Forestville Eagles Basketball Club - Policy Manual

Forestville Eagles Basketball Club - Policy Manual

FORESTVILLE EAGLES BASKETBALL CLUB POLICY MANUAL

This Policy Manual was first developed in 2001 by the Board of the Forestville Eagles Basketball Club and is updated at least every two years. New Policies or amendments to these policies will occur as required as recommended to and approved by the Board.

If a policy exists outside this manual, it is NOT a Club Policy and may have no standing in the Club.

This manual exists to ensure consistency in our approach to providing member services and as a consequence of the requirement in the Club Constitution for a Policy Manual

It is supplemented by

  1. Club Information Booklet
  2. Club Forms Manual

For a Policy to be included in this manual, it must be endorsed by the FEBC Board of Directors at one of its meetings.

The forms and Club Information Booklet also contain content that is approved by the Board prior to their circulation and use.

In addition to this Policy Manual, there are Australian and South Australian legislation and policies, Basketball Australia, Basketball South Australia and Australian Sports Commission policies and guidelines with which the Club may be required to comply.

TABLE OF CONTENTS

DEFINITIONS

GOVERNANCE

CONSTITUTION

FEBC BUSINESS PLAN

FEBC VISION

FEBC VALUES

FEBC GOALS

BOARD OF DIRECTORS

THE EXECUTIVE COMMITTEE OF THE BOARD OF DIRECTORS

STANDING COMMITTEES

MEMBERSHIP

LEARNING AND DEVELOPMENT

VALUES

RESPONSIBIITIES

FORESTVILLE EAGLES BOARD OF DIRECTORS

FORESTVILLE EAGLES EXECUTIVE

CODE OF CONDUCT

Coverage

Keeping Children and Young People Safe

Board Members

Board Meetings

Employees

Behaviour – Board and Staff members

Coaches

Players

Parents and Caregivers

Spectators

ROLES

ORGANISATION STRUCTURE

Board Members

Committee Members – Conflicts of Interest

Conflicts of Interest - examples

OFFICE HOLDERS

The President

The Vice-President Basketball Operations

The Vice-President Club Operations

The Secretary

The Treasurer

GOVERNANCE – STANDING-COMMITTEES

Basketball Operations Standing-Committee

Club Operations Standing-Committee

Standing-Committee Representatives

GOVERNANCE – OPERATIONS

Public Officer

Staff

Staff Management

Training

POLICIES AND PROCEDURES – All Members

KEEPING CHILDREN AND YOUNG PEOPLE SAFE

LEARNING AND DEVELOPMENT POLICY

GRIEVANCE POLICY

ENVIRONMENT POLICY

BULLYING AND HARRASMENT POLICY

CLUB MEMBERSHIP POLICY

POLICIES AND PROCEDURES – Players

SUN AND HOT WEATHER POLICY

TEAM SELECTION POLICY

JUNIOR COACHING GUIDANCE – PLAYER SELECTION, TEAM ROTATION AND COURT TIME

UNACCOMPANIED MINORS TRAVEL TO TOURNAMENTS POLICY

UNDER 14 NATIONAL JUNIOR CHAMPIONSHIPS POLICY

UNDER 14 NATIONAL JUNIOR CHAMPIONSHIPS PROCEDURE

POLICIES AND PROCEDURES – Staff

EQUAL EMPLOYMENT OPPORTUNITY POLICY

OCCUPATIONAL HEALTH AND SAFETY POLICY

MANUAL HANDLING PROCEDURES

EMPLOYMENT CONDITIONS

HOURS OF DUTY

LEAVE

OTHER CONDITIONS

FINANCE POLICY

OFFICIAL USE OF CLUB PREMISES AND EQUIPMENT

PLANNING AND PERFORMANCE

FEBC STAFF – OPERATIONAL GOALS

ORGANISATION STRUCTURE - OPERATIONS

JOB DESCRIPTION

Club Manager

Coaching Director

Catering Coordinator

DEFINITIONS

The following list provides a description of commonly used terms.

Associations Incorporate Act (AA Act)The SA Government legislation under which Forestville Eagles Basketball Club Incorporated, is incorporated.

Authorised Officer(s)Any Director or Staff member of Forestville Eagles Basketball Club

Basketball OperationsBasketball Operations Sub-Committee of the Board of Directors

ClubForestville Eagles Basketball Club Incorporated

Club OperationsClub Operations Sub-Committee of the Board of Directors

ExecutiveExecutive Committee of Forestville Eagles Basketball Club

Board of DirectorsElected by members of the Forestville Eagles Basketball Club

Finance Sub-CommitteeFinance Sub-Committee of the Board of Directors

PresidentPerson holding the office of President of Forestville Eagles Basketball Club

SecretaryPerson holding the office of Secretary of Forestville Eagles Basketball Club

Team Liaison CoordinatorA Director holding the role of Team Liaison Coordinator.

TreasurerPerson holding the office of Treasurer of Forestville Eagles Basketball Club

Vice President(s)Convenor of the Basketball Operations or Club Operations Standing-Committees – elected by members of the FEBC

GOVERNANCE

The Forestville Eagles Basketball Club’s Governance is structured around the following:

  • The Constitution of the Forestville Eagles Basketball Club Incorporated
  • Forestville Eagles Basketball Club Business and Risk Management Plans
  • Board of Directors of the Forestville Eagles Basketball Club
  • Executive Committee
  • Standing Committees of the Forestville Eagles Basketball Club
  • Members of the Forestville Eagles Basketball Club, regardless of their type of membership.

Each aspect of our Governance Framework and its purpose is summarised below

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CONSTITUTION

The Club is incorporated under the Associations Incorporations Act (SA) 1985 and the Constitution has been developed to comply with the requirements of that Act.

The Constitution outlines our Objects, the Club’s Powers, its membership, committee structure, manner of operation, handling of grievances and financial reporting requirements.

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FEBC BUSINESS PLAN

Every two years, the Forestville Eagles Basketball Club will review its three-year Business Plan to update it to more accurately reflect members’ wishes.

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FEBC VISION

Forestville Eagles Basketball Club provides members and their families with an enjoyable experience.

We will achieve this by:

The guiding financial principles for the club in delivering these targets will be:

  • Striving for affordability in membership fees, whilst ensuring fees income is always sufficient to cover basketball operational costs;
  • Utilising profit from retail operations to cover Administration overhead costs; and
  • Building up our capital reserve fund from non-fee income sources, in order to support aspirations for control over our own facility.

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FEBC VALUES

To create a better Club through

  • Unity;
  • Motivation;
  • Encouragement of self esteem;
  • Inclusion regardless of sporting ability or social or financial capability;
  • Honesty;
  • Responsibilities and obligations and
  • Respect and Appreciation of each other’s opinions

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FEBC GOALS

The Forestville Eagles Basketball Club’s Objects as set out in the Constitution are:

  • to promote and encourage members to play basketball
  • to promote and facilitate the sport of basketball throughout the general community
  • to co-operate with the Basketball SA Incorporated, Basketball Adelaide Incorporated and other basketball clubs.
  • to provide basketball courts and other facilities and buildings for the use and enjoyment of members.
  • to field teams to compete in matches with other basketball clubs whether in South Australia or elsewhere.
  • to take such steps as may be necessary to represent the views and the requirements of the members of the Club in all matters affecting the game of basketball in South Australia.

To support those Objects, the Club’s goals is:

  • to place the Forestville Eagles Basketball Club on a path for our future growth and greater success supported by appropriate governing and management structures and business-like processes.

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BOARD OF DIRECTORS

The Board of Directors is responsible for the Governance of the Club and its compliance with all statutory requirements.

It is comprised as described in the Constitution with ten (10) members. Five members are directly elected to positions for two years each (President, two Vice Presidents, Secretary and Treasurer and five ordinary members each elected for one year.

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THE EXECUTIVE COMMITTEE OF THE BOARD OF DIRECTORS

The Club Executive is responsible, for monitoring the Club’s performance.

It is comprised of the five directly elected members of the Board.

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STANDING COMMITTEES

From time to time, the Board of Directors will establish Standing Committees to assist the Board with governance and policy development of the Club.

Standing Committee shall be chaired by one of the directly elected Board members.

Details of the Structures and Responsibilities of the Standing Committees are detailed in Governance – Sub-committees below.

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MEMBERSHIP

The Constitution identifies the three general types of members (Life, Playing and Non-playing.

All members have the right to vote at a General Meeting however the vote of a Junior Playing member is made by one parent of that Junior Playing member.

Details of the types of memberships and their rights and obligations are listed in Membership Policy below.

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LEARNING AND DEVELOPMENT

Forestville Eagles Basketball Club recognises that any individual or organisation that stops learning, starts declining.

To maintain our proud history for future members we will apply the values outlined below when implementing this Policy and Procedures Manual.

VALUES

Through effective leadership from our Board of Directors, staff and members, we will continue to identify best approaches to improving the identified goals of the Club. We are committed to developing players, coaches, staff and club members through opportunities for all people willing to make the commitment necessary to apply their new skills, knowledge, attributes and/or attitudes.

The commitment we make to learning and development will only succeed if we listen to issues and feedback raised, discover the full details of the issue or feedback, identify the cause of the problem and act to resolve the problem in such a way that our Club develops further.

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RESPONSIBIITIES

FEBC seeks to achieve its objects by allowing the Club’s Directors to identify the opportunities required to progress those objects. To assist Directors to achieve those objects specific responsibilities are held by Board members.

FORESTVILLE EAGLES BOARD OF DIRECTORS

The Board will take appropriate action to achieve the objectives of the Club.

The role of the Board

  • to control and govern the Club in accordance with the constitution and policies of the Club;
  • develop and monitor a strategic and risk management plans to achieve the Club’s Objects
  • financial management, budgeting and analyse financial reporting to secure future Club needs and prosperity;
  • set and regularly review Club policies; and
  • maintain legal compliance.

These actions will include:

  • Strategic and risk planning and evaluation – setting short- medium- and long-term goals and KPIs in consultation with members and staff and ensuring major risks are identified, managed and monitored to ensure effectiveness;
  • Financial management and budgeting for future needs including accurate and appropriate financial reporting, appropriate income and funding;
  • Developing and practicing effective communication strategies with all members and staff including reporting to the membership at the AGM and other general meetings;
  • Holding at least quarterly Board meetings with reports from President, Treasurer, both Vice Presidents and leadership staff;
  • Maintaining appropriate Club policies;
  • Legal compliance – ensuring the Club complies with all aspects of the law including Child Protection, Occupational Health, Safety and Welfare, fair trading, liquor licencing and all other legal requirements; and
  • Updating, reviewing and adhering to the Constitution.

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FORESTVILLE EAGLES EXECUTIVE

The Executive will take appropriate action to achieve the directions set by the Board in the Business Plan and be the members in the constitution.

The role of the Executive is to

  • Monitor financial, business and general affairs of the Club in accordance with the constitution, strategic and risk plans and policies of the Club;
  • regularly review Standing Committee progress on targets set by the Board of Directors.

These actions will include:

  • monitoring business performance.
  • Monthly meetings to review progress towards achieving the Business Plan and annual targets.
  • Report to each Board of Directors meeting.

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CODE OF CONDUCT

Coverage

This Code of Conduct applies to all Board members, staff, coaches, players, all members, parents and siblings of players of the Club and spectators.

Individuals and organisations that come into contact with Board members, staff, coaches, players and other members will see us all uphold this Code of Conduct.

This Code covers all aspects of our Club including our collective and individual responsibilities related to keeping children and young people safe.

Basketball is intended to be a recreational activity for enjoyment and health. This code of conduct has been developed to give participants some guidance to the Club’s expectations of members. It is intended to assist everyone to obtain the maximum benefit and enjoyment from their involvement in basketball. As a result, the quality of participation will be improved so people are more likely to start and continue their involvement in basketball. Enjoy!!

Keeping Children and Young People Safe

Note: FEBC Staff in this Code shall mean all persons as defined in the Keeping Children and Young People Policy’s scope

FEBC is committed to fostering the positive development of children/young people through respectful behaviour and protecting children/young people from harm and abuse. We will uphold a safe and supportive playing environment for both children/young people and members.

All FEBC members will:

  • Help build an environment where everybody is treated with sensitivity, fairness and respect.
  • Behave and communicate with children/young people respectfully at all times.
  • Create an environment in which children/young people feel safe, comfortable and confident.
  • Make sure all allegations or suspicions of abuse are recorded and acted upon.
  • Raise concerns, issues or problems with your Manager as soon as possible.
  • Act with total propriety and decency in dealing with children/young people and their families.
  • Be aware that offensive and violent behaviour is totally unacceptable in any circumstance. Complaints will incur an appropriate response to the incident.

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All FEBC members must NOT:

  • Engage in rough physical play with children or young people.
  • Touch or hold children or young people in a way that could be misinterpreted, or that is unwarranted or unwanted.
  • Allow, perpetrate or tolerate bullying or harassment of a child/young person.
  • Behave or communicate in a way that could be interpreted as being sexually suggestive even as a joke, nor allow a young person to communicate or behave in such a way. The young person must be immediately told that their behaviour or comment is unacceptable and inappropriate.

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Board Members

Board Members should recognise the interests of the Club and act accordingly.

These actions will include:

  • Accountability – to stakeholders
  • Transparency – in the supply of information to relevant parties, excluding that which would infringe the privacy or intellectual property of individuals or is not in the interests of the Club;
  • Fairness and balance – in the use of the Club’s authority and discretion;
  • Honesty – in the provision of information to members and stakeholders;
  • Dignity – espouse the right to human dignity in all activities undertaken;
  • Legal – compliance and adherence to conventional codes of behaviour;
  • Goodwill – in the management and administration of all Club activities.

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Board Meetings

Board Members will attend meetings to complete the business and shall attend Special Meetings called from time to time in the interests of the Club.

Any Board Member who is:

  • disqualified from being a committee member by the Act,
  • expelled as a member under the Constitution,
  • permanently incapacitated by ill health or,
  • absent without apology from more than two meetings in a year,

shall resign their membership of the Board or Committee.

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Employees

Managers and other employees have personal rights and responsibilities and will:

  • Demonstrate integrity and humanity and avoid discriminatory practices including those relating to race, family, gender, age, religion and politics.
  • Communicate effectively and respectfully and demonstrate understanding and co-operation with all people at the Club.
  • Have regard for the interests of members in carrying out the policies of Club.
  • Not injure or attempt to injure, maliciously or recklessly, directly or indirectly, the reputation, prospects or business of others.
  • Respect the confidentiality of information, which comes to them in the course of their duties.
  • Balance the interests of Club with their personal responsibilities and commitments.
  • Practice delegation of authority wherever possible and the acceptance of responsibility for work delegated to others.

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Behaviour – Board and Staff members

Board and staff members hold leadership roles within the Club. As leaders in the Club, it is the desire of all Board and staff members that the Club will grow and prosper and that it will become regarded by all people as an enjoyable Club to be a member or to visit.

With positive behaviours and attitudes from which others are able to model their own behaviours and attitudes, there will be sustainable growth and prosperity within the Club.

To achieve this outcome it is important for Board and staff members to model the appropriate behaviours and attitudes at all times for other Club members.

Board Members and staff are expected to behave professionally so as to reflect a positive image of the Club whilst

  • Attending Board meetings
  • Attending other meetings as a representative of the Board,
  • Undertaking Club business,
  • At work and/or
  • In premises and vehicles owned, leased or operated by the Club,

Any Board or staff member who, whilst in any of the above situations, is under the influence of alcohol or non-prescribed drugs or whose behaviour is disruptive, threatening or abusive may be asked by any authorised officer of the Club to leave the meeting or place of work immediately.

All incidents are to be reported to the Secretary (or Club Ombudsman if the incident involves the Secretary) as soon as practicable who will prepare a report for the Board to act upon at its next meeting.

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Coaches

Coaches at all times should adhere to the following code of conduct:

  • Coaches should conduct themselves in a professional manner;
  • Coaches should be supportive and encouraging of all players regardless of the player’s physical capabilities;
  • Coaches should regularly communicate with parents of players to
  • ensure a common understanding of the expectations of the coach;
  • ensure the coach has a clear understanding of any aspiration, limitations or challenges the player may have;
  • Coaches are to refrain from asking questions or making comments to a referee whilst play is in progress or during short stoppages in play. This includes but is not limited to:
  • A throw in resulting from a violation, foul or other occurrence.
  • During the administration of free throws.
  • During a stoppage in play for substitutions.
  • Coaches are not to make overly verbal or animated objections to a referee’s decision;
  • Coaches are to direct questions to referees only during time-outs, quarter and half time breaks;
  • Coaches are to limit their questioning of Referee’s to either Rules or Bylaw interpretations;
  • If a coach is not satisfied with a ruling he/she may seek clarification with the Umpire in Charge for that stadium but he/she may not stay and argue the point with the referee’s;
  • Coaches are not to make statements of an abusive nature towards a player, other coach or referee the nature of which includes but is not limited to,
  • Performance or competence of players, coaches, referee or their partner;
  • Racial Discrimination;
  • Gender or Sexuality based remarks; or
  • Perceived bias of a referee towards an opposing team.
  • Coaches are not to use audible obscenities, which can be heard by other players, spectators or officials.
  • Coaches are to adhere to and assist a referee’s request to address the conduct of his/her players and spectators.

In the case of spectators the coach shall not be penalised if he/she attempts to but is unable to control the spectators’ behaviour. In this case the assistance of the Umpire in Charge should be sought.

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