Central Arkansas Volleyball Association

Central Arkansas Volleyball Association

This administration page will display bylaws, policies, board member information, and board minutes.

Bylaws

ADOPTED 12/14/95

Article I. Organization

Section 1. Purpose: The purpose of the Central Arkansas Volleyball Association (CAVBA) is to provide opportunities for all levels of players to participate in organized activities, and to promote volleyball by having opportunities for recreational and entry level players to learn and improve their volleyball skills. With a wide variety of skill levels among members, the CAVBA can assist and encourage other players to continue to contribute their best as CAVBA continues to grow. Section 2. Participation and Eligibility: CAVBA is open to all interested, with non-refundable paid membership, as determined by the Board. a. Minors must have written permission of a parent or legal guardian. b. All members and guests shall submit a perfected "Waiver and Release of Liability" form before participating in any Association sponsored activity. AMENDED 12/17/09: All junior play eligibility will be determined by the policies set forth by the Board.

c. By majority vote of the Board, any individual may be expelled from the organization by refunding their current year's dues.

Article II. Instruction

Section 1. Procedures: Instructional procedures will be as follows. a. Instructors will be selected from recommendations made by association members. b. Instructors may donate their time or may receive payment based on the quantity and quality of instruction, to be decided by the Board.

Article III. Board of Directors

Section 1. General Powers and Responsibilities: The entirety of affairs of CAVBA shall be managed and judged by the Board of Directors, which shall have the sole authority in regard to policy, objective and intent, quality and content of programs, organization, and disputes. Section 2. Membership Qualifications: Membership eligibility for the Board of Directors shall be restricted to persons who:

a. Have been members in CAVBA for at least one year in good standing prior to service on the Board. b. Have been residents for at least one year in one of the following counties in Arkansas: Pulaski, Saline, Grant, Lonoke, Perry, Jefferson, Faulkner, or Garland.

Section 3. Number and Tenure: a. The Board of Directors shall consist of seven voting Directors, elected from the membership at large, plus an appointed Treasurer. b. Board members shall be elected to terms with a tenure of two years, said term beginning January 1 of each year, and concluding on December 31 of the following year.

c. The Treasurer shall serve as a non-voting member of the Board.

d. The Chairperson shall automatically be eligible to serve, without re-election, for a one year term following the completion of his or her term as Chairperson.

Section 4. Vacancies: a. A Board member's position shall be considered vacant upon death, resignation, refusal to serve, or if the Board records three unexcused absences in any one given year. b. Vacancies of the Board of Directors may be filled by a 2/3 majority vote of the Board on eligible candidates, as restricted by Section 2 above, and the appointed Board member selected shall serve the unexpired term of his/her predecessor.

Section 5. Voting Rights: All Board members shall have the right to vote with the following exceptions: a. The Chairperson shall only vote to break a tie. b. The Treasurer shall serve as a non-voting member.

Section 6. Quorum: Any four voting members of the Board, including the Chairperson, shall constitute a quorum. Section 7. Meetings:

a. The Board of Directors shall meet at least once each calendar quarter, at a time and place determined by the Board. b. Special meetings may be called by the Chairperson or by any two other Board members.

c. All Board members shall be given at least 48 hours written or verbal notice of any Board meeting.

Section 8. Officers: Officers of the Board shall be the Chairperson, the Secretary, and the Treasurer, whose qualifications, election or appointment, term, and duties are as follows. a. The Chairperson shall be elected annually during the first quarter Board meeting by a simple majority of the voting Board membership. b. The Chairperson shall serve for one year, and may succeed him/herself, for a maximum consecutive tenure of two years.

c. The Chairperson shall have served on the Board for a minimum of one year prior to serving as Chairperson.

d. The Chairperson's duties include, but are not limited to, conducting the general affairs of the Board in accordance with these Bylaws; executing the policies of the Board; being the principal spokesperson for the Board and Association; presiding over the meeting of the Board; coordinating the arrangement of all CAVBA events; and, appointing as principal assistant in these affairs the CAVBA Administrator.

e. The Secretary shall be a member of the Board and shall be elected annually at the first quarter Board meeting by a simple majority of the voting Board members.

f. The duties of the Secretary shall include, but are not limited to, the maintenance and preparation of Board minutes; recording, annotating and reporting the status of all CAVBA participants; and assisting the Chairperson as directed.

g. The Treasurer shall be appointed by the Board and shall not be an elected member of the Board.

h. The Treasurer's appointment shall be reviewed each year at the first quarter Board meeting, and the appointment renewed, or a new Treasurer appointed.

i. A quorum of the Board shall serve as the Audit Committee. At each regular meeting, each Board member shall examine records of all monetary transactions and verify that all such transactions are in accordance with these Bylaws. All banking accounts shall be established so as to require the signatures of two of the following to expend or withdraw funds: Chairperson, Treasurer, or a Board member appointed by a quorum of the Board.

Section 9. Elections: a. Board members shall be elected annually to all positions vacant or to become vacant on December 31 of the current year. b. Elections shall be conducted at a general membership meeting held during the fourth calendar quarter.

c. Nominations may be offered by any member in good standing. All nominees shall be in compliance with the qualifications stated in Article III, Section 2.

d. Elections shall be determined by a simple majority of the eligible members present.

e. A separate vote shall be held for each position, except that unopposed candidacies may be elected by a single vote.

f. The order of elections and appointments at the first quarter Board meeting each year shall be Chairperson, first; Secretary, second; and Treasurer, third.

Article IV. Services Offered

Section 1. Direct Services: Direct Services may include the following. a. Weekend and Weekday Open Play. b. Indoor and Outdoor Leagues c. Tournaments d. Skill clinics e. Refereeing Clinics f. Co-sponsorship of tournaments

Section 2. Fees: The Board may determine, and require participants to pay, fees as necessary to offset the cost of the service. Section 3. Indirect Services: Indirect services may include the following.

a. Cooperation with central Arkansas organizations to improve volleyball facilities and activities. b. Notification of members of local and regional tournaments and leagues.

Article V. Requirements for participation in CAVBA activities

Section 1. All participants in Association-sponsored leagues must be members in good standing prior to playing the first game. Exception: The Board may set separate, higher entry fees for non-members, in lieu of requiring membership. Section 2. Requirements for tournaments shall be as specified by a tournament committee approved by the Board, for the individual tournament.

Article VI. Amendments

Section 1. Proposed amendments to the Bylaws may be recommended by the Board for approval by the general membership. Section 2. The Bylaws may be amended by a simple majority of all members in good standing at any regular or special meeting of the general membership.

Section 3. All members in good standing shall be notified, by mail, of general membership meetings at least forty-eight hours prior to the meeting.

Article VII. Reimbursements

Section 1. Board members, officers, and employees of the Association shall be eligible for reimbursement of actual expenses incurred in carrying out the business of the Association. a. The Board shall establish a policy whereby maximum reimbursement levels, necessary documentation, and procedures for approval of reimbursements, are set.

Section 2. The Board shall have the authority to hire temporary or permanent staff, and to establish appropriate rates of pay. Section 3. All Board members shall be exempt from membership fees during their term of office.

These Bylaws were approved at the general membership meeting held on December 14, 1995, at Fisher Armory, North Little Rock, Arkansas.

Policies

I. BOARD MEMBERS

A. POLICY: RESPONSIBILITIES - OUTDOOR PLAY ADOPTED: 04/01/94 REVISED: 05/11/94; REVISED 2009

The Board member in charge of Saturday Open Play shall insure that persons have agreed to be present with at least two nets, one to be present at 12:30 P.M., that non-members sign in, and order is maintained. In case of potentially inclement weather, the member in charge shall ascertain by personal visit, or by contact with someone who has personally visited the site that play is or is not possible. If ground conditions indicate that play is possible (and the temperature is above 55 degrees), the Board member in charge shall wait until at least thirty minutes past the scheduled starting time before declaring that Open Play has been canceled due to lack of participants. See also Section IV, Open Play.

B. POLICY: CONFLICT OF INTEREST ADOPTED: 03/19/92

Board members shall excuse themselves from voting on matters in which they have personal involvement.

C. POLICY: APPROVAL OF EXPENDITURES ADOPTED: 01/13/96

By adoption of the annual budget, the Board authorizes the Chairman to approve expenditures in the amounts and categories specified in the budget. Additional Board action is required only for extraordinary expenditures, not covered by the approved budget.

II. MEMBERSHIP

A. POLICY: UNACCEPTABLE BEHAVIOR ADOPTED: 09/28/95

When the Board determines that grossly inappropriate behavior has occurred, the Board will send the person a warning letter. A second occurrence of the inappropriate behavior, as determined by the Board, will result in the person, if a member, being expelled from the club, and, if not a member, being prohibited from participating in club activities. Persons who do not participate with good sportsmanship are not welcome in CAVBA.

B. POLICY: EXPIRATION OF MEMBER PRIVILEGES ADOPTED: 10/24/94

Membership privileges terminate on December 31 each year for persons who have not renewed their membership for the new year.

C. POLICY: EXPIRATION OF REDUCED RENEWAL RATES ADOPTED: 10/24/94

When approved by the Board, reduced membership rates for renewals shall be allowed until January 1. Memberships renewed after January 1 will be charged at the standard rate.

D. POLICY: REDUCED RATES

1. SUMMER ONLY RATES ADOPTED: 10/4/96

A "summer only" rate for outdoor participation during the summer is available for $15. This rate allows participation in Open Play at Murray Park, beyond the allowed two visits for prospective members, during the months of June, July, August, and September. Member rates for Luck of the Draw tournaments will be allowed during these months for Summer Only members.

2. JUNIOR RATES ADOPTED: 12/09/99

A reduced rate for juniors (under 16) is available for $15. This would entitle the member to participate in junior play at Fisher Armory, and, if there were sufficient numbers, at open play at Murray Park. A parental waiver would be required to participate. No participation in adult open play or in tournaments will be allowed.

E. POLICY: RETURNED CHECKS: INSUFFICIENT FUNDS ADOPTED: 01/16/98

When a check from a member or participant is returned to CAVBA as unpayable due to Insufficient Funds, the Treasurer shall request that the check be submitted for payment a second time. If it pays the second time, a letter shall be sent to the check writer advising that any future Insufficient Fund checks will result in a "Cash Only" policy for participation in CAVBA events. If the check fails to pay on the second submittal, the Secretary shall send a letter stating that the check writer is barred from CAVBA activities until the original check and all Insufficient Funds charges assessed against CAVBA have been repaid to CAVBA.

F. POLICY: PARTICIPATION – MEMBERS AGE 16-18 ADOPTED: 12/09/99

Players between the ages of 16 and 18 may participate. A parental waiver is required for all participation. This group may participate in adult play and tournaments, provided that a parent is present during the period of participation. An adult who had been granted authority with a signed document to act in the parent’s stead should a medical emergency occur, could fulfill the requirement that a parent be present.

III. VOLLEYBALL PROMOTION

A. POLICY: MONETARY SUPPORT TO TEAMS ADOPTED: 05/26/95

CAVBA will not provide direct monetary support to any local teams competing in National Championship Tournaments. CAVBA will support such teams by cooperating with their fundraising activities by assisting with mail-outs, manpower, solicitation of donations and prizes, and publicity, provided that the team members have made positive contributions to CAVBA activities.

IV. OPEN PLAY

A. POLICY: DRILLS AT INDOOR OPEN PLAY ADOPTED: 03/30/95

CAVBA will conduct drills only from 6:00 PM to 7:00 PM at Indoor Open Play. Persons not desiring to participate in drills should not arrive until 7:00 PM. (Modified 11/03/95 - This will not apply to persons or groups renting the third net.)

B. POLICY: METHOD OF CHOOSING TEAMS ADOPTED: 07/27/94 REVISED: 04/09/98

1. For all CAVBA open play, captains shall choose from available players based on the following order (for 4 teams):

1 2 3 4 - 4 3 2 1 - 2 3 4 1 - 3 4 1 2 - 4 1 2 3 - 1 2 3 4

2. Women will be chosen first, for as many rounds as can be fully completed with women. (Deleted 04/09/99)

C. POLICY: NON-MEMBER PARTICIPATION – OUTDOOR ADOPTED: 11/18/95

Non-members will be allowed to participate in no more than two periods of outdoor open play before becoming a member. This is to allow the potential member to assess the quality of play and the type of activity sponsored by CAVBA.

D. POLICY: FORMER MEMBER PARTICIPATION – OUTDOOR ADOPTED: 01/12/96

Former members (persons who were members the previous year), still residing in the club's defined area shall not be allowed to participate without rejoining. Board members may accept IOU's for the membership dues, at their discretion. Participation in CAVBA activities after that event shall not be allowed until the IOU is redeemed.

E. POLICY: NON-MEMBER PARTICIPATION – INDOOR ADOPTED: 04/04/94

Non-members shall be charged participation fees of $5 per session. This is different than unpaid participation for two free visits prior to joining, because of the cost of renting the facility.

F. POLICY: OPEN PLAY PROCEDURES ADOPTED: 10/09/93 REVISED: 01/04/94 REVISED: 04/09/99

1. All open play games shall have scoring caps. Fifteen point games shall be capped at 17. Eleven point games shall be capped at 13.

2. No team shall have more than six players. Persons arriving after each team has six players shall wait until completion of the current round of competition has been played, unless the "Bill Rule" is invoked. (Completion of the current round of competition means that each team has played two games (or three, in the case of four teams). For three teams on one net, or four teams on two nets, this entails sitting out up to two or three games.) REVISED 04/09/99)

3. Under the "Bill Rule" a team may request an immediate re-choose of teams following three consecutive losses.

G. POLICY: OPEN PLAY PROCEDURES - RULES ADOPTED: 01/12/96 REVISED: 10/04/96 REVISED 07/07/2000 REVISED 10/15/2004

1. All open play shall be governed by USAV rules, Indoor or Outdoor as appropriate, with the following exceptions:

a. Incidental net contact is still a fault.

b. Outdoors, fingertip reception of the service or any hard driven first ball is not allowed. (Added 7/7/2000)(Deleted 10/15/2004)

2. For games where there are four or fewer players on a side, the following USAV Outdoor Rule will be adhered to. If the ball is intentionally set into the opponent’s court, the player must contact the ball with two hands above the shoulders and set it directly forward or backward with relation to the setter’s body. A legal set directed toward a teammate that unintentionally crosses over the net is not a fault, regardless of the player’s body position. Intent shall be judged by the referee. When contacting the ball with one hand, other than for setting the ball toward a teammate, the ball must be cleanly hit with the heel or palm of the hand (a "roll shot"), with straight locked fingers (a "cobra"), with knurled fingers (a "camel toe"), or with the back of the hand from the wrist to the knuckles. One handed placement or redirection of the ball with the fingers (a "dink" or "open hand tip") is a fault.

3. During any game that is not refereed, the server shall, prior to serving, call the score of the game, followed by "SERVICE", sufficiently loud to be heard by the opposing team.

4. A copy of the USAV rulebook shall be provided to each Board member who is not a current member of USAV.

5. Outdoor open play shall be conducted each Saturday, at Murray Park, boat ramp entrance, or other announced location, unless weather conditions prohibit it.

6. As a general rule, outdoor open play will be conducted if the temperature, at the appointed starting time, is above 55 degrees (modified 2009) Fahrenheit, it is not raining, and the wind speed is less than ten miles an hour. When possible, any cancellation shall be stated on the CAVBA Communications Center announcement.

7. Outdoor open play may be canceled by the member in charge, if 30 minutes after the appointed start time, an inadequate number of participants are available for competitive play.

8. Outdoor open play may be canceled by the Board, when it is anticipated that local tournaments will reduce the number of attendees to a level which would not allow competitive play. Such cancellations shall be announced as early as possible, and shall be stated on the CAVBA Communications Center announcement.

V. COMMUNICATIONS

A. POLICY: MAILING LIST USE & MAINTENANCE ADOPTED: 05/18/93 REVISED: 07/27/94

1. A mailing list/database shall be maintained, into which information shall be entered for every individual who participates in a CAVBA sponsored event, or who specifically requests that he/she be included in the mailing list/database.

2. Each entry into the database shall contain a date indicating the date of last activity with CAVBA by that individual. When CAVBA mails information of general interest to non-members, such information shall be sent to all non-members in the mailing list/database, provided that the date of last contact shall be no older than twelve months. Individuals whose date of last contact is older than twelve months shall be regularly removed from the mailing list/database.

3. The Secretary may make exceptions to this policy for entries for other volleyball groups or organizations, particularly volleyball contacts in other cities and states.

VI. FINANCIAL PROCEDURES

A. POLICY: ACCEPTANCE OF PAYMENTS ADOPTED: 07/27/94

1. Membership dues will not be accepted in cash unless the person accepting the dues gave a receipt to the new member. The membership application brochure shall provide a space for a receipt on the portion of the brochure retained by the new member.

2. For tournament registrations, one person shall indicate on the form the amount of money paid, and method of payment, while another person actually collects the funds.

VII. TOURNAMENTS

A. POLICY: PROCEDURES

ADOPTED: 05/11/94 REVISED: 04/05/96 REVISED: 10/04/96 REVISED: 07/11/97 REVISED: 01/16/98 REVISED: 08/16/98 REVISED: 01/14/2000 REVISED: 07/07/2000

1. The Board of Directors shall appoint two Board members as co-Tournament Directors for each tournament, who shall be responsible for all arrangements.

2. The Treasurer or person designated by the Treasurer will be responsible for collection of entry fees and deposit fees.

3. Remaining Board members and other volunteers may be requested to assist in operating the tournament, by the Tournament Director.

4. Except as specified, USAV Rules will govern all indoor play.

5. Except as specified, USAV Rules will govern all outdoor play on grass. Sand court rules shall be announced at the time of the tournament.

6. All tournaments shall have a Registration/Check In period from 8:00 - 8:30 A.M. Play shall begin promptly at 9:00.

7. The Tournament Directors shall determine, after all entries are received, the number of nets, pool sizes and method of play.

8. For Luck of the Draw Tournaments, the Chair, or in the Chair’s absence, the Tournament Director, will appoint a three person committee, consisting of CAVBA members who are not board members, to advise the Tournament Director on the appropriate skill level of players entering the tournament whose skill level is unknown to the club. (Added 4/4/97)

9. The Tournament Directors shall determine the number and winning score for each particular tournament's matches. It is assumed that 15 point games will require 45 minutes per two game match including 5 minute warm-up period, and 60 minutes per three game match.

10. A team captains’ meeting shall be held to review the rules and tournament format. All ground-rules for low hanging obstructions or encroachments on the side or back of the playing area shall be reviewed during this meeting. Printed copies of the CAVBA-specific rules (other than ground rules) shall be made available to each captain.

11. The Tournament Directors shall appoint a protest committee, consisting of captains of three teams, drawn at random, but not all from the same pool. The Protest Committee may rule only in cases regarding rules interpretations.

12. The starting time for the tournament shall be the only time specified for a tournament. The length of the tournament will depend upon the number of entries and the game length as determined by the Tournament Director.

13. Each team is responsible for being on the court immediately after the completion of the match preceding its scheduled matches.

14. The numbers of players required for each tournament shall be announced at the time of the tournament. In the case of Luck of the Draw Tournaments, teams may play with as few as four players.

15. In the case of Luck of the Draw Tournaments, Coed Rules shall apply if each team starts competition with two women players.

16. In the case of a Luck of the Draw 4’s tournament, no team shall start with a number of players other than 4, even if this means that the final few arrivals are refused registration. (Added 7/11/97)

17. No substitutions shall be allowed except as provided for injury or resignation, as covered later in this section. (Added 7/11/97)

18. Failure to appear on time by a playing team, following a five minute warm-up time, and a five minute grace period for the first game of each match, shall result in assessment of one or two thirty second time-outs. If the team has not appeared at the end of the second time-out, a forfeit shall be declared. One or two thirty second time-outs shall be assessed for failure to be present for the second and successive games. Following the end of the second time-out without the appearance of the team with a legal lineup, a second forfeit will be declared. All games beyond two will be forfeited at the time the second game is forfeited.

19. Following forfeiture of a match, unless both teams scheduled for the next match are present and ready to play, a forfeited match delay of up to 20 minutes will be allowed. Both teams scheduled for the next match must be ready to start the 5-minute warm up period at the end of the forfeited match delay to avoid starting the clock to determine a possible forfeiture. (Added 01/16/98)

20. Time between games actually played in a match shall be two minutes.

21. A team starting a game without their full team due to tardiness or injury shall complete the game with the same number of players with which they started. Late arriving or previously injured players may be used as substitutes, however.

22. All tournaments shall conclude with semifinal and final matches, with teams ranking 1st and 4th (or 1st Court A and 2nd Court B) playing the first match, and teams ranking 2nd and 3rd (or 1st Court B and 2nd Court A) playing the second match. Matches may be played simultaneously.

23. In the case of a tie for the last semifinal position in any pool, a single game playoff (of the same number of points as the round-robin games) shall occur to determine the semifinal team. Ties for other semifinal positions shall be determined on the basis of head-to-head record first, then by fewest points against. (Revised 08/16/98)

24. Eleven point games shall have a thirteen-point cap. Fifteen point games shall have a seventeen-point cap. Third games in three game matches shall be rally scoring only if Tournament Directors determine that time is critical.

25. Teams will change sides every game during a tournament, unless both captains agree that it is not necessary. Teams shall switch at 3 (11 point games) or 5 (15 point games) points on any third game. Teams may agree not to switch or to switch at some other point total.

26. There will be no specified lunch breaks. Any allowance for lunch shall be at the discretion of the Tournament Directors.

27. (Coed Rules Only) With the approval of a majority of team captains, teams losing players due to injury (or in Luck of the Draw Tournaments, resignation from the tournament), such that only one female player is available, may add one player by paying the normal per person entry fee. The proposed player's name and skill level shall be made known to the team captains prior to their decision. No additions will be allowed beyond the number of players the team originally started with.

28. Players resigning from a Luck of the Draw tournament for reasons other than injury or emergency shall not be allowed to participate in the next two CAVBA Luck of the Draw Tournaments. Players so resigning shall not be entitled to any prizes that may be awarded to the team on which they played. The Board shall review all situations cited as emergencies. (Added 7/11/97) (Revised 1/16/00)

29. For outdoor tournaments, all matches shall be played as scheduled, unless the Tournament Directors determine that conditions are such as to create a hazard to the players or officials. The Tournament Director, in the case of inclement weather occurring after the start of play, shall attempt to get the pool play round completed, if possible to do so without endangering the players. If conditions cause the Tournament Director to terminate the tournament after the pool play round is completed, the tournament winner shall be determined based on the best record in pool play.

30. When tournament rules state that non-playing teams shall serve as officials, the team designated to referee must have four team members present to serve as up referee, down referee/score keeper, line judges (2) and scorekeeper. Teams participating in any tournament shall be required to pay a deposit to insure that they will fulfill their refereeing responsibilities. For Luck of the Draw Tournaments, the deposit shall be $10; for other tournaments, $20. The deposits shall be refunded when the team has either won or been eliminated from the tournament, and has fulfilled all refereeing responsibilities. This requirement shall be clearly announced on all fliers.

B. EXCEPTIONS TO USAV RULES

1. Balls passing completely inside the net poles and passing over the net shall remain in play if the referee calls no faults, unless net antennas are provided. If net antennas are provided, the ball must pass completely inside the antenna.

2. Outdoors, crossing the imaginary centerline under the net is not considered a fault, unless the player crossing under the net interferes with an opposing player’s ability to play the ball. Contact need not have been made in order for the referee to determine that interference has occurred.

3. Outdoors, fingertip reception of the service or any hard driven first ball is not allowed.

VIII. LEAGUES

A. POLICY: PROCEDURES

ADOPTED: 05/11/94

1. For leagues specified as coed sixes, a team may play with only four players to avoid a forfeit. The team will still have to play with the COED rules for a team of 6. One of more of the four players would have to be a woman. The server will be considered back row and every fifth serve would be a side out.

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