Table of contents

general

part one - Introduction

1. Name

2. Mission Statement

3. Vision

4. Values

part Two - authority and responsibility

1. Letters Patent

2. Charter

3. By-Laws

4. Policy and Procedure Manual

5. Canadian Baton Twirling Federation (CBTF)

6. Insurance

7. Risk Management

policies

part three - conduct

1. General

2. Association Creeds

3. Board of Directors

4. Members and Volunteers

5. Fraud

part FOUR - Gender, equality, diversity, inclusivity

1. General

part five - health & safety

1. General

2. Concussions

3. Pregnancy

4. Pandemics/Communicable Diseases

5. Vulnerable Sector Police Checks

6. Harassment

7. Abuse

part six - Communication

1. Privacy

2. Confidentiality

3. Request for Personal Information

4. Correspondence

5. Letterhead

6. Use of Mailing List

7. Editorials

8. Social Media

9. Official Website

part seven - other

1. Solicitation

2. Competition Results

3. Social Media

4. Video Recording and Photographs

5. Uniform for Representing the Association

part eight - External policies

1. Ontario Human Rights and Ontario Disabilities

2. Rental Facilities

roles & Responsibilities

part nine - structure of the association

1. Eligibility - General

2. Officers

3. Executive Committee

4. Board of Directors

5. Travel and Accommodations

part ten - duties

1. General

2. President

3. Past President

4. First Vice President

5. Second Vice President

6. Secretary

7. Treasurer

8. Technical Chairperson

9. Risk Management Officer

10. Judges Representative

11. Coaches Representative

12. Athletes Representative

13. Skills Development Representative

14. Membership Administrator

15. Communications Administrator

16. Sanctions Administrator

part eleven - committees

1. General

2. Quorum

3. Standing Committees

4. Special Committees

Procedures

part twelve - Administration

1. Authority

2. Membership

3. Sanctions

4. Group Rosters

5. Meetings of the Association

6. Nominations

7. Elections

8. Voting

9. Complaints, Discipline and Grievances

10. Awards

11. Correspondence

12. CBTF Skills Development Program (Can Twirl)

13. Association Events

14. Association Social Media Platforms

15. Documentation

part twelve - financial powers of the board

1. General

2. Inspection of Books

3. Fiscal Year

4. Auditors

5. Signing Officers

6. Sponsorship

7. Fundraising

8. Association Sanction

9. Remuneration of Officers and Directors

10. Notices

Appendicies

A. Definitions

B. Return to Sport Form

C. Association Organizational Chart

D. Proxy Vote Form

E. Clinician/Critique Contract

F. OBTA Risk Management Policy

G. OBTA Respiratory Illness Policy

H. OBTA Zoom & In-Person Meeting Etiquette

I. OBTA Safe Gym Protocol

J. Nomination form for OBTA Volunteer Position

General

Part One - Introduction

1.1 - Name

1.1.1 - Ontario Baton Twirling Association Inc. Hereafter referred to as the “Association”.

1.2 - Mission Statement

1.2.1 - The Association is a Not-for-Profit Organization that encourages and develops the widest participation and highest proficiency in the sport of Baton Twirling. The Association believes in equity and equality for all, regardless of age, sex, sexual orientation, religion, national or ethnic origin, colour, race, marital status, family status and disability.

1.3 -Vision

1.3.1 - Coordinate and assist athletes, coaches, club directors, course conductors, skills development program adjudicators, competition directors, judges and any other volunteers or hired officials in the pursuit of baton twirling excellence. This is conducted at the local, regional, provincial, national, and international levels, as well as in recreational, competitive, and training endeavours.

1.4 - Values

1.4.1 - The Association promises to provide a fair, unbiased, open, and safe environment that is inclusive and fun for all. Baton twirling is a rich source of key developmental assets including physical activity, strengthening community connectedness, teaching life lessons through mentorship, introducing newcomers to a new community, and stimulating the local economy.

Part TWO - Authority and Responsibility

2.1 - Letters patent

2.1.1 - The Association is a not-for-profit incorporated business in Ontario, established by Letters Patent no. 701710, dated February 10, 1987. The original Letter’s Patent document will be kept by the Association’s Secretary. A copy of the Letters Patent will be kept on file by the Association’s President and Treasurer.

2.1.2 - The Association also holds the following Business Number 869335786 RC0001 which was issued by the Canadian Revenue Agency. This number is used for businesses and legal entities as a standard identifier.

2.2 - charter

2.2.1 - The Association’s Charter is a written instrument that creates and defines the Association and is considered a historical document. The Association’s charter will be kept on file with the President and the Secretary.

2.3 - By-laws

2.3.1 - The Association’s By-Laws are a set of rules adopted chiefly for the government of its members and the regulation of its affairs.

2.3.2 - The By-laws were updated and approved at the Association’s Annual General Meeting, held on September 25, 2022, and will come into effect on September 26, 2022.

2.3.3 - A copy of the By-laws will be held by each member of the Board of Directors and will be available for all members on the Association’s website.

2.3.4 - Any changes to the Association’s By-laws must be approved by the Association membership.

Policies

Part three - Conduct

3.1 - General

3.1.1 - The Association is committed to providing an environment in which all members are treated with respect. Consequently, any individual attending or participating in an Association-sanctioned event is expected to abide by the Association’s policy on member conduct as outlined herein and always demonstrate appropriate behaviour consistent with the values of the Association as set out in Part 3, Section 3.

3.1.2 - All Association members have a responsibility to:

1. Maintain and enhance the dignity and self-esteem of the Association’s members by:

• Demonstrating respect to all regardless of body type, physical characteristics, gender, race, colour, nationality, national origin, ancestry, ability, sexual orientation, age, disability, marital status, religion, religious belief, political belief or economic status;

• Focusing comments or criticism appropriately and avoiding public criticism of any members of the Association;

• Consistently demonstrating good sportsmanship;

• Acting, when appropriate, to prevent or correct practices that are unjustly discriminatory;

• Ensuring that the rules of baton twirling, and the spirit of such rules are adhered to.

2. Refrain from any behaviour that constitutes harassment

3.1.3 - Conduct that violates this policy may be subject to policies related to discipline, grievances, or complaints.

3.1.4 - Members can and typically will be subject to the provisions of more than one code simultaneously (Ontario Human Rights Code, CBTF, Coaches, Judges, etc.)

3.1.5 - Ensure that all CBTF Unsportsmanlike Conduct are adhered to see www.cbtf.ca for policy information.

3.2 - association creeds

3.2.1 - Athletes Creed:

We, the athletes, promise to maintain a positive and friendly attitude on and off the competition floor. We will adhere to the Rules and Regulations at all times and demonstrate respect for judges, coaches, parents, volunteers, competitors and most of all, ourselves.

Nous, les athlètes, promettons de conserver une attitude positive et amicale dans le cadre et a l'extérieur des compétitions. Nous observerons les règlements en tout temps et aurons du respect pour les juges, les entraîneurs, les parents, les bénévoles, les concurrents et, surtout, nous-mêmes.

3.2.2 - Coaches Creed:

We, the coaches, will display professionalism, integrity, and respect for the letter and spirit of the sport by adhering to the pursuits of the CBTF. We will provide a supportive and informative foundation by striving to seek knowledge and gain experience expressing the highest regard for all members of the community.

Nous, les entraîneurs, ferons preuve de professionnalisme, d’intégrité et de respect pour la lettre et l’esprit du sport en adhérant aux règlements de la CBTF. Nous offrirons information et soutien en nous efforçant d’acquérir les connaissances et l’expérience reflétant le plus grand respect pour tous les membres de la communauté.

3.2.3 - Judges Creed:

I will always conduct myself in a professional manner, adhering to the rules and regulations of the CBTF. I will strive to make fair and unbiased decisions based on knowledge and objectivity, keeping in mind, the spirit of the sport.

Je ferai toujours preuve de professionnalisme et respecterai les règlements de la CBTF. Je m’efforcerai de prendre des décisions justes et impartiales fondées sur la connaissance et l'objectivité, sans oublier l’esprit du sport.

3.3 - Board of Directors

Upon election onto the Board of Directors, each member will be required to sign a Board of Directors contract, with the expectation that Directors Officers and Committee members will:

3.3.1 - Carry out the tasks and responsibilities that come with their respective position in accordance with Part 10.

3.3.2 - Demonstrate Respect in all manners and forums within the Association and the Board of Directors;

3.3.3 - Uphold the fiduciary duties with all matters of the Association and the Board of Directors;

3.3.4 - Act in good faith with professionalism and integrity when dealing with all matters in respect to the Association;

3.3.5 - Be fair and impartial, making unbiased decisions with the best interest of ALL Association’s members in mind;

3.3.6 - Uphold confidentiality when dealing with matters of the Association and Board of Directors;

3.3.7 - Be willing to respect the decisions of the majority.

To remain an active participant of the Board of Directors, members will be expected to observe the points of conduct.

3.4 - MEMBERS AND VOLUNTEERS

Members and Volunteers will:

3.4.1 - Demonstrate Respect in all manners relating to the Association, Board of Directors and sport of baton twirling;

3.4.2 - Uphold the Ontario Human Rights Code within the matters of the Association;

3.4.3 - Encourage a climate of mutual support and respect among all members and supporters of the Association;

3.4.4 - Be fair and equitable with the best interest of the Association in mind;

3.4.5 - Uphold confidentiality when dealing with matters of the Association.

3.5 - Fraud

3.5.1 - Any suspected act of fraud, misappropriation or other similar irregularity will be fully investigated by the President and/or Risk Management Officer.

3.5.2 - All participants in a fraud investigation will keep the details and the result confidential.

3.5.3 - If a suspicion of fraud is substantiated by the investigation, disciplinary action up to and including dismissal or suspension can occur.

3.5.4 - A person under investigation for fraud in the Association is given a notice in writing of the essential particulars of the allegations following the conclusion of the investigation and before any disciplinary action being taken.

Part FOUR - GENDER EQUITY, DIVERSITY AND INCLUSIVITY

4.1 - General

The Association understands that the key to being a diverse organization is to be inclusive in all strategies, plans and actions of the Association whether they relate to technical programs, operations, marketing, media or communications.

4.1.1 - The Association encourages:

1. The participation of all interested individuals in all aspects of the Association;

2. The equal provision of opportunity and resources; and

4.1.2 - The Association will:

1. Ensure the achievement of equal opportunities;

2. Ensure that the concerns and needs of all participants are identified, promoted and supported;

3. Ensure that the governance structure encourages and promotes the full and equal participation of all participants;

4. Ensure that its programs and activities welcome a diverse range of participants and that they are portrayed equitably in all promotional publications;

5. Seek out opportunities to enhance diversity when recruiting for Board of Directors, Officers, Committee members or volunteers within the Association;

6. Resolve to incorporate gender equity, diversity and inclusivity concerns in its operations, activities, and partnerships continually;

7. Ensure that all CBTF policies concerning the LGBTQQIP2SAA are adhered to, see www.cbtf.ca for policy information.

Part Five - health and safety

5.1 - General

5.1.1 - The Association considers all members' health and well-being a priority when making decisions regarding policies and procedures.

5.1.2 - Every member of the Association is responsible for ensuring safe participation in the sport of Baton Twirling.

5.1.3 - If an Association member is injured where medical attention is required, they must stop their participation immediately. An athlete is not permitted to return to any baton twirling activity until written permission is given by a medical or sports medicine doctor. A Return to Sport form is available on the Association website and attached as Appendix B.

5.2 - Concussions

In accordance with Rowan’s Law, the Association provides the following decorum on the Concussion Code of Conduct, as well as protocols for both Removal-from and Return-to Sport.

https://www.ontario.ca/page/rowans-law-concussion-awareness-resources

https://www.ontario.ca/page/rowans-law-concussion-safety

5.2.1 - A concussion is a traumatic brain injury caused by a blow to the head, face, or neck or to another part of the body that causes the brain to move inside the skull and results in changes to how the brain functions. A concussion is a serious injury that can have a significant impact on a person’s cognitive, physical, and emotional functioning. A concussion is different from most other injuries because there are not always observable signs that a concussion has occurred, and symptoms may not appear immediately after the impact. Additionally, a concussion cannot be seen on X-rays, standard CT scans or MRIs.

5.2.2 - The purpose of the Association’s Concussion Policy is to increase education and awareness for coaches, judges, athletes, and parents/guardians on the signs and symptoms of concussion and the specific protocols for managing concussions in Association-sanctioned activities.

5.2.3 - This Concussion Policy aims to a) ensure that athletes with a suspected concussion are removed-from-sport and seek medical assessment and b) all athletes with a suspected and/or diagnosed concussion do not participate in Association sanctioned events before being medically cleared to return to sport.

Jurisdiction

5.2.4 - This Concussion Policy and protocol applies to all members of the Association and parents/guardians.

Recognizing a Concussion

5.2.5 - Athletes who show or report one or more of the signs and symptoms listed below, or simply say they just “don’t feel right” after a bump, blow, or jolt to the head or body, may have a concussion or more serious brain injury. For more details please refer to the link to Rowan’s Law:

https://www.ontario.ca/page/rowans-law-concussion-awareness-resources#section-1

5.2.6 -

Responsibility

5.2.7 - All Association members and parents/guardians, hold a responsibility to recognize the signs and symptoms of concussion and report the suspected concussion to the athlete’s coach.

5.2.8 - If a suspected concussion occurs, it is the coach’s responsibility to remove athletes with a suspected concussion from participation in the event immediately. In any situation, the coach must call 911 if, in the coach’s opinion, doing so is necessary.

5.2.9 - If there is doubt whether a concussion has occurred, it is assumed that it has, and the athlete is to be removed from participation.

5.2.10 -