Team Manager Manual and Guide

The following will be referred to as stated in parenthesis:

• Head Coach (HC)
• Assistant Coach (AC)
• Kamloops Volleyball Association (KVA)
• Volleyball British Columbia (VBC)
• Volleyball Canada (VC)

Team Manager Responsibilities

Managers are critical to the success of a team and act as a liaison between the HC, parents, players and KVA. It is important that the Team Manager support the HC by directing all questions concerning player selection, player positions and playing time to the HC. Do not explain a HC’s reasoning unless you have been explicitly told. Ask the parents or player to speak to the HC directly.

Team Managers are parent volunteers that work alongside coaches to alleviate additional stress of administration duties from the coaching staff. A manager helps enhance the organization, communication and success of the team.  A manager is considered support staff to the HC.

It is mandatory that each team provides a minimum of 1 adult (non-coach) to act as a manager for the team. Once team selections have been completed, an email will be sent to all teams requesting a manager. Teams may have more than one. All managers will be required to attend a mandatory team meeting to go over the roles and responsibilities of a manager. 

Managers must act and abide by adherence to VBC and KVA policies and protocols. 

Managers are not coaches. They may be required to help and support coaches, however, it is not their responsibility to field questions and/or concerns regarding coaching decisions and team issues. Managers do not make, or control team budgets, nor make final decisions for the team on their own. Managers are a part of the process, however, all final decisions are made by the HC and as dictated by VC, VBC, and KVA. For further information on concerns please see KVA’s Concerns and Conflict Resolution Policy.

Managers responsibilities include:

• ORGANIZE SCOREKEEPERS AND LINES PEOPLE DUTIES:

  • Coordinate directly with parents for volunteers for various duties at each tournament. 

• FOOD AT TOURNAMENTS:

  • Work with other parents to coordinate team food and coaches’ food at longer tournaments and especially travel tournaments to ensure that athletes are fed and hydrated.

• TRAVEL:

  • Collaborating with the coaching staff, supporting the organization and planning of travel and stay for away and overnight tournaments.
  • Manager will price out and book hotel rooms for athletes and coaches (as approved by VC, VBC, KVA, and the HC).
    • Parents will book their own rooms
    • Do not book hotel rooms until entry into the tournament is confirmed
  • Managers will collect deposits and final payment amounts for travel as per the Coach’s Fee Policy (see below)

• TEAM FUNDRAISING:

  • Managers are responsible for handling all fundraising dollars for the teams per the KVA Fundraising Policy and utilizing the Team Fundraiser Tracker

• TEAM GEAR:

  • Managers may be required to pick up or coordinate pickup of completed team gear and jerseys
  • Managers are responsible for ensuring the jerseys are collected at the end of the season

• KVA COMMUNICATION:

  • Should you have more in-depth questions that need to be directed to the KVA administration, please contact the Youth Coordinator at operations@kamvolleyball.ca

Coaches’ Fees

Coach fees for travel, overnight stay, and food allowance are paid for by parents of the team and collected by the Team Manager on behalf of the coaches. All ROSTERED players MUST pay coaches fees regardless of participation in events. 

• Coaches fees for each tournament will be estimated at least one month prior to the tournament, and will be due to be paid to the team manager (cheque or e-transfer preferred) 3 days prior to the first travel day of the tournament.
• There may be a final adjustment if hotel costs (for example) are more than originally budgeted.

Meals

It is highly recommended that the parents organize a “Lunch Chest” for the team at all events. A properly executed Lunch Chest is more cost effective, ensures proper nutrition, and allows for easier time management and team bonding. Create a shopping list/menu and collect equal amounts of funds from all participants (could include coaches as well). There is no guarantee of on-site food options being available, nor is there a guarantee of adequate time between matches to leave, eat and return.

Coaches Meal Fee’s are broken down as follows:

In Town Tournaments

• No Meal Fees

Day Trip (aka Kelowna/Vernon)

• $30/coach
• If the team is providing a “lunch chest” the coach is welcome to pay into out of their $30 meal fee.

Overnight

• $65 per day/per coach (so a 2 day tournament would be $130/coach)
• If the team is providing a “lunch chest” the coach is welcome to pay into out of their meal fee.

Hotels

Parents are responsible for their respective athletes at the hotel. KVA has no official requirement for team rooms except for following the Rule of Two as per VBC guidelines. This is up to the parents to decide and organize. Parents and athletes are required to adhere to the Player’s & Parent’s Code of Conduct including VBC’s Rule of Two throughout the entire trip.

Hotel fees are estimated and actual fees will have to be adjusted to reflect the final cost (after taxes, local hotel fees etc…).

Super Spikes, Regionals, etc..

• Budget $220/night per coach room
• 2 Day tournaments in Kelowna are 1 overnight stay. Kelowna is close enough for a morning drive in.
• 2 Day tournaments outside the Okanagan are a 2 night stay!

Nationals

• Budget for $220/night (4 nights) at Nationals
• Plan for Nationals being a 4 night stay.

Travel/Fuel

Coaches can have the option of carpooling with the team to reduce costs or in the event they don’t want to/can’t travel with their own vehicle (keeping in mind the Rule of Two).

Teams with multiple coaches are expected to carpool together unless the Rule of Two cannot be followed.

Fuel allowances are as follows:

• Mileage - $0.68/km
  • To calculate: Round-trip distance (km) x $0.68 = Mileage
    • Vernon: 230km x $0.68 = $156.40
    • Kelowna: 338km x $0.68 = $229.84
    • Victoria: 888km x $0.68 = $603.84
• Ferry (Island Tournaments) - Budget $220 round-trip/vehicle
• Flights (out of province tournaments) - as per receipt supplied by coach, economy bookings only

Fundraising & Sponsorship - Team Level

Please See KVA Fundraising Policy for more details. If you have questions, contact operations@kamvolleyball.ca.