Navan Curling Club Policy Manual

Adopted: 8 December 2024 | Reviewed/Amended: 7 September 2025

1. Purpose

The NCC recognizes the importance of spares to ensure teams have a full complement of players and everyone enjoys the sport on a level playing ground. This policy defines the rules for a spare to fill in for an unavailable league member.

2. Rules & Application

• Skill Level: Spares should be of similar or equal skill to keep play orderly and fair.
• Maximum 50% Spares: A team may have no more than 50% spares playing in one game; otherwise, the game is recorded as a win for the opposition (teams are still encouraged to play the game for fun). An alternate member listed on the club website roster is not considered a spare and may play any position.
• Front-End Play Rule: Spares should only play as a front-end player (Lead or Second). Regular team members must throw higher stones (e.g., if the Skip is missing, the spare throws lead or second, while a regular member throws skip stones). The spare is permitted to run the house if a regular member is uncomfortable doing so.
• Exceptions: The front-end rule does not apply to Monday/Tuesday Day League, Wednesday Day League, Social League, or U-7 League. For Mixed Doubles, rules apply in spirit under convenor direction.

3. Order of Precedence for Finding Spares

1. First, ask players from teams on a "bye" week, or a registered 5th team player.
2. Second, use the "Find a Spare" tool in the Members Only area of the NCC website.
3. Lastly, non-members may be used with prior approval of the Match Director or Convenor. Before stepping on the ice, the non-member must sign a liability waiver, pay the spare fee at the bar, and log their visit in the Spare Book.

Adopted: 26 May 2024 | Reviewed/Amended: 8 December 2024

1. Registration Timelines

• Returning Members & Teams: Opens April 1st and closes April 30th. Requests to change leagues are processed after June 1st.
• New Members: Opens June 1st and closes July 15th.
• Completion: A registration is only complete when both the form and full payment are received by the Treasurer. Unpaid entries are not placed on waitlists until paid.

2. League Entry Rules

• Fixed Team Leagues: Returning teams retain priority. If a team lacks a 4th player by the deadline, players from the waitlist will be assigned. New team entry order is based on the timestamp of the 3rd registered member.
• Mixed Doubles: One returning member retains the team spot. If partners split into two new teams, both get priority over brand-new teams entering the league.

3. Refunds Schedule

• Prior to Registration Deadline: Full refund.
• After Deadline but Prior to October 1st: Full refund of membership and league fees, excluding Association fees and Capital Expenditure Fund fees.
• October 1st to December 31st: 50% refund of league fees only (no refund on base membership, Association, or Capital fees).
• After January 1st: No refunds issued. Medical exceptions are assessed on a case-by-case basis by the Board.

Adopted: 25 March 2024

1. Playoff Structures

• All leagues holding playoffs must submit their proposed format to the Match Director prior to the season and circulate it to members before week three.
• Championship Day participants must qualify via league playoffs (exceptions: Wednesday and Friday day leagues, where convenors select top season records).
• Every team in a league must have an opportunity to play on Championship Day if successful in playoffs.
• Tiebreakers: All playoff games tied after 8 ends are decided by a draw to the button with sweeping towards the glass. The team that created the tie throws first. Opposition sweeping is not permitted.

Adopted: 25 March 2024

1. Hosting & Organizing

• Single-Day Bonspiels: Must be submitted to the Match Director and Ice Director at least one week in advance. Costs must be applied to the event budget.
• Multi-Day Bonspiels: Must be submitted prior to the AGM to be placed on the club calendar. Draw schedules (for 24 or 32 teams) must be approved by the Match Director at least one month in advance. Budgets must be approved by the Treasurer three weeks prior, and event proceeds submitted within 5 days of conclusion.

Adopted: 25 March 2024

The NCC has adopted the Universal Code of Conduct to Prevent and Address Maltreatment in Sport (UCCMS). This policy applies to all members, guests, volunteers, coaches, and staff both inside the facility and when representing the NCC externally.

Core Commitments:

• Treat everyone with the highest standards of respect, integrity, and sportsmanship.
• Strictly refrain from harassment, bullying, and confrontational behavior.
• Observe the Rules and Etiquette of Curling, interpreting rules impartially.
• Take reasonable steps to manage the responsible consumption of alcohol.
• Respect club property and avoid willful damage or retaliation.

Adopted: 25 March 2024

The NCC prioritizes participant safety and has formally adopted the Curl Ontario Concussion Policy and Concussion Code of Conduct (BD-PSO-018) by reference. Any concussed or suspected concussed participant must immediately cease play and follow approved return-to-play protocols.

Adopted: 25 March 2024

Duties & Safeguards:

• Police Checks: All volunteers working with youth must submit a Vulnerable Sector Check from the Ottawa Police Service to the Match Director prior to the season.
• Parental Supervision: Children under 13 must have a parent or legal guardian present at all practices and events.
• Rule of Two: An adult instructor or volunteer must never be alone with a youth. Two trained adults must always be present in any room, change area, or vehicle.

Adopted: 25 March 2024

Defines emergency procedures for partial or total club closures due to severe weather, power failure, mechanical problems, or emergencies.

Decision Protocol:

The decision to close is made jointly by the President (or designate), Match Director, Ice Director, House & Property Director, and Club Manager. Once decided:

1. Board of Directors is notified immediately.
2. Match Director alerts League Convenors.
3. Ice Director notifies ice technicians.
4. Communications Director issues a member-wide alert.

Adopted: 25 March 2024

Personal information is collected strictly for operational needs (membership registration, communication, and legal compliance). The NCC will never sell, lease, or rent personal data to third parties. Members are responsible for their online account credentials.

Adopted: 25 March 2024

1. Reporting a Complaint

Any member may report a complaint to the NCC Chair (or to the 1st Vice Chair if the complaint involves the Chair). Complaints must be in writing, signed, and filed within 21 days of the alleged infraction.

2. Mediation & Formal Resolution

Before proceeding formally, complaints are referred to an appointed Dispute Resolution Officer (DRO) to attempt resolution via mediation. If mediation fails or is bypassed:

• The DRO determines if the complaint is frivolous/vexatious, outside NCC jurisdiction, a minor infraction, or a major infraction.
• Minor Infractions: Dealt with informally by an appropriate person in authority (e.g., verbal/written reprimands, apologies, community service, or event suspensions).
• Major Infractions: Referred to a formal Discipline Panel of three persons. Sanctions may include expulsion, suspension of membership privileges, or repair costs for damages.

3. Confidentiality

The complaints process is strictly confidential among the parties, DRO, Panel, and advisors until an official decision is released.

Adopted: 25 March 2024

1. Scope & Notice

Any member directly affected by an eligible NCC decision may file an appeal within 10 days of receiving the decision. A $250 administrative fee is required (refundable upon a successful appeal). Decisions regarding employment, rules of curling, budgets, and committee appointments cannot be appealed under this policy.

2. Grounds for Appeal

An appeal cannot be heard on its merits alone. Grounds are limited to demonstrating that the decision-maker:

• Acted outside their authority or jurisdiction;
• Failed to follow established club procedures;
• Was influenced by bias; or
• Made a decision that was grossly unreasonable.

Appeals are screened by the DRO and heard by an appointed Appeals Panel whose written decision is final and binding.

Adopted: 19 February 2024 | Reviewed/Amended: 14 January 2025

1. Election Cycle

• Every Year: 2nd Vice Chair
• Odd-Numbered Years (e.g., 2025): Secretary, Ice Director, Communications Director, Match Director
• Even-Numbered Years (e.g., 2026): Treasurer, House & Property Director, Social Director, Membership Director

2. Nomination & Voting Timelines

• A Call for Nominations is circulated at least 75 days prior to the Annual General Meeting (AGM).
• Completed nomination forms must be submitted to the Nomination Committee Chair at least 45 days prior to the AGM. No late nominations are accepted.
• To be elected, a candidate must receive a majority of votes cast (50% + 1). Ties unresolved after two re-votes are settled by coin toss.

Adopted: 25 March 2024

Directors must exercise care, diligence, and skill in the best interests of the club. Expectations include preparing for and attending between 6 to 12 board meetings per year, complying with Code of Conduct and Conflict of Interest policies, and serving on or liaising with club committees.

Adopted: 19 February 2024

Applies to all Directors and employees. Any real, potential, or perceived conflict where an individual or close associate may personally or financially benefit must be declared immediately before discussion begins. Directors must abstain from debate, leave the room during deliberations, and refrain from voting.

Adopted: 25 March 2024

Defines the mandates of the executive officers (Chair, Vice-Chair, 2nd Vice-Chair, Secretary, Treasurer):

• Chair: Oversees governance, external representation, meetings, and chairs the Finance Committee.
• Vice-Chair: Chairs the Governance Committee and serves on the Finance Committee.
• 2nd Vice-Chair: Chairs the Property Management Committee.
• Secretary: Maintains corporate minute books, reports, notices, and shares online password registers with the Treasurer.
• Treasurer: Oversees cash flow, banking, revenue collection, bill payment, annual audit, and investment management.

Finance Committee

Chaired by the Club Chair; includes 1st Vice Chair, Treasurer, and one appointed director. Prepares annual budgets, monitors quarterly revenues/expenses, oversees internal financial controls, and reviews investment holdings.

Governance Committee

Chaired by the Vice-Chair; includes three board-appointed directors (Chair sits ex-officio). Reviews club policies annually, evaluates governance structures, monitors conflict of interest compliance, and conducts board orientations.

Past Chair Committee

Chaired by the Immediate Past Chair; provides leadership advice to the Board and oversees the board nomination and election process.

Adopted: 19 February 2024

Governs all financial transactions under NCC Bylaws and GAAP principles:

• Auditors: Members appoint an independent auditor or review engagement annually at the AGM under the Ontario Not-for-Profit Corporations Act.
• Signing Authority: Contracts, deeds, leases, and banking authorizations must be executed by at least two (2) designated officers.
• Borrowing: The Board holds the authority to borrow funds, pledge assets, or issue debt obligations on behalf of the corporation, unless restricted by Special Resolution of the members.

Adopted: 25 March 2024

Outlines retention schedules and destruction standards. Confidential and personal records must be destroyed by shredding. Standard retention lengths:

• Annual Financial Statements & Charters: Lifespan of the organization plus 2 years
• General Financial & Payroll Records: Fiscal year end plus at least 6 years
• Contracts & Service Agreements: Duration plus 2 years
• Insurance Policies: Indefinitely
• Human Resources: 9 years following termination of employment