Current Volunteer Opportunities
Our organization could not exist without volunteers. As a private, nonprofit organization, we rely on the assistance of caring and hard-working volunteers in all of our programs. As a result, EST asks each family to give back to the organization. A wide variety of volunteer opportunities exist throughout the year. Please consider one or more of the following positions listed below. If you are interested in being a volunteer or have additional questions about volunteer opportunities, please reach out to anyone on the Board with questions/nominations throughout the year. For your convenience volunteer applications forms will also be available at our annual awards banquet and at the start of the season.
The Elmhurst Swim Team (EST) is managed by a volunteer Board of Directors. Meetings generally occur monthly, or more often when needed. Meetings generally begin at 5:30 PM at the location where practice on the date of the meeting occurs. Please check the team calendar for scheduled meetings. Meetings are open to families with registered swimmers for the time that the meeting occurs. Meetings may be closed for any reason determined by the Board to require privacy or for any reason required by law.
The Board of Directors is presently elected at the Annual Meeting/Awards Banquet which usually held in March. Members are presently elected to serve a one-year term. Following the general election, officers are generally appointed without an election.
Executive Board (voting)
|Business Manager / Registrar
Ancillary Board (non-voting)
|Immediate Past President
||Suzy Harrington & Stacey Locascio
|Communications / Newsletter
||Coach Dave Davis
||Stacey Locascio, Pam Senger, Julie Kapotas
|New Family Liaison
|Team Photographer (2 needed)
OTHER DRYLAND/NON-MEET VOLUNTEERS
|Fund Raising/Swim-A-Thon Chairs (2 needed)
Doug Kellerstrass (referee), Mark Daniel (referee), Suzy Harrington (starter), Andrew Morgan (judge), Suzy Harrington ( admin judge), Julie Jones (admin judge), Lorraine Walker (judge) and Pam Hamil (judge). At present, EST has the bare minimum number of officials needed to efficiently and effectively conduct a meet. These individuals cannot make every session of every meet, so we need six or more parents to step up. EST would prefer to train and certify 2-3 more administrative officials and 3-4 more stroke and turn judges. Parents of younger swimmers are especially desired for continuity and advancement. Officiating fulfills the family volunteer requirements. EST also pays all registration fees associated with becoming an official if receipts are submitted.
MEET VOLUNTEER OPPORTUNITIES available for the Summers and Fall/Winter Seasons include:
(Number in parentheses indicates the number EST would prefer to have ready to help during the year.)
Admissions: Two or three to run admissions per meet session where EST has an entry charge.
Concessions: Two or three persons to sell concessions per meet session.
Computers/Meet Administration: One or two needed per meet session. These volunteers must include one certified administrative official and another who may or may not be certified to assist in entries of meet information, preparing heat sheets, entering and confirming results and posting results.
Announcers: One needed per meet session.
Colorado Time Operator: One or two Colorado time operators per meet session to operate the electronic timing system and assist with the scoreboard.
Head Timer: 1 per meet session. The Head Timer will assist in all aspects of timing, prepare stopwatches, time clipboards and collecting timer sheets.
Timers (13): At least 13 timers per meet session, plus 1 head timer, to assist in the recording of times throughout the meet session.
Officials (16): EST prefers 4 judges, 1-2 starters, 1-2 referees and 1-2 administrative officials per meet session. Officials must be certified in accordance with USA Swimming and Illinois Swimming rules. The job is quite simple, but we need to insure that you understand the sport and officiating.
Team Photographer: One or two per meet session.
Deck Marshal: One individual per meet session to enforce deck rules during meets.
Deck Hospitality: One individual per meet session to distribute beverages and snacks to coaches and volunteers.
Meet Floaters: EST will rely on 8-10 floaters per meet session to assist with various tasks, provide relief to other volunteers, check in and check out volunteers and to assist coaches or officials.
Brief Summary of other possible team positions follows:
Meet Director: Apply to host, and develop and distribute meet information required to obtain a USA sanction for USA, ISI meets hosted by EST according to the procedures in the Meet Director’s Manual (MDM); Select and coordinate vendors for the sale of swimming supplies and any other items at USA ISI meets or other major meets hosted by the team; Coordinate the work of all committees for any team-hosted USA, ISI meet.
Publicity: Work to develop positive relations with the local newspaper staff; Be responsible for all pre-meet publicity in newspapers, as well as post-meet results, trying to have as many pictures as possible included. This may include writing or arranging for articles in the local papers about meets, including dual meets. Be responsible for all publicity supporting fund raising and other team activities; Make a special effort to publicize corporate sponsors.
Team Apparel: Coordinate ordering of swim apparel at registration, times and follow-up orders during the season, if warrants; Arrange for sample suits to be available for sizing during registration; Keep records of payment and forward money received to the treasurer for deposit; Place orders with suppliers
Communication/Newsletter: Maintain consistent, accurate communications by coordination of the newsletter, telephone directory and emergency telephone committee; Develop and maintain a procedure for the preparation, printing and distribution of the newsletter;
Volunteer Coordinator: Coordinate the sign-up of workers for all dual meets, both home and away; Coordinate the sign-up of workers for all home USA/ISI meets and High School Swim meet Concessions; Maintain the volunteer sheets from the registration information and provide information to other chairpersons, as needed for projects, nominating committees, etc.
ISI Delegate: Attend ISI meetings to represent EST; Vote, according to the team wishes, on issues at the ISI delegates meeting
WebMaster: Provide customer service to all levels of the Elmhurst Swim Team, including application questions, bugs, and other problems requiring issue resolution; Back-up to Business Manager / Registrar for items related to website; back-up to Coach for items related to website
Team Records: Work with Board, Coaching staff and various webtools to update/post team records. Coordinate with Communications / Newsletter Chair Team Records, achieved Time standards and PBT (personal best times) for publication.
New family Liaisons: Spearhead the communication efforts of EST by holding a general meeting at the beginning of Fall Swim Season; and through emails, in-person and phone communications for families new to the team. Coordinate with Communications / Newsletter Chair information to be shared with families throughout the year during our various swim programs.
Fundraising: The Fundraising Coordinator is responsible for Team fundraising and business sponsorships. Fundraising Coordinator duties include: Works with Events Coordinator on the communication, planning and execution of Team fundraising events (Raffles, Invitational fundraiser, etc.); Creates and maintains Team relationships with businesses and vendors donating funds to the Team; Performs other duties as required by the Team and Board
Events & Social Chair: The Events & Social Chair will coordinate the activities for social functions and coordinate hospitality for events held outside of our local area. Work with Board and assist Coach as needed to coordinate the activities for such events as Holiday Parties, Pizza Parties, Whiffle Ball Games, etc. Act as Liaison between EST Board and Hotels/Restaurants for out of state meets to set up group rates, meal functions, etc. Coordinate items that could be acquired from/through Concessions Chair for various events / functions.
Awards Chair: The Awards Coordinator is responsible for ensuring that adequate ribbons and awards are ordered and delivered in time for use at all dual swim meets, Conference Championships meets, and the EST Invitational. This position is also responsible for selecting the end-of-year awards and special awards for swimmers and coaches. The Awards Coordinator is also responsible for coordinating the sorting of ribbons and awards by age group/name and the delivery of awards to the Awards Night event.
Age Group Chair/Assistant Photographer 8 and unders – The Age Group Chair / Assistant Photographer would be the go-to person to assist and answer questions for families who have swimmers within that specific age. From time to time this position could assist in taking Team Pictures at home at away events, meets and functions
Age Group Chair/Assistant Photographer 9 and 10 year olds - The Age Group Chair / Assistant Photographer would be the go-to person to assist and answer questions for families who have swimmers within that specific age. From time to time this position could assist in taking Team Pictures at home at away events, meets and functions
Age Group Chair/Assistant Photographer 11 and 12 year olds - The Age Group Chair / Assistant Photographer would be the go-to person to assist and answer questions for families who have swimmers within that specific age. From time to time this position could assist in taking Team Pictures at home at away events, meets and functions
Age Group Chair/Assistant Photographer 13 and 14 year olds - The Age Group Chair / Assistant Photographer would be the go-to person to assist and answer questions for families who have swimmers within that specific age. From time to time this position could assist in taking Team Pictures at home at away events, meets and functions
Age Group Chair/Assistant Photographer 15 and over - The Age Group Chair / Assistant Photographer would be the go-to person to assist and answer questions for families who have swimmers within that specific age. From time to time this position could assist in taking Team Pictures at home at away events, meets and functions
At-Large Member – Those who are interested in volunteering their time, but not sure what capacity they would like to help out in. This will give you the opportunity to work side by side by side various chairs and volunteers throughout the swim season
Associate Member – Is there a position you are interest in volunteering for a Chair/Volunteer position, but that post is currently held by someone else? Shadow them and assist them this year to learn the position so you could move into their role next season.
Alternate: - Alternates shall be willing to step in to any board position that is vacated for unforeseen reasons; shall make an effort to stay up on current board issues; and will support the board actively in all duties required to run a swim team.