NCSA Roles and Responsibilities - teamunify.com

NCSA Roles and Responsibilities Guiding Document

Board of Directors

Committee Coordinators & Member Roles

Roles & Responsibilities 2013/14 of 23

TABLE OF CONTENTS

Table of Contents 1.0 INTRODUCTION ........................................................................................................ 3

GENERAL ROLE OF BOARD ..................................................................................... 3 2.0 BOARD OF DIRECTORS ........................................................................................... 4

2.1 President .................................................................................................................... 4 2.2 Past President ............................................................................................................ 5

2.3 Vice President ........................................................................................................... 5 2.4 Treasurer ................................................................................................................... 6

2.5 Secretary ................................................................................................................... 7 2.6 Director of Competition ............................................................................................ 8 2.7 Director of Fundraising ............................................................................................. 8

2.8 Director of Volunteers .............................................................................................. 9 2.9 Director of Registration .......................................................................................... 10

3.0 COMMITTEE COORDINATORS ............................................................................ 12

3.1 Meet Manager ......................................................................................................... 12

3.2 Hospitality Coordinators ......................................................................................... 13 3.5 Officials Coordinator(s) .......................................................................................... 13

3.6 Hotel Scheduler ....................................................................................................... 14 3.7 Social Committee Coordinator ............................................................................... 14 3.8 New Parent Orientation Coordinators ..................................................................... 16

3.9 Lead Equipment Coordinator – NCSS & NCSA .................................................... 16 3.10 Advertising and Public Relations Coordinator ..................................................... 17 3.11 Bottle Drive Coordinators ..................................................................................... 17

3.12 Casino Coordinator ............................................................................................... 18 3.13 Swim-A-Thon Coordinators ................................................................................. 20

3.14 Raffle and Silent Auction Coordinators ................................................................ 21 3.15 Spirit Committee Coordinator............................................................................... 21 3.16 Volunteer Appreciation Coordinator .................................................................... 22


1.0 INTRODUCTION All registered organizations, such as the Nose Creek Swim Association (NCSA), must develop and maintain a set of governance documents, typically known as bylaws. In support of these governance documents, there may be a broad array of supporting documents to assist in the implementation of these bylaws. This document, NCSA Roles and Responsibilities, serves as one of those, and is intended to provide guidance to the NCSA Board of Directors, Committee Coordinators and committee members. Specifically, the document will outline certain tasks and responsibilities for each of the positions described herein. This document may be particularly useful during recruitment and orientation, to clarify the responsibilities of the board, staff and general members.

GENERAL ROLE OF BOARD

1. Consider the welfare and interests of the NCSA as a whole and bring to the Board’s attention any matter that will promote the interests of the NCSA and further the mission and objects of the NCSA. 2. Participate, generally, in developing and evaluating the policies, programs and services of NCSA. 3. Actively participate in Board meetings and Board networks, committees and task groups as required and acting on behalf of the Board or NCSA. 4. Perform any other duty or function as requested by the President and/ or Board of Directors.

* Source: Nose Creek Swim Association Bylaws


2.0 BOARD OF DIRECTORS

2.1 President The President shall act on behalf of the Board in all of the following areas:

As a member of the Executive Committee Lead, attend and participate in the decisions on behalf of the club.

Preside over the AGM (Annual General Meeting), Special General Meetings, Board of Directors meetings and Executive Committee meetings of the NCSA.

o Organize, manage, and lead the monthly NCSA Board of Directors meetings

o Complete a monthly President report for communication at the monthly board meeting summarizing activities undertaken for the month prior

Issue public statements on behalf of the NCSA.

Along with the NCSA Executive, supervise the NCSA staff.

Sit as an ex-officio (official) member of all NCSA networks, committees, and task groups.

Provide leadership towards the attainment of the mission and objects of the NCSA.

Manage the general board member protocol, decorum, liaison and communications.

Work with the board members and delegate, as appropriate, for required operational activities, such as, yearly tax receipts.

Liaise with elected officials.

Assist Directors with the required information and tools to achieve their goals and mandates.

Facilitate appropriate communication to make sure the information from the Directors/Staff cascades to the membership.

Work closely with the Treasurer to o obtain accurate and up to date accounting and member account

accuracy; o oversee the preparation and presentation of an annual operating\ budget\

financial plan for the NCSA; and o ensure the preparation of an audited financial statement for submission to

the Board of Directors, followed by presentation to the general membership at the Annual General Meeting.

Be available to the membership for any questions and / or concerns.

Manage the day to day operations of the NCSA. This includes working with vendors, membership, other associations, regulatory boards, etc.

Oversight responsibility for the following committees o Equipment Coordinators (Lead Coordinator and 2 support roles - 1

Calgary and 1 Airdrie) o New Parent Coordinator.


o Social Committee o Advertising o Hotel Scheduler

Responsible to track, compile, and submit, to a Points Administrator, the points that should be awarded for all NCSA Board Members, and Equipment, New Parent, Advertising, Social Committee Coordinators that report to this position.

Monthly Time Commitment ~ 43 hrs (this does not include the additional hours during registration and AGM months). Includes but not limited to:

o 3 hours/month for board meeting attendance o 1 hr/month for board meeting prep o 30 -39 hours/month for club operational matters, grant related activities and

strategic & tactical matters that affect the club

Points allocation / season = TBC

2.2 Past President The Past President will serve as an ex-officio member of the Board of Directors and possess full voting privileges at Board of Director meetings.

Works closely with the Executive to transfer knowledge and assist with completion of extraordinary tasks, as required.

Attend monthly NCSA monthly Board meetings.

Monthly Time Commitment ~ 2 - 4 hrs

Points allocation / season = TBC

2.3 Vice President The Vice President shall:

As a member of the Executive Committee attend and participate in the decisions on behalf of the club.

Chair meetings in the President’s absence.

Undertake other duties as assigned by the President.

Co-supervise the NCSA staff with the President.

Working with the President, Treasurer and Secretary, as part of the Board Executive, on day-to-day club operational matters.

Investigate and apply for relevant provincial and facility grants that may benefit NCSA.


Complete a monthly VP report for communication at the monthly board meeting summarizing activities undertaken for the month prior.

Responsible to track, compile, and submit, to a Points Administrator, the points that should be awarded to the NCSA Board President

Monthly Time Commitment:~12-17 hours/month. Includes but not limited to: o 4 hours/month for board meeting attendance o 30 minutes/month for board meeting prep


o 8 -12 hours/month for club operational matters, grant related activities and strategic & tactical matters that affect the club

2.4 Treasurer The Treasurer's role includes NCSS and NCSA programs. The Treasurer takes care of fee accounts. Treasurer manages payroll for all Coaches.


Ensure proper financial policies and procedures and maintenance of accurate records for all receipts and disbursements in accordance with NCSA policies.

Ensure the preparation of an audited financial statement for submission to the Board of Directors, followed by presentation to the general membership at the Annual General Meeting.

Make recommendations, as appropriate, on financial controls and possible funding sources/schemes.

Ensure that the NCSA staff are paid in accordance with existing Municipal, Provincial and Federal regulations and laws, and ensure personnel records are kept as required by those regulations.

Oversee the preparation of regular financial reports pertaining to the NCSA operating budget and present such reports at the Board of Directors meetings.

Oversee the preparation and presentation of an annual operating\ budget\ financial plan for the NCSA.

Hold all post dated cheques, prepare and deposit monthly deposit to main First Calgary account for the 1st & 15th of each month.

Manage and direct the responsibilities and activities of the NCSA Bookkeeper. o Collect, manage all paperwork, and forward to the bookkeeper

Work with the Bookkeeper to create mail or distribute electronic monthly statements for each family and attending club meet accounts and when requested the fee account.

Receive enquires regarding statements, verify and rectify any incorrect charges.

Post any NSF (non-sufficient fund) charges and contact family to resolve the issue.

Specific tasks related to the management of expense statements include: o receive other coaches’ expense statements from Head Coach; o verify any items which have not been previously billed; o post cheques to accounting system; and o Pay out expense requests from families (either via a cheque as payment

or at their request as a credit to family meet account)

Input, audit and manage the CAFT program for fee payments.

Audit, manage, and report the financial side of the Fundscript & Coop/Safeway Earn Back program.

Notify families and collect fees for all squad movements.

Direct Casino audits.


Ongoing communication with the head of the NCSS program, bookkeeper NCSA. President, Registrar and club parents.


Complete a monthly Treasurer report including monthly financial statement for communication at the monthly board meeting summarizing activities undertaken for the month prior.

Monthly Time Commitment: ~ 30 to 35 hours (+30 hrs for Registration and AGM and year-end obligations).

Points Allocation / season = TBC

2.5 Secretary The Secretary shall:


Ensure that all minutes are kept of all meetings of the general membership. o It shall be the duty of the Secretary to ensure proper minutes and records

are kept at all meetings and to circulate copies to the Board of Directors and, any NCSA member upon request. These duties may be delegated to office personnel as warranted.

Ensure that the NCSA objects, bylaws, policies and procedures and other official documentation are in good order, and that amendments are entered into the records immediately upon approval.

Call meetings in the absence of the President and Vice-President.

Act as parliamentarian (an expert in parliamentary or board procedures, etc) at all meetings.

Oversee the preparation of the NCSA Annual Report and presentation at the Annual General Meeting.

Gather and distribute relevant correspondence to the Board or membership.

Ensure that the annual returns are properly completed and filed for the NCSA.

Send out the notice for the Annual General Meetings to all club members (as per the by-laws).

Notify NCSA Board of Directors of the monthly meeting and to send out a broadcast message to all club members via the website.

Book meeting dates and locations for Board of Directors meetings as required.

Prepare the NCSA AGM Agenda with support from the other Board of Director members.


Complete a monthly Secretary’s report for communication at the monthly board meeting summarizing activities undertaken for the month prior.

Monthly Time Commitment: ~ 4-6 hrs



2.6 Director of Competition The Director of Competition shall:

Coordinate and support the committees that are responsible for the implementation of NCSA hosted swim meets.

Provide support to the Officials, Hotel booking, Hospitality, and Meet Committees, when required.

Ensure that NCSA hosted meets are scheduled by Swim Alberta (meet schedule) and the appropriate venues booked for the next competitive swim season.

Coordinate travel for team building events not falling under the responsibility of the Head Coach, for example, Elk Valley Invitational (Fernie, B.C.). Booking of the buses must be done as early in the year as possible.

Communicate all information for meets NCSA is hosting or attending on the NCSA website under swim meets and posted on the club General Calendar. As this is the main source of information for club families and clubs that are planning on attending, it is imperative that this information is accurate and as up-to-date as possible.

Oversight responsibility for the management of three committees, as it relates to competition. These committees must work well together to ensure that a hosted meet is successful. These committees are as follows:

o Meet Management o Hospitality o Officials o Hotel Scheduler

Communicate on an ongoing basis with the Competition Committee Leaders to support, assist, and execute on each committee mandate.


Complete a monthly Director’s report for communication at the monthly board meeting summarizing activities undertaken for the month prior.

Responsible to track, compile, and submit, to a Points Administrator, the points that should be awarded for Hospitality, Meet Managers, Official, and Hotel Coordinators that report to this position.

Monthly Time Commitment: ~ 5-7 hrs


2.7 Director of Fundraising . The Director of Fundraising shall:

Work with the Fundraising Committee Coordinators to plan the swim season fundraising activities.

Communicate on an ongoing basis with the Competition Committee Coordinators to support, assist, and execute on the mandates for each committee.

Manage the following Fundraising committees:


o Bottle Drive o Casino o Corporate Sponsorship, Silent Auctions o Raffles o Swim-A-Thon

Ensure all fundraising cheques are received and given to the NCSA Treasurer in a timely manner.

Manage and review expenses for each fundraising initiative.

Prepare related deposits or given to the NCSA Treasurer for deposit.

Complete payment approval forms.



Responsible to track, compile, and submit, to a Points Administrator, the points that should be awarded for Bottle Drive, Casino, Silent Auction, Raffles, and Swim-A-Thon Coordinators that report to this position.

Monthly Time Commitment: ~ 10 - 15 hrs


2.8 Director of Volunteers The Director of Volunteers shall:

Manage the volunteer assignment process.

o End of Season: o Determine which positions have returning Coordinators and recruit/assign

a Coordinator for each committee, as required. o Complete the Parent Committee Commitment form – the form should only

include roles that are open for the next season. o Beginning of the Season: o Obtain all parent committee sign-up forms once received from Director of

Registration and manage the volunteer assignment process. o On a random assignment basis assign families to committees based on

their submitted top three preferences. This includes making sure the committee has a good mix between new and seasoned club members, and squads.

o Recruit for remaining unfilled positions within the committees. Communicate to the NCSA Points Administrator the committee assignments and Telephone Coordinator which families did not receive a committee assignment and are on the Action Squad (move out of the Action Squad when a new assignment opens up)

o Communicate to each Coordinator and lead board member of their volunteer roster.

o Provide guidelines and support to the Coordinators as they communicate to their new teams.


Review with each Coordinator his or her respective responsibilities/duties. Work with the Board and Coordinators to promote, support and build a strong committed volunteer base for the club.

Work with Coordinators, to keep volunteer commitment records accurate, consolidate data from all three commitment obligations and to determine if additional volunteer support is required.

Keep the NCSA Roles and Responsibilities Guiding Document current. This document is used to provide direction to both current and future Board Members.

o Work with each Board member to develop and submit a brief summary of their respective duties/ roles/responsibilities.

o Confirm each Committee Coordinator develops and submits a summary of all key functions of the respective committee under their portfolio.

Develop and conduct a Volunteer satisfaction poll mid- swim season to determine level of involvement, understanding, and satisfaction. Use results to develop new programs or process improvements, and engagement approach.

Modify Committee Commitment sign-up document for corresponding registration year and present to Board of Directors for final review.

Oversee the Spirit committee o Work with the Spirit Coordinate to communicate, organize and promote a

positive volunteer experience to the swimmers and their families.

Oversee the Volunteer Appreciation Committee o Work with the committee to organize, design and manage the awards

(survey) process, and manage the volunteer awards during the awards banquet.

Oversee the Points committee o Work with the Coordinator to make sure families is receiving volunteer

assignments and the Administrator has what s/he needs to complete their points task.


Responsible to track, compile, and submit, to a Points Administrator, the points that should be awarded for Spirit, Points, and Volunteer Appreciation Coordinators that report to this position.


Monthly Time Commitment: ~ 8 – 12 hrs

Points Allocation/season = TBC

2.9 Director of Registration The Director of Registration shall:

Prepare registration package for next season (June timeframe).

Distribute early registration package (hard copies or on-line) complete with fee schedule to returning swimmers.

Manage ongoing registration process for new entries until close mid Sept of each year.


Collect all registration forms and cheques. o orward all

fee cheques to the Treasurer and

fundraising cheques to the Director of Fundraising.

Officiating forms to Officials Chairperson.

Commitment sign-up form to the Director of Volunteers.

Coordinate ICS registrations with ICS administrator.

Manage all Swim Alberta registrations (only person within NCSA with the password).

Coordinate with Treasurer to ensure all fees are paid to date; before managing any squad movements.

Prepare a swimming roster.

Maintain roster throughout year and distribute changes to the Board, when required.

Advise all board members and committee coordinators of the changes in the roster throughout the swim season.


Distribute registration packages to new swimmers as they join NCSA throughout the year, collect forms/cheques and register all competitive swimmers with Swim Alberta.


Monthly Time Commitment ~ 4-6 hrs (hours increase during the registration process)



3.0 COMMITTEE COORDINATORS

3.1 Meet Manager Reports to Director of Competition & NCSA President

Invite other clubs to participate in NCSA hosted meets - meets must be full to be financially successful but not oversubscribed.

Book appropriate venues and pool time for the meets.

Input all entries from the attending club/swimmers.

Coordinate all meet management communications to invited clubs (via head coaches of each club), hospitality committee, officials’ coordinator, Treasurer, participating referees and pool facility contacts.

Secure advisory referees and session referees to oversee the meet.

Prepare the Meet Package for each NCSA hosted meet a minimum of five weeks. in advance of the meet date and post to Swim Canada site for Swim Alberta sanctioning – failure to meet the minimum 5 weeks results in a $100 fine.

Complete and validate all the necessary meet reports (heat sheets, coaches’ packages, lane sheets, etc.) are correct and appropriate number of copies are available for the officials, coaches and spectators.

Confirm that all other committees, involved in the operation of the swim meet, are organized and prepared for the meet.

Confirm all equipment necessary for a meet is available and set up for the meet.

Ensure financial accounting (revenue/ expenses) is completed for the meet.

Distribute all reports, results, ribbons and awards once a meet has been completed.

Responsible to track, compile, and submit, to a Points Administrator, the points that should be awarded for meet management support that report to this position.

Hosted / Time Trial time commitment: ~ 10 hrs / event

Points Allocation (for coordination) / event = TBC

Points Allocation for on-deck meet management / session = TBC 3.1.1 Meet Management Committee

Work with the Meet Managers to complete any necessary task during the meet

Set up and take down for NCSA hosted meets and timed trials

Time Commitment: 1-2 hrs/event

Points Allocation / event = TBC


3.2 Hospitality Coordinators Reports to Director of Competition

Responsible for the feeding of all officials and coaches attending a NCSA hosted meet. This service & nutrition is necessary so that officials can maintain their focus and concentration during the course of a swim meet and it displays our appreciation for their time.

Organize and purchase food prior to each hosted meet. Communicate to the attending meet families their assigned donated food contributions.

Submit reimbursement receipts and claim form to the Treasurer as per NCSA policy.

Determine volunteer requirements for the meet and make sure there are enough committee members willing to work the meets (usually 4 people/session). Communicate schedule to the Committee members.

Coordination time commitment per Hosted Meet ~ 10 - 15 hours

Points Allocation (coordination) / event = TBC

Points Allocation for hospitality support during the event / session = TBC

3.5 Officials Coordinator(s) Reports to Director of Competition

Organize and staff on deck officials for the NCSA hosted meets.

Track all club members’ qualifications and encourage members to upgrade their officiating skills.

Provide opportunities for parents to upgrade their officiating skills by either hosting NCSA Officials Clinics (in-house) and/or by communicating to parents other clinics that are offered by other clubs and/or by Swim Alberta or promote the use of online officials’ clinics to upgrade officiating credentials.

Work with and support the Officials Non-Hosted Meet Assistant and Officials’ Tracking Administrator.

Time Commitment: 1 session meet 4-6 hours, 4 - 5 sessions meet - 10 - 15 hours. Including other duties ~40 hours per swim season.

Points Allocation / event = TBC 3.5.1 Non- Hosted Officials Assistant

Communicate non-NCSA officiating opportunities to make sure that NCSA parents support other swim clubs when required

Assist in the staffing of deck officials for the non-NCSA hosted meets

Non-Hosted Time Commitment: 1 - 2 hours per non-hosted meet.



3.5.2 Officials’ Tracking Administrator

Responsible to track, compile, and submit, to the NCSA Points Administrator, the points that should be awarded for fulfillment of officiating roles

Responsible to track, compile, and submit, to the NCSA Points Administrator & Officiating Coordinator, the points that should be awarded when NCSA parents complete level training

Monthly time commitment: ~ 2 hr


3.6 Hotel Scheduler Reports to Director of Competition

Understand the needs of club (i.e. chaperoned vs families attending, what types of amenities people prefer, family sizes to try and book a few rooms suitable to families large than 4).

Understand block booking process.

Upon confirmation of away meets, locate hotels within close proximity to meet venue.

Research potential hotels to ensure NCSA needs can be meet, (i.e.: room configuration, # of beds, price, hot breakfast, etc.)

Upon locating suitable amenities, contact hotel to confirm availability.

Set-up block bookings, which includes reviewing and signing agreements.

Provide written summary of hotel bookings for purposes of publishing on NCSA website.

Maintain ongoing communications and provide updates to the NCSA President and Director of Competition.

Reviewing contract to ensure no hidden costs or liability to club.

Prepare clear/precise written communication of hotel booking summary for website.

Seek feedback from families/swimmers on past booking and being open to suggestions for new hotels.

Time Commitment ~ 5 hours for short course and an additional 5 hours for long-course season.


3.7 Social Committee Coordinator Reports to NCSA President The Social Committee (SC) is responsible for Coordinating and carrying out the social activities for the club in the year. The SC will meet to plan events, review budget and


duties required to carry out each social activity to the benefit of NCSA swimmers, families and their occasional guests. These activities include:

Fall fun event i.e. Bowling (optional) Winter Warm-Up (January) 2 NCSS Fun Meet parties (SC supplies funding and volunteers) Fernie Meet Pizza Party and swimmer activities Year End Awards Banquet (June)

Receive budget from Board of Directors for the year and ensures all activities

planned are within the budget allowed. Schedule Committee meetings; create a collaborative committee environment and

plan meetings to discuss relevant matters and effective decision-making; delegate as appropriate.

Support Committee Members. Manage the logistics and execution of the events. Manage budget & discuss activities with Club President prior to and following all

events for feedback. Approve all proposed expenditures - deposits, payments, supplies\decorations etc. Follow NCSA Expense process for reimbursement of all out-pocket-expenses;

submit receipts to the Treasurer for reimbursement. Coordinators assist in any way before, during and after an event. Ie: Set up, food

prep, clean up etc. Provide updates and communications to club members regularly. Review the Committee's performance and identify areas in need of improvement. Responsible to track, compile, and submit, to a Points Administrator, the points that

should be awarded for social committee members that report to this position. Time Commitment (coordinator): ~ 15 hrs/event & Mgmt of event ~ 5 hrs/event Points Allocation Coordination / event = TBC Points Allocation event management / event = TBC 3.7.1 Social Committee Members:

Attend and prepare for team meetings. Work with the Coordinator(s) with decisions made and duties assigned. Support other Committee Members and Coordinator(s). Commit to fully carrying out assigned duties - on time and on budget. Follow NCSA Expense process for reimbursement of all out-pocket-expenses.

Submit receipts to the Treasurer for reimbursement. Members are required to assist in any planning, development, and implementation of

the event including: Set up, food prep, clean up etc. Keep open communication with Coordinator(s), members and assist when required. Time Commitment: 10 hrs/event Points Allocation / event = TBC


3.8 New Parent Orientation Coordinator Reports to NCSA President:

Keep the Swimmer Handbook updated as required.

Arrange relevant parent orientations for each new swim season; and throughout the season.

Organize and manage the orientation meeting with new parents.

Work with the NCSA President to keep updated on swimmer squad movement or new swimmers joining after the beginning of the season.

Work with and NCSA Parent Buddies – complete an initial orientation with the buddies to prepare them for their role as the pool point person for new parent questions and concerns.

Responsible to track, compile, and submit, to a Points Administrator, the points that should be awarded for the Parent Buddies.

Time Commitment: ~ 15 hrs /season

Point Allocation / season = TBC 3.8.1 Pool Parent Buddies

Be available during swim practices to answer new parent questions or feedback.

Liaison with the appropriate board members to raise concerns and provide member feedback and ideas for improvement.

Time Commitment: ~ 10 hrs / season


3.9 Lead Equipment Coordinator – NCSS & NCSA Reports to NCSA President

Prepare and maintain complete equipment inventory records.

Record inventory (amounts) at beginning of each swim season and end of each swim season.

Responsible to maintain inventory throughout season.

Maintain the appropriate inventory of swim caps (both silicone and latex).

Order equipment as required (Team Aquatics). Order Club t-shirts NCSS suits and swim caps for the beginning of each swim

season.

Receive and fulfill individual swimmer orders.

Pick up orders from supplier (Team Aquatics) and deliver to relevant pools.

Order specialty items (e.g., track suits, hoodies) as required for NCSA and deliver to swimmers.

Ensure that official NCSA swim caps are available at all swim meets.


Coordinate with the Equipment Assistant to make sure all swimmers (Calgary & Airdrie) have access to equipment, swim caps, googles, and other specialty items.

Responsible to track, compile, and submit, to a Points Administrator, the points that should be awarded to the Pool Equipment support roles.

Monthly Time Commitment: Coordinator ~ 4hrs


3.9.1 Pool Equipment Support

Make sure all swimmers (Calgary & Airdrie) have access to equipment, swim caps, goggles, and other specialty items during practice and meet events.

Collect monies owed for the purchase of equipment and supplies. Submit funds to the President or Treasurer of NCSA.

Time Commitment ~ 15 hrs /season

Points Allocation / season: TBC

3.10 Advertising and Public Relations Coordinator Reporting to the NCSA President

Attend NCSA events to take photographs and seek news worthy information.

Prepare and submit newspaper/journal articles, as appropriate.

Manage all advertising activities as directed by the Board of Directors.

Time Commitment: 15 hrs / season


3.11 Bottle Drive Coordinators Reports to Director of Fundraising The Bottle Drive Coordinators are responsible to organize, lead and coordinate four bottle drives per swim season (Sept. – June). Focus for the role is to work with the committee of volunteers; to engage all volunteers that are involved or attending to meet a club commitment; and that all tasks related to the Bottle Drive have been accomplished.

Liaison with Director of Fundraising to coordinate dates of Bottle Drives based on short course and long course season schedules.

Books Venue (Airdrie Co-op parking lot) and coordinate with Beddington Bottle Depot based on mutually agreed upon dates coordinated with the club.

Communicate with Bottle Drive committee members prior to Bottle drives for delegation of responsibilities and feedback.


Delegate responsibilities with the Volunteers for set up and all responsibilities related to running the Bottle Drive.

Responsible to track, compile, and submit, to a Points Administrator, the points that should be awarded to the Bottle Drive support roles.

Manage four bottle drives per season.

Maintain or purchases supplies and equipment as needed.

Submit receipts to the Treasurer as per NCSA reimbursement policy.

Transport and store all equipment for bottle drive at NCSA storage locker.

Time Commitment ~ 2 hrs set up/planning, and 7 hrs at each bottle drive

Points Allocation (coordination) / event = TBC

Points Allocation (bottle drive involvement) / event = TBC

3.11.1 Bottle Drive Members are responsible for:

Coordination and management of the o food and beverage station o bottle drive drivers, routes, and swimmer teams to collect bottles o bottle sorting and loading onto the truck

Assist in the management of four bottle drives per season.

Time Commitment: 7 hrs / bottle drive


3.12 Casino Coordinator Reports to Director of Fundraising The Casino Coordinator is responsible for the organization of two casinos hosted by the NCSA. One casino is under the banner of the Airdrie Swim Club (ASC) held every 18 months and the other is under the banner of the Thornhill Thunderbolts Swim Club (TTSC) and held every 12 months. The exact dates will be determined by a random draw and sent to the Director of Fundraising as the dates draw closer Even during season when there is no scheduled casino the Coordinator still has duties to perform. The Casino Coordinator works in conjunction with the Director of Fundraising in the completion of the following tasks.

Work with the Director of Registration to make sure the Casino Application forms

are included in the registration package. These can be found on the AGLC and

NCSA websites and are distributed with the casino package sent out from the

AGLC.

Collect Casino Volunteer Worker Application forms from each parent per

swimmer or swimming family.


Recruit volunteers to assist in contacting of NCSA families to volunteer for casino

positions.

Oversee recruitment process for all required casino positions. Each casino

requires 48 volunteers for the 2 days. A volunteer schedule will be sent out by

the Casino Advisor describing what positions and shifts are required to host the

casino.

Maintain communication with the Casino Advisor throughout the swim season.

Notify the Club President and board members of any changes in the casino

dates, requirements, or procedures.

Confirm the commitment of the volunteers as the dates get closer because

people’s plans change. This eliminates as many ‘no shows’ as possible. The

casino licence can be revoked and NCSA can lose any future casinos if the

volunteer requirements are not met.

Secure a Casino Advisor to assist you at the casino in the cash cage and cash

window. This is required to host the casino. Contact an advisor once the AGLC

has sent out the casino dates to secure their employment.

Manage the contact process. Review the contract and have these contracts

signed and returned to the advisor to secure their employment.

Submit a Casino Licence Application (depends on timing). The Casino sends the

form once the actual casino dates have been determined. The application needs

to be submitted at least 60 days prior to the casino event. Obtain signatures

from the ASC/Thunderbolts President and ASC/Thunderbolts Treasurer of the

specific club that is hosting the casino.

Request and obtain a blank cheque from the Treasurer, with the Casino Advisor

and AGLC number included. Finally, the names of the volunteers and the Casino

Volunteer Worker Application forms for the volunteers in key positions (as listed

on the application) must also be included.

Disseminate volunteer information. As the dates of the casino approach, send

out the pertinent information the volunteers will need to make the casino a

success. It should also include such things as date, arrival time, parking

information, what to wear, etc. Distributing this information also serves as a

reminder to the volunteers that they committed to the event and are expected to

meet this commitment.

Ensure the Casino Licence arrives at the casino on the dates that the club hosts

the casino. It is required for the casino to operate. Generally, the Casino

Advisors fees are paid at this time with a club cheque that includes the AGLC

number. The volunteer list should also be brought in for the casino advisor.

Submit an application for the next casino date. This is generally done at the

completion of the hosted casino with the assistance of the casino advisor. The

form will be sent to the Casino Coordinator with the casino licence.


Secure new casino dates. Information will be sent to the casino chairperson with

the approximate dates of the next casino to be hosted by the club. Confirmation

of the dates needs to be returned as instructed in the package mailed out to the

chairperson as soon as possible after receipt of the said dates.

Responsible to track, compile, and submit, to a Points Administrator, the points

that should be awarded to the Pool Equipment support roles.

Time Commitment will vary depending on the number of booked casinos in the

swim season. 1 Casino ~ 25 hrs


3.13 Swim-A-Thon Coordinators Reports to Director of Fundraising

Two Coordinator roles – Thornhill pool and Airdrie Genesis

Work with Head Coach to schedule a date or dates for the Swim-A-Thon.

Make sure the Swim Alberta form is filled out and returned, in advance of the Swim-A-Thon date.

Finalize and distribute, via website, the Swim-A-Thon announcement to the NCSA families which includes date, next steps, and prizes.

Recruit or work with your committee members to determine assigned duties for the Thornhill and Genesis pools. ( Talisman Center is managed by the Head Coach)

Organize and distribute the Swim-A-Thon packages to the swimmers and/or parents, approximately one month prior to the event.

Organize the printing of lap sheets and deliver to the pool on the day of the event.

Organize with the Meet Manager to have the clip boards from the meet supplies available at the pools on the day of the event.

After the event, on the cutoff date make sure each pool has a delegate to pick the packages with the pledges and funds collected.

Complete a spreadsheet for swimmers at each pool Calgary and Airdrie to verify what money they have received.

In addition, record all cheques on a separate spreadsheet; attach it to the cheques when the funds are delivered to the Treasurer.

Arrange a time with the Treasurer to transfer the funds.

Determine the number of tax receipts and complete the Swim Alberta form

Buy prizes and deliver to the pools for distribution to the winners.

Submit receipts to the Treasurer for re-imbursement.

Finalize the number of pledges and receipts then send the form to Swim Alberta for the tax receipts documentation.

Arrange a time for the committee to gather and assist in completing the tax receipts. When this is completed forward to Swim Alberta for signature. The


receipts will be returned to the club for distribution.

Responsible to track, compile, and submit, to a Points Administrator, the points that should be awarded to the Swim-A-Thon and parent counter support roles.

Time Commitment: ~ 15 hrs


3.14 Raffle and Silent Auction Coordinators Reports to Director of Fundraising

Plan and organize the silent auction at the Coral City meet (May). Planning begins during the month of January.

Draft a letter for corporate donation requests. Seek approval from the NCSA President, makes modifications and finalize.

Recruit volunteers to assist with corporate donation activity.

Notify families of the silent auction activity and seek family donations.

Start to collect donated items but complete this activity by the beginning of May. If required, package items in gift boxes.

Delegate a committee member to create and print bid sheets and bid numbers.

Determine the volunteer assignments during the silent auction o Hosting duties o Transport duties o Set up, closing up for overnight and clean up duties.

After the event closes, collect the funds; complete appropriate paperwork (including complete contact information for cheques given – in case of a NSF cheque); and transfer the funds to the Treasurer.

Responsible to track, compile, and submit, to a Points Administrator, the points that should be awarded to the raffle and silent auction support roles.

Time Commitment ~ 15 hrs

Points Allocation / event

3.15 Spirit Committee Coordinator Reports to Director of Volunteers The spirit committee focus is to organize and manage one to two volunteer ‘give back to the community’ activities. This is to include and focus on the swimmers for the club.


Community Event:

Organize and manage the event process. Work with Community Leaders in Calgary and Airdrie to determine time, club commitment and swimmer involvement.

Work with the Director of Volunteers to organize and draft communications to the club families.

Work with and manage committee members, plan meetings, collaborate to determine assignments and shared responsibilities.

Be available and manage the day of the event.

Communicate on an ongoing basis with community leaders for feedback and to build long term relationships.

Responsible to track, compile, and submit, to a Points Administrator, the points that should be awarded to the Swim-A-Thon and parent counter support roles.

Time Commitment / event ~15 hrs

Points Allocation / event = TBC 3.15.1 Spirit Committee Members

Work with the Coordinator to plan, develop and deliver the spirit event (s)

Time Commitment / event ~10 hrs


3.16 Volunteer Appreciation Coordinator Reports to the Director of Volunteers:

Organize and manage the event process, it is incorporated with the end of year Awards dinner. Work with Director of Volunteers to determine the event, timing, budget and club commitment.

Work with the Director of Volunteers to organize and draft communications to the club families – voting announcement and process.

Work with and manage committee members, plan meetings, collaborate to determine assignments and shared responsibilities.

Be available and manage the event.

Responsible to track, compile, and submit, to a Points Administrator, the points that should be awarded to the volunteer appreciation support roles.

Time Commitment ~15 hrs

Points Allocation / event = TBC 3.16.1 Volunteer Appreciation Support Role

Works with the Coordinator to set up nomination system, compile votes, determine awards, and organize the awards event.

Time Commitment ~10 hrs



3.17 Points Coordinator Reports to the Director of Volunteers The Points Coordinator works with the Director of Volunteers to make sure all families who end up in the Action Squad find volunteer roles as they become available and all committed volunteer duties are documented in a Master spreadsheet.

Works with the Communication Committee to pass on volunteer opportunities

Works with the NCSA Points Administrator to make sure Coordinators are placing all the attendance information in a timely and complete manner

Responsible to track, compile, and submit, to the NCSA Points Administrator, the points that should be awarded to the points support roles


Points Allocation / event = TBC 3.17.1 NCSA Points Administrator

Responsible to track, compile, and submit, to the Director of Volunteers, the points that should be awarded for fulfillment of volunteer roles



3.17.2 Communication Committee

Responsible to recruit volunteers from the Action Committee and to let club members at large of extra volunteer opportunities. This can be managed via email and telephone calls.



NCSA Roles and Responsibilities - teamunify.com

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Transcript of NCSA Roles and Responsibilities - teamunify.com