Club Terms and Conditions

 Bryanston Sports Club

 BSC – 01 January 2024

Code of Conduct | Member Policy | Child Protection Policy | Club Functions and Events Policy.

Introduction.
Welcome to Bryanston Sports Club, a dynamic and inclusive sports club that aims to provide excellent value and quality facilities for our diverse community of Members, their families and guests.

At our Club, we embrace a non-racial, dignified and equal environment for all our members and staff.

Our vision is to be a leading, sustainable and welcoming Club that values diversity and promotes mutual respect among all its Members.

Purpose of the Member Policy and Code of Conduct.
The primary objective of our Member Protection Policy is to uphold responsible behavior and informed decision-making among all members and participants in our Club.

This policy outlines our commitment to treating each person with respect, dignity, and ensuring their safety by protecting them from discrimination, harassment, and abuse.

It also highlights the legal and ethical rights and responsibilities of everyone involved in our Club while setting clear standards of behavior.

Furthermore, the policy encompasses the care and protection of children who participate in our Club's activities.

Definitions:
a. Misconduct.
This refers to any breach of the policy and code of conduct by a member, including improper conduct, dishonesty, poor sportsmanship, harassment (including bullying or unfair discrimination based on various grounds such as race, gender, sex, pregnancy, marital status, family responsibility, ethnic or social origin, color, sexual orientation, age, disability, religion, HIV status, conscience, belief, political opinion, culture, language, birth, or any other arbitrary ground), objectionable conduct, or conduct that could harm the Club's reputation.
Such conduct is deemed prejudicial to the Club's good name and best interests.
The Club will address such misconduct whether it occurs within its premises or outside, provided that it relates to the Club.
b. Disciplinary Committee.
The Disciplinary Committee operates under the authority and control of the Main Committee.
It consists of two Main Committee members, the General Manager, and, if needed, additional members appointed at the Main Committee's discretion and under the Chairman's guidance.
c. Chairperson of the Club:
This refers to the elected Chairman of the Main Committee.
d. Vice Chairperson of the Club:
This refers to the elected Vice Chairperson of the Main Committee.
e. General Manager:
The General Manager of Bryanston Sports Club or their delegated authority.
f. President of Bowls:
The elected member in charge of the Bowls section.
g. Chairperson of Tennis:
The elected member in charge of the Tennis section.
h. Chairperson of Social:
The elected member in charge of the Social section.
i. Chairperson of Squash:
The elected member in charge of the Squash section
j. Representative of Padel:
An Approved - Authorised Representative from the Padel section.

All other definitions within this policy and code shall refer to applicable legislation, regulations, and codes of good practice in the country.

Conclusion:
By adhering to this Member Policy and Code of Conduct, we ensure a safe, respectful, and enjoyable environment for all Club members and participants.
Let us continue to uphold the values of Bryanston Sports Club and foster a sense of belonging and camaraderie among our diverse community.

Member Policy and Code of Conduct - Application and Scope.

Introduction:
This document outlines the Member Policy and Code of Conduct for the Bryanston Sports Club (BSC).

The policy applies to all individuals who are members of the club, regardless of their membership category, and encompasses all aspects of conduct, whether on or off the club premises.

It also holds members responsible for the behavior of their guests.

This policy is applicable to everyone involved in club activities, including committee members, administrators, coaches, support personnel, athletes, parents, spectators, and guests.

Applicability:
The Member Policy and Code of Conduct applies to the following individuals:
1. Club Committee Members, Administrators, and Officials.
Those serving in various roles within the club's Committees.

2. Coaches and Assistant Coaches.
Individuals involved in coaching and training activities, including events.

3. Support Personnel.
Managers, physiotherapists, psychologists, masseurs, sport trainers, and others assisting in club activities.

4. Referees, Umpires, and Officials.
Individuals officiating games and events.

5. Athletes.
All club members actively participating in sports.

6. Members.
This includes Honorary Life Members.

7. Parents.
Parents - Guardians and / or Child Minders of club members.

8. Spectators.
Those observing – attending club events and matches.

9. Guests of Members.
Individuals invited by club members to participate in club-related activities.

Scope of the Policy:
This policy covers a wide range of situations directly and indirectly related to the BSC and its activities.

It specifically addresses the following:

1. Unfair Selection Decisions and Actions.
Ensuring transparency and fairness in team selections and related decisions.
2. Breaches of the Code of Behavior.
Enforcing adherence to the established code of behavior for all members – Guests and non-members.
3. Conduct at Club Premises and Events.
Defining expected behavior during training sessions, sporting and social events and club activities.
4. Conduct on Away Trips.
Extending the policy's application to behavior during away games, including external excursions.
5. Private Behavior Impacting the Club's Reputation.
Addressing behavior outside club activities that could tarnish the club's reputation.
6. Protection of Children and Young Individuals.
Handling suspicions of harm towards children or young individuals associated with the club. 

Complaint Handling:
Any complaint against a staff member or employee will be addressed according to the employment relationship, relevant disciplinary and grievance procedures, and the BSC's employment policies.

Complaints related to harassment by a member or any other individual interacting with the club will be handled in accordance with Section 60 of the Employment Equity Act and the relevant Code of Good Practice for the Management and Prevention of Harassment in the workplace.

Club Responsibilities:
The BSC commits to the following responsibilities:
1. Implementation and Compliance.
Adopt, implement and comply with the Member Policy and Code of Conduct.
2. Enforcement.
Ensure that this policy is enforceable and adhered to by all members – guests and non-members.
3. Communication.
Publish, distribute, and promote the policy, ensuring all members are aware of its contents and consequences for breaches.
4. Setting the Example.
Promote and demonstrate appropriate standards of behavior within the club.
5. Complaint Handling.
Address any complaints made under this policy in an appropriate and timely manner.
6. Breach Handling.
Take appropriate action against any breaches of this policy.
7. Penalty Enforcement.
Recognise and enforce penalties imposed under this policy.
8. Accessibility.
Make this policy available to all relevant individuals and organisations associated with the club.
9. Policy Review.
Regularly review this policy, at least every 12-18 months, to ensure its relevance and effectiveness.
10. External Expertise.
Seek advice from and involve relevant national bodies in serious matters when necessary.

Conclusion:
The Member Policy and Code of Conduct set forth the expectations and guidelines for behavior within the Bryanston Sports Club.
It is the responsibility of all members, officials, and guests to adhere to these principles and contribute to a positive and respectful environment for everyone involved in club activities.

Individual Member Responsibilities:
As a member of our esteemed Club, you are required to adhere to acceptable behavioral standards that ensure a pleasant environment for all members and guests.
We believe in promoting a positive and respectful atmosphere, and as a responsible member, you have certain duties and responsibilities:
1. Familiarise Yourself.
Please familiarize yourself with the contents of this policy and code, as they outline the expectations for behavior within the Club.
2. Compliance.
You must comply with all the relevant provisions of this policy, including the standards of behavior set forth herein.
3. Screening Requirements.
Certain roles involving regular unsupervised contact with children or young people under 18 may require consent to screening as mandated by law.
4. Respect.
Treat all individuals associated with the Club with respect, including fellow members, staff, visitors, and anyone else who interacts with the Club.
5. Safety First.
Always prioritise the safety and welfare of children above all other considerations.
6. Accountability.
Be responsible and accountable for your actions while representing the Club.
7. Complaints and Reporting.
Should you wish to make a complaint or report any concerns related to possible child abuse, discrimination, harassment, bullying, or inappropriate behavior, please follow the guidelines outlined in this policy.
8. Adherence to Decisions.
Comply with any decisions and disciplinary measures imposed under this policy.

Code of Conduct:
The Bryanston Sports Club expects its members to refrain from the following behaviors:
a. Unacceptable Language.
Avoid using obscene, blasphemous, offensive, or crude language on Club premises or associated areas.
b. Dignity and Respect.
Interact with dignity and respect towards all staff, fellow members, visitors, and others associated with the Club.
Do not issue operational instructions to staff; instead, report any issues to management.
c. Non-Discrimination.
Discriminatory behavior based on race, gender, sex, pregnancy, marital status, family responsibility, ethnicity, sexual orientation, age, disability, religion, HIV status, or any other grounds is strictly prohibited.
Such conduct will not be tolerated, and appropriate disciplinary action will be taken.
d. Harassment.
Harassment, whether verbal or physical, is unacceptable and creates a hostile environment.
This includes sexual harassment, which involves unwelcome conduct of a sexual nature.
Any such behavior, even if it occurs once, will be considered harassment.
e. Bullying.
Bullying in any form is not tolerated at our Club.
This includes verbal abuse, exclusion, spreading malicious rumors, psychological harassment, or cyberbullying.
We take bullying seriously and encourage individuals who feel bullied to make a complaint following the procedure outlined in Item 10 of this policy.

In conclusion, by abiding by these responsibilities and adhering to the code of conduct, you play an essential role in maintaining a welcoming and safe environment for everyone at the Club.

Thank you for your cooperation and dedication to upholding these standards.

Child Protection Policy:
Introduction.
The well-being and safety of children and young people involved in our Club's activities and services are of utmost importance to us at BSC.
We are dedicated to creating a secure and nurturing environment that respects the rights of children and supports the well-being of our staff and volunteers.
This document outlines our commitment to child protection and the measures we undertake to ensure a child-safe environment.

Risk Management and Protection.
We understand the significance of risk management in safeguarding children.
Therefore, BSC will develop and implement a comprehensive risk management strategy, which involves evaluating our current childcare and protection practices.
The objective is to identify any potential risks of harm to children due to the actions of employees, volunteers, or any other individuals, and take appropriate steps to minimize and prevent such risks.

Codes of Conduct for Adults and Children.
To maintain a safe and respectful environment, BSC will establish and promote codes of conduct that outline the expected behavior and care standards for adults interacting with children, particularly those under our care.
Additionally, we will implement a code of conduct to encourage appropriate behavior among children themselves.
These codes will clearly delineate professional boundaries, ethical behavior, and unacceptable conduct.

Screening and Selection of Employees and Volunteers.
BSC is committed to engaging only suitable and appropriate individuals to work with children, especially those who have regular unsupervised contact with them.
We will utilise a variety of screening measures to ensure that unsuitable candidates are not hired or retained.
These measures may include conducting Working with Children Checks and criminal history assessments, where required by law.
Any criminal history information obtained during the screening process will be treated confidentially and in accordance with relevant legal requirements.

Support, Training, and Supervision.
Our employees and volunteers who work with children will receive ongoing supervision, support, and training.
The goal is to enhance their skills and capabilities, contributing to the maintenance of a child-safe environment within the Club.

Empowering Children's Participation.
BSC actively encourages and promotes the participation of children and young people in decisions related to the Club's service development and maintenance of a child-safe environment.

Reporting and Responding to Suspected Abuse and Neglect.
All employees and volunteers will be equipped to identify and respond appropriately to children at risk of harm, and they will be aware of their legal obligations to report suspected abuse or neglect.
Any individual who believes that another person or organisation bound by this policy is acting inappropriately towards a child or violating this policy can make an internal complaint, following the procedures outlined in this policy.
In cases of immediate danger or life-threatening situations, the police will be contacted immediately.

Supervision and Transportation.
Children under the age of [18] must be supervised by a responsible adult at all times during Club activities.
If a child is found unsupervised, members are encouraged to take responsibility for their safety until their parent/guardian or supervisor is located.
Regarding transportation, parents or guardians are generally responsible for arranging their children's transportation to and from Club activities.

Taking Images of Children.
BSC acknowledges the potential risks associated with capturing images of children and will strive to obtain consent from the child's parent or guardian before doing so.
We will not disclose any personal information or identifiable details without proper consent.
Moreover, we shall maintain strict privacy standards and prohibit the use of cameras, camera phones, or videos in sensitive areas such as changing rooms, showers, and toilets.

Conclusion.
This Child Protection Policy demonstrates BSC's unwavering commitment to providing a safe, secure, and supportive environment for all children and young people involved in our Club's activities.
By adhering to these guidelines and continuously striving to improve our practices, we can ensure a protective and nurturing space for everyone in our community.

Club Functions and Events - Policy and Code of Conduct.
We kindly request all members familiarise themselves with the guidelines and regulations pertaining to our club's functions and events.
It is essential for all attendees, including guests, to adhere to these rules, as specified on the club's website, which may be subject to periodic updates.
Members are expected to maintain decorum and adhere to the dress code while attending any club function.
Additionally, they are responsible for ensuring their guests also comply with these standards.

In case of any violation of this Policy and Code of Conduct, the management or senior staff members, such as the Club Manager, reserve the right to ask the offending member or guest to leave the function or the club premises.

Serious breaches of this Policy may result in being held accountable for disciplinary action, as determined by the Main Committee in conjunction with Management.

Right of Admission
Bryanston Sports Club and its management always retain the Right of Admission to the Club and its facilities.
Access to the club and its amenities may be denied if a member or visitor fails to comply with the club's rules, regulations, and values.
It is expected that all attendees are appropriately dressed in accordance with the latest dress code policy available on the club's website.

Handling of Complaints
The club takes all complaints regarding conduct, both on and off the field, very seriously.
Complaints will be addressed following the principles of procedural fairness.
All complaints will receive prompt attention and be dealt with in an unbiased manner. Penalties, if imposed, will be reasonable and relevant.
In more serious cases, complaints may be escalated to the relevant conciliation, arbitrating, or litigating forum.

Complaints Handling Process.
When the club receives a complaint, the designated person (e.g., Chair, Vice-Chair, Club Manager, Committee Member) will 
• Listen carefully and gather relevant information about the concern.
• Offer different resolution options, such as conflict resolution, conciliation, mediation, or formal procedures.
• Report to relevant authorities or law enforcement agencies if required by law.
• Respect confidentiality but not necessarily anonymity.

Upon choosing their preferred resolution option, the complainant will be supported through the process, which may involve:
• Facilitating communication between the complainant and the involved party.
• Gathering additional evidence or information.
• Seeking external legal advice if needed.
• Referring the complaint to the appropriate authorities or dispute resolution body.

Any individual may raise a complaint, including current members, staff, management, or third parties affected by alleged misconduct.
Complaints should be submitted as soon as possible, preferably within 72 hours, but late referrals will not be denied.
Complaints must be filed in writing and include clear details about the alleged misconduct, the involved parties, and any supporting evidence or witnesses.
CCTV cameras are installed on club premises for safety and security purposes.

The club reserves the right to use video recordings as evidence for complaints and other legitimate purposes, including civil, criminal, and/or disciplinary action.

Upon receiving a complaint, the General Manager will
• Assess the complaint and obtain additional information if necessary.
• Seek statements from identified witnesses.
• Compile a report with all evidence and present it to the implicated member.

The implicated member will have five days to respond in writing, admitting or denying the allegations and providing relevant information or evidence.

Based on the available evidence, the Disciplinary Committee will:
• Decide whether to take further action or not.
• Request additional investigation, if needed.
• Decide without a hearing based on the evidence.
• Advise a formal hearing if necessary.

Minor conduct issues in specific sports sections may be addressed informally by the Sectional Chair, who may issue a warning or minor sanction.
All complaints and resolutions should be documented in the Minutes of the respective sports sections and a Report of outcomes will be maintained by the Club Secretary.

For matters concerning the entire club or deemed more serious, they will be referred to the Main Committee for consideration.

Please ensure compliance with these guidelines and help us maintain a respectful and enjoyable atmosphere for all members and guests during club functions and events.

The Hearing.
This document outlines the procedures and principles to be followed during any hearing conducted within the club.

The principles of natural justice will be upheld throughout the process.

An independent and suitably qualified person will ideally chair the hearing, appointed by the Disciplinary Committee.

In certain cases, the Main Committee may appoint a committee member or ordinary member to serve as the chairperson.

The club reserves the right to appoint an independent investigator to act on its behalf, along with an independent chairperson who will preside over the matter and recommend an appropriate sanction.

In certain situations, the involved parties may mutually agree to bypass an internal hearing and refer the matter to Private Arbitration.

Written notice will be given to the member/s involved, providing at least 48 hours to prepare for the hearing, scheduled at a convenient time.

Reasonable requests for further postponement will be considered.

Internal complaints will be handled within the club, and no legal or other representation will be allowed for members or the club during the hearing.

However, in cases of alleged harassment or discrimination, the Chairperson may consider an application for legal or other representation, and complainants of harassment can be accompanied by a person of their choice.

If the accused member chooses not to participate in the hearing, the proceedings may still proceed in their absence.

The hearing will follow a structured process where the complainant and their witnesses will present evidence first and be subject to cross-examination by the accused member.

The accused member, along with their witnesses, will then present their evidence and may also be cross-examined.

The member will have an opportunity to address the hearing regarding the merits and a possible finding after the conclusion of the evidence.

The Disciplinary Committee will promptly deliver a decision on the charges, usually within one to five days after the hearing.

The Chairperson will carefully weigh the evidence, determine the proven facts, and make a decision on the appropriate sanction.

Factors in mitigation or aggravation of a sentence should only be considered after a decision on the member/s guilty of misconduct has been made.

Disciplinary Sanctions
In cases where a breach of policy or false and malicious allegations are found, the club may take disciplinary action.
All disciplinary measures will be applied consistently with contractual and employment rules and requirements.
They will be fair, reasonable, and based on the presented evidence and the severity of the breach.
The disciplinary measures will align with the club's constituent documents, laws, and rules.
Possible sanctions may include verbal and/or written apologies, counseling to address behavior, withdrawal of awards or achievements in club-related events, immediate suspension or termination of membership or engagement in any role or activity, de-registration of accreditation for a specific period or permanently, imposition of a fine, or any other suitable disciplinary action deemed reasonable by the club.
Any decision to suspend or expel a member made by the Disciplinary Committee must be referred to the Main Committee for ratification or approval.
There is no appeal process, and the final decision as ratified by the Main Committee will be binding.

In cases where membership is terminated as part of a sanction, the club may, at its sole discretion, refund the member's subscription fees on a pro-rata basis, calculated from the date of termination after deducting any outstanding debts.

General.
The responsibility for enforcing this policy and code of conduct at the club lies with the Management.
Allegations of breach or misconduct must be promptly addressed by Management or the relevant elected committees.
All matters should be handled expeditiously, and the outcomes of the hearings must be communicated to the parties involved.