Rocky Mountain Swim League
Committee Responsibilities
Revision – A
September 2005
This handbook was put together in the hopes that new volunteers would
have the benefit of their predecessors experience when trying to get something
done. In a league that has been going on for over 20 years, there is very
little that needs to be reinvented. In most cases, it is just a matter of
seeing what steps were done in the past and re-doing them. As you go through
this, if you come up with better ideas or have other contacts or suppliers that
would work better for the league, please get the information to the RMSL
President. This handbook can and should be updated each year.
SCHEDULE
& CALENDAR COMMITTEE.. 3
ROSTER AND
WAIVER COMMITTEE.. 4
T-SHIRT
COMMITTEE.. 5
DECK CARDS
COMMITTEE.. 6
TROPHIES
& MEDALS COMMITTEE.. 7
RIBBONS
COMMITTEE.. 9
STARTER/REFEREE
AND STROKE JUDGE CLINICS.. 11
MEET MANAGER
AND TEAM MANAGER SOFTWARE CLINICS.. 12
COACHES
CLINIC.. 13
SCORING
(PRELIM & FINALS) COMMITTEE.. 14
League
Technologist.. 15
Representatives from 2 or
more teams get together and come up with a schedule for the upcoming summer
RMSL meets.
- Need to present a schedule
for league approval at November meeting
- Determine dates of five
Saturday meets (dual or intersquad)
- Determine dates and
locations of Prelims and Finals
In charge of maintaining
athlete roster, supplying blank waiver forms, and collecting waiver forms from
the teams prior to the start of the season
·
Determine if any changes need to
be made for the waivers for the upcoming season
·
Get enough waivers printed and
have available for handout at March RMSL meeting (best to have waivers in
groups of 25 or 50 so teams can get what they think they’ll need based on
previous years totals)
·
Collect completed waivers and
roster at May RMSL meeting
o
Team retains one copy and league
gets one copy of waiver
o
Waiver needs to have athlete
number that coresponds to roster number on roster provided to league
o
Roster needs to be provided in
both hard copy and soft copy to league
·
Additional swimmers added after
initial roster and waivers are turned in need to be provided to league ASAP
before they are official
o
Late entries are added to initial
roster at end (not re-sorted in alphabetical order) and the roster number needs
to be indicated on the waiver.
·
Work with RMSL Treasurer to
provide numbers of swimmers in order to calculate swimmer fees due the league
In charge of coordinating
the Prelim/Finals T-shirt sales
- Provide Jim at Out
of Breath Sports the locations and dates of Prelims and Finals
- Provide Jim with names and
contact information for the host teams so he can work with them on set-up,
power requirements, locations, etc
- Find out from Jim what the
cost will be and any other info that the league might use on their website
or advertising to promote T-shirt sales in advance of the meets
- Find out how many
volunteers the T-shirt tent will need for prelims and finals and provide
that information to the RMSL board
Responsible for getting and
distributing blank deck cards to the teams for their use during the upcoming
RMSL season
- The league buys 25,000
deck cards every other season (need to buy them in 2006)
- The printer used in the
past was (turn around time is a few weeks)
Jan Brady
COPYTECH PRINTING
7800 E ILIFF AVE # J,
DENVER, CO, 80231
(303) 745-7273
- Teams must email their
requests for how many cards they will need for the upcoming season to the
committee person. The formula for determining the number of cards a team
needs is as follows:
1.
Open up Meet
Manager software and select a single meet from the previous season
2.
Went to the
Athletes drop down menu at top
3.
To get total
number of Boys and Girls for the team, go to Filter Athletes on left side and
Filter by Girls and [teamname] team, then click 3rd button from
bottom on left until it reads Entries Only
4.
Count the number
of events each kid is entered in. (The default seems to be 3 but there are
about 15% or so that are only entered in 2 events. This will give you total
number of Pink Cards for one sample meet
5.
Repeat for Boys
to get the Blue Cards
6.
Multiply the
total by 5 for total meets per season and round up based on expectations of
team size for the coming year.
[For a sanity check, a team with 105 swimmers came up with
605 blue (boys) cards and 730 (girls) pink cards and rounded up to 700 blue and
800 pink cards for the season.]
7.
Cards are sorted by team and
distributed to the parent reps at the May RMSL meeting or before
Responsible for ordering the
Trophies and medals to be awarded at the RMSL Finals. Note these do not include
any trophies for an individual team’s finals party but only those league
trophies.
- Following the season, sort
and inventory the medals remaining
- Determine how many new
medals will need to be purchased for the upcoming season and provide that
total number to the RMSL treasurer to be included in the budget. A full
complement of medals needed for Finals is 156 + 20 spare = 176 per place
and there are 16 places. There are a total of 2816 medals to be planned
for at finals. The medals don’t change style or color from year to year
so those remaining can be used in later years.
- The number of trophies for
Finals does not change, however you can select different bases each year
if you wish.
1st, 2nd, 3rd
for A Division
1st, 2nd, 3rd
for B Division
1st, 2nd, 3rd
for C Division (9 total)
1st, 2nd, 3rd
for 8-U, 9-10, 11-12, 13-14, 15-18 for A Division
1st, 2nd, 3rd
for 8-U, 9-10, 11-12, 13-14, 15-18 for B Division
1st, 2nd, 3rd
for 8-U, 9-10, 11-12, 13-14, 15-18 for C Division (45 total)
- Order the trophies and the
medals allowing plenty of time before they are needed at Finals in the
event any problems come up. April is not too early to make the order and
tell the supplier the date when the medals and trophies will be needed.
In the past, trophies are available on relatively short notice but the
medals have a 6-8 week turnaround because they come from China. The
trophies and medals have been ordered from the following location for the
last few years.
John Movius
Crown Trophy
Littleton Blvd & Windermere
Littleton, CO, 80120
(303) 730-1711
- Unless there is a
significant impact to whoever orders & picks the ribbons up from the
vendor, charge the cost to your personal account. As soon as you have a
receipt, submit it to the RMSL Treasurer for reimbursement. This will
usually happen within a few days and this prevents the league waiting
months for an invoice from the vendor to close the league’s books.
- How to organize the
trophies and medals for distribution at Finals.
- Trophies:
- It is easiest to
organize the trophies on a separate table and group them by division
and/or age group, however makes sense. However they are organized will
help the president and board distributing them at the end of Finals.
- Medals:
- There are 16 plastic
shoe boxes with lids labeled 1st-16th, and you need to get the right
colored (place) medals in each box
- A couple of weeks (start
early!) before Finals, visit a liquor store and get some empty wine or
liquor boxes (they must be 4 x 3 =12 slots). You need to have one box
for each team – currently 15 teams. Put each team’s neighborhood and
name on the front of the box big and bold – like on a blank sheet of
paper - and then tape it to the box. To get the boxes, check with the
store first. Davidson’s at Park Meadows will let you get them if you
tell them what they are for but not during holiday weeks (4th
of July). It also helps if the dividers are solid the entire height of
the box as opposed to just ¾ of the height.
- Then label some 3x5
cards with each age group; 6 and under, 8 and under, 9-10, 11-12, 13-14
and 15-18. It makes it easier if the cards are somehow colored pink for
girls and blue for boys. Tape these 3x5 cards to the dividers in the
box so they are easily seen. Put the girls cards on one side and the
boys cards on the other side of the box.
- The morning of finals,
bring the 16 plastic containers with medals and line up 1-16th
somewhere in the scoring area.
- Line up the liquor boxes
somewhere else in the scoring area. It really isn’t necessary to
organize these in any specific order, but what does help is if you make
sure asn separate Homestead & Homestead Farm, Heritage Green &
Heritage Village, Knolls & Cherry Knolls, Hampden Heights and
Hunters Hill. This is simply to ease the confusion of similarly named
teams
- In order to keep people
out of the medals area where they are being distributed to boxes, make
some name tags or necklaces with badges that can be handed out to the
volunteers assigned and can then be turned over to the new volunteers as
they come on shift.
- As the Scoring table
prints out labels you place them on the right place medal and try to get
them in the correct box & slot for the right Team, right age and
right sex.
- The labels go on the
plastic bag containing the medal.
- After the IM events, get
make sure you get extra help (either from the league or your own team)
to go through each box and verify the medals in the box are for the
correct team. Don’t worry so about age or sex, just check team name.
- After ALL medals have
been deposited into the boxes, each team can take away their box for
their own finals party. Do not let them go until all events are done
and distributed in the event there is some type of problem.
- There are often issues
that come up after Finals such as the wrong medals got to the wrong team,
etc. Work with the team(s) that have issues and coordinate the wrong
medal return and give them the correct medals once they give you a list.
Sometimes two teams get each other’s medals and you can have them talk to
each other.
Responsible for coordinating
the purchase of swim meet ribbons by each team in the league.
- Email (and hard-copy
distribute no later than the November meeting) an order form for ribbons
to allow plenty of time before the February 1st deadline.
- Place the ribbon order on
March 1st and distribute ribbons at either the April or May meeting. (The
ribbons don’t change from year to year so the remainder can be reused)
- Teams are responsible for
the entire cost of their ribbon order. We create a master receipt showing
who ordered what and the league treasurer collects the money. In 2005 the
ribbons were 16.5 cents apiece when ordered in bulk through the league.
If a second order needs to go in for a single team, the cost is
significantly increased.
- Each team is responsible
for their own ribbons for their own swimmers. For example, the home team
does not have to provide ribbons to the visiting swimmers for dual meets.
- Guidelines for ordering a
year's worth of ribbons:
- A dual swim meet has 22
relays and 68 individual events.
Each relay gets four ribbons, and each individual gets one giving a total
of 156 ribbons per place per event (88 relay plus 68 individual).
- If you award ribbons for
1st, 2nd and 3rd place, there are 468 (3x156)
ribbons required per meet.
- Because most teams (on
average) will win half the ribbons in a meet,
divide 468 ribbons by 2 and you get 234 ribbons per team.
- If you have five meets you
would need 1,170 ribbons to distribute among
1st, 2nd and 3rd places.
- If the team gives ribbons
for more than the first 3 places, please adjust accordingly.
- The ribbons have been
ordered from the following location for the last few years.
John Movius
Crown Trophy
Littleton Blvd & Windermere
Littleton, CO, 80120
(303) 730-1711
- Unless there is a
significant impact to whoever orders & picks the ribbons up from the
vendor, charge the cost to your personal account. As soon as you have a
receipt, submit it to the RMSL Treasurer for reimbursement. This will
usually happen within a few days and this prevents the league waiting
months for an invoice from the vendor to close the league’s books.
- Remind teams to keep track
of their inventory to avoid "overbuying" each year. Also, make
sure the team double checks their order with the ribbon committee to make
sure they have not inadvertently doubled their order because they will be
responsible for the total cost of their order.
- Distribute the ribbons to
each team with a copy of their order form at the April or May RMSL
meeting.
- See the EXAMPLE order form
on following page
RMSL Ribbon Order Form
Please complete your order by Feb 1, YEAR
You can e-mail your
order to me [committee chair
name] or send it to:
Name
Address
Guidelines for
ordering:
A dual swim meet has
22 relays and 68 individual events.
Each relay gets four
ribbons, and each individual gets one.
A dual meet requires
156 ribbons per place per event (88 relay plus 68 indiv.).
If you award ribbons
for 1st, 2nd and 3rd place, there are 468
(3x156) ribbons required per meet.
Because most teams
(on average) will win half the ribbons in a meet,
divide 468 ribbons by 2 and you get 234 ribbons per team.
If you have five
meets you would need 1,170 ribbons to distribute among 1st, 2nd
and 3rd places.
Ribbons are xx
cents per piece with this form by Feb 1, 200X.
Team
Name & Contact _______________________________________
Contact
phone & address______________________________________
# of 1st place ribbons
needed_______________________
# of 2nd place ribbons
needed______________________
# of 3rd place ribbons
needed_______________________
# of 4th place ribbons
needed_______________________
# of 5th place ribbons
needed_______________________
# of 6th place ribbons
needed_______________________
# of Super Swimmer ribbons
needed_________________
Special orders
____________________________________________________
________________________________________________________________
________________________________________________________________
Total Number of Ribbons Ordered ___________________
Total Due for Ribbons (# ribbons
X 15.5 cents) $________ payable to RMSL
CLINICS
Responsible for coordinating
the clinics for the meet officials. There is typically one session for the
Starter and Referees, and usually two clinics for the Stroke Judges – one for
beginning Stroke Judges and one for a refresher.
- Contact someone to train
and run the clinics. For as long as anyone can remember, Dan Dixon of
Homestead has been the trainer. Contact them in the February timeframe in
order to arrange dates and locations.
- Once you have dates picked
out with the trainer, coordinate a location to hold the clinics. The
Cherry Knolls pool & clubhouse has been used in the past.
- It is a good idea to get
dates & times identified and passed on to the league in order for the
teams to provide this information at their team’s registration, usually in
March or April.
- The clinics are usually held the week that practices start even if
school is still in session. That way a pool is available for demonstration
(really only needed for the new Stroke Judge clinic).
- When scheduling the
clinics, bear in mind that they typically happen in the month of May when
there are a lot of other things going on (graduations, finals, etc.) and
there will be some pushback on the dates. These clinics are REQUIRED for
the meet officials and with enough advance notice, people can work around
the schedule to attend.
- Once the dates are set, an
informational letter is written and distributed to the parent reps at the
March RMSL meeting. The letter can then be used by the teams to
distribute to their potential Stroke Judges and Starter/Refs at their
registration sessions.
- Copies of the league rules
for strokes and official responsibilities are made and distributed at the
appropriate session. Also, there is usually a stroke judge quiz handed
out at the stroke judge clinic. The fees for copying are reimbursed by
the league. Have enough copies for all who attend. You can get an idea
from each parent rep on the numbers they think will attend.
- Keep attendance at the
clinics by having the participants sign in with the team they are from
along with their name. Provide the attendance list to the RMSL Board
President following the clinics.
- In the past, the league
has reimbursed a $100 gift card to Dan Dixon as a thankyou for running the
clinics. Also, the league has provided a gift card for a single teenage
swimmer who demonstrates the strokes in-water at the beginner stroke judge
clinic. This gift card has been $10.
Responsible for coordinating the clinics to train or
refresh the use of Meet Manager and Team Manager software for parent reps,
coaches and anyone else who might be using the software for each team.
- Contact someone to run the
clinics. In the recent past, Tom Byorick from Aces Swim Club has done the
training for the league.
- Coordinate dates with
whoever you get to run the clinics and then arrange a location. In the
past, the Knolls clubhouse has been used, but anyplace with enough room
and table space is OK.
- It is a good idea to get
dates & times identified and passed on to the league in order for the
teams to provide this information at their team’s registration, usually in
March or April.
- Although you should run a
session for both Meet Manager and Team Manager, you often need to hold
another session for Team Manager only to get the coaches involved.
Usually, the coaches are the ones using TM and many of them are away at
college if the first session is held early in April/May. The TM only
session needs to be held prior to the first meet, but as late as possible.
- In the past, the league
has reimbursed a $50 gift card for whoever provides the MM/TM training,
and this is reimbursed by the league.
Responsible for coordinating
the clinic for the coaches. There is one session for the coaches and it needs
to be held late enough in May to get as many coaches back from college as
possible.
- Contact someone to run the
clinic. Dan Dixon from Homestead has done the clinic in the past with the
assistance from the ACES Swim Club.
- The Englewood HS pool has
been used in the past because it has enough room for all the coaches and
they can set aside enough time.
- The clinic has usually
been run on a Sunday morning because it has the fewest conflict with the
coaches’ schedules.
Responsible for coordinating
all scoring activities for the Prelims & Finals meets at the end of the
RMSL season.
- Work closely with the RMSL
Board to determine complete schedule and time entries are due, seeding
sheets and meet programs will be available, etc.
- See separate “RMSL
Championship Scoring Guide.doc” for exact mechanics of putting the meet
together from a software standpoint.
- Coordinate with the RMSL
Board how backup copies will be maintained throughout the PrelimFinals
week. This includes how the completed results from each day will get to
the meet for the following day.
- Coordinate that there is a
computer that can be used at each Prelim and Finals that has the correct
version of Meet Manager installed. In some cases, a host team will be
happy to provide the computer, in other cases, someone provides a computer
that travels from meet to meet.
- Coordinate that there is a
printer and supplies available at each meet. A laser printer is
preferable and if the printer is used all week, the League will reimburse
the owner for a toner cartridge.
Responsibilities
for League Technologist position. The four main roles can be done by one
person or shared by multiple people.
Records Management & Pre
Season
- Manage league data
archives (mdb files for past championships, dual meets, etc)
- Maintain RMSL Computer
Handbook; update annually or more frequently as needed
- Create step-by-step
instructions and best practice documentation for all league technology
usage (other than what is in the Computer Handbook)
- Maintain all league
records
- Facilitate discussion
among league interested parties about better use of technology
- Advise board / league on
technical implications of league decisions / by-laws (age-up, finals
scoring & awards, etc)
Operations - Regular Season
- Determine software
requirements for all league scoring (MM & TM current versions, etc)
- Run or oversee Meet
Manager & Team Manager training sessions
- Oversee all scoring
processes throughout league, including reminders as needed to ensure
compliance with deadlines for submitting entries and posting results
- Assist in trouble-shooting
and Q&A for all Meet Manager / Team Manager issues encountered during
the season
- Serve as liaison with
software vendor for best practices, bugs and improvements
- Advise board / league on
technical implications of league decisions / by-laws (age-up, finals
scoring & awards, etc)
Operations - Prelims & Finals
- Prepare guidelines and
template for submitting entries, seeding and scoring Prelims & Finals
- Set schedule for all
scoring volunteers, including backups
- Provide detailed
instructions to scorers
- Oversee scoring at Prelims
& Finals
- Provide logistic support
(transport of equipment and MM database) during Prelims week and to Finals
Web Master
- Oversee league web site
(and email service? listserv?)
- Advise board / league on
technical implications of league decisions / by-laws (age-up, finals
scoring & awards, etc)
League Secretary
- Keep current copies and
versioned archives (where appropriate) of all league documents (Parent
rep lists, MM contacts, coaches, bylaws, tech rules, schedules, training
documentation)