Good Evening,  

We appreciate all the support that you have given our team and we are very proud of the improvement in all of our swimmers! As you know, we cannot have a team without our valuable volunteers and we greatly appreciate all who have stepped up to the plate. Below is a list of positions that need to be filled for next season. We urge you to consider volunteering for one of these positions so we can keep the momentum going for next season. Please know that current officers / coordinators will be happy to mentor future officers / coordinators and provide guidance to all positions. There are some veteran volunteers who have done a great job with some of these coordinator positions for many years. We welcome returning volunteers and would like to get several new volunteers so please sign up now!! The existing 2021 parent board will be accepting self nominations from November 2nd until the November 19th, 2021. The board will meet in early December and vote for officers for 2022 season. Far below are descriptions of the individual officer's positions and duties. Being an officer involves several meetings in the Winter and Spring preseason to organize / plan the season. Most of this is done in telecons and some in person meetings all in the evening hours. And also being responsive via email throughout the Spring preseason and summer swim season.

2022 Positions (All 2 year terms):

President - Vacant

Vice President - Joshua Gallagher (nominated)

Treasurer - Marcia Duryea (nominated)

Secretary - Vacant

Statistician - Vacant

Trophies Coordinator - Vacant

Coaches Gifts Coordinator - Vacant

Champion T-shirt Coordinator - Vacant

Champion Dinner Coordinator - Vacant

Volunteer Coordinator - Vacant

Cuda Cafe Coordinator - Vacant

Swim Suit/Clothing Coordinator - Mandie Adones

Dip & Dance Coordinator - Monica Hubert 

Fundraising Coordinator - Vacant

Team Photo Coordinator - Vacant

Senior Gifts Coordinator - Vacant

The future of the team relies on the volunteers!!!!

Thank You,

Belvidere Barracudas Parent Board

President ­ Parent Board

• Serves in position for a minimum of 2 years.
• Attend league meetings prior to and during season and update Board Members on what was discussed.
• Attend Belvidere Town Pool board meetings preseason and report minutes to other parent board members. This may be rotated through parent board members.
• Schedule and conduct Parent Board Meetings.
• Attend sign-ups, parent meetings, and meetings with the head coach as needed.
• Conduct hiring actions for coach and assistant coaches as the lead member of the Parent Board.
• Communication with coach pre season and during swim season so that season runs smoothly.
• Direct liason between parents and coaching staff.
• Communicate with Head coach regarding fundraising goals and ideas.
• Knowledge of other board positions and job duties.
• Assist in fundraising planning, goal setting and fundraiser ideas
• Use of Swimtopia website to communicate with parents and coaches.
• Assist in setting up home swim meets.
• Volunteer at 3 dual meets.

Vice President ­ Parent Board

• Serves in position for a minimum of 2 years.
• League representative
• Attend league meetings, as needed, prior to and during season and update Board Members on what was discussed.
• Conduct Board Meetings in absence of Board President.
• Attend sign-ups, parent meetings, and meetings with the head coach as needed.
• Communication with coach on poolside issues
• Obtain volunteers for various Cuda Jobs.
• Maintain Swimtopia website including updates, photos, calendar, meet schedule etc.
• Assist in hiring of coach as part of Parent Board
• Communication with coach pre and during swim season so that season runs smoothly.
• Direct liason between parents and coaching staff
• Assist in fundraising planning, goal setting and fundraiser ideas
• Assist President
• Knowledge of other board positions and job duties
• Email communication through Swimtopia.

Secretary ­ Parent Board

• Serves in position for a minimum of 2 years.
• Attend league meetings, as needed, prior to and during season and update Board Members on what was discussed.
• Attend and take meeting minutes at Parent Board meetings. Present meeting minutes from the previous meeting at every Parent Board meeting. Distribute meeting minutes electronically to all Parent Board Members as well as keep hard of all meeting minutes in a binder to be brought to each meeting.
• Attend sign-ups, parent meetings, and meetings with the head coach as needed.
• Advertise open registration and swimsuit try ons via email to previous team families, flyers to surrounding school districts, and social media (Facebook, Twitter, etc.)
• Update all registration information on Swimtopia for each new season including, but not limited to, updating dates, fees, and code of conduct.
• Process on­ line registrations through Swimtopia and credit card payment application. Approve membership in a timely manner so that families will start receiving team emails. At the end of the registration period, hide accounts that are no longer active so that they will no longer receive emails from the team.
• Process voids of registration and reimbursements as needed.
• Collect and document pool registrations and forward to pool management. Reconcile swim team roster with pool manager to ensure that every swimmer on the team has some sort of membership to the pool.
• Update team by-laws and handbook at the direction of the Parent Board.
• Check team emails a minimum of once per day and respond to all team emails in a timely manner. The Parent Board Secretary is responsible for all registration communication and most communication leading up to the start of the season. The head coach is then responsible for sending out a welcome email at the start of the season outlining dates and general expectations of the season. The head coach, not the Parent Board Secretary, is responsible for sending and responding to all emails pertaining to meets. Once the season starts and registration is over, the Parent Board Secretary is responsible for coordinating communication for team events such as team apparel, parent meetings, end of year dip and dance, etc.
• Keep Swimtopia website current with meet dates and practice schedule (Head Coach).

Treasurer ­ Parent Board

• Serves in position for a minimum of 2 years.
• Attend league meetings, as needed, prior to and during season and update Board Members on what was discussed.
• Attend Parent Board meetings and present a Treasurer’s Report at every Parent Board meeting.
• Attend sign-ups, parent meetings, and meetings with the head coach as needed.
• Write checks for team expenses and reimbursements. Keep good accounting records such as copies of deposit slips, receipts, invoices, and any other backup information. Address bounced checks and bounced check fees and collect from offenders.
• Keep an accurate and balanced checkbook registry. Bring up to date bank statements and checkbook registry to all Parent Board meetings and whenever requested by the Parent Board.

• Collect money from families for all Invitational meets and follow up with families on payments (in person and/or through Swimtopia). After money has been collected from families, one check from the team shall be written to pay for the Lopatcong Invitational, Championships and any other pre-season or invitational meet.
• Write checks for league dues. Write checks for Coaches’ salaries (½ on July 1, ½ at end of season).
• Write checks and obtain starter cash in support of the Cuda Cafe.
• Active credit card option in Swimtopia in Spring for online registration. Coordinate the date of activation with the Parent Board Secretary. Deactivate credit card option in Swimtopia at the end of season (August). Review Swimtopia charges to assess accuracy.
• File all necessary Federal, State of New Jersey, and Commonwealth of Pennsylvania tax forms and non profit forms at the proper times to ensure compliancy with the law and to ensure that the team maintains its nonprofit status. In the past this has meant filing an electronic postcard with the IRS and issuing Form 1099 for all coaches who made over $600.00 in a year. The IRS electronic postcard and Form 1099 were completed in January/February. Original Form 1099’s were sent to the IRS with copies sent to the State or Commonwealth of the residence of each coach and copies sent to the individual coaches for their personal tax preparation.

Team Statistician ­ Parent Board

• Serves in position for a minimum of 2 years.
• Attend league meetings, as needed, prior to and during season and update Board Members on what was discussed.
• Attend Parent Board meetings, sign-ups, parent meetings, and meetings with the head coach as needed.
• Preseason prepare and check team laptop, laser printer, and software. Work with Vice President and Treasurer to update software licensing or hardware as needed.

Season Start

• Insert roster into Swimtopia (inactivate and activate) and Meet Manager.
• Receive and distribute (as needed) emails and instructions from League Statistician
• Create meet files using “sample meets” on Meet Manager, send to coach
• Submit rosters to league on or before June 15 and July 1
• Make copies of Stat forms, check watches, have ink and extra paper ready, order ribbons, check clipboards, assess other supplies (printer, pencils, pens,tape, highlighters, stapler, staples ect…….)

Meet Day

• Night before meet, check meet entries in Swimtopia (coach enters all swimmers in Swimtopia)
• Export meet to Meet Manager, seed, adjust heats if necessary, have flash drive ready for opposing team
• Print meet programs and events lists for coaches and swimmers

At Meet (Home Meet)

• Supply forms, clipboards, watches, and pencils to officials and volunteers
• Merge with other team, check exceptions, make any necessary changes
• Print meet programs and timing sheets
• Enter all times, DQ’s and judges decisions as needed
• Report final score to coaches and starter
• Print results and have signed

After Meet

• Export MM results to Swimtopia
• Check for records broken
• Email results to team and coaches
• For Home Meet, Email results (swim backup, PDF, and MM export file) to League Statistician
• Print Ribbons (1st-3rd, improvements, relay 1-3, and exhibitions) from Meet Manager and provide to ribbon volunteer.
• Ribbon Volunteer will label ribbons and distribute to mailboxes.

Misc

• Collect meet entries for Lopat invitational and Champs. Send out.
• Distribute rosters as needed for trophies ect…
• Send top times reports to coaches as necessary
• Field questions about times/improvements/champ qualification ect…..
• Send champs qualifiers (only) to T-shirt coordinator after every meet
• Find high point and record setters for awards