CBC FAQ / POLICY AND PROCEDURE MANUAL dtd January 13, 2019
The Catoctin Basketball Club of Virginia (CBC) is dedicated to providing advanced basketball training and competition to the youth of Western Loudoun County.
“Building a community of basketball through fun, character and skill.”
3. UNIQUE VALUE PROPOSITION
What makes CBC different than other AAU / Travel programs in the area is our focus on community, cost, character and quality. We use the latest training techniques and all of our coaches and board members are volunteers from our community. We have a vested interest in our players because they are our children, friends and our neighbors. They are our future. Our focus is on improving the individual skills of our players as well as providing an environment for them to grow as citizen athletes. We keep our costs down and all revenue is reinvested in our players.
4. ORGANIZATION AND COLLATERAL DUTIES
CBC is a fully insured 501(3)c non-profit organization registered in the state of VA and is led by volunteer coaches, committee members and a board of directors/officers. The organization of CBC is as follows:
CBC Board of Directors/Officers
· Vice President
· At Large
· Equipment and Facilities
Current volunteer contact information is available on the Catoctin Basketball Club website.
5. WEBSITE AND CONTACT INFORMATION
The CBC website is catoctinbasketball.org. CBC uses League Athletics and SI Play for its web and mobile services. These tools are the primary source for registrations, communications and scheduling. CBC encourages all coaches and parents to become familiar with the website and to download the mobile app.
Our legal name and mailing address is:
Catoctin Basketball Club of Virginia
PO Box 91
Purcellville, VA 20134
Volunteers include board members, committee members, coaches and team managers. All volunteers must successfully complete a background check prior to engaging in any CBC related activity with minors. The safety and well-being of our student athletes is the number one priority at CBC.
All head coaches are provided with game quality indoor balls each season and are responsible for those balls.
CBC seasons are broken up to coincide with the Loudoun County Parks and Recreation guidelines. These are:
· Spring – Mid March to Mid June
· Summer – Mid June to mid August
· Fall – Mid August to mid November
· Winter – Mid November to mid March
The Western Loudoun Basketball League’s (WLBL) season happens during winter. CBC teams may conduct winter training but on a not to interfere basis with WLBLs i.e. no CBC training session, practice, game or tournament should interfere with a player attending a WLBL practice or game.
CBC’s goal is to provide at least one team for boys and one team for girls at each grade level from Kindergarten through 11th grade. Availability of qualified coaches, gym space and player interest may require modifications or additions to this. In some cases, a second team in a particular age group will be established if enough qualified players and coaches are interested.
10. TRYOUTS AND PLAYER ASSIGNMENTS
Tryouts are held once per year in January or February for all ages and genders with a few exceptions. All players are expected to attend at least one tryout but may attend two if they are offered. Players are selected by the individual coaches. Coaches may, at their discretion, hold in-practice tryouts for the summer and fall teams to ensure sufficient players for those seasons.
Any player or coach wishing to have a player “play up” must request permission from the CBC Board in advance of tryouts. The player in question must try out for each grade they wish to play for. Being selected to play up is based solely on merit with appropriate age players having priority.
In cases where there are two teams in a grade (e.g. Boys 5 Blue and Boys 5 Red), the Blue team coach chooses and offers slots to those players first. Players have the option of declining to play completely or requesting to play on the Red team. Once the Blue team roster is complete, the Red team coach will begin the process of choosing and offering slots to the remaining players. Any other arrangements must be mutually agreed upon by the coaches in question as well as the CBC Board.
The number of practices per week and in any given season is up to the individual coaches. Practices are generally held at local public schools as well as Patrick Henry College. Each team usually practices on a full court with a minimum of three available baskets. The number, duration, time, days and location of practices varies from season to season and team to team and is based on interest and availability of coaches, players and local gym space. Generally speaking, teams practice 2-3 times per week for 1.5 hours in the spring.
Playing in game situations is an important part of learning process and, most importantly, it is fun for the players CBC expects every Red level team in grades 2-11 to participate in scrimmages, games and/or tournaments. Individual coaches are the final authority on the number and types of events that their team participates in. When evaluating events, coaches should take into consideration the costs, time and travel requirements and their impact on the players and families.
Coaches are responsible for registering and paying for games, leagues and tournaments. Receipts should be submitted to the club treasurer as soon as possible for reimbursement.
K-1 players will focus on skill development while progressing towards intra-squad scrimmages when appropriate.
CBC encourages multi-sport student athletes and is built on a philosophy of developing well rounded young men and women. Dedication, hard work and teamwork are important pieces of that development. Coaches will assume that every player will attend all practices and team events unless notified in advance otherwise. Parents and players should understand that building skills and competitive teams requires learning that can only happen when all players are present. A clear up-front understanding of expectations and open ongoing communications between coaches, parents and players is essential.
14. PLAYING TIME
CBC does not have a policy on equal playing time for all players on a team. Playing time is determined by several factors including: attendance, attitude and skills and is at the sole discretion of the coach. However, CBC encourages all coaches to substitute so that all registered players receive playing time at all events.
Uniform items include a CBC reversible game jersey and CBC reversible game shorts. Reversible CBC practice pinnies, CBC single sided shorts as well as other CBC spirit wear is available. It is up to the individual team coaches to determine what uniform items their team will wear in a particular season. At a minimum we encourage coaches to wear the reversible CBC practice pinnies to any scrimmages, games or tournaments against non-CBC opponents.
When deciding on the team’s uniform requirements, the coach should take into account overall costs to the families (including number of siblings in CBC) when deciding on whether or not to require the purchase of game uniforms. Team uniforms are a perfect opportunity for tax deductible donations or sponsorships from coaches, parents and local businesses.
Priority for selecting numbers is:
1. Returning Blue team player reusing gear from previous year
2. Returning Red team player reusing gear from previous year
3. Returning Blue team player requiring new gear
4. Returning Red team player requiring new gear
5. New Blue team player
6. New Red team player
Blue and Red team jersey numbers should be deconflicted to allow for intermingling of players between teams as required. The Red team head coach in a particular grade will have the final say on player numbers. No player will wear numbers 0, 00 or 55. These numbers are reserved for spare uniforms.
CBC’s financial goal is to be self-sufficient, sustainable and cost effective. All revenue is reinvested in the organization. In order to ensure sufficient operating capital, it is essential that all expenses are prepaid. These expenses include but are not limited to tryout and practice space, balls, pennies, uniforms, tournaments, insurance, web hosting services, bank and merchant fees etc. Donations and sponsorships are welcome and encouraged.
17. FINANCIAL AID
Families or players requesting financial assistance should email their request to
as early as possible. CBC has extremely limited financial aid funds. The final decision on financial assistance is determined by the CBC Board and will include the amount and duration of the aid.
18. COSTS TO PLAYERS
The costs to players are dependent upon a number of factors such as, but not limited to:
· Number and duration of practices
· Cost of games, leagues and tournaments
· Uniform requirements
All of these factors vary from team to team. Individual coaches will provide detailed information on costs, practices, games, leagues, tournaments and uniform requirements. As an example, a spring team practicing twice per week, playing in four tournaments and requiring uniforms would cost approximately $450.
19. INDIVIDUAL TEAM FUNDRAISING
CBC highly encourages individual team fundraising for the purposes of offsetting costs related to competitive basketball activities such as tournament registration fees. In order to avoid competing club and team events and ensure that our brand and status as a non-profit is not placed in jeopardy by improper fundraising activities or improper use of the proceeds, teams should forward all fundraising requests to the CBC board for approval before engaging in those activities.
Everyone affiliated with CBC including but not limited to players, parents, coaches and staff are expected to conduct themselves in a manner that teaches and exemplifies courtesy, character and sportsmanship in a safe environment that is conducive to learning and growth.
21. RECRUITING COACHES AND PLAYERS FROM OTHER AREA TRAVEL BASKETBALL PROGRAMS
It is CBC policy that we DO NOT actively recruit players or coaches from other area AAU or travel basketball programs. Coaches from other programs who wish to coach at CBC should notify their previous organization in writing of their desire to do so.
22. TEAM MATTERS
Grievances or complaints about team matters should be directed to the head coach and, if possible, resolved at the team level. It is CBC’s policy that parents and players wait 24 hours for non-safety related issues before requesting a conference with a coach to allow for emotions to settle.
23. SERIOUS AND/OR IMMEDIATE ISSUES
The following is a guideline on steps to be taken in the event a serious or immediate issue is identified. These are general guidelines, but common sense should prevail. The safety and well being of players, coaches, families and other personnel should be our highest priority.
· STABILIZE - Whenever possible, stabilize the situation by removing/mitigating the threat or those threatened as quickly as possible and prevent further contact until the matter can be resolved. This may require the involvement of police, rescue and/or medical personnel.
· NOTIFY - Notify the CBC Board immediately at
and/or by any means available.
· TRIAGE - A quorum of board members will make an initial assessment of the situation and determine if any further immediate actions are required.
· COMMUNICATE - The CBC Board will notify involved parties of the issues, current status and that a review is underway. In person or phone calls are the preferred method.
· DESIGNATE - The CBC board will designate one individual as the Reviewing Officer and primary point of contact for the review/investigation.
· REVIEW – The Reviewing Officer has primary responsibility for collecting and documenting information and making a recommendation to the board on a resolution, communications and potential ramifications of the issue and ruling.
· RULE – The CBC Board of Directors will review the recommendations of the Reviewing Officer and communicate their final ruling to the involved parties.
· APPEAL – Involved parties will have a designated period of time to provide amplifying information and request further review.
· FINALIZE – The CBC Board will make a final determination and notify involved parties.
24. PREVENTION AND MITIGATION OF ABUSE, MOLESTATION AND/OR SEXUAL MISCONDUCT
The Catoctin Basketball Club is committed to providing a safe environment for its members and participants, and to preventing abusive conduct in any form. Every member of this organization is responsible for protecting our participants and ensuring their safety and well-being while involved in sponsored activities. Known or suspected incidents of abuse, molestation or sexual misconduct must be reported to law enforcement. Active/prospective volunteers (anyone who exerts control over or supervises members/participants) who have ever been convicted of any crime involving physical violence or a sex related offense will be removed/rejected from any association with CBC.
To this end, we have established the following guidelines of behavior and procedures for our staff, volunteers and participants. All members of this organization, as well as parents, spectators and other invitees are expected to observe and adhere to these guidelines.
1. Abuse of any kind is not permitted within our organization. This means we do not tolerate physical, sexual, emotional or verbal abuse or misconduct from our players, coaches, officials, volunteers, parents or spectators.
2. Physical and sexual abuse, including, but not limited to, striking, hitting, kicking, biting, indecent or wanton gesturing, lewd remarks, indecent exposure, unwanted physical contact, any form of sexual contact or inappropriate touching, are strictly prohibited within our organization.
3. Emotional abuse or verbal abuse is also prohibited. These include, but are not limited to such forms of abuse as: yelling, insulting, threatening, mocking, demeaning behavior, or making abusive statements in regard to a person's race, gender, religion, nationality/ethnicity, sex or age.
4. We are committed to providing a safe environment for our players, participants and staff. We do so by appointing all coaches, officials and volunteers -and anyone else affiliated with our organization -as protection advocates. Every member of this organization is responsible for reporting any cases of questionable conduct or alleged mistreatment toward our members by any coach, official, volunteer, player, parent, sibling or spectator.
5. Limit One on One Contact: It is this organizations policy that no activities shall take place involving one on one contact between a single, non-related league volunteer and a child, if such activities can be practically avoided. Instead, a buddy system is encouraged where two (2) adults should always be present during practices, games, carpooling and special events.
6. Prohibition of Sleepovers: All sports organization sanctioned team or league sleepover activities are prohibited, i.e. overnight parties.
7. Touch Policy: Touch is acceptable only if it is respectful and appropriate.
8 Take Home/Pick-Up: Take home/pick-up of athletes by league personnel is strongly discouraged because of the difficulty in limiting one on one contact between adult and child. Parent(s) should provide transportation for their own children to and from scheduled events. The league will clearly outline the expected start and end time for all events and communicate this with all parent(s). Parent(s) should be instructed to make back-up plans in the event they cant provide transportation. If parent(s) can’t provide transportation, they must communicate in writing to the sports organization the name of the person(s) who are authorized to pick up the child, prior to the child leaving with anyone other than the parent(s).
9. Supervision/Chaperone ratio: We recommend that for any sponsored activity, the ratio of adults to youth participants be 1:8, one (or more) adults for every eight children, with a minimum of two adults for every activity.
10. We want to empower our children to trust their feelings and let them know that their concerns, fears and hopes are important by listening to them. Open communication between children and parents, or between children and other adults in the organization may help early warning signs of abuse to surface.
11. We encourage parents to become as active as possible in sponsored activities, games, practices and other events. The more the parents are involved, the less likely it is for abusive situations to develop.
12. We will respond quickly to any and all allegations of abuse within this organization. This information will be communicated to the authorities for investigation and will be reviewed by the organization's directors. The alleged offender will be notified of such allegations promptly.
13. Any person accused of sexual or physical abuse may be asked to resign voluntarily or may be suspended by the board until the matter is resolved. Regardless of criminal or civil guilt in the alleged abuse, the continued presence of the person could be detrimental to the reputation of the organization and could be harmful to the participants. A person who is accused but later cleared of charges, may apply to be reinstated within the organization. Reinstatement is not a right, and no guarantee is made that he or she will be reinstated to his/her former position.
14. We promote good sportsmanship throughout the organization and encourage qualities of mutual respect, courtesy and tolerance in all participants, coaches, officials and volunteers. We advocate building strong self-images among the youth participants. Children with a strong self-image may be less likely targets for abuse; similarly, they may be less likely to abuse or bully others around them.
All volunteers, coaches, trainers, players, parents and family members agree that as a condition of future participation, employment or involvement in this organization, that they will abide by all the terms, conditions, policies, and procedures contained within this program.
CBC retains the right to dismiss any volunteer, coach, trainer, player or family member for violations or failure to abide by this Policy on Child Abuse/Sexual Misconduct.