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Volunteer Roles

Volunteer Role Descriptions

The Falcon Pointe Flyers Swim Team is a member of the North Austin Aquatic League (NAAL). Swim meets are run entirely by parent volunteers provided by each team. Volunteer positions vary in terms of time and effort commitment. Each Flyers family is expected to provide one parent volunteer per swimmer.

  • OFFICERS are responsible for administrative, financial, and operational management of the team. Officers appoint Committee Coordinators. Officers work with Coordinators to ensure smooth functioning of the team. Officers serve a 1 year term, starting with their election at the Annual Meeting.
  • COMMITTEES are groups of 2 or more parent volunteers who support the team in their selected volunteer roles. Committee members serve throughout the season, and as-needed in the off-season.
  • COMMITTEE COORDINATORS manage their volunteer Committees throughout the season. Some coordinators have off-season responsibilities, such as working with outside vendors, to be prepared for the season. Coordinators serve a 1 year term, starting with their appointment by the Officers after the Annual Meeting.

OFFICERS

  • President
    • Administrative rights on SwimTopia team manager.
    • Sets vision of the Falcon Pointe Flyers swim team.
    • Coordinates with the Falcon Pointe Flyers Board Officers.
    • Sets agenda for Flyers Board meetings.
    • Communicate with parents and coaches throughout the season (emails correspondence, SwimTopia messages, etc.).
    • Engages with Merchandise Coordinator on approval of merchandise designs.
    • Engages with Set-Up/Take-Down Coordinator on logistics and supplies.
  • Vice President
    • Administrative rights on SwimTopia team manager.
    • Attends Flyers Board meetings throughout the year.
    • Is designated as Meet Director.
    • Serves as Falcon Pointe HOA liaison.
    • Leads recruiting and hiring coaches for the season.
    • Engages with Judge Coordinator on readiness of judges for the season.
    • Engages with Computer/Scoring Coordinator or readiness for home meets.
  • Secretary
    • Administrative rights on SwimTopia team manager.
    • Attends Flyers Board meetings throughout the year.
    • Records Flyers Board Meeting minutes.
    • Coordinates and confirms lifeguards for home swim meets.
    • Manages team media accounts (Facebook, TownSq, Instagram)
    • Creates & publishes swim team announcements
    • Engages with Tent Parent Coordinator on readiness of volunteers for home meets.
  • Treasurer
    • Administrative rights on SwimTopia team manager.
    • Manages Finance Committee.
    • Attends Flyers Board meetings throughout the year.
    • Manages finances of the swim team.
    • Prepares and manages annual budget of the swim team.
    • Coordinates fundraising events and methods.
    • Coordinates sponsorship engagement.
    • Manages expense receipts and reimbursements.
  • Historian
    • Administrative rights on SwimTopia team manager.
    • Manages board-shared digital calendar
    • Catalogs team events, notable achievements, and milestones.
    • Coordinates for photography at swim meets.
    • Coordinates team and individual season pictures.
    • Responsible for creating end-of-season slideshow.
    • Responsible for managing, archiving, and cataloging all team documents, formation information, and Shared Use Agreement records.
    • Engages with Ribbons & Awards Coordinator on records and achievements.
  • NAAL League Representative
    • Administrative rights on SwimTopia team manager.
    • Attends Flyers Board meetings throughout the year.
    • Attends NAAL League meetings throughout the year.
    • Vote on NAAL League business on behalf of the Falcon Pointe Flyers
  • Sunshine Coordinator
    • Limited administrative rights on SwimTopia team manager.
    • Manages Sunshine Committee
    • Attends Flyers Board meetings throughout the year.
    • Recruit new swimmers
    • Coordinates Flyers Spirit Night prior to the first meet of the season.
    • Coordinates End-of-Season Banquet.
    • Organizes off-season socials & events (e.g.: HOA Movie Nights, Holiday Parties, Splash Bashes).

COMMITTEES

  • Computer/Scoring Committee
  • Concessions Committee
  • Finance Committee*
  • Judges Committee
  • Merchandise Committee
  • Race Logistics*
  • Ribbons & Awards Committee
  • Set-Up/Take-Down Committee
  • Sunshine Committee
  • Tent Parents Committee

COMMITTEE COORDINATORS

  • Volunteer Coordinator
    • Attends Flyers Board meetings throughout the year as needed.
    • Checks volunteer roles after swim meet registration closes
    • Communicates with meet volunteers to cover all job roles for swim meets
    • Coordinate volunteers to help with HOA events
    • Responsible for ensuring all Coordinators have their necessary volunteers for meets.
    • Limited administrative rights on SwimTopia team manager.
  • Merchandise Coordinator
    • Manages Merchandise Committee
    • Attends Flyers Board meetings throughout the year as needed.
    • Designs, solicits pricing, and presents merchandise solutions at the first Flyers Board meeting of the year.
    • Works with President to coordinate logo usage and branding.
    • Works with Treasurer to correctly track payments and inventory.
    • Manages & stores inventory during season and off-season.
    • Responsible for appropriate amount of merchandise volunteers at each meet.
    • Limited administrative rights on SwimTopia team manager.
  • Concessions Coordinator
    • Manages Concession Committee
    • Attends Flyers Board meetings throughout the year as needed.
    • Purchases, manages inventory, stores inventory, and executes necessary returns of concession items.
    • Submits receipt for purchases to Treasurer for budgeted expenses and reimbursements.
    • Responsible for handling money and balancing the cash register till during meets.
    • Responsible for submitting inventory and till balance to Treasurer.
    • Coordinates food trucks for home swim meets.
    • Responsible for appropriate amount of concessions volunteers at each meet.
  • Judges Coordinator
    • Manages Judges Committee
    • Attends Flyers Board meetings throughout the year as needed.
    • Attends NAAL Stroke/Turn Judge Training
    • Ensures all volunteer judges have received stoke/turn training
    • Responsible for appropriate amount of Stroke/Turn Judges at each meet
  • Set-Up/Take-Down Coordinator
    • Manages Set-Up/Take-Down Committee
    • Attends Flyers Board meetings throughout the year as needed.
    • Manages team equipment inventory and storage throughout the year.
    • Manages set-up and take-down at home and away meets.
    • Ensures home swim meets have appropriate audio/visual guides for meet events and visitor wayfinding.
    • Responsible for appropriate amount of Set-Up/Take-Down volunteers at each meet
  • Computer/Scoring Coordinator
    • Manages Computer/Scoring Committee
    • Attends Flyers Board meetings throughout the year as needed.
    • Builds and opens meets in SwimTopia & Meet Maestro software.
    • Coordinates swim meet event entries with opposing team.
    • Responsible for printing all meet documents prior to swim meet.
    • Responsible for appropriate technology to host home swim meets
    • Responsible for appropriate amount of Timer volunteers at each meet
    • Limited administrative rights on SwimTopia team manager.
  • Ribbons & Awards Coordinator
    • Manages Ribbons & Awards Committee
    • Attends Flyers Board meetings throughout the year as needed.
    • Manages ribbons, labels, and filing of ribbons at swim meets.
    • Ensures Coach has ribbon box prior to the start of the first practice following each meet.
    • Coordinates with NAAL for event meet ribbons.
    • Orders Flyers personal best ribbons.
    • Orders awards for end of season banquet.
    • Responsible for appropriate amount of ribbons volunteers at each meet
    • Limited administrative rights on SwimTopia team manager.
  • Tent Parent Coordinator
    • Manages Tent Parent Committee
    • Attends Flyers Board meetings throughout the year as needed.
    • Ensures all meet competitors have appropriate meet markings prior to meet start.
    • Manages swimmer sign-in and “no-show” form.
    • Coordinates with Runners to locate swimmers during meets.
    • Manages the activities box and games during meets.
    • Manages and assigns the Flyers Bigs & Littles program.
    • Responsible for appropriate amount of Tent Parent volunteers at each meet.
    • Limited administrative rights on SwimTopia team manager.

MEET ROLES

  • Computer/Scoring (AM/PM Shifts)
    • Reviews timer sheets & DQ slips from Stroke Judges after each heat.
    • Input times/DQs into the database at meets.
    • Determines time for record based on sheets.
    • Delivers results to Computer Lead
    • Consults with Home Meet Director for resolution about any disputes regarding legibility of timer sheets.
  • Timer (AM/PM Shifts)
    • Stands on-deck in assigned lane to time swimmer in that lane for the duration of the shift.
    • Records times on Timer Sheet, delivers to Runner
    • BONUS: You get a great view of each race!
  • Runners (AM/PM Shifts)
    • Takes Timer Sheets and DQ Slips after each heat and delivers them to the Scoring Room.
    • BONUS: You get a great view of each race!
  • Concessions (HOME MEETS AM/PM Shifts)
    • Works under the guidance of the Concessions Coordinator.
    • Prepares and serves food and drink items.
    • May require trips to retail groceries.
    • Handles concessions money.
    • Morning shift must remain at the Concession Stand until the afternoon shift arrives.
  • Merchandise Sales (AM/PM Shifts)
    • Works under the guidance of the Merchandise Coordinator.
    • Helps sell merchandise at team events like orientation, home meets, and practices.
    • Helps Merchandise Coordinator distribute spirit gear.
  • Judges - Stroke/Turn (AM/PM Shifts)
    • *Pre-Season Stroke/Turn training required.
    • Observes swimmers’ strokes and notes incorrect strokes on the DQ slip.
    • Observes relays exchanges and notes teams with illegal exchanges on the DQ slip.
    • DOES NOT directly approach any swimmer or parent about disqualifications.
    • BONUS: You get a great view of every race!
  • Tent Parents (AM/PM Shifts)
    • Responsible for the safety and wellbeing of all swimmers in their age/gender tent for the entirety of each meet.
    • Check in each swimmer in the tent at the beginning of the meet.
    • Ensure each swimmer knows in which events they are participating.
    • Assist swimmers with appropriate race markings (Race/Heat/Lane/Leg relays only).
    • Escorts swimmers in order to the Ready Bench.
    • Must remain at the meet until their last swimmer has been checked out by a parent/guardian.
    • Communicates with Tent Parent Coordinator on missing, or no-show swimmers.
    • Helps foster a sense of community and team spirit.
  • Sunshine Hospitality (AM/PM Shifts)
    • Coordinates Volunteer Check-in
    • Serves water to volunteers at all meets.
    • At home meets, ensures that there are cups, ice, and carrying trays available.
    • Picks up discarded hospitality cups throughout the meet.
  • Ribbons and Awards (AM/PM Shifts)
    • Attach labels on the Flyers ribbons at the meet.
    • File ribbons in Ribbon Boxes after the meet for swimmers to pick up at practice.
  • Heat Winner Ribbons (AM/PM Shifts)
    • Delivers Heat Ribbon to the first-place swimmer of each heat regardless of false starts, legality of strokes, and official timekeeping.
    • May award 2 ribbons in case of apparent tie.
    • Does not consult with any other parent, volunteer, or official in awarding the Heat Ribbons.
    • BONUS: You get a great view of every race!
  • Photographer
    • Responsible for taking photographs at the meets and all team functions.
    • Responsible for capturing candid and race photos of all swimmers and families at meets.
    • Responsible for creating slideshow for the season.
  • Set-up
    • At all Meets, set up all age group and support tents.
    • At all Meets, ensure each tent has proper signage and trash bags.
    • At Home Meets, organize all tables and chairs in the swimming and Ready Bench area.
    • At Home Meets, set up false start rope, back stroke flags, diving blocks, and lane lines.
    • At Home Meets, puts out trash cans.
    • At Home Meets, block off Timer/Stroke Judge and Ready Bench areas with stanchions/tape.
  • Parking (AM Shift Only)
    • Directs traffic around the Falcon Pointe Amenity Center prior to the start of the meet.
    • Protects reserved parking spaces for concessions and VIP parking.
    • Responsible for shuttles if necessary
  • Take Down / Clean Up
    • At all Meets, take down all tents and other equipment and store appropriately.
    • All Meets, clean up team area and facility of all trash.
    • All Meets, gives any lost and found to the team Meet Director.
    • Home Meets, return facility to pre-event set up (chairs, chaise lounges, tables, etc.).
  • Starter (AM/PM Shifts)
    • Responsible for running the swim meet once the warm-ups have begun.
    • Responsible for starting heats.
  • Ready Bench (AM/PM Shifts)
    • Staging for all events.
    • Organize and group swimmers for their events by lanes prior to their races.
    • Ensure each swimmer is assigned to the correct lane.
  • Pit Parents (AM/PM Shifts)
    • Pre-race final confirmation of staging for all events.
    • Organize and group swimmers for their events by lanes prior to their races.
    • Ensure each swimmer is assigned to the correct lane.

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