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AJAX/PICKERING Dolphins Minor Football Club

Visit us at www.dolphinsfootball.ca or contact our hotline at 905-999-7657 1

Ajax/Pickering Dolphins Minor Football Club Inc.

(Herein referred to as “the Dolphins" or “the Club”)

BY-LAWS

2012

PREAMBLE

These By-Laws as created and as modified from time to time as allowed under the Constitution of the club shall form the operating basis of the club. The Articles of Incorporation of the Club and the Club’s Constitution supersede the club’s by-laws. Where a conflict or discrepancy exists between the foregoing and these by-laws, the foregoing documents shall prevail.

From time to time the Board of Directors may create operating policies to help with the smooth functioning of the club. Wherever practical, all such policies should be appended to these by-laws, such that the policies and procedures of the club are documented in one place only. Where such policies are not part of these by-laws, they may not be created to override these by-laws. Where any such policy or policies contradict these by-laws, these by-laws shall supersede any such policies.

The creation and annual review of these by-laws rest solely with the Executive Committee as defined in the Constitution of the Club. The Board of Directors through a majority vote of a quorum of members as defined in the Constitution shall annually approve these by- laws.

These by-laws shall apply to all members of the club, including players, their parents, whether domiciled or not, the club’s Executive and Board members, coaches and volunteers.

SECTION 1 – Leagues and Rules

1. The organization shall provide a forum for athletes to play football at various levels of development.

2. The organization shall run a house league program that shall be based on the principles of fair and equitable play.

3. The House League rules shall be based on the white book rules or any other rules as deemed fit, and modified with Board approval, from time-to time.

4. The Board of Directors acting jointly, may from time to time add or subtract teams from any league.

5. Where possible and feasible, ‘Rep’ teams will be formed to allow for ongoing player development. The rules and By-laws of such league shall apply to all such teams. It is the responsibility of the Director or Governor to ensure that league rules do not violate the rules or By-Laws of the Club.

SECTION 2 - Registration

A - FEES

1. Registration fees will be set by the Board of Directors prior to the start of the season.

2. All fees must be paid at time of registration or a suitable payment arrangement must be made. Only the Executive Committee of the Club, as defined in the Constitution of the Club, is authorized to make payment arrangements.

3. Payment arrangements will be made with a family’s financial needs in mind. No youth shall be barred from playing or participating in the organization because of an inability to pay. Reasonable payment terms will be developed as necessary based on a family’s needs.

4. Payment plans must be brought and kept up to date at all times. Payments that are



on a pre-arranged schedule as permitted under these by-laws will normally be due at the practice preceding any game or on the day on which the practice would ally be held if the practice is rained out or cancelled for any reason. Failure to meet the payment schedule will result in the inability to dress for the game.

4. Where a player has a payment plan, the players fees must be paid in full by the half way point in the team’s season. After the half way point in the season, the player will not be allowed to dress for games until such time as fees are paid. If the payment plan falls into arrears, the player will not be allowed to dress for games until the plan is brought up-to-date.

5. No player shall practice with any Dolphin teams until they are duly registered with the club and fees are paid or until a suitable payment arrangement as described above is reached.

6. No player shall receive any equipment until such time as their fees are deemed to be paid as defined above.

7. All players must be insured following the club’s insurance policy.

8. Any player who has outstanding fees or equipment from any previous system shall not be entitled to register or to sign out equipment until such time as arrears are paid and the season fee is paid in full.

B- REFUNDS

1 Refunds may be given to any player who is cut from any Dolphin’s team, less any applicable tryout, obligatory or outstanding fees or dues.

2 The first instalment of $150 is a non-refundable tryout fee. This fee is due at

registration for all rep programs.

3. Refunds, less any incurred cost, will be given to any player who has to quit due to

medical reasons, and who provides a doctor's note explaining said reason, prior to

the start of league play.

4. Any player who leaves the Dolphins for personal reasons (i.e. doesn't like the game; feels out of place; etc.) prior to the distribution of equipment will be given a refund minus an administration charge, determined by the Dolphins.

5. Any player who quits or leaves their team after the distribution of equipment but prior to the start of league play will be given a partial refund, as determined by the Dolphins. This includes house league players who quit during the “combine”/evaluation/team assignment process.

6. Any player who quits after the start of league or house league play will not be

entitled to any refund regardless of the circumstances

7. No refunds shall be issued under any circumstances until a person’s payment has cleared the

bank.

8. No refunds shall be issued until the Registrar confirms that all club equipment / property has

been duly returned.

9. If a cheerleader withdraws from the program for any reason during the indoor training

period or BEFORE the first outdoor practice/game, an admin fee will apply and will be

deducted from any refund.(No Exceptions)



10. Since a custom made uniform has be ordered in advance for all cheerleaders this cost will

also be deducted from the refund and the uniform will belong to the cheerleader (approx.

$125 summer/$80 COMFL). The remaining balance of fees will only be refunded after

pompoms or club equipment / property are returned to the Ajax Pickering Dolphins

Football Club and any payment made to the club has cleared our bank.

11. Any player or cheerleader who receives a refund under this policy relinquishes their right

to any trophies, medals, photos, banquets, fundraising befits, etc. that are made available

to the team / squad during or after the season.

12. All refunds request must be reviewed and approved by the Executive of the club.

C - PLAYER ELIGIBILITY

1. The club shall offer equal opportunity for participation based on ability for Rep teams. The coaches retain the right to select the most appropriate athletes for each team based on the individual’s skill level.

2. Under no circumstances may the organization or its representative discriminate against any member based on their race, gender, sexual orientation, ethnicity, disability, religion or financial circumstance.

3. For House League play, player eligibility ages and weights will be the same as those outlined by the By-laws of the Central Ontario Minor Football League, and as modified from time to time by the Board of Directors.

4. For Rep level play, players must follow the playing age(s) of each league. Under no

circumstance may any coach, or other member of the organization knowingly allow

an ineligible player to play or represent themselves as an eligible player.

5. Proof of player age must be provided at the time of registration for all Dolphin’s football levels. Such proof will be photocopied and kept on file. Acceptable forms of proof include any Canadian government issued identification that has a picture.

SECTION 3 - Equipment

A - DISTRIBUTION

1. All equipment that is signed out and loaned to players remains the property of the

Dolphins and will be loaned to player only for use in Dolphin team practices and games.

2. Players who are signing out equipment must fill out an Equipment Issue Form and must sign

for their equipment. In the event that the player is a minor, the parent or legal guardian of

the player must sign for the equipment.

3. All equipment remains the property of the Dolphins and may be loaned to players for use in

their respective high school football team practices and games or other football camps,

representative teams or events only for a non-refundable fee as determined by the

Dolphins.

4. Where Dolphins football equipment is to be used for non-Dolphins events, a player waiver

must be signed by the player or where the player is a minor, by their legal guardian. Such

waiver must absolve the club and it’s directors of any liability due to the use of the

equipment.

5. Equipment distribution dates and times will be determined by the Executive.



6. Equipment is not to be distributed to any player who has not paid their registration fees in

full. The Director of Registration will be responsible for informing the Director of Equipment,

The Executive, The Director of Coaching and the Head Coach of any player who has not paid

their registration fees prior to the distribution of team equipment. This includes outstanding

fees from the player or his family for prior years.

7. All equipment distributed on a loan basis to players will be the responsibility of those

players.

8. All equipment signed out must be accompanied by an adult signature and a deposit cheque

in an amount determined by the Board of Directors.

9. Players who have club arrears or who have had a club history of arrears may be asked to

provide a cash or in kind deposit for their equipment

10. All team equipment (footballs, kicking tees, etc.) distributed to head coaches will be the

responsibility of those coaches.

11. Jersey number selection should be done using the following method: the oldest returning

playerschooses first. Then the oldest new players. In the event that two players meet the

same choosing criteria, and have requested the same jersey number, then length of service

with the club shall be the determining factor. If the players have the same length of service

then a coin toss shall be used to determine which player gets the jersey.

B - LOST OR STOLEN EQUIPMENT

1. It is the individual player or their family who may be asked to pay the replacement cost for

any equipment that he/she loses or has stolen during the course of the football season.

2. It is the head coaches who may be asked to pay the replacement cost for any team

equipment that is lost or stolen during the course of the football season.

C - BROKEN EQUIPMENT

1. Any player who has broken equipment must notify the team coach or equipment manager.

The coach or equipment manager will determine if minor repairs can be made. If minor

repairs cannot be made, the Equipment Director must be notified so proper repairs and/or

replacement can be made.

2. Under no circumstances should any player either practice or play with broken or missing

equipment.

D - EQUIPMENT RETURN

1. Any player who is loaned equipment by the Dolphins and leaves his/her team before the

end of the season must immediately return their equipment.

2. All players will be expected to return all team equipment at the time and place requested

by the Dolphins at season's end.

3. All coaches will be expected to return all team equipment at the time and place requested

by the Dolphins at season's end.

4. Equipment deposit cheques will be returned at the time that all equipment is returned in full. Failure to return equipment will result in the cashing of the equipment deposit cheque. The player or his parent or guardian will be responsible for all cost associated with the collection of unreturned equipment.



5. Any player who fails to return his/her equipment after two requests may be subjected penalties, including financial penalties or to legal action.

E – Equipment Maintenance

1. The Director of Equipment shall be responsible for maintaining an inventory of the club’s equipment.

2. The Director of Equipment shall ensure that all equipment is in good repair prior to the

equipment being issued to players

3. The Director of Equipment shall annually ensure that all of the equipment meets the provincial standards for use. This includes ensuring the proper certification and / or recertification of any equipment.

4. The Director of Equipment shall ensure that players are suitably fitted for all of their equipment.

F – Disposition of Equipment and Property 1. It is the responsibility of the Director of Equipment to make recommendations on the

disposition of equipment and other club property.

2. All equipment dispositions will be done with documentation and will be done following standard legal practices.

3. At no time should equipment be dumped or disposed of in an unsafe or illegal manner.

4. Equipment that is deemed not fit for use must be destroyed.

5. Pictures and trophies that are not picked up will be held by the club for a maximum of 1 year. After 1 year at its sole discretion, the club may dispose of or recycle this property.

SECTION 4 - Coaching

A - SELECTION OF COACHES

1. All coaches who wish to coach and have not previously coached in the Dolphins’ program will be required to submit an application to the Dolphins Coaching Selection Committee. These applications will reviewed and considered by the Committee, and all successful candidates will be notified.

2. All Rep Head Coaching applicants will be required to attend an interview to be conducted by a coaching committee.

3. The Board of Directors will appoint the head coaches of all Rep teams from a list

supplied by the coaching committee that resulted from the interviews in section

four, subsection A, article two.

4. Head coaches will select their coaching staff with the help and approval of the Coaching Committee.

5. All coaches will be required to supply the Board of Directors with a current police reference check. Such check must be current within the last 2 years and may be no more than 18 months old. Where the coach does not have a current police check, the coach shall provide an application for a current check within 2 weeks of being appointed to the position and shall turn in a fully completed check within 30 days of appointment. Where there is a proven delay in obtaining the check, the Board may grant a reasonable extension upon request.



6. No individual shall be allowed on a Dolphins team side-line who is not a duly appointed member of the coaching staff.

7. Each member of a team’s coaching and managerial staff shall be issued a Dolphins’ coaching card with their name printed on it. Such card will act as proof that said coach or managerial is authorized by the club to act as a coach or manager for that team. Such cards may only be issued annually.

B - COACHING CODE OF ETHICS

1. All coaches will follow the coaching code of ethics as developed and modified by the club from time to time.

2. No coach is to be alone with a player who is not their child or step child or for whom they are not a legally registered guardian, at any time either on or off the field, in a car or at the coach's home, without the expressed written consent of the legal parent or guardian of the child. Always have another coach or players with you. This is for the protection of the players as well as the coaches.

3. All coaches who coach within the Dolphins organization do so voluntarily and may

not seek financial personal gain from the Dolphins, parents or players, or any

sponsor the organization may have obtained.

C - COACHING CERTIFICATION

1. All Rep Head Coaches are expected to be N.C.C.P Certified or working their way toward certification.

2. All assistance coaches are expected to be N.C.C.P Certified or working their way toward certification.

3. Articles one and two are not required if a coach is an accredited University or Professional Football Coach or has played professional football. Proof of such will be required.

SECTION 5 – Tryouts and Season

A – Tryouts

1. The Rep tryout schedules shall be set by the Club’s football operations team, in conjunction with the Executive of the club.

2. The House League tryout schedule shall be set by the Director of House League,

working with the Club’s football operations and Executive team.

B - PRACTICES

1. The Rep season practice schedule shall be determined by each head coach, in conjunction with the Director of Coaching and the Vice-President of Field Operations.

2. Rep tryout schedules will be coordinated with the football operations team. This

will include the splitting of multiple teams.

3. The House League practice schedule shall be determined by the Director of House League in conjunction with the Director of coaching and the Vice-President of Field Operations

C -- GAMES



1. All regular season and playoff games for the Dolphin Rep program are determined by the various leagues that they play in. The football operations team shall meet with the Vice-President of Field Operations to determine playing locations, days and times for OV and OMFL.

2. COMFL normally sets the playing days and time of their games, however the Football

Operations team shall work with the Vice-President of Field operations to determine the playing locations.

3. Any team wishing to play exhibition games must have the approval of the Executive of the club.

4. Any team wish to alter the regular season schedule will require Executive approval and may have to absorb any incremental costs associated with the change.

5. The Director of House League shall create the annual game and practice schedule for

the house league program annually.

SECTION 6 - Fundraising

A - CLUB FUNDRAISING

1. All teams will be expected to participate in any fundraising the Dolphins do during the course of the season.

2. Any individual teams wishing to do their own team fundraising will need Board approval before commencing any fundraising.

3. Individual will be expected to take part in all mandatory fundraising activities. Players

may opt out of fundraising activities by paying the fundraising fee.

4. All fees collected for team fundraising must be deposited with the Treasurer. Under no circumstances will team managers, coaches or parents be permitted to spend fundraising dollars without the permission of the Treasurer.

5. It is the responsibility of the club to pay all agreed upon expenses for any fundraising activities.

6. Players of legal age or the parent or guardian of a minor may participate in a bingo session to offset their fees. No player or family may have more bingo sessions in a season then the amount of players/cheerleaders they have registered without Executive approval

SECTION 7 – Criminal Background Check

A – Who Must Provide

1. Whereby Board members, The executive and the volunteers of the organization, including

coaches, managers, and other volunteers are charged with working with a vulnerable

sector (namely children), it is hereby agreed by this board that henceforth all named

volunteers shall provide to the organization a compulsory police or other suitable

reference check (suitability is the sole determination of the board or any committee(s) of

the board).

2. All such checks must prove suitable to the board and it is the sole discretion of the board

to determine suitability to hold all positions named, within the organization, however,

such suitability may not be unreasonably denied and may not be withheld without appeal.

3. All board members, the executive and volunteers must provide reasonable proof of an

application for a criminal background check (hereinafter referred to as a CBC) within 30



days of their appointment, election or selection to office. The board may accept proof of

application for the CBC pending a reasonable delivery of the final check. A thirty day

maximum time frame will be allowed for delivery of the final CBC; however, reasonable

request for an extension of proof of the CBC will not be unreasonably withheld.

4. An applicant, Board member, member of the executive or other volunteer may be

conditionally offered their position, pending provision of a suitable CBC given the

foregoing.

5. This policy will be implemented and monitored by the board of directors. The collection

and review of all CBCs shall rest with the President or someone designated by the

President. The following policies and procedures shall govern the collection and review of

all CBCs:

B – Decision Process

1. Upon receipt of the background check information, personal references, and other

information assembled by the Club or Committee Member, the Dolphins Board or

committee of the board is responsible for making the decision regarding the individual’s

eligibility. Any possible disqualification may be discussed with the Dolphins Executive

before the individual is notified. The individual must be notified before and after any

potential adverse action is taken. The individual must be provided a copy of the findings

from the background check provided by the vendor or the RCMP or Local Police.

2. Disqualification from Board, Executive, Coach, Manager or Volunteer Participation. The

following standards shall apply if the Dolphins Board or committee of the board learns

(via a criminal background search, personal reference, or otherwise) that a prospective

volunteer or host has been convicted of, has pled guilty to, has deferred adjudication for,

or has pled no contest to one of the following crimes under the laws of any province or

Territory in Canada, within the United States, or any other nation or sovereign.

C - Automatic disqualification:

Crimes against children Criminal offenses against persons Criminal offenses against the family Crimes defined as public indecency Crimes using weapons Arson Any violent crime or felony drug-related offense other than those identified below Residing on the same premises as a Registered Sex Offender

D - Possible Disqualification:

1. The decision whether to allow participation shall be within the exclusive and absolute control of the Dolphins Board for first offense of DRIVING WHILE INTOXICATE, DRIVING UNDER THE INFLUENCE, or possession of a controlled substance under two ounces, and crimes against property (such as theft, fraud, embezzlement, forgery), The date of disposition, severity, and final disposition will be significant factors.

E - Other:

1. For all other criminal offenses (except traffic violations classified as misdemeanours), the Dolphins Executive will review the applicant’s situation on a case-by-case basis. If a person is charged with any criminal offense, other than traffic violations classified as misdemeanours, involvement with the Dolphins as a volunteer or host will be temporarily suspended pending disposition of the case.



2. Challenging the Accuracy of the Criminal Background Record. Any individual who disputes or desires to contest the information provided by any vendor to the Dolphins or reference supplied by the individual must contact the vendor or reference who provided the information. It is the individual’s responsibility to challenge the report received from the vendor or reference and to arrange for any corrections, if necessary. An individual who disputes his or her disqualification by the Dolphins must provide written notice to the Dolphins Executive within ten (10) days of being advised of his or her disqualification. An individual so disqualified may not act or serve in any official capacity during the appellant period.

3. Confidentiality. The Dolphins will maintain the confidentiality of all criminal background

check information, including information regarding disqualification decisions. Such

records will be maintained in files that are exclusively devoted to the individuals vetted.

However, it should be noted that the checks only show existing public records and do not

include things such as credit information, driving licenses suspensions, or medical records.

4. Records Retention. The Dolphins will retain the records of any criminal background check in a secure file for a period of ten (10) years or longer if Provincial, Territorial, or Federal laws require a longer retention schedule for such records. The Dolphins will retain these records in electronic or hard copy form depending on which form is most suitable for preservation of the records and consistent with applicable laws. At the end of the scheduled retention period, the Dolphins will destroy the records unless there is pending or threatened litigation.

5. Frequency of Background Checks. Criminal background checks will be done for all named volunteers with continuous service in the program at least every two (2) years and/or prior to expiration of any current check held by the club. In the event of any change of position within the Club, a new check may be requested at the time of the change.

6. Background Checks Vulnerable Sector Eligibility. All CBCs must be National in scope and

must include a minimum of 5 years of history. All CBCs must indicate that the applicant

will be working with a vulnerable sector, namely children. Where necessary the Club

must be named on all applications.

7. Exceptions to Background Checks. There may be instances where a locally acquired CBC is not available or does not provide sufficient background. In such instances a third party CBC may be accepted, solely at the discretion of the Board, and shall be at the sole expense of the candidate.

F – Collection:

1. The Director of Coaching working with the Football Operations Team is responsible for collecting all Rep Coaching Police checks

2. The Director of House League is responsible for collecting all House League Coaching and Manager checks

3. The Director of Community Events and Volunteer Coordination is responsible for collecting all Rep Team and all other non-board level volunteer checks.

4. The Executive Secretary is responsible for collecting all Board level police checks.

5. The Executive Secretary shall pass her police check to the President for review, as per this policy.



6. The Executive Secretary shall review all police checks collected by the organization. The Executive Secretary shall securely file all checks collected.

7. In the event that a candidate meets any of the disqualification criteria listed herein, the Executive Secretary must immediately inform the candidate that they are not eligible to hold the position. The Secretary will also be responsible for informing the Executive, who shall inform the appropriate parties.

8. If the candidate disputes their disqualification then the policy detailed above in this section, sub-section E, paragraph 2 shall be followed.

SECTION 8 – Logo, Trademarks, Proprietary and Confidentiality

A – Logo, Trademarks and Proprietary Information

1. The club has certain proprietary rights around such properties as its logo, its website and other designs. The club solely is the owner of such marks and properties and no member, coach, director or executive shall use such marks or properties for personal gain.

2. These properties may not be used, altered, modified, superimposed or otherwise

changed without the expressed written consent of the Board of Directors of the club.

3. The website, facebook pages, youtube channels and other on-line presence created by any member shall be the property of the club and shall only be used for club purposes. Any such page shall be under the direct control of the club through the Executive or someone designated by them.

4. Members of the club may from time-to-time be exposed to information that is privileged, confidential or proprietary to the club. This information may be passed knowingly or unknowingly to members. All members in receipt of such information agree to keep all such information in confidence and agree not to reveal or expose such information without the expressed written consent of the board of the club.

5. Some members may have access to passwords, combinations and other limited access, including keys that are the property of the club. Members must agree to use all such instruments for club purposes only and to cease and desist from their use when their membership ends or when requested to do so by the club.

6. The club may provide pictures, trophies, medals and other items to players as a commemoration to their season. A player may receive some or all of these items. When these items are awarded it is the player’s responsibility to collect such items at the place and time designated by the club or team. In the event that the player does not pick up awarded items as prescribed here, it is the player’s (or their guardian’s) responsibility to make reasonable arrangements to pick up such awards. The club shall endeavour to keep safe for a period of 1 year all such awards, after which time the club will dispose of the awards as it sees fit. This may include the reuse of such awards, where practical, the sale of those awards, the donation of those awards, or any other method deemed fit.

7. It is the responsibility of team managers to turn over all unclaimed awards to the Director of Community Events and Volunteer coordination within a month of the date set for any such awards. The Director shall safely store and document all such items for future pick-up or disposition detailed above.

SECTION 9 – Insurance

1. It is the responsibility of the Secretary of the club to annually review the club insurance needs and make recommendations to the Board as to any necessary changes to improve or strengthen the club’s policy.



2. The club must maintain insurance for all of its members. Anyone who is deemed uninsurable by the club shall be barred from membership.

3. The club must maintain and Errors and Omissions policy for all board and executive

members. Such policy shall save all executive and board members harmless, except in cases of gross negligence.

4. Gross negligence is defined as a reasonable person ought to know or ought to have

known that the actions that they took would cause harm.

5. The club must maintain insurance on all of its facilities and properties. Such insurance policies are to be annually reviewed.

SECTION 10 – Bingo

1. The Club will continue to maintain its relationship with Delta Bingo as a fundraising endeavour.

2. The Director of Revenue will work with the Secretary of the Club to ensure that all

necessary applications, paperwork, licenses and permits are completed and filed as necessary, such that the club’s Bingo revenue is not jeopardized.

3. The club shall offer as many members of the club, or their parent or guardian, where

the member is not of age of majority, an opportunity to participate in bingo on a first come first serve basis.

4. Each family shall be offered an equal opportunity to participate in bingo and no family shall be offered additional bingo sessions until such time as every member has had an opportunity to either do or decline to do a bingo session.

5. The club will compensate each member who completes a bingo session $75, payable

by cheque after the session is completed. 6. Members who fail to complete their bingo session will not be compensated and may

not be offered future sessions only based on availability.

SECTION 11 – Volunteers and Community Involvement

1. The club shall offer students the opportunity to earn community hours for their high school credits on an equal basis.

2. The Director of Community Events and Volunteer Coordination is responsible for

coordinating and tracking all such community hours earned. 3. All members and their parents are expected to participate in club community activities

and events.

SECTION 12 – BBQ

1. The club operates a bbq for the benefit of its fans, visitors and guest. 2. The bbq must be operated by the club and its volunteers or someone selected by the

club to operate as a concession. 3. Where the club operates the bbq, it is the responsibility of the Director of

Refreshments to ensure that all health department regulations, as they apply to the operation of a food establishment are met and adhered to.

4. It is the responsibility of the Director of Refreshment or someone designated by the

Board, to ensure that the food that is sold at the bbq is of the highest quality and does not pose a threat to the public.



SECTION 13 – Gifts, Donations, Bequeaths

1. From time to time the club may be asked to make donations to member families in need. When such requests arise the Executive will look at such request on a case by case basis and make a recommendation to the Board to provide financial relief for fees or other obligations.

2. The club may from time to time participate in fundraisers for other charitable

organizations. All such programs should be in keeping with the club’s goals and must be approved by the Board.

3. Where a member is involved in an accident requiring hospitalization or which results in

the death of a member, the Board may by majority vote, spend a limit of $100 for a gift to the family of the member involved. This applies to minor members and their parents and board members and their spouses or parents.

4. Where a Director or Coach or other nominated volunteer serves the club for more than five years, on leaving the club in good standing, the volunteer may be, recognized with a token of the club’s appreciation for such service, such recognition should not exceed $100 and must be approved by a majority of the Board.

5. Where a volunteer member or otherwise offers a service to the club that is above and beyond the regular expectation, the club may recognize the said volunteer with a token of the club’s appreciation. The said amount should not exceed $100, but the amount must be agreed to and voted on by the Board of Directors.

SECTION 14 - Facilities

1. The Club currently maintains a facility at West Shore for the storage of equipment and other supplies. This facility is owned by the City of Pickering and has been granted to the club for its exclusive use. The club is to maintain this facility in the best shape possible and will inform the city right away of any deficiencies that exist with the facility.

2. The club has an owned facility that is located at the Kinsmen field in Pickering. This facility is variously referred to as the “Oscar Dome”, the “Club House”, the “announcer’s booth”, etc. This facility is used to store various equipment as it relates to the operation of the football club. In addition, the facility serves as an announcer’s booth and a spotters perch.

3. The facility mentioned in item 2 above is to be maintained in a suitable and safe manner by the club and any deficiencies must be repaired as soon as the club is made aware of them.



4. The club also maintains storage bins that are owned by the City of Pickering and the

Town of Ajax at various fields. These bins are the property of the Town and City that supply them and should be maintained in a suitable fashion by the club and use for the purposes that they have been designated for. Any deficiencies to these bins should be brought to the appropriate owner as soon as the club is made aware of the deficiency.

5. The club has entered into field use agreements with the City of Pickering and the Town of Ajax. All such agreements must be honoured by the club for their duration. The club must make the field owner aware of any deficiencies in the fields as soon as it is made aware of them.

6. The club may from time to time enter into field and facility use agreements with other providers, including other towns or cities and private landlords. When such agreements are entered into, the must be brought to the board for approval.

7. The club is responsible for maintaining its own key and locking system. It is the responsibility of the Vice-President of Fields to ensure that all locking devices are in place and working as prescribed.

8. The Vice-President of Fields is responsible for maintaining a key control system. The system should be designed to ensure that all members who need access to specified keyed areas have such access.

9. The Executive shall annually review the need for re-keying of existing facilities.

SECTION 15 – Codes of Conduct

A. Coaches Code of Conduct

1. Consider the safety of all participants to be the top priority of the program, followed by good sportsmanship and fair play.

2. Place school and family relationships above all other activities.

3. Set a good example for my team at all times.

4. Demonstrate and promote good sportsmanship in every aspect of the program; use age appropriate language at all times, avoid using profanity and encourage positive attitudes by using constructive criticism.

5. Respect my participants as individuals and I will provide all team members equal

opportunity to learn and experience the sport regardless of their age, race, gender, disabilities, sexual orientation or income status.

6. Remember that the program is designed for youth and not adults, as a fun, rewarding, and educational experience, with emphasis placed on teaching the fundamentals of the sport, not on winning at all costs.

7. Not use profanity or speak to others in a non-sportsmanlike way during or after any game.

8. Ensure that my conduct is professional on and off the field and not engage in any activity or conduct that may, in the Club’s Executives opinion, have a negative impact on the club’s reputation or not be in keeping with the club’s expectations for professionalism. This includes posting to blogs and chat rooms that the executive believe to be negative and demeaning or unprofessional.



9. Provide positive support, care, and encouragement to my team by following the Club’s

Coaches Code of Ethics. If my actions as a coach are not in compliance with the policies or regulations of the club, I shall indemnify and hold harmless the Club, its board members, volunteers, and officials from any and all liability resulting from my actions, inactions or negligence.

10. Speak with parents about their athletes whenever it is mutually convenient.

11. Encourage my athletes to have a winning attitude through perseverance and hard work.

12. Keep up-to-date on coaching strategies.

13. Help each athlete realize his or her full potential.

14. Recognize player development and performance as more important than winning or losing.

15. Develop leadership skills with all my athletes.

16. Enforce the team rules in an equal manner

17. Abide by the club’s rules, policies, regulations, by-laws and constitution.

18. Accept the decisions and direction of the club as represented by its Executive and its Board of Directors. This includes enforcing the club’s no pay, no play policy.

19. Avoid the use of tobacco and refrain from being under the influence of alcohol or recreational drugs during practices or games or while transporting players to and from games

20. Respect the referees.

21. Provide a Criminal Background Check that is suitably clear to the club.

22. Act in an ethical and moral manner in all dealings with the club, its members, its parents, its board, its executive, its partners, its suppliers and any other body with which the club may deal.

B. Athlete’s Code of Conduct

1. Emphasize academics and family over athletics while recognizing that athletic contests are

serious learning opportunities.

2. Emphasize the ideals of team/squad sportsmanship, ethical conduct and fair play.

3. Show courtesy to my opponents and officials. Give support and show respect to my team mates, coaches, managers and parents.

4. Attend every practice and game, unless I inform the coach or manager in advance of my absence.

5. Express myself intelligently and appropriately.

6. Give complete allegiance to my coaches who are the instructional authority for my team.

7. Discourage fans, fellow team mates and parents from undermining my coach's authority.

8. Work hard in practice and make fun the object of my playing.



9. Respect the uniform policy of the club and wear the uniform as specified by the club and further not to alter or modify my uniform.

10. Not use profanity or speak to others in a non-sportsmanlike way during or after any game.

11. Follow all team rules.

12. Practice sportsmanship at all times. Winners don’t brag and losers don’t make excuses.

13. Strive to be a positive influence in the way I talk and listen to my team mates, parents, managers, coaches and officials.

14. Positively represent the organization by demonstration good conduct both on and off the field.

15. Not use drugs, alcohol or tobacco while participating in any club or club sanctioned activities or events.

16. Not criticize my team mates or act in a bullying manner to any of my team mates.

17. Not act in any way that may incite spectators, fans or my team mates.

C. Parent’s Code of Conduct

1. Support my child(ren)'s team/squad and teach the value of commitment to the team sport.

2. Emphasize the ideals of sportsmanship, ethical conduct and fair play.

3. Help my child(ren) and Ajax/Pickering Dolphins Minor Football Club make athletic contests a

positive experience.

4. Show courtesy to opponents, officials, participants, spectators, coaches, assistant coaches and board members.

5. Allow a reasonable cooling off time after a game or practice, to discuss issues or concerns that I have with my child(ren)’s participation on the team.

6. Arrange a mutually convenient in person or phone meeting to discuss my child(ren)’s performance or playing time, when I have questions.

7. Direct constructive criticism of my child(ren)'s athletic program to the Head Coach of my child(ren)’s team or to the Director of Coaching or other club officials and work towards a positive resolution for all concerned.

8. Accompany my child(ren) to as many practices, games, orientations and informational meetings as possible.

9. Recognize that there are players who have allergies to tobacco and food products and agree not to smoke when around the team and further not to supply any snacks or foods to the team without the prior consent of the team managers.

10. Not use alcohol or drugs prior to or while transporting my child(ren) or other players to or from games.

11. Help my child(ren) follow the athlete’s code of conduct, team agreements and rules. 12. Ensure that my child(ren) attends all scheduled practices and games. If my child(ren) is not

able to make a scheduled practice or game, they will be responsible for contacting the team manager or coaching staff in advance.



13. Provide only positive and supportive comments to coaches, officials, and players of all teams.

14. Show enthusiasm, interest, and support for my child(ren).

15. Work closely with all program personnel to guarantee positive academic as well as athletic experiences for my child-athlete.

16. Encourage my child(ren) during the contest and leave the coaching to the coaches.

17. Accept the authority of the coach to determine strategy, playing time and player selection.

18. Not criticize officials, direct abuse or profane language toward them, or otherwise subvert their authority.

19. Not undermine, in word or deed, the authority of the coach or administration.

20. Not intrude onto the field of play or yell from the bleachers to the coaches, referees or administration.

21. Recognize that the club is a volunteer organization and that only through the actions of volunteers is the club able to survive and thrive.

22. I will give of my time whenever possible, as a volunteer, in support of the club and its activities.

D. Executive / Board Member / Club Managers Code of Conduct

1. Consider the safety of all participants to be the top priority of the program, followed by

good sportsmanship and fair play.

2. Set a good example for all members of the club.

3. Demonstrate and promote good sportsmanship and good governance in every aspect of the sport; use age appropriate language at all times, avoid using profanity and encourage positive attitudes by using constructive criticism.

4. Respect the membership of the club as individuals and provide members equal opportunity to learn and experience the playing and administration of the sport regardless of their age, race, gender, disabilities, sexual orientation, or income status.

5. Remember that the program is designed for children and not adults, as a fun, rewarding, and educational experience, with emphasis placed on teaching the fundamentals of the sport, not on winning at all costs.

6. Ensure that my conduct is professional on and off the field and not engage in any activity or conduct that may, in the Club Executives’ opinion, have a negative impact on the club’s reputation or not be in keeping with the clubs expectations for professionalism. This includes posting to blogs and chat rooms that the executive believe to be negative or demeaning or unprofessional.



7. Provide positive support, care, and encouragement to the membership of the club by

following this Code of Conduct. If my actions as a club administer are not in compliance with the policies or regulations of the club, I shall indemnify and hold harmless the Club, its board members, volunteers, and officials from any and all liability resulting from my actions, inactions or negligence.

8. Encourage the membership of the club to have a winning attitude through perseverance and hard work.

9. Keep up-to-date on governance as it pertains to the club specifically and to amateur sport and football in general.

10. Recognize player development and performance as more important than winning or losing.

11. Be familiar with the club’s Articles of Incorporation, the club’s constitution, the club’s by-laws and the club’s operating rules, policies and procedures and to keep and enforce these to the best of my ability

12. Accept the decisions and direction of the club as represented by its Executive and its Board of Directors

13. Avoid the use of tobacco and refrain from public displays of drunkenness or intoxication while executing club business or other related activities

14. Show and encourage respect for the on-field officials.

15. Provide a Criminal Background Check that is suitably clear to the club.

16. Keep confidential any information that I may be privy to as a Board member, but which is not in the public domain.

17. Act in an ethical and moral manner in all dealings with the club, its members, its parents, its board, its executive, its partners, its suppliers and any other body with which the club may deal.

18. Adhere to any other club Codes of Conduct that apply to me in my club membership.

SECTION 16 – Purchase Order and Procurement Process

1. The club maintains a purchase order process for the purpose of ensuring that there are checks and balances with regards to club spending.

2. The club’s treasurer is responsible for maintaining the club’s purchase order system

and for issuing purchase orders for all purchases over $100. 3. All members who spend any amount in excess of $99.99 for the club’s benefit, must

get a purchase order prior to the spend. 4. The club’s treasurer is responsible for reconciling all purchase orders to invoices to

ensure that the club is only making approved payments.

SECTION 17 – Financial Policies

1. All club expenditures are the responsibility of the Treasurer. 2. Any expenditure over $200 must be pre-approved by the Executive committee.



3. All payments that are collected, with the exception of the BBQ, the 50/50 or other

draws, sales of Dolphins wear, sales of event tickets and other exceptions approved by the Executive committee, must be issued an official number club receipt.

4. All cash or in-kind expenses incurred on behalf of the club, must be submitted using a

club expense form and signed by the claimant. 5. The Treasurer shall maintain the books of the club and shall have full authority to do

so. 6. The Treasurer shall sign all of the club’s cheques. As per the club’s constitution

another member of the Executive must also sign all cheques.

7. All monies that are transferred between members of the club, must be duly accompanied by a numbered club receipt or a cash transfer form.

8. The Treasurer or their designate must have control of the club’s receipt books at all times. When receipt books are issued the Treasurer is responsible to tack all such issued books.

9. All receipt books must be returned to the Treasurer when they are fully used or when the Treasurer requests their return.

10. All receipt books must be filed by the Treasurer and such files shall be maintained for a minimum of seven years.

11. The Treasurer shall reconcile the club’s expenditures on an ongoing basis, including

reconciling all payments, and all accounts. 12. The Treasurer shall provide the annual financial statements that are provided at the

AGM. 13. The Treasurer shall provide regular updates to the Executive and the Board, as to the

financial position of the club. 14. The Executive shall provide access to the financial records of the club to any members

who request such access. Such access shall be given within a reasonable time period, usually not to exceed 30 days.

SECTION 18 – Use of Referees 1. The club will use the minimum referee amounts as prescribed by the leagues that it

plays in. 2. The club will reserve the right to choose which referees it uses for its house league

program. 3. A minimum of 3 on-field officials will be used for all regular season and playoff games

for the club’s house league program.

SECTION 19 – Use and Return of Dolphins Technology (including Radio sets, laptops, computer

equipment, handheld payment devices, cell phones, etc)

1. The club will at the Board’s direction, own and maintain specific technology. All such technology, when purchased using the club’s approved process becomes the property of the club.

2. The club will only buy such equipment from reputable sources and will maintain the

equipment to be able to perform the functions for which it was purchased.



3. Certain members of the club may be tasked with maintaining such equipment. It is the

responsible of the individual so tasked with ensuring that the equipment if continually fit for use.

4. All such equipment must only be used for club specific functions or activities, unless

the club offers written permission for other, non-club specific uses.

5. All such equipment remains the property of the club and must be surrendered to the club on request from the Executive or from a Board member acting on the authority of the Executive.

SECTION 20 – DISCIPLINE PROCESS

1. The club shall maintain a fair and equitable discipline process. 2. Where any member breaches the club’s constitution, the club’s by-laws or the Club’s

code of conduct, the breach may be subject to review by the club. 3. The club as soon as it is aware of any such breach shall appoint a member or members

to conduct an investigation and make a report to the board for the board’s review and action.

4. The board may choose to take no further action, to sanction a member or to expulse a

member for a breach of club policy or for other conduct unbecoming a member. 5. Where a member is sanctioned or expulsed from the club and wish to appeal their

sanction or expulsion, they must do so in writing to the President or Secretary with 5 days of their notification of sanction or expulsion.

6. Where a member appeals their sanction or expulsion the executive or a committee of

the executive may be convened to hear such appeal. 7. The Executive or the committee of the Executive may over-turn, reverse or set aside

the decision of the board, but only based on new evidence or evidence that was not available to the board at the time that its decision was rendered.

SECTION 21 – Cheerleading

1. The club will maintain a cheerleading program. Such program shall offer fair and equal access to those under the age of 19 to participate in the program.

2. Where applicable, all the rules, by-laws and policies that apply to the football program

shall apply to the cheerleading program.

END OF BY-LAWS

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