Parent Council

Job Descriptions:

Chair:

• Coordinate and organize all Parent Council, parent meetings, including creating meeting agendas
• Gather registration information and develop swim team roster, including an email list for Communications Coordinator
• Edit newsletter
• Communicate regularly with all parent council members, coaching and CCBA staff, and swordfish families
• Oversee council members to ensure quality of the parent council mission and swordfish program
• Perform/assist with any other duties as needed

Communications/Fundraising Coordinator:

Implements and maintains parent council and swordfish communications and coordinates fundraising events.
Responsibilities:

• Write monthly newsletter
• Post meeting reminders on wall, sends out all e-mails to swimmers & parents
• Update team handbook, who's who information sheet and the phone tree list
• Organize smaller fund raising events throughout the season (example: creates photo/phone team directory)
• Organize major fund raising events for Connecticut Valley Invitational (CVI), i.e. recruit and coordinate volunteers who get sponsors for meet
• Oversee the compilation of meet program (program design, layout and printing) for CVI

Secretary/Treasurer:

Records council meeting notes and manages parent council funds.
Responsibilities:

• Write minutes (notes) at meetings and supplies notes in word document format for posting to web site and makes copies to place in swimmers team folders.
• Keep running total of account balance, expenditures, (council/committee members see this person for any petty cash needed for team supplies)
• Create and maintain questionnaire/survey to get feedback each year from past season participants (any outside group mailings)
• Post fees for away meets and gathers meet fee funds
• Log what swimmers have paid and communicates to head coach who hasn't paid fees for upcoming meets
• Oversee all money (left in bank bag at service desk)
• Record deposits/withdrawals for team account
• Make hotel reservations for away meets

Parent Volunteer Coordinator:

Oversees and organizes parent volunteer positions for CCBA swim meets and away meets.
Responsibilities:

• Find and organize volunteers for all positions needed to run a meet at the CCBA and away meets
• Communicate with other swim teams to find out what CCBA needs to supply for volunteers at away meets
• Recruit swim parents into new volunteer positions (ie. moving up from timer to Stroke & Turn Judge)
• Post sign -up board for volunteers to sign up for positions and make phone calls to parents if necessary

Purchaser:

Organizes the purchases of swim team clothing/accessories, ribbons, medals, and trophies.
Responsibilities:

• Organize the purchase of team swimsuits & caps (including the trying-on process to ensure swimmers order correct size)
• Order team t-shirts, duffle bags and warm up suits for swimmers & coaches
• Distribute forms for swim families to order team apparel
• Vendor identification and assessment (i.e. determine best values)
• Contact and set up merchants/vendors for home meets (Cabana Swimwear and Action Accents sales)
• Seek sponsors for our team (TYR, Speedo, Dolphin)
• Work closely with treasurer when team needs supplies
• Organize the ordering of ribbons/medals for home meets (including the special ordering of medals/ribbons/trophies for CVI)
• Gather opinions from Council on final t-shirts design decision (CVI and State Meet apparel)

Equipment Manager:

Oversees the set-up, maintenance and purchase of equipment.
Responsibilities:

• Arrive at CCBA meets early to set up tables, touch pads, strobe light and stop watches
• Take down and put away equipment after meets
• Assist with any equipment needs during CCBA meets as needed
• Assist in ordering and re-supplying equipment as needed
• Care for and maintain inventory on equipment, including an equipment log/list Develop long term plan for replacing aging equipment*

Concessions Coordinator:

Organizes and maintains the concession stand at CCBA swim meets.
Responsibilities:

• Organize the concession donations needed for home meets
• Oversee the set up (1/2 hour prior to meet start), the running of concessions (manages cash drawer) and then the clean up process (take down)
• Communicate with various area businesses to solicit food donations for various home meets
• Post signs throughout CCBA (before meets) about heat sheets and produces volunteer pins
• Create concession stand $5.00 punch cards and oversees the selling of the punch tickets
• Sell heat sheets & programs for CVI
• Communicate with Head Coach to verify officials to supply them with lunch and bottled water for volunteers on pool deck

Social Coordinator:

Organizes and implements all events relating to team spirit and unity, charity donations, holiday and social parties and the end-of-year season banquet.
Responsibilities:

• Organize parties to build team spirit & unity to include pre-meet poster prep rally parties, movie nights, technical education events (i.e. viewing swimming technique videos)
• Plan other events outside team building of CCB (such as skating party, etc.)
• Create and post information relating to spirit/poster, social, holiday, and technical education events
• Purchase all supplies (paper products, posters, arts & crafts, and food/drinks) for all social events (using team funds)
• Organize the end of the year banquet including reserving appropriate space, set-up and clean-up, food, and delegating volunteer help if needed
• Organize annual holiday charity giving, including researching charity, communication to swordfish families and collecting donations
• Mentor "new" families and acts as a liason representative to ensure a smooth and positive transition to the CCBA Sworfish by providing written and verbal information relating to CCBA swim team and USA swimming on a regular basis
• Implement and nurture relationships with Swordfish parents/swimmers through additional social events (ie. coffee and question hour)

PR/Web Coordinator and Photographer:

Maintains team website, serves as official photographer & public relations liaison.
Responsibilities:

• Oversee the design and layout of the team website**
• Oversee the maintenance of the team website**, keeping information/content current and ensuring a reasonable technical standard
• Take photographs for team use on website and team/CCBA marketing materials
• Create the end-of-year "slide" show (and making it available on CD as a team fundraiser if adequate demand)
• Alert/notifies newspapers (reporters) of upcoming events and results
• As appropriate, submit articles to Splash Magazine in the swim kids athlete focus section

*CIP- Capital Improvement Plan (record the life of expectancy on equipment short term and long term). Keeps record of all equipment when it was purchased, when it will need to be replaced and pricing these items.
**Website created and maintained by webmasters Luke Walthour and Christian Brechbühl, swimmers on the team.