Calgary Torpedoes Water Polo Club Volunteer Policy and Guidelines

Definitions

1. Purpose: The success of the Calgary Torpedoes Water Polo Club is directly dependent on the dedication and commitment of its members to volunteer for the club. All of our athletes benefit directly from the contributions of our members’ time in all capacities throughout the Club. The Club executive has constituted the following policy and guidelines to ensure that a transparent and fair expectation is set forth for all members of the club.
2. Members: Athletes or parents/guardians of athletes who are minors.
3. Season: September – June.

Requirements

4. Each member registered (not per family) is required to volunteer for a minimum of 12 hours during the season, excluding requirements 7, 8, 9.
   Athletes and families may be required to volunteer additional hours based on the number of Calgary NCL events. Local NCL Clubs are mandated by Water Polo Canada to look after all hosting requirements when an event is taking place at their home location. NCL hosting requirements vary each year from one to four events each season. Events are not posted from Water Polo Canada until September.
   Note: Volunteer hours for Alberta Open are NOT considered as part of this policy. This event is considered outside the scope of the season and does require a separate registration cost and a separate volunteer commitment.
5. Volunteer Commitment Deposit (VCD)
   1. VCD are required per member in order to complete the registration process.
   2. Must be submitted at the orientation prior to the first practice of each season.
   3. No member will be allowed to participate in club activities until their registration is complete. Until registration is complete, your athlete will not be entered into the Water Polo Canada database and will not be covered by WPC insurance.
   4. VCD will be in the form of a post-dated cheque for the end of the season written for the predetermined amount.
   5. The VCD will be deposited in the club general account if the member does not volunteer the required hours by the end of the season.
6. Specific roles will be subject to the Screening Policy.
7. Complete and pass all Minor Officiating courses available online through the AWPA website.
8. Complete the Respect in Sport for Parents online course and provide certification number during the registration process.
9. Be compliant with relevant sections of the Water Polo Canada’s Safe Sport Compliance Program.
10. Attend all parent meetings and information sessions.

Pledge

11. During the registration process the member or their parent/guardian pledge to:
    As a parent of a member of The Calgary Torpedoes Water Polo Club (the “Club”), I recognize that I am obligated to participate in and assist in volunteer efforts. I understand, and agree, my Volunteer Commitment Deposit cheque will be deposited and cashed in full or partially in the event I do not meet the Volunteer commitment for the season. I understand that the post-dated bond cheque is required to be submitted at the time of registration, orientation or prior to the first practice to activate my athlete’s registration in the club. All bond requirements are per athlete registered, not per family registered.

Guidelines

12. The club is obligated to provide opportunities for its members to volunteer and credit will be granted only for positions that are prescribed by the club.
13. You may fulfill your commitment either by volunteering in a key role position or through a variety of variable volunteer options.
    1. Key Roles: Essential to the functioning of the club, require more commitment, and fulfill the VCD if completed. If the commitment is not fulfilled, prorated credit will be given and alternate options sought by the member.
       Key Roles:
       1. Board of Directors – maximum of 8 including the executive (minimum 2 year term), voted in during AGM.
          1. Monthly board meetings – approx 2–3 hours.
          2. Club email/administrative obligations – varies throughout the year.
          3. Time commitment varies depending on role and time of year.
       2. Executive Directors:
          • President or 2 co-presidents
          • Vice president or 3 vice-presidents
          • Treasurer
          • Secretary / Communications
       3. Directors at Large:
          • Registrar
          • Travel Coordinator
          • Fundraising Coordinator
       4. Board/Club Supporting Roles:
          • Age Group Team Chaperone / Manager
          • Club Social Media & Marketing
          • NCL Volunteer/Tournament Coordinator
          • Facility Liaison
    2. Variable Roles: Flexible positions members sign up for during the season. Members must actively sign up and communicate with the team manager.
       1. Minor Officials – expected all families receive training annually:
          • Table Supervisor
          • Game Secretary
          • Penalty Secretary
          • Game Clock & Shot Clock Operator
          • Game Clock / Scoreboard Operator
          • Goal Judge
    3. Youth Athlete Volunteer Opportunities: Athletes may help fulfill their volunteer commitment in approved roles such as minor officiating Community Club League games or refereeing pups festivals. Junior coach duties are not eligible.
14. Multi-athlete families: Volunteer hours should be split between the different age groups.
15. Volunteer tracking:
    • Volunteer Coordinator will track hours via Google Sheet.
    • Mid-season notifications may be sent to members on hours completed.
    • No credit if obligation is not fulfilled; notify the team manager if unable to attend.
    • Member is responsible for ensuring hours are tracked.
    • Penalty of $25 per hour missed will be deducted from VCD (See Appendix A).
16. Volunteer Commitment Bond: VCD will be cashed for unfulfilled obligations; cheques of those completing obligations will be destroyed. Cashed funds go to future club assets and expenses. NSF fee: $50.
17. Volunteer Buyout: Members may pay $500 per athlete at registration to opt out of volunteering. Funds go to staff time, assets, or other Board-approved expenditures.
18. Exemptions: Requests for special consideration must be submitted in writing to the Board.
19. Review Date and Approval Date: Reviewed annually by the Board or designated committee.

ALL THE NUMBERS PROVIDED ABOVE ARE ESTIMATES AND THE BOARD RESERVES THE RIGHT TO ADJUST THE REQUIREMENTS TO MEET THE NEEDS OF THE CLUB IN A REASONABLE MANNER.

Appendix A: Volunteer Commitment Deposit Example

$500 Volunteer Commitment Deposit

• Open house – 2 hours
• Tournament official – 8 hours (three tournaments average/season)
• Hospitality suite – 8 hours (three tournaments average/season)

Total volunteer hours for the season: 18/20
Missing 2 hours: ($25 per hour X 2) = -$50 penalty
Result: VCD is cashed and $450 difference is returned to the family.

If VCD proceeds do not cover outstanding amounts, the athlete’s active status will be suspended until funds are received.