Board of Directors:
- President – Executive Director Elected by BOD
- Vice-President – Executive Director elected by BOD
- Secretary – Executive Director Appointed by BOD
- Treasurer – Executive Director Appointed by BOD
- Membership Director
- Facilities Director
- Aquatics Director
- Communications Director
- Swim Team Director
- Director 1
- Director 2
- All board members are bonded (covered by D&O Insurance) positions elected by General Membership. If they run for re-election and win the following year, Directors serve 2-year terms in that position if desired (this means that in assigning/choosing Board Positions, an incumbent has priority placement in position over someone new to the Board, to ensure continuity).
- All are non-paid volunteer positions that qualify for free membership per guidelines adopted by the LRCC Board (October 2014, follows document as Attachment 1.)
- Volunteers must attend all monthly Board Meetings. Volunteers can be voted off Board for missing three consecutive meetings.
- All are responsible for ensuring LRCC safety and compliance with federal and state laws, bylaws, & club rules.
- All are expected to act in a professional manner in all dealings associated with LRCC.
- Each position must know and understand the Bylaws, Rules and Board Policies to communicate to employees and Members.
- All board members act in a “Membership Liaison role” to resolve, educate, or communicate any problems/issues that arise.
Committee Members and other positions (In order of importance to Club operations):
- Facilities (2, including CPO – Certified Pool Operator as required by Health Code)
- Membership (1)
- Bookkeeper
- Swim Team Committee (3-5)
- Audit Committee (3)
- Socials (1 for events, 1 for parties)
- Bylaws Committee (3) are appointed by president as-needed (every 3-5 years is recommended)
- All are volunteer positions
- Responsible for following Board direction and for compliance with laws, bylaws, & Club rules
- Appointed by Board of Directors
- Expected to attend all Board Meetings and provide updates relevant to committee
- Should gain the respect and admiration of the Club’s Membership, Executive Board, Staff peers, and Employees
- Act in a professional manner in all dealings associated with LRCC.
General Duties of all Board and Committee volunteers
Basic Understanding: all volunteers must understand that the Membership is the “customer.” Board members must demonstrate poise, confidence, respect, and leadership in all dealing with the Membership and their Guests during problem resolution opportunities.
Completion: Individuals serving the club must complete at least one calendar year from the time the position was elected/appointed in order to be eligible for any of the benefits associated with the position.
Transition: Upon completion of a term, individuals serving LRCC must transition all documents, passwords, and best-known-practices to the next elected/appointed individual in order to be eligible for any benefits associated with the position and to ensure a smoothly operating Club.
President
Summary: This elected position granted by the current Board of Officers is determined at the first Board meeting following any Board Elections. The President does not vote on any motions before the Board unless to break a tie vote or when voting as part of minimum directors required to complete quorum.
Duties include but are not limited to the following:
- Attend and chair all Monthly Board Meetings
- Ensure compliance with the ratified Association’s Bylaws and annually adopted Club Rules.
- Primary interface with Membership promoting the Executive Board’s wishes and policy intentions.
- Demonstrate poise, confidence, tact and leadership in all dealings with the Membership and their Guests during conflict/problem resolution.
- Understand and execute LRCC bylaws and general non-profit corporate code guidelines.
- See bylaws for Executive Board Officer job description section as those requirements are the prevailing superset.
Qualifications/Skills/Experience: A Los Ranchitos Gardens Housing Tract resident is prefered.
- Understand and execute to LRCC bylaws and general non-profit corporate code guidelines
- See bylaws for Executive Board Officer job description section as those requirements are the prevailing superset
- Must possess a positive attitude with a collaborative mindset
- Basic understanding of financial planning and accounting practices preferred
- Leadership skills, inspiring an atmosphere of trust and a focus on creating more leaders to fulfill the long-term perspective
- Strong communication skills, especially of needs or expectations
- Familiarity with Google Suite of products or willingness to learn and use
Vice President
Summary: This elected position granted by the current Board of Officers is determined at the first Board meeting following any Board Elections. VP fulfills the duties of the President in the President’s absence.
Duties include but are not limited to the following:
- Ensures continued compliance with the ratified Association’s Bylaw, annually adopted Club Rules, and general non-profit corporate code guidelines
- Signs LRCC checks if President is unable to
- Attend all board meetings and votes on any motions before the Board act as Chair in absence of President
- Act as a senior authority with the Membership promoting the Executive Board’s policy intentions
- Manage Participation Fee SignUp Genius and refunds in coordination with Membership (Wufoo) and Treasurer
- Demonstrate poise, confidence, tact and leadership in all dealings with the Membership and their Guests during problem resolution opportunities.
Qualifications/Skills/Experience
- Basic understanding of financial planning and accounting practices preferred
- Understanding of general non-profit corporate code guidelines
- Familiarity with Google Docs/Google Drive, or willingness to learn and use
- Must possess a positive attitude with a collaborative mindset
- Leadership skills, inspiring an atmosphere of trust
- Strong communication skills, especially of needs or expectations
Secretary
Summary: This is an elected position by the current Board of Officers, determined at the first Board meeting following any Board Elections. Functional accountability occurs directly to the Board President.
Duties include but are not limited to the following:
- Attend All Board Meetings (~ 12/year)
- Prepare agenda prior to Board meeting, provide to Webmaster for required posting to Club Website at least 72 hours in advance of meeting
- Record the minutes of all Board meetings and elections, provide to other Board members for approval, and provide to Webmaster for posting when approved
- Maintain all official correspondence of the Association
- Maintain official historical Operations Binder detailing the business conducted during the year
- Check and forward, discard or respond to incoming voice messages on Club’s answering machine when able
- Must demonstrate poise, confidence, tact and leadership in all dealings with the Membership and their Guests during problem resolution opportunities.
- Act as the Primary Interface with the paid Membership promoting the Board’s wishes and policy intentions
- Collaborate with the Communications Director and Webmaster.
Qualifications / Skills / Experience
- Familiarity with Google Docs/Google Sheets/Google Drive and Microsoft Word and Excel, or willingness to learn and use
- Strong attention to detail
- Must possess a positive attitude with a collaborative mindset
- Familiar, or willing to become so, with communication programs used with membership, ie: mailchimp, survey monkey, Wufoo, etc
- Strong written communication skills
Treasurer
Summary: This is an elected position by the current Board of Officers, determined at the first Board meeting following any Board Elections.
Duties include but are not limited to the following:
- Receive and be the custodian of all funds of the Association, depositing them into financial institutions
- Maintain accurate records of accounts
- Pay all approved or budgeted expenses or outlays by checks signed by the President or Vice President.
- Prepare and file all tax returns and financial reports required of the Association for the accountant and/or service
- File all necessary documents with SCIF, State, etc.
- Prepare and submit an Annual Financial Statement to the Executive Board for presentation to the membership at the General Meeting.
- Process all required payroll transactions in the absence of a Bookkeeper
- Provide updated Monthly Financial Reports to Board in the absence of a Bookkeeper
- Collect, track and deposit cash funds wherever they are found
- Demonstrate poise, confidence, tact and leadership in all dealings with the Membership and their Guests during problem resolution opportunities.
Qualifications/Skills/Experience
- Ideally, should possess an accounting background, in either public or private industry, with Payroll and quarterly tax filing experience
- Computer knowledge and computer experience required to run financial software
- Familiarity with Google Docs/Google Drive, or willingness to learn and use
- Familiarity with QuickBooks online, or willingness to learn and use
- Must possess a positive attitude with a collaborative mindset
- Strong attention to detail, the ability to maintain a well organized approach to tasks
- Strong communication skills, especially of needs or expectations.
Membership Director
Summary: This is an appointed position by the current Board of Officers, determined at the first Board meeting following any Board Elections.
Duties include but are not limited to the following:
- Oversee the Membership Committee and coordinate with Office Staff regarding responsibilities
- Beginning in December each year, conduct all administrative responsibilities associated with educating & processing the Club’s Membership applications
- Produce required activity status and membership roster reports
- Responsible for issuing Member Keys, resolving issues with non-working Keys
- Record deposits to LRCC bank account via credit card processor (with breakdown by budget center), provide to Treasurer and keep copy
- Run the membership sign-up program at the annual General Meeting in March if organized by the board
- Act as the Primary Interface with the paid Membership promoting the Board’s wishes and policy intentions
- Must demonstrate poise, confidence, tact and leadership in all dealings with the Membership and their Guests during problem resolution opportunities.
Qualifications/Skills/Experience
- Familiarity with communication programs used with membership, ie. Google Docs/Google Drive, or willingness to learn and use
- Familiar with Wufoo & Stripe preferred or willingness to learn
- Must possess a positive attitude with a collaborative mindset
- Expertise in database maintenance and data manipulation using MS Excel and Google sheets
Facilities Director
Summary: This elected position appointed by the current Board of Officers is determined at the first Board meeting following any Board Elections. Acting under approved Board policies, Facilities Director will engage and supervise in the activities toward providing a safe and enjoyable facility.
Duties include but are not limited to the following:
- Develop, maintain, and implement a five (5) year Facility Improvement strategy
- Maintain liaison role with Aquatics Manager and Lifeguards
- Receive and resolve club membership concerns and issues relating to Facility operations. Aquatics program questions or issues are to be redirected to the Aquatics Manager
- Maintains final authority and responsibility on all actions or compliance issues relating to the Facility, its grounds, the Pool’s pump room/equipment, and support equipment for entertainment offerings
- Maintains budgetary compliance to expenditures while contributing to annual budget planning/improvement planning activities
- Attends all Board meetings
- Ensures the installation of a Certified Pool Operator with the county and addresses all Pool-related health-code issues
- Recruits and recommends up to 2 additional facilities team members for the Facilities Committee to be appointed by the board. Is responsible for leading the Facilities Committee
- Must demonstrate poise, confidence, tact and leadership in all dealings with the Membership and their Guests during problem resolution opportunities
Qualifications/Skills/Experience
- Must have working knowledge of electrical, plumbing and mechanical systems; possess managerial, leadership and fiscal budget abilities
- Familiarity with Google Docs/Google Drive, or willingness to learn and use
- Must possess a positive attitude with a collaborative mindset.
- Strong attention to detail, accountability, the ability to maintain a well organized approach to tasks.
- Clear communication skills especially of needs or expectations.
Communications Director
Summary: This is a bonded appointed position by the current Board of Officers, determined at the first Board meeting following any Board Elections.
Duties include but are not limited to the following:
- Maintain Club’s presence on Social Media: Facebook, Instagram, Twitter, Yelp using Best Practices. Respond in timely manner to any messages posted to Club
- Maintain Club’s email list with input from Membership Director
- Write email newsletters throughout the season to Club Membership, ensuring that Board President and at least one other Board member proofread for typos/content addition or deletion
- Manage the ongoing project intended to improve communications with membership, raise awareness of the Club’s usage, activities, and profile
- Publish/advertise the need for candidates and the basic position definitions when received from Aquatics Director, Swim Team Director, and Vice President
- Create flyers, paper notices, etc. as needed
- Publications from the Club should be routed through this project team.
- Manage or oversee the Webmaster volunteer:
- Maintain Club’s website, updating information as necessary, and keeping look/content fresh
- Update section of website with Board Agendas/Minutes upon receipt of approved material from Board Secretary and Financial Reports from Treasurer/Bookkeeper
- Familiarity with Word Press and HostGator or willingness to learn
Qualifications / Skills / Experience
- Knowledge of GSuite procucts (Google Docs/Google Drive, etc) or willingness to learn and use
- Familiarity with word processing, and graphic design
- Understanding of Social Media marketing best practices and Facebook, Instagram, Twitter, and Yelp
- Ability to work with current Club software sites – Wufoo form
- Ability to take input from multiple sources, sometimes complex ideas, and distill into easy-to-understand communications
- Must possess a positive attitude with a collaborative mindset.
- Strong communication skills, especially of needs or expectations.
- Strong attention to detail, accountability, and ability to maintain a well organized approach to tasks.
Director of Aquatics
Summary: This is an appointed position by the current Board of Officers, determined at the first Board meeting following any Board Elections. Acting under approved Board policies will supervise all aquatics programs.
Duties include but are not limited to the following:
- Oversee Lifeguards, Swim Lesson Program, Aquatic Exercise Classes
- Coordinate staff with the Swim Team in conjunction with the Sharks Parent Committee.
- Hire, train, and supervise Lifeguards and Lesson Instructors.
- Maintain liaison role with Facility Director and committee members.
- Receive / resolve club membership concerns and issues pertaining to aquatic programs
- Maintain final authority on all actions / rule compliance issues associated with Aquatics programs.
- Attend all Board meetings.
- Coordinate with Communication Director and Webmaster regarding postings and messaging
- Functional accountability occurs directly to the Board’s President for daily operational chain of command and communications issues.
- Demonstrate poise, confidence, tact and leadership in all dealings with the Membership and their Guests during problem resolution opportunities
Qualifications/Skills/Experience
- Lifeguard Manager Certification preferred
- Certified Pool Operator Certification a plus
- Must possess a positive attitude with a collaborative mindset
- Strong communication skills, especially of needs or expectations
- Strong attention to detail, accountability, and ability to maintain a well organized approach to tasks
Swim Team Director
Summary: This elected position appointed by the Head Coach and Sharks Parent Committee is finalized at the first Board meeting following any Board Elections. It is reserved for a Swim Team manager who uses sharks@lrcc.org and is a voting member of the board.
Director 1
Summary: This elected position appointed by the current Board of Officers is determined at the first Board meeting following any Board Elections, if desired. It is currently held by the Sharks Swim Team co-manager as a voting member of the board.
STANDING COMMITTEES & OTHER POSITIONS
BOOKKEEPER – Summary: This is an appointed position by the current Board of Officers, determined at the first Board meeting following any Board Elections. This person is expected to work both closely and well with the Board Treasurer.
Duties include but are not limited to the following:
- Assist Treasurer to prepare and submit an Annual Financial Statement to the Executive Board for presentation to the membership at the General Meeting.
- Process all required payroll transactions
- Provide updated Monthly Financial Reports to Board
Qualifications/Skills/Experience
- Should possess an accounting background, in either public or private industry, with Payroll experience and quarterly tax filings. Computer experience required to run financial software.
- Familiarity with Google Docs/Google Drive, or willingness to learn and use.
- Familiarity with QuickBooks online, or willingness to learn and use.
SOCIAL COMMITTEE
SOCIAL COORDINATOR – Summary: This is an volunteer position reporting directly to the Executive Board of Officers. Functional accountability occurs directly to the Board’s President for communications issues.
Duties include but are not limited to the following:
- Attend Board meetings as needed to establish season operations and answer critical questions unless directed otherwise, but does not vote on motions before the Board
- Communicate latest Social Calendar to Membership via Socials Google calendar and communicating to Communications Director and Webmaster for inclusion in email newsletters and website pages
- Preparation of promotional flyers for Club Socials
- Direct responsibility for maintaining budget for socials
Qualifications / Skills / Experience
- Possess a positive attitude, strong attention to detail, and maintain a well organized approach to tasks
- Clear communication skills especially of needs or expectations
- Experience with event planning is a plus
- Use of GSuite of applications for communication and planning
PARTY COORDINATOR – Summary: This is an volunteer position reporting directly to the Executive Board of Officers. Functional accountability occurs directly to the Board’s President for communications issues.
Duties include but are not limited to the following:
- Coordinate the membership’s party requests communicating policies as applicable.
- Coordinate Party Lifeguard requirements with the Aquatics Manager.
- Coordinate with the Membership Chair to confirm Wufoo payments and reservations.
- Monitor the Party Coordinator email address lrccparties@lrcc.org daily for party requests and communication.
- Demonstrate poise, confidence, maturity, tact and leadership in all dealings with the Membership and their Guests during problem resolution opportunities.
Qualifications / Skills / Experience:
- Possess a positive attitude, strong attention to detail, and maintain a well organized approach to tasks with clear communications of needs or expectations.
- Clear communication skills especially of needs or expectations
- Use of GSuite of applications for communication and planning
SWIM TEAM COMMITTEE (3-5 members)
Summary: This is a volunteer position reporting directly to the Swim Team Director.
Duties include but are not limited to the following:
- Attends Board meetings as needed to establish season operations and answer critical questions unless directed otherwise, but does not vote on motions before the Board
- Design and Implement all aspects of the Swim Team
- Direct responsibility for maintaining Swim Team budget and Reserve Fund
- Oversees and is responsible for set up for Swim Team events and ensuring that upon completion of Events, Club is returned to original condition.
Qualifications / Skills / Experience
- Familiarity with general swim team/aquatics practices
- Prior Swim Team management a plus (not required)
WEBMASTER – Summary: This is a volunteer position appointed by the current Board of Officers, determined at the first Board meeting following any Board Elections from elected Board members or the general membership. Functional accountability is to the Communications Director.
Duties include but are not limited to the following:
- Attend Monthly Board Meetings when able to receive information first hand
- Create and maintain a functional, attractive website with excellent user interface and ease of use.
- Collaborate with Communications Director on messaging
Qualifications / Skills / Experience:
- Possess a positive attitude, strong attention to detail, and maintain a well organized approach to tasks
- Clear communication skills especially of needs or expectations
- Working knowledge, or willingness to learn, of word processing and computers, especially, Google and Microsoft Suite of products,
- Working knowledge of current website design platforms or willingness to learn.
- MailChimp
- HostGator
- Word Press
