Club Operations & By Laws

Our objective is to provide a positive and safe environment for all players to develop basketball skills as part of a team enabling them “to be the best they can be”.

Our Collective Responsibilities

• Provide appropriate training facilities and coaching staff to ensure players have the opportunity to learn correct techniques.
• Create a safe environment for children to participate in basketball which is supportive and encouraging.
• Work with the K&MDBA (Kilsyth & Mountain District Basketball Association) to participate effectively in the competitions with teams who are equipped, trained and graded to compete at the appropriate levels.
• Provide information on club policies and processes to ensure all members are informed of club operations and activities.
• Encourage and facilitate communication with team managers, coaches, parents, and players.
• Abide by all statutory requirements as defined by Incorporation law as it applies within the state of Victoria.
• Adhere to the guidelines as defined by Basketball Australia and K&MDBA

Annual General Meeting

It should be noted, all positions within the club structure, including team managers and coaches are on a voluntary basis. Each of the Executive Committee are open for nomination and re-election at the Annual General Meeting held between August and November each year. Typically the AGM is held at Montrose Primary School Hall.

The venue, date and time will be advised near the conclusion of each Winter Season.

All parents, team managers and coaches are invited to the AGM and are encouraged to provide nominations for these positions. The following positions on the Executive Committee MUST be filled for the club to continue to operate;

• President
• Vice President
• Secretary
• Treasurer

The following positions, whilst not mandatory, from a legal perspective to operate as an incorporated club, are key to our daily operations;

• Players Registrar
• Uniform Officer
• Editor
• Training Co-ordinator
• Grading Secretary
• Boys/Girls Co-ordinators
• General Committee Members

Once the key positions are filled, parents are invited to nominate themselves as a general committee member who will enjoy equal voting rights at all committee meetings. The best opportunity for parents to influence the direction of the club is to take up a position on the committee.

All meeting minutes are made available for parents and players on request. All key updates from meetings are documented and distributed as part of a regular newsletter.

Committee Meetings

All official and general committee members are expected to attend the regular meetings, typically held at 7.30pm on the first Monday of each month. The chairperson responsibility is alternated to ensure everyone has the opportunity to conduct the meetings. Agenda’s are defined and all outcomes including action items are minuted and distributed.

Roles & Responsibilities

To ensure the future of Montrose Vikings it is important that the club is run effectively and efficiently. Therefore an outline is provided for each of the key roles.

President

Provide vision, leadership and direction in all matters relating to club operations including policies, procedures, and financial viability.
Responsibilities include;

• Provide support for all committee members and help facilitate communication throughout the club with Parents, Team Managers and Coaches
• Engage with K&MDBA to investigate ways we can work more effectively
• Create a professional environment at the committee level where views can be expressed safely, issues can be debated objectively and there is a commitment towards achieving positive outcomes
• Ensure the club satisfies all its legal and moral obligations in accordance with the law and its commitment to member
• Maintain policies and procedural changes as agreed by the committee.

Vice President

To provide support to the President and in the absence of the President will acton their behalf with their full authority.

Secretary

Maintain communication with the K&MDBA at association level in all matters relating to daily operations and ensure this information is distributed accordingly.

Responsibilities include;

• Represent the club at Junior Match Committees to address issues relating to conducting a fair competition including amendments to rules, player grading, clearances, fixture changes
• Distribute information as appropriate from the K&MDBA and provide an effective channel for the club to formally communicate with the association on operational issues pertaining to the competition including other teams, players, coaches, referees, health & safety
• Investigate and approve clearances to/from the club taking into account their financial position and impact on affected teams
• Collect and distribute incoming mail
• Official Signatory for Cheques

Treasurer

Maintain accurate financial records, integrity of all transactions and pro-actively manage cashflow to ensure our ongoing viability.

Responsibilities include;

• Provide a statement of financial position at each committee meeting covering income and expenses to date and projected cashflow.
• Maintain a list of paid up members
• Ensure we are compliant with all statutory requirements of an incorporated club including providing annual statements to ASIC and independent financial audits if and when required
• Collect all incoming funds and arrange payment of creditors
• Ensure safe keeping of Cheque Books, Petty Cash and all financial records
• Official Signatory for Cheques

Players’ Registrar

Maintain accurate records of all teams and registered players which are submitted at the commencement of each Summer and Winter Season.

Responsibilities include;

• Verify team sheet details prior to submission to K&MDBA and determine which players are paid up members and therefore who is eligible to play
• Work with Team Managers and Coaches to accommodate new players in teams as appropriate (after grading and consultation with the Grading Sub Committee)
• Submit team sheets along with payment for registration with K&MDBA at the commencement of each new season
• Maintain accurate records of all player information including contact details, date of birth, and singlet numbers as defined in the team sheets

Uniform Officer

Maintain appropriate levels of stock to cater for new players and keep an accurate record of inventory, orders placed and funds received.

Responsibilities include;

• Provide updated inventory reports at regular committee meetings including orders in progress and payments received
• Place orders on suppliers and arrange payments as required
• Arrange for fitting of players and ensure numbers do not clash with others in the same team

Editor

Review and advise on all official outgoing Vikings correspondence including newsletters, advertisements and web site information to ensure the club projects a consistent professional image and provides clear communication.

Responsibilities include;

• Minute regular meetings including AGM and distribute as appropriate
• Compile regular newsletters for distribution via Team Managers
• Review and approve updates to the Vikings web site
• Create official letterheads and templates as required
• Maintain an official directory of Committee Members
• Review and approve all changes to policies and procedure documentation
• Maintain a record of all Master copies of official documentation

Recruitment Officer

Actively promote Montrose Vikings Basketball Club within the local area to encourage new players to join.

Responsibilities include;

• Arrange advertising as appropriate such as school newsletters and special flyers
• Maintain records of interested players and parent contact details
• Work with the Players Registrar and Team Managers to determine their requirements and accommodate potential new players
• Provide initial information packs to parents to help familiarise themselves with the club and our operations

Training Co-Ordinator

Co-ordinate all activities related to scheduling of training facilities.

Responsibilities include;

• Work with the team managers and coaches to define appropriate schedules for available training facilities before the commencement of each new season
• Liaise with the schools when there are planned interruptions to the schedule and provide advance notice to team managers and coaches
• Reconcile stadium / hall usage with invoices provided and approve for payment
• Provide confirmed training schedules for publishing

Grading Secretary

Ensure all players are graded appropriately across all teams by working with the grading committee within the club and at the association level.

Responsibilities include;

• Co-ordinate and facilitate meetings with the Vikings Grading Committee to review and discuss the appropriate grade for each player at the commencement of each season
• Ensure the grading process is concluded in line with the conclusion of designated games fixture
• Co-ordinate and assist communication with team managers / coaches and parents with changes to team structures as appropriate
• Communicate resulting changes to the Players Registrar
• Liaise with K&MDBA grading committees during the grading season and participate in their grading process as appropriate

Boys / Girls Co-Ordinator

Actively promote Montrose Vikings Basketball Club within the local area to encourage new players to join.

Responsibilities include;

• To act as a single point of contact for all Boys / Girls Teams
• Arrange advertising as appropriate such as school newsletters and special flyers
• Maintain records of interested players and parent contact details
• Work with the Players Registrar and Team Managers to determine their requirements and accommodate potential new players
• Provide initial information packs to parents to help familiarise themselves with the club and our operations
• Take responsibility for all new player applications, issues and/or complaints raised by members team managers and coaches to ensure they are managed and resolved appropriately
• Work with the Grading Sub Committee to accommodate new players in the appropriate teams

General Committee Members

Objectively debate issues to assist in the decision making process and where possible, share the workload.

Responsibilities include;

• Investigate ways to improve the club and raise new ideas
• Support the decisions made by the committee
• Invite parents and players to discuss issues informally so you can provide comment on their behalf
• Help share the workload by assisting with special events, fundraising etc.

Coach

Educate, motivate and encourage players to adopt correct techniques and to work as effective members of a team.

Responsibilities include;

• Be aware and adhere to the recommended code of conduct for coaches
• Invest time in gaining a better understanding of the game, planning training sessions and how to develop players skills / techniques
• Work with the grading committee to ensure players are given the best opportunity to succeed
• Develop their own knowledge of the game and coaching techniques based on accredited training materials

Team Manager

Liaise with parents, players and coaches and distribute information effectively to help co-ordinate training and games.

Responsibilities include;

• Maintaining an accurate record of players / parent contact details and ensure they are registered with the K&MDBA
• Collect club membership fees and remit to the Treasurer along with completed team sheets prior to commencement of each season
• Liaise with the training co-ordinator, coaches and parents to negotiate suitable training schedules and communicate changes promptly
• Be aware of changes to game fixtures and advise players, parents and the coach promptly
• Collect game fees for each player and complete the team sheet details and pay prior to each game
• Maintain accurate records of team money and co-ordinate end of season functions
• Distribute club newsletters and other information promptly
• Be vigilant with respect to children in your care at training and during games

Appointment of Coaches / Team Managers

To enable the effective management of the club and therefore satisfy its obligations to members, Coaches and Team Managers MUST be appointed by the Committee. Nominations for these roles will be reviewed at the commencement of each season and appointments announced as appropriate. As part of this appointment process, all Team Managers and Coaches will be provided with information kits and equipment and asked to sign individual agreements.

Coaches will also be asked to sign a document authorising the club to apply for Police Checks. Where a coach is under 18 years they will be supervised by another adult coach and/or adult team manager.

The Vikings Committee reserves the right to terminate any Coach or Team Manager appointment at any time.

Police Checks

The results of police checks will be reviewed by our Management Committee who will assess the suitability of potential coaching staff. Access to information provided by Victoria Police as a result of these applications will be kept in strictest confidence. The outcome of applications provided by Victoria Police will be simply a “suitable” or “not suitable” for the position of Coach for junior players. No other personal information is disclosed. Affected individuals will be given the opportunity to discuss the outcome of their application if requested.

It should be noted, the guidelines for determining suitability of potential coaches are purely focussed on offences indicating a potential future risk to children in their care.

If potential coaches are not comfortable with this process we would advise them to not apply or discuss any concerns before signing an application.

Protecting Our Children

Child protection is about keeping children and young people safe from abuse, discrimination and harassment, and protecting them from people who are unsuitable to work with children. This is often a legal requirement, covered by Australian child protection and anti-discrimination laws. It is also an ethical obligation and a very important consideration in meeting ‘duty of care’ obligations.

The majority of coaches, officials, trainers, team managers and other volunteers involved in sport and recreation are encouraging, supportive, competent and ethical in their activities. For most people sport is an enjoyable experience but for those who experience discrimination, harassment and abuse, their experience can be very different.

Coaches, officials and others, due to their close involvement with players and participants, especially with children and young people, have a responsibility to provide sporting activities within a fair and safe environment.

Directive		Solution
No 1 on 1 skills sessions		Invite 2 or more players or have an observer (parent /assistant coach).
No transporting of single athletes to or from practice/games.		Get parents to organise lifts.
No physical manipulation of athletes.		Use other coaching techniques
No 1 on 1 interviews.		Have witnesses
No individual SMS messages to athletes.		Always include others
No individual emails to individual players.		Always include others
Do not spend a disproportionate amount of time with one player.		Spend your time among players
For any team at least one of the appointed officials must be of the same gender as the team.		Involve parents
Learn about Playing by the rules		Visit the website and free certificate course

Remember – The intention of a comment or action by the person giving it is not relevant. The behaviour or comment is to be considered from the point of view of the person receiving it.

We ALL need to be Vigilant
Sport for most kids is about having fun. However, the fun of sport can be spoilt by adults who do or say things that make kids feel bad or unsafe or scared. As parents and officials, we all have a responsibility to be aware and report anything which may be a concern.

Complaint Process

The Montrose Vikings Club is committed to creating a safe environment for all members and any complaints will be taken seriously and handled confidentially and promptly with due consideration for all affected parties and their respective rights.

All members including parents, players, coaches, team managers and other officials are encouraged to raise issues or complaints promptly with the Boys / Girls Co-ordinators or a committee member.

Depending on the severity of the issue, we will not hesitate in seeking legal advice to ensure the matters are dealt with appropriately.

Grading of Players

To provide players with the opportunity to be the best they can be, it is important players are graded into teams with players of a similar capability. To have players competing in a grade substantially beyond their own ability will slow their development, potentially damage their confidence, and reduce the competitiveness of the team overall. Equally, to putting stronger players in a lower grade does not foster a fair competition and will limit the development of the individual. Where we have players with the ability to play at a higher level, we must not only encourage it but actively work to move them into a stronger team.

As a club we should aim to put teams on the court who are competitive in their division and have the opportunity to enjoy their share of success.

In the same way teams are graded to provide a fair and competitive domestic competition, each club needs to grades their players. This is the beginning of the pathway to elite competitions at representative, state and national levels.

The development of our players is our primary responsibility. The fun and social benefits are a product of their involvement, not the main objective. The grading process will assist in retaining and attracting skilled players as they will have an opportunity to grow and move along the pathway as their skills develop. Stronger clubs who enjoy their share of success are more attractive to new players and coaches.

The ultimate aim of the club should be to field several teams across each age group to enable effective grading of players.

The Grading Process

A Grading Sub Committee will be formed at the commencement of each season facilitated by the club Grading Secretary. Obvious participants in the grading committee would be coaches representing age groups where there are sufficient players to make up more than one team.

The Grading Committee will meet and discuss individual players at the commencement of each new season. The Committee will attend training sessions and games to assess the capabilities of individual players and determine the new team structures.

Existing Player and Parent friendships should not be a factor in the decision making process. Each decision must be based on individual capabilities and team structure.

The introduction of grading represents a cultural shift at Montrose Vikings and the committee understands this will create some initial discomfort within teams which have been together for some time. In contrast, it will also have the benefit of helping develop new friendships and a stronger club identity with a broader social support network rather than a club which is simply a collection of teams.

The committee also recognises there is a risk of losing players during this process, however the committee also recognises this new model in necessary to establish a healthy framework for the development of our players.

IMPORTANT NOTE: all new player / team registrations will be viewed as nominations only and should not be considered final until final structures are advised after the grading process is complete. It can no longer be assumed that when friends recruit others into the club, throughout the season, that they will end up in the same team. Whilst the Grading Committee would be reluctant to make changes after grading season has concluded, they do reserve the right to alter team structure at any time where it is in the best interest of the players, the teams and the club overall.