Pirate Information Meeting 2013 1. Who are the Pirates? a. Intro of Board Members 2. Practice: a. Begins June 3 b. Attendance is vitally important to learn new skills and for conditioning. c. Monday-Friday at scheduled blocks from 8:00-11:30, depending on age of swimmer, lasting for approximately 1 hour. d. If you have a young swimmer, please stay for practice time. e. What to bring? goggles (maybe an extra pair), towel, water bottle, sunscreen f. No parents on pool deck during practice. 3. Meets: a. 1 practice meet, 4 dual meets, and City Meet b. Red and Black meet (practice meet), June 11, is absolutely important for all swimmers and workers to participate, helps us all know what we’re doing! c. Dual meets: arrive early and ready to get in the water for warm-ups. d. City Meet is July 26-28, SUPER IMPORTANT e. BYE weeks: July 2 and July 9. This is a great time to travel! f. Event, Heats, and Lane info will be posted the night before our HOME meets, BUT not set in stone. Check your races as they are posted at the meet, sometimes changes are necessary. g. Swimmers are placed in races to best complement the team and individual successes. PLEASE do not contact the coach or board members regarding your swimmer’s placement. h. Write your swimmer’s race info on their shoulder/ arm with sharpie. I. It is a great idea to pack up the night before (towel, sharpie, sunscreen, 2 goggles, cap, water bottles, snacks, games, chairs, coolers, etc). This will really cut down on your morning chaos. j. set up nights before dual home meets k. make signs for away meets l. If you must miss a meet, please notify Kim Coke ASAP. m. It is really best to leave non-swimming siblings at home with a sitter. It’s just too hard to keep the little ones out of the baby pools and for you to give your swimmer the attention they need at the meets. Maybe start a babysitting co-op! m. Please check with a coach before leaving a meet, you might not be finished! 4. Volunteerism a. Without you, this doesn’t happen! “We” run the meets. b. Each family must volunteer for a minimum of 3 meet jobs/if you have an AM & PM swimmer, please volunteer for 2 AM & 2 PM jobs. This is a requirement in order to register your swimmer. c. If you are a working parent, unable to attend meets, please contact me @ [email protected]/ 268-4556. There are other roles outside of meets where we can plug you in. d. NSL requires us to provide a specified number of volunteers for each meet.

Fines are imposed if we do not fulfill our obligations! These roles include: clerk of course, stroke & turn, runners, timers, referee, starter and scorers table. e. Pick a swim buddy at the meets to swap out, so that you don’t miss your child’s event. This should be another parent of a child of the opposite sex or age group, for example. f. It is vitally important to stay in your volunteer position for the entire morning or afternoon meet. We cannot leave our post just b/c our swimmer is “finished”. 5. How much does it cost? a. 1st child: $135, 2nd child: $125, 3rd child and after: $115 b. swimsuit: $54 girls/ $34 boys c. Fees include 1 CW Pirate T-shirt & silicone cap/swimmer, ribbons, trophy, coached practices 5 days a week, all dual and City Meet fees, DVD and team picture. d. May purchase extra T-shirts for $12 e. May include 4th of July donation in lieu of bringing food items-$10 minimum 6. Communication a. Emails will be sent twice a week (Thursday and Sunday) b. The Pirate website: cottonwoodpirates.com- contains lots of info, check it often c. Mail files at the pool- hard copy info and ribbons from meets d. Bulletin board at the clubhouse e. May email board members for any concerns. Contact info is on website. 7. Board/ Committee openings a. Social Coordinator, City Meet Coordinator, Hospitality Coordinator, AM Concessions 8. Registration a. Next week: April 20, 10:00-12:00 and April 22, 5:00-7:00 @ Clubhouse b. Must be current on HOA dues c. Must sign up for minimum of 3 or 4 meet jobs, see above guideline. d. Please bring checkbooks and calendars e. Child must be able to swim shallow end unassisted. f. Suits: Families will go to AAS in Cool Springs to try on and take home your suit, may need to order if out of stock. The Speedo Mighty Python, ordered last year, is a 2 yr suit, but may have shortages in some sizes. So, we have a 2nd option that looks very similar, the Speedo primal splash. Please go to AAS soon after registration to ensure you have your suit in time. 9. Celebrations: FUN, FUN, FUN a. Post-meet celebration: Cool Springs Food Court @ 6:00 on meet day b. Age group socials c. Thursday treats d. Getting Hooked e. Nashville Shores f. Pirate End of Season Awards Banquet/Video

10. Important Dates April 20, 10-12 & April 22, 5-7: Registration May 11: Coach Ginny’s reception 2:00-4:00 @ clubhouse, asking $10-$20 donation/family June 2: Ice Cream Social and Meet the Coach Meeting June 3: First swim practice June 11: Red and Black (practice) meet June 18: dual meet @ 7 Hills June 25: dual meet vs. Hillwood @ home July 2 and 9: BYE weeks July 16: dual meet vs. Sequoia @ home July 23: dual meet @ Indian Lake July 26-28: City Meet at Centennial Sportsplex July 30: Pirate Awards Banquet

DETAILED PIRATE BOARD JOB DESCRIPTIONS (NOT PART OF Constitution By Laws)

PRESIDENT

Rev. Feb. 2012

Secure Head Coaches, Board Members, Committee Chairs Arrange for a Team Photo Arrange for a Team Video Keep President’s Book of Procedures, Notes, & Job Descriptions Schedule Meetings & Agendas Schedule Training of Meet Merge and Team Manager volunteers Ordering any needed equipment Reviewing Financials with Treasurer Assist Registration Committee Chair Arrive at first practices each day a little early to unlock gate or assist coaches if needed (Can schedule to alternate days with Vice President or other Board Members if needed) Meets: Assist Monday evening set up events Greet Visiting Coaches and NSL Reps Charge and Bring Starter System to all meets (to away meets as a back up) Pirate Awards Celebration: Assist with Pirate Awards Celebration act as facilitator/MC to turn over to coaches Buy/Wrap Senior Swimmer Gifts to be given at Awards Celebration Present Coaches with Bonus if applicable that year (Treasurer collects $)

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VICE PRESIDENT (PRESIDENT-ELECT)

Rev. Feb. 2012

Shadow current President to prepare to be President the next season Can act as Hospitality Chair if needed Assist President in securing Committee Chairs Assist Registration Committee Chair during registration (for informational purposes) Alternate days with President to arrive at first practices each day a little early to unlock gate or assist coaches if needed (Can schedule with other Board Members if needed) Assist however needed with Pirate Awards Banquet All Meets: Coordinate Pirate Pre-Clerk of Course Tents Set Up Committee Men Home Meets: Assist as possible, Monday evening set up events Arrange for umbrella shade over coaches, timers, ref and starter as much as possible Coordinate Parking Volunteers at Home Meets Secure 4 volunteers as “Corner Guards” for Home Meet races that involve backstroke "Home Meet Pool/Bathroom Monitors" (Meet Directors and VP) *Make sure property management co. & lifeguard management company know when our home meets are and insist the guards have the pool and bathrooms ready for guests. 1. Bathrooms cleaned well Monday night before 2. Extra toilet paper industrial rolls available (check on during meets – Janice Minucci) 3. Trash cans inside and outside emptied 4. Paper towels stocked 5. Soap dispensers filled &1 on counter so children can reach 6. Windows of clubhouse doors to be cleaned 7. Pool deck debris blown off 8. Ask guards to skim pool regularly during meet Away Meets: Work with our NSL Rep to see that all day Pirate Coaches get lunch (If Home team doesn’t provide a Coaches’ luncheon then work a deal with their concessions or Ask some “afternoon only parents” to bring lunch for our all day coaches.) “Coaches Hydration Expert” – Help keep all Pirate Coaches well hydrated

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TREASURER

Rev. August 201

General Duties The chapter treasurer maintains all financial records for the team utilizing Peach Tree Accounting Software provided by the Cottonwood HOA. The records are maintained on a Fiscal Year ending June 30th in order to be the same as the HOA.. The following duties are assigned to the treasurer: a. To collect, deposit and expend funds for the team as requested. This includes the following: • • • • • • •

Monthly payments for the website. Ensure quarterly and annual payroll reports and taxes are filed with the state and Federal governments with the help of the payroll clerk. During the swim season payroll is biweekly. Collection of registration dues in late Spring. Reimbursements as needed during the swim season. Providing petty cash for concessions and other fund raising activities. Collect team families’ contributions towards coaches’ gifts which are divided among coaches and given as cash bonuses at awards celebration

b. To maintain team financial records in a complete and accurate method. The treasurer balances the accounts each month and ensure that all documentation for income and disbursements is kept in order. A copy of the reconciliation is to be provided to the team president and to the Homeowners Association through the Property Management Company (Rodney Reston of Acclaimed Property Management). c. To prepare fiscal yearend financial reports (June 30th). Reports are given to the President and HOA through the Property Management Company. d. To ensure payroll reports are prepared and filed quarterly/annually and quarterly tax payments are made. The Payroll Accountant (Melissa Hardeman) will prepare these reports and then they are signed and mailed by the treasurer. e. Prepare the budget and submit to the board for approval. The budget is prepared with a fiscal year end of December 31st. f. Each family is to pay all team dues by the first meet of the season. If the family has not made some arrangement with the treasurer, they will no longer be able to swim practice, meets, or be a part of the team. "Coaches Gifts" Note: Print note about coaches' gifts w/ instructions: suggested donation (used to be $10 but 2009 was $20) or whatever suits your family) checks payable to swim team & put in treasurer's team mailbox

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MORNING & AFTERNOON MEET DIRECTORS

Rev. March. 2013

Pre-season: Meet with Board to plan registration Prepare volunteer info for meets, practice meet, set up, break-down, snacks, parents on deck, etc. Registration: Oversee swimmer/volunteer registration - each family should contribute at least 3 meet job shifts if swimmers in only one session & 4 meet job shifts if swimmers in both sessions One City Meet Job Shift also Coordinate flow to make sure that new parents are not overwhelmed. (might be nice to have a "swim 101" meeting or document) Coordinate with Board to handle late registrants Coordinate with communications manager to make sure all volunteer needs are updated on website Swim Season: Secure all needed volunteers for our team Prepare nametags for volunteers Coordinate coaches' needs Away Meets: Visit Away meet locations prior to meet to determine needs for organization working with NSL Rep Check on available shade and communicate to team if extra tents needed Arrange for transport/setup of tents and "big box" with supplies, bullhorn, team mail boxes, starter. Arrive early to pass out supplies, get cards from clerk of course, gather volunteers, fill vacancies MORNING MEET DIRECTOR Brings supplies Determines where Pre-Clerk Tents go AFTERNOON MEET DIRECTOR Brings everything home Copies Results and brings to mall Make sure trash is cleaned up; Home Meets: Arrange Monday night set up: tables, benches, tents (weather permitting), etc Arrive early to greet other team; set up clerk of course, scorer's table, refreshment/snack table, nametag board etc April  14,  2013  

 

 

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Communicate with director/coach of opposing team to make sure volunteers are gathered for morning briefing Confirm/fill volunteer vacancies prior to start of meet Assist with Clerk of course until the "ball is rolling" so that movement is smooth for both teams Once meet is underway, touch base with stroke and turn, referee and starter to correct any issues. Touch base with coaches, clerk of course and scorer table to make sure they have everything they need. Check food supplies, bathroom, refreshments to make sure they are stocked. Following meet - always have a list of what went well, what needs help. AFTERNOON MEET DIRECTOR Puts everything away Copies Results and brings to mall Make sure trash is cleaned up; Post Season: Assist w/awards banquet & awards Assist w/ final wrap up meeting

COMMUNICATIONS DIRECTOR

Rev. April 2013

Disperse registration and meet info to team via emails Send out all notice of meetings Attend all board meetings Keep and Disperse minutes of Board meetings Disperse outside correspondence Maintain website and clubhouse bulletin board

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FUNDRAISING DIRECTOR

Rev. Feb. 2012

Secure and Communicate with Sponsors (as that applies for concessions – Pizza sponsors/Chick-Fil-A /Crumb Cookie / Kona Ice etc.) Order Sponsor Banner - Deliver Sponsor Banner to Away meets & Bring back home (Banner is to be displayed at the pool until pool close then removed and stored for next year) Order Sponsor Yard Signs to display at meets Get Size of T-shirts from Sponsors Order Plaques for Sponsors and Deliver them to sponsors as quickly as possible Appoint T-Shirt Committee: Designer of Team T-shirts, Order team T-shirts for team, Disperse Team T-shirts Appoint Concessions Director: Get items for concessions, set up night before, set up during the daytime, oversee working volunteers, take down concessions, store items.

NASHVILLE SWIM LEAGUE (NSL) REP

Revised Aug. 2011

Attend NSL meetings as Team Liaison Assist setting up Stroke/Turn and Starter/Referee Clinics Keep NSL Book of Policies and Procedures Maintain Ribbon Inventory Provide Meet feedback on successes or problems to NSL after each meet Liaison between Pirates and other Teams - Communicate regarding meets Registration Coordinator – Receive and track applications

TECHNICAL SUPPORT CREW

Rev. Feb. 2012

Team Manager – Data Entry Tech/Statistician entering & managing computer records of swimmer data, entries, results, etc. (Kim Coke, Kristin Linn, Jenny Webb) April  14,  2013  

 

 

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Meet Merger Crew (Kristin Linn, Jenny Webb) Merging Team Manager Records with Meet Merger Program to create Heat Sheets etc. Monday night before Home Meets Get lap top on Monday from Team Manager volunteer Have all supplies and paper & index cards ready Help at meets with computer entry volunteers Responsible for bringing computer/printer equipment needed to meets Payroll Clerk – Melissa Hardeman, paid non-neighbor Paid to administer payroll and file appropriate tax reports (Melissa Hardeman) Board feels strongly this position should be highly referred and well experienced in payroll taxes as a paid employee rather than a neighbor or volunteer position to provide higher level of accountability.

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PIRATES MEET VOLUNTEER JOB DESCRIPTIONS April 4, 2013 (Each family must volunteer for a minimum of 3 - 4 meet jobs per season of Dual Meets and City Meet)

   Cottonwood Clerk of Course Volunteers (home meets – morning session) *Away Meets – morning session - run similarly but under “Pre-Clerk of Course Tent” w/ few variations



Head Clerk of Course will have the Bullhorn and Heat Sheet to call events “now seating” and keep white board volunteer in sync. with CC. Head CC stays in place as contact person for visiting team and to guide other CC workers.



Clerk of Course Workers #1-3 pass out cards & line up swimmers placing swimmers on benches in order of events and by lanes. (Heat 1 will be seated at the front of the CC pavilion with subsequent heats sitting in order in the rows behind Heat 1 etc. Swimmers move up one row as heat in front of them leave the CC pavilion )



CC Worker #4 takes swimmers, in order, from CC pavilion and directs swimmers into the proper row and seats at pool side. (Young ones can hold hands within each heat to keep together)



All 5 Clerk of Course Volunteers help keep order under the tent so swimmers can hear events.



If a swimmer misses an event, a Clerk of Course worker should immediately take the swimmer to the Meet Referee. The Referee will do their best to work it if possible so that everyone can swim.

Cottonwood Clerk of Course Volunteers (home meets – afternoon session) *Away Meets –afternoon session - will run similarly but with a few variations



2 Clerk of Course Volunteers choose a seat and remain at pool side each with a Heat Sheets and stack event cards. (One volunteer will hold boy cards and one will hold the girl cards)



Swimmers come find you and pick up their own cards then get themselves to the blocks at the appropriate race times. (Make sure to inform coaches where you are seated so swimmers can find you.)



Make sure white board volunteer keeps in sync with the heats racing in the pool.



If a swimmer misses an event, a Clerk of Course volunteer should go with the swimmer to the Meet Referee. The Referee will do their best to work it if possible so that everyone can swim.

Cottonwood Pirate – Volunteer Job Description

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Scorer’s Table •

2 Scoring Volunteers plus 1 Computer Entry Volunteer from CW (with 3 from visiting teams)



CW Scoring Volunteer #1 - receives timer sheets from Runners & circles the middle fastest time of 3 times listed (if only 2 times are provided, then average 2 together the write down & circle) then passes timer sheet to the computer entry person



CW Computer Entry Volunteer enters times into Meet Manager laptop & prints labels



CW Scoring Volunteer #2 places printed labels onto appropriate place ribbon & files labeled ribbons in the appropriate team’s mailbox.

Cottonwood Concessions (home meets) •

2 Volunteers in the morning & 2 Volunteers in the afternoon sell fundraising items & concessions under the porch throughout the meet

Cottonwood Refreshment Runner (home meets) •

2 Volunteers in the morning & 2 Volunteers in the afternoon run water cups & snacks to all coaches and workers on the deck throughout the meet.

Cottonwood Meet Runners (home meets) •

2 Volunteer Runners each morning & afternoon - At the end of each event (some events have 2 or 3 heats and some events have 14 or 15 heats) Runners will collect the “Lane Timer Sheets” from each lane and deliver them to the Scorer’s Table.



Start with the lane farthest from the Scorer’s Table & collect the sheets in order. Place Lane 1 on top of your stack.



Ask the workers at the Scorer’s Table where they want you to place them when you bring an event over.



Periodically, check with Stroke & Turns to collect any DQ slips then deliver them to Referee for approval signature.



Periodically, check with the Starter/Referee to collect any signed DQ slips then deliver to the Scorer’s Table.

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Cottonwood Heat Ribbon Runner (home- morning meets only) •

FUN FUN FUN!!! THIS IS UNOFFICIAL – IT IS A “CHEER FACTOR” - DOES NOT REQUIRE YOU TO ASK THE TIMERS OR OFFICIALS OR CALCULATE TIMES. It makes the swimmers smile J Requires you to watch each event & award the blue heat ribbon to the swimmer who YOU SEE touch the wall first.

Cottonwood Head Timer (home meets only)



Head Timer & all Timers must attend Timer meeting for instruction 15 minutes before Meet starts.



Head Timer will have two stopwatches to start at the beginning of each race to have ready in case any Lane Timers watches don’t start on time. (Test both of your watches to make sure that they work and that you know how to operate them. )



Before the start of each heat, verify the distance of the swim so that you do not stop a watch too early or too late.



Operate watches with your index fingers not your thumbs (finger is faster) for most accurate time.



Start both watches on the strobe light not at the sound of the horn for most accurate time.



During each race watch all lanes of timers. If a Timer’s watch malfunctions, he or she will raise a hand to alert you. When that happens, you may either give the timer one of your watches to finish that race, or you can time the swimmer in that lane yourself. (Make sure that no other Timers need your assistance if you choose to time it yourself.)



Throughout the meet, please watch all Timers to make sure everyone is standing up & looking over the pool edge to stop their watches for an accurate time.



If you don’t start watches in time or timer miss a time, not the end of the world J that’s why there’s 3 timers in each lane when the occasional and the inevitable happens.



Let the Starter or Referee know of any problems that may arise.

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Lane Timers (home & away meets) *Best Job Around – Best View of the Races on the Front Row!! •

All Timers must attend Timer Meeting for instruction from Referee 15 minutes before Meet starts.



Test your watch to make sure it works & that you know how to operate it.



Before the start of each Heat, verify that the swimmer in your lane is the person whose name is listed on your Lane Timer Sheet for that same Heat.



Before the start of each heat, verify the distance of the swim so that you do not stop your watch too early or too late. (25m, 50m, 100m, relays, etc)



Operate watch with your index finger not your thumb (finger is faster) for most accurate time.



Start your watches on the strobe light not at the sound of the horn for most accurate time.



Stop your watch when any part of the swimmer’s body touches the timing pad or pool wall. Stand directly over the swimmer, at the edge of the pool, for the best view of the swimmer at the finish. Watch for underwater touches!



If your watch malfunctions, it’ll be ok. Raise your hand immediately for the Head Timer while looking at the Head Timer until he/she sees you. Head Timer will come to you. You may either take the Head Timer’s watch or let the Head Timer step in to finish timing that race (Whichever seems fastest so as not to miss that swimmer’s time.) Head Timer will return to his/her position.



If you need a Relief Timer, make sure he/she understands how to operate the watch carefully before he/she takes your place.



If you miss a time, write “no time”. Times can be really close so try not to miss ‘em if you can.



Be positive and encouraging to all swimmers – ours and theirs - your smile can make their day!!!



Wear sunscreen & keep your eyes out for the volunteer Refreshment Runners who will bring you water and snacks during the meet!! Make sure to take your trash away when you leave. Thanks

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City Meet Coordinator: •

Contact for all city meet info; team registration information; and collects city meet fees



Secure and Organize team volunteers



Secure Team Tent to be put up at City Meet Location prior to meet



Work with Social Chair to organize poster making party for spirit signs



Week Of City Meet: Delivers to venue, team banner & empty plastic box for awards to be collected in at end of meet for City Meet personnel to put up and to store in awards room



Organize Goody Bag Assembly and Distribution (assigns volunteers to assemble & deliver to City Meet at the beginning of each age group session) Used for method of taking attendance.



Ask for volunteers to help stuff. Get swimmer labels from Team Manager and tattoos and any other spirit item if desired. Order some fun thing for 6 & Unders based on theme or just choose pirates. Email for donations and have it dropped at your house (or shop for items yourself at Costco and have Treasurer reimburse you) so bags can be stuffed prior to meet. Ask for help from reliable teens or parents. Extra concession items can also be used to fill bags also.(nutrigrain bar, granola bar, water, small Gatorade, spirit item) (slim jims and more items go in big kids’ bags)



See that someone brings home the banner and box filled w/ Pirate Awards : )  

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ADDITIONAL VOLUNTEER SERVICE OPPORTUNITIES

Rev. April 2013

(not part of meet jobs fulfillment)

HOSPITALITY COMMITTEES CO-CHAIRS Coaches Meal Hospitality Coordinator At registration: Sign Up volunteers to help: Provide Coaches meals on nights they meet to plan meets (Ellen Costello) Provide lunches for Coaches at Home meets (and Away Meets if necessary ) (Gigi McMurray) Oversee meals for 3 Senior Coaches’ families the weekend of the City Meet (Gigi McMurray) • Home Meet Days: (GiGi McMurray) Coordinate volunteers to provide and serve lunch to Pirate Coaches working all day and Visiting Coaches who are working all day • Coaches’ Planning Meeting Dinners: (Ellen Costello) Coordinate volunteers to make dinner for Coaches the nights they plan each meet • City Meet Meals for Coaches’ Families: (GiGi McMurray) Coordinate Volunteers to make meals for Senior Coaches’ families the weekend of the City Meet

Refrement Hospitality Coordinator : (home meets) (Lisha Pope) •

Coordinate getting 40-60 pounds of Ice for coolers the night prior to meet



Fill/Refill 2 Water cooler stations for coaches and workers throughout the day



Purchase water cups, snacks, fruit, popsicles for all coaches and workers



Coordinate “Refreshment Runners” delivering water & snacks to workers throughout meet    

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Social Coordinator:

Rev. Feb. 2012

Assist Registration: Has volunteer sign up sheets available at team registration for: 1. Ice Cream Social (Kristy Phillips & Dana Hendricks) • Parent meeting held the Sunday night after pool opens to neighborhood. Sign up volunteers to bring Ice Cream w/Scoop, Cookies, and Water Bottles (Kristy Phillips, Dana Hendricks, Melissa Ericson) 2. Thursday Treats Volunteers Coordinator (Aimee Patrick) • Call or have someone call and remind snack volunteers each week. Volunteers supply treats at the end of "Thrilling Thursdays" practices. Whenever possible, I try to be there on Thursdays to make sure treats show up then make calls or round up substitute treats (but age group treat coordinator should do it) 3. Hooking (Ellen Costello) • Asks person to be in charge to start the “Hooked” treat bag tradition the Monday after the ice cream social. 4. Pirate Awards Celebration (Patti Castle) • Coordinates dessert buffet by securing location • collects money from families to defray cost • Orders/picks up trophies • Communicates dates and info to team. 5. Age Group Activity Coordinators (Melissa Ericson) • See that volunteers plan a social activity for their age group - Ginny likes it to be early in the season and likes for the 11/12s to have a special type of social that gets them excited about staying in swimming. (midnight bowling was great) Tell coaches of dates and invite them and ask Katherine Terrell to put on Website and make sure coordinators publish details. Other Social Events • Assist with Spirit Sign making party with City Meet Director • Organize Nashville Shores Swim event or other Team Social Events

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TECHNICAL MEET SET UP CREW

Home Meet Monday Night Set Up Morning & Afternoon Meet Directors & volunteers set up benches , concessions, lane ropes, backstroke flags, tents (Shade Daddies) Home Meet Morning Parking Set Up Dads set up parking procedures and work with flags, walkie talkies, makes signs etc. to make parking efficient

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