BRANT & DISTRICT FOOTBALL CLUB BY-LAWS

 

 

 

 

 

 

Mission Statement

To provide youth, who reside in the Brantford and surrounding area, the opportunity to play tackle football and to learn sportsmanship, fair play and the life skills that are needed to succeed. Their skills will be upgraded, and opportunities provided for them to continue their football careers through education.

CONFLICT OF INTEREST

1. 1. Conflict of Interest

All Directors and Committee members must carry out their duties honestly, in good faith, and in the best interests of BDFC rather than in their own interests. There must be clear procedures for dealing with situations where there is, or appears to be, a conflict of interest.

1. 2. Types of Conflict of Interest

1. 1. 1. A conflict of interest occurs when someone benefits personally in any way from a decision of BDFC. This covers conflicts of interest of Directors and Committee members. It also covers everyone in their households and their relatives. A conflict of interest can occur when someone in BDFC: makes or takes part in a decision affecting BDFC affairs, and has a financial or other interest in, or gets a benefit from, the result of that decision which the rest of BDFC members do not have, or which only a few other members have.
      2. Examples of conflict of interest are:
         1. BDFC signs a contract or votes to do business with a member of BDFC or a company in which they, their household members, or relatives, have a financial interest or any stock.
         2. BDFC member is involved personally in a disciplinary procedure where they made the complaint or where the board is disciplining a friend, relative, or assistant.
      3. This is not an exhaustive list. BDFC Board of Directors shall deal with any conflict or potential conflict on a case-by-case basis, according to merit.

EFFECTIVE DATE

This By-Law shall come into force without further formality upon its enactment after approval by the members of the BDFC as hereinbefore set out.

This foregoing By-Law is hereby enacted, ratified, sanctioned, confirmed and approved without variation by the affirmative vote of the members of the BDFC at a General Meeting of the Members of the BDFC duly called and held via Zoom in the City of Brantford, Ontario and at which a quorum was present on the 18^th day of January 2023.

Deana Solomon

Vice President – Business Operations

BRANT & DISTRICT FOOTBALL CLUB

POLICY & PROCEDURE                          MANUAL

CODE OF CONDUCT

BOARD MEMBERS

1. Introduction

The Brant and District Football Club (BDFC) is a non-profit corporation established to operate minor football programs in Brantford and the surrounding area under the team name; Brantford Bisons. The BDFC functions through a duly elected Board of directors who are responsible for the effective governance and stewardship of the organization and are guided by the laws of Canada and Ontario, our vision, values and mission, and our policies and procedures.

As individual Board members, we strive to conduct ourselves in accordance with the highest personal, professional and business standards, including compliance with all laws and regulations that apply to the BDFC. This Code of Conduct is an expression of how we demonstrate integrity, due diligence, and commitment to these standards in our involvement in the BDFC as Board members.

2. Our Reputation – Upholding BDFC’s Name

The BDFC has developed a reputation for leadership and collaboration. We strive to uphold that reputation by speaking with one voice and conveying a positive image of our organization. We act in accordance with our values. Our decision- making processes encourage open discussion and participation. We make decisions that are in the best interests of the BDFC as a Board while Board members who disagree with these decisions have the option of requesting that their dissent be recorded. However, once a decision has been made by the Board, directors speak with one voice, supporting the

Board’s decision. When we speak to an audience as a representative of the BDFC, we present the BDFC’s positions and views, rather than our personal opinions. Individual directors may hold positions of leadership in other professional or community associations, where they may be viewed as spokespersons for those groups. In such situations, we ensure that we are seen as speaking as individuals and not as directors of or spokespersons for the BDFC. We use the BDFC’s assets legally and for authorized purposes and in a manner appropriate to our organization. A Board member using the BDFC’s

computer database or electronic mail system complies with any internal policies and procedures that guide the storage, use and transmission of information through this medium. We have an obligation to comply with both the letter and the spirit of the guidelines contained in this Code. As individuals, we have a responsibility to raise issues and concerns through the appropriate channels.

3. Professional Behavior

We understand our respective roles and responsibilities within the BDFC and strive to fulfill them. We comply with our governing and operational policies and procedures. We conduct our business following legal and ethical practices, and within the best interests of our organization. We deal fairly and openly in all our business relationships, provided conditions of quality, reliability and competitiveness are met. We strive to ensure our decision-making is not compromised or perceived to be compromised. We aim to avoid conflicts of interest that could interfere or be perceived to interfere with our judgment in making decisions in the BDFC’s best interests and/or that could result in personal gain. We depend on the integrity of all Board members who have knowledge of a decision or activity of the BDFC that involves or might involve a conflict of interest to disclose the circumstances to the Board. We accept or offer gifts, entertainment or benefits in the normal exchanges of business relationships. We do not accept or offer entertainment, gifts or benefits which grant or appear to grant preferential treatment for the BDFC or by the BDFC. We respect the confidentiality of our Board members. We protect any personal information about our players, parents, coaches or volunteers that may be in our possession.  We disclose confidential or personal information only when appropriate approval has been received, or we are required to do so by law. We do not use confidential information for personal benefit or to benefit a third party. Our behavior with colleagues and those with whom we do business is respectful, courteous, fair and dignified.

4. Commitment to Learning

We support the growth and development for our players and coaches. We provide learning opportunities for Board members that focus on their governance role within the BDFC. By extending these opportunities to others, we encourage the development of leaders within our community.

5. Responsibility

This Code is not a substitute for our responsibility and accountability to exercise good judgment and obtain guidance on proper business conduct. We are encouraged to seek additional guidance and support from those responsible for business conduct matters. The strength in our organization is our collective knowledge and the sharing of that knowledge and experience. The following questions are provided as a guide in determining appropriate conduct: Is it against BDFC policies or procedures? Is it legal? Will it reflect negatively on you or the BDFC? Who else will be affected by this?

Would you be embarrassed if others knew you took this course of action? Is there an alternative course of action that does not pose an ethical conflict? How would it look in the media? What would a reasonable person think? Does it feel right?

COACHES

With the understanding that youth sports are for the education, fun and the enjoyment of the kids, and that I, along with the other coaches, am responsible for the safety and well-being of the kids on the team and do hereby agree to the following:

I am a volunteer for The Brant and District Football Club (BDFC) as a whole. I understand that this is not “MY” team. Any suggestions and decisions by the appointed Board of Directors will be enacted without challenge.

I will place the emotional and physical well-being of the players ahead of my personal desire to win.

I will treat each player as an individual, remembering the large range of emotional and physical development for children in the same age group.

I will provide a positive, encouraging, and safe playing environment for programs players.

I will NOT use foul, derogatory or abusive language when coaching or attending youth sports events.

I will provide a sports environment for the programs team that is free of drugs, tobacco and alcohol at all youth sports events, including practices and games.

I will be knowledgeable in and abide by the rules of the youth football and the league in which we play and teach those rules to the program’s players.

I will use coaching techniques appropriate for all the skills I teach.

I will always remember that I am a youth sports coach and that the game is for the kids not the adults.

I will always show respect for and abide by the decisions, calls and judgments of the officials at any game.

I will not criticize a fellow coach, board member, child or family member in front of the players, fans or families. I will only discuss any disagreements, differences of opinion or conflicts I may have with the person to whom I have the disagreement and at an appropriate time and place.

I agree that by signing the Code of Conduct, I accept its rules as guidelines for my behaviour. I agree that if I fail to abide by Code of Conduct, I will be subject to disciplinary action that could include, but is not limited to, the following:

1. 1. Written warning
   2. Game suspension with written documentation of incident kept on file
   3. Season suspension

Signature:                                                                           Date:                                                                                

PLAYER

I hereby pledge to be positive about my youth sports experience and accept responsibility for my participation by following this Players' Code of Ethics Pledge.

Have fun!

Be a good sport (win or lose); Be honest, fair, and always show good sportsmanship to all coaches, players, officials, parents, and fans by demonstrating good sportsmanship at every game and practice. Learn the value of commitment to the team. I will attend every practice and game that I can and will notify by coach if I cannot. Put personal goals aside for the betterment of the team. Show courtesy and respect to teammates, opponents, and coaches. Realize that athletic contests, including practice sessions are educational experiences and opportunities.

• I will not engage in unsportsmanlike conduct.
• I will not engage in rude behavior.
• I will treat everyone, including coaches, parents, players, and officials, with respect, regardless of race, creed, color, nationality or gender.
• I will respect the officials and their authority during games and will never question, discuss, or confront coaches at the game field, and will take time to speak with coaches at an agreed upon time and place.

Players Signature:                                                                          Date:                                                                                 

PARENT

The essential elements of character-building and ethics in sports are embodied in the concept of sportsmanship. We believe the highest potential of sports is achieved when competition reflects six core principles: trustworthiness, respect, responsibility, fairness, caring, and good citizenship.

Every member of BDFC will therefore agree:

• • I will not force my child to participate in sports.
  • I will inform the coach of any disability or ailment that may affect the safety of my child or the safety of others.
  • I will understand that player safety is paramount, and I will not encourage any behaviours or practices that would endanger the health and wellbeing of the athletes.
  • I will learn the rules of the game and the policies of the league.
  • I will remember that children participate to have fun and that the game is for youth, not adults.
  • I and my guests will be a positive role model for my child and encourage sportsmanship by showing respect and courtesy, and by demonstrating positive support for all players, coaches, officials and spectators on or off the field, in every game, practice or other team related forum or event, including but not limited to methods of mass communication such as emails, online activities or in print.
  • I and my guests will not engage in any kind of booing and taunting; refusing to shake hands; or using profane language or gestures.
  • I will respect the officials and their authority during games and will never question, discuss, or confront coaches at the game field, and will take time to speak with coaches at an agreed upon time and place.
  • I will demand that my child treat other players, coaches, officials and spectators with respect regardless of race, creed, color, sex or ability.
  • I will teach my child that doing one's best is more important than winning, so that my child will never feel defeated by the outcome of a game or his/her performance. I will emphasize skill development and practices and how they benefit my child over winning.
  • I will never ridicule or yell at my child or other participant for making a mistake or losing a competition.
  • I will refrain from coaching my child or other players during games and practices, unless I am one of the official coaches of the team.

I agree that by signing the Code of Conduct, I accept its rules as guidelines for my behaviour as well as that of my immediate family. I agree that if I or members of my immediate family fail to abide by Code of Conduct, I will be subject to disciplinary action that could include, but is not limited to, the following:

1. 4. Verbal warning by official, head coach, and/or head of league organization
   5. Written warning
   6. Parental game suspension with written documentation of incident kept on file
   7. Parental season suspension

Parent/Guardian Signature:                                                                          Date:                                                                                 

BOARD MEMBERS ROLES AND RESPONSIBILITIES

PRESIDENT

1. Preside as Chair at all Annual General Meetings and special meetings of the membership
2. Be responsible for appointing people to count and scrutinize any balloting when voting is required
3. Develops a vision for the Bisons Football Program with short- and long-term objectives to achieve that vision
4. Member of the Executive Committee
5. Chairman of any Board of Directors meetings if available
6. Resolves any tie votes at a Board of Directors meeting
7. Chairman of any Executive Committee meetings if available
8. Represents the BDFC at community, media, or special events
1. Attends league meetings along with Varsity & Junior Director
10. Oversees the operation of the Bisons Football Program
11. Ensures that all necessary timelines are met regarding the Bisons Football Program
50. Acts on direction as received from the Board

VICE PRESIDENT - FOOTBALL OPERATIONS

1. Oversees the football operations of the Bisons Football Program
2. Implements short- and long-term objectives of the football operations of the Bisons Football Program
3. Represents the Board regarding the leagues the BDFC participates in
4. Chairman of the Coach’s Selection/Search Committee unless there is a conflict of interest
5. Deals with any issues regarding the leagues that the BDFC participates in that may arise throughout the year
6. Develops an annual field, referee, and EMS budget
7. Organize ordering of jerseys with the Varsity and Junior Directors
8. Represents the BDFC at all Field User Group meetings with the City
1. Ensures that indoor facilities, fields, referees, and EMS are booked as required
10. Ensures that the fields are lined for all practices/games if required
11. Arrange coaches training, practice times and game times for varsity and junior programs
50. Maintains an ongoing Coaches Logbook documenting all coaches involved in the football programs
1000. Ensures that all coaches in the Bisons Football Program are made aware of Coaches Clinics being held within our area
14. Develops a Coach’s Handbook and updates handbook on an annual basis
15. Coordinates all injury reports with EMS, Junior and Varsity directors
16. Acts as a facilitator to Directors associated with football operation.
    1. Equipment Directors 1& 2
    2. Varsity Director
    3. Jr Program Director
17. Oversees Coach’s Selection/Coach’s Search Committee
18. Chairs the Discipline Committee
19. Member of Budget Committee
20. Member of Executive Committee
21. Acts on direction as received from the Board

EQUIPMENT DIRECTOR (#1 and #2)

1. Reports to the Vice President-Football Operations
2. Helps develops an annual football equipment budget
3. Completes an annual inventory of all football equipment
4. Helps VP-Football Operations complete orders for football equipment as needed following the purchasing policy
5. Ensures that players are properly fitted for the equipment they will be using
6. Ensures that all game day equipment is available for the spring and fall season
7. Maintain equipment room in an orderly fashion
8. Issue and collect equipment with head coaches and team managers
1. Make up coaches’ bags
10. Arrange recertification of equipment
11. Arrange cleaning and repairs of equipment
50. Acts on direction as received from the Board

BDFC VARSITY PROGRAM DIRECTOR

1. Reports to the Vice President-Football Operations
2. Act as liaison between team’s coaching staff and the Board
3. Represents the Board regarding the Varsity league the BDFC participates in and deals with any issues regarding our teams and that league
4. Attends all meetings called by the varsity league the BDFC participates in
5. Develops a Practice Plan for all components of the football program
6. Member of the Coach’s Selection/Coach’s Search Committee and the Discipline Committee
7. Handle all complaints received regarding a coaching staff member unless a conflict of interest is declared. Document this complaint and action taken in the Coaches Logbook
8. Deal with coaching, parents, and players issues
1. Implements player recruitment strategy and assists coaches in player recruitment
10. Ensures that all coaching technology and or memberships purchased by the Board is distributed to all head coaches with priority being the Spring Rep Season with other seasons to follow as available
11. Ensure the Spring Rep Banquet happens along with ordering the trophies
50. Ensure Police checks completed
1000. Ensure each team has a proper coaching staff
14. Collaborates with the VP of Football to arrange coaches training, practice times and game times
15. Hold a Coaches meeting beginning of the season and at the end
16. Collaborate with the Board to set up dates for fees due
17. Collaborate with the Registration Director to ensure registration dates are set up
18. Ensure that the coaches and managers know about injuries from medical trainer
19. Enforce if registration not paid player does not play
20. Responsible for ensuring game film for the spring Varsity, Junior Varsity and Bantam teams is uploaded to the designated league site
21. Set up varsity picture day
5. Coordinates all injury reports with EMS, Junior and Coaches/players directors
23. Ensures lights are on for all practices or games if needed
10. Primary contact person with university football coaches
25. Acts on direction as received from the Board

BDFC JR PROGRAM DIRECTOR

1. Reports to the Vice President-Football Operations
2. Act as liaison between junior program team’s coaching staff and the Board
3. Represents the Board regarding the junior program league
4. Attends all meetings called by the junior program league
5. Deals with any issues regarding the junior program league
6. Develops a Practice Plan for all components of the junior football program
7. Collaborates with the VP of Football to arrange coaches training, practice times and game times
8. Member of the Coach’s Selection/Coach’s Search Committee and the Discipline Committee
1. Deal with coaching, parents, and players issues
10. Handle all complaints received regarding a coaching staff member unless a conflict of interest is declared. Document this complaint and action taken in the Coaches Logbook
11. Implements player recruitment strategy and assists coaches in player recruitment
50. Ensures that all coaching technology and or memberships purchased by the Board is distributed to all head coaches with priority being the Spring Rep Season with other seasons to follow as available
1000. Ensure the Banquet happens along with ordering the trophies
14. Ensure Police checks completed
15. Ensure each team has a proper coaching staff
16. Hold a Coaches meeting beginning of the season and at the end
17. Collaborate with the Registration Director to ensure registration dates are set up
18. Ensure that the coaches and managers know about injuries from medical trainer
19. Enforce if registration not paid player does not play
20. Set up picture day and Brantford Day
21. Coordinates all injury reports with EMS, Varsity and Coaches/players directors
5. Ensures lights are on for all practices or games if needed
23. Acts on direction as received from the Board

VICE PRESIDENT - FINANCE

1. Oversees the financial operation of the Bisons Football Program
2. Implements short- and long-term financial objectives of the Bisons Football Program
3. Be the custodian of the books of account and accounting records of BDFC. Required to be kept in a manner acceptable to the board of directors and shall always be open to inspection by the board of directors.
4. Prepare and submit a written monthly financial statement to the board of directors showing receipts and disbursements, the accounts receivable, the accounts payable and the financial position of the BDFC
5. Deposit all funds received at the earliest possible convenience after receiving them, in the depositories prescribed by the board of directors
6. Provide a written treasurer’s report to the membership at the annual general meeting
7. Prepare any financial reports as may be required by government departments
8. Follow up on any returned cheques received by BDFC
1. Responsible for all purchase orders, invoices, and payments
10. Responsible for preparing all receipts for donations and advertisers
11. Oversees all BDFC insurance requirements
50. Maintains annual Operating and Capital Projects budgets
1000. Ensures financial books are given to CPA, chosen by Board, on a quarterly basis
14. Chairman of Budget Committee
15. Member of Executive Committee
16. Acts on direction as received from the Board

VICE PRESIDENT – BUSINESS OPERATIONS

1. Oversee the communications operation of the Bisons Football Program
2. Implements short- and long-term communications objectives of the Bisons Football Program
3. Arranges the monthly Board and Executive Committee meetings
4. Sets out the agenda for the monthly Board and Executive Committee meetings at least 5 days in advance of a scheduled meeting
5. Takes minutes of Board and Executive Committee meetings
6. Issue copies of all minutes of all meetings to all directors, make a copy of all minutes (except in camera minutes) available to the membership, and maintain BDFC file for membership use as well as a file for the lawyer as required
7. Responsible for BDFC Annual General Meeting and the taking of the AGM minutes
8. Prepare and e-mail previous monthly meeting minutes and new agenda at least 5 days in advance of a scheduled meeting
1. Request insurance for all faculties BDFC uses
10. Handles all Board correspondence
11. Acts as a facilitator to Directors associated with communications.
    1. Registration Director
    2. Social Media/Website Director
50. Oversees Marketing Committee
1000. Member of the Budget Committee
14. Member of the Executive Committee
15. Tracks Bisons players who move onto university football or the CJFL
16. Acts on direction as received from the Board

REGISTRATION DIRECTOR

1. Reports to the Vice President-Business Operations
2. Develops and implements an annual registration strategy and budget
3. In charge of all registration of players/participants for all leagues and events
4. Completes all registration tasks required by the leagues the BDFC participates in
5. Maintains all necessary player stats such as age pictures and current school
6. Organize, coordinate, and supervise the planning and receipt of all registrations
7. Prepare and maintain rosters of the various teams in the various divisions
8. Coordinates registration
1. Assist in the collection of all registration monies in collaboration with the VP of Business and the VP of Finance
10. Prepare team binders
11. Maintains a mass e-mail list and divisional e-mail lists for ongoing communications with parents/players
50. Marketing to schools - registration dates/flyers
1000. Attend all registrations or appoint delegate with one member of the Executive
14. Acts on direction as received from the Board

PAST BOARD MEMBER

1. Past board member, including Past President or other Executive member, sit on current board as an advisor
2. Eligible to vote on day-to-day operations of the BDFC
3. Assist the Board with any tasks as required involving the operation of the BDFC

CONCESSION DIRECTOR

1. Responsible for the operation of the concession at BDFC home games or events
2. In collaboration with the VP of Finance, creates a budget for the operation of the concession
3. Ensures that the concession complies with all local health unit standards and requirements
4. Keeps an inventory list and purchase stock when needed
5. Creates a “Concession Report” outlining the costs/proceeds of the concession after each home weekend. This report to be submitted to the VP of Finance and VP of Business.
6. Ensures that all monies are counted by at least 2 board members and signed off on as being correct.
7. Any other tasks to assist the Board in operating the BDFC

SOCIAL MEDIA/WEBSITE DIRECTOR

1. Responsible for the daily operation of all BDFC social media accounts
2. Responsible for liaising with the BDFC’s website host for modifications of the BDFC website
3. Responsible for ensuring that social media posts are completed to ensure that there is active engagement with our membership
4. Requirement to be active (3-4 times per week) in posting on our social media accounts
5. Ensure that the social media posts and website material is in no way offensive to anyone or would bring the reputation of the BDFC into disrepute.
6. Watch social media from OFA and leagues which the BDFC are involved
7. Any other tasks to assist the Board in operating the BDFC

VOLUNTEERS

1. Volunteers are people who would like to assist the Bisons Football Program but do not want to sit as a Board member
2. Examples where volunteers could assist would be: Marketing, Capital Fundraising events, Selling of advertising, Special Events, Player recruitment, Concession sales, Merchandise sales
3. Sitting on a committee or having direct contact with a player or money requires a Police check prior to volunteering, which if an expense is incurred will be reimbursed by the BDFC

COMMITTEES

1. 1. EXECUTIVE COMMITTEE
      1. Consists of President and Vice Presidents of the Board
      2. Meets between the monthly Board meetings or as needed
      3. Provides recommendations for the Board to consider regarding various issues involving the BDFC and the Bisons Football Program
      4. Provides background information regarding Executive Committee recommendations to the Board
      5. May deal with issues and make decisions between Board meetings that effect the BDFC that are time sensitive, but all decisions must be ratified no later than the next Board meeting.

1. 2. BUDGET COMMITTEE (executive only)
      1. Meets quarterly to review the monthly bank statements and the status of the current Operating and Capital Projects Budgets
      2. Receives budget requests from each Vice President in preparation for the following year’s Capital Projects and Operating budgets
      3. Prepares and provides a proposed Capital Projects and Operating budget for the next fiscal year for the Board to consider

1. 3. MARKETING COMMITTEE
      1. Consists of the VP-Business Operations, VP of Finance, Past Board Member and Social Media/Website
      2. Develops an annual marketing budget, plan, and advertising campaign
      3. Monitors the success of the marketing plan and advertising campaign
      4. Develops a corporate advertising package
      5. Sells advertising space to businesses, organizations, and individuals
      6. Responsible for all season ticket sales
      7. Develops and implements an annual marketing and advertising strategy and budget
      8. Provide marketing and advertising support for special events.
      9. Searches for and negotiates new sponsorships with the private sector

1. 4. POLICY, PROCEDURES AND BYLAW COMMITTEE
      1. Consists of three members of the Board of which one must be from the Executive Committee
      2. Maintains and updates as needed the Policy and Procedures manual
      3. Prepares annual report with recommended changes to BDFC’s Bylaws prior to the AGM

1. 5. COACHES/PLAYER DEVELOPMENT COMMITTEE
      1. Consists of VP-Football Operations, Varsity and Jr Program Director
      2. Organizes and implements all Coaches Clinics if applicable
      3. Organizes and implements annual Camp Day and all Skills Camps if applicable
      4. Organizes and implements Coaches/Player Conferences if applicable
      5. Develops player recruiting strategy

1. 6. COACHES SELECTION/SEARCH COMMITTEE
      1. Committee chaired by the VP of Football Operations, Varsity Director, Jr Program Director and two individuals who do not sit on the Board for a Committee membership of five.
      2. If the above directors have a conflict of interest in this process, other BDFC Board directors can substitute on this committee.
      3. Committee will review applications as set out by the Head Coach Application Procedure policy.
      4. Interviews applicants for the position of all head coaching positions and recommends applicants to the Board

1. 7. DISCIPLINE COMMITTEE
      1. Committee chaired by the VP-Football Operations and includes the President, Varsity Director or Jr Program Director.
      2. If any of the above directors have a conflict of interest in this process, other BDFC directors can substitute on this committee.
      3. Committee shall meet when needed to investigate issues where discipline may be necessary due to actions by a parent, player or coaches that are contrary to the philosophy of the BDFC.
      4. Committee shall make discipline recommendations to the Board based on their investigation of the actions of the parent, coach, or player.
      5. Some actions may require immediate discipline by the committee of a parent, coach, or player in which case this discipline must be presented to the next available Board meeting for approval.

BOARD COMPENSATION

1. Board Membership: Board members shall receive a registration discount of $375 for a player or players of their choosing during the current calendar year, with the total value of the discount not to exceed the $375.
2. Board Meetings: There shall be no compensation to attend regular or special meetings.
3. Board Committee Meetings: There shall be no compensation to attend regular or special meetings.
4. Expenses: There shall be compensation for out-of-pocket expenses while carrying out Board duties including:
   1. Use of personal vehicle at $0.40 per kilometer
   2. Photocopying, stationary, envelopes, etc. shall be covered provided a receipt for expenses included.
   3. travel outside of Brant County on BDFC business and will remain away from home overnight, the Board member shall receive living expenses as follows:
      1. Transportation costs:
         1. Personal vehicle ($0.40 per kilometer) or train fare (receipt required)
         2. Taxi or Bus fare to and from meeting (receipt required)
      2. Per Diem
         1. $50.00 per calendar day if the Board member is away for a full calendar day
         2. if the Board member is away for less than a full calendar day:
         3. $12.00 if away over the breakfast period
         4. $19.00 if away over the lunch, supper period
      3. Hotel
         1. Reasonable and actual expenses for a single occupancy room where it is available (receipt required)
5. Gate Admission Fee: The following are exempt from paying a gate admission fee:
   1. Board members list provided
   2. Spring Rep Season head coaches and their coaching staff list provided
6. Banquets

1. The following will receive complimentary banquet tickets:
   1. Board members shall receive one complimentary ticket for each banquet. This ticket must be used by the Board member and cannot be transferred to another person.
   2. The head coach and their staff of the teams involved with the banquet, as determined by the VP- Football Operations, shall receive one complimentary ticket for the respective banquet their team attends. This ticket must be used by the respective head coach or staff member and cannot be transferred to another person.
   3. Each registered player as determined by the Registration Director from the team attending the banquet shall receive one complimentary ticket for the respective banquet the player’s team attends. This ticket must be used by the respective registered player and cannot be transferred to another person.

7. Board Dinner

1. The BDFC will host a dinner for the Board members and their partners in January once in a calendar. The dinner will include food but exclude drinks. This dinner will replace the normal Board meeting that is held in January.
2. This dinner may be replaced with clothing at the discretion of the Board.

COACHING COURSE/CLINIC SEMINAR REIMBURSEMENT POLICY

The BDFC will offer reimbursement up to $150.00 total for a coach to take one non-mandatory course/clinic/seminar per calendar year. The reimbursement amount cannot be split or combined in any way and the coach must have been a coach for the BDFC within the past 12 months or has received a coaching position for the upcoming season.

If there are mandatory courses/clinics/seminars required for coaches to be permitted to coach, i.e.) mandated provincial coaching requirements, the BDFC Board will consider hosting and/or covering the cost of that type of course/clinic/seminar as the need arises.

PLAYER/PARENT PRIVACY

Any personal/private parent/player info shall not be discussed by any board member, coach, manager or BDFC volunteer outside of the parameters of an official BDFC business.

1. Financial Issues
   1. Board members, coaches, managers and BDFC volunteers are restricted from discussing financial issues with a player under the age of 18 unless the player is responsible for themselves.
   2. In the event a financial issue develops, the player is requested to contact a parent or legal guardian without stating why.
   3. Upon arrival of the parent or legal guardian, the financial issue will be discussed with a designated Board member or members without the player present and, in a setting, where the discussion cannot be overheard by others.
   4. Financial issues may include outstanding registration fees, outstanding Player Package fees, outstanding equipment deposit cheques or any other financial issue that may impact the player’s participation in the Bisons Football Program.

2. Outstanding Equipment
   1. Board members, coaches, managers and BDFC volunteers are restricted from discussing outstanding equipment with a player under the age of 18 unless the player unless the player is responsible for themselves
   2. If an outstanding equipment issue develops, the player is requested to contact a parent or legal guardian by a designated Board member without stating why.
   3. Upon arrival of the parent or legal guardian, the outstanding equipment issue will be discussed with a designated Board member or members without the player present and, in a setting, where the discussion cannot be overheard by others.
   4. Outstanding equipment issues may include equipment not returned from previous years that may impact the players’ participation in the Bisons Football Program.

3. Financial Assistance Programs
   1. Board members, coaches, managers and BDFC volunteers are restricted from discussing financial assistance programs with a player under the age of 18 unless the player is responsible for themselves.
   2. Any financial assistance programs used by parents/players are strictly kept in confidence by the Registration Director and VP of Finance.
   3. The protocol during registration includes a system that ensures the Registration Director, and the Vice President-Finance are the only people in attendance who are aware that the parent/player is applying through a financial assistance program.

TEAM STAFF

There is several coaching, managerial and support positions required ensuring that players in Bisons Football can fully develop their skills in any of the seasons.

The Spring Rep Season may require more staff than other seasons due to the competitive nature of the season. The board will supply a Videographer and Statistics people for the Spring season.

1. Coaching Staff Positions
   1. Each team may have the following positions on the coaching staff.
      1. Head Coach
      2. Assistant Head Coach
      3. Offensive Coordinator
      4. Defensive Coordinator
      5. Special Teams Coordinator
      6. Team Manager
      7. Equipment Manager
      8. Trainer
      9. Coaches
         1. Quarterbacks
         2. Running backs
         3. Receivers
         4. Offensive Line
         5. Defensive Line
         6. Linebackers
         7. Defensive Backs
         8. Volunteers
         1. Water Person

2. Coach/Volunteer Restrictions
   1. All coaches and the team manager for the Spring Rep Season must be 18yrs of age or older.

3. Clothing
   1. All head coaches, assistant head coaches, positional coaches, managers, and support staff shall receive game day wear and practice wear based on a team staff clothing budget to be determined by the board. The team staff shall all be dressed in uniform colours on game days. The team wear shall be approved Bisons wear.
   2. All head coaches, assistant head coaches, coordinators and positional coaches shall wear Bisons team wear during practices to be easily identifiable when on the field
   3. All volunteers shall receive one Bisons t-shirt to be worn at anytime.

4. Game Day
   1. Only coaching staff, managers, trainers, and water personal shall be allowed on the player’s bench during a game.
   2. Only statistics personal shall be allowed on the opposite sideline to the player’s bench during a game.
   3. Team videographers shall be granted one window in the media booth for home game filming.

PARENT/COACH/PLAYER DISCIPLINE

There are times when action must be taken by the Board due to actions by a parent, coach, or player during the course of the year. All discipline cases shall follow these guidelines:

1. No parent, coach or player shall receive discipline without just cause.
2. The Board’s Discipline Committee shall meet when needed to investigate issues where discipline may be necessary due to actions by a parent, player or coach that are contrary to the philosophy of the BDFC’s Bisons Football Program.
3. The Discipline Committee shall make discipline recommendations to the Board based on their investigation of the actions of the parent, coach, or player.
4. Some actions may require immediate discipline by the Discipline Committee of a parent, coach, or player in which case this discipline must be presented to the next available Board meeting for approval.
5. The Board reserves the right to select the appropriate discipline based on the severity of the cause for such discipline which may include:
   1. Verbal warning
   2. Written warning
   3. Suspension
   4. Outright ban
6. The parent, coach or player may appeal discipline to the Discipline Committee subject to the following conditions:
   1. The Board receives appeal request in writing within 10 days of the discipline being handed out.
   2. A hearing shall be held by the Discipline Committee within 10 days of receiving the written appeal.
   3. The final recommendation of the Discipline Committee is presented to the first Board meeting after the hearing for approval.
7. The parent, coach, or player, who has received discipline, excluding an outright ban, shall have the discipline kept on file for two years after which the record of discipline shall be removed.

MULTI TEAM DIVISIONS

If more than one team is formed in a division then the players and teams shall be split in the following manner:

1. When the teams are in different tiers or levels then the top tier or 'Rep" coach shall have first pick of the players in that division.
2. When the teams are in the same tier or level then a meeting will take place with both Head Coaches and a member of the Board not directly affiliated with either team. A draft will take place during this meeting to ensure that the teams are split evenly.
3. Head Coaches and Assistant Coaches may declare their own child/family member to keep on the team they are coaching, up to a maximum of 5 players. All other players will go into the draft system.

WEATHER

Weather has become more of a factor in recent years with extreme heat and severe storms impacting the ability to practice and play games. All coaches shall adhere to the following guidelines:

1. Heat

The Board shall use the Brantford Weather Station to monitor the daily temperatures listed below include the humidex, for example: 30 degrees, feeling like 37 degrees with the humidex means the BDFC adheres to the humidex value for heat protocols during practices

1. 1. Under 30 degrees - normal practice
   2. 31-35 degrees - water breaks every 30 minutes or as needed
   3. 36-40 degrees - water breaks every 20 minutes or as needed, No pads; only shorts, shirt and helmet, Helmet off if needed
   4. 40 degrees and over - Practice cancelled

2. Thunderstorms

1. Coaching staff identify a safe zone prior to practice that offers protection from lightning
2. Safe zones can be identified as dressing rooms, arenas or other public buildings
3. If a safe zone is unavailable, players must have an alternative such as cars, buses or other vehicles that offer protection in the event of a thunderstorm
4. If lightning is seen or thunder heard:
5. Field is vacated immediately by players, coaching staff and parents
6. Players head to safe zone or one of the alternatives
7. Coaching staff wait 30 minutes after the last lightning is seen or thunder heard before re-entering the field to complete the practice

MEDICAL INFORMATION RELEASE FORM

I/we the undersigned do here authorize the release of                                                       (players name) medical information to Athletic Therapist/EMS providers appointed by the Brant & District Football Club.

I/we the undersigned also agree that any information regarding the ability to play football be released to the appropriate board members, head coach and manager who are representing the Brant & District Football Club.

(Player 18 and over)

(Parent/Guardian)

(Parent/Guardian)

PLAYER INJURY REPORTING PROCEDURE

Injury Reporting

1. Player/parent sign medical waiver form at time of registration that allows the sharing of medical information between the player/parent, team, BDFC. Responsibility: BDFC
2. Trainer fills out medical report at time of player injury with a copy provided to head coach and/or team manager and BDFC (Varsity and Jr Director). Responsibility: Trainer
3. If a player’s injury is severe enough to require medical clearance before returning to contact; player/parent is advised to provide medical clearance to BDFC (Varsity and Jr Director) from their health practitioner prior to player participating in contact. Responsibility: Player/parent
4. Player provides medical clearance from their health practitioner to the BDFC (Varsity and Jr Director) prior to player returning to contact. Responsibility: Player/parent
5. Player returns to full practice.

Concussion Protocol

1. Trainer suspects that a player has suffered a concussion; Trainer advises team to remove player from game/practice immediately. Team personnel (head coach, team manager) shall always comply with this request.
2. Trainer and/or team (head coach/ team manager) advises player/parent that player should seek medical attention for a possible concussion and will not be able to return to full contact without medical clearance.
3. Trainer completes injury report as per process.
4. Player provides medical clearance from their health practitioner to the BDFC (Varsity and Jr Director) prior to player returning to contact.
5. Copy of medical clearance provided to BDFC Board, Head coach and or team manager advised by BDFC that player can return to full contact.
6. Player returns to full practice.

PROCEDURES BOARD MEETINGS

1.  The Board shall follow Robert’s Rules of Order
   1. Robert's Rules provides for constructive and democratic meetings, to help, not hinder, the business of the assembly. Under no circumstances should "undue strictness" be allowed to intimidate members or limit full participation.
   2. Provides common rules and procedures for deliberation and debate to place the whole membership on the same footing and speaking the same language.
   3. The conduct of ALL business is controlled by the general will of the whole membership - the right of the deliberate majority to decide.
   4. Complementary is the right of at least a strong minority to require the majority to be deliberate - to act according to its considered judgment AFTER a full and fair "working through" of the issues involved.
   5. The fundamental right of deliberative assemblies requires all questions to be thoroughly discussed before acting!
   6. The assembly rules - they have the final say on everything!
   7. Silence means consent!

2. Robert's Rules of Order---Summary Version For Fair and Orderly Meetings & Conventions
   1. Obtain the floor (the right to speak) by being the first to stand when the person speaking has finished; state Mr./Madam Chairman. Raising your hand means nothing and standing while another has the floor is out of order! Must be recognized by the Chair before speaking!
   2. Debate cannot begin until the Chair has stated the motion or resolution and asked, "are you ready for the question?" If no one rises, the chair calls for the vote!
   3. Before the motion is stated by the Chair (the question) members may suggest modification of the motion; the mover can modify as he pleases, or even withdraw the motion without consent of the seconder; if mover modifies, the seconder can withdraw the second.
   4. The "immediately pending question" is the last question stated by the Chair! Motion/Resolution - Amendment -

Motion to Postpone

1. 5. The member moving the "immediately pending question" is entitled to preference to the floor!
   6. No member can speak twice to the same issue until everyone else wishing to speak has spoken to it once!
   7. All remarks must be directed to the Chair. Remarks must be courteous in language and deportment - avoid all personalities, never allude to others by name or to motives!
   8. The agenda and all committee reports are merely recommendations! When presented to the assembly and the question is stated, debate begins, and changes occur!
   1. Each Board Member shall vote “Yes”, “No” or “Abstain” on a motion that is on the floor.
   10. If a motion has a direct impact on an individual Board member or members, the Board member or members shall be asked by the Chair to vacate the room prior to the motion being presented to the Board. The Board member or members shall be invited back into the room by the Chair after the vote on the motion has been completed.
   11. A Board member or members shall declare a “Conflict of Interest” when a motion that may benefit the Board member or members is introduced. In the event of a declaration of a “Conflict of Interest”, the Board member or members shall be asked by the Chair to vacate the room. The Board member or members shall be invited back into the room by the Chair after the vote on the motion has been completed.
   50. A Board member may call for a recorded vote on any motion in which case the vote of each Board member on a motion is recorded into the minutes of the Board meeting.

ROBERT’S RULES OF ORDER---MEETING DEFINITIONS

1. Point of Privilege: Pertains to noise, personal comfort, etc. - may interrupt only if necessary!
2. Parliamentary Inquiry: Inquire as to the correct motion - to accomplish a desired result, or raise a point of order
3. Point of Information: Generally, applies to information desired from the speaker: "I should like to ask the (speaker) a question."
4. Orders of the Day (Agenda): A call to adhere to the agenda (a deviation from the agenda requires Suspending the Rules)
5. Point of Order: Infraction of the rules, or improper decorum in speaking. Must be raised immediately after the error is made
6. Main Motion: Brings new business (the next item on the agenda) before the assembly
7. Divide the Question: Divides a motion into two or more separate motions (must be able to stand on their own)
8. Consider by Paragraph: Adoption of paper is held until all paragraphs are debated and amended and entire paper is satisfactory; after all paragraphs are considered, the entire paper is then open to amendment, and paragraphs may be further amended. Any Preamble cannot be considered until debate on the body of the paper has ceased.
9. Amend: Inserting or striking out words or paragraphs, or substituting whole paragraphs or resolutions
10. Withdraw/Modify Motion: Applies only after question is stated; mover can accept an amendment without obtaining the floor
11. Commit /Refer/Recommit to Committee: State the committee to receive the question or resolution if no committee exists includes size of committee desired and method of selecting the members (election or appointment).
12. Extend Debate: Applies only to the immediately pending question; extends until a certain time or for a certain period
13. Limit Debate: Closing debate at a certain time, or limiting to a certain period
14. Postpone to a Certain Time: State the time the motion or agenda item will be resumed
15. Object to Consideration: Objection must be stated before discussion or another motion is stated
16. Lay on the Table: Suspends further consideration/action on pending question; may be made after motion to close debate has carried or is pending
17. Take from the Table: Resumes consideration of item previously "laid on the table" - state the motion to take from the table
18. Reconsider: Can be made only by one on the prevailing side who has changed position or view
19. Postpone Indefinitely: Kills the question/resolution for this session - exception: the motion to reconsider can be made this session
20. Previous Question: Closes debate if successful - may be moved to "Close Debate" if preferred
21. Informal Consideration: Move that the assembly go into "Committee of the Whole" - informal debate as if in committee; this committee may limit number or length of speeches or close debate by other means by a 2/3 vote. All votes, however, are formal.
22. Appeal Decision of the Chair: Appeal for the assembly to decide - must be made before other business is resumed; NOT debatable if relates to decorum, violation of rules or order of business
23. Suspend the Rules: Allows a violation of the assembly's own rules (except Constitution); the object of the suspension must be specified

PAYMENT AND REFUND POLICY

INTRODUCTION

Bisons Football requires revenue from various sources to ensure that its program will be able to cover the expenses that are involved in operating minor football in our community. These sources of revenue may be found through fundraising, selling advertising, grants, or fees.

To assist parents and players in developing a greater understanding of when fees need to be paid, the following process should be followed:

Spring Season

1. Fees
   1. A $200 registration deposit must be paid upon the registration of a player for the spring season. This registration deposit allows the player to participate in all team practices. A player is restricted from participating in any team activities until this payment is received. Payment may be in the form of cash or cheque. Postdated cheques will not be accepted.
   2. The registration fee must be paid in full by the 2^nd regular season game. Payment may be in the form of cash, cheque, etransfer or credit card. In the event a cheque is returned for non-sufficient funds a $5 administration charge will be added to the registration fees. Once registration fees are paid in full, the player will once again be equipped and may return to the team.
   3. An equipment deposit of $500 must be received when the player being equipped. Payment may be in the form of cash or a postdated cheque dated for August 15^th. This equipment deposit will be returned at the end of the season when all equipment loaned to the player is returned.
   4. If a player registers 2 weeks before the beginning of the season. Brings to the Registration Director financial circumstances which will prevent full payment by the set deadline.  The Registration Director is to present the information to the executive for approval of an extension.

2. Refund
   1. All requests for a refund must be made via the Refund Form which is located on the Bisons Football web site.
   2. $150 is non-refundable administration fee
   3. No refunds will be granted after the first game.

Fall Season

1. Fees
   1. A $200 registration deposit must be paid upon the registration of a player for the spring season. This registration deposit allows the player to participate in all team practices. A player is restricted from participating in any team activities until this payment is received. Payment may be in the form of cash or cheque. Postdated cheques will not be accepted.
   2. The registration fee must be paid in full by the 2^nd regular season game. Payment may be in the form of cash, cheque, etransfer or credit card. In the event a cheque is returned for non-sufficient funds a $5 administration charge will be added to the registration fees. Once registration fees are paid in full, the player will once again be equipped and may return to the team.
   3. An equipment deposit of $500 must be received when the player being equipped. Payment may be in the form of cash or a postdated cheque dated for October 31^st. This equipment deposit will be returned at the end of the season when all equipment loaned to the player is returned.
   4. If a player registers 2 weeks before the beginning of the season. Brings to the Registration Director financial circumstances which will prevent full payment by the set deadline.  The Registration Director is to present the information to the executive for approval of an extension.

2. Refund
   1. All requests for a refund must be made via the Refund Form which is located on the Bisons Football web site.
   2. $150 is non-refundable administration fee
   3. No refunds will be granted after the first game.