STANDARD OPERATING PROCEDURES (SOP s) MEDFORD BASKETBALL BOOSTER CLUB, INC.

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1 STANDARD OPERATING PROCEDURES (SOP s) MEDFORD BASKETBALL BOOSTER CLUB, INC. ARTICLE I Name and Location The name of this organization shall be the Medford Basketball Booster Club, Inc. ARTICLE II Purposes and Objectives The purpose of the Medford Basketball Booster Club, Inc. (hereinafter referred to as MBBC ) is to: Implant firmly in the children of the Medford school District the spirit of competition and the ideas of good sportsmanship, honesty, loyalty, courage and respect. The only attitude we endorse is a positive one from all participants, including players, coaches, parents and spectators. To organize and maintain an integrated program of basketball activities available to all boys and girls in grades three through eight in the Medford School district and provide competent supervision for each program. Support the Medford High School boys and girls basketball programs. Promote excellence in basketball by developing a coordinated effort among the various programs. Develop enthusiastic support among students, parents, players, participants and the community of the Medford School district. ARTICLE III Participation Annual Meeting and Voting Privileges. All interested parents (Grades K through 12) will be allowed to participate in this organization and all meetings will be held the fourth Monday of the months of January, February, March, April, May, October, November and December unless changed by the Board of Directors in advance. The annual meeting of the Booster Club will be held in September. (The Board of Directors may change the date). Each board member is eligible to vote at the Club s meeting. ARTICLE IV Directors The business of this club will be vested in the Board of Directors Consisting of five elected officers. This Board of Directors shall be elected at the annual membership meeting by a majority vote each year.

2 SOP s of Medford Basketball Booster Club, Inc. Page 2- ARTICLE V Officers The membership will elect two or three officers every year serving alternating two year terms. President s Duties The president shall be the chief executive officer of this club and shall preside at all meetings of the membership and directors. Vice-President s Duties The vice president shall, in the absence or disability of the president, perform the duties and exercise the powers of the president. The VP will be the Free Throw Coordinator. Secretary s Duties The secretary shall attend all sessions of the Board of Directors and all meetings of the members and record all votes and minutes of the proceedings in the Booster Club minute book. Treasurer s Duties The treasurer shall have the custody of the Booster Club funds and shall keep a full and accurate account of receipts and disbursements in books belonging to the club and should deposit all monies and other valuable effects in the name and to the credit of the club. The treasurer will ensure proper regulatory filings and made and maintain 501-C3 tax status. President-Elect - The President-Elect will coordinate the business fundraiser and provide support in areas as needed. Any vacancies will be appointed by the President to fill out the term. ARTICLE VI Committees The president shall appoint the Coordinators each year for the following: 1. Scheduler 2. 3 rd and 4 th Grade League 3. Publicity 4. Referee Scheduler 5. Summer Program Assistant See Appendix A for Coordinators responsibilities.

3 SOP s of Medford Basketball Booster Club, Inc. Page 3- ARTICLE VII Financials The Board of Directors will create and present a budget to the membership at the annual meeting for approval. As part of the annual budget process, appropriate funding will be approved and allocated to the boys and girls high school programs in accordance with our mission statement. One half of the payment will be made to the high school coaches in October and the remaining half will be made in February of each year. The high school coaches will provide an accounting/reconciliation of spending of these funds by the end of the club s fiscal year by the May meeting. The President may approve all expenses less than $ All other expenses, not budgeted, must be approved by a quorum of the Board of Directors. ARTICLE VIII Fees An annual fee of $55.00 will be required from each player in Grades 5-8. These fees will be paid at the Annual Meeting. $15 will be available to 5 th and 7 th grade players for new uniforms. The 5 th and 7 th grade teams will have the opportunity to select their uniforms and cover any additional cost as they see fit. Fees for K - 4 th Grade players will be $15.00 per year. Sign-up and league dates will be determined by the 3 rd and 4 th Grade Director/s. This will not be done at the Annual Meeting. The league will be set-up by December 15 th each year. ARTICLE VIV Coaches Pay The club will not pay for any coaches for either the traveling teams or the high school teams. Volunteer coaches are appreciated but not paid.

4 APPENDIX A Coordinator Responsibilities 1. Scheduler: A. Club s contact with N.W. League B. Availability of non-northwest League tournaments for Grades 5-8 boys and girls C. Coordinate and organize all N.W. League seasons D. Practice Coordinator 2. 3 rd and 4 th Grade Program Director: This program director will be responsible for the league including scheduling gym space, conducting fundamental drills, and setting up halftime shows. The director will also supervise the fundamental sessions. Direct 3 rd and 4 th Grade local only program for boys and girls for four to six week season in January and February. 3. Publicity Coordinator: A. Distribute a club newsletter to correspond with the club s monthly meetings as needed. B. Notify local media of club meetings and other events. C. Update and maintain the web-site. 4. Referee Scheduler: A. Schedule referees for all hosted tournaments. B. Contact host tournament coach within one week prior to the tournament with plans. 5. Summer Program Assistant: A. Support the needs of the summer programs as defined by the High School Coaches.

5 APPENDIX B Coaching Guidelines Booster Club Coaches will be selected by the Booster Club officers with input from the parents of the affected players, high school coaches or anyone else that the officers deem appropriate to determine the best candidate. Coaches may be removed only by the officers on a majority vote. Coaches will be appointed each year. Officers of the team must not be a part of any vote that involves their child s team. Qualifications to be considered include: Relevant basketball experience Communication, organization and motivational skills Ability to demonstrate/promote sportsmanship and teamwork Commitment The coach s key responsibility is to organize, motivate, teach and constructively criticize player performance in a POSITIVE manner. Booster Club coaches will not be paid. Coaches are required to attend meetings or delegate to a team parent if a conflict should arise. Coaches are required to attend a coaches clinic at the beginning of each season. This clinic will include what is expected of them and will also include help and advice on proper teaching of basketball skills. Coaches must have a meeting of the parents before the first practice to discuss team rules, practice times and games schedules. Coaches are responsible for accumulating all waiver forms and registration from their team players can not participate in practice or games until signed forms and fee are submitted. This includes both the Booster Club waiver as well as the GNBL waiver. Coaches must submit a team roster to the GNBL (see GNBL website and/or rules) prior to the first tournament. Failure to do so can result in fines imposed on the club! The coach has sole authority to restrict players playing time or suspend a player for a violation of team or Booster Club rules. Coaches should work with the Scheduler to schedule games and tournaments. Coaches may schedule their own games after consultation and approval by the Scheduler as long as they fall within the club rules and budget. All coaches are encouraged to contact the Varsity coaches with any basketball-related questions. This may include what to do in practice, defense and offense questions. Coaches should review the Great Northwest basketball rules at the start of every season so rules are understood and followed. Any disputes between coaches and parents should be discussed with the coach and parents. The Club s officers have the ultimate responsibility to settle disputes. Coaches will host a tournament every year (refer to APPENDIX E).

6 APPENDIX C Medford Basketball Booster Club, Inc. Player/Team Rules All players and parents must sign and return the medical release form and liability waiver at registration. A Great North West League waiver form must also be signed and returned to the coach for submission to the league prior to play. All players must attend practices or notify their coach before practice that they will be absent. Failure to attend practice or notify the coach may result in reduced playing time in the next game/tournament. If a player will miss a game or tournament it is the player s responsibility to notify the Coach in advance of the game and/or tournament. Parents are responsible for transportation for their sons/daughters to and from games. The coach is not responsible to provide or arrange transportation. Good sportsmanship is required at all times. Swearing, arguing with the coach and/or referees will not be allowed. Name calling, taunting or uncomplimentary remarks directed at a teammate or opponent will not be allowed. Repeated displays of disrespect will result in reduced playing time or suspension from the team and expulsion from the Booster Club. All players are required to take proper care of the Booster Club equipment. While the Booster Club realizes players are involved in other activities, players should not expect the coach to make special accommodations for players that miss practices and or games due to involvement in other sports. If a player has activities occurring in two sports on the same date, the player should pick one or the other for that day. Players should be encouraged to be goods students in school. Players should be reminded that the student comes first in student/athlete.

7 APPENDIX D Playing Time Playing Time: The following rules are provided to give the players and parents an understanding as to how playing time will be handled with Booster Club teams. All playing time rules assume the player is not sitting out due to any team rule violations. NOTE: Details on dividing teams due to large number of players follows below. 5 th Grade: All players should play an equal amount of time as possible in all of the games. The 5 th grade teams are intended to introduce players to competitive basketball. A player will not learn how to play the game if they do not have a chance to play in a game. Team size of 12 or more may cause some players to be rotated for certain games if two teams can not be formed. If this is the case ALL players must be involved in the rotation or refer to splitting option noted below. 6 th Grade: All players should play in every game. The 6 th grade teams are intended to continue to introduce all the players to competitive basketball. But the players also need to learn that the better players will start to play more minutes in certain games. Enough playing time should be provided to allow each player a chance to work on their skills during game situations. Team size of 12 or more may cause some players to be rotated for certain games if two teams can not be formed. Refer to the splitting option noted below. 7 th Grade: Playing time at this level will be determined by skill and player effort. Players that are working to improve skills will be rewarded with additional playing time. The 7 th and 8 th grade teams are intended to more competitive in nature. Coaches are still encouraged to play as many players as possible. Team size of 12 or more may cause some players to be rotated for certain games if two teams can not be formed. Refer to the splitting option noted below. 8 th Grade: Playing time at this level will be based upon player effort, skill and results. If possible the coach should continue to provide playing time to as many players as possible. While being competitive the coach should be encouraging all players to work on improving their skills. Team size of 12 or more may cause some players to be rotated for certain games if two teams can not be formed. Refer to the splitting option noted below. Large team / splitting option: Applies to teams of 12 or more. In order to avoid difficulties with effectively rotating players into games to support the club s playing time philosophy, and to avoid leaving players at home, the coaches and parents will have the option of splitting teams. The Northwest League rules allow players to participate on both teams if necessary, as long as they are from the same school district. This allows a team of six or seven players to bring additional players from the other team. Again, this format/option will be left up to the coaches and parents of the affected team. In that case, the following guidelines are to be followed: Each team must consist of a minimum of 6 players. Teams will be designated as MEDFORD RED, MEDFORD WHITE and if needed MEDFORD BLACK In 5 th grade, teams will be evenly divided based on talent. At the 6 th, 7 th & 8 th grade level, teams will be divided based on acquired skill and ability to continue to improve at an appropriate competitive level. Players with more advanced skills will be placed on one team. Those whose skills require more refinement will be assigned to a second team.

8 Because a player s skill level can vary from year to year, the assigning of rosters will take place each year before the first tournament. A try out camp is an acceptable means to determine player skill level. The coach or coaches of the team to be divided shall determine which players are assigned to which team. Every effort shall be made to ensure players are assigned to a competitive level that matches their skill level. Any disagreement as to the assigning of players shall first be addressed by the appropriate coach or coaches. If an agreement cannot be reached, the Board of Directors will make a final decision with all parties abiding by that decision. Each team will be allowed to compete in the same number of tournaments as described in the Medford Booster Club SOP s, APPENDIX D. To provide a good experience for the players, A teams should be scheduled in corresponding A-B level tournaments and B teams should be scheduled in corresponding B-C level tournaments. In the event a coach does not volunteer to coach the second team, the Board of Directors will assign a coach as described in Medford Booster Club SOP s, APPENDIX B.

9 APPENDIX E Tournaments The club will sponsor the following maximum number of tournaments each season (August through May): Six (6) team tournaments each for boys and girls. It is the club's intention to fund six tournaments for each team, however, the actual number of paid tournaments will depend on the financial condition of the club and will be approved by the Board of Directors. All additional tournaments must be paid by the parents of the players, with the exception of a state tournament in which a team is invited. Up to $ will be made available to that team on April 1 based on availability of funds. Hosted Tournaments: Each team will be required to host at least one home tournament during their respective season. Guidelines are available from the club to assist in preparation and coordination, including concessions, referees, facilities, etc. All home tournaments will be scheduled through the Great Northwest Basketball League to aid in recruitment of teams and avoid issues from cancellations, etc. On an exceptional basis, the officers may allow a coach to schedule their respective team s tournament if the request is made by May 15th of the upcoming season. In such a case, the coach will be required to have the schedule completed and funds collected from the visiting teams by September 15 th (for fall season) or December 1 st (for winter season). If a team wishes to host any additional tournament(s), that team is entitled to 50% of the net profit from that tournament subject to certain restrictions for use. The use of allocated funds must be pre-approved by the board and must support further needs related to the game of basketball, including equipment, basketballs, warm-ups, uniforms, extra tournaments, etc. No additional tournaments can be scheduled until all teams have scheduled their required home tournament.

10 Recommended Guidelines For Playing Seasons and Gym Availability Note: Northwest League Coordinator schedules traveling team seasons and advises on gym space. SEASONS GIRLS School Travel BOYS School Travel 5 th Grade Sept. - Oct. Dec. Feb. Oct. Dec. Dec. Feb. 6 th Grade Sept. - Oct. Dec. Feb. Oct. Dec. Dec. Feb. 7 th Grade Jan. Feb. Oct. Christmas Oct. Dec. Jan. Mar. 8 th Grade Jan. Feb. Oct. Christmas Oct. Dec. Jan. Mar. Booster Club teams may wish to play out of the seasons listed above for state and other tournaments. However, all tournaments must be approved by the Scheduler and may not conflict with WIAA rules regarding school seasons. GYM AVAILABILITY ON-GOING FALL WINTER AVAILABLE GYMS Elementary As Available Per High School Use Rec. nights 7:00-8:30 After Frosh games Some Sunday nights Middle School Limited Per Middle School Use Tues & Thursday nights Sundays High School As Available Per High School Use Sunday 5:00 9:00 OTHER KEY DATES August - September- October- November- April- Scheduling Materials (including ranking review) completed for all teams and submitted to GNBL. Notification of sign-up registration (media, mailings, etc.) Free-throw fundraiser materials distributed Coaches confirmed for all teams Sign-up/Registration Coaches clinic scheduled Coaches clinic Free-throw fundraiser SOP s review