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IVST depends heavily on the support of its member families, and we greatly appreciate your investment of time and energy. Our team could not operate without YOU!
Our goals for Summer 2010 are simple:
In an effort to share the workload of running IVST more equally, we are asking each family to work their standard swim meet jobs, as well as take on an additional responsibility to support our team. Some team jobs are small, while others are more of a time commitment (with partial or full meet job credit). The basis for this participation/job model is currently being used successfully by all swim teams in our Conference.
We ask that you take the time to look at the  Job Chart, which is a quick reference to the new job structure.
Below is an overview of the tiered IVST Team job responsibilities, followed by a thorough description of each job. Most jobs are the same as last year, while others have changed a bit. You can choose to do a job on your own, or team up with another family when appropriate.
Please give of your time as generously as possible, and keep in mind that we are all volunteers, working on behalf of the team. Together, our support will help to ensure that all IVST swimmers and families have a fun and rewarding swim team experience!
Every IVST family will be asked to contribute to the team in one of three ways:
Tier 1
Work the required # of swim meet jobs, plus take on one SMALL Team Job.
Tier 2
Work two less swim meet jobs, plus take on one MEDIUM Team Coordinator Job.
Tier 3
Work no swim meet jobs, and instead, take on a LARGE Full Season Team Job.
**All families whose swimmers are participating in Conference will be expected to work that meet.**
2010 TEAM JOB VOLUNTEERS
SWIM MEET JOBS
Standard operational meet jobs that need to be filled for every home and/or away meet throughout the season. All families will work swim meet jobs, unless they are committed to a Tier 3/Full Season Team Job. Sign ups for swim meet jobs take place at the Parent Work Schedule (PWS) Sign Up Day, scheduled for Saturday, May 22 (PWS details will be on website as date gets closer).
Desk Worker
Recorder
Runner
Shepherd
Snack Shack Worker
Sorter/Reader
Timer
TIER 1 - SMALL TEAM JOB
In addition to standard Swim Meet Jobs above, each family is required to take on a Team Job either on their own, or with another family (see 2010 Job Chart above for more info).
8 & Under Tuck Ins (takes place Friday PM of Conference Week)
With help from Volunteer Coordinators, map tuck in locations
(by neighborhood), group drivers & older swimmers, prepare treat bags
for delivery, communicate with head coach during planning phase.
Conference Meet Program Ads
With help from Volunteer Coordinators,
confirm specs, prices & deadline, post flyer at pool,
collect $$ for treasurer, compile and deliver ads to conference
rep. Forward details to board for posting on website.
Conference Meet Costume Maker
With help from Volunteer Coordinators, check costume inventory
and meet with coaches to confirm sizing, etc.
Conference Week POW WOW & Pasta Feed (Thursday)
With help from Volunteer Coordinators, Plan Pasta Feed dinner
assignments, post flyer, set up, clean up. Forward details to
board for posting on website.
Conference Week Shave Down (Friday)
With help from Volunteer Coordinators, plan location, post flyer,
purchase supplies & food, set up, clean up, etc. Forward details to
board for posting on website.
End of Season Slide Show Helper (A/V + Set-Up/Take Down)
(Monday afternoon and evening following Conference Meet)
With help from Awards Night Coordinator and slide
show producer, source all a/v equipment for awards
night (screen, projector, laptop, etc.), manage set-up and
take down.
Parking Lot Raffle
With help from Board, sell raffle tickets during preseason and time
trials for eight premium parking spots.
Guppy Program Coordinator
With guidance from Board, assist with all Guppy
communication, plan end of season Guppy party, assist new Guppy
families with questions, communicate meet information to parents,
serve as a liaison of sorts between families and coaches.
Age Group Party
With help from Volunteer Coordinators, schedule date for
party w/ coaches, post flyer, plan event (including drivers if
necessary), take photos for slide show. Must be available on party
date (check calendar online).
Team Picture Day
With help from Board, source photographer, set date, post flyer,
distribute forms, manage on-site. Must be available on photo day (check
calendar online).
Snack Shack Clean Up (Mid and Post Season)
Thoroughly clean entire snack shack area
mid-season and post-season.
Snack Shack Grill Monitor
Thoroughly clean grills/grilling utensils before all home meets,
confirm propane tanks are full and grills are in working order.
Fill and hang yellow jacket traps around pool area and monitor/
spray for ants (one day prior to meets) around snack shack area.
TIER 2 - TEAM COORDINATOR JOB (two meet job credits)
Some families will take on bigger, Coordinator level jobs, which will require a bit more time and attention throughout the pre-season/season. May need to attend 1-2 meetings with members of the Board.
Big Meet Coordinators
(Dewing Derby/City Meet/Conference Meet)
With input and guidance from Board, arrange delivery
of team pop-ups, set a central team meeting place, post
& communicate relays, water/snacks/lunch for
coaches, assist meet director and new families as necessary.
Age Group Photographers
Take 2-3 photos of all swimmers in each age group for
awards night slide show, work with slide show producer
as necessary.
Awards Night Coordinators
With input and guidance from Board, plan awards night
event, including flyer, decorations, dinner (if applicable);
assist with trophies, swimmer bags, and trophy set-up as necessary.
Also responsible for clean-up following Awards Night -- must be available.
Buddy Program Coordinators
With input and guidance from Board and Social/Spirit
Coordinator, develop plan for new IVST buddy program,
post sign up sheet, provide details and general guidelines, etc.
Coach Appreciation Coordinators
With input and guidance from Board, plan special ways
for swimmers & parents to show appreciation for
coaches (birthdays, special breakfast, cookie day,
jamba juice day, movie tickets, other special treats, etc.),
organized by age group. Ideally, one family from upper age group
and one from lower age group for this job.
IVST Spirit Wear/Apparel Coordinators
With input and guidance from Board, assist in sourcing,
promoting, compiling orders and distributing IVST apparel.
Must be available for the 2010 Back in the Swim events on 3/9 and 3/11.
Parent Dinner Coordinator
With input and guidance from Board, plan IVST Parent Dinner,
Including ticket sales, catering, set up, clean up, etc.
Swim-A-Thon
Organize a fun and spirited event, post flyers and distribute donation
forms, gather donations & prizes, manage on-site. One person from this
group must be available during the day of the event (check calendar online).
Following swim-a-thon, collect pledges and forward to treasurer.
Forward any details to board for posting on website.
Snack Shack Buyers
With guidance from the Snack Shack Managers, buy all
food and beverage items for Snack Shack (from Costco and various
other bulk discount stores) for all home meets. Deliver to IVST
Snack Shack one prior to meet date.
Snack Shack Prep/Assistant
Assist Snack Shack managers as needed with prep and planning prior
to each meet.
Shepherding Coordinator
Plan event to create 8&U shepherding nametags, schedule
training meeting for new shepherds, be on-site at Time Trials
to assist and manage real-time training, oversee head shepherd
at meets to confirm that process is running smoothly.
TIER 3 - FULL SEASON TEAM JOBS (full meet job credit)
These pre-assigned jobs are the biggest and most time consuming jobs, requiring work throughout the entire swim season (and in some cases, preseason as well). They are critical to our operational success this season.
Computer Entry Managers
Prior to meet: Coordinate w/ coaches and other teams, import IVST and
visiting entries for home meets/send to hosting team for away meets,
seed the meet, print reports for coaches and workers, export
for online posting. After meet: Import meet results and export for posting.
Coordinate big meets with coaches, gather entries and submit on time, get
results and export for online posting.
Meet Computer Operators (full clearance unless in training)
Manage all computer requirements before, during
and after each meet, communicate with other teams to
create meet line-ups, generate reports/statistics as needed, etc.
Conference Representative
Attend conference planning meetings, manage conference
deadlines, serve as liaison between conference and team.
Home Meet Set Up & Take Down
Arrive 90 minutes before home meet start time (earlier for Wednesday night
meets), set up cones in parking lot and shepherds area, move bleachers, set up
pop up tents/chairs for timers, set up blocks, unlock bathrooms and stock,
post 'closed' sign in baby pool and diving board, hang banners and flags,
confirm garbage cans are lined and empty, monitor garbage cans and bathrooms
during meet, begin clean up before end of meet, replace/rearrange deck furniture.
Meet Directors
Coordinate all functions required to run meets (including big
meets), notify meet workers of job assignments prior to meets,
oversee meet set up and clean up, check in all workers at
home and away meets, stay in touch with Parent Work
Schedule Manager regarding no-shows, distribute stop watches,
shepherding supplies, etc.
Meet Starters
Start the races at home meets, announce events, manage flow of meet
to start and end on time.
Parent Work Schedule Manager
With help from Volunteer Coordinators, evaluate job needs
for season, prepare paperwork for Job Sign Up day, compile overall
parent work schedule for the entire season, ensuring that all swim meet
jobs are covered appropriately, resolve problems as they arise, fill jobs
for big meets.
Record Board/Ribbons/Stars/Statistics
Maintain swimmer statistics for ribbons/star
distribution, maintain record board, assist with
end of season awards as necessary.
Slide Show Producer (technical)
Manage age group photographers as necessary, confirm
w/ AV contact that all equipment has been sourced for awards
night, create and produce end of season slide show, produce master dvd
for duplication.
Snack Shack Managers
Coordinate all aspects of snack shack, including meal
planning, purchasing, food prep and sales and clean up;
manage all snack shack workers during home meets.
Stroke and Turn
Work as stroke and turn judges at both home and away meets, attend
training session prior to start of season (to receive full season credit,
you must work a minimum of four meets plus City or Conference).
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