1. Parent Participation Points Overview

2. 2022/23 Volunteer Points Requirement

3 Key Volunteer Job Opportunities

4 Key Volunteer Job Descriptions


Parent Participation Points Overview

The Chena Swim Club is a parent run, not for profit children’s swimming Club. In order to run the Club relies on parent volunteers. The club uses a point and deposit system for parent volunteer hours. This system helps to ensure that we have enough volunteers to organize and run the Club, our swim meets and other Club events. It also helps us reciprocate with other clubs that help in running our meets. We require ALL parents to participate in some way. The Children love seeing us taking part in their sport, the Club runs on Volunteers and it’s a great way to make new friends and learn more about the sport of Swimming. This is how it works:

  • Each time you volunteer, please record your hours on the Volunteer Points Form.  The Club does not always keep records of when members volunteer, especially when volunteering at another club’s event. Do not rely on the job signups as proof of your volunteering.
  • The number of points allocated to each volunteer job or task is listed below. Please note that this list is not exhaustive and there may be other ways you can help the Club for which you will receive Parent Participation Points.
  • If you have more than one swimmer in the Club (for example, in Junior and Senior), you don’t have to earn volunteer points for both swimmers.  PPP requirements are based on the child in the higher group (group requirements are shown below).
  • Most years, Chena hosts a swim meet in February at Harry Jerome called the Chena Meet. We need many volunteers to run our meet and everyone with a swimmer in the meet is expected to help at least once at one of the 4 sessions. 
  • Complete and submit an electronic Volunteer Points Form  for every Event you volunteer at.
  • You can also earn Regular Points by officiating at other clubs' meets that Chena competes at.
  • Parent Participation Points earned do not carry forward to the next season.

2022/23 Volunteer Points Requirement

The number of points required per year will depend on the level of your swimmer(s). For families with two or more swimmers, the volunteer requirement is equivalent to the most senior swimmer.

The points are loosely proportional to the number of hours that each group trains, the 2020/21 points requirements are as follows:

Pool Time (Hours)

Group Name

Points Requirement

Up to 7.75

Junior Groups

20

7.75 - 10.25

Youth Groups & Senior Cross Training

25

10.24 – 12

Senior Development & Regional

30

12 +

Senior Provincial & National

35

The Annual Fee for each group is net of a discount of 5% of the Annual Fee of the families' most senior swimmer. The discounted amount of the Annual Fee presumes parents achieve 100% of their volunteer hours during the year. Parents must achieve the full volunteer requirement in order to retain this discount. Any families not achieving the required hours by the end of the year will lose the discount amount and their account will be billed for the additional 5% of the Annual Fee.

If 50% of the volunteer credits are not completed by January 31st then 2.5% of the annual fees of the most senior swimmer will be charged March 1. If the remaining 50% are not completed by June 30 then 2.5% of the annual fees of the most senior swimmer will be charged August 1.Should the full volunteer requirement be achieved later in the year, the amount will be refunded through a credit to the Member Chena Account

Our volunteer vision is to have an exciting, invigorating volunteer program that engages all swimming families.

We are open to suggestions from members for ways of improving the club. If someone wants to volunteer to do something that is not on the list they can contact the Volunteer Co-ordinator ([email protected])

2022/23 Key Volunteer Job Opportunities

Job Title

Volunteer Name

Email Address

Points

Added

Board of Director Positions

21/22

President

 

[email protected]

Full

 

Vice-President

Peter Mountstevens

[email protected]

Full

 

Treasurer

Brian Campbell

[email protected]

Full

 

Secretary

Bambi Roy

[email protected]

Full

 

Club Officials Director

Daniel Fassina

[email protected]

Full

 

Member at Large

Jen Londergan

 

Full

 

Member at Large Gemma Parker   Full  

Member at Large

    Full  

Member at Large

   

Full

 

Member at Large

 

 

Full

 

Annual Positions

 

Registrar

Courtney Fassina

[email protected]

Full

 

Assist Registrar / Chena Skills

Peter Mountstevens

[email protected]

Full

 

Assist Registrar / SwimBC Liaison

David Plecko

[email protected]

Full

 

Treasurer's Assistant (Billing)

Moira Bridgeman

[email protected]

Full

 

Treasurer's Assistant (Meet Fees)

Peter Mountstevens

[email protected]

Full

 

Travel Coordinator

Jen Londergan

  Full  

Website Administrator

Peter Mountstevens

[email protected]

Full

 

Volunteer Coordinator

Steve Young

[email protected]

Full

 

Fundraising Coordinator

Gemma Parker

[email protected]

Full

 

Equipment / Clothing Manager

Tonette Candlish

[email protected]

Full

 

Points Coordinator

Peter Mountstevens

[email protected]

Full

 

Officials Director

Daniel Fassina

[email protected]

Full

 

Fundraising Coordinators

 

Gift Cards

Not Required

 

15

 

Swim-A-Thon

 

[email protected]

15

 

Purdys

Patricia Houlihan

 

15

 

Group Coordinators

 

Junior White

    15  

Junior Blue

 

 

15

 

Junior Green

Julia Hanlon

[email protected]

15

 

Youth White

Dee Unal

[email protected]

15

 

Youth Blue

Aurelia Meradou

[email protected]

15

 

Youth Green

May Godding

[email protected]

15

 

Senior Cross Training

 

 

15

 

Senior Development

Nadyne Rousseau

[email protected]

15

 

Senior Regional

Laura Samaroo

[email protected]

15

 

Senior Provincial

Jen Londergan

[email protected]

15

 

Senior National

Jen Londergan

[email protected]

15

 

Training/Official Clinics

 

Teaching

 

3

 

Attending

2

 

Event Coordinators

 

Fall Team Practice & Breakfast

Jen Londergan

 

15

 

Chena Meet Manager

Peter Mountstevens

 

15

 

Northshore Triathlon

D'arcey Musselman

 

15

 

Pancake Breakfast (Swim-a-thon)

VACANT

 

15

 

Chena Meet

VACANT

 

15

 

Pub Night Fundraiser

 

 

15

 

Year End Event

Nadyne Rosseau

 

15

 

Meet Officials/Volunteers

 

Head Referee

 

8

 

Starter

8

 

Stroke and Turn Judge

6

 

Timing

5

 

Meet Chaperone

5 to 20

 

Meet Photographer

5 per day

 

Catering / Hospitality

5

 

Key Volunteer Job Descriptions

Registrar (30 Credits)

  • is responsible, in consultation with the Head Coach and the Treasurer, for the development and distribution of the Club’s registration package;
  • is responsible for organizing, advertising, setting up, and overseeing registration day(s) and recruiting volunteers to assist with registration;
  • oversees the registration of new members on an ongoing basis throughout the season;
  • is responsible for computer entry of member’s registration information, and for producing registration summaries and contact information for distribution on a monthly basis or as requested to the Head Coach and Treasurer;
  • oversees the collection of all registration fees and other payments made in connection with the registration process and remits the payments and payment records to the Treasurer;
  • ensures compliance with SwimBC, SNC, MSABC, and TriBC registration and payment requirements.
  • requires good knowledge of Excel and web based programs.

Assistant Registrar (30 Credits)

  • year round position looking after the registration of swimmers into Chena Skills;
  • works closely with coaching staff, treasurer, website coordinator and registrar;
  • requires good knowledge of Excel and web based programs.

Treasurer (30 Credits)

  • Chena Board of Directors position;
  • makes all the financial arrangements for the Club as directed by the Board and oversees the integrity of the financial records as prepared by the bookkeeper;
  • is responsible for the preparation of the gaming grant application and for ensuring compliance with gaming grant conditions and requirements;
  • is responsible, in consultation with the Head Coach, for the preparation of the annual budget for the Club;
  • is responsible for following up with delinquent accounts owed to the Club;
  • works with the Fundraising Coordinator to ensure achievement of the fundraising requirements of the Club;
  • reports monthly to the Board or as requested on Club finances;
  • reports annually to the membership on Club finances at the Annual General Meeting.

Assistant Treasurer (Revenue & Billing) (30 Credits)

  • tracking monthly payments;
  • communicating and resolving any anomalies with the Registrar and the Treasurer;
  • communicating the deposit details to the Treasurer for accounting;
  • requires good knowledge of Excel and a basic knowledge of accounting.

Assistant Treasurer (Meet Fees) (30 Credits)

  • works with the Head Coach and Treasurer to track meet fees;
  • must have comfortable working knowledge of MS Excel and MS Outlook or similar e-mailing system.

Travel Coordinator (30 Credits)

  • arranges all travel, accommodations, food, etc for team travel meets.

Volunteer Coordinator (30 Credits)

  • maintains a list of current volunteers;
  • responsible for filling the Chena volunteer positions;
  • works closely with Group Representatives, Parent Participation Points Coordinator website coordinator and Board of Directors.

Parent Participation Points Coordinator (30 Credits)

  • is responsible for advising parents on the requirements of the Parent Participation Point (PPP) system;
  • communicates deadlines to and collects PPP reporting forms from parents;
  • creates and maintains accurate records of parent participation points attained;
  • provides reports to the Treasurer and the Board twice annually, or as requested, on the point status of all member families.

 

Equipment/Clothing Manager (30 Credits)

 

  • acts as the liaison between the coaches and the Board in the selection of team clothing and merchandise;
  • takes orders for equipment, clothing, championship caps and jerseys or any other merchandise from members, collects payments for merchandise, places orders with suppliers, picks up or takes delivery of merchandise, and distributes the merchandise to the members;
  • maintains accurate records of orders, payments, and deliveries of merchandise;
  • maintains and updates inventory lists;
  • maintains the lockers at three pools;
  • takes quarterly inventory of Chena owned equipment and reports missing/damaged items to Board;
  • remits all payments and payment records to the Treasurer on a monthly basis, or as requested by the Treasurer.

Meet Chaperone (5 Credits Per Day)

  •  accompanies the team on a travel (away) swim meet and stays with the team;
  • assists with the care and supervision of all the Club’s swimmers travelling with the team;
  • prepares or obtains meals and snacks for the swimmers;
  • assists with transportation of the swimmers as requested by the coaches.

Event Coordinators (15 Credits Per Event)

  • is responsible for working with the Group Representatives to organize group social activities during the season;
  • is responsible for organizing Club social activities at the request of the Board, including the reservation of facilities, advertising of the events, and the recruitment of volunteers;
  • is responsible for planning and organizing the event in consultation with the Board and Head Coach;
  • opportunities include:
    • Team practice/breakfast
    • North Shore Triathlon
    • Pancake Breakfast
    • Chena Meet Hospitality
    • Christmas Party
    • Spring Social
    • Year-end BBQ and Awards Ceremony

Fundraising Coordinator (30 Credits)

  • works with the Board to identify, organize, and implement fundraising activities to assist the Club in controlling fee levels;
  • works with and acts as a resource person for the individual fundraising event coordinators, including assisting with the recruitment of volunteers and the collection and recording of funds raised;
  • reports to the Treasurer on a monthly basis.

Fundraising Event Coordinators (15 Credits Per Event)

  • coordinates Club Fundraising Activity;
  • works with the Fundraising Coordinator to coordinate fundraising event;
  • opportunities include:
    • Poinsettias
    • Gift cards
    • Swim-A-Thon
    • Purdys

Group Coordinator (15 Credits)

  • acts as a liaison between the parents of swimmers in the group and the Board, the Volunteer Coordinator and Coaches;
  • will communicate, upon request, information from the Board, Volunteer Coordinator and Coaches to the parents of swimmers in the group;
  • answers procedural questions from new parents, refers coaching issues to the group coach or Head Coach, and refers policy questions to members of the Board;
  • distributes and gathers forms and payments for fundraising events, swim meets, parent participation point reporting, and social events;
  • organizes at least one social event or activity per season for the group;
  • assists the Board, Officials Coordinator, meet organizing committee, and fundraising event coordinators with the recruitment of volunteers from the group’s parents to help with Chena meets and other Club events.

Meet Manager (15 Credits)

  • is responsible for all the organizational details of a Chena hosted swim meet, including having the necessary equipment and personnel available during the meet;
  • works with the Officials Coordinator to ensure the necessary meet officials are available during the meet;
  • is responsible for the dissemination of all meet information and forms;
  • ensures that the preparation of sanction applications, entry lists, heat sheets, and results are completed on time;
  • coordinates the set up and take down of the meet and meet equipment;
  • does everything that needs to be done to ensure a successful meet;
  • must have attended a Meet Manager clinic.

Officials Coordinator (30 Credits)

  • is responsible for overseeing the training of Chena parents as officials (e.g.. timers, stroke and turn officials, clerks of the course, referees) for swim meets, including organizing officials’ clinics for the training of Chena parents, and informing Chena parents of officials’ clinics hosted by other clubs, to build the base of trained officials within the Club;
  • maintains a roster of Club parents listing each parent’s swim official status;
  • works with the Meet Manager in organizing officials for all Chena hosted meets;
  • recruits, organizes and schedules all Chena officials for non-Chena meets;
  • acts as the Club’s LMR Representative at monthly Lower Mainland Region Meetings, and reports to the Board on LMR proceedings and developments.

Club Photographer (5 Credits Per Day)

  • Attends group meets, PASS meets, group or club functions and take pictures of swimmers, coaches, parents, etc;
  • sends pictures to Website Coordinator.

Meet Official

  • Senior Meet Officials (head referee, starter, etc) - 8 credits/session
  • Stroke and Turn - 6 credits/session
  • Timing - 5 credits/session All parents are requested to volunteer to time for one session at swim meets their children attend. In particular, distance events often require at least one parent to be present and timing for their child.
  • Catering - 5 credits/session

President (30 Credits)

  • is the Chief Executive Officer and presides at all Board and General Meetings;
  • works closely with the Head Coach and the Board to identify and implement the goals, directions, and policies of the Club;
  • acts always in the best interests of the Club and its membership as identified by the Board in consultation with the Head Coach;
  • is the official spokesperson of the Club and the Club’s official representative;
  • performs all duties required for the position and as may be assigned by the Board;
  • is an ex-officio member of all Club committees;
  • must have served on the Board for at least one year prior to election to this position.

Secretary (30 Credits)

  • is responsible for taking and producing the minutes of the Board and General Meetings, and distributing them to the Board Members within 14 days of the meeting;
  • assembles the agenda and distributes it to all Board Members prior to a Board Meeting;
  • is responsible for collecting all Board directed correspondence and keeping files as directed by the Board of Directors;
  • is responsible for distributing Board Communications to the members;
  • is responsible for filing the Annual Report with the Registrar of Companies within 14 days of the Annual General Meeting.

Vice-President (30 Credits)

  • assists the President and performs all duties of the President when the President is absent;
  • strikes and monitors all Club committees;
  • is responsible for keeping all Club insurance policies in good standing;
  • is responsible for ensuring the compliance of the Club with all municipal, provincial, and federal laws and regulations, as well as all reporting requirements in connection with the laws and regulations;
  • is expected to be willing and able to assume the position of President upon the retirement of the current President, or when the position becomes vacant for any other reason.