SAMPLE MINUTES FOR DISTRICT ORGANIZATIONAL MEETING

District Meeting Minutes

TAPPS Class 4A District 2

January 18, 2018

For the 2018-2020 school years

ATHLETIC DIRECTOR MEETING 

Location: Central Prep Academy

Schools Present:

Trinity Christian

Central Prep Academy

Northwest Academy

Heritage High School

Mountain View Christian School

North Texas Catholic High School

 

Schools Absent:

None

1. Elect District President, Vice President:

    • District President – John Brown – Central Prep Academy
    • District Vice President – Jane Thomas – North Texas Catholic HS

2. Elect District Secretary:

    • District Secretary – Joe Smith – Heritage High School

3. District Directory

Create a district directory to include school addresses as well as athletic directors’ and coaches’ email/cell phone number

 

4. Conflict Resolution

We agree to follow a professional principle of conflict resolution. If one of our schools has an issue with another school, the Athletic Directors of both schools should meet first to attempt to resolve the conflict. If a satisfactory resolution is not achieved, the Heads of School should meet next. If the issue is still not resolved, at that point it may be brought before the District membership for mediation.

 

5.  Establish District Rules and Policies for Tie-breakers

  • Football:
    • Two-way ties
      • Head-to-Head
    • Three-way ties
      • Point differential system with a 12-point cap will be used. The point differential will only involve the games between the three tied teams.
      • Point Differential System – Difference in score is positive for the winner and zero points for the loser, but there can be no more than 12 points awarded to either team. (If team “A” wins by a score of 21-17 over team “B”, then team “A” has earned +4 points and team “B” has 0.) The points from the three games involving the teams that are tied are compared and the teams are ranked by most points to least. This ranking determines the place of finish.
      • If, after ranking by points there is a two-way tie for a playoff spot, head-to-head result will be used.
      • If, after ranking by points there is a three-way tie, a coin flip will be used to eliminate one school. The odd team out gets the lowest seed. After elimination of the odd team out, then revert to head-to-head for the remaining two teams.
    • Four-way ties
      • Rank the teams using the records of the games involving only the four teams
      • After ranking the teams, use head-to-head to determine place of finish between teams that are still tied
      • If teams are still tied use point differential system between the teams that are tied
      • Coin flip if teams are still tied

 

  • Basketball, Volleyball, Baseball and Softball:
    • Two-way ties
      • Head-to-Head
      • 1 Game Playoff (Volleyball will play a 5 set match)
    • Three-way ties
      • Compare head to head records between tied teams, best record gets bye
      • If teams are still tied a coin toss – odd team out from coin toss receives a first round bye (Team A)
      • Team B plays team C
      • Winner of B and C plays A for championship or higher seed (Volleyball plays a 5 set match)
    • Four-way ties
      • Draw for slots A, B, C or D
      • A plays B and C plays D
      • Winners play for championship or higher seed and  if needed losers play for 3 and 4 seeds (Volleyball plays a 5 set match)
  • Mutual Agreement Option
    • If coaches agree to not playing the tie breaker, they can choose to select seeding or go to the coin toss
  • Coin Toss Option
    • Must be agreed upon by all coaches and athletic directors involved; this will determine seeding instead of playing the tie breaker match, and the teams will be considered “Co-District” Champions.

6. Establish District Rules and Policies for film exchange

For football, two films must be exchanged through Hudl no later than Thursday the week prior to the week the teams play. If the most recent game is requested, the earlier game must be traded by Thursday, the latest game must be traded by 8:00 am Saturday. Each coach may choose any of the opponent’s two games he prefers. District films are frozen when playoffs begin. Wide/Tight issue, Coaches are not required to trade two views but may if both agree.

7. Establish District Rules and guidelines for makeup games (weather, power outages, etc.)

All games should be made up as close to the original schedule as soon as possible.

  • Varsity games will be played on the next available Monday, Tuesday, Thursday, Friday or Saturday; not counting other district games. 
  • District games will take precedence over a scheduled non-district game.
  • When a game is suspended it will be picked up where it was left off.
  • District games may not be rescheduled for any reason outside of weather or a school-related emergency once the district season begins.

 

8. Establish financial penalties for forfeiture of district games

There will be a $1000.00 penalty for a team that forfeits a district football game, payable to the team who was forfeited to. If any team forfeits a district game, all of that team’s district games shall count as a forfeit. Their players may still be considered for all district honors.

 9. Approve Officials chapters to be used in District Play

  • ESO and TASO approved by all
  • Officials must be independently assigned by the chapter 
    • Football – Must use at least five officials for each varsity game. If only four officials show, the game will be played as an official game. If three or less officials show, the game will be played upon mutual agreement of both coaches or rescheduled for a later date.
    • Basketball – Must use at least three officials for each varsity game. If only two officials show, the game will be played as an official game. If only one official shows, the game will be played upon mutual agreement of both coaches or rescheduled for a later date.
    • Commencement of play constitutes mutual agreement; therefore, results of the game cannot be protested.

10. Review TAPPS Procedures for approving Transfer Students

  • All transfers must fill out an STF regardless of whether or not theory participated in a sport at the previous school.
  • If the student participated in any activities at the previous school, they must fill out a PAPF.
  • All PAPF’s go directly to TAPPS. They no longer go to the district for initial review.
  • After review and approval by TAPPS, they are then sent to the district. If there are any concerns or objections the TAPPS office must be notified.
  • Approval by the TAPPS office or district committee does not preclude additional review of the student’s eligibility by TAPPS should additional information be presented regarding the student’s previous participation or compliance with eligibility standards.
  • If any district school raises an objection, the district president shall notify the TAPPS office and a district meeting may be held in order to determine the student’s eligibility as determined by the TAPPS office. The student will not be eligible until the meeting is held and eligibility is determined.
  • Transferring students may not participate in any interscholastic competition (Scrimmage, Sub-Varsity or Varsity) until the transfer process is complete and the student is approved by the TAPPS Office.

11.  Set District Fees, financial responsibilities, accountability, awards and any incidental expenses

  • No district fees for awards or transportation of school representatives
  • Fees for District Track, Tennis and Golf will be communicated by the host school once facility and officials are secured. Fee will only cover the cost of the event.

12. Develop and Draw District Schedules for each sport

  • Football
    • Draw for schedules
    •  Friday, October 6 – first football district game
    • Football games will be Friday; JV and Junior High will play opposite locations as High School on Thursdays
    • Game Times
      • JH – 5:00
      • JV – 6:30
      • Varsity – 7:30
    • District Certification is Saturday, November 3
    • All-District meeting will be Wednesday, November 7 @ Central Prep – 9:00 am
      • All-State meetings should have the champion and runner-up present; confirm at the district certification meeting
    • Adults need to be the clock and scoreboard personnel for varsity games
  • Volleyball
    • Draw for schedules
    •   Tuesday, September 18 – first volleyball district game
    • Volleyball games will be Tuesday/Thursday; Junior High will play opposite locations as High School
    • Game Times
      • JH – 5:00, 6:00
      • JV – 5:00
      • Varsity – 6:00
    • October 20, 22, 23, and 24 are reserved for tie-breaker games, if needed. Do not use these days as make up days.
    • District Certification is Wednesday, October 24
    • All-District meeting will be Wednesday, October 24 @ Central Prep – 9:00 am
      •  All-State meetings should have the champion and runner-up present; confirm at the district certification meeting
    •  District varsity games need to have official lines judges
    • Adults need to be the clock, book and libero trackers for varsity games
  • Basketball
    • Draw for Schedules
    • Tuesday, January 8 – first basketball district game
    • Games will be Tuesday/Friday; Junior High will play opposite locations as High School
    • Game Times
      • JH – 4:00, 5:00, 6:00, 7:00
      • JV – 4:00, 5:00
      • Varsity  – 6:00, 7:30
    •  February 11 – 13 are reserved for tie-breaker games if needed. Do not use these days as make up days.
    •  District Certification is Wednesday, February 13
    • All-District meeting will be Wednesday, February 13 @ Central Prep – 9:00 am
      • All-State meetings should have the champion and runner-up present; confirm at the district certification meeting
    • Varsity games will have 3 officials
    •  Adults need to be the clock and book for varsity games
    • There will be no overtime for JV
    • JV will have 6 minute quarters
  • Baseball
    •  Draw for Schedules
    • District games start Tuesday, March 19; games will be played on Tuesdays and Fridays (except Good Friday) against the same team.
    • Games will be played home and home against the same team in one week
    • April 23 – 26 are not to be used as make up days.  These are reserved for tie-breaker games.
    •  District Certification is Saturday, April 27
    • All-District meeting will be Wednesday, April 24 @ Central Prep – 9:00 am
      • All-State meetings should have the champion and runner-up present; confirm at the district certification meeting
  • Softball
    • Draw for Schedules
    • District games start Tuesday, March 19; games will be played on Tuesdays and Fridays (except Good Friday) against the same team.
    •   Games will be played home and home against the same team in one week
    • April 23 – 26 are not to be used as make up days.  These are reserved for tie-breaker games.
    • District Certification is Saturday, April 27
    • All-District meeting will be Wednesday, April 24 @ Central Prep – 9:00 am
    • All-State meetings should have the champion and runner-up present; confirm at the district certification meeting
  • Track
    • District President – Joe Smith – Heritage High School
    • District Certification will be Friday, April 13
    • District Meet – Thursday, April 11 at Heritage High School
    • Regional Track – Friday, April 26
  • Tennis
    • District President – Jane Thomas – North Texas Catholic High School
    • District Certification will be Saturday, April 6
    • District Meet – Thursday, April 4
    • State Meet will be April 15 – 16
  • Golf
    • District President – Kevin Jones – Northwest Academy
    • District Certification will be Wednesday, April 17
    • District Meet – Monday, April 15
    • Regional Certification will be Wednesday, April 24
    • State Meet will be April 29 – 30

13. Agree on maximum admission prices for each sport

  • TAPPS Passes must be accepted by all schools
  • TAPPS Approved Passes must be accepted by all schools
  • There will be no District Passes accepted
  • Maximum admission prices
    • Football – $7.00/5.00
    • All other – $6.00/4.00

14. Schedule Pre-Season Meeting for each sport

  • Football – Aug 8 @ Central Prep – 9:00 am
  • Volleyball – Aug 8 @ Central Prep – 9:00 am
  • Basketball – Oct 22 @ Central Prep – 9:00 am
  • Baseball – Jan 16 @ Central Prep – 9:00 am
  • Softball – Jan 16 @ Central Prep – 9:00 am

15. Schedule End-of-Season All-District Meeting for each sport

  • Football – Nov 7 @ Central Prep – 9:00 am
  • Volleyball – Oct 24 @ Central Prep – 9:00 am
  • Basketball – Feb 13 @ Central Prep – 9:00 am
  • Baseball – Apr 24 @ Central Prep – 9:00 am
  • Softball – Apr 24 @ Central Prep – 9:00 am

Send a copy of District Minutes to TAPPS