HSRC Swim Team
Manual
|
Date |
Description of Change/Addition |
|
7/29/01 |
Initial Draft |
|
8/03/01 |
Added Deborah's comments on treasurer responsibilities |
|
|
|
Table of Contents
1.0 Introduction 3
1.1 Purpose of this
manual 3
1.2 Activities List 3
2.0
Roles/Responsibilities 4
2.1 Swim Team
President 4
2.2 Vice-President 4
2.3 Treasurer 4
2.4 Secretary 4
2.5 Concessions
Management 4
2.6 Volunteer
Coordinator 4
2.7 League Rep 5
2.8 Computer
Operations 5
2.9 Ribbon Coordinator 6
2.10 Clerk-Of-Course 6
2.11 Head-Timer 6
2.12 Head-Official 6
3.0 Pre-Season
Activities 7
3.1 Swim Team
Registration 7
3.2 Email/Newsletter
notifications 8
3.3 Junior Coach
selections 8
4.0 Calendar of Events 8
5.0 Swim Meet Tasks
(preparation and execution) 10
5.1 Home Meets 10
5.2 Away Meets 12
6.0 Post-Season
Activities 12
6.1 Swimmer List for
Trophies 12
6.2 Swimmer List for
Trophies 12
6.3 Product
Requirements - Business 12
Addendum A 13
First addendum goes
here 13
As all who read this probably know, there are many tasks required to support the HSRC (or any Gwinnett County Swim League) Swim Team during a 6-meet season. Planning for Gwinnett County Swim League (GCSL) starts in February and concludes with the GCSL County meet during the mid-summer.
HSRC is very fortunate to have a dedicated, family-focused set of parents to help staff and run the swim team. As the HSRC Swim Team president for the last three years, I have really come to understand the type of effort and coordination needed to run the team. The level of knowledge of I have attained was gradual and very much “on-the-job” training. The biggest part of my frustration was not having any of the processes/timelines documented in order to adequately plan for each year’s swimming activities.
The intent of this manual is to document as many areas of HSRC activities as possible. From President to Runner, you should find some background information for the job requirements.
This document is only as effective as the input from HSRC parents. Please take the time to add your comments on any area of the document (existing or new comments). Initially, I will function as the author and coordinate the input/additions to the document. Please email me at mdearmon@mindspring.com or markd@portal.com for your thoughts/additions.
This document is currently outlined for the following HSRC Swim Team functional areas:
· Roles/Responsibilities
· Pre-Season tasks
· General calendar of events
· Swim Meet tasks
· Post-Season Activities
As the President,
you are responsible for overall program management for HSRC Swim Team. There’s not much more than can be added to
this description. Keys to success are
the involvement of parents to perform all the roles at a level which supports
maximum meet and team efficiency. Given
this is an all-volunteer effort, support from all parents is the key to
success.
Attend all HSRC
board meetings and update HSRC board on Swim Team status and needs.
Personal note from
Mark DeArmon: I’ve been blessed to have
a superb set of parents while President. To all of you who stepped up and took on key roles—“thank you”
from the bottom of my heart.
This role is similar to the President, but is concentrated on more “day-to-day” activities of the Swim Team.
Note: this role was unfilled for 2001.
Responsible
for all fiscal matters pertaining to the Swim Team.
Daily collection of concession stand sales monies for the ENTIRE summer season EACH
day the pool is open from Memorial Day to Labor Day (needs to
be collected daily to avoid possible theft losses). This includes:
Neither Company nor any of its
representatives shall be liable for any costs incurred by a potential supplier
in connection with the preparation and response submission neither to this RFP
nor for any of the supplier costs incurred for attendance at oral
presentations, clarifications or demonstrations. Hopefully, this
will be filled in by Janet or Ruth…. This individual receives a copy of the
sign-up list, complete with preferences for volunteer activities. All parents expected
to help out at EACH meet, although this may not be required (based on
availability). For each home/away meet, the Volunteer
Coordinator makes sure these positions are filled for the entire meet: Timers Staging Concessions Stroke/Turn judges ???? What did I forget? For the county meet, the Volunteer
Coordinate makes sure the GCSL-assigned positions are filled for each session
of the county meet (the positions assigned by GSCL to HSRC will vary every
year). League rep is a very important position for any GCSL swim
team. Monthly meetings are held
(usually at the Gwinnett County Justice and Administration Center) starting in
February. These meetings are very
informative and changes for the upcoming year are discussed and voted
upon. Monies paid to GCSL are
coordinated in these meetings. GCSL uses an “intranet” web-site to put forth
news/announcements as the season progresses.
This web-site is not open to all swim team parents, just the league rep,
coaches and another individual outlined in the GCSL documentation (this can be
updated via the same site). The URL for
the internal web-site is http://gcsl.intranets.com. GCSL also maintains an external web-site listing more
information about GCSL (intended for swim team parents) including “Top 50
times” on a weekly basis. This URL is http://www.gwinnettswimleague.com. Beyond the role as a “conduit” with GCSL, the league rep
plays a very key role in the annual GSCL County Swim meet. Email and the “intranet” web-site can be
updated several times a week and it is very important the league rep stay in-tune
with the heartbeat of GCSL. Therefore,
this individual should have a sincere interest in swimming and preferably a
couple of years of experience with kids swimming/volunteering. Responsible for attending annual computer operations
certifications for GCSL, pre-meet coordination or rosters/seeding, swim-meet
data-entry (home meets only) and any other task outlined with computer
operations. Familiarity with software
application (Microsoft Windows) usage is preferred and access to ancillary
equipment (backup printer) including installation of new software, drivers is
helpful as well. Due to the importance of this role, it is highly
recommended there be at least two (2) individuals taking the certification
class by GCSL and sharing home meet duties. For home and away meets, this individual takes the
printed labels/results from the computer operator and affixes them to the
appropriate ribbon. Each team is
responsible for their own ribbon management.
After ribbons are ready, each ribbon is placed in the Folder/box for
each family (again, done by the Ribbon Coordinator). Important
note: Make sure the HSRC Swim Team
league rep and Ribbon Coordinator evaluate the inventory or ribbons for 4th
place and below (1st through 3rd ribbons are supplied by
GCSL and given to the league rep at one of the meetings early in the
year). The ribbons for 4th
and below are ordered by the league rep at one of the early GCSL meetings. Some
teams have different colors for 4th – 10th. HSRC usually chooses the “tie-dye” style
ribbons for 4th place and lower.
However, this decision is purely at the discretion of the Ribbon
Coordinator(s) because they will be the ones affixing the ribbons/labels at
each home and away meets. Very important meet-day activity. Basically, making sure each swimmer is in the right lane for the
right heat for the right event. Also,
ensures the staging (at least 3 heats) is prepared prior to each race. Responsible for meet-day timing activities. This includes maintaining an acceptable
number of functioning watches (8 and 2+ as backups), the backup starter gun
(home and away meets), pre-meet discussions with HSRC and visiting timers (home
meets only)—this can be done with the Starter included. During the meet, the Head Timer works with the opposing
team Head Timer and monitors the times from each race. There should be no more the a .2 (2 10ths of
second) difference between both times (the goal is less than .1). The times of the swimmers are very important
and do have implications for the County meet. Typically, the volunteers for each meet are coordinated by
the Volunteer Coordinator and do not include the efforts of the Head Timer. Responsible for managing the Stroke/Turn judges for HSRC
(meet-day coordination included?).
Head-Official is suggested to go to one GCSL training class in the
Spring (although at this time it is not required). Also S/T (Stroke/Turn) judges must be certified by
attending a GCSL-sponsored class.
Currently, a GCSL certification is good for 3 years. The Head Official oversees all HSRC S/T judges at home/away
meets and coordinates with the opposing team Head Official for maximum meet
efficiency. In case of inclimate weather, the Head Official and League
rep decided if a meet is to be post-poned (or possibly cancelled) and any
make-up dates (in conjunction with the Head Official and League rep from
opposing team). This section documents the tasks required leading to the
first swim meet. Tasks below are in no
particular order. Registration for the
swim team has typically occurred the weekend prior or following Easter
weekend. In the past, sign-ups have
been held on a Saturday from 9AM – Noon.
Here is a list of item needed for a successful registration: ·
Table with chairs Swim Team family
registration fees are $45 for first Swimmer, $35 for second, $25 for third and
$20 for any additional family swimmer. Reminder signs placed at
these locations the Saturday (or whatever day) before registration (or
at least one full week): ·
James Street and Louis Road ·
Bruce Way and Louis Road ·
Ben Avenue and Louis Road ·
Linda Lane
and Killian Hill ·
Hickory Ridge and Killian Hill ·
Louis Road/River Road (across from Knight Elementary). Note for reminder
signs: Last year (2001), it appears 3-4
signs were removed the day of registration and only two are left (Mark DeArmon
has them). Therefore, more signs must
be made prior to registration. Additional notes: ·
It is important that an email address (or addresses) is
acquired at registration (the best vehicle for communication). ·
The HSRC Swim Team secretary should return a list of
sign-ups to the Coaches and President ASAP and continually update all with any
new additions. Use the email list to
inform parents prior to the registration date.
Also, it is a good idea to put this information in the HSRC newsletter
starting in January. The email alias is
NOT HSRC inclusive (only swim team), therefore, the newsletter is the best
method to reach new families for swim team (until an HSRC email alias is developed). In the email
notifications, please make sure the parents know they can print the Swim Team
registration form on the HSRC web-site (http://www.hanarry.org). Also, it is a good idea to print a
registration form and include it in the newsletters mailed prior to the
registration date. There should be a
HSRC role for newsletter coordination/distribution. Contact the HSRC President to find out whom this is and their
contact information (do this early in the year). Include reminders in the
newsletter/email that Junior Coach applications must be received prior to swim
team registration date to be considered for the coaching position 2001 was the first year the swim team endeavored to greatly
increase the number of junior coaches.
For 29 6-unders, we had 10 dedicated junior coaches—and the results were
outstanding. This low coach-beginner
ration resulted in greatly improved swims for our 6-unders, high parent
satisfaction and involvement with some of our outstanding teenage swimmers. The number of junior coaches will vary each year depending
on the budget, number of 6-under swimmers (from registration), Head and
Assistant Coach input and other factors.
This coaches are decided by the board usually within 2 weeks of
registration. All Junior Coach
applications must be received prior to the date of swim team registration (to
the secretary or president). The
outline below is a general calendar January Start thinking about Swim Team J February Meet with the Swim Team Board. Discuss issues related to swim team
(hopefully, I’ll list them here later).
Decide if a new swimsuit is necessary for
the upcoming year. If so, appoint a
parent or parents to find a suitable suit/cost. Make sure the vendor selected will be available at Swim Team
registration for sizing/samples regardless if new suits are needed. If necessary, order more t-shirts (I’ll put
more info here). First GCSL board meeting is usually held in
February (usually one per month until after first meet) March As soon as GCSL announces the meet schedule,
make sure the HSRC Clubhouse Rental coordinator is aware of the dates so she
can block these dates for renting the Clubhouse. GCSL meeting for League rep April GCSL meeting for League rep May The pool inspection is done generally in
May. Make sure this date is coordinated
early (by the league and rep and GCSL-assigned inspector). The pool must be in “meet-ready” condition
(you don’t have to put out the cones, but be prepared to explain our parking
management). Typically, the GCSL
pool inspection is done the day of the practice meet (Coach Gary usually has
one every year) for convenience on everyone’s parts. The pool water-level is usually raised by the pool maintenance
company. Make sure this
company/individual knows of this date and fills the pool. Make sure both
batteries in starter system are charged or replaced. The batteries died at the last home meet in 2001…. GCSL meeting for League
rep June July GCSL county meet is usually held in July. August HSRC Swim Team party is usually held the
weekend prior to Gwinnett School’s first day in the fall. The party is coordinated by one or more
family members and volunteer support is needed (use email to remind everyone). September October November December Below is a list of tasks
broken before, during and after each swim meet. There is a separate break down for home and away meets. This
list is in no particular order and can be served as a “checklist” for
preparation for home meets (note: this
section does not include concession tasks at this time. I must get this information from Janet
Lennox and Ruth Adams). ·
Backup printer ink cartridge available? ·
Power cords available?
Note: The back storage room
(behind the diving board) contains the breaker box. Underneath the box is a dual-outlet. Run two power cords from this outlet up through the decking
(above) and towards the area where the computer operations are held. Plug one power cord into the outlet for the
overhead fluorescent lights (this give power to the lights). The other cord should be attached to a
multi-port power-strip (with ground) to run all other computer and sound system
equipment. ·
Overhead lights turned on? There are two switches in the circuit-breaker box (easily
marked). Turn these “on”. Make
sure the make-up date does NOT conflict with HSRC Clubhouse rentals. This is very important—otherwise, there
will be parking and facility conflicts.
HSRC has a Clubhouse rental coordinator who should be aware of the Swim
Team home meet dates. Decision
on rain-outs/make-ups are done (in committee with the opposing team) by the
Head Official and League Rep (from both teams) and includes input from the
Coaches. Make
sure backup starter-gun gets to the away meet with enough blanks for an entire
meet (400 blanks). Below
is a list of items/tasks for activities after the last HSRC swim meet and GCSL
county meet The
Head Coach should get a list to the appropriately assigned individual for
procurement/ordering of Swim Team trophies.
The individual ordering the trophies generally selects the trophies each
year. We have traditionally used
(name?) Trophies in Tucker. This
company is right on Hwy 29 in Tucker.
Ginny Hornsby has done a great job with this the last two years. The
date for the swim team party is a fluctuating date, but there has been general
agreement the weekend prior to school starting is the most convenient for
everyone. The highlight of the annual
swim team party is the presentation of swimmer trophies. Ordering
the trophies takes around 2-3 weeks and this must be coordinated with the
party. Ginger
Heaton has done a great job with the swim team party the last two years.
2.4 Secretary
2.5 Concessions Management
2.6 Volunteer Coordinator
2.7
League Rep
2.8
Computer Operations
2.9
Ribbon Coordinator
2.10
Clerk-Of-Course
2.11
Head-Timer
2.12
Head-Official
3.0 Pre-Season
Activities
3.1
Swim
Team Registration
3.2
Email/Newsletter notifications
3.3 Junior Coach selections
4.0 Calendar
of Events
5.0 Swim Meet Tasks (preparation and execution)
5.1
Home Meets
5.1.1 Before each home meet
5.1.2 During each home meet
5.1.3 After each home meet
5.1.4 In case of rain-out
5.2 Away Meets
5.2.1 Before each away meet
5.2.2 During each away meet
5.2.3 After each away meet
6.0 Post-Season Activities
6.1 Swimmer List for Trophies
6.2 Swim Team
Party
Addendum A
First addendum goes here