VBC Committees
TERMS OF REFERENCE – GOVERNANCE COMMITTEE
Mandate
The Governance Committee is a committee of the board. The role of this committee is to make recommendations to the board about policies, procedures, structures and other matters which will:
A. support and improve the ability of the Board to exercise good governance, and
B. assist the Executive Director in managing the operations of Volleyball BC.
Key Duties
The Committee will perform the following key duties:
Make recommendations to the Board concerning best practices of corporate governance and accountability;
ensure a process is in place to orient new Board members;
Review and/or develop Board policies and procedures to achieve good corporate governance;
Recommend Board committee structures including purposes and relationships to other committees and staff;
Develop tools to assess and enhance the performance of the Board and committees, which may include training opportunities;
Review the By-laws annually prior to the annual general meeting to see if any recommendations for change, including possible change to the Board itself, should be brought forward to the membership;
Consider and make recommendations on any matters that may involve a conflict of interest;
Advise the Board on governance issues that may come up from time to time.
Authority
The Committee has no authority to bind the board or Volleyball BC, and is strictly an advisory committee.
Composition
The Committee will be composed of the President, Executive Director, and at least one more board member. The Committee may invite one or more non-board members to participate in meetings or the review of certain matters, but cannot incur expenses on behalf of VBC without the approval of the Executive Director.
Appointment
The Board shall confirm the appointment of specific members of the committee.
Meetings
The Committee will meet in person at least once per quarter in 2012, and then shall meet at least once per year, or as needed. Meetings will be scheduled by the President or Executive Director, and may be conducted via conference call, skype or other means.
Resources
The Committee should not require any significant resources, other than minor disbursements, and may not incur expenses without the approval of the Executive Director.
Reporting
The Committee will report to the Board at regular Board meetings, and may present written reports and recommendations. Approval & Review The Terms of Reference where approved by the Board of Directors of Volleyball BC on December 6th, 2011, and should be reviewed at least bi-annually
TERMS OF REFERENCE – OFFICIALS’ COMMITTEE
Mandate
Under the leadership of the Regional Officials Chairperson (ROC), the Officials’ Committee is a working committee of Volleyball BC. The role of this committee is to provide leadership, direction and support for officials’ development and the delivery of officiating services in BC.
Key Duties
The Committee will perform the following key duties:
Within the standards and guidelines of Volleyball Canada and the National Officials Committee, ensure that a quality Indoor and Beach Officials’ Development Program exists for BC. This includes but Is not limited to processes to :
o educate, train, certify new officials and refresh existing officials to consistent standards;
o ensure opportunities to learn officiating and consistency of officiating exists in all parts of BC, where cost effective;
o recruit new officials and retain existing officials; and
o identify and address barriers to achieving gender equity in officiating.
In partnership with the appropriate volleyball partners, ensure the delivery of officiating services that meet their needs, and work to promote “fair play” and good sportsmanship in the sport.
In consultation with the appropriate volleyball partners and the officials membership, establish a review process, and when appropriate, adjust, the fee payment schedule for indoor and beach officials that is fair, equitable and competitive.
Liaise with the Volleyball BC Board and Executive Director, and where feasible, adopt the initiatives and priorities of Volleyball BC in so far as they affect the officials and the delivery of officiating services in BC.
Liaise with the Volleyball BC officials staff contact (currently Jennifer Graham) concerning officials matters related to Volleyball BC hosted competitions and officials’ materials to be posted on the Volleyball BC website.
Establish a procedure for succession planning the key leadership roles of the ROC, the Officials’ Committee and, if necessary, other persons such as Area Representatives and Sub-Committee Chairs. Included in this area is establishing a process for the election of the ROC on a cycle of no longer than every two years.
Act as the “Appeal Committee” concerning officials’ disciplinary matters.
Authority
The Committee will present its annual plan and priorities to the Volleyball BC Board and will present its report on the results of the prior year annual plan and priorities. The Committee can form sub-committees whenever necessary to facilitate the committee’s work.
Composition
The Committee is composed of a minimum of 5 persons and a maximum of 7 persons. All members are selected by the ROC, with the exception of the Volleyball BC appointee and Past ROC. The Committee members will be selected from BC registered officials in good standing and of solid reputation. Recognition for leadership ability and excellence should be a key consideration. The following are the current members of the Committee:
Hal Hennenfent (ROC and Chair)
Howard Hum (Officials High Performance Chair and CIS allocator)
Glenn Wheatley (past ROC)
Liz Yoon (indoor and gender equity rep)
David Caughran (beach rep)
Mike Rockwell (Volleyball BC appointee)
Appointment
The Board of Directors shall ratify the ROC and Chair at the AGM and the Chair shall nominate all other committee members, except the Volleyball BC appointee. With the exception of the ROC, which is a two year term, members of the Committee will serve terms of one year, and such terms may be renewed to a maximum of six consecutive terms.
Meetings
The Committee will meet in person at least once per year, and will meet by telephone as often as required. Meetings will be at the call of the Chair or Executive Director. Resources The Committee will prepare an annual plan and priorities, which shall include expectation on the use of Volleyball BC staff and other resources. Presently, Volleyball BC has provisioned the use of staff time and resources to assist the ROC and the Official’s Committee, not to exceed $8,000 annually, with unused resources not being carried forward to the next year. Past resources commitment is no guarantee of future commitment. The Executive Director has the final authority on all requests to use Volleyball BC staff and resources.
Reporting
The Committee will report through the Chair to the Executive Director, who will then report to the Board. The Committee will report to the membership, in writing, at the Annual General Meeting.
Approval
The Terms of Reference will be approved by the Board of Directors on October 25th, 2011, at their upcoming board meeting.
Review
The Board of Directors will review these terms of reference periodically and will make changes, if warranted.
TERMS OF REFERENCE – HIGH PERFORMANCE COMMITTEE
Mandate
The High Performance Committee is a working committee of Volleyball BC. The role of this committee is to provide leadership, direction and support for the Team BC and related high performance programs. Key Duties The Committee will perform the following key duties:
Develop age level guidelines for selections at Regional Identification Camps and Baden Cups that fall in line with LTAD (14U, 15U, 16U, 17U, 18U, 19U, CG)
Develop formats and outlines for Regional Identification Camps (should be the same for all regions across the province)
Continually adjust delivery model of 14U, 15U & 16U/17U Baden Cup Events
Develop formats and outlines for Team BC Selection Process
Develop technical guidelines for Team BC Programs
Develop Team BC policy manual (variety of policies to help in the execution of Team BC Programs – ie. Playing time guidelines, team composition of positions and ranked players, goals of the programs, athletes driving own vehicles, athletes being left alone, payment of program fees, etc)
Develop Team BC Fundraising Program (ie. Events and donation program)
Develop database of Team BC coaches Authority The Committee will make recommendations for input from the membership and the approval of the board of directors. The Committee can form sub-committees whenever necessary to facilitate the committee’s work. The executive director has veto authority for decisions that would be based on financial feasibility of the organizations operating budget. Composition The Committee will be composed of volunteers, Technical Director, and Executive Director. The following are the current members of the committee:
Charles Parkinson (Committee Chair)
Chris Densmore (Executive Director – Ex-officio member)
Chris Berglund (Technical Director– Ex-officio member )
Rick Bevis (Volleyball BC Board Member)
Pat Hennelly
Chris Dahl
James Sneddon
Doug Reimer
Ron Pike
Joanne Ross
Appointment
With the exception of the staff, the Board of Directors shall appoint the chairperson and the chairperson shall nominate all other committee members to be approved by the Board.
Members of the Committee will serve terms of one year, and such terms may be renewed to a maximum of six consecutive terms.
Nominations from the community, including P/T Associations should be solicited.
When approving committee membership, the Board will consider the ability and experience of the candidate as well as the diverse nature of Volleyball BC’s membership, including language, gender and geographic location as weighting for approval.
Meetings
The Committee will meet in person at least once per year, and will meet by telephone as often as required. Meetings will be at the call of the Chair or Executive Director.
Resources
The Committee will receive the necessary resources from Volleyball BC to fulfill its mandate. The Executive Director has the final authority on all staffing.
Reporting
The Committee will report through the Executive Director to the Board of Directors. The Committee will report to the membership, in writing, at the Annual General Meeting. The Chair will attend the Annual General Meeting and will also participate in all strategic planning meetings of Volleyball BC.
Approval
The Terms of Reference where approved by the Board of Directors of Volleyball BC on August 30th, 2011.
Review
The Board of Directors will review these terms of reference periodically and will make changes, if warranted.
TERMS OF REFERENCE – REGIONAL DEVELOPMENT COMMITTEE
Mandate
The Regional Development Committee is a working committee for Volleyball BC made up of staff members. The role of this committee is to provide leadership, direction and support for the programs and events that are coordinated across BC for youth volleyball.
Key Duties
The Committee will perform the following key duties:
Create policy for youth volleyball
Set schedule of events for the club and beach seasons
Coordinate provincial wide identification and development camps
Oversee and plan coaching education and development opportunities
Oversee and implement Atomic volleyball programs across the province
Meet annually with club directors/representative in each region to gather input for the upcoming club season (preferably in October)
Authority
The Committee will make recommendations for approval from the board of directors.
The Committee can form sub-committees whenever necessary to facilitate the committee’s work.
Composition
The Committee will be composed the following staff members:
Chris Densmore (Executive Director)
Chris Berglund (Technical Director & Chair)
Jackie Wong (Okanagan Regional Coach)
Jenny Graham (Program Coordinator)
Adrian Goodmurphy (LM & FV Program Coordinator)
Siona Rounis (Island Regional Coach)
Appointment
The Committee is comprised of strictly Volleyball BC employees.
Meetings
The Committee will meet in person at least twice per year, and will meet by telephone as often as required. Meetings will be at the call of the Chair or Executive Director.
Resources
The Committee will receive the necessary resources from Volleyball BC to fulfill its mandate. The Executive Director has the final authority on all staffing and resource issues.
Reporting
The Committee will report through the Executive Director to the Board of Directors. The Committee will report to the membership, in writing, at the Annual General Meeting. The Chair will attend the Annual General Meeting and will also participate in all strategic planning meetings of Volleyball BC.
Approval
The Terms of Reference were approved by the Board of Directors of Volleyball BC on September 10th, 2011.
Review
The Board of Directors will review these terms of reference periodically and will make changes, if warranted
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