POLICY

OFVC Board Operations

Last updated: August 19, 2021

This document is intended as an orientation into board operations and should be read in the context of the OFVC’s by-laws and policies.

Board Composition

The composition of the Board for the season is proposed by the outgoing Executive Committee and presented to the full board for approval at the board meeting prior to the Club’s Annual General Meeting (AGM) in August.  The new board conducts the AGM to elect any new Board members for the coming season.  

The Board is typically composed of a President, one or more Vice-Presidents, Finance Director and additional directors as needed.  The current composition of the Board is described in Annex A.

Note: The Club Head Coach position is described in this document, but at this time, is a contracted position and, therefore, not a regular board position.  The Club Head Coach reports to the President.  

Board Portfolios

Each position on the Board has an assigned portfolio of responsibility.  Members are responsible for executing on those responsibilities, reporting to the Board on progress, and identifying any items for decision at meetings.  Portfolio descriptions for each current board position are in Annex B.  These will be updated annually prior to the AGM.

Board members, at their discretion, may assign some of the activities in their portfolio to volunteers who will not be part of the Board.  These volunteers may attend Board meetings and report separately on their activities, but they do not have voting rights at the board level.

Board Committees

Currently, the Board operates two standing committees – the Executive and Coaching Committees – and may create additional committees for specific tasks.  These committees will operate under Board direction and will report to the Board at regular meetings.

Executive Committee

The Executive Committee is a four-member committee typically made up of the President, Vice-Presidents and Finance Director.  Club By-Laws empower this committee with all the powers of the full board between meetings.  This power allows decisions to be made without requiring a full meeting of the board.

Coaching Committee

The Coaching Committee is typically a three-member committee made up of the President, Club Head Coach and a member-at-large appointed by the board, typically a coach or a volunteer with coaching experience.  The Coaching Committee deals with all coaching-related plans and issues, bringing proposals and recommendations to the Board for decision.

Board Meetings

The Board typically meets monthly starting in July.  There is a standing agenda for meetings – each Board member is responsible for preparing and presenting a report on the activities in his or her portfolio.  Special meetings may be held for planning purposes or to deal with specific urgent issues.  

Board members are expected to attend all meetings. If one is unable to attend, he or she must submit a written report via email to the Secretary. Written reports will be presented at the meeting by the Secretary.

The Secretary records minutes for each meeting and is responsible for making them available to all Board members as soon as possible after the meeting.  They are posted to the Board page on the Club’s Member website.  Additionally, a Record of Action Items is maintained on a shared drive so that members can review and update action items identified at meetings.

Decision-Making

Typically, when a decision is required, the member responsible will present the item and any relevant material to the Board at a regular meeting.  The preferred method for decision-making is through consensus following discussion.  If consensus on a particular item cannot be reached, a vote of the Board will take place following the procedures identified in the Club’s by-laws.  Only elected Board members may vote in these cases.  The results of all decisions are recorded in the meeting minutes.

Financial Management

At the beginning of the season, as part of annual planning, each board member is responsible for preparing an estimate of any planned/proposed expenditures for his or her portfolio for the season.  These are provided to the Finance Director who prepares a budget for the season.

In the course of their activities, Board members may be required to pay suppliers directly.  The following shall apply:

• Payments under $100 identified in the annual budget can be made by a Board member without Board approval; other volunteers require approval of the Board member responsible for their activities
• Any payment over $100 requires prior approval of the Board, even if the item was identified in the annual budget
• Receipts must be submitted to the Finance Director to support payment; reimbursement will not take place without an official receipt demonstrating payment.
• Any other invoices for payment should be submitted to the Finance Director with sufficient information to enable timely payment.

Season Timeline*

*In the event that extenuating circumstances impact the Club’s ability to follow the calendar/timeline above, and

a) changes to schedules are required and

b) programming and the Club’s mandate to follow its mission, vision and values are challenged, more frequent board meetings shall take place with the goal of setting a new or temporary course of action. Communication to parents, players, the volleyball community, and club members of any changes that will impact them will be a commitment of the board.

Annex A – Board Organization 2020-21

President - Shaun Illingworth

Finance Director/Treasurer- David Wigle

Secretary - Shaun Illingworth

Vice-President, Registrar and Team Relations - Irena Zamboni

Vice-President, Governance - Cathy Greene Curry

Operations Director - Deborah Price

Communications Director - Janet Kalef

Fundraising and Events- Jennie Maynard

Marketing - Gosia Louis

Fusion DEVELOP - Sofia Levans

Annex B – Board Portfolios

Note:  Where there are not volunteers for a particular position, board members may take on more than one role or combine portfolios with complementary positions.  Board members may also recruit parents/volunteers for specific portfolio tasks or requirements where expertise is limited or expertise is found.  At times, the board may choose to pay an outside source to complete important OFVC tasks for the betterment of player skill development, club promotion, safety or whatever the board deems to be in keeping with club values, principles, guidelines and policies. Most importantly, given the volunteer nature of all board positions, completion of some tasks may not be realistic. A general Fusion culture of flexibility and adaptability will be applied.

President

The role of the President is to preside over all club meetings.  The President works closely with the Club Head Coach, and board members in the establishment of policies and procedures relative to the club’s mission and goals.  S/he is directly involved in all operations of the club and responsible for the fulfillment of its mission.  

The President is responsible for providing leadership for the club, ensuring that the officers fulfill their duties. Typically, the President handles external issues of the club such as league interactions, communication with other clubs, national governing bodies, and league offices.

The President sets the overall annual committee agenda, helps the board prioritize and keep on track.  The President is responsible for maintaining the club’s strategic plan. At the operational level, the major function of the President is to facilitate effective board meetings.

The President should:

• Provide strategic direction for the club;
• Manage board and annual general meetings;
• Represent the club at regional events;
• Act as a facilitator for club activities; and
• Ensure planning and budgeting is carried out in accordance with the wishes of its members.

Additional activities may include the following:

• Managing strategic sponsorships
• Strategic programs & partnership development
• Advocacy

Vice-President, Governance

Secretary

• Record minutes for all board meetings and publish; maintain record of action items
• Custodian of all club documents including but not limited to:

• Registration forms (OVA, Club) and associated information (medical, proof of age)
• Police Record Checks
• Coaching certification information
• Contracts
• Insurance policies
• Meeting minutes
• Incident/issue reports

Policy development & communication

• Develop club policies, guidelines, procedures and make them available to club membership
• Annually review and update these documents
• Provide policy advice as needed

Bylaws

• Annually review bylaws; prepare and propose amendments
• Publish bylaws to membership

Risk Management

• Develop/maintain risk profile and risk management plan for the club
• Implement risk management plan

• Develop/maintain the Club’s Emergency Action Plan
• Review the Club’s insurance needs annually and negotiate with insurance providers for coverage
• Maintain the participation and medical waivers; seek legal review as needed
• Review all contracts

Club Certification (e.g. Club Excellence)

• Review requirements for certification; identify gaps
• Coordinate the preparation of documents required for certification
• Manage the certification process – submit documentation, respond to questions
• Promote the club’s certification status – OFVC website, OVA, etc.

Vice-President, Registrar and Team Relations

The primary responsibility of the VP Registrar and Team Relations is to ensure proper registration of players, liaison between our provincial and national sporting organizations and to, along with other board members, strive to ensure maximum satisfaction among club members.

Liaison

• Act as liaison between the Board of Directors and players, parents, coaches, team managers, and our provincial and national sporting organizations
• Meet at least twice annually with Team Managers to support their activities and present information from the Board related to team management

Issue Management

• Called upon when conflicts arise between various members
• Seek to reach an amenable agreement between parties
• Support coaches and team managers in enforcing the Club Code of Conduct or Codes of Conducts/Principles of True Sport, OVA and Volleyball Canada
• Review code violations and identify appropriate disciplinary action
• Issue suspension notices and manage return to play as needed (e.g. suspension for non-payment of fees or code of conduct violation)
• Escalate matters to the board for information and/or decision as necessary

Annual Survey

• Prepare and distribute the annual satisfaction survey to parents, athletes, coaches and team managers
• Present significant findings to the Board
• Prepare feedback for coaches based on input from parents and athletes (delivered to coaches by Club Head Coach)

Other

• Support the development and annual review of the club code of conduct, policies
• Prepare and update the content for Team Managers’ binders
  

Special Events Coordinator

The Special Events Coordinator works under the direction of a board member, currently the VP-Governance.  This is not a Board-level position but the Special Events Coordinator attends board meetings where event planning is on the agenda.

The Special Events Coordinator plans and manages Club special events including tryouts, registration (club, clinics, camps), kick-off, and the year-end banquet.  All of the activities outlined below are performed in consultation or with the support of Board Members.  A checklist has been created for each major event that includes specific activities associated with the event.  In general, tasks include:

Event Planning

• Identify and/or contract for location
• Select date(s)
• Set up event information and registration form(s) on member site
• Establish format, schedule, volunteer requirements, equipment requirements, etc.

Preparation

• Email event and registration information to appropriate contact/member groups
• Recruit and schedule volunteers including guest speakers, facilitators, masters of ceremony, etc.
• Coordinate the preparation of signage, forms, documents, presentations, etc.
• Plan decorations as required
• Arrange for needed equipment including audio/visual equipment
• Arrange for food for participants, volunteers as appropriate

Event Management

• Brief volunteers on their assignments; brief MCs and guest speakers
• Supervise setup including posting signage, decorating, A/V setup, etc.
• Supervise volunteers
• Facilitate the event – manage the schedule, coordinate with event staff (e.g. catering) as required

Post-Event

• Submit all invoices and receipts to the Finance Director for payment
• Update event checklists as needed to reflect recommendations/changes to support the following year’s events

Note: For tryouts, the Club Head Coach is responsible for the planning and management of the tryout and testing process including equipment, scheduling assessors, assessment forms, etc.  The Special Events Coordinator is responsible for the overall event – facilities, volunteer coordination, registration, forms and documents for parent meetings, etc.

Club Head Coach

Program design/development and implementation

• Develop, maintain and implement a Fusion player development model, consistent with LTAD/CS4L principles
• Annually, review and update the Club’s program offering

• Establish number, level and features of the club’s competitive team structure
• Review and approve developmental program offering
• Participate in fee-setting

• Design and implement a physical training program
• Design and implement a sport science program

Coaching Recruitment & Assignment – competitive

• Recruit coaches, maintain list of potential coaches
• Review and approve coaching applications
• Assign coaches to competitive teams, subject to Board approval

Tryouts

• Develop assessment approach and tools
• Coordinate technical aspects of tryouts
• Participate in athlete assessment
• Approve team rosters

Coach Development

• Communicate regularly with coaching staff
• Mentor coaches
• Program problem solving, address coaching issues, disciplinary issues (supported by the Executive)
• Organize coaches’ meetings, at a minimum prior to tryouts, mid-season and post-season

• Organize NCCP and other coach professional development opportunities

• Encourage and coordinate upgrading of skills and knowledge

Technical Development

• Organize specialty, positional clinics, guest coaches and other value-added or high performance directed supplemental activities
• Provide occasional guest coach services to teams
• Liaise with Region 6, OVA and Volleyball Canada on technical matters and programs

Scouting & Recruitment of Players

• Contact Grade 6, 7 and 8 school coaches for potential referral of players
• Attend school tournaments/matches or coordinate with Fusion coaches to do so in order to promote the club and to recruit potential players
• Conduct special events promoting volleyball and the OFVC
• Further activate and broaden strategic partnerships the club has established with schools and other organizations

Finance Director

Budgeting/Planning

• Prepare the annual budget based on input from all board members
• Review proposed fees and recommend adjustments

Accounting

• Maintain complete and accurate accounting records
• Maintain accounting and financial systems
• Conduct financial analysis
• Prepare detailed financial reports and statements
• Establish and maintain cash controls
• Reconcile accounts on a quarterly basis
• Remit tax forms (end-Nov)

Accounts Payable

• Monitor accounts payable
• Reimburse for purchases based on official receipt
• Store/manage invoices and receipts

Accounts Receivable & Collections

• Monitor accounts receivable
• Coordinate with members to collect outstanding payment
• Coordinate with VP-Team Relations to impose consequences for non-payment up to and including suspension/removal of athlete

Financial Assistance Programs

• Annually, review and update the OFVC financial assistance package
• Review and approve applications for financial assistance/payment plans
• Monitor matching program for JuniorFusion assistant coaches

Procurement

• Manage the request for proposal process for suppliers/vendors
• Review financial information to assess impact on club financial position

Grants

• Prepare application for grants; monitor the application/approval process
• Monitor and report on use of grant funds as appropriate

Audit

• In the event of an external audit, provide required financial information to auditor; respond to questions

Director of Communications and Administration

Membership management

• Pre-Season Preparation

• Clear previous year’s membership information
• Determine paperwork/information needs; adjust membership database for new season, if needed
• Create Registration documentation and forms

• Present Parent Information sessions at tryouts with VP-Team Relations
• Distribute registration information & forms
• Follow-up with team managers on registration (online and forms)
• Track online registration and collection of paperwork; distribute/provide access to all board members
• Manage the member database and member groups
• Provide athlete information to:

• Webmaster for profiles
• Team Managers – medical, proof of age

Team communication

• Support VP-Team Relations in team managers’ meetings
• Liaison between Club & team managers for general communication and coordination

Registrar

• Recruit registrar(s)
• Oversee registration activities (see below for description of the Registrar’s activities)

Club communications

• Respond to questions sent to info@ottawafusion.ca or redirect as appropriate
• Email blasts to membership/contacts as needed
• Update club templates and forms at a minimum annually in consultation with responsible Board members
• Use many forms of social media (Team Snap, Facebook, Twitter, Instagram, SnapChat etc.) to inform members, parents, players and promote club events and Ottawa Fusion Volleyball Club in general.

Registrar

The Registrar works under the direction of the Director of Communications and Administration. This is not a Board-level position, but the Registrar regularly attends Board meetings in order to report on registration activities.

Liaison

• Act as Club Contact / Team Contact for the OVA and Volleyball Canada

• Complete and submit 'Club Form' for the OVA (December)

• Coordinate with the OVA / Volleyball Canada on behalf of teams and Club
• Distribute any emails received from outside organizations as Club Contact to the appropriate Club members
• Support club members in properly completing their registration

Paperwork/Forms

• Ensure all coaching and club staff has valid and current Police Record Checks
• Ensure all coaching staff have proper documentation of their coaching credentials (NCCP CC#s and cards); for new Coaches, secure the first year Exemption Cards from the OVA
• Assist with collection and ensure completion of OVA and Club paperwork for all active members of the club (Coaches, Athletes, Board Members)
• Collect roster and tournament registration information from Coaches and Team Managers using the Team Information Form

Registration

• Complete roster registrations in the National Registration System (NRS) (before the first OVA tournament) and make sure that roster information is current (add new members, remove old members etc.)
• Complete tournament registrations (OVA / Quebec Volleyball / Volleyball Canada and non-OVA tournaments as appropriate)
• Complete Ontario Championship registration
• Complete Canadian Open (Nationals) registration
• Ensure Team rosters are complete for Ontario Championships and Nationals

Finance

• Coordinate with Finance Director to make sure that all Club members have paid (or arranged to pay) the first Club fee installment before registering them in the NRS
• Communicate and coordinate with Finance Director regularly to make sure financial information is accurate and that teams are spending funds according to their program level
• Submit all registration receipts to the Finance Director for reimbursement

Director of Operations

Facilities & Equipment

• Submit requests for use of school gyms for team practices; monitor requests and liaise with school board and school representatives; manage facility contracts
• Prepare, in consultation with Club Head Coach and coaches, the practice schedule for teams; update as needed and make available to coaches, team managers and Board via member site
• Contract for facilities for tryouts, clinics, camps, etc.
• Maintain an inventory of all Club-owned equipment; prepare requirements for new equipment for presentation to Board; participate in the procurement process for new equipment if needed
• Arrange for club storage facility
• Manage the distribution and collection of team equipment at the start and end of each season – balls, ball cart, medical kits, fitness kits, etc.
• Monitor, in conjunction with coaches, the condition of facilities and equipment, including school-owned equipment, to ensure safety of participants
• Arrange for repair/replacement of equipment as needed
• Maintain an inventory of items for medical kits; coordinate restocking with coaches as needed

Uniforms

• Participate in the selection process for uniform supplier(s)
• Propose uniform package for players and coaches for approval of the Board
• Coordinate the development of uniform designs
• Coordinate sizing of all athletes, coaches and others
• Place order(s) for uniforms; liaise with supplier to track delivery and manage issues/questions
• Coordinate the packaging of uniforms for distribution to athletes (typically at kick-off)
•  Follow-up with suppliers on missing or incorrect items

Tournament Hosting

• Identify suitable tournament hosting locations and submit requests for access to facilities
• Submit applications to OVA for hosting; liaise with OVA regarding awarded tournaments
• Identify host team(s)
• Coordinate with host team’s Tournament Director to ensure that all OVA requirements are met including submission of results and return of equipment

Operation of Developmental Programs

• Design, in consultation with Club Head Coach, the Club’s developmental programs
• Arrange for facilities
• Recruit and train program coaches
• Support head coach in the development of the program plan
• Schedule assistant coaches
• Report to Finance Director on hours worked for athlete assistant coaches on Fusion subsidy program

Director of Marketing and Promotion

This position requires close communication and coordination with the Director of Communications to ensure the following important tasks are not duplicated.

Website

• Maintain structure, design of site
• Annual reset (by mid-August)

• Identify design changes; coordinate with service providers to implement
• Archive of previous year
• Establish new team pages

• Ensure all official athlete, coach and team photos are taken and published
• Maintain player and coach profiles based on information provided
• Coordinate with service providers; submit invoices for payment
• Review/edit submitted stories

Design & Branding

• Annually review and update official club logos, templates, uniform designs

• Maintain a repository of graphics for official club logos
• Monitor the use of club logos by club and teams
• Prepare posters, signage to be used to promote the club
• Control access to official club signage (banners, pop-ups, etc)

Media relations / outreach

• Respond to requests from media
• Contact media with stories of interest
• Coordinate access to athletes/coaches for media requests
• Promote tryouts (e.g. arrange for road signage, posters in schools, email blasts to club contacts and school coaches)

Social media

• Design, implement and monitor social media presence (e.g. FaceBook, Twitter, Instagram etc.)

Director of Sponsorship and Fundraising

Fundraising

• Manage Club fundraising

• Identify and plan appropriate club-wide fundraising activities; set fundraising targets for inclusion in club budget
• Promote to teams, identify participation requirements
• Coordinate and monitor activities
• Ensure monies raised are submitted to the Finance Director
• Disperse funds to teams as per fundraising plan
• Current club fundraisers – FusionWear, FundScrip

• Facilitate team fundraising

• Annually review team fundraising guidelines
• Approve team fundraising activities
• Assist teams in promoting fundraisers
• Maintain contact information for potential team fundraisers

Sponsorship programs

• Annually review the Club and Team Sponsorship package, policies and guidelines; distribute to Team Managers

• Recruit and manage Club sponsors

• Identify potential club sponsors; prepare plan for recruitment
• Negotiate sponsorship agreements as needed
• Manage relationships with club sponsors
• Ensure that all sponsorship benefits are provided
• Coordinate with WebMaster to publish sponsor information to Fusion website
• Provide sponsors with a thank-you gift at year-end

• Facilitate team sponsorship activities

• Prepare & publish template for sponsorship solicitation letter
• Review potential team sponsorships for conflict with club sponsorships
• Approve sponsor logo placement on team uniform
• Coordinate with WebMaster to publish sponsor information to Fusion website