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GENERAL DISPUTE & RESOLUTION POLICY AND PROCEDURE

The Saugeen Shores Skating Club (SSSC) is dedicated to providing a fun, safe and friendly environment for all their members. Skate Canada supports the principles of dispute resolution and is committed to the techniques of negotiation, facilitation, mediation, and arbitration as effective ways to resolve disputes with and among members. In case of a conflict between Skate Canada members, the individuals involved in the dispute must make every effort to resolve the conflict amongst themselves.

Where reasonable efforts to resolve the conflict fail, a written request using the form provided may be made to the Board of Directors of Saugeen Shores Skating Club for assistance to resolve the dispute.

CONFIDENTIALITY

No person is permitted to disclose either the existence of a complaint or information about the complaint, except for the purposes of complying with the objectives of the Dispute Resolution Process. Information shared in the Mediation Process shall be kept confidential.

APPLICATION OF THE POLICY

The Dispute Resolution Process shall apply to complaints and disputes that are of personal significance to the person(s) initiating the complaint and are not sufficiently serious and significant as to be of general importance to skating and/or of general importance to the overall ability of Skate Canada and the Saugeen Shores Skating Club to discharge its primary objective.

The Dispute Resolution Process shall not be used if Skate Canada’s Complaints Policy applies. In particular, the Dispute Resolution Process should not be used for matters regarding when a complainant has made allegations of sexual or discriminatory harassment. These complaints should be referred to the National Complaints Procedure. 

The Dispute Resolution Process should be initiated as soon as possible after the incident(s) or conduct which forms the basis for the dispute or the complaint.

The Club may summarily dismiss a complaint and that there shall be no appeal from the Club’s decision to do so.

CLUB RESOLUTION PROCESS

Saugeen Shores Skating Club’s Board of Directors will adhere to the following steps when dealing with requests made as described above:

  1. A club member must present a statement of conflict in writing to the club’s Board of Directors using the form provided.  (See APPENDIX D)
  2. The Club President will acknowledge receipt of the complaint within 2 business days and begin to arrange a meeting time to discuss the matter.
  3. A minimum of 2 member of the Board of Directors will then discuss the conflict policy process with the person issuing the statement of conflict and ask if they wish to move forward. Once the person
    issuing the statement has agreed to move forward, they will agree to have their name mentioned when
    discussing their concern with all others involved.
  4. Once permission has been granted to move forward, the board will then inform all/any parties involved a statement of conflict has been made to the board concerning them.
  5. All involved will receive a copy of the original statement of conflict. The statement will be forwarded to those concerned for review and will be required to write a response within a week from the date sent.
  6. The President and other members of the core executive (Secretary, Treasurer, Coaches Rep) will then investigate the statement of conflict through interviews conducted with:
    • Club member submitting the original statement of conflict;
    • Any other parties discussed within statement of conflict;
    • Any other people who may be witness to the alleged conflict.
  7. The committee will provide a confidential, written report to all involved, including all members of the Board of Directors, with a review of:
    • the original statement of conflict;
    • a record of findings during the interview process from all those interviewed;
    • recommendations as to how to resolve the issue properly and appropriately at
      hand.
  8. Both parties involved in the statement of conflict will then be given seven days to inform the board in writing whether or not they accept the recommendations in the above-mentioned report. Should both parties accept all recommendations the dispute will be considered resolved. The committee will ensure the matter is resolved by following up with both parties within six weeks to ensure all are following recommendations made.
  9. Should a resolution not be able to be found at the club level, the committee, where the disputing parties agree, the club may then refer the matter to Skate Ontario for assistance, following the Section Mediation Process.
  10. Should a written statement of conflict be submitted which involves allegations of
    misconduct described in the Skate Canada Membership Harassment Policy or the Complaints Policy, the Club Board of Directors shall also refer it to the National Complaints Review Officer or a Harassment Officer.
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