Aquia Harbour Dolphins

President - Maintain possession of a set of keys for access to all team storage facilities and pools.

• Preside at all Board meetings and provide a read ahead and agenda 48 hours before the regular scheduled meetings.
• Preside at all meetings of the parent organization.
• Be an ex-officio member of all committees.
• Coordinate the work of the Board members in order that the objectives and policies of the Dolphins swim program may be promoted.
• Establish a means of communication and cooperative relationship between the Board Member, Dolphins Parent Group and the Coaches.
• Oversee the updates of team by-laws.
• Oversee Coaches contracts.
• Negotiate agreement with the pool facility manager for life guard and facilities.
• Attend AHBOD meeting where pool facilities and services are being discussed.

Vice President

• Perform the duties of the President in the absence or inability of that officer to serve.
• Perform other duties as necessary and/or assigned.
• Setup online registration process including all RSL and team forms, gear orders, and other items as decided upon by Board Members.
• Help to address concerns raised by parents, coaches and swimmers.
• Update Team’s Handbook and Board Position Descriptions.
• Spokesperson for the team in incidents or emergency situations. Relay information to the team parents and public when necessary.

Secretary

• Review and approve swimmer registrations upon completion of the required Team and League forms.
• Works with Treasurer (Monetary requirements) and Vice President on the registration process.
• Place ads in local publications (Harbour View, Harbour front gate sign, Dolphins Swim Team Facebook page, Friends of Aquia Harbour Facebook, etc.) to market the Team and provide registration details.

• Keep minutes of all meetings and distribute them within 48hours of the completion of the meeting.
• Solicit ALL Board members for agenda items 1 week prior to a board meeting for incorporation into the agenda. Notify members of any impending or outstanding election or agenda items as well.
• Keep a file of all project reports (eg. Blueprints for building a shed), Coaches contracts, current and past bylaws, any contracts with vendors or management software, etc.
• Distribute minutes to all board members and post on team website once they’ve been approved.
• In charge of general correspondence not otherwise assigned.
• Make reservations for facilities that are not commonly used by the team (Harbor Inn Pool and Harbor Inn Center, Country Club etc.)

Treasurer

• Review the records of all receipts and all expenditures of the teams Accounts (Fundraising, concessions etc.) and provide a report to the Board Members during scheduled meetings (this doesn’t include emergency meeting) or bi-weekly whichever comes first.
• Work with the Board Members to ensure there are proper procedures in place for the receipt and collection of all money received from our fundraising activities, concessions and any other activities that require accounting management.
• Log all registration and gear payments in team management software upon payment.
• Manage Team Taxes.
• Work with the Board members and Head Coach to maintain and create budgets for the current swim season and future season (New equipment, Banquet, End of the season trophies etc.)

League Representative

• Votes on important League decisions.
• Provide and/or arrange for training for meet officials.
• Coordinate Team’s involvement in swim meets, championships and any other RSL official events.
• Communicate important RSL updates in a timely fashion to the appropriate Head Coach and other Board members within 48 hours of the updates whenever possible.
• Attends all RSL Meetings or find suitable replacement to attend all RSL meetings (Meet Director).
• Manage RSL pages sales, Fundraising position is team/parent contact.
• Perform other duties as required by RSL or by the Swim Team President.
• Educate Board Members on general meet official etiquette.
• Provide all necessary RSL official forms to Board members.
• Point of Contact for when the team host Finals for the division.
• Must be present at all swim meets perRSLrules at least 30 minutes before starting, or have a designated fill in that the President is aware of. As swim meets are not able to start without allRSLReps present
• Must attend Championships Meet at end of season

Meet Director - The Meet Director is responsible for swim meet operations and equipment. Must maintain possession of a set of keys for access to all team storage facilities and pools.

• Oversee set-up, tear-down and storage of all team equipment for all swim meets.
• Ensures all team meet equipment is properly maintained, functional and available for all team meets (coaches play a vital role in keeping the Director informed of any equipment damages).
• Keep an inventory of all meet equipment.
• Coordinates with both the Assistant Meet Director and Volunteer Coordinator to ensure meet functions are properly resourced.

• Deliver all necessary equipment to the Assistant Meet Director or the volunteers in charge of set up.
• Purchase the consumables for meets (batteries, index card etc.). Submit receipts to the Treasurer for refund.
• Secure and distribute meal vouchers for visiting team’s coaches (at home meets only).
• Performs other duties as required by the Team during all meets.
• Acquire a list of current certifications from the RSL Rep (Stroke and Turn, Head Scorekeeper, Referee, Starter, etc.)
• Make all final decisions on how the Dolphins parents will complete their mandatory volunteering requirements and be a part of any special assignment duties negotiated.
• Oversee Assistant Director’s duties.
• Oversee meet operations.
• Oversee the ribbons labeling and distribution to the individual swimmers.
• Serve as the Alternate League Representative and attend RSL meetings in the absence of the League Representative.

Assistant Meet Director

• Assist Meet Director in all aspects before, during and after all meets.
• Oversee set-up and distribution of all team equipment for all swim meets.
• Supervise volunteers during meets and perform other duties as required by the Meet Director.
• Oversee tear-down and storage of all team equipment for all swim meets.

Family Obligation Coordinator

• Identify volunteers for the “lead positions” (Head Timer, Starter, Announcer, Stroke & Turn, Clerk of Course, Meet Referee and Head Scorekeeper).
• Set up volunteer jobs on the Team website and ensure that all jobs are filled before the meet.
• Compare vacation book with current volunteers assignment 48 hours prior meets. Print volunteer name tags and deliver to the Meet Directors prior to all meets.
• Print volunteer name tags and deliver to the Meet Directors prior to all meets.
• Confirm with the Meet Directors that all volunteers have checked in for their positions during the meet.

• Ensure that any scratched volunteers are replaced during swim meets.

Fundraising/Event Coordinator

• Work with other Board Members to develop plans and actions for raising funds to help the swim team to meet its financial needs on an annual basis.
• Provide records of all fundraising monetary activities to the treasurer.
• Secure team sponsors.
• Work with the Head Coach and the Treasurer to order apparel and equipment for swimmers.
• Pick up merchandise and help distribute to athletes, parents and coaches.
• Secure external vendors for home meets (Kona Ice etc.).
• Coordinate with the Meet Director for sponsor sign placement during home meets.
• Works with the Board on the communication, planning and execution of team fundraising events (Swim-A-Thon, Raffle, Invitational fundraiser, etc.).
• Coordinate 4th of July activities.
• Coordinate end of the season banquet (food, music, trophies etc.). All other Board members will need to be involved for election process, securing the funding and facilities.
• Create and maintain team relationships with businesses and vendors that are donating funds to the team.
• Update working folder of all team sponsors and vendor POC’s.

• Work with the treasurer to secure tax exempt forms for team sponsors.