Volunteer Requirements
2025-2026 Volunteer Requirements
KCB Volunteer Policy
2025-2026 Annual Minimum Volunteer Obligations
(September 1-August 31)
Annual Minimum Volunteer Obligation: In order to continue our tradition of excellence, host local swim meets for our team, and support our swimmers, we require that each of our KCB families meet a minimum volunteer obligation for each season. These hours are to be completed prior to August 31. The minimum volunteer obligation is based on each family’s highest-level swimmer as follows:
Age Group I and II: 12 hours
Junior II: 20 hours
Junior I: 25 hours
Senior: 12 hours
Pre-National: 25 hours
National: 25 hours
*Hours are not automatically prorated based on swimmer’s start date. Hours are also not adjusted in the event of mid-season group changes.
Officials: Our officials are expected to work at least 5 of our KCB hosted meets, which includes the Blazer Series meets for the age group program. Fulfilling this obligation will exempt the family of an official from their annual minimum volunteer obligation. Please note that if an official signs up to officiate a meet and fails to show up for their designated shift, a penalty will be assessed in the form of the no-show penalty described below for volunteers.
Buy Out Option: If a family is unable or unwilling to complete their minimum volunteer obligation within the year, we offer a buy-out opportunity at $50 per hour not completed. This will be billed in your final invoice of the year. For families that leave mid-year, the buy out option for any unfulfilled hours will be assessed on your final invoice.
No Show Penalty: In the event a family signs up to volunteer at a swim meet, fails to show up for their designated volunteer role, and does not contact the KCB Volunteer Coordinator prior to the start of the session, the hours will not count towards your family annual minimum volunteer obligation and your account will be billed $50 per hour missed. This will be billed on your next regular invoice following the meet.
In Kind Options: From time to time, we may request that families sign up to provide snacks and/or beverages for events and meets. In the event that this occurs, a family may elect to sign up to provide in kind contributions which will apply towards the volunteer hours. Each sign up item will count as one-half of a volunteer “hour”. No family will be able to complete more than half of their required volunteer hours utilizing this method.
Championship Meet Volunteer Obligations: When KCB hosts a championship meet (e.g. Age Group Championships, Zones), each family that has a swimmer participating in the meet must complete the following additional volunteer and/or officiating obligations:
MV Districts: 2 shifts per family
MV Championships: 3 shifts per family
Sectionals: 3 shifts per family
Please note that these are in addition to your family’s annual minimum volunteer obligations. Hosting championship meets is a privilege that we do not take lightly. These meets generate necessary revenue for our program and also provide our swimmers with the opportunity to race at high level meets without the burden of travel. If your family fails to complete your championship meet volunteer obligation, and we are unable to fully staff our volunteer commitments (e.g. we have to delay the meet to call for timers), you will be billed at a rate of $75/shift on your next regular invoice following the meet.
Pool Parents: Each of our practice sites and practice groups need 1-2 willing parents to volunteer to serve as Pool Parent. Pool Parents assist the site coaches with ribbon and medal sorting following meets, coordinating birthday and holiday celebrations, and facilitating communication between the Board and/or coaches and the families enrolled at their site. Needs may vary by site and coach, but Pool Parents will earn 10 hours towards their annual minimum volunteer obligation for their assistance.
Volunteer Appreciation Party: In the fall, we expect to celebrate all of our volunteer families who have gone above and beyond their annual minimum volunteer obligations with a party hosted by the KCB Board. We are so grateful to our families to consistently show up and we cannot wait to see more of you there.
Hardship Relief: In the event that your family is experiencing a hardship that makes it difficult or impossible to meet your volunteering obligations or associated buy out fee, please reach out to the Volunteer Coordinator ([email protected]) and Dorothy Ogden ([email protected]) as soon as possible to discuss potential options.
KCB Hosted Meets for 2025-2026: We expect to host the following swim meets during the 2025-26, all of which will require volunteers to run smoothly:
Blazer Series (4 local swim meets throughout the year for AGI and AGII)
Ann Ketterer in September
BB Meet in October
Midwest Winter Classic in December*
Brian Howard in January*
Age Group Championships in March
KC Cup in June*
*In order to continue hosting multi-session swim meets throughout the season, we expect our families of participating swimmers to assist in the facilitation of such meets. To that end, for each of Midwest Winter Classic, Brian Howard Invitational, and KC Cup, if your swimmer is participating in the meet, your family is expected to volunteer for at least one session. Unlike the championship meet obligations, these hours will contribute to your family’s annual obligation. If your family fails to complete your one session obligation for any KCB hosted non-championship meet, you will be billed $75 on your next regular invoice following the meet.
Please note that historically, the available volunteer positions do fill up quickly at meets late in the season as families try to meet their obligation. Help the team and avoid the last-minute stress by planning to volunteer at the beginning of the season, too.
HOW TO CHECK YOUR HOURS BALANCE
- Login to the KCB website
- Select My Account
- Select My Invoice/Payment
- Select Service Hours Tab
HOW TO SIGN UP FOR A JOB - SE Instructions
- Login to the KCB website
- Select Events & Competition
- Find an upcoming meet in the list and click Job Signup
- Check the boxes by jobs you will work. Be careful not to pick conflicting times!
- Click Signup.
REPORTING HOURS EARNED AT AWAY MEETS
- Email our Volunteer Coordinator, with the details including swimmer name, date of swim meet, hours worked, and work performed.
VOLUNTEER COORDINATOR
- Danielle Rider - [email protected]
