Skating Club of Phoenix

Policies & Procedures Handbook [Download Policies]

Skating Club of Phoenix - Policies & Procedures Document Date: 5/28/2014

Table of Contents
1.1 Board Rules    4
1.2 Roles    4
1.2a Elected Roles (Officers)    4
1.2b Appointed Roles    5
1.3 Board Meetings:    7
1.4 Removal of Board Member    8
1.5 Board Member Resigns     8
1.6 Executive Travel    8

 

Coaching Proof of Qualifications    8

 

3.1 Account Structures    9
3.2 Account Reviews    9
3.3 Audit    9

 

5.1 Skaters Going to out-of-region Invitationals, Sectionals or Beyond    9
5.1a Skaters Going to National Showcase    9
5.1b Skaters Going to Adult Nationals    9
5.1c Graduating High School Seniors Collegiate Memberships    10
5.1d SCP Judges or Technical Panel Education for initial or higher level appointments    10
5.2 Grant Qualification    10
5.3 Grant Formula as Follows:    10

 

6.1 Fees and Refunds    10
6.2 Types of Membership    11

 

7.1 Award Criteria    11
7.2 Fiesta Skate Awards    11
7.3 Autumn Antics Awards    11
7.4 Award Banquet     12
7.5 List of Banquet Awards    12
7.4 Competition Point System    14
7.5 Tests Point System    15

 

8. Jr. Board     15
8.1 Jr. Board Rules    15

 

9. Communication Policy    16
9.1 General Correspondence    16
9.2 Privacy of Members    16
9.3 Member Communication    16

 

Club Communication Protocol    16

 

10. Contact Information    17

 

11. Code of Conduct     17

 

12. Conflict Resolution     17

 

U.S. Figure Skating Club Board Member Agreement     18

 

APPENDIX B    19
Jr. Board Agreement    19
Jr. Board Creed    19

 

U.S. Figure Skating SKATER Code of Conduct    20

 

APPENDIX D    21

 

U.S. Figure Skating PARENT/GUARDIAN Code of Conduct     21

 

Prologue:
The By-Laws are removed from the Policies and Procedures Guide and exist as their own document. As well, the Code of Conduct and Conflict Resolution will exist as their own document but be attached to the Policy & Procedure Guide at all times for easy reference. Where discrepancies between the documents exist, the By-Laws document takes precedence over the Policy & Procedure Guide.

1. Board
1.1 Board Rules
As outlined in the Bylaws, there are 9 or more elected positions on the Board.
The Policy & Procedure Guide determines roles of the board at large.
Members of the Board must sign the USFS SafeSport Club Board Member agreement & abide by it (appendix A)
No member of the Board shall be empowered to make expenditures in excess of $150.00 without the previous approval of the Board. The exceptions to this rule are normal operating expenses which are paid on a regular calendar schedule and test session ice fees.

1.2 Roles
1.2a Elected Roles (Officers)
Elected Roles must be filled by a board member.


1) President:

  • Will supervise the club's affairs and activities.

  • Preside at all meetings using modified Robert's Rules of Order.

  • He/she will make an annual report and submit USFS Ice Usage Form annually.

  • Must have one-year prior experience as a Skating Club of Phoenix officer.

  • Will chair the Annual Meeting event.

  • Will have secondary access to the financial accounts of the Club, both online and traditional, and serve as backup to the Vice President's primary check of the Treasurer in confirming accurate financial transactions, and the security of all accounts and monies.

  • Will review and recommend needed changes to the Bylaws and Policies and Procedures yearly based on changes to USFS requirements and other information.

  • Will serve as the Club's official representative in any formal interaction between the Club and USFS and PSA.

  • Will serve as the Club's official representative in any legal proceedings.

  • Will attend USFS Governing Council if no other Board member is able to attend.

2) Vice President:

  • Will preside at meetings and assume the duties of the President in the absence of the latter.

  • Will carry out other duties assigned by the President or as requested by the Board.

  • Will serve as Secretary at meetings in the absence of the latter.

  • Will serve as Rink Liaison in order to schedule ice time, party room use, or special off-ice events for non-test Club events.

  • Will chair a Board Nominating Committee prior to each Annual Meeting to generate a list of people who are willing serve on the Board. This list will be used on the ballot mailed for the Annual Meeting and Election.

3) Secretary:

  • Will keep an accurate record of all Board and special meeting minutes.

  • Will submit via electronic means all meeting minutes to the Board a minimum of 3 days prior to the regular monthly Board meeting.

  • Will conduct the correspondence of the club and keep a copy of letters written and received.

  • Will communicate effectively with Club members and the general public regarding general Club announcements.

  • Will send or have delivered other written correspondence or gift such as notes of gratitude, sympathy, well wishes, etc. at the request of the Board. If any item sent costs more than the postage it requires, the Board must approve the expenditure as part of the request (for example, flowers or a donation in lieu of flowers for a funeral).

4) Treasurer:

  • Will be responsible for and have custody of all monies and conduct discharge of same.

  • The Treasurer will prepare a statement of receipts and disbursements to be presented to the membership at the annual general meeting.

  • Treasurer will assist in preparing accurate budgets and post-event profit analyses.

  • Will have primary access to all Club financial accounts, including traditional banks and online services such as PayPal and Square.

  • Will submit via electronic means for review full account summaries or reports to the Board a minimum of 3 days prior to the regular Board meeting.

  • Will submit all monthly financial statements to the Vice President for verification.

  • Will complete annual IRS and state tax reporting forms, including annual AZ Corporation Commission requirements.


1.2b Appointed Roles
Appointed roles must be filled by a SCP member, but do not have to be filled by a board member.


1) Membership Chair:

  • Will process hard copy and online membership applications and register each with USFS within 14 days of receipt. All fees collected by means other than online payment account will be turned over to the Treasurer/SCP account within 14 days of receipt.

  • Will create and maintain an current email and contact information list of membership and will keep a record of the names and addresses of all voting and non-voting members in the designated online file portal, giving all Board Members log in credentials for this folder.

  • Will ensure that updates to email list are made within 7 days of request.

  • Will research and compile a list of graduating High School seniors each year for consideration of Grant Collegiate Memberships.

  • Will maintain records of SCP Officials and Lifetime members and ensure that these memberships are renewed each year.

  • Will submit a Membership report to the Board via electronic means a minimum of 3 days prior to the regularly scheduled monthly Board meeting.

  • Will establish membership level goals and develop programs to meet those goals.

2) Test Chair:

  • Receive and process test applications.

  • Submit all fees not paid via electronic means to Treasurer/SCP account within 14 calendar days of receipt.

  • Submit test documents and fees to USFS as required.

  • Keep a record of all test results, and email same to Webmaster and SCP Treasurer.

  • Schedule and organize test sessions, book judges, schedule assistants and music player, support SCP judges working toward higher appointments, accommodate trial judges seeking appointments, post and email test schedule to coaches, skaters, bulletin board, Communications/Publicity Chair, Trial Judges Facebook page, and SCP Webmaster. Email test results to Webmaster.

  • Attend (or secure an alternate volunteer) and set up test session hospitality, make required copies of test result papers, and convey test results to skaters.

  • Order and distribute patches.

  • Submit monthly Test Chair report to the Board via email at least 3 days prior to the regular monthly Board meeting.

  • Maintain Test Session financial records and communicate them to the Treasurer monthly.

3) Fundraising/Volunteer Chair:

  • Will organize fundraising events and supervise collection of all monies for each event, after which he/she will turn in to the Treasurer or deposit directly to the SCP account within 14 calendar days.

  • Will encourage participation in fundraising events and keep well informed of the financial position of the Club so as to manage fundraisers accordingly.

  • Fundraising Chair will supervise the volunteer sign up process for Fiesta Skate and Autumn Antics each year, working closely with the competition Chair(s).

4) Communications/Publicity Chair:

  • Will Post announcements and articles to SCP social media accounts and to the SCP club bulletin board.

  • Will update the website with announcements or send them to the Webmaster.

  • Will send mass emails on behalf of and at the request of the Board.

  • Communications/Publicity Chair will serve as Webmaster in the absence of another person serving in that capacity.

5) Historian:

  • Will update all trophies and plaques, and maintain listing of individuals who win the different awards each year. Historian will email award winners of each SCP sponsored competition to the Webmaster, Fiesta Skate Chair(s), and Autumn Antics Chair(s) for inclusion on the website/social media and competition announcements/programs.

  • Supervises the membership photos used for the Annual Meeting and other social events and the bulletin board.

6) Jr. Board Liaison:

  • Acts as an advisor and provides feedback between the Junior Board and the Board. Schedules, attends and moderates Jr. Board Meetings.

7) Webmaster:

  • Creates (if needed) and maintains the Club website, including regular monthly updates of results, upcoming events, search engine optimization, and other special updates as requested by the Board. Updates will be completed within 7 days of submission by Board, unless an urgent request is made. Webmaster will supervise online file sharing via Dropbox or other method.

1.3 Board Meetings:
Meeting Protocol
OBJECTIVE
1.1 To ensure all SCP Board members are provided with an opportunity to place items on the meeting agenda.
1.2 To allow SCP Board members the opportunity to adequately prepare for the topics of discussion placed on the meeting agenda.


RESPONSIBILITY
1.3 President/Vice President
1.4 SCP Board members


PROCEDURE
All agenda items will be submitted at least five calendar days prior to the regularly scheduled meeting to the President or in his/her absence, the Vice President via email or telephone. Agenda items can be requested by both general club members and by Board members.
Agenda items shall follow the format below and contain the following information:

  • Date and location of meeting

  • Attendance

  • Call to order

  • Review previous minutes

  • Reports

  • Discussion Items

  • Schedule next meeting

  • Adjournment

 

 

The prior meeting's minutes, treasurer’s report, membership report, and test chair report will be emailed to the board members for review at least 3 calendar days prior to the scheduled board meeting.
The completed agenda will be published by the Secretary or President, via email to members of the Board at least two calendar days prior to the regularly scheduled meeting. In the absence of the Secretary or President, the Vice President will assume this responsibility.
Meetings will be conducted according to modified Robert’s Rules of Order.
Board members are obligated to prepare for meetings and to participate productively in discussion.
Lack of preparation on the part of the individual Board member will not impede the remaining members of the Board from proceeding with a discussion, decision and action on any item.
Time frames will be honored. The chairperson shall inform the meeting five minutes before the end of the time period to determine whether the meeting will
Extend the discussion on the agenda
Table the discussion on the agenda item
Apply Robert’s Rules of Order
Responsibility areas and TIME FRAME shall be determined and shall be recorded by the Secretary prior to moving away from the item.
The Board is the sole authority over its own agenda.
Only those issues that are within the Board’s chosen area of responsibility will consume Board time.
Meetings of the Board shall be at the call of the President and shall be posted on bulletin board at least one week in advance, except in emergency situations in which case discretion and common sense shall prevail.
Board Member attendance at regularly scheduled Board meetings is mandatory, with the exception of prior notice being given to the President.
The Secretary will ensure that minutes of the meetings of the Board are recorded and published as soon as possible after the meeting to all members.


1.4 Removal of Board Member
Non-attendance at three consecutive meetings with or without prior notice to the President will be grounds for cessation of term.
Attendance at less than 60% of all meetings with or without prior notice to the President throughout the year will be considered grounds for cessation of term.
Breaches of the Code of Conduct can be called into review by the Board and can be considered grounds for cessation of term.
Upon the decision that the grounds for cessation of Board Membership have been established, a majority vote of the remaining Board members shall decide the motion.


1.5 Board Member Resigns
In the event a SCP Board Member resigns, the current Board Members may appoint a SCP member to fill in the vacant board position, or choose to leave the position vacant until the Annual Meeting, where the general membership shall elect new Board Members.
The Vice President, as Chair of the Nominating Committee, will research and suggest possibilities for potential board member appointee selection.


1.6 Executive Travel
Travel Expenses
The Board will vote to give permission for an Executive Member(s) to attend an out of town activity that will incur expenses such as mileage, accommodation or meal allowance. If the expenses are to be incurred at an out of town event, an estimate of the intended expenses will be provided at the time of the request. Mileage rates shall be paid at the rate of the current USFS rate.
Hotel expenses shall be reimbursed at cost once receipts are provided. Meals can be paid up to the rate of $10.00 per day for breakfast, $15.00 per day for lunch and $25.00 per day for dinner. Gratuity for private accommodation may be permitted upon request for a total amount not exceeding $25.00 for the duration of the stay.


2. Coaches
Coaching Proof of Qualifications
All coaches who are members of Skating Club of Phoenix must be a Registered Coach in Good Standing and published as such by the USFS. They must also be a current PSA member, and be current on required CER classes for their coaching level.
All coaches must be Registered and "in good standing" with USFS in order to be allowed to instruct/coach at the following sanctioned activities:

  • International competitions on behalf of Team USA

  • Developmental International competitions

  • Qualifying and non-qualifying competitions

  • Test sessions

  • All performances sanctioned by USFS, including ice shows, exhibitions, recitals and carnivals

  • Any other sanctioned club activities (including club ice)

Coaches submit written or emailed proof of current liability insurance to the club upon request.
Note: Non-compliant coaches who attempt to coach at a test session or competition are subject to disciplinary action by USFS and/or the PSA and will not be allowed to be with skaters in event areas. Further, an SCP coach's membership may be categorized as "not in good standing" if found to have done so after the fact.
Coaches must abide by USFS Coaches’ Code of Ethics, Standards and Conduct at all times as referenced by U.S. Figure Skating at http://www.usfsa.org/content/safesport%20handbook.pdf


3. Finances
3.1 Account Structures
The Club Treasurer maintains primary access to the club accounts.
3.2 Account Reviews
The Vice President or designate reviews all bank statements and cancelled checks after the accounts have been reconciled by the Treasurer, and initials each statement to indicate review has been completed. The Vice President will also review the yearly tax forms completed by the Treasurer.
3.3 Audit
The Treasurer will have all financial accounts reconciled and reviewed by early May of each fiscal/membership year in order to create financial statements and complete tax forms. Both the President and Treasurer must sign the financial statements and copies will be presented at the Annual Meeting and kept on file for a minimum of 7 years.


4. Gifts
Miscellaneous gifts may be purchased for club members or non-members upon majority approval by the Board.


5. Grant Allocations
Grant allocations will be subject to and determined by the availability of SCP funds, are not guaranteed each season, and are allocated according to Section 5.3 below.


5.1 Skaters Going to out-of-region Invitationals, Sectionals or Beyond
If a Skating Club of Phoenix member has qualified for the Pacific Coast Sectional competition, U.S. Figure Skating Championships or a higher level competition, the club may offer a grant to help offset the skater’s costs.  


5.1a Skaters Going to National Showcase
If a Skating Club of Phoenix member wins the Dever award or Earnhardt-Hughes award presented at the annual Autumn Antics competition, the club may offer a grant to help offset the skater’s costs in competing at National Showcase.


5.1b Skaters Going to Adult Nationals
If a Skating Club of Phoenix member qualifies to skate at Adult Nationals via placement at the Adult Section competition in a Gold or higher level, the club may offer a grant to help offset the skater’s costs.  


5.1c Graduating High School Seniors Collegiate Memberships
For Skating Club of Phoenix members who are graduating from High School and have been a Skating Club of Phoenix member for at least the past 3 consecutive years, the club may offer a grant of a USFS Collegiate (4 year) membership.


5.1d SCP Judges or Technical Panel Education for initial or higher level appointments
For Skating Club of Phoenix officials who are attending USFS or PSA sponsored educational schools or seminars, the Club may offer school or seminar registration fee reimbursement upon written request by the official and submission of receipt of payment. Officials must have supported the Club in test sessions and/or competitions for 2 consecutive years prior to the request.


5.2 Grant Qualification
To be eligible for scholarships or grants, a skater must be a current registered Skating Club of Phoenix home club member for at least one full calendar year immediately prior to the presentation of the grant.


5.3 Grant Formula as Follows:

  • ENTRY FEE*   Skater must provide copy of registration showing fee incurred.

  • FLIGHT* up to $300 (recommend travel insurance) Skater must provide a copy of airfare receipt.

  • LODGING* $300 (up to $100 per night/3 night maximum) Skater must provide a copy of hotel receipt.

  • TRANSPORTATION* $150 (up to $50 per day/3 day maximum).

  • COACHING* fees $300 ($100 per day).

(*items must be refunded in the event that skater does not attend)


6. Membership
6.1 Fees and Refunds
The Skating Club of Phoenix does not offer membership refunds without meeting the below criteria.
All requests for refunds must be in writing and addressed to the Board. No refunds will be given to skaters leaving of their own accord. All refunds will be at the discretion of the Board and will be pro-rated. The USFS fees and insurance are non-refundable. A $25.00 administration fee will be charged for any refund or credit.
Refunds in the form of a credit voucher, transferable to family members and useable within a one year period, may be given for major medical conditions or injuries affecting the skater and confirmed by a physician’s statement. A cash refund will only be considered for those moving from the SWP Region with sufficient documentation.


6.2 Types of Membership
First Time Members

  • First Time USFS Adult Individual Member (18 or older)

  • First Time USFS Child Member (under 18) with Parent/Guardian

  • Basic Skills membership (non-voting membership)  

  • Additional Immediate Family Member

Renewing Members

  • Adult Individual Member (18 or older)

  • Child Member (under 18 years old) (includes 1 Parent/Guardian )

  • Collegiate Membership (full time student – 4 years)

  • Additional Immediate Family Member

Other Members

  • Professional Member (Coaches)

  • Therapeutic (Special Olympics) Skater

  • Associate Member

  • Patron Member

  • Officials and Lifetime Members


7. Awards
7.1 Award Criteria
Year-End and Monthly award criteria will be set by the Board.


7.2 Fiesta Skate Awards
Skating Club of Phoenix Memorial Trophy:  This trophy is dedicated to all home club members who are deceased, and awarded annually at Fiesta Skate. It is hoped that this trophy will encourage artistic interpretation of music by our younger skaters. The award will go to the skater, who receives the highest IJS components mark in the Intermediate Level free skating event. Recipients will have their names engraved on the Memorial Trophy which will remain at the Club rink, AZ ICE Peoria, Arizona. A plaque will be presented to the winner.


The Rising Star Award: The most outstanding performance at the Pre-Preliminary level. An engraved trophy, with the recipient’s name inscribed on it, remains on display at the Club rink. A plaque will be presented to the winner.


The Basic Skills Rising Star Award: The most outstanding free skating performance in the Free Skate 1 through Free Skate 6 levels. This award is chosen by the Skating Club of Phoenix Jr. Board Members and a plaque will be presented to the winner.


7.3 Autumn Antics Awards
Earnhardt-Hughes Award: Awarded to the most outstanding singles performance (at No Test and above)


Dever Award: Awarded to the most outstanding duet or group performance (at No Test and above)


Palos Award: Awarded to the most outstanding singles performance (at Free Skate 6 and below)


Deese Award: Awarded to the most outstanding duet or group (at Free Skate 6 and below)


7.4 Award Banquet
To be eligible for an award, skaters must be a home club member in good standing of Skating Club of Phoenix. The awards are based upon the amount of points a skater has amassed between June 1st and May 31st at USFS sanctioned events. Points are given by placements at qualifying and non-qualifying competitions. Points are also earned for tests passed for a single season. Points are calculated based on information received from the skater each year.  The Skating Club of Phoenix does not track progress during the year of each individual skater.


7.5 List of Banquet Awards
Most Improved Moves-In-The-Field Trophy: A trophy will be awarded to the skater who passes the most Moves-in-the Field tests in the year. A trophy will be awarded to a skater 11 years old & under and to one who is 12 years old & up.


Most Improved Free Skate Trophy: A trophy will be awarded to the skater who passed the most Free Skate tests in the year. A trophy will be awarded to a skater 11 years old & under and to one who is 12 years old & up.


Most Improved Dance Trophy: A trophy will be awarded to the skater passes the most single ice dance tests in the year. A trophy will be awarded to a skater 11 years old & under and to one who is 12 years old & up.


Most Improved Adult Trophy: A trophy will be awarded to the skater who passes the most Adult skating tests in the year.  Skater’s tests will be counted only from the Adult Testing Structure.


Shooting Star Award: Awarded to a skater at the Juvenile level and above for accomplishments during the competition season. Points are totaled from placements at Non-Qualifying and Qualifying Competitions in the Free Skate Events, Short Programs, Compulsories, and Jump and Spin Events.


Jr. Shooting Star Award: Awarded to a skater at the Pre-Juvenile level and below for accomplishments during the competition season. Points are totaled from placements at Non-Qualifying and Qualifying Competitions in the Free Skate Events, Compulsories, and Jump and Spin Events.


Adult Shooting Star Award: Awarded to an Adult Skater for accomplishments during the competition season. Points are totaled from placements at Non-Qualifying and Qualifying Competitions in the Free Skate Events, Compulsories, Artistic Showcase, and Jump and Spin Events.


Excellence in Artistry Award: Awarded to a skater who earned the most points for his/her placements in Artistic Events (dramatic and/or light) and Interpretive Events during the competition season. Juvenile through Senior levels are eligible.


Jr. Excellence in Artistry Award: Awarded to a skater who earned the most points for his/her placements in Artistic Events (dramatic and/or light) and Interpretive Events during the competition season. No Test through Pre-Juvenile levels are eligible.


Excellence in Coaching: Awarded to a Skating Club of Phoenix Coach who has had the most USFS tests passed of a skater under his/her direction for the season. All disciplines will be counted (Free Skate, Moves-in-the-Field, Dance, Pairs).


SCP Coach Recognition Award: Awarded to a Skating Club of Phoenix Coach based on the competition accomplishments of a skater under his/her direction. (Has the highest placing skater at a Regional, Sectional, or National Skating Competition).


The Judges' Appreciation Award: Chosen by the Skating Club of Phoenix Board Members, this award is given to a USFS Judge who has given many hours of judging, striving to better themselves as a judge, and who has demonstrated exemplary service and volunteerism to the club, club sponsored activities, and the skaters.


The Sportsmanship Award: Chosen by the coaches, this award is given to a skater who displays tremendous work ethic and good attitude in all aspects of skating. The following are considerations for this award: how well does the skater use practice time, what is the skater’s attitude toward coaches and other skaters, does the skater know how to both win and lose graciously,  and an inspiring individual who sets a good example for all skaters both on and off the ice. *Skating member can only receive the award once.


The President’s Award: Chosen by the President of Skating Club of Phoenix, this award is given to a club member or volunteer who has provided outstanding service and who has gone above and beyond to the club.


Volunteer of the Year Award: Chosen by the Skating Club of Phoenix members, this award is given to the club member who has provided outstanding service and who has gone above and beyond to the club as a volunteer.


Inspiring Coach Award: Chosen by the Skating Club of Phoenix members and awarded to a Skating Club of Phoenix coach who shares their passion and joy for ice skating on and off the ice and inspires other to do their personal best in all aspects of life.


Skating Club of Phoenix Lifetime Skater Award: Chosen by the SCP board members and awarded to a SCP member for their long time dedication to the sport of figure skating and encouragement of lifetime skaters. This award may not be awarded yearly.


Inspirational Skater Award: Awarded to a Special Olympics or Therapeutic skater for their accomplishments during the competitive season.


7.4 Competition Point System

  • Points will be awarded for no more than two dance events per competition.

  • Points are tallied and the skater’s highest point value will determine the award.

  • Skater can only receive one award per season. Exception is the Sportsmanship Award & the Most Improved awards.

  • Skater can only receive the Sportsmanship Award once.



7.5 Tests Point System

  • Points are awarded for having passed all dances in the group except International Dance, 6-points each

  • Points apply equally, either for solo or partnered dance tests.

  • Adult and Masters Dance tests are same.



8. Junior Board
8.1 Junior Board Rules
The Junior Board will consist of no more than 12 members in addition to one or two supervising Liaison(s) appointed by the Board. The Liaison acts as an advisor and provides feedback between the Junior Board and the Board. The Junior Board will delegate a chair and co-chair to two members of the Junior Board during each activity or event that is being hosted by the Junior Board.
All applicants must submit a brief application to be considered for appointment to the Junior Board – these will be reviewed by the Liaison(s) and the Board.
Chair positions must be at least 13 years of age and co-chair position must be at least 9 years of age.
All applicants must be a member of SCP in good standing.
Any member in good standing from the previous year’s Junior Board may continue to serve on the Board the following year. All returning Junior Board members must notify the SCP Jr. Board Liaison(s) prior to new member application submission so that the actual number of available new positions may be determined.
Junior Board meetings are held on a monthly basis and are also attended by the Board Liaison(s) – to continue to serve on the Junior Board in the upcoming year – members must have attended at least 50% of the previous year’s meetings.
Members of the Junior Board must sign the board agreement and abide by it (APPENDIX B).
The Junior Board is responsible for organizing and overseeing the nomination, balloting and presentation of the Jr. Board Award during Fiesta Skate Championships.  


9. Communication Policy
9.1 General Correspondence
Sensitive information that includes coaches, staff or named skaters should be discussed in a closed session where minutes are retained but not distributed for review of the membership.
The Club bulletin board, website and social media are for the purpose of promoting the Club and sharing Club information. A Board member must approve all items before they are posted on the SCP board, website and SCP social media. Material and advertisements may be removed when outdated or by request. No other club or organization information shall be posted on the Club board, website and SCP social media other than SCP, PSA and USFS without prior approval from a Board member.


9.2 Privacy of Members
Only Board members should have access to skater email addresses and they should be used for club business only. Use discretion and common sense if passing out confidential information. Email correspondence will use blind copies so that club members do not have their email address exposed to other club members.
All Club members’ financial and personal information, other than approved email and/or phone number, will be confidential and not shared with anyone. Account and card numbers used in financial transactions will be protected from theft and misuse.


9.3 Member Communication
Club Communication Protocol
OBJECTIVE
1.1 Ensure communication to the Board is received in a timely and legitimate fashion.
1.2 Affect a communication model that acknowledges that many members of the Board and Professional Coaching Staff have professions and occupations that prohibit instant responses to member queries, complaints and other communication.


RESPONSIBILITY
1.3 President
1.4 Secretary

PROCEDURE
All formal requests of the Board will be directed in writing to a Board Member, who will forward the request to any Board members who were not copied on the original communication. Members making such requests should not expect a response from the Board until after the next regularly scheduled Board meeting.
Responses to such requests will be provided via email by the Board. Items received after the 5 calendar day deadline for agenda items will be added to the following regularly scheduled Board meeting agenda. If the request is deemed to be urgent by the President, the agenda of the earliest meeting may be amended at the President's discretion.


10. Contact Information
Mail: Skating Club of Phoenix
7942 W Bell Rd.
P.O. Box 172 Suite C5
Glendale, AZ 85308-8708


11. Code of Conduct
By applying for membership with the club, members agree to abide by the US Figure Skating Code of Conduct for their role within the club (Skater, Parent/Guardian, and/or Coach). See Appendix C & D for the skater and parent/guardian Code of Conduct Agreements.  The Coaches Code of Conduct Agreement can be found at the link referenced in the coaches section (Section 2) of these policies and procedures.


12. Conflict Resolution
Upon receipt of a written complaint to the Board, the Board will create a Review Panel of objective, uninvolved people within 7 calendar days.  The Panel will initiate its review within 14 calendars days of Panel creation  to clarify the conflict, interview the parties involved, identify the potential solutions, select the appropriate solution, and follow through to evaluate the solution and if a resolution was reached.  If no resolution can be reached by the Review Panel, the Board will review the Panel's findings to determine if the correct objective people were involved in the resolution process, ask the Review Panel to attempt to work through the process again, seek the advice of the Membership Liaison for the Southwest Pacific region, and as a last resort, consult the USFS Grievance Committee Chair.
The Chair of the Review Panel will maintain review minutes, copies of notes, and documentation received by the parties, and creates a written record of the Panel's decision, which will be sent to the President. Records of the review will be kept in the Club's files. Review findings will be kept confidential unless required to be reported to USFS, PSA and/or the authorities.
The President will communicate the findings of the Review Panel to all appropriate parties and serve as the point of contact for any continuing communications regarding the specific conflict.

 

APPENDIX A
U.S. Figure Skating Club Board Member Agreement


As a board member of the club, I am fully committed and dedicated to the mission and have pledged to carry out this mission. I understand that my duties and responsibilities in­clude the following:
The Skating Club of Phoenix is committed to creating a safe and posi­tive environment for members’ physical, emotional and so­cial development and ensuring that it promotes an environ­ment free of misconduct.

  1. I will actively promote the club in a positive manner.

  2. I understand my legal responsibilities for the club and those of my fellow board members. I am responsible for knowing and overseeing the implementation of policies and programs, including the SafeSport Program.

  3. I accept the bylaws and operating principles and un­derstand that I am morally responsible for the health and well-being of this club and adhering to the member code of conduct of U.S. Figure Skating.

  4. I promise to be fiscally responsible for this organization. I will make myself aware and knowledgeable regarding our budget and finances and will take an active part in review­ing, approving, and monitoring the budget and fundraising to meet the goals of our club.

  5. I will actively engage in fundraising for this organization. These may include individual solicitation, undertaking spe­cial events, and the like. I am making a good faith agree­ment to do my best and to raise as much money as I can.

  6. I promise to treat my fellow board members and other club members with respect. When conflict occurs, I will re­spectively disagree and work for a compromise that is in the best interest of the club.

  7. I will attend board meetings, be available for phone con­sultation, and serve on at least one club committee. If I am not able to meet my obligations as a board member, I will offer my resignation.

  8. In signing this document, I understand that no quotas are being set and that no rigid standards of measurement and achievement are being formed. Every board member is making a statement of faith about every other board member. We trust each other to carry out the above agreements to the Best of our abilities.


Board Member: ______________________ Date: _________
Club President: ______________________ Date: _________


APPENDIX B
Junior Board Agreement

As a Junior Board member of the club I am fully committed and dedicated to the mission and have pledged to carry out this mission.  I understand that my duties and responsibilities include the following:

  1. I promise to be fiscally responsible, with other Junior Board members, for this organization.  I will make myself aware and knowledgeable regarding our budget and finances and will take an active part in fundraising to meet the goals of our club.

  2. I am responsible for knowing and overseeing the implementation of policies and programs.  I accept the policies & procedures and operating principles.  I understand that I am morally responsible for the health and wellbeing of this club.

  3. I will actively engage in fund-raising for this organization.  These may include individual solicitation, undertaking special events, and the like.  I am making a good faith agreement to do my best to raise as much money as I can.

  4. I will actively promote the club in a positive manner.

  5. I promise to treat my fellow Junior Board members and other club members with respect and when conflict occurs, I promise to respectively disagree and work for a compromise that is in the best interest of the club.

  6. I will attend Junior Board meetings and be available for phone consultation.  If I am not able to meet my obligations as a Junior Board member, I will offer my resignation.

  7. In signing this document, I understand that no quotas are being set and that no rigid standards of measurement and achievement are being formed.  Every Junior Board member is making a statement of faith about every other Jr. Board member.  We trust each other to carry out the above agreements to the best of our abilities.

 

Jr. Board Member: __________________________________________ Date: ___________________________
Jr. Board Liaison: ____________________________________________ Date: ___________________________

 

Jr. Board Creed

  1. I will know and understand the mission of Skating Club of Phoenix

  2. I will unconditionally support the mission and my fellow Junior Board members.

  3. If I disagree I will do so respectfully and seek consensus on all issues.

  4. I will check personal agendas at the door of every Junior Board meeting.

  5. I will sign the Junior Board member agreement.

  6. I will abstain from voting on issues that present a conflict or even a perceived conflict of interest.

  7. I commit to all the duties of my position.

  8. I will act in good faith and in a manner that I believe to be in the best interest of the club.

  9. Above all, I will remember the focus of all of my efforts, decisions and time is to make skating a great experience for all involved.

 

APPENDIX C - For Informational Purposes
U.S. Figure Skating SKATER Code of Conduct


As a member of our club, all skaters must adhere to this Code of Conduct at all times.


General Guidelines:
U.S. Figure Skating is committed to creating a safe and pos­itive environment for members’ physical, emotional and social development and ensuring that it promotes an en­vironment free of misconduct. This Skater Code of Conduct has been established to ensure the safety of all members us­ing our ice to ensure quality practice time for all home club, associate, non-members and guests who purchase ice from the club and who participate in all club-related activities.

  1. All skaters, regardless of whether they hold home club, associate, non-member or guest status must follow and up­hold the tenets in this Skater Code of Conduct regarding be­havior on and off the ice. All club members are expected to exhibit good sportsmanship and be courteous toward their fellow skaters, coaches, parents of skaters, U.S. Figure Skat­ing officials and guests.

  2. Our club is committed to promoting a positive and friend­ly environment for all skaters. Remember ‘The Golden Rule’ —treat other people like you want to be treated—with re­spect.


Ice Etiquette and Safety:

  1. While in lesson or practice, it is the skater’s responsibil­ity to always be conscientious and aware of other skaters around them.

  2. Skaters must skate with the flow of other skaters and fa­miliarize themselves with the most commonly used areas for jumps and spins.

  3. The only time a skater has the SOLE right of way is when they are skating their program to music. When you hear another member’s music, please extend that person the courtesy and move out of their path momentarily. This only takes a moment and you will enjoy the same courtesy while you are performing your program.

  4. Advanced skaters are expected to exhibit patience to­ward beginner members of the club. Remember, you were an inexperienced skater once, and it takes time for our fu­ture generation to advance to the point where they are completely comfortable skating with all levels of skaters.

 

Unsafe or Discourteous Behavior:
Unsafe or discourteous behavior of any kind will not be tol­erated
For more information on Ice Usage and Etiquette Guide­lines, refer to the SafeSport webpage. (www.usfsa.org/content/safesport/)

 

APPENDIX D
U.S. Figure Skating PARENT/GUARDIAN Code of Conduct


U.S. Figure Skating is committed to creating a safe and posi­tive environment for members’ physical, emotional and so­cial development and ensuring that it promotes an environ­ment free of misconduct.


Preamble: The essential elements of character-building and ethics in sports are embodied in the concept of sportsman­ship and six core principles: respect, responsibility, fairness, caring, trustworthiness and good citizenship .The highest po­tential of sports is achieved when competition reflects these “six pillars of character” (Arizona Sports Summit Accord).


I hereby agree that:

  1. I will encourage good sportsmanship by my actions, demonstrating positive support for all skaters, coaches, and officials at every practice, competition and test session.

  2. I will place the emotional and physical well-being of my child and others ahead of my desire to win.

  3. I will encourage my child to skate in a safe and healthy environment by maintaining a respectful and courteous at­titude to others.

  4. I will promptly inform my child’s coach of any physical/ mental disability or challenge affecting my child that may affect the safety of my child or others.

  5. I will teach my child that doing his/her best is more im­portant than winning.

  6. I will do my best not to ridicule, bully, blame, or yell at my child or other skaters, coaches, officials or volunteers in response to a poor performance or for any other reason.

  7. I will do my best to make skating fun at all times and will remember that my child participates in sports for his/her own enjoyment and satisfaction.

  8. I will teach my child to treat other skaters, coaches, fans, volunteers, officials, and rink staff with respect, regardless of race, creed, color, sexual orientation or ability. I will also take action and report any acts of bullying, harassment or abuse to the appropriate authorities.

  9. I will applaud any effort in both victory and defeat empha­sizing positive accomplishments and learning from mistakes.

  10. I will teach my child to resolve conflicts calmly and peacefully without resorting to hostility or violence.

  11. I will be a positive role model for my child and others.

  12. I will demand a figure skating environment for my child that is free of drug or alcohol abuse and agree that I will not use or provide to a third-party any illegal drug prohibited by applicable federal, state, or municipal law.

  13. I will not assist or condone any athlete’s use of a banned substance as described by the International Olympic Com­mittee, International Skating Union, United States Olympic Committee, or U.S. Figure Skating, or, in case of athletes, to use such drugs or refuse to submit to properly conducted drug tests administered by one of these organizations.

  14. I will expect my child’s coach to be in compliance with all requirements of U.S. Figure Skating and the Professional Skaters Association, to continue their education and train­ing through programs offered by U.S. Figure Skating, the Professional Skaters Association and other accredited orga­nizations.

  15. I will respect my child’s coach and refrain from “side line” coaching my child or other skaters.

  16. I agree to educate myself regarding the proper proce­dures to follow when establishing or terminating the coach­ing relationship and refrain from third-party solicitation as outlined on the PSA website.

  17. I will respect the decisions of officials, their authority and decisions during competitions and test sessions and teach my child to do the same.

  18. I will show appreciation and recognize the importance of volunteers and club officials. I will fulfill my responsibility to help my club with membership, special projects, compe­titions and test sessions.

  19. I will become familiar with the rules of the U.S. Figure Skating and teach my child accordingly.

  20. I will support and respect all skaters and their right to participate.


End of Policies and Procedures Handbook


 

SCP is a 501(c)(3) tax-exempt organization and all contributions are tax deductible according to IRS regulations.