Do you crave mild chaos with a splash of community spirit?
Do you dream of writing emails so powerful, they get replied to?
Do you thrive in high-stakes situations like… a swim meet venue vanishing a few days before start time?
Welcome to your people.
We’re the Swim Club Board — a team of non-expert parents running this whole operation with caffeine, humor, and a deeply-shared Google Drive that no one actually uses.
What Do We Actually Do?
Oh, just little things like:
- Rehoming an entire meet we are signed up to host when the original pool evaporates
- Ordering sweatshirts that come in “Youth Smedium” despite being labeled “Adult L”
- Troubleshooting an app backend built by gremlins (probably)
- Managing a parent meeting so large, we’ve outgrown our classroom and are now one acoustic echo away from a TED Talk
- Investigating that time someone pretended to be our Board President and started emailing people asking for money (yes, really)
We’re the duct tape holding swim season together. But like… sparkly duct tape. With style.
Why Join?
🗳 You Get a Say
Banquet Venue? Vote.
Glow Night Date? Vote.
Do we order more bins or just yell “organize better”? You. Get. A. Vote.
🏫 You Get a Seat (Kind Of)
We meet in a classroom. Or the bleachers. Or someone’s pool. Occasionally with chairs. Always with vibes.
🎤 You Get to Problem-Solve in Real Time
App broken? Venue gone? Someone sends fake emails pretending to be our board president asking for funds.
You don’t panic — you pivot. You group text. You Google. You get it done.
🧠 You Don’t Have to Know Everything
We are not experts. We are not professionals.
We are very determined, mildly overwhelmed, and powered by teamwork and “let me ask someone real quick.”
You Might Be One of Us If…
- You’re a spreadsheet-in-the-streets, snacks-in-the-sheets kind of organizer
- You’ve solved a tech issue by unplugging something and staring at it meaningfully
- You’ve yelled “CAN EVERYONE HEAR ME??” at a parent meeting while standing on a chair
- You’ve said, “It’s fine, we’ll pivot,” and then immediately panicked in silence
- You believe chaos is manageable if there’s a shared doc and at least one person stepping up to the task
- You’ve said “sure, I can help” and regretted nothing. Mostly.
- You’re ready to say “yes” and figure it out later
Don’t See a Position That Screams “YOU”? No Problem.
Just sign up as a Trustee.
You’ll be on the board, in the loop, and can chime in whenever you’ve got time, ideas, or just a really strong opinion about t-shirt designs. No pressure, no niche role, just good old-fashioned helpfulness.
We’re not looking for perfection.
We’re looking for people who care. People who show up. People who laugh in the face of sweatshirt sizing errors and still manage to pull off a killer season.
Join the Swim Club Board.
Help make the magic happen.
And if nothing else — stay for the email threads. They’re legendary.
Curious about what each position entails? Check them out below.
Board Member Positions
President
AKA: The Big Floatie in Charge
You’re the captain of the ship, the calm in the meet-day storm, and the person everyone turns to when things get just a little too real. You lead with purpose, delegate like a pro, and make sure the club stays focused on what matters: the mission, the swimmers, and making sure no one’s trying to run a fundraiser with no one signed up.
This role is perfect for someone who:
- Knows how to lead without micromanaging
- Can balance strategic planning with the occasional “Where is the head coach right now?” moment
- Isn’t afraid to make tough calls — or politely herd board members back to the agenda
What You’ll Actually Do:
- Serve as the Chief Volunteer and lead the board & head coach with grace (and probably a color-coded binder)
- Partner with the Vice President to move the club’s mission and vision forward
- Appoint or recruit committee leaders — a.k.a. build the dream team
- Act as the club’s primary voice when working with the head coach
- Help evaluate how the board is doing and make sure we’re actually doing what we said we’d do
- Encourage strong planning, smart fundraising, financial accountability, and program evaluations
- Serve on the Executive Committee, where all the big-picture magic happens
Nomination Requirement:
Must have served at least 1 year in an executive board role (you’ve got to know the game before you lead the team).
Vice President
AKA: The “In Case of Emergency, Break Glass” Role
You’re second-in-command, co-pilot to the President, and the go-to human when things need doing — whether that’s setting the agenda or stepping up when the President is MIA (or just very tired).
This role is perfect for someone who:
- Knows how to lead without stealing the mic
- Can run a meeting, wrangle a group chat, and still look calm doing it
- Doesn’t flinch when handed “special assignments” (which could be anything from organizing a committee to helping stop a t-shirt ordering catastrophe)
What You’ll Actually Do:
- Serve on the Executive Committee (ooh, fancy)
- Carry out special missions — err, assignments — from the committee
- Know the President’s role inside and out, just in case you need to wear the crown temporarily
- Provide solid leadership, clear communication, and keep the vibe productive but not boring
- Set the agenda and chair board meetings when it’s your time to shine
Nomination Requirement:
You’ll need to have served on the board as a trustee for at least one year. You know — to get your sea legs before captaining the ship.
Secretary
AKA: The Keeper of Records, Minutes, and Sanity
If you’ve got sharp ears, fast fingers, and the ability to decipher a chaotic discussion into actual meeting minutes, this one’s for you. You’re the organizational backbone of the board — the one who remembers what actually got decided when everyone else is arguing about it in the group chat.
This role is perfect for someone who:
- Has a thing for Google Docs, calendars, and making sense of chaos
- Can listen, type, and side-eye all at the same time
- Isn’t afraid to gently remind people, “Actually, we voted on that last month”
What You’ll Actually Do:
- Serve on the Executive Committee (a seat at the grown-up table!)
- Attend all board meetings (even the ones that get relocated last minute)
- Keep accurate, safe records of board activity — like the sacred scrolls, but digital
- Take clear, clean, occasionally heroic meeting minutes
- Notify board members and committees when meetings are happening (so no one says “Wait, that was tonight?!”)
- Fill in for the President and Vice President if they’re both unavailable (hello, power move)
Special Skill Bonus:
Excellent memory, group-text wrangling, and the ability to stay neutral during T-shirt size debates.
Treasurer
AKA: The One Who Controls the Money and the Spreadsheet Passwords
You’re the CFO of swim season. Keeper of the budget. Defender of receipts. Whether it’s tracking expenses, prepping for tax season, or gently reminding people that “fun” still needs to be funded — you make sure our financial ship doesn’t sink.
This role is perfect for someone who:
- Thinks spreadsheets are a love language
- Has strong “fiscally responsible, but fun” energy
- Can explain a balance sheet and spot a rogue Venmo request from 50 feet
What You’ll Actually Do:
- Serve on the Executive Committee (financial power = real power)
- Attend all board meetings (your presence = peace of mind)
- Understand non-profit finances (or fake it very convincingly)
- Give regular financial reports to the board (a.k.a. “Here’s where we’re at and no, we can’t buy a snow machine”)
- Manage all things money with board oversight — budgets, expenses, reimbursements, etc.
- Team up with the head coach to build and submit the annual budget (think: teamwork with a calculator)
- Oversee tax prep and audits like the responsible adult you clearly are
Nomination Requirement:
- 2 years as a trustee or
- 1 year in the Clerk trustee role or
- CPA-certified, spreadsheet royalty, financial unicorn 🦄
General Trustee
AKA: The Board’s Secret Weapon (and Sometimes Its Entire Workforce)
This is the heart-and-soul role — the people who show up, roll up their sleeves, and keep things moving. Trustees are committee leads, idea-generators, and the ones who say “yes, I can help with that” even when the snack bar printer jams again.
This role is perfect for someone who:
- Has opinions, but also listens
- Is creative, reliable, and only slightly terrified of group emails
- Can delegate like a boss while still jumping in when needed
- Loves being “in the know” and getting things done
What You’ll Actually Do:
- Attend board meetings and club events like the team MVP you are
- Stay informed on club programs, policies, and everything in between (so you can explain what’s going on when someone corners you in the parking lot – because it’ll happen)
- Review the agenda before meetings (you’re a planner, not a passenger)
- Lead committees and take on special assignments (yes, you’ll be asked. yes, you’ll crush it.)
- Spread the good word about the club when needed — policy whisperer meets hype squad
- Suggest other rockstars who should join the board (you’re helping build the dream team)
- Be prepared to think, speak, and solve during meetings — listening is just the beginning
- Work well with others. Like, really well. We’re big on teamwork here.
- Each Trustee is also a Committee Chair, leading volunteers to bring our big plans to life (and keeping everyone caffeinated and on task)
- Jumps in to backfill volunteer spots at meets when we’re short — because someone always forgets to sign up and the show must go on.
In Other Words:
You’re the doer. The leader. The friendly face who keeps the gears turning. You don’t just show up — you show up with ideas, a pen, and probably snacks.
Other Titled Trustee Positions
Trustee – Head Official
AKA: The Zebra-Wrangler-in-Chief
You’re the behind-the-scenes MVP making sure every meet is staffed with trained, rule-enforcing legends in white polos. Without you, it’s chaos. With you, it’s organized, whistle-blowing excellence — with timers, disqualifications, and just the right amount of authority.
This role is perfect for someone who:
- Can recruit and rally a squad like it’s their job (because it kind of is)
- Loves rules, structure, and keeping the swim meet drama-free (or at least rule-following)
- Isn’t afraid to shout “stand down” at a rogue flip turn
What You’ll Actually Do:
- Organize and oversee all VAC Officials — before, during, and after meets
- Recruit and train new Officials so we always have a strong lineup on deck
- Make sure everyone knows the rules and looks mildly intimidating (in a friendly way)
- Ensure meets are staffed and running according to USA Swimming regulations
Certification Required:
Must be a certified Official through USA Swimming — whistle skills and rulebook knowledge required.
Trustee – Clerk
AKA: Cash Wrangler & Check Whisperer
You’re the boots-on-the-ground finance hero — handling the literal money while the Treasurer handles the spreadsheets. You deal in cold, hard cash (and mildly damp checks pulled from swim bags), making sure our meets run smoothly and our payroll doesn’t mysteriously vanish.
This role is perfect for someone who:
- Is unafraid of a cash box
- Can count fast under pressure (especially when someone’s asking for change mid-heat)
- Isn’t scared of words like “biweekly payroll” or “budget function”
What You’ll Actually Do:
- Collect and handle cash and checks during meets like a budget-savvy ninja
- Work closely with the Treasurer to keep the financials flowing and the numbers correct
- Submit biweekly payroll so our coaches keep showing up with smiles (and snacks)
- Help with other money-related tasks that support the club’s budget behind the scenes
Trustee – Head Timer
Trustee – Concession
AKA: The Snack Boss of Swim Meet Nation
You’re the reason no one’s hangry on meet day. From budget to nacho cheese, you’re in charge of all things edible (and caffeinated). You plan it, buy it, staff it, and somehow make it look easy — even when the coffee machine is rebelling and someone just asked if we take Venmo for a muffin.
This role is perfect for someone who:
- Knows how to run a tight snack ship
- Can stretch a budget and still deliver the goods
- Is part event planner, part inventory wizard, part “yes, we have more Gatorade in the back”
What You’ll Actually Do:
- Create and manage the concession budget like a snack CFO
- Plan and purchase food, drinks, and supplies for all meets
- Organize setup and breakdown (yes, you get to boss around folding tables)
- Manage volunteers working the concession stand and keep things running smoothly — even when the line is 12-deep and someone’s trying to pay in nickels
Trustee – Communications
Runs point on all things outreach — manages our social media accounts, sends Remind messages like a pro, and steps in with a well-crafted email when our tech wizard is off-duty. Basically, you’re the friendly voice of the club (with great punctuation).
Trustee – Technology
The digital wizard behind the curtain — manages the website, app setup, forms, payment links, and basically all the tech that keeps the club running smoothly. Also serves as the go-to troubleshooter when a parent says, “It’s not working,” but has tried nothing and is all out of ideas.
Trustee – Fundraising
AKA: The Mastermind Behind the Money-Making Magic
You’re the creative force behind the club’s fundraising success — dreaming up smart ideas, planning events, and finding ways to raise money without making it feel like a fundraiser. You’re part strategist, part event planner, and part “yes, we will make a profit on this team-building night.”
This role is perfect for someone who:
- Has great ideas and knows how to bring them to life
- Can spot what’s worth our time and what’s just extra effort for $14
- Enjoys making things fun and financially worthwhile
What You’ll Actually Do:
- Plan and run fundraising efforts throughout the season
- Review new fundraising suggestions and decide what’s worth the club’s time and resources
- Coordinate team-building events — always free for swimmers, but with a clever parent charge to raise extra funds (hi, pizza night)
- Work with volunteers to make sure events are well-executed and well-attended
Basically, you’re the reason we can afford cool things — and you make it look easy.
Trustee – Awards
AKA: The Keeper of the Glory (and the Ribbons, and the Trophies)
You’re the behind-the-scenes hero who makes sure every swimmer gets the recognition they’ve earned — from heat winner ribbons to banquet bling. You handle the sparkle, the logistics, and the magical moment when a swimmer sees their name on a shiny plaque.
This role is perfect for someone who:
- Loves a good spreadsheet and a label maker
- Believes the right ribbon at the right time does matter
- Can organize hundreds of tiny paper things without losing their mind (or their Sharpie)
What You’ll Actually Do:
- Order all awards for meets and the end-of-season banquet
- Prep ribbons and awards before each meet so they’re ready to go on race day
- Make sure banquet trophies are accurate, on time, and properly dramatic
- Keep track of who gets what so there are no awkward “I think you skipped me?” moments
Basically, you make the season feel like a season — one ribbon, medal, and nameplate at a time.