NOTE:  If all of your children are still on the waitlist for Swim Team, this email is for informational purposes only.  If you have questions about your status, please contact Stephanie Reh ([email protected]) or Alyson Schoedel ([email protected]).

Despite all this chilly, rainy weather, swim season will be here before we know it!!  So, it is time to sign up for volunteer shifts at the swim meets.  This email will contain everything you need to know about volunteer requirements and sign ups.  All families need to read the entire email, because there have been some changes to the volunteer system.

Volunteer Requirements

Parents are required to work swim and dive meets.  Parents of one swimmer must work at two swim meets during the season.  Parents of two or more swimmers must work at three swim meets during the season.  If a swimmer is also on Dive Team, the family is responsible for working one (if one swimmer) or two (if multiple swimmers) swim meets and one dive meet during the season.  Families may choose to "buyout" of their swim team work requirements.  Buy out cost is $50/shift.  If you have a teenage swimmer who is helping coach the Puffin Program, you do NOT need to volunteer.  Also, if you ONLY have a Puffin, you are not required to volunteer.

Volunteer sign ups for the Dive Team are handled separately.  That information will be provided at a later date.  

How to Sign Up to Volunteer at Swim Meets

Beginning on May 8 at 8 a.m., you can go to the Swim Team web site (www.macwest.swim-team.us).  You will use the email which you used to register to sign in (your password is “welcome”—unless you changed it).  Once you are signed into the website, click on “Calendar” at the top/center of the page.  The swim calendar will have a “V” button on the dates of each swim meet.  Click on the “V” button for the meet(s) you which to volunteer.  A list of available volunteer positions for that meet will appear and you may sign up for your preferred job.  You must scroll to the bottom of the page and hit the "Save" button to save your sign up.

How to Buy Out of Swim Team Volunteer Requirements

You may buy out of one, two or all of your required shifts.  For example, you may want to work two meets, but buy out of one.  Or you many want to buy out of all of your volunteer requirements.  In order to buy out, you must notify Stephanie Reh via email ([email protected]) or Alyson Schoedel ([email protected]) no later than Thursday, June 15.  Any requests to buy out after this time, will not be honored.  In addition, you must pay your buy out payment no later than Friday, June 16.  Money must be paid in cash.  You need to put the money in a sealed envelope.  On the outside of the envelope please include your last name and the amount of money enclosed.  You may give your money to Stephanie Reh or Alyson Schoedel or leave it at the front desk at MAC West pro shop.  If your whole payment is not received by June 5, you will no longer be able to buy out.

We understand that the new buy out policy may require a bit of advance planning from you.  The parent representatives spent a considerable amount of time last year dealing with volunteer issues.  We are volunteers and would like to try and lighten our load a bit.  So please be understanding of this new policy.  

Failure to Complete Volunteer Shifts

If you are unable to work your assigned job, you MUST find a replacement parent to fulfill your shift.  If you are unable to find a replacement, please contact a parent rep.  If you give at least 48 hours notice before the meet (generally BEFORE 5:00 pm on SATURDAY), we will place you in another meet to work, with no penalty. 

The swim team site will close for all volunteer shifts the SATURDAY BEFORE THE MEET AT 5:00 PM.  No changes will be able to be made to volunteer shifts after this time.  If you need to change a shift, you must contact one of the parent representatives as soon as possible. 

If you give less than 48 hours notice or do not show for your shift, you will be fined $75 for the first offense, $100 for the second offense, and $150 for the third offense.  If a parent has any outstanding balance due to swim meet work requirements, your child will be unable to participate in swim meets until the balance is paid in full.  

One of the main reasons our team runs so smoothly and is so successful is because we have awesome parents!!  It is a well-oiled machine, but it only runs well if everyone participates and is dedicated.

Volunteer Shift Rules

Swim meet workers must show up to check in 20 minutes prior to the start of the meet.  You have to stay until the end of the meet, even if your child is finished swimming earlier.  Parents volunteers can't just leave.  Each job has an important role and leaving before the meet is over can cause a multitude of problems.  

The consumption of alcoholic beverages before or during a meet in which you are working is strictly prohibited.  League rules state that this will result in a team forfeiture of the meet. 

If you work your shift but violate one of the above rules, it will be as if you did not show up for your shift and you will be fined accordingly.  

Teenage Volunteers

We are looking for people 16 years old or older to work the Swim Meets for the families who choose to buy out of their volunteer requirements.  If you know anyone (think older siblings, relatives, neighbors and babysitters) who would be interested in working some Monday night swim meet, please send their name and cell phone number to Stephanie or Alyson.  They will be paid $50 for each Meet they work--not a bad gif for a high school or college student!  

Again, thank you for all your hard work and dedication to make this a fun summer for our children and to keep the volunteer parent representatives' summer a bit easier.  We are really looking forward to a fun summer with you and all of your children!!

Stephanie Reh and Alyson Schoedel