HOST Board of Directors (BOD)
|Vice President||Joan Perry|
|RSL Rep||Megan Hubbard|
|Sponsorship Coordinator||Regina Kuhfuss|
|Volunteer Coordinator||Emily Hall|
|Website Management||Megan Hubbard|
HOST BOD Positions and Duties
President. The President will serve as the chief member of the HOST BOD. During recess the HOST BOD shall have general control and management of the HOST business and affairs, except that any powers not specifically reserved by the President may be delegated by the HOST BOD. The President shall act as the intermediary and chief liaison between and among the general membership, HOST BOD, HOHOA, and coaches, for the purpose of handling and resolving contentious issues. The President shall act as the chairperson for the HOHOA Swim Team Committee and make every reasonable effort to comply with the policies and procedures delineated in the HOHOA Swim Team Committee Charter and Memorandum of Understanding between the HOST BOD and HOHOA BOD. The President shall preside at all meetings of the HOST BOD and the HOST general membership unless the Vice President is designated to do so by the President in the President’s absence.The President shall maintain a detailed HOST President Turnover Binder in order to maintain integrity of the position over time.
Vice President. The Vice President shall act in lieu of the President in the event the President is incapable of acting by reason of death, illness, resignation, or absence. The Vice President shall act as meeting Parliamentarian in order to ensure proper order is maintained.The Vice President shall be responsible for general oversight of all committees, unless the HOST BOD assigns oversight of a specific committee to another member. The Vice President shall coordinate and integrate changes to the HOST Constitution, By-Laws, HOHOA Swim Team Committee Charter and MOU. The Vice President shall be responsible for coaches contracts, resumes and interviews for the upcoming HOST season. The Vice President shall maintain a detailed HOST Vice President Turnover Binder in order to maintain integrity of the position over time the Vice President shall perform additional duties as delegated by the HOST BOD or the President.
Treasurer shall have primary custody of and maintain detailed records of the
HOST bank account and all HOST related financial transactions, unless otherwise
determined by the HOST BOD. The Treasurer shall inform the HOST BOD of total
receipts, specific expenditures, and remaining balances at each regular meeting
of the HOST BOD. The Treasurer shall maintain a Reconciliation Detailed Report
and a Profit and Loss Statement. One additional HOST BOD member will be
designated as the account’s co-owner in the event the Treasurer is not
available to conduct required account activity approved by the HOST BOD. The
Treasurer shall maintain all required tax records and ensure reports are
submitted to appropriate government agencies in a timely manner. The Treasurer
shall deposit all HOST funds, which the Treasurer receives, in such bank accounts
as the HOST BOD designates as soon as possible. The Treasurer shall pay out
moneys as business may require upon the order of the HOST BOD with proper
vouchers to justify the expense.
Expenses shall be paid by check only.
Expenses will not be paid from cash on hand. The HOST BOD may delegate any and
all duties of the Treasurer. The outgoing Treasurer shall account to the
incoming Treasurer for all financial books, records, and accounts within 60
days of the election of the new Treasurer. These reports may also be posted on
the HOST Website for public review following approval of the HOST BOD. HOST funds
cannot be obligated nor payments made from the HOST account unless approved by
the HOST BOD in advance; either by approval of the annual budget or via special
vote for non-budgeted, emerging requirements. The treasurer shall maintain a
detailed HOST Treasurer’s Turnover Binder consisting of the reports mentioned
above and any additional information as deemed appropriate by the Treasurer and
or HOST BOD in order to maintain integrity of the position over time.
Secretary. The Secretary shall make and keep minutes of all meetings of the HOST BOD and the general membership using an approved standardized format and the following process. A draft of the minutes shall be distributed to the HOST BOD within one week of the meeting. The BOD shall review these minutes in advance of the next meeting. During the ensuing meeting, the previous meetings minutes will be adjusted as required and approved by majority vote. The approved minutes will then be distributed to the HOST BOD within one week of approval and can be made available for review by the general membership upon request. The Secretary shall distribute approved copies of all meeting minutes to all appropriate members, by email or otherwise. The Secretary is also primarily responsible for the registration of all HOST swimmers.The Secretary shall also maintain a list of all participating HOST members with name, address, telephone number, email address (if any), and names and ages of swimmers. The Secretary shall maintain a comprehensive record of all documentation generated by the HOST BOD or used by the HOST BOD. The secretary shall maintain a detailed HOST Secretary Turnover Binder in order to maintain integrity of the position over time. The Secretary shall perform other duties as delegated by the HOST BOD or the President.
RSL Representative. The RSL Representative shall be the official representative of HOST to the RSL and shall have voting authority of the HOST at meetings of the RSL. The RSL Representative shall be responsible for attending all RSL meetings and advising the HOST BOD as to the agenda items discussed, any votes taken, and the HOST position on said items. The RSL Representative shall bear in mind that certain issues should be determined by the BOD and seek tabling of any vote by the RSL when it appears circumstances so warrant. The RSL Representative shall maintain a detailed HOST RSL Representative Turnover Binder in order to maintain integrity of the position over time. The RSL Representative shall perform other duties as delegated by the HOST BOD or the President.
Sponsorships Representative. The Sponsorships Representative shall actively recruit sponsors for the HOST. The Sponsorships Representative shall also be responsible for the publicity of the sponsors. Other duties to include coordinating Swim-A-Thon and RSL Heat Sheets.
Equipment Manager. The Equipment Manager shall coordinate identification and purchase of all equipment required to function as a swim team as appropriate by board. They shall inventory and inspect all HOST equipment before and after each swim season. In the event that equipment/repairs are needed they shall provide a quote and submit this information to the HOST BOD. They will need to ensure that the meet equipment is readily available and in good working order. An inventory sheet will be posted inside the HOST shed for equipment.The Equipment Manager is also primarily responsible for ordering new spirit wear and team swim suits each swim season.
Volunteer Coordinator. The Volunteer Coordinator shall select volunteers to fill positions during meets and other swim activities, and prepare for events in the future. The Volunteer Coordinator will recruit volunteers at registration, as well as 2 days prior to the swim meets via the internet and the HOST web-based volunteer sign-up system.The HOST Volunteer Coordinator will also be responsible for tracking the participation of HOST parents in fulfilling their volunteer obligations.Negligent families will be reported to the HOST President and Vice-President.
Concessions Chairperson. The Concessions Chairperson is responsible for the committee operation of concessions at home swim meets and the operation of any regular concession established at the Hampton Oaks pool. The Chairperson shall, with prior approval from the HOST BOD, purchase food and equipment necessary for operation of the concession. The Concessions Committee shall sell items in a manner designed to improve the financial stability and overall operation of the HOST.
Social/Awards Chairperson. The Social/Awards Chairperson shall organize social functions to enhance the morale and community spirit of the HOST. It shall also be responsible for organizing a season kick-off party and the annual end-of-season awards banquet. The Chairperson shall, after approval by the HOST BOD and in coordination with the head coach, purchase awards for the banquet. The Social Chair coordinates the Storm Buddy and Family mentor program. They are responsible for distributing our Meet Ribbons (place awards and Personal Best). They work with the Sponsorship Rep to run the annual fundraiser, the Lap-A-Thon.
Data Coordinator. The Data Coordinator is responsible for all positions that are in the meet control booth. This will consist of scoring, entering data, checking data, maintaining records for the team, individuals and the pool. The Data coordinator does not HAVE to be the head scorekeeper at the meet, but should be involved in training for these positions, assisting with finding volunteers to cover and be available to answer questions as they arise. The data coordinator may also assist with website management.