Club Policy Guide

Code of Ethics and Conduct to Protect Children 

Coquitlam Metro-Ford Soccer Club has developed the following Code of Ethics and Conduct to guide our employees/volunteers in their interactions within the club and with children. The safety, rights, and well-being of children we serve are at the core of our daily programs. We nurture supportive relationships with children while balancing and encouraging appropriate boundaries.

 Further to this policy, Coquitlam Metro-Ford Soccer Club supports and complies to the British Columbia Universal Code of Conduct (BC UCC) and the BC Soccer Conduct & Ethics Policy for all soccer activities and related events organized, including but not limited to practices, training sessions, competitions, and fundraising events.

IMPORTANCE

Our club is committed to ensuring all children are protected and safe. A Code of Ethics and Conduct is an important part of creating safe environments for children. The safety, rights and well-being of children participating in our programs is a priority in our daily operations. The intent of this Code is to guide our staff/volunteers in developing healthy relationships with the club members and specially with the children involved in our programs and to model appropriate boundaries for children.

A. STANDARDS

Integrity in Sport

1. All participants in soccer have an obligation to ensure that there is integrity in the sport and as such must refrain from:
   • Non-medical use of drugs or the use of performance-enhancing drugs or methods. More specifically, Coquitlam Metro-Ford Soccer Club adopts and adheres to the Canadian Anti-Doping Program. Any infraction under this program shall be considered an infraction of this Code and may be subject to disciplinary action and possible sanction. The Member will respect any penalty enacted pursuant to a breach of the Canadian Anti-Doping Program, whether imposed by the club or any other sport organization;
   • Associating with any person for the purpose of coaching, training, competition, instruction, administration, management, athletic development, or supervision of the sport, who has violated an anti-doping rule and is serving a sanction involving a period of ineligibility imposed pursuant to the Canadian Anti-Doping Program and/or the World Anti-Doping Code;
   • Consuming alcohol and/or illicit drugs, while participating in soccer programs, activities, and competitions;
   • Consuming alcohol in excess and using illicit drugs, cannabis, or tobacco in situations where Youth are present;
   • Accepting, encouraging, or participating in forms of bribery and corruption;
   • Accepting or giving gifts or other benefits that influence an act that is related to their official activities. If in doubt, gifts shall not be offered or accepted;
   • Offering or accepting cash, other than reasonable per diems, expense reimbursement or salaries, bribes;
   • Forging or falsifying a document, nor use such;
   • Betting in connection with soccer and tolerating any form of manipulation of match results whether for financial, sporting, or political gain, and ensure information in any form that is not publicly available is not used for the above purposes for oneself or another party.
2. Participants will:  
   • Ensure information obtained while carrying out one’s duties is treated as confidential if that information is received or can be understood as confidential;
   • Respect the confidentiality of the information after the relationship with BC Soccer ceases;
   • Ensure transparency in all actions and decisions;
   • Remain politically neutral with respect to sporting matters;
   • Remain responsible for following Coquitlam Metro-Ford Soccer Club’s Code(s) of Conduct. 

B. STANDARDS OF BEHAVIOUR

General

Those participating in sanctioned soccer have a duty and responsibility to conduct themselves appropriately respecting the F.I.F.A. Laws of the Game, Canada Soccer Rules & Regulations, British Columbia Universal Code of Conduct (BC UCC), BC Soccer Rules & Regulations and Coquitlam Metro-Ford Soccer Club’s Rules & Regulations. These laws and rules are published and readily available.

1.  All participants in soccer have a responsibility to:
   1. Comply, at all times, with Canada Soccer’s, BC Soccer’s and Coquitlam Metro-Ford Soccer Club’sBy-laws, Policies, procedures, directives, and Rules and Regulations, as adopted and amended from time to time.
   2. Resolve conflicts in a professional and civil manner on issues that may be in dispute.
   3. Maintain and enhance the dignity and self-esteem of all individuals involved in soccer by:
      • Demonstrating respect to individuals regardless of body type, physical characteristics, athletic ability, age, ancestry, colour, race, citizenship, ethnic origin, place of origin, creed, disability, family status, marital status, gender identity, gender expression, sex, and sexual orientation;
      • Directing comments or criticism appropriately and avoiding public criticism of participants in soccer and sport;
      • Demonstrating the spirit of fair play, sport leadership, and ethical conduct;
      • Treating individuals fairly and reasonably;
      • Ensuring adherence to the Laws of the Game.
   4. Demonstrate respect for the principle of fair play, which includes:
      • Respect for both the letter and spirit of the rules;
      • Respect for referees and their decisions;
      • Respect for opponents, including modesty in victory and composure in defeat;
      • Facilitation of access to sport;
      • Maintenance of self-control at all times;  
   5. Any adult aged 19 years or older must report any ongoing criminal investigation, conviction, or existing bail conditions, including those for violence, child pornography, or possession, use, or sale of any illegal substance to the Coquitlam Metro-Ford Soccer Club Risk Manager.

Club Officials, Staff and Volunteers

While ignorance of the Laws of the Game or of the rules is not a defense, depending on the nature of the charge, it is viewed that a participant in a position of authority or trust is held to a higher standard when going beyond the norms of proper behaviour; i.e. behaving in an unsporting manner or not in the best interest of the game. Notably directors, committee members, and staff should be aware of various rules, regulations, guidelines, programs, and expectation within the soccer playing and administrative environment; and indeed, are charged with upholding and defending the same. Failure to act properly can be tantamount to unsporting or unethical behaviour and brings the game directly into disrepute and lead to charges.  

1. All club officials, staff and volunteers must:
   • Comply and be familiar with the various laws and governance documents that apply to their responsibilities;
   • Act with honesty and integrity and conduct themselves in a manner which maintains the confidence of Coquitlam Metro-Ford Soccer Club, its members and other stakeholders;
   • Ensure that their organization’s financial affairs are conducted with due regard for all fiduciary and operational responsibilities;
   • Conduct themselves openly, professionally, lawfully and in good faith
   • Be independent and impartial and not influenced by self-interest, outside pressure, expectation of reward, or fear of criticism;
   • Behave with decorum appropriate to both circumstance and position, and be fair, equitable, considerate, and honest in all dealings with others;
   • Keep informed about local, provincial, and national sport community happenings, and general trends in sport;
   • Exercise the degree of care, diligence, and skill required in the performance of their duties pursuant to the laws under which Coquitlam Metro-Ford Soccer Club is incorporated;
   • Respect the confidentiality appropriate to the business at hand;
   • Ensure that Members are given sufficient opportunity to express opinions, and that all opinions are given due consideration and weight;
   • Respect the decisions of the majority and resign if unable to do so; unless the decision of the majority is unlawful;
   • Commit the time to attend meetings and be diligent in preparation for, participation in, and follow- up from such meetings.

Spectators and Parents 

Spectators and Parents are an all-important part of the game and necessary to maintain the sustainability of the game. In appreciating the game to its fullest potential, spectators and parents are expected to behave in a manner that does not bring the game into disrepute and participate in ways that ensure a healthy and safe environment. 

1. Spectators and parents must:
   • Encourage players to abide by the rules and to resolve conflicts without resorting to hostility or violence;
   • Never ridicule a player;
   • Only provide positive comments that motivate and encourage participants’ continued effort;
   • Respect the decisions and judgments of officials and encourage athletes to do the same;
   • Respect and show appreciation to all competitors, and to the coaches, officials, and other volunteers who give their time to the sport;
   • Refrain from entering the training or competition area and from interfering with any activities;
   • Refrain from any negative or critical comments towards a Match Official.  

C. TREATING CHILDREN WITH DIGNITY AND MAINTAINING BOUNDARIES

1. Club Officials, Staff and Volunteers must:
   • Treat all children with respect and dignity.
   • Establish, respect, and maintain appropriate boundaries with all children and families involved in activities or programs delivered by Coquitlam Metro-Ford Soccer Club.

It is important for staff and volunteers to monitor their behaviour towards children and pay close attention to the behaviour of their peers to ensure that interactions are appropriate and respectful, and perceived as such by others. 

1. All interactions with children must be:
   • Known and approved by the board, where applicable, and the parents of the child.
   • Tied to staff and volunteers’ duties.
   • Designed to develop the child’s skills in soccer.

 Club Officials, Staff and Volunteers must always consider the child’s reaction to any activities, conversations, behaviour or other interactions. If at any time you are in doubt about the appropriateness of your own behaviour or the behaviour of others, you should discuss it with the CMFSC Technical Program Lead. 

D. GENERAL RULES OF BEHAVIOUR TOWARDS CHILDREN

1. Club Officials, Staff and Volunteers MUST NOT, regardless of whether or not they are serving the club at that moment:
   • Engage in any sort of physical contact with a child that may make the child, or a reasonable observer feel uncomfortable, or that may be seen by a reasonable observer to be violating reasonable boundaries.
   • Engage in any communication with a child, within or outside of duties, that may make the child uncomfortable or that may be seen by a reasonable observer to be violating reasonable boundaries.
   • Engage in any behaviour that goes against (or appears to go against) the club’s mandate, policies, or Code of Conduct to Protect Children.
   • Conduct their own investigation into allegations or suspicions of potentially illegal or inappropriate behaviour – it is a staff and volunteer’s duty to report the matter to the designated person, Child Welfare Agency, or law enforcement, not to investigate.

E. WHAT CONSTITUTES INAPPROPRIATE BEHAVIOUR

1. Inappropriate Communication. Communication with a child or his/her family outside of the context of duties for the organization, regardless of who initiated the exchange. For example: personal phone calls not tied to duties with the child; electronic communications (email, text message, instant message, online chats, social networking including “friending”, etc.) not tied to duties with the child; personal letters not tied to duties with the child; excessive communications (online or offline).
2. Inappropriate Contact. Spending unauthorized time with a child outside of designated duties.
3. Favouritism. Singling out a child or certain children and providing special privileges and attention (for example, paying a lot of attention to, giving or sending personalized gifts, or allowing privileges that are excessive, unwarranted or inappropriate).
4. Taking Personal Photos/Videos. Using a personal cell phone, camera, or video to take pictures of a child, or allowing any other person to do so, as well as uploading or copying any pictures you may have taken of a child to the Internet or any personal storage device. Pictures taken as part of your job duties are acceptable, however, the pictures are to remain with the organization and not be used by you in a personal capacity.

Inappropriate behaviour also includes:

1. Telling sexual jokes to a child or making comments to a child that are in any way suggestive, explicit, or personal.
2. Showing a child material that is sexual in nature, including, signs, cartoons, graphic novels, calendars, literature, photographs, screen savers, or displaying such material in plain view of a child or making such material available to a child.
3. Intimidating or threatening a child.
4. Making fun of a child.

Inappropriate behaviour will not be tolerated, especially as it relates to the well-being of the children involved in activities or programs delivered by Coquitlam Metro-Ford Soccer Club. 

F. REPORTING REQUIREMENTS 

All Coquitlam Metro-Ford Soccer Club staff and volunteers must report suspected child sexual abuse, inappropriate behaviour or incidents that they become aware of, whether the behaviour or incidents were personally witnessed or not. 

• All allegations or suspicions of inappropriate behaviour that a staff/volunteer learns of, or witnesses first-hand, must be reported to the Primary Liaison for Child Protection & Safety Officer. 
• All allegations or suspicions of potentially illegal behaviour (for example, child sexual abuse) that a staff/volunteer learns of, or witnesses first-hand, must be promptly reported to police and/or child welfare and must also be reported to the Primary Liaison for Child Protection & Safety Officer. Police and/or child welfare will make the determination as to whether the allegation or suspicion requires further investigation.

Keep in mind that you may learn of potentially illegal or inappropriate behaviour through the child or some other third party. Potentially illegal behaviours could come not only from staff or volunteers, but also from a parent, teacher, babysitter, or a coach from a different organization.  

If you are not sure whether the issue you have witnessed or heard about involves potentially illegal or inappropriate behaviour, discuss the issue with the Primary Liaison for Child Protection & Safety Officer.

G. FOLLOW UP ON REPORTING

1. When an allegation or suspicion of potentially illegal behaviour is reported, police and/or a child welfare agency will be notified. Coquitlam Metro-Ford Soccer Club will follow up internally as appropriate.
2. When an allegation or suspicion of potentially inappropriate behaviour is made, Coquitlam Metro-Ford Soccer Club will follow up on the matter to gather information about what happened and determine what, if any, formal or other disciplinary action is required.
3. In the case of inappropriate behaviour, if multiple behaviours were reported, inappropriate behaviour is recurring, or the reported behaviour is of serious concern, Coquitlam Metro-Ford Soccer Club may refer the matter to a child welfare agency or to the police.

DEFINITIONS 

Participant(s): everyone involved in soccer activities such as players, coaches, officials, volunteers, administrators, executives, board members, trainers, etc. as well as anyone who has signed a participant code of conduct; for example, a guardian of a minor who is registered and has signed the code of conduct.

Club Officials, Staff and Volunteers: Board Members, Executive Director, Technical Director, Operational Staff, hired Coaches, Volunteer Coaches, General Volunteers, and any other individual in similar roles with Coquitlam Metro-Ford Soccer Club.

Spectators and Parents: any individual, related or not to any of the participants, that attend a Coquitlam Metro-Ford Soccer Club session and remain in the premises for its duration.

Match Officials: a referee, assistant referee, fourth official, match commissioner, any person in charge of safety or any other person appointed to assume responsibility in connection with a Match.

Good Faith: the sincere intention to be honest and law-abiding; good and honest intentions; act in a fair and appropriate manner.

BC SOCCER ALIGNMENT 

All Coquitlam Metro-Ford Soccer Club policies must align with BC Soccer's Bylaws, Rules & Regulations, and applicable Policies and procedures. 

This policy is in place to provide effective ongoing measures to reduce the risk of communicable disease and additional measures for when there’s an elevated risk of communicable diseases.  

Definition: A communicable disease is an illness caused by an infectious agent or its toxic product that can be transmitted from one person to another. This includes but is not limited to COVID-19.  

Policy: Coquitlam Metro-Ford Soccer Club will monitor and review communicable disease-related information including issued orders, guidance, notices, and recommendations as available by the provincial health officer, Fraser Health, viaSport BC and BC Soccer. During periods of elevated risk, the Club will follow provided information and guidance which may include limiting activity, restricting play, or cancelling programs. Any implemented changes will be communicated to members, volunteers, and staff. Volunteers and staff will receive any required additional training.  

This policy is subject to change and re-evaluation as required.  
 
Further Recommendations: 

• All members*, volunteers, and staff who have symptoms of communicable disease (e.g., fever or chills, coughing, diarrhea) are to avoid all soccer activities. 
• All members*, volunteers, and staff are recommended to use hand sanitizer prior to and after activity.  
• Participation in programs is completely voluntary. Anyone feeling uncomfortable with the risk, should not attend.  

*Members: individual who have agreed to abide by and adhere to the Society's By-laws, policies, procedures, and rules (or, if the individual is under the age of 18, who have a parent or guardian agree to abide by the Society's By-Laws, policies, procedures, and rules on behalf of the individual) including: 

i. Participants
ii. Directors of the Society
iii. Coordinators
iv. Managers
v. Coaches
vi. Other individuals approved by the Directors

Our goal is to provide a safe environment where our players can continue to grow in soccer and have fun! 

Coquitlam Metro-Ford Soccer Club and BC Soccer believe in the health and safety of all players and fully support and require all adult players or parental guardians (if player is under 18 years old), to be educated about the signs and symptoms of concussions as per BC Soccer's Concussion Management Policy. All parents and adult players are required to complete the online NCCP Making Head Way in Sport eLearning module to empower coaches, parents, and participants with the knowledge and skills needed to prioritize participant safety when it comes to concussions. Parents and players have a responsibility to report all concussion-related injuries and illnesses to an independent medical professional. CMFSC reserves the right to limit players' return to the field, based on the aforementioned protocols and professional medical advice.

Conflict of Interest Policy – Board of Directors

Conflict of interest occurs when an individual benefits from a decision or action made while operating in an official capacity. There are two types of interest – pecuniary interest and non-pecuniary interest. Pecuniary interest relates to potential financial gains or loss for the individual or with whom the individual is associated. Non-pecuniary interest relates to family relationships, friendships or other interest that are not related to financial gain or loss. 

Conflict of Interests may be real or perceived. Whether the perception reflect a real conflict or not, disclosure of the issue and implementation of a management plan is always necessary to ensure fairness and the appearance of fairness.

Gift or personal benefit means an item or service of value that is received by an individual for their personal use (excluding club-sponsored programs and special recognition) including money, gift cards, tickets to events, food or beverages, discount/rebates on personal purchases, entertainment, participation in sport and recreation activities, and invitations to social functions.  

1. Application

This Policy applies to Board Members of CMFSC. This includes anyone who makes financial and policy decision or have proprietary information regarding CMFSC.

2. Obligation

2.1 On election, re-election or appointment to a position as a Director to CMFSC, the individual must sign and submit this policy statement acknowledging that they have read, understood and agreed to act in accordance with this Conflict of Interest Policy within 60 days of the election.

The acknowledgment must also disclose:

1. Any other soccer activity or position; and
2. Any personal, professional, business activity or position that may at that time, or could in the future, be construed as a potential conflict of interest. Such declaration must be updated as circumstances require.

2.2 Any Director elected to the CMFSC Board must relinquish any Director position with any other soccer governing organization within three months (90 days) of first being elected and shall not accept a Director position with another soccer governing organization or an unaffiliated soccer organization while they hold a Director position with CMFSC.  

2.3 Any Director elected to the Board cannot be an employee of the Club until a cooling-off period is observed for one election cycle for part-time staff or two election cycle for full-time staff.

2.4 Any Employee of the Club cannot be elected to the Board.

2.5 Any Director elected to the Board cannot be an owner or employee of a contractor or supplier.

2.6 Failure to comply with the above shall constitute sufficient grounds for removal of the Director from their position by the Board and if it is an Employee, the matter is to be referred to the Executive Director for action under the terms of their employment.

3. Purpose

The purpose of this policy is to protect the interests of Coquitlam Metro Ford Soccer Club (CMFSC) by:

1. preventing the personal interest of the Board from interfering with their duties to CMFSC;
2. avoiding any unethical personal, financial, or professional gain on the part of such individuals;
3. eliminating any perceptions of favouritism or unfair advantage in decision making;
4. protecting the Board, employees and Independent Contractors by establishing a process to declare conflicts of interest; and
5. establishing the requirement to identify and/or disclose actual or perceived conflict in decision making.

4. Duty to Disclose

4.1 When a Board Member has a conflict of interest in relation to a particular issue or matter of discussion, the individual shall:

1. declare the conflict of interest and the nature of the conflict, and refrain from discussing or voting on the issue in question;
2. refrain from lobbying or participating in the discussion and decision-making process; and
3. the conflict is captured in minutes. 

4.2 The individual shall declare a conflict even when the conflict for the individual arises after a decision is made but the matter is still in progress, or the individual is involved in the implementation.

4.3 Individuals shall disclose conflicts of interest to CMFSC Board as soon as they become aware that a conflict of interest exists and for members nominated for election, prior to the elections.

4.4 Each Board Member is under an obligation to disclose the existence or potential existence of a Conflict of Interest as it arises. The declaration can be done annually, before a meeting or during a meeting as soon as the discovery of potential conflict arises.

5. Conflict of Interest Complaints

5.1 Investigation

Upon receipt of a complaint, the Ad-hoc Discipline Committee appointed by the Board will determine whether a conflict of interest exists, provide the alleged individual with written notice and the opportunity to submit evidence and to be heard at a meeting.  

The Ad-hoc Discipline Committee will review all pertinent information and responses from the involved parties. If the alleged conflict does not exist, the issue will be documented, a decision letter be provided to the Board, but no further action will be taken.

5.2 Resolution

If the Ad-hoc Discipline Committee determines that a conflict of interest exists, they will take the appropriate actions to address the conflict. This may include but not be limited to:

1. Removal or temporary suspension of certain responsibilities or decision-making authority;
2. Removal or temporary suspension from a designated position;
3. Removal or temporary suspension from certain teams, events and/or activities;
4. Expulsion from the Board;
5. Implement further discipline in accordance with the Club’s policies relating to discipline and/or complaints; or
6. Other actions as may be considered appropriate for the conflict of interest.  

Failure to comply with an action as determined by the Ad-hoc Discipline Committee will result in automatic suspension from the Board until such time as compliance occurs. 

All conflicts of interest will be reviewed on a case-by-case basis. The Ad-hoc Discipline Committee has full discretion to deem what disciplinary action is appropriate and necessary for disclosed conflicts of interest.

5.3 Notice of Annual Statements

Every Director must sign a Conflict of Interest Disclosure Statement upon said individual’s term of election and must do so annually. Failure to sign does not nullify the policy.

5.4 Coming In To Force

The CMFSC Conflict of Interest Policy came into force at the next Annual General Meeting in 2024 upon approval by the CMFSC Board and may be amended, deleted or replaced by Ordinary Resolution of the CMFSC Board.

Conflict of Interest Policy - Staff

Conflict of interest occurs when an individual benefits from a decision or action made while operating in an official capacity. There are two types of interest – pecuniary interest and non-pecuniary interest. Pecuniary interest relates to potential financial gains or loss for the individual or with whom the individual is associated. Non-pecuniary interest relates to family relationships, friendships or other interest that are not related to financial gain or loss. 

Conflict of Interests may be real or perceived. Whether the perception reflect a real conflict or not, disclosure of the issue and implementation of a management plan is always necessary to ensure fairness and the appearance of fairness.

Gift or personal benefit means an item or service of value that is received by an individual for their personal use (excluding club-sponsored programs and special recognition) including money, gift cards, tickets to events, food or beverages, discount/rebates on personal purchases, entertainment, participation in sport and recreation activities, and invitations to social functions up to a maximum value of $50 per gift of $200 per year. This policy excludes team gifts for team officials.

1. Application

This Policy applies to all Employees and Volunteers of CMFSC.

2. Obligation

2.1 On acceptance of position with CFMSC or when the policy comes into effect, Employee and Volunteers must sign and submit this policy statement acknowledging that they have read, understood and agreed to act in accordance with this Conflict of Interest Policy within 30 days of acceptance.

The acknowledgment must also disclose: 

1. Any other soccer activity or position; and
2. Any personal, professional, business activity or position that may at that time, or could in the future, be construed as a potential conflict of interest. Such declaration must be updated as circumstances require.

2.2 Any Employee or Volunteer shall not accept a Director position with another soccer governing organization or an unaffiliated soccer organization without notice and approval. 

2.3 Any Employee of the Club cannot be elected to the Board.

2.4 Failure to comply with the above by an Employee, the matter is to be referred to the Executive Director for action under the terms of their employment or volunteer position.

3. Purpose

The purpose of this policy is to protect the interests of Coquitlam Metro-Ford Soccer Club (CMFSC) by:

1. preventing the personal interest of Employees and Volunteers from interfering with their duties and obligations to CMFSC;
2. avoiding any unethical personal, financial, or professional gain on the part of such individuals;
3. eliminating any perceptions of favouritism or unfair advantage in decision making;
4. protecting the Employees and Volunteers by establishing a process to declare conflicts of interest; and
5. establishing the requirement to identify and/or disclose actual or perceived conflict in decision making.

4. Duty to Disclose

4.1 Employees and Volunteers shall disclose conflicts of interest to the Executive Director as soon as they become aware that a conflict of interest exists or as soon as the discovery of potential conflict arises. 

5. Conflict of Interest Complaints 

5.1 Investigation

Upon receipt of a complaint, the Ad-hoc Discipline Committee appointed by the Board will determine whether a conflict of interest exists, provide the alleged individual with written notice and the opportunity to submit evidence and to be heard at a meeting. 

The Ad-hoc Discipline Committee will review all pertinent information and responses from the involved parties. If the alleged conflict does not exist, the issue will be documented, a decision letter be provided to the Executive Director, but no further action will be taken.

5.2 Resolution

If the Ad-hoc Discipline Committee determines that a conflict of interest exists, they will take the appropriate actions to address the conflict. This may include (but not be limited to): 

1. Removal or temporary suspension of certain responsibilities or decision-making authority;
2. Removal or temporary suspension from a designated position; 
3. Removal or temporary suspension from certain teams, events and/or activities;
4. Implement further discipline in accordance with the Club’s policies relating to discipline and/or complaints;
5. if the individual is an employee, refer the matter to the Executive Director for future actions; or
6. Other actions as may be considered appropriate for the conflict of interest. 

Failure to comply with an action as determined by the Ad-hoc Discipline Committee will result in automatic suspension from the Club until such time as compliance occurs. 

All conflicts of interest will be reviewed on a case-by-case basis. The Ad-hoc Discipline Committee has full discretion to deem what disciplinary action is appropriate and necessary for disclosed conflicts of interest. 

5.3 Notice of Annual Statements of Employees

Every Employee must sign a Conflict of Interest Disclosure Statement upon said individual’s employment or other relationship with CMFSC and must do so annually. Failure to sign does not nullify the policy.

5.4 Coming In To Force

The CMFSC Conflict of Interest Policy came into force at the next Annual General Meeting in 2024 upon approval by the CMFSC Board and may be amended, deleted or replaced by Ordinary Resolution of the CMFSC Board.

Constitution & By-Laws (444kb)

All CMFSC Staff members are provided with the CMFSC Staff Handbook to help understand our organization and culture, the expectations the Club has of all Staff, and the current policies and programs available. 

We strongly discourage the printing of this document, but if you must print it, we kindly ask that you consider the environment before doing so. Print only the section(s) that you need. 

CMFSC Staff Handbook: The Way Things Work

All expenditures should be consistent with the approved budget.

Except for items of a capital nature and for matters of extreme emergency, expenditures in any fiscal year shall not exceed income for that year. The Board, with the recommendation and the support of the Treasurer and President may approve extenuating, urgent and capital expense items in any fiscal year that may exceed income for that year. 

The Executive Director must be familiar with the approved budget for the programs and should be responsible to request Board approval if additional funds, not planned for, are required, up to 10% of the specific program budget.  

Expenditures less than $500 may be left to the discretion of the staff who are authorized to make purchases/Board member responsible for the program/item. The Executive Director must receive emailed notification of the purchase.

Expenditures exceeding $500 require approval by the Executive Director before an order is placed. 

Expenditures exceeding $5,000 require approval by the Board of Directors before the order is placed. 

Coquitlam Metro-Ford SC is committed to the achievement of gender equity and recognizes the importance of measuring all of its activities against the values of equity and fairness.

We define gender equity as a process of allocating resources and entitlements fairly to both males and females without discrimination on the basis of gender. This also includes redressing any undesirable or inequitable balance in the existing opportunities available to males and females.

Role of the CMFSC Board of Directors 

The board’s key governing roles include:

• Setting strategy and vision and evaluating progress towards strategic outcomes.
• Making high-level policy regarding board organization, oversight of senior management, ethical compliance, board recruitment and development, and succession planning.
• Ensuring that the Club has capable management.
• Defining potential conflicts of interest and attempting to ensure they are averted
• Ensuring that the Club has sufficient financial resources to adequately finance its operational and capital requirements.
• Ensuring that all legal and financial obligations are being met.
• Anticipating, mitigating and managing risks to the Club.
• Representing the Club to key stakeholders.
• Participate in an onboarding process as a new board member.
• Commit to continued education in Governance, as available, by BC Soccer and Canada Soccer. 

The Board does not involve itself in operational matters. Club staff are responsible for the day-to-day management of the Club’s on-field and off-field business and operational delivery and do so within an annual budget approved by the Board. 

Through its Executive Committee, the Board hires, regularly meets with, supports, advises, and evaluates the performance of the Club’s Executive Director. The Executive Director in turn is responsible for hiring, managing, evaluating staff. 

Discipline, Appeals and Dispute Resolution

Discipline – Game Related

Discipline issues related to coaches, players and parents at games is handled either by the league or, for more serious cases, by BC Soccer.

Discipline – Internal

For discipline issues that are not game-related, are internal, such as conduct or ethical violations, the following process should be used for those wishing to issue a complaint against a player, team official, parent, staff member, volunteer, or anyone else aligned with the Club.

For situations that require a Discipline Hearing, all those involved will be given at least 48 hours notice. An Ad Hoc Discipline Committee will be established comprised of three people, independent of the board, none of whom have children in the same age group or have professional or personal ties to the people being asked to come to the Discipline Hearing.

For complaints involving:

Players

The first point of contact should be the player’s coach. This should be done calmly and at least 24 hours after the incident in question.  

If there is no resolution with the coach, the complainant can go to the Club’s Technical Director. The Technical Director will then discuss the issue with those who are relevant to get different viewpoints and advise the Executive Director of the issue. The Technical Director and Executive Director will then decide whether an Ad Hoc Discipline Committee is warranted.

Team officials or other volunteers

The first point of contact should be the Technical Director. This should be done calmly and at least 24 hours after the incident in question. The Technical Director will then discuss the issue with those who are relevant to get different viewpoints and advise the Executive director. 

The Technical Director and Executive Director will then decide whether an Ad Hoc Discipline Committee is warranted. 

Parents

The first point of contact should be the player’s coach. This should be done calmly and at least 24 hours after the incident in question. 

If there is no resolution with the coach, the complainant can go to the Club’s Executive Director. The Executive Director will then discuss the issue with those who are relevant to get different viewpoints and advise the Technical Director of the issue.  

The Executive Director and the Technical Director will then decide whether an Ad Hoc Discipline Committee is warranted or to refer the issue back to the Executive Director.

Staff members

The first point of contact should be the Executive Director. If the concern involves the Executive Director, the first contact should be the Board’s Risk Management Officer. This should be done calmly and at least 24 hours after the incident in question and can be in writing or on the phone. 

The Executive Director will then discuss the issue with those who are relevant to get different viewpoints and then form an Ad Hoc Discipline Committee. 

If the issue involves the Executive Director, the Risk Management Officer will discuss the issue with those who are relevant to get different viewpoints and then form an Ad Hoc Discipline Committee.

Anyone else aligned with the Club

The first point of contact should be the Club’s Executive Director. This should be done calmly and at least 24 hours after the incident in question. The Executive Director will advise, depending on who the complainant is reporting and what the issue is, on what the process should be.

Appeals

Appeals should be addressed to the Executive Director by email unless the complaint involves the Executive Director. 

In that case the appeal should be emailed to the Risk Management Officer. There is no fee to appeal an internal disciplinary decision, but appeal must be received with-in 72 hours of the determination being of the disciplinary decision being sent.  If necessary, the Executive Director or Risk Management Officer will convene an appeals committee comprised of people with no ties to the Club to hear the appeal.

A decision cannot be appealed on its merits alone.  An appeal may be heard only if there are sufficient grounds for the appeal.  Sufficient grounds include the respondent: 

1. making a decision for which it did not have authority or jurisdiction as set out in governing documents; 

2. failing to follow procedures as laid out in the approved policies of the association; 

3. making a decision which was influenced by bias; 

4. exercising its discretion for an improper purpose; or 

5. making a decision which was unreasonable. 

Taken from section XXIV. Appeals; Canada Soccer Disciplinary Code - January 2020 

Dispute Resolution

If issues arise that require a dispute resolution process rather than a Discipline process, the parties seeking the dispute resolution should contact either the Executive Director or the Technical Director, whichever one they feel is more appropriate.  A process will then be set in consultation with the parties requesting dispute resolution.

CMFSC Investment Policy

I. General

The purpose of this Investment Policy ("the Policy") is to ensure that invested funds, together with future investment earnings and donations, are sufficient to meet the current and future needs of Coquitlam Metro-Ford Soccer Club ("CMFSC"), adjusted for inflation.  In general, CMFSC's day-to-day operations do not depend on these funds, apart from operational contingency reserves.  The Policy shall be reviewed annually by the Finance Committee/Board.

II. Quality of Investments 

Investment of CMFSC assets will be made through Finance Committee/Board approved investment managers ("Investment Managers"). The assets will be invested in a manner which meets the generally accepted standards of quality that a prudent person would apply in investing the assets of another.   The Investment Managers are expected to invest the assets with care, prudence, and diligence that a prudent investment professional would exercise in the investment of those assets. 

The objective is to maximize total investment return through diversification, across a broad range of asset classes, while preserving capital in an endowment-like fashion.  Risk and return will be gauged against limited operational needs for cash from investments and an extended time horizon (endowment).

The funds will be invested with the understanding that returns will vary depending on asset classes and may be subject to decrease in value depending on market conditions.   Risk and return will vary depending on asset classes and purpose of the funds, of which there will be three:

III. CMFSC Investment Classes

A. Operational Contingency Reserves 

Operational Contingency Reserves will be part of General Funds and will be expected to keep pace with inflation on an annual rolling average over a five-year period.  

The Treasurer and Finance Committee, in consultation with the Investment Advisor, are responsible for recommending investments of Operational Contingency Reserves funds to the Board.

CMF also invests a portion of funds in highly liquid cashable assets held at financial institutions for terms not to exceed 90 days.

B.  Endowments 

Endowment funds are designated for capital developments/investments or to generate returns to fund special projects, such as scholarships, financial subsidies, player/official/coach pathways, and youth development programs.  These funds will be distinct and separate from General Funds (operating).

The asset allocation outlined in Appendix A specifies the target and allowable allocation across the asset classes.

As the projects contemplated to be funded from the endowment are long term in nature, the investments in the endowment can maintain a corresponding longer investment time horizon and accept short term volatility.

The Treasurer and Finance Committee, in consultation with the Investment Advisor, are responsible for recommending investments of Endowment funds to the Board.  

C.  Restricted/Donor Advised

Restricted/Donor Advised funds are significant, as defined by being greater than $250,000 and subject to the investment profile and direction of the donor or their designate.   These funds will be distinct and separate from general and endowment funds.  The donor may dictate a risk/return and asset allocation that differs from Endowment guidelines above.  In some cases, these funds may possess a high risk and high growth profile.

IV. Permitted Asset Classes

The assets may be held in segregated accounts or invested in pooled funds and similar or alternative structures (e.g., limited partnerships) where CMFSC’s assets are commingled with other investors. Permitted asset classes include cash, short-term securities, Canadian and foreign bonds and debentures, asset-backed securities, infrastructure debt, mortgages, common stocks (including tradable income trust units and limited partnership units), American Depositary Receipts, Real Estate Funds, Infrastructure Funds, Private Debt Funds (including mortgage funds), Private Equity Funds and exchange-traded funds listed on a recognized stock exchange in Canada or the U.S., pooled and mutual funds. The Finance Committee shall be required approve any fund as eligible for investment.

The Investment Managers shall ensure the assets, excluding Restricted/Donor-Advised funds (III.C) are held in securities that can be liquidated quickly under normal market conditions.

Assets may not be invested in commodities, future contracts, options purchases, or short sales, without the specific consent of the Board.  Contracting to sell securities not yet acquired to purchase other securities for purposes of speculating on developments or trends in the market. All mortgage investments must be secured using pooled funds. Borrowing for investment purposes is prohibited without the specific consent of the Board. To avoid concentration risk, no more than 15% of the total market value of the portfolio may be invested in commercial paper, bonds, debentures, or securities of any one issuer or related party, excluding Restricted funds (III.C).

Environmental, Social and Governance (“ESG”) factors or Socially Responsible Investing are sources of financial risk that prudent investors should consider when evaluating investments. Evaluating the risks and opportunities presented by ESG matters can be done in a manner which is consistent with the efficient investment of funds to achieve investment return objectives.

V. EXPECTED RISK

It should be expected that the rates of return on the Portfolio will vary from year to year, reflecting market and economic cycles.  Nonetheless, these fluctuations will not deter the Investment Managers from making their best efforts to achieve their return objectives and thus assist the Board in achieving the return objectives of CMFSC. 

A. Risk Tolerance

In this context, “risk” may be defined as the magnitude of changes (both increases and decreases), in the market value of a portfolio, i.e., the volatility over time.  Clearly, it is the downward movements in the value of the portfolio that cause concern. The extent of any downward movement that can be accepted is a function of the Board's financial and emotional risk tolerance. Financial risk refers to the dollar or percentage amount of decline that can be accepted, given CMFSC's needs for capital preservation, income and inflation protection. Emotional risk refers to the extent of any decline that can be accepted given personality and previous experience with investments. 

A decline of approximately 20% of the value of CMFSC's long-term fund (net of withdrawals) can be financially and emotionally tolerated, each year, if it reflects overall market returns.

B. Risk Management

The strategic asset mix establishes the risk and return characteristics of the total portfolio and also impacts investment-related costs. Adhering to strategic asset allocation targets helps CMFSC realize its investment objectives by imposing discipline on the investment decision-making process.

Beyond choosing the appropriate diversified asset mix, portfolio risk can be reduced substantially over the long term by being well diversified by industry group and geographically. Reducing company specific risk by taking a conservative approach to security selection, with quality being a key criterion. Quality includes choosing companies that exhibit strong balance sheets and free cash flow generation, have a record of growing earnings, and return on equity, and have competent management.

C. Time Horizon

Time Horizon has a direct effect on the amount of risk you can withstand, and on the return the portfolio can generate.  As a rule, the longer the time horizon, the more risk can be taken in the portfolio and, therefore the higher the level of equity or private assets that can be included in the asset mix. Circumstances may change over time, so investment decisions and policies may change. Both the Operational Contingency Reserves and the Endowment investment classes can accept the short term volatility associated with a longer investment time horizon.

D.  Liquidity

Liquidity refers to the amount of cash, cash equivalent or easily saleable (i.e. Publicly traded bonds or equities) securities held in a fund. The amount of liquidity is a function of needs in terms of upcoming cash requirements. If the time horizon is short, an illiquid asset may not be appropriate. Sufficient liquidity is important to allow future cash usage, if required.  Both the Operational Contingency Reserves and the Endowment investment classes have relatively limited short term liquidity needs, allowing for investments in less liquid asset classes.

Appendix A:  Endowment Fund Asset Allocation 

Asset Allocation

Should playing time become an issue, coaches have the responsibility to justify why a player has been played less than the below noted policies. Only injuries, sickness, unaccepted absences from training and/or games at coach's discretion, or documented disciplinary action will be accepted as reasons for not meeting these requirements. The coaches must give written notice of disciplinary action to the player, coordinator and manager at the time of the incident(s) or as soon as possible thereafter.

CMFSC's Privacy Policy is governed by the BC Personal Information Protection Act ("PIPA"), and describes the way that CMFSC collects, uses, and discloses personal information of third parties in the course of its activities, implementing CMFSC's commitment to collect, use and disclose personal information responsibly. The CMFSC Privacy Policy is based on the standards required by PIPA, and CMFSC's interpretation of these responsibilities. To the extent that the provisions in this Privacy Policy are inconsistent with PIPA, PIPA's requirements shall govern.

This policy deals with personal information about players, parents, fans, directors, officials, coaches and other volunteers. Please review the attached for the full policy

CMFSC Privacy Policy (461kb)

Referees are a very important part of the club. Without referees we cannot play the game we all love. It is very important to develop, mentor and support our referees as we do the players and coaches. At CMFSC we take our referee program very seriously and have a zero-tolerance policy towards any kind of Referee abuse.

Reported abuse of referees will result in the following:

• 1st offence: 1 game suspension
• 2nd offence: 4 game suspension
• 3rd offence: removal from coaching position

These offences will not be appealed because if the referee feels that it is necessary to write and submit a report, they must have felt strongly enough about the inappropriate behaviour displayed. It is important that we ensure that we DO NOT question or provide feedback to any of the referees during the game or after the game. This is an important point to ensure that your parents also understand. Remember these referees may only be 12-14 years old.

Feedback on a referee's performance is to be provided by team officials through the referee evaluation form. Please use this form when you have a positive experience with a referee as well!

Members are encouraged to review all refund policies carefully prior to completing any program registration. Different programs/age groups/levels may have different information for refund eligibility. If you have questions, please reach out to admin@cmfsc.ca

Our full refund policy can be viewed by clicking here.

All volunteers (coaches, assistant coaches, managers, coordinators, directors) and staff must complete the Respect in Sport Activity Leader training every five years. Ethics training prepares volunteers and staff to effectively handle challenges that may arise day to day as leaders within the sport community. CMFSC wants volunteers and staff to feel empowered to recognize and prevent bullying, abuse, harassment, and discrimination. Respect in Sport is also a mandatory requirement from the Canada Soccer club licensing program. Information will be directly distributed to all those required to complete the course or members may contact Team Services directly for additional information. 

Safety is our number one priority as a Club and as part of compliance with BC Soccer, all volunteers and staff, 19+ are required to submit a Criminal Record Check with Vulnerable Sector Check, every three years.

This process can take anywhere from 1 day – 6 months depending on how long it takes for the RCMP to process and if additional fingerprinting is required. There should be no costs associated with this process as long as you follow the steps below.

You can complete your Criminal Record Check using any of the following three options:

• Online: https://justice.gov.bc.ca/criminalrecordcheck
  • Online code is XJFNTJCLXY 
  • You will need to login with a BC Services Card
  • Click REQUEST A NEW CRIMINAL RECORD CHECK
• In-person
  • Print off either the Coquitlam Resident Letter or Non-Coquitlam Resident Letter and bring with you to your local RCMP.
• Scan an already completed CRC dated within the last three years to our Risk Manager (riskmanager@cmfsc.ca).
  • This CRC must have a Vulnerable Sector Check completed as well.

If you receive a new charge or conviction within the three-year validity period of your Criminal Record Check, please notify our Risk Manager promptly.

For further assistance, please reach out to our Risk Manager – riskmanager@cmfsc.ca

Safety of players and members is a guiding principle within our Club values. We strive to not only provide children with a safe place to play, but more importantly a feeling of safety when around team officials and members in general.  

Along with other safety measures already in place, we have adopted The Rule of Two, which states that there should be a minimum of two screened and NCCP-trained or certified coaches  with an athlete in all situations where the athlete is potentially vulnerable. Other than medical emergencies, coaches are to avoid all one-on-one interactions with individual players to keep both the player and coach safe.  

All team head coaches must complete the RULE OF TWO Module: https://coach.ca/responsible-coaching-movement/rule-of-two

The Coaching Association of Canada has developed the following standards for the Rule of Two: 

Person of Authority includes but not limited to coaches, assistant coaches, managers, support personnel, chaperones, and Directors of the club or organization. 

Canada Soccer expects that all organizations will work toward the Gold Standard – having two NCCP-trained or certified coaches always present with an athlete. If NCCP-trained or certified coaches are not available, screened volunteers (such as managers, support personnel, chaperones, and Directors of the club or organization) should be available instead. If screened volunteers are not available, parents of other athletes should be asked to temporarily substitute. If another adult is not available, there should always be more than one athlete with the coach (this is the lowest standard and is not recommended).  

This policy should be considered before/during/after team practices & games, travel, and overnight stays. We understand that it is not always easy or convenient to follow this Rule, yet it is critical to ensure athlete and participant safety in sport. 

As a Club, we respect and observe the procedures outlined in Canada Soccer’s Guide to Safety: 

Travel
The following guidelines are strongly recommended during travel with athletes:  

• A Person in Authority may not be alone in a car with an athlete unless the Person in Authority is the athlete’s parent or guardian  
• A Person in Authority may not share a room or be alone in a hotel room with an athlete unless the Person in Authority is the athlete’s parent or guardian  
• Room or bed checks during overnight stays must be done by two Persons in Authority

Locker Room / Changing Area / Meeting Room  
The following guidelines are strongly recommended for locker rooms, changing areas, and meeting rooms:  

• Interactions between a Person in Authority and an individual athlete should not occur in any room where there is a reasonable expectation of privacy such as the locker room, meeting room, washroom, or changing area. A second Person in Authority should be present for all necessary interactions in any such room  
• If Persons in Authority are not present in the locker room or changing area, or if they are not permitted to be present, they should still be available outside the locker room or changing area and be able to enter the room or area if required  

Training / Competition Environment
The following guidelines are strongly recommended for the training and competition environment (including before, during, and after practices and games):  

• A Person in Authority should never be alone with an athlete prior to or following a game or practice, unless the Person in Authority is the athlete’s parent or guardian. If the athlete is the first athlete to arrive, the athlete’s parent should remain until another athlete or Person in Authority arrives. Similarly, if an athlete would potentially be alone with a Person in Authority following a game or practice, the Person in Authority should ask another Person in Authority (or a parent or guardian of another athlete) to stay until all the athletes have been picked up. If an adult is not available then another athlete should be present in order to avoid the Person in Authority being alone with a single athlete  
• Persons in Authority giving instructions, demonstrating skills, or facilitating drills or lessons to an individual athlete should always be doing so within earshot and eyesight of another Person in Authority   

Gender Identity  
A Person in Authority who is interacting with athletes should be of the same gender identity as the athletes. The following guidelines are strongly recommended:  

• For teams consisting of athletes of just one gender identity, a Person in Authority of the same gender identity should be available to participate or attend every interaction  
• For teams consisting of athletes of more than one gender identity (e.g., co-ed teams), a Person in Authority of each gender identity should be available to participate or attend every interaction

Further Recommendations in a Virtual Setting  

• The Rule of Two should continue to apply to all minor athletes in the virtual environment during the COVID-19 pandemic (additionally, for those athletes under age 16, a parent or guardian should be present during the session where possible); 
• We recommend applying the Rule of Two to non-minor athletes, as well, in the current circumstances; 
• For every session, the Rule of Two would require two adult coaches be present, or one coach and one adult (parent, guardian, volunteer, club administrator) – one-on-one sessions should be prohibited; 
• A clear statement of professional standards expected of the coach during calls should be communicated – (i.e., sessions are not social engagements, and should be focused on training/coaching);
• Parents/guardians should be fully informed beforehand about the activities undertaken during the sessions, as well as the process of the virtual session; 
• Parents/guardians should be required to consent to virtual sessions prior to each session, if irregularly scheduled, or prior to the first session if there is a series of regularly scheduled sessions;
• Communication during each session should be in an open and observable environment (i.e., avoid bedrooms) in the athlete’s home (athlete’s parents’/guardians’ home), and the coach must initiate the session from an appropriate location (i.e., avoid bedrooms or “overly personal”/unprofessional settings); 
• It is recommended to record sessions where that capacity exists; 
• Prohibit one-on-one texting, emailing or online contact between coach and athlete – any texting, emailing or online contact should be limited to group text/email that includes at least two adults (two coaches or one coach and one adult (parent, guardian, volunteer, club administrator), and limited to coaching (non-social) matters, and parents of minor athletes should be provided the opportunity to receive these texts/emails; 
• Social media contact by coach to athlete should be prohibited (including the sharing of memes, non-training video, etc.); 
• Encourage parents/guardians to debrief with U-16 athletes about virtual training on a weekly basis. 

In addition, care should also be taken to ensure that appropriate security settings have been set for virtual, videoconferencing arrangements, including password protected videoconference invitations.

Coquitlam Metro-Ford Soccer Club (CMFSC) supports CMFSC registered teams traveling together to experience the benefits of soccer in new locations. CMFSC requires all teams objectively traveling as representatives of CMFSC to conduct themselves in accordance with the directions in this policy, CMFSC Values and the Code of Conduct. This policy sets out some of the parameters CMFSC teams travelling need to understand.

CMFSC Team Travel Policy

The purpose of this document is to communicate to all officials a program to be followed by all club members and ensure consistency amongst all teams. Only "club issued and approved" gear may be worn when representing the CMFSC. Players and coaches [and managers - not on field] are not permitted to wear any clothing other than that described in the following articles.

The primary colours for CMFSC are Royal Blue and Black.

Club gear and logo are only to be used on board approved chosen brand and supplier.

The club home jersey is blue and black stripes and must be worn whenever there is not a conflict with the opposing team. This is our primary uniform and brand.

Absolutely nothing is to be attached to uniforms and club specific attire unless instructed by the club Board of Directors. Club specific attire is defined as:

• Club uniforms, shorts & socks
• Club warm up shirts
• Club track suits
• Club back packs / bags

Teams or individuals found not to be adhering to the Uniform policy will be required to correct, dispose and replace the offending gear, at their own expense, immediately upon notification.

All outerwear/training gear (track suits, tops, pants, jackets, training shirts, shorts & socks) must follow the primary color combination. Each season, the club/board will determine the styles that will be available.

For the alternate uniforms, the club/board will determine the style of the white alternates on an annual basis.

The Club's Equipment Manager assigns uniforms.

If a coach, manager or divisional coordinator is unsuccessful in obtaining equipment from a player, the equipment manager is to be notified so that the Board of Directors can deal with these individuals.

For players on a multiple payment model, should they fail to complete payments, they will be contacted by a club official on three (3) instances over a 30-day period following the due date of the fees. Failure to communicate with the club official and/or making mutually agreeable alternate arrangements will result in their suspension from all club programs. 

Unpaid registration fees after the expiry of the 30-day period may also result in the member being removed from the roster and active status within the District and BC Soccer.