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Pegasus Volleyball Club of Kingston
Ontario Canada |
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WHAT
IS THE PEGASUS VOLLEYBALL CLUB
Philosophy and Guidelines
The Club operates in an
athlete-centered environment, where the long term
development and needs of the athlete are balanced against
the competitive requirements of the OVA.
As such, the club will focus on physical literacy and skill development at
the younger ages. The priority is to provide the
athletes with the physical, technical and tactical tools to
compete to the best of their ability as they move to the
older ages. In addition, the club will foster a
‘high performance’ mentality, in support of those players
aspiring to Regional, Provincial, Post-Secondary and
National Teams.
Further, it is a goal of the club to create a passion and appreciation for
volleyball in every participant, leading to life-long
participation in the sport.
As part of the delivery of
the program the Club shall:
● Provide certified coaching expertise to all teams
● Provide regular practice and competition to all teams
● Provide a safe, healthy, harassment-free and well supervised
training environment
● Offer regular communication through the: www.pegasusvolleyball.com website
● Include open and transparent financial operations
● Provide opportunities for parents to become involved
● Alumni re-engagement into the coaching ranks
Open try-outs for all positions will be conducted for teams
in age divisions for boys and girls. The coaching staff for
each team chooses its members. 9-12 players per team is
recommended. Players, coaches and parents are members.
Parents of children who are chosen as players on a team are
considered members of the Club and are eligible for election
to the Board of Directors in which duties of these positions
are described here. Only members who have reached the age of
majority may vote. This means that at general
meetings/elections a family has votes equal to the members
fully registered with OVA.
Termination of Membership
Any member may resign from the Club for any reason provided
dues and expenses are completely paid in full. If any
expenses or dues have not been paid in full, they are
considered immediately due, in full, upon receipt of
resignation. Such resignation will be in writing to the club
Secretary or President. The executive will determine if
funds are to be returned to the member.
Any member who is behind in payments may be suspended from
membership. The member may be reinstated to the club upon
payment of arrears at the discretion of the executive.
Any member charged with conduct unbecoming a club member or
any offence not in the best interest of the Club and the OVA
(Ontario Volleyball Association), and against whom such
charges are sustained after the opportunity to appear in
person before the executive in his or her defence, may be
expelled from membership. Notification of such expulsion
will be immediate and in written form of said action.
In cases of the resignation or expulsion of any member, the
secretary through the president will immediately notify the
head coach and team-mates of the member’s status.
Any member who is expelled from the Club will forfeit and
/or be responsible for the payment of all membership dues
and expenses. The Club reserves the right to collect all
monies due to the Club at the time the member was expelled.
Above clauses will be subject to OVA transfer policies.
The club expects/requires coaches, players, and parents to
always encourage good sportsmanship and always act with high
personal integrity. The club will adhere to the OVA Coaches
Code of Conduct (VC coach’s manual level #1 Chapter 1
written by the Coaches Assoc. of Canada and the Canadian
Professional Coaches Assoc.) and the Volleyball Canada Code
of Conduct for Participants as printed in the VC Rule book.
The club will attempt to communicate and cooperate with
local school athletic programs and other athletic
organizations in order to maintain an open, friendly,
cooperative relationship.
In that respect the Pegasus Volleyball Club will have no
special affiliation with any single elementary or secondary
or post secondary school nor will it be a part of or
encourage the building of a team or the development of
individuals for one particular elementary or secondary
school program. This means that all try-outs must be held
equally and fairly with the selection of the team based on
the needs of the coach to create a balanced competitive team
irrespective of the athlete’s school.
However, if a local school wishes to register at team
comprised wholly of students from one school and
abide by all the rules and regulations of the Pegasus VC,
OVA and VC the coach/team may make application to the
executive who will then vote on whether the application is
accepted. Otherwise they will need to form their own club
under the OVA.
Written agreements
The coach and his/her assistants will make very clear, in
writing, the expectations and objectives of that team for
the up coming season before a player commits to the team.
These expectations will involve the approximate number of
tournaments and their dates, the practice times required
along with the expected attendance at the aforementioned.
All players are required to make these commitments clear to
their parents and other programs and activities they are in
evolved with.
A seasonal budget
will be developed for each individual team. This budget will
involve the cost of:
• gym rental for
practice,
• basic uniform
and warm-up,
• OVA and club
membership/registrations,
• equipment
(balls),
• tournament
registrations,
• basic medical
supplies.
• expenses such
as coaching registrations, required clinics, mileage,
accommodations and CPIC’s.
• Included in
all team budgets will be a $500.00 coaching honourarium that
is to used by the coach as his/her discretion.
Please note: That transportation to and from events and
accommodation expenses are not calculated into this budget.
(See the team managers section.)
This budget will be communicated with each team member and
their family with the understanding that these costs will be
shared equally. Both of the above documents will be sent
home in duplicate with one copy signed by the
parent/guardian and returned to the coach.
Periodically, during the playing season, a balance sheet
will be issued to the players/parents. Unfortunately no
refund can be given, if a player withdraws from the team, as
the initial budget was based on the number of players on the
team. If the player can be replaced then a prorated fee
refund will be determined by the coaching staff and
executive. Any funds remaining at the end of the season will
be shared equally with the team members.
Fund-raising
Opportunities may become available during the year. These
could come in many forms such as hosting provincial
tournaments, score-keeping, etc. These funds can be used by
the individual teams as they see fit to reduce the team
operating expenses.
Sponsorships:
Coaching staff’s are free to find and negotiate age
appropriate sponsorships for their individual teams. The
team may place a sponsor’s banner on the individual team’s
web page, display the sponsor’s logo on their uniforms as
long as it conforms to the VC rule book. The team may
display the sponsor’s logo/name at events as long as they
have approval of the host organization and the operator of
the facilities. The amount of the sponsorship must appear on
the year-end balance sheet.
(The Vice President of Operations MUST
be informed of any sponsorship agreements in order to avoid
duplications or conflicts)
A team may not enter into any agreement on behalf of the
club or the OVA.
Financial Assistance
The executive will assess possible financial assistance to
club members on an individual basis. Information submitted
by or through the coaches and/or family of players requiring
assistance will/must remain confidential.
Conflict Resolution:
Where there is a dispute/grievance involving members of the
Pegasus Club, the coaching staff, their parents/guardians,
OVA, VC or the managers/operators/owners of facilities
used by the Pegasus Club the situation will be referred to
the Conflict Resolution Committee* for resolution.
*The CR Committee will consist of club the President and
both Vice-Presidents (if the grievance involves any of the
committee that member will be excused and be replaced by (in
the following order) Past-Pres. Secretary, Treasure)
Executive Responsibilities:
President:
Past President: (If still active)
Vice President of Operations:
Vice President of
Competitions:
Treasurer:
Secretary:
Maintain a chronological record of
correspondence as supplied to him/her by the executive and
to do with the daily operation of the Pegasus VC.
Board of Director Members:
Consisting of interested knowledgeable parties appointed by
the executive in order to assist in the successful operation
of the Pegasus Volleyball Club as well as all head coaches
from the club teams and house league conveners. Their
individual role will be as designated by the executive.
Coaching
Coaching assignments will be determined by the executive and
coaches selection committee (to be appointed by the
executive) at the start of each season. Every attempt will
be made to accommodate requests due to work and family
schedules.
Head coaches must be certified (NCCP) and follow guidelines
provided in the Coaching Code of Conduct – Ontario
Volleyball Association (OVA) Manual. Coaches and assistant
coaches of youth teams must undergo a police check prior to
coaching a team (CPIC). The club, through the player
registration fees, will pay the costs associated with police
checks as well as the coach’s OVA registration fee.
Assistant coaches will be encouraged to become certified.
The Vice-President of Competitions along with the President
will insure that all documentation pertaining to the
coaching staff is in order.
Team Managers
Every team will have a parent representative (manager) who
will assist the coach and his/her assistants with the
administrative duties of the individual team. They will
cooperatively assist the coaching staff with all financial
responsibilities which may include budgeting, collecting of
fees, banking, bill payment, online registrations and the
publishing of a financial statement to the executive and
players/parents.
The parent manager along with the coaching staff will assist
teams and players in making arrangements for transportation
to and from events and assist in the coordination of
accommodations at OVA/VC events.
This parent/manager will be a member of the Parent Committee
that will work with the Vice President of Operations.
Insurance
The club, as members of OVA, will endeavour to insure that
all activities undertaken by the club are within the
coverage of the OVA (AllSport) insurance program. The
executive will make available to all coaches, players,
parents/guardians and the operators of facilities used for
club functions the details of the OVA (AllSport) policy.
The executive does not recommend, approve or take any
responsibility for individual players or teams who
participate in events or activities not covered by the club
insurance program. Where and when a team is participating in
an event that is not covered by the OVA insurance policy
proof of additional coverage must be shown to the Vie
President of Competitions
Alcohol and illegal substances:
At no time will any member of the Pegasus Youth Volleyball
Programs use or be under the influence of alcohol, illegal
substances or restricted performance enhancing substances at
or during a club event.
Rules for Athletes
Volleyball Canada Code of Conduct for Participants as
printed in the VC Rule book will be the guide for all
Pegasus VC members.
All fees and forms will be submitted on time or the player
in question must sit out both practices and matches until
these responsibilities are completed.
Athletes will arrive at practice and tournaments on time,
ready to play with the required equipment and uniforms. If,
for some reason, the player can not follow through on their
commitment it is their responsibility to contact the coach
ASAP.
Report any injuries and ailments immediately to your coach
who will note these on the practice or game sheet.
The athletes will show respect for all facilities used by
the club.
Health, Home, School, Team
Health:
Home:
School:
Team:
Rules for Parents
Parents should be parents, players should be players and the
coach should coach and be the only one to criticize the
players. The game ends when the game ends and practice ends
when the practice ends and do not continue in the change
room, halls, bleachers or the car ride home. At no time
should a player, a coach, a parent or a spectator ever place
another individual in a position of humiliation or
intimidation. Our basic code of conduct is simple. If it
isn’t acceptable on the court with a referee then it isn’t
acceptable in the bleachers.
Parents who have concerns or questions should sit privately
with the coach to discuss these items. If required the club
president or a member of the club executive will sit in a
meeting to assist in resolving any difficulties. (See
conflict resolutions)
Meetings
Executive
Meetings Will be held at a time and location to best
accommodate the members of the executive as established by
the club president. Meeting frequency should be a minimum of
every six weeks or sooner during the competitive season if
required. Any executive member may call a meeting by simply
reaching a quorum of the executive. (six members not
including the board of directors)
A pre-season meeting date for all coaches will be
determined by the President to take place as soon as
possible once the new seasons’ Competition Manual and
Competitive Schedule is published.
Annual General Meetings
Post-Season meeting and elections of the next season
executive should take place, if possible, (due to conflicts
with the competitive calendar) prior to the year end banquet
so the new executive can be introduced at the banquet.
Pre-season coaches managers meeting to bring them up to date
with OVA, VC and club rules and regulations,
gym/practice schedules, tournament application requests.
Annual Awards and
Banquet
The format, location and date of the annual Awards Banquet
will be determined by the Vice President of Operations in
consolation with the executive. The banquet should be held
once all provincial competitions at completed for the
season, if possible. The executive will allocate funds for
the banquet. If possible no additional cost will be levied
to the players or coaching staff in order to attend this
banquet.
There will be two awards presented annually to each club
team.
Recognition Award: Much like a Sportsmanship Award
Achievement Award: Much like a MVP or MIP award
The Hawk Award: Named for Gord Hawkins (April 2004) and
presented for outstanding contributions and support for
grassroots volleyball within the Pegasus Volleyball Club.
This award does not need to be present annually.
Coaches Manual
Annually, the executive will produce and supply each team
with a copy of the club administrative (coaches) manual.
This manual will contain the following items:
1. An Introduction that
will include the names and contact information of the
Pegasus executive.
2. The club guidelines
(this document)
3. Process for
registering themselves, players and for tournaments on the
OVA website
4. Provincial (OVA)
Indoors Competitions Manual (as supplied by the OVA to the
team contact)
5. Sample parent letter
6. Sample budget
7. Assumption of risk
consent form and Confidential Participant Information Card
8. Sample Practice /
Training Record
9. OVA Individual
Registration Form
10. OVA insurance program
Pegasus Fees:
(revised June, 2006)
Each member team
will pay a $50.00 team fee to the Pegasus Club and every
player activity participating on a Pegasus team will pay a
$25.00 membership fee. Team coaches and adult organizers are
exempt from these fees.
An exception to
this will be permitted ONLY for the adult and 20U
teams. These teams will pay $8.00 individual membership and
then an additional $7.00 per team member who wish to attend
the club banquet and receive the club yearbook/individual
team picture.
Equipment
All equipment
purchased, with funds from team fees, becomes the property
of the Pegasus Volleyball Club at the end of that
competitive season and are to be distributed to the teams at
the start of the next season.
As much as possible
the club will assist teams in the purchasing of equipment
through bulk ordering and negotiating discount prices.
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