LADYSMITH-CHEMAINUS SWIM CLUB SOCIETY - Policies & Procedures 2019 / 2020 - TeamUnify
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LADYSMITH-CHEMAINUS SWIM CLUB SOCIETY
Policies & Procedures
2019 / 2020Table of Contents
1. Introduction - History of Ladysmith-Chemainus Swim Club Society
2. Governance and LCSC Operation
a. Mission
b. Club Objectives
c. Board of Directors
d. Annual General Meeting (AGM)
e. Coaches
f. Swimmer Code of Conduct
g. Swimmer Responsibilities
h. Parent, Guardian, or Volunteer Code of Conduct
i. Parent/Guardian Responsibilities
3. Communication
a. Website
b. Email
c. LCSC Front Desk Envelops at FJCC
d. LCSC Public Notice Board at FJCC
e. Board of Directors Meetings
f. General Inquiries
g. Concerns or Complaints
4. LCSC Program & Registration
a. LCSC Program
i. Program Swim Groups & Fees
b. Registration and Payment
i. Swim BC Annual Insurance Fees
c. Fundraising Commitment
d. Withdrawal Procedure
e. Injuries & Medical Leave Procedure
f. Equipment
g. Swim Meets
i. Swim Meet Participation & Entry
ii. Swim Meet Feesh. Coach Meet Costs
i. Transferring to Another Club
5. Other Information
a. Personal Information Consent
b. Change Room Usage
c. Bullying
d. Award Standards
e. Websites
6. Authority
7. Acceptance of Terms & Conditions1. INTRODUCTION
History of Ladysmith-Chemainus Swim Club Society
The first swim club in Ladysmith was started in 1987. In 1988, the Duncan Stingrays became
the southern chapter of the Ladysmith Stingrays Swim Club. In 1992, the Ladysmith-Chemai-
nus Swim Club, also known as “The Orcas”, came into being. Membership has grown over the
years and the Orcas have become a highly regarded small swim club. The club is a part of the
Vancouver Island Region (VIR) of Swim BC, the provincial swimming organization that in turn is
part of the national organization Swim/National Canada (SNC). Membership in SNC (Swim BC)
allows the Club to enter competitions with the results for each swimmer recorded in a central
computer database (Swim Direct). The Club is a volunteer, parent-run organization indepen-
dent of Ladysmith Parks and Recreation.
2. GOVERNANCE & LCSC OPERATION
a. Mission
The Ladysmith-Chemainus Swim Club embraces a long-term athletic development pro-
gram that supports a positive environment for the benefit and development of all Club
members, the Community and the Society.
b. Club Objectives
• To create a positive atmosphere fostering personal discipline, self-esteem, and goal
achievement.
• To improve swim techniques and build endurance through a multi-faced program
geared toward different ages and abilities.
• To introduce goal setting, nutrition, and other life-skill topics that will help the swim-
mer to grow as an individual and as a team member.
• To provide leadership to swimmers through a professional coaching staff.
• To promote the club as a champion of health, fitness and sport for the benefit of our
Members and for the greater community in order to raise funds to meet financial
obligations, thereby keeping membership affordable to all.
• To operate the Club in a manner conducive to maintaining a financially sustainable po-
sition for the benefit of all our members and the greater community.
c. Board of Directors
The Ladysmith-Chemainus Swim Club (LCSC) is a registered not-for-profit society and must
comply with all regulations established in the BC Society’s Act. LCSC is a parent volunteer run
organization, operated by a Board of Directors consisting of members elected at the Annual
General Meeting. These elected members of the board handle all day-to-day operations of
the club. For more information please refer to LCSC Team Unify website for a list of active
Board of Directors members and LCSC Bylaws.
d. Annual General Meeting (AGM)
The AGM is held in October in order to elect members of the executive board, review the
budget, and discuss the operation of the team for the coming year. One representative from
each swim family is required to attend to ensure we have sufficient numbers to support our
annual BC Community Gaming Grant application and to ensure that club decisions are reflec-tive of the entire club. All families will be billed $50 on their Team Unify account on October
1st as a deposit to guarantee attendance at the AGM. This charge will be credited back to at-
tending families accounts after full meeting attendance is recorded and signatures are ob-
tained at the meeting.
e. Coaches
The Board of Directors hires a Head Coach and Assistant Coaches in consultation with the
Head Coach under an annual contract and includes semi-annual performance reviews. The
Head Coach is responsible for the duties outlined in the annual contract and works in close
consultation with the Board of Directors in all matters relating to swimmers. The Head Coach
is responsible to bring any issues that might arise to the Board of Directors attention.
The Head Coach is responsible for the training and direction of all Assistant Coaches and
works in consultation with the Board of Directors for the hiring of all Assistant Coaches.
The Head Coach is accountable to the Board of Directors. All issues related to swimmers
should first be addressed with the Coach and if satisfactory resolution cannot be reached the
issue should be brought to the Board of Directors by the family in writing and it will be ad-
dressed at the next scheduled Board of Directors meeting.
All matters relating to breaches in the LCSC Parent or Swimmer Codes of Conduct are con-
sidered serious infractions and final decisions in these matters falls solely under the juris-
diction of the Board of Directors. The Head Coach has the authority to temporarily suspend
or dismiss any swimmer or family from participating in practices where he/she perceives a
breach of LCSC Parent of Swimmer Code of Conduct or where he/she feels a swimmer is unfit
to participate in practices and/or competitions due to injury or illness until a review and de-
cision has been made on the matter by the Board of Directors.
f. Swimmer Code of Conduct
This policy is inclusive of all level swimmers. Swimmers must adhere at all times to standards
of professional behaviour that reflect well on Ladysmith-Chemainus Swim Club (LCSC) in par-
ticular, and competitive swimming in general. It is impossible to specify in precise terms all
those actions that could be deemed to be prejudicial to swimmers. The following provides an
indication of the standards of behaviour that, if contravened, are likely to be considered
breaches of the code.
Any breach of this Code of Conduct is considered a serious dispute and should be brought to
the Board of Directors either by the Head Coach or by the swimmers family in writing and will
be addressed at the next scheduled Board of Directors meeting. The Board of Directors has
sole jurisdiction on any decision made regarding any and all disputes concerning the
Swimmers Code of Conduct.
1. Swimmers are responsible for treating other LCSC members and other Swim BC
members with respect within the context of their activity regardless of body type,
physical characteristics, athletic ability, gender, ancestry, colour, ethnic or racial
origin, nationality, national origin, sexual orientation, age, marital status, religion,
religious belief, political belief, disability, or economic status.
2. Swimmers will refrain from criticism of coaches, fellow swimmers, parents and of-
ficials, particularly to and through the media. When public comments are made,
swimmers have an obligation to ensure such comments are made judiciously, re-
flective of the facts, supportable and sensitive to the situation(s).3. Swimmers will refrain from the use of profane, insulting, harassing or otherwise
offensive language while participating in or observing local clubs, Swim BC or SNC
sanctioned activities or events.
4. Swimmers will not use tobacco, alcohol or other drugs that affect their physical
ability, mood or behaviour, unless prescribed by a physician for medical purpos-
es. LCSC and Swim BC have a zero tolerance level regarding drug and alcohol
consumption during and around swimming competition. Swimmers jeopardize
funding eligibility (both current and future) and membership with Swim BC if
found to be abusing alcohol in and around competition. Swimmers should strive
for excellence (according to their ability).
5. Swimmers will respect the achievements of teammates and opponents. Swimmers
will not engage in any behaviour that could be construed as hazing. Swimmers who
represent LCSC, Swim BC, or SNC should behave in a manner that reflects
favourably on those organizations.
6. Swimmers will refrain from using social media in any way that may discredit LCSC
or any individual person such as a coach, teammate, or opponent.
7. Swimmers will not engage in bullying as outlined. Bullying is a conscious, repeated
behaviour of an individual or group with the intention to harm others or aggressive
behaviour intended to gain power.
8. Swimmers will act safely on the pool deck and observe all pool and club rules. Be
considerate to your surroundings – abusing aquatic facilities or equipment or any
other properties which LCSC has contracted is not permitted.
g. Swimmer Responsibilities
Swimmers are expected to attend 100% of the practices and conscientiously apply themselves
to the program provided, which means:
• Demonstrating respect, honesty, and sportsmanship toward all coaches, officials, ad-
ministrators, parents, and fellow swimmers.
• Swimming for yourself because you enjoy it, not just to please your parents or coach.
• Abiding by the Swimmers Code of Conduct.
• Taking care of yourself by eating healthy foods, drinking plenty of water, getting lots
of rest and maintaining good study habits for school.
• Arriving 15 minutes before practice to ensure preparedness (changed, water bottles
filled, prepped and ready to go on time).
• Having all equipment available, adjusted, and ready for use in practice.
• Listening to directions and asking questions when necessary.
• Performing drills and sets as instructed.
• Assisting with clean up after practice.h. Parent, Guardian or Volunteer Code of Conduct
Parents and Guardians should adhere at all times to standards of personal behaviour that
reflect well on Ladysmith-Chemainus Swim Club (LCSC) in particular, and competitive
swimming in general. It is impossible to specify in precise terms all those actions that could
be deemed to be prejudicial to parents and volunteers within LCSC. The following provides
an indication of the standards of behaviour that, if ignored, will be considered breaches of
this code.
Any breach of this Code of Conduct is considered a serious dispute and should be brought to
the Board of Directors either by the Head Coach or by the swimmers family in writing and will
be addressed at the next scheduled Board of Directors meeting. The Board of Directors has
sole jurisdiction on any decision made regarding any and all disputes concerning the Par-
ents, Guardians or Volunteer Code of Conduct.
1. Parents, guardians, and volunteers are responsible for treating all other LCSC
members with respect within the context of their activity regardless of body type,
physical appearance, characteristics, athletic ability, gender, ancestry, colour, eth-
nic or racial origin, nationality, national origin, sexual orientation, age, marital
status, religion, religious beliefs, political belief, disability, or economic status.
2. Parents, guardians, and volunteers will refrain from using profane, insulting, ha-
rassing or otherwise offensive language while participating in or observing LCSC,
Swim BC, or SNC sanctioned activities or events.
3. As active members of LCSC parents, guardians, and volunteers will adhere to per-
sonal standards of behaviour that reflect positively on LCSC while participating in
or observing LCSC, Swim BC, or SNC sanctioned activities or events.
4. Parents, guardians, and volunteers will abstain from using intoxicants while attend-
ing LCSC, Swim BC, or SNC sanctioned events or activities.
5. Parents, guardians, and volunteers will refrain from criticism of coaches, swim-
mers, parents, and fellow officials particularly to and through the media. When
public comments are made, parents/guardians/volunteers have an obligation to
ensure such comments are made judiciously, reflective of the facts, supportable
and sensitive to situation.
6. Parents, guardians, and volunteers will ensure they do not in any way misrepresent
their qualifications, affiliations, or professional competence to any member or
prospective member or any publication, broadcast, lecture, or seminar. Misrepre-
sentation, after due consideration by LCSC Board of Directors, may be deemed to
be a breach of this code.
7. Parents, guardians, and volunteers will respect the achievements of LCSC, Swim
BC, and SNC swimmers.
8. Parents, guardians, and volunteers will refrain from using social media in any way
that may discredit LSCS or any individual person such as a coach, teammate, or
opponent.
9. Parents, guardians, and volunteers will not engage in bullying as outlined. Bullying
is a conscious, repeated behaviour of an individual or group with the intention to
harm others or aggressive behaviour intended to gain power.i. Parent/Guardian Responsibilities
Parents are responsible for participating in a positive experience for their swimmer, which
means:
• To be supportive of your swimmer in a positive manner and encourage them to partici-
pate in the sport of swimming for their own enjoyment.
• Do not compare your swimmer with other swimmers. Be proud of your swimmers indi-
vidual efforts, progress and accomplishments.
• Allow the Coaches to do the coaching. Stay back from the poolside during practice. If
you have concerns with respect to your swimmer you must discuss this privately with
the Coach outside of practice times.
• Avoid approaching the coach during practice times as this reduces the time our Coach
spends with all swimmers. Contact the Head Coach outside of practice times to set up
a time to discuss any concerns with respect to your swimmer.
• Ensuring your swimmer arrives at the pool in good health, rested and with sufficient
nourishment and enough time to prepare themselves for the practice or competition.
• Keep your Team Unify account in good standing and account information up to date
and stay informed of Club news, needs, and upcoming events.
• Be responsible for your swimmers participation in competitions by informing yourself
through our Team Unify website and by speaking with your Coach regarding attendance
of swim meets well in advance of entry deadlines. All accounts and information are
accessible through our Team Unify website address: https://www.teamunify.com/
Home.jsp?_tabid_=0&team=canlcsc
3. COMMUNICATION
a. Website
The Club’s website contains all Club related information and Members have access to this
information through their Team Unify account. The current club website address is:
https://www.teamunify.com/canlcsc
The Club’s Facebook page is: https://www.facebook.com/LadysmithChemainusOrcasS-
wimClub/
The Club’s Twitter (@LCSCOrcas) page is: https://twitter.com/LcscOrcas
b. Email
All Club communications will be delivered through Team Unify via email. Please ensure
your email address is correct and current in your Team Unify account or you will not be
able to receive Team notices ie. Calendar updates, practice changes/cancellations, event
notices, fundraising information etc. It is the Club Members responsibility to keep this in-
formation up to date.
All concerns or questions can be directed to ladysmithchemainusorcas@gmail.com or in
reply to any Team communication sent via email from the Team Unify.c. LCSC Front Desk Envelope at FJCC The Club has a communication envelope at the reception desk of Frank Jameson Commu- nity Centre swimming pool. This is used for correspondence between members of the Club. When needed ask the receptionist to put your correspondence into or retrieve your information from the Swim Club Parent Envelope. Please note that NO CASH is to be put into these envelopes – this is against FJCC’s policies, is not secure and could jeopar- dize our privilege of having this envelope system available for all Club members. d. LCSC Public Notice Board at FJCC The Club has a communications board at FJCC that is located between the main lobby and the family change room. Various LCSC information and news will be posted to this board. This notice board does not serve as the main communication source for LCSC. Please first refer to our Team Unify website for any information. e. Board of Directors Meetings Board of Directors executive meetings take place once a month and meeting dates and agendas will be posted on the Public Notice Board. If you wish to schedule a 15 minute counsel with the Board of Directors at one of these meetings please contact the Board at least 2 weeks in advance of a scheduled Board meeting via email or in writing. f. General Inquiries General questions can be directed to any executive member at any time or emailed to ladysmithchemainusorcas@gmail.com . g. Concerns or Complaints All concerns or complaints related to coaching/swimming should be directed to the Head Coach. Please email the Head Coach at coachbrandon@yahoo.com to arrange a time to discuss any concerns/complaints/questions. All other concerns or complaints can be directed in writing to the President or Vice-Presi- dent at ladysmithchemainusorcas@gmail.com. Please do not direct any concerns to indi- vidual Board members, parents, swimmers, or to coaches while they are on the deck or providing direction to swimmers. In all instances if the concern cannot be resolved in a calm and civil manner, a Parent Liaison may be appointed to facilitate communications between both parties. 4. LCSC PROGRAM & REGISTRATION a. LCSC Program The Orca’s swim program is aligned with the school year and runs from September 1st to June 30th of each year. Participants are welcome to join at any point in the season. Once regis- tered, team members are assigned to an instructional group, which is under the supervision of a certified coach. Factors influencing initial group placement include swimming proficiency, ability to follow instructions and ability to train at the level of the rest of the group. Adjust- ments to placement will be at the coaches’ discretion.
A workout may consist of dry land training, deck time and pool time. Deck time is an impor-
tant part of each session, which gives the swimmers time to stretch and gives the coach time
to talk to the swimmers before they enter the water.
Group placement is based on many factors (assessment, testing results, and coach instinct).
Finding the appropriate group for each swimmer is the goal and challenge of LCSC coaches.
Some of the main factors driving group placement are the following:
• Training Ability (fitness level)
• Stroke Technique
• Maturity (chronological age, physiological age, and emotional development)
• Commitment (practice attendance, meet participation, priority to the sport)
Testing protocol and an assessment for newcomers are the main tools used in this process. As
the swimmer’s ability to train grows, their need for change happens
i. Program Swim Groups & Fees:
LCSC’s Swim Program is a training program designed in accordance with the entire duration of
the swim season. As such there is no pro-ration or reduction of fees for partial attendance.
Swim Fee’s are set and approved by the Board of Directors on an annual basis as part of the
development of the overall Budget and finalized in preparation for September’s registration
between the months of March and May/June each year.
All Swim Fees are due and payable at registration and families are offered the choice to pay
whole amount at the time of registration or pay monthly via automatic billing over 10 months.
If monthly automatic billing is chosen September swim fees will be payable upon registration.
LCSC is a non-profit society and as such must carefully govern our funds in order to operate
the Club for the benefit of all members in a financially sustainable manner, therefore we must
adhere to strict rules regarding payment of all fees and other expenses.
Member accounts are required to kept up to date. All monthly billing takes place on the 1st of
each month and is due payable upon receipt of billing.
Outstanding Accounts: Any accounts with an outstanding balance more than 21 days in arrears
will result in an immediate suspension of swimming privileges. This suspension will be com-
municated to the swimmers parent or guardian NOT through the swimmer. Communication
between LCSC and families is highly encouraged if an overdue account occurs in order to re-
solve the matter as soon as possible and prevent suspension of swimming privileges.
GROUP NAME DAYS & TIMES DURATION ANNUAL FEE MONTHLY FEE
Junior Orca’s Tues & Thurs 30 minute swim $620.00 per year $62.00 per month
4:00 – 4:30 pm 2 swims per week
Junior Orca’s is our entry level. This group is designed for children who can swim at least 5
meters unassisted. Basics of swim club such as freestyle, backstroke, streamline, diving and
breath control will be the focus of this level. The main goal of this level is to introduce kids to
swim club and to quickly move on to swimming in our bronze group.
Senior Orca’s Tues & Thurs 45 minute swim $760.00 per year $76.00 per month
4:45 – 5:30 pm 2 swims per weekSenior Orca’s is the group progression from our Jr. Orca’s level. These swimmers have com-
pleted a season of Jr. Orca’s and are ready to take the next step in their swimming develop-
ment.
Bronze Tues & Thurs 60 minute swim $820.00 per year $82.00 per month
4:00 – 5:00 pm 2 swims per week
Mon & Wed 60 minute swim
4:30 – 5:30 pm 2 swims per week
Bronze is our grassroots level. This group is aimed at those swimmers that have completed
the Junior Orca’s level or children who can swim 50 meters continuously. A strong foundation
of most swimming skills will be the focus as well as the addition of a larger understanding of
the swimming world while still being fun. The main goal of this group is to experience the
world of swimming outside of just splashing and maybe attend a competition.
Silver Any 2 days of: 90 minute swim $1020.00 per year $102.00 per month
Mon, Wed, Fri 2 swims per week
4:00 – 5:30 pm
Silver is our foundation level for competitive swimming. This group is aimed at those swim-
mers taking swimming more seriously and who intend to participate in multiple swim meets
throughout the year. Swimmers in this group would begin attending swim meets on the Island
and start to learn more complexities of all the strokes. Main goal of the group is to increase
endurance and to see big growth in confidence and swimming knowledge.
Gold Mon, Wed & 90 minute swim $1220.00 per year $122.00 per month
Friday 3 swims per week
4:00 – 5:30 pm
Gold/Platinum/Diamond are our competitive streams. From 3-6 days of practice a week this
group is for those that choose swimming as their main sport. These groups include swimmers
usually ages 10 and up who participate in regional qualifiers to national level swimmers.
Learning to train is the main focus of this level building on the foundations of the other levels
to make strong fast swimmers.
Platinum Mon, Tues, Wed 90 minute swim $1520.00 per year $152.00 per month
& Friday 4 swims per week
4:00 – 5:30 pm
Gold/Platinum/Diamond are our competitive streams. From 3-6 days of practice a week this
group is for those that choose swimming as their main sport. These groups include swimmers
usually ages 10 and up who participate in regional qualifiers to national level swimmers.
Learning to train is the main focus of this level building on the foundations of the other levels
to make strong fast swimmers.
Diamond Mon, Tues, Wed 90 minute swim $1820.00 per year $182.00 per month
Thurs & Friday 5 swims per week
4:00 - 5:30 pm
Gold/Platinum/Diamond are our competitive streams. From 3-6 days of practice a week this
group is for those that choose swimming as their main sport. These groups include swimmers
usually ages 10 and up who participate in regional qualifiers to national level swimmers.Learning to train is the main focus of this level building on the foundations of the other levels
to make strong fast swimmers.
b. Registration and Payment
Our Swim Season typically begins in September, following the annual maintenance closure at
the Frank Jameson Community Centre - 510 6th Avenue.
Any new swimmers may first try-out the club with permission from the Head Coach, depend-
ing upon space availability in the swimmer’s appropriate swim group. The Head Coach can be
reached at mailto:coachbrandon@yahoo.com.
Program fees are set for each group and there will be no reduction in fees for part time at-
tendance or partial months. LCSC Registration and all payments now take place online on our
website at: https://www.teamunify.com/canlcsc
HOW TO REGISTER IN 3 EASY STEPS:
1. Register in our online system at: https://www.teamunify.com/canlcsc.
2. Sign and Submit the Swim BC Swimmer Consent Form – this form is available on our website
for printing or downloading through this link or under the Registration Tab at the top of the
page: https://www.teamunify.com/SubTabGeneric.jsp?team=canlcsc&_stabid_=188863
OR forms are available at the reception desk at the FJCC swimming pool in the LCSC Parent
Envelope.
3. Sign and Submit the Calendar of Fees which is available on our website for printing or
downloading under the Registration Tab on our website.
OR the form will be available at the reception desk at the FJCC swimming pool in the LCSC
Parent Envelope.
These 3 steps MUST be completed before swimmers are permitted to enter the pool for
practice.
Note: Returning swimmers will only be permitted to register once all outstanding accounts
from the prior swim season are paid in full.
Note: All New and Returning swimmers will only be allowed to enter the pool once all reg-
istration forms are completed, waivers are signed, and a valid credit card has been regis-
tered on the swimmer’s account.
Summary of Fees:
a. September fees will include:
• Annual Registration Fee of $30.00 (per family)
• Annual Swim BC Insurance Fee (per swimmer)
• Swim Fees: Annual Program Fee OR First month applicable Program Fee (per
swimmer)
b. Other fees charged to your account throughout the year:
• Annual AGM Fee of $50.00 billed on October 1st (refunded upon recorded at-
tendance)
• Annual Swim Challenge Fundraising Fee of $100.00 on February 1st
• Annual Travel Lottery Fundraising Fee of $100.00 on November 1st• Swim Meet Fees when participation is requested (see Swim Meet & Entry Fees
below)
All fees are billed to the members account. A credit card, pre-loaded Visa card or a Visa debit
card (must have 'Visa' on it) will be required to be entered for each account for billing and
payment of all LCSC fees. Please see your financial institution to enquire about a Visa debit
card. Here is a link with information on how to use a prepaid Visa card: https://bit.ly/
2OW3amc.
i. Swim BC Annual Insurance Fees:
Note: The fees below are 2019/2020 Swim BC Competitive Season registration fees. These
fees are currently being reviewed by Swim BC and will be available prior to the start of the
swim season.
$97.00 – 8 years and under
$117.00 – 9 & 10 years old
$163.00 – 11 to 14 years old
$205.00 – 15 years and older
$47.00 – Non-Competitive Swimmer
Please Note: this Non Competitive designation means your child cannot participate in more
than one competition during the Swim BC Calendar Season. This designation can be upgraded
to the Competitive category corresponding to their age on December 31, 2019 at any time
throughout the swim season, however this upgrade will require the payment of the difference
in the fees.
We advise parents to speak with our Head Coach for more information before deciding on
competition participation in relation to our swim program and their individual swimmer.
More information on all Swim BC Policies and Procedures can be found in the 2018/19 Swim
BC Registration Information Package here: https://swimbc.ca/registration/
c. Fundraising Commitment
LCSC is a non-profit organization. As with all other non-profit societies Fundraising is a neces-
sary part of LCSC as a significant portion of the club budget is raised through fundraising ini-
tiatives. It is important to note that LCSC is unique in its size and location and as such we are
restricted in our numbers but must incur the same operating costs – and some that are higher
- of other much larger Clubs.
Thus, LCSC makes every effort to operate our Club in a financially sustainable manner while
striving to meet the needs of our Members. To do so we rely each year on fundraising to sup-
port our Members goals and maintain our Club functions.
NOTE: The LCSC fundraising obligation is mandatory and must be satisfied. Any swimmer that
withdraws at any time from the Club prior to the end of the season is not exempt from this
obligation however the total amount of any remaining outstanding fundraising obligations will
be calculated (prorated based on the number of months active membership and the TOTAL
fundraising amount left outstanding) and billed to the withdrawing members account. If a
swimmer withdraws after February 1st they will not be reimbursed as the fundraising com-mitment has be completed. Any decision regarding withdrawals and fundraising obligations will be at the sole of the Board of Directors. Example: Notice given on January 1st to end January 31st. Total fundraising outstanding at February 1st: $100 Months of active membership: Sept – January 31st = 5 months $100 x .50 = $50.00 Fundraising fees billed to members account. LSCS holds a minimum of two mandatory fundraisers per season: 1. Annual Swim Challenge: $100.00 per swimmer is billed to all accounts on February 1st of each swim season and is required to be paid by the swimmers family. The swimmer then col- lects pledges and donations to raise money for the Club. The swimmer retains $100 of the pledges and donations raised and donates any funds in excess of the $100 amount to the Club. This allows the family to cover their initial cost of the fundraising by collecting donations and pledges and is a motivating opportunity for all of our swimmers to swim to raise money for the Club. There are prizes for the top three fundraisers. 2. Annual Travel Lottery: $100.00 per family is billed to all accounts on November 1st of each swim season and is required to be paid by the swimmers family. Books of 20 travel lottery tickets at $5 each are distributed to each family to be sold. Any sold or unsold tickets are handed in on the required due date so that the draw can be completed. If the family has sold their tickets in the amount of $100 (per book) they retain these funds. In this way we give our families opportunity to earn back their $100 by selling all tickets. Any family wishing and/or able to sell more than one book of tickets is welcome to do so to raise more money for the Club. Additional Fundraising will be implemented at the sole discretion of the LCSC Board of Direc- tors throughout the year as deemed necessary. d. Withdrawal Procedure One month’s written notice to the Registrar is required to withdraw from the club. Notice must be given in writing, in person or via email, on or before the 5th day of the month to be considered to have been received that month. Notice given after the 5th day of the month will be considered to have been received on the first day of the following month, and the out- standing fees and fundraising amounts will be calculated accordingly. Failure to provide notice will result in Member account charges of one additional month of swim fees and the corresponding prorated total annual amount of fundraising. There are no refunds for partial months. Please note that notifying the coach of withdrawal does not constitute notice to the club registrar. e. Injuries & Medical Leave Procedure Requests for medical leave must be accompanied by a Physician’s note and written request to LCSC Administration. Each medical leave request will be assessed on a case by case basis by the LCSC Board of Directors and the Head Coach. The Head Coach has the authority to temporarily suspend or dismiss any swimmer or family from participating in practices where he/she perceives a swimmer is unfit to participate in
practices and/or competitions due to injury or illness until a review and decision has been made on the matter by the Board of Directors. When a swimmer wishes to return to the pool following an injury or other medically related occurrence they are required to provide a Physician’s note stating the swimmer is fit to return to participation in practices and/or competitions AND a decision made by the Board of Direc- tors in consultation with the Head Coach to allow the swimmer to return. The swimmers member account must also be in good standing and all information up to date. f. Equipment Each swimmer requires swim goggles and an appropriate swim suit. A swim cap is optional but recommended for all swimmers with longer hair. There will be LCSC t-shirts along with other logo attire available for purchase at the beginning of the season. Please speak with your Coach if you have any questions relating to swimwear and/or equipment. Each season Team Aquatics supplies our Club with a discount card also known as the ‘Shark Card’. This enables our members to receive a discount on all Team Aquatics merchandise on- line and at the Swim & Fitness Shop at the Nanaimo Aquatics Centre: 741, Third Street, Nanaimo B.C. Each Season on September 1st this membership card is available for download on our website under the LCSC Member Info tab. g. Swim Meets The Orcas Swim Team is a competitive swim team and regularly participates in swim meets across the island. Swimmers could be competing in freestyle, backstroke, butterfly, back- stroke, individual medleys, and relays at designated meets. It is each Members responsibility to familiarize themselves with swim meet procedures through our Team Unify website and other resources such as the Swim BC website. Please speak with your Coach if you have any questions regarding Swim Meets. i. Swim Meet Participation & Entry Members will be notified of potential swim meets and upcoming deadlines by email through the Team Unify website. It is the Members responsibility to advise the Head Coach of their intent to participate and complete the ‘Attend/Decline’ process for each event on the LCSC Team Unify website. The Head Coach will determine, in consultation with the swimmer/swimmer’s family when a swimmer is ready to compete and to which events the swimmer will be entered. The Head Coach is responsible to complete swim meet entries to the event once participation has been indicated by the Member. ii. Swim Meet Fees Meet Fees: Swim Meet participation requires Members to pay Meet Fees for each Event. Meet Fees will be billed to each Members account upon entry into the event. These fees are set by the host club and outlined in the meet entry fees posted to the Team Unify website. All Swim Meet Fees, Scratch Fees and any other related fees are payable upon receipt of billing to each Members account. LCSC must pay the host Club for all meet fees prior to the Event on behalf of all swimmers in order for our Club to participate. The Club’s participation in swim meets is dependent upon these meet fees being paid in a timely manner. Scratch Deadline: A scratch deadline for each meet is posted in the meet package by the host Club. If you need to scratch (withdraw) your swimmer from a swim meet you must notify the
Head Coach 48 hours BEFORE this scratch deadline in order to allow sufficient time for LCSC to scratch the swimmer in the system. If sufficient time is not given to the Coach to scratch a swimmer from a meet the LCSC is charged a Scratch Fee and this fee will be charged to the Member account. All Members are liable for payment of ALL entry fees and scratch fees if notice is not given to the Head Coach for withdrawal of participation a minimum of 48 hours (2 days) before the Scratch Fee deadline date. If notice of withdrawal from meet participation is given for a medical reason after the Scratch Fee deadline date has passed a written request for withdrawal and a physician’s note must be received by LCSC Administration from the Member. This notice will then be provided to the host Club and they will advise LCSC of their decision made in regards to any refund of entry fees to the Club. LCSC cannot request a host Club to refund fees without these docu- ments. h. Coach Meet Costs LCSC currently pays for the expenses of our Coaches (mileage, accommodations, and meals) to attend swim meets with our swimmers. LCSC considers this attendance of utmost impor- tance and benefit to our competitive swimmers and an essential part of our swim program. In years past LCSC Board of Directors found it necessary for the successful operation of the Club to cover the Coach Meet Costs by instituting a user pay policy, whereby the coach swim meet expense was divided amongst all participants attending the swim meet. The Board of Directors reserves the right to re-implement this user pay policy if it becomes necessary at any time throughout the swim season. i. Transferring to Another Club All financial obligations to the Ladysmith-Chemainus Swim Club must be settled before the Registrar is able to approve a transfer to another swim club. This regulation is set by our gov- erning body, Swim BC. This includes any fee due in lieu of appropriate notice of withdrawal from the team and any outstanding fundraising fees as outlined above. 5. OTHER INFORMATION a. Personal Information Consent LCSC respects your privacy and the confidentiality of your personal information. We are committed to keeping confidential the personal information you share with us. Use of such information will only be the purpose for which it was collected. Personal information is any information that identified you are an individual. This informa- tion includes your name, address, email address, age, gender, transaction records, health, and credit card/banking information. We request personal information in order to establish and benefit you as a participant. We ask for information based on our responsibilities toward both you and our governing bodies. For example, Swim BC requires information such as your name, date of birth, gender, address, telephone number, preferred language, citizenship, dates of participation and competition level in order to complete your registration and insurance. LCSC obtains personal information through registration forms and waivers. We do not sell personal information. Personal information is only released under the following circum- stances:
• When you give consent
• When required or permitted by law
LCSC makes every reasonable effort to keep personal information accurate and up-to-date.
Having accurate information about you enables us to give you the best possible experience
within our club. If you find errors in the information held or have any changes please let us
know as soon as possible and we will make the corrections.
b. Change Room Policy
The change rooms at the Frank Jameson Community Centre are for all customers of the facili-
ty - not just for the Ladysmith-Chemainus Swim Club. The LCSC expects that the swimmers’
behaviour reflects the club's Code of Conduct and demonstrates respect for the Town’s facili-
ty, staff, fellow swimmers and community members.
Swimmers are provided the opportunity to enter the change rooms prior to practice to pre-
pare for each session and after each practice to get a quick shower and changed. Swimmers
are then expected to make their way out to the lobby for pickup by parents. Change rooms
should be cleared of all personal belongings and left in a clean and tidy manner.
c. Bullying
Bullying is defined as the repeated hurtful interpersonal mistreatment of a person, the act
intentionally hurting someone in order to insult, humiliate, degrade or exclude. Nanaimo Rip-
tide Swim Team is committed to providing a safe, caring and friendly environment for all of
our members. Bullying is counterproductive to our team spirit and can be devastating to a
victim. Bullying of any kind is unacceptable and will not be tolerated.
Bullying is not … Bullying is …
Conflict between friends Hurting behaviors based on oppression and
“meanness”
An argument between people of equal pow- Based on power deferential
er
Accidental Intentionally harmful
Normal relational development challenges Intense and long in duration
A “one-time” event (usually) Repeated over time (generally)
Friendly teasing that all parties are enjoying Oppressive – isolates victims
Something people grow out of Caused by many factors and behavioral chal-
lenges
Hurtful actions include, but are not limited to:
• Verbal – name-calling, humiliating, degrading behavior, hurtful teasing, threatening
someone (this may happen in notes or in person, over the phone, through text mes-
sages or a chat room).
• Relational – making others look foolish, excluding peers, spreading gossip or rumors
(this may happen in person, over the phone, or through the computer).
• Reactive – engage in bullying as well as provoke bullies to attack by taunting them.• Physical – hitting, kicking, grabbing, shoving, spitting on, beating others up, and dam-
aging or stealing another person’s property.
The following sudden behaviour changes can be a sign that an individual is being bullied: sud-
denly becoming aggressive, quitting the team or being reluctant to return to the sport activi-
ty, sleep disorders, emotional disorders, sliding grades at school, changes in appetite, fear of
washrooms, locker rooms, or closed doors, running away.
d. Award Standards
At the end of the season, the club recognizes the efforts of different members of the Club for
the efforts throughout the season. Some awards are perpetual trophy awards and stored in
the trophy cabinet at FJCC and recipients are presented with a keeper plaque.
The LCSC Board of Directors reserves the right to honour swimmers based on the following
merits listed, and coaching recommendations. Here are the available awards their eligibility
criteria:
Most Improved Junior Swimmer
1. Demonstrated large technical improvements
2. Demonstrated improvements in a wide variety of strokes and events
3. Demonstrated a positive attitude and a willingness to learn
4. Swam eight out of ten months and must be under 10 years old as of December of the
school year.
Most Improved Senior Swimmer
1. Demonstrated large technical improvements
2. Demonstrated improvements in times in a broad range of strokes and events
3. Demonstrated a positive attitude and a willingness to learn
4. Swam for the full season for which they are qualified and must be 11 or over as of De-
cember 31st of the school year.
Top Senior Swimmer
1. Must compete at recommended swim meets to the highest level of their ability
2. Must swim a full season for which they are qualified
3. Must be dedicated to the club
4. Must consistently strive for excellence in practice and meet situations
5. Must demonstrate leadership
6. Must be 15 years or older as of December 31st of the school year
Top Intermediate Swimmer
1. Must compete at recommended swim meets to the highest level of their ability
2. Must swim a full season for which they are qualified
3. Must be dedicated to the club
4. Must consistently strive for excellence in practice and meet situations
5. Must be between 11 and 14 years as of December 31st of the school yearTop Junior Swimmer
1. Must compete at meets to the highest level of their ability
2. Must swim September to June
3. Must be dedicated to the club
4. Must swim 3 or more times per week, according to coaches recommendation
5. Must consistently strive for excellence in practice and meet situations
6. Must be 10 years or under as of December 31st of the school year;
Coach’s Choice Award (Senior and Junior)
1. Must be dedicated to the sport
2. Must possess a passion for the sport of competitive swimming
3. Must have good attendance
4. Must show improvement through the year
5. Does not necessarily have to be the fastest or show the best technique
6. Must show a positive attitude
7. Must swim eight out of ten months of the year
8. Must be co-operative, and listen well
In addition to the above perpetual awards, special annual awards may be presented based
on merit. These awards include:
Team Spirit Award Awarded to a swimmer of any age or level of experience who en-
hances team spirit through a variety of means, Including, but not exclusively, team
cheers, helping to organize team events, unbridled enthusiasm and a positive attitude.
Training Awards Awarded to a swimmer who demonstrates a consistent effort in training,
continually strives for excellence, and encourages their teammates through a positive at-
titude and leadership.
Stroke Awards Awarded to swimmers annually for achieving the highest level of personal
performance.
Novice Award
1. Awarded to a first year member who demonstrates enthusiasm for the sport, good lis-
tening skills, a positive attitude, and significant effort.
2. Must swim for a minimum of six months.
Note: Awards are distributed at the end of the season during the final practice or at the
year-end party. Some awards categories may not be presented every year.
e. Websites
SWIMBC - our provincial regulating body https://swimbc.ca/
Swimming Canada – our national regulating body https://swimming.ca/en/6. AUTHORITY The LCSC Board of Directors reserves the right to add to or make any changes to these poli- cies and procedures or any other LCSC document within so long as the document aligns with the current Club Bylaws. 7. ACCEPTANCE OF TERMS & CONDITIONS By completion of my online registration I hereby state that I understand and agree to the terms and conditions for participation outlined in this document the LCSC Policies & Proce- dures.
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