LETHBRIDGE LACROSSE ASSOCIATION
POLICIES AND PROCEDURES MANUAL
October 28, 2012
TABLE OF CONTENTS
1.0INTRODUCTIONPages 7 - 8
1.1Mission Statement
1.2Philosophy Statement
1.3Objectives
1.4Revision Procedures
2.0THE ASSOCIATIONPages 9 - 12
2.1Operating Rules
2.2Bylaws
2.3Membership
2.4Fair Play
2.5General Conduct
2.6Grievances
2.7Delivery
3.0BOARD STRUCTUREPage 13
3.1Introduction
3.2Composition
3.3General Conduct
4.0BOARD DUTIES AND RESPONSIBLITIESPages 14 - 19
4.1Meetings
4.2Duties of the President
4.3Duties of the Past President
4.4Duties of the Vice President
4.5Duties of the Secretary
4.6Duties of the Treasurer
4.7Duties of the Director of Officials
4.8Duties of the Director at Large
4.9Duties of the Director of Tournaments
4.10Duties of the Director of Sponsorship
4.11Duties of the Director of Coaching
4.12Duties of the Director of Major Lacrosse
4.13Duties of the Referee in Chief
4.14Duties of the Select Team Coordinator
4.15Duties of the Equipment Manager
4.16Duties of the Public Relations Liaison
5.0OTHER DUTIES AND RESPONSIBLITIESPages 20 - 22
5.1Duties of the Program Director
(a)Registration
(b)Committee Involvement
(c)Administrative
(d)Risk Management
5.2Duties of the Webmaster
5.3Duties of the Age Coordinators
6.0REGISTRATIONPages 23 - 25
6.1Participation
6.2Fees and Refund Policy
(a)Fees
(b)Refund Policy
(c)Registration Package
(d)Volunteer Cheque Policy
6.3Registration Deadlines
6.4Cancellation of Registration
6.5Injured Players
7.0FINANCIALPages 26 - 28
7.1General Guidelines
7.2Sponsorship
7.3Team Fundraising
(a)House Teams (Minor)
(b)Select Teams
7.4MajorTeam Account
7.5Select Team Account
7.6Minor Team Accounts
7.7NSF Cheques
7.8Cash Handling Policy
8.0COMMUNICATIONSPages 29 - 30
8.1Website
8.2Mail
8.3Media
8.4Letterhead
8.5Logos
8.6Meeting Space
8.7Resources
9.0RISK MANAGEMENTPages 31 – 34
9.1Insurance
9.2Equipment
9.3Medical Information
9.4Medical Conditions
9.5First Aid Kits
9.6Injured Players
9.7Reporting Injuries
9.8Facilities Damage
9.9Anti-Theft Tips
9.10Traveling
9.11Alcohol and Drug Policy
9.12Criminal Records Check Policy
PROGRAM GUIDELINES
10.0HOUSE LEAGUE (MINOR)Pages 35 - 47
10.1Introduction
10.2Age Divisions
10.3Team Numbers
(a)Team Selection
(b)Player Movement
(c)Practices
(d)Floor Time
(e)Team Jerseys
(f)Affiliation
10.4Team Management
(a)Team Manager
(b)First Aid Certified Person
(c)Tournament Representative
10.5Mini-Tyke/Tyke Recommendations
(a)Introduction
(b)Mini Tyke/Tyke Program Goals
(c)Mini-Tyke/Tyke Structure & Rules
(d)Seasonal Outcomes
(e) Tyke Program
10.6Novice, Pee Wee, Bantam and Midget Recommendations
10.7Alberta Summer Games
10.8Draft Process
(a)Draft Rules
10.9Tournaments
10.10Discipline
10.11Referee No-Shows
11.0SELECT TEAM Pages 48 - 52
11.1General Guidelines
11.2Team Designations
11.3Affiliation
11.4Development
11.5Player Selection
11.6Team Management
(a)Team Manager
(b)First Aid Certified Person
11.7Team Funds
11.8Discipline
11.9Select Team Policy
12.0MAJOR PROGRAMPages 53 - 58
12.1Introduction
12.2Age Divisions
12.3Team Designations
12.4Team Numbers
(a)Team Selection
(b)Player Movement
(c)Practices
(d)Floor Time
(e)Team Jerseys
(f)Team Dress Code
(g)Affiliation
12.5Team Management
(a)Team Manager
(b)Trainer
12.6Team Funds
12.7Travel Guidelines
12.8Discipline
12.9Major Program Policy
13.0COACHING DIRECTIVEPages 59 - 62
13.1General Guidelines
13.2Coach Selection Process
(a)Committee Selection
(b)Applications
(c)Interview Process
(d)Final Selection
(e)Contacting Candidates
(f)Follow up
(g)Evaluations
13.3Duties of the Head Coach
13.4Duties of the Assistant Coach
13.5Formal Complaints
14.0FLOOR ALLOCATIONPage 63
15.0PARENT INVOLVEMENTPage 64
16.0CODE OF CONDUCTPages 65 - 68
16.1General Guidelines
16.2Harassment
16.3Informal Mediation
16.4Team and Player Discipline
16.5Formal Complaints
16.6Appeal of Decisions
16.7Conduct of Executive Members
16.8Conflict of Interest
17.0REFEREE’S POLICYPages 69 - 70
17.1General Guidelines
17.2Training
17.3Off-floor (Minor Officials)
18.0APPENDICESPages 71 - 110
18.1Lethbridge Lacrosse Association Bylaws
18.2Criminal Record Check Letter
18.3Team Roster Form
18.4Request for Refund of Registration Form
18.5Minor Team Sponsorship Form
18.6Major Team Sponsorship Form
18.7Major Player Sponsorship Form
18.8Required Equipment Listing
18.9Medical Information Sheet
18.10First Aid Kit Required Supplies
18.11LLA Injury Reporting Forms
18.12Affiliation Form AFF-1
18.13Affiliation Form AFF-2
18.14SALA Disciplinary Guidelines
1.0INTRODUCTION
1.1Mission Statement
The mission of the Lethbridge Lacrosse Association isto promote, teach and perpetuate the game of Lacrosse in Southern Alberta utilizing an athlete centered philosophy..
1.2Philosophy Statement
The Lethbridge Lacrosse Association is a not-for-profit amateur sport organization, created and governed by volunteers. Our primary mission is to organize and promote the game of lacrosse in Lethbridge and surrounding communities in Southern Alberta.
The Association has been founded upon the principles of Athlete Centered Coaching, as promoted by the Canadian Lacrosse Association. Athlete Centered Coaching means that the organization is designed to serve the needs of youth interested in playing the sport of lacrosse.
The programs of the Association create opportunities for fun, exercise, and skill development, based on the expressed desires of the athletes and not those of coaches or administrators. The Association promotes the best interests of the players through a commitment to sportsmanship and fair play and to the creation of a supportive learning environment that is free from harassment, abuse or intimidation.
All persons seeking membership in the Lethbridge Lacrosse Association shall be provided with a formal statement regarding the Association’s athlete centered coaching policy and must agree to support this philosophy as a condition of participation in the activities of the Association.
1.3Objectives
The purpose of the Policies and Procedures Manual is to provide assistance and direction to those who are responsible for the operation of minor and major lacrosse teams registered with the Lethbridge Lacrosse Association (the “LLA”). This manual will also serve as a resource document for our members including players, coaches, parent/guardians, volunteers, officials and community members with an interest in lacrosse and this Association. The duties and responsibilities of the elected and appointed Board members are outlined in the LLA Bylaws as well as in this manual. Contradictions between this manual and the Association’s Bylaws, should they exist, shall be resolved by reference to the Bylaws.
1.4Revision Procedures
The Policies and Procedures Manual requires review and revision on a regular basis as the needs of the Association and its members evolve. Any section(s) of the Policies and Procedures Manual can be revised, edited or deleted by simple majority of the Directors at any Board meeting. Notice of motion must be given prior to the vote and must be in writing with the proposed wording of the revised section. Any significant changes in the manual will be communicated to the membership by email and/or LLA Annual General Meeting.
Any member wishing to initiate a revision of the Policies and Procedures Manual may do so by providing a copy of the proposed revision to the Program Director. The Program Director is obliged to present proposed revisions to the Board by way of a notice of motion. The member initiating the revision may request to present the motion to the Board in person.
The Policies and Bylaws Committee will meet in Septemberof each year at a Policies and Procedures Review and Strategic Planning Session. The purpose of this meeting will be to review the Policies and Procedures Manual and any proposed revisions with the intent of presenting proposed changes at the LLA Annual General Meeting.
2.0THE ASSOCIATION
2.1Operating Rules
The LLA shall operate under the rules and regulations of the Canadian Lacrosse Association (“CLA”), Alberta Lacrosse Association (“ALA”), Southern Alberta Lacrosse Association (“SALA”), Rocky Mountain Lacrosse League (“RMLL”), as well as the policies and procedures set out in this manual.
2.2Bylaws
Please see Appendix 18.1 for the Association’s registered Bylaws.
2.3Membership
The following individuals are considered Members of the Association:
- Lacrosse players registered with the Association
- A maximum of two parents or legal guardians of each player
- Any non-parent coach, assistant coach or manager, officially registered with the Association, to a maximum of 4 persons per team
- Any officer of the Association pursuant to Article 5.4 of the Bylaws
- Any member given Life Membership from Lethbridge Lacrosse Association
- Any individual residing in the boundaries of Lethbridge Lacrosse who wishes to become a member may apply to the Board of Directors
For the purposes of the Annual General Meeting, only the individuals listed above will have voting rights. Members must be in good standing with the Association in order to vote at the Annual General Meeting.
2.4Fair Play
Everyone involved in sport, from parents and spectators to athletes, officials and coaches can and should play a part in promoting fair play. The most effective way to do this is to lead by example; to always respect the written and unwritten rules of the game. It is also essential to learn how to constructively manage stress so that fair play skills and instincts will not be lost in the heat of competition.
The Lethbridge Lacrosse Association is fully committed to the Fair Play Principles of the Government of Canada (Fitness and Amateur Sport). The Association will do everything in its power to ensure that all its participants are adequately trained to ensure that fair play is incorporated into our team practices and games and those players are taught the importance of honesty, integrity and respect.
FAIR PLAY CODES FOR ATHLETES
- I will participate because I want to, not just because my parents or coaches want me to.
- I will play by the rules, and in the spirit of the game.
- I will control my temper – fighting and mouthing off can spoil the activity for everybody.
- I will respect my opponents.
- I will do my best to be a true team player.
- I will remember that winning isn’t everything – that having fun, improving skills, making friends and doing my best are also important.
- I will acknowledge all good players/performances – those of my team and of my opponents.
- I will remember that coaches and officials are there to help me. I will accept their decisions and show them respect.
FAIR PLAY CODES FOR COACHES
- I will be reasonable when scheduling games and practices, remembering that young athletes have other interests and obligations.
- I will teach my athletes to play fairly and to respect the rules, officials and opponents.
- I will ensure that all athletes get equal instruction, support and playing time.
- I will not ridicule or yell at my athletes for making mistakes or performing poorly. I will remember that children play to have fun and must be encouraged to have confidence in themselves.
- I will make sure that equipment and facilities are safe and match the athletes’ ages and abilities.
- I will remember that children need a coach they can respect. I will be generous with praise and set a good example.
- I will obtain proper training and continue to upgrade my coaching skills.
FAIR PLAY CODES FOR OFFICIALS
- I will make sure that every athlete has a reasonable opportunity to perform to the best of his or her ability, within the limits of the rules.
- I will avoid or put an end to any situation that threatens the safety of the athletes.
- I will maintain a healthy atmosphere and environment for competition.
- I will not permit the intimidation of any athlete either by word or by action. I will not tolerate unacceptable conduct toward myself, other officials, athletes or spectators.
- I will be consistent and objective in calling all infractions, regardless of my personal feelings toward a team or individual athlete.
- I will handle all conflicts firmly but with dignity.
- I accept my role as a teacher and role model for fair play, especially with young participants.
- I will be open to discussion and contact with the athletes before and after the game.
- I will remain open to constructive criticism and show respect and consideration for different points of view.
- I will obtain proper training and continue to upgrade my officiating skills.
FAIR PLAY CODES FOR PARENTS
- I will not force my child to participate in sports.
- I will remember that my child plays sport for his/her enjoyment, not for mine.
- I will encourage my child to play by the rules and to resolve conflicts without resorting to hostility or violence.
- I will teach my child that doing one’s best is as important as winning, so that my child will never feel defeated by the outcome of a game/event.
- I will make my child feel like a winner every time by offering praise for competing fairly and trying hard.
- I will never ridicule or yell at my child for making a mistake or losing a competition.
- I will remember that children learn best by example. I will applaud good players/performances by both my child’s team and their opponents.
- I will never question the officials’ judgment or honesty in public.
- I will support all efforts to remove verbal and physical abuse from children’s sporting activities.
- I will respect and show appreciation for the volunteer coaches who give their time to provide sport activities for my child.
FAIR PLAY CODES FOR ADMINISTRATORS
- I will do my best to see that all children are given the same chance to participate, regardless of gender, ability, ethnic background or race.
- I will absolutely discourage any sport program from becoming primarily an entertainment for the spectator.
- I will make sure that all equipment and facilities are safe and match the athletes’ ages and abilities.
- I will make sure that the age and maturity level of the children are considered in program development, rule enforcement and scheduling.
- I will remember that play is done for its own sake and make sure that winning is kept in proper perspective.
- I will distribute the fair play codes to spectators, coaches, athletes, officials, parents and media.
- I will make sure that coaches and officials are capable of promoting fair play as well as the development of good technical skills, and I will encourage them to become certified.
FAIR PLAY CODES FOR SPECTATORS
- I will remember that children play sport for their enjoyment. They are not playing to entertain me.
- I will not have unrealistic expectations. I will remember that child athletes are not miniature professionals and cannot be judged by professional standards.
- I will respect the officials’ decisions and I will encourage participants to do the same.
- I will never ridicule an athlete for making a mistake during a competition. I will give positive comments that motivate and encourage continued effort.
- I will condemn the use of violence in any form and will express my disapproval in an appropriate manner to coaches and league officials.
- I will show respect for my team’s opponents, because without them, there would be no game.
- I will not use bad language, nor will I harass athletes, coaches, officials or other spectators.
* Fair Play Codes supplied courtesy of Fair Play Canada
2.5General Conduct
In the interests of all of our athletes, profanity and the use of alcohol, drugs, tobacco and tobacco products are prohibited during all games and practices under the jurisdiction of the LLA.
All players, coaches, managers, officials and members, including parent/guardians, bus drivers, other team officials, volunteers and Executive members shall conduct themselves in a polite and sportsmanlike manner at all times. Obvious or persistent unacceptable conduct and/or blatant disregard of the CLA, ALA, RMLL, SALA, or LLA rules and regulations will result in disciplinary action.
All bench personnel and other team officials of the LLA must submit to a “Criminal Record Check” through the Lethbridge City Police or RCMP. These forms are available in Appendix 18.2 at the back of this manual.
2.6Formal Complaints
Formal complaintsmust be directed in writing to the LLA Board and will be referred to the Executive Committee in accordance with section 16.5. Recommendations will be brought to the LLA Board and considered before a final decision is made. Members found in violation of the LLA Code of Conduct or Policies and Procedures will be subject to penalties in accordance with Section 16.0.
2.7Delivery
The responsibility for maintaining the spirit and intent of the LLA rules and policies and procedures rests with:
- The LLA Board
- Age Coordinators
- Officials
- Coaches
- Parent/guardians of all players registered with the LLA
- Players
3.0BOARD STRUCTURE
3.1Introduction
In accordance with the LLA Bylaws and Regulations, the Board of Directors (the “Board”) of the LLA governs the Association and all activities within it. Any matter not covered in this Policy and Procedures Manual remains subject to the approval of the Board.
3.2Composition
The Board consists of the President, Vice President, Secretary, Treasurer, Past President, other elected Directors and all appointed personnel to a minimum of eleven (11) voting Directors. Nominated persons receiving the greater number of votes at the Annual General Meeting (“AGM”) shall serve a two year term as Director. All members in good standing, of the LLA are eligible for election.
3.3General Conduct
All members of the Board must submit to a “Criminal Record Check” through the Lethbridge City Police or RCMP. The President is authorized to impose restrictions deemed necessary if the Police or RCMP question the suitability of aBoard member, coach, official, or other individual involved with the LLA.
The Board may appoint Directors to assist in the operation of the LLA should positions become vacant. These Directors shall carry out the directives of the Board and participate at Board Meetings in full capacity of the role selected for. Such Directors are eligible for election at the upcoming AGM.
Board members may not make decisions in their lone capacity as a Board member but must bring any questions or concerns raised to the Board for discussion. Board members are responsible for ensuring that the rules of the LLA are followed and as such are encouraged to answer questions of the LLA membership or to provide guidance when deemed necessary. Board members have a fiduciary duty of confidentiality to the Board and LLA members. Under no circumstances are they to discuss LLA business or matters pertaining to specific members brought before the Board for discussion with anyone other than the LLA Board. Board members found to be in breach of their fiduciary duty may be removed by a majority vote of the Board. Members of the LLA with questions, suggestions or concerns are encouraged to submit them in writing to the LLA President through the Program Director. Violations of CLA, ALA, SALA and the LLA rules, policies and/or procedures witnessed by a Board member must be reported to the LLA Board.
4.0BOARD DUTIES AND RESPONSIBLITIES
4.1Meetings
Members of the LLA Board are encouraged to attend the following meetings:
Alberta Lacrosse Association Annual General Meeting
This meeting is held in November of each year. The Board shall send 2 members of the board and/or the Program Director, to ensure that all workshops/break out sessions and voting sessions are attended. The exact number of attendees is to be determined by the number of votes the Association is eligible to cast and the number of relevant workshops/break out sessions.
Rocky Mountain Lacrosse League Annual General Meeting
This meeting shall be held in November of each year. The Director of Major Lacrosse along with one other member of the board is expected to attend.