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JUNIOR CLUB SURVIVAL. Good Contracts with Your Most Valuable Resources Your Members Your Coaches. www.jvaonline.org Jenny Hahn, Executive Director jennyhahn@wi.rr.com 414-588-3131.

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junior club survival


Good Contracts with Your Most Valuable Resources

Your Members

Your Coaches


Jenny Hahn, Executive Director



what is jva

JVA is a Member Association for Junior Club Directors and their staff. The Mission of the JVA is to promote the growth of youth and junior volleyball through program and resource development, education and events.

Our Guiding Principles are:

Member Driven

Player Welfare

Affordability and Financial Responsibility


Best Practices

What is JVA?
clinic outline

Good Club BusinessPractices

  • Parent and Player “Training”
    • Pre-Tryout Informational Meeting
    • Post Tryout Parent/Player Meetings
  • Parent and Player Policies and Agreements
  • Coaches Education
    • Pre-Season Coaches’ Meeting
    • Coaches Contracts / Agreements
Clinic Outline
good business practice

Documents you MUST have on hand

    • Articles of Incorporation
    • Bylaws
    • Mission, Vision, Value Statements
    • IRS Non Profit Application, Letter of Determination, 990 Tax Returns
  • Policies you NEED
    • Strategic Planning
    • Employee Contracts or Independent Contractor Contracts
    • Membership Application including waiver and indemnification
    • Player Medical History, Waiver and Release and Emergency Contact
    • Background Screening
  • Policies you WANT
    • Parent / Player Information and Agreement(s)
    • Job Descriptions
    • Business Plan / Succession Plan
    • Member Tracking Systems
    • Operations Manual
Good Business Practice
parent and player training

Pre-Tryout Meeting

    • Club Mission and Philosophy
    • Club History
    • Benefits of Club Membership (Toot your Horn)
    • Tryout Process
    • Team Selection and Notification
    • Financial Commitment
    • Time Commitment
    • Q and A
Parent and Player “Training”
parent and player training1

Post Tryout Information Meeting – full club

    • Review club mission, values, philosophy
    • Cover Key Elements in Parent/Player and Financial Agreements
    • Communications (web page, team parents, coaches, social media, etc.)
    • Travel Procedures and Policies (hotel blocks, team rooms or w/parents, curfews, transportation, whose in charge – parents or coach?)
    • Financial Information (what is due and when, fund raising, travel expenses)
    • Special Events and Programs
    • Spirit Wear Program, Fund Raisers
Parent and Player “Training”
parent and team training

Post Tryout Meeting – Individual Teams

    • Team Philosophy
      • Development Team, Performance Team or both?
    • Coaching Style
    • Playing Time
    • Review Tournament Schedule
    • Team Communication
    • Plan for Team Building Activity
    • Team Rules
    • Team Communication
Parent and Team “Training”
parent player agreement

Player Issues to Include

    • Awareness of danger of sport and waiver
    • Team Placement
    • Position Assignment
    • Playing Time Considerations
    • Length of Season
    • Value of Commitment to Team and Self
    • Lost equipment and uniforms
    • Practice rules (late, missed or cancelations)
    • Academics and off-court activities
    • Life Lessons Learned through Sport and adherence to the agreement
Parent / Player Agreement
parent player agreement1

Tournament Information

    • Philosophy of Tournament Schedule
    • Sign off on Tournament Schedule
    • Transportation to and from Tournaments
    • Hotel Arrangements (team rooms or parent rooms)
    • Who is the boss – The coach? The parent?
    • Weather Issues
    • Travel Rules – curfew, team meals, etc.
Parent / Player Agreement
parent player agreement2

Financial Information

    • Dues, What is covered and what isn’t covered?
    • How are additional charges assessed?
    • When are payments Due?
    • How are payments made?
    • What if a payment is missed or late?
    • What if a player doesn’t complete the season?
    • Travel Expenses
    • What if a player doesn’t attend a tournament?
    • How is Fund Raising Credited?
Parent / Player Agreement
parent player agreement3

Parent Education

    • Respect for the Game (PCA)
    • Relax and Let Them Play
    • Coach/Player/Parent Triad
    • Evaluate Experience over a Season, Not a Day
    • Restrictions on Parent and Coach Contact?
    • Protocol to Handle a Player or Parent Issue
    • Encourage Skill Development, Attitude, Team Interaction
    • Encourage Responsibilities for Athlete’s own Actions and Improvement
    • Value of all Roles on a Team
    • Club Fees do Provide (fill in the blank). Club Fees do NOT Provide Playing Time
    • http://www.youtube.com/watch?v=uEkx-OWeGI8
Parent / Player Agreement
parent player agreement4

We Need Parents to:

    • Fund Raising
    • Find Practice Facilities
    • Volunteer
    • Support and Promote our Program
    • Support and Encourage their Athlete
    • Community Relations – supply local papers with updates and news on their child and her/his team
Parent / Player Agreement
parent player agreements

Get signatures and Dates

  • Include statement as to what documents were received, by whom and when
  • Provide copies to both Parent and Athlete
  • Provide Information on Web Page
  • Provide same Information to Coaching Staff
Parent / Player Agreements
preseason coaches meeting

Review Club Philosophy, Mission, etc.

  • Tryout Process/Team Selection/Responsibilities in Tryout Process
  • Practice Philosophy and Procedures
  • Playing Time Philosophy
  • Difference between Club Rules and Team Rules
  • Communications/Chain of Command
  • Tournament Protocol and Rules
  • Travel Policies
  • Professional Development
  • Resources
Preseason Coaches Meeting
preseason coaches meeting1

Club/Team Risk Management

    • Medical History Forms
    • Incident Report Forms
    • 1st Aid and 1st Aid Supplies
    • Sexual Abuse and Sexual Molestation Prevention and Protection
    • Coaches Code of Conduct (club or national affiliation)
Preseason Coaches Meeting
coaches contracts

Employee Coaches

    • Are provided with Equipment
    • Club Schedules Practices and Tournaments
    • Club Covers Expenses
  • Independent Contractor Coaches
    • Provide their own balls, cart, etc.
    • Pay their own expenses – membership, screening, etc.
    • Decide their own practice and tournament schedules
Coaches’ Contracts
coaches contracts1

Employee “at will”

  • “Limited Term” Employee
  • Team Assignment/Potential for Reassignment
  • Attendance at Practices, Tournaments, Clinics
  • Club Policies and Rules
  • National and State Affiliation Rules
  • Consequences for Violations
  • Amount of Compensation
  • Payment Schedule
  • Reimbursement of Expenses (perdiem, mileage, parking, tolls, hotel, etc.)
  • Benefits (health, professional development, etc.)
Coaches Contracts
coaches contracts2

Get Signatures and Dates

  • Signoff on what documents were provided and when they were provided
    • Parent/Player Agreement
    • Coaches Contract/Agreement
    • Date of meeting attended and agenda of meeting
  • Include a statement that they are aware and agree to abide by all club rules and policies.
Coaches Contracts

JVA, www.jvaonline.org

  • Positive Coaching Alliance, http://www.positivecoach.org/
  • Non Profit Center, http://www.rchcae.com/ or www.nonprofitcenter.com
  • ASEP Youth Parent Kit, http://www.asep.com/store/showproduct.cfm?isbn=9780736073950
  • Responsible Sports Parenting http://responsiblesports.com/responsible_sport_parenting/default.aspx

Competition for Girls 10-18, Open for 13-18

  • No Stay to Play
  • 1stClass Championships and Awards Ceremonies for every division!
  • Live Webcasting of all Finals!!!
  • $600/JVA Member Team Registered by 2/15
  • $695 non JVA Member Team
  • AAU Sanctioned. Top Two Teams in each Division will earn a paid entry into the AAU National Championships in Orlando
  • Register now at www.advancedeventsystems.com

2011 World Challenge Championships

Louisville, KY

April 22nd – 24th

Presented by

join the jva

The biggest benefit of a JVA Club Director membership is to be able to share in the network of some of the most knowledgeable and experienced junior volleyball club directors in the country.

  • Your JVA membership of $105/calendar year includes membership to the American Volleyball Coaches Association (AVCA) and all their benefits.
  • Monthly Volley Biz with articles that focus on the business of running a junior volleyball club. (Send an email to jennyhahn@wi.rr.com if you would like to get a copy of the October Issue )
  • Access to our developing library of resources with access to educational DVD’s (including free downloads) and materials on junior volleyball and volleyball education.
  • Event Insurance that allows teams of any affiliation to participate in your event.
  • Low cost liability and sport accident insurance for your club if you need it.

Provide an opportunity to participate in forums to discuss challenges that our clubs face; best business practices; and growth strategies

Jenny Hahn



Join the JVA