TO: All Club Presidents, Schedulers & Coaches FROM: DVHL Executive Board DATE: July 7, 2015 RE: HAZARDOUS WEATHER/ROAD CONDITIONS
Due to the many problems which have occurred over the past few years concerning the cancellation and rescheduling of games by individual teams or clubs as a result of hazardous weather or road conditions, the league has established a program which will be put into effect when these conditions exist. Please review the following program, which was discussed at the last league meeting.
Since the DVHL covers a large geographical area, the league has been divided into four sectors: north, south, east, and west. Your club has been placed in a sector according to your location.
THIS PROGRAM INVOLVES THE CLUB SCHEDULERS ONLY.
Each sector will be represented by a club scheduler from the designated area: Sector Representative. Your representative will service as a liaison between your sector and the league scheduler.
When there is potential for hazardous weather or road conditions that will affect the DVHL schedule, this program will go into effect:
WEDNESDAY – Keep watch on your local weather forecast, plan to be available for the next few days; if you cannot be available during that time, notify your club president and sector representative. THIS WILL BE YOUR RESPONSIBILITY.
THURSDAY – SECTOR REPRESENTATIVES ARE TO CONTACT THE LEAGUE SCHEDULER OR THE EXECUTIVE VICE-PRESIDENT. Inform them as to the present and extended weather outlook for your region. The Executive Committee will be notified of your report, and at this time a decision will be made on any games that are scheduled for FRIDAY only – the league scheduler or the sector representative will notify the club scheduler of the affected organization – ALL DECISION WILL BE MADE BY THE EXECUTIVE BOARD.
FRIDAY – SECTOR REPRESENTATIVES ARE TO CONTACT THEIR CLUB SCHEDULERS. Discuss the present weather forecast/road conditions in your area. Contact the league scheduler or Executive Vice-President with an updated weather and road condition report. The board will then make a decision concerning the games on Saturday and possibly Sunday. Decisions will be made based on the reports of weather and road conditions, travel and game times. ALL DECISIONS WILL BE MADE BY THE EXECUTIVE BOARD – NO CLUB, SCHEDULER, OR TEAM MANAGER IS TO CANCEL OR RESCHEDULE ANY GAME. As soon as a decision is made, the club scheduler will be contacted by either their sector representative or the league scheduler. The club schedulers will then notify their president and coaches. THE LEAGUE SCHEDULER WILL ARRANGE RESCHEDULING AT A LATER DATE.
SATURDAY – If this plan is still in effect for games being played on Sunday, FOLLOW THE SAME PROCEDURE AS FOR FRIDAY.
REMEMBER THAT COMMUNICATION IS A KEY FACTOR OF THIS PROGRAM. FOLLOW THE PROCEDURE DESCRIBED ABOVE.
Please inform your organizations, coaches, or managers that the DVHL does have a system for dealing with inclement weather/road conditions. Remind them that ALL cancellations and rescheduling will be taken care of by the Executive Board, league scheduler and club scheduler. Your cooperation in this matter will be greatly appreciated.