Destrehan Booster Club

P.O. Box 933
Destrehan, LA  70047

 

Officer Responsibilities

Effective August 03, 2005

 President:

·         Schedule Board Meetings and Annual Meetings

·         Manage daily business relating to the Booster Club

·         Oversee all coordinators and reports to the Board of Directors

·         Appoint Coordinators

·         Work with Recreation Department in all areas and sports as required

·         Prepare agenda for Board of Directors Monthly Meetings

·         Preside over all Board of Directors and Annual Meetings per Robert’s Rule of Order

·         Arrange a meeting place

·         Arrange physical registration schedule with the Recreation Department

·         Obtain and setup registration site in advance to assure efficient physical registration

·         Distribute manual with By-Laws and OTS manual to new Board of Directors each year

Vice-President:

·         Assist President in items outlined above as requested

·         Assume responsibilities for any officer in their absence including reports at Board Meeting. 

Treasurer:

·         Have charge of all funds of Booster Club and of its disbursements, under the directions of the Board of Directors

·         Keep a record of all monies received and paid out, making a report to the Board of Directors at each monthly meeting.

·         Collect all registration forms & fees prior to reg. form being delivered to the Secretary

·         Collect all fees associated with NSF checks

·         Provide change and cash boxes for concession stand(s)

·         Collect money at end of each day of concessions

·         Have account audited monthly by another Board member.

Secretary:

·         Maintain hardcopy file and input of all registration forms into the computer for all sports. (baseball, softball, football, basketball, and cheerleading)

·         Print out team rosters with phone numbers for all coaches

·         Print out team uniform size rosters for all coaches

·         Print out team rosters for Recreation Department

·         Keep a record on file of all minutes, correspondence, rosters, registrations, etc in file cabinet that is kept in the Ormond Concession Stand.

·         Produce blank and returning registration forms on computer

·         Retrieve registration forms from the Treasurer

·         Handle sports waiting list for all sports

·         Notifies each sports coordinator of players number by age group for team formation

·         Produce any reports, labels, or letters that may be requested by the Board

·         Report to the Board of Directors at each monthly meetings

 Recording Secretary:

·         Keep the minutes of all meeting (Board of Directors and Annual Membership Meeting) and distribute to all Board of Directors

·         Keep a record of all minutes

·         Prepare ballots for election of Board Members 

Organized Team Sports Representative (OTS)

·         Attends OTS meetings acting as liaison between Board of Directors and OTS Committee

·         Report to the Board of Directors at regularly scheduled meetings

·         Presents a Policies and Procedure manual for the Destrehan Booster Club using minutes from previous meetings. Manual should be divided into sections by sports or activities.

·         Update manual after each board meeting

·         Report to the Board of Directors on upcoming issues that require a vote 

Board of Directors:

·         Manage the business of Destrehan Booster Club for Sports and Recreation, Inc.

·         Ensure By-Laws and OTS regulations are followed

·         Set Policies and Procedures for the Destrehan Booster Club and ensure they are followed

·         Attend scheduled Board Meetings (Absence in excess of three meetings or DBC sponsored events could result in removal of a Director from the board.)

·         Attend all General Membership Meetings

·         Coordinate one primary and one baseball activity

·         Make recommendations to Recreation Department regarding coaches (regular and All-Star)

·         Make recommendations to Recreation Department regarding programs

·         Assist on registration nights

·         If a meeting is missed, contact President or Vice – President for information regarding items discussed at meeting

·         Assist at pre-season Baseball Jamboree Tournament

·         Assist at all baseball evaluations

·         Rule on all waiver requests within the control of the Board of Directors

NOTE:   Policies and Procedures can be changed at any time with a majority vote of the Board of Directors.  By-Laws can only be changed  at a general membership meeting advertised and held for that purpose.  OTS rules and regulations can only be changed by the OTS Committee or the Recreation Department.

 
Coordinator Responsibilities

Effective August 03. 2005

 Football Coordinator:

·        Oversee all areas pertaining to football

·        Address any and all problems that may occur related to football matters and report them to the Board

·        Recruit coaches for all age groups

·        Selection of coaches. (If more than one coach has volunteered for one age group, the Board of Directors must vote on coach selection.)

·        Obtain registration date(s) from President

·        Review a copy of each coach’s commitment form from the Coaching Commitment Coordinator

·        Inform coaches to contact Practice Coordinator for date and time of each practice

·        Get list of players from the previous year from the Secretary

·        Distribute and record uniforms given to each player at the start of the season

·        Collect and record uniforms returned from each player at end of season

·        Schedule Photographer for team pictures

·        Place order for the number of trophies needed with Trophy Coordinator

·        Conduct, coordinate and attend player drafts with coaches (if necessary)

·        Provide coaches with team rosters including phone numbers

·        Attend all age group coaches meeting at Recreation Department

·        Liaison between the Recreation Department and the Board of Directors on all matters regarding football

·        Report to the Board of Directors at each monthly meeting

·        Arrange visiting teams for the Cypress Bowl and work with CB Coordinator 

Cheerleading Coordinator:

·        Oversee all areas pertaining to Cheerleading

·        Work with Cypress Bowl Coordinator

·        Work with Football Coordinator

·        Over see all activities of the cheerleaders and monitors

·        Get list of cheerleaders from the previous year from the Secretary

·        Coordinator cheerleaders for each age group for each game

·        Attend or have some act as Monitor for each practice

·        Provide team rosters to Monitor and team mom

·        Assign a team mom for each age group that will contact the girls as to practice times, schedules, cancellations, re-schedules, pictures etc.

·        Set date and time of practices 

Concessions Coordinator:

·        Oversee all areas pertaining to concessions

·        Coordinate schedule for concession stand usage with Recreation Department

·        Coordinate concession purchases and worker schedule for jamboree tournament and Cypress Bowl

·        Count and forward all receipts of concessions to the Treasurer

·        Clean and return concession stand to original condition

·        Assign workers with date and time in advance of upcoming concessions

·        Solicit help from school/church/sports organizations or clubs and PARENTS

·        Work with Cypress Bowl Coordinator

·        Work with Baseball Jamboree Coordinator and Scheduler for games and times

·        Coordinate all concessions held at Ormond Field for Baseball.

·        Set date and time for Board of Directors to volunteer time to operate concessions at Ormond Field 

Uniform Coordinator:

·        Oversee all areas pertaining to uniforms

·        Obtain bids for uniforms and present to the Board of Directors for majority vote

·        Coordinate the purchase of all uniforms

·        Confirm shirt logo and uniform style for each age group

·        Get all team size rosters from Secretary for uniform vendor

·        Coordinate distribution of all uniforms with each sports coordinator

·        Provide coaches with team size roster for distribution of uniforms

·        Forward all receipts for the purchase of uniforms to the Treasurer 

Trophy Coordinator:

·        Oversee all areas pertaining to trophies and plaques

·        Coordinate the purchase of all trophies for the appropriate sport teams

·        Work with the each sports coordinator to assure that trophies are distributed to the correct team and age group

·        Forward all receipts to the Treasurer for the purchase of all trophies and sponsor plaques

·        Work with Photography Coordinator to get team pictures for sponsor plaques

·        Obtain bids for trophies each year and present to the Board of Directors for majority vote

·        Report to the Board of Directors at every monthly meeting

Photography/Publicity Coordinator:

·        Oversee all areas pertaining to photography and publicity

·        Distribute information to local papers regarding registration and any other information that needs to be advertised.

·        Post information on the Ormond Field Sign as directed by the President

·        Obtain bids for pictures

·        Present bids to the Board of Directors for selection of vendor by majority vote

·        Coordinate picture schedule with Photographer, each Sports Coordinator and Coaches

·        Provide photographer with coaches list and phone numbers

·        Coordinate distribution of pictures with each sports coordinator

·        Supply team pictures to Trophy Coordinator

·        Report to the Board of Directors at every monthly meeting 

Website Coordinator:

·        Oversee all areas pertaining to the website

·        Update and maintain all website activities directed by the President and/or the Board of Directors 

Practice Schedule Coordinator:

·        Oversee all areas pertaining to practice schedules

·        Coordinate all practice schedules for all sports with Recreation Department and each sport with the all coaches.

·        Check for the appropriate field or gym space with the Recreation Department 

Jamboree Schedule Coordinator:

·        Oversee all areas pertaining to the jamboree schedule

·        Contact Rec. Dept. in January to book Jamboree date in April

·        Coordinate the entire jamboree schedule for the baseball tournament

·        Contact the Recreation Department for the appropriate fields

·        Distribute schedules to all teams (DBC teams and visiting teams)

·        Obtain and recruit visiting teams for tournament play

·        Arrange umpires for the 9-10 year olds and up games 

Pitching Machine Coordinator:

·      Oversee all areas pertaining to pitching machines

·      Coordinate the use & collection of all pitching machines, extension cords & balls

·      Check the condition and service needed on all machines at end of season

·      Provide service/parts needed cost to Board for approval by vote

·      Have service needed on machines completed before next sport season 

Coaching Commitment Form Coordinator:

·        Oversee all areas pertaining to coaching commitment forms

·        Obtain a list of all coaches volunteering for each sport

·        Make sure all forms are completely filled out and signed

·        Distribute a copy of all Coaching Forms to the appropriate sports coordinator

·        Maintain a record of all signed Coaching Forms

·        Maintain a record of any probation or disciplinary letters sent to any coach

·        Coach selection is performed by each sports coordinator unless more than one coach has volunteered for a specific age group.  Then the Board of Directors will make a selection(s) based on a majority vote 

Boys Basketball Coordinator:

·        Oversee all area pertaining to boys basketball

·        Obtain registration date(s) from the President

·        Place order for the number of trophies needed with Trophy Coordinator

·        Obtain a list and copy of all coaching commitment forms from the Coaching Commitment Form Coordinator

·        Oversee, attend, and conduct boys basketball drafts

·        Work with Uniform Coordinator to obtain and distribute all uniforms

·        Distribute, maintain and collect all basketballs given to each coach

·        Provide team rosters with phone numbers to each coach

·        Collect and maintain all basketball evaluations

·        Schedule Photographer for team pictures

·        Get list of players from previous year from the Secretary

·        Report to Board of Directors at every monthly meeting

Girls Basketball Coordinator:

·        Oversee all areas retaining to girl basketball

·        Obtain registration date(s) from the President

·        Place order for the number of trophies needed with Trophy Coordinator

·        Obtain a list and copy of all coaching commitment forms from the Coaching Commitment Form Coordinator

·        Oversee, attend, and conduct all girls basketball drafts

·        Work with Uniform Coordinator to obtain and distribute all uniforms

·        Distribute, maintain and collect all basketballs given to each coach

·        Collect and maintain all basketball evaluations

·        Schedule Photographer for team pictures

·        Obtain a list of all interested players by age group from the Secretary

·        Report to Board of Directors at every monthly meeting 

Baseball Coordinators:

·        Oversee all areas pertaining to their assigned age group

·        Each Director will oversee one age group per season

·        Obtain registration date(s) from the President

·        Each Coordinator will place an order for the number of trophies needed with Trophy Coordinator

·        Obtain a list and copy of all coaching commitment forms from the Coaching Commitment Form Coordinator

·        Oversee, attend and conduct drafts for their assigned age group

·        Provide Secretary with team rosters after draft

·        Provide coaches with team roster and phone numbers

·        Provide coaches with team uniform size roster for uniform distribution

·        Assist with evaluations for all age groups

·        Work with the Secretary and Uniform Coordinator to order and distribute all uniforms to coaches

·        Collect and maintain all baseball evaluations

·        Work with Photography Coordinator to schedule taking team pictures with photographer and coaches

·        Get list of players from previous year from the Secretary

·        Report to Board of Directors at every monthly meeting

Volunteer Coordinator:

·        Recruit volunteers to help with all aspects of Booster Club events/activities

·        Solicit and sign-up volunteers at all DBC registrations

·        Solicit volunteers from local Schools / Organizations to provide them an opportunity to earn service hours

·        Provide coaches with information to contact Volunteer Coordinator for the parents of children on their team

·        Provide volunteers for each Sport Coordinator during that season

 

 

Responsibilities and Guidelines

 

  To clarify the responsibilities of the Destrehan Booster Club compared to those of the St. Charles Parish Recreation Department, the Booster Club handles the following:

 

-Registration of Destrehan area participants for football, cheerleading, boys & girls basketball, baseball & softball.
-Selection of coaches and conducts drafts for the above sports.
-Orders, assembles and disseminates uniforms.
-Schedules practice times.
-Provides trophies at season end.
-Organizes all aspects of its annual Destrehan Baseball/Softball Jamboree.
-Host various kids and coaches clinics.
-Handles concessions on occasion, including football and Destrehan Jamboree concessions.
-Administers annual photography contracts and handles photography arrangements for all sports.

 

The St. Charles Parish Recreation Department handles the following detail:

 

  Registration:
   
  Registration forms for all sports are mailed to all returning participants allowing parents to register children without having to attend walk-in registrations.  In addition, two walk-in registrations are held for each sport. 
   
  Parents are encouraged to give attention to detail when completing registration forms.  For example, please be certain of uniform size when noting this information on the forms.  Uniforms are ordered from this information and there is little margin for error.  A uniform table will be available at each walk-in registration.
   
  If you are registering a child who has not played a sport in St. Charles Parish Recreation Department, a copy of his or her birth certificate must be attached to the forms.
   
  Cut-off dates for age groups are Jan. 1st for softball, May 1st for baseball, August 1st for football and September 1st for girls and boys basketball.  Weight limits for age groups in football are 5-6 (100 lbs.) 7-8 (120 lbs.), 9-10 (140 lbs.) and 11-12 (160 lbs.).
   
  Completed registration forms with fee payment must be submitted and processed by the draft date.  Following the registration process, team drafts are conducted.  No registrations will be accepted after the draft for that age group has been held.
   
  All request, such as carpooling or coach, will be noted at team drafts.  Request are honored at the discretion of the coaches.  Whether or not request will be honored, depends on the coaches in that age group.  Coaches are not required to honor request.

 

  SPORT REGISTRATION SCHEDULE PRACTICE STARTS (Dates are approximate) GAMES  
           
  Baseball Mid Feb. / Early March April 1st May - June  
           
  Softball Mid Feb. / Early March April 1st May - June  
           
  Football Early August September 1st Sept. - Nov.  
           
  Volleyball Early August September 1st Sept - Nov.  
           
  Cheerleading Early August September 1st Sept. - Nov.  
           
  Girls Basketball Late August September 1st Sept. - Oct.  
           
  6-7-8 Late August September 1st Sept. - Oct.  
           
  9-10 Late August September 1st Sept. - Oct.  
           
  11-12 Late October November Jan. - March  
           
  Boys Basketball Late October November Jan. - March  
           
  6-7-8 Late October November Dec. - Feb.  
           
  9-10 Late October November Dec. - Feb  
           
  11-12 Late October November Jan. - March  
           

 

Coach Selection:
     
  Coaching candidates are required to complete and submit a coaching form to indicate their interest in serving as a head coach or assistant coach.  If there are more coaches than teams, the Board of Directors will determine the coaches.  The Booster Club board selects coaches based on several factors, including previous coaching experience and other qualifications.  
     
  To facilitate the draft selection process, players are ranked according to the ratings submitted by their coaches from the previous season or by evaluations.  For example, in baseball/softball, player ratings for throwing, batting and fielding skills are totaled and used to determine their ranking in the draft.  Adjustments are also considered in some circumstances such as when a player moves up to an older age group.  Each team is allowed one head coach and one assistant coach for boys and girls basketball and one head coach and 2-5 assistant coaches for football.  Baseball/softball is allowed one head coach and one assistant coach before the draft for all age groups.  The head coach must determine and disclose the assistant coach and/or coaches to the Booster Club prior to the draft date for the age group involved.  Coaches' children will be noted on the draft list.  

  

 

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