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EXECUTIVE MEMBER CODE OF CONDUCT
1.0 FERGUS SKATING CLUB
MISSION STATEMENT
To promote self esteem and growth through skating and to provide an atmosphere of encouragement and fun for skaters and their parents.
2.0 PURPOSE OF THE CODE
To create and maintain a positive and successful learning environment, all stakeholders involved in our sport (athletes, parents, coaches, officials, volunteers and club staff) must share a common vision and understanding of their role, as their actions ultimately contribute to, or undermine, the existence of a positive skating environment. All volunteer club executive members, club staff and club members are responsible for establishing and maintaining ethical behaviour.
3.0 ETHICAL OBLIGATIONS TO THE SPORT AND FERGUS SKATING CLUB
3.1) At all times conduct oneself in a manner which does not have a material adverse effect on the sport of skating, or on the goodwill and reputation of Fergus Skating Club. Support and promote Fergus Skating Club, its programs and the sport of skating.
3.2) Be familiar with and conduct oneself in accordance with ISU, Skate Canada, Section and club/school rules, policies, regulations and programs so as to be able to produce a positive skating environment in a professional manner.
3.3) Initiate and support actions that are required to meet the needs of the athletes, the club/school and skating in general with coaches, judges/evaluators and Fergus Skating Club.
3.4) Recognize and support the importance of quality Skate Canada Programs in the club. To ensure these quality programs, facilitate the needs of your professional coaches and staff.
3.5) Ensure that all participants and professional coaches on club ice and on club committees are registered members of Skate Canada.
3.6) Board members are trustees of public confidence and securities. They must avoid any conflict of interest with respect to their fiduciary responsibility.
3.7) There must be no self-dealing or any conduct of private business or personal services between any Board member and the organization. Exceptions can occur only when there is openness, competitive opportunity, and equal access to information.
3.8) Board members must not use their positions to obtain employment within the organization for themselves or family members.
13.9) If a Board member is considered for employment, he or she must temporarily withdraw from deliberation, voting and access to applicable organization information.
3.10) Conflicts of interest will be addressed and managed directly, constructively, and tactfully. Where there is a real or potential conflict of interest, the Board member will declare this and temporarily withdraw from the Board meeting. Refer to Policies and Procedures, “Conflict of Interest for Directors, Committee Members & Trustees” [by-law 1402(2)(d)] in the Skate Canada Official Rule Book.
3.11) Board members may not attempt to exercise individual authority over the organization except as explicitly set forth in the organization’s policies.
3.12) Individual Board members do not have any authority to speak on behalf of the organization when they interact with staff, the public, the press and other entities, unless the whole Board has granted this authority.
3.13) Board members must not make any judgments of staff performance except if the performance is officially assessed against organization policies.
4.0 ETHICAL OBLIGATIONS TO ALL INDIVIDUALS
4.1) Exhibit the important character traits of honesty, integrity, fairness, reliability/dependability and cooperation when dealing with all participants in the sport so as to bring credit to the sport and the Association.
4.2) Treat everyone fairly within the context of their activity regardless of skating ability and participation goals.
4.3) Be a positive role model and encourage sportsmanship by demonstrating respect, courtesy, and positive support for all athletes, coaches, officials and volunteers at all times. Do not engage in actions (verbal or physical) that unfairly disadvantage a given athlete (orathletes) over another. Actively encourage athletes to learn and uphold the rules of theirsport and the spirit of such rules.
4.4) Refrain from engaging in conduct which constitutes personal harassment or abuseof power in relation to another Fergus Skating Club member.
For these purposes:
a) "Personal harassment" is defined as improper conduct (comment, conduct, orgestures), which is directed toward an individual, and which is offensive or harmful tothat individual, and which the person making the comment, conduct, or gestures knows or ought to know is unwelcome or unwanted.
b) “Abuse of power” is defined as conduct which involves the improper use of power,trust or authority inherent in a position held, which is directed toward an individual,and which endangers the job or performance of the individual, or undermines his orher job or performance, or in any way interferes with or influences the performance orcareer of that individual.
c) This conduct includes verbal, psychological and physical forms of behaviour, is demeaning, belittling, or causes personal humiliation or embarrassment, and may be on a one-time or continuous basis.
c) This conduct includes verbal, psychological and physical forms of behaviour, is demeaning, belittling, or causes personal humiliation or embarrassment, and may be on a one-time or continuous basis.
d) This conduct does not have to be made with the intent to harass or to abuse power, as the case may be, to constitute harassment or abuse of power;
e) The conduct takes place at or during the course of any Fergus Skating Club business or skating activity or event (including business or skating activities or events of member organizations); or, outside of those situations, when the conduct occurs between members of Fergus Skating Club, and the conduct adversely affects the Fergus SkatingClub skating environment.
4.5) Refrain from engaging in conduct which constitutes discriminatory or sexual harassment. Discriminatory and sexual harassment, whether verbal, physical, or institutional, isunacceptable and will not be tolerated by Fergus Skating Club.
a) Discriminatory harassment is defined as improper behaviour (comment, conduct, orgestures), which is directed toward an individual or group of individuals, and which is related to or motivated by the race, national or ethnic origin, colour, religion, age, marital status, family status, disability, or pardoned conviction of that individual or group of individuals, and which is offensive to that individual or group of individuals,and which the person making the comment, conduct, or gestures knows or ought to know is unwelcome or unwanted. This improper behaviour, which may be on a one-time or continuous basis, is insulting, intimidating, humiliating, malicious, degrading, or embarrassing. The improper behaviour does not have to be made with the intent to harass or discriminate, to be in violation of this policy.
b) Sexual harassment is defined as improper behaviour (comment, conduct, or gestures),which is directed toward an individual or group of individuals, and which is related to the sex or sexual orientation of that individual or group of individuals, and which might reasonably be expected to cause offense or humiliation to that individual or group of individuals, or which might reasonably be perceived by the individual or group of individuals as placing a condition of a sexual nature on employment, or on any opportunity for training or advancement. Sexual harassment may be directed at members of the same sex or the opposite sex. This improper behaviour, which may be on a one-time or a continuous basis, is insulting, intimidating, humiliating, malicious, degrading, or embarrassing. The improper behaviour does not have to be made with the intent to harass or discriminate, to be in violation of this policy.
5.0 ETHICAL OBLIGATIONS TO ATHLETES / PARENTS
5.1) Provide up-to-date quality Skate Canada skating programs to all members in accordance with delivery standards prescribed by Skate Canada.
5.2) With the assistance of the club's professional coaching team, provide the athlete and parent(s) with the information necessary to enable them to choose a realistic and affordable course of action to achieve their goals and objectives.
5.3) Be athlete-centred in all club decision making ensuring that each athlete is able to participate and progress at his/her own level and that no athlete is held back.
5.4) Communicate regularly and effectively with the athlete and parent(s) as to changes in Fergus Skating Club rules or club regulations, or other important or relevant information affecting the athlete’s participation in the sport.
5.5) Clearly outline all club programs including cost and method of payment prior to providing any services as agreed or contracted by an athlete/parent.
5.6) Clearly outline all club policies including parent responsibilities, athlete conduct, athlete grouping criteria, safety rules, carnival fees, test days, fees and fundraising activities, etc.
5.7) Ensure that a sufficient number of qualified coaches as per Skate Canada Program Delivery Standards are available to teach all Skate Canada programs within the club, including private and group instruction.
5.8) Inform all members regarding the club's constitution and by-laws and requirements for the club’s Annual General Meeting.
5.9) Implement an appeal process to deal with customers requesting special consideration.
5.10) Be aware of the influence one can exercise over an athlete and never abuse this trustor position of power.
5.11) Never advocate or condone the use of illegal drugs, banned or performance enhancing substances.
5.12) Abstain from the consumption of alcoholic beverages or use of tobacco in the presence of athletes in the training environment. Club executives and members should be role models for athletes and encourage healthy habits.
6.0 ETHICAL OBLIGATIONS TO PROFESSIONAL COACHES
6.1) Hire only Skate Canada professional coaching members who have paid the current Skate Canada coaching membership fees.
6.2) Follow the Professional Coach Recruitment Guidelines and communicate the club’s expectations and the professional coach’s responsibilities prior to the beginning of theskating year.
6.3) Provide a reasonable contract to professional coaches which does not infringe upon their right to earn a living. Negotiate those contracts in good faith and honour their terms. Refrain from firing a coach for unjust reasons.
6.4) Refrain from criticizing a professional coach's teaching methods and judgement regarding an athlete’s readiness for testing, competition preparation, and skill development unless done so with the coach's knowledge or permission.
6.5) Refrain from soliciting, directly or indirectly, a professional coach's athlete(s) for another professional coach.
6.6) Respect the coach/athlete and/or coach/parent relationship and promote good communication between these individuals.
6.7)Provide accurate information when advertising to attract coaches to a location.
6.8) Respect the selection of the coaches in the club for the Club Coach Representative position on the Club Board of Directors.
6.9) Hold club executive meetings at a convenient time so as to permit the Club Coaching Representative to attend.
6.10) Involve the Club Coach Representative in the process of developing policies, procedures and regulations for the operation of the club, to monitor the club’sprograms and overall performance.
6.11) Provide equal opportunity for all coaches to display a resume, flyer, brochure, or advertisement for their coaching services and/or lesson availability on a club bulletin board, club web site or club newsletter.
7.0 VIOLATION OF CLUB CODE OF ETHICS
7.1) Clubs must develop, implement and use a dispute resolution process.
7.2) All violations are to be dealt with according to the Dispute Resolution Process of theClub involved and/or Section as specified in the CSE policy. Contact your Club or Section Office for a copy of the Dispute Resolution Process to be followed.
7.3) If the Club's Dispute Resolution Process has been exhausted and the matter is not resolved, either party may direct their concern in writing to the Section Chairperson.
7.4) The matter will then be referred to the Section Conflict/Dispute Resolution Committee which shall consist of at least three persons in accordance with the Section's Dispute Resolution process.
7.5) The Section Conflict/Dispute Resolution Committee will review the matter and, if necessary, meetwith the parties involved.
7.6) The Section Conflict/Dispute Resolution Committee shall attempt to assist the parties in helping them to resolve the concern. The Committee shall then provide a recommendation and that decision is final and absolute.
7.7) A fee may be charged by the Section to the parties involved.
8.0 RESPONSIBILITIESOF CLUB DIRECTORS
8.1) GENERAL RESPONSIBILITESTO ENSURE...
x Club operates within the rules (constitution) of Skate Canada
x Club operates within the rules of its own constituents
x Club constitution is up to date and a copy is on file with the section and national
x Executive lists are sent to the section and national offices by the due date
x Board meetings are held regularly at a predetermined date (i.e. first Tuesday of every month) and a quorum is present at each meeting as determined in the constitution is present at the meeting (50% + 1)
x Board membership includes a member of coaching staff
x An Annual General Meeting is held by the date determined in the club constitution
x Financial statements are available at the AGM for membership review
8.2) RESPONSIBILITIES OF DIRECTORS TOWARDS SKATERS/MEMBERSHIP TO ENSURE...
x Skater is properly registered at the appropriate date with Skate Canada (Sept.1 or within 2 weeks of start of their skating program)
x Sessions are properly supervised with a coaching member or board member in attendance at every session
x That there are no obstacles to the development of the skater and that all skaters are encouraged to reach their full potential by attendance at every session
x Test day and competition information is available to all members
x Skater’s accomplishments are recognized by way of local newspaper, bulletin board, club newsletter etc.
x All policies of the club, section and national offices are made available to all members
8.3) RESPONSIBILITIES OF DIRECTORS TOWARDS COACHING STAFF TO ENSURE...
x Coaches are properly registered
x Coaches accreditation/documentation is kept on file and up-to-date
x Coaches have access to information about all the necessary training clinics to
x Coaches have signed contracts within a reasonable time each season
x Coaches are paid on time
x Coaches are made fully aware of expectations of the Board of Directors
x Coaches have access to current mailings from section and national offices
8.4) OFFICERS OF THE FIGURE SKATING CLUB
8.5) PRESIDENT
The club President is responsible for all club activities. A good President delegates responsibilityto committees and sees they are given the necessary authority and assistance to fulfill theirprovide for the needs of the club6respective mandates.
Responsibilities:
The president is an ex officio member of all committees (a member of all committees) and should offer guidance to committees in the areas of finance and planning to keep in line withyour club’s objectives.
The President also:
CALLS and PRESIDES over all club meetings, including the Annual General Meeting;
PREPARES an agenda for meetings so that meetings are organized;
CHAIRS club meetings, allowing suitable time for discussion and calls for a vote on motions;
SUPERVISES all members of the club executive;
ACTS as an ex officio member of all committees;
ATTEND Section AGM; Section Administration based events.
8.6) VICE PRESIDENT
Responsibilities:
In the absence of the club President, he or she carries out the duties of the President. Generally, the Vice President is being trained for the position of President.
8.7) SECRETARY
The Secretary deals with all correspondence subject to the approval of the President or his/her delegate, issues all notices for executive or general meetings, records minutes at all meetingsand is responsible for submitting reports required by Skate Canada rules or other regulations toSkate Canada and the Section.
Responsibilities:
COMPLETE all the club’s correspondence with the Skate Canada National Office, the Section and other organizations or persons;
RECEIVE and DISTRIBUTE Skate Canada mail to the respective committee chairpersons;
LIAISE with the club Membership/Public Relations Chairperson for the pertinent information on rule changes, changes in the test structure, etc. as received from Skate Canada;
COMMUNICATE with the Section executive;
MAINTAIN club files.
RECORD minutes of club executive meetings and club annual general meetings.
8.8) REGISTRAR
The Registrar is responsible for promoting and developing membership in the club by informing the public of club programs, special activities and dates of registration. The Registrar is also responsible for collecting membership fees and registering club members with the Skate Canada National Office.
Responsibilities:
APPOINT a committee and DELEGATE responsibilities;
BE RESPONSIBLE for individual membership in the Skate Canada;
ADVISE the Club executive regarding changes in membership rules and fee structure;
BE RESPONSIBLE for all matters concerning club membership;
PROMOTE membership by working in conjunction with the Fundraising and Public Relation Chairperson;
COLLECT fees as determined by the club executive;
MAINTAIN records of members’ addresses, telephone numbers, birthdates, membership status, fee receipts, application dates and Skate Canada registration numbers;
ISSUE membership cards;
ASSIGN members to sessions;
ISSUE invoices to members in arrears;
ISSUE receipts for fees paid;
SUBMIT fee receipts and detailed record of accounts to the club Treasurer for deposit in bank.
8.9) TREASURER
The Treasurer is the custodian of the funds for your club. The funds should be deposited in an account in the club’s name with a chartered bank. All withdrawals should be conducted by cheque signed by any two of: the President, the Vice President, or the Treasurer. The Treasurer must keep a correct account of all monies belonging to your club and report as required by the executive or the board of directors.
Responsibilities:
PREPARE a budget for the season;
KEEP a set of books to be audited annually;
MAINTAIN an account at a chartered bank;
PRE-NUMBER all cheques and receipts;
DEPOSIT all funds as soon as possible after receiving them;
PAY bills which have been authorized by the executive or board of directors;
PREPARE a financial statement for the club’s annual meeting;
ENSURE that the club abides by all tax regulations.
8.10) TEST CHAIRPERSON
The Test Chairperson is responsible for arranging and supervising all tests, obtaining judges and evaluators for Skate Canada tests through the Section Judges/Evaluators Chairperson, keeping club records of tests, preparing test records for forwarding to theSkate Canada and encouraging potential Skate Canada judges and evaluators.
Responsibilities:
APPOINT a committee and DELEGATE responsibilities, e.g. for provision of food forjudges/evaluators, icecaptains, etc.;
KNOW the Skate Canada rules concerning test days, obtaining officials and record keeping;
ORGANIZE a draft schedule for test days;
RECORD results of all tests on summary sheets and mail to the Skate Canada National Office as well as the Skate Canada Central Ontario office;
FINANCES, i.e. collecting and submitting test fees to Skate Canada;
ENCOURAGE club members to become judges/evaluators;
ENCOURAGE trial judging/evaluating and attendance at evaluator training clinics;
LIAISE with the club Ice Committee Chairperson, Music Chairperson and/or Judges Bureau concerning club and centralized test days;
ATTEND Section Test Day Seminars.
FSC Executive Member Conduct_ February 2014
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