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Executive Board Members and their responsibilities: These positions are elected by the team members during the annual awards banquet in July of each season. These 7 board members are the voting membership of the board. The president is a non-voting member, but is the tie breaker in the event of a tied vote. The current board will create a ballot each summer for families to vote. These positions are a 2 year committment.
- President: Uphold and enforce the bylaws of SAM. Coordinate the entire swim program. Plan and conduct meetings of the Board of Directors on a regular basis and follow up to make sure duties are being completed. Maintain and pass on any knowledge or information pertaining to all swimming activities to the appropriate administrative personnel and coaches. The president will be the Board of Directors’ liaison with the City Representative. (Elected in Even Years)
- Vice President: In the event of the president’s absence or disability, the VP shall preside and carry on the duties of the president. The VP shall be the liaison to the committees and other organizations as directed by the President. The VP is responsible for coordinating all team spirit wear purchases. (Elected in Odd Years)
- Treasurer: have charge and custody of and be responsible for all the funds and securities of the association, pay all authorized bills, keep an accurate itemized account of all receipts and expenditures, make a full report at meetings, and file such tax returns as may be required and shall carry on other duties as delegated. (Elected in odd Years)
- Secretary: Keep accurate minutes of all meetings, maintain a roster of the board members, and carry on other duties as delegated. (Elected in even years)
- League Representative: shall represent SAM to the local swim league and communicate concerns and decisions of the league to the Board of Directors. The league representative must be a certified Swim Official. (elected in odd years)
- Member at Large: may function as, or appoint a coordinator to oversee and coordinate various operations of SAM such as swim meets. The Member at Large and/or Coordinator will work closely with the League Representative to fulfill the rules of the league regarding swim meets. (elected in even years)
- Concessions Director: Will supply (using SAM funds) food and drink for home swim meets including Championships when held at Miamisburg as well as run the concession stand (with volunteers) during meets. Will keep a detailed account of purchases and sales. (elected in odd years)
- Past President: Provide knowledge and advice to president and Board Members. The past president will serve for 2 years in this role. At the end of their term, they can seek re-election for a new position or end their time on the Board of Director
Committee Chairs: These are non-voting members of the Swim Association Board. These positions are appointed by the Execuvtive board. Their duties shall be as follows:
- Volunteer Coordinator: This person staffs and organizes volunteers during home and away meets. They also keep track of volunteer sessions worked and report to the treasurer the work fees to be charged to each family at the end of the season. They will also work with the board in the off-season to determine the number of work shifts needed as well as keeping the job descriptions up to date.
- Fundraising Chair: Organize and facilitate fundraising opportunities for the swim team throughout the year.
- Marketing and Social Media Chair: Will work with newspapers, television and schools to publish news or registration information. Responsible for posting on the Team’s social media platform each month, and keeping the pages up to date.
- Website Administrator & Head Score Keeper: Maintain and updates SAM’s website. Maintain a current roster, including medical needs and emergency contact information of active swimmers and provide to coaches and board members as needed. The head score keeper is the main score keeper at home and away meets. They are responsible for training their replacements in the event they cannot attend a meet.
- Awards Chair: Purchase (using SAM funds) ribbons for meets and end of year trophies. Organize and provide to ribbons to meets and aid award volunteers at meets.
- Clerk of Course Chair: Train Clerk of Course volunteers and ensure that clerk of course is running smoothly at home meets.
