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Board Member Responsibilities

Board Member Responsibilites

 

President
  • Attend all board meetings, parent meeting, try-outs and annual tournament and work on committee for annual tournament
  • Set agenda for all board meetings
  • Oversee all directors and ATB activities including player/coach development, try-outs, registration, uniforms, pictures, finances, tournaments, gym/facilities and fundraising activities
  • Oversee annual tournament
  • Partner with high school and fundraising committees to develop fundraising
  • Build relationship with High School, MYAS and other traveling basketball communities
  • Promote communication between participants and association
  • Coordinate end-of the year survey and distribute to board, coaches and present at annual meeting
 
Vice-President
  • Attend all board meetings, parent meeting, try-outs and annual tournament and work on committee for annual tournament
  • Organize and assist with coaches interviews, set up interview panel, review/update questions, participate in the interview process and confer with the president and the board with decisions on coach selections
  • Organize coaches meeting with high school varsity basketball head coach and distribute equipment to coaches
  • Check in/receive all basketball equipment from coaches at season end
  • Address issues throughout the season involving coaches, players and parents such as: coaching complaints, player complaints, and any other issues involving ATBB basketball operations
  • Assume the roles and responsibilities of the president of ATBB during any absence of the president position
 
Secretary
  • Attend all board meetings, parent meeting, try-outs and annual tournament and work on committee for annual tournament
  • Compile meetings from board meetings and distribute to ATB board members in a reasonable amount of time
  • Coordinate and schedule the room for the ATB monthly meetings at the Community Center, schedule parent meeting at the High School and annual meeting at the City Hall in April. Contact head high school coach for attendance at the parent meeting.
  • Coordinate uniforms-selection of vendor, ordering and distribution of uniforms
  • Coordinate pictures-selection of vendor, ordering and distribution of pictures
 
Try-Out Director
  • Attend all board meetings, parent meeting, try-outs and annual tournament and work on committee for annual tournament
  • Responsible for all try-out activities, including purchasing of signs and distribution, organizing volunteers, setting up evaluation criteria, and arranging for the tabulation of participant’s scores
  • Develop and distribute flyers at high school youth camp
  • Place ads in paper for try-outs
  • Distribute try-out flyers at schools in September
 
 
Treasurer
  • Attend all board meetings, parent meeting, try-outs and annual tournament and work on committee for annual tournament
  • Provide ATB board at monthly meeting an update of financial status
  • Responsible for all ATB financial activity
  • Responsible for payment of approved expenditures
  • Accountable for all checks received for program registration, volunteer fees and uniforms
  • Provide a yearly budget
  • Provide an estimate to the board for upcoming season participant fees based on projections of expenses and income from the hosted tournament
  • Complete Form 990-EZ and file timely with IRS
  • Report financial position of organization at each board meeting
  • Partner with tournament Director to determine order of paying tournaments-based on funds available prior to registration
  • Tracks volunteer time
 
Program Director
  • Attend all board meetings, parent meeting, try-outs and annual tournament and work on committee for annual tournament
  • Keep coaches posted on tournament brackets, changes or updates and inform coaches of extra tournament opportunities as received via e-mail
  • Compile coaches’ feedback regarding tournaments to use for next season’s tournament selection
  • Coordinate associations via distribution of flyer and e-mail for annual tournament
  • Complete tournament flyer for MYAS tournament book – make 250 color copies and submit to MYAS by deadline
  • Submit registrations for teams for season tournaments and track via spread sheet and send to treasurer for payment
  • Attend MYAS meeting in August for distribution of tournament books
  • For State compile all of the information needed to enter team rosters on MYAS online – request needed grade verification, have coaches complete the registration form for their team – Send printed rosters, grade verification for those needed and the completed registration form from the coaches for each team to MYAS with one check
Facilities/Equipment Director
  • Attend all board meetings, parent meeting, try-outs and annual tournament and work on committee for annual tournament
  • Inventory all equipment for season and order all equipment
  • Coordinate gym time for practice and tournament use
 
Website Director
  • Attend all board meetings, parent meeting, try-outs and annual tournament and work on committee for annual tournament
  • Responsible for maintaining and updating website and other online sites
  • Coordinate registration information via website and set up team pages after try-outs and organize teams on website

Andover Tournament Director

  • Attend all board meetings, parent meeting, try-outs and annual tournament
  • Market with other organizations for the registration of participants to the Andover tournament
  • Coordinate gym space for tournament
  • Formulate brackets for tournament and make available to participants, tournament sites and website
  • Responsible for coordination of all volunteers, trainers/EMTs, officials, high school basketball team volunteers
  • Responsible for coordination of all concessions including purchasing, delivery and returns, and outside vendors all tournament supplies for gym areas, registration, and concession areas
  • Formulate all score sheets and make available booklets for gym managers and site supervisors and reception areas
  • Purchase of trophies for participants
  • Market sponsors for tournament

 

 

ATBB – Monthly To Do’s
 
January
  1. Get forms for MSF and MYAS (can do one or the other or both subject to ATB tournament schedule) tournaments to director and coaches
  2. Schedule meeting with coaches and directors for seeding meetings for new coaches – make sure to “coach” new coaches so they know the expectations
  3. Tournament director gathers forms from coaches and submits forms and payments to MSF and MYAS tournaments
  4. Secretary secures board meeting locations and times for the balance of the year
  5. Host Annual New Year’s Classic Tournament
  6. Schedule second season practices
 
February
  1. Notify membership of board openings and review job responsibilities
  2. Plan annual meeting and set date and time and notify membership
  3. Evaluate tournament for possible improvements and set date for next year
  4. Coordinate coaches evaluation forms for distribution after season end - online
 
March
1.      MSF and MYAS tournaments
2.      Distribute coaches evaluation and program surveys to parents online, collect and compile information
3.      Distribute coaches appreciation gifts to non-parent coaches
4.      Cash all non-volunteer checks
 
April
1.      Review coaches evaluation forms and program surveys. Distribute to coaches at      annual meeting
2.      Collect equipment from coaches (may need to support spring teams with equipment)
3.      Meet with coaches to discuss tournaments, evaluate season, gather input for next season’s tournament planning
4.      Annual meeting-elect new positions / transition new members
 
May
1.      Create try-out flyers to distribute at camps and open houses (update website with information) post notice in Andover Times, development of signs for try-outs
2.      Select and secure gym space for try-outs. Needs to be done prior to school closure
3.      Discuss and evaluate try-outs procedures, registration process and procedure and uniforms
4.      Evaluate finances and discuss up-coming season’s fees (not finalized until October parent meeting
5.      Tournament Director establishes his/her committee and works through selecting tournaments for the next season. *Recommend securing verbal commitments with many of the tournaments this month to be sure to have a spot. This can be done by using the prior season’s MYAS tournament list and prior contacts that have been kept. At this point you will need to have a general idea of the number of teams and grade that will be booked for early-send out e-mails and make phone calls
6.      Development of annual tournament flyer
7.      Discuss finances and discuss upcoming fees for next season
 
 
June
1.      Distribute try-out flyers at Andover youth basketball camp
2.      Evaluate web site for any information updates or changes in policies
3.      Provide Andover times with advertisement for paper – July/August issue (due by mid month)
4.      Tournament director to select all tournaments for upcoming season
5.      Evaluate policies and procedures
 
July
1.      Tournament director completes registrations forms and gives to Treasurer
2.      Treasurer sends out tournament registration forms and checks (typically post dated)-needs to be copies by treasurer
3.      Start planning try-outs- agree on process and selection criteria, drills, scoring, weighting, grades, number of teams, sizes of teams (how each day will go) and volunteers
4.      Form a committee of volunteers to interview potential coaches (returning coaches re-apply and committees discretion on need for interview)
5.      Place ads in Andover Today, Anoka Union, ATB website, etc. for try-outs and coaches. Check deadlines for print media!
6.      Make try-out information available on website or direct e-mail
7.      Create new try-out information signs
8.      Discuss options for uniforms (will need to get quotes and look at different designs if thinking about switching). Manage decision and lead time within getting sizes at try-outs and delivery in concert with pictures and first tournament. Also, don’t forget accessories (coaches shirts, bags, warm-ups, shooting shirts, and fan gear, etc.)
9.      Inventory equipment and order any needs (balls, bags, pumps, first aid kits, ice packs, coaching boards, score books, etc.)
10. Form committee for coaches interviews and e-mail all previous coaches and get forms ready
 
August
1.      Try-out Director plans try-outs (distribute volunteer list, plan evaluations, scoring database)-volunteers and evaluators
2.      Interview potential coaches and select preliminary coaches
3.      Plan and secure picture dates and who will be conducting them
4.      Plan and secure uniform vendor
5.      Plan registration-input of information
 
 
September
1.      Secure gym space for practices. 
2.      Attend open houses at schools and hand out flyers
3.      Distribute flyers in Wednesday folders at elementary schools
4.      Put up try-out signs around community
5.      Place all outdoor signage
6.      Finalize coaches selection and do background checks
7.      Solicit volunteers for uniform ordering (assist with sizing, ordering and at call-backs, order garments and distribute garments)
8.      Plan pictures – need to give several weeks after uniforms have been ordered
9.      Hold try-outs/call-backs
10. Order uniforms/ coaches shirts
11. Plan parent meeting-put together information packet- date should be decided upon for Sunday after try-outs
12. Year-end taxes
 
October
1.      Set practice schedules by team for October through December from the blocks of available time provided by the Community Ed Director
2.      Make updates to the ATB handbook. Make copies to distribute at parents meeting. Include this coming season’s tournament schedule
3.      Parents and Coaches meeting-introduce board members, introduce coaches, go over operations and expectations (handbook), collect fees, take orders for ATB accessories, deliver equipment to coaches
4.      Season starts
5.      Conduct coach’s clinic as needed. Meet with coaches to review expectations of association
 
November
1.      Organize season fund-raiser for season kick-off
2.      Deliver uniforms and accessories to teams
3.      Team pictures
4.      Tournaments begin
5.      Start planning January tournament
 
December
1.      Finalize all details of January New Year’s classic tournament
2.      File business renewal