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
*
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.