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Volunteer Positions

Black Hills Gold Swimming Board Member Job Descriptions

PRESIDENT:  Responsible for all aspects of swim team operations, vision, and forward progress.  As the leader of the board, the President utilizes various board positions to fully execute the duties and responsibilities for effective operation of the team.  The communication liaison between the Young Center and the team.  Assists with all aspects of meet planning, hosting, and meet operation.  Assists board members in fundraising ideas and successful execution of fundraising.  The entire board of directors assists in hiring, disciplinary action, and termination of coaching staff.  The board of directors also reserves the right to intervene and assist the coaching staff when there are any problems that would threaten the well being or safety of another swimmer. 

VICE PRESIDENT:  Primary consultant and provides assistance to the President in all team matters.  Conducts parent meetings when the President is not available.  The Vice President also provides oversight and supervision of team functions and events.  Assists in meet planning, hosting, and meet operation.  The Vice President will also spearhead all fundraising ideas and work with the parents to create and execute all fundraising.   All fundraising efforts will be lead and managed by the Vice President.  The entire board of directors assists in hiring, disciplinary action and termination of coaching staff.  The board of directors also reserves the right to intervene and assist the coaching staff when there are any problems that would threaten the well being or safety of another swimmer.

SECRETARY: This is one of the most important positions on the board.  In addition to the standard board secretary oriented duties of maintaining meeting minutes and moderating all meetings, the Secretary receives and disseminates all information that needs to be passed along to the team members, coaches and parents in various communication forms used by the team.  Communicates messages directed by the team coaches or board members through the WhatsApp messaging sites and also through the Team Unify Web-Site and Facebook.  Posts important meeting reminders, event reminders and volunteer lists.  Assists board members in fundraising ideas and successful execution of fundraising.  The Secretary position is also responsible for researching and writing any grants that the team may be eligible for.   Assists with all communication aspects of meet planning, hosting and meet operation.  The entire board of directors assists in hiring, disciplinary action and termination of coaching staff.  The board of directors also reserves the right to intervene and assist the coaching staff when there are any problems that would threaten the well being or safety of another swimmer.

TREASURER:  Primarily responsible for accurate bookkeeping of all team accounts, payment of monies owed to vendors, coaches and team members.  Tracks the receipt of funds from registration feeds, fundraising efforts and donations.  Registeres swimmers with USA Swimming through South Dakota Swimming.   Assists board members in fundraising ideas and successful execution of fundraising.  Assists with aspects of meet planning, hosting and meet operation.  The entire board of directors assists in hiring, disciplinary action and termination of coaching staff.  The board of directors also reserves the right to intervene and assist the coaching staff when there are any problems that would threaten the well being or safety of another swimmer.

 

Hosting a Black Hills Gold Meet - Job Descriptions 

Hosting our own meet twice a year is a huge undertaking and is a HUGE fundraiser for our team.  In addition to the above, volunteers are needed in the following area for HOME meets:

  • Team Store/Concessions – This person will be responsible for set up of the team store and concession stand. The team store consists of suits, goggles, and other swimming items. 

 

  • Announcer - The announcer must arrive early to set up the broadcast system, become familiar with the schedule and announce activities before the actual start of the meet.

 

  • Timing System Operator  -

 

  • Meet Director - The meet director is in charge of the conduct of the meet. The Meet Director shall contact each committee several times prior to a meet confirming all necessary volunteers and arrangements, pool and equipment, times and required watches in working order, ready bench, stroke/turn judges, starters, announcer, scoring, ribbons, and computer.

 

  • Ribbons and Scoring - These volunteers coordinate sorting and labeling of ribbons for the swimmers. This position works closely with the computer personnel in scoring.

 

  • Runners - These individuals pick-up cards from the ready bench and deliver them to the timers for each event. After the event, runners pick up and deliver completed cards to the scoring table. Runners must also pick up DQ slips from the stroke/turn judges and deliver them to the scoring table.

 

  • Computer Operator - This position involves coordinating set-up software, entering times, and merging information from the opposing teams. Heat sheets must be prepared before the meet.

 

  • Timer/Chief Timer - This person is charged with lane timers for a swim meet. The Head Timer shall run two watches for back-up, in case of malfunctioning watches, or in the event a timer does not start the watch properly. Timers should obtain an accurate recording, checking swimmers name and club on EVERY heat, before recording the time.

 

  • Hospitality -This person brings water to times and meet officials. Helps locate people for shift relief. General go-fer for officials that cannot leave their posts.

 

  • Set up & Clean Up - In charge of meet prep, setting up all equipment, timing systems etc. as well as putting everything away after the meet and general clean-up of grounds.

 

Officials  - Officials are always needed!  Our team MUST send officials to each meet when our team competes.  Becoming an official is one of the very best ways to learn about your child's sport and not prior swimming knowledge is needed -  USA Swimming and SD will guide you through the process. Officials do not need to work an entire meet, but it does take many officials for a meet to run smoothly.  In addition to helping the team other reasons to become an official are to help support an excellent sport and promote a healthy lifestyle for children and teens, gain a more thorough understanding of swimming in particular, and sports in general, get closer to the action; know what’s happening on deck with the “best seat” at the pool, get mentally and physically engaged during the Meet rather than merely “spectating" and to receive great hospitality during sessions officiated!

If you are interested in becoming an official or have questions on any of the volunteer positions needed for our team, please speak to a board member.