As a member of the board, we work as a team to make decisions regarding the club and implement improvements. You will be expected to attend monthly meetings, respond to emails, help with events set up, execution, and clean up, clean the storage area before and after each season, jump in when the managers need help/support.

It takes our entire community to make WSARC special.We are led by volunteers who love our pool and tennis community. Please consider joining our leadership team. With your commitment to a four year board term you will receive five years compensated family membership.

We are looking forward to another amazing summer!

* Treasurer*

 The individual who fills this position is responsible for
the long and short term financial health of the pool.  More
specifically:
– Create and monitor budgets
– Set membership fees and wages, with help of the board
– Maintain books and records using QuickBooks
– Prepare regular financial reports for the board’s review
– Make bank deposits – cash and checks
– Manage banking relationships, all accounts and mortgage
– Run payroll during summer season using ADP software
– Handle third party audits
– Tax preparation oversight
– Pay bills
– Maintain vendor relationships
– Attend all board meetings
– Prepare and send year-end tax reporting
– Capital improvement planning – long-term, year over year
– Obtain and manage insurance policy for the pool
– Manage third-party payment processors – Square and Venmo

• *The WSARC Board Secretary*

  • Puts together an agenda for the monthly board meetings
  • Records the minutes for the monthly board meetings and emails them for the board members to review and use as a reference
  • Keeps an up-to-date list of the WSARC Board members’ positions, terms, and cell phone numbers
  • Keeps an up-to-date list of the WSARC Board email accounts and passwords
  • Facilitates and updates our online check-in system and works with vendors to maintain the system
  • Works closely with the WSARC Managers and Board so they can put together information to send to the members 
  • Adds new members to our MailChimp email platform and updates member info as needed
  • Regularly sends important information about WSARC through MailChimp to all of our members
  • Advertises WSARC events via MailChimp and Facebook
  • Maintains the main email account for WSARC and responds to emails in a timely fashion
  • Organizes and facilitates all WSARC Board elections

*Membership Chair*

* Social Events Coordinator*

This role is responsible for planning and facilitating club actives for the Summer Season.These social events make our club fun, unique and the place to be Memorial Day though Labor Day.This is a Board position and your family membership will be compensated for the seasons you spend on the Board.

Annual Events:

• • New Member Open House – Mid May
  • Memorial Day Picnic
  • Kids Kraze
  • Adult Social 
  • Labor Day Picnic

Each Social Chair is encouraged to put their own spin on the activities. In the past, we have enjoyed food trucks, bingo, night swim sessions, movie nights, karaoke, art classes, game tournaments, staff socials and book groups.You are welcome to form committees to assist in the events.

The WSARC Board Members support the Social Chair in the planning stage, during the events, and help with the clean-up of the activities.

* Swim Team Representatives*

This role is the leader of the team and makes sure everything is in place for the season and that the team runs efficiently during the season.We are fortunate to have Coach Katie and Coach Than on board for Summer 2023, they have endless experience to work with you and guide you.

The WSARC Board has determined this role would be most effective being broken into two positions, who will work in tandem through the season.

Varsity Representative

This is a Board position and your family membership will be compensated for the seasons you spend on the Board.

• Attend all WSARC Board meetings
• Assist in hiring coaches for each season and finalize team budget
• Coordinate with the Suburban Swim League to review meet dates and attend League meetings
• Assist in hiring coaches for each season
• Attend all Varsity meets
• Create Sign Up Genius forms to recruit parent volunteers for each meet..
• Assures we have volunteers for all areas of the meets and swim team operation

Junior Varsity Representative

This is not a Board position but your family membership will be compensated 50% for the seasons you spend in this role.

• Attend all Junior Varsity meets
• Create Sign Up Genius for meet parent volunteers
• Coordinate with Coaches to include each Little Gator in a home meet

Shared Responsibilities between Representatives

• Plans preseason calendar and evaluations
• Manages registration of swimmers
• Update Swim Team Calendar and review on-line handbook as needed
• Coordinate with The Swim Shop to select team suit and caps, set up fitting dates and order deadlines
• Recruit social team to plan pasta parties and our banquet at the end of each season
• Purchase and make awards for end of season banquet as well as coordinating gifts/donations for coaches
• Plan, purchase and distribute end of season gift to all swimmers

• *Maintenance Chair* 

• Manage large site and building repairs, capital asset installs and equipment replacements.
• Perform year-round minor repairs to the interior/exterior buildings as well as grounds throughout the club’s 10-acre facility.
• Responsible for maintaining the integrity of the pool club’s building mechanical assets.
• Assist Club in maintaining compliance with Township, State and Insurance Inspections.
• Manage Landscape, Electrical, Plumbing and Waste Removal vendor(s) focusing on grass cutting, mulching, planting, pruning, tree removal, lighting, plumbing leaks, and general clean-up.
• Responsible for coordinating parking lot repairs and storm water drain maintenance. 
• Required to attend pool board meeting and communicate any maintenance issues and/or standards not being met by service providers.
• Assists the Pool Club’s General Managers with opening and closing each season.
• Assist and support board members during special pool club events.
• Must have the ability to lift/push/pull/carry up to 75 lbs. 

*Tennis Chair*  

The overall goal is to promote tennis playing and membership joining on the Wallingford courts. A main responsibility is to contract with tennis pros for the Summer Session Clinics and Junior Inter-Club Team. Tennis teams at all levels promote the skill and social aspects of tennis. The teams also increase membership. There are monthly board meetings with the exception of no December meeting. There are responsibilities year round. Send frequent newsletters. Create and promote tennis social events. Share team information. Answer members and potential members’ emails about tennis. Manage member accounts on yourcourts.com and send welcome emails and information updates.

January- February: 

• Make sure the pro contract(s) are signed and pros are fully committed.  Get approval for court maintenance, this should now be the tennis facilities assistant.
• Teams are very important to the club. Spring team organization begins now. Contact Women’s Inter-club Tennis Association (Women’s Cup)  rep and the last year’s captains to make sure the league and the teams are continuing. Also contact USTA past captions. You may have to find new captains and or help captains find team players.  Recently there have been two women’s cup teams, a men’s and mixed Philly Inter club teams and 4-5 women’s USTA teams. 
• Order Porta Potty for spring.

March- 

• Load teams sign ups into YourCourts.com. Assist captains in uploading team information, reserving courts for matches and practices and using yourcourts.com. 
• On yourcourts.com: Add new members and delete old members (info provided by membership chair)
• Coordinate court use with Strath Haven high school coach. Block out courts for team use. Confirm school has been invoiced. 
• Check in with Clay court maintenance for needed purchases and when courts will be prepared. With club treasurer, confirm payment was made to Jim McGinn.

April- May

• Matches begin!! Support captains with players, courts reservations, rosters! Many of the captains are experienced now. Nag clay court maintenance. 
• In the past, I ordered Wallingford shirts from Ampro for the junior team and or adults. Now, pros have been ordering and paying for junior team shirts since they get paid directly from the team. 
• A good idea to host a new tennis membership function (to meet others and learn about YourCourts.com.
• Possible arrangement for pro clinics. This has been so-so in the past. Members are not accustomed to paying and many are still playing indoors.

June- August

• Load clinic sign ups into YourCourts.com
• Junior inter-club team and Summer Session happen. 
• Answer questions, support pros. Social events? Led by you or pro. Pro led events have really lack luster and are expensive. 
• Make sure you pro contract payments go out, usually two installments (once at beginning of season, second payment at end of season).

• Organize social play events (at the tennis chair’s discretion).  Past events have included Pro led Wimbledon Event, round robins, pickleball open play, July 4^th cardio tennis. Maybe coordinate with social chair a joint pool/tennis event
• Keep an eye on court maintenance and respond to members improvement suggestions

September- December

• Cancel Porta Potty.
• Provide list of needed and desired improvements to board for financial planning.  Courts 1&2 will likely need resurfacing in next year or two.  At least a few nets usually need replacement in spring.  Possible new deck at shed and new shade structure to replace tree between courts 3&4

*WSARC Technology Representative*

This new role would be responsible for:

• Converting our existing systems, Word Press & Quickbooks, to a pool management system
• Maintaining Internet services and equipment as well as summer landline.
• Updating WSARC TV with summer activities and events
• Managing Social Media Accounts 
• *Rep will receive family membership for the years they volunteer.
  Rep will be required to attend board meetings as necessary.