Corinthian Fund Application Package 2013

Transcription

1 Corinthian Fund Application Package 2013 Included in this package, you will find: 1. Introduction Letter from the Chairman of the Corinthian Fund 2. Rules and Regulations of the Corinthian Fund 3. Volunteer Hours Letter 4. Application Forms 5. Disbursement Forms

2 Dear Corinthian Fund Applicant; The Royal Vancouver Yacht Club has a proud history of producing many of the top sailors in our country. One of the ways that the Club has accomplished this is by standing firmly behind all of its sailors, no matter what level of racing they may have achieved. The Corinthian Fund is an important component of this support structure. Those of you who are re-applying for support this year may be familiar with the Fund. Those of you who are applying for the first time will not be. As Chairman, I would like to introduce you to the Fund and let you know what it is all about. The Corinthian Fund was established to help support sailors of all ages with the ultimate goal of excellence in Olympic and Paralympics competition. It is a fund supported by Members of the R.V.Y.C. and, as such, the Fund supports strictly R.V.Y.C. members. Each year, racers, like you, apply for assistance. Support is allocated in accordance with the process described inside this package. In the following pages of this application package, you will find the Rules and Regulations governing the Corinthian Fund, as laid out by the R.V.Y.C. s guidelines. I strongly recommend that you read these, so that you are familiar with the rules that regulate the disbursements made by the Fund and so that you don t jeopardize your chances of receiving support from the Fund. The Corinthian Fund will help you meet many of the challenges presented to you during your racing season by supplementing some of your costs. I encourage you to take on those challenges at every possible opportunity. The experience and knowledge gained by competing at any level will teach you valuable lessons that will stay with you for many years. I wish you the best of luck in the coming racing season. I am proud to say that our Club is one of the finest. You, as a R.V.Y.C. sailor, are our representative to the rest of the world. I know that you will show everyone that being an R.V.Y.C. sailor is the best type of sailor to be. Sincerely, Ross MacDonald Chairman

3 Rules and Regulations of the Corinthian Fund: This is only an overview of key rules (including deadlines) regarding your application for assistance from the Corinthian Fund. For detailed guidelines regarding the Fund s structure, please refer to your Yearbook. Purpose of the Corinthian Fund: The primary purpose of the Fund is to support International travel for athletes competing at International events in recognized Olympic classes. The Fund also supports young and developing athletes. It is important to understand that the emphasis of the Corinthian Fund is that of Olympic and World level competition. Eligibility: 1. Any person wishing to get support from the Corinthian Fund must be a Royal Vancouver Yacht Club member and must have held their membership, in good standing, for at least one year. 2. Any sailor, or team, wishing to get support from the Corinthian Fund must race at all regattas under the Royal Vancouver Yacht Club burgee. This includes any local, national or international event. 3. Applicants eligible for Corinthian Fund support: Members who meet the criteria outlined above, and are either: o On the RVYC Race Team for a minimum of 3 consecutive months and who are 18 years of age and younger. o Between the ages of and who are either on the RVYC Race Team for 3 consecutive months or have a designated coach approved Olympic class training plan that will be re-evaluated mid-year. o Over age 21 and who have a designated coach approved Olympic class training and Olympic campaign plan. 4. Each applicant must complete 20 hours of volunteer work directly related to the Royal Vancouver Yacht Club between Oct 1 st, 2012 and September 15 th, For each activity completed, a Proof of Volunteer Hours sheet must be completed, and signed, by the supervisor of the activity. (For category explanation, see page 5.) Volunteer hours are to be monitored by either Tine Moberg-Parker for Optimist Sailors and by Al Clark, Kevin Black or the Sailing Director for all other athletes. 5. All applicants must complete each of the forms provided (do not make up your own forms!), as laid out in the sections below, in order to qualify for assistance. Forms received after the specified date may not be considered by the Committee. DON T RISK LOSING YOUR SUPPORT BY BEING LATE! 3

4 Fund Allocation: 1. Funds are primarily allocated using a results- and training-based shares formula. Shares are allotted according to the previous season s results at regattas attended by the applicant and grouped according to their type. Training is also taken into account for share allocation. Each share is worth a set amount of funds, determined by the Committee at the beginning of each year (this value may change annually depending on the amount of funds available and applications received). The applicant is allotted funds based on the numbers of shares received, as well as any additional funding allocated at the considered discretion of the Committee. COST OF ATTENDING THE EVENT IS NOT TAKEN INTO CONSIDERATION WHEN FUNDS ARE ALLOCATED. 2. In order to be considered for the application process, the applicant must complete the following forms by the specified date: a. Form A (coach approved season s training/racing goals and proposed event schedule)- December 17 th, 2012 b. Form B (summary of last season s results) - December 17 th, 2012 Please refer to pages 5-7 to ensure you are providing the required results. These results are used as the inputs for your allocation please ensure you have included all pertinent results including your result and the number of competitors. VERY IMPORTANT. You DO NOT have to resubmit results for your 2013 application if you filed them in September 2012 with your reimbursement request. c. Form C (Code of Conduct Agreement)- December 17 th, After the Funds have been allocated, athletes will receive, by mail in early March, notification of their allotment. This letter does not guarantee the applicant their allotted amount; it simply notifies them that they have potential access to this amount. They must complete further forms, and adhere to Fund guidelines throughout the season in order to receive these funds, as specified in the next section. Fund Disbursement: Once an amount has been allocated to an athlete, they must complete the following forms, by the date specified (but after the event), in order to collect their allotment: a. Form D (season s event/results report)- September 15 th, 2013 b. Form E (volunteer hour summary)- September 15 th, 2013 c. Form F (expense summary)- September 15 th, 2013 Appropriate documentation should be attached to each form (i.e. receipts, official results from each event). If these cannot be provided, the applicant must 4

5 write a letter to the Chairman explaining their absence. FAILURE TO PROVIDE THE ABOVE WILL RESULT IN FUNDS NOT BEING DISBURSED. Funds will be disbursed for: a. Travel costs for travel outside the Pacific Northwest (BC/WA) b. Food $40 per diem c. Entry Fees d. Charter Fees Funds will not be disbursed for: a. Capital purchases (i.e. sails/parts/hulls/sailing gear) b. Repairs Under special circumstance, the Chairman and one of the Committee members may approve early disbursement to aid an applicant in attendance of an event. An application from the sailor must be received at least 3 weeks prior to the event for this to occur and expense summary and receipts must be submitted. For 2013, all Optimist and 420 class applicants will only be eligible to receive support through attendance at designated out-of-town travel events. This will take the form of a travel fund designated for each event, then divided by the number of athletes attending as determined by the respective team coach. The allocation of funds notice letter will detail the level of funding to be available for all designated events for the particular class. The selected events (chosen from the lists below) that are to be funded and the amounts to be assigned to each will be selected by the coaches and Sailing Director. Only team members who have met the eligibility requirements for funding as outlined in part 3 of the eligibility section above will be able to receive these funds. All eligible athletes who will be subject to this funding structure must still apply to the Corinthian Fund in order to be eligible for funding in For 2013 the Optimist team will be event-supported at: BC Sailing San Francisco Heavy Weather training camp and regatta For 2013 the 420 club team will be event-supported at: CORK Share Allotment System: Athletes are divided into six groupings based on the athlete s level of competition, program appropriateness and involvement. Each grouping receives a certain percentage of the total allotment of money to be distributed in a given year. This percentage is based on the number of athletes falling into the particular grouping and the level at which they are competing. The categories are: 5

6 1. Elite Olympic Classes Sailors who have high potential to qualify in their class to represent their country at the Olympic Games. 2. Elite ISAF World Championship/National Team Sailors who have qualified to represent Canada at the ISAF World Championships in their class or are Carded on Canada s National Team. 3. Race Team Athletes who attend North American and occasional International events as well as CYA Youth Championships and SailWest /Opti Youth Athletes who are just starting to develop their sailing career. They have BC Circuit regional goals. Occasionally travel to National Championships. Share Distribution: One share is worth a fixed sum of money, determined at the beginning of each year by dividing the total amount of money available for disbursement in a particular category by the total amount of shares in that category. Shares/funds will not be allocated for travel to events in either British Columbia or Washington State. Share allocations are outlined in the following tables: Event Participation Results Canadian Youth Championship or Western Canada Games or SailWest 3 Shares per event outside BC 1 st Overall = 8 Shares 2 nd Overall = 4 Shares 5 th Overall = 1 Shares 6

7 0r North American Events Outside PNW Canadians, US Nats, NA s, Canada Games, MOCR, Midwinter s, NQR s 25 Shares (5 shares per event to a max of 25) 25 Shares Max (5 events allowed) 7 top 10 6 top 20 Youth Worlds 1 st to 3=30 Shares 4-10= =10 And Training Attendance/ Training Plan (Coach determined) Fitness Training (Coach determined) Max. 7 Shares Max. 3 Shares Share allocations for the Elite category are assigned by the Committee. Share allocations for the Elite category are outlined in the following table: Event Participation Results Carded National Team Member 25 Shares 7

8 Most Recent World Championship Results Youth Worlds if applicable Best ISAF Grade 1 Event Training Program (Coach Approved) Max. 20 Shares Top 3 = 60 Shares Top 1/4 = 40 Top 1/2 = 25 Top ¾ = 10 1 st to 3=30 Shares 4-10= =10 Top 3=30 Top 1/3=20 Top 1/2=10 Top 3/4=5 Important Tips for Corinthian Fund Applicants: 1. Make sure that all documentation is on time, and complete. 2. Save all receipts. If you are in doubt, keep them anyway. Without them, you will not get funds to support your expenses. I.e. Food expenses can be claimed ONLY WITH RECEIPTS. 3. Applications and requests for disbursement should be received in legible, neatly put together packages to ensure all committee members are able to understand the nature of the documents. Do not try to substitute a form with a self-styled replacement. APPLICATIONS AND REQUEST FOR DISBURSEMENTS NOT CONTAINING THE APPROPRIATE, OFFICIAL FORMS WILL NOT BE ACCEPTED. Contact the Sailing Director if you are missing or have lost a form from this package. 4. REMEMBER: You are an ambassador to the R.V.Y.C. when you are at any regatta. Your actions and behaviour reflect upon the club as a whole. You will be expected to follow the Code of Conduct as laid out in Form C. Failure to do so will result, without exception, in the Committee revoking any and all of the Fund s support for the season and prejudice your opportunity to receive support from the Fund in the future. Make the Members of the R.V.Y.C. who support the Corinthian Fund proud by demonstrating the best qualities of R.V.Y.C. sailors at all times. 8

9 Corinthian Fund Applicant Code of Conduct Agreement Pursuant to my receiving support from the Corinthian Fund, I,, agree to follow the (Applicant s Name) Code of Conduct as listed below: 1. I understand that I am an R.V.Y.C. representative and, as such, will conduct myself in a manner appropriate at all events, whether at the R.V.Y.C. or another hosting club; 2. I will follow all rules of the hosting club at any event I attend. 3. I agree to follow all the Rules of the Corinthian Fund as laid out in this package and by the R.V.Y.C.'s yearbook; 4. I agree to adhere to the rules of the R.V.Y.C. as laid out in the R.V.Y.C.'s Yearbook; 5. I agree to not participate in any events where underage drinking is occurring; 6. I understand that I am to respect my coach and follow any rules set out by my coach before; during or after any events (this includes regular training sessions). I understand that should the Corinthian Fund Committee decide that I have not followed this Code of Conduct at any time during the course of the season, I will, without exception, lose any and all funds allocated to me by the Corinthian Fund in the period beginning December 17 th, 2012 and ending December 15 th, I further understand that, should the Corinthian Fund Committee find that I have breached this code of conduct, I will jeopardize future opportunities to receive support from the Corinthian Fund. Signed: (Applicant s Signature) Signed: (Parent s Signature-if applicant is less than 19 years of age) Date: 9