Clarington Ladies Volleyball League
Clarington Ladies Volleyball League
Governing Documents
Current Revision as of May 2017
Contents
This document contains: ● ● ● ●
constitution and governance league rules league format policy documents
for the Clarington Ladies Volleyball League. The most current revision of this document will be tracked by the President of the League and her Executive. Acknowledgement
By registering in the Clarington Ladies Volleyball League, members agree to the policies and rules as described in the following documents. Members will abide by the league constitution and policies at all times.
It is the responsibility of each league member to read the document in its entirety.
Governance and Constitution
Article 1 – Name and Purpose The league shall be known as Clarington Ladies Volleyball League. It is a non-profit organization.
Article 2 -- Executive Structure The league shall be governed by 4 elected members, serving a three-year term: ● President ● Vice President ● Secretary ● Treasurer and 18 captains as selected by individual teams.
Article 3 – Duties of the Executive President ● ● ● ● ● ● ● ● ● ●
Non-voting executive member. Financial signing authority Call and preside over all meetings for the league. Schedule the Annual General Meeting in the spring (prior to banquet) and set the meeting agenda. Manages changes and updates to the Constitution and Policy documents. Determines location of current copy of Constitution and Policy documents. Ensure year-end banquet takes place at her discretion (executive run, sub-committee, team representatives etc.) Ensures the league website is updated. Ensures roles of other executive members are being fulfilled. Manages membership recruitment and waitlist. Deals with any suggestions or complaints of members.
Vice President ● ● ● ● ● ●
Voting member Financial signing authority Organize and administer Electoral Process Responsible for referees and scorekeepers. Step in if President is unavailable. Takes on any roles as assigned by President.
Secretary ● ● ● ● ●
Voting member Financial signing authority Organize and administer Electoral Process with Vice President. Takes all minutes at league meetings, publishes these minutes, and distributes to captains. Statistician for league game results. Publishes statistics weekly and at end of each playing cycle. ● Sets the schedule for the league and books the necessary gyms. ● Takes on any roles as assigned by President.
Treasurer ● ● ● ● ● ● ●
Voting member Financial Signing authority Prepare and publish treasurer’s report Manages current membership fees and rebates. Deals with all financial transactions for the league. Deals with insurance for league. Takes on any roles as assigned by President.
Captains ● Voting members ● Attend AGM and any other meetings designated by the President. ● Verifies score sheets (by signing sheet) and statistics (as posted) each week. Notifies Executive immediately if there are errors. ● Communicate league information from the Executive to team members. ● Collect ballots for electoral process. ● Collect all registration forms, waivers, and money for team and submits to the Treasurer. ● May designate alternate captain if unable to fulfill any duties.
Article 4 – Voting for Changes to Constitution and League Policies Policy changes, rule changes and alterations to the constitution will only be made by voting at an Annual General Meeting with captains and executive in the spring. ● All teams should be represented at this meeting. However, a quorum of 11 eligible voting attendees will be the minimum required to proceed with the AGM. ● Changes and alterations are passed with a majority vote (6 or more). ● Any issues or changes to policy/constitution that a member wishes to have addressed at the AGM must be submitted in writing using the Submission Form for Constitutional Changes (Appendix). All submission forms must be forwarded to the President two weeks prior to the AGM so that agenda can be set. ● Each item submitted will be presented, seconded, opened for discussion, and then voted on. ● Once an item has been presented and voted upon at an AGM, it may NOT be re-introduced for Constitutional change for the next three AGM meetings.
Article 5 – Executive Meetings The Annual General Meeting is the only mandatory meeting to be held by the Executive each year. Additional meetings may be scheduled at the President’s discretion as the need arises. A team representative should attend all meetings and voting will be passed through a majority vote.
Article 6 -- Fee coverage for Governing Executive Members The membership fee will be covered for the year(s) that they hold an elected governing position (President, Vice-President, Secretary, and Treasurer).
Article 7 – Electoral Process Governing executive members will be elected to a minimum of a three year term. ● Members wishing to run for Executive Positions will put their name on a sign up sheet posted for 3 weeks in March by the current Vice President. ● The Vice President and Secretary will collate nominations, prepare ballots for teams and prepare a candidate information sheet (see Appendix 1) by the second Wednesday in April. ● Teams will vote at a league game on the second Wednesday in April. Captains will submit the ballots to the scorekeeper to be gathered by the Vice President. ● Members unable to attend may vote by proxy (phone/email). ● Secretary and Vice President will tabulate votes prior to the AGM. ● New Executive will attend the AGM and be introduced to the membership at the year-end banquet.
Article 8 – Season-Ending Banquet The league will host a season-ending banquet. The President will determine how the banquet is organized and implemented (executive run, sub-committee, team membership). The banquet menu will ensure that there are options of main course (ie: meat and pasta) and consideration/options are provided based on dietary restrictions (gluten-free, vegetarian etc.) The banquet shall be held on a Wednesday night.
Article 9 – Suggestions and/or Complaints Suggestions or complaints that arise during the season must be submitted in writing to the team captain who will then forward it to the Executive. The President will then determine the best course of action to resolve the issue (verbal response, captain contact, special meeting etc.). Changes to the Constitution/Policies of the league may only be voted on at the AGM and must be submitted in writing two weeks prior to the AGM.
Format of League 1. The league will consist of 18 teams. Each team must consist of a minimum of 9 players. Each player must be age 19 or older at the start of the season. In accordance with the constitution, each team must elect/select a captain. 2. Games will be played each Wednesday evening from September to approximately the end of April. Game times are 6:15, 7:30, and 8:45pm at Bowmanville High School. Dates and locations are subject to availability as determined by the Kawartha Pine Ridge District School Board. In the event that certain gym nights become unavailable, the Executives may use their discretion to book other venues for game play. 3. The 18 teams will hold a position in one of three divisions A-B-C along with a ranking of 1 through 6 within their division. In September, placement in each division will be determined by the team’s placement at the end of the previous season. The schedule of games and times will rotate at the beginning of each season (ie: A Division starts at 6:15pm will rotate to A Division starts at 7:30pm the following season). 4. Teams will play 4 games each night and game results will be tallied by the Secretary each week. One point will be scored for each set one within a match. 5. Following every 5th week of play, the teams in 5th and 6th position within their division will move down into the 1st and 2nd positions in the lower division; the 1st and 2nd place teams in the lower division will move up into the 5th and 6th positions in the higher division. If teams are tied after five weeks, standing will be determined by looking at head to head results between tied teams and then to overall total points for the round. 6. The CLVL season will be comprised of 6 cycles of 5 weeks, totaling 30 matches.
League Policies Financial Policy The league will maintain one bank account; a chequing account. All members of the Executive will have signing authority on the account with any TWO signatures/approvals being required on league transactions and purchases. The league will retain a credit card with the bank with a $1000 limit. This card is for use for gym bookings and league business ONLY. The card must be paid in full at the end of each billing cycle. As a non-profit organization the league will endeavor to spend its’ yearly operating budget, leaving enough money to cover September start-up. Currently, the branch is the Toronto Dominion Bank, Clarington Centre.
Payment 1. Payment for the season is required by post-dated cheque or cash at the season’s end. Cheques are to be post-dated for September 1st. Current fees are $150.00. 2. Players that do not present fees at the banquet have one week following to register and make payment arrangements with the League President. All players that have not presented fees within this time period will be considered resigned. 3. Any NSF (non-sufficient funds) cheques will be returned to the player by the Executive; the player will be required to submit cash covering league fees and bank charges. If payment is not received within the first cycle (5 weeks), player will be placed on LOA and her team position will be filled. NSF Fee needs to be paid prior to playing in league even if player goes on LOA and misses a full year. 4. Players leaving the league during the 1st Rotation in the schedule will receive a full refund. Players leaving the league after that time will receive a prorated refund dependent on the league being able to replace the player. Upon approval by the Executive, a discretionary refund may be provided to members with serious medical/personal concerns when no replacement player can be found. All refunds will be calculated by the Treasurer as a prorated amount of the season played/remaining. 5. An LOA must be presented to the President in writing by the player requesting the leave. This may be done using the provided forms or by email. Once the LOA has been received it will be considered final and a new player will be placed and remain on the team for the remainder of the season. 6. Any member joining after the 1st Rotation in the schedule will pay a prorated fee as calculated by the Treasurer based on the amount of the season played/remaining. New members joining from the waiting list mid-season may play one “trial night” with a waiver signed but without payment to determine whether or not they wish to fully join the league. Payment is required by the second night of play for new members.
Players and Team Structure 1. Each team must carry a minimum of 9 paying players. All new players will be sourced by the League President from the maintained waiting list. Only when there is no waiting list, teams may be invited by the League President to source their own players. 2. Players must sign a waiver of responsibility prior to the commencement of play. 3. Players wishing to transfer from one team to another may request to do so in writing during the registration process. During the final round of the season, a transfer form (Appendix) will be posted to facilitate this process. Players and teams should use this form to prearrange transfers. Transfers submitted without a receiving team listed will not be granted. Players that transfer from a permanent position to a substitute position forfeit their permanent spot and will be returned to the top of the waiting list in the following season unless the substitute position becomes permanent. 4. Players may take a leave of absence for one playing season and return to their team for the following year. A player returning from a leave must present their fees during registration or to the President no later than the date of the banquet in order to be eligible for play in the upcoming season. 5. If a team needs to bring on additional players (over the minimum of 9) from the waitlist once the season has begun, they may do so, but that player is not guaranteed a spot on the team the following year and are considered a substitute player. They will receive top priority for a permanent spot in the next season. 6. All substitute players will receive top priority for placement in the following year; either on the same team or in a vacancy with another team. 7. If a team wishes to carry additional players, they may keep substitute players as a full member as well as their returning LOA player.
Use of Facilities 1. All games are scheduled to be played at Bowmanville High School. If gyms are unavailable, it is at the discretion of the Executive to seek other facilities. 2. No smoking or drinking is permitted on Board of Education property (Clarington Municipal Bylaw). There is a zero-tolerance policy for alcohol. Anyone suspected of the above will be carded and suspended from further play for the remainder of the day’s play. 3. Referees will be responsible for setup and takedown of the nets and equipment. Current rate for refereeing is $70/night. Scorekeepers may assist in setting up the scorekeeper’s table and scorekeeping tools. Current rate for scorekeeping is $40/night. No poles may enter the gym while game play is still occurring. 4. Teams awaiting commencement of their games, leaving the gym, or watching the game in progress must not distract from the current game play. 5. Children under the age of 10, supervised or not, are NOT permitted in the gym during game play.
Rules of Game Play The Clarington Volleyball League abides by the rules of volleyball as outlined in the Volleyball Canada Indoor rulebook, with the following exceptions/stipulations. 1. The referee shall be the superior official of the game. The referee will have the authority to make decisions on any question not specifically covered in the game rules. 2. Only the team captain or her designate may speak to the referee or scorekeeper regarding game-related issues. 3. A match consists of 4 games to 25. The first team to 25 must win by 2 points. However, to win by 2 points play may continue to a cap of 27 points. 4. The match begins with the coin toss by the referee. The winner of the toss may have the choice of serve or side. 5. Each team is permitted one thirty second timeout per set. However, no timeouts will be permitted after the first hour of game play. 6. Teams use rotation to add players to the court; however, appropriate rule-based substitutions may be made at team’s discretion and as approved by the referee. 7. The scorekeeper will assist the referee by calling the lines on the scorekeeper’s side of the court. The referee may overrule any call made by the scorekeeper. 8. The gym ceiling and basketball nets are considered out-of-bounds. 9. 6 players hold positions on the court during a game; however, if a team is unable to field a team of 6, they may play with a minimum of 2. 10. To verify sets and statistics, each week captains should review and sign score sheets and examine round statistics. Signed score sheets are acknowledgements of accurate results. If an error is noticed, captains should notify Executive Secretary or President immediately. All efforts will be made to ensure accuracy in scores and standings.
Playoffs Depending on gym availability and timing throughout the course of a season, the Executive may or may not choose to follow the 30 match season with playoffs. If playoffs are scheduled, the Executive will determine the structure with input from team captains.
Tournaments An Executive or other member may choose to organize tournaments available for the league, but is not under any obligation to do so. Tournaments are self-regulated events with rules and policies to be determined by the organizers.
Appendix Candidate Information Sheet Position Running For
Name
Team
# of Years in League
Experience
Goal
Nomination Form for CLVL Executive Position Open: *** Duties of *** PASTE FROM ABOVE If you are interested in running for this position, please sign your name below. A candidate information sheet will be provided to all nominees and then distributed to league members for review. Ballots will be prepared, distributed, collected, and tabulated prior to the year-end banquet. The successful candidate will be notified by a current Executive Member prior to announcement to league membership. Candidate’s Team Number of Best Method Name Years in the of Contact League (phone/email)
Clarington Ladies Volleyball League Submission for Constitutional Change at Annual General Meeting Date Submitted: ________________ Submitted by: ____________________________________ (name) Team: ______________________ Relevant Section of Constitution
Article and Page #
Deletion? Revision? Addition?
Description of Constitutional Modification
For Executive Member Use ONLY: Motion at AGM by: _____________________ Seconded by: ________________________________ Motion Carried / Motion Defeated Date of AGM:____________________________ Secretary Signature: _________________________________________________________________
Job Description Job Title: Referee for Clarington Ladies Volleyball League
Reports To: Clarington Ladies Volleyball League Executive
Contact For Executive: League Vice President
Job Summary The referee will officiate over each of the games played and manage gym setup and takedown each evening.
Job Function and Responsibilities: Setup and Takedown ● ● ● ● ● ●
Access Clarington Ladies Volleyball equipment with key provided. Setup nets and equipment in assigned gym. Ensure that scorekeeper desk and gamesheets are setup. Scorekeepers may perform this function and assist in setup and takedown; however, SCOREKEEPERS SHOULD NEVER CARRY NET POLES. Takedown nets and put away equipment in assigned gym. Ensure that all Clarington Ladies Volleyball equipment is returned to gymbags and placed in locked box each night. Ensure that Executive Member obtains all scoresheets from the evening’s game play.
Managing Game Play ● ● ● ●
Begin games promptly at 6:15pm, 7:30pm, and 8:45pm. Fairly use method to determine first-serve and side allocations. Manage time-outs: one per team per game, 30 seconds in length, no timeouts after the first hour of play. Manage team inquiries by only conversing with team captains or delegate.
Refereeing ● ●
Familiar with and able to officiate accurately and without bias under the current rules of play: Volleyball Canada. Ensure score is kept accurately and timely by the scorekeeper.
Job Expectations: ● ● ● ● ●
As a paid position, refereeing position should be treated as any other job. Electronic devices should be turned off during hours worked. They may be checked at breaks between games. An executive member will provide cash payment each week. Current rate: $70/night. If you are scheduled to work, it is expected that you will be on-time and available to stay for the duration of game-play. If you are unable to attend a scheduled shift, it is expected that you notify the Executive Contact at least 48 hours in advance. If this notice is not possible, it is expected that you attempt to cover your own shift by using the on-call list provided by the Executive. The Executive Contact should then be notified of any schedule changes arranged by referees themselves.
Job Description Job Title: Score Keeper for Clarington Ladies Volleyball League
Reports To: Clarington Ladies Volleyball League Executive
Contact For Executive: League Vice President
Job Summary The score keeper will keep score for each of the games played and help the referee by calling the ball “in” or “out” of the lines opposite the referee.
Job Function and Responsibilities: Setup and Takedown ● ● ●
To setup scorekeeper’s table, gamesheets, and scorecard prior to game start. Assist referee in gym setup prior to 6:15pm game start. HOWEVER, SCOREKEEPERS SHOUL D NEVER CARRY NET POLES. Assist referee in nightly takedown by removing scorekeepers table, and gamesheets. HOWEVER, SCOREKEEPERS SHOUL D NEVER CARRY NET POLES.
Scorekeeping ● ● ● ●
To keep score of each game on the sheets provided to you by the Clarington Ladies Volleyball League. To keep the score sheets legibly and accurately. To flip the score cards so both teams and referee are aware of the score. To remind the captains of each team to sign the game sheet by the end of the match.
Referee Assistance with Judging Lines ●
To watch the court lines and call the ball either “in” or “out” of the lines opposite the referee.
Job Expectations: ● ● ● ●
●
As a paid position, the score keeper position should be treated as any other job. All electronic devices should be turned off during hours worked. They may be checked during breaks between the games. An executive member will provide cash payment each week. Current rate: $35/night. If you are scheduled to work, it is expected that you will be on-time and available to stay for the duration of game-play. If you are unable to attend a scheduled shift, it is expected that you notify the Executive Contact at least 48 hours in advance. If this notice is not possible, it is expected that you attempt to cover your own shift by using the on-call list provided by the Executive. The Executive Contact should then be notified of any schedule changes arranged by scorekeepers themselves.
Protocol for Issues/Incidents involving Referee/Scorekeepers Please find below the protocol for dealing with team-related concerns regarding issues and/or incidents involving the referees and scorekeepers of the CLVL. Type of Concern/Issue/Incident Questions or concerns regarding format of game/match. Signing scoresheet
Question or concern about a specific “call” made by the referee
Ongoing or overall concern about refereeing or scorekeeping.
Contact Involved
Manner of CLVL Executive Contact Involvement Team Captain or Team Captain N/A Captain Designate should address to address referee referee prior to or scorekeeper beginning of game/match play. Team Captain or Signing may occur N/A Captain Designate before or after a to address match. scorekeeper ONLY Team If time permits, N/A Captain or Team Captain may Captain Designate call a timeout to to address referee speak to referee for rule clarification during a game. If time does not allow, rule clarification should occur following the match. Team Captain In writing and at Copy to be sent to least 24 hours CLVL President following a and Vice President specific incident. for follow-up. Include details and dates regarding the issue/incident in question.
Transfer Form for CLVL Please list your name and contact information below if you are a PLAYER looking for a transfer for next season.
Player Name
Current Team
Contact Information
Please list your name and contact information below if you are a TEAM CAPTAIN and you team will be looking for player(s) next season.
Team Name
Captain’s Name
Contact Information
Governing Documents
Current Revision as of May 2017
Contents
This document contains: ● ● ● ●
constitution and governance league rules league format policy documents
for the Clarington Ladies Volleyball League. The most current revision of this document will be tracked by the President of the League and her Executive. Acknowledgement
By registering in the Clarington Ladies Volleyball League, members agree to the policies and rules as described in the following documents. Members will abide by the league constitution and policies at all times.
It is the responsibility of each league member to read the document in its entirety.
Governance and Constitution
Article 1 – Name and Purpose The league shall be known as Clarington Ladies Volleyball League. It is a non-profit organization.
Article 2 -- Executive Structure The league shall be governed by 4 elected members, serving a three-year term: ● President ● Vice President ● Secretary ● Treasurer and 18 captains as selected by individual teams.
Article 3 – Duties of the Executive President ● ● ● ● ● ● ● ● ● ●
Non-voting executive member. Financial signing authority Call and preside over all meetings for the league. Schedule the Annual General Meeting in the spring (prior to banquet) and set the meeting agenda. Manages changes and updates to the Constitution and Policy documents. Determines location of current copy of Constitution and Policy documents. Ensure year-end banquet takes place at her discretion (executive run, sub-committee, team representatives etc.) Ensures the league website is updated. Ensures roles of other executive members are being fulfilled. Manages membership recruitment and waitlist. Deals with any suggestions or complaints of members.
Vice President ● ● ● ● ● ●
Voting member Financial signing authority Organize and administer Electoral Process Responsible for referees and scorekeepers. Step in if President is unavailable. Takes on any roles as assigned by President.
Secretary ● ● ● ● ●
Voting member Financial signing authority Organize and administer Electoral Process with Vice President. Takes all minutes at league meetings, publishes these minutes, and distributes to captains. Statistician for league game results. Publishes statistics weekly and at end of each playing cycle. ● Sets the schedule for the league and books the necessary gyms. ● Takes on any roles as assigned by President.
Treasurer ● ● ● ● ● ● ●
Voting member Financial Signing authority Prepare and publish treasurer’s report Manages current membership fees and rebates. Deals with all financial transactions for the league. Deals with insurance for league. Takes on any roles as assigned by President.
Captains ● Voting members ● Attend AGM and any other meetings designated by the President. ● Verifies score sheets (by signing sheet) and statistics (as posted) each week. Notifies Executive immediately if there are errors. ● Communicate league information from the Executive to team members. ● Collect ballots for electoral process. ● Collect all registration forms, waivers, and money for team and submits to the Treasurer. ● May designate alternate captain if unable to fulfill any duties.
Article 4 – Voting for Changes to Constitution and League Policies Policy changes, rule changes and alterations to the constitution will only be made by voting at an Annual General Meeting with captains and executive in the spring. ● All teams should be represented at this meeting. However, a quorum of 11 eligible voting attendees will be the minimum required to proceed with the AGM. ● Changes and alterations are passed with a majority vote (6 or more). ● Any issues or changes to policy/constitution that a member wishes to have addressed at the AGM must be submitted in writing using the Submission Form for Constitutional Changes (Appendix). All submission forms must be forwarded to the President two weeks prior to the AGM so that agenda can be set. ● Each item submitted will be presented, seconded, opened for discussion, and then voted on. ● Once an item has been presented and voted upon at an AGM, it may NOT be re-introduced for Constitutional change for the next three AGM meetings.
Article 5 – Executive Meetings The Annual General Meeting is the only mandatory meeting to be held by the Executive each year. Additional meetings may be scheduled at the President’s discretion as the need arises. A team representative should attend all meetings and voting will be passed through a majority vote.
Article 6 -- Fee coverage for Governing Executive Members The membership fee will be covered for the year(s) that they hold an elected governing position (President, Vice-President, Secretary, and Treasurer).
Article 7 – Electoral Process Governing executive members will be elected to a minimum of a three year term. ● Members wishing to run for Executive Positions will put their name on a sign up sheet posted for 3 weeks in March by the current Vice President. ● The Vice President and Secretary will collate nominations, prepare ballots for teams and prepare a candidate information sheet (see Appendix 1) by the second Wednesday in April. ● Teams will vote at a league game on the second Wednesday in April. Captains will submit the ballots to the scorekeeper to be gathered by the Vice President. ● Members unable to attend may vote by proxy (phone/email). ● Secretary and Vice President will tabulate votes prior to the AGM. ● New Executive will attend the AGM and be introduced to the membership at the year-end banquet.
Article 8 – Season-Ending Banquet The league will host a season-ending banquet. The President will determine how the banquet is organized and implemented (executive run, sub-committee, team membership). The banquet menu will ensure that there are options of main course (ie: meat and pasta) and consideration/options are provided based on dietary restrictions (gluten-free, vegetarian etc.) The banquet shall be held on a Wednesday night.
Article 9 – Suggestions and/or Complaints Suggestions or complaints that arise during the season must be submitted in writing to the team captain who will then forward it to the Executive. The President will then determine the best course of action to resolve the issue (verbal response, captain contact, special meeting etc.). Changes to the Constitution/Policies of the league may only be voted on at the AGM and must be submitted in writing two weeks prior to the AGM.
Format of League 1. The league will consist of 18 teams. Each team must consist of a minimum of 9 players. Each player must be age 19 or older at the start of the season. In accordance with the constitution, each team must elect/select a captain. 2. Games will be played each Wednesday evening from September to approximately the end of April. Game times are 6:15, 7:30, and 8:45pm at Bowmanville High School. Dates and locations are subject to availability as determined by the Kawartha Pine Ridge District School Board. In the event that certain gym nights become unavailable, the Executives may use their discretion to book other venues for game play. 3. The 18 teams will hold a position in one of three divisions A-B-C along with a ranking of 1 through 6 within their division. In September, placement in each division will be determined by the team’s placement at the end of the previous season. The schedule of games and times will rotate at the beginning of each season (ie: A Division starts at 6:15pm will rotate to A Division starts at 7:30pm the following season). 4. Teams will play 4 games each night and game results will be tallied by the Secretary each week. One point will be scored for each set one within a match. 5. Following every 5th week of play, the teams in 5th and 6th position within their division will move down into the 1st and 2nd positions in the lower division; the 1st and 2nd place teams in the lower division will move up into the 5th and 6th positions in the higher division. If teams are tied after five weeks, standing will be determined by looking at head to head results between tied teams and then to overall total points for the round. 6. The CLVL season will be comprised of 6 cycles of 5 weeks, totaling 30 matches.
League Policies Financial Policy The league will maintain one bank account; a chequing account. All members of the Executive will have signing authority on the account with any TWO signatures/approvals being required on league transactions and purchases. The league will retain a credit card with the bank with a $1000 limit. This card is for use for gym bookings and league business ONLY. The card must be paid in full at the end of each billing cycle. As a non-profit organization the league will endeavor to spend its’ yearly operating budget, leaving enough money to cover September start-up. Currently, the branch is the Toronto Dominion Bank, Clarington Centre.
Payment 1. Payment for the season is required by post-dated cheque or cash at the season’s end. Cheques are to be post-dated for September 1st. Current fees are $150.00. 2. Players that do not present fees at the banquet have one week following to register and make payment arrangements with the League President. All players that have not presented fees within this time period will be considered resigned. 3. Any NSF (non-sufficient funds) cheques will be returned to the player by the Executive; the player will be required to submit cash covering league fees and bank charges. If payment is not received within the first cycle (5 weeks), player will be placed on LOA and her team position will be filled. NSF Fee needs to be paid prior to playing in league even if player goes on LOA and misses a full year. 4. Players leaving the league during the 1st Rotation in the schedule will receive a full refund. Players leaving the league after that time will receive a prorated refund dependent on the league being able to replace the player. Upon approval by the Executive, a discretionary refund may be provided to members with serious medical/personal concerns when no replacement player can be found. All refunds will be calculated by the Treasurer as a prorated amount of the season played/remaining. 5. An LOA must be presented to the President in writing by the player requesting the leave. This may be done using the provided forms or by email. Once the LOA has been received it will be considered final and a new player will be placed and remain on the team for the remainder of the season. 6. Any member joining after the 1st Rotation in the schedule will pay a prorated fee as calculated by the Treasurer based on the amount of the season played/remaining. New members joining from the waiting list mid-season may play one “trial night” with a waiver signed but without payment to determine whether or not they wish to fully join the league. Payment is required by the second night of play for new members.
Players and Team Structure 1. Each team must carry a minimum of 9 paying players. All new players will be sourced by the League President from the maintained waiting list. Only when there is no waiting list, teams may be invited by the League President to source their own players. 2. Players must sign a waiver of responsibility prior to the commencement of play. 3. Players wishing to transfer from one team to another may request to do so in writing during the registration process. During the final round of the season, a transfer form (Appendix) will be posted to facilitate this process. Players and teams should use this form to prearrange transfers. Transfers submitted without a receiving team listed will not be granted. Players that transfer from a permanent position to a substitute position forfeit their permanent spot and will be returned to the top of the waiting list in the following season unless the substitute position becomes permanent. 4. Players may take a leave of absence for one playing season and return to their team for the following year. A player returning from a leave must present their fees during registration or to the President no later than the date of the banquet in order to be eligible for play in the upcoming season. 5. If a team needs to bring on additional players (over the minimum of 9) from the waitlist once the season has begun, they may do so, but that player is not guaranteed a spot on the team the following year and are considered a substitute player. They will receive top priority for a permanent spot in the next season. 6. All substitute players will receive top priority for placement in the following year; either on the same team or in a vacancy with another team. 7. If a team wishes to carry additional players, they may keep substitute players as a full member as well as their returning LOA player.
Use of Facilities 1. All games are scheduled to be played at Bowmanville High School. If gyms are unavailable, it is at the discretion of the Executive to seek other facilities. 2. No smoking or drinking is permitted on Board of Education property (Clarington Municipal Bylaw). There is a zero-tolerance policy for alcohol. Anyone suspected of the above will be carded and suspended from further play for the remainder of the day’s play. 3. Referees will be responsible for setup and takedown of the nets and equipment. Current rate for refereeing is $70/night. Scorekeepers may assist in setting up the scorekeeper’s table and scorekeeping tools. Current rate for scorekeeping is $40/night. No poles may enter the gym while game play is still occurring. 4. Teams awaiting commencement of their games, leaving the gym, or watching the game in progress must not distract from the current game play. 5. Children under the age of 10, supervised or not, are NOT permitted in the gym during game play.
Rules of Game Play The Clarington Volleyball League abides by the rules of volleyball as outlined in the Volleyball Canada Indoor rulebook, with the following exceptions/stipulations. 1. The referee shall be the superior official of the game. The referee will have the authority to make decisions on any question not specifically covered in the game rules. 2. Only the team captain or her designate may speak to the referee or scorekeeper regarding game-related issues. 3. A match consists of 4 games to 25. The first team to 25 must win by 2 points. However, to win by 2 points play may continue to a cap of 27 points. 4. The match begins with the coin toss by the referee. The winner of the toss may have the choice of serve or side. 5. Each team is permitted one thirty second timeout per set. However, no timeouts will be permitted after the first hour of game play. 6. Teams use rotation to add players to the court; however, appropriate rule-based substitutions may be made at team’s discretion and as approved by the referee. 7. The scorekeeper will assist the referee by calling the lines on the scorekeeper’s side of the court. The referee may overrule any call made by the scorekeeper. 8. The gym ceiling and basketball nets are considered out-of-bounds. 9. 6 players hold positions on the court during a game; however, if a team is unable to field a team of 6, they may play with a minimum of 2. 10. To verify sets and statistics, each week captains should review and sign score sheets and examine round statistics. Signed score sheets are acknowledgements of accurate results. If an error is noticed, captains should notify Executive Secretary or President immediately. All efforts will be made to ensure accuracy in scores and standings.
Playoffs Depending on gym availability and timing throughout the course of a season, the Executive may or may not choose to follow the 30 match season with playoffs. If playoffs are scheduled, the Executive will determine the structure with input from team captains.
Tournaments An Executive or other member may choose to organize tournaments available for the league, but is not under any obligation to do so. Tournaments are self-regulated events with rules and policies to be determined by the organizers.
Appendix Candidate Information Sheet Position Running For
Name
Team
# of Years in League
Experience
Goal
Nomination Form for CLVL Executive Position Open: *** Duties of *** PASTE FROM ABOVE If you are interested in running for this position, please sign your name below. A candidate information sheet will be provided to all nominees and then distributed to league members for review. Ballots will be prepared, distributed, collected, and tabulated prior to the year-end banquet. The successful candidate will be notified by a current Executive Member prior to announcement to league membership. Candidate’s Team Number of Best Method Name Years in the of Contact League (phone/email)
Clarington Ladies Volleyball League Submission for Constitutional Change at Annual General Meeting Date Submitted: ________________ Submitted by: ____________________________________ (name) Team: ______________________ Relevant Section of Constitution
Article and Page #
Deletion? Revision? Addition?
Description of Constitutional Modification
For Executive Member Use ONLY: Motion at AGM by: _____________________ Seconded by: ________________________________ Motion Carried / Motion Defeated Date of AGM:____________________________ Secretary Signature: _________________________________________________________________
Job Description Job Title: Referee for Clarington Ladies Volleyball League
Reports To: Clarington Ladies Volleyball League Executive
Contact For Executive: League Vice President
Job Summary The referee will officiate over each of the games played and manage gym setup and takedown each evening.
Job Function and Responsibilities: Setup and Takedown ● ● ● ● ● ●
Access Clarington Ladies Volleyball equipment with key provided. Setup nets and equipment in assigned gym. Ensure that scorekeeper desk and gamesheets are setup. Scorekeepers may perform this function and assist in setup and takedown; however, SCOREKEEPERS SHOULD NEVER CARRY NET POLES. Takedown nets and put away equipment in assigned gym. Ensure that all Clarington Ladies Volleyball equipment is returned to gymbags and placed in locked box each night. Ensure that Executive Member obtains all scoresheets from the evening’s game play.
Managing Game Play ● ● ● ●
Begin games promptly at 6:15pm, 7:30pm, and 8:45pm. Fairly use method to determine first-serve and side allocations. Manage time-outs: one per team per game, 30 seconds in length, no timeouts after the first hour of play. Manage team inquiries by only conversing with team captains or delegate.
Refereeing ● ●
Familiar with and able to officiate accurately and without bias under the current rules of play: Volleyball Canada. Ensure score is kept accurately and timely by the scorekeeper.
Job Expectations: ● ● ● ● ●
As a paid position, refereeing position should be treated as any other job. Electronic devices should be turned off during hours worked. They may be checked at breaks between games. An executive member will provide cash payment each week. Current rate: $70/night. If you are scheduled to work, it is expected that you will be on-time and available to stay for the duration of game-play. If you are unable to attend a scheduled shift, it is expected that you notify the Executive Contact at least 48 hours in advance. If this notice is not possible, it is expected that you attempt to cover your own shift by using the on-call list provided by the Executive. The Executive Contact should then be notified of any schedule changes arranged by referees themselves.
Job Description Job Title: Score Keeper for Clarington Ladies Volleyball League
Reports To: Clarington Ladies Volleyball League Executive
Contact For Executive: League Vice President
Job Summary The score keeper will keep score for each of the games played and help the referee by calling the ball “in” or “out” of the lines opposite the referee.
Job Function and Responsibilities: Setup and Takedown ● ● ●
To setup scorekeeper’s table, gamesheets, and scorecard prior to game start. Assist referee in gym setup prior to 6:15pm game start. HOWEVER, SCOREKEEPERS SHOUL D NEVER CARRY NET POLES. Assist referee in nightly takedown by removing scorekeepers table, and gamesheets. HOWEVER, SCOREKEEPERS SHOUL D NEVER CARRY NET POLES.
Scorekeeping ● ● ● ●
To keep score of each game on the sheets provided to you by the Clarington Ladies Volleyball League. To keep the score sheets legibly and accurately. To flip the score cards so both teams and referee are aware of the score. To remind the captains of each team to sign the game sheet by the end of the match.
Referee Assistance with Judging Lines ●
To watch the court lines and call the ball either “in” or “out” of the lines opposite the referee.
Job Expectations: ● ● ● ●
●
As a paid position, the score keeper position should be treated as any other job. All electronic devices should be turned off during hours worked. They may be checked during breaks between the games. An executive member will provide cash payment each week. Current rate: $35/night. If you are scheduled to work, it is expected that you will be on-time and available to stay for the duration of game-play. If you are unable to attend a scheduled shift, it is expected that you notify the Executive Contact at least 48 hours in advance. If this notice is not possible, it is expected that you attempt to cover your own shift by using the on-call list provided by the Executive. The Executive Contact should then be notified of any schedule changes arranged by scorekeepers themselves.
Protocol for Issues/Incidents involving Referee/Scorekeepers Please find below the protocol for dealing with team-related concerns regarding issues and/or incidents involving the referees and scorekeepers of the CLVL. Type of Concern/Issue/Incident Questions or concerns regarding format of game/match. Signing scoresheet
Question or concern about a specific “call” made by the referee
Ongoing or overall concern about refereeing or scorekeeping.
Contact Involved
Manner of CLVL Executive Contact Involvement Team Captain or Team Captain N/A Captain Designate should address to address referee referee prior to or scorekeeper beginning of game/match play. Team Captain or Signing may occur N/A Captain Designate before or after a to address match. scorekeeper ONLY Team If time permits, N/A Captain or Team Captain may Captain Designate call a timeout to to address referee speak to referee for rule clarification during a game. If time does not allow, rule clarification should occur following the match. Team Captain In writing and at Copy to be sent to least 24 hours CLVL President following a and Vice President specific incident. for follow-up. Include details and dates regarding the issue/incident in question.
Transfer Form for CLVL Please list your name and contact information below if you are a PLAYER looking for a transfer for next season.
Player Name
Current Team
Contact Information
Please list your name and contact information below if you are a TEAM CAPTAIN and you team will be looking for player(s) next season.
Team Name
Captain’s Name
Contact Information
