VERNON AMATEURATHLETICASSN.
POLICYMANUAL
TABLEOFCONTENTS
SECTIONI-THESTRUCTUREOFVERNONAMATEURATHLETICS
ASSOCIATION...... 2
(THE CLUB)···························································2
SECTION II -BOARDOFDIRECTORS...... 2
2.1
2.2
2.2.12.2.22.2.32.2.4
2.2.5
2.2.6
2.2.7
2.2.8
2.2.9
2.2.10
2.2.11
GENERAL...... 2
0Ff-ICERS...... 3
PRESIDENT...... 3
VICEPRESIDENT...... 3
ASSISTANTVICEPRESIDENT...... 3
GENERALMANAGER,MEETSANDCOMPETITION...... 4
GENERALMANAGER,FACILITIESEQUIPMENT...... 4
SECRETARY...... 4
TREASURER...... 5
REGISTRAR...... 5
DIRECTOR OF JUNIORACTIVITIES...... 6
IMMEDIATEPASTPRESIDENT...... 6
SOCIALCONVENOR...... 6
2.2.12HISTORIAN...... 7
SECTION III-COMMITTEES...... 7
3.1FIXTURESCOMMITTEE...... 7
3.2AWARDS, RECORDS, AND STATISTICS COMMITTEE...... 7
3.3FUNDRAISING COMMITTEE...... 7
SECTIONIV-ATHLETES...... 8
SECTION V- COACHES...... 10
SECTION VI- MEMBERSHIP...... 11
SECTION VII-TRAVEL...... 12
SECTION VIII --MISCELLANEOUS...... 12
SECTIONI-THESTRUCTUREOFVERNONAMATEURATHLETICSASSOCIATION
(TheClub)
ClassesofMembership:Thereshallbefive(5)classesofmembershipintheClub,namely,ActiveSenior,ActiveJunior,Associate,Non-ResidentandHonoraryLife.
1."ActiveSenior"membersshallincludethosepersonsovertheageofnineteen
(19)yearswhobecomeMembersoftheClubtotrainforathleticeventsandtoengageincompetitionwithin,oronbehalfof,theClub.
2."ActiveJunior"membersshallincludethosepersonsofnineteen(19)yearsofageandunderwhobecomeMembersoftheClubtotrainforathleticseventsandtoengageincompetitionwithin,oronbehalfof,theClub;
3."Associate"membersshallincludethosepersonswhobecomeMembersoftheClubtoassisttheClubbywayoftraining,coachingandadministration;
4."Non-Resident"membersshallincludethosepersonswhobecomemembers
oftheClubtoengageincompetitiononbehalfoftheClubbutwhoresideinalocationthatprecludesthemfromregulartrainingwithothermembersoftheClub;and
5."HonoraryLife"membersshallincludethosepersonswhohavebeenrecognizedformakingcontributionstotheClubbybeingsodesignatedbytheBoardoftheClub.
SECTIONII-BOARDOFDIRECTORS
2.1General
TheDirectors:
ten(10)Directors,orsuchnumberasmaybedeterminedfromtimetotimebyOrdinaryResolutionofwhichnotlessthanone-halfhavebeenMembersoftheClubforatleastone(1)yearpriortotheirelectionasaDirector
arerequiredtoactinafiduciarycapacityforthebenefitoftheClubasa whole
arechargedwiththeresponsibilityofsecuringfinancestomaintaina competitiveprogram
shouldnotactoutofanypersonalgain
areresponsibleforthecontinuousdevelopmentandexpansionoftheClub
areresponsiblefortheoverallleadership,directionandmanagementoftheCluband
itsvestedinterests
mayexerciseallpowersof theClubexceptthoseexclusivelyreservedformembersatGeneralMeetings
Shallbemembersof theBCAmateurAthleticsAssociation. TheClubshallpayanyapplicablemembershipduestoamaximumasrepresentinganAssociateMembershipfee.
2.2Officers
2.2.1President
ThePresident:
istheChiefExecutiveOfficerof theClub
shallsupervisetheotherofficersintheexecutionoftheirduties
shallrepresenttheClubinanofficialcapacitytothepublic
shallprepareagenda,callandpresideoverallGeneralandBoardofDirectors'
meetings
shallberesponsibleforthegeneralmanagementoftheClubaccordingtoitsConstitution,By-Laws,definedPoliciesandRulesandRegulations
shallbeoneofthesigningofficersintheClub
maysit,withnovote,asanex-officiomemberofalltheClub'scommittees
shallberesponsibleforthehiringandsupervisionofanyandallofficestaff.
2.2.2VicePresident
TheVicePresident:
shallassistthePresidentincarryingouthisresponsibilities
shall,intheabsenceofthePresident,havethepowertoperformalldutiesof
President
shallbetheBoardofDirectors'representativeinliaisonwiththecoaches
shallapprovecoaches'expenseaccountsandtimesheets
isresponsiblefor thecoordinationandpresentationofthecoaches'budget
shallcallregularmeetingsofthecoachesandshallensurethattheBoardofDirectors
isinformedofdecisionsreachedandofrequestsmade
willberesponsibleforresolvinganyandallmattersorissuesrelatingtocoaches
including,butnotlimitedto,hiring,discipline,meetscheduling,travelbudgets,athlete/parentconflicts,anddismissalsandwillatalltimesseekdirectionfortheBoardofDirectorspriortoexecution
willinitiateandcoordinateathlete,coachandofficialclinics
2.2.3Assistant VicePresident
TheAssistantVicePresident:
shallberesponsiblefortheappointmentofClubcommitteesandadministrationthereof
shallberesponsiblefortheappointmentof theClubmemberstoseekelectionandserveontheBCAthleticsBoardandcommittees. TheClubshall,asa minimum,berepresented ontheBCAthleticsJuniorDevelopmentCommittee
shallberesponsibleforthepromotionoftheClubimagetoitsmembersandthepublic
shallberesponsibleforthegatheringanddisseminationofathleticinformation(i.e.
pressreleases).
2.2.4GeneralManager,MeetsandCompetition
TheGeneralManager,MeetsandCompetition:
shallberesponsibleformeetsarrangedbytheClub
shallberesponsibleforallmattersrelatedtoexternalcompetitionswheretheClubathletesattend
shallactastheClubcontactpersoninmeetsandcompetitionmatters
shalldisseminatemeetinformationtoappropriatecoaches
shallcoordinateClubmembersentriesintocompetitions
shallorganizetravelarrangements
shallcollectallmeetresultsandgivetoAssistantVice-President.
2.2.5GeneralManager,FacilitiesEquipment
TheGeneralManager,FacilitiesEquipment:
shallberesponsibleforreservationsandbookingsoffacilities
shallberesponsiblefortheprocurement,safe-keepingandmaintenanceofClub
equipment
shallberesponsiblefortheorderingandsaleofallClubuniformsandapparel.
2.2.6Secretary
TheSecretary:
shall be responsibleforcorrespondenceandtheperformanceofotherdutiesasdirectedbytheDirectors
shallkeeptherecordsoftheClub'sactivitiesexceptthosetobekeptbytheTreasurer
shallkeepminutesofAnnualMeetingsandtheDirectors'Meetings
shallprepareandpresentreportsontheDirectors'activitiestotheAnnualGeneral
meeting.
2.2.7Treasurer
TheTreasurer:
shallensurealldues,feesandmoneysoftheClubarecollectedanddepositedinafinancialinstitutiondesignatedbytheBoardofDirectors
shallensurethatallbillsandcontractualobligationsaresettled
shallensurethataccountsof theClub'sfinancesispresentedtoeachregularmeeting
ofBoardofDirectors
shallensurethatFinancialStatementsarepreparedandpresentedateachAnnual
GeneralMeeting
shallensureabudgetispresentedtotheincomingBoardofDirectorsassoonas
possibleaftertheAnnualGeneralMeeting
tofacilitateanequitabledisbursementoffunds,theTreasurershallreceive,onor
beforethe15thofNovemberofeachyear,aproposedbudgetfrom:
- Coachingstaff;
- GMMeetsandCompetition
- GMFacilitiesandEquipment
- AssistantVP-ClubAdministration,and;
- SuchothersasdirectedbytheBoardofDirectorsRepresentingeachgroup'sproposedincomeandexpendituresforthecomingfiscal year
theBoardofDirectorsshallconsidereachgroup'sproposedbudgetandallocatefundstoeachgrouphavingregardtotheClub'santicipatedrevenuesandexpendituresforthecomingfiscalyear
shall be responsibleforthepreparationoftheClub'sAnnualBudget
asasigningauthority,theTreasurerhastheauthoritytopayallbillswhenthey
becomedueunderthefollowingguidelines
- recurringexpenditures(i.e.postage,stationery,copying,telephone)
- expensesincurredinrunninganeventapprovedbytheBoardofDirectors
- expensesofattendingvariousmeets
shallensurethatallcapitalitemsabove$250.00areapprovedpriortopurchasebytheBoardofDirectors
shall ensurethatallitemsoutsideoftheapprovedbudgetmustbefirstapprovedbytheBoardofDirectorsbeforeincurringtheexpense. Aformalmotiontopayacertainamountwillbemadeseparately,whererequired,forsuchitems.
2.2.8Registrar
TheRegistrar:
shallprepareandhandoutmembers'registrationpackages
shallberesponsibleforthemaintenanceoftheRegisterofClubMembers
maysit,withnovote,asanex-officiomemberofall theClub'scommittees
shallprocessallBCAthleticsregistrationsfortheClubmembers
shallensureallDirectorsandCoachesaremembersingoodstandingwithBC
Athletics
willpromoteClubmembershipandprovidesupportinginformationaboutClub
membershiptoCoachesandathletes
shallberesponsibleforamembershipaddresslist
shallprovidetheBoardofDirectorswithnamesofindividualssuitablefor
assignmentsintheCluborganization
shall prepareaNewMemberPackagewhichshallbeavailable,andasaminimum
include:uniformdescriptionandavailability,acurrentAnnual,PolicyManual,Athlete'sCodeofConduct.TheClub'slistingofBoardof DirectorsandCoachesandtelephonedirectory,andpertinentmembershipforms.
2.2.9DirectorofJuniorActivities
TheDirectorofJuniorActivities:
shallactasliaisonbetweentheClub'sJuniorDevelopment,JuvenileandJuniormembersandtheBoardofDirectors
shallcooperatewiththeClub'sSocialConvenerinorganizingJuniorClubfunctions
shallbeaspokesmanforJuniorathletestowardClubcommitteesandtheGMMeets
andCompetition
shallrepresenttheJuniormemberswhenevercalledupon
ShallbeavailabletoassistnewActiveJuniorClubmemberswithClubprocedures.
2.2.10 ImmediatePastPresident
TheImmediatePastPresident
(Ifapplicable)shallbeavailableforspecificprojectsasrequiredbythePresident.
2.2.11SocialConvener
TheSocialConvener:
shallpreparetheProgramforsocialactivitiesfortheClub
shallarrangefacilitiesassociatedwiththeAnnualAwardsBanquet
willinvestigate,supervise,coordinateandimplementplansfortheAnnualAwards
Banquetandticketsales
shall,inconsultationwiththeDirectorsandtheAwardsCommitteeinvitegueststo
thebanquet
shallprepareabudgetandcollectallmoniesforthebanquetandremitthesametothe
Treasurer
ShallberesponsibleforthePhoningCommittee.
2.2.12Historian
TheHistorian:
shallhavethecustodyofandshallcausetobekeptsuchrecords,documentsanditemsasmaybeofhistoricalinteresttotheClub
shallberesponsiblefortheissuanceoftheClub'sNewsletterataminimumofthree
(3)timesperyear(indoortrackseason,trackseason,cross-country).
SECTIONIII-COMMITTEES
3.1Fixtures Committee
TheFixturesCommittee:
shallberesponsibleforcoordinatingandfulfillingobligationsfortheClubsponsoredfixtures
shallprepareacommitteereportfortheAnnualGeneralMeeting
3.2Awards,Records,andStatisticsCommittee
TheAwards,Records,andStatisticsCommittee:
shallcoordinatetheworkoftheGMMeetsandCompetitions'officeinmaintaining records,bestperformancesandstatisticsrelativetotheirspecificareas
shallreceiveandprocessalltheapplicationsforProvincialand Nationalrecords
shallprepareanannualrecords,bestperformanceandstatisticsreportandpublishthe
Club'syearbook
shallcoordinatetheestablishmentofaconsistentawards philosophyandprogramfor
theawardsannuallypresentedbytheClubandrecommendsuchaphilosophyandprogramandsubsequentrevisionstotheBoardofDirectors
shallimplementtheapprovedphilosophyandprogram.
shallplananannualawardsbanquet,purchasetheawards,andcoordinatethe
distributionoftheawardstotherecipients
shallberesponsibleforthepermanentawardspresentedannuallybytheClub
shallprepareacommitteereportfortheAnnualGeneralMeeting.
3.3FundRaisingCommittee
TheFundRaisingCommittee:
shallprepareanannualfundraisingplanandbudget
shallimplementitsplansincooperationwiththeClub'smembers
shallalsosolicitand negotiatesponsorshipsfortheClub
shallprepareacommitteereportfortheAnnualGeneralMeeting.
SECTIONIV-ATHLETES
4.1AthletesassignedtoaCoachmaynottransfertoanotherCoachwithoutbothCoachesagreeingthatthisisinthebestinterestof theathlete. Ifanagreementcannotbereached,theathletewillhavethefinaldecision.
4.2Athletesmusttravelwiththeirteamunlesspriorarrangementshavebeenmadewiththedesignatedofficer.
4.3AthletesmustacceptthedecisionofCoachesandManagersand,ifdisqualified,shouldcommunicatedirectlywiththeVicePresident.
4.4AthletesmustbepreparedtopayfortheirownmealsandothercoststhatarenotprepaidbytheClubatmeetsawayfromhome.
4.5AthletesmustabidebytheAthletes'CodeofConduct(Section4.8)andanyotherRulesestablishedbytheClubduringthetimetheyareparticipatinginClubfunctions.
4.6Anyathletedeemedtohaveseriouslybreachedanyruleswillbesenthomeathisorherparents'expense.
4.7Whereanathleteisresponsibleforalateentryorfails toparticipatewithoutjurisdiction,theathleteshallberequiredtoreimbursetheClub-fundedentriesandallrelatedmeetparticipationcosts.
4.8ATHLETES'CODEOFCONDUCT
AsamemberoftheClub,everyindividualagreestotakepartinaspiritoffairplay,honestyandinaccordancewiththerulesandregulationsofBCAthletics. Assuch,thememberisexpected,whiletravelingwiththeteam,competingfortheClub,practicingwiththeClub,and/orrepresentingtheClubinanyfunction,to:
a)CompeteIparticipateinaspiritoffairplayandhonesty.
b)Avoidtheuse,advocating,condoning,promotionanddistributionofbanned substancesasoutlinedinthehandbookonDrugClassificationpublishedbytheCanadianCentreforEthicsinSport.
c)Refrainfromusingtobaccoproductswithinthepracticeareas,competitionarenaand/orcompetitionarea.
d)Refrainfromusingalcoholatathleticeventsorinvictorycelebrationsatthecompetition site.
e)Refrainfromusingprofane,insulting,harassingorotherwiseoffensivelanguageinthecontextof thepracticeoreventactivities.
f)Addressfellowathletes,coaches,officials,volunteers,eventorganizers,spectatorsandothersinacourteousandrespectfulmanner.
g)Donotprovidealcoholtounderageindividuals.
h)ActinamannerthatwillbringcredittotheClubandyourself,bothwithinandoutsidethepracticeareas,competitionarenaand/orcompetitionarea.
i)Respectanindividuals'dignity;verbalorphysicalbehaviorthatconstituteharassmentorabuseareunacceptable.
j)Refrainfromdisruptivebehaviorinpracticeareas,competitionarenaand/orcompetitionarea.
k)FollowtherulesofthecompetitionIactivity.
1)WhencompetingfortheClub,aclubuniformmustbeworn.
ClubathletesandmembersoftheClubatofficialfunctionsaresubjecttoastrictdresscode. Thefollov.1ngdresscodeshallbeadheredto:
a)athletescompeteineitheraClubsingletandshorts/huggiesoraClubbodysuit;
b)athleteswithinthevenueandcompetitionarea wear,ifatracksuitisused,acompleteClubtwo-piecetracksuit;
c)athleteswithinthevenueandcompetitionareawear,ifnotracksuitisused,aClubT-shirtandshortsincombinationwithothersuitableclubapparel,and;
d)athletespracticeinsuitableclothingappropriatetotheirdisciplineandtheweatherbutshallgivepreferencetoClubcolorsandapparel. TheClubtracksuitistheonlyallowedtracksuitatpracticeandcompetition.
Athletesthatdonotadheretothedresscoderisksuspensionfromthemeetand/orpracticebyanappointedClubofficialattendingsuchfunction.
IndividualsregisteringasmembersofVernonAmateurAthleticsAssociationareadvisedthatbydoingsotheyareagreeingtoadheretotheseandotherpolicies,rules,regulations,by-lawsandconstitutionofBCAthletics.
4.9Appeal Process
SuspensionorExpulsion. TheBoardshallhavethepowerbySpecialResolutiontoexpelorsuspendanymemberwhoseconductshallhavebeendeterminedbythe Boardtobeimproper,unbecoming,orinconflictwiththeinterestorreputationoftheCluborwhocommitsabreachoftheConstitution,BylawsorPolicyManualoftheclub.
a)Nomembersshallbeexpelledorsuspendedasaforesaidwithoutbeing notifiedofthechargeorcomplaintagainsthimorherandwithouthavingfirstbeengivenanopportunitytobeheardbytheBoardatameetingof theBoardcalledforthatpurpose.
b)NoticeofthechargeorcomplaintandthetimeandplaceforthemeetingatwhichthemattershallbeconsideredbytheBoardshallbesenttothelastknownaddressofsuch membernotlessthanseven(7)dayspriortothe meeting.
c)NoticeoftheBoardmeetingshallbeconclusivelydeemedtohavebeenproperlygivenifmailedtothelastknownaddressofsuchmemberatleastseven(7)dayspriortothedayofthemeeting.
AnymemberwhoresignsorissuspendedorexpelledfromtheClubshallforthwithforfeitanyrights,claimsandinterestarisingorassociatedwith membershipintheClub.
SECTIONV-COACHES
5.1ThequalityofcoachingwillbeoftopstandardsothatallClubathleticmembers
shallhavetheopportunityofadvancementinthesport. TheClubwillfundcoachingdevelopment.
5.2TheClubcoachingstaff,wherepossible,underthedirectionoftheVicePresident,willorganizeandrunclinicsofvaluetoathletes,coaches,officials,andparents.ClinicswillbepartoftheannualClubplan.
5.3TheClub'scoachingstaffisdefinedasfollows:
a)AClubCoachisa personwhohasdemonstratedaminimumoftwo(2)years'successfulcoachingandhascompletedaminimumofB.C.A.A.Levellcoachingcertificationortheequivalent,andisapprovedbytheBoard.
b)AClubInstructorisapersoninterestedinservingasaCoachandwhohasatleastaB.C.A.A.Level lcoachingcertificationorequivalent,as determined
bytheVicePresident,andhaslessthantwo(2)years'ofcoachingexperience,andisapprovedbytheBoard.
c)AClubAssistantisapersonwantingtoworktowardappointmentas "Instructor"or"Coach"buthasnoacceptablequalificationsasoutlinedin
6.3aor6.3babove. AnAssistantshallalwaysworkunderthesupervisionofaCoach.
5.4TheCoachesshallworkwiththeVicePresidentonorganizationalmatterspertainingtothecoordinationandplanningofcompetitiveprogramsandMeetEntryStandardsand/orTeamSelections. Eachyear'scompetitiveprogramshallbedetermined havingregardtothefollowing:
a)DoesthecompetitionadvancethecompetitiverequirementsofanathleteandtheClub?
b)Istheeventsanctioned?
c)What isthecost?
ShouldsufficientinformationbelackingorincompletefromtheCoaches,thentheVicePresidentisresponsibleforthecompletionoftheplanningforsaidprograms.TheVicePresidentisthefinalauthorityinallcoachingrelatedmatters.
5.5CoachesareresponsibleforensuringthatallMeetEntryDeadlinesaremet.AllentriesshallbeprocessedbytheGMMeetsandCompetitionsortheappropriatedesignatedperson.
5.6AllcoachingstafforotherdesignatedrepresentativesfortheClub,whenatcompetitionsandrelatedfunctionsandatscheduledpracticeswheretheClubathletescompeteandtrain,shall:
a)atalltimeswhilebeingwithintheboundsofthevenueorthecompetition/practicearea(cross-country-marathonwearthecompleteofficialClubuniform;
b)ensureandenforce thatClubathleteswearthecompleteofficialClubcompetitionuniformwhileatthevenue(notinpractice),and;
c)adheretotheAthletes'CodeofConduct.
5.7ACoachorhisdesignatedrepresentative,wearingthe Clubuniform(officialtwo piece tracksuitand/orClubT-shirtandshorts),shallbeavailableateachClubenteredcompetitionforthefulldurationofthemeet whileClubathletesarecompetingandshallobtain allresultsoftheClubathletesbeforeleavingthemeet.TheresultsshallbeleftattheClubofficeortothedesignatedclubofficialsinchargeofstatisticsandpublicrelations uponreturn.
5.8CoachesandTeamManagersmayreceive:
a)anhonorariumasdeterminedbytheBoardofDirectsfromtimetotime;
b)reimbursementforallbonafideexpensesincurredwhileengagedinClubdutiesandactivities;
c)Clubapparel,and;
d)ClubandB.C.A.A. membershipduesasdeterminedbytheBoardofDirectors.
SECTIONVI-MEMBERSHIP
6.1Athleticannualmembershipfeesaresubjecttothefollowing:
a)feesshallbedueandpayableby1stofFebruaryeachyear.NoathletemaycompetefortheCluborinaClubuniformunlesstheyareafullypaidupmember.
b)Incaseofknownfinancialhardship,theGMMeetsandCompetitionandthePresidentoftheClubmaymakespecialprovisionstocovereachindividualcase.Nonoteswillbekeptonfile.
c)ThefollowingproratamembershipfeeshallbechargedafterJune1eachcalendaryeartowardthecurrentClubfee:
i)B.C.A.A.feeisrequired,and;
ii)01Juneto30September,40%ofmembershipfeeisrequired.
6.2Theeligibilityandrightsforany Clubmembershipcategory isdefinedindetailintheClub'sBy-Laws.
6.3Theagerequirementforanygiven"Athletic"membershipcategorywill bedeterminedbyBCAmateurAthleticsAssociation.
6.4Amembershipapplicationshallincludethefollowingcompleted:
a)Clubmembershipapplicationform;
b)Athletes'CodeofConduct,signed;
c)Medicalrecordandrelease;
d)BCAthleticsmembershipapplicationform,and;
e)Letterofrelease(onlyforathleteschangingcluborseekingdualaffiliation).
6.5Amembershipcardshallbeissuedtoeachmembereachyear.
6.6Everynewmembershallreceiveamembershippackageincluding:
a)listingofBoardofDirectorsandCoachesandtelephonelistings;
b)ClubPolicyManual
c)ClubAnnualYearBook;
d)ClubAthleticsStandards;
e)ClubTrainingSchedule;
f)Competitionschedule,and
g)BlankPersonalPerformanceRecordingSheets.
SECTIONVII-TRAVEL
TheTravelISupportPolicyisintendedtoprovideguidelinesfortheprovisionoffinancialassistancetoClubmembers. Thefundingforallprogramsissubjecttotheavailabilityoffunds. A"Non-Resident"memberisnoteligibleforfunding. TheBoard ofDirectorshasauthorityinthedeterminationofClubfundingandreservestherighttoadjustfromtimetotimethemaximumratespaidforaccommodation. Clubfundingforaccommodationisdefinedasthenightpriortoacompetitionandtotalfundingwillnot exceedfive(5)nights.
SECTIONVIII-MISCELLANEOUS
8.1PoliciesmaybeaddedtothecurrentlistatanytimesubjecttotheapprovaloftheBoardofDirectors.
8.2ClubStationaryshallbemadeavailableintheClubofficetoallClubofficers. ItisthedutyoreachClubofficertoclearlyindicatehisorherpositionintheClubwhensigninganycommunication. Acopyofallcorrespondenceshallbefiled withtheSecretaryoftheClubinthein-andout-goingcorrespondencefilesattheCluboffice.