Policies

Accessibility Policy Statement

Overview:

The Lake of Bays Sailing Club Inc. (“LBSC”) is committed to providing excellent customer service to everyone who visits our facility and participates in our programs, including people with disabilities.

This commitment means that we do our best to provide services to people with disabilities in a manner that respects their dignity and independence, while at the same time gives them the same opportunity to access our services, and allows them to benefit from the same services, in the same place and in a similar way, as all other customers.

POLICIES, PRACTICES AND PROCEDURES:

As part of this commitment, we have established various policies, practices and procedures to define how our services are provided to people with disabilities. These include the following areas:

1. Assistive Devices

At LBSC we are committed to serving people with disabilities who use, or who may benefit from the use of, assistive devices; whether to access our programs or events, or for other reasons because of their disability. LBSC will ensure that methods of communication will be available in any way that is deemed reasonable when accessing programs and services. LBSC will train employees and volunteers to ensure they are familiar with the various types of assistive devices that may be used by persons with disabilities when accessing our programs and services.

2. Communication

We recognize that people with disabilities may communicate differently because of their disability. At LBSC, we are committed to communicating with customers with disabilities in ways that take the nature of their disability into account. Information will be made available upon request in a variety of formats to enable all persons to communicate effectively.

3. Service Animals

We welcome people with disabilities who use service animals. Service animals are allowed in areas of LBSC property that are open to the public.

Most of the time, our staff and volunteer team will be able to easily identify whether an animal is being used as a service animal or not. In the rare situation, when it is not readily apparent, our employees and/or volunteers may ask for clarification confirming that the service animal is required for reasons relating to disability.

4. Support Persons

We also welcome people with disabilities who are accompanied by support persons. LBSC recognizes that some people with disabilities may have support people (e.g., paid professionals, volunteers, family members or friends) to help them with communication, mobility, personal care or medical needs, or with accessing our programs and events. Support persons are allowed on any part of our premises that are open to the public. At no time will a person with a disability be prevented from having access to his or her support person while on the premises.

LBSC does not charge additional fees to support workers who are acting in a support role with a disabled person at one of our events.

LBSC may require a person with a disability to be accompanied by a Support Person where it is necessary to protect the health and safety of the person with a disability or the health or safety of others on the premises.

5. Temporary Disruptions

We recognize that people with disabilities often rely on certain facilities or services being available at LBSC. As part of our commitment to providing accessible customer service, we will promptly notify customers whenever there is a temporary disruption– whether it is planned or unplanned–in such facilities or services. This notice will include the reason for the disruption, its anticipated duration, and any alternative facilities or services available. Notification will be done through postings and social media forums as well as informed staff who will be able to communicate with public.

6. Training

LBSC is committed to providing training in the requirements of Ontario’s accessibility laws and the Ontario Human Rights Code as it applies to people with disabilities. Training will take place annually at the start of the season.

Feedback Process:

When it comes to providing accessible customer service, we will always try our best and will certainly learn from any mistakes. This is why we encourage and appreciate hearing about how we are doing – both good and bad.

Feedback may be provided in person, by telephone, in writing, or by delivering an electronic text by email or online, on disk or otherwise.

Feedback can be given in any format to any member of the LBSC’s leadership team (staff or volunteer) and it will be addressed by the appropriate members of the Board.

Approved April 11, 2022


Concussion Management Policy

Scope

This policy applies to all registered participants, coaches, volunteers and individuals involved with the club in any capacity. This policy will apply to all sailing activities including but not limited to ongoing registered activities, special events or groups and regattas.

Policy

The Lake of Bays Sailing Club Inc. has agreed to adopt the Ontario Sailing Concussion Management Policy for all sailing activities associated with our club to be in compliance with Ontario laws and Ontario Sailing policies.

The Policy as set by our Provincial Sport Organization is appropriate to all our sailing activities and ensures alignment with best practices as well as legal requirements.

The policy and procedures as approved by Ontario Sailing on February 12th 2019 and updated August 20th 2019 is attached. We commit to ensuring we update our policy and procedures as Ontario Sailing updates their document.

Board approved last: April 11, 2022, Review date: April 11, 2022

Operational Procedures

The Lake of Bays Sailing Club Inc. will follow the procedures as laid out in the Ontario Sailing procedures incorporating sign-off of review of resources and Codes of Conduct into our registration process.

Copies of the Concussion Recognition Tool 5 and the Concussion Removal and Return Handout Document will be available in First Aid Kits as well as in the club house.

We will take responsibility for decision making in the removal of a participant both during our activities and while traveling to events with participants representing the club. If someone is removed, our team will ensure they communicate the required information and the incident will be reported and their progression through Return to Sailing tracked, ensuring they do not return to the water without written medical clearance.

Last reviewed: April 11, 2022


Workplace Harassment Policy

The Lake of Bays Sailing Club Inc. (“LBSC”) is committed to providing a work environment in which all workers are treated with respect and dignity. Workplace harassment will not be tolerated from any person in the workplace. This policy and the expectation to contribute to an environment where any form of harassment is unacceptable applies to all staff and volunteers of LBSC and in turn customers and businesses associated with LBSC. This policy applies to all LBSC programs and organization functions including social events.

Workplace harassment means engaging in a course of vexatious comment or conduct against a worker in a workplace that is known or ought reasonably to be known to be unwelcome or workplace sexual harassment. Workplace sexual harassment means:

  1. engaging in a course of vexatious comment or conduct against a worker in a workplace because of sex, sexual orientation, gender identity or gender expression, where the course of comment or conduct is known or ought reasonably to be known to be unwelcome, or
  2. making a sexual solicitation or advance where the person making the solicitation or advance is in a position to confer, grant or deny a benefit or advancement to the worker and the person knows or ought reasonably to know that the solicitation or advance is unwelcome;

Reasonable action taken by the employer or supervisor relating to the management and direction of workers or the workplace is not workplace harassment.

Employees are encouraged to formally report any incidents of workplace harassment to the Executive Director or President of the Board. Should these individuals be inappropriate given the nature of the complaint any member of the Board of Directors is prepared to assist employees or volunteers with formal reports of incidents of harassment. No one is to be penalized or disciplined for reporting an incident or for participating in an investigation involving workplace harassment.

All complaints or incidents of workplace harassment will be investigated and dealt with in a fair, respectful and timely manner. Information provided about an incident or about a complaint will not be disclosed except as necessary to protect workers, to investigate the complaint or incident, to take corrective action or as otherwise required by law. Detailed information on the process of filing formal complaints and the investigation process are in the attached Workplace Harassment Program. Employees and volunteers are expected to adhere to this policy, and will be held responsible by LBSC for not following it. LBSC will provide annual training in workplace harassment and workplace sexual harassment.

If an employee needs further assistance, he or she may always file their complaint with the President of the Board of Directors of LBSC or file an application with the Human Rights Tribunal of Ontario.

This policy will be review annually and revised as needed by the Board of Directors.

Reviewed and approved by Board of Directors
Date: April 11, 2022


Health and Safety Policy

The Lake of Bays Sailing Club Inc. (“LBSC”) is vitally interested in the health and safety of its employees and volunteers. Protection of employees and volunteers from injury or occupational disease is a major continuing objective. LBSC will make every effort to provide a safe, healthy work environment. All employers, supervisors and employees must be dedicated to the continuing objective of reducing risk of injury.

LBSC will meet the requirements applicable health and safety legislation, but will also look for input from all involved with the club to further ensure the safety of all individuals involved with the club. This high level of safety will be accomplished by providing and maintaining a safe and healthy work environment and by providing education and regular training to employees and volunteers to ensure daily activities of operation are performed safely.

LBSC will work in partnership with the staff and volunteers to ensure that health and safety is a first consideration in any task, decision making and overall operations. Neglect of health and safety responsibilities will not be tolerated, nor shall it be sacrificed for expediency. The Board, in consultation with employees and volunteers, will ensure that procedures are in place to ensure safe work practices.

The Board has the responsibility for ensuring that employees and volunteers are trained in approved work procedures to obtain optimal performance without incidents and injury and to ensure that employees follow safe work methods and all related regulations.

In addition to the priority with our employees, all outside contractors working on projects for the club will be required to support the Occupational Health and Safety Program and make sure that Health and Safety is a part of their daily routine by following safe work methods and relevant regulations.

This policy, and associated procedures will be shared regularly with the relevant individuals at the club in a variety of methods and will be reviewed regularly to ensure current best practices are in place for the club.

It is in the best interest of all parties to consider health and safety in every activity. Commitment to health and safety must form an integral part of this organization, for every individual involved.

Reviewed and approved by Board of Directors
Date: April 11, 2022


Violence in the Workplace Prevention Policy

Policy

The Lake of Bays Sailing Club Inc. (“LBSC”) is committed to providing a respectful, supportive, healthy, safe, accessible and inclusive work environment for all employees, as they are entitled to work in an environment free from Workplace Violence. We uphold a zero tolerance to acts of Workplace Violence. All incidents and alleged incidents of workplace violence, no matter of what magnitude or whom it may involve, must be treated seriously and handled in a manner which includes immediate reporting to the supervisor/manager and, when required, the police. Whatever the cause or whoever the perpetrator, workplace violence is not to be accepted or tolerated. Sanctions could include up to immediate dismissal for perpetrators and criminal charges.

Purpose

LBSC will be proactive in working with its employees to prevent violence in the workplace by establishing and implementing a comprehensive workplace violence prevention program to fulfill the requirements of relevant legislation including the:

  • Occupational Health and Safety Act
  • Criminal Code of Canada
  • Ontario Human Rights Code
  • Workplace Safety and Insurance Act

This policy defines Workplace Violence (violence) and identifies the responsibilities of Employees and Management. It identifies behaviours that constitute violence and identifies the process for reporting and resolving incidents of violence.

Scope

This policy applies to all employees of LBSC which includes but is not limited to regular, temporary and contract employees including consultants. This policy also applies to volunteers, including Board of Directors.

This policy covers incidents of violence, as defined below. This policy does not apply to Workplace Harassment. Refer to the Workplace Harassment Policy and Workplace Harassment Program in response to incidences of Workplace Harassment.

Definitions Workplace Violence

Workplace violence includes acts of physical violence, abuse (verbal or physical), bullying, intimidation, or other threatening behaviour that occurs in the work place.

Workplace

For the purposes of this policy, workplace includes any location in which employees and/or volunteers are engaged in LBSC business activities necessary to perform their assignments. This includes, but is not limited to LBSC offices, employee/volunteer parking lots, employee/volunteer organized social events, field locations, and during business related travel.

Bullying

Bullying is an offensive, cruel, intimidating, insulting or humiliating behaviour that includes physical violence or the threat of physical violence. It can be physical or verbal, direct or indirect such as gossip. Bullying is considered harassment in general, unless there is physical contact or a threat of violence, where it is considered violence. Bullying is ill treatment that is not addressed under human rights legislation or criminal codes.

Policy Application

Note: If you witness an act of workplace violence in progress or if an individual becomes violent and your safety is at risk, leave the area immediately and call 911 or the emergency services number in your area.

A number of different actions in the work environment can trigger or cause workplace violence. It may even be the result of non-work related situations such as family crises, alcohol or drug abuse, financial pressures, or legal difficulties. Workplace violence can be inflicted by an abusive employee, volunteer, supervisor, manager, co-worker, client, family member, or even a stranger.

However, there is no sure way to predict human behaviour and, while there may be warning signs, there is no specific profile of a potentially dangerous individual. The best prevention comes from identifying any problems early and dealing with them.

Prevention

Prevention of workplace violence is the most important part of any plan. At its core, it involves awareness by management, employees and volunteers on the potential of violence and steps that can be taken to lessen the possibilities of an incident:

Pre-employment screening – The adherence to present policies regarding employee and volunteer screening is essential to identifying potential offenders before they are hired or engaged

Code of Conduct – All employees and volunteers are to read, sign and abide by the Code of Conduct. Security – Maintaining a safe workplace is part of any good prevention program. There are a variety of ways to help ensure safety, such as locked doors after hours and general awareness.

Dispute resolution – An employee or volunteer may turn violent, in part, due to a build-up of frustrations in the workplace. Use of the organizations appeal process is key to providing individuals with a constructive outlet for their concerns. Where there is interpersonal conflict, efforts will be made to support all parties. Finally, and most importantly, employees and volunteers need to be aware of the fact that interpersonal behaviours can dramatically affect the possibility of a violent incident. Relations among all those in the organization’s family, including participants, should include respect for one another and an awareness of the importance of human dignity. Furthermore, willingness to listen to and assist fellow staff and volunteers can go a long way towards mitigating feelings of depression and helplessness that can lead to violent behaviour.

Rights

Everyone has the right to an environment that is free from violence, and threat of violence, and to file a complaint when the environment is not free from violence. Employees have the right to file a complaint without fear of any discrimination or retaliation for being, or perceived to be, victims of workplace violence.

Employees have the right to refuse unsafe work where workplace violence is likely to endanger them. While work refusal is being investigated, the employee is to remain in a safe place that is as near as possible to their work location, making themselves available for the purposes of the investigation.

Responsibilities

Employees & volunteers are responsible for:

  • Being familiar with applicable policies, procedures and programs affecting violence in the workplace, including Harassment in the Workplace, and Workplace Violence; securing their own workplace; questioning and/or reporting strangers to supervisors/managers
  • Reporting any threats, physical or verbal, and/or any disruptive behaviour of any individual to the appropriate supervisor/manager
  • Being familiar with any local procedures for dealing with workplace threats and emergencies
  • Taking all threats seriously
  • In the event of an incident of violence, reporting it immediately to his/her supervisor/manager or police, as the case may necessitate.

Management is responsible for:

  • Informing employees and volunteers of applicable policies, procedures and programs affecting violence in the workplace, including Harassment in the Workplace and Workplace Violence.
  • Ensuring that employees and volunteers know specific procedures for dealing with workplace threats and emergencies, and how to contact police, fire, and other safety and security officials
  • Ensuring that employees and volunteers with special needs are aware of emergency evacuation procedures and have assistance (as necessary) regarding emergency evacuation situations
  • Ensuring the security of buildings and offices
  • Providing adequate resources for training and awareness and including workplace violence awareness in employee and volunteer orientation. Training is to be updated for any new sites or situations that may present new or different risks for workplace violence.
  • Ensuring compliance with applicable provincial/territorial Health and Safety legislation
  • Responding to potential threats, escalating situations and incidents of violence by utilizing proper resources from the following: first aid providers, local law enforcement and medical services.
  • Ensuring that all incidents of violence in the workplace are documented as outlined by the individual affected using the applicable Staff Incident/ Accident Report and Investigation Form. These forms are located in the first aid kits. The Executive Director will be advised of all incidents resulting in lost time from the workplace or if medical attention is required in order that proper documentation is completed and sent to Workers’ Compensation
  • In consultation with Executive Director or Board, determining whether sufficient evidence exists to justify taking disciplinary action or discharging the employee/volunteer once the investigation of any misconduct is complete
  • Taking all threats seriously
  • Providing information about third party support opportunities for any employee who experience violence in the workplace

Process

Where an act of violence has occurred, workplace injury protocols are to be followed, the perpetrator removed (by police where there is an ongoing threat) and the site secured. Authorities are notified, if they have not been already, as well Executive Director and in turn the Board of Directors. An investigation will then be conducted.

Where a threat of violence has occurred, the Executive Director and in turn Board of Directors are to be notified. If the person who is uttering the threat is at the worksite, s/he shall be removed prior to any further investigation. An investigation will then be conducted.

If there has not been a threat or an act of violence, the act may be considered harassment. Refer to LBSC Workplace Harassment Policy.

No investigation information is to be kept on the employee/volunteer’s personnel file with the exception of official disciplinary/termination papers. Similar to problem resolution cases, investigation information should be kept indefinitely in a separate file. Proven allegations of violence, including disciplinary action taken shall be documented and form part of the employee/volunteer’s permanent record.

Disciplinary action

An act of violence, committed or threatened, by an employee or volunteer is a serious offence. If the act or threat of violence is substantiated, the violent employee/volunteer will be subject to immediate disciplinary action, up to and including dismissal. LBSC reserves the right to discipline those whose complaints are frivolous or vexatious.

Any interference with the conduct of an investigation, or retaliation against a complainant, respondent or witness, may itself result in disciplinary action.

Criteria in determining level of disciplinary action shall be based on fact scenario and will take into account harm to the individual, harm to the organization and its reputation, and whether or not there was an unequal power relationship.

Where the conduct involves, or may involve, criminal activity, LBSC reserves the right involve the appropriate Police Services.

Employees and volunteers have a duty to disclose criminal activity.

Nothing in this policy shall be deemed to limit the right of an employee or volunteer to pursue criminal charges or civil legal action.

Responsibility

The Board of Directors is responsible for maintaining, monitoring, and revising this policy; and for authorizing exceptions. The Board is responsible for reviewing this policy annually.

Members of LBSC’s Management Team are responsible for applying and implementing this policy throughout their organization.

Reviewed and approved by Board of Directors
Date: April 11, 2022


Parent Code of Conduct

  1. I am registering my child or children in the LBSC Sailing programs so that they have fun, learn more about sailing, and learn more about being a good team-player.
  2. I will encourage my child or children to follow the LBSC Participant’s Code of Conduct.
  3. I will respect the instructors and encourage my child or children to respect them.
  4. I acknowledge that my child or children need to be careful with equipment, such as rudders, and spinnaker poles. They also need to try not to crash into other boats. I acknowledge that I am responsible for losses causes by my child’s carelessness or recklessness, and will be charged the cost of replacement or repair in such cases.
  5. I acknowledge that my child will get the most out of the program if they are in the correct level, and will not challenge or dispute the level they are assigned to by the instructors. In other words, I am not helping my child if I insist that they be put in a level that is too high for them. If I have questions about this, I will communicate with the head instructor.
  6. I acknowledge that the learning and demonstration of knowledge and skills required for a child to pass from one sailing level to another is considerable. The learning that can occur also depends on the weather conditions during my child’s program.
  7. I will bring my child or children on time for the program, or encourage them to be on time. This means early enough to help set up (rig) sailboats and participate in pre-sailing lessons and games.
  8. I understand that if my child doesn’t follow the participant code of conduct, they can be given a warning or may have to leave for the day. In extreme or serious situations, or where there is repeated failure to adhere to the Participant’s Code of Conduct, they may not be able to return to the program. No refunds will be given in any of these situations. If they have to leave for the day and are not picked up promptly, additional charges may be levied if we assign an instructor to care for them while they are waiting to be picked up.

Please download printable PDF, to be signed by participating parents.