Swim Team Board Volunteer Positions

Trailwood Village Gators Board is a group of volunteers who are interested in making the most out of the team each season. Our members work behind the scenes and during practices and swim meets to help the team operate. The board meets once a month during the swim season, starting in March, depending on role requirements.

How can I get on the Board of Directors for Trailwood Village Gators?
Start training now. If you are interested, there are several positions that you can start training for now. The training will count toward your volunteer requirements if you get involved early. From party planning to pool maintenance, there's something for everyone on the board. Below is a list of essential board positions and the tasks for which they are responsible. There can be some flexibility and crossover if necessary.

Ready to get involved? Please contact Sheryl Stone if you have any questions, or if you see a particular role that you would like to help out with. We are really proud of our team, and this is a great way to get involved!

Volunteer Positions

President: President assures all aspects of the team operations are covered by appropriate board members or individuals and monitors the various activities throughout the year.

• The Team President presides at all board meetings; acts as meet director during swim meets along with Team Rep and Team Ref.
• Conducts and assists with other board members for the process of hiring, management of coaches and end of the season exit interviews.
• He/she also serves as the principal spokesman for the Trailwood Village Gators to coordinate and communicate team affairs with the the Trailwood Village HOA Board.
• He/She will also execute and ensure adherence of Trailwood HOA contract with the team.
• Financial oversight working directly with Treasurer and other board members to maintain and manage team.
• General Management and oversight of the team which can include but not limited to scheduling meeting, agenda creation and the running of board meetings, setup or assisting with setup of team website including calendar, records, security access, registration, team suit selections, ordering and scheduling vendor event for team suit.
• Update team files in NWAL computer system, swim meet management.
• Position Requirement: Current or previous board member, swim team/swim meet knowledge, computer savvy.

Vice President/Registration: The Vice President is shall preside in the absence of the President, shall perform such other duties as may be delegated by the President.

• Vice President will help with all aspects of the team and running meets.
• Registration Role responsibilities include ensuring status of swimmers active or inactive based on registration and payment, emailing notifications to team members and parents during registration and swim season, setting up the online registration forms, and organizing registration events/advertising.
• First point of contact for help with registration processes.
• Responsible for creating and managing list of families registered with subdivision and sending to Trailwood HOA with payment for out of area swimmers.

Treasurer: The Treasurer is responsible for keeping track of all things financial with the swim team. They will ensure money earned via registration, team store, concessions, and sponsorships. Treasurer will also be responsible for managing any team purchases needed.

Secretary: The Secretary is responsible for recording the board meeting minutes and scheduling team pictures and swim suit sale.

Computer Manager: The Computer Manager oversees all swim team computer systems used to manage the team and run swim meets.

• Setup or assist with setup in system for all team events.
• Coordinates with coaches regarding meet entries, rsvp’s and closing of system for event.
• Communicates with other teams for meet merge process of each team’s entries.
• This will include emailing host teams appropriate meet entries for away meets, construct meet events and entries for all meets hosted by Trailwood Village Gators.
• Generate heat sheets and posting to website or emailing visiting team.
• Oversees meet computer and results entry system during home meets.
• Tasks include: emailing other teams for entries, importing and exporting meet entries, setting up computer during meets, validating and emailing final meet results, troubleshooting computer issues, and printing all meet documents (i.e. timer sheets, relay sheets, results).
• Also serves as the main contact for the Swimtopia Help Desk.

Trailwood Community Association Liaison: The Trailwood Community Association Liaison helps foster a positive relationship between the Trailwood Village Community Association and the Trailwood Gators Swim Team.

• Attend the monthly Trailwood Village Community Association meetings during the months of March - June to represent the team.
• Bring any feedback or concerns from the community association to the team board.
• Help ensure the team fulfills our obligations under our contract to use the community pool and facilities.
• Handle the rental of the community room for meetings and the pool for the end-of-season pool party.

Volunteer Coordinator: The Volunteer Coordinator is responsible for all aspects of the volunteer program.

• Creates, manages and updates required volunteer job position templates in the system. Assigns appropriate volunteer template to each event in system.
• Responsible for setup and closure of dates for volunteer jobs on each specific events. Ensure templates are open to team
• Identifies volunteer positions, recruits and organizes volunteers for all events, swim meets and season long positions.
• Tasks include identifying and securing volunteers for roles, ensuring adequate volunteer coverage at all events and swim meets, assists with supervising and possibly training volunteers for roles during events and swim meets, identifying volunteers for end of year awards and tracking volunteer shift totals.

Awards/Ribbons Coordinator: The Awards/Ribbons Coordinator orders, assembles, and organizes swimmer and volunteer awards, including meet ribbons, goodie bags, trophies, etc.

Event Coordinator: The Event Coordinator coordinates and supervises all events throughout the season including: pep rallies, Breakfast of Champions, progressive dinner, invitational dinner, end-of-season awards party, etc. Tasks include reserving event locations, and tracking RSVP's for events.

Head of Concessions: Head of Concessions serves during events, or ensures this position is covered. Tasks include running of concessions, ordering and purchasing food and supplies, helping set up and take down concessions equipment.

Fundraising Coordinator: The Fundraising Coordinator will need to be involved as early as January to begin planning. Promote fundraiser through flyers, posters around the pool, emails to families. Contact possible sponsors and coordinate and setup sponsorship and advertising. Responsible for ordering sponsor banners, pictures, etc.

Merchandise Coordinator: The Merchandise Coordinator organizes all aspects of team merchandise, including the design, selection, ordering and distribution of all team apparel, caps and swim suits and updates the team website with merchandise offerings.

Flag Program Fundraising Coordinators (Team of 3, 2 positions available): The Flag Coordinators organizes all aspects of the flag program. Tasks include advertising of program, collection of money, flag storage, flag placement and pickup throughout the year.

Communications/Website Manager: The Communications/Website Manager is responsible for creating and updating the website with current events and information. Sends out information via website communications (email), Facebook, and/or flyers to families & coaching staff regarding events.

Meet Timing Manager: The Timing Manager is the Head of the scribes, timers, and runners. Tasks include being responsible for timer/scribe equipment, volunteer meetings at beginning of meet, overseeing all timed events.

Equipment Manager: The Equipment Manager is responsible for all swim team equipment, including lane ropes, bleachers, tents, etc.Tasks include managing meet setup and cleanup.

Parent Liaison: The Parent Liaison is the go-to between coaches and parents. This person is responsible for making sure parents have someone to voice questions or concerns to so that the coaches are aware. This position can also be an assistant coach and perform coaching duties such as practice/meet coaching and meet entries.

Head Referee: The Head Ref is the official in charge of the swim meet. The Referee has the final decision regarding disputes involving rules and regulations.

*Clerk of Course: This title is required for the team board. It is an add on position for anyone on the board. It consists of taking a class and test with NWAL and being familiar with the NWAL rules.