Team Service Hours Support Program

Swimming for one of the best teams in the country requires the support and dedication of its swimmers and their parents. As a Non-profit organization, MVN swim team events are dependent upon the parents of our swimmers working together to maintain this standard of excellence.  We have many functions that require parent participation and could not be run without your help.  Below are the minimum obligations of all MVN parents:

Service Hours Requirements:

Families with children participating in the swim team program must accumulate 30 service hours per family at events hosted by MVN during the swim season (September 2008 – August 2009). We host two mandatory events Swim Meet of Champions (3rd week in June) and Summer Junior Olympics (last weekend in July/first week in August) that require all families to help with a minimum of 2 shifts (approximately 6 hrs) at each of these events.  If your family is not available at those times those mandatory hours missed are added to your family total of 30 and can be worked at any of our other events (i.e.: 30hrs + mandatory shifts or 30hrs + pay the amount of the missed shifts).  Food donations can only be 10% of your total hours worked (i.e.: 30hrs needed – 3 hours food donations).

Timing at away meets does not count towards service hours (see Away Meet Timing Commitment below).   The service hour requirement is determined by the team events we host each year and will be adjusted accordingly.

• MVN families will be subject to an Hours Requirement Fee (HRF) of $600.  Families who have completed their 30 service hour requirement will not be assessed the HRF. Those families who have completed less than the minimum service hours required will be billed $20 for each hour less than 30.
• The HRF will be split into (2) billing cycles of $300. The first billing cycle will be in April and the second billing cycle will be in August. It is recommended that families get 15 hours before the first cycle.  Families will be credited $20 for each hour earned during the swim season. 
• For example: A family has worked 15 out of 30 hours as of May 5th; they will not be billed in May. The same family works 10 more hours the second half of the swim season (completing 25 hrs),  that family will be billed $20 for each of the 5 hours they did not complete for their 30 hour minimum ($20 x 5 hr = $100).
• Example #2: A family works 6 out of the 15 hours recommended for the first part of the year; in April they will be billed $20 for each of the 9 they did not complete or $180.  However during the second half of the swim season they work 24 hours thus completing their 30 service hour minimum (6hr from 1st half and 24hr 2nd  half).  They will not be billed anything in August and will be credited the $180 from the first billing cycle because all hours have been completed.

Families are responsible for service hour obligation for every month they are on the team (approximately 2.5 hrs/month).  If a family quits mid-season their obligation is 2.5 hrs per month multiplied by the number of months on the team.  For example: Your family joins the team in September and quits the team in February the number of service hours expected of your family is 15.  If your family has not completed any service hours your family has two options (1) work the 15 service hours at MVN events or (2) pay the $20 HRF for each hour not completed.   All families must pay the required service hour obligation or have completed the number of hours accrued  to remain in good standing with the team if they wish to rejoin in the future.

All families are responsible for the job shifts they sign up to work.  If a family is signed up to work a shift and has not removed their name from the list prior to the event closing (10 days before the day of the event) they are still responsible for working that shift or getting it covered.  If a family does not show up for a shift or does not get  a shift covered for which they are responsible they will have the number of hours of that shift added to their minimum service hour commitment. We depend on those families who have signed up to work.  It is the only way the events can be pulled off successfully.

• For example: Your family signed up to work a timing shift at Turkey Classic in November.  For whatever reason you do not show up for your shift, your family will have an additional 2.5 hours to complete by the end of the swim year (30 hrs + 2.5 hrs for shift not worked= 32.5 hrs for swim year) or an additional HRF of $50 will be billed.
• Example #2:  If your family has signed up to work an event in August but have completed the 30 hours in July it is your responsibility to remove your name from that job list or you must work that job when the event arrives.  If you do not remove your name from the list before the closing of the event (10 days before the day of the event), do not get the shift covered (even though you have since completed your hours) an additional 2.5 hours will be added to your total or an additional HRF of $50 will be billed.

Away Meet Timing Commitment

All families who have swimmers who participate at swim meets that are not held at our MVN facility (Away Meets) are responsible for timing at those events (in addition to the MVN hosted event service hours) without exception.  Each family is required to time 1 session per swim meet.  Exceptions to this rule may occur at Senior meets or Championship meets where a limited number of swimmers are attending and additional timing sessions may be required due to the number timing chairs we are assigned. A session is defined as the length of one shift at each meet.  That length of time is dependant upon the length of the meet and therefore will not have an “hours” block associated with it.  In general these shifts are approximately 2-2.5 hours long.

• If you are assigned an away timing assignment and do not show up for your shift or have not made arrangements with another family to time the shift for you, you will be assessed a penalty fee of $25 for each missed shift.
• These timing assignments will still be assigned by the coaches based on the names of the swimmers who enter that meet. All families’ assigned timing will be posted on the website under Meet Schedule, Monday or Tuesday prior to the event. If you (the parent) are unable to time at the meet, you must let the coach know at the time the meet entry is due into the office and make arrangements with another family to time for your child. 
• For those families who have older swimmers (for example those that may drive), you are still responsible for away timing sessions. Discuss in advance with your older swimmer the meet schedule so that you are able to time at meets or make arrangements with friends or other family members to fulfill the timing commitment
• Parents of swimmers in the long distance events (400IM, 400/500 free, 800/1000 free, 1500/1650 free) are responsible for timing 3 heats of those events above and beyond the away timing minimum stated.  This is an SCS standing rule that is generally stated on all meet forms and must be followed in order for your child to get an official time.
• Parents of swimmers who participate in Prelim/Finals meets. If your child makes it back to finals, you are responsible for timing at least 3 heats during the Finals session above and beyond the away timing minimum stated.
• All families must check-in with the head timer before the start of the meet.  You can find the head timer wearing the Nadador yellow vest by the coaches’ tarp.  At the beginning of your timing shift, initial next to your name on the head timers timing list so that you will be credited for your participation.

Recording of Service Hours

All families are responsible for filling out a Service Hours Report form following each event that they provide service hours for the team.   All families must fill the form out completely and get a signature from the job chairperson or a board member verifying that they have completed the work stated.  After the form has been completed turn it in at the Service Hours Report box outside the swim office.  Your hours will be tallied monthly by the Service Hours Coordinator. The forms will be initialed, dated and kept on file. We recommend keeping a copy of these forms for your records.  You will be able to view your hours worked online through your Club Assist account. Click on the “volunteer hours” link in the upper left corner.

Swim Team Support Functions:

1 hour = $20.00 (except where noted all jobs consist of hours completed). (Note: most jobs shifts are approximately 3 hours in length however certain jobs are based on a by shift basis. The shift must be completed even if it may run slightly over the 3 hour approximation.  You must complete your shift to get credit for it.)

WCS Sanctioned Meets and other major Meet Related Functions:

• Meet Director – 30 hours and $250 credit to account (must be a Meet Supervisor or Chairperson first)
• WCS Meet Director – 15 hours

• Meet Supervisors- 30 hours (Oversees several of the meet chairs as well as assists the director)
• Co-chair Training – working with an Experienced Meet Director (15 / WCS 5)

• Awards Chair – 10 hours/WCS Sanctioned Awards Chair 5 hours
• Co-Chair Training – learn the job 5 hours earned
• Awards shifts

• Marshaling Chair – 15 hours plus hours worked for filled in shifts
• WCS Sanctioned Marshal Chair – 5 hours
• Co-Chair Training – learn the job 5 hours plus shifts filled in
• Marshalling shifts

• Check-in Chair – 10 hours/WCS Sanctioned meet – 3 hours
• Co-Chair Training – 5 hours
• Check-in shifts

• Snack Bar Chair – (Turkey Classic 30 hrs, Sectionals 20, SMOC 30 hrs, A/B/C Jo Max 20 hrs, Summer JO’s 30 hrs).
• Co-chairing Training – work with experienced snack bar chair half hours earned based on meet working
• Snack bar shopping
• Snack bar shifts
• Grilling shifts

• Timing Chair – Any meet with dual courses 25 hrs (currently Turkey Classic) / JO Max meet 10 hour/ SMOC 15 hrs/ Summer JO’s 15 hrs / WCS Sanctioned meets – 5 hrs
• Co-chair Timing Training – 5 hours
• Timing shifts

• Running Chair  - 10 hours/ WCS Sanctioned meets 3 hrs
• Co-chair Running Training – 5 hours
• Running shifts

• Programs Chair – 15 hours
• Co-Chair Training – 5 hours
• Program selling shifts

• Meet Set Up/ Tear Down chair - 15 hrs/ WCS Sanctioned Meets – 5 hrs
• (Co-chairing meet setup/tear down chair required first)
• Set up/tear down shifts
• Maintenance shifts throughout meet

• Hospitality Chair – (Turkey Classic 12 hrs / Sectionals 20 hrs/SMOC 30 hrs/ Summer JO’s 20 hrs)
• Hospitality shopping
• Hospitality shifts
• Food Donations – 1 hour for 3dz cooked or baked; 1hr for 1 bag potatoes; 1 hr for 3 lbs pasta cooked. This opportunity comes up for most MVN hosted meets. Only 10% of family hours can be earned with baked goods. Individual group parties do not fall under this category.

• Announcing Chair –10 hours/WCS Sanctioned Meets 5 - Must have announced two major meets first
• Announcing shifts

• T-shirt design  - 7 hours

• Goody Bag Chair – 15 hours (SMOC/Sectionals)
• Putting goody bags together
• Goody Bag distribution shifts

• Parking Chair – 10 hours /WCS Sanctioned Meets – 3 hrs
• Parking shifts

• Away Meet Timer Check-in -  2 hours

Other Team support functions:

• Banquet Chair – 20 hours
• Basket coordinator (10 hr)
• Selling tickets
• Table arrangements / seating assignments

• Swim-a-thon Coordinator – 15 hours
• Swim-a-thon day of preparations/ clean up

• Discount Cards Coordinator – 10 hours
  a) Contract renewal shifts

• Picture day – 10 hours
• Coordination day of event

• Housing Coordinator – 20 hours
• Housing out of town swimmers for SMOC
• Housing swimmers – 3 hours earned per day/per swimmer

• Publicity Chair (ongoing ) 2 people needed – 30 hours (Help organize MVN’s visibility with the City of Mission Viejo)
  • Red Ribbon Week Walk
  • Coastal Clean
  • Relay For Life
  • Business Expo, Chamber of Commerce Liaison
  • Newspaper – small articles to local newspapers giving stats from monthly meets – younger, older, and national levels
  • Tile Painting Coordinator – 15 hours (Organization of tile painting supplies, delivery to kiln, and set up and supervision of tile painting dates

• Miscellaneous
  a) Other events, community service events that may come up each year (i.e.: painting of press trailer)