Code of Conduct & Breach Policy.

Purpose

This policy sets out how Pickleball Brantford Club will handle breaches of our Code of Conduct. It ensures that all concerns are managed fairly, consistently, and in the best interests of our members and the club.

Code of Conduct

• I will always exhibit good sportsmanship and encourage others to do the same.
• I will always conduct myself in a manner that promotes the health, safety, and well-being of others.
• I will always use language and actions that are positive, encouraging, and supportive.
• I will exhibit fairness and honesty in all dealings with others.
• I will be a positive role model for others learning the game.
• I will take an active role as an ambassador for Pickleball Brantford in promoting the game as a fun activity for all.

Examples of misconduct

• Unsporting behaviour (e.g., swearing, aggression).
• Breach of safety practices.
• Disrespect to members, facilitators and volunteers.
• Harassment, bullying, or discrimination.
• Serious damage to the club's reputation.

Breach policy principles

• Fairness — everyone has the right to be heard.
• Transparency — the process is clear and consistent.
• Confidentiality — matters are handled discreetly.
• Proportionality — sanctions match the seriousness of the issue.
• Right of appeal — members can appeal decisions.

The process

1. Report. Concerns are raised with a board member. Minor issues may be resolved informally (e.g., a quiet word or mediation).
2. Review. The Chairperson of the board considers the matter. If serious, it proceeds to a formal process.
3. Investigation. Information is gathered (statements from those involved and witnesses). The member is informed of the concern and given a chance to respond.
4. Hearing. A small panel of 3 committee members (not directly involved) meets. The member is invited to attend and may bring a supporter. Both sides are heard before a decision is made.
5. Outcome. Sanctions are applied proportionately through a tiered warning system — see warning levels below.
6. Appeal. A written appeal must be submitted within 7 days. A separate committee panel will review, and the board has the right to make the final decision from the appeal process.

Warning levels

First level warning

For first-time minor infractions, a verbal warning will be issued to the offending member, stating the concern and reminding them of their obligations as a member. All verbal warnings are recorded in the member's file.

Second level warning

For a second minor infraction, or matters requiring additional attention, a Letter of Intention outlining the incident and the club's expectations will be issued.

Third level warning

For a third infraction or a serious violation, a Letter of Intention outlining the incident, plus a summons to a meeting (or video call) with the investigating committee, will be issued.

Record keeping

• The Secretary records complaints, actions, and decisions.
• Records are kept securely and reviewed annually by the committee.

This policy applies to all members and volunteers. By joining Pickleball Brantford Club, you agree to follow the Code of Conduct and this breach process.