Coaches and Managers Responsibilities

Victoria Athletic Association

Supporting active living in our community and promoting goodwill through sport

Coaches & Managers

Victoria Athletic Association

Duties & Responsibilities

At the beginning of each season:

· Administer a team bank account

· Submit a budget and expense report 2 months prior to start (see attached). All league fees and registrations are paid directly by the VAA. Team accounts must be maintained for dues, fundraisers and bill paying. All teams must submit these items as per the BC Gaming Enforcement Policy Branch guidelines.

· Ensure that all dues are paid in full

Submit team lists to executive (team lists to include name/address/phone/email/birth date)

During the season:

· Each team is responsible for one fundraiser (see attached)

· Encourage team participation in VAA events & respect for the club in general

· All teams must wear uniforms approved & provided by the Victoria Athletic Association as part of the sponsorship

· If any team wishes to use the logo/name of the Victoria Athletic Association for fundraisers, it must be approved by the board of directors

Each team is required to send one member to the monthly executive and directors meeting. A board member does not count!

At the conclusion of each season:

Collect all uniforms and equipment

**Any coach or manager not returning the following year must notify the executive as soon as possible in order to find a replacement.

Budgets

Budget must be submitted in two parts.

· Part one to consist of start up fees, i.e.: registration fees, league dues, league bonds & ump/ref fees. These are the mandatory fees to be paid to the league in which a team participates. The association pays these fees in full.

· Part two to consist of misc. expenses, i.e.: travel, medical kit, uniform repairs & equipment. These fees are discretionary, the board had the right to lower or deny the amount requested.

· The association pays for all field & gym rentals: do not include them in your budget.

· The association pays for uniforms as they are warranted.

· The association does not pay for soccer shorts, ball caps or undershirts, tournament entry fees.

The association will also consider requests for continued assistance if a team qualifies for any district, BC or national finals.

Example

Operating expenses

League Fees $ 1

Player Reg 20 x $1 $20

Ref/Umps $ 2

League Bond $ 1

League Tourney $ 1

Total $25

Equipment & Travel

Travel $1 (if this is mandatory to play league games)

Med Kit $1

Game ball $1

2 dozen softballs $2

Practice balls 5 x $1 $5

Catcher’s gear $1

Expense Reports

This must be included so the board of directors can follow the sponsorship trail. It is a requirement of the BC Gaming enforcement branch. They can request an audit of our “charity” at any time. Keep your receipts for any purchases or payments made.

Example

Funds Deposited

Carry over from previous season $10

Victoria Athletic Association $10

Player’s Dues $20

Tourney Winnings $10

Fundraisers $50

VAA BC sponsorship $10

Bank Interest $ 1

Total Funds Deposited $111

Funds Dispersed

VAA membership dues $10

BC Soccer $10

MacDonald Park Fastball $10

LIWSA registration $10

Equipment $10

Shirts $10

Van Rental $10

Total Funds Dispersed $70

Net Funds Available (carry over) $41

Fundraising

· Each team is responsible for 1 fundraiser per season. If you do not host a fundraiser, your team will not be sponsored the following season.

· The funds earned are split 50/50 with the association, after the $200 mark. I.e.: if you only raise $53 at your fundraiser, the whole amount goes to the association. If you raise $242, ½ goes to the team; ½ goes to the association ($121 each).

It can be anything! A bake sale, car wash, casino night, pizza, dinner, lunch, garage sale, raffle, t-shirts, hats,………………….the possibilities are endless.

It is the host team’s responsibility to inform association members of their fundraising event. Contact names & numbers are listed on the website.

BC Gaming Responsibilities

In order to continue receiving funds from Bingo the association must “perform” 75 hours of community work (at least). Working at the Bingo Palace makes some of these hours up but most are made up by representing your association at events & games by placing banners at the venue & passing out brochures. Each team will be given a disposable camera to take pictures at your games & tournaments. There are three banners to be used. THIS IS VERY IMPORTANT!

At the end of each teams’ respective season, we will ask for the camera’s back in order to compile a photo journal of the season. Along with the camera/pictures we will ask for the dates of photos as well. If possible we will ask two teams to use one camera.

Website

Yes, we have a website. The address is:

www.victoriaathletics.com

ADD IT TO YOUR FAVOURITES!

Let us know of any events, games, tournaments, gossip etc. Send us your game reports & photos. It is not the webmaster’s job to search out information regarding games/tourneys/events; it is your job to inform him.

Assign a “team correspondent” to let us know what is going on with your team members, that way we can get out the information to as many people as possible. It also gets your team members involved with the organization as a whole!

Coaches and Managers Responsibilities