WHAT IS THE PEGASUS
VOLLEYBALL CLUB
Pegasus VC is one
of more than 120 competitive based clubs in
the Ontario Volleyball Association.
As a competitive based club there will be try-outs for all team positions. The
coaching staff will select their teams
based on athleticism, skill, determination, leadership, commitment and team
chemistry.
Youth Competitions Information
Youth Competition is designed for athletes under 20 years of age and are played
at various locations throughout
There are 7 divisions of play plus adult for
2007-2008
season:
<<<<<The
following document is a work in progress. Changes, as approved by the
executive, will be published to all players and parents>>>>>
Pegasus Volleyball Club
2007-2008
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
He/she
will be responsible for communications* with all members of the club including,
players, parents, coaches in addition to the media when required.
(*
may involve news letters, press releases, email distribution and the club
website)
He/she
will coordinate executive and general meeting including annual elections of the
executive.
Chair
the Pegasus VC Conflict Resolution Committee.
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.
Sit
on the Pegasus VC Conflict Resolution Committee.
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.