WoodCreek WhiteCaps

The team is an official 501c3 non-profit organization with a Board of Directors. As a benefit of volunteering, the board offers free registration for one child per season to each board member. Being on the board also satisfies the family volunteer requirement. Board positions are a 2 to 3 year term.

We encourage you to shadow the current board members a time or two this season if interested or connect with us for a discussion. Please reach out, ask questions, and most importantly get involved. Your contribution will be greatly valued!

Thank you to our Board of Directors who help organize and run the team.

President

• Providing leadership and guidance to the board
• Overseeing club operations
• Representing the WhiteCaps in external engagements
• Scheduling and planning all board meetings
• Create agendas for monthly meetings August - May
• Collaborating with other board members and community HOA and management
• Supporting the club's mission and values

Vice President

• Oversee daily tasks for team
• Assist President with club operations
• Coordinate schedule and information to be pushed out to members with Secretary
• Oversee meet RSVPs and contact members
• Assist Tech Coordinator and Head Coach with RSVPs and heat sheets for meet night
• Plan and oversee end-of-season banquet

Secretary

• Prepare registration form on the website
• Update the website
• Take meeting minutes during monthly meetings August - May
• Continued communication with President & Vice President to move through tasks for season
• Manage Facebook posts
• Send informational emails to members
• Communicate with parents throughout the season via in person, email(Swimtopia), and Facebook
• Oversee Swim Meet night concession vendors
• Organize fundraising Spirit Nights
• Coordinate surprise treats for practices
• Assist in planning and coordinating end-of-season banquet in lanai

Treasurer

• Managing financial accounts and transactions
• Preparing budgets and financial reports
• Overseeing club expenses
• Ensuring financial compliance and transparency

Sponsorship Coordinator

• Seek out new sponsors (starting in January)
• Work with current sponsors to get logos
• Work with print shop to make new sponsor banner that hangs at pool during home meets
• Facilitate relationship with top sponsors and assist them as needed during meet nights in the grassy area in front of pool
• Post sponsor shout outs throughout season to Facebook
• Assist the Volunteer Coordinator collect raffle prizes

Spirit Wear Coordinator 

• Coordinate Suits & Swim Caps to order from All American Swim in Cary
• Work with vendor to design t-shirts and get estimates
• Coordinate with the Sponsorship Coordinator to get all sponsor logos for t-shirt vendor
• Create merchandise catalog in the website for all items
• Manage merchandise purchases from registration form and Store page
• Order T-shirts and any other spirit wear items (e.g., magnets, stickers, hats)
• Coordinate with team members to pick up shirts

Timing and Tech Coordinators

• Managing timing equipment during meets
• Overseeing technology and software for meet operations
• Assisting with meet set-up and results management

Coach Coordinator

• Create, post and manage coaching job descriptions
• Coordinate and conduct interviews for head coach and assistant coaches
• Facilitate communication between board and coaches
• Oversee coaches throughout the season
• Attend most practices for all ages while coaches are present on deck
• Coordinate cooler with dinner for coaches during meet night
• Collect Swimmer-of-the-Week boy & girl from 4 coaches Thursday after practice
• Put out eight yard Swimmer-of-the-Week signs Friday morning and collect following Thursday morning
• Coordinate with parents end-of-year gift for head coach and assistant coaches
• Facilitate potential end-of-year gift for junior coaches from team budget

Volunteer Coordinator 

• Update the volunteer section of the website with new information and descriptions
• Manage volunteer position sign ups
• Meet with volunteers prior to meet starting
• Answer questions regarding volunteer positions
• Coordinate meet night set up and break down and volunteers in those areas

TSA Representatives

• Represent the Whitecaps in the Tarheel Swim Association (TSA)
• Attend monthly TSA meetings Oct-May (in person and virtual) and vote on official TSA matters on behalf of the Woodcreek board
• Requires training through TSA, including SafeSport training.
• Work as the representative of TSA at meets - communicate with opposing teams before meets, set up officials meeting before meets, ensure all TSA rules/regulations are followed, resolve or take any problems to the board during the meet