Vice President

The Vice President acts under the direction of the President, including in the President’s absence. Specific duties include:

• Attending board meetings.
• Overseeing fundraising activities, including Piranhathon.
• Liaison to other committee chairpersons, including snack bar, clothing and ribbon writing.
• Making oneself available to coaches, swimmers, and parents to help with problems and/or concerns.
• Contacting the sports photographer for a date to take individual and group team pictures. Once the date is set, the information must be noted in the Piranha Press. On the actual date, be present to assist the photographer. Once the pictures are available for distribution, distribute to the team in a timely manner. If follow-up pictures need to be taken, another date with the photographer at the pool will need to be arranged.
• Performing other duties as required.

Chief Financial Officer/Treasurer

This position performs the following functions:

• Attends board meetings.
• Keeps and maintains all accounting books, records, and transactions of the Elk Grove Piranhas.
• Provides financial statements to the Directors at each Board Meeting and makes financial statements and records available for inspection by any board member at all reasonable times.
• Deposits all money in the name of the team to the proper banking institution and disburses funds as may be designated by the Board.
•Regular duties include:

1. Collecting all registration monies from registrar and keeping a detailed accounting of these deposits.
2. Collecting all monies from fundraising and keeping a detailed accounting of these deposits. Monies shall be collected from each home meet from the snack bar coordinator and clothing coordinator for deposit the following week.
3. Collecting all monies from Piranhathon and raffle coordinators and depositing.
4. Disbursing all regular team expenses from team accounts such as meet costs, insurance, supplies, clothing purchases, league fees, payroll taxes, incorporation fees, pool agreement fees, etc.
5. Coordinating the purchasing and payment of all related insurance required for the team.
6. Coordinating league fee payments as per league requirements.
7. Completing payroll packages at the beginning of each season for each coach on staff. Preparing bi-monthly payroll disbursement for coaching staff, including monthly, quarterly, and annual tax payments and reporting as required by IRS and EDD. Preparing W-2’s and W-3’s.
8. If voted by the Board, depositing and disbursing Parent Volunteer fees at registration and at end of season.
9. Assisting with other swim team Board duties as required or necessary such as season startup, coordination of financial needs at swim meets, and presentation of twice-annual financial statements to the team at general meetings.
10. Preparing annual budget and year-end recap for Board review.
11. Preparing annual tax returns or having them prepared by team member qualified to prepare corporate tax returns.

• Performs other duties as required.

PIRANHA PAYROLL RELATED TASKS

Administration Secretary

The Secretary shall attend all Board meetings and transcribe the notes of the meetings to be dispersed to all Board members via email. The Secretary will also bring multiple copies to the Board meetings for approval. In addition, the Secretary shall:

• Keep a book of minutes and attachments of all meetings and actions of the Board.
• Keep a copy of the Articles of Incorporation and Bylaws, as amended to date.
• Notify the Board members of upcoming Board meetings by notice of phone, or email.
• Be a team player and act as a liaison between the Board and the parents throughout the year.
• Perform other duties as required.

League Representative

The League Representative position is also part of the NorCal Swim League Board of Directors. Every team in the League has a League Representative, and currently there are over 20 teams in the League comprising 4 conferences. Elk Grove is in the Gold Rush Conference with four other teams. The League Representative position duties include:

•Voting rights on League and Conference matters, and during the meetings a variety of subjects are discussed including the League Bylaws, swimmer eligibility, bringing new teams into the League, etc. It is strongly recommended to have a back-up League Representative in case the primary League Rep cannot make League or Team Board meetings.
• Acting as the liaison between the team and the League. The League Representative should send copies of the League Board meeting minutes to the Piranha Board and report League happenings at each Piranha Board Meeting. The Piranha Board meets once a month during the swim season and several other months of the year. Piranha Board meetings are usually from 6:30 p.m. to 8:30-9:00 p.m.
• Attending swim meets as much as possible. The League Representative is not required to be at every swim meet although it is preferred should any issues arise. Make sure the other team League Representative is aware of it as well as the back-up League Representative and the Piranha Board.
• Attending League meetings the 4th Wed of each month at Arden Park Recreation & Park (also known as La Sierra Park) at 1000 La Sierra Drive (Watt Avenue north, just past Fair Oaks Blvd, right on El Encino Way, left on La Sierra Drive). League meetings start at 7 p.m. and last one to two hours depending on where we are in the season. There are some months with no meetings (e.g., December).
• Performing other duties as required.

Registrar

The Registrar is responsible for swimmer sign-ups and making sure each swimmer is properly registered. The busiest time for the Registrar is usually before the season begins, from February through April. The Registrar can expect to receive many calls or emails from prospective team members asking about the team. The position involves:

• Preparing the registration packet, along with other board members input, and mailing it out to last year's swimmers and to prospective new swimmers. The team already has electronic files for the registration packet so most of that work is done. It just needs to be modified to include new fee information and dates. The team also has an electronic database of names and addresses.
• Attending the designated "Registration Night" for team sign-ups. Many returning swimmers send in their packets by mail.
• Maintaining a binder with copies of all swimmer's registration materials and birth certificates. Returning swimmers already have their certificates on file.
• Working closely with the computer person, because the computer person needs birthdates and correct spelling of names.
• Answering questions related to the team. For questions that the Registrar is unable to answer, they can be referred to other board members and then the Registrar can contact the respective person with the appropriate answer.
• Performing other duties as required.

Community Representative

The Community Representative is the team public relations person. This position includes:

• Attending and participating in the monthly board meetings.
• Providing articles to the Elk Grove Citizen newspaper summarizing meet scores, high point scorers, and winning relay teams and providing one photograph per article.
• Writing and distributing the Piranha Press once the first month then weekly or bi-weekly thereafter throughout the swim season (approx. 10 editions during the season).
• Keeping the Piranha web page current as it relates to information about the team.
• Performing other duties as required.