HOW CAN YOU HELP?

KKW Swim Club is a parent-run swim club that relies on volunteerism to ensure success, as well as fulfill critical needs for day-to-day operations. Swimming is a year-round sport with activities for swimmers and families that require everyone's support.  We know that everyone is busy with work, school, and extracurricular activities; joining in and helping out makes the KKW experience more fun for everyone and leads to a better, more successful team!

Volunteering for the swim team is the best way to learn about this great sport and to connect with your swimmer.  Helping the team also shows your athlete that you care about his/her activity.  The more you know, the more you understand what a terrific activity this is for your swimmer and teammates.

Each season, KKW families are required to complete 30.5 hours of volunteer time.  We have lots of opportunities that need your expertise or time.  Just sign up under the year long jobs button on the events page of the website or under the jobs button for any other event for which volunteers are needed to get credit for your time.  If you're short at the end of the season, you will be billed $30.00/hr.  If you have an idea for making the organization better, please let us know.  Please refer to KKW's Handbook ("About Us" /Handbook) to learn more about our parent volunteer expectations and roles. If you are still unsure about how you can help or have any questions, please feel free to contact a board member.

How can you help your child's team?

Sign Up Here!

 

IT TAKES ALL OF US!

Being part of the Ketchikan Killer Whales Swim Club family is no different than any other family – everyone needs to pitch in to make things work. Volunteering your time is not only vital to the success of the club, it’s a great way to show your kids that you support their hard work in the pool.

All member families are expected to volunteer in at least one area in each category during the season. Jobs vary in time commitment, depending on meet locations, etc.

How do you plan to help out this year?

(Training will be provided)

 
  Coordinator Volunteers Needed Time Commitment
Administration & Support      

Board of Directors
The administrative functions of the club are overseen by a Board of Directors, which is made up of 7 elected volunteers.

Bergen Wieler, President; Alan McElroy, Vice President; Laura Kinnunen, Secretary; Angela Putrino, Treasurer; Crystal Greenwell, Membership; Petrina Calvin, Ways and Means; Tiffany Cook, Meet Director; Eryn Brooks, KGB Parks & Rec Advisor; Coach

 Filled 40+ hours annually
Head Coach Admin Support - Under President
Coach travel, USA Swim Submittals and Contract Tech Support

Vacant
 

 Yes  12 Hours Annually
A&P Receipt Collection - Under Ways & Means
Collect and turn in to A&P		 Vacant

Yes

 12 Hours Annually

Awards Coordinator - Under Meet Director
Local meet ribbons/medals/trophy's and end of season.

Vacant

Yes

4 Hours Annually
Swim-A-Thon - Under Ways and Means
Coordinates Aqua Laps fundraiser

Vacant

Yes

 10 Hours Annually
Corporate Sponsor Coordinator - Under Ways and Means
Club liaison to businesses, thank yous, recognition		 Vacant Yes 10 Hours Annually

Gaming Coordinator - Under Ways and Means
Raffle, 50/50, pull tabs

 Vacant Yes 6 Hours Annually
Bulletin Board Updates - Under Membership
Quarterly or on demand updates to pool lobby board		 Vacant Yes 8 Hours Annually
Awards Banquet
Coordinates the annual awards banquet		 Vacant Yes 4 Hours Annually
Team Events - Under VP
Family Fun Night, etc.

Vacant

Yes

 10 Hours Annually
Concession Manager - Under the President

Vacant

Yes

 6 Hours Annually
Photographer Coordinator - Under the President

Vacant

Yes

 3 Hours Annually
Bulletin Board
Maintain team bulletin board at pool

Vacant

Yes

 Year-round 
General Club Support
Odd jobs

Vacant

Yes

 Occasional
Meet Management      
Meet Director
Finalize meet invitation and sanction for all home meets and time trials. Oversee that all meet positions are filled and meets runs properly.

Vacant

 Yes Home & Away Meets
Clerk of Course
Checks swimmers in for events		 Vacant Yes Home Meets
Deck Officials
Ensures compliance with USA swimming		 Vacant Yes Home Meets
Timing Equipment
Meet equipment set up, clean up & operation		 Vacant Yes Home Meets
Head Timer & Lane Timers
Organize timers for all home meets.		 Vacant Yes Home Meets
Awards
Orders & distributes awards for meets		 Vacant Yes Home Meets
Hospitality
Organize donations and provide hospitality for meet officials and coaches.		 Vacant Yes Home Meets
Concessions
Sale of snacks at home swim meets		 Vacant Yes Home Meets
Meet Signups
Event & travel signup

Vacant

 Yes Home & Away Meets 
Travel Coordinator
Books travel for team		 Vacant Yes Away Meets
Housing Coordinator
Arranges housing for visiting swimmers		 Vacant Yes Home & Away Meets
Chaperone Coordinator
Coordinates chaperones for away meets		 Vacant Yes Away Meets
Committees
 
Administration & Support
Board of Directors
The administrative functions of the club are overseen by a Board of Directors, which is made up fo 7 elected volunteers.
Volunteer Coordinator
Ensure that all volunteer Committees have a coordinator.
Registration
In order for our insurance to be valid, all swimmers, coaches and meet workers must be registered with USA Swimming. The Registration Chair will ensure that all swimmers, officials, and coaches with AK Swimming and USA Swimming. Oversee that all coaches are current with certifications. Collect dues if necessary.
Swim Shop
Maintain a small swim shop that provides the basic needs for swimmers.   Keep inventory and place orders when necessary. Collect money and work with the treasurer to keep track of purchases and sales. Create the most fair price on products, KKW does not profit from swim shop sales. Oversee orders and sale of team suits.
Swim-A-Thon
The Swim-A-Thon committee is responsible for all aspects of facilitating the Swim-A-Thon fundraiser for the club.  This includes
WHAT? WHEN? HOW LONG?
Coordinator    
  Fill jobs and make sure tasks are getting done Mid January - Late May ~2 hours per week
  Order pledge forms Mid January ~ 1 hour
  Setup and Swimmer Check in on Laps Day Late April ~ 6 hours
  Weekly email updates/reminders Mid February - Early September ~ 1 hour per week
  Fielding questions, miscellaneous admin stuff Mid February - May ~ 1 - 2 hours per week
  Kickoff article for media Mid February ~ 1 -2 hours
  Thank you letter for media Late April - Early May ~ 1 - 2 hours
  Presentation at annual awards banquet Late May ~ 1 hour
Fundraising Tables    
  two people needed - one fo    
  Calendar & schedule fundraising tables Early - mid January ~ 4 hours
  Sign up sheets for fundraising tables Mid February ~ 2 hours
  Fundraising table calls, setup & takedown Mid February - Late April ~ 3 - 4 hours per week***
Corporate Sponsor Tracker    
  Track corporate sponsor letter requests Mid January - late April ~ 1 - 2 hours per week
Packet Compilation/Distribution    
  Compile packets - changes to handouts, copying, getting pens, grouping pledge forms, labels for bags Mid - late January ~ 8 - 10 hours
  Packet distribution Late January - mid February* ~ 1 - 2 hours
Pledge Level Prize Coordinator    
Pledge level prize selection & board preparation Late January - mid February** ~ 6 - 8 hours
  Pledge level prize ordering & distribution Early May ~ 6 - 8 hours
Weekly Prize Coordinator    
  Weekly prize solicitation, collection & thank yous Late January - mid February ~ 8 hours
  Weekly prize awards Mid February - Late April ~ 1 hour per week
Pledge Collector **at least 6 people needed - ideally to cover all practice times    
  Pledge collection Mid February - Late April ~ 10 hours per week
  Pledge collection & reconciliation on Laps Day Late April ~ 8 hours
Pledge Entry/Billing    
  Pledge entry & reconciliation Mid February - Late April ~ 4 - 6 hours per week
  Deposit preparation Mid February - Late September ~ .5 - 3 hours per week
  Pledge entry & reconciliation for Laps Day Late April ~ 10 - 12 hours
  Billing #1 - printing, stuffing, mailing Late April - Early May ~ 4 - 6 hours
  Processing payments Early May - Late September ~ 1 - 2 hours per week
  Billing #2 - printing, stuffing, mailing Early June ~ 3 - 4 hours
  Billing #3 - printing, stuffing, mailing Early July ~ 2 - 3 hours
 
Pull Tabs
Act as the contact for the gaming department. Oversee that all forms, applications, and moneys are spend in legal ways.
Fund Raising
The fundraising committee is tasked with raising additional funds for wish list items, such as, equipment, travel costs, and scholarships. The committee meets approximately once a month, but more often when planning an event. The committee wishes to limit the need for kids to go door-to-door. The coach has expressed a desire to use any fundraising activities to generate team building. Committee sees three areas of fundraising, 1) large events, 2) selling products or services 3) awards/grants/donations. 
Raising money requires spending money. The committee has been authorized a budget item of $500 with the expectation that they will raise approximately $3000 each year.
The committee has approval to go ahead with in-kind negotiations in the name of KKW for future fundraising projects. Examples: venues, prizes, cooperative agreements If in-kind donations are equivalent to $500 or more than sponsor would be recognized the same as all other corporate sponsors.
The committee will work with the current the KKW Board member, in charge of Corporate Sponsors, to coordinate contact with business for grant request, in-kind donations and corporate sponsorship. A representative of the committee will attend the KKW Board meetings to give a report of committee activities.
Awards Banquet
Coordinates the annual awards banquet
Team Events
Organize and oversee all team events w/head coach, including but not limited to the Annual Banquet, Family Fun Night, Christmas Party, Pumpkin Carving, etc. Solicit volunteers or donations if needed. Make flyers to advertise the event.
Website
Maintain and up to date, active website.
Splash Newsletter
Publish a newsletter in May, September, December. The newsletter should contain Squad reports and team information, general Club information, upcoming events, and meet/record results. Must gather reports, articles and pictures from coaches, KKW board, other committees and club families. Make sure to the Board members, Committee Chairman and Corporate Sponsor lists are included and accurate. 

The newsletter is created using Microsoft Publisher and a copy of the file is created to a PDF File to be given to the webmaster and posted on the KKW Website. Xerox copies of the newsletter are placed in each swimmer’s folder. You may also bring copies to the banquet or party that is close to publishing date. Additionally, stamp and mail the newsletters to all corporate sponsors. 
 
Bulletin Board
Maintain team bulletin board at pool
Meet Management
Meet Director
Finalize meet invitation and sanction for all home meets and time trials. Oversee that all meet positions are filled and meets runs properly.
 
Clerk of Course
Checks swimmers in for events
Head official will ensure that all positions are filled for all time trials and home swim meets. Will also set up at least one clinic each year to train new officials. 
 
Timing Equipment
Set up and clean up meet equipment, including lane lines, timing pads, scoring console, etc. Check equipment to make sure it is working order. Recommend to board when new equipment is needed.
 
Head Timer & Lane Timers  Head timer will post timer sign ups and/or get timers at meets and time trials if necessary. Act as or find a head timer for all meets, and run a timers meeting before each meet session to make sure all timers know their responsibilities.
 
 
Orders & distributes awards for meets
Organize donations and provide hospitality for meet officials and coaches.
 
Concessions
Run concessions with help, also keep track of what sells to prepare for future meets.
 
Meet Signups
Create lists of who is on the team, get mileage numbers, be sure permission slips are on file, know whether membership fee is paid or just trial membership is paid. Send out flyer on cost and trip information and be at signups. Work with the chaperone housing coordinator on the list of who is going and what housing request they have, and if there are any special travel needs. Work on who the chaperones will be and be sure they are on your list for travel. Work with Coach on what coaches are going and that all swimmers signed up have an event card.
Send completed travel spreadsheets to treasurer so she can reconcile travel trips. At present I have 4 full years of travel sign ups sheets
Rent vans or cars in all towns in Alaska but SE
Rent hotels in all towns in Alaska, ask for the Manager or Sales rep and get group discounts, pay for the hotels for coaches and chaperones with Visa and hold other rooms for swim families under KKW and let swim families know what number they should call to reserve a room.
Travel Coordinator
Contact Andrew Ogilvie The sales rep for Alaska Airlines in Anchorage 907-266-7200 to set up a fare agreement every August.
Set up reservations with Group Desk 1-800-445-4435
Give them your dates and amount of seats you want and give them your fare agreement number. Depending on your fare agreement the current one…. I email them the list of names two weeks before travel with our Visa number and mileage numbers, and release any extra seats you have. I am in contact with the group desk for better fares and checking on line for sales through out the year.
Contact at the ferry is Brent 465-2081 for trip back for Petersburg and to and from Haines.
Be sure there is space on the Visa talk to Mary.
Be sure to use the $100 companion pass each year.
Housing Coordinator
1.       Organize housing requests and transportation needs to host team housing coordinator (including to and from airport/ferry terminal)
2.       For home meets, contact parents to arrange housing and transportation for visiting swimmers. Work with chaperones and coaches to connect kids with their housing parents at the pool.
 
Chaperone Coordinator
1.       Post chaperone sign up sheet at pool one week before sign ups
2.       Notifies selected chaperones
3.       Creates chaperone binder
4.       Chaperone meeting 4-5 days prior to leaving for meet.
5.       Deliver meet fees and ferry/air tickets to head chaperone