Preamble
The purpose of this policy is to ensure that the Board of Directors of the Chilliwack Curling Club (CCC) Society conducts its affairs in a manner that maintains public trust and confidence. This policy provides guidelines for identifying, disclosing, and managing conflicts of interest.

Scope
This policy applies to members of the Chilliwack Curling Club Society Board of Directors.

Definitions/Abbreviations
CCC, Club – Chilliwack Curling Club

Policy

1. Definition of Conflict of Interest

A conflict of interest arises when a Board member’s personal, professional, or financial interests interfere with or appear to interfere with their duty to act in the best interests of the Chilliwack Curling Club Society. Conflicts may be actual, perceived, or potential and can include, but are not limited to:

1.1. Financial Interests: When a Board member or their close associate (e.g., family member, business partner) has a financial stake in a decision made by the Board.
1.2. Personal Relationships: When a Board member’s relationship with a staff member, contractor, or vendor could influence their judgment.
1.3. Competing Loyalties: When a Board member serves on another board or has obligations to another organization that may create a conflict with their duties to the Club.

2. Disclosure and Management of Conflicts of Interest
   2.1. Disclosure: Board members must disclose any potential conflicts of interest as soon as they arise. Disclosures should be made to the Board President or, if the President is involved, to the Vice President.
   2.2. Recusal: A conflicted Board member must refrain from participating in discussions or voting on matters where a conflict exists.
   2.3. Documentation: Any conflicts and the actions taken to address them must be recorded in the Board meeting minutes.
   
3. Examples of Conflicts of Interest and Actions to Take
   
   3.1. Financial Conflicts
   3.1.1. Personal Business Contracts – A director owns or is involved in a business that the Club contracts for services (e.g., catering, food/beverage supply, maintenance, or equipment supply).
   3.1.1.1. Action: The director must disclose their interest to the Board and recuse themselves from discussions and decisions related to the contract. Competitive bidding should be used to ensure fairness.
   3.1.2. Compensation – The Club pays a director’s family member for services beyond board duties.
   3.1.2.1. Action: The director must disclose this relationship and abstain from discussions and votes related to compensation decisions.
   3.1.3. Investments – A director has a financial stake in a company that does business with the Club.
   3.1.3.1. Action: The director must disclose their financial interest and recuse themselves from any related Board decisions.
   
   3.2. Organizational Conflicts
   3.2.1. Dual Board Memberships – A director serves on the board of another organization with competing interests (e.g., another local sports facility or a competing nonprofit).
   3.2.1.1. Action: The director must disclose this membership and abstain from discussions and decisions where interests may conflict.
   3.2.2. Employment Conflict – A director is an employee of the Club or has a family employed by the Club, potentially influencing hiring, salaries, or evaluations.
   3.2.2.1. Action: The director must not participate in discussions or votes related to employment matters involving themselves or their family.
   3.2.3. Grant & Funding Influence – A director has influence over grant decisions and directs funds to organizations they are personally involved with.
   3.2.3.1. Action: The director must disclose the relationship and abstain from discussions or votes on funding decisions involving organizations with which they are associated.
   
   3.3. Personal & Relational Conflicts
   3.3.1. Family & Friends– A director’s close family member applies for a job, contract, or scholarship from the Club.
   3.3.1.1. Action: The director must disclose the relationship and recuse themselves from the hiring or award decision.
   3.3.2. Personal Benefits – A director receives free or discounted use of Club facilities that are not offered to other members.
   3.3.2.1. Action: The Board should ensure that all benefits provided are aligned with Club policies and applied consistently to all members.
   3.3.3. Favouritism in Decision-Making – A director pushes for policy changes that benefit a specific group they are personally connected to (e.g., league scheduling that favours a team they coach).
   3.3.3.1. Action: The director must disclose any personal connections and refrain from influencing or voting on related matters. 3.4. Legal & Ethical Conflicts
   3.4.1. Confidentiality Breach – A director shares sensitive information about the Club’s operations with external parties for personal or business gain.
   3.4.1.1. Action: The director may face disciplinary action, including removal from the Board, depending on the severity of the breach.
   3.4.2. Legal Action Against the Club – A director is involved in a lawsuit or legal dispute against the Club.
   3.4.2.1. Action: The director must disclose the conflict and may be required to step down from the Board if the dispute affects their ability to act in the Club’s best interests.
   3.4.3. Accepting Gifts or Bribes – A director accepts gifts or favours from vendors or sponsors in exchange for preferential treatment.
   3.4.3.1. Action: The director must refuse such gifts and report any inappropriate offers to the Board. Violations may result in disciplinary action.
   
4. Duty of Loyalty
   4.1. Board members must always act in the best interests of the Chilliwack Curling Club Society and set aside personal interests when making decisions on behalf of the organization.
   
5. Enforcement
   5.1. Failure to disclose a conflict of interest or comply with this policy may result in disciplinary action by the Board, up to and including removal from the Board.

Approved by the Board of Directors 2025-03-25

Downloadable Board Conflick of Interest Policy

Preamble
The Chilliwack Curling Club ( CCC) receives requests on an ongoing basis for donations of funds. The requests come from very good organizations; however we cannot give to everyone that asks. It is necessary to have a policy statement that outlines how we will deal with these requests.

Purpose
The purpose of this policy is to outline the principles and guidelines for the charitable giving activities of CCC. Our goal is to support and enhance the curling community by directing funds to organizations and initiatives that promote the sport of curling, its development, or an organization that works through curling to help others.

Scope
This policy applies to all charitable donations made by CCC, including financial contributions, in-kind donations, and sponsorships. It covers donations to local, regional, and national curling-related organizations and initiatives.

General Policy

1. Commitment to The Curling Community:
   CCC is committed to supporting the growth and development of the sport of curling. We aim to contribute to organizations and projects that align with our mission and values, fostering a vibrant curling community.
2. Eligible Recipients
   The following is a list of possible recipients, the decision will be made by the board of directors.

• The Sandra Schmirler Foundation: helping save the lives of premature born or critically ill babies across Canada.
• Curling Clubs: Donations to curling clubs in smaller communities that do not have the advantages a larger centre such as Chilliwack provides. This is to promote the sport, to provide training, and host events or leagues.
• Educational Programs: Funding for programs that educate players, coaches, and officials in curling.

3. Criteria:

• Alignment with Our Mission: Recipients must demonstrate alignment with CCC’s mission to promote and grow the sport of curling.
• Impact: Preference will be given to initiatives that have a clear and measurable impact on the curling community.
• Sustainability: Projects that show potential for long-term sustainability and growth will be prioritized.
• Inclusivity: Initiatives that promote inclusivity and accessibility within the sport of curling are highly encouraged.
• The Board will determine the distripution of the funds. No community request will be considered.

4. Budgetary Allotment
CCC will allocate a portion of its annual budget to charitable giving. The specific amount will be determined each fiscal year based on financial performance and strategic priorities.

5. Review and Amendments
This policy will be reviewed annually by the CCC’s Board of Directors to ensure its continued relevance and effectiveness. Amendments may be made as necessary to reflect changing priorities or feedback from the members.

Downloadable Charitable Givings Policy:

DEFINITIONS:

1. The following terms have these meanings in this Policy:
   a) “The Club” – Chilliwack Curling Club
   b) “Curlers” – Coaches, athletes, volunteers, renters, officials and other members.

POSITION STATEMENT

2. The Chilliwack Curling Club takes seriously the health and well-being of all curlers and is committed to ensuring the safety of those participating in the sport of curling. We recognize the increased awareness of concussions and their long-term effects and believes that prevention of concussions is paramount to protecting the health and safety of curlers.
3. As part of a responsible risk management plan, the Club has adopted these guidelines from Curling Canada and recommends that novice curlers, junior curlers and curlers who are at high risk of falling use the following; double grippers when not throwing a stone and the use of helmets or other form of head protection while on the ice. The Club recommends the use of head protection for all curlers while they are on the ice.

PURPOSE

4. The Club enacts this Policy as a tool to help manage concussed and possible concussed curlers. The Policy provides guidance in identifying common signs and symptoms of concussions, protocol to be followed in the event of a possible concussion and return to play guidelines should a concussion be diagnosed.
5. Awareness of the signs and symptoms of a concussion and knowledge of how to properly manage a concussion is critical to the recovery process.
6. A concussion is a clinical diagnosis that can only be made by a medical doctor. While we can be trained to see symptoms of a concussion, it is imperative that a medical doctor examines someone with a suspected concussion.

PROCEDURE

7. During regular league play, bonspiels, practices, Little Rockers, Junior Curlers or any other events sponsored by The Club participants will use their best efforts to:
   a) be aware of incidents that may cause a concussion, such as:
   (i) Falls
   (ii) Accidents
   (iii) Collisions
   (iv) Head trauma – (blow to the head, face or neck, OR a blow to the body that transmits a force to the head)
   b) recognize and understand the symptoms that may result from a concussion. These may appear immediately after the injury or within hours or days of the injury and may be different for everyone. Some common signs and symptoms include, but are not limited to:
   (i) Nausea
   (ii) Poor concentration
   (iii) Amnesia
   (iv) Fatigue
   (v) Sensitivity to light or noise
   (vi) Irritability
   (vii) Poor appetite
   (viii) Decreased memory
   (ix) Poor balance
   (x) Slowed reaction time
   c) Identify injured curlers or other individuals who have been involved in any of the above incidents and/or exhibit any of the above symptoms.

PROCEDURE TO FOLLOW IF A CURLER HITS THEIR HEAD ON THE ICE

8. At any time when a curler falls and hit their head on the ice, they must be removed from the ice to be assessed for a concussion and cannot return to play in that game. As long as the curler is experiencing any of the concussion symptoms they must not return to play. Concussion symptoms can be delayed therefore it is strongly recommended that they seek the diagnosis of a medical doctor to determine if a concussion has occurred.
9. If the Curler is conscious – remove the curler from the activity immediately and:
   a) Notify the curlers’ parent (if the curler is a minor) or someone close to the curler (if the curler is not a minor).
   b) Have a ride home for the curler arranged.
   c) Isolate the curler into a quiet room or area.
   d) Reduce external stimulus (noise, other people, etc.).
   e) Remain with the curler until he or she can be taken home.
   f) Monitor and document any physical, emotional and/or cognitive changes.
   g) Encourage the consultation of a physician.
10. If the Curler is unconscious – initiate emergency action plan and call 911
    a) If applicable, contact the child/youth’s parent/guardian to inform them of the injury and their child is being transported to hospital.
    b) Stay with the individual until Emergency Medical Services arrives.
    c) Monitor and document any physical, emotional and/or cognitive changes.
    d) Even if consciousness is regained, he/she needs to be examined by a medical doctor prior to the participant returning to physical activity.

INCIDENT REPORT

11. Once the injured curler has been properly attended to, an incident report shall be completed by a staff member or the Club Manager.
    
    Downloadable Concussion Policy

Preamble
The purpose of this policy is to outline the guidelines for the use of Chilliwack Curling & Community Centre (CCCC) Information Technology (IT) resources. The policy is designed to ensure the security, privacy, and effective use of IT resources for the benefit of the organization and its stakeholders.

Scope

This policy applies to all CCC personnel who use the Chilliwack Curling & Community Centre (CCCC) IT resources, including but not limited to computers, laptops, mobile devices, email, internet, software, hardware, and audio-visual technology.

Security aspects of the CCCC’s information technology are covered by the CCCC Information Technology Security Policy.

Privacy aspects of the CCCC’s information technology are covered separately by the CCCC Privacy Policy.

Definitions

CCC personnel – members, employees, contractors, volunteers of Chilliwack Curling Club Society
contractors – persons contracted by the Chilliwack Curling Club Society
IT administrator – a person who manages and maintains the Chilliwack Curling & Community Centre IT resources
IT resources – IT resources refer to any hardware, software, data, or personnel involved in the delivery and management of information technology services. This includes:

1. Hardware: Physical components such as servers, computers, mobile devices, and networking equipment.
2. Software: Applications, operating systems, and utilities used to manage and process information.
3. Data: Information stored and processed by IT systems, including databases, spreadsheets, and files.
4. Personnel: IT staff, including administrators, developers, support specialists, and security personnel.
5. Network infrastructure: Telecommunications and networking components that support the transmission of information.
6. Cloud services: Virtualized IT resources provided over the internet, including storage, processing, and software services.
7. Audio-visual technology: audio-visual technology can also be considered a part of IT resources. This includes:
   a. Audio equipment: Microphones, speakers, and other audio hardware.
   b. Video equipment: Cameras, displays, and other video hardware.
   c. Audio-visual software: Applications for recording, editing, and processing audio and video content.
   d. Conferencing systems: Technology for virtual meetings, webinars, and video conferences.
   e. Streaming Services: streaming services can also be considered as part of IT resources. Streaming services refer to platforms and technologies that deliver audio and video content over the internet in real-time or near real-time.
   
   These resources are essential in supporting communication, collaboration, and presentations within the CCCC organization, including internal and external broadcasting to CCCC audiences.
   
   employees – persons employed by the Chilliwack Curling Club Society
   members – persons holding a certificate of membership with Chilliwack Curling Club Society
   phishing – the fraudulent practice of sending emails or other messages purporting to be from reputable companies in order to induce individuals to reveal personal information, such as passwords and credit card numbers.
   volunteers – persons registered with the Chilliwack Curling Club Society, who voluntarily undertake an agreed service to the Chilliwack Curling Club Society and are not a member, employee or contractor of the Chilliwack Curling Club Society

Policy

1. Access to IT Resources
   Access to the CCCC’s IT resources will be granted based on the individual’s role and responsibilities within the organization. CCC personnel must use their IT resources in accordance with the CCCC’s policies and procedures and the law.
   
2. Appropriate Use
   The CCCC’s IT resources are intended for business use only. CCC personnel should not use the IT resources for personal or unauthorized use, including but not limited to downloading or sharing illegal or inappropriate content, sending spam, junk mail, chain letters, or unsolicited commercial email.
   
3. Confidentiality and Privacy
   CCC personnel must maintain the confidentiality and privacy of all information they receive, store, or transmit through the CCCC’s IT resources. They must also comply with the CCCC’s Privacy Policy.
   
4. IT Resource Content
   CCC personnel must ensure that the content of their IT resource use is appropriate, professional, and respectful. They must not use the IT resources to send or receive offensive, harassing, or illegal content.
   
5. IT Resource Attachments
   CCC personnel must exercise caution when opening attachments from unknown sources and must not download or install attachments from unknown sources without the approval of the CCCC’s IT department.
   
6. IT Resource Security
   CCC personnel must take steps to ensure the security of the CCCC’s IT resources, including but not limited to maintaining strong passwords and changing their passwords regularly. They must also be vigilant in avoiding email scams and phishing attempts. The CCCC’s Information Technology Security Policy provides more complete requirements for security of IT resources.
   
7. Cloud Services
   The club may use cloud services for certain IT resource needs. CCC personnel who use cloud services must ensure that the club’s confidential information and data is protected and that all cloud services used are approved by the club’s IT department.
   
8. Data Backup and Retention
   The CCCC will regularly back up all critical IT resource data to ensure the availability of this data in the event of a disaster. CCC personnel are responsible for backing up their IT resource data. The CCCC will retain IT resource data for as long as it is required for business purposes and will destroy IT resource data when it is no longer required.
   
9. Audio-Visual Technology
   CCC personnel must use the CCCC’s audio-visual technology in accordance with this IT policy and not use it for personal or unauthorized use. They must also ensure that all content displayed or played through audio-visual technology is appropriate, professional, and respectful.
   
10. Monitoring
    The CCCC reserves the right to monitor its IT resources to ensure they are being used appropriately.
    
11. Review and Update
    This policy will be reviewed and updated regularly to ensure that it remains relevant and in line with the CCCC’s needs and the changing technology landscape.
    
12. Contact Information
    CCC personnel who have questions about this IT policy should contact the CCCC’s IT administrator for clarification.
    
    Downloadable Information Technology Policy

Preamble
The Chilliwack Curling & Community Centre (CCCC) Information Technology (IT) resources are essential to its business. This policy aims to ensure the protection and secure use of the CCCC’s IT resources by CCC personnel.

Scope
This policy applies to all CCC personnel who use the CCCC’s IT resources, including but not limited to computers, laptops, mobile devices, audio-visual technology, cloud services, and email. This policy falls within the CCCC’s overall Information Technology Policy (defined separately) and is to be taken in conjunction with this other policy.

Definitions
CCC personnel – Members, employees, contractors, volunteers of the Chilliwack Curling Club Society
contractors – persons contracted by the Chilliwack Curling Club Society
employees – persons employed by the Chilliwack Curling Club Society
IT department – person or persons responsible for the CCCC’s Information Technology resources
IT resources – IT resources refer to any hardware, software, data, or personnel involved in the delivery and management of information technology services. This includes:

1. Hardware: Physical components such as servers, computers, mobile devices, and networking equipment.
2. Software: Applications, operating systems, and utilities used to manage and process information.
3. Data: Information stored and processed by IT systems, including databases, spreadsheets, and files.
4. Personnel: IT staff, including administrators, developers, support specialists, and security personnel.
5. Network infrastructure: Telecommunications and networking components that support the transmission of information.
6. Cloud services: Virtualized IT resources provided over the internet, including storage, processing, and software services.
7. Audio–visual technology: audio-visual technology can also be considered as a part of IT resources. This includes:
   a. Audio equipment: Microphones, speakers, and other audio hardware.
   b. Video equipment: Cameras, displays, and other video hardware.
   c. Audio-visual software: Applications for recording, editing, and processing audio and video content.
   d. Conferencing systems: Technology for conducting virtual meetings, webinars, and video conferences.
   e. Streaming Services: streaming services can also be considered as part of IT resources. Streaming services refer to platforms and technologies that deliver audio and video content over the internet in real-time or near real-time.

These resources are essential in supporting communication, collaboration, and presentations within the CCCC organization, including internal and external broadcasting to CCCC audiences.

members – persons holding a certificate of membership with Chilliwack Curling Club Society

volunteers – persons registered with the Chilliwack Curling Club Society, who voluntarily undertake an agreed service to the Chilliwack Curling Club Society and are not a member, employee or contractor of the Chilliwack Curling Club Society

Policy

1. Password Management
   ● CCC personnel must use strong passwords and change their passwords regularly to ensure the security of the CCCC’s IT resources.
   ● Passwords must be at least eight characters long and must include a combination of letters, numbers, and symbols.
   
2. Anti-Virus and Anti-Malware
   ● The CCCC will provide anti-virus and anti-malware software to protect IT resources from malicious software, viruses, and other malicious attacks.
   ● CCC personnel must keep their anti-virus and anti-malware software up to date and perform regular scans.
   
3. Firewall
   ● The CCCC will install and maintain a firewall to protect IT resources from unauthorized access and block malicious traffic.
   ● CCC personnel must not disable or bypass the firewall without the approval of the CCCC’s IT department.
   
4. Physical Security
   ● CCC personnel must take steps to secure their IT resources from theft, loss, or damage, including but not limited to:
   o Locking their computers when they are not in use.
   o Keeping their laptops secure when travelling.
   o Reporting any lost or stolen IT resources immediately.
   
5. Email Security
   ● CCC personnel must be vigilant in avoiding email scams and phishing attempts.
   ● They must not open attachments from unknown sources, provide sensitive information in response to emails, or click on links in suspicious emails.
   
6. Mobile Devices
   ● CCC personnel who use mobile devices for CCCC business must take steps to secure their devices, including but not limited to:
   o Using password protection.
   o Installing anti-virus software.
   o Enabling remote wiping in the event of loss or theft.
   
7. Reporting Security Breaches
   ● CCC personnel must report any suspected security breaches immediately to the CCCC’s IT department.
   
8. Training
   ● The CCCC will provide training to CCC personnel on IT resource security to help them understand the importance of IT resource security and how to protect the CCCC’s IT resources.
   
9. Ongoing Review
   ● The CCCC will regularly review and update its IT resource security measures to ensure that they remain effective and to address any new security threats.
   
10. Policy Enforcement
    ● The CCCC will enforce this policy by regularly monitoring the use of the CCCC’s IT resources and taking appropriate action when violations occur.
    ● In order to address violations of the CCCC Security Policy, the CCCC will provide additional training and resources to the individual(s) in question to help them understand the importance of IT resource security and how to protect the CCCC’s IT resources. This can help prevent future violations and ensure that all CCC personnel securely use the CCCC’s IT resources.
    
    Downloadable Information Technology Security Policy

PREAMBLE
A Honourary Lifetime Member shall enjoy all the privileges of membership in the Chilliwack Curling Club without payment of membership fees for curling from the time of their designation, for life. In order for a Member to be recommended for a Honourary Lifetime Member, their contribution to the Club must have been significant, visible and of enduring benefit to all or a majority of the Club Members.

POLICY
It is the policy of the Chilliwack Curling Club to officially recognize members and former members who have made significant contributions to the Chilliwack Curling Club. A Honourary Lifetime Member shall be members to whom the voting members of the club have awarded this distinction upon the recommendation of the Board of Directors. This honour is in recognition of a person’s meritorious service in the development of the club and / or club activities.

CRITERIA
The considerations for nomination should include, but are not limited to the following:

• The member shall have been a member in good standing of the Chilliwack Curling Club for a period totaling a minimum of 20 years.
• May have served on the club executive or as a Club/Competitive coach
• Performed a substantial form of service or contribution to the CCC for a minimum of 20 years. Examples of service to the CCC could be any of the following:
  ➢ Service as a member/chair of a Club
  ➢ Assisting with instructional sessions especially for new or youth curlers
  ➢ Member of the Club’s fundraising activities
  ➢ Coordinator of a Club league(s)
  ➢ Coordinator of a Club-sponsored bonspiel(s)
  ➢ Assisting with, or coordinating special events at the Club
  ➢ Represented the CCC at various curling events
  ➢ Person has been instrumental, through voluntary work, in the development of the club and or club activities.
• Recognized promoter of the Chilliwack Curling Club’s image within and outside the club either through their on-ice performance or through other channels.
• A dedicated long-term member who is entering their senior years of curling, a member who has consistently and unselfishly worked and curled for many years,
• A member who has helped in the building and maintenance of the club, for example, helping with the ice installation and removal, decorating and painting or cleaning etc
• A member who:
  ➢ has helped to promote and encourage curling by taking in new curlers, and by
  ➢ participating in local and out-of-town functions.
  ➢ is consistently a good Sport in all situations, is respectful of people and property on and off the ice!

PROCESS
Honourary life members shall be nominated from members of the CCC in good standing.
Nominations will be submitted in writing or via email by the last day of February of the curling year.
The email shall address all seven points under criteria.
The Board of directors will review all applications and approve the nomination by a majority vote.
The Honorary Life Member will be announced at the next Annual General Meeting or at a time the CCC Board of Directors deems appropriate.

SUMMARY
A commemorative award plaque will be given to the Honourary Life Member.
All Honourary Lifetime Member’s names will be displayed on a plaque at the CCC.
A member who is awarded an Honorary Lifetime Membership shall not be required to pay fees to curl in regular leagues. This fee exemption does not apply to bonspiels and other special events.
An Honorary Lifetime Member will be entitled to attend and vote at all annual and general meetings of the Club and hold office therein and to exercise all Club privileges for their lifetime.

Downloadable Lifetime Members Policy

Preamble
Media relations policies are critical for any organization, including the Chilliwack Curling Club. By implementing a media relations policy, the Chilliwack Curling Club can effectively communicate with the media and promote its mission and values to the public.

Definitions
PIPA British Columbia Personal Information Protection Act
CCC Chilliwack Curling Club
CCC personnel Members, employees, contractors, volunteers of Chilliwack Curling Club

Scope
The purpose of this media relations policy is to provide guidelines and procedures for communicating with the media in a timely, accurate, and consistent manner, and to ensure that all statements, releases, and interviews are aligned with the Chilliwack Curling Club’s mission and values.

General Policy

1. Spokespersons
   Only the General Manager or a designated Board member can serve as official spokespersons for the Chilliwack Curling Club. All media inquiries must be directed to the General Manager or the designated Board member.
   
2. Responding to Media Inquiries
   The General Manager or designated Board member will respond to all media inquiries promptly and professionally. They will coordinate with the Board of Directors and other CCC personnel as necessary to ensure that responses are accurate, consistent, and aligned with the Chilliwack Curling Club’s mission and values.
   
3. Media Releases
   All media releases must be approved by the General Manager or a designated Board member before being issued. The release should be factual, clear, and concise. It should also include the Chilliwack Curling Club’s name, logo, and contact information.
   
4. Interviews
   The General Manager or designated Board member will handle all media interviews. CCC personnel who are approached by the media should refer them to the General Manager or designated Board member.
   
   4.1. Preparation
   Before conducting an interview with a media outlet, the General Manager or designated Board member should prepare thoroughly. This includes reviewing the purpose of the interview, understanding the media outlet’s audience and tone, identifying key messages, and anticipating potential questions.

By identifying the media person and organization and the subject(s) or topic(s) of the interview, the General Manager or designated Board member can effectively prepare for the interview and ensure that they are providing accurate and consistent information to the media. This can help to promote the nonprofit curling club society’s goals and objectives and enhance its reputation with the public.

4.1.1. Media outlet and journalist: The General Manager or designated Board member should identify the media outlet and journalist who will be conducting the interview. They should research the media outlet's audience and tone to ensure that they are well-informed on the type of coverage the media outlet provides. Additionally, they should familiarize themselves with the journalist's previous work and their style of reporting.

4.1.2. Interview subject and topics: The General Manager or designated Board member should also identify the specific subject(s) or topic(s) of the interview. They should prepare talking points and key messages that align with the organization's mission and values, and anticipate potential questions or concerns that the journalist may raise. The preparation should also include any relevant facts, statistics, or anecdotes that could help support the organization's position.

4.2. Consistency:
All media interviews conducted by the Chilliwack Curling Club should be consistent with the organization’s mission and values. The General Manager or designated Board member should ensure that the message being conveyed is accurate, concise, and aligned with the organization’s goals.

4.3. Spokesperson:
Only the General Manager or designated Board member should serve as an official spokesperson for the Chilliwack Curling Club. This includes all interviews, whether they are conducted in person, over the phone, or via email.

4.4. Recording:
If the interview is conducted over the phone or via email or chat, the General Manager or designated Board member should confirm with the media outlet if the interview will be recorded. If it is recorded, the Chilliwack Curling Club should request a copy of the recording or transcript for review. A recorded interview should not be conducted unless this is agreed in advance.

4.5. Follow-up:
After the interview has been conducted, the General Manager or designated Board member should follow up with the media outlet to ensure that the message conveyed is accurate and to address any potential concerns or questions.

4.6. Review:
All interviews conducted by the Chilliwack Curling Club should be reviewed by the General Manager or designated Board member to ensure that the message conveyed is consistent with the organization’s mission and values.

5. Social Media
   The Chilliwack Curling Club may use social media to communicate with its members and the public. Social media posts should be reviewed and approved by the General Manager or designated Board member before being posted.
   
6. Crisis Communication
   In the event of a crisis, the General Manager or designated Board member will be responsible for communicating with the media. They will work closely with the Board of Directors and other CCC personnel to ensure that all communications are timely, accurate, and consistent.
   
7. Training
   All CCC personnel who may be in contact with the media must receive training on this media relations policy and be aware of their role in promoting the Chilliwack Curling Club’s mission and values.
   
8. Review
   This media relations policy will be reviewed annually by the Board of Directors to ensure that it is up-to-date and aligns with the Chilliwack Curling Club’s goals and values.

Special Policy Considerations

9. Canadian Charter of Rights and Freedoms
   If the issue at hand involves the Canadian Charter of Rights and Freedoms, the Chilliwack Curling Club must ensure that all statements, releases, and interviews are consistent with the Charter’s principles. These principles include freedom of expression, freedom of religion, and the right to peaceful assembly. It’s important to note that any restrictions on these rights must be reasonable and justifiable in a free and democratic society.
   
10. British Columbia Personal Information Protection Act (PIPA)
    If the issue at hand involves the Personal Information Protection Act (PIPA), the Chilliwack Curling Club must ensure that they are not disclosing personal information without the consent of the individual. PIPA governs the collection, use, and disclosure of personal information by organizations in British Columbia. If the Chilliwack Curling Club needs to disclose personal information to the media, they must ensure that they have obtained the individual’s consent or that the disclosure is allowed under PIPA.
    
11. Media Relations Strategy
    When dealing with issues that may involve the Canadian Charter of Rights and Freedoms or PIPA, the Chilliwack Curling Club should have a clear media relations strategy in place. The General Manager or designated Board member should work closely with legal counsel to ensure that all statements, releases, and interviews are consistent with the Charter’s principles and PIPA. Additionally, the General Manager or designated Board member should be prepared to respond to media inquiries promptly and professionally, while being mindful of the legal implications of any statements.
    
12. Training
    All CCC personnel who may be in contact with the media must receive training on the Canadian Charter of Rights and Freedoms and PIPA, and their role in protecting personal information and upholding Charter principles.
    
    Downloadable Media Relations Policy

Overview:
The purpose of this policy is to outline what financial support the Chilliwack Curling Club will provide to a team who are representing the Chilliwack Curling Club at a Provincial or Canadian Championship. Financial support will only apply to CurlBC-sanctioned events.

Policy:

1) If a Zone/Regional playdown occurs prior to a provincial championship, the Chilliwack Curling Club will reimburse a team’s zone/regional entry fee in full, providing all four curlers are listed as representing the Chilliwack Curling Club and all four are shareholders of the Chilliwack Curling Club Share Certificate if the team qualifies to curl in the provincial Championships.

2) If all team members are not from the Chilliwack Curling club the portion paid will be prorated by the zone/ regional entry fee divided by the number of qualifying Chilliwack Curling Club members.

3) If other clubs are listed as being represented by some of the curlers on the team the portion paid will be prorated by the zone/regional entry fee divided by the number of clubs listed as being represented.

4) If a team enters a Provincial Championship directly without the need for a qualifying zone/regional playdown there will be no monetary award by the Chilliwack Curling team unless the team in question qualifies for a Canadian Championship.

5) If a team wins a Provincial Championship thus qualifying for a Canadian Championship, the Chilliwack Curling Club will pay the qualifying team $1,000 towards their expenses if all four members are shareholders and the Chilliwack Curling Club is the only one listed as being represented. A proration of $1,000 will apply according to point number 2 and 3 above.

6) If more than one team from the Chilliwack Curling Club wished to attend the BC Club Challenge, financial support will only be given if there is a playoff among the teams wishing to attend the Club Challenge. The purpose of the playoff (in each of the women’s and men’s categories) is to financially support the top team in each category. More than one team may participate in the BC Club challenge but only one team will receive financial support. The amount of financial support available is equal to the amount of the team’s entry fee.

Doanloadable Monetary Support of Playdown Teams Policy

PREAMBLE
It is imperative that the newly elected Board members be brought up to date on the current policies and initiatives in progress. An orientation meeting shall be conducted to help these new Board members adjust to their new positions.

POLICY
It is the policy of the Chilliwack Curling Club to enable newly elected Board members to quickly transition from Club members to Board members.

GUIDELINES
Items to be covered during the orientation meeting:

1. The Mission and Vision statements and Strategic Plan of the CCC Board.
2. Length of terms, team descriptions and expectations of Board members.
3. Explanation of how Board meetings are conducted, including copies of minutes from past meetings.
4. Policy Manual review.
5. Review of CCC financials and current projects.

PROCEDURES
The orientation meeting must be held within two months of being elected or appointed/elected and will be chaired by the President and/or designated Board member.

Downloadable New Board Members Orientation Policy

Preamble
The Chilliwack Curling Club (CCC) is committed to protecting the privacy of our members, employees, contractors, volunteers (CCC personnel) or general public who may share personal information with the Chilliwack Curling & Community Centre (CCCC). This Privacy Policy explains how we collect, use, disclose, and protect the personal information that you provide to us.

Definitions
PIPA – British Columbia Personal Information Protection Act
CCC – Chilliwack Curling Club
CCCC Chilliwack Curling & Community Centre
CCC personnel Members, employees, contractors, volunteers of Chilliwack Curling Club

Scope
The British Columbia Personal Information Protection Act (PIPA) sets the rules for the collection, use, and disclosure of personal information by organizations in British Columbia. This CCCC Privacy Policy is bound by the PIPA and outlines the CCCC’s practices and procedures regarding the handling of personal information. The CCCC Privacy Policy is a key tool to demonstrate our compliance with PIPA and to inform individuals about their rights with respect to their personal information.

Policy

1. Collection of Personal Information
   We may collect personal information from you in various ways, such as when you:
   • Join as a member or renew your membership
   • Register for leagues, events, lessons or programs
   • Apply for employment or volunteer opportunities
   • Engage with us through our website or social media
   • Participate in surveys or contests

The personal information we collect may include your name, address, email address, phone number, and payment information.

2. Use of Personal Information
   We use your personal information for the following purposes:
   • To provide you with the services, programs and events you have requested
   • To process your membership, employment or volunteer applications
   • To communicate with you regarding your membership, employment or volunteer status with leagues, events, lessons, and other activities
   • To improve our programs and services
   • To comply with legal and regulatory requirements
   
3. Disclosure of Personal Information
   We will not sell or rent your personal information to third parties. However, we may disclose your personal information to third-party service providers who assist us in providing our services, such as payment processors and email marketing providers. These third-party service providers are subject to strict confidentiality obligations and are only permitted to use your personal information for the purpose of providing the services they are contracted toperform.
   
4. Protection of Personal Information
   We have implemented appropriate physical, electronic, and administrative safeguards to protect your personal information from unauthorized access, disclosure, or misuse.
   
5. Accessing and Updating Your Personal Information
   You have the right to access and correct your personal information in our records. If you would like to request access to your personal information, please contact us at privacy@curlchilliwack.org.
   
6. Changes to This Privacy Policy
   We may update this Privacy Policy from time to time. If we make any material changes to this Privacy Policy, we will notify you by posting a notice on our website or sending you an email.
   
7. Contact Us
   If you have any questions or concerns about this Privacy Policy, please contact us at privacy@curlchilliwack.org.
   
   Downloadable Privacy Policy

PREAMBLE
Members of the Chilliwack Curling Club are required to pay curling fees in full prior to the start of the season, however, due to unforeseen circumstances, may not be able to complete the schedule.

POLICY
It is the policy of the Chilliwack Curling Club to consider refunds for Members who must withdraw from regular league curling.

GUIDELINES
A prorated refund, based on the number of games remaining in the curling schedule for the member, will be granted by the Manager for the following reasons:

1. Proof of illness or injury (medical certificate) leaving the member unable to curl for the balance of the current season.

2. A member has received an employment transfer (letter from employer) to another location.

3. Other refund requests may be granted at the discretion of the Manager

PROCEDURES

1. An application for refund must be presented to the Manager in written form and signed by the member in a timely manner.

2. The note should include the number of league games played and the reason for withdrawal.

3. The Manager, who may consult the Board of Directors, is responsible for the overall implementation of this policy.

4. In the event of unforeseen circumstances, the board would exercise discretion on awarding refunds.

Downloadable Refund Policy