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Volunteer Requirement

Participation Points

The Crusaders is a “parent participation” club. We encourage family participation and we reduce program costs through a Credit program for volunteer time with the club. To illustrate, DCSC hosts up to four meets throughout the year. These hosted meets require a lot of volunteers, but they are responsible for generating $1000s per year in club revenue. This money directly reduces EVERY MEMBER’S cost to swim. Therefore all DCSC families must participate in the participation program.

 

The fee structure and required volunteer points are assigned by your swimmer’s Squad; they are calculated to match the opportunities to volunteer with the swimmer’s level. In September at registration, each family is assigned a number of points to be earned. For families with more than one swimmer this is calculated by adding the points required for each swimmer. Once a family has been assigned points at registration, this quota does not change if a swimmer is advanced to a higher-level group during the season. Every point earned by volunteering equals 1 credit toward the family’s maximum point fee. No credits are given over and above the number of assigned points.

 

At season end, points are converted to $ value at 1pt = $1. Once your point maximum has been reached your volunteer commitment will be reached. Should you not reach the required point level you will be assessed a penalty of $1 per point against your participation program requirement and your account will be debited for this amount at the end of the season.

 

For swim families registering after September, the number of credit/participation points will be assigned by the Participation Program Coordinator based not only on the swimmer’s Group, but also pro-rated by the month of registration and thus, the remaining opportunities to volunteer.

 

As part of September registration, each family has the opportunity to sign up for “administration and support” duties. Requests for participation for swim meets will come before each meet. For duties at DCSC-hosted swim meets, sign-up will be on a “first come, first-serve” basis. Families who volunteer beforehand must still sign-in with the meet manager/designated official representative prior to the start of the session. Families who volunteer, but do not sign-in, and then are not needed won’t be awarded credit points.

To keep your account up-to-date, your volunteer points must be submitted to our Participation Program Coordinator on a regular basis. It is each family’s responsibility to record their volunteer service and to submit to the Participation Program Coordinator.

 

Calculation of Points and Fees

 

Calculate the fee based on the number of swimmers you have and the level at which the children are swimming. Credits will be applied and reconciled at the end of the season. Credits in excess of the annual amounts do not carry over to next season. This fee is revenue neutral should family point commitments be met.

 

Note that 1st year bronze swimmers do not have a participation commitment. First year families entering higher groups assume responsibility for ½ the volunteer points for each swimmer during the family’s first season with the club. Summer and non-competitive swimmers also need to earn ½ the volunteer points for each swimmer.

 

The fee is calculated on a dollar per point basis as stated above.

 

The points & fees assigned by swimmer squad are:

 

Squad

Participation Points Required

Fee

National

200

$ 200

Tag

200

$ 200

Gold

100

$ 100

Silver

100

$ 100

Bronze

60

$ 60

1st  year Bronze

0

0

1st year in other squads, summer and non-competitive

½ points

50 % fee

 

DCSC Participation Commitment Program Job Descriptions

Board of Directors: (must attend 80% of scheduled Board meetings)

Duty

Description

Points

President

 

Executive Position

Chief Executive Officer of DCSC; presides over all meetings. Official DCSC spokesperson and representative. Liaise between Board and Head Coach.  Attend SNS Fall President’s Meeting.

200 pts

Vice President Competitions

 
 
 

Executive Position

Oversee DCSC sponsored meets and coordinate their meet management. Obtain SNS sanction for DCSC time trials and ensure sufficient officials. With Head Coach and Board, participate in SNS meet bid process to secure DCSC-hosted meets. With Head Coach, before start of season, identify meets that DCSC will participate in during the year. Ensure sufficient DCSC officials for away-meets.

200 pts

Vice President Finance

 

Executive Position

Make all financial arrangements for the Society as directed by the Board and oversee the integrity of the financial records as prepared by the Society’s accountant. File with the Registrar of Companies of Nova Scotia within 14 days of AGM.

200 pts

Vice President Administration

 
 

Executive Position

Look after administrative responsibilities of the club including promotion of the club and act as a publicity and media liaison. Coordinate other administrative duties at the direction of the executive including: registration materials, Big Splash, team pictures, display case, Club Records, etc.

 

 

200 pts

Vice President Communication

Executive Position

Looks after strategic communications planning and implementation for the club. Includes communicating with both internal and external stakeholders as appropriate. Oversees communications tools such as the website and Splash newsletter.

 

200 pts

Treasurer

 

Executive Position

Look after all account deposits and account balances, and report these to VP Finance and Board. Make monthly deposits of post- dated cheques.

200 pts

Secretary

 
 

Executive Position

Produce and distribute minutes for Board meetings and Annual General Meeting. Coordinate all room bookings with Sportsplex. Collect all Board directed correspondence & keep files. Ensure distribution of Registration info to members in September.

200 pts

Registrar

Organize, review, and update information for new members for September. Ensure DCSC swimmers are registered with SNS. Arrange swimmer transfers with SNS and clubs. Maintain up-to- date squad listings for Head Coach, Finance and Web site. Handle yearly Swim News subscriptions.

150 pts

Chair of Officials

Encourage DCSC parent participation as officials and promote advancement to higher Official levels. Organize officials’ courses as needed. Co-ordinate senior officials for DCSC sponsored meets.

 

150 pts

Team Manager

With Head Coach, book or block accommodations for away meets; coordinate vehicles or other travel arrangements. Coordinate billets, arrange chaperones, cost out fees, develop itineraries, ensure necessary DCSC forms, (conduct, consent, medical, etc.) are filled out.

150 pts

Fundraiser/ Team Sponsorship Coordinator

Establish/ work with committee to solicit team sponsors, including sponsors for annual swim meet; develop advertising guidelines/strategies.

150 pts

 

 Administrative & Support:

DCSC

Participation Program Coordinator

Administer DCSC volunteer points program. Collect Participation Commitment forms at registration; distribute jobs, tabulate points, and tabulate/forward refund amounts to V.P. Finance at year-end for refund distribution. Engage/ advise Board re: issues of noncompliance or controversy.

150 pts

AGM/Semi-AGM Attendance

Attend the Annual General Meeting or the Semi-AGM

10 pts

Chaperone

(non-billeted swim meets)

Assist in logistics and oversee DCSC swimmers (off pool deck) during away meets. Organize, buy, and prepare, as required, food for swimmers. Assist with equipment laundering. Ensure bedtime guidelines are met with the direction of Head Coach.

100pts

Equipment Manager

Order, store and distribute team gear including collection of monies for the gear.  1 person

150 pts

Equipment Assistants

Assistant to aid in opening hours for the equipment box. Max. 1-2 persons

50 pts per person

Splash Editor

Work with the VP Communications to prepare & distribute the DCSC newsletter.

 75 pts

Website Assistant

Assists the VP Communications with updating the DCSC webpage

75 pts

Swim N.S. Rep

Represent Club at SNS meetings when DCSC is required to provide a rep (2–3 yr rotating cycle).

10 pts

Social Coordinator

Coordinate age-appropriate social events for the squads. Delegate the delivery of the individual squad events to a parent in the squad. Each squad should have 2-3 social events planned throughout the year.

150 pts

Social Event Worker

 

25 pts

Banquet Coordinator

Plans, books and distributes tickets for year end banquet. Buys awards etc required for the banquet.  Maximum 2 people

100 pts per person

Banquet Assistant

Assist the Banquet coordinator.   Maximum 4 people

50 pts per person

Team Photo Organizer

Make arrangements to have a photographer take individual, squad and team photographs, and manage the ordering and delivery of these photographs

75 pts

 

 Swim Meet Participation:

Meet Manager

Organize/run DCSC-hosted swim meets.

150 pts per meet

Canteen Coordinator

Purchase food items, set up concession & worker schedules, and solicit donations.  Prepare revenue & expenses for the Treasurer.

75 pts per meet

Canteen Worker

Assist with setup of concession & sale of items. Two people per session.

25 pts per session

Meet Hospitality Coordinator

Coordinate food donations &/or purchases food, coordinate food prep, schedule workers to distribute to coaches & officials for meet hospitality.

 

100 pts per meet

 

Meet Hospitality Worker

Prepare & distribute food to coaches & officials/runners/program sellers

25 pts per session

Meet Office Coordinator

Accept meet entries, set-up meet entries on computer, and coordinate meet office staff for meet (Only needed in meets not co-shared with SNS).

75 pts per meet

Meet Office Worker

Tabulate computer results and distribute labeled ribbons/medals.

2 pts per session

Referee

Most Senior official (in authority) on deck for session, referee is in charge of conduct of the swim competition

Must be at least level 3 (orange) and taken referee clinic.

30 pts per session

Starter

The starter’s role is to ensure a fair start for all swimmers. May be asked to judge turns and relays in the start-end of the pool.

30 pts per session

Stroke & Turn Judge

Judges of Stroke (walks along the pool length) and Judges of Turn (at both ends of the pool) ensure swimmers follow the rules for each swim stroke and turn.

20 pts per session

Chief Finish Judge

Chief Finish Judge’s primary role responsibility is the determination of the official placing and results of a race.

20 pts per session

Chief Finish Electronics

Responsible for operation of the electronic timing system (Only presently in use at Dalplex)

20 pts per session

Timer

Ensure swimmer’s name, lane, heat number, etc. is correct. Accurately start and stop watch and record finish times. Timers do not cheer for swimmers (regardless of team).

20 pts per session

Chief Timer

Chief Timekeeper(s) must maintain a constant check on the accuracy and the efficiency of all Timekeepers.

20 pts per session

 
 
 

Official’s Clinics:

Timing and Safety Marshall

Register and attend workshop. (This is the Level I Intro Course (Red Badge) which all parents need to take to understand the working of a swim meet and its officials)

20 pts

Stroke & Turn

Register and attend workshop and get certified.

20 pts

Chief Timer

Register and attend workshop and get certified

20 pts

Chief Finish

Register and attend workshop and get certified

20 pts

Office

Register, attend clinic and get certified in this position

20 pts

Starter

Register, attend clinic and get certified in this position

20 pts

Referee

Register, attend clinic and be certified in this position

20 pts

Meet Manager

Register, attend clinic and be certified in this position

30 pts

Clerk of Course

Register , attend clinic and be certified in this position

20 pts

 

 

 Fundraising Coordination:

Auction/ Major Club Fundraiser Coordinator

Coordinate, book, plan & deliver the annual major club fundraiser. To be approved by Board if required.

Max 1-2 persons.

100 pts per person

Citrus Sales Coordinator

Complete oversight and management of DCSC Citrus Sales, 4 sales per year

50 pts per sale

Swim-a-thon Coordinator

Organize and oversee annual Swim-a-thon with Head Coach.

Collect monies & submit to SNS. Prepare and distribute tax receipts.

75 pts

Sobeys Gift Certificate Sales Coordinator

Advertise and coordinate the sale of Sobeys grocery certificates. Collect cheques, distribute certificates and provide accurate accounting to Treasurer. Monthly.

75 pts

Poinsettia Sales Coordinator

Advertise and coordinate the sale of poinsettias and wreaths. Provide information to members, distribute purchases and provide accurate accounting to Treasurer.

50 pts

 
 

One Time Fund Raisers

Examples are: Vesey’s, Dieleman, chocolate bar sales, cookie dough, Sports Sweep tickets

50 pts

 

Xmas tree sales

Helping the Kiwanis group sell Xmas trees

20 pts per session

Food, Cash and Gift basket donations

Donating cash/food for meets/events...donating items for gift baskets or silent auctions

20 pts per donation

Ford Event shift

Assist with the Ford Event at the dealership

20 pts per shift

Ford Event

Test drive a Ford

10 pts per driver