Terms of Reference
Updated: July 02, 2022.
Board of Directors Terms of Reference
The purpose of the Terms of Reference is to give clear direction to the board of directors with regards to their responsibilities and duties to the club. Each board position as named in the Bylaws of 100 Mile House & District Figure Skating Club will be given a list of more specific duties.
The board is to promote the sport of skating to enhance the physical, social, and emotional well being of all skaters, regardless of age, experience, or level of ability. The board is to encourage sound club operations and support coaches who are striving for purposeful training and technical excellence. The board will encourage fairness and friendliness among skaters, parents and coaches. The board will be concerned with the supervision of club and skaters and may be responsible for the discipline of members. The board will execute leadership and willingly explore new initiatives implemented by other governing bodies.
The Board will be composed of a minimum or four and a maximum of eleven Directors.
- Is elected at the Annual General Meeting
- Provides leadership and overall direction and administration to the business and operation of the club.
- Is responsible for correspondence and responding to phone messages or email or may ask the Secretary to do so.
- Prepares meeting agendas or asks Secretary to do so.
- Chairs all regular and special meetings of the Board of Directors.
- Provides guidance to the board for the monitoring, reviewing and approval of policies and procedures developed by the Board of Directors.
- Guides and directs the planning of programs and schedules
- Ensures that all operations and activities of the Club are in accordance with its Constitution and Bylaws, those of OK Region, BC Section and Skate Canada.
Immediate Past President
- Is a member of Board of Directors
- Runs the election of Board of Directors at Annual General Meeting
- Can serve on other special sub-committees that arise
- Is elected at the Annual General Meeting
- Takes on all duties of President when they are unable to do so.
- Can take on duties of other positions for a year term ( for example: newsletter, maintain website etc.)
- Can serve on other special sub-committees that arise.
- Is elected at the Annual General Meeting
- Records all minutes of Board of Directors Meeting, Committee Meetings if requested and the Annual General Meeting.
- Prepares minutes and distributes to the board members and makes available to the general membership.
- For AGM, receives reports and compiles meeting packages, prepares a sign-in sheet, voting cards and reports a quorum.
- Maintain the register of club members.
- Completes and submits Sanction forms when necessary.
- Maintains up to date Policy and Procedure Manual.
- Is elected at the Annual General Meeting.
- Attends all meetings and provides a current financial report.
- Prepares the annual budget in consultation with board members
- Arranges for review of Annual Financial Statement as advised by Board and presents at Annual General Meeting.
- Maintains bank accounts: General and Gaming
- Makes deposits on behalf of the club within a timely fashion. (Within two weeks of cheque date)
- Pays all approved expenses promptly.
- Reconciles all bank statements monthly
- Handles settlement of NSF or returned cheques.
- Prepares financial documents for Financial Reviewer
- Prepare Community Gaming Grant proposals with assistance from Board members.
- Prepares annual and special reports to Gaming Enforcement Branch.
- Completes and submits BC Society Act Annual Report within 30 days of AGM.
Parent/ Coach Liaison
- Is elected at the Annual General Meeting.
- Act as a communication contact to bring collective concerns from parents to coaching staff.
- Communicate and collect opinions of the parents under the directive of the Head Coach.
- Will attend coach meeting with skaters and/ or parents to act as a witness or impartial mediator.
Directors at Large
- Is elected at the Annual General Meeting
- Can take on duties as determined by the executive at any general meeting from time to time.
- Can oversee a particular fundraising project.
- Can serve on other sub-committees that arise.
- Board of Directors Meeting will be held once a month throughout the whole year.
- Any board member may submit items to the meeting agenda.
- The agenda should follow this format:
- Call to order
- Adopt the Agenda
- Adopt previous minutes
- Business arsing from minutes
- New Business
- Meeting will be conducted according to Robert’s Rules of Order
- Time Frame should be honoured.
- In minutes those responsible for a task and a time frame for completion should be recorded.
- Meetings will be open to the public, except when an in-camera session is requested by a board member.
- Quorum is 3% of the current number of Voting Members in good standing on the date of the General Meeting.
- If within 30 minutes from the time appointed for a General Meeting a quorum is not present, the meeting, if convened on the requisition of Members, will be terminated, but in any other case will stand adjourned to the next day, at the same time and place, and if, at the adjourned meeting, a quorum is not present within 30 minutes from the time appointed for the meeting, the Members present will constitute a quorum.
Member’s Code of Conduct
This policy will ensure a safe and respectful environment for skaters, families and coaches. All members are responsible for ensuring that their own behavior is in accordance with
- Each member will adhere to the applicable Code of Conduct
- Coaches and Board of Directors have the authority to enforce the Skater’s and Parent/ Guardian Code of Conduct.
- When there is an infraction, the following disciplinary action will be taken:
-initial or minor offences will result in a verbal warning from the coach.
-Continued minor offences will result in removal from the ice session and the coach will contact a parent.
-Continued minor offences or major offences may result in long term suspension as recommended by the disciplinary committee.
- If necessary, a disciplinary committee will be organized that consists of the Club’s President, Coach involved and one other Board member.
-The disciplinary committee will meet with all involved parties to try to reach a verbal agreement on disciplinary action.
-The actions of the disciplinary committee will be reported at the next Board Meeting and be recorded in meeting minutes.
- Any grievances brought forth between adults will follow the Conflict Mediation Policy as set out by the BC/YT Section Policy and Procedure Manual.
SKATER’S CODE OF CONDUCT
1. Hockey / Figure skating attire must be worn at all skating sessions. NO JEANS. See your coach for recommendations.
2. MUST HAVE A CERTIFIED HOCKEY HELMET ON SKATER’S HEAD AT ALL TIMES ON THE ICE (NO OTHER HELMET WILL BE ACCEPTED!).
3. Hair must be kept back from the face and long hair put into a ponytail.
4. No eating or chewing gum on the ice, all eating and drinking is to be done in the lobby.
5. Only plastic water bottles allowed at the boards, ALL WATER MUST BE BROUGHT FROM HOME.
6. Skaters must make every attempt to be on time for all sessions.
7. BULLYING WILL NOT BE TOLLERATED IN ANY WAY AND WILL RESULT IN A CONSEQUENCE PROCESS BEING PUT INTO ACTION. THIS INCLUDES MENTAL, PHYSICAL, AND EMOTIONAL ABUSE INCLUDING UNWANTED JOKING AND NEGITIVE CRITICISM TOWARDS OTHER SKATERS OR COACH!
8. Skaters are expected to be skating at all times while on the ice, and to get up promptly after a fall in order to keep pathways clear for other skaters.
9. Excessive talking, fooling around or standing around on the ice will result in dismissal from that session. Skaters are here to skate and disruptive behavior will not be tolerated.
10. Rude or obnoxious behavior to other skaters, parents, and any coach will result in dismissal of that session. Continuous behavior in this fashion may result in permanent dismissal.
11. Swearing will not be tolerated, and you will be dismissed from that session.
12. Skaters are not allowed to interrupt other skater’s lessons, unless there is an emergency.
13. Skaters will be polite, show sportsmanship, team spirit, and will respect all property of skaters and of the arena.
PARENT/GUARDIAN CODE OF CONDUCT
- All parents are expected to conduct themselves in a responsible manner consistent with the values of fair play, integrity, open communication and mutual respect Parents shall always model positive responsible behaviour and communicate with their son/daughter that they expect them to do the same. Parents will assume the major responsibility for their son/daughters on ice conduct and attitude.
- Parents shall at all times treat all individuals and property with dignity, courtesy and respect, including but not limited to skaters, coaches, officials, volunteers, other parents, and all other individuals that are part of the club, skating school, Section or Skate Canada.
• Parents shall refrain from any behaviour or comments which are profane, insulting, harassing, sexist, racist, abusive, disrespectful or otherwise offensive without hostility or violence.
• Spectators including parents of skaters, shall watch quietly from the stands or lobby and not by the boards, and must refrain from conversing with or offering directions to skaters on the ice. (If a skater needs more direction, the coach should be consulted after the session, and a plan will be developed to help the skater become more independent.
• Parents shall emphasize the importance of values like sportsmanship, respect, cooperation, competition and teamwork to their son/daughter offering praise for competing fairly, participation and skill development.
• Parents shall model and encourage their son/daughter to maintain a healthy balance between skating and life.
• Parents shall set high, but reasonable expectations for their son/daughter’s participation in skating focusing on development and enjoyment for the child.
• Parents shall instill confidence in their son/daughter’s ability and skill development, always avoiding comparisons with other skaters.
• Parents shall celebrate the acquisition of skills and goals achieved by their son/daughter.
• Parents, along with the professional coach and the athlete, shall be considered members of a team whose main concern is the child’s overall progress and development. Parents shall respect that the professional coach is responsible and empowered for the on‐ice and off‐ice development of the athlete. A parent’s role shall be to take a healthy interest in their child’s progress and development and be responsible for the child’s nutrition, rest, adherence to off‐ice training regimen set by the coach or other fitness professional, overall health, life‐balance, and moral and emotional support.
• Parents shall ensure their son/daughter wears proper skating clothing and equipment.
• Parents shall never provide alcohol or drugs to minors in a Skate Canada environment.
• Parents shall never provide or advocate the use of performance enhancing drugs or substances.
• Parents shall avoid any conduct, which brings their club, skating school, Section or Skate Canada, into disrepute, including but not limited to abusive use of alcohol, non‐medical use of drugs and gambling.
• Parents shall openly support and uphold this code of conduct policy and take action and steps to ensure other parents follow and uphold this code of conduct policy.
• Parents shall adhere to the policies, procedures, rules, standards, and ethics of Skate Canada at all times
This policy will ensure that all programs are delivered to the minimum standards of Skate Canada and that the interests of all skaters are respected.
- The club will operate CanSkate Programs with at least one (1) Skate Canada Trained coach and with program assistants or on ice aids will maintain a 1 :10 Coach/ program assistant or on ice aid to skater ratio and will follow the program delivery standards as set by Skate Canada.
- Coaches keep up with up-to-date technical information as set out by Skate Canada and BC/YT Section.
- Parents are provided with information about the programs through website, social media, a handout and/ or meeting with board members and coaches.
- The club is committed to ensuring the progress of skaters at all levels.
- On cold weather days or when school buses do not run, all programs will continue as scheduled. Parents are asked to use their own judgement when travelling on cold days or icy/ snowy winter road conditions.
- Cancellation of lessons due to coach illness or rink closure will be communicated to parents and families via email and social media and will be rescheduled.
This policy will make every effort to ensure the safety and security of all members during club activities.
- A well supplied First Aid Kit is located in the office.
- For ice injuries, the first aid attendant, (coach) will administer first aid as applicable.
- The first aid attendant, (coach) will call for emergency services such as an ambulance as needed.
- The first aid attendant, (coach) will contact the parents/ guardians regarding injury.
- The first aid attendant, (coach) will submit a written report of form and submit this at the next Board Meeting for all incidents requiring medical attention beyond on site first aid.
- The club will forward a copy of the incident report requiring further medical attention on to BC/YT Section and Skate Canada.
- The incident report, and all pertinent information will be kept for a period of no less than 7 years or longer as directed by Skate Canada or their representative.
- If hospitalization results, a board member will contact the injured skater’s family and maintain communication between the board and family. A written record of all such communication will be maintained and kept for a period of no less than 7 years or longer as directed by Skate Canada or their representative.
This policy will ensure that all new and returning skating club members follow the registration procedures and are properly registered with Skate Canada.
- Registration forms must be filled out completely before being accepted.
- Payment includes Program Fees, Skate Canada Fee and Insurance Fee, 100MSC Administration Fee.
- Skater registration fees will be pro-rated for late registrations starting after 1 month after the session begins.
- All registering members must sign consent for release of photography or video to be used to promote skating as a sport or the club.
- All registering members will be registered on-line with Skate Canada within one week.
- All board members, program assistants and on ice aids will be registered with Skate Canada.
- The club will only refund registration fees upon a letter of request. In some cases, this letter of request may need a physician’s note indicating a medical issue. The request will be presented to the Board of Directors for approval. The refund may be in full, pro-rated or denied. Fees for Skate Canada membership and 100MSC administration fee will not be refunded.
This policy will ensure that all financial matters are handled responsibly while being coordinated with the Treasurer’s duties.
- Any expenditure over $100.000 must receive approval from the Board of Directors and be documented in the meeting minutes.
- In the case of board member or coach’s travel expenses, an estimate can be presented to the board for approval. This will avoid a member being out of pocket for expenses. Once travel has been completed, all receipts will be provided.
- All NSF cheques will be subject to a $48.00 fee
- Any member who is delinquent in their account (registration fees, competition fees, test fees, coach’s fees) will receive a written notice after 30 days. In the event that the account is not cleared after 60 days upon receiving the notice, they will be considered “not in good standing” and no longer allowed to participate in the program, competitions, or test days.
The Board of Directors have voted not to implement a volunteer fee this skating season, however do require assistance from members to help with various club operations, projects, events and fundraising.
Here is a list of volunteer tasks that need to be done throughout the skating season:
- Become a Board Member; the board meets once/ month to plan, discuss and organize club activities and events.
- Winter Ice Show Committee; help plan and organize our Winter Ice Show, to be held in December.
- Year End Ice Show Committee; help plan and organize our Year End Ice Show, to be held in March.
- Any past or present skaters applying to become a Program Assistant must complete a one-hour Program Assistant training and be approved by the coach.
- Program Assistants who are 12 years of age or older and are skating at the StarSkate level will receive $5.00 per session credit to be used towards club fees.
This policy provides renumeration for board members or other club members who are willing to attend out of town meetings or conferences on behalf of the club.
- The Board of Directors will give approval for any skating member to attend an out-of-town event hosted by Skate Canada Board of Directors, BC/YT Section Board of Directors, or Okanagan Region Board of Directors and will incur expenses such as milage, accommodation, and meal allowance. An estimate must be provided at the time of request. Travel expenses will be reimbursed from original receipts.
This policy will ensure that the club is hiring and retaining qualified coaches. This policy will ensure that coaches receive appropriate feedback to assist with their professional growth as well as run effective programs.
- A coach may be evaluated at least once within the contract period.
- Program Assistants and On Ice Aids may receive verbal or written performance evaluation from the supervising coach (s).
- Coaches will provide a written letter of intent for employment for the following skating season by the AGM.
- Coaches must present the Board of Directors with a copy of their professional coach membership card in September of every year.
- Coaches may be supported financially when participating in professional development activities.
- The Board of Directors will support the coaches as they strive to fulfill their duties and responsibilities.
DUTIES AND RESPONSIBILITIES OF COACHES
The Employee’s duties and responsibilities include but are not limited to the following:
Must have current certificates in the following: Skate Canada Membership, NCCP Certificate and First
• Participate in professional development activities in which registration and expenses may be paid
for by the Club;
• Present self as an enthusiastic, professional, sportsmanlike role model;
• Plan, oversee and direct athlete development;
• Report unacceptable ice conditions to the board;
• To administer first aide when needed;
• Conduct and evaluate training sessions, as per coach’s contract;
• Offer semi-private lessons if requested;
• Provide competition and test skaters with the required solo music; within 2(two) weeks of skater
returning to ice;
• Conduct private lessons in such a manner as to provide the opportunity for skaters to obtain
adequate training and to preclude preference or favour;
• Train skaters for competitions according to standards established by Skate Canada standards;
• Assist skaters in developing skills commensurate with their age and potential;
• Develop training strategies for skaters;
• Organize educational/motivational sessions for athletes;
• Provide incentives for retention and advancement of skaters;
• Provide regular feedback to athletes and parents;
• Encourage parent involvement in club activities;
• Promptly notify registrar of any skater status changes;
• Provide skaters with pre-competition strategies and post-competition assessments;
• Be responsible for the individual and collective conduct of the skaters at all practices,
competitions and activities;
• Advise board on disciplinary matters;
• A coach must be on the ice prior to the commencement of each session;
• Ensure there is adequate supervision of skaters for the duration of any session;
• Ensure all skaters are aware of and comply with the rules and regulations of the Club. Discipline
must be maintained for skater’s safety;
• Attend, at the discretion of the Club Board, all Club Test Sessions and/or competitions, in which
the Coach’s Skaters are participating;
• Assist with the preparation and production of competitions, ice shows, test days and other special
• Attend board meetings and be involved in the development and implementation of club goals;
• Abide by Club bylaws and Skate Canada’s Coaching Code of Ethics;
• Make travel arrangements and submit all hotel/gas/food receipts from travel.