CARLETON PLACE CANOE CLUB

CPCC Policies and Bylaws

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REGISTRATION AND CANCELLATION POLICIES

Registration and Age Classifications

When registering in CPCC programs, participants must register in their appropriate age classifications. These age classifications are as follows:


  • Canoe Kids Weekly: All Weekly Canoe Kids participants must be between the ages of 5 and 8 on January 1st of the programming season
  • Canoe Kids FS: All Full Summer Canoe Kids participants must be between the ages of 5 and 10 on January 1st of the programming season
  • U11 CYR: All U11 Competitive Youth Racing participants must be between the ages of 8 and 10 on January 1st of the competition year
  • U13 CYR: All U13 Competitive Youth Racing participants must be between the ages of 11 and 12 on January 1st of the competition year
  • U15 JHP: All U15 Junior High Performance participants must be between the ages of 13 and 14 on January 1st of the competition year
  • U17 HP: All U17 High Performance participants must be between the ages of 15 and 16 on January 1st of the competition year
  • Senior HP: All Senior High Performance participants must be 17 or older on January 1st of the competition year, and must also confirm registration with the Head Coach before it can be completed


Within competitive programming, participants MAY be asked by coaching staff to train with a different age class. These decisions will be at the discretion of the club Head Coach and will be based on ability, maturity, and appropriate athlete development. These training groups will be set by the Head Coach and his/her staff at a time they deem appropriate. Parent’s of the athletes being asked to move training groups will be consulted prior to moving any athlete.

It is the view of the CPCC that we are preparing athletes for long-term success in sport. Our program framework is supported by Canoe Kayak Canada’s Long Term Athlete Development Plan, and is intended to help our athletes progress to their full potential.


You must be in good financial standing with the club, with no pre-existing membership or race fees due upon registration.


Early Bird Registration

Members who register prior to April 31, 2018 will receive the "early bird" rates (3% program increase as of May 1, 2018.)


Final payment arrangements must be made 2 weeks prior to program start. Failure to meet commitments above may results in a cancellation of your registration.

CANCELLATION POLICY

All cancellations must be submitted in writing to our Registrar at registrar@cpcanoeclub.com and are subject to a minimum $25 cancellation fee.

Full Summer Program Conditions  

  • A $25 cancellation fee will be applied on cancellations received 2 weeks prior to the start of the program
  • A $50 cancellation fee will be applied on cancellations made between 2 weeks prior and the program beginning
  • A 25% cancellation fee will be applied on cancellations made up to 2 weeks after the program begins.
  • There will be no refund if injury or illness occurs after 2 weeks from program start.
  • There will be no refund for no-shows
  • There will be no refund for suspensions as a result of members violating safety policies and/or Code of Conduct.


Weekly Summer Camp Program Conditions  

  • A $50 cancellation fee will be applied on cancellations received 2 weeks prior to the start of the program
  • A 50% cancellation fee will be applied on cancellations received within 2 weeks of the camp beginning.
  • There will be no refund if injury or illness occurs after 2 weeks from program start.
  • There will be no refund for no-shows.
  • There will be no refund for suspensions as a result of members violating safety policies and/or Code of Conduct.


If the original payment was by cash or cheque, you will be refunded by cheque, which may take up to 3 weeks.

GENERAL CLUB POLCIES


VOLUNTEER COMMITTMENT
CPCC relies heavily on volunteers to support the continued success of the club. As such, a volunteer commitment minimum of 25 hours is required for all families participating in full season programs. There are two options for satisfying the volunteer commitment: You may:

Opt out of volunteering and provide a payment of $250 to the club prior to start of program OR
Provide club with a $250 cheque postdated for August 31st, which will be returned then or once the 25 hour commitment has been satisfied.  Cheque must be submitted with signed waiver form no later than two weeks prior to program start date.

Failure to provide a post-dated cheque prior to start of the registered program will result in denial of participation in the program.  This policy will be STRICTLY enforced.

  • If the 25 hour commitment is not met, the cheque will be cashed by the club after Sept 30, 2018.
  • 25 hour commitment is per family, regardless of how many children participate in the club programs.
  • $25 will additionally be charged for NSF cheques.


EQUIPMENT USE
Members may use club equipment as directed by the coaching staff including boats, paddles, lifejackets, buns, etc. The use of personal equipment not owned by the member is strictly prohibited unless express permission has been given. Any member found using personal equipment they do not own will be given a letter of warning and may be prevented from participating in the daily activities at the discretion of the coaching staff.

BOAT STORAGE
Members who own and wish to store personal boats may do so for a $50 fee.

CLUB ACCESS
Members have access to the club facilities during program hours. No members should access the main hall or kitchen without the express permission of coaching or club staff. Members under the age of 12 are prohibited from accessing the weight room without being accompanied by coaching or club staff.

LOCKER ROOMS
Male and female locker rooms are available for use during program hours. Locker rooms must be kept tidy at all times, including removing personal items and disposing of garbage. Lockers are available for rent for $50 per season or $25 for a part-time rental.


VAN POLICY

  1. No athlete under the age of 18 is permitted to travel in the club van.
  2. The club van will be locked at all times after equipment is removed upon arrival at event or regatta.
  3. Athletes travelling in the club van will be responsible for contributing to the cost of gas and mileage to travel in club van.
  4. Only those over the age of 25 are permitted to drive the van and must be added to the liability rider.
  5. There will be no expectation that athletes are able to travel in the club van to events. This is Coaches discretion with approval from the Board.
  6. Families should be prepared to ensure their athlete can be transported to events without help from the club.


REGATTA TRAVEL POLICY
All individuals or families with more than one club member are to contribute to the cost of Coach travel for all overnight stays.
The fees are as follows:

  1. $25 for all travel within Province
  2. $50 for all travel out of Province


High Performance Policies


CLICK HERE FOR MORE INFO...


Code of Conduct

Carleton Place Canoe Club is a place where all members must feel welcome and secure. The Club has a code of conduct for all members of the Club. This includes all paddlers, and campers. Paddlers and campers are reminded that at all times they must behave in a responsible and respectful manner that creates a positive social climate. Everyone is expected to abide by this code and any violations will be cause for progressive documented discipline and may result in restriction of privileges or a review membership by the Executive Board. Interpretation of the application of this code is at the discretion of the CPCC Executive Board.

The code is as follows:

1. Bullying, physical, sexual or verbal harassment will not be tolerated under any circumstances. See Anti-Bullying and Harassment policy below for additional details.

2. Vandalism to any club property or facilities will not be tolerated under any circumstances. Anyone witnessing someone vandalizing club property or facilities must report incident to coaching or club staff. Anyone caught vandalizing and/or destroying club property or facilities will be required to pay the cost of repair or replacement.

3. Members must be respectful to coaching and staff members.

4. Members are expected to be punctual to all club practices and events as well as notify staff of expected absences from club practices or events.

5. Underage members are not allowed to wander the club without staff supervision.

6. Members must treat club equipment with care including

  • Use of boat racks for set up and post-practice cleaning
  • Maintain a minimum of two people per any boat being moved on land for Bantams and under and for any tandem boat being moved on land by any age group. Maintain four people per four-person boat for any age group. Maintain a minimum of 8 people per war canoe when moving on land.
  • Refrain from pushing paddle blades in sand or hitting on ground.
  • Remove sand, weeds, garbage, dirt and water from boats after races and practices.
  • Be careful to not drop boats on ground while on land or hit the dock, other boats or the wall when on the water.

7. Paddlers should not interfere with another paddlers race success, club paddlers are expected to encourage and support not only our club family but other clubs in the spirit of fair competition during regattas


Safety Policies


CLUB SAFETY

Above all else, child safety is our utmost concern and #1 priority. As such, we take extreme care to ensure all of our members can participate in our programs in a safe and friendly environment. Coaches, staff and volunteers work hard to ensure the safety of all participants on and off the water.  As well as being competent paddlers, all coaches at the club are certified through our National Coaching Certification Program (NCCP), confident swimmers and Boat Operator Accredited training. We have established safety policies and ensure our coaches and staff members are fully trained on boat safety, water safety, etc. and continue to revise policies and procedures to ensure the safety of our members.

Senior staff and coaches proactively review program operations, policies and procedures, and potential safety concerns on a regular basis and take corrective action if/when needed. In addition, each member must sign a Code of Conduct Agreement as part of the program registration process. This ensures members are aware of the rules and guidelines related to safety, member conduct, treatment of others, etc. If any member is found to break these rules and guidelines, corrective action will be immediately taken and parents will be notified.


All Coaches  and Officials operating a motorised water craft shall be wearing a life jacket. All Officials will wear a life jacket while being a passenger in a motorised water craft.


The following safety rules will be followed at all times:

  • Paddlers must always stay within sight of coaches and safety boats.
  • Paddlers are strictly forbidden to go on the water without the knowledge of coaching staff.
  • Paddlers U15 and under must wear a PFD approved life jacket when practicing and an approved flotation device when racing.
  • Horseplay around dock and water is strictly forbidden. Any member caught violating this rule will be disciplined upon coaches discretion, which may include suspension from the program.


SUN PROTECTION

Remember to take these simple precautions to protect yourself from the sun's harmful rays throughout the year and to check the UV Index to determine the risks of UV exposure.

  • Educate your children about the harmful affects of over exposure to the sun. Coaches and staff will continually remind our paddlers about the risks, but it takes a team to keep our members informed.
  • Remember your sunscreen. Although CPCC will have sunscreen on hand, it is important that members bring their own sunscreen and re-apply throughout the day. We recommend a waterproof sunscreen (with both UVA and UVB protection) with a 30+ rating, which generally provides better protection.
  • Re-apply throughout the day. Generally, sunscreen should be applied every two hours. Members will be reminded to re-apply, but it is important that parents re-enforce this message.
  • Get some shade. When not on the water on days with a high UV index, members will be encouraged to spend time in the shade . At regattas, CPCC will provide a shaded canopy where paddlers can limit their exposure to the sun. Remember, over exposure to the sun is not only bad for your skin, it can also impact your performance.


COLD WATER TRAINING

While the CPCC Cold Water Policy is in effect, paddlers will only be permitted to paddle as a group during coach scheduled on water-sessions. Paddlers ARE NOT permitted to paddle from the CPCC alone while this policy is in effect. As per CKC's Cold Water Regulations and guidelines, CPCC's Cold Water Policy is in effect while water temperatures are below 8 degrees Celsius.

  • It is mandatory for all paddlers to wear a Government of Canada approved PFD at all times while water temperatures are below 8 degrees Celsius
  • All paddlers and training groups MUST be accompanied by a safety boat (motor boat) and within sight of the coach at all times. Paddlers are required to follow closely to the shoreline
  • Coaches will consider all weather and water conditions before taking a group of paddlers onto the water, and at their discretion will determine whether or not to cancel on-water training sessions
  • Coaches will carry with them a cell phone while on the water during cold water temperatures


CONCUSSIONS POLICIES AND PROCEDURES

Although concussions in paddling are rare, they can occur during either on the water or dry land activities. Since the circumstances under which a concussion can be sustained are so varied, it’s important for all coaches, parents, and athletes to be aware of the signs, symptoms, and what to do if a concussion occurs. If a suspected concussion occurs, the following steps will be followed:

  • If a concussion occurs in practice or at a regatta; remove the athlete from the practice or regatta
  • Do not leave the athlete alone; monitor symptoms and signs
  • Do not administer medication
  • Inform the coach, parent or guardian about the injury
  • The athlete should be evaluated by a medical doctor as soon as possible
  • The athlete must not return to practice or the regatta


The 6 Steps to Return to Play

The return to play process is gradual, and begins after a doctor has given the player clearance to return to activity. If any symptoms/signs return during this process, the player must be re-evaluated by a physician. No return to play if any symptoms or signs persist. Remember, symptoms may return later that day or the next, not necessarily when exercising! Be aware that a medical doctor will probably restrict sports for at least one week after a concussion…not only when contact sports are involved.

Step 1: No activity, only complete mental and physical rest. No activity, only complete rest. Limit school, work and tasks requiring concentration. Refrain from physical activity until symptoms are gone. Once symptoms are gone, a physician, preferably one with experience managing concussions, should be consulted before beginning a step wise return to play process.

Step 2: Activities such as walking, stationary cycling or paddle machine. The player should be supervised by someone who can help monitor for symptoms and signs. No resistance training or weight lifting. The duration and intensity of the aerobic exercise can be gradually increased over time if no symptoms or signs return during the exercise or the next day.

  • Symptoms? Return to rest until symptoms have resolved. Then restart at previous step. If symptoms persist, consult a physician.

  • No symptoms? Proceed to Step 3 the next day.


Step 3: Light paddling on the water. We highly suggest that athletes are placed in a stable boat and wear a Government Approved Personal Flotation Device regardless of age.

  • Symptoms? Return to rest until symptoms have resolved. Then restart at previous step. If symptoms persist, consult a physician.

  • No symptoms? Proceed to Step 4 the next day.


Step 4: Medium intensity paddling can begin. Athletes may return to the boats they used pre-concussion. We continue to recommend the use of a Government Approved Personal Flotation Device regardless of age. May add light resistance training. Go to step 5 after medical clearance. (reassessment and note)

Step 5: Return to higher intensity training and medium to heavy resistance training.

Step 6: Return to full training and racing.

Note: Athletes should proceed through return to play steps only when they do not experience symptoms or signs and the physician has given clearance. Each step should be a minimum of one day. If symptoms or signs return, the athletes should return to step 1, and be re-evaluated by a physician.

For an expanded description of the steps please refer to the McMaster Guidelines for Return to Sports and Return to Learning, click here.


THUNDER AND LIGHTNING
Coaches and club staff will closely monitor the weather and at the first sign of lightning all members will be directed off the water, CPCC adheres to the 30-30 rule for thunder and lightening based on the following key policies:

  • When there is 30 seconds or less between lightning and thunder, coaches and staff will direct members indoors
  • Remain sheltered for 30 minutes after the last clap of thunder

For more information, click here.


WATER QUALITY AND BACTERIA MONITORING
The beaches in Carleton Place and Mississippi Mills undergo routine testing to make sure the water is safe for swimming. Every Monday during the summer, public health inspection students are wading into the Mississippi River at each of the beaches in Carleton Place and Mississippi Mills to collect samples of water to ensure that the water is safe for swimmers.

Five water samples are taken from each beach and then sent to a lab in Ottawa to determine the levels of E. coli bacteria. When the geometric mean of the five samples is greater than 100 E. coli per 100 millilitres of water, the Lanark, Leeds and Grenville Health Unit closes the beach.


During the periods when beaches are closed, members will be encouraged to limit their time in the water and coaches will increase dry land activities. Although some exposure to the water is unavoidable, coaches will encourage members to:

  • Avoid beach areas where birds and seaweed congregate
  • Avoid swimming and submersion in water for extended periods
  • Wash with soap and water as soon as possible after being in the water
  • Cover and cuts or scrapes with waterproof bandages and wash thoroughly after exposure to the water


Club staff will continually monitor any signs of bacterial outbreaks and disinfect equipment regularly.


COACHES AND SAFETY BOATS

Safety boats are always within sight and ready to respond.  To provide a safe and secure environment for our weekly summer camp programs the ratio of staff to kids is 1:10.  For all other kids programs, the ratio of coaches to kids is 1:12. Members are all required to stay within sight of coaches and coach boats and are strictly forbidden to go on the water without coaches knowledge.


ANTI-BULLYING AND HARASSMENT

CPCC adheres to a strict no bullying or harassment policy for all of it's members, coaching staff, management and board of directors. The following provides a definition of terms for bullying and harassment:


Bullying – Defined as an act of repeated, health-harming mistreatment, verbal abuse, or conduct which is threatening, humiliating, intimidating, or sabotage that interferes with work or some combination of the three in order to intentionally hurt another person, physically or mentally (Besag,1989).

Harassment – Behaviour that is hostile in nature, and/or intends to degrade an individual based on personal attributes, including age, race, nationality, disability, family status, religion, gender, sexual orientation, gender expression, gender identity and/or any other Human Rights protected grounds. Any actions that create a hostile, intimidating or offensive workplace. This may include physical, verbal, written, graphic, or electronic means. Any threats of physical violence that endangers the health and safety of employee, member, etc. as defined in the Scope above.


The following procedure will be adhered to:


1. Step One – Self Directed Action

Where the person is confident and comfortable doing so, they are encouraged to communicate disapproval in clear terms to the person(s) whose comments or conduct is offensive to attempt to resolve their concerns by direct communication with the person(s) engaging in the unwelcome conduct.


2. Step Two – Intervention and Staff Support
If anyone is not confident or comfortable with Step One and/or if unwelcome conduct persists, they are encouraged to report these matters to any of the following (as applicable); the Head Coach, Assistant Coach or Coaching Staff. All complaints shall be taken seriously, and investigated appropriately. Anyone that submits a report or complaint of harassment or bullying shall not be subject to any form of reprisal or retaliation as a result of the complaint.

3. Step Three – Formal Complaint
A complainant must file a complaint of bullying or harassment within three (3) weeks of the alleged incident either by email or by formal letter. The Carleton Place Canoe Club recognizes there may be extenuating circumstances that may prevent a formal complaint from being made within this time frame. Individual needs and special circumstances will be taken into account, but in doing so, the Carleton Place Canoe Club will balance these against its obligations under this policy and the law.

Formal complaints shall be investigated by no less than three (3) members of the Board of Directors of the Carleton Place Canoe Club. The investigation process shall involve interviews of the complainant, the respondent, and any witnesses named by either. At any interview, or proceeding related to a formal complaint, complainants and respondents may have present, his or her legal counsel, and/or a support person, such as friend, relative or partner. If either the complainant or respondent is a minor then a parent, guardian or representative must be present.

If it appears to the Investigating Committee that the subject matter of a concern or complaint is trivial, frivolous or made in bad faith, the Committee may, in its discretion, decide not to deal with the complaint. Any person who is found to make a complaint in bad faith may be subject to disciplinary action.


Within fourteen (14) working days of the incident or notice thereof, a report from the Investigating Committee shall conduct its investigation and submit its findings to the Carleton Place Canoe Club Board of Directors along with any recommendations. In the event the report cannot be completed within fourteen (14) days, a letter indicating an extension will be issued with an expected closure date.

The Carleton Place Canoe Club recognizes the importance of strict confidentiality of anyone expressing concerns of discriminatory or harassing behaviour. The Carleton Place Canoe Club Board of Directors reserves the right to disclose information in cases that involve imminent danger, and/or where required by law.

The Carleton Place Canoe Club is committed to fair and equitable treatment for all employees, members, associate members, volunteers and athletes. Therefore, this policy has been established for fair, orderly, and prompt resolution of work-related problems.

Appeal Process
If the aggrieved or respondent have worked with the process and feel that it has failed at some point, or that the corrective action is not consistent with the incident(s) that led to the original complaint, an appeal process is in place. The appeal must be submitted in writing to the administrator who will ensure that the appeal is processed.

Disciplinary Actions
If the findings of the investigation indicate that a violation of the anti-bullying / harassment policy has occurred, immediate and appropriate corrective and/or disciplinary action, up to and including dismissal, shall be administered. Corrective actions shall be proportional to the seriousness or repetitiveness of the offense (an oral or written warning, training or counselling, monitoring the harasser, suspension, or dismissal may all be appropriate).