Grievance & Discipline Policy
Blackfalds Minor Ball (BMB)
Grievance & Discipline Policy
1. Purpose
The Blackfalds Minor Ball (BMB) is committed to providing a safe, respectful, and inclusive environment for all participants, including players, coaches, officials, volunteers, parents, and spectators. This grievance & Discipline Policy outlines the procedure for managing and resolving conflicts, enforcing discipline, and applying timeframes for complaints in a fair, timely, and constructive manner.
2. Scope
This policy applies to all BMB participants and stakeholders, including but not limited to players, parents/guardians, coaches, team officials, umpires, board members, and volunteers.
3. General Guidelines
3.1 Each team will elect a Grievance Representative and all Grievances will be submitted to this person first. BMB encourages all grievances to be resolved at this level before being submitted to the board
3.2 All conflicts, concerns, or complaints must be submitted in writing to be considered.
3.3 A mandatory 24-hour cool-down period is required before submitting any complaint. Complaints received verbally or within 24 hours of the incident will not be accepted
4. Submitting a Complaint
4.1 To submit a formal complaint:
4.1a The complaint must be submitted in writing via email to the BMB President or appropriate division director.
4.1b The complaint must include:
- Full name and contact information of the person submitting the complaint
- Date of the incident or issue
- A clear description of the issue or concern
- Names of individuals involved (if applicable)
- Any steps already taken to resolve the issue
4.2 Anonymous complaints will not be accepted.
5. Conflict Resolution Process
5.1 Acknowledgment: Written complaints will be acknowledged within 5 business days of receipt.
5.2 Initial Review:
- A Conflict Resolution Committee will be formed and consist of The BMB President, Vice President, and Conflict Resolution Member (this member will be an executive member or may come from outside of the association and must not have any direct involvement in the conflict under review). This committee will review the complaint to determine whether it requires formal resolution or can be addressed informally.
5.3 Investigation:
- The Conflict Resolution Committee will review all written materials, conduct interviews if necessary, and may request additional documentation from involved parties.
- All parties involved in the complaint will be given an opportunity to present their side of the issue.
5.4 Decision:
- The Conflict Resolution Committee will make a decision and communicate the outcome in writing to all parties.
6. Discipline Policy
6.1 Standards of Conduct: All participants — including players, coaches, parents/guardians, umpires, spectators, volunteers, and officials — are expected to demonstrate respect, sportsmanship, and fair play at all times.
6.2 Misconduct: Any actions including but not limited to abusive language, unsportsmanlike behavior, harassment, bullying, threats, or physical altercations will result in disciplinary action.
6.3 Disciplinary Measures: Depending on the severity of the behavior, BMB reserves the right to implement one or more of the following:
- Verbal or written warning
- Game or practice suspension
- Removal from a team or volunteer position
- Expulsion from BMB activities
6.4 Direct Action: BMB reserves the right, based on the circumstances of the incident, to bypass preliminary steps and proceed directly to investigation and disciplinary measures. This applies equally to players, coaches, parents/guardians, umpires, volunteers, and spectators.
6.5 Progressive Discipline: Whenever appropriate, BMB will use a progressive approach to discipline. However, serious incidents may result in immediate and significant sanctions without prior warnings.
6.6 Appeals: See Appendix A for Appeal process.
7. 14-Day Statute of Limitations
7.1 Complaints regarding incidents must be submitted within 14 days of the incident in order to be considered.
7.2 Any complaint filed after 14 days will not be reviewed, except in cases involving safety concerns, harassment, or abuse, which may be addressed at any time.
8. Additional Guidelines
8.1 Confidentiality: All complaints and resulting investigations will be handled with as much confidentiality as possible. However, information will be shared as required to both parties involved.
8.2 Non-Retaliation: BMB prohibits retaliation against any individual who submits a complaint or participates in an investigation. Any act of retaliation will result in disciplinary action.
8.3 Frivolous or Malicious Complaints: Complaints found to be intentionally false, misleading, or submitted in bad faith may result in disciplinary action against the complainant.
9. Emergency or Safety Concerns
Any incidents involving suspected abuse, harassment, or safety concerns that require immediate attention should be reported directly to local authorities or to the appropriate provincial sport governing body in addition to following BMB procedures.
10. Review of Policy
This policy will be reviewed annually by the BMB Executive Board to ensure its relevance and effectiveness.
Appendix A: Appeals
Appeals of the Conflict Resolution Committees initial decision are to be requested as follows:
- 24 hour cool off period after receiving decision from BMB Executive
- Email to BMB President outlining request to appeal
- Recommendation of alternate course of action
Upon receipt of an appeal, the BMB President and Vice President will proceed with the Formation of the ADHOC Committee.
- An ADHOC Committee will be established to handle the appeal.
- Definition of ADHOC Committee: A temporary committee formed for a specific purpose or task and disbanded once that task is completed.
- The ADHOC Committee will consist of 2 to 3 impartial members (these members may be chosen from within or outside of BMB), appointed by the BMB President, Vice President, and Conflict Resolution Member. These individuals must not have any direct involvement in the conflict under review.
Investigation:
- The ADHOC Committee will follow the same investigation procedure as outlined in section 5: Conflict resolution process.
Decision:
- The ADHOC Committee will inform the BMB Executive of their appeal decision based on the findings of their review.
- The BMB Executive will communicate the outcome in writing to all parties.
- The decision of the ADHOC Committee is final and not subject to further appeal within the organization.
