Much of BAC’s success is a result of the help the club receives from its many volunteers. Volunteering is an integral part of our club, and we are lucky to have so many active parent volunteers. It takes a lot of energy and time for the coaches to plan seasonal outlines, training regimens, and daily practices, not to mention the actual time and energy spent on the pool deck for workouts and competitions. BAC wants its coaches to continue to focus their efforts directly on the athletes, which creates a need for parents to help out behind the scenes with planning/running major events, assisting with some administrative tasks, and many other small but crucial jobs as well. To ensure that the extra effort needed for the success of the club is made, BAC requires that all families contribute a certain number of volunteer hours on an annual basis.
A large part of the volunteer needs of the club is related to the three annual meets BAC hosts, the annual Lap-A-Thon fundraiser, and our extra events such as the Awards Banquet and other “out of the pool” experiences. Within these needs there are a variety of roles ranging in their size and responsibility level. There are also a lot of other “odd” jobs along the way that can fulfill the volunteer requirement without a major commitment. New jobs arise all the time, and if you have any special talents you would like to share with the club, we would love to hear about them!
Each BAC Swimming family is required to fulfill 20 hours of volunteer work for the year (August-July). If a swimmer is not a current member for a full year, the family is required to volunteer at a rate of 5 hours per quarter. All hours that are not fulfilled by a family by the end of the swimming year will be charged at a rate of $15 per hour not worked. Exceptions to the 20 hour requirement are: 1) Families with only Pre-Comp participation are encouraged but not required to volunteer, 2) Families with only Barracuda participation are required to fulfill 10 hours of volunteer work annually.
Many of the ways you can help are outlined below. The list covers both meet-related volunteer jobs and jobs that are ongoing. Please discuss your interest in a particular position with the BAC Volunteer Coordinator.
KEY YEAR-ROUND VOLUNTEER POSITIONS
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These positions are most important to running our club. Taking on any of these positions automatically fulfills a family’s yearly volunteer commitment.
BAC Board Member – The needs of the BAC Board change throughout the year based on the make-up of the current group. If you are interested in becoming a part of this important group of club representatives please talk with the Club Director.
Volunteer Coordinator – Assign and coordinate volunteers throughout the year. Track volunteer hours for the club and communicate with each family about their volunteer status.
Webmaster – Maintain the BAC website by working with the staff to keep information on programs current and accurate.
Welcome Committee and Member Liaison – Introduce and familiarize new families to the club. Coordinate welcoming events for new families and remain available to answer questions about club workings as needed.
Meet Director – Run the three BAC-hosted swim meets by coordinating with other volunteers to ensure the events are effectively sanctioned, organized, and staffed. (If you would like to be involved as a meet director but cannot commit to all three meets please discuss this possibility with the Head Swim Coach.)
Meet Computer Chair – Run the computer system at all three BAC home meets. Take all entries to create program before the meet. Use computerized meet management system to create all check-in sheets, heat and lane assignments, timing sheets, results, and other documents during the course of the meet. Organize additional volunteers as needed.
Snack Bar Chair – Determine menu for snack bar and coordinate all food donations and procurement for the three BAC home meets. Supervise snack bar set-up and run snack bar during meet.
Head Meet Marshal – Oversee all safety issues at all three BAC home meets. Work with Meet Director and Volunteer Coordinator to staff the venue adequately during all hours of a meet, from warm-up until closing. Supervise team of marshals and work with Pacific Swimming officials as needed.
Newsletter Coordinator – Collect, format, and distribute the club’s quarterly newsletter. Work directly with the CD, Coaches, and Marketing Director to gather content for the newsletter and ensure that all programs are represented.
Age Group Swimming Representative – Attend all Board meetings as a non-voting member. Advise the Board during any discussion about decisions relating to the age group swimming program and speak with the program’s best interests in mind.
Age Group Swimming Registrar – Work with the bookkeeper and age group swimming staff to confirm that all program rosters are current and that all program members are registered with the club and appropriate governing national body. Follow up with any members who have incomplete registrations. Update computer databases as needed.
Lap-A-Thon Coordinator – Organize annual Lap-A-Thon fundraising event, ensuring that all families are informed of the event. Coordinate prize options, prize ordering and distribution. Organize items for the silent auction portion of the event. Social Events Coordinator – Organize social events for the club, such as the Awards Banquet, Holiday Party, and other “out of the pool” events for the swimmers.
ADDITIONAL YEARLY VOLUNTEER POSITIONS
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These positions are annual positions that will likely, but not necessarily, fulfill a family’s yearly volunteer requirement. Hours spent for these positions must be logged through the Volunteer Coordinator.
Team Records / Time Standards Coordinator – Maintain an up-to-date account of all club swimming records for both short and long course races. Coordinate the distribution of all parka stars for age group swimmers who meet certain time standards. Track and distribute awards for milestone achievements such as Torch Club, Team Records, JO’s, Far Westerns, and PRT times.
Stroke and Turn Officials – Train with Pacific Swimming to become a Stroke and Turn Official and work at home meets and/or other meets your swimmer attends. This is a great way to learn more about swimming, and it’s very important that the Club has enough Stroke and Turn Officials to cover our share of our Zone responsibilities. For further information please visit: http://www.pacswim.org/page/member_officials.html.
Team Gear Coordinator – Coordinate distribution of basic team gear and ensure that all order forms are up-to-date and accessible. Order any special team gear for specific events such as Far Westerns, Zones, etc.
Administrative Support – Work with Age Group Registrar to help regularly update databases and folders. Publish annual member directory.
Risk Management / Insurance Officer – Review all club insurance policies on a semi-regular basis and make recommendations to the Board with regard to any changes deemed necessary. Assist in the development of new policies as needed.
Member Support – Work with Member Liaison on various tasks, including the welcoming of new families.
Travel Coordinator – Organize team trips, including travel arrangements and chaperones as required by the BAC Chaperone/Travel policies.
Special Projects – TBD by coaches: may include equipment set up, ordering special team gear, additional administrative support, etc.
| SWIM MEET-RELATED VOLUNTEER POSITIONS |
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These positions can be signed up for preceding any home (or away) meet as needed by the club. BAC will have online sign-ups available that will tell you in advance what positions are open and need to be filled. Hours spent for these positions must be logged through the Volunteer Coordinator.
Meet Program Coordinator – Gather information for meet program the week before the meet. Copy program for coaches, officials, and meet sales.
Assistant to the Meet Director – Two or three positions: work with Meet Director to fulfill any volunteer and organizational needs required.
Assistant to the Computer Chair – Two or three positions: work with Computer Chair to fulfill any operational needs required during BAC hosted meets.
Timing System Operator – Set up, test, and run the timing system during the meet.
Snack Bar Workers – Tend the snack bar during the meet. Hospitality – Work with Snack Bar Chair to provide hospitality to coaches, officials, and timers during the meet.
Head Timer – Stay at the starting area during shift and start extra watches. Provide clipboards and pencils for each timing lane. Assist timers in individual lanes as needed.
Meet Timer – Sit in a timing chair and press the buttons; needed at away meets as well as home meets. When your swimmer checks in at a meet, please find out via the program or host club where BAC is assigned and plan to take a shift during the meet.
Meet Volunteer Coordinator – Sign up volunteers to staff our home swim meets and ensure that all positions are filled. Generate sign up sheets before the meet and report hours to the Head Volunteer Coordinator after the meet.
Meet Entries Chair – Coordinate all meet entries.
Clerk of the Course – Oversee swimmer check-in at meets. Work with officials and computer chair to follow meet timeline.
Check-in Table – Man the check-in table during home meets and help swimmers check-in.
Marshals – Survey the pool deck and locker rooms during the meet to enforce all safety rules. Monitor warm-up lanes during the meet; make sure swimmers and spectators follow all posted rules. (The orange vest people who keep all meet areas safe and clean.)
Announcer – Announce swimmers and results during the meet.
Meet Awards – Order ribbons and “A” medals before a meet. Put labels on awards and distribute to coaches of all clubs at end of meet.
Facility Assistance – Set-up, take-down, and clean-up at home swim meets.
Remember to track the hours you have volunteered by using the binder near the BAC office (located with the swim folders) or by sending an email to: volunteers@burlingameaquatics.com. If you have questions about any volunteer positions please let us know! Thank you for your support of BAC and all the time and energy you put into making BAC one of the best places to swim in the bay area!
