MUSAC Volunteer Requirement 2019-2020

MUSAC is a membership-operated club. It is through the volunteer efforts of our swimmers and their families that MUSAC is able to function. We encourage family participation to reduce program costs and ensure the successful operation of the club. MUSAC accomplishes this goal through a credit-based volunteer program. When members work together as a team more can be accomplished.

To illustrate some of the volunteer time commitment needed to run the club, MUSAC hosts up to three meets throughout the year. These hosted meets require a minimum of 40 volunteers per session with up to 9 sessions a competition. These competitions are responsible for generating a large percentage of the club’s annual revenue. This money directly reduces every member’s cost to swim.  

The fee structure and required volunteer points are assigned to each swimmer based on their swim program. The points are calculated to match the opportunities to volunteer within the swimmer’s level. Every point earned by volunteering equals 1 credit toward the swimmer’s maximum point fee. No credits are given over and above the number of assigned points.  Required Group points click here.

At season end, points are converted to dollar value at 1pt = $1. Once your point maximum has been reached your volunteering commitment has been completed and your family account will be credited, or credit card refunded. Should you not reach the required point level you will be assessed a penalty of $1 per point against your online account payment from the season.

As part of the September registration, each family has the opportunity to sign up for administration and support duties. Requests for participation for swim meets will come before each individual meet. For duties at MUSAC-hosted swim meets, sign-up will be on a first-come, first-serve basis. Families who volunteer beforehand must still sign-in with the meet manager/designated official representative prior to the start of the session.  MUSAC swimmers not participating in specific swim meets who volunteer their time to aid in the meet’s organization will also be credited points.  All volunteer accounts will be tracked through each family’s online account.  It is each family’s responsibility to record their volunteer service in case a secondary submission is required.  

Swim Meet Management points click here

 

Calculation of Points & Fees

Credits and refunds will be applied and reconciled at the end of each session. Credits in excess of the annual amounts do not carry over to the next season. This fee is revenue neutral should the family point commitments be met. The fee will be treated like a uniform deposit set on each family's account at the time of registration.   Non-competitive swimmers also need to earn volunteer points for each swimmer participating in the program.  

Group Participation Points Required Fee

Group

Points

Fee

Performance Program 

400 pts

$400

Advanced Program

300 pts

$300

Development Program

200 pts

$200

Minnows

50 pts

$50

Masters

100 pts

$100

Fit for Life

100 pts

$100

*There is no additional increase in volunteer fees if a swimmer advances to a higher level group throughout the season

*Volunteer fees are paid in full at the time of registration and refunded immediately upon competition of the point commitment

*The swimmer with the largest amount of points is taken at 100%.  50% volunteer fees then apply to additional family members.  E.g. Swimmer 1 (Performance Group) 400 points, Swimmer 2 (Advanced) 300 points, Swimmer 3 (Master) 100 points= 400 + 150 + 50= 600 points in total. 

 

MUSAC Participation Commitment Program Job Descriptions

Position

Description

Points

President

 

Chief Executive Officer of MUSAC; presides over all meetings. President is the official MUSAC spokesperson and representative. Liaise between Board and Head Coach.  

Full Family Commitment

Vice President

Look after club promotion and act as a publicity and media liaison. Coordinate other outreach duties at the direction of the executive including registration materials, team pictures, newspaper and radio, club records, etc.

Fill Family Commitment

Treasurer

 

Look after all account deposits and account balances, and report these to the Board. Make monthly deposits of post-dated cheques.

Full Family Commitment

Secretary

 

Produce and distribute minutes for Board meetings and Annual General Meeting. Collect all Board directed correspondence & keep files. Ensure distribution of Registration info to members in September.

Full Family Commitment

Director

Attend board meetings and assist in the club`s administrative duties, projects, event organizations, and various other tasks.

Full Family Commitment

 General Team Support:

Position

Description

Points

 Registrar

Organize, review, and update information for new members for September. Ensure MUSAC swimmers are registered with the governing body. Arrange swimmer transfers with Swim Ontario and clubs. Maintain up-to-date squad listings for Head Coach, Finance and Website. 

 Full Family Commitment 

Equipment and Clothing Manager

Order, store and distribute team gear including the collection of monies for the gear. This includes swimsuits, events t-shirts, team jackets, and apparel.

200 pts

Media and Promotion Liaison  

Work with the Coaches & Executive to prepare & distribute the newspaper articles for MUSAC. This is a job requires a volunteer to work bit by bit throughout the season

Full Family Commitment

Website Coordinator

Update and maintain Club web site and bulletin boards.

Full Family Commitment

Food and Social Coordinator

Ensures that email notices are sent out regarding team social functions and meet food preparation is in order. Also to organize the end of year AGM. Volunteer must be hands-on at all events.

Full Family Commitment

Swim Meet Management: Meet Management Committee

Position

Description

Points

Meet Manager

Organize and run MUSAC hosted swim meets. Oversee MUSAC sponsored meets and coordinate their meet management. Obtain Swim Ontario sanction for MUSAC time trials and ensures sufficient officials. With Head Coach and Board, participate in Swim Ontario meet bidding process to secure MUSAC-hosted meets. With Head Coach, before the start of the season, identify meets that MUSAC will participate in during the year.

Full Family Commitment

Officials Coordinator  

Encourage MUSAC parent participation as officials and promote advancement to higher Official levels. Organize officials’ courses as needed. Co-ordinate senior officials for MUSAC sponsored meets.

Full Family Commitment

Swim Meet Management

Position

Description

Points

Heat Sheet/Swim Meet Promotion Sales

Coordinate the sale of special event swim meet tickets and ensure that people are recruited to sell tickets. Must be committed to work at the meet and sell heat sheets.

100 pts per meet

Master’s Competition Coordinator

Ensure that Master`s swim meets are made available to the membership and coordinate the entries, travel, and organizations of those meets.

200 pts

Swim Meet Sponsorship Coordinator

Establish/ work with members to solicit team sponsors, including sponsors for an annual swim meet; develop advertising guidelines/strategies and collect logos.

150 pts per meet

 Electronic Timing Coordinator

 Responsible for operation of the electronic timing system

 50 pts per session

Referee

On deck for the session, the referee is in charge of the conduct of the swim competition. Must be at least level 3 (orange) and taken referee clinic.

75 pts per session

Starter

The starter’s role is to ensure a fair start for all swimmers. May be asked to judge turns and relays in the start-end of the pool.

75 pts per session

Stroke & Turn Judges

Judges of Stroke (walks along the pool length) and Judges of Turn (at both ends of the pool) ensure swimmers follow the rules for each swim stroke and turn.

50 pts per session

Chief Finish Judge

Chief Finish Judge’s primary role responsibility is the determination of the official placing and results of a race.

50 pts per session

Timer

Ensure swimmer’s name, lane, heat number, etc. is correct. Accurately start and stopwatch and record finish times. Timers do not cheer for swimmers (regardless of team).

25 pts per session

Chief Timer

Chief Timekeeper must maintain a constant check on the accuracy and the efficiency of all Timekeepers.

50 pts per session

Clerk of Course

Aids in the office administration of swim meets and act as the liaison between meet organizers, coaches, and officials.

50 pts per session

Marshalls

Organize swimmers by event, heat, and lane prior to all meet races.

50 pts per session

Safety Marshalls

Runners

Ensure that all warm up and intermission pool regulations are abided by.

Collection of heat sheets.  Hand out food items.

10 pts per session

General Fundraising Coordination

Position

Description

Points

Spring Flower & Poinsettia Sales Coordinator

 Advertise and coordinate the sale of poinsettias. Provide information to members, distribute purchases

200 pts

Silent Auction Coordinator

Provide information to members, collect and set up auction items and create sales sheets. This volunteer must also be available to work at the silent auction during the swim meet.

200 pts

24 Hour Relay Coordinator

Organize and oversee the annual 24-Hour Relay event, including rentals, prizes, snacks, and dinner. This volunteer must be hands-on during the event. 

200 pts

General Helpers List: To be contacted by event coordinators for help and assistance on club projects.  25 pts per task awarded.