By-Laws

By-Laws & Policies

Delta Force Volleyball Club

Written 11/2005
Revised 11/2006

Article I - Name

The name of the Junior Olympic Volleyball Club shall be Delta Force Volleyball as of 2005.

Article II - Purpose

The purpose of this organization is to develop the volleyball skill level of young girls and boys interested in playing volleyball. In addition we wish to provide a more competitive arena and higher-level skill development for those older high school girls who have the desire and potential to play volleyball in college. Our third overall goal is to provide competent and experienced coaches to achieve afore mentioned goals.

Article III - Members

Section 1. Class of Members

A. Junior Members - USAV players who have been invited to join the club.

B. Active members - Parents of junior members, coaches, and other persons interested in promoting USAV volleyball.

C. Honorary members - Persons and/or corporations that support the club through time and monetary donations.

Section 2. Eligibility of membership

A. Junior membership in Delta Force is limited to players between the ages 7 and 19 who have not yet graduated from high school.

B. Active members are required to demonstrate a positive influence on the junior members and contribute to the well-being of the club.

C. Membership may be denied or rescinded by a majority vote of the Board.

D. If a player is dismissed from the program or quits prior to the end of the season, the player may not return to the program without a meeting of the player and her parents with the Head Coach and the team coach(s). If the player and her parents agree to the conditions set forth by the Head Coach and the team coach(s), the player may return to the team. If a player is dismissed or quits for a second time, she may not return for the remainder of the season. Monthly fees will be prorated, assessed and must be current before practice may be resumed.

E. If a coach fails to follow club policy or coaching policies, he/she may be dismissed from his/her position.

F. If a player quits the team prior to the Regional Tournament, she may be ineligible for membership the following season.

Section 3. Duties of members

A. Junior members are required to adhere to the USAV Code of Conduct.

B. All players are required to work towards their official certification as scorekeepers or referees as designated by their coach. Coaches are required to complete their officiating certification.

C. Junior members and their parents are required to sign a player/parent contract, which sets forth the rules of practice, travel, tournament play, team meetings and fundraisers.

D. Active members must support the junior members and be responsible for upholding these by-laws.

Section 4. Membership Dues

A. Junior members are required to pay the dues set each year by the Board of Directors.

B. Active and honorary members are not required to pay dues.

Article IV - Club Management

Section 1. Management

The management of Delta Force shall be vested in a Board of Directors consisting of five appointed officers and the Head Coach.

Section 2. Officers and Board of Directors Positions

A. The five appointed officers of Delta Force shall be: President, Vice-President, Treasurer, Secretary, and Sergeant at Arms.

B. The Board of Directors shall have the power to carry on all business of Delta Force as deemed necessary and proper to the functioning of the club.

Section 3. Board of Directors

A. The president is responsible for appointing the officers of Delta Force with a majority approval of the current board members. At which time the president cannot fulfill his/her duties the board will appoint the successor.

B. The Head Coach shall be appointed by the President and approved by the Board.

C. The Head Coach shall represent the coaches at Board Meetings.

Section 4. Duties of Officers

A. The President shall:

preside at all general and board meetings of the club
be an ex-officio member of all committees
appoint all committee chairmen
in the absence of the Treasurer, sign all checks drawn by the Club
direct all club business to advance the sport of Junior Olympic volleyball in Memphis
serve as liaison to the Head Coach and his/her staff
assign a club representative to attend Delta Region VA Board Meetings

B. The Vice-President shall:

preside at all meetings in the absence of the President
preside over the grievance committee
responsible for the oversight of committee activities
coordinate all aspects of Delta Force tournaments, including but not limited to working with the Tournament Director, coordinating the volunteer and t-shirt committees
perform requested duties assigned by the president
coordinate all fundraising activities

C. The Treasurer shall:

be responsible for the administering Delta Force finances
be responsible for the club budget
report the state of the finances to the club, the Board of Directors, the Delta Region of the USAV, and The Internal Revenue Service
collect dues
along with the Head Coach, be responsible for club supplies
collect and reimburse travel expenses
perform requested duties assigned by the president

D. The Secretary shall:

keep the minutes of all meetings of the club (General and Board)
conduct all necessary correspondence assigned by the President and the Board of Directors, including written notification of board meetings
coordinate the paperwork for tryouts and signing
coordinate the Delta Region VA registration and background check paperwork
be responsible for all Club records including, but not limited to, complete records on each junior member and coaches of the Club
disseminate paperwork copies to teams
perform requested duties assigned by the president

F. The Sergeant at Arms shall:

assist in keeping administrative order
directly assist the President in all administrative duties
perform requested duties assigned by the president

E. The Head Coach shall:

hire, direct and train the coaching staff, which includes the assembling of a Coach's Manual
ensure proper certification of the coaches such as IMPACT and officiating certifications
oversee tryouts
schedule and coordinate practices
approve team tournament entries
work with the tournament entry coordinator
represent the other coaches on the Board of Directors
perform requested duties assigned by the president
oversee parent grievances not able to be resolved through the team coach

G. Board members shall rotate attendance at meetings of the Delta Region VA

Delta Force Volleyball Club Policies

Team Designations

Every team fielded by Delta Force is an intrinsic, vital part of the club. The number of teams in each age group will be determined by the club, based on coach availability, number of participants and practice space.
Teams ideally will have 9-12 players and will be divided into the following competitive categories:
- "Red" teams will emphasize a higher level of play involving advanced skills and the strategic aspects of the game. Team goals take precedence in competition and these teams will travel extensively to compete in national qualifier tournaments as well as local, state and regional tournaments. Red teams will be registered to Delta Region VA as our J01 team.
- "Blue" teams will emphasize a higher level of play while emphasizing individual skill development and the fundamentals of team play, while attempting to balance team goals with individual goals. These teams will compete primarily in local and in-state tournaments as well as appropriate events in neighboring states. Select teams will be registered to Delta Region VA as our J02 team.
Commitment to every team regardless of competitive status is not only expected but also required to maximize the benefits to be gained from the volleyball experience. This includes a commitment to attend all practices and to participate in every tournament as well as other team functions, such as fundraisers. This will insure that each player has the maximum opportunity to learn and improve her skills while increasing the performance level of the entire team.

Compliance with Federal, State and Local Statutes

All players, parents, coaches, team chaperones, team representatives or other persons representing Delta Force in any capacity, must comply with all federal, state, and local laws and statues including, but not limited to, seat belt laws, movie ratings, etc. Failure to adhere to this policy is grounds for immediate dismissal from the team and club.

Fees

Four post-dated checks will be given to the treasurer at the initial pre-season parent meeting in November. Any alternative payments must be mailed directly to the treasurer by the first of the month.
Dues must be given directly to the Treasurer. Coaches and Team Reps will not collect or deliver dues. Should there be a valid reason for late payments, parents must contact the Treasurer prior to the 1st of the month. A late fee of $20 per week will be assessed for late payments not otherwise approved.
All accounts must be paid in full from the previous year in order for a player to register or tryout for the new club season. All accounts must stay current to allow a player to participate in practices, tournaments, and other club activities. Failure to stay current with monthly dues and expenses can render a player "not in good standing" with the club and will affect eligibility to participate in current and/or future club and/or Delta Region VA regional activities.
Dues are still required from a player who is temporarily sidelined with an injury but intends to return to the team upon recovery. In the case of a season-ending injury, dues already paid for the month in which the injury takes place will be refunded on a prorated basis.

Use of the Delta Force Logo and Club Name

The club name, Delta Force Volleyball and the logo may only be used conjunction with club fundraisers and/or by prior approval of the Board of Directors.

Guidelines for Coaches

All teams will have one full-time head coach. Some teams will have full-time assistants while others may have part-time or guest coaches assisting.
At the discretion of the Club Head Coach and with Board approval, a family member can coach another family member. The preference shall remain to have a non-family member head coach for each team.
Coaches will be chosen for teams based on skill level of teams and coaches. Coaches will maintain age specific teams and will not remain with any team multiple years. Exceptions to this rule will be made by the Board of Directors if deemed necessary.
Coaches, assistant coaches, and guest coaches will be selected by the Board of Directors along with the Head Coach. Individual coaches may not choose their own assistants without approval of the Board of Directors and the Head Coach.
Coaches are encouraged to use their own methods for teaching and training their teams, however, any discipline deemed excessive by The Board of Directors and/or the Head Coach will be terminated. Coaches may NOT use exercise as a form of discipline during tournament times. All disciplinary actions of this nature should be reserved for practice time to discourage the use of degradation as incentive.
Coaches are members of the USAV and must adhere to the USAV Code of Conduct. USAV memberships for full-time coaches will be paid by the club and will be pro-rated for part-time coaches based upon their work/participation level.
Coaches are required to be IMPACT certified and comply with all requests of the region as they relate to background checks.
Coaches are required to work with the Head Coach to establish a tournament schedule for their team and submit it to the Head Coach by the requested deadline for approval. Coaches should carefully choose these tournaments based on availability of the players, the Assistant Coach and their own schedule.
Coaches are required to work towards completion of their officiating certification.
Coaches must sign a contract with the Club detailing the responsibilities, salary length of season, Code of Ethics, and background release form.

Guidelines for Players

Expectations

All players and parents must sign a contract with the club detailing the team assignment for the season, dues, and exceptions for practice, travel and behavior.
Each player is a representative of Delta Force Volleyball Club and the Junior Olympic Volleyball Association and is expected to conduct herself according to the USVA Code of Conduct and Delta Force policies.
Possession and/or use of drugs, alcohol, tobacco or firearms is strictly prohibited. Failure to adhere to this policy is grounds for immediate dismissal from the team and the Club.
A Disciplinary Board consisting of the Head coach and one coach from each age group will consider disciplinary action on any player who fails to conduct herself in a manner that causes a negative image to the club or violates any stated rule of conduct.
If a player elects to resign from a team prior to the end of the season, she must do so in writing to the team coach with a copy to the club's Head Coach. The letter must designate the effective date of the resignation and the player's reason for leaving.
A player who resigns from a team prior to the end of a season will not be eligible to play on a national level team until she has played on and remained in good standing with a region team for a period of four months of a club season. After that time, she would be eligible for an available opening on a national level team.
A player who resigns from a team prior to the end of the season will not be eligible for reimbursement of fees already paid, including tournament fees.

Practices

Teams can expect to practice/condition twice per week. "Red" teams may have additional practices if approved through the Board of Directors and the Head Coach. Coaches may not have practices exceeding three hours, however, the club encourages all coaches to hold to a two-hour practice schedule. Every practice is considered to be vital to the successful development of skills. Every effort should be made to attend all practices. Coaches should be notified ahead of time if a player is unable to attend so that they may plan appropriately for the number of players in attendance.
Practice attire shall consist of sleeved t-shirts, shorts or spandex sliders, athletic shoes and knee pads. Cut-offs and crop tops are not appropriate.
No practice will take place unless there are at least two adults on site, one being a coach and one being a parent/guardian. A USAV member, 26 and over, must be in attendance at each practice. An adult will remain at the practice location until every girl has left. It will be the coach's responsibility to assure this safety precaution.
Practice facilities are at a premium in the Memphis area and the Delta Force is actively seeking additional court space. The facilities we do currently use are in high demand and practice schedules may have to be altered or disallowed as conditions dictate, sometimes unexpectedly and without prior notice. Parents should insure that the facility is open before leaving a player at a practice site.

Trips

There will be no "away" tournament trips with less than seven available players. There must be at least one available substitute per team.
The coach will select the team to participate in major tournaments.
A team cannot attend a tournament without an IMPACT certified Delta Force staff coach on the bench with the team.
Players must travel to and from sanctioned tournaments only with the designated driver of the team or with her parents/guardians. Under no circumstances can a player transport herself and/or other players to or from sanctioned tournaments. No exceptions.
If a player is unable to attend a tournament, it is the responsibility of that player and her parents to notify her Team Rep in writing seven days prior to that tournament. If the required notice is not given and the player fails to arrive at that tournament, her parents will be billed for the player's portion of the team's tournament expenses.
When an overnight stay is required, the team members must all stay together in team rooms. Team in the 12 and under age group will stay in team rooms but will have a female chaperone in each room.
No player is allowed to have a member of the opposite sex in the hotel room nor is she allowed to make phone calls from her room. Any player violating these rules will be sent home from the tournament at her own expense and will face further disciplinary action.
An adult chaperone is required for all road trips. One female chaperone per team of 10 or less is required, and two female chaperones for teams of 11 or more team members, if the team has only a male coach(es).
Emergency medical release forms, provided by Team Rep, must be carried by the driver in each vehicle and by each chaperone at all times.
Seat belts are required for each person in a designated team car or van.
Parent drivers are required to be registered with the USAV as chaperones and must show proof of liability insurance. Male parent/guardians may serve as designated team drivers if they are registered with the USAV as chaperones. There must, however, be an adult female in the car with the male driver.

Guidelines for Team Reps

Team Reps are selected by the coaches of each team and are responsible for the following:

Collecting, copying and disseminating all required paperwork for each team member to the coaches and chaperones (including, but not limited to, medical releases, player contracts, signed Code of Conduct, copies of birth certificates, USAV registration numbers, verification of scorekeeper/referee certification).
Verify and collect a copy of driver liability insurance verifications.
Providing all team members with complete phone lists of players, coaches, etc.
Notifying all team members of practice schedules, tournament plans, cancellations and changes in the aforementioned plans, and all other information deemed essential by the coach.
Scheduling team parents to be present at each team event, practice, tournament game, etc. to assist as needed and provide security. The designated chaperone will fill this position during "away" tournaments.
Appointing a female chaperone, with the coach's approval, to travel with the team to any "away" tournament. The chaperone must be 26 or over in age, registered with the USAV, and submit to a background check.
Coordinate transportation, housing, and food arrangements for all "away" tournaments. These travel plans should be confirmed by Tuesday evening before a weekend tournament.
Coordinating parents volunteers to assist the logistics of the team, such as a team treasurer, food coordinator, travel coordinator, etc.

Transportation

The Team Rep is responsible for assuring that all players have transportation to and from the tournament and for verifying in what vehicle each player is traveling. All parents driving players other than their own children will be required to sign a "Hold Harmless Agreement" for the present season. The Team Rep will coordinate with the team treasurer and team parents on any driving reimbursement. The Club does not reimburse for mileage.

Housing

The Team Rep will make housing arrangements for the team and coaches. The rooms in the hotels must have no exterior access for security purposes. Every effort should be made to secure "non-smoking" facilities.
COACHES will determine housing arrangements for each team. Some coaches may want their team members to stay together, others may want team members to stay with their parents.
Housing costs will be divided equally among the players attending the tournament if the team members room together. The Team Rep will coordinate with the team treasurer and submit expense information to the Club Treasurer, and the housing expenses will be included on each player's next monthly bill. The exception to this is in the last month of the regular season, teams will be responsible to collect the team travel expenses prior to travel prior to travel.

Food

The Team Rep is responsible for assuring that all players are fed during the road trip.
The Rep is NOT responsible for buying food, etc., as each player should provide her own funds for such. Organizing on-site food supplies and procuring meals as needed for the players is the extent of the Rep's responsibility.
The Team Rep will coordinate with the team treasurer and food coordinator in planning and collecting for a team food cooler for tournaments.

Guidelines for Team Chaperone

The Team Chaperone is appointed by the Team Rep with the coach's approval prior to an "away" tournament and is responsible for the following:

Must be twenty-six or older, a registered member of the USAV, and submit to a background check at his/her own expense
Must be an adult female to be responsible for players at their hotel. One adult female chaperone is required for a team of 10 or fewer players. Additional players require an additional adult female chaperone if the team's head coach is male. Male parent/guardians may serve as designated team drivers if they are registered with the USAV as chaperones. There must, however, be an adult female in the car with male drivers.
Must carry all medical release forms for all players during all tournament games. These must be on site with the team at all times.

Communication and Grievance Procedures

Delta Force wishes to provide a positive environment in which players learn much about volleyball, team sport, and constructive life skills. The goal of the following policies and procedures is to further this positive learning environment.

Twenty-four (24) Hour Complaint Rule

In the event that a non-safety-related complaint arises at a tournament, the parent or player is expected to wait a minimum of 24 hours prior to meeting to discuss the problem with the coach. Such issues are to be addressed by meeting with the coach in a prearranged fashion. Delta Force encourages the players to address their problems directly with the coach, thus reserving direct parental involvement for the most important of issues. Overall, this 24-hour waiting period allows time for the player and/or parent to reflect on their respective concerns, and it also allows the coach the opportunity to schedule the appropriate amount of time so as to give the situation his/her undivided and focused attention. This time frame also allows for better perspective and temperament on the part of the coach, player, and parent.

Communication Steps

The following is the established procedure utilized by the Club for dealing with occasional conflicts or misunderstandings between personnel within the Club:

The player (or parent) should first schedule a meeting with the team coach with whom there is an issue. It is inappropriate to contact a coach just before, during, or just after a practice or tournament to discuss problems.
If no solution can be reached after the24 hour period and a meeting with the coach, the Head Coach, and if necessary the President and/or Vice President, should be contacted.
Lastly, the Grievance committee should be notified in writing for a resolution of the problem. A conference with the player, parents, and coach will be arranged at that time with the Grievance committee.

Failure to comply to the above communication and grievance procedures will result in the following:

parent will be given a warning from the club
parent and child will be dismissed from the club and will NOT be reimbursed fees already paid, including tournament fees.

You are here :