The volunteer levy is billed in up to two instalments, based on progress at two checkpoints during the season:

●   If 50% of a family's required points have not been accumulated by January 31, half of the levy is billed on February 15.

●   On June 30, if less than 50% of the required points have been accumulated for the entire season, the remaining half of the levy is billed on July 15.

●   If more than 50% but less than 100% of the points have been accumulated by June 30, half of the levy is billed on July 15 — unless half was already billed on February 15, in which case nothing further is billed.

●   If 100% of the points are accumulated by June 30, no levy is billed on July 15, and any levy already billed for the first half of the season is refunded.

President (Full Credits)

●     is the Chief Executive Officer and presides at all Board and General Meetings;

●     works closely with the Head Coach and the Board to identify and implement the goals, directions, and policies of the Club;

●     acts always in the best interests of the Club and its membership as identified by the Board in consultation with the Head Coach;

●     is the official spokesperson of the Club and the Club’s official representative;

●     performs all duties required for the position and as may be assigned by the Board;

●     is an ex-officio member of all Club committees;

●     must have served on the Board for at least one year prior to election to this position.

Vice-President (Full Credits)

●     assists the President and performs all duties of the President when the President is absent;

●     strikes and monitors all Club committees;

●     is responsible for keeping all Club insurance policies in good standing;

●     is responsible for ensuring the compliance of the Club with all municipal, provincial, and federal laws and regulations, as well as all reporting requirements in connection with the laws and regulations;

●     is expected to be willing and able to assume the position of President upon the retirement of the current President, or when the position becomes vacant for any other reason.

Treasurer (Full Credits)

●     Chena Board of Directors position;

●     makes all the financial arrangements for the Club as directed by the Board and oversees the integrity of the financial records as prepared by the bookkeeper;

●     is responsible for the preparation of the gaming grant application and for ensuring compliance with gaming grant conditions and requirements;

●     is responsible, in consultation with the Head Coach, for the preparation of the annual budget for the Club;

●     is responsible for following up with delinquent accounts owed to the Club;

●     works with the Fundraising Coordinator to ensure achievement of the fundraising requirements of the Club;

●     reports monthly to the Board or as requested on Club finances;

●     reports annually to the membership on Club finances at the Annual General Meeting.

Secretary (Full Credits)

●     is responsible for taking and producing the minutes of the Board and General Meetings, and distributing them to the Board Members within 14 days of the meeting;

●     assembles the agenda and distributes it to all Board Members prior to a Board Meeting;

●     is responsible for collecting all Board directed correspondence and keeping files as directed by the Board of Directors;

●     is responsible for distributing Board Communications to the members;

●     is responsible for filing the Annual Report with the Registrar of Companies within 14 days of the Annual General Meeting.

Member at Large (Full Credits)

●     is an elected Chena Board of Directors position with no fixed portfolio;

●     supports the President and Board on projects and initiatives as assigned;

●     attends and participates in Board and General Meetings;

●     the Club typically elects more than one Member at Large each season.

Teaching – must be qualified (3 Credits Per Clinic)

●     teaches or instructs at a Chena-run officials’ training clinic;

●     must hold current qualification for the level of clinic being taught.

Attending an Official’s Clinic (2 Credits Per Clinic)

●     attends a Swim BC or Chena officials’ clinic to gain or renew certification as a swim official.

Starter, Clerk of Course, Electronics (Non-Chena Hosted Meet) (10 Credits Per Session)

●     acts as Starter, Clerk of Course, and/or Timing/Electronics operator for the session, as assigned;

●     must be a certified official for the role performed, or working toward certification under supervision.

Chief Timekeeper (Non-Chena Hosted Meet) (8 Credits Per Session)

●     oversees and coordinates the team of timekeepers for the session;

●     ensures accurate backup timing and resolves timing discrepancies.

Stroke and Turn Judge (Non-Chena Hosted Meet) (7 Credits Per Session)

●     observes swimmers during races to ensure strokes, turns, and finishes meet competition rules;

●     reports any rule infractions to the Referee.

Timekeeper at Sanctioned Meet (Non-Chena Hosted Meet) (5 Credits Per Session)

●     times races using a stopwatch and/or touchpad backup as assigned by the Chief Timekeeper;

●     reports times accurately and promptly after each race.

Starter, Clerk of Course, Electronics (Chena Hosted Meet) (9 Credits Per Session)

●     acts as Starter, Clerk of Course, and/or Timing/Electronics operator for the session, as assigned;

●     must be a certified official for the role performed, or working toward certification under supervision.

Chief Timekeeper (Chena Hosted Meet) (7 Credits Per Session)

●     oversees and coordinates the team of timekeepers for the session;

●     ensures accurate backup timing and resolves timing discrepancies.

Stroke and Turn Judge (Chena Hosted Meet) (6 Credits Per Session)

●     observes swimmers during races to ensure strokes, turns, and finishes meet competition rules;

●     reports any rule infractions to the Referee.

Timekeeper at Sanctioned Meet (Chena Hosted Meet) (4 Credits Per Session)

●     times races using a stopwatch and/or touchpad backup as assigned by the Chief Timekeeper;

●     reports times accurately and promptly after each race.

Timekeeper at Development/Mini-Meet (Chena Hosted Meet) (3 Credits Per Session)

●     times races at a Chena development or mini-meet using a stopwatch and/or touchpad backup as assigned by the Chief Timekeeper;

●     reports times accurately and promptly after each race.

Meet Referee (15 Credits Per Session)

●     has overall authority and responsibility for the conduct of the meet or session;

●     makes final rulings on any competition or conduct disputes;

●     must be a certified Meet Referee.

Session Referee (12 Credits Per Session)

●     oversees the conduct of a single session under the direction of the Meet Referee;

●     makes rulings on competition matters arising during that session;

●     must be a certified Referee.

Meet Hospitality Lead (15 Credits Per Meet)

●     coordinates hospitality for officials, coaches, and volunteers at a Chena-hosted meet;

●     organizes food, beverages, and the hospitality area for the duration of the meet.

Catering / Hospitality (4 Credits Per Session)

●     assists with food and beverage set-up and service for officials and volunteers during a session.

Swim-a-thon Lap Counter / Event Helper (2 Credits Per Session)

●     counts and records laps for swimmers during the Swim-A-Thon, or assists with other Swim-A-Thon event-day tasks as assigned.

Chena Meet Manager (15 Credits Per Meet)

●     is responsible for all the organizational details of a Chena hosted swim meet, including having the necessary equipment and personnel available during the meet;

●     works with the Officials Director to ensure the necessary meet officials are available during the meet;

●     is responsible for the dissemination of all meet information and forms;

●     ensures that the preparation of sanction applications, entry lists, heat sheets, and results are completed on time;

●     coordinates the set up and take down of the meet and meet equipment;

●     does everything that needs to be done to ensure a successful meet;

●     must have attended a Meet Manager clinic.

Travel Meet Chaperone (Full Credits)

●     accompanies the team on a travel (away) swim meet and stays with the team;

●     assists with the care and supervision of all the Club’s swimmers travelling with the team;

●     prepares or obtains meals and snacks for the swimmers;

●     assists with transportation of the swimmers as requested by the coaches.

Attending Chena AGM (2 Credits)

●     attends the Club’s Annual General Meeting.

Event Coordinators (15 Credits Per Event)

●     is responsible for working with the Group Representatives to organize group social activities during the season;

●     is responsible for organizing Club social activities at the request of the Board, including the reservation of facilities, advertising of the events, and the recruitment of volunteers;

●     is responsible for planning and organizing the event in consultation with the Board and Head Coach;

Fundraising Event Coordinators (Credits Vary by Event)

●     coordinates Club Fundraising Activity;

●     works with the Fundraising Coordinator to coordinate the fundraising event;

●     opportunities include: Swim-A-Thon (15 Credits); Purdy’s (15 Credits).

Group Coordinator (15 Credits)

●     acts as a liaison between the parents of swimmers in the group and the Board, the Volunteer Coordinator and Coaches;

●     will communicate, upon request, information from the Board, Volunteer Coordinator and Coaches to the parents of swimmers in the group;

●     answers procedural questions from new parents, refers coaching issues to the group coach or Head Coach, and refers policy questions to members of the Board;

●     distributes and gathers forms and payments for fundraising events, swim meets, parent participation point reporting, and social events;

●     organizes at least one social event or activity per season for the group;

●     assists the Board, Officials Director, meet organizing committee, and fundraising event coordinators with the recruitment of volunteers from the group’s parents to help with Chena meets and other Club events;

●     opportunities include: Junior White; Junior Blue; Junior Green; Youth White; Youth Blue; Youth Green; Senior Cross Training; Senior Development; Senior Regional; Senior Provincial; Senior National.

Registrar (Full Credits)

●     is responsible, in consultation with the Head Coach and the Treasurer, for the development and distribution of the Club’s registration package;

●     is responsible for organizing, advertising, setting up, and overseeing registration day(s) and recruiting volunteers to assist with registration;

●     oversees the registration of new members on an ongoing basis throughout the season;

●     is responsible for computer entry of member’s registration information, and for producing registration summaries and contact information for distribution on a monthly basis or as requested to the Head Coach and Treasurer;

●     oversees the collection of all registration fees and other payments made in connection with the registration process and remits the payments and payment records to the Treasurer;

●     ensures compliance with SwimBC, SNC, MSABC, and TriBC registration and payment requirements;

●     requires good knowledge of Excel and web based programs.

Assistant Registrar (Full Credits)

●     year round position looking after the registration of swimmers into Chena Skills;

●     works closely with coaching staff, treasurer, website coordinator and registrar;

●     requires good knowledge of Excel and web based programs.

Assistant Treasurer (Full Credits)

●     tracks monthly payments and meet fees, working with the Head Coach, Registrar, and Treasurer;

●     communicates and resolves any billing or payment anomalies with the Registrar and Treasurer;

●     communicates deposit details to the Treasurer for accounting;

●     requires good knowledge of Excel, a basic working knowledge of accounting, and comfortable use of MS Outlook or a similar e-mailing system.

Travel Coordinator (Full Credits)

●     arranges all travel, accommodations, food, etc for team travel meets.

●     Sources chaperones

●     Creates and collects all necessary forms

Website Administrator (Full Credits)

●     maintains the Chena website;

●     must have extensive web design knowledge;

●     is also a voting member of the Chena Board of Directors.

Volunteer Coordinator (Full Credits)

●     maintains a list of current volunteers;

●     responsible for filling the Chena volunteer positions;

●     works closely with Group Representatives, Points Coordinator, Website Administrator and the Board of Directors.

Fundraising Coordinator (Full Credits)

●     works with the Board to identify, organize, and implement fundraising activities to assist the Club in controlling fee levels;

●     works with and acts as a resource person for the individual fundraising event coordinators, including assisting with the recruitment of volunteers and the collection and recording of funds raised;

●     reports to the Treasurer on a monthly basis.

Equipment / Clothing Manager (Full Credits)

●     acts as the liaison between the coaches and the Board in the selection of team clothing and merchandise;

●     takes orders for equipment, clothing, championship caps and jerseys or any other merchandise from members, collects payments for merchandise, places orders with suppliers, picks up or takes delivery of merchandise, and distributes the merchandise to the members;

●     maintains accurate records of orders, payments, and deliveries of merchandise;

●     maintains and updates inventory lists;

●     maintains the lockers at three pools;

●     takes quarterly inventory of Chena owned equipment and reports missing/damaged items to Board;

●     remits all payments and payment records to the Treasurer on a monthly basis, or as requested by the Treasurer;

●     is also a voting member of the Chena Board of Directors.

Points Coordinator (Full Credits)

●     is responsible for advising parents on the requirements of the Parent Participation Point (PPP) system;

●     communicates deadlines to and collects PPP reporting forms from parents;

●     creates and maintains accurate records of parent participation points attained;

●     provides reports to the Treasurer and the Board twice annually, or as requested, on the point status of all member families.

Officials Director (Full Credits)

●     is responsible for overseeing the training of Chena parents as officials (e.g. timers, stroke and turn officials, clerks of the course, referees) for swim meets, including organizing officials’ clinics for the training of Chena parents, and informing Chena parents of officials’ clinics hosted by other clubs, to build the base of trained officials within the Club;

●     maintains a roster of Club parents listing each parent’s swim official status;

●     works with the Chena Meet Manager in organizing officials for all Chena hosted meets;

●     recruits, organizes and schedules all Chena officials for non-Chena meets;

●     acts as the Club’s LMR Representative at monthly Lower Mainland Region Meetings, and reports to the Board on LMR proceedings and developments.

Club Photographer (5 Credits Per Meet/Event)

●     attends group meets, PASS meets, group or club functions and takes pictures of swimmers, coaches, parents, etc;

●     sends pictures to the Website Administrator.