Somerset Hills YMCA Swim Team. Swim Team Parents Organization Season

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Norma Hood
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1 Somerset His YMCA Swim Team Swim Team Parents Organization Season

2 Successfu Programs Require Strong coaching staff Top faciity Support of YMCA Adequate resources Committed swimmers Invoved & supportive parents Vounteers

3 Objectives of STPO Foster feowship, integrity, sportsmanship and honesty among parents and chidren Support the Somerset His YMCA Further interest of competitive swimming with YMCA and area Sponsor & support YMCA eague, SHY Swim team, USA Swimming and the SHY Nationa team Encourage & coordinate parenta participation in swim team activities Organize, execute and support fundraising for the SHY swim team and YMCA Support the phiosophy, goas & objectives of the Head Coach

4 What the STPO Does Run SHY hosted Swim Meets Organize Socia Events and Team Ceebrations Purchase and maintain meet, poo and training equipment Provide swimmer t-shirts, awards, gifts, etc. Coect and pay out US registration and meet entry fees for swimmers Research and make trave arrangements for swimmers and coaches Conducts Fundraising efforts Support Nationa Team

5 What the STPO Doesn t Do Get invoved in coaching Determine practice groups Decide what swim meets swimmers attend Get invoved in what goes on between swimmers and coaches at practices and meets

6 STPO Officers President: Gina Capizzi ( ) Vice President, Technoogy: Martin Scheid ( ) Treasurer: Kendra Russano ( ) Secretary: Lynn Aexy ( ) Vice President, Vounteers: Linda Pau ( ) Vice President, Team Support: Anne Castagno ( ) Vice President, Team Support: Kristen Stuek ( ) Head Coach: Lori Rieger ( ) Administrative Advisor: Duke Munzer ( ext. 518) *Officias Coordinator: Laura Hartnett

7 Team Communication Announcements on SHY Website: Emais from SHY STPO Gmai Account (vounteer signup/timing assignments) & Team Unify STPO meetings hed the 3 rd Wednesday of every month Contact any member of the STPO if you have any STPO reated issues, concerns to be discussed at meetings.

8 Team Unify Team Unify is a swim team management software. Centraizes many of the team functions in one pace: Communication Meet Entry Sign-up & Resuts Meet Entry & STPO Biing Text Aert Team Directory

9 Registration and STPO Fees September March Swim Team Program Fees Paid to the Y either in one payment or by e-pay Annua Registration on Team Unify to activate account USA Swimming Fee of $66 (a swimmers 9 & Over) STPO Dues - $40 per swimmer, however, register by 9/9/18 for discount and pay $25 per swimmer Must register annuay Meet Entry Fees wi aso be charged through Team Unify Regardess of whether or not your chid utimatey swims, fees are charged when your swimmer is entered into the meet by coach. If after 30 days, your account baance hasn t been paid, your swimmer wi not be entered in future meets unti fu payment is made Invoiced monthy but wi be abe to see a our charges/payments whenever you want Either enter credit card information for automatic biing of your monthy statement or you wi be required to maintain a $50 escrow baance per swimmer. Other Team fees wi be charged through Team Unify

10 Team Cothing Team Suit/Equipment and Sportswear Saes Vendor Caifornia Beach Hut On-ine & in-store orders accepted through 9/13. Ask for SHY Team Discount for a in-store purchases Deivery expected mid October Chairs Maggie Goud mjscaa@hotmai.com & Meissa Moss meimoss@yahoo.com

11 Participation Poicy A famiies are expected to participate by: Working 3 Dua Meets per dua team on which you have swimmers Timing at Invitationa Meets your swimmer attends Vounteering for SHY Hosted Meets your swimmer attends Working one shift of the NJ YMCA 8 & Under State Championships Vounteering for a Committee SHY has no vounteer deposit requirement because our parents have aways stepped up in the past. Vounteering is critica to the success of our team and as a resut we need fu participation. Vounteering can be fun get to know more peope, earn more about the sport, support your swimmer.

12 Vounteer Contract To avoid misunderstanding of what is expected, vounteer commitment is described in the Team Handbook. Read, Sign & Return the Contract part to Drop Box outside of Coaches Office by 9/30. Swimmers who don t have signed Contract won t be paced on dua teams or entered in meets after that date Wi be recording a meet vounteer work and using it to make timing shifts at non-hosted invitationa meets Way to spread the work around so it doesn t fa on the shouders of a few vounteers

13 Dua Meet Teams Girs A Team Girs B Team Girs C Team Boys A Team Boys B Team Dates/ Times (Saturdays, October December) Specific dates TBA Usuay 2 hour meet

14 Dua Meet Vounteering Each famiy shoud vounteer for 3 Dua Meets during the season for each Dua Team they have swimmers on. Dua Meet VPs wi request vounteers and send out a schedue. Laura Hartnett wi coordinate the officias, Sunitha D Siva & Heidi Hannis wi coordinate the Tabe Operators. Vounteer Jobs incude Officias, Timers, Coorado Operators, Meet Manager Operators, Runners, Set-up, Cean-up, Snack Coordinators.

15 SHY Hosted Meets - Vounteering At east one parent shoud vounteer to work any SHY Hosted Meet that your swimmer(s) attend pus the 8 & Under Championships Vounteer Coordinator, Lauren Barnice, wi send out vounteer requirements and ask for vounteers. Pease respond prompty Vounteer jobs incude: Set-up, Cean-up, Timers, Marshas, Runners, Awards, Parking, Hospitaity, Security, Concessions and Tabe Operators SHY has a reputation of hosting we-run invitationa meets thanks to our great vounteers. Let s continue the tradition.

16 SHY Hosted Meets October 28 th Haoween Meet SHY December 2 nd Candy Cane SHY December 7-9 th Eastfieds Witherspoon January th Distance Meet SHY February 2-3 rd NJ YMCA 8 & Unders RVCC June 16 th PVP Long Course Meet PVP

17 Invitationa Meets 1-3 day meets approximatey monthy during season Some invitationa meets may have time standards (minimum or maximum quaifying times) Optiona. Emai from Coach wi go out through Team Unify requesting parents to indicate their swimmer s avaiabiity, you can indicate specific sessions or entire meet. Swimmer wi then choose events with coach. Coach wi send out emai with Check in time arrive in time and your swimmer wi be ready for warm-ups. Arrive ate and risk your swimmer being scratched from meet.

18 Invitationa Meets Timing Assignments Prior to Meet Invitationa Meet Coordinator, Meissa Pruskowski, wi send out emai to a famiies with swimmers entered in meet, giving them a deadine to respond if their swimmer is not attending meet or they are working as an officia. Host Team wi send out team timing assignments Invitationa Meet Timing Coordinator wi divide team timing assignments between parents of swimmers attending the meet based on vounteer grid and events. A Googe Doc with the assignments wi be sent to the participating SHY famiies and posted to the SHY website. Parents must fi in their contact ce # directy on the document as confirmation by a certain date or their swimmer wi be scratched from meet and they wi be fined. Parents whose pans change must find their own repacement and notify Head Timer (and update Googe Doc), Do not contact the Timer Coordinator.

19 Invitationa Meet Timing Assignments Parents who have not received a timing assignment and may be wiing to time at the meet can indicate such on the Googe Doc. Parents who received a timing assignment and can t time for whatever reason their swimmer s pans change, they are not at meet with swimmer, need to eave eary, etc, must find their own repacement. They can reach out to the parents who indicated they are wiing to time or find someone ese. Can use the member directory feature on Team Unify to emai parents who have swimmers in your session when ooking for repacements. Parents who indicated they are wiing to time are not required to repace anyone. If they do, they wi get the timing credit. If this new feature doesn t work or is abused wi adjust or discontinue.

20 Invitationa Meet At Meet Timers check-in with Head Timer and get stopwatch First shift timers attend Timer Meeting Time unti repacement arrives After Meet Head Timer wi report back to the Invitationa Meet Coordinator who actuay timed and if there were any no shows. Invitationa Meet Coordinator wi record vounteer participation at the meet. Any famiy missing their timing assignment without finding a repacement wi incur a financia penaty: First Infraction - $50 fine Second Infraction - $75 fine Third Infraction - $100 fine Suspension of meet privieges

21 Invitationa Meets -Finas Before the Meet Invitationa Meet Timing Coordinator wi assign a Finas Head Timer At the Meet Finas Head Timer wi keep track of SHY swimmers quaifying for Finas Parents shoud notify Finas Head Timer if their swimmer wi be scratching, they are officiating at Finas or there are extenuating circumstances (within reason) Finas Head Timer wi assign timers for finas in a equitabe manner wi an eye for spreading the team s obigations fairy and communicate that assignment. Timers wi check in with Finas Heat Timer. Coach wi be notified of any parent s refusa to time. Their swimmer wi be scratched and they wi be fined. After the Meet Finas Head Timer wi report vounteer participation to the Invitationa Meet Coordinator. No Show parents wi be fined in accordance to the stated schedue Finas wi be considered a separate meet for the purpose of recording vounteer participation. Officias shoud report to Officias Coordinator that they worked the meet and their vounteer participation wi be recorded.

22 Invitationa Meets Timing Assignments Assume that you are timing every time your swimmer is at an invitationa meet whether preims, timed finas or finas and every once in a whie you wi get a break as the timing assignments are rotated among participating famiies. Those whose swimmers attend many meets or who have mutipe swimmers wi be caed on to time more frequenty. Those who don t fufi their dua team or invitationa meet vounteering, wi aso be caed on to time invitationa meets more frequenty. Team timing assignment is ti the end of the meet session. Whie we try to avoid requiring a parent to time too ong after their chid is done, sometimes it is unavoidabe. Pease understand. SHY Officias may be asked to time if their famiy s participation rate is ower than other famiies attending the meet and they are not officiating at that meet. Officias who officiate at a non-hosted meet wi receive twice the vounteer credit than a parent timing a shift.

23 Committees - Socia 10 & Under Party Committee - Seect ocation and date (usuay in eary March) Seect swimmer gifts Promote event, hande RSVPs and Check-in Set-up, Cean-up 11 & Over Banquet Committee Lisa Purce Apri 13, 2017 Work with Banquet Manager Hande RSVP s and Check-in Seect team, coach and vounteer gifts Set-up and Cean-up

24 Committees - Socia Fa Picnic Andrea McGee September 24, 2017 Pan Team-wide wecome back picnic in Fa Arrange purchase and donation of food, drinks Promote event and hande RSVPs Set-up and Cean-up Swimmer Socia Committees Throughout the season Break out by Practice Group Have funds budgeted from STPO Pan and coordinate fun out of water activities for age group using STPO funds or charging participating swimmers Aso can hod 2 Practice Group parties (pizza) Keep coaches in oop

25 Socia Committees Parents Socia Working on a date: Oct/Nov Hostied at Looking for a pace Need hep with coordinating, rsvps, setting-up and ceaning up

26 Committees - Fundraising Hoiday Pie Saes Chris Corrigan Saes first two weeks of November, Deiver Thanksgiving week Promote pie sae in Y with sampes Coect orders and payment

27 Committees Meet Operations Dua Team VPs (report to Megan MacMian; Dua Team Coordinator) Coordinate vounteer sign-ups for dua meets Check in vounteers and bring watches to meets. Report vounteer participation after meets Photography Agnes Doucette Take photos at SHY meets and events Create side show/dvd for Banquet Ony one assigned photographer on poo deck

28 Committees Meet Operations Hospitaity Open, Open Purchase refreshments and water for SHY hosted invitationa meets Staff Hospitaity area for coaches and Officias Bring water to poo deck vounteers Trave Research and make hote reservations for away SHY meets Communicate group room deas to team Committee members wi coordinate team socia activity at the meet. Tabe Operators Sunitha D Siva & Heidi Hannis Operate the timing system and meet software at Dua Meets, SHY hosted meets Need training on either Coorado, Meet Manager or both Meet assignments wi be coordinated by Coordinators.

29 Team Officias Why we need them Meets cannot be run without officias! Dua meets: When a 5 teams swim the same day, we need 21 officias to propery staff meets. SHY is hosting a number of invitationa/championship meets this year. Any one session requires up to 16 officias. Chaenges: Officias are often distributed uneveny between teams and age-groups. Training consists of four hour cinic and open book on-ine test. Mentorships with experienced officias. If interested contact Laure Hartnett at aurahartnett@verizon.net

30 Why Be An Officia? Support our team. Gain a better understanding of your chid s sport. Not ony support your swimmer, but share a common bond too! Be on deck and part of the action. It gives you a different perspective. Have an opportunity to be invoved at a different eves: Time Trias, Dua Meets, Invitationas, States, and Nationas. Those who are interested may even seek nationa certifications. Make ifeong friends in many paces.

31 Other Vounteer Opportunities Nationa Team swimmers wi be required to participate in additiona fund raising to defray costs for the YMCA Nationas SHY Swimmers (13 & Over) can vounteer at SHY hosted meets for vounteer service hours

32 Fundraising Fundraising efforts Chris Corrigan Funds raised from the beow efforts (parent driven) wi soey benefit SHY swimmers and enhance their experience on team Team buiding activities, subsidizing socia events, ooking to bring in speakers, championship t-shirts, SHY s Got Pie Sae November Sampes in obby Each swimmer wi get order form Deadine is November 16 th - sti to be determined Hope a famiies wi participate

33 Fundraising Hoiday Pie Saes November Returning again this year Sampes avaiabe during practice times and home dua meets in November Deivery the Tuesday of Thanksgiving Chipote Fundraising December Returning again this year % of saes that evening goes towards SHY Turned out to be a fun socia event too Frozen Fas SHY Swim team participates in Frozen Fas Community Give Back program Just mention SHY Swim Team at checkout and 15% of your purchase wi be donated to team Location Dewey Meadow in Basking Ridge - Great yogurt!!

34 New for Changes in vounteer poicy/procedures: Fines appy to Dua Meets. Vounteer Coord. can assign a job within 24 hrs of Invitationa, if famiy s swimmer is entered in meet. It is famiy s responsibiity to check emai. Fine for not working 8 & Unders -$100 per famiy. No onger accepting extenuating circumstances prior to meet. Just too many to dea with. If get assignment, find a repacement on your own. Don t emai Coordinator to do it for you. Trying a new procedure: can indicate wiingness to serve as timing repacement on Googe Doc. Changes in Team Unify Reduced the STPO dues to $25 per swimmer if registered by 9/9/18 Required to have a credit card on fie or maintain a $50 escrow per swimmer Swimmers with past due of 30 days wi not be entered in meets. 11 & Over Banquet is schedued in Apri, after Nationas. Date is Friday, Apri 26 th

35 New for Panning a parent ony Socia in the Fa to give parents a chance to sociaize and get to know each other away from the poo. Panning to bring in some speakers. First is the Chuck Warner with his presentation about the Coege Recruitment process October 22 nd. Hoping to bring in a Nutritionist with a presentation geared to the competitive swimmers. Not been abe to schedue a Training Trip for this winter hoiday break. Fights to FL are just too expensive. Looking for ideas for something to do with the swimmers during that time frame. Team Buiding (Swimmer Socia) groups wi be by Practice Group rather than Age Group Ony affects Senior 1 and Senior 2 Age group division didn t work we ast year.

36 Be a Supportive Parent Aways be invoved with the success of the team Aways offer to vounteer Become an officia Become a timer Become a tabe operator Become a fundraiser Become a parent eader Aways speak positivey concerning your swimmer, the team and the competitors Aways et the coaches coach Aways be respectfu of coaches, teammates and vounteers

Somerset Hills YMCA Swim Team

Somerset Hills YMCA Swim Team Swim Team Parents Organization 2012-2013 Season Successful Programs Require Strong coaching staff Top facility Support of YMCA Committed swimmers Adequate resources Involved