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DYNAMO PARENTS PARTICIPATION POINTS

and

VOLUNTEERS JOB DESCRIPTIONS

 

 

The Dynamo Swim Club will be using a point and deposit system for parent volunteer hours. This system ensures that we have enough volunteers to run the Club, our swim meets and other events, and also helps us reciprocate other clubs’ help in running our meets

This is how it works:

A volunteer deposit is collected at registration, usually by way of a onetime payment with credit card or cheque.

  • Each time you volunteer, please record your hours on the Parent Participation Point Form. The Form must be signed by either Lidia, Steve or by a DYNAMO Board member to verify that you have volunteered. The Club does not keep records of when members volunteer.
  • The number of points allocated to each volunteer job or task is listed below. Please note that this list is not exhaustive and there may be other ways you can help the Club for which you will receive Parent Participation Points.
  • If you have more than one swimmer in the Club (e.g. in SWIM SCHOOL, REGIONAL and PROVINCIAL), you don’t have to earn volunteer points for both swimmers. PPP requirements are based on the child in the higher group (e.g. in the above case it would be the PROVINCIAL).
  • DYNAMO hosts a swim meet in April at BONSOR POOL and 50 percent of points must be earned at this meet (see below).  This will generate a $250.00 refund. We need a large number of volunteers to run our meets, and everyone in the Club is expected to help out.
  • When you earn the remaining 50 percent of points at away swim meets you will generate the remaining $250.00 refund.  To be eligible for this refund you must have worked at our host swim meet in April.
  • Hand in the signed form to the PPP Coordinator prior to July 1, 2019 at the end of the season.
  • If the points required for your child’s training group have been claimed and verified on your form submitted by July 1, 2019 Dynamo will REFUND your full PPP deposit.  If we do not receive your form by the deadline (the Club does not keep records of when members volunteer), or if you have not earned sufficient points for either our home or away swim meets, your fundraising deposit will be forfeited to Dynamo Swim Club.
  • There will be no partial refunds. 
  • Parent Participation Points earned do not carry forward to the next season.

Parent’s Name (please print) _______________________

Parent’s Signature _________________ Date __________

 

 

 

 

 

Points Required (by Training Group):

Group

Points
(not including DYNA meets)

DYNA Meet Points
(minimum)

TOTAL
(minimum)

Regional B

16

16

32

Regional A

16

16

32

Provincial AA

16

16

32

Provincial AAA

24

16

40

Youth National

32

16

48

 

 

 

 

       
       
       
       
 

 

Volunteer Jobs and Point Allocations:

DYNA Meeting (group, club) Attendee

1 per meeting

DYNA AGM Attendee

3 per meeting

Timer/Concession/Food Server at Meet

4 per session

Stroke & Turn Official

4 per session

Chief Timer, Electronics, Clerk of the Course

4 per session

Starter, Referee

10 per session

Meet Manager

30 per meet

Club President

40 per season

Club Vice President

30 per season

Club Secretary

30 per season

Club Treasurer

30 per season

Equipment Manager

20 per season

Officials Clinic Attendee

3 per clinic

Officials Coordinator (COD)

20 per season

 

** Board Members must perform the required job and attend the AGM and at least 80% of Board meetings during the season to earn the allocated points. Board Meetings are held approximately once a month.

NOTE: this list is not exhaustive; parent participation points are available for other volunteer jobs.

KEY VOLUNTEER JOB DESCRIPTIONS

The PRESIDENT

  • is the Chief Executive Officer and presides at all Board and General Meetings;
  • works closely with the Director of Swimming and the Board to identify and implement the goals, directions, and policies of the Club;
  • acts always in the best interests of the Club and its membership as identified by the Board in consultation with the Director of Swimming;
  • is the official spokesperson of the Club and the Club’s official representative;
  • performs all duties required for the position and as may be assigned by the Director of Swimming and Board;
  • is an ex-officio member of all Club committees;

 

The VICE-PRESIDENT

  • assists the President and performs all duties of the President when the President is absent;
  • strikes and monitors all Club committees;
  • is responsible for keeping all Club insurance policies in good standing;
  • is responsible for ensuring the compliance of the Club with all municipal, provincial, and federal laws and regulations, as well as all reporting requirements.

 

The SECRETARY

  • is responsible for taking and producing the minutes of the Board and General Meetings, and distributing them to the Board Members within 14 days of the meeting;
  • assembles the agenda and distributes it to all Board Members prior to a Board Meeting;
  • is responsible for collecting all Board directed correspondence and keeping files as directed by the Board of Directors;
  • is responsible for distributing Board Communications to the members;
  • is responsible for filing the Annual Report with the Registrar of Companies within 14 days of the Annual General Meeting.

The Treasurer

  • Responsible to prepare the Direct Funding Report each year.
  • Prepares the Annual Gaming Summary Report each year.
  • Presents the financial report and budget at the AGM.
  • Presents bank statements and reconciles with annual budget sheet.
  • Will work with the Club General Manager to obtain all necessary information.

 

The Club General Manager

  • Ensures the collection of all funds obtained from the membership for swim fees, insurance, membership fees, fundraising fees, swim meets etc.
  • Reconciles all swim fees with the Team Unify monthly billing simulation report.
  • Justifies any refunds and applies when required.
  • Updates the CRA remittance report spreadsheet for the coach payroll CPP and EI contributions, then makes the payment.  This is done on a monthly basis.
  • Assists parents with registration when requested.
  • Replies to most of the club’s emails.
  • Deals with most of the club’s correspondence via email and phone.
  • Updates Team Unify on a daily basis.
  • Responsible for building and entering all the Team Unify background data.
  • Use CH Financial to verify all credit card transactions when required.
  • Prepare the annual Financial Summary Report and send to Gaming.
  • Prepare the annual Direct Funding application and send to Gaming.
  • Prepares Annual Invoices for clients requesting a receipt for their tax returns.
  • Updates the Swim BC website data base on a weekly basis.  Enters all new registrations, generates invoice and makes payment.  Deals with all transfers in and out of the club.
  • Deals directly with the Burnaby and Surrey Parks and Rec staff.  Issues include negotiating for pool contracts, responding to pool manager requests, coaches training, complaints, use of city equipment, etc. 
  • Co-signer for all cheques issued by Dynamo Swim Club.
  •  Performs the duties of PARENT PARTICIPATION POINT COORDINATOR that includes:
  • advising parents on the requirements of the Parent Participation Point (PPP) system;
  • communicates deadlines to and collects PPP reporting forms from parents;
  • creates and maintains accurate records of parent participation points attained;
  • provides reports to the Treasurer and the Board twice annually on the point status of all member families.
  • ensures compliance with Swim BC, SNC, MSABC, and Tri BC registration and payment requirements.
  • As the OFFICIALS COORDINATOR (COD):
  • Responsible for overseeing the training of DYNA parents as officials (e.g. timers, stroke and turn officials, clerks of the course, referees) for swim meets, including organizing officials’ clinics for the training of DYNA parents, and
  • informing DYNA parents of officials’ clinics hosted by other clubs, in order to build the base of trained officials within the Club;
  • maintains a roster of Club parents listing each parent’s swim official status;
  • works with the Meet Manager in organizing officials for all DYNA-hosted meets;
  • recruits, organizes and schedules all DYNA officials for non-DYNA meets;
  • acts as the Club’s LMR Representative and COD at monthly Lower Mainland Region Meetings, and reports to the Board on LMR proceedings and developments.
  • Reports to Dynamo Swim Club’s ROD

 

 

The MEET MANAGER

  • is responsible for all the organizational details of a DYNA-hosted swim meet, including having the necessary equipment and personnel available during the meet;
  • works with the Officials Coordinator to ensure the necessary meet officials are available during the meet;
  • is responsible for the dissemination of all meet information and forms;
  • ensures that the preparation of sanction applications, entry lists, heat sheets, and results are completed on time;
  • coordinates the set up and take down of the meet and meet equipment;
  • does everything that needs to be done to ensure a successful meet;
  • Must have attended a Meet Manager clinic.

The FUNDRAISING COORDINATOR

  • Works with the Board to identify, organize, and implement fundraising activities to assist the Club in controlling fee levels and to provide members with options for achieving their mandatory fundraising requirements;
  • Works with and acts as a resource person for the individual fundraising event coordinators, including assisting with the recruitment of volunteers and the collection and recording of funds raised;
  • Reports to the Treasurer on a monthly basis or as required.
 

 

 

 

 
 

ENTERING MEETS, MEET ENTRY FEES AND COSTS, MEET ENTRY FEE DEPOSITS

FAQs and CLUB POLICY

What are Meet Consent Forms?

When a Swim Meet or competition appropriate to a swimmer and/or his group is approaching, the coach will email the parents or to the swimmer, the required information regarding the Meet, such as date and place, and possibly the estimated cost of attending the Meet, and a deadline for returning the email with their consent.

Once a parent has provided consent that states their swimmer will attend the Meet, or has communicated their consent by email to the coach, the parent is responsible for any and all meet entry fees, travel and management costs related to the swimmer and that meet.

What and how much are Meet Entry Fees?

In order to enter a swimmer in a Swim Meet, DYNAMO (the “Club”) pays to the host of the Meet a meet entry fee for each swimmer.

The amount of the meet entry fee varies, and may be a fixed amount for the whole Meet, or may be calculated per individual event entered. In addition to the meet entry fees the meet host will also add a surcharge which usually ranges between $4 - $8 per swimmer. The surcharge covers the fees paid by the host to Swim BC or an equivalent body, plus any facility surcharges that may apply. The entry fees for each Meet are set out in the Meet Package for the Meet, which is usually posted on the bulletin board at the pool or on our website prior to the Meet.

In addition to the entry fees for individual events, the Club pays to the host of the Meet entry fees per Club relay team entered in the Meet.

What is the Meet Entry Fee Deposit?

The Meet Entry Fee Deposit is an estimate of the entry fees that each swimmer will incur when participating in swim meets during the course of the season.

The amount of the Meet Entry Fee Deposit varies by the level of the swimmer and the group the swimmer trains with.

All payments must be made in full by the scratch deadline.  Payments can be made by credit card online or by cheese or cash.

How are the Meet Fees Charged and Recorded?

The Club maintains a Meet Entry Fee Account for each swimmer which details the Meet Entry Fees expended by the swimmer at each Meet.

Upon request by a parent, the Club will provide the parent with a copy of a swimmer’s Meet Entry Fee Account.

How are travel expenses and management fees for “away” meets paid for and when?

Travel expenses and management fees for away meets (outside the Lower Mainland Region) are paid for by the swimmer/parents separately, prior to departure, and on a meet by meet basis.

 

 

What extra costs are involved in going to an “away” meet?

In addition to meet entry fees, when a swimmer attends an away meet and travels with the team, the swimmer must pay for travel costs and management fees.

An estimate of the travel costs and management fees will be provided by the coach and must be paid in full by the deadline established by the coach and prior to travel commencing.

What is included in travel costs?

Travel costs payable by the swimmer travelling with the team include the swimmer’s airfare, ferry or other transportation expenses (as applicable), plus a pro-rata share of the hotel, ground transportation, management costs, food and any other travel-related costs incurred by the team.

What are management fees?

Management fees are payable by swimmers attending any Meets outside the Lower Mainland Region, whether or not the swimmer will be travelling with the team, and must be paid in full by the deadline established by the coach, and before attending the Meet.

The management fees payable include, as applicable, a pro-rata share of:

  • the per diem allowances paid to the coaches attending the Meet (between $25 and $50 per day per coach, depending on the location and nature of the Meet);
  • the airfare or other transportation expenses of the coaches and chaperones attending the Meet;
  • the hotel or other accommodation expenses of the coaches and chaperones attending the Meet;
  • the per diem allowances paid to the chaperones attending the Meet; and
  • any other reasonable meet-related expenses incurred by the coaches and chaperones.

What happens if my swimmer is entered and then becomes sick or injured?

In most cases, if a swimmer becomes ill or is injured after having been entered in a Meet, the meet host will refund the meet entry fees, but only if a signed letter from the swimmer’s doctor is provided to the meet host before, during, or immediately following the Meet. If the Club receives the refund of the meet entry fees, the amount of the refund will be credited to the swimmer’s Meet Entry Fee Account. The coach must be notified as soon as possible if a swimmer is unable to attend for these reasons.

If a swimmer is unable to attend an away meet due to sickness or injury after having consented to participate in the Meet, the swimmer and parents remain liable to the Club for any costs that are non-refundable, including the swimmer’s airfare if applicable, as well as the swimmer’s pro-rata share of the ground transportation costs and management fees

 

DYNAMO Anti-Bullying Policy


The DYNAMO Swim Club is committed to providing a caring, friendly and safe environment for all of our members so they can swim in a relaxed and secure atmosphere.

Bullying of any kind is unacceptable at our club. If bullying does occur, all swimmers or parents

should be able to tell and know that incidents will be dealt with promptly and effectively. We are a TELLING club. This means that anyone who knows that bullying is happening is expected to tell a coach or any Board member.


What Is Bullying?

Bullying is the use of aggression with the intention of hurting another person. Bullying results in pain and distress to the victim.

Bullying can be:

Emotional-being unfriendly, excluding (emotionally and physically), sending hurtful text messages, tormenting, (e.g. hiding goggles/floats, threatening gestures)

Physical-pushing, kicking, hitting, punching or any use of violence

Racist-racial taunts, graffiti, gestures

Sexual-unwanted physical contact or sexually abusive comments

Homophobic. because of, or focusing on the issue of sexuality

Verbal-name-calling, sarcasm, spreading rumors, teasing

Why is it Important to Respond to Bullying?

Bullying hurts.

No one deserves to be a victim of bullying.

Everybody has the right to be treated with respect.

Swimmers who are bullying need to learn different ways of behaving.

At DYNAMO we have a responsibility to respond promptly and effectively to issues of bullying.


Objectives of this Policy

All Board members and coaches, swimmers and parents should have an understanding of what bullying is.

All Board members and coaching staff should know what the club policy is on bullying, and follow it when bullying is reported.

All swimmers and parents should know what the club policy is on bullying. and what they should do if bullying arises.

At DYNAMO we take bullying seriously. Swimmers and parents should be assured that they would be supported when bullying is reported.

Bullying will not be tolerated.


Signs and symptoms

A child may indicate by signs or behavior that he or she is being bullied. Adults should be aware of these possible signs and that they should investigate if a child:

Say she is being bullied

Is unwilling to go to club sessions

Becomes withdrawn anxious, or lacking in confidence

Feels ill before training sessions

Comes home with clothes torn or swimming equipment damaged

Has possessions go "missing"

Asks for money or starts stealing money (to pay bully)

Has unexplained cuts or bruises

Is frightened to say what's wrong. Gives improbable excuses for any of the above

In more extreme cases:

Starts stuttering

Cries themselves to sleep at night or has nightmares

Becomes aggressive, disruptive or unreasonable

Is bullying other children or siblings

Stop seating

Attempts or threatens suicide or runs away

These signs and behaviors may indicate other problems, but bullying should be considered a possibility and should be investigated.

Procedures

1. Report bullying incidents to a coach or a member of the Board;

2. Parents will be informed and will be asked to come in to a meeting to discuss the problem

3. If necessary and appropriate, police will be consulted

4. The bullying behavior or threats of bullying must be investigated and the bullying stopped quickly

5. An attempt will be made to help the bully (bullies) change their behavior

7. If mediation fails and the bullying is seen to continue the club will initiate disciplinary action which may include removal of the bully or bullies from the club

The Dynamo Swim Club operates on a seasonal basis from September to July of the next year. Staffing and budgeting decisions are based on the whole season. In order to help our members, the club has divided training fees into 11 monthly

payments. All fees are calculated from the 1st of the month and all training fee cheques are to be dated the 1st of the month. Please make all cheques payable to DYNAMO Swim Club.

Any fees owed to the club must be paid within ten days of official notice from the Treasurer. If the swimmer fails to do so, the club has the right to suspend his/her privilege to attend practices.

Note: When a swimmer moves up to a higher-levelled group, the training fee and volunteer points are changed accordingly

Refund Policy: Because we must commit to our coaches for the entire season, it is expected that swimmers also commit to stay with the club for an entire season.

If a swimmer intends to withdraw from the club, 30-day written notice must be given in writing to the Administrator. Only monthly training fees for any time 30 days after the written notice of withdrawal are refundable. The first month’s training fees are non-refundable. Club membership/registration and Swim BC membership fees are non-refundable. It is expected that any written notice will be given on or before the 1st of the month and will expire at the end of that month (e.g. a notice given on the 1st of October will expire at the end of October, and any refunds of monthly fees will affect November and not October). Volunteer Deposit Refund will be subject to 3 months’ penalty clause as per PPP rules and guidelines (clause no.10).

Illness and injury: The Board will consider a refund of training fee for absences 30 days or greater due to injury or sickness. A medical certificate must be provided for consideration.

A $25.00 administrative fee will be withheld from all registration refunds and $10 will be charged for each NSF cheese.

Missed practices: family vacations do not qualify for refund unless they are to be considered as a withdrawal from the club.

Note: If you do withdraw your child from the club, their place in the club cannot be held and may be filled by another swimmer.

Reactivation of account after leave of absence: If there are vacancies and your child can be placed in his/her former group, your account can be reactivated. The reactivation charge is $30 per swimmer or $50 per family.

Policy:

Refund Policy:

Starting September 19th, 2016, Make Up classes will be allowed but the parent must first get approval from the Club General Manager and the makeup lesson must be made within 2 weeks.  There will be no accumulation of makeup classes beyond 2 weeks from the missed lesson.

If a swimmer intends to withdraw from the club, 30-day written notice must be given in writing to the Club General Manager. Only monthly training fees for any time 30 days after the written notice of withdrawal are refundable. The first month’s training fees are non-refundable. Club membership/registration and Swim BC membership fees are non-refundable.

It is expected that any written notice will be dated for the 1st of the month the notice is given, and will expire at the end of that month (e.g. a notice given on the 1st of October will expire at the end of October, and any refunds of monthly fees will affect November and not October

Illness and injury: The Board will consider a refund of training fee for absences 30 days or greater due to injury or sickness.  A medical certificate must be provided for consideration. A $25.00 administrative fee will be withheld from all registration refunds and $10 will be charged for each NSF cheese.

Reactivation of account after leave of absence: If there are vacancies and your child can have placed in his/her former group, your account can be reactivated. Reactivation charge is $30 per swimmer or $50 per family.

I, _______________________, acknowledge that I have read the Parents Code of Conduct and agree to abide by it at all times.

I, ________________________, acknowledge that I have read the Swimmers Code of Conduct and agree to abide by it at all times.

Fair Play Code of Conduct for Dynamo Parents

Children enrolled in the Dynamo Swim Club participate in the program for fun, exercise and competition. The skills they learn go well beyond what is taught in the pool. The children will take these experiences with them for the rest of their lives. How parents behave is also a learned lesson. When swimmers, coaches, officials, and other parents are not treated with the respect that they deserve, we unfortunately pass these attitudes on to our children. It is this type of lesson that the Dynamo Swim Club does not

wish to teach. Therefore, like our athletes, parents must also abide by a Code of Conduct.

I will remember that my child is in an organized sport for his/her enjoyment and not mine. I will not force my child to participate.

I will make swimming a positive experience for my child as well as for other competitors.

I will teach my child that doing one's best and making an honest effort are as important as winning and a best time is more important than a trophy or ribbons or a place at Provincials, so that my child will never feel defeated by the outcome of an event. I will make my child feel like a winner every time he/she competes by offering praise for competing fairly and trying hard.

I will remember that children learn best by example. I will applaud good efforts by my child as well as by other children.

I will support all efforts to remove verbal and physical abuse from children's sporting activities. In public I will never ridicule or yell at my child for making a mistake or losing a competition.

I will never yell at children from another family in public.

I will encourage my child to play by the rules and to resolve conflicts without resorting to hostility, violence, name calling or offensive language.

I will never question a swim official's judgment, integrity or honesty in public. I will respect the value of swim officials and acknowledge that they strive to do their job well.

I will respect and show appreciation for coaches and trained volunteer coaches who give their time to provide sport activities for my child, understanding that I have a responsibility to be a part of my child's development.

I will never question a volunteer’s efforts, integrity or honesty in public. I will respect the value of volunteers and acknowledge that they strive to do their job well.

If I have a coaching concern I will make arrangements to meet and speak to my child’s coach in a private location. I will not go out on the pool deck and disrupt a swim practice or initiate an exchange on the pool deck, in the pool waiting area, or the community center. If I still have concerns after I talk to my child’s coach, I will contact the Head Coach and the executive to resolve the problem.

Harassment incidents will be treated seriously. Mistreating (by yelling at, ridiculing, lying or distributing erroneous or misleading material about a person or details of an incident or event, name calling or using offence language towards) a Dynamo swimmer or swimmer from another team or a coach or another parent will be considered harassment. A parent found at fault may be asked to provide a verbal apology or a written apology to be produced in a timely fashion. In extreme cases, or in cases of multiple infractions, the family who has caused the harassment will face suspension of their membership or even expulsion from the club. Suspension will be treated as a withdrawal and all refund policies will apply.

Fair Play Code of Conduct for Dynamo Swimmers

The Dynamo Swim Club would like the swim season to be a fun, safe, and rewarding experience for all participants.

Swimmers will keep the following in mind at all times:

I will attend, be on time, and be ready for my swim practices. I will work to the best of my ability to improve my swimming,

I will respect and cooperate with my coaches. I will remember that coaches are there to help me.

I will do my best to be a true team player. I will remember that winning is not everything - that having fun, improving skills, making friends and doing my best are as important.

I will display good sportsmanship and respect my team mates and my opponents. I will acknowledge all good performances by those on my team and of my opponents. I will play by the rules and in the spirit of the event.

I will control my temper - fighting and "mouthing off" can spoil the activity for everybody. I will try not to annoy my team mates or my opponents with rough and boisterous behavior or name calling or offensive language.

I will remember that swim officials are there to help me. I will accept their decisions and show them respect.

I will show respect to pool staff and look after all pool equipment I use. I will not wear my outside shoes on the pool deck.

I will look after all club property and equipment I use.

I will be on time for my swim meets and understand that if I am late I will be scratched from my events. I understand that it is not my coach’s responsibility to run around looking for me at a swim meet. I also understand that it is my responsibility to go to the marshalling area when my event is posted and to be at the starting block when my heat is called. I also understand that I must check in with my coach before and after my swim event.

I will refrain from the use of drugs (including tobacco, all alcoholic beverages, creatine, or performance enhancing products) while participating in Dynamo Swim Club or Swim BC activities.

I acknowledge that coaches have the authority to set rules for the season regarding situations such as an individual coming late to practice or an individual misbehaving at practice. My parents will be told if there is a problem. In extreme circumstances I understand that I may be suspended for a period of time or may be asked to withdraw from the Club.

Dynamo Swim Club

Photographic / Media Consent Form

INFORMATION

I hereby consent to the collection and use of _______________________images by photography or

video recording.

I acknowledge these may be used on the Dynamo Swim Club website, in newsletters and publications as well as distributed to members as well as to various government agencies, institutions and other public or private entities for application of funding, grants and donors.

I further acknowledge that these may be used by the Dynamo Swim Club Committee and media to promote Dynamo Swim Club in the future.

I understand that no personal information, such as names, will be used in any publications unless express consent is given.

I also understand that my consent can be withdrawn at any time in writing to the Dynamo Swim Club at 105 10668 138th Street, Surrey BC  V3T 5T2 Canada

 

CONSENT FORM

I ……………………………………………………………………………………………………

Name of person giving consent & parent/guardian if swimmer is under 18 years of age

I give this consent voluntarily

_________________________________________

Please print name and Sign;

(Parent and Guardian Signature giving Consent)

Date …………………………………………..