Policies & Procedures

CARINE CATS BALL CLUB (Our Club)

POLICIES

1. MEMBER PROTECTION POLICY

1.1 Purpose of this policy

The main objective of our Member Protection Policy is to maintain responsible behaviour and the making of informed decisions by participants in our Club. It outlines our commitment to a person’s right to be treated with respect and dignity, and to be safe and protected from abuse. Our policy informs everyone involved in our Club of his or her legal and ethical rights and responsibilities and the standards of behaviour that are required. It also covers the care and protection of children participating in our Club’s activities.

1.2 Who this policy applies to

Our policy applies to everyone involved in our Club including committee members, administrators, coaches, officials (umpires/scorers), players, parents and spectators.

1.3 Extent of this policy

Our policy covers unfair decisions (e.g. team selection) and actions, breaches of our code of conduct and conduct that occurs at practice, in the club rooms, at social events organised or sanctioned by our club (or our sport), and on away and overnight trips. It also covers private conduct where that behaviour brings our Club or sport into disrepute or there is suspicion of harm towards a child or young person.

1.4 Club Responsibilities

Our Club will:

  • implement and comply with our policy;
  • promote our policy to everyone involved in our club;
  • promote and model appropriate standards of behaviour at all times;
  • respond to breaches or complaints made under our policy promptly, fairly, and confidentially;
  • review this policy every 12-18 months; and
  • seek advice from and refer serious issues to appropriate State or National Associations

Serious issues include unlawful behaviour that involves or could lead to significant harm and includes criminal behaviour (e.g. physical assault, sexual assault, child abuse) and any other issues that our state or national body request to be referred to them.

1.5 Individual Responsibilities

Everyone associated with our Club must:

  • comply with the standards of behaviour outlined in our policy;
  • treat others with respect;
  • always place the safety and welfare of children above other considerations;
  • be responsible and accountable for their behaviour;
  • follow the guidelines outlined in this policy if they wish to make a complaint or report a concern about possible child abuse, discrimination, harassment or other inappropriate behaviour.

2. PROTECTION OF CHILDREN

2.1 Child Protection

Our Club is committed to the safety and wellbeing of all children and young people accessing our service. We support the rights of the child and will act without hesitation to ensure a child’s safe environment is maintained at all times. We also support the rights and wellbeing of our volunteers and environment for all participants.

Our Club acknowledges that our members and volunteers provide a valuable contribution to the positive experiences of children involved in our sport. Our Club aims to continue this and to take measures to protect the safety and welfare of children participating in our sport.

2.2 Identify and Analyse Risk of Harm

Our Club will develop and implement a risk management strategy, which includes a review of existing child protection practices, to determine how child-safe and child-friendly the organisation is and to determine what additional strategies are required to minimise and prevent risk of harm to children because of the action of a volunteer or another person.

2.3 Develop Codes of Conduct for Adults and Children

Our Club will ensure that the Club has codes of conduct that specify standards of conduct and care when dealing and interacting with children, particularly those in the Club’s care. The Club will also implement a code of conduct to address appropriate behaviour between children.

2.4 Choose Suitable Employees and Volunteers

Our Club will ensure that the Club takes all reasonable steps to ensure that it engages the most suitable and appropriate people to work with children (in prescribed positions).

This may be achieved using a range of screening measures. Such measures will aim to minimise the likelihood of engaging (or retaining) people who are unsuitable to work with children.

Our Club will ensure that Working with Children checks/criminal history assessments are conducted for employees and volunteers working with children, where an assessment is required by law.

If a criminal history report is obtained as part of their screening process, the Club will ensure that the criminal history information is dealt with in accordance with relevant state requirements.

2.5 Support, Train, Supervise and Enhance Performance

Our Club will ensure that volunteers and employees who work with children or their records have ongoing supervision, support and training such that their performance is developed and enhanced to promote the establishment and maintenance of a child-safe environment.

2.6 Report and Respond Appropriately To Suspected Abuse and Neglect

Our Club will ensure that volunteers and employees are able to identify and respond to children at risk of harm.

Our Club will make all volunteers and employees aware of their responsibilities under respective state laws if they have suspicion on reasonable grounds that a child has been or is being abused or neglected.

In addition to any legal obligation, if any person feels another person or organisation bound by this policy is acting inappropriately towards a child or is breaching the code of conduct set out they may make an internal complaint. Please refer to our complaints procedure outlined in Section 6 of these policies. This will explain what to do about the conduct and how our Club will deal with the problem.

2.7 Supervision

Members under the age of 18 must be supervised at all times by a responsible adult. Our Club will provide a level of supervision adequate and relative to the members’ age, maturity, capabilities, level of experience, nature of activity and nature of venue. If an adult member finds a member under the age of 18 is unsupervised, they should assume responsibility for the member’s safety until the parent/guardian or supervisor can be found.

Parents must turn up on time to collect their child for reasons of courtesy and safety. If a member will be left alone at the end of a training session with just one child, they will ask another member to stay until the child is collected.

2.8 Taking Images of Children

Images of children can be used inappropriately or illegally. Our Club requires that members, wherever possible, obtain permission from a child’s parent/guardian before taking an image of a child that is not their own and ensure that the parent knows the way the image will be used. We also require the privacy of others to be respected and disallow the use of camera phones, videos and cameras inside changing areas, showers and toilets. (See Image Consent on Registration Form).

If the Club uses an image of a child it will avoid naming or identifying the child or it will, wherever possible, avoid using both the first name and surname. We will not display personal information such as residential address, email address or telephone numbers without gaining consent from the parent/guardian. We will only use appropriate images of a child, relevant to our sport and ensure that the child is suitably clothed in a manner that promotes the sport, displays its successes, etc.

3.PICKING UP OF CHILDREN POLICY

Our Club is committed to providing a safe environment for the participation of children and young people. Part of this is ensuring that children and young people are not left alone after practice or games.

Our Club will:

  • Make sure parents/guardians and children know the time and location of practice and games and when they can expect to collect their children.
  • Request coaches and other sporting personnel to arrive before scheduled practice or game times.
  • Give coaches/team managers a register of parent/guardian emergency contact numbers and make sure they have access to a phone.
  • Ensure that if parents/guardians are late, coaches/team managers will try to make contact with them and:
      • ask the second to last child and their parent/ guardian to wait with the coach/team manager and the child
      • get parents/guardians to collect their children from the club room (e.g. if there is a club room where other people will be).
      • avoid transporting children to their homes unless permission has been given by parents/guardians.Parents & Guardians will:
  • Pick your children up on time or make other arrangements.
  • Inform the coach/team manager about any changes in arrangements for picking up your child.

4. ANTI-HARASSMENT, DISCRIMINATION AND BULLYING

Our Club opposes all forms of harassment, discrimination and bullying. This includes treating or proposing to treat someone less favourably because of a particular characteristic; imposing or intending to impose an unreasonable requirement, condition or practice which has an unequal or disproportionate effect on people with a particular characteristic; or any behaviour that is offensive, abusive, belittling, intimidating or threatening – whether this is face-to-face, indirectly or via communication technologies such as mobile phone and computers. Some forms of harassment, discrimination and bullying are against the law and are based on particular characteristics such as age, disability, gender, sexual orientation, pregnancy, political or religious beliefs, race, and marital status.

Our Club takes all claims of harassment, discrimination, bullying and cyber bullying seriously. We encourage anyone who believes they have been harassed, discriminated against or bullied to raise the issue with the Club.

5. INCLUSIVE PRACTICES

Our Club is welcoming and we will seek to include members from all areas of our community.

  • People with a disability – Where possible we will include people with a disability in our teams and Club. We will make reasonable adaptations (e.g. modifications to equipment and rules) to enable participation.
  • People from diverse cultures – We will support and respect people from diverse cultures and religions to participate in our club and where possible will accommodate requests for flexibility (e.g. modifications to uniforms).
  • Sexual & Gender Identity – All people, regardless of their sexuality, are welcome at our club. We strive to provide a safe environment for participation and will take action over any homophobic behaviour.
  • Pregnancy – Pregnant women should be aware that their own health and wellbeing, and that of their unborn children, should be of utmost importance in their decision making about the way they participate in our sport. We recommend pregnant women to consult with their medical advisers, make themselves aware of the facts about pregnancy in sport, and ensure that they make informed decisions about participation.
  • Girls playing in boys teams – If there is not a separate sex competition, our Club will support girls playing in boys’ teams up until the age of 13 years (when federal sex discrimination law says if differences in strength, stamina and physique are relevant, then single sex competition is required). After this age our Club will consider each request on an individual basis including looking at the nature of our sport and other opportunities to compete.

6.RESPONDING TO COMPLAINTS

6.1 Complaints

Our Club takes all complaints about on and off-field behaviour seriously. Our Club will handle complaints based on the principles of procedural fairness (natural justice), that is:

  • all complaints will be taken seriously;
  • both the person making the complaint (complainant) and the person the complaint is against (respondent) will be given full details of what is being said against them and have the opportunity to respond (give their side of the story);
  • irrelevant matters will not be taken into account;
  • decisions will be unbiased and fair; and
  • any penalties imposed will be fair and reasonable.

More serious complaints may be escalated to an appropriate State or National level

If the complaint relates to suspected child abuse, sexual assault or other criminal activity, then our Club will need to report the behaviour to the police and/or relevant government authority.

6.2 Complaint Handling Process

When a complaint is received by our Club, the person receiving the complaint will:

  • listen carefully and ask questions to understand the nature and extent of the problem;
  • ask what the complainant would like to happen;
  • explain the different options available to help resolve the problem;
  • take notes; and
  • maintain confidentiality but not necessarily anonymity.

Once the complainant decides on their preferred option for resolution, the Club will assist, where appropriate and necessary, with the resolution process. This may involve:

  • supporting the person complaining to talk to the person being complained about
  • bringing all the people involved in the complaint together to talk objectively through the problem (this could include external mediation);
  • gathering more information (e.g. from other people that may have seen the behaviour);
  • seeking advice from our district, regional, state and/or national body or from an external agency (e.g. State Department of Sport or anti-discrimination agency);
  • referring the complaint to our appropriate State or National association; and/or
  • referring the complainant to an external agency such as a community mediation centre, police or anti-discrimination agency.

In situations where a complaint is referred to our State or National association and an investigation is conducted, our Club will:

  • co-operate fully;
  • ensure the complainant and respondent are not victimised;
  • where applicable, ensure the complainant is not placed in an unsupervised situation with the respondent(s); and
  • act on our State or National association’s recommendations.

At any stage of the process, a person can seek advice from or lodge a complaint with an anti-discrimination commission or other external agency.

6.3 Disciplinary Measures

Our Club will take disciplinary action against anyone found to have breached our policy or made false and malicious allegations. Any disciplinary measure imposed under our policy must:

  • Be applied consistent with any contractual and employment rules and requirements;
  • Be fair and reasonable;
  • Be based on the evidence and information presented and the seriousness of the breach;
  • Be determined by our Constitution, By Laws and the rules of the game.

Possible measures that may be taken include:

  • verbal and/or written apology;
  • counselling to address behaviour;
  • withdrawal of any awards, placings, records, achievements bestowed in any tournaments, activities or events held or sanctioned by our club;
  • suspension or termination of membership, participation or engagement in a role or activity;
  • de-registration of accreditation for a period of time or permanently;
  • a fine; or
  • any other form of discipline that our club considers reasonable and appropriate.\

6.4 Appeals

The complainant or respondent can lodge one appeal against decisions of or disciplinary measures imposed by our club to our State or National, association. Appeals must be based on either a denial of natural justice, because of unjust or unreasonable disciplinary measure(s) being imposed, or on the grounds that the decision was not supported by the information/evidence presented and available to the decision maker/club.

7. HEALTHY CLUB POLICY:

7.1 Sun Protection

The health of members and supporters is of primary concern to our Club. We will actively seek to promote, encourage and support sun protection during organised competitions.

WHERE POSSIBLE OUR CLUB WILL:

  • Schedule activities outside the hours of 10:30am to 2:30pm.
  • Provide an SPF30+ (or at least SPF15+) broad-spectrum water resistant sunscreen for members and make it available for the use of spectators. Players will be encouraged to use sunscreen before and during games.
  • Consideration to follow Cancer Foundation of WA guidelines for SunSmart clothing when choosing or designing uniforms. In particular, design uniforms with long sleeved shirts and higher collars.
  • Encourage members to wear a hat that complies with the Cancer Foundation of WA recommendations while participating in games.
  • Inform members of the need to drink adequate water during exercise and constantly remind members of their need to bring adequate supplies of water to training and games.
  • Provide portable shade structures for all teams at all competitions.
  • Encourage, coaches, umpires, officials and parents to be SunSmart role models. Advise competitors (and parents of junior members) about the SunSmart Policy at registration and encourage then to comply with it.
  • Consider the reasons for and appropriateness of any rules that prevent the implementation of sun protection strategies.

7.2 Sport Safety

Our Club will encourage all members to adopt practices that seek to prevent injury by:

  • Promoting the use of protective equipment including body padding, mouthguards, suitable clothing and footwear.
  • Encouraging warm up, stretching and cool down exercises as an important part of training and playing.
  • Encouraging all players with a prior or current injury to seek professional advice from a sports medicine professional and to be fully rehabilitated before returning to play.
  • Providing safe playing surfaces and first aid equipment at all competition matches.
  • Ensuring adequate public liability and player insurance (if available) for all members.
  • Providing officials with skills development courses to ensure a safe environment for players and to ensure that players are taught correct playing techniques.

7.3 Healthy Eating

Our Club acknowledges that healthy eating can have an impact on our health and that the provision of healthy foods will contribute to better health for all. Through our canteens we will ensure that a variety of healthy food choices are available. We will encourage the healthy eating message by

  • Providing bottled water as an alternative to other more sugary drinks.
  • When oil or margarine is used, it will be poly or monounsaturated (sunflower, safflower, canola, olive).
  • Use reduced fat options for dairy products (cheese and milk).
  • Use lean cuts of meat and skinless chicken.
  • Avoid the addition of sugar or the use of sugary foods.
  • Avoid salty foods.
  • Ensure that healthy food choices are displayed more prominently than other foods.
  • Ensure that healthy food choices are priced competitively.

7.4 Smoking

The health of members and supporters is of primary concern to our Club. We recognise that passive smoking is hazardous to health and that non-smokers should be protected from the involuntary inhalation of tobacco smoke.

The following policy applies to all venues and functions of our Club:

  • Smoking is prohibited within all indoor areas of the Club.
  • All functions held by our Club will be smoke free and no ashtrays will be placed anywhere in the buildings.
  • Smoking is prohibited in the vicinity of the playing or training areas within a distance where it would be reasonable to expect that players and spectators could be affected by tobacco smoke. Tobacco users must be mindful of wind conditions when determining what is a reasonable distance for the circumstances.
  • No tobacco products will be sold on the premises or at any function.
  • Appropriate non-smoking signage will be displayed within club premises.
  • The policy will be actively promoted in club newsletters and website(s)
  • Coaches and other officials are encouraged to act as positive role models for the smoke free message, particularly whilst with juniors.

7.5 Alcohol

Alcohol-free social events will be provided for young people and families.

Serving Alcohol

  • Alcohol will be served in compliance with the requirements of our Club’s liquor licence and in accordance with the safety and well being of patrons.
  • We will not endorse or support events, celebrations or end of season trips that involve excessive consumption of alcohol.
  • Our Club supports the responsible consumption of alcohol and takes seriously any inappropriate behaviour that results from excessive drinking.
  • Only trained servers will be permitted to serve alcohol. They are not permitted to drink while serving alcohol.
  • The liquor licence will be displayed at the bar.
  • Excessive or rapid consumption of alcohol will be discouraged.
  • A person aged under 18 will not be permitted to be behind the bar under any circumstances.

Intoxicated Patrons

  • Alcohol will not be served to any person who is intoxicated. Signs of intoxication include slurred speech, impaired balance, poor coordination, reduced inhibition, aggressive, belligerent and disrespectful behaviour.
  • Servers will follow procedures, provided in their training by the Liquor Licensing Commission, for dealing with and refusing alcohol to intoxicated patrons.
  • Intoxicated patrons will be asked to leave. Safe travel options will be suggested.

Underage Drinking

  • People aged under 18 will not knowingly be served alcohol.
  • Staff will request proof of age, where appropriate, and only photo ID will be accepted.

Safe Transport

  • We will prominently display taxi phone numbers in the venue.
  • Club members and bar staff will encourage intoxicated patrons to take safe transport home

Food and Other Drinks

  • A range of snacks and meals will be available when alcohol is served.
  • The club will provide a selection of low-alcohol and alcohol-free drinks, such as fruit juice and soft drink, at the bar and at social functions. Free jugs of water will also be available.
  • Tea and coffee will be provided at the bar during social functions.

Promoting the Responsible Use of Alcohol

  • Posters about responsible drinking and standard drinks measures will be prominently displayed.
  • We will not advertise, promote or serve alcohol at junior events or activities.
  • We will educate members and supporters about our alcohol policy through our website, newsletter and other club communication.
  • All members and sporting personnel are required to comply with the following.
  • Drink and behave responsibly at all club functions, events and away trips.
  • Do not supply alcohol to team members if they are aged under 18.
  • Do not drink alcohol at the club, club functions, matches or while away on trips if you are aged under 18.
  • Do not bring alcohol or drink alcohol while at games (e.g. as a spectator, in your role as a coach, as an official or as a volunteer).
  • Do not encourage others to drink alcohol excessively.
  • Do not encourage or take part in team bonding activities that involve alcohol.
  • Do not spike another person’s drink.Our Club will take action for breaches of behaviour and responsibilities outlined in this policy.

Non-Compliance

  • If members or sporting personnel become drunk at the club or other social events they will be asked to leave. Ongoing instances of intoxification will be in breach of our Code of Behaviour and can result in disciplinary action (e.g. suspension or termination of membership).
  • Spiking of drinks is a criminal offence that can be reported to police by victims. It can lead to serious police charges being laid against the offender/s. Separate action can be taken as a breach of our state sporting organisation’s and our club’s Member Protection Policy to provide for the protection, safety and welfare of members.
  • Serving alcohol to a minor is a criminal offence that can be reported to the police and the relevant liquor licensing authority by victims and their parents. It can lead to heavy fines. Separate action can be taken as a breach of our state sporting organisation’s and our club’s Member Protection Policy to provide for the protection, safety and welfare of children.
  • Any person aged under 18 found to have consumed alcohol while at a club function or on a trip in the care of the club (e.g. while attending a country carnival) may be suspended for the remainder of the competition/tournament. The young person’s parents shall be advised and will be responsible for getting their son/daughter home at their own expense.
  • Any member or sporting personnel found to have behaved inappropriately because of over-consumption of alcohol (e.g. sexual harassment, verbal abuse, physical assault, neglect of a child) will face disciplinary action as outlined in our Member Protection Policy or Code of Behaviour.

7.6 Other Drugs

  • The use of illicit drugs and performance enhancing drugs is not permitted by our Club members.
  • Team managers must be made aware of the use and administration of prescribed medications during training and games.Breaches of the policy will be addressed through our Club’s Sub Committees (division
  • Adult players, coaches and club members are expected to set appropriate examples and act as role models for junior club members.

8. COMMUNICATION POLICY

Electronic communication is essential for sharing Club news and information with our members. Our communication will be timely, appropriate and related to Club business.

Our Club uses a range of electronic tools to communicate with our members.

Our communication will protect members’ privacy, maintain clear boundaries and ensure that bullying and harassment does not occur.

A webmaster will be appointed to provide accountability and control over material published on our Club’s website and any related discussion groups or social media websites, such as Facebook, YouTube or Twitter.

8.1 Website

  • Our website will include current information on social events, committees, policies, constitution, rules and by-laws.
  • No offensive content or photos will be published.
  • We will seek feedback from members to improve the information available on the site.

8.2 SMS and Email

  • Committee members, coaches and team managers may use SMS and email to provide information about competition, training, club-sanctioned social events and other club business, however:
  • SMS messages should be short and about club/team matters.
  • email communication will be used when more information is required.
  • communication involving children will be directed through their parents.

8.3 Social Media Websites

  • We treat all social media postings, blogs, status updates and tweets as public ‘comment’.
  • Postings (written, photos or videos) will be family-friendly and feature positive club news and events.
  • No personal information about our members will be disclosed.
  • No statements will be made that are misleading, false or likely to injure a person’s reputation.
  • No statements will be made that might bring our club into disrepute.
  • Abusive, discriminatory, intimidating or offensive statements will not be tolerated. Offending posts will be removed and those responsible will be blocked from the site.Electronic communication:
  • CCBC expects our members to conduct themselves appropriately when using electronic communication to share information with other members or posting material on public websites connected to the club.
  • should be restricted to club matters.
  • must not offend, intimidate, humiliate or bully another person.
  • must not be misleading, false or injure the reputation of another person.
  • should respect and maintain the privacy of members.
  • must not bring the club into disrepute.Members may face disciplinary action for sending inappropriate electronic communication or posting online content or comments that harass, offend, intimidate or humiliate another member, as outlined in our member protection policy or code of conduct.In addition, members who publish false or misleading comments about another person in the public domain (e.g., Facebook, YouTube or Twitter) may be liable for defamation.
  • Under certain circumstances, cyber bullying (e.g. bullying that is carried out through an internet service such as email, a chat room, discussion group, instant messaging or website) is a criminal offence that can be reported to the police.
  • Coaches and others who work with children and young people must direct electronic communication through the child’s parents.