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Volunteer Obligation

In order for our team to have a positive experience, each family is required to participate by contributing their time throughout the season at events and meets.  This is also how we keep our costs to a minimum so the experience is affordable to many.

 

Porpoise

Dolphin

       Snack Bar Duty

Two Snack Bar Shifts

One Snack Bar Shift

       Swim Meet Duty

Optional

4 Shifts per swimmer (6 max per family); Minimum of 1 timer slot

 

Meet Volunteer Responsibilities

The following positions require prior certification by the MCSL. Check the MCSL website for responsibilities for these positions.

Referee/Assistant Referee
Chief Judge
Starter
Stroke & Turn

 

Head Timer/Assistant Head Timer

The Head timer will review the timer’s responsibilities before the start of the meet. The Head Timer/Assistant Head Timer will be assigned to 3 lanes and will be responsible to start their watches upon the start of each event. In case a timer did not start their watch at the start of the event, the head timer/assistant head timer will either finish the timing of the event of will give their stop watch to the timer. Upon completion of the event, the head time/assistant head timer will collect the time sheets for their 3 lanes and hand them to the Head Timer who will give them to person serving as the Runner.

Head Timer/Assistant Head Timer will meet one volunteer obligation.

 

Timer

Timers are responsible to report ½ hour before the start of the meet. Timers will be assigned to a lane for the entire meet. Timers are responsible for starting their watches on the flash of the starting strobe and stopping their watches when any part of the swimmer’s body touches the wall. If a timer did not start their watch at the start of the event, they should raise their hand and notify the head timer/assistant head timer. Timers are not responsible for determination of legal strokes; this is the responsibility of the stroke and turn officials. Three timers are assigned to a lane; one timer will be responsible to write down each recorded time (the middle time is the official time), and another timer will be responsible to post the official time on the timing boards. The official score should be circled.

Experience is required to time an A Meet. No experience is required to time a B Meet.

Timer will meet one volunteer obligation.

 

Scorer

The scorer will be responsible to enter the official time for each swimmer into the computer. The official score will be circled on the event sheet. Each team is responsible to provide one person (two for “B” home meets) for the scorer position. One person will enter the results into the computer while the other scorer ensures the correct time is entered into the computer.

Scorer will meet one volunteer obligation.

 

Clerk of Course

Clerk of Course are responsible to report ½ hour before the start of the meet. Each Damascus swimmer must report to the Clerk of Course before their event. The Clerk of Course will check-off each Damascus swimmer on the program and inform them which lane they are scheduled to swim.

For A meets, contact the Assistant Coach when a swimmer has not reported to the clerk of course. The Assistant Coach will locate the swimmer.

For B meets, 3 parents will work the Clerk of Course. The Assistant Coaches will bring the younger swimmers for check-in. Since there are multiple heats for the each event, the swimmers will be seated by heat on benches next to the Clerk of Course. One parent will bring a group of swimmers to sit in the chairs at the starting end of the pool while the other parent will remain and check-in the swimmers.

Clerk of course will meet one volunteer obligation.

 

Ribbon Writer

Responsible to place the labels from the swimming event on the appropriate ribbon. Ribbon workers are required to report at the start of the meet. The MCSL provides the ribbons for A meets while the team is responsible to provide ribbons for the B meets.

Ribbon workers for the A meets will earn one volunteer obligation. The Ribbon Coordinator for B meets will meet all swimmer’s volunteer obligations. Ribbon worker for B meet will earn one volunteer obligation.

 

Runner

Responsible to collect all time cards from the Head Timer after the completion of each event. The runner should bring the time cards/sheets to the scorer located in the pavilion.

Runner will meet one volunteer obligation.

 

Announcer

The announcer is responsible to announce the home meet and arrange for CD player and music for National Anthem and songs between various breaks during the meet. The announcer works hand-in-hand with the referee to make sure the meet runs smoothly. After the referee has blown his whistle, if needed the announcer will request quiet for the start. Before the start of the race for A meets, the announcer will announce the swimmers for the visiting team then announce the swimmers for the home team. For B meets, the announcer will wait for the swimmers to enter the water before announcing their names. The announcer should arrive by 8:15am for A meets and 5:15 pm for B meets.

Announcers meet one volunteer obligation.

 

Meet Set-up

Responsible to set-up for home meets. Set-up workers should arrive by 7am for A meets and 5pm for B meets. Complete below check-list. Duties include but are not limited to the following:

  1. Set up team tent
  2. Hang team banner by team area
  3. Set out 3-4 rows of chairs for spectators: between lap pool and general pool
  4. Hang lanes time boards at both ends of pool: Lane 1 is closest to the pavilion
  5. Set up barrier ropes about 3 feet from pool on both sides of the pool
  6. Remove diving board and place near back fence.
  7. Hang backstroke flags.
  8. Set up a table for clerk of course (near side entrance to pool) and announcer (near gate entrance to pavilion).
  9. Set-up starter machine at starting position of the deep-end of the pool.
  10. Set up speakers by backstroke flags of the deep-end of the pool.
  11. Hang lane sponsors under each lane time board.
  12. Make sure American flag has been raised.

Set-up workers meet one-half volunteer obligation.

 

Meet Take down

Responsible to breakdown for home meets. For B meets, must check-out with B meet representatives. Duties include but are not limited to the following:

“A” meets only - Fold-up team tents. Secure to cart and take back to storage area.

  1. Take down team banner by team area and return to storage area.
  2. Take down chairs from spectator area and return to pool area.
  3. Take down lanes time boards at both ends of pool and return to storage area.
  4. Take down barrier ropes around the pool. If needed, use cart to return to storage area.
  5. A Meets - Set-up diving board.
  6. Take down backstroke flags and return to storage area.
  7. Return clerk of course and announcer tables to pool areas.
  8. Return starter machine (and plug-in) and speakers to storage area.
  9. Return lane sponsors to storage area.

Take down workers meet one-half volunteer obligation.

 

Parking

Responsible to direct cars to parking spaces at both A and B home meets. Parking workers should report at least 1 hour before the start of the meet. Three parking workers should be on-site to assist with the visiting team. Drivers should be directed to open parking spaces before directing drivers to grass lot behind the basketball court. The lower grass field will need to be used during some B meets, relay carnival, and divisionals. Drivers of large vehicles should be encouraged to park on the grass on the other side of the curb on the hill. Drivers should not park above the fire hydrant on the upper hill by the townhouses. Make sure drivers leave space for emergency vehicles.

Parking workers will meet one-half volunteer obligation.

 

Refreshment Stand Worker

Refreshment workers are responsible to set-up, sell, and clean-up the snack bar at home meets. The Refreshment workers will also set-up the snacks for the meet officials at the break. The Refreshment Coordinator will provide guidance and direction during the meets. Refreshment workers should arrive by 7am for A meets and 5pm for B meets.

Refreshment workers meet one volunteer obligation.

 

Grill Coordinator

Responsible to coordinate the grill activities for the swim meets. This includes the ordering of the food (cheeseburgers, hot dogs, hamburgers, bread, ketchup, mustard, etc), setting up the grill area, and cleaning up afterwards. The grill coordinator is also responsible to ensure enough inventory is available for the upcoming meet. The grill coordinator will report to set-up at 5pm for all B home meets. The board will inform the grill coordinator during the swim season if they decide to cook at an A home meet or relay carnival.

Grill Coordinator will earn one swimmer’s volunteer obligation.

 

Grill Worker

Responsible to set-up the grill area, cook, and clean-up after the cooking is complete. Grill workers should report at 5pm for all B home meets. The grill coordinator will inform the grill workers their expected report time at an A home meet or relay carnival.

Grill worker will earn one volunteer obligation.

 

Ice Cream Social Helper (4)

Additional parents will be needed for the day of the event to help distribute the ice cream. The event will take place at the pavilion by the back of the pool.

Ice Cream Social helpers will meet one volunteer obligation.

 

Pancake Breakfast Workers (6)

Responsible to help set-up, cook, and clean-up for the pancake breakfast. The event will take place in the morning during morning practice.

Pancake Breakfast workers will meet one volunteer obligation.

 

Pasta Dinner Workers (4)

Responsible to help serve food at the pasta dinner. The event will take place in the evening during the swimming season.

Pasta Dinner workers will meet one volunteer obligation.

Non-Meet Volunteer Responsibilities

Spirit Wear Coordinator

The Spirit Wear Coordinator will facilitate the planning, creation, organizing, selling, ordering and distribution of Damascus spirit wear to the team throughout the season. Spirit wear Coordinator: (1) Maintain inventory to be used for fittings, (2) Set up display of current inventory for sale at general meeting and during select meets, (3) Collect orders and monies due, (4) Maintain records of all orders placed, money collected, (5) Place order, sort and deliver items to members when received, (6) Provide periodic updates or recommendations to swim team board on promotion/marketing/sales.  

The Spirit Wear Coordinator will meet four volunteer obligations.

Snack Bar and Food Coordinator Responsibilities

Snack Bar Manager (may not be combined with any of the other food service obligations) - Fills All Per Family

  • Responsible for timely stocking (exception beverages, see Beverage Manger), communication with county
  • Responsible for season opening and appropriate season closing of snack bar facilities
  • Responsible as liaison with county, volunteer coordinator, beverage manager, suppliers, pool management, bank, treasurer
  • All liaison activity to be done in a timely manner

 

Snack Bar A Meet Coordinator (may not be combined with any of the other food service obligations) - Fills All Per Family

  • Responsible for food procurement (based on guest team size), preparation, menus, service, refreshments for officials, proper cleanup and closing of snack bar facilities
  • Responsible as liaison with Snack Bar Manager
  • Responsible for bank deposit

 

Snack Bar B Meet Coordinator (may not be combined with any of the other food service obligations) - Fills All Per Family

  • Responsible for food procurement (based on guest team size), preparation, menus, liaison with Grill Operators, service, refreshments for officials, proper cleanup and closing of snack bar facilities
  • Responsible as liaison with Snack Bar Manager
  • Responsible for bank deposit

 

Beverage Manager (may not be combined with any of the other food service obligations) - Fills All Per Family

  • Responsible for timely procurement, delivery and stocking of beverages per Snack Bar Manager requests

 

Pancake Breakfast Coordinator (may not be combined with any of the other food service obligations) – FILLS One Swimmer

  • Responsible for menu, food procurement, preparation and proper cleanup.
  • Will be handled via on-line sign-up.
  • The event will take place in the morning of the swim team picture.
  • Six additional parents will be needed for the day of the event to help. These volunteers will receive one volunteer obligation.

 

Pasta Dinner Coordinator (may not be combined with any of the other food service obligations) – FILLS 2

  • Responsible for menu, on-site preparation, proper cleanup and any other logistics.
  • Will be handled via on-line sign-up
  • Four additional parents will be needed for the day of the event to help distribute the ice cream. These volunteers will receive one volunteer obligation.

 

Ice Cream Social Coordinator (may not be combined with any of the other food service obligations) – FILLS 2

  • Responsible for menu, food procurement, preparation, and proper cleanup
  • Will be handled via on-line sign-up.

Four additional parents will be needed for the day of the event to help distribute the ice cream. These volunteers will receive one volunteer obligation.

 

SNACK BAR POLICIES & PROCEDURES:

OPENING SNACK BAR

  • Sign-in and count cash bank- record starting balance in Snack Bar Money Log.  Any discrepancies should be recorded in the discrepancy log.
  • Open and enjoy your day
  • NO ONE UNDER 18 CAN RUN THE SNACK BAR OR HANDLE MONEY!  NO EXCEPTIONS!
  • No wet children in the snack bar ***Floor is very slippery when wet***
  • Adult swim is very busy…be ready
  • IF you wish to stay open beyond your time, please feel free. 
  • LONGER TIME = MORE MONEY!

We operate on an honor system- YOU MUST PAY FOR WHAT YOU EAT OR DRINK

CLOSING SNACK BAR

  • Re-Stock all refrigerators with drinks and all chips and candy.  Be sure all freezers are & refrigerators are closed and seals are tight. 
  • Store candy under counter- all chocolate stays in freezer.
  • Wipe counters and sweep floors.
  • Do not throw away plastic containers, store under counter.
  • Empty trash & recyclables, put in proper dumpster/receptacles in parking lot.
  • Count money and leave the $50 starting balance in cash box.  Anything over the starting balance is the cash deposit.  YOU ARE RESPONSIBLE FOR YOUR DEPOSIT.  Fill out deposit slip and drop at bank- note we ask that you put your name on the deposit slip so we ensure you get credit for working your shift!
  • DO NOT DROP ANY ROLLED COINS. 
  • If your deposit is $20 or less, you can leave in the cash bank- no deposit is necessary.
  • Make deposit at Old Line Bank- slips already contain the account number and are in the drop envelopes in the cash box (under tray).
  • Lock all windows and doors.  If you have a problem locking up, get a lifeguard to help you.
  • Turn off all lights and fan.

Thank you for working the snack bar.  Proceeds help provide the operating budget for the swim team.  We appreciate your commitment and support.  If you have any questions, problems or issues, please make a note in the comment section of the book or feel free to call or email me.  

If you would like to stay open longer, please feel free…LONGER HOURS=MORE MONEY!

Each shift is responsible for making a deposit.  Deposits are made at Old Line Bank.  Only leave the starting balance (which should be $50-ones, fives, and coins (loose & rolled)) in the cash box.  The remaining monies (typically the money you collected from selling) MUST BE DEPOSITED.  The only exception is if you sold $20 or less.  The bank is located at 26500 Ridge Road across from Jimmy Cone and adjacent to the Music Café.  Deposit slips and envelopes are provided in the cash box under the tray.  Use the NIGHT DEPOSIT BOX located near the Ridge Rd entrance of the bank (near the drive thru lanes).  YOU ARE RESPONSIBLE FOR YOUR OWN DEPOSIT.  All deposits should be made within 12 hours of your shift.  We included a space for your name on the deposit slip, please be sure to include your name.  NOTE:  DO NOT DEPOSIT ROLLED COINS.

Please contact me if you have any questions.

Thank you

Sonja Roberts
301-820-8517 (Mobile)
301-368-3302 (Home)
sonysmit@icloud.com