour
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| Setup and Swimmer
Checkin on Laps Day
| Late April
| ~ 6 hours
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| Weekly email
updates/reminders
| Mid February - Early September
| ~ 1 hour per week
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| Fielding questions,
miscellaneous admin stuff
| Mid February - May
| ~ 1 - 2 hours per week
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| Kickoff article for
Juneau Empire
| Mid February
| ~ 1 -2 hours
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| Thank you letter for
Juneau Empire
| Late April - Early May
| ~ 1 - 2 hours
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| Presentation at annual
awards banquet
| Late May
| ~ 1 hour
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| Fundraising Tables
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| two people needed -
one for town and one for valley
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| Calendar & schedule
fundraising tables
| Early - mid January
| ~ 4 hours
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| Sign up sheets for
fundraising tables
| Mid February
| ~ 2 hours
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| Fundraising table calls,
setup & takedown
| Mid February - Late April
| ~ 3 - 4 hours per week***
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| Corporate Sponsor Tracker
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| Track corporate sponsor
letter requests
| Mid January - late April
| ~ 1 - 2 hours per week
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| Packet Compliation/Distribution
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| Compile packets -
changes to handouts, copying, getting pens, grouping pledge forms,
labels for bags
| Mid - late January
| ~ 8 - 10 hours
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| Packet distribution
| Late January - mid February*
| ~ 1 - 2 hours
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| Pledge Level Prize Coordinator
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| Pledge level prize selection &
board preparation
| Late January - mid February**
| ~ 6 - 8 hours
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| Pledge level prize
ordering & distribution
| Early May
| ~ 6 - 8 hours
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| Weekly Prize Coordinator
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| Weekly prize
solicitation, collection & thank yous
| Late January - mid February
| ~ 8 hours
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| Weekly prize awards
| Mid February - Late April
| ~ 1 hour per week
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| Pledge Collector **at least 6 people needed - ideally to cover
all practice times
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| Pledge collection
| Mid February - Late April
| ~ 10 hours per week
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| Pledge collection &
reconciliation on Laps Day
| Late April
| ~ 8 hours
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| Pledge Entry/Billing
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| Pledge entry &
reconciliation
| Mid February - Late April
| ~ 4 - 6 hours per week
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| Deposit preparation
| Mid February - Late September
| ~ .5 - 3 hours per week
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| Pledge entry &
reconciliation for Laps Day
| Late April
| ~ 10 - 12 hours
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| Billing #1 - printing,
stuffing, mailing
| Late April - Early May
| ~ 4 - 6 hours
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| Processing payments
| Early May - Late September
| ~ 1 - 2 hours per week
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| Billing #2 - printing,
stuffing, mailing
| Early June
| ~ 3 - 4 hours
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| Billing #3 - printing,
stuffing, mailing
| Early July
| ~ 2 - 3 hours
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Act as the contact for the gaming department. Oversee
that all forms, applications, and moneys are spend in legal
ways.
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The fundraising committee is tasked with raising additional
funds for wish list items, such as, equipment, travel costs, and
scholarships. The committee meets approximately once a month,
but more often when planning an event. The committee wishes to
limit the need for kids to go door-to-door. The coach has
expressed a desire to use any fundraising activities to generate
team building. Committee sees three areas of fundraising, 1)
large events, 2) selling products or services 3)
awards/grants/donations.
Raising money requires spending money. The committee has
been authorized a budget item of $500 with the expectation that
they will raise approximately $3000 each year.
The committee has approval to go ahead with in-kind
negotiations in the name of GSC for future fundraising
projects. Examples: venues, prizes, cooperative
agreements If in-kind donations are equivalent to $500 or more
than sponsor would be recognized the same as all other corporate
sponsors.
The committee will work with the current the GSC Board member,
in charge of Corporate Sponsors, to coordinate contact with
business for grant request, in-kind donations and corporate
sponsorship. A representative of the committee will attend the
GSC Board meetings to give a report of committee activities.
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Awards Banquet
Coordinates the annual
awards banquet
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Organize and oversee all team events w/head coach, including
but not limited to the Annual Banquet, Family Fun Night, Christmas
Party, Pumpkin Carving, etc. Solicit volunteers or donations
if needed. Make flyers to advertise the event.
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Maintain and up to date, active website.
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Publish a newsletter in May, September, December. The
newsletter should contain Squad reports and team information,
general Club information, upcoming events, and meet/record
results. Must gather reports, articles and pictures from coaches,
GSC board, other committees and club families. Make sure to the
Board members, Committee Chairman and Corporate Sponsor lists are
included and accurate.
The newsletter is created using Microsoft Publisher and a copy of
the file is created to a PDF File to be given to the webmaster and
posted on the GSC Website. Xerox copies of the newsletter are
placed in each swimmer’s folder. You may also bring
copies to the banquet or party that is close to publishing
date. Additionally, stamp and mail the newsletters to all
corporate sponsors.
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Meet
Management
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Finalize meet invitation and sanction for all home meets and
time trials. Oversee that all meet positions are filled and
meets runs properly.
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Head official will ensure that all positions are filled for
all time trials and home swim meets. Will also set up at least
one clinic each year to train new officials.
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Set up and clean up meet equipment, including lane lines,
timing pads, scoring consol, etc. Check equipment to make
sure it is working order. Recommend to board when new
equipment is needed.
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Head Timer & Lane
Timers Head timer will post timer sign ups and/or
get timers at meets and time trials if necessary. Act as or
find a head timer for all meets, and run a timers meeting before
each meet session to make sure all timers know their
responsibilities.
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Orders & distributes awards for meets
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Organize donations and provide hospitality for meet officials
and coaches.
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Run concessions with help, also keep track of what sells to
prepare for future meets.
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Create lists of who is on the team, get mileage numbers, be
sure permission slips are on file, know whether membership fee is
paid or just trial membership is paid. Send out flyer on cost and
trip information and be at signups. Work with Robyn who is the
chaperone housing coordinator. Give her the list of who is going
and what housing request they have, and if there are any special
travel needs. Work with Robyn on who the chaperones will be and be
sure they are on your list for travel. Work with Scott on what
coaches are going and that all swimmers signed up have an event
card.
Send completed travel spreadsheets to Mary so she can
reconcile travel trips. At present I have 4 full years of
travel sign ups sheets
Rent vans or cars in all towns in Alaska but SE
Rent hotels in all towns in Alaska, ask for the Manager or
Sales rep and get group discounts, pay for the hotels for coaches
and chaperones with Visa and hold other rooms for swim families
under GSC and let swim families know what number they should call
to reserve a room.
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Contact Andrew Ogilvie The sales rep for Alaska Airlines in
Anchorage 907-266-7200 to set up a fare agreement every
August.
Set up reservations with Group Desk 1-800-445-4435
Give them your dates and amount of seats you want and give
them your fare agreement number. Depending on your fare agreement
the current one…. I email them the list of names two weeks
before travel with our Visa number and mileage numbers, and release
any extra seats you have. I am in contact with the group desk
for better fares and checking on line for sales through out the
year.
Contact at the ferry is Brent 465-2081 for trip back for
Petersburg and to and from Haines.
Be sure there is space on the Visa talk to Mary.
Be sure to use the $100 companion pass each year.
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1.
Attend sign ups to help w/travel coordinator if possible
2.
Organize housing requests and transportation needs to host team
housing coordinator (including to and from airport/ferry
terminal)
3.
For home meets, contact parents to arrange housing and
transportation for visiting swimmers. Work with chaperones and
coaches to connect kids with their housing parents at the
pool.
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1.
Post chaperone sign up sheet at pool one week before sign ups
2.
Notifies selected chaperones
3.
Creates chaperone binder
4.
Chaperone meeting 4-5 days prior to leaving for meet.
5.
Deliver meet fees and ferry/air tickets to head chaperone
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