President
Role: General manager of ALGA, responsible for the overall running of the club outside of swimmer training, with the assistance of the vice president, secretary and treasurer (Executive Committee).
Duties include (but are not limited to):

  • Set yearly goals for team management, and manage progress toward them
  • To chair and manage the meetings of the parent board, in particular:
    • Set calendar of meetings at start of season
    • Set individual meeting agendas in consultation with Secretary and other board members
    • Lead orientation meeting for new board members prior to first board meeting of season
    • Train next president to take over the role in the following swim season
  • To be involved, where appropriate, in the coordination of all club activities
  • Oversee decisions made by subgroups of board.
  • Submit paperwork and pay annual Insurance Bill (D&O)
  • In conjunction with the secretary, present annual report (membership statistics, results) to membership
  • In conjunction with the treasurer, present annual financial report to ASPA
  • Keep up to date on Zone 2 and Pacific Swimming affairs
  • Act as alternate point of contact for club for the Zone 2 and LSC
  • Serve as liaison to ASPA
  • Represent ALGA at City of Alameda meetings that relate to swimming, in coordination with head coach
  • Advise the treasurer on the use of club funds
  • Maintain bylaws and policies, updating and bringing to membership for vote, as needed
  • Act as signatory on club bank account.
  • Super User status for website
  • Resolve more complex issues affecting the club, typically when other board members are not able to resolve or make an informed decision.
Vice President
Role: Assistant to president
Duties include (but are not limited to):
  • Chair and manage the meetings of the parent board in president’s absence
  • Safe Sport coordination; ensure standards are maintained and all requirements kept up to date to maintain Safe Sport designation.
  • Scholarship coordination; lead development team to establish and execute outreach strategy.
  • Be involved, where appropriate, in the coordination of all club activities.
  • Keep up to date on Zone 2 and Pacific Swimming affairs, attending Zone and LSC meetings in place of coach or president, when needed.
  • Coordinate with Zone 2, Meet Director, Meet Committee, and City of Alameda (as necessary) to set up/run any meets hosted by ALGA
  • Assist committee chairs as needed
  • Super User status for website

Secretary
Role: Administrative manager,
Duties include (but are not limited to):

  • Manage all correspondence.  Secretary responds to all general inquiries. Routes tryout requests to membership coordinator/coach, and redirects financial and membership questions to treasurer or membership manager.
  • Keep all records (minutes, Handbook, policies, bylaws) maintained and up to date
  • Oversees Membership in coordination with paid membership staffer
  • Coordinate with Membership Manager and Treasurer to follow up with delinquent accounts.  Track all communications for later records.
  • Email families if coaching fees haven’t been paid to remind them to update credit cards
  • Work with Membership Coordinator to ensure that USA Swimming registration and other required paperwork is filed on time
  • Take minutes at meetings and provide board members with copies.
  • Book venues for board meetings, as necessary
  • Maintain documentation / archives – work with president to clean up existing archive
  • Be one of the signatories of the club’s bank account
  • Super User status for website
Communications Director
Role:  Ensure team is informed timely of relevant news and events; manage website.
Duties include (but are not limited to):
  • Coordinate with President, Board members and Committee leads on team communications needs. Write and send team emails and newsletters as needed.
  • Manage social media accounts
  • Attend monthly board meetings to gather news, announcements and ideas for newsletter
  • Compile newsletter, in consultation with secretary and president – ad hoc as needed and bimonthly for upcoming dates and new times.
  • Provide crisis communications counsel to President and Board as needed
  • Maintain website with up-to-date information and photos; review content on an annual basis to purge outdated or extraneous content; recommend enhancements and updates as needed
  • Write and distribute general emails to the team regarding events, team gear orders and other team business in coordination with appropriate Board members and event/gear managers
  • Publicize meet openings and sign-ups through FastSwims and SwimConnection
  • Super User status for website

Treasurer
Role: Manage ALGA finances.
Duties include (but are not limited to):

  • Plan the annual budget in agreement with the parent board – work with coach and president to maintain annual budget, maintain and update annual budget
  • Issue monthly financial statements; monitor and report on the budget throughout the year
  • Run Aging (Delinquency Report) monthly and share with Membership Directory. Support membership director on disputes and delinquencies
  • Supports Head Coach and President, as needed, in determining upcoming year’s monthly dues and membership fees.
  • Ensure that funds are used appropriately
  • Manage team bank accounts
  • Advise the board in advance of any financial risks.
  • Works with Freeze committee to let them know of any checks or cash deposited directly to bank account (not through Team Unify) so they can update Team Unify with “Off-line” donation information.
  • Be one of the signatories of the Club’s bank account
  • Super User status for website

Bookkeeper

  • Keep up to date records of all financial transactions
    • Coaching fee payments to ASPA (monthly)
    • Pool use/water payments (monthly?)
    • Annual, website, PO Box bill
    • Coaches’ discretionary expenses (monthly)
    • Annual Insurance
  • Assists Secretary with collections
  • Prepare end of year accounts for ASPA’s audit if necessary
  • Assist Treasurer as needed

 

Events Co-Directors 
Role:  Oversee team events; provide oversight and direction to Swim Group Parents/event committee chairs to ensure adequate planning and resources for each event.
Duties include (but are not limited to):
  • Work with Volunteer Coordinator/Swim Group Parents to recruit chairpersons for identified team events
  • Support Swim Group Parents and volunteer committee chairpersons to organize committees for the following team events and associated activities; coordinate with appropriate Board members as needed (see below for Swim Group Parent description)
    • Back to Swim Night (pictures, gear, volunteer signups) (fall)
    • 4th of July Parade (spring sign up, June participants’ meeting).
    • Annual Tahoe trip (spring planning, summer execution).
    • Annual Membership Meeting / end-of-year awards banquet.
    • City Meet (oversee duties not handled by coaches, ARPD, meet director)
    • Freeze Swim-a-thon
      • Freeze Committee includes:
      • Prize/Raffle coordinator
      • Pot luck coordinator
      • Facility coordinator (set up/cleanup/lap counting)
      • Photographer
  • Main point of contact for ensuring Freeze Donations processed accurately.
  • Provide leadership support and guidance to Swim Group Parents/chairpersons; approve committee plans in coordination with Board as needed
  • Set up volunteer meetings for individual events in coordination with event leaders, as necessary.
  • Be one of the signatories of the Club’s bank account; handle purchases for events in accordance with approved event budgets
Meets Director
Role: Oversees all activities related to team-hosted meets
Duties include (but are not limited to):
  • Manage coordination of Meet Committee; with help of Volunteer Coordinator recruit members to fill committee positions; oversee committee activities as needed
  • Responsible for Officials recruitment and development
  • Recruit parents to train to become officials and marshals
  • Ensure enough trainees are enrolled to replace retiring members
Meet Committee (not voting members of board; report to Meets Director)
Role:  Assist Meets Director in management of individual meet responsibilities
Areas of responsibility:
  • Entries coordinator
  • Snack bar/hospitality coordinator
  • Volunteer coordinator
  • Supplies coordinator (non-food)
  • Equipment coordinator (Colorado, computer)
Team Gear Manager and At Large Board Member 
Role:  Manage team store and ad hoc gear ordering/delivery
Duties include (but are not limited to):
  • Organize, promote, manage annual swim-a-thon gear needs (fall prep/winter execution), in conjunction with President and Freeze-a-Gator committee
  • Set up and maintain team store orders and sales
  • Annual team suit fitting (May – for city meet)
  • Annual personalized cap orders (Oct – for full swim season)
  • Shirt, sweatshirt, warm-ups, bags (ongoing)
  • Order team picture t-shirts, in coordination with Events Chair (late Sept.)
  • In conjunction with Volunteer Coordinator, set up delivery/pick-up of gear to team members
  • Coordinate with Head Coach to place JO/FW gear orders (March and July, as needed)
Volunteer Coordinator (not a voting member of board)
Role:  Assist events director with management of volunteers at events
Duties include (but are not limited to):
  • Set up online volunteer sign-ups for events, as needed, in consultation with appropriate Board and Committee members.
  • Coordinate/log meet volunteers at non-ALGA meets (timers, officials); assign “volunteer coordinator” for individual meets.
  • Ensure volunteer is on point at each event to sign in/sign out volunteers for shifts on TeamUnify app (based on online sign ups)
  • Track volunteer hours in Team Unify
  • Approve volunteer service hours in website after events including swim meets, and supports event director as needed
  • Work with Communications Manager to publicize volunteer opportunities for events and meets
  • Works with Membership to make sure unmet hours and unmet fundraising is billed in July.
Group Travel Coordinator(s) (not voting member(s) of board)
Organize all logistics for group “away” meets (winter sectionals, president’s day weekend, summer sectionals), in consultation with head coach and president
  • Planning, budgeting, deadlines (how much will it cost per swimmer, when do they need to commit)
  • Promotion of event, as needed
  • Solicitation of chaperones, as needed
  • Hotel reservations
  • Swimmer sign ups
  • Collection of swimmer payments
  • Coordination of transportation Etc.

Non-Board Volunteer Positions

Group Parent (one for each swim group)
Role: Each swim group is responsible for providing volunteers for one major team event each year. Which group will lead each event TBD each swim year.
Swim Group Parent(s) Duties: With volunteer committee chairpersons, organize committee for the assigned team event and associated activities; coordinate with appropriate Board members as needed.
  • Back to Swim Night (pictures, gear, volunteer signups) (fall)
  • 4th of July Parade (spring sign up, June participants’ meeting)
  • Annual Tahoe trip (spring planning, summer execution)
  • Annual Membership Meeting / end-of-year awards banquet
  • City Meet (oversee duties not handled by coaches, ARPD, meet director)
  • Freeze Swim-a-thon
    • Freeze Committee includes:
      • Prize/Raffle coordinator
      • Pot luck coordinator
      • Facility coordinator (set up/cleanup/lap counting)
      • Photographer
      • Main point of contact for ensuring Freeze Donations processed accurately.