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Updated Tuesday, August 26, 2008 |
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Pegasus Volleyball Club of Kingston
Ontario Canada |
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WHAT
IS THE PEGASUS VOLLEYBALL CLUB
Philosophy and Guidelines Pegasus
Volleyball Club (The Club) is a competitive-based athlete centered
club volleyball program, in the Foremost to all
activities of the club is the health and safety of all the members
and those associated with the club. The club is
committed to the basic philosophies of the Ontario Volleyball
Association and Volleyball The club will
attempt to make available the programs offered by OVA and VC to
athletes and coaches of the Pegasus Volleyball Club in order that
they may grow personally and expand the scope of the Pegasus
program. The club is
committed to supplying a quality program through practices, games,
tournaments, clinics and leadership while financially making the
programs as affordable as possible to the participants. An emphasis
will be placed on high performance development of players aspiring
to regional, provincial, national and post secondary caliber play. Membership 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 offense 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
defense, 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 teammates 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. • miscellaneous
expenses such as coaching registrations, required clinics and
CPIC’s. • Included
in all team budgets will be a $500.00 miscellaneous item. This will
be directed towards the expenses incurred by the coach for mileage
to and from events, accommodations, incidental supplies. These
expenses should be tracked via mileage notes or receipts. 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
(Vice President of Operations) 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 webpage, 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, VOO 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: The
president is ultimately responsibly for all operations of the
Pegasus VC and as such will be a member of all committees of the
club. He/she will act as the liaison to both the Ontario Volleyball
Association, Volleyball Past President: (If
still active) Member
of the Board of Directors in an advisory position supporting both
the President and Vice Presidents’. Vice President
of Operations: Chairs
Parents Committee and liaison with committees for the Year Book,
Banquet, Fund-raising. Sit on the Pegasus VC Conflict Resolution
Committee. Vice President of Competitions: Coordinate
all competitive situations including: regular practice gym times and
locations, Successful and unsuccessful applications for hosting of
provincial competitions. Liaison for coaching in-service
opportunities offered both locally and provincially. Treasurer: Maintain
the financial records of the club paying bills on a timely bases as
directed by the executive. Assure that the OVA bond is fully
registered with OVA and registered in his/her name as the
representative of the Pegasus VC. Secure copies of the year-end
financial statements for each club team. Supervise any investments
of the club. With the assistance of the executive develop an annual
club budget and establish the club player fees in order to cover the
operations of the club for the competitive season. Secretary: Carefully
record and file the minutes of all club meetings including those of
the executive and committees of the executive. (The secretary is not
required to attend all committee meeting but the chairperson is
requested to send a copy of the committee meeting to the 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.
Their individual role will be as designated by the executive. The
board of directors must include a minimum of one player-parent 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 endeavor 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 A set of
priorities established to assist the youth player in their
commitment to volleyball. Health: The
health of a young athlete is paramount. Although everyone
understands there are inherent risks in any athletic endeavour it is
the responsibility of the athlete, their teammates, their coach and
family to insure a minimal risk of injury. There is a fine line
between pain and strain. The young athlete must be encouraged to
understand these limitations. A
sick or injured player should not put himself/herself in a position
to make an injury or illness worse, neither should the coach, Injured
and ill athletes cannot practice. Players that do not practice
cannot play. It is a cruel circle that must be controlled so a young
athlete can continue to progress. Home: Family
comes first. The coach will have given you a schedule of the
important events during the season. This should be shared with your
family early on. If there is a conflict in dates tell the coach as
soon as possible, long before entry fees etc., have been paid. Family
emergencies, no problem, but please call the coach and let him/her
know what is happening so he or she isn’t left wondering what has
happened. Boyfriends,
girlfriends are not family nor are social events. You have made a
substantial commitment to the entire team. Don’t let them down. School: Pegasus
VC recognizes that you have an important commitment to your
academics and athletics in your school. Your Pegasus coach will give
you a list of dates for important tournaments etc. that you are to
take to your school coach in the spirit of cooperation. Any
conflicts should be noted and priorities set dependent on the
importance of the conflicting events well in advance before entry
fees, accommodations etc have been paid. Homework
and assignments are paramount but it is up to you to balance your
time so that conflicts are minimized. If you have put off an
assignment until the last minute, then the conflict is not with the
school but with your priorities. It is you that has created the
conflict not the school and as such you have not accepted your
responsibility to the team. Team: That’s
us. We are in fourth place but that is OK. Remember you have made a
sizable commitment to your teammates at Pegasus. If you are not
there you have let them down. If you are not there to practice you
can not expect to play. What
about playing for two Pegasus teams at the same time? Although we do
not encourage this, Yes, you can do that BUT you must make it
perfectly clear to both coaches and team members which team takes
priority when and if there is a conflict. There will be no going
back on that commitment. See The Two team player/coach contract. 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, VOO
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 a 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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