If you have any questions about the volunteer roles listed here, please reach out to the Co-Presidents and [email protected].
Text Area
Simple formatted text
Board Roles 2026 Season
| Board Roles | Type | Elected Member | Description | Point Total |
| President | Officer | Frances Morris and Holly Patterson | • Coordinate/negotiate facility use agreement with HOA • Coordinate guard coverage with HOA • Advertise and recruit coaches and other board positions • Negotiate, draft, review contracts • Approve coach contracts • Call for quorum, meetings • Define and update board duties • Coordinate and keep records on insurance • Act as a coach/board liaison |
Full |
| Vice President | Officer | N/A | • Act as ODSL Representative: attend ODSL meetings and keep track of all ODSL activities • Vote at ODSL meetings on behalf of the team • Make sure officials attend trainings • Advertise official training to the team • Keep track of officials requirements and certifications • Keep track of coach certificates etc. • Act as parent/coach liaison during meets • Coordinate swimmer evaluations • Fill in as needed for president |
Full |
| Secretary | Officer | Colleen Blank | • Set-up, conduct, and maintain swim season registration • Fill event calendar for practices, social events, meets, etc • Update the website and send out team announcements • Update and maintain members information • Maintain board meeting minutes • Maintain election results • Keep duties and responsibilities document |
Full |
| Treasurer | Officer | Melissa Myette | • Payrolls, accounting, deposits, and financial statement • Set-up financial services for registration • Set-up team store for spirit wear orders • Approve procurement of required equipment • Approve and issue reimbursement for team purchases • Plan and communicate the budget • Communicate on budgets for social events, spirit wear, coaches uniforms, • Oversee and assist with concession starter fund and other financial aspects |
Full |
| Member at Large (Team Rep) |
Officer | Susan Blaine | • Represents the interest of the Swim Team members to the board | Full |
| Chief Advisor (Outgoing President) |
Officer | Colleen Blank/Melissa Myette | Advises and oversees board operations. Consults on the following: • hiring of coaching staff • capital expenditures • long term planning • ODSL activities • swim team improvements • HOA agreements |
Full |
Text Area
Simple formatted text
Director/Assistant Roles 2026 Season
Director/Assistant Roles are still available for the 2026 Swim Season. If you see "Needs Filled" under the Selected Member column, please reach out to our Volunteer Director to express interest.
| Director Roles | Type | Selected Member | Job Description | Point Total |
| Officials Director | Director | Karin Cushman | • Organize officials to obtain certification • Schedule all officials for entire season • Required ODSL training |
Full |
| Meet Set Up Director | Director | Leah Macchiarolo | Responsible for switching pool area to support meet operations including setting up clerk of course area, starter equipment and referee area, computer operator area, sound system, tents, hanging sponsorship banners, and team area tents. • Connects with meet set up/breakdown crew and establishes a schedule for set up crew arrival (often the night before meets) • Oversees cleanup crew in break down and turnover back to public use layout |
Full |
| Ribbon Director/Ribbon Writer | Director | Vickey Nerangis, Heather Dew | Responsible for managing the ribbons for the entire season • Coordinate with opposing team to separate the ribbons by team • File ribbons away into swimmer files for distribution at practice and brings ribbons to and from practice • Will pick up all ribbons and DQ slips at beginning of season from assigned ODSL rep • Manages the ribbon writers for the meets • Assists in distribution of Divisonals awards and ribbons |
Full |
| Concessions Director | Director | Linh Su | Responsible for concessions during home meets and time trials • Purchasing • Concessions pricing • Concessions setting-up • Concessions staffing requirements • Oversee concession sales during all home meets and time trials |
Full |
| Computer Operations Director | Director | Trey Jordan | Season-long position to establish meet events in the computer systems and record and report results • Establish each home meet per ODSL templates and post to Swimtopia • Coordinate invites to/from opposing team(s) • Seed meets with swimmers and establish events and heats • Handle scratches, deck entries, and relay changes on meet-day • During meets, enter event results and official times from paper timing sheets • During meets, enter disqualifications and DQ reason from DQ slips • Print ribbon labels at the conclusion of strokes for ribbon writers • Score meets and send to coaches and opposing teams for review • Post final results on Swimtopia• Position requires ODSL training. |
Full |
| Computer Operations Assistant | Assistant | Jennie Rhodes | HOME MEETS ONLY • Work closely to assist with Computer Operator duties • Primarily entering event results into the computer, managing printouts, and chasing down scratched swimmers |
Full |
| Awards | Director | Chelsea Sadowski | • Updates record board •Keeps track of dropped time/team and individual achievements |
|
| Spirit Wear Director | Director | Alexa Love | • Designs, select, and consults on season spirit wear offerings to include team caps, team suits, team t-shirts, team towels, and other spirit wear items • Coordinates the purchase and distribution of spirit wear items • Coordinate swim suit fitting time and location • Coordinate team store |
Full |
| Mini Program Director | Director | Susan Oakley | Overseeing, coordinating, and executing the mini wave program • Assisting parents with mini-wave specific questions in person, on facebook, and through email • Assisting with mini-wave registration and waitlist • Attending some practices especially in the first week of the mini waves or as deemed necessary by the coaches Organizing the mini/big mentorship, which includes celebrations and welcome Communicating with mini-wave parents (email and flyers as applicable) regarding wave news, practice protocols, and wave social events. Email communication should be conducted through the Swimtopia email system. • Assisting mini parents with transition to the big waves when required (provide directions on meet sign ups, suit purchases, communicating practice times and equipment requirements) • Coordinating internal mini meet or if the director chooses, coordinating mini waves participating in an ODSL mini meet • Identifying and coordinating required support from the waves team and board • Planning and executing a mini wave graduation gift when moving to the waves team or at the team banquet • Promoting attendance at the end of season banquet • Assisting mini wave parents with fulfilling their mini wave volunteer jobs |
Full |
| Social Events & Banquet Director | Director | Megan Weiler & Emily Jelenik | Organize End of Season Banquet and additional social events throughout the season • Communication with the individuals running the event • Marketing and advertising to the team • Coordinate flow of events with coaches and board members (banquet) • Coordinate with team for any needed items (banquet) • Direct other volunteers at events |
Full |
| Head Relay Clerk of Course | Director | Meredith Banas | • Responsible for compiling relay sheets prior to the meet • Help identify scratched or missing swimmers from relays • Coordinate with coaching staff to find replacement relay swimmers • Communicate with replacements swimmers and their parents to request they stay for assigned relay • Provide updated names for relay teams to the computer operator prior to the butterfly events. • Coordinate parent volunteers to assist with each 12 and under relay. • Request Clerks of Course to assist with lining the swimmers up for each relay race during the individual medley events |
Full |
| Head Clerk of Course | Director | Chris Van Horne | • Oversee supporting Clerks of Course in collecting swimmers for events • Rank and file swimmers in lane and heat order so they are ready to swim in correct lane and heat for their assigned event • Ensure swimmers go from staging area to their lanes without losing their order • Assist Relay Clerk of Course during relay events • Prior experience as a clerk of course required. |
Full |
| Fundraising/Sponsorship Director | Director | Mackenzie Hansel | • Update and draft sponsorship letter • Update and devise sponsorship levels • Contact past and possible sponsors for raising funds, collect and deliver all sponsorship funds to treasurer • Collect and store sponsorship logos for updating the website and season banners • Arrange for fundraising activities, events, and promised advertising. • Print and/or file all sponsor provided information according to level of sponsorship • Work with spirit wear person as needed for all star shirts • Work with graphic design for end of the year banquet literature as pertaining to sponsorships |
Full |
| Volunteer Director | Director | Mary Demer |
• Recruit and fill volunteers for key planning positions • Set up job-sign ups for meets and events • Post completed jobs and update service hours for volunteers • Send updates to team members about open slots prior to meets and events • Check job sign-up for meets to ensure volunteers have adequate training or experience for positions they volunteered for • Arrange for lanyards and other material for volunteers • Work with other chairs or leaders to determine support volunteer positions/jobs. |
Full |
| Volunteer Assistant | Director | Christa Bambino |
Assist the Volunteer Director with coordinating the volunteer sign-up and instructions. This may include: • Checking job sign-up for an upcoming meet to ensure slot are filled • Reaching out to volunteers to confirm attendance, ensure knowledge of position, and adequate training • Coordinating day-of-meet volunteering • Printing meet day volunteer rosters • Filling in as needed |
Full |
| Graphic Design Director | Director | Yvette McKechnie | • Creating graphics as needed for the team for communication materials, spiritwear, and social media • Put together and print out Willowsford Waves Banquet programs. |
Full |
| Home Meet Timer Director | Director | Dan Laurenzi | • Must have previous timer experience • Must be able to attend all home meets AND time trials • Organizes timers at each home meet • Meet with second half timers before end of backstroke to check status and prepare for switch • Communicate with Volunteer Assistant if additional timers are needed |
Full |
| Tent Director | Director | Jon McGeehan | Pick up, deliver, set up, and return the swim team tents for away meets and either Divisionals or All Stars. •Tents should be picked up the day prior to away meet (Tues for Wed meet, Fri for Sat meet) •Tents can be returned the same day as meet or following day. •Needs an extra large car/truck that can hold 3-4 massive tents. |
Full |
| Team Breakfast Coordinator | Coordinator | Sammy Dial | • Plan team breakfast days. • Create a sign-up to request breakfast items from fellow parents. • Setup breakfast for the event. • Be the point of contact for the volunteers signing up to help setup and serve. • Be present and assist at all team breakfast days. • Make sure the area is cleaned up after the event. |
Full |
| Donut/Popsicle Day Coordinator | Coordinator | Kari Osbourne | • Pickup and deliver donuts for each event. • Pickup, freeze, and deliver popsicles for event. • Contact/organize volunteers for event. |
Full |
| All-Star Week Coordinator | Coordinator | Lauren Huke | Organizes and coordinates with coaching staff All Star activities to include but not limited to All Star signs and All Star breakfast. • Organize materials for yard signs • Collect shirt sizes • Coordinate a breakfast or dinner at a restaurant for the All Stars. |
Full |
| Meet Photographer | Swim Meet Job | Josh Davis & Jason Lee | Team photographers are expected to collect photos at all swim meets. • Must have a physical DSLR type camera, not a phone. • Download photos to a central location to share with swim team members only • Update swim team website on a weekly basis. |
|
Text Area
Simple formatted text
Officials Roles 2026 Season
All roles in this category complete training pre-season and scheduled by the Officials Director.
If you are interested in being trained into this role for next swim season, please reach out to our Officials Director.
| Officials Roles | Type | Requirements | Description | Point Total |
| Chief Official | Official | Starter or Referee Training | • Support the Head Timer by having two additional running backup watches • Oversee lane timers • Help head timer setup and check the wireless stopwatches • Must participate in three meets in an Official role for full credit |
Full |
| Starter | Official | Stroke and Turn Experience for 1 Year. Referee/Starter Training Required | • Announce and start each race • Determine false starts • Keep the meet running smoothly. • Requires prior ODSL training and must have been a stroke and turn official for one year. • Must participate in three meets in an Official role for full credit |
Full |
| Stroke and Turn Official | Official | Stroke and Turn Training Required | • Observe the swimmer’s strokes and turns • Disqualify, in a fair and consistent manner, swimmers who violate the league disqualification standards • Requires prior ODSL training. • Must participate in three meets in an Official role for full credit |
Full |
| Shadow Stroke and Turn Official | Official | Stroke and Turn Training Required | • This position serves as on deck training for all newly certified officials. • Must have completed Stroke and Turn training prior to the start of the season. • Must participate in three meets in an Official role for full credit |
Full |
| Referee | Official | Stroke and Turn Experience for 1 Year. Referee Training Required | Sees that the swimming rules are enforced during the meet and ensures all swimmers have uniform and fair competitive conditions. • Stroke & Turn Officials report to the Referee. • Final authority for the conduct of competition. • Requires prior ODSL training and must have been a Stroke and Turn Official for one year. • Must participate in three meets in an Official role for full credit |
Full |
Text Area
Simple formatted text
Swim Meet Jobs 2026 Season
The below positions are jobs that will take place during home and/or away Swim meets, Time Trials, and Divisionals. It is possible to sign up for multiple roles during a single swim meet, but carefully select roles that do not overlap with one another.
| Job | Type | Points | Job Description |
| Parking Attendant | Home Meet | 2 | • Direct car traffic, foot traffic, and parking of meet attendees. • Work up until the first event • Consult the parking map and Team Rep for direction on where to guide people • EARLY ARRIVAL |
| Tent Setup | Away Meet | 1 | • Help Tent Director setup the tents prior to swimmer arrival • EARLY ARRIVAL |
| Tent Takedown and Cleanup | Away Meet | 1 | • Help Tent Director take the tents down and pack up after relay swimmers have all been lined up Assist with cleaning up of team tent area as relays wrap up |
| Timer -- first half | Home Meet | 3 | • Time the swimmers using provided stopwatch • One timer will record each timers’ results on timing sheets and circle middle of 3 times recorded by timers • At each meet there are 6 lanes. For time trials, we will need 18 timers. At a regular home meet or away meet, we will need to provide 9 timers. • No experience required. Must attend time meeting at beginning of meets. • Must time freestyle and backstroke races |
| Timer -- second half | Home Meet | 3 | • Time the swimmers using provided stopwatch • One timer will record each timers’ results on timing sheets and circle middle of 3 times recorded by timers • At each meet there are 6 lanes. For time trials, we will need 18 timers. At a regular home meet or away meet, we will need to provide 9 timers. • No experience required. Must attend time meeting at beginning of meets. • Must be on time to meet for the switch as explained during the timer meeting at beginning of meet. • Must time butterfly, breast, and relays |
| Timer -- away meet | Away Meet | 6 | • Time the swimmers using provided stopwatch • One timer will record each timers’ results on timing sheets and circle middle of 3 times recorded by timers • At each meet there are 6 lanes. We will need to provide 9 timers. • No experience required. Must attend time meeting at beginning of meets. • FULL MEET |
| Clerk of Course – On Deck | Home and Away Meet | 5 | • Follow heat sheets to collect Waves swimmers prior to their events and set up in staging area. • Walk swimmers in each event from staging area to deck. • Help to make sure swimmers are in correct location on deck. • FULL MEET - remain on deck through relay events |
| Clerk of Course – Age group -- full meet | Home and Away Meet | 4 | • Monitor tent area for entire meet • Direct swimmers to be respectful of each other and the tent area • Help to make sure swimmers are in the correct area prior to their events. • Line up swimmers from assigned tent in preparation for staging area. • May leave once everyone is lined up before relay clerks take over. |
| Clerk of Course -- Age group -- half meet | Home and Away Meet | 3 | • Monitor tent area from swimmer arrival until after backstroke • Direct swimmers to be respectful of each other and the tent area • Help to make sure swimmers are in the correct area prior to their events. • Line up swimmers from assigned tent in preparation for staging area. • The focus of half meet clerks will be on the younger tent area setup • You must stay until the BACKSTROKE events are complete. This means you will still be in assistance to lineup the breaststroke swimmers through at least 9-10 year olds |
| Runner | Home Meet | 5 | • Pick up the sheets from timers after each age group event. • Pick up DQ slips from Stroke and Turn Judges, take them to the Referee for review, then bring to Team Manager. • FULL MEET |
| Heat Winner Ribbons | Home Meet | 5 | • Monitor each race and identify the winner for each heat, and grant that winner a heat-winner ribbon • For close finishes ask timers or give both/all simultaneous finishers a ribbon • FULL MEET |
| Volunteer Check In | Home and Away Meet | 1 | • Early arrival required (prior to swimmer/volunteer arrival) • Check in volunteers as they arrive • Ensure that all positions are covered and report any no-shows back to Volunteer Director • Direct the floater where fill-in support will be needed and record on volunteer sheet • Return volunteer sheet to the Volunteer director/assistant |
| Floater | Home and Away Meet | 1 | • Fill in as needed for incomplete roles (additional points awarded if used to fill a role) • DO NOT sign up for this position unless you are able to stay for a full meet. If help is needed, and you are not able to fulfill that assistance, you will not receive the point for this job. |
| Concessions hot food pickup | Home Meet | 2 | Pickup and deliver hot food orders to meet as directed by the Concessions Director. Communication will take place prior to the meet. |
| Concessions Coffee/Donuts pickup | Home Meet | 2 | Pickup and deliver coffee/donuts/ice to meet as directed by the Concessions Director. Communication will take place prior to the meet. |
| Concessions Seller (first half of meet) | Home Meet | 2 | Work the concessions stand from start of meet until completion of backstroke. Concessions director/assistant will provide expectations for sales. |
| Concessions Seller (full meet) | Home Meet | 4 | Work the concessions stand until "closing". Concessions director/assistant will provide expectations for sales. |
| Swimmer Check in | Home and Away Meet | 1 | • Early arrival required (prior to swimmer/volunteer arrival) • Check in swimmers as they arrive • Check with swimmers in tents to make sure all have checked in. • Communicate to coaches if any swimmers have not arrived |
Text Area
Simple formatted text
Non Swim Meet Jobs 2025 Season
All of the jobs listed here are completed outside of swim meets.
Job
Type
Points
Job Description
End of Season Photo Montage Creator
Non Meet Job
4
Coordinate with our photographers to put together a video montage of photos for the end of the season. Set this to music. The expectation is that there will be several hours of work put into this photo montage so that a quality piece is shared with the families!
Bag Tag Organizer
Non Meet Job
3
• Put together the flyer for the bag tag
• Communicate to swimmers and families the expectations and timeline
• Print, distribute, and collect & judge the bag tag.
• Work with previous coordinator to make sure production of patch is completed in a timely manner.
Team Breakfast Servers
Non Meet Job
2
• Helps out on the day of a Team Breakfast, assisting swimmers with getting their breakfast
• Set up and clean up the area
• Communication with Team Breakfast Coordinator prior to event
Donut Day Server
Non Meet Job
1
• Hand out the donuts, 1 per swimmer,
• Clean up the area as necessary at the end of your shift.
Popsicle Day Server
Non Meet Job
1
• Hand out the popsicles, 1 per swimmer
• Clean up the area as necessary at the end of your shift.
Banquet Helpers (multiple shifts)
Non Meet Job
3
• Assist on the day of the End of Season Banquet
• Set up, serve food, clean up shifts
Team Picture Helper
Non Meet Job
2
• Work with picture day photographer to organize swimmers.
• Must be able to be present at full picture day event.
• Must arrive on time and be able to discuss role with photographer.
Teen BBQ
Non Meet Job
4
• Volunteers to set up, serve, and help clean up
• Great job for a parent of a teen member for the team
Swimsuit Fitting
Non Meet Job
4
• Assist with Spirit Wear Director at swimsuit fitting
T-shirt Distribution
Non Meet Job
2
• Distribute swim caps and t-shirts to all swimmers at designated practice
Tie Dye Event
Non meet Job
3
• Shift work for tie dye helpers and pizza servers at swim team event
Text Area
Simple formatted text