Lake Hills Splashers

Students can earn service hours! Contact our Volunteer Coordinator(s) found on the Committee Contacts page if you have any questions, or to discuss service hours for students.

PLEASE READ CAREFULLY to ensure you are clear on the expectations and consequences if you do not uphold your volunteer duties!

1) If your family has a child participating in a meet, at least one parent or family member is expected to volunteer for that meet.

2) You must check-in on time with the Splashers Volunteer Coordinator (Volunteer Table) prior to the start of each meet, to receive credit.

3) If you do not sign up or show up for your designated shift, your child may be ineligible to compete in the next meet.

4) It is your responsibility to find a replacement/back-up to fulfill your volunteer commitment, if unable to attend.

5) When signing up to volunteer, if your designated role has reached full capacity for a given meet, select the Floater Role. You may be asked to participate during the meet where we have gaps or need additional help.

Your volunteer points will be monitored by our Volunteer Coordinator. This will run smoothly if we ALL do our part!

PRESIDENT(S) - (Liaisons to Coach, LHCA and AHSL)

• 1 year commitment (2 is ideal to be able to transition to President Elect)
• Attend AHSL (Austin Hills Swim League) and LHCA (Lake Hills Community Association) meetings to represent the best interests of the team
• Oversee all aspects of Splashers, while depending on and delegating duties to the Splashers Committee members
• Coordinate with coaching team to ensure a successful season
• Organize social events and end-of-year picnic, or assign to a volunteer as needed.

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TREASURER

• 1 year commitment
• Work with Community Association Management (CAM) Accounting Team (who does majority of accounting)
• Manage custom domain account with Go Daddy
• Monitor online and personal payments for registration using Swimtopia's online payment processor, and manage the processor account details.
• Prepare Petty Cash and Deposits before and after each meet
• Set up Square for concession and merchandise sales and monitor/record deposits
• Prepare Budgets each year
• Review monthly financials from CAM

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WEBSITE MANAGER

• Prior to the season (Jan/Feb), work with the President(s), Coach, Merchandise Coordinator, Treasurer, etc. to obtain updates on all relevant dates, schedules etc, to create and maintain accurate data for the upcoming season on the website
• Follows an existing checklist created to keep track of all required online updates
• Manages all data displayed on the website, user interface (look and feel) of the website, and designates admin rights as appropriate for committee members approved to access and modify online data
• Board and Committee Lead volunteers transitioning out of their roles are mainly responsible for knowledge transfer to incoming volunteers, but the Website Manager can supplement this transition by providing instructions to new volunteers on how to utilize the website based on areas applicable to their role.
• Volunteering during a meet is optional, this role fulfills the volunteer commitment for the season

COMPUTER ADMINISTROR(S)

• Merge meet entries in the team site or provide entries to the opposing team as needed (if not using SwimTopia's Meet Maestro)
• Upload Heat Sheets and Results to each meet for parents to view from the website Schedule, and make Heat Sheets visible in the mobile app when appropriate.
• Manage Splashers meet system (Meet Maestro) during meets
• Coordinate timing system updates with the Head Timer/Starter
• Provide a collection bin for event/heat sheets from runner
• Enter DQs (or recruit a helper for this task)
• Print out ribbon labels after the meet
• Training required

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SPONSORSHIP COORDINATOR

• Prior to, and during the beginning of the season, contacts previous years sponsors to renew, and secures new sponsorship. 
• Directs sponsors to online Sponsorship web store by providing direct link 
• Follows up with Treasurer to ensure payment is received before obtaining (if new) company logo or family name display, and notifying Website Manager to activate sponsor on website. 
• Creates/Manages a spreadsheet to collect the following information and provide to Treasurer and Website Manager for checks and balances on payment and website display:

A. Sponsor contact information

B. Sponsorship Level

C. Payment - Paid online, or mailing check

D. If Corporate, company logo (in jpg, gif, or png format, between 120-300 pixels wide) - email to Website Manager

E. If Family, preference on display name if not "The XXX Family" - email to Website Manager 

• Volunteering during a meet is optional, this role fulfills the volunteer commitment for the season

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SNACK SHACK COORDINATOR

• For Home meets, help set up Friday night (preferably) and Saturday morning
• Responsibilities can include pre-purchasing items, pick up and delivery of some items before the meet, set-up, concessions sales, and possible solicitation of donations.
• Able to stay indoors during the meet and take breaks to watch athlete(s) compete.

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VOLUNTEER COORDINATOR(S)

• Work with Website Manager to review Job Templates each season to ensure specific jobs/shifts, #needed, and timeframes are accurate.
• Communicate with parents on volunteer requirements and train new volunteers as needed.
• Source volunteers for all open spots through communication from within the team site and Splashers Facebook site as needed. 
• Conduct volunteer check-in during swim meets (or inform Presidents if unable to attend). 
• Utilize volunteer reports in the team site to ensure volunteer commitments have been met by each family.
• Inform Treasurer if any family did not meet their required volunteering commitments, so Treasurer can work with President(s) to determine if we should capture the conditional fee agreed to during registration.

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AGE-GROUP PARENT COORDINATOR

• Train and guide Age-Group parents.
• Arrive 15 minutes before LHS warm-up time begins
• Be available during meets for questions
• You can watch your athletes compete
• Volunteering during a meet is optional, this role fulfills the volunteer commitment for the season

AGE-GROUP PARENT

• Arrive 15 minutes before LHS warm-up time begins
• Assure that all swimmers in your age group have pre-registered for events prior to meet
• Check in swimmers and let children know which event(s) they are swimming (write event/heat/lane on their arms)
• Sit with age group throughout entire meet
• Line up age group for event and walk them to ready bench
• Help with relay team line-up as needed and inform relay coordinator of 'no shows'
• You should be able to watch your own child compete; however this may not be possible if you have multiple children swimming

Volunteers needed for home and away meets: 2 per age group (only 1 for 11& up)

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READY BENCH

• Arrive at least 15 minutes before meet begins (depending on shift)
• Call teams/children to line up in order of event/heat sheets
• Place swimmers on ready bench and get them pumped up for their race!
• This is not a stay in one place, slow paced job and you will be on the move the entire meet
• Usually able to watch your child compete

Volunteers needed for home meets: 3
Volunteers needed for away meets: 1

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RIBBONS/HEAT RIBBONS

• Arrive 15 minutes before start of meet (1st shift), and stay 15 minutes after meet ends (2nd shift)
• Pass out heat ribbons after each event
• Put stickers on the meet ribbons and file them during and after the meet (only one volunteer needed for this part)
• Will be able to watch your child compete

Volunteers needed for home and away meets: 2

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RUNNER

• Arrive 15 minutes before start of meet and stay until end of meet
• Collect time heat sheets from timers and take to computer table
• Will be able to watch your child compete

Volunteers needed for home meet: 1

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STROKE JUDGE

• The 'referee' of swimming events/heats
• Volunteer must complete certificaiton training (first 2 years, then every other year)
• Great job for watching your child compete and learning everything there is to know about swimming legal - great for helping your kids

Volunteers needed for home and away meets: 6

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STARTER

• The 'head referee' for the swim meets
• Announces and starts each race
• Volunteer must complete certificaiton training
• Great job for watching your child compete and learning everything there is to know about swimming legal - great for helping your kid

Volunteers needed for home meets: 1

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SNACK SHACK HELPERS

• Head Snack Shack volunteers arrive 30 minutes prior to warm-ups
• 1st Shift - Arrive 15 minutes prior to meet
• Responsibilities can include pre-purchasing items, pick up and delivery of some items before the meet, set-up, concessions sales, and possibe solicitation of donations.
• Able to stay indoors during the meet
• Available shift options can allow you to watch your child compete

Volunteers needed for home meets: 4-6

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HOSPITALITY

• Arrive 15 minutes prior to warm-ups and stay thru the end of the meet
• Welcome the visiting parents and make them more familiar with our facility
• Distribute water during the meet to all volunteers
• Ensure water coolers are filled, and bathrooms are clean and orderly
• Help with trash removal from each age group tent and surrounding areas
• Great job for watching your child compete

Volunteers needed for home meets: 1-2

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PHOTOGRAPHER

• Arrive 15 minutes prior to warm-ups and stay thru the end of the meet
• Take photos throughout the season at meets and events
• Uploads photos for parents to view
• Great job for watching your child compete

Volunteers needed for home and away meets: 1-2

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PARKING ATTENDANT

• Arrive 30 minutes prior to warm-ups
• Help direct parking and traffic
• Place arrow signs in the neighborhood the night before
• Great job for watching your child compete

Volunteers needed for home meets: 4

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SET-UP - FRIDAY NIGHT OR SATURDAY MORNING

• Friday night set-up volunteers will set up the timer tent and snack shack equipment from approx. 5:30PM-6:30PM
• Saturday morning set-up will arrive 30 minutes prior to warm-ups to set-up age-group tents, volunteer tables and chairs
• One volunteer needed to transport tents to away meets.
• Help with trash removal from each age group tent and surrounding area.
• Great job for watching your child compete

Volunteers needed for home meets: 3

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BREAK DOWN

• Break down age-group tents, volunteer tables and volunteer tents
• One volunteer needed to collect tents after away meets and bring back to LHS
• Help with trash removal from each age group tent and surrounding area
• Perfect job for DAD
• Great job for watching your child compete

Volunteers needed for home meets: 3

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FLOATER

• Available to do any job at meet as needed - This role should only be selected when signing up for a meet IF the seasonal role the parent is assigned to based on preferences/need, is full.
• Assignment determined by Volunteer Coordinator
• Jobs requiring training (ex. Stroke Judge) will only be assigned if training has been completed

Volunteers needed for home and away meets: Determined as needed

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TIMERS

• Arrive in seat 15 minutes before meet begins (1st shift)
• Time swimmers throughout entire meet (2 shift options available)
• Short breaks are possible
• A good job for watching your child compete

Volunteers needed for home meets:24
Volunteers needed for away meets: 16

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After you've found the perfect volunteer job here, please click on the "Schedule" page, then head to the Job Signup section for any open meet.

THANK YOU!