Calvert Aquatics Club Executive Board Members Duties and Responsibilities

Duties and Responsibilities downloadable PDF

President:

• Oversee CAC Registrar and ensure all swimmers, coaches, and non-athlete members are registered with USA / MD Swimming
• Attend training required by USA / MD Swimming to continue CAC club recognition
• Attend MD Swimming House of Delegates yearly meeting
• CAC Bylaws
• Policy and Code of Conduct
• Review and enforce Policy and Code of Conduct issues
• Assist all CAC Board Members
• Assist with the development of CAC program fees
• Yearly Membership meetings (schedule, organize, run)
• Meet monthly with Head Coach and/or attend CAC Coach’s meetings
• Evaluation of CAC items on a monthly basis – Annual Schedule Review
• Head Coach and Assistant Coach(s) contracts
• Facility(HAC) rental contract
• Chair Swim Meet Committee
• Oversee MAAPP/SafeSport Team Liaison
• CAC Handbook development and updates
• CAC Liaison to Hall Aquatic Center and County Government
• Human Resources Coordinator
• Liaison with Arena sponsor and lead renewal/bidding when the contract expires

Vice President: 

• CAC promotions Chair
  • Chair CAC promotional items or team store
  • Chair CAC promotional events with members at large
  • Chair CAC Fundraising events with members at large
• CAC Team Fitting/Coaches Gear/Spirit Wear
• Work with President to liaison with Arena sponsor and lead renewal/ bidding effort when contract expires
• Assist with the development of CAC program fees
• Yearly Membership meetings (schedule, organize, run)
• Chair the Executive Board annual election process from nominations for open positions through yearly voting odd years or when not on the EC ballot
• CAC Handbook development and updates
• Assist all CAC Board Members

 
Secretary:

• Develop monthly CAC Board meeting agenda
• Official CAC minutes of each meeting, to include posting to all CAC board members, “official CAC binder”, and on the CAC Office 365 Share Point file
• CAC Yearly Calendar with President, Head Coach, Members at Large
• Assist President with CAC Handbook
• Assist with the development of CAC program fees
• Monthly Membership Newsletter (coach will submit ‘wet’ side information)
• Volunteer Recognitions
• Schedule meeting space

Treasurer:

• Process Payroll for CAC employees
• Coach Educational Budget
• Pay CAC invoices
• Pay CAC meet entry fees
• Develop yearly CAC budget
• Present CAC finances at monthly Executive Board meetings
• Present CAC finances at Annual Membership meetings
• Collect and deposit funds from clinics, fundraisers, donations, spirit wear, etc….
• Tax Donation letters
• Update Quickbooks on-line
• Balance CAC monthly bank statements
• Update Team Unify billing cycle on a monthly basis
• File appropriate Maryland and Federal Tax forms in a timely manner
• Assist with the development of CAC program fees
• Administrator for all Team Unify Billing (general set up, dues, invoices)
• Notify members with expired credit cards in Team Unify
• Coordinate a volunteer to attend CAC fundraising events to process credit card payments during the event
• Insurance (review, update, pay additional insurance)

Registrar:

• Assist with the development of CAC program fees
• Update Team Unify on pro-rated Program Fees
• Registration
  • Register team, coaches, and non-athlete members at the beginning of each swim season (September) * official register themselves.
  • Register any new swimmers that join
• Register Swimmers
  • Approve team registration in TU
  • Meet with new families to verify full name/ DOB documentation ( must have availability to be at pool during some practice sessions)
  • Generate USA Swimming registration package/ send to MD Swim registrar
  • Maintain communication with Head Coach regarding swimmer tryouts/registrations
  • Process all transfer forms and send to MD Swim registrar
  • Work with CAC President on any special registrations/ payment plans
  • Answer any parent questions regarding the registration process
• Attend yearly Registrar training/meeting with MD Swim Registrar (September)
• Certifications
  • Verify that all coach/ non-athlete member requirements are current (certifications/background check/ APT)
  • Verify that all athletes turning 18 complete the APT training
  • Notify all coaches/ non-athlete members of any certifications that are set to expire in the next 90days
  • Follow up with coaches/ non-athlete members to ensure recertification was achieved
• Maintain current swim group rosters
• Group Evaluations
  • Receive notice from Head Coach on swimmers that will be moving groups based on evaluations
  • Calculate additional charges (if applicable) for the swimmer move up
  • Process a credit card charge for the additional fee from the move up
• Team Unify Registration Administrator
  • Create and monitor TU Registration system for yearly/seasonal programs
  • Monitor swimmer membership status (active/suspended)

Members-At-Large (2):

• Schedule and hold regular “bleacher” meetings with parents of groups to field concerns, questions, group activity planning
• CAC outreach to the community
• Advertisement
  • Flyer distribution at public & private schools
  • Summer Swim Teams
  • High School Events
• Publicity
  • HAC open house
  • Community Events
  • Back to School Open House Events
• Group events
• Swimmer recognition (head coach develops program)
• CAC member volunteer program
• Assist with the development of CAC program fees
• Organize social events for both swimmers and families/adults
• Oversee Fundraising