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Board Position Descriptions
Piranhas Coaches & Board Logo

Board Member Responsibilities

Each position on the Board has voting rights. Directors are not required to be at all swim meets, although it is preferred in case any issues arise.

President

Subject to the supervision of the Board, the President acts as the general manager of the Team and shall be generally responsible for all of its activities.

Duties:

  • Attend monthly Board meetings.
  • Attend appropriate Committee and/or Special Events meetings.
  • Be available to coaches, swimmers, and parents to help with problems and/or concerns.
  • Preside at all Board and Parent meetings.
  • Assure that adequate practice and meet facilities are available.
  • Assure that adequate coaching staff are available.
  • Assure that adequate parent volunteers are available for all Team functions.
  • Assure that adequate funds are available for all Team activities.
  • Act as the Chief Liaison Officer with other organizations including the Cosumnes Community Services District.
  • Perform other duties as requested or required.

Vice President

The Vice President acts under the direction of the President, including in the President's absence.

Duties:

  • Attend monthly Board meetings.
  • Attend appropriate Committee and/or Special Events meetings.
  • Be available to coaches, swimmers, and parents to help with problems and/or concerns.
  • Oversee the Snack Bar, Clothing/Spirit Wear, and Ribbon Writing chairpersons.
  • Coordinate the Team Photograph: picture day, location, timing and distribution.
  • Coordinate the Spirit Wear Vendor: share swim schedule, location, and board approval of percent back to team.
  • Manage Awards Night: create committee, secure location, order awards, medals and pins.
  • Perform other duties as requested or required.

Secretary

The Secretary is the record-keeping officer for the Team.

Duties:

  • Attend monthly Board meetings.
  • Attend appropriate Committee and/or Special Events meetings.
  • Be available to coaches, swimmers, and parents to help with problems and/or concerns.
  • Transcribe the notes of the Board meetings to be dispersed to all Board members.
  • Get Board approval of all meeting minutes.
  • Keep a record of minutes and attachments of all meetings and actions of the Board.
  • Keep a copy of the Articles of Incorporation and Bylaws, as amended to date.
  • Notify the Board members of upcoming Board meetings.
  • Act as a liaison between the Board and the parents throughout the year.
  • Perform other duties as requested or required.

Chief Financial Officer/Treasurer

The Treasurer keeps and maintains all of the financial accounting books, records, and transactions of the Elk Grove Piranhas.

Duties:

  • Attend monthly Board meetings.
  • Attend appropriate Committee and/or Special Events meetings.
  • Be available to coaches, swimmers, and parents to help with problems and/or concerns.
  • Keep and maintain all accounting books, records, and transactions of the Elk Grove Piranhas.
  • Provide financial statements to the Directors at each Board Meeting and make financial statements and records available for inspection by any board member at all reasonable times.
  • Ensure all official filings are prepared and submitted timely to governmental agencies. This includes (but is not limited to) Franchise Tax Board, Secretary of State, Internal Revenue Service.
  • Maintain proper insurance for the Team: ensure policies are up to date with no lapse in coverage. This includes (but is not limited to) Workers Compensation, Liability Insurance, etc.
  • Provide a Certificate of Insurance to the League and Consumnes Community Services District (CCSD) or other required agencies.
  • Deposit all money in the name of the Team to the proper banking institution and disburse funds as may be designated by the Board.
  • Collect all registration monies from the Registrar and keep a detailed accounting of these deposits.
  • Collect all monies from fundraising and keep a detailed accounting of these deposits. Monies shall be collected from each home meet from the Snack Bar Coordinator and Clothing Coordinator for deposit the following week.
  • Disburse all regular Team expenses from Team accounts such as meet costs, insurance, supplies, clothing purchases, payroll taxes, incorporation fees, pool fees, etc.
  • Coordinate the purchasing and payment of all related insurance required for the Team.
  • Complete payroll tasks including:
    • Completion of payroll packages at the beginning of each season for each coach on staff.
    • Preparation of bi-monthly payroll disbursement for coaching staff, including monthly, quarterly, and annual tax payments and reporting as required by the IRS and EDD.
    • Preparation/distribution of W-2s and W-3s to staff and vendors. This includes ensuring that all filings with the appropriate government entity are completed timely.
  • Prepare annual budget and year-end recap for Board review.
  • Prepare annual tax returns or have them prepared by a team member qualified to prepare corporate tax returns.
  • Ensure that Workers Compensation claims are processed timely once notified by the Head Coach; responsible for all correspondence with insurance company on claims processed.
  • Perform other duties as requested or required.
PAYROLL-RELATED TASKS
Timing Task
Bi-weekly Staff Payroll
Monthly Monthly Federal Tax Deposit
Quarterly EDD (State) Quarterly Payroll Form
Quarterly Federal Tax Forms 940/941
31 Jan W-2s To Staff/ W-3s to Vendors
28 Feb W-3s and copies of W-2s to Social Security
 
OTHER TASKS
Timing Task
December Annual Insurance In Place
15 May Annual Taxes Due for Non-Profit
Annually Filing to Secretary of State - Certification of Information (i.e., officer updates)
As Requested Audits - i.e., Payroll audits for insurance, taxes, etc.
Communicated by Fireworks Coordinator Franchise Tax Board - Sales Tax filing (firework sales) - Estimate September 30th

Registrar

The Registrar is responsible for swimmer registration and ensuring each swimmer is properly registered. The busiest time for the Registrar is usually before the season begins, from February through April. The Registrar can expect to receive many calls or emails from prospective team members asking about the team.

Duties:

  • Attend monthly Board meetings.
  • Attend appropriate Committee and/or Special Events meetings.
  • Be available to coaches, swimmers, and parents to help with problems and/or concerns.
  • Prepare the registration packet, along with other Board members' input, and supply it to the Webmaster to be posted online.
  • Ensure all team members are registered with the Northern California Swim League.
  • Attend the designated "Registration Night" for team sign-ups. Many returning swimmers send in their packets by mail.
  • Maintain a binder with copies of all swimmer's registration materials and birth certificates. Returning swimmers already have their certificates on file.
  • Work closely with the computer person to provide birth dates and correct spelling of names.
  • Answer questions related to the team. For questions that the Registrar is unable to answer, refer questions to other Board members and then contact the respective person with the appropriate answer.
  • Perform other duties as requested or required.

Community Representative

The Community Representative is the Team's public relations representative.

Duties:

  • Attend monthly Board meetings.
  • Attend appropriate Committee and/or Special Events meetings.
  • Be available to coaches, swimmers, and parents to help with problems and/or concerns.
  • Draft and distribute all communications to the team.
  • Manage internal and external Public Relations activities for the team.
  • Manage the relationship and activities of the teams' Webmaster.
  • Solicit and secure sponsors to support Piranha operations.
  • Act as a liaison between the team and team sponsors.
  • Maintain all sponsorship accounts.
  • Outline documents of all sponsorship programs.
  • Provide the webmaster of the Piranha website with sponsor information for posting.
  • Have sponsor banners displayed at home swim meets and other appropriate team events.
  • Arrange for the printing and distribution of "team-shirts" with sponsor's names displayed.
  • Perform other duties as requested or required.

League Representative

The League Representative position is also part of the NorCal Swim League Board of Directors. Every team in the League has a League Representative, and currently there are over 20 teams in the League comprising 4 conferences. Elk Grove is in the Comstock Conference.

Duties:

  • Attend monthly Board meetings.
  • Attend appropriate Committee and/or Special Events meetings.
  • Be available to coaches, swimmers, and parents to help with problems and/or concerns.
  • Attend League meetings the 4th Wednesday of each month at Arden Park Recreation & Park (also known as La Sierra Park) at 1000 La Sierra Drive (Watt Avenue north, just past Fair Oaks Blvd, right on El Encino Way, left on La Sierra Drive). League meetings start at 7 p.m. and last one to two hours depending on where we are in the season. There are some months with no meetings (e.g., December).
  • Vote on League and Conference matters. During the meetings a variety of subjects are discussed including: the League Bylaws, swimmer eligibility, bringing new teams into the League, etc. It is strongly recommended to have a back-up League Representative in case the primary League Rep cannot make League or Team Board meetings.
  • Act as the liaison between the Team and the League. The League Representative should send copies of the League Board meeting minutes to the Piranha Board and report League happenings at each Piranha Board Meeting. The Piranha Board meets once a month during the swim season and several other months of the year. Piranha Board meetings are usually from 6:30 p.m. to 8:30-9:00 p.m.
  • Attend swim meets as much as possible. The League Representative is not required to be at every swim meet although it is preferred should any issues arise. Make sure the other team League Representative is aware of it as well as the back-up League Representative and the Piranha Board.
  • Perform other duties as requested or required.

Volunteer Coordinator

The Volunteer Coordinator organizes parent volunteers to help run team and league events.

Duties:

  • Attend monthly Board meetings.
  • Attend appropriate Committee and/or Special Events meetings.
  • Be available to coaches, swimmers, and parents to help with problems and/or concerns.
  • Organize all volunteer forms at the beginning of the season and enter data recording each family volunteer preferences.
  • Organize "lead parent volunteers" and send them lists of volunteers. "Lead parent volunteer" positions include:
    • Computer
    • Colorado
    • Head timer/runner
    • Hospitality
    • Meet Check-in
    • Ready Bench
    • Ribbon Writer
    • Set-up and Take-down
    • Starter
    • Stroke and Turn
    • Spirit Tent
    • Team Parents for each age group
    • All special events
    • All fundraising events
  • Monitor each family's volunteer hours throughout the season according to the volunteer policy. Collect penalty monies at Registration from families who didn't adhere to the volunteer policy.
  • Resolve any disputes, miscommunications and discrepancies between lead parent volunteers and families.
  • Assure that each meet has appropriate positions covered; home and away. Fill in any gaps during meets where volunteers are needed.
  • Organize volunteers and assure each shift is filled for Championships.
  • Perform other duties as requested or required.