Hi Barracuda Families,

We are starting to prepare for an awesome 2019 Barracuda swim season!

We are adding some new "chairperson" leadership volunteer roles this year. We are excited that these roles will allow more people to support our team in a leadership capacity and maximize individual’s skills/talents.

If you'd like to be one of these new chairpersons, see the roles below and contact ([email protected]) before December 31st to indicate your interest in a role. The chairpersons selected will have guaranteed volunteer positions and provide some flexibility!

Thanks!

Barracuda Board

Chairperson Roles

Volunteer Coordinator

Pre-Season Responsibilities:

* Familiarize with roles & responsibilities - so you're ready to answer questions

During Season Responsibilities:

* Utilize Swimtopia to run a volunteer report the week of swim meet

* Email all weekly volunteers to remind of their role for the swim meet

* Ensure all volunteer positions are filled and work with board to fill missing volunteer positions

Meet Responsibilities:

* Coordinate with the weekly meet volunteer coordinator or do this job yourself

* Must arrive on deck at least 30 minutes BEFORE our warm-up begins.(6:30am for home meets)

* Get name tags/stickers from computer team

* Greet people upon arrival and get them headed in the right direction, handle basic questions.

* Actively track who hasn't arrived for scheduled roles, alert leads.

* Coordinate Flex volunteers to cover for no-shows/late-arrivers, if any

* Generally, complete an hour or so into the meet.

Setup/Takedown

Pre-Season Responsibilities:

* Inventory - make sure everything is located where it should be before first meet and in working order

* Documentation - Update any documentation to help per-meet volunteers know where things go (setup and takedown)

Meet Responsibilities:

* Coordinate with per-meet volunteers to schedule who's doing what & when (arrival times, etc.)

* Usually requires setup the night before or approx. 2 hours before the meet begins (~6am).

* For Takedown, ensure everything is put away or accounted for before per-meet volunteers leave.

Web

Pre-Season Responsibilities:

* Review web to ensure current content, update as needed

* Update meet schedule and no practice days/times

* Update sponsors on all content pages

* Review and updated volunteer roles and registration requirements as needed

* Post merchandise

During Season Responsibilities:

* Post communication, newsletters, pictures as needed

Meet Responsibilities:

* Post prior to meet: meet location/direction documents, final heat sheets, Age Group information

* Post after meet: meet results

Merchandise (including Trophies)

Pre-Season Responsibilities:

* Select/Design Shirts and related merchandise; designs and prices need to be available before registration opens late March.

* Confirm vendor for swim caps, signs, or anything else extra that we offer for purchase.

* Get thumbnail images of material to Computers team safely before registration, so parents can see them during registration.

* Coordinate order with vendors (new or from previous years); Swimtopia site catalogs what everyone ordered during registration.

* Expense orders with treasurer if not invoiced separately

* Confirm receipt of proper ordered merchandise (i.e. count shirts per size/etc.); Assemble orders for families.

* Distribute merchandise at a minimum of two practices and one meet; after that, families pick up at pool during meets.

Mid-Season Responsibilities:

Select and Order end-of-season trophies; order and ensure arrival on time without paying for expedited shipping prior to end of year banquet.

Sponsorship (including order banners)

Pre-Season Responsibilities:

* Solicit New and Contact Previous Sponsors

* Get Necessary Information (including logos) for Shirts, Banners

* Order Banners (if necessary)

* Provide information for Shirts when big shirt order is placed

Events: Fun Friday / Schlitterbahn / End Of Year Event

Pre-Season Responsibilities:

* Help with selection of date & location for Schlitterbahn-type event

* Help with selection of date for special family events at the big pool

* Help with selection of Fun Friday treats schedule

During Season Responsibilities:

* Purchase fun Friday snacks

* Manage volunteers to help deliver Fun Friday Snacks to pool before end of first practice on Fun Fridays.

* Expense snacks with Treasurer

End-of-Season Responsibilities:

* Coordinate Food/Drinks for End-of-Season Banquet/Party (Chick-Fil-A, etc.)

* RSVPs will happen via Swimtopia; so a target attendance number will be provided/confirmed before the event.

POSITIONS FILLED:

Ribbons Chairperson (FILLED FOR 2019 SEASON)

Pre-Season Responsibilities:

Inventory Ribbons, coordinate order with League Representative.

Meet Responsibilities:

Along with per-meet volunteers, ensure heat ribbons awarded.

Place stickers from computer team onto appropriate ribbons, sort into folders for each swimmer.

Responsibilities apply at both home and away meets.

Place Ribbons don't really start until an hour into the meet but can go after meet.

If inclement weather/etc., ensure ribbons properly sorted to folders before Monday practice.

Stroke Judge Chairperson (FILLED FOR 2019 SEASON)

Pre-Season Responsibilities:

Ensure enough volunteers solicited and properly trained.

Meet Responsibilities:

Along with other trained per-meet volunteers, staff 2 of the 4 positions continuously during the meet.

Cover for last-minute sick judges on emergency basis if others not available.

For home meets, convene the before-meet Stroke Judge meeting consisting of judges from each team.

For home meets, keep an eye on the judges for both teams in case someone is new/struggling.