Heritage Village Sea Lions

Swimming differs from many other youth sports in that volunteers are essential to running a successful meet. It is the responsibility of every family to volunteer to help at meets.

1. Each family is required to fulfill a minimum of SIX volunteer assignments during the regular meet season. Four of these assignments must be meet jobs, and the remaining assignments can be concessions or food donations.
2. If your child is swimming in Prelims or Finals, your family must work at least one volunteer shift at one of these meets. Since Prelims meets fall on weekdays, if you cannot attend a volunteer shift, you must find a replacement or pay someone to work your shift for you. Contact the HVSLParent Reps for a list of individuals who can be paid to help out. 
3. Volunteer sign-up is part of preseason swimmer registration. You cannot complete registration without selecting your six volunteer assignments.
4. You are responsible for your volunteer shifts. Please do not ask the Parent Reps or Volunteer Coordinator to be released from your volunteer shift. If you are unable to fulfill your volunteer shift, it is your responsibility to find someone else to cover that shift. Once you do so, you must notify the Parent Reps and Volunteer Coordinator via email of the change before the event.
5. A $250 deposit is required at registration. Your credit card will only be charged if you fail to show up for your shifts.
6. Volunteer shift assignments for the season will be posted on the team website. Weekly volunteer assignments will be sent via email and posted on the website.
7. Descriptions of the volunteer job duties are posted on the team website. (See Below) You will be expected to be familiar with and fulfill all the duties for your volunteer assignment. You will also be expected to cover the entirety of the shift period.
8. Volunteers must check in with the meet day Volunteer Coordinator on the morning of the swim meet between 7 and 7:30 am.
9. Heating, timers, and stroke judges have mandatory meetings before the meet starts.
10. Occasionally an event must be canceled and rescheduled due to adverse weather conditions. If you were scheduled to volunteer at an event that is canceled, you will be required to volunteer at the re-scheduled event.
11. All disputes regarding volunteer issues will be resolved by the team Parent Reps at their discretion.                                                                                                                                                         

We are always in need of stroke judges, so if you are interested in becoming a stroke judge please let a Parent Rep know. The league holds a training class for all stroke judges in the spring. We greatly appreciate our wonderful parents and all the help you provide us in running a successful swim meet!

Volunteer Check-in (day of the meet):

• Provide name tags to all volunteers (and keep a list of who is missing)
• Check-in all volunteers (except tent setup)
• Follow up on missing volunteers
• Allocate backup volunteers as needed

Tent/Concessions Set-up: 

• Away Meets: 
  • Night before meet: Pick up team tents (2) and tarps from the upper pool (before the pool closes at 8pm) 
  • Day of meet:
    • Transport the tents/tarps to the pool (this job requires a large vehicle) 
    • Set up tents and spread tarps on the ground beneath them no later than 6:45 a.m.
• Home Meets: 
  • Set up tents and tarps by 6:00 a.m.
  • Set up the concession stand so it is ready to sell items by 7:00 a.m.

Meet Manager:

Runs the meet and confirms swimmer's times for each event via SwimTopia.  

Concessions Volunteers: 

• Sell refreshments during home meets
• Provides water/snacks to on-deck volunteers during home meets
• Note: Kids are not permitted behind the tables in the concession area

Timers: 

• Attend the mandatory timer's meeting with the starter/referee at 7:45 a.m.
• Capture the times of swimmers for each event:
  • The stopwatches start automatically when the referee starts the event
  • Immediately after the start of the race, timers should check their watches to ensure they are operating correctly. In the event of a malfunction, the timer should raise their hand immediately and call for the backup timer. 
  • Timers stop their stopwatches only when the swimmer touches the side of the pool.
• For 25-yard events (6 & Under and 7 - 8 age groups only) the starter will instruct the timers to go to the far side of the pool and when to return to their original positions.

Stroke Judges: 

• Must become certified by RMSL by attending a mandatory stroke judge clinic offered in the spring
• Ensure proper execution of strokes and turns as described by the RMSL & USS rule book and follow the process for disqualifying swimmers
• Attend a mandatory stroke judge meeting held at 7:30 a.m. on meet day

Heating Volunteers:

• Ensure swimmers are seated in the heating area, organized by events, heats, and lanes
• Instruct the swimmers to report to the area behind the blocks as the events progress

Back-up Volunteers:

• Responsible for filling in anywhere you are needed (except Stroke Judging).
• See the Volunteer Check-in representative for your assignment.
• You must be available for the entire shift.

Meet Tear Down & Clean Up:

• Away Meets:
  • Clean up the tent area, fold the tents and tarps, and return everything to the HV upper pool
  • Clean up all garbage from our designated area and dispose of it properly
• Home Meets:
  • Clean up the tent area, fold tents and tarps, and return them to the HV upper pool
  • Help break down the concessions and return the tables to the pool closets
  • Move pool furniture back to their normal locations
  • Note: This shift does not end until the pool is ready to be opened

Special Committee Jobs:

Donut Day Volunteers:

• Order the donuts from King Soopers on Wednesdays
• Deliver donuts to the pool on Fridays no later than 8:15 am. 

Video Producer:

• Gathers video, photos, music, and interviews to produce the team video 
• Ensures all kids are represented

Fund Raising Volunteers:

• Determine and organize fundraising opportunities
• Identify sponsorship opportunities

Parent Reps:

• Organize the meet season
• Represent HVSL in the RMSL league and attend RMSL monthly board meetings
• Handle pre-season planning and arrangements
• Plan and organize dual meets, prelims, and finals
• Oversee committee heads
• Hire and manage coaches
• Maintain communication with the team
• Coordinate the registration process
• Manage the website

Ribbon Coordinator:

• Labels, sorts, bags, and distributes ribbons
• Places ribbons in swimmer folders on the Monday after each meet

Season-End Banquet Coordinators:

• Coordinate all aspects of the banquet, including trophies, awards, treats, setup, tear down, paying lifeguards bonuses, etc.
• Request end-of-season coaches gifts from swim team parents

Concessions Coordinators:

• Plan, shop for, and organize food served during our home meets
• Coordinate volunteer workers during the meet
• Assist with setup and tear down

Social Chair:

• Plans, communicates, and runs social events such as team feeds, July 4th games, talent show, etc.

Treasurer:

• Collects registration fees, bills members for unpaid fees, and deposits funds
• Prepares the team budget, presents it to the parent reps for approval, and ensures team activities adhere to the budget
• Maintains accurate financial records throughout the year
• Transacts business through local bank account
• Files appropriate forms with the Internal Revenue Service by February 15
• Disburses funds and pays bills promptly as approved by the parent reps
• Reconciles bank statements

Volunteer Coordinator:

• Meets with parent reps to coordinate volunteer requirements for the season
• Updates volunteer templates in SwimTopia and applies templates to each meet or event
• Ensures each family meets the volunteer point requirement and makes adjustments as needed
• Sends email to parents with volunteer requirements for upcoming meets
• Works with the volunteer check-in rep to ensure all jobs are covered each week