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Jobs Clarifications

June 21st

We had some questions about the volunteer points needed for the season and how many points each job is worth. I hope this email helps clear that up and puts you in a good position to finish the season strong and with your points completed. 

Your remaining volunteer opportunities are the Nelson Farm home meet next weekend and timing at City Meet (more details to come). Job Signup is open in SwimTopia for the June 27 meet against SCCA. Get on in there and grab a job! As a reminder, each family is expected to complete a total of 5 volunteer points. If you fulfill this commitment, the $350 volunteer fee will be refunded in full at the end of the season. Families who do not complete their required volunteer commitment forfeit the refund.

It truly does take a congregation (a group of gators) to host these meets. Thank you so much for helping make this a great season. Go Gators! Here is a breakdown of the job types for home meets:
Burrito Pickup - 2.5 points
  • 1 spot each meet
    • Pick up at Consuelo’s at 7am sharp and pay - be sure to give the physical receipt for reimbursement to Casey or Wade. As a federally recognized non-profit, all financial transactions must be reconciled with supporting documentation. 

Clerk of Course - 2.5 points

  • 7 spots each meet
  • Assist with organizing and preparing swimmers in the heating area prior to their events.
Concessions - 2.5 points
  • 4 spots each meet
  • Set up, operate, and maintain concessions during meets, including teardown.

Heat Winner Ticket - 2.5 points

  • 2 spots each meet
  • Be present at the end of each heat to distribute heat winner tickets to the winning swimmer(s) (or relay team) and manage prize redemption. One volunteer distributes tickets while another manages the prize table; roles may switch mid-meet.
Runner - 2.5 points
1 spot each meet - collect timing sheets from timers and give to computer table. Be available to help deliver water to timers and heating-area volunteers if needed.

Set-up Crew - 2.5 points

  • 12 spots each meet

Tear Down Crew - 2.5 points

  • 12 spots each meet
  • Assist with teardown after home meets, including breaking down tables, chairs, tents, and other equipment. Ensure all items are returned neatly to the team shed. Reports to Meet Coordinator
TImer - 2.5 points
  • 13 spots each meet (approx 4 spots for CIty Meet)
  • Serve as a lane timer (two per lane), operating the timing system after brief training. May also assist as a runner if needed and available.
The following roles are season long lead positions. Currently all positions are filled for 2026. If you are considering one of these roles for 2027, typically they are being filled pre-season or at the season kick-off meeting. Announcer/Starter - 2.5 points
  • 1 spot each meet
    • flow and operations.

Clerk or Course Lead - 5 points

  • 1 spot each season
  • Season-Long Role: Seasoned Volunteers, Organize swimmers in the heating area prior to their events. Serve as the primary liaison for heating area volunteers, providing guidance, answering questions, and assisting with training.

Computer Operations - 5 points

  • 2 spots each season
  • Season-Long Role: Operate SwimTopia Maestro during home meets to support meet operations. Receive training on the computer system and meet logistics. Best suited for seasoned volunteers who can commit for the full season and return in future seasons.

Concession Lead - 5 points

  • 1 spot each season
  • Serve as the primary contact for concessions, including purchasing, setup, and overseeing transactions during meets. Create signage for available items and pricing in coordination with the Treasurer. Manage a set budget and submit verifiable receipts for reimbursement by the swim team.

Friday Donut Hero - 3 points

  • 2-3 spots per season
  • Season-Long Role (Shareable): Coordinate weekly donut pickup and delivery for Friday practices. Pick up donuts (typically Thursday evening) and deliver to Nelson Farm Pool by 7:30 AM on Friday mornings. This role works best as a season-long commitment but may be shared among 2–3 volunteers.

Meet Coordinator - 5 points

  • 3 spots per season
  • Season-Long Role: Serve as the lead volunteer for meet operations, coordinating volunteers to their respective leads and providing guidance throughout each meet. Act as the primary contact for setup and teardown, directing pool layout and logistics. Maintain organization of the team shed, ensuring all equipment is stored in designated spaces, and step into roles as needed. Best suited for an experienced volunteer familiar with how meets at Nelson Farm are run.

Ribbon Coordinator - 5 points

  • 1 spot per season
  • Collect winner name labels and team-provided ribbons at the end of each home meet. Match and affix labels to the appropriate ribbons, then deliver them to visiting team pools for distribution. Maintain inventory of ribbon stock and return all remaining ribbons to the team after the final home meet.
Timer Leads- 5 points
  • 1 spot per season
  • Coordinate and train timers on the timing system, ensuring accurate meet operations. Requires prior experience as a timer and familiarity with the Dolphin system.

Thank You, 

Shannon Woodley, Heather Hoppin, & Alexa Woodmansee

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