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EXPECTATIONS FOR ALL BOARD MEMBERS
*Attend all board meetings
*Assist during Evaluation Day
*Assist during Opening Day
*Assist during Closing Ceremonies
*Attend coaches meetings
*Attend scorekeepers/timekeepers clinic
CHAPTER DIRECTOR (Voting Position)
*Secure certificates of liability insurance from HQ for Capistrano Valley Unified School District and Santa Margarita Catholic High School and additional locations as necessary for coaches’ practices.
*Secure Directors & Officers insurance
*Attend ALL Chapter Director Meetings
*Order and obtain game balls and game scorebooks from HQ
*Coordinate with HQ for Coaches Clinic and Fingerprinting dates
*Certify all coaches
*Ensure all coaches register online
*Ensure all coaches attend Coaches Clinic
*Ensure all coaches are properly fingerprinted
*Certify all All-Net teams
*Ensure all certification documents (utility bills, report card & birth certificate) are accurate and obtain certification from Sectional Director
*Coordinate the Championship Series
*Coordinate collection and return of team photos for teams participating in the Championship Series
*Certify and sign all team pictures for teams participating in the Championship Series
*Certify all All-Star teams
*Ensure all certification documents (utility bills, report card & birth certificate) are accurate and obtain certification from Sectional Director
*Certify and sign all team pictures
CHAPTER PRESIDENT (Voting Position)
*Plan and preside at all board meetings
*Create calendar of events
*Secure locations for all board meetings
*Oversee all chapter activities
CHAPTER VICE-PRESIDENT/COACHES DIRECTOR (Voting Position)
*Collect all prospective coach’s applications prior to the season
*Schedule coach interviews with members of the board for each prospective coach
*Send email to all prospective coaches informing them of procedures for coach selection and upcoming events
*Update and prepare coach’s binders for each coach
*Schedule and preside at coach’s meeting prior to regular season
*Follow up with coach’s until regular season begins
*Collect Coach’s Conduct Letter from all coaches
*Assist Player Agents on Evaluation Day and Draft Day
*Keep coaches informed of Coaches Clinic and Fingerprinting dates and locations
BOYS PLAYER AGENT (Voting Position)
*Coordinate Evaluation Day
*Coordinate draft which includes securing volunteers and evaluators
*Communicate with coaches during season regarding issues such as player participation, behavior, etc.
*Input all teams and team rosters into the D4 system
*Ensure Parent Code of Conduct Letters are obtained from each player
GIRLS PLAYER AGENT (Voting Position)
*Coordinate Evaluation Day
*Coordinate draft which includes securing volunteers and evaluators
*Communicate with coaches during season regarding issues such as player participation, behavior, etc.
*Input all teams and team rosters into the D4 system
*Ensure Parent Code of Conduct Letters are obtained from each player
CHAPTER TREASURER (Voting Position)
*Make all deposits
*Reconcile bank account
*Prepare treasurer’s report for every board meeting
*Collect all registration fees prior to Evaluation Day
*Prepare all refund checks
*Prepare info for tax accountant each year
*Pay all bills
CHAPTER SECRETARY (Voting Position)
*Take minutes at all meetings
*Ensure copy of minutes are put on the website within one (1) week of meetings
*Write up minutes and distribute to board members within one week of meetings
*Keep book of minutes and bring to all board meetings
*Coordinate Phone Tree System for all coaches and the board
*Order and distribute first aid kits and ice packs
*Order and distribute coach’s shirts
*Order and distribute board member shirts
PICTURE COORDINATOR
*Coordinate picture day with photographer for Opening Day
*Coordinate make-up picture day with photographer
*Coordinate distribution of pictures to team coaches
*Coordinate action photos with photographer
*Provide info to coaches on action photos
*Communicate info for All-Net teams, High School teams and clinic players
ALL-STAR COORDINATOR
*Gather All-Star nominations from coaches and prepare All-Star ballot
*Coordinate All-Star voting meetings
*Tally all votes and announce at Closing Ceremonies
*Prepare package of info for coaches and parents, including player Letter of Intent
UNIFORM COORDINATOR
*Order uniforms for regular season
*Order uniforms for High School division
*Order uniforms for All-Star teams
*Order uniforms for Summer league
*Handle all issues regarding sizes, etc. after uniforms are issued
*Distribute all uniforms to coaches
REFEREE COORDINATOR
*Work with NJB Headquarters Referee Coordinator to get referees scheduled for all games during the regular winter season
*Communicate with RC on all issues related to the referees during the season
*Communicate with RC on all coach, player or spectator ejections
*Schedule referee meeting with referees prior to the beginning of the season to allow us to make our expectations clear before the season
SCHEDULE/GAME RESULTS COORDINATOR
*Prepare schedule of all games for the season and post season tournaments
*Input schedules into the D4 system
*Input all game scores on Mondays
CERTIFICATION COORDINATOR
*Collect all documents from players
*Review all player documents and match to D4 records
*Provide registration coordinator with any errors in D4 system records
*Report to board on status prior to draft day
*Provide all documents to for selected All-Star players to All-Star Coordinator after All Star teams are selected
CLINIC COORDINATOR
*Send email to all clinic players regarding scheduled days/times
*Ensure that player fees are paid to HQ
*Ensure that player balls and jerseys are obtained from HQ prior to first clinic
*After clinic sessions, ensure that gym is properly set up for divisional play
TROPHY COORDINATOR
*Coordinate with trophy supplies and prepare a report for the board to evaluate
*Order all trophies and all-star medals prior to Closing Ceremonies
*Ensure that all trophies arrive and are set up Closing Ceremonies
GYM COORDINATOR
*Coordinate with SMCHS and Tesoro for facility use
*Complete all appropriate paperwork for facility use
*Schedule gym supervisors for entire season
*Ensure all gym supervisors are versed on the rules at each venue
*Ensure scorebooks, rules, gym supervisor binders are at each location each week
SCOREKEEPER/TIMEKEEPERS COORDINATOR
*Coordinate clinic for scorekeepers/timekeepers
*Preside over training session
*Schedule scorekeepers/timekeepers for entire season
*Be available for the first few weeks of games to answer questions
*Prepare spreadsheet of scorekeepers/timekeepers for the entire season
HIGH SCHOOL DIVISON COORDINATOR
*Coordinate all aspects of the High School Division:
*Contact prospective coaches
*Arrange evaluation day
*Determine team
*Coordinate schedules with other chapters
*Coordinate with Uniform Coordinator for uniforms
PUBLICITY
*Create flyer
*Coordinate distribution at private schools
*Contact local papers to advertise
WEBSITE COORDINATOR
*Ensure current info posted on website
CLOTHING COORDINATOR
*Order clothing for sale
*Coordinate sales of products at Evaluation Day, Opening Day, Various Game Days
*Keep accurate records of clothing purchase and sold
OPENING DAY COORDINATOR
*Coordinate Opening Day/Picture Day with Picture Day Coordinator and secure facilities with Gym Coordinator
*Schedule all teams for pictures
*Create flyer for event to be handed out at Evaluation Day
*Make sure info is posted on website and emailed to all players
*Coordinate food vendors
*Coordinate donations for raffle items
*Purchase and distribute all prizes
*Determine contests
*Obtain and schedule volunteers to help at the event
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