Dear Lee’s Hill Lightning Families,
As you know, we will have our Awards Banquet with our Annual Business Meeting next week on Sunday, August 6 at the South Pool. It is a really fun time for our team, but it is also a really important time to meet and elect our new board members.
Our LHST board members have a maximum term of 3 years. We have a number of board members rotating off the board this year and we will need to elect new board members to fill those vacancies.
At this time, I am asking everyone to think about the following positions and to feel free to nominate yourself, or someone you know and trust, to serve on the board for the Lee’s Hill Lightning.
This is a very important request. Please feel free to email me your nominations by Saturday at 9:00 PM. All nominees will go on the ballot and we will have our election on Sunday evening.
The following positions are open:
- Vice- Chair
- Concessions- 2 vacancies
- Equipment Chair
- Spirit / Recruitment
Things to consider:
- The board has a 3 year maximum term.
- You don’t necessarily have to stay in the same position all 3 years
- We meet once per month from January through September- usually it is the last Sunday evening of the month (unless a holiday conflicts) from 6:30-8:30 PM.
- Most positions don’t take a lot of time or effort in the off season.
- LHST council duties require a fair amount of time, in order to be done well, most of
which occurs from April to August.
Thank you all for sharing your children with us for our summer swim season! Please consider being a vital part of the LHST and volunteer! We have a great board and would love to have you join us on the board!!
Here are the job descriptions that can also be found in the team handbook on golightning.org
Lee’s Hill Lightning Swim Team Council
CHAIRPERSON: The Chairperson shall act as the chief member of the LHSTC and in the recess of the LHST and the LHSTC shall have
general control and management of the Swim Team business and affairs. This is subject to the right of the LHSTC to delegate any specific power.
The chairperson shall also act as the intermediary between participating members of the Council and members of the general membership for the
purpose of handling complaints, resolving problems, etc. The Chairperson shall preside at all meetings of the members and the Council.
VICE-CHAIRPERSON: In the case that the Chairperson cannot perform their respective duties, the Vice-Chairperson shall assume the
responsibilities of the Chairperson. The Vice-Chairperson is responsible for acting as the Council Liaison with the LHCA Board of Directors. This
person shall be responsible for attending the meetings of the LHCA Business Meetings as requested and advising the LHSTC as to the agenda items
discussed impacting the LHST. This individual is responsible for representing LHST and the LHSTC positions when asked to respond to the LHCA
Board of Directors on issues that may impact the Lee’s Hill Swim Team Association, Inc.
SECRETARY: The Secretary shall keep all the signed official minutes of all meetings of the members. The secretary will also have
charge of all written Policy and Administrative Resolutions enacted and a roster of Motions passed by the LHSTC. The Secretary shall organize
documents in accordance with applicable Administrative Resolutions. The Secretary shall have charge of all such records and shall have these
records available for examination at a reasonable time upon request by “members in good standing” of the LHST. The Secretary will disseminate all
meeting minutes in accordance to the appropriate Administrative Resolution. The Secretary will maintain a Telephone Directory of the Council and
General Membership. The Secretary shall perform all other duties as delegated by the LHSTC or Chairperson and will assume the role of
Chairperson in the absence of the Chairperson or Vice-Chairperson.
TREASURER: The Treasurer shall have custody and keep the account of all monies and funds, unless otherwise determined by the
LHSTC and shall render such statements and present such statements to the LHSTC at each regularly scheduled monthly meeting. The Treasurer
shall deposit all funds of the LHSTC, which may come into their possession in a financial institution designated by the LHSTC. The Treasurer shall
open the accounts at reasonable requests by the LHST general membership or the LHSTC. The Treasurer shall make all payments on obligations
incurred by the LHST during the normal course of conducting business or as directed by the LHSTC as long as there are legitimate invoices or
receipts available to justify such a payment. All notes, checks, vouchers, orders or other instruments of payment above $1000.00 (one thousand
dollars) must be countersigned by the designated LHSTC Officer(s) and on the authority of the LHSTC. The LHSTC shall have the power by Policy
Resolution (see Article 2, Section 6, for development) to delegate any or all of the duties of the Treasurer. The Treasurer shall assist in the annual
accounting of the financial books and records, including support for Tax filing, and providing records for an annual audit review after the Annual
Meeting but before December of the current year. The Treasurer will be responsible for developing the Draft Annual Operating Budget in
accordance with Article 2, Section 5.
RSL REPRESENTATIVE: The RSL Representative shall be the official representative of the LHST and the LHSTC for the RSL, and
shall have all voting authority of the LHSTC at the meetings of the RSL. This person shall be responsible for attending the meetings of the RSL and
advising the LHSTC as to the agenda items discussed, gaining the advice of the LHSTC as to the position of the LHST on any or all matters on said
agenda. In addition, the RSL Representative shall perform such duties that may be delegated by the LHSTC or Chairperson.
AT-LARGE DIRECTOR(s): At-Large Director(s) will act always in the best interest of the general membership of the LHST. There are
two representatives elected to the At-Large Director. The At-Large Director constituency is the LHST general membership, and as such the At-Large
Director is the primary point of contact for issues impacting the LHST community. In addition, the At-Large Director shall perform such duties that
may be delegated by the LHSTC or Chairperson.
FUNDRAISING DIRECTOR: The Fundraising Director is responsible for developing the mechanisms required to raising the necessary
dollars to support the activities and operations of the LHST in any given calendar year. This individual has the authority to recruit volunteers,
establish and act as liaison with any standing sub-committees, develop Administrative Resolutions that will establish the long-term mechanism for
fund raising including sponsor recognition initiatives, and is the primary point of contact between the LHSTC, the Lee’s Hill Swim Team
Association, Inc. and all potential sources of funding with the exception of Team Registration. All monies or in-kind support provided in support of
the LHST will be immediately turned over to the Treasurer for record keeping and normal business deposits as described in Section 4. In addition, the
Fundraising Director shall perform such duties that may be delegated by the LHSTC or Chairperson.
MEET DIRECTOR: The Meet Director is responsible for developing the mechanisms required to identify and recruit the necessary swim
community volunteers to support the both home and away meets. This individual has the authority to establish and act as a liaison with any standing
sub-committees in support of Meets, develop the Administrative Policy governing minimum volunteer commitments by families in support of Meets
and developing the tracking mechanism to ensure that the necessary families are available to support a meet whether home or away. In addition, the
Meets Director shall perform such duties that may be delegated by the LHSTC or Chairperson.
EQUIPMENT DIRECTOR: The Equipment Director is responsible for obtaining and inventorying necessary equipment required for
either home or away meets. The individual has the authority to recruit the necessary volunteers to support Meet setups, and develop the necessary
Administrative resolution on the inventory, storage and maintenance lifecycles of existing equipment. The Equipment Director will be responsible
for advising the LHSTC regarding the need to acquire additional equipment, replace equipment or maintain equipment. This individual will be
responsible for keeping adequate records as to equipment and location of equipment; and will be the point of contact to receive new equipment as
necessary. In addition, the Equipment Director shall perform such duties that may be delegated by the LHSTC or Chairperson.
SOCIAL SECRETARY: The Social Secretary is responsible for developing LHSTC supported functions and events. This individual is
responsible for being the primary point for developing most effective communication mechanisms that will ensure that the LHST is well informed on
any and all issues that need to be disseminated to the general membership in accordance with Article 2, Section 5. This individual has the authority
to recruit the necessary volunteers; and develop and act as liaison on a sub-committee in support of the LHSTC communication effort. This
individual shall provide advice to the LHSTC as to the most effective way of communicating with the general membership; also which functions and
events are most effective for building Team Building and Team Spirit. In addition, the Social Secretary shall perform such duties that may be
delegated by the LHSTC or Chairperson.
CONCESSIONS DIRECTOR: The Concessions Director is responsible for designing the menu for home meet concessions and securing,
either by donation or purchase, all items to be sold as concessions. This individual has the authority to designate items to be donated by each swim
team family and is responsible for distributing the list thereof, including recipes to be used, to the families via the communication file box or other
means as deemed necessary. The Concessions Director is responsible for the purchase of necessary items, which have not been donated. Itemized
receipts for such purchases will be submitted to the Treasurer for reimbursement. The Concessions Director is also responsible for securing non-food
equipment and supplies required for concessions at each meet. The Concessions Director will assign jobs to concessions volunteers, recruited by the
Meets Director, at each home meet and will supervise the work of the volunteers. All proceeds from concessions will be turned over to the Treasurer
for record keeping and normal business deposits as described in Section 4 at the end of each home dual meet or whenever the concession stand
closes, whichever comes first. The Concessions Director is further responsible for keeping accurate and detailed records of amounts of each
merchandise item needed to stock the concession stand for a home dual meet. The Concessions Director is furthermore responsible for inventory and
storage of items remaining at the end of each dual meet and at the end of a season. In addition, the Concessions Director shall perform such duties
that may be delegated by the LHSTC or Chairperson.
MEMBERSHIP DIRECTOR. The Membership Director is responsible for creating and maintaining a supply of Registration Cards and
Family Participation Agreements. The Membership Director will attend the Ice Cream Social in order to organize and ensure proper staffing of the
registration table. In addition, the Membership Director will develop and maintain an annual Microsoft Excel spread sheet, which reflects family
level of participation and individual swimmer participation (E-MAIL, Address, telephone numbers, emergency contact, expected payments, received
payments, etc.). All fees collected from registration will be turned over to the Treasurer for record keeping and normal business deposits as described
in Section 4. The Membership Director shall ensure all Registration Cards and Family Participation Agreements (which includes releases regarding
public use of pictures taken of the young people) have been received before swimmer enters pool; written documentation (Participation Refund
Request Form) is filled out and turned into the Treasurer; and supply prior to the first practice, and update the participants Emergency Contact List
with the coaching staff. Additionally, the Membership Director will provide request for refunds to the Treasurer, and if refund is made maintain the
database of registration. The Membership Director will supply the Family Registration List to LHST Chairperson to be provided to the LHCA for
members in good standing review.