Team Expenses Policy

The costs of operating the club are separated into 3 categories:

1. Costs covered by annual club fee’s invoiced at the beginning of the year, which include:

a. Volleyball BC registration and player insurance

b. Gym rental costs

c. Uniforms

d. Equipment

e. Tournament entrance fees

f. Club administration costs

g. Coaching accreditation eg. NCCP & Professional Development

2. Fund raising covers:

a. Coaches honoraria

b. Subsidies for financially challenged athletes

c. Non-tourney & local tourney mileage for coaches

d. Sponsorship (Elementary Tournaments, Beach Initiative, BCO Invitational etc..)

3. Costs covered by individual team athletes invoiced throughout the season as required. These include:

a. Travel costs for athletes, coaches and managers as outlined below.

b. Accommodation costs as outlined below

c. Meal costs as outlined below

The policy below is designed to cover items not covered by item 1 above. Within the financial capability

of the club and constrained by our obligations under the societies act and as a not for profit organization it

is our club objective to reimburse coaches for costs as listed below. However, as a volunteer organization

we encourage all or our coaches and managers to donate their expenses wherever financially possible.

1. Each team manager will be responsible for budgeting the estimated team season costs, for approval by the President and presentation at the initial team parents meeting. Directors will also be copied on the expenses budget for their information.

2. Drivers transporting multiple players to tourneys will be reimbursed subsequently once all receipts (gas,toll,ferry..) have been submitted to the team manager.

3. Out of province tournament costs will be collected before travel based on manager’s

estimate. The manager will provide a reconciliation at the end and reimburse excess costs if required.

4. For all away tournaments requiring an over night stay:

a. Expenses for 2 coaches will be covered for all age groups

b. Expenses for 1 manager for U15/16/18 will be covered including:

     i. Transportation including mileage at 25 cents per kilometer est.

     ii. 1/2 hotel room

c. Expense coverage for a second manager can be presented for approval by the President if circumstances require, such as split in location for teams competing at different levels within an age group.

5. Coaches expenses incurred while travelling away from home overnight on behalf of

the club, include:

a. Transportation including auto expenses

b. Food - full day per diem $40 provided in cash to each coach provided by the team manager and prorated based on actual number of days required for travel.  Example. $10 Breakfast, $10 Lunch, $20 Dinner

c. Accommodation sharing where ever possible

6. Missed work costs up to a reasonable limit as approved by the board and administered by the manager. Coaches must submit their estimated missed work costs to the manager during the initial cost budgeting at the beginning of the season.

7. Mileage while travelling to and from practices and tournaments not involving an overnight stay and in province. This will be reimbursed on a $/kilometer basis and set on an annual basis toward the end of the season dependent on the club’s ability to pay, current rate is 25 cents per kilometer. We encourage all coaches and

managers to car pool in an effort to mitigate this cost.

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