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IHST Job Descriptions of Elected Officers, Appointed Committees, and Volunteers

      I.          President (1)- The President of the Indian Head Swim Team (IHST) is an elected position by a majority vote of the membership, with elections held at the Team's annual end of season meeting. The President is the Chairperson of the IHST Board of Directors (Officers), has one vote, and is responsible for the overall operation of the team.

*        presides over, attends, and arranges the date, time and place for all meetings of officers and/or parents, including registration.

*        Oversees Standing Committees (Meet Manager, Team Gear, IHST Booster Club)

*        with the approval of the other elected officers, hires the swim coaches and serves as the main point of contact for the coaches, revising contracts as needed.

*        serves as the official spokesperson for the team and liaison between IHST and the Potomac Heights Home Owners Association to schedule meets and special events, address security and equipment issues, and other pertinent issues, such as lifeguard coverage at all practices and meets

*        serves as the main point of contact for team sponsors and ensures their continued support

*        assures all aspects of the team operations are covered by appropriate committees or individuals and monitors the various activities throughout the year, providing necessary guidance

*        responsible for  co-signing IHST checks with the Treasurer

*        responsible for making decisions concerning the routine operations of the team and minor financial matters, but consults with the officers on more complicated matters and large outlays of funds

*        conducts and assists other Board members with swim team registration, including publicity

*        acts as master of ceremonies for the IHST annual Awards Banquet and is responsible for the traditional gifts to the coaches and/or volunteers

*        collects current information from all committees and sends out weekly e-mails, E-Splash, during the swim season, to all team members, to keep them informed

*        responsible for the overall operation of any IHST Standing Committee in the absence of the Chairperson, assuming all of his/her duties

*        provides the webmaster of the IHST web site, accurate and current information for posting

 


A.  Standing Committee - Team Gear Committee (3-4) - The Team Gear Committee (TGC) Chairperson is an elected position by a majority vote of the membership, with elections held at the Team's annual end of season meeting.  The TGC Chairperson is a member of the IHST Board of Directors (Officers), has one vote, and is responsible for coordinating swim team purchases (swimsuits, goggles, caps, T-shirts, swim supplies), upon the approval of the Board of Directors.

*        attends Board meetings

*        periodically provides a status report to the President, informing him/her of any possible concerns

*        solicits volunteers to assist in various team gear activities

*        acts as liaison between the team and vendors regarding team gear purchases, approved by the Board of Directors, including obtaining quotes and sizing kits

*        responsible for the distribution of all team gear to team members, including PMSL handbooks

*        assures all funds are counted, recorded, and provided to the IHST Treasurer for prompt deposit into the team’s account, including all receipts

*        conducts and assists other Board members with swim team registration

 

B.     Standing Committee - IHST Booster Club (3-4)  - The IHST Booster Club (IHSTBC) Chairperson is an elected position by a majority vote of the membership, with elections held at the Team's annual end of season meeting.  The IHSTBC Chairperson is a member of the IHST Board of Directors (Officers), has one vote, and is responsible for team pictures, coordinating the swim-a-rama (including lap counters), 50/50 raffle at all home meets and an additional annual fundraising activity, to be voted on and approved by the Board of Directors.  (e.g. raffles, candy sales, etc.). The IHSTBC is a non-profit entity established for the sole purpose of providing financial support (cash and merchandise) to the IHST.

*        attends Board meetings

*        periodically provides a status report to the President, informing him/her of any possible concerns

*        assures all funds are counted, recorded, and provided to the IHST Treasurer for prompt deposit into the team’s account, including all receipts

*        prepares a final summarization report, for each activity, due to the Board of Directors following the conclusion of each activity

*        solicits volunteers to assist in various fundraising activities

*        conducts and assists other Board members with swim team registration

*        This committee shall also be responsible for coordinating with the President for obtaining team sponsors.

 

1.      Team Photographer (1) - Takes pictures at practices, meets, and the team picture.  Develops a flyer for ordering pictures to be included with the registration package.  Distributes ordered pictures, sells extra pictures at the awards banquet.  Develops a slide show for the awards banquet, if possible. Submits expense receipts for reimbursement at the end of the season.

 


C.  Standing Committee – Meet Manager  (1 + additional jobs) - The IHST Meet Manager is an elected position by a majority vote of the membership, with elections held at the Team's annual end of season meeting.  The IHST Meet Manager is a member of the IHST Board of Directors (Officers), has one vote, and is responsible for the preparation of all home and away meets including "B" meets and other special meets, including all administration as well as physical preparation of the pool area. The Prince-Mont Swim League (PMSL) Handbook provides detailed guidance relative to meet procedures and responsibilities of the Meet Manager.  In addition, the IHST Meet Manager appoints a Meet Manager Assistant and is responsible for the following items:

*        attends Board meetings

*        attending the annual PMSL Officials/Administration Clinic prior to the season and distributing appropriate information to volunteers

*       

*        maintaining all equipment in working order

*        makes sure the team supplies for officials are stocked and distributes them at each home meet 

*       

*        purchasing necessary equipment items, with prior Board of Directors approval

*        providing the Head Coach with meet cards and other information as appropriate

*        holds all meet cards for home meets until September in case of any discrepancies

*        attend seed meetings for Charles County Championships and Divisionals. Double check seed cards and discuss any discrepancies with coach before making any changes and then turn them in at the meeting. Notify coaches of any information needed from these special meetings

*        after divisionals, check the PMSL web site that evening in order to get the All Star seedings and notify coaches and swimmers of all information

*        Report to the host pool not later than 2 hours before the meet is scheduled to begin

*        arrange for pool set up prior to home meets. Lane ropes, backstroke flags, United States flag has been raised on flagpole, etc. are all in place before start of the meet. Make sure ice water and cups, which is furnished by the meet manager, are out for the volunteers and that bathrooms have enough paper products for the entire meet, which is furnished by MWR.

*        returning the pool to its original state at the conclusion of each home meet

*        providing the announcer with a list of items to be announced at home meets, such as time of officials meeting and times of warm-ups for each team

*        assures volunteers are briefed on their responsibilities including Referee, Starter, Stroke & Turn Judges, Sweep Judge, Head Judge, Team Representatives, Team Data Manager, Clerk of Course, Timers, Runners, Announcer, Records, Team Photographer, Team Marshall, and Set Up/Clean Up Crew.  Please see individual job descriptions.


 

1.          Meet Manager Assistant (1)  - The Indian Head Swim Team (IHST) Meet Manager Assistant is an elected position by a majority vote of the membership, with elections held at the Team's annual end of season meeting.  The Meet Manager Assistant is a member of the IHST Board of Directors (Officers), and assists the Meet Manager with all of his/her duties.  In the absence of the Meet Manager, he/she has one vote, and assumes all duties as described for the Meet Manager and is given full authority at PMSL meetings.  The Prince-Mont Swim League (PMSL) Handbook provides detailed guidance relative to meet procedures and responsibilities of the Meet Manager .  Attends Board meetings.

*        Report to the host pool not later than 2 hours  before the meet is scheduled to begin

*        gathers the list of volunteers for all deck positions and provides IHST President with assignments, directions, and meeting times three days prior to all meets for inclusion in weekly E-Splash

 

 

          2.     Referee (1-2) Has experience in all officials positions & attend referee portion of PMSL clinic.  Must be familiar with all rules established in the PMSL handbook.  The Prince-Mont Swim League (PMSL) Handbook provides detailed guidance relative to meet procedures and responsibilities of the Referee.  Assembles all officials, checks assignments, gives instructions and makes sure they are all qualified. Also, instructs and coordinates the stroke and turn judges. Determines that a delay or reordering of events is appropriate. Blows the whistle to cue the starter to take charge of the swimmers. Any conduct which the referee deems to be inherently unsafe to a swimmer or other individuals should be dealt with by appropriate sanction which may include disqualification or barring the offender from further competition or the meet area.   Responsibilities include:

 

*        Report to the host pool not later than 30 minutes before the meet is scheduled to begin

*        May designate an Administrative Referee to assist in home meets.  May volunteer to act as Administrative Referee at away meets.

*        The order of events, as stated in section II of the PMSL handbook, shall not be changed, added to, or altered, except by the referee.

*        Has full authority over all officials and shall assign, instruct, and qualify them. Shall enforce the rules and decisions of the PMSL, and shall decide all questions relating to the actual conduct of the meet, the final settlement of which is not otherwise assigned by said rules.

*        Disqualifies competitors for any violations of the rules that he/she personally observes, such as: obstructing another competitor by swimming across lanes or otherwise interfering shall disqualify the offender subject to the discretion of the referee. No swimmer is permitted to wear any device to help his/her speed or buoyancy during an event.

*        Shall provide a hand signal or verbally indicate to the starter that judges are ready for competition to resume, the judges and timers are in position and that the course is clear before each start.

*        Shall give a decision on any point where the opinions of the judges differ. May interfere in a competition at any stage after the start to ensure that the racing conditions are observed.


*        Should a foul endanger the chance of success of a contestant, the referee shall have the power to allow them to swim in the next round, or should the foul occur in the final, the referee may order it re-swum. In case of collusion to foul another contestant, the referee may, at his/her discretion, disqualify the contestant for whose aid the foul was committed, as well as the contestant doing the fouling.

*        With head judge and head timer, prepares roster of qualified officials.

*        Coaches and team reps having entrants in any event on the program shall not be allowed upon the starting platform or deck of the pool, which must be clearly designated, during the progress of any competition. (Exception as noted in Section III, para 8 of PMSL handbook). Upon being appraised of a violation of this rule, the referee shall remove such offender immediately. Coaching of contestants during the progress of an event shall not be permitted.

*        A referee shall not interfere unless there is a disagreement between officials responsible for the decision or unless there is an infraction of the rules.

*        The referee shall modify the rules according to the needs of handicapped swimmers.

*        The referee shall have the power to recommend to the League President punitive action for any conduct at a meet, which is deemed detrimental to the best interests of the League. Each club shall be responsible for the actions of its representatives with regard to the conduct of the meet.

 

          3.     Starter (1-2) - Experience in stroke/turn & attend starter portion of PMSL clinic.  Must be familiar with all rules established in the PMSL handbook.  The Prince-Mont Swim League (PMSL) Handbook provides detailed guidance relative to meet procedures and responsibilities of the Starter.

*        Report to the host pool not later than 30 minutes before the meet is scheduled to begin

*        The starter, upon receiving clearance from the referee, directs swimmers into a position near the edge of the pool by stating “Heat x, positions please”. The swimmers shall respond by taking position sufficiently close to the forward edge of the pool that they may promptly respond to the starters’ command by assuming a position with at least one foot on the forward edge of the pool. For backstroke starts, they shall be instructed as follows: “Heat x, step in feet first please”. The swimmers shall respond by entering the water promptly facing the starting end with both hands placed to start.

*        After the referee’s single long whistle, the starter instructs the swimmers and then directs them to “take your mark”, to which they must respond immediately (for forward starts) by assuming a starting position by having at least one foot at the front edge of the pool deck. Sufficient time should follow “take your mark” to enable swimmers to assume starting positions, but no swimmer shall be in motion immediately before the starting signal is given.

*        Starters instructions shall consist of at least the following: The distance to be covered; the stroke or strokes to be swum and when relevant the order in which they are to be swum; and the number of lengths in the event.

*        Every swimmer in any event who breaks his starting position before the signal is given, commits a false start if the referee and starter independently observe the same swimmer(s) having done so. A swimmer who has false started because of the action or movement of another competitor may be relieved of the responsibility for the false start.

*        Any competitor, who, in the opinion of the starter, causes unnecessary delay of the start commits a false start.


*        The starter shall not call back all competitors if a swimmer breaks or leaves his position and the starting signal is then given. Any swimmer having done so shall be charged with a false start (including those who may have done so in response to movement of another competitor) if the referee and starter independently observe the same swimmer(s) having done so.

*        A recall signal shall be given promptly if an unfair start occurs (example:  equipment failure). No swimmer shall be charged with a false start if a recall signal is given (whether intentional or inadvertent).

 

       4.     Stroke and Turn (2-6) - Must attend the PMSL clinic.  The Prince-Mont Swim League (PMSL) Handbook provides detailed guidance relative to meet procedures and responsibilities of the Stroke and Turn.

*        Report to the host pool not later than 30 minutes before the meet is scheduled to begin

 

a)      Take Off Judges: The referee shall appoint, instruct and deploy take-off judges. Dual confirmation by appointed judges is required for disqualification. These judges shall not raise a hand if a violation is observed.

b)      Turn Judges: The turn judges shall be familiar with the USA Swimming rules governing turns and touches for freestyle, breast, back, and butterfly strokes. Shall operate on both ends of the pool, and determine that when turning or finishing, the swimmer complies with the rules applicable to the stroke used. Raise hand if violation is observed.  Report all disqualifications to the referee on the appropriate form.  

c)      Stroke Judge: The stroke judge shall be familiar with the USA Swimming rules governing freestyle, breast, back, and butterfly strokes. Shall operate on both sides of the pool, preferably walking abreast of the swimmers to ensure that the rules relating to the style of swimming designated for are being observed. Raise hand if violation is observed.  Report all disqualifications to the referee on the appropriate form.

 

5.          Sweep Judges (2-4) - The Prince-Mont Swim League (PMSL) Handbook provides detailed guidance relative to meet procedures and responsibilities of the Sweep Judges.  Report to the host pool not later than 30 minutes before the meet is scheduled to begin. There will be two place judges, one from each team for dual meets. For division meets, there shall be two mutually agreed upon place judges.   Place judges shall sweep 1st and 2nd place. The order of finish shall be governed by the decision of the place judges when the place judges are in agreement. The lane timer’s watch times shall govern any place(s) where the place judges are not in mutual agreement.  Place judges may call ties. Place judges should make a “no call” if they do not see the order of finish (including ties) clearly.  By mutual agreement of meet managers and referee, the requirement for place judges may be suspended for a meet when there is a shortage of officials.

 

       6.     Head Judge (1-2) -  The Prince-Mont Swim League (PMSL) Handbook provides detailed guidance relative to meet procedures and responsibilities of the Head Judge.   Report to the host pool not later than 30 minutes before the meet is scheduled to begin.  With the Referee and Head Timer, the Head Judge compiles the roster of qualified officials. The Head Timer confers with the Head Judge; times and places are checked; sorts the Event Entry Cards into proper order of finish based on sweeps decisions if they match for 1st and 2nd place in the fastest heat (you must be aware of faster times achieved in previous heats), go by times if sweeps don’t match, rest of the event by time, attach disqualification slips to appropriate card matching heat/lane.  Once sorted, turn them over to the Team Data Manager.

 

         7.     Team Representative (2) - The official Team Representative  is to be stationed at pool side during the meet so they are in a position to receive reports of disqualification’s from the referee. This person should not serve in any other official capacity, during the meet (i.e. timer, referee, etc.). Coaches shall not be the Team Representatives. The Prince-Mont Swim League (PMSL) Handbook provides detailed guidance relative to meet procedures and responsibilities of the Team Representative.   Responsibilities include:

*        Report to the host pool not later than 30 minutes before the meet is scheduled to begin

*        Notify coaches of any disqualification’s reported

*        Staying through the entire meet in case of any protest

*        Consulting with the referee on any questions pertaining to the USA swimming and league rules, conduct of the meet or decisions of officials. He/she may not consult with the referee while an event is in progress

*        Lodging protests involving turns, strokes and other technicalities within 30 minutes after the event has been recorded as advised by the coaches

 

8.      Team Marshall (1-2) - The official Team Marshall during the meet. This person should not serve in any other official capacity during the meet (i.e. timer, referee, etc.). Coaches shall not be the Team Marshall. The Prince-Mont Swim League (PMSL) Handbook provides detailed guidance relative to meet procedures and responsibilities of the Team Marshall.  Responsibilities include:

*        Report to the host pool not later than 30 minutes before the meet is scheduled to begin

*        Ensuring his/her team remains in their assigned areas.

*        Responsibility for the conduct of the team at all times.

*        Assisting in finding swimmers who may be late getting to Clerk of Course.

 

    9.     Team Data Manager & Assistant (2-3) - The Prince-Mont Swim League (PMSL) Handbook provides detailed guidance relative to meet procedures and responsibilities of the Team Data Manager.  Report to the host pool not later than 30 minutes before the meet is scheduled to begin

a.   Before the first meet:

1)      Get familiar with Team Manager and Meet Manager software. Check the Hy-tek website for any software updates and install them.

2)      Verify laptop and printer is functioning properly.

3)      Contact the division data manager to introduce yourself and to find out how they want the meet results reported.

4)      Gather supplies (printer paper, printer cartridge, labels, floppies, extension cord, etc).

5)      Enter Indian Head roster into Team Manager.

6)      Set up meets and events in Meet Manager.

7)      Get the coach set up with Team Manager and show them how to put in entries so they can print entry labels prior to each meet. The coach uses this to make up deck (entry) cards.

b.   Before each meet:

1)      Before Thursday. Exchange rosters with other team’s data manager in Team Manager format.

2)      Before Thursday. Establish which data manager will be responsible for bringing the computer and entering data. This is the home team’s responsibility but sometimes the visiting team will help out when necessary.

3)      Before Thursday. Get the previous meet results (from all meets in the division) to the coach so they can be imported into Team Manager. The coach uses the times from the opposing teams to match our swimmers and to try to achieve the best team result.

4)      Thursday or Friday. Get the current meet entries from the coach (exported from Team Manager).

5)       Saturday.  Exchange entries (exported from Team Manager) with other team’s data manager, via floppy, on the morning of the meet.  Don’t do this prior to the meet (except for Charles County Championships and Divisionals) in order to avoid the coaches from changing their lineup after seeing the other teams entries.

6)      Saturday.  Using the entries from each team, electronically seed the meet. This is for Meet Manager only and has no correlation with the seeding performed by the clerk of course.

c.   During each meet:

1)      When home team, enter results into Meet Manager. When visiting team, assist by reading cards or whatever the home team data manager needs.

2)      Make deck changes, as necessary, to roster and entries.

3)      Check to make sure points are being awarded properly since Meet Manager has many different ways that it can be set up to score a meet.

4)      Print results for announcer and for posting.

5)      Periodically make backups to floppy.

6)      Periodically print ribbon labels for ribbon writers.

7)      Check for pool (home meets) and team records as data is entered.

d.   After each meet (but same day):

1)      Perform any conversions necessary for non-standard pool size.

2)      Send exported results and text file results to the opposing team data manager,  division data manager, and league data manager.

3)      Send text file results to the Maryland Independent, "Flashpoint" (NSWC Newsletter), web master and Meet Manager.

e.   Various Times During the Season:

1)      Work as requested at Time Trials, Charles County Championships, Divisional Meets or other special meets.

2)      Provide any other data support to coach, record keeper, etc.

 

       10.     Timers - The Prince-Mont Swim League (PMSL) Handbook provides detailed guidance relative to meet procedures and responsibilities of the Timers.  Report to the host pool not later than 30 minutes before the meet is scheduled to begin

 

a.   Head Timer (1)

*        Times each event in order to substitute for any timer if required.

*        The decision of the head timer as to the exact time of each watch shall be final and absolute.

*        Instructs timers to clear watches after each event, with head judge’s approval.

*        With head judge and referee, prepares roster of qualified officials.

*        Assigns a roving timer, in a dual meet, to time the first place swimmer in each event

*        Assigns Lane Timers and Roving Timer and forwards to Meet Manager 3 days prior to meet

*        Checks to make sure all stop watches are working.

*        Signals Referee when all timers are ready.

*        After each event, the Head Timer proceeds down the Lanes and collects the cards, checking that the official time is recorded properly.

*        The Head Timer then confers with the Head Judge; times and places are checked. In some instances, the Head Timer gives the cards to the runner to take to the Head Judge. 

 

b.   Roving Timer (1) - For each event, the Roving Timer times the swimmer coming in first place except when replacing a lane timer. This is done for record purposes. The Head Timer and Roving Timer shall start their watches at the start of every event. The former’s time shall be used, should any watch fail to start properly or stop properly.

 

c.   Timers – Lane (18-24)

*        Each timer shall look at the starting device and start his/her watch the instant of the flash, rather than the sound.

*        Holds watch securely. Starts and stops the watch with the same type of finger movement.

*        If a timer misses a start, the head/roving timer should be notified by raising your hand

*        Stops the watch immediately when any part of the swimmer touches the solid end of the pool. In the cases where finishes are not at the solid end of the pool, the finish shall be when any part of the swimmer passes through the vertical plane of the designed finish line.

*        When reading the watch, it is to be held so that the hand of the watch is in the position of 12 o’clock. If the hand of the watch is toward the following mark, read the following mark.

*        Timers do not clear their watches until given the “clear watches” signal by the head timer.

*        In a lane, if the timer of two watches agree, that time shall be the official time. If three watches disagree, the time of the intermediate watch shall be the official time. If times from only two watches are available for any lane, the average of the two watches shall be the official time. If both watches are digital, the average is to the slowest 1/100th of a second; otherwise, it shall be rounded to the slowest tenth.

*        Unless all manual times are by use of digital hand-held watch/timers, the times shall be recorded by tenths with any time reading in the hundreds being recorded to the next slower tenth.

*        If all manual times are by use of digital hand-held watch/timers, the times shall be recorded by hundredths.

*        The head timer and roving timer shall start their watches at the start of every event. The former’s time shall be used, should any watch fail to start properly or stop properly.

*        All timer’s after an event has started, should watch the swimmer in their own lanes and not the watch.

 


11.  Clerk of Course & Assistants (3-4) - The Prince-Mont Swim League (PMSL) Handbook provides detailed guidance relative to meet procedures and responsibilities of the Clerk of Course.  Report to the host pool not later than 30 minutes before the meet is scheduled to begin.  The names of competitors in all events should be provided prior to the start of the meet.  After collecting meet entry cards from both teams, seed swimmers and assign lanes. Checks in the swimmers for the first events five minutes before the meet time and keeps three or four events ahead at all times with the help of the Announcer. Will have the swimmers wait behind the start, until the Starter takes control of the event. Ensures the swimmers are in their proper lanes. Assistants and runners will be assigned duties to assist in the prompt dispatch of all events.

 

a.      Runners (2-4)- Assists Clerk of Course, Head Timer and Head Judge. The runner carries the Event Entry Cards to the Lane Timers for events of 25 yard/meters. In all other events, the swimmers hand their cards to the lane timers. In some instances, the Head Timer will give the runner the cards to take to the Head Judges table.

 

  12.     Announcer (1-2)  - Report to the host pool not later than 30 minutes before the meet is scheduled to begin.  Introduces the meet and welcomes the opposing team. Announces scores after fly, free, breast, back, IM, and relays; any records broken, warm-up times, officials meeting, plays national anthem, calls off raffle winners, makes any announcements, plays music while switching lanes.

 

  13.     Records (1-2) - The Prince-Mont Swim League (PMSL) Handbook provides detailed guidance relative to meet procedures and responsibilities of the Records.  Report to the host pool not later than 30 minutes before the meet is scheduled to begin.  At each meet, check the times of the highest placed swimmer against the current team and pool records. Also, keep track of the PMSL records in case a swimmer is close to breaking one of them. Send the coaches a list of any records broken near the end of the season for the trophy order. Responsible for keeping patches on hand to distribute. If a pool or team record is broken, write up a label to put on the patch, give to the announcer for recognition and receipt. In addition, if a PMSL record is broken, give a note to the meet manager to officially report it to the league.       

 

 

        14.     Set Up/Clean Up Crew (7-8) - This consists of the meet manager and any other team members and parents that would like to come out and help set up the pool area at home meets a two hours prior to the start of the meet. Also, helps to break it back down after the meet.

 

                


II.         Vice President (1) - The Vice President of the Indian Head Swim Team (IHST) is an elected position by a majority vote of the membership, with elections held at the Team's annual end of season meeting.  The Vice President is a member of the IHST Board of Directors (Officers), has one vote, and is responsible for the overall operation of the IHST in the absence of the team's President, assuming all of his/her duties.

*        attends Board meetings

*        works closely with the President in coordinating the various functions necessary to have a successful swim season.

*        responsible for  co-signing IHST checks with the Treasurer, in the absence of the President

*        appoints, at the Team's annual end of season meeting, , the chairpersons of the Special Committees (Golf Tournament, Kick-Off Party, Concessions, Ribbons, Awards Banquet) with the approval of the other elected officers, and oversees such committees

*        responsible for the overall operation of any IHST Special Committee in the absence of the Chairperson, assuming all of his/her duties

*        conducts and assists other Board members with swim team registration

 

A.     Special Committee - Golf Tournament Committee (4-5)  - The IHST Golf Tournament Chairperson is an appointed position with appointments held at the Team's annual end of season meeting.  The IHST Golf Tournament Chairperson is responsible for coordinating the annual Spring Golf Tournament. 

*        attends Board meetings as needed

*        periodically provides a status report to the Vice-President, informing him/her of any possible concerns

*        begins preparation during the fall months, approving desired date and time with the Board of Directors

*        solicits volunteers to assist with this event

*        arranges date/time/rain date/advertisements and reservations with the Golf Course

*        solicits from area businesses for sponsorship, food and beverage donations, as well as prizes to give out at the tournament

*        coordinates and/or purchases all breakfast, lunch, beverages, paper products, decorations, door prizes, and supplies not donated, adhering to the budget set forth by the Board of Directors, and submits all receipts to the IHST Treasurer for reimbursement

*        assures all funds are counted, recorded, and provided to the IHST Treasurer for prompt deposit into the team’s account, including all receipts

*        prepares a final summarization report, due to the Board of Directors following the conclusion of the Golf Tournament

 

B.     Special Committee - Kick-Off Party Committee (2-3) - The IHST Kick-Off Party Chairperson is an appointed position with appointments held at the Team's annual end of season meeting.  The IHST Kick-Off Party Chairperson is responsible for coordinating the annual Kick-Off Party.

*        attends Board meetings as needed

*        periodically provides a status report to the Vice-President, informing him/her of any possible concerns

*        approve desired date and time with the Board of Directors

*        prepares a flyer for distribution in the April Splashpoints, to team members announcing the day, time, and location of the event, and food items to bring

*        solicits volunteers to assist with this event including set-up, clean-up

*        coordinates and/or purchases all beverages, paper products, and decorations, adhering to the budget set forth by the Board of Directors, and submits all receipts to the IHST Treasurer for reimbursement

*        prepares a final summarization report, due to the Board of Directors following the conclusion of the Kick-Off Party

 

C.     Special Committee - Concessions Committee  (8-9) - The IHST Committee Chairperson is an appointed position with appointments held at the Team's annual end of season meeting.  The IHST Committee Chairperson is responsible for coordinating the concession stand at all of the home meets.

*        attends Board meetings as needed

*        periodically provides a status report to the Vice-President, informing him/her of any possible concerns

*        solicits volunteers for assistance, food donations, coolers, supplies, and any electrical equipment needed

*        contacts families prior to the first home meet on what items to donate or time slots to work

*        purchases all necessary items not donated, adhering to the budget set forth by the Board of Directors, and submits all receipts to the IHST Treasurer for reimbursement

*        creates signs for breakfast and lunch menus

*        arrives 2 hrs. early to set up, and stays after to tear down

*         orders pizza and arranges pick-up or delivery with pizza vendor

*        stores perishable and non-perishable food/drink items at their home until the end of the season, when non-perishable items can be placed in storage.

*        assures all funds are counted, recorded, and provided to the IHST Treasurer for prompt deposit into the team’s account, including all receipts, at the end of each home meet

*        prepares a final summarization report, due to the Board of Directors following the conclusion of the swim season

 

D.    Special Committee -Ribbon Committee (3-4) - The IHST Ribbon Chairperson is an appointed position with appointments held at the Team's annual end of season meeting.  The IHST Ribbon Chairperson is responsible for purchasing, maintaining, and distributing the meet ribbons.

*        attends Board meetings as needed

*        periodically provides a status report to the Vice-President, informing him/her of any possible concerns

*        responsible for ordering the proper amount of ribbons for the entire swim season, prior to the beginning of the season, adhering to the budget set forth by the Board of Directors, and submits all receipts to the IHST Treasurer for reimbursement

*        solicits volunteers to assist with this committee, including heat ribbon distributor

*        organizes the ribbons for each meet prior to arrival

*        during the meet attaches labels printed by the Team Data Manager to the back of the ribbons and organizes for distribution to the IHST members.  Reports any concerns and turns meet cards over to the meet manager.

*         prepares a final summarization report, due to the Board of Directors following the conclusion of the swim season

 


E.     Special Committee - Awards Banquet Committee (4-5) - The IHST Awards Banquet Chairperson is an appointed position with appointments held at the Team's annual end of season meeting.  The IHST Awards Banquet Chairperson is responsible for coordinating the annual Awards Banquet. 

*        periodically provides a status report to the Vice-President, informing him/her of any possible concerns

*        contacts the facility to reserve a date and time for the banquet during the month of April, ensuring the treasurer receives the bill for deposit on the facility.  Follows-up with facility as it gets closer to the event. 

*        solicits volunteers to assist with this event including set-up, clean-up, decorations, etc

*        prepares a flyer for distribution to team members announcing the day, time, and location of the event and requesting RSVP, side dish/dessert.

*        coordinates and/or purchases all food, door prizes, and supplies, adhering to the budget set forth by the Board of Directors, and submits all receipts to the IHST Treasurer for reimbursement

*        prepares a final summarization report, due to the Board of Directors following the conclusion of the Awards Banquet.

 

 

           III.        Treasurer (1) - The Treasurer of the Indian Head Swim Team (IHST) is an elected position by a majority vote of the membership, with elections held at the Team's annual end of season meeting.  The Treasurer is a member of the IHST Board of Directors (Officers), has one vote, and is responsible for the collection and disbursement of all funds to support the operation of the IHST.

*        attends Board meetings

*        keeps custody of all team funds

*        prepares the IHST annual budget of revenue and expenses and Treasurers Report, due at the January Board meeting, and maintains throughout the year, with updates submitted at all Board meetings

*        responsible for the timely and accurate distribution and collection of funds, the preparation of deposits into the teams bank account, and the proper recording of all transactions, including a record of receipts and expenditures

*        maintains all financial records and accounts

*        responsible for  co-signing IHST checks with the President or Vice President

*        conducts and assists other Board members with swim team registration

*        informs the President of any financial related matters that could jeopardize the team's operation and make recommendations accordingly

*        provides necessary change for the cash box at registration and at all home meets for the concession stand

 

                       


IV.       Secretary (1) - The Secretary of the Indian Head Swim Team (IHST) is an elected position by a majority vote of the membership, with elections held at the Team's annual end of season meeting.  The Secretary is a member of the IHST Board of Directors (Officers), has one vote, and is responsible for maintaining IHST files and keeping custody of all swim team documents.

*        attends all Board of Directors meetings, recording minutes and providing copies of these minutes to all board members, via email, for approval

*        prepares and distributes the annual Splashpoints Newsletter to parents and swimmers, with assistance from appropriate board members or committee chairs

*        conducts and assists other Board members with swim team registration, including reservations for facilities, and updating necessary registration forms

*        prepares and maintains team membership roster (addresses, phone and cell phone numbers, email addresses) and official team roster with distribution to all Board members and coaches

*        Serves as Webmaster, keeping the IHST web site up-to-date as information is given to him/her from coaches and board members (unless another volunteer is in place and already serving as webmaster).

 

                    V. League Representative (1)  - The League Representative of the Indian Head Swim Team (IHST) is an elected position by a majority vote of the membership, with elections held at the Team's annual end of season meeting.  The League Representative is a member of the IHST Board of Directors (Officers), has one vote, and is the IHST's representative to the PMSL and a member of its governing body.

*        attends Board meetings

*        attends all PMSL meetings or sends an alternate ($5 fine if team is not represented), and reports to the remaining Board members.  Includes two Spring meetings, Championship meeting and Divisionals.

*        fulfills this position as required by the PMSL rules

*        must be aware of all PMSL rules and regulations in order to represent the team to the best of his/her ability

*        act as liaison between the IHST and PMSL Official

*        have full authority to act for and on behalf of the PMSL in conduct of its activities

*        advises the Secretary of PMSL, not later than April 15 each year, the identity of persons who will represent the IHST during that summer swimming season

*        entitled to cast one vote in PMSL matters

*        cooperates with PMSL Chairman in preparing for the Divisional Meet

*        submits to the Grievance and Ethics Chairperson of PMSL one week before the first meet, a team roster noting all instances of swimmer who have switched from another PMSL team from the previous season

*        conducts and assists other Board members with swim team registration

 

VI.     Alternate League Representative (1) - The Indian Head Swim Team (IHST) Alternate League Representative is an elected position by a majority vote of the membership, with elections held at the Team's annual end of season meeting.  The Alternate League Representative is a member of the IHST Board of Directors (Officers), and in the absence of the League Representative, has one vote, and assumes all duties as described for the League Representative and is given full authority at PMSL meetings. Attends Board meetings.

 

                      


VII.    Swimmers Representative (2) - The Indian Head Swim Team (IHST) Swimmer Representative is an elected position by a majority vote chosen by the swimmers,   with elections held at the Team's annual end of season meeting.  The Swimmers Representatives (one male and one female each from the 15-18 age group) are non-voting members of the IHST Board of Directors (Officers).   

TEAM REPRESENTATIVE IS SOMEONE THAT

1. Acts as an advocate for all team members

2. Responsible for overall team moral and spirit at meets and practices.

3. Introduces new swimmers to the squad, helping with questions swimmers may have and listening to any problems and concerns.

4. Comes to practice and meets on time and participate.

5. Helps with kids,set up etc,etc,etc. whenever needed.

6. Coaches "right hand at the meets.

7. Be an example to the rest of the team (especially the younger age swimmers ).

8. Discusses any problems/concerns of any team members with the coach.