Volunteer Committees

IT TAKES ALL OF US!
 
Being part of the Glacier Swim Club family is no different than any other family – everyone needs to pitch in to make things work. Volunteering your time is not only vital to the success of the club, it’s a great way to show your kids that you support their hard work in the pool.
 
All member families are expected to volunteer in at least one area in each category during the season. Jobs vary in time commitment, depending on meet locations, etc.
 
How do you plan to help out this year?
(Training will be provided)
 
  Coordinator Volunteers Needed Time Commitment
Administration & Support      

Board of Trustees
11 Board members; 8 elected from membership at large, 1 swim team member, 1 CBJ designee, and the Head Coach.

 Phil Loseby, President Filled 2 Years
Volunteer Coordinator 
Ensure that all Volunteer Committees had a coordinator

Robyn Ramos &
Joanna McDowell

 Filled Year-round
Registration
Processes paperwork for new swimmers		 Valerie Mertz Filled Year-round
Swim Shop
Stocks & runs swim shop at the pool		 Cathy Botelho Filled Year-round
Aqualaps
Coordinates Aqua Laps fundraiser

Helen Davies
Monika Gross

 Yes Yearly
Corporate Sponsor Coordinator
Club liaison to Juneau businesses, thank yous, recognition		   Yes Year-round
Pull Tabs   Kris Cheng Yes   Year-round
Other Fundraising
Litter Pickup, etc.		 Vacant Yes Year-round 
Awards Banquet
Coordinates the annual awards banquet		 Melissa McCormick Yes Yearly
Team Events
Family Fun Night, etc.		 Melissa McCormick Yes Year-round 
Webmaster   Susan Krogstad Filled  Year-round 
Splash Newsletter

 Alyson Cooper
Thea howard

 Yes Year-round 
Bulletin Board
Maintain team bulletin board at pool		 Vacant Yes Year-round 
General Club Support
Odd jobs		      N/A Yes Occasional
Meet Management      
Meet Director
Finalize meet invitation and sanction for all home meets and time trials. Oversee that all meet positions are filled and meets runs properly.		 Sandy O’Brien Yes Home & Away Meets
Clerk of Course
Checks swimmers in for events		 Sue Reishus-O’Brien Yes Home Meets
Deck Officials
Ensures compliance with USA swimming		 John Clark Yes Home Meets
Timing Equipment
Meet equipment set up, clean up & operation		 Greg Busch Yes Home Meets
Head Timer & Lane Timers
Organize timers for all home meets.		  Vacant Yes Home Meets
Awards
Orders & distributes awards for meets		 Valerie Robinson Yes Home Meets
Hospitality
Organize donations and provide hospitality for meet officials and coaches.		 Carolyn Fox Yes Home Meets
Concessions
Sale of snacks at home swim meets		 Vacant Yes Home Meets
Meet Signups
Event & travel signup

Lori Norman &
Michelle Norman

 Filled Home & Away Meets 
Travel Coordinator
Books travel for team		 Lori Norman &
Michelle Norman		 Filled Away Meets
Housing Coordinator
Arranges housing for visiting swimmers		 Robyn Ramos Filled Home & Away Meets
Chaperone Coordinator
Coordinates chaperones for away meets		 Robyn Ramos Filled Away Meets
GSC Committees
 
Administration & Support
Board of Trustees
The Board of Trustees shall consist of eleven (11) members; eight (8) of whom shall be voting members elected from the membership at large, one(1) swim team member, a City and Borough of Juneau Parks and Recreation designee and the Head Coach.

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Volunteer Coordinator
Ensure that all volunteer Committees have a coordinator.

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Registration
In order for our insurance to be valid, all swimmers, coaches and meet workers must be registered with USA Swimming. The Registration Chair will ensure that all swimmers, officials, and coaches with AK Swimming and USA Swimming. Oversee that all coaches are current with certifications. Collect dues if necessary.

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Swim Shop
Maintain a small swim shop that provides the basic needs for swimmers.   Keep inventory and place orders when necessary. Collect money and work with the treasurer to keep track of purchases and sales. Create the most fair price on products, GSC does not profit from swim shop sales. Oversee orders and sale of team suits.

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Aqualaps
The Aqualaps committee is responsible for all aspects of facilitating the Aqualaps fundraiser for the club.  This includes
WHAT? WHEN? HOW LONG?
Coordinator    
  Fill jobs and make sure tasks are getting done Mid January - Late May ~2 hours per week
  Order pledge forms Mid January ~ 1 hour
  Setup and Swimmer Checkin on Laps Day Late April ~ 6 hours
  Weekly email updates/reminders Mid February - Early September ~ 1 hour per week
  Fielding questions, miscellaneous admin stuff Mid February - May ~ 1 - 2 hours per week
  Kickoff article for Juneau Empire Mid February ~ 1 -2 hours
  Thank you letter for Juneau Empire Late April - Early May ~ 1 - 2 hours
  Presentation at annual awards banquet Late May ~ 1 hour
Fundraising Tables    
  two people needed - one for town and one for valley    
  Calendar & schedule fundraising tables Early - mid January ~ 4 hours
  Sign up sheets for fundraising tables Mid February ~ 2 hours
  Fundraising table calls, setup & takedown Mid February - Late April ~ 3 - 4 hours per week***
Corporate Sponsor Tracker    
  Track corporate sponsor letter requests Mid January - late April ~ 1 - 2 hours per week
Packet Compliation/Distribution    
  Compile packets - changes to handouts, copying, getting pens, grouping pledge forms, labels for bags Mid - late January ~ 8 - 10 hours
  Packet distribution Late January - mid February* ~ 1 - 2 hours
Pledge Level Prize Coordinator    
Pledge level prize selection & board preparation Late January - mid February** ~ 6 - 8 hours
  Pledge level prize ordering & distribution Early May ~ 6 - 8 hours
Weekly Prize Coordinator    
  Weekly prize solicitation, collection & thank yous Late January - mid February ~ 8 hours
  Weekly prize awards Mid February - Late April ~ 1 hour per week
Pledge Collector **at least 6 people needed - ideally to cover all practice times    
  Pledge collection Mid February - Late April ~ 10 hours per week
  Pledge collection & reconciliation on Laps Day Late April ~ 8 hours
Pledge Entry/Billing    
  Pledge entry & reconciliation Mid February - Late April ~ 4 - 6 hours per week
  Deposit preparation Mid February - Late September ~ .5 - 3 hours per week
  Pledge entry & reconciliation for Laps Day Late April ~ 10 - 12 hours
  Billing #1 - printing, stuffing, mailing Late April - Early May ~ 4 - 6 hours
  Processing payments Early May - Late September ~ 1 - 2 hours per week
  Billing #2 - printing, stuffing, mailing Early June ~ 3 - 4 hours
  Billing #3 - printing, stuffing, mailing Early July ~ 2 - 3 hours
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Pull Tabs
Act as the contact for the gaming department. Oversee that all forms, applications, and moneys are spend in legal ways.

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Fund Raising
The fundraising committee is tasked with raising additional funds for wish list items, such as, equipment, travel costs, and scholarships. The committee meets approximately once a month, but more often when planning an event. The committee wishes to limit the need for kids to go door-to-door. The coach has expressed a desire to use any fundraising activities to generate team building. Committee sees three areas of fundraising, 1) large events, 2) selling products or services 3) awards/grants/donations. 
Raising money requires spending money. The committee has been authorized a budget item of $500 with the expectation that they will raise approximately $3000 each year.
The committee has approval to go ahead with in-kind negotiations in the name of GSC for future fundraising projects. Examples: venues, prizes, cooperative agreements If in-kind donations are equivalent to $500 or more than sponsor would be recognized the same as all other corporate sponsors.
The committee will work with the current the GSC Board member, in charge of Corporate Sponsors, to coordinate contact with business for grant request, in-kind donations and corporate sponsorship. A representative of the committee will attend the GSC Board meetings to give a report of committee activities.

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Awards Banquet
Coordinates the annual awards banquet
Team Events
Organize and oversee all team events w/head coach, including but not limited to the Annual Banquet, Family Fun Night, Christmas Party, Pumpkin Carving, etc. Solicit volunteers or donations if needed. Make flyers to advertise the event.

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Website
Maintain and up to date, active website.

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Splash Newsletter
Publish a newsletter in May, September, December. The newsletter should contain Squad reports and team information, general Club information, upcoming events, and meet/record results. Must gather reports, articles and pictures from coaches, GSC board, other committees and club families. Make sure to the Board members, Committee Chairman and Corporate Sponsor lists are included and accurate. 

The newsletter is created using Microsoft Publisher and a copy of the file is created to a PDF File to be given to the webmaster and posted on the GSC Website. Xerox copies of the newsletter are placed in each swimmer’s folder. You may also bring copies to the banquet or party that is close to publishing date. Additionally, stamp and mail the newsletters to all corporate sponsors. 
 

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Bulletin Board
Maintain team bulletin board at pool

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Meet Management
Meet Director
Finalize meet invitation and sanction for all home meets and time trials. Oversee that all meet positions are filled and meets runs properly.

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Clerk of Course
Checks swimmers in for events

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Head official will ensure that all positions are filled for all time trials and home swim meets. Will also set up at least one clinic each year to train new officials. 
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Timing Equipment
Set up and clean up meet equipment, including lane lines, timing pads, scoring consol, etc. Check equipment to make sure it is working order. Recommend to board when new equipment is needed.
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Head Timer & Lane Timers  Head timer will post timer sign ups and/or get timers at meets and time trials if necessary. Act as or find a head timer for all meets, and run a timers meeting before each meet session to make sure all timers know their responsibilities.
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Orders & distributes awards for meets

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Organize donations and provide hospitality for meet officials and coaches.
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Concessions
Run concessions with help, also keep track of what sells to prepare for future meets.
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Meet Signups
Create lists of who is on the team, get mileage numbers, be sure permission slips are on file, know whether membership fee is paid or just trial membership is paid. Send out flyer on cost and trip information and be at signups. Work with Robyn who is the chaperone housing coordinator. Give her the list of who is going and what housing request they have, and if there are any special travel needs. Work with Robyn on who the chaperones will be and be sure they are on your list for travel. Work with Scott on what coaches are going and that all swimmers signed up have an event card.
Send completed travel spreadsheets to Mary so she can reconcile travel trips. At present I have 4 full years of travel sign ups sheets
Rent vans or cars in all towns in Alaska but SE
Rent hotels in all towns in Alaska, ask for the Manager or Sales rep and get group discounts, pay for the hotels for coaches and chaperones with Visa and hold other rooms for swim families under GSC and let swim families know what number they should call to reserve a room.
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Travel Coordinator
Contact Andrew Ogilvie The sales rep for Alaska Airlines in Anchorage 907-266-7200 to set up a fare agreement every August.
Set up reservations with Group Desk 1-800-445-4435
Give them your dates and amount of seats you want and give them your fare agreement number. Depending on your fare agreement the current one…. I email them the list of names two weeks before travel with our Visa number and mileage numbers, and release any extra seats you have. I am in contact with the group desk for better fares and checking on line for sales through out the year.
Contact at the ferry is Brent 465-2081 for trip back for Petersburg and to and from Haines.
Be sure there is space on the Visa talk to Mary.
Be sure to use the $100 companion pass each year.
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Housing Coordinator
1.       Attend sign ups to help w/travel coordinator if possible
2.       Organize housing requests and transportation needs to host team housing coordinator (including to and from airport/ferry terminal)
3.       For home meets, contact parents to arrange housing and transportation for visiting swimmers. Work with chaperones and coaches to connect kids with their housing parents at the pool.
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Chaperone Coordinator
1.       Post chaperone sign up sheet at pool one week before sign ups
2.       Notifies selected chaperones
3.       Creates chaperone binder
4.       Chaperone meeting 4-5 days prior to leaving for meet.
5.       Deliver meet fees and ferry/air tickets to head chaperone
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