INFORMATION PACK 2016 Revision C Southern Cross Cobras Volleyball Club www.sccobras.com.au
Contents MISSION STATEMENT... 3 OPERATING PRINCIPLES... 3 COMMITTEE MEMBERS... 4 ROLES OF COMMITTEE MEMBERS... 4 REGISTRATION PROCEDURE... 6 FEE STRUCTURE... 6 PLAYER DEVELOPMENT POLICY... 8 PARENT INVOLVEMENT... 9 COACHING STAFF... 9 TEAM SELECTION... 10 APPEALS PROCESS... 10 MATCHES... 10 TRAINING AND VENUES... 10 UNIFORM... 11 TOURNAMENTS AND CAMPS... 11 SOCIAL EVENTS... 12 VOLLEYBALL VICTORIA MEMBERSHIP... 12 CODE OF CONDUCT... 13 SPONSORSHIP FLYER... 13 2
MISSION STATEMENT The Southern Cross Cobras are committed to becoming the most respected and widely recognised volleyball club in Victoria. We aim to create and sustain the highest-quality volleyball program that develops high-performing teams and supports skill development across all levels of experience. We pride ourselves in creating a positive atmosphere that nurtures a strong sense of community within an extremely competitive environment. These ideals of community and hard work are the foundation of Southern Cross Cobras and will be what separates us from the rest. OPERATING PRINCIPLES The club will provide high quality coaching, a venue and training program necessary to meet the club s Mission Statement. The club will assign players to an appropriate competition level to maximise competition opportunities and skill development. Selection for play in Premier Division, Reserves, Division 2 and Division 3 teams is based on skill and team balance. The club will field a competitive team at the highest competition level in Victoria, on a sustainable basis. Court time in games will be allocated on the coach s assessment of achieving the primary objective of securing victory; a secondary objective is to provide top-level experience for less experienced players. All players are expected to attend all directed training sessions. In order for the club to maintain a high status in the competition, we intend to field a dedicated team in Reserves and provide a high standard of play for those players not playing at the Premier level, as well as experience for those players striving to play at the highest level. The club will field teams to provide development opportunities for all players and in particular, those new to volleyball and those making the transition from the junior level, to play at a good standard in an open competition. The club will endeavour to establish relationships with schools that have volleyball programs and wish to provide playing opportunities for their students outside the school program. The club intends to nurture and foster these players within the club environment and provide a clear pathway for playing at the highest level. The coaches will provide the technical direction of the club. The Head Coach is the Premier Division Coach who will work with the Reserves, Division 2, Division 3, Junior and Assistant Coaches, where appropriate. The coaches will co-ordinate with the committee and will plan trainings, player development, player team allocation, develop and implement strategies, handle concerns of players regarding on-court issues and ensure that a consistent and fair approach is being taken across all level of play and are in line with the club s Mission Statement, Operating Principles and Code of Conduct policy. The club will provide training nights, match days, social functions and tournament experiences for all players to enjoy volleyball, build relationships, develop discipline and feel part of a sporting community. 3
COMMITTEE MEMBERS Committee positions are elected at the AGM hosted in September each year. Committee representatives for the 2016 season are listed below. President: Jason Hughes Vice - President: Ben Loft Treasurer: TBA Secretary: Steph Nortje General Member: Elsie Rodgers General Member: Jon Robson General Member: Matt Peck General Member: Jarvis Mellor ROLES OF COMMITTEE MEMBERS President Attend and chair all Cobras committee meetings and club meetings Hold overall responsibility for the welfare of the club and its members Lead discussion on club direction and long term planning Ensure committee is working well as a team for the benefit of the club Be the voice of the club to prospective and new members Be the point of contact for any concerns or formal complaints about the club or club members Be the final word from the club to VV, suppliers and any third party when required Be involved in the general business of the committee and the club. Vice President To assume the role of the President when required Attend all Cobras committee meetings and club meetings Assist in leading discussion on club direction and long term planning Ensure committee is working well as a team for the benefit of the club Be involved in the general business of the committee and the club. 4
Treasurer Budget - Lead discussion on setting club budget - Track financial activity against budget and monitor cash flow Accounts Receivable: - Create invoices and distribute to all club members - Collect funds from players - Send out via e-mail monthly statement to members with outstanding fees - Set up payment plan for any member who requires assistance with payments Accounts Payable: - Obtain creditor invoices - Allocate funds to creditors - Pay creditors in a timely manor Record Keeping: - Yearly budget - Bank Statements - Keep a full record of all receivables and payables for seven years. - Monthly profit and loss statements Other responsibilities: - Attend and contribute to all Cobras committee meetings and club meetings - Be involved in the general business of the committee and the club Secretary Public Communications Receive club correspondence, mail and email Act as public officer for club (providing annual statement, etc.) Arrange agendas for committee and club meetings Attend and contribute to all Cobras committee meetings and club meetings Take minutes at meetings and distribute minutes to attendees Record keeping (all of these are legal requirements) Maintain register of club members and contact details Keep records of club correspondence (in and out) Keep records of meeting agendas and minutes Provide any of these records to full voting club members on request Be involved in the general business of the committee and club. General Committee Member Attend and contribute to all Cobras committee meetings and club meetings Be involved in the general business of the committee and club. 5
REGISTRATION PROCEDURE The Club has launched its new website at www.sccobras.com.au and is now utilising an online registration and payment system. The procedure for registration is as follows: 1. Log onto www.sccobras.com.au and click on the REGISTRATION tab. 2. If you were a Cobras player in Season 2015 click on I HAVE REGISTERED WITH SOUTHERN CROSS COBRAS VOLLEYBALL CLUB BEFORE. If you are a new player, go to Step 4 below. 3. Fill in your last name and date of birth and your details should be retrieved from the system which you can check and update. 4. Follow the prompts on screen to register and select the correct fee type. If you have any problems, email cobras_volleyball@hotmail.com FEE STRUCTURE Adults: Any player who is playing in the senior State League competition qualifies as an adult player. Fees cover all pre-season training, all training during the season and all State League games played during the Victorian Volleyball season. Annual Fee - $640 First instalment is due Friday 8th April 2016 Early Bird - $590 Full payment is due Friday 8 th April 2016. If payment is not received by this date, the full amount will apply. Players will also need to register and pay their registration online with VV, before taking the court. Club Junior: Any player who is born in 1998 or later and is playing in the senior State League competition qualifies as a junior player. Fees cover all pre-season training, all training during the season and all State League games played during the Victorian Volleyball season. Annual Fee - $485 First instalment is due Friday 8 th April 2016. Early Bird - $450 Payment is due Friday 8th April 2016. If payment is not received by this date, the full amount will apply. Players will also need to register and pay their registration online with VV, before taking the court. Annual Training: Any person wanting to train with the squads, but who is not intending to play State League is considered a training player. Yearly training fee - $300 Players will also need to register and pay their registration online with VV, so that they are covered for insurance during trainings. 6
Single Session Training: Any person wanting to train with the squads on a single session basis, but who is not intending to play State League is considered a single session training player. The first training session is free. Any sessions after that is $10. Single session training fee - $10 It is up to the discretion of each player as to whether they want to register and pay online with VV so that they are covered for insurance during trainings. Social Member: Any person wanting to be a member of the Southern Cross Cobras but who is not intending to play State League or train is considered a Social Member. As such, you will be given a membership vote. Yearly Social Member fee - $25 Player Transfers It is the responsibility of each new player who requires a transfer and financial clearance to liaise directly with Volleyball Victoria and their previous club to cover all associated costs with the transfer directly to VV and or the previous club. Payment Requirements Early bird fee of $590 or $450 (Depending on whether that player is an adult or junior) is due Friday 8th April 2016. If payment is not received by this date, the full fee of $640 or $485 will be due by Friday 16 th July 2016. It is always appreciated when full fees can be paid at the beginning of the season. Payments can be broken up into the following instalments: Adult Junior First Instalment due by 8th April $140 $120 Second Instalment due by 8th May $250 $185 Third Instalment due by 16th July $250 $180 Payment Methods ONLINE Log onto the website (www.sccobras.com.au) and pay via PayPal, Credit Card or Direct Debit DIRECT DEBIT Please follow the payment instructions provided to ensure that your payment is correctly logged and documented. Enter the amount, as well as the payment information provided. Account Name: Southern Cross Cobras Volleyball Inc. BSB: 033-385 Account Number: 17-4191 7
NO PAY NO PLAY Southern Cross Cobras Volleyball Club adopts a strict no pay, no play policy. All our members are responsible for the financial health of our club and its ability to continue into the future. To ensure everyone is treated with equal respect, only those players who have met all their financial responsibilities will be allowed to take the court. The committee reserves the right to address any given situation based on its merits. This policy bypasses the goal of match victory. The policy stands for players of every level. If you need to discuss your personal circumstances, please see the President, Vice President or Treasurer for further discussions. DIVISION 3 The club has seen significant growth in player numbers in its recent history, thus in order to accommodate the specific requirements for players at this level of competition, the club has elected to enter one or two teams (to be determined dependent on player registrations) and to run a separate, weekly Division 3 training session this year. Division 3 Training Time: 6:30-7:30pm Tuesday @ Mount View Primary School. Cost: As Division 3 women s training sessions will be held only once per week, the club is offering a discounted rate for Cobras members who are selected for the Division 3 team/s for the State League season. Fees are set as follows: Junior early bird $310 Junior Instalment or payment after Friday 8 th April 2016 $340 Senior early bird (17yrs and over) $440 Senior Instalment or payment after Friday 8 th April 2016 $485 If you have any questions or concerns, please feel free to contact a Cobras Committee member. PLAYER DEVELOPMENT POLICY Southern Cross Cobras Volleyball Club policy is to develop all current playing, training and paying players. The club recognises the fact that we are viable only when we have members and players who are contributing with fees. Therefore, it is of ultimate importance that these players are protected and prioritised with court time during training, State League matches and in-club organised tournaments. The outworking of this policy would mean that all coaches are subject to using current members to fill teams, working from Premier League, through to Reserves, Division 2 and Division 3. This policy would come in effect if teams become short of numbers for any reason. If this situation occurs, the coaches are required to fill the teams from highest level down. Then and only then, would players outside the Club be asked to play matches and this would almost always mean at the Division 2 and Division 3 level. While the committee recognises that this policy may mean we will not always present the most experienced team at the higher divisions, it will guarantee that active club members are given the opportunities to develop and move through the division when positions become available. The intention is that developing players may gain some experience and concept of what the above division is like. We 8
are a club before we are a team. Winning one week or season cannot be at the expense of developing and giving opportunities to the players who allow our club to continue. Coaches need to keep this policy in mind when numbers are low. Deviation from this policy may be deemed necessary if approved by the committee for a certain situation. Such approval will only be given if a request if approved by the committee for a certain situation. Such approval will only be given if a request is made from the coach or head coach and avenues to follow this policy have been exhausted. The club will not pay the VV registration for any player. This is the responsibility of the individual player, even if they are filling in. We recognise that there are players in the Club who may be absent because of international, national or state volleyball teams and commitments. These players are welcome to play any matches the coach deems appropriate. The player would be responsible to cover the expense for both the VV registration and the per match fees as designated in the Club s information pack. PARENT INVOLVEMENT Parent involvement in the club is encouraged. If you wish to become more involved in the club, please speak to a committee member or send us an email at: cobras_volleyball@hotmail.com Parent and Spectator rights and responsibilities: Encourage players to always play by the rules Support all efforts to remove verbal and physical abuse from sporting activities Respect the rights, dignity and worth of every person Show appreciation for volunteer coaches, officials and administrators Always respect the use of facilities and equipment provided To express concerns and be heard appropriately. Parents concerns should be directed to members of the committee and should be mindful of the fact that coaching decisions are to be respected. It is the responsibility of the committee to manage ongoing issues with coaching staff. COACHING STAFF Men s Program Premier Coach Reserves Coach Division 2 Coach Division 3 Coach Bill McHoul TBC Jake King TBC (If Required) Women s Program Premier Coach Reserves Coach Division 2 Coach Division 3 Coaches Kris Dowling Jo Palmer Steph Nortje Melissa Seedy & Jen Nortje 9
TEAM SELECTION Trials will be held during the first two weeks of training. All players will have the opportunity to vie for positions in every team. Coaches will assess a player s skill, ability, playing position/s and suitability when selecting teams. The coaches will meet to discuss and finalise teams after the February trials. After this, teams will run according to the schedule listed under Training Venues. Once these team selections have been posted, players have the right to an appeal following the club guidelines. Teams are subject to change throughout the season, based on coaches decisions. APPEALS PROCESS If you wish to make an appeal regarding the team selection process, you must submit a request to Jason Hughes, Ben Loft or Steph Nortje within 7 days and NOT the coaching staff. Please note Code of Conduct must be followed at all times. MATCHES The first round begins on Saturday, 2 nd April 2016. There are 14 rounds in the season with an additional three rounds of finals. Please refer to the 2016 VVL Calendar for dates of all scheduled matches. All State League volleyball matches will be held at the State Volleyball Centre in Dandenong. Victorian State Volleyball Centre 270 Stud Road Dandenong TRAINING AND VENUES TIME 6.30pm 7.30pm 7.30pm 9.00pm TUESDAY MOUNT VIEW PRIMARY SCHOOL Shepherd Rd, Glen Waverly Division 2 & 3 Women Coaches: Melissa Seedy, Steph Nortje & Jen Nortje Division 2 Men Coach: Jake King TIME 8.00pm 10.00pm BOROONDARA SPORTS COMPLEX 271C Belmore Road, Balwyn North Premier & Reserves Women Coaches: Jo Palmer & Kris Dowling 10
TIME 8.00pm 10.00pm THURSDAY RINGWOOD SECONDARY COLLEGE Bedford Rd, Ringwood Premier & Reserve Women Coach: Kris Dowling & Jo Palmer TIME 7.30pm 9.30pm MOUNT VIEW PRIMARY SCHOOL Shepherds Road, Glen Waverly Reserves & Premier Men Coach: Bill McHoul UNIFORM Uniform Costs TBC. We are sourcing alternative suppliers for this year s uniforms to reduce the cost to members. These items will be available through the Club. Please place your order via our website (www.sccobras.com.au) in the shop section of the website. Payment can then be made online via PayPal, Credit Card or Direct Debit. TOURNAMENTS AND CAMPS Players are representing the club and should be mindful of their responsibilities to the club. They should be aware, particularly younger players, of the duty of care and responsibility that coaches and other club officials have been entrusted with. Coaches and other club officials have the right to set rules appropriate to that event and rules may include establishing curfews and rules relating to knowledge of where players are at all times. Now with standing any specific conditions placed on a team by its coaches or team managers in the good management of the team, players will accept: The player s responsibilities outlined in this document. The conditions placed on them by the coach or assisting persons. The consequences of the coaches and team managers if they breach any of the conditions. Players must understand that coaches and team managers may impose penalties for misbehaviour. If the rights of others are infringed, responsibilities not met, club rules broken and unacceptable behaviour displayed, there will be consequences. The consequences of unacceptable behaviour will vary according to the severity of the behaviour and the context. As well as being breaches of club rules, some breaches may infringe existing legislation and may have legal consequences. Some immediate penalties or sanctions will range from: not participating in matches, being confined to the place of 11
accommodation, being sent home or have parents pick them up, or receive a club imposed ban from future tournaments or participation in local competitions. If, in the event of sickness or injury where the club is unable to contact the next of kin, medical treatment will be sorted for that player when deemed necessary. Please note that the player or parent will cover all medical expenses and associated costs. It is recommended that players have ambulance cover. This document is provided to players and parents in an attempt for our club to be open and transparent in what we expect from members and families associated with the club. Southern Cross Cobras intends to enter teams into various tournaments throughout 2016. Teams will be made up of players who are available to travel and participate at their own additional expense to club fees. The coaches involved at the time will select teams playing. If you are interested in participating in any tournaments throughout the year, please fill in the online expression of interest form as soon as possible located on the website. If you are interested in being involved in organising any tournaments, please express your interest by sending an email to the committee at cobras_volleyball@hotmail.com or by speaking to a committee member. SOCIAL EVENTS We are planning to have a very successful 2016 season, both on and off the volleyball court. There will be a number of social events throughout the year that are being designed to get everyone together and have fun. With lots of new people to meet, try to make every effort to get involved in your club and participate wherever possible. If you have any suggestions, please email the club or speak to a member of the committee. The Social Calendar will be released by Round 1 of State League. VOLLEYBALL VICTORIA MEMBERSHIP This is an extract from the VV website and included for player s information. Volleyball Victoria (VV) is auspice under both National and State Government guidelines to provide a range of services, programs and events that supports the development of our sport throughout the State of Victoria. As a not for profit organisation, membership fee are an integral component for generating funds to deliver on this charter. Please not that only less than 30% of every membership fee is available for direct VV use and that it currently costs approximately $1 million per annum to manage the sport of volleyball. Accurate membership data is crucial to ensuring we capture maximum levels of participation in our sport. This will assist both VV and Volleyball Australia (VA) to attract corporate support, which will in turn keep the user pay fee component to a minimum, and ensure ongoing State and Federal Government funding. 12
In return for your membership support, VV is committed to meeting your expectations in the provision of services, programs, event infrastructure and value added benefits. CONTACT: If you have any questions in relation to membership with Volleyball Victoria, please contact our office during business hours: Phone: 03 9794 0009 Email: memberships@volleyballvictoria.com.au 2016 Category Definitions Membership Type $ Competitions and Events Full Adult $85 National Leagues (AVL) State League (VVL) National Full U19 $60 Junior Champs (AJVC & AJBVC) National Beach VB Series (NBVS) Social $30 All events run by affiliated associations and clubs Non-Playing $0 Coach, Referee, Administrator, Committee member, Team manager, Volunteer *Prices subject to change. Please see VV Website. Please register online at the Volleyball Victoria website, following the 2016 Memberships link on the front page. Registration is required before you are able to play. CODE OF CONDUCT By registering and becoming a member of the Southern Cross Cobras Volleyball Club, you agree to the Code of Conduct which is detailed on the following page. This code of conduct is designed to uphold the integrity of the club and protect the enjoyment of its members. Any breaches of the code are taken very seriously and will be dealt with accordingly. SPONSORSHIP FLYER The club is always looking for more ways to decrease membership fees and bring more revenue into the club. Consequently, this year, a sponsorship program has been created. The details of which are contained in the Sponsorship Flyer below. 13
This year, 50% of any sponsorship monies raised by any member is deducted directly from their season fees. For example, if a player receives $500 in sponsorship from a local business, their fees are reduced by $250 for the season. Please distribute this flyer to any businesses that may be interested in sponsoring the Cobras in Season 2016! The more sponsors we get on board, the more fees will decrease and better equipment we will be able to purchase. If you have any questions or queries regarding sponsorship, please email cobras_volleyball@hotmail.com. 14