1.0 PURPOSE
The Polices and Procedures Manual defines CBVA's policies for the organization, its membership, and operations and the procedures necessary to comply with the policies. This manual is provided to the membership to ensure the smooth running of the organization and to ensure that its objectives are met. CBVA shall have a Policies and Procedures Manual that defines the requirements and process for operation of the organization.
2.0 OWNERSHIP
The Information Officer of CBVA is responsible for these policies and procedures.
3.0 ORDER OF PRECEDENCE
The policies and procedures are part of the operating documents of CBVA. Should there be a conflict among any of the documents of the organization, the following order of precedence shall apply:
4.0 CHANGE CONTROL
Any member in good standing may submit a proposal to change the policies and procedures. Proposals must be submitted in writing to the Information Officer who will present the proposal to the Board of Directors at a duly called meeting. The Board of Directors considers all proposals and either approves or rejects the change by a simple majority vote.
Approved changes to the policies and procedures will take effect when the Information Officer communicates the change to the membership and the revision is incorporated into the official copy of the policies and procedures on the CBVA's web-site at http://www.cbvolleyball.net.
5.0 ORGANIZATIONAL STRUCTURE
GENERAL
The operations of CBVA are conducted by the Board of Directors and the membership of the organization. The membership elects a Board of Directors on an annual basis to represent their interests in maintaining and providing for the smooth running of the organization consistent with its purpose as defined in the Bylaws.
BOARD OF DIRECTORS
The Board of Directors is responsible for directing the organization and providing for day to day operations. The Board of Directors consists of twelve elected representatives, including four executive officers. The Board of Directors works on issues such as permit renewal, divisional ratings, and fee management. The Board of Directors also helps to ensure future viability of the league.
The Board of Directors may create committees consisting of any interested members of the organization to assist in the execution of operations. The Board is able to engage professional services to provide guidance as well as to provide assistance in the execution of operations.
To facilitate effective and efficient execution of the Board of Directors' responsibilities, it may utilize e-mail and other forms of electronic communications to execute the business of the Board of Directors. This includes, but is not limited to, enabling the Directors to vote by e-mail.
CONFLICTS OF INTEREST
Members of the Board of Directors will make every effort to avoid a situation in which a conflict of interest will arise. Any member of the Board of Directors will disclose any conflict of interest or potential conflict of interest as soon as the situation or potential situation is identified. The member of the Board of DIrectors will abstain from any vote which directly relates to the area of interest.
The Board of Directors may vote regarding the conflict of interest of an individual board member and reinstate the member's voting rights in the area of interest.
RECORD KEEPING
Every attempt will be made to maintain all organization records electronically except where required by law. The electronic copy will be considered the original and official copy. Paper copies may be maintained for all documents that are submitted or received in a paper format from another organization or entity.
MEMBERSHIP
Membership of CBVA is defined in the Bylaws. Members in good standing are eligible for all of the events and activities organized by CBVA. Members may have their membership in the organization revoked or suspended for cause. There is an annual CBVA membership fee, which goes towards sponsoring social events and equipment costs for the league.
GUESTS
Individuals are allowed to play as a guest of a member or the organization for up to two (2) times per indoor season. Guests may become members of the organization at any time by paying the standard membership fee.
REMOVAL
The Board of Directors reserves the right to remove any individual from the organization or the physical surroundings immediately for any incident of physical violence or the threat of physical violence by any member, guest, or bystander. The Board of Directors may revoke membership immediately or at a later date. CBVA is not obligated to refund any monies or fees paid by the individual. Any member of the Board of Directors who is present is empowered by the organization to remove a member, bystander, or guest from the gym. Any member of the Board of Directors may present a request to revoke a player's membership to the Board of Directors at a duly organized meeting. Approval may be by simple majority vote of the Board of Directors. A member may be reinstated by a presentation of the request to the Board of Directors at a duly organized meeting and approval by simple majority vote.
GROUNDS FOR REMOVAL
Grounds for removal from the organization include, but are not limited to, the following:
The Board of Directors reserves the right to revoke membership in the organization for any reason not listed above at any time based on a simple majority vote at a duly organized meeting.
6.0 COMMITTEES
GENERAL
Committees are formed annually at the first meeting of the Board of Directors. The purpose of the committees is to manage the on-going operations of organization. There are six standing committees. The Board of Directors may choose to create additional special committees as needed. Each committee has a Chair, who is a member of the Board of Directors. Other members of the committee may be any member in good standing of CBVA. Members of the organization are encouraged to participate on committees.
The activities of all committees are coordinated by the Deputy Commissioner.
COMMITTEES
POLICIES AND PROCEDURES
The Policies and Procedures committee is formed to review and revise the Policies and Procedures manual as requested by the membership through the Board of Directors. The Policies and Procedures committee takes all requests for changes to the Policies and Procedures manual and devises the proposed language for submission to the Board of Directors for approval. Approved changes to the Policies and Procedures manual are then incorporated by a committee member and submitted to the Secretary for distribution to the membership.
- Develop and maintain the Policy and Procedure Manual
- Update CBVA By-Laws
LOGISTICS
The logistics committee oversees how CBVA operates in terms of policies and procedures for indoor, outdoor and beach volleyball, tournaments, skills clinics and rating of players. This committee also maintains all equipment for the league as well as first aid kits and stationary. The logistics committee also has subcommittees which focus on clinics, policies and procedures, ratings and tournaments:
- Ratings
- Clinics including securing Coaches
- Maintaining Equipments including First Aids
- Develop/Update Forms
- Coordinate the Indoor Volleyball Play for All Sessions
- Coordinate the Outdoor Volleyball Play
- Coordinate the Ogunquit Beach Volleyball Play
- Develop Volleyball Logistics Policies and Procedures
FINANCE
The Finance Committee provides support to the CBVA Treasurer to ensure fiscal assets are maintained in accordance with generally accepted accounting principles. Activities support the following treasury duties, documenting and maintaining cash flow, developing operational budgets, and reporting the financial status of the Association in compliance with state and federal regulations.
- File appropriate tax documents
- Meet with appropriate professionals for tax purposes and to become a non-profit sports group according to IRS Code 501(c)(7)
- Support the Treasurer in maintaining fiscal documents and reports
- Fundraising Events
- Develop Finance Committee Policies and Procedures
AUDIT
The Audit committee will provide support to the CBVA organization by developing audit policies and procedures, conducting financial and operations audits on a regular schedule, and performing additional audits as requested by the Board of Directors.
No officer of the organization may be a member of the Audit committee.
The Audit committee will conduct an audit of the results of the annual election of the Board of Directors.
SOCIAL
The purpose of the social committee is to provide events that will foster a friendly atmosphere and encourage communication among the volleyball community as well as other organizations and business. The Social committee is responsible for planning, organizing, and coordinating social events. Some of the annual social events may include any or all of the following:
- Welcome Back Party
- December Holiday Party
- Race for the Tiara
- End-of-Year Party
- Pride Participation
The committee will determine the schedule and number of events annually. The committee is also responsible for developing the Social Committee Policies and Procedures
COMMUNICATIONS
The purpose of the Communications Committee is to identify, draft, distribute, and coordinate communications on behalf of the Board of Directors and membership of the CBVA. Responsibilities include information management, including its collection and retention. The Communications Committee produces and distributes the CBVA newsletter and maintains the CBVA web-site. The Board of Directors' Secretary is the Chair of the committee.
- Determine most appropriate mode/medium/media of communication
- Facilitate and maintain communication with the CBVA Board and League
- Manage the CBVA Membership List
- Respond to e-mails sent to the CBVA Secretary address
- Manages the CBVA website
- Manages the Yahoo group for the CBVA Board of Directors
- Develop Communication Committee Policies and Procedures
BOSTON BEANTOWN CLASSIC TOURNAMENT/TOURNAMENTS
The Boston Beantown Classic (BBC) committee is tasked to make sure the Boston Beantown Classic Volleyball Tournament (BCVT) happens yearly with the assistance of CBVA. BCVT is usually held during the second weekend in September and attracts teams and players from all over the country. We are currently planning for four divisions: AA, A, BB and B levels. However, this may change as we continue planning to accommodate as many teams as possible.
The BBC committee is responsible for:
- Coordinate the Boston Beantown Classic Tournament
- Coordinate the Indoor Tournaments for All Sessions
- Develop Tournament Committee Policies and Procedures
BBC TOURNAMENT
All NAGVA rules and regulations will take precedent for the BCVT from registration, rules of play, and ratings. The tournament will be held at the Cambridge Rindge & Latin School. Please visit the North American Gay Volleyball Association (NAGVA) website at http://www.nagva.org and the BCVT official site at http://www.beantownclassic.org for more details.
BBC SUB-COMMITTEES
The BBC will form sub-committees to further assist this event. The following sub-committees may be created to facilitate operations:
- Logistics (operation of the tournament including refs and clinics)
- Finance (registration and fees and the BCVT website)
- Facility and Lodging (courts and hotels)
- Social (party)
While the BBC will make every effort to organize an annual tournament, the CBVA is not obligate to organize one, and may also cancel the event should it become necessary.
SUB-COMMITTEES
Sub-committees are formed on an as-needed basis to execute the tasks of the committee. They may be created by agreement of the committee members and the Chair.
7.0 FINANCE
GENERAL
Sound financial management is one of the key functions of a successful organization. It is the ongoing policy of CBVA to maintain policies and procedures that promote sound fiscal practices that are in accordance with Generally Accepted Accounting Principles (GAAP) and prevailing state or federal regulations.
It is the responsibility of each member of the CBVA Board to take steps which:
SUMMARY OF SIGNIFICANT ORGANIZATION POLICIES
CBVA is an organization that promotes volleyball in Cambridge/Boston and the surrounding metropolitan areas. The organization is governed by an elected board of volunteer directors responsible for managing the organization. The board members annually elect Executive Officers consisting of Commissioner, Deputy Commissioner, Treasurer and Information Officer.
BASIS FOR ACCOUNTING
The Association uses cash accounting to account for and document revenues and expenses related to the organization. The annual accounting period - fiscal year is June 1-May 31.
FISCAL STATEMENTS
Financial Statements shall be prepared and presented to board members and members of the organization in accordance with the CBVA By-Laws.
REVENUE AND INCOME
The Treasurer is responsible for designating and enforcing Financial Policies and Procedures to ensure the collection and accurate documentation of the organization's fiscal assets. Events sponsored by or for CBVA must be approved by the board in advance of the activity, and all cash or cash equivalents collected at approved events require verification and confirmation by two board members or designees.
POSTING OF REVENUE AND INCOME
Posting and “timely deposits” of cash or cash equivalents will be completed within seven days of collection. In the event that timely deposits can not be made, the Executive Board will be notified within seven days of collection.
ALLOCATION OF EXPENSES
The Treasurer is responsible for designating and enforcing Financial Policies and Procedures to ensure that funds are expended exclusively to promote the organization’s mission. All expenses (e.g., cash, checks or debit card) will be pre-authorized and documented. Expenses in excess of the amount a sole Executive Officer can approve must be approved by a minimum of two Officers. The use of CBVA funds for personal expenditures is not authorized, and violators will be subject to removal from the board or other disciplinary sanctions.
REIMBURSEMENTS
Reimbursements will be made to individuals who expend their personal assets on pre- purchases that are pre-authorized by the board on behalf of CBVA. Requests for reimbursement must be accompanied with an original receipt. Requests for reimbursement without an original receipt or proper verification are subject to denial.
FINANCIAL ASSETS
Financial Assets consist of cash, cash equivalents and investments.
CASH AND CASH EQUIVALENTS
Cash consists of monies or equivalents collected and held in the organization’s checking accounts or money markets.
INSUFFICIENT FUNDS
When checks are returned to the Association for insufficient funds, the Treasurer is responsible for contacting the individual or organization to retrieve the amount of the issued check plus any associated charges. If individuals or organizations have more than two checks returned for insufficient funds, the Association may require future payments to be made by cash, money order or certified check. INVESTMENTS Investments consist of certificates of deposit with maturities of three months or less.
BANK RECONCILATION
The Treasurer is responsible for reconciling all bank accounts each month. Reconciled statements will be maintained and presented to the Board of Directors on a monthly basis. Reconciled statements will also be made available board members as requested.
ANNUAL BUDGET AND FORECASTING
The Treasurer will prepare or cause to be prepared an Annual Budget or Financial Forecast for the Association. The board is responsible for the review and approval of the budgets and forecasts.
INCOME TAXES
CBVA is responsible for reporting income and revenues of the Association in accordance with state and federal Internal Revenue Service. Financial reports and filings will be prepared to ensure the Association is in compliance with state and federal regulations.
INSURANCE
CBVA requires all members to buy insurance through the league or join NAGVA, which covers the players and the league for insurance purposes. Anyone interested in purchasing insurance through NAGVA must register online PRIOR to their first day of indoor play with CBVA and provide proof of NAGVA's insurance. No one will not be permitted to play without evidence of insurance (i.e., NAGVA or CBVA).
8.0 AUDIT AND ADMINISTRATION
AUDIT
The Chair of the audit committee will be responsible for publishing a schedule of audits annually. The schedule will be reviewed and approved by the Board of Directors.
The Audit committee will be responsible for conducting or otherwise ensuring the execution and completion of all audits.
The Audit committee will provide the Board of Directors with a written report of audit results.
9.0 INDOOR PLAY
GENERAL
There are three sessions to meet different levels of skill. The divisions are advanced, intermediate and recreational. Each division may have its own policies and procedures that further define the level, type of play, and qualification for participation.
DIVISIONS
ADVANCED
The advanced session is highly competitive and focuses on running varied offenses, such as 1s and shoots. The teams play a 5-1 or a 6-2 formation. In order to play at this level, players must consistently pass hard-driven balls, as well as effectively block and hit. The Advanced division offers team play. All United States of America Volleyball (USAV) rules are strictly observed.
INTERMEDIATE
The intermediate session is also competitive, although not as much as the advanced session. Players at this level, generally hit well, but may have some difficulty with passing. In order to play at this level, players need to have a basic knowledge of 6-2, and moderate passing and hitting ability. USAV rules are typically observed with some flexibility.
RECREATIONAL
The recreational session is for volleyball enthusiasts who have never played or are just beginning. There are no requirements in order to play at this level. Line and net faults are enforced, as well as any other safety-related rules. Carries and doubles are ignored.
FEES
Fees for session play and clinics are posted on the organization's website.
SIGN IN
To facilitate the smooth running of the divisional sessions, members and guests must arrive at least 15 minutes prior to the cut-off time for each session. The cut-off times for each session are as follows:
Members and guests cannot sign-in other players who are running late.
LEAVING EARLY
Players are required to notify a Board member when signing in that he or she is leaving early and at what time. Individuals who have left two or more sessions early -- without advance notification -- may be barred from future play.
RATINGS
To play in the Advanced or Intermediate divisions, all players must be rated by CBVA to ensure that they have the skill level required to play in these sessions. Ratings will be conducted per the following:
All board members are responsible for due diligence in monitoring the level of play for their session on a weekly basis. The Board reserves the right to rerate any player at any time based on observation of a significant change in a person's play. The Board will provide the player with at least one week notice before they re-rate the player. The re-rating process will follow the same procedure as the standard rating process described above.
In any case where injury or safety is a major concern, an un-rated player playing in an inappropriate level should be asked to play in an appropriate division immediately. In such a case, the player would not have to pay for another session if they chose to play again that day.
If a player has a current rating by NAGVA (available from the NAGVA web-site), the player is not required to be rated/rerated by CBVA if he or she meets the following criteria:
The Intermediate and Advanced divisions will rerate all players who do not meet the above criteria every other year.
CLINICS
Consistent to its purpose and mission, CBVA is committed to providing its members a forum to develop the fundamental techniques of volleyball, as well as game strategies, by offering clinics throughout the season. The emphasis of these clinics is to teach and develop individual skills (i.e., basic, intermediate, and advanced) through various skill instruction and drills, while team play is incorporated to teach how all the fundamentals fit in the game.
Qualified coaches are hired to deliver coach-oriented drills. The coach is directly involved in supervising and leading the drill, demanding that the skill be performed correctly and with maximum effort. One or more assistant coaches are used for many of the clinics to reduce drill time and assist the “Head Coach.”
Clinics are open to all active or current members from all divisions of all skill levels. Depending on the type of clinics offered, priority may be given to certain group of members within a particular division.
Below is a list of some of the more common clinics offered covering each of the six basic volleyball skills – the pass, the serve, the set, the attack, the block, and floor defense.
6-2
The 6-2 system (i.e., six attackers, two setter/attackers) is an advanced system utilizing all players as attackers and two players specifically as setters. The 6-2 system is excellent for experienced players with intermediate and advanced skills and therefore is complex, and if it is not run properly, creates the possibility for many errors.
This clinic focuses on the fundamentals of the 6-2 system including, but are not limited to: teaching players the goal, objective, and purpose of the 6-2 system; proper positions and correct lineup and rotations on serve reception and offense; and teaching players the concept of specialization and understanding the basic responsibilities of all court positions.
Passing/Serving
The pass is the fundamental skill required for effective team play and must be mastered before any other skills can be successfully utilized in the game. Technically, the purpose of the serve is to initiate play, but it is also a means of attack.
This clinic focuses on the skills of passing and serving including, but are not limited to: improving the server’s accuracy and placement; teaching players how to serve and pass or receive tough serves; helping the players how to control their serves and passes; and teaching the players how to dig to the target from all angles of the court.
Hitting/Blocking
The hit or attack is the primary offense weapon and its purpose is to score points. The hit or attack encompasses a variety of options. The block is the first line of defense. The primary purpose of the block is to stop the ball and return it to the opponent’s side for an immediate point or side-out. A secondary purpose is to force the opponent to attack the ball into an area of the court that you are prepared to defend.
This clinic focuses on the skills of hitting and blocking including, but are not limited to: helping hitters learn the fundamentals of proper mechanics of approaching and attacking the ball; helping the outside and middle hitters to develop their transition attacking skills; helping players learn how to shape their body when they are blocking; teaching the players where their block should be set in relation to their opponent’s approach; helping the blockers develop the skill of reading the action of the hitter; and enhancing the ability of the blockers to put up a solid, closed block.
Team Defense/Team Communication
The primary objective of the defense is to block the ball back directly or to play the ball up so a successful transition from defense to the attack can be made. Blockers and diggers must read the attack possibilities and move as a team to cover the court. Each player has a movement responsibility in relationship to the rest of the team. This responsibility involves both playing the ball and supportive movement without the ball. The key to good team defense is combining good individual defensive skills with good team defensive flow.
This clinic focuses on the defensive skills including, but are not limited to: improving forward and backward defensive movement; improving reading, covering, and court balancing; improving the ability to move quickly and efficiently to the defensive position and back to the base position; and promoting intensity and communication among players by focusing on the importance of pursuing every ball and not letting any ball touch the floor.
Setting
The purpose of the set is to place the ball in a position in which the offensive player can attack the ball. A setter’s first priority is accuracy in height and placement to help the hitter to be consistent. A second priority is combining this accuracy with the ability to make the proper decision regarding whom to set, the type of set, and to do so quickly and deceptively.
This clinic focuses on the skills of setting including, but are not limited to: improving a player’s consistency in setting over a variety of distances; practicing ball control and footwork; improving consistency in back-setting; and training the setter to consistently and effectively delivering a variety of sets to a target from various positions.
TOURNAMENTS
The CBVA will organize at least two tournaments during the indoor season. These are organized by division.
For the Advanced/Intermediate Divisions the following tournaments are usually organized:
10.0 HEALTH AND SAFETY
GENERAL
The safety and well being of members, guests, and bystanders is of very important to CBVA and its purpose. To that end, all players and bystanders are expected to follow the organizations policies and procedures regarding health and safety and all direction provided by Referees during game play, and Board members at any time. Individuals playing in Advanced or Intermediate that appear to be a danger to themselves or others on the court will be asked to play in the next level down. In addition, players not performing at the level of play may be asked to participate in clinics to improve their skills and/or asked to play in the next level down. Questions about safety on the court should be directed to the Board Members of the division.
All individuals play at their own risk. CBVA assumes no responsibility for any player and is not responsible for any injuries.
APPAREL
All players are required to wear clothing appropriate for playing volleyball in a safe manner. Players should wear appropriate court shoes (e.g., sneakers with non-marking soles) and other apparel that provides freedom of movement and will not impede physical activity or cause any safety concerns. Players may not wear jewelry, hats, or any other apparel that may be caught or snagged during play. No shoes with leather or non-rubber soles are allowed. Shirts are required.
If there is a concern regarding the safety of a player's apparel, a Board member may request the player adjust his or her apparel for the current session or for future sessions. Individuals not appropriately attired may be restricted from play.
GUESTS AND BYSTANDERS
Serious injuries may occur not just on the volleyball court, but to bystanders as well. CBVA members and their guests are required to be aware of their surroundings at all times. Members, guests, and bystanders are not encouraged to bring children to volleyball sessions. No child will be admitted without a responsible adult. The responsible adult will maintain close supervision of the child at all times. Children are not allowed on the volleyball courts and must remain in the bleachers or sidelines. Should a situation be deemed unsafe for a child at any time, a Board member may ask the child and the responsible adult to leave the session immediately.
INCIDENT REPORTING
All Association members – including members of the board, are required to purchase CBVA’s third party insurance or provide proof of NAGVA insurance, as a condition of CBVA membership.
All individuals will be required to sign a waiver (Attachment I), which indicates they are aware of the potential risk of injury involved with the sport of volleyball. Waivers for individuals under the age of 19 are required to have a parental/guardian signature.
In the event of an injury requiring external medical attention, the board member responsible for the session will complete an incident report (Attachment II), regardless of the injured party’s insurance coverage, which the board member will be responsible for notifying the Executive Board within 12 hours, and a member of the Executive Board will follow-up on the health status of the injured player, within 24 hours of the injury.
Association members who have purchased the CBVA insurance policy will also be provided a claim form (Attachment III), prior to leaving the site of the injury. Within 24 hours of the injury a member of the Executive Board will follow-up with the CBVA member, medical provider and insurance company to verify all required documentation has been appropriately completed and to get an update on the health status of the injured member.
11.0 REFERENCES AND ATTACHMENTS
Attachment I - Waiver Form
Attachment II - Incident Report Form
Attachment III - Insurance Claim Form
12. REVISION HISTORY