2017 Affiliation and Membership Policy ASSOCIATIONS / LEAGUES

Transcription

1 2017 Affiliation and Membership Policy ASSOCIATIONS / LEAGUES NETBALL VICTORIA AFFILIATION AND MEMBERSHIP POLICY 2017

2 Table of Contents: 1. PURPOSE OF THIS POLICY The purpose of this policy is to outline: - the requirements of Netball Victoria s (NV) affiliation and membership agreement; - the procedures for Association/League and individual members renewing or applying for affiliation and membership with NV; and - the roles and responsibilities of NV and each affiliate. 2. WHAT IS AN ASSOCIATION/LEAGUE? An Association/League is a non-for-profit organisation that administers competitions. Associations/Leagues can have clubs and/or individual teams within their competition. NV members pay their annual individual member fee directly to their primary Association/League or Club. 3. NETBALL VICTORIA 3.1. What is Netball Victoria? NV exists to enrich Victorian communities through the sport of netball. NV is the sport s peak state body and is responsible for the management and development of netball across Victoria. NV works to identify and meet the needs of netball players, coaches, umpires, officials, volunteers, Associations, Leagues and Clubs; and to develop opportunities to attract more people to be involved in our game. NV is an affiliated member of Netball Australia and supports the growing netball participation community of over 207,700; including over 113,000 members across the state. NV s mission, vision and values are as follows: Mission: Vision: Values: Netball Victoria exists to enrich Victorian communities through the sport of netball; More people are involved in netball more often; and Teamwork, Accountability, Integrity, Innovation and Empowerment Netball Victoria s Strategic Objectives Netball Victoria s Strategic Plan for Success : (a) Goal 1 Increase Participation More entry level programs for children and juniors; New programs for students, males and older people to get into or back into netball; New netball programs around fitness and fun; Removing barriers to participation; and Creating new ways for people to engage with netball. NETBALL VICTORIA ASSOCIATION AFFILIATION AGREEMENT 2017 Page 1

3 (b) Goal 2 Build our Capacity, People and Places Creating facilities for netball; Growing strong and skilled Associations, Leagues and Clubs, volunteers and staff; Sound strategies, financial management and governance; and Achieving success on the court for Victoria athletes, teams and officials. (c) Goal 3 Grow the Support for our Sport Grow the positive media and community profile of netball; Grow our corporate partnerships; Work well with government; and More people involved in netball; more fans and memberships for our Melbourne Vixens What will the success of NV s Strategic Plan look like? More people involved in netball as players, administrators, participants, coaches, officials and volunteers; More types of netball for people to enjoy; Satisfied Associations, Leagues and Clubs, participants, partners, sponsors, government and staff all of whom increase their support for our goals; Success for Victorian teams, athletes and officials on the national and international stage; Financial sustainability so we can continue to invest in our sport; Accessible, safe and compliant netball facilities; Increased positive profile of NV and the Melbourne Vixens; and Connection and engagement with our netball community. 4. BENEFITS OF AFFILIATING WITH NETBALL VICTORIA 4.1. Association/Leagues that affiliate with NV are entitled to a wide range of benefits and services from grassroots to the elite level. The following outlines some of the benefits and inclusions affiliates receive with NV affiliation: (a) Insurance: Public Liability, Professional Indemnity, Personal Accident, Association Liability (including Directors and Officers) as part Netball Australia National Insurance Program. (b) Coach Development and Pathways Access to courses, resources, workshops, accreditation, talent identification (TID) and networking opportunities. (c) Umpire Development and Pathways Courses, accreditation, mentoring, testing, resources and TID. (d) Player Development and Pathways- NetSetGO Program, clinics and camps, Academies, State Teams, TID, competitions and tournaments. (e) Competitions and Tournaments Schools Championships, Association Championships, State Titles, Regional Victorian Netball League, Victorian Netball League. (f) Community Development Inclusion Programs, Sporting Schools Program, training and education, resources, support and advice. (g) Member Services Management and administration advice and support, constitution and associated rules and regulations, dispute resolution policies. MyNetball database support and training and development. (h) Facility Development technical advice and support, planning, development and project management support, funding application and advocacy for facility development. NETBALL VICTORIA ASSOCIATION AFFILIATION AGREEMENT 2017 Page 2

4 (i) Regional Development NV staff based in Bendigo, Shepparton, Morwell and Geelong to provide support and advice, assist in building and strengthening relationships within the community and advocate for advancements in netball at a regional level. (j) Access to NV s new participation products. Please refer to Netball Victoria website for individual product licence agreements. (k) Full voting rights on behalf of your affiliate members as per the NV Constitution As an affiliate of NV, all registered financial members will be covered for Personal Accident Insurance in accordance with Netball Australia Personal Accident Insurance Policy and membership terms and conditions stated within this policy In accordance with the Netball Victoria Insurance Policy, coaches and umpires will only be covered for professional Indemnity insurance if they maintain a current accreditation in their respective disciplines and have a current financial NV membership A border Association/League is defined as any Association/League whose headquarters are located within 100kms of the nearest Victorian state border Where a border Association/ League chooses to affiliate, and have full participation in any competition and/or have access to other NV services (with the exception of the schools program), they are required to affiliate and register all their members with NV. 5. ASSOCIATION/LEAGUE AFFILIATION 5.1. Each Association/League must pay an Annual Affiliation Fee. Such Fee must be lodged by 31 January of the current affiliating year Each affiliated Association/League must: Acknowledge they have read and understood this Policy Attach a current copy of their constitution Attach a current copy of their bylaws Complete the online Association Profile form, including Association/League and Club contact details It is a requirement of all affiliate Associations/Leagues to manage the individual memberships using the MyNetball database Any Association/League that does not adhere to NV competition guidelines and policies, may have their affiliation suspended or face expulsion. 6. REGISTRATION OF MEMBERS 6.1. Associations/Leagues and clubs must ensure that each individual member is on NV s membership database system (MyNetball) and is a financial member for the current year Valid, accurate and complete data must always be entered in to MyNetball for each individual member NV s preferred method for individuals to register is via the online registration form at Association/League or Club level. Once submitted online, you immediately become a financial member for the current year and are insured through Netball Australia s National Insurance Program Individuals that do not complete the online registration form, but pay their Association/League or Club will not be covered by the National Insurance program until MyNetball shows the individual as a financial member for the current year. This must be completed within 5 days of the Association/League or club receiving their registration The registration period runs January 1 st to December 31 st each year. However, if the affiliated Association/League competition runs into the next calendar year (i.e. October 2017 to March 2018) members will be covered by the Netball Australia National Insurance Program for that competition only until its completion. NETBALL VICTORIA ASSOCIATION AFFILIATION AGREEMENT 2017 Page 3

5 6.6. Where an individual appears on more than one (1) Association/League list, the primary registration will be the first entry registered into MyNetball for that individual for the current year. Each entry after will be known as the secondary registration All Members of affiliated Association/Leagues or Clubs must be a financial member of NV. Please note that all umpires and coaches need to have a full membership (Senior/Junior) to be covered by professional indemnity insurance. Netball Victoria recommend that all committee members register under the Off the Court membership to be covered by the Netball Australia National Insurance Program. 7. MEMBERSHIP REFUNDS 7.1. Individuals who complete an online registration, instantly become a financial member for the current year and an assumption is made that they have taken the court. A refund will not be awarded Individuals who have been manually entered by an Association/League or Club can only receive a refund if they are deregistered by Association/League or Club before the last day of the month in which they were entered onto MyNetball. After this date, there are no membership refunds awarded Association/Leagues and Clubs will be directly responsible for issuing any online registration refunds. Please note that NV cannot refund online payments, this must be done through the Association/League or club Netball Victoria reserve the right to assess refund applications that occur post invoicing. These will be assessed on a case by case basis, by NV Member Services Manager or NV Finance Manager only. 8. PAYMENT OF MEMBERSHIP CAPITATION FEES 8.1. All affiliates will be invoiced for every member registered through MyNetball, for each invoicing period (as outlined in Appendix A Batching Dates) 8.2. With regards to direct debiting, an invoice detailing the amount will be sent to each Association/League at least 14 days prior to the direct debit being processed Associations/Leagues are required to make payment in full by the NV invoice due date Failure to make payment of the invoiced amount to NV by the specified due date will render the Association/League and their members as un-financial until payment has been rectified. The consequences of this action can affect the Association/Leagues right to participate in any NV pathway competitions, until the outstanding monies has been paid in full All Associations/Leagues agree to NV, or its authorised representative, to randomly conduct an audit of its member s records and those of their clubs to ascertain membership numbers, membership categories, accuracy of registration details and the person s financial registration status. 9. ASSOCIATION / LEAGUE AFFILIATION FEES Netball Victoria Affiliation Fee: Full Association: $ inclusive of GST 9.2. Any affiliates that have not paid their affiliation fee by 31 January of the affiliating year will become unaffiliated with NV until payment is made. NETBALL VICTORIA ASSOCIATION AFFILIATION AGREEMENT 2017 Page 4

6 10. NETBALL VICTORIA 2017 INDIVIDUAL MEMBERSHIP FEES As an Affiliated Association/League of NV, your participants (players, coaches, umpires) must all be individual members of NV under one of the following categories: Category Definition Fee (p.a.) Senior Players, Umpires, Coaches & Bench Officials born on or before 31/12/1999 $ (18 years & over) Junior Players, Umpires, Coaches & Bench Officials born between 01/01/2000 $ /12/2006 (11-17 years) All Abilities Members with a disability (on receipt of valid ID) $ NetSetGO (NSG) 5-10 years of age for those born on or after 01/01/2007. NSG refers to ALL participants playing in a NSG Tier 1 Program (5 7 years of age) and ALL participants of the NSG Tier 2 Competition (8 10 years of age). The NSG membership also covers all modified U/9 competitions. Please note that this price includes the Netball Australia national program fee and the participant pack. $ Off the Court Committee Members, Administrators, Volunteers, Parents & Spectators (noting players, coaches, umpires and bench officials must be a current Senior, Junior or AA member) $ NV recommend that all committee members register under the Off the Court membership to be covered by the National Insurance Program All players, umpires and coaches participating in an affiliated competition must be a current Senior, Junior, All Abilities or NetSetGO NV member Interstate Members Participants who have paid their membership registration fee with an interstate netball Member Organisation are still required to pay their NV membership if they are participating in an affiliated Victorian competition. Their pre-existing membership does not carry over between states. 11. TRIALLING MEMBERS 11.1.Designed to encourage new participants to associations/leagues and NV to assist them to embrace introductory netball programs. NV defines a trialling member as a person who participates in any of the following: Come and Try Days Netball Victoria Clinics Melbourne Vixen Clinics Gala Days Inclusion Programs (including culturally specific events) by NV Any other event as determined by NV During NV, sanctioned events, participants will be notified that they are trialling members for the purpose of that event. Documents must stipulate that participants are trailing members and state a period of trial, no more than four sessions of the specific event/program Trialling Members will be covered for personal accident Insurance under the National Insurance Policy, for the duration of the event they are participating in It is essential that the following details are recorded (as a minimum): Date of event Event venue / location Club/Association/League delivering the event Participants full name, date of birth, address, and phone number NETBALL VICTORIA ASSOCIATION AFFILIATION AGREEMENT 2017 Page 5

7 12. SINGLE GAME VOUCHERS 12.1.Single Game Vouchers (SGV) are available to players who play one off matches. Players can purchase a voucher from their Association/League. The SGV covers the participant for insurance only for one (1) game. Participants do not become members of NV Associations can purchase a SGV booklet of 20 which they then sell individually to players. SGV s are only available to Associations/Leagues upon purchase of the booklet from NV Associations can register SGV s on the MyNetball System as an SGV membership type. Associations will not be charged for the online registrations Single Game Vouchers: 2017 Prices Booklets: - 20 vouchers - $200 inclusive of GST Individual Vouchers: - $10 per voucher inclusive of GST 12.5.TERMS AND CONDITIONS (a) Vouchers are valid for one game only on the date of purchase. (b) Vouchers provide personal accident insurance for one game. In case of an injury, the player must make a report to an Association/League representative immediately. Details of the injury must be written on the stub of the voucher in the event of an injury claim required later. (c) Vouchers are only available to players. Umpires and coaches must have a full NV membership to be covered for insurance purposes. (d) Players must purchase and complete the voucher stub prior to taking the court. (e) Players purchasing a SGV must be provided with the ticket section of the voucher and this must be submitted with any injury claim. (f) SGV s are non-refundable and cannot be used as part payment for a full membership. (g) Associations/Leagues must keep any used stubs in case of an injury claim. (h) Associations/Leagues are responsible for selling vouchers to players. (i) There is no limit to how many vouchers a player can purchase unless stipulated in Association/League By-Laws. (j) Vouchers can be used in finals matches unless stipulated in Association/League By-Laws. (k) Players participating in a RUN competition are not able to purchase SGV s. (l) Vouchers are not available for purchase by Victorian Netball League players participating in the Victorian Netball League competition. (m) Vouchers are available to both junior and senior players. 13. ROLES AND RESPONSIBILITIES 13.1.Netball Victoria Netball Victoria will work to: (a) Secure the ongoing development of netball in Victoria by continuing to develop and implement its strategic and operational plans. (b) Identify and reduce the barriers that impact on participation in netball in Victoria. (c) Actively promote and market the sport of netball as a whole and work to assist affiliated Associations/Leagues to profile and grow netball at a local level. (d) Manage and maintain the affiliation system, inclusive of the Technology Platform MyNetball. (e) Cover affiliated Associations/Leagues under the National Insurance policy. (f) Build on the capabilities of Associations/Leagues/Clubs through providing relevant professional development and capacity building education opportunities for the NV volunteer and paid workforce. (g) Develop and deliver progressive coach, umpire, bench official, player development and talent identification programs and opportunities. (h) Support affiliated Association/League personnel across Victoria with information and guidance on matters pertaining to netball. (i) Coordinate and manage NV events, competitions and new product offerings. NETBALL VICTORIA ASSOCIATION AFFILIATION AGREEMENT 2017 Page 6

8 (j) Provide leadership in the development of netball specific policies and procedures. (k) Respond promptly and professionally to issues raised and requiring Netball Victoria office and/or Board attention. (l) Offer member services to affiliated players and officials (coaches, umpires, administrators and committee members) of the affiliated Association subject to the provisions of the Constitution and Regulations of Netball Victoria Association Affiliate Our Association/League will: (a) Complete and submit NV s online Affiliation Agreement and supporting documentation as requested. (b) Administer competitions. (c) Recognise and support the authority of Netball Victoria in all matters pertaining to netball in the state of Victoria. (d) Recognise and adhere to the Constitution and Regulations of Netball Victoria. (e) Provide a safe, fair and inclusive environment for everyone involved in netball within your Association/League. (f) Recognise and adhere to all policies and procedures of NV which may be updated at the discretion of NV at any time. (All NV policies can be found on the NV Clubhouse website at (g) Responsible for promotion, circulation and encouraging adherence to above outlined policies and procedures to all Clubs, Teams, members and participants within your Association/League. (h) Register all players and officials affiliated with your Association/League during the current calendar year; collect all required data pertaining to the registered players and officials; and pay relevant membership fees. (i) Be an Incorporated Association in Victoria. (j) Have a Constitution and By-Laws, which are aligned to the purposes of NV and copies attached to the online Affiliation Agreement. (k) Be a financial member of NV by payment of all affiliation fees levied by NV by due date. (l) Support initiatives and strategies in the NV Strategic Plan, including NV Events, Programs and Guidelines and Policies and Procedures. (m) Act as a positive advocate for netball and Netball Victoria in the local community. (n) Be proactively communicating with Netball Victoria on issues of concern and provide NV with up to date information on key contact personnel. (o) Ensure information provided by NV to the Association is appropriately shared with Clubs who form part of the Association. For all membership queries please contact Netball Victoria Member Services directly on (03) or mynetball@netballvic.com.au. For all finance queries please contact the Netball Victoria Finance Coordinator on (03) or accounts@netballvic.com.au. NETBALL VICTORIA ASSOCIATION AFFILIATION AGREEMENT 2017 Page 7

9 APPENDIX A 2017 Membership Invoice Batching Dates 2017 Invoicing Batching Dates The 2017 online batching timeline is detailed below. Direct Debit Date is the earliest date the specified batch amount will be debited from your nominated account. An invoice, detailing the amount, will be sent to each Association at least seven (7) days prior to the direct debit. Debit/credit adjustments (from previous batches) will be included in the batch invoice. Batch Batch Start Date End Date (inclusive) Due On Number Batch 1 01/10/ /01/ /02/2017 Batch 2 01/02/ /03/ /04/2017 Batch 3 01/04/ /06/ /07/2017 Batch 4 01/07/ /09/ /10/2017 Batch 5 01/10/ /11/ /12/2017 For all membership queries please contact Netball Victoria Member Services directly on (03) or mynetball@netballvic.com.au. For all finance queries please contact the Netball Victoria Finance Coordinator on (03) or accounts@netballvic.com.au. NETBALL VICTORIA ASSOCIATION AFFILIATION AGREEMENT 2017 Page 8