Position descriptions

President

The President is a member of the executive board and shall be the principal executive officer and primary spokesperson of the organization.

Responsibilities

•  Supervises and controls all activities to ensure the organization remains aligned with its mission of supporting athletes, coaches, and families while fostering a positive gym community. 

• The primary point of contact for board-related communication.

• Presides over all meetings of the Board and the membership.

• Works closely with gym owners and coaches on events, fundraising, and team support; encourages parent involvement. 

• Appoints chairpersons for all Standing and Special Committees. 

• Ex-officio member of all committees, oversees committee operations, and votes only in the case of a tie in a vote of the Executive Board or the membership.

Vice-President(s)

The Vice-President shall be a member of the Executive Board and shall perform the duties of the President in the President’s absence. 

Responsibilities

• Supports the President with overall organization operations, including assisting with meetings, planning, and communication, and ensuring projects and events remain organized and on schedule. 

• Supports committee leaders and event chairs, assists with recruitment of volunteers and parent participation, and performs other duties as assigned by the President or the Executive Board.

• Leads meetings in the President's absence.

• Monitors and manages the organization's general email account and forwards emails to relevant board member(s) as necessary.

Secretary

The Secretary shall be a member of the Executive Board and shall perform all duties incident to the office of Secretary and such other duties as may be assigned by the President or the Executive Board.

Responsibilities

• Records and distributes meeting minutes in accordance with the Bylaws.

• Maintains board records, documents, and contact information.

• Helps communicate meeting dates, updates, and announcements to families.

• Tracks attendance at meetings.

• Assists with organization of calendars, website, and event information.

• Maintains copies of important documents and association materials.

Treasurer 

The Treasurer shall be a member of the Executive Board and is the authorized custodian to have oversight of all funds of the organization in accordance with the organization’s financial policies. 

Responsibilities

• Organizes, documents, and records all financial activities. 

• Ensures all funds are received and spent in accordance with the organization’s tax-exempt purpose, bylaws, and budget. 

• Prepares an annual budget for review and approval by the members.

• Ensures that numbered receipts are provided for cash received by the organization.

• Ensures that all funds are timely deposited in the organization’s authorized bank account(s).

• Ensures that payments and disbursements are properly authorized.

• Presents a written financial report (including income and expenditures and comparing budgeted amounts to actual year-to-date amounts) at each General Membership Meeting and at each meeting of the Executive Board and Officers.

• Oversees an annual financial review or audit, as appropriate based on budget size. 

• Ensures the timely filing of all IRS and state tax documents. 

Fundraising Chair 

The Fundraising Chair shall be a member of the Executive Board and oversee the planning and coordination of fundraising efforts for the organization. 

Responsibilities

• Plans, organizes, and oversees fundraising events and campaigns.

• Markets and promotes fundraisers through social media, email, flyers, and parent communication in conjunction with the Secretary.

• Coordinates event setup, logistics, and volunteer assignments.

• Tracks fundraising goals and results.

• Ensures fundraising activities reflect the positive mission and culture of the organization and adheres to the Bylaws and the organization’s Financial Policy.

• Encourages parent participation and community involvement.

Volunteer Coordinator

The Volunteer Coordinator shall be a board member and is responsible for managing and organizing volunteers for board-sponsored events.

responsibilities

• Works closely with team-level representatives to ensure volunteer needs are filled and that all team families are encouraged to participate and stay involved throughout the season.

• Creates and manages volunteer sign-up opportunities and schedules.

• Tracks and records parent volunteer participation.

• Communicates volunteer expectations, reminders, and updates to families.

• Helps maintain a positive, supportive, and organized volunteer environment.

Level Representatives

Level Representatives shall be board members and serve as the communication link between families, coaches, and the organization for their assigned Level(s).

Responsibilities

• Shares relevant information with families at their assigned level.

• Serves as a point of contact for coaches and staff during meets and events.

• Helps communicate team-specific needs, concerns, and feedback to the organization's board.

• Assists with coordinating volunteers, donations, and parent participation for team events.

• Supports positive communication and teamwork among families.

• Helps welcome and guide new families within their level(s).

• Encourages parent involvement and helps promote a supportive gym environment.

Committee Chairs

Committee Chairs shall serve as members of the board and are the primary point of contact and coordinator for their assigned event. There are currently two standing committee chair positions: Mock Meet & Warriors Weekend Showcase. Additional (temporary) committee chairs may be appointed as deemed necessary by the organization's President.

Responsibilities

• Serves as the primary point of contact between the gym and the board for their assigned event and attends relevant organizational meetings with gym staff.

• Coordinates and supervises all aspects of their assigned event. 

• Recruits committee members to assist with the planning and execution of their assigned event.

• Schedules and presides over meetings related to their assigned event.

• Ensures that the event's financial expenditures remain within the approved budget. If additional funding needs arise, the committee chair will bring a request to the organization's board for approval.  

• Works closely with the volunteer coordinator and level representatives to recruit parent volunteers to staff their assigned event. 

• Provides periodic updates to the board about the status of their assigned event.