YPAC Volunteer Parent Board and Committees

YPAC Executive Board

STANDING COMMITTEES 
INTERNAL AFFAIRS

• Volunteer activities/Coordinator
• Accommodations
• Awards
• Age-group parent mentors Gina Funari (8 & Under), Corinne Minart  & Teresa Romano 9-10, Donna Mc Namara & Carolyn Branigan 11-12, Heidi Flynn & Judy Tadian 13 & Up
• Membership
• Emergency Procedures

COMMUNICATIONS –John Tadian

• Advertising
• Bulletin board – Catherine Young
• Webmaster –Wladek Fuchs
• Newsletter – John Tadian
• Member handout- SuAnne Sharef
• Member directory
• Press releases

SOCIAL  - Ginger Dery/ Karin Jahn

• Year end banquet- Karin Jahn
• Bowling, skating, sledding, etc parties
• Pizza parties at Grand Rapids, state/zone meets
• Parents Night Out
• Coordinate other social activities as needed

AQUATIC AFFAIRS

• MEET ENTRIES- Wladek and Coach Colleen
• Enter
• Distribute results
• Maintain swimmers database (times, best times, records)
• Produce reports as needed

• MEET OPERATIONS
• Organize and run meets (YPAC Invitational, duals, etc.)
• Concessions –Donna McNamara
• Hospitality
• Solicit and train officials
• Volunteer Coordinator -Pam Murray

   
MERCHANDISE  - Mary Talucci/Cindy Burke

• Team wear -Mary Talucci/Cindy Burke/Karen Schulman
• Swim suits and Equipment-Ginger Dery
• Coach apparel – Mary Talucci
• Athlete gifts
• Picture day

FUNDRAISING  - Rose Golias

• Piranathon- Debbie Wroe and Catherine Young
• Hungry Howies Pizza sales
• Bottle and Can drive to benefit the YMCA Strong Kids Campaign
• DVD- Cindy Burke
• Spaghetti Dinner- TBD
• Euchre Night
• Garden Fresh
• Gem Roundtable – Ginger Dery/ Karin Jahn/ Roger Dery
• Other fundraisers as needed/directed

Officers Guide

PRESIDENT:

• Make arrangements for and preside over all general membership and Executive Board meetings. 
• Provide yearlong direction for all team events.
• Supervise and coordinate all functions of the swim team program.
• Maintain liaison with YMCA (Executive Director, Aquatics Director)
• Maintain liaison with the coaching staff.
• Facilitate communications flow and issue resolution.
• Oversee standing committees.
• Act as chairman of the Nominating committee.

VICE-PRESIDENT:

1. Function in the absence of the president.
2. Facilitate communication flow and issue resolution.
3. Oversee any special project team, as directed by the president.
4. President-in-training.

SECRETARY:

1. Record and maintain minutes of all meetings.
2. Announce meetings to leadership and parents
3. Assist any other officer in communicating with the parent group.

TREASURER:

• Function within the guidelines of the YMCA of Metropolitan Detroit Specialty Program Finance directives, dated October 2003 (and any subsequent revision or update), to:
• Maintain a close relationship with open communication with YMCA staff.
• Prepare an annual budget and program-planning calendar.
• Approve any spending request in conjunction with YMCA staff.
• Coordinate with appropriate committee and sub-committee chairpersons (e.g.-Meet Entry,

        Concessions, Merchandise, etc.) for management of such fees, purchases, funds, etc. as
        necessary, for their function in accordance with the directives above.

• Submit the annual budget to the Executive Board at the start of each swim season.
• Identify improvements in the use of the funds.

CHAIRPERSON-INTERNAL AFFAIRS:

     1. Appoint and assist a coordinator for Volunteer Activities to coordinate parent volunteers needed for swim meets and other swim team events.

2. Assist the volunteer coordinator to track parent volunteer involvement with the swim team.

     3.  Appoint and supervise a committee to distribute ribbons.

4. Respond to inquiries from prospective swimmers/parents.
5. Facilitate registration process for swimmers (e.g. registration, dues collection, YMCA coordination, etc.)
6. Evaluate, update, and initiate emergency procedures, in conjunction with appropriate YMCA and coaching staff.
7. Arrange hotel/motel accommodations for out-of-town swim meets while negotiating the most favorable rates for the team.
8. Coordinate all administrative internal affairs issues not specifically covered by other committees and officers.

CHAIRPERSON – COMMUNICATIONS:

• Maintain and distribute member handouts and meet manuals.
• Maintain the bulletin boards and mailboxes (if established).
• Appoint and assist a Webmaster to maintain, update, and improve the team website.
• Produce and distribute the team newsletter.
• Maintain and distribute a member directory.
• Notify swimmers/parents of schedule changes (email, phone chain).
• Facilitate communication between the Executive Board and members/parents.

8.  Issue and distribute press releases as appropriate.
    9.  Conduct an annual climate survey to address issues of importance.

CHAIRPERSON – SOCIAL:

• Coordinate the year end swim team banquet.
• Coordinate the various social activities throughout the year (e.g. bowling, sledding, skating parties, etc.)
• Coordinate the pizza parties at out of town meets (e.g. Grand Rapids, state/zone meets, etc.)
• Organize and coordinate other social activities as requested by the coaches, parent board, or deemed important by the chairperson.

CHAIRPERSON – AQUATIC AFFAIRS:

MEET OPERATIONS:

• Organize and run swim meets (YPAC Invitational, duals, etc.)
• Appoint and supervise a Concessions coordinator to purchase and arrange for donations of food items for YPAC-sponsored swim meets.
• Solicit and train officials.
• Staff Volunteers for meet

MEET ENTRIES:

• Appoint and supervise a Meet Entry coordinator responsible to obtain, distribute, and accurately process and confirm meet entries.
• Process and distribute meet results.
• Maintain and administer team database.
• Produce reports as needed from the database (e.g. meet entries; meet results, top times, state/zone/national qualifying times, etc.)    

CHAIRPERSON – FUNDRAISING:

• Organize and direct annual fundraising activities (e.g. Piranhathon, pizza sales, bottle drive, etc.)
• Develop other fundraising activities as directed by the board.
• Maintain financial records of fund raising activities.

CHAIRPERSON – MERCHANDISE:

    1.  Coordinate team swimwear and associated apparel.
    2.  Make arrangements for the coach’s apparel.
    3.  Organize the team picture day.
    4.  Arrange for appropriate athlete gifts (e.g. state/zone/national teams)

CHAIRPERSON – USA SWIMMING:

• Act as a liaison between the Executive Board and USA Swimming.
• Apprise the coaching staff of USA Swimming rule changes and meet information.