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2018 AHI Volunteer Duty Refundable Deposit

AHI Parent Volunteers:

The participation of AHI families is essential to the success of the AHI Swim Team program. Parent participation is a great way to support your children and get to know other families in the community.

There are two primary types of volunteer positions: Swim Meet and Core Volunteers. Aside from the differences in the tasks themselves, Core Volunteers fulfill all/most of their units with a single job done throughout the season. Meet volunteers on the other hand must fill out their units by carrying out various roles throughout the season. This also includes away meets, where the AHI swim families will be required to fill positions.

ALL jobs are important. All jobs need to be filled to make our swim season a success!

All families must complete 30 units to fulfill their volunteer requirements!

Work Deposit and Buyout Policy: The yearly work deposit is $300 and can be rolled over to the next year. If a family opts not to work, they may pay $300 to buy out for the season. The $300 work deposit is a commitment of 30 work credit units made by the swim family. If the family makes this commitment and fails to fulfill their work credits for that season, not only do they forfeit the $300, but they will also be charged $300 to be reinstated as a member in good standing for the following season. At that time, they will also be required to pay $300 as their new work deposit for that season.

Core Volunteer Positions:

Your family can earn a lot of units with one of the following:

Board Positions: President, Vice President, Secretary, Treasurer, Registrar, and League Rep. Talk to current board members if you are interested in a Board Position. Further Board positions are described below. Board members attend monthly meetings all year to run the team.

Volunteer Coordinator/Board Member 30 Units

  • Be available at meets for “check-in/out” with volunteers
  • Go over job responsibilities with parent volunteers prior to the first swim meet (or anyone new to the job)
  • Provide sign-up sheets for swim meets (home and away)
  • Remind families one week prior to the event of the job they have signed up for
  • Assist families with volunteer sign-ups and any changes
  • Provide guidance to volunteers
  • Contact any family who has not shown up for their volunteer position
  • Track status of volunteer units completed & communicate status to families and AHI Swim Board
  • Coordinate Volunteers for League Finals
  • It is ultimately the responsibility of the family to find a replacement for their job

Fundraiser Coordinator/Board Member 30 units

  • Advisable to begin planning in April
  • Promote fundraiser through flyers in family folders, posters around the pool, emails to families
  • Work with coaches to provide information so they can communicate with the swimmers about event
  • Recruit volunteers for the event
  • Coordinate food planning with Board approval
  • Supervise volunteers at event
  • Track amount raised by each swimmer

Data Entry 30 units

  • Load “Hi-Tek Manager” program onto home computer
  • Receive information from both swim teams prior to home swim meet and enter information into computer program. Information entered would be events/heat each swimmer is swimming and their most recent time.

Print out sheets prior to swim meet for coaches, shepherds and for posting at the meet.

Family Event Coordinator 30 units

  • Plan social activities for AHI swim families ( 4th of July parade/ Day at the Water park etc.)
  • Coordinate with Communications Coordinator for advertisement of upcoming events through emails and flyers to family folders
  • Recruit volunteers for event & coordinate dates with AHI Swim Board

Spirit wear/Swimsuit/Team Picture Coordinator 30 units

  • Promote spirit wear sales through emails or flyers to family folders
  • Place pickup, distribute orders to families. Account for money and turn into treasurer.
  • Advertise team picture date and work with communications coordinator
    • Distribute order forms to team members, coordinate with photographer, distribute pictures
    • Be available on picture day to help photographer with set-up and parent questions
    • Be the liaison between vendor and swim team treasurer.
    • Assist families with any problems with orders

League Meet Coordinator 30 units

  • Promote League Meet through email, website, flyers in Family Folders
  • Create and distribute swimmer sign-up sheets and collect fees. Give coach summary of sign-ups (coach will submit them.)
  • Give Treasurer fees.
  • League Rep will give you list of daily League Meet volunteer positions; ensure members from all participating families have signed up to work at the meet.
  • Provide guidance to volunteers during League Meet.
  • Please direct questions and all budget requests (in advance) to your Board Advisor: President

Star Swimmer 30 units

  • Develop Star Board based on historical times that rewards swimmers with stars for beating their personal best times (placed in family folders)
  • Create Info Sheet about Star Board at beginning of season and post on website
  • Track times during season and award stars and certificates to swimmers at rallies.
  • Please direct questions & all budget requests (in advance) to your Board Advisor.

Ribbon Coordinator 30 units

  • Inventory and Purchase Ribbons confirm end-of-year inventory from prior swim season
  • Order ribbons and have them sorted PRIOR May 15
  • Perform end-of-year inventor and give to Treasurer
  • Provide guidance to Ribbon Volunteers
  • Home Meets: be sure to get ribbons to visiting team
  • Away Meets: apply stickers and bring back BSR ribbons to Family Folders
  • Away Meets: bring back ribbons is only duty
  • Field all ribbon questions and concerns, sometimes swimmer gets the wrong ribbon or ribbon shows wrong time and sometimes there are questions about other teams ribbon policies.
  • Maintain and update binder for this coordinator position
  • Please direct questions & all budget requests (in advance) to your Board Advisor.

Twin Counties Swim Board AHI Representative/Board Member 30 units

  • Attend monthly meetings to represent AHI (second Monday of each month at 6:30pm in Martinez)
  • Attend additional meetings to plan league meet (during summer)
  • Assist with setup & cleanup for league meet

Registration Coordinator/Board Member 30 units

  • Secure the registration facility
  • Place signage around American Canyon & collect
  • Distribute flyers to schools last week of February, Second distribution third week of March
  • Copy and put registration packets together
  • Attend registration and be point of contact for questions
  • Available at least twice a week at practice to take new registrations through June.
  • Distribute flyers in recreation department and pool office
  • Provide update to website administrator for registration

Team Website 30 units

  • Manage/Update AHI Team Website information during the season
  • Advertise AHI team website to members through flyers/emails

Award Ceremony Coordinator 15 units

  • Reserve date with Aquatics Director/Recreation office for pool usage
  • Order cakes, purchase plates, napkins, forks & drinks
  • Plan swimmer awards (order medals, certificates, coach appreciation)
  • Communicate plans with AHI Swim Board

Coordinate Election of New Board Members (begin this process in July & announce at awards)

Fundraiser Event Staff 5-30 units

  • Work with Fundraising Coordinator to plan annual fundraiser, up to 3 months prior
  • Help solicit donations from the community including businesses, restaurants, wineries etc
  • Decorate, set up, work during event, and/or clean up the fundraising event
  • Positions can be 5-30 units depending on your commitment of time

Swim Meet Volunteer Positions: Click here to download detailed swim meet job descriptions


  • Announce all events
  • Start all races
  • Fun job! Watch the entire meet!


  • Arrive at one hour before home meets
  • Set up awnings, tables, chairs, computer, sound system and more
  • Help set up and then enjoy the meet!

Head Timer

  • Start and stop 2 stopwatches for each event
  • For any Timer who needs a replacement, give one of the 2 you have
  • Collect stopwatches at the end of the meet and turn into the Volunteer Coordinator


  • Start and stop stopwatch for each event
  • Show time to the Lane Recorder
  • Be prepared to be Recorder in addition to Timer if the Recorder is a “no show”

Relief Timer

  • Start and stopwatch for each event
  • Show time to the Lane Recorder
  • Provide rotating relief for AHI timers/recorders/runners in assigned (15 breaks)

Lane Recorder

  • Record times for each swimmer from the Timers
  • Record accurate time from stopwatch (no rounding off); circle median time
  • Hand paper to Lane Runner

Lane/DQ Slip Runner

  • Collect time sheets after each event from the Lane Recorders and put into lane order
  • Give time sheets to Data Entry at computer desk
  • Collect “DQ” slips from the Stroke and Turn Judges and place with time record sheets
  • Not a sitting job! If you like to be “on the go” this is the job for you!

Shepherd/Clerk of the Course

  • Get apron and age-group signs
  • Gather age group swimmers 3 events prior to theirs and take to shepherd tent
  • Help swimmers find correct lane for each event
  • Turn in your Shepherd Materials to Volunteer Coordinator at the end of the meet

Ribbon Volunteer

  • Attach event results on ribbons
  • Away Meets: attach stickers and bring ribbons back to file in family folders

Snack Bar/BBQ

  • Arrive 1/2 hour prior to home meet to set up concessions
  • Sell Concessions
  • Provide hospitality to timers/recorders/coaches/judges
  • BBQ
  • Clean-up concession area (wipe down counters, refill drinks etc and take trash bags to dumpster

Stroke and Turn Judge

  • Weekend training class is required
  • Disqualify swimmers if strokes not up to standards
  • Disqualify swimmers if wall not touched


  • Take down awnings, tables, chairs, and sound system
  • Return items to pool storage shed
  • Clean up pool deck (sweep, empty garbage, collect lost & found items)

Data Entry

  • Training necessary if new!
  • Responsible for computer entry of EACH swimmer for each event
  • Print out stickers for Ribbon Volunteers
  • Print out official results of the meet for Head Coaches of both teams

How many volunteers does it take to put on a Home Meet?

  • It takes at least 60 people to put on a Home Meet.

Do we need volunteers for Away Meets?

  • Yes! We need at least 30 volunteers for Away Meets.

Where and when do I sign up to be a volunteer?

  • Sign-up begins after Fun Friday. You can sign up on line through our website!

How many units do I need to complete as a volunteer?

  • Each family needs to complete 30 units.
  • Each position is assigned a number of units.

What kinds of volunteer opportunities are there?

  • There are AHI Board positions, core positions, swim meet assignments, and fundraiser volunteers.

What if there are not enough units for me to get 30 units?

  • There are always units available. Please contact your Volunteer Coordinator for possible ideas.

May I get someone else to work for me?

  • Yes. If the person is at least 13 years old they can fill your spot. The teen/other family member would need to sign in/out with the volunteer coordinator at the event.
  • Your family will get credits for the units worked by the teen or the other family member.

There is no way I can help and I cannot find another person to work for me!

  • You may “Buy-Out” by submitting a check for $250 to AHI Swim Team. You will still be responsible to volunteer at league finals. Typical league final shifts are no more than 3 hour shifts. If you “Buy-Out” you will not be required to volunteer for regular season swim meets. While “Buy-Out” is available we strongly encourage your volunteer participation!If during the previous swim season your family did not attempt to volunteer, and the deposit was cashed, a “buy-out” will be required at time of new swim season registration. For families required to participate in the “buy-out” arrangements can be made to return this amount if volunteer units are completed during new swim season.

Is it possible to earn all 30 units in one job?

  • Yes, fill a Core Activity Planning position that is right for you! Please contact the Volunteer Coordinator to sign up or for more information. There are a few positions that are 15 units which you can also add on!
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