Policies

CODE OF CONDUCT

Cycle Casey expects all members to comply with the Code of Conduct. Appropriate action may be taken in the case of any breaches of the Code of Conduct.

Cycle Casey have adopted this Code to ensure that all members, coaches, spectators, parents, officials and administrators are not prone to sexual abuse, neglect, physical abuse or emotional abuse.

They will ensure that all persons are included, protected and not discriminated against in any manner.

Please read the Cycling Victoria Code of Conduct - http://vic.cycling.org.au/About/Policies

Version 1.0 Last reviewed June 2017

CHILD SAFETY POLICY

At Cycle Casey we;

• have a zero tolerance for child abuse
• actively work to listen to and empower children
• have systems to protect children from abuse, and will take all allegations and concerns very seriously and respond to them consistently in line with the organisation’s policies and procedures
• are committed to promoting cultural safety for Aboriginal children, cultural safety for children from culturally and/or linguistically diverse backgrounds, and to providing a safe environment for children with a disability
• have a code of conduct to ensure that all athletes, coaches, spectators, parents, officials and administrators are not prone to sexual abuse, neglect, physical abuse or emotional abuse. They will ensure that all persons are included, protected and not discriminated against in any manner

Process

Our child safety officer has knowledge of child safety issues and is a point of contact for others who have questions or concerns or want to report an allegation of child abuse. The details of the Child Safety Officer are

Name: <<to be appointed at formation meeting>>

All reports on child safety issues will be investigated and reported through to the President.

Version 1.0 Last reviewed June 2017

WORKING WITH CHILDREN CHECKS POLICY

The Victorian Government through the Department of Justice has introduced the “Working with Children Act 2005,” which has distinct implications on the conduct of organisations working with children. The WWC Check applies to adults who work with children or are engaged in volunteer roles involving children (under 18 years of age). The WWC Check applicable in Victoria is the mandatory minimum standard for a range of child – related industries. The WWC Check now covers all areas of administration, officiating, coaching and overnight supervision at camps and clinics. People working or volunteering in connection with children are now required to have their WWC Check, if they fall into one of the categories below.

• State Executive Committee members
• Club Executive Committee members
• Coaches
• Officials at State and Region level – (not parent helpers who’s child is participating on the day)
• Volunteers without children registered with Cycle Casey
• Overnight Supervisors at camps/clinics/functions
• First Aid Personnel
• Volunteers at Association run activities

Parents, who have a child registered with Cycle Casey where they work or volunteer, are exempt from the WWC Check, unless they fall under one of the categories listed above.

Version 1.0 Last reviewed June 2017

SAFETY POLICY

Mandatory Helmet Law

Currently a law so wear an Australian standards approved helmet when riding a bicycle.

Bicycle

It is your responsibility to keep your bicycle in safe and working order in line with current laws.

Dogs

The presence of dogs around the riding of bicycles can be hazardous. Pets are NOT allowed in National Parks, such as Lysterfield.

Equipment sheds/storage

Please note for safety reasons children are not permitted to be in equipment storage areas.

Sharps (Syringes)

All persons are requested to immediately report any syringes sighted so that they may be safely removed. Reports should be made to a member of the Committee.

Sun Protection Policy

We encourage the use shade structures and the wearing of hats, long sleeve shirts and sunscreen.

Weather Policy

Cancellation of events can occur throughout the year due to wet weather or excessive heat conditions. The decision to cancel an event or training session is not taken lightly and is made by the committee with the safety of all people as their prime concern.

Version 1.0 Last reviewed June 2017

Smoking and Alcohol Policy

Cycle Casey has a NO SMOKING and NO ALCOHOL policy during the conduct of any events or training sessions.

Version 1.0 Last reviewed June 2017

REGISTRATION FEE POLICY

General Principles

In general terms, membership fees for Cycle Casey include:

1. an annual registration and insurance provided by Cycling Victoria
2. use of all equipment at events and training sessions
3. end of the season event/celebration

The registration fee is set by the Committee each year prior to the start of the season.

Payment of Fees

Payment of registration fees is through the Cycling Victoria website - http://membership.cycling.org.au/

Refunds

There are no refunds available unless there are exceptional circumstances. Refunds requests must be submitted in writing to the committee outlining the exceptional circumstances. The Cycling Victoria insurance portion of the fees will not be refunded under any circumstances.

Version 1.0 Last reviewed June 2017

DELEGATIONS POLICY

Role and Responsibility

Committee Members must all act with integrity, honesty, transparency, and accountability whilst maintaining their fiduciary responsibilities. The Committee’s role is to:

• plan for the future and undertake succession planning for our Committee
• proactively manage our relationship with key funding sources and sponsors
• provide leadership for all those in our organisation
• ensure the fair and efficient conduct of events
• promote a family friendly, inclusive and supporting environment which gives everyone the opportunity to develop to the best of their ability
• promote and develop the highest standard of sport possible
• submit annual reports and recommend changes to the constitution for members approval
• seek and manage appropriate sponsorship for the organisation
• set budgets and be diligent and accountable for the funds
• understand the issues, priorities and needs of our members and volunteers
• from time to time in accordance with the constitution, make decisions for the conduct of its own proceedings, the control of its funds and property, and efficient management of its administration

Delegations

Financial transactions and expenses GREATER than $500 to be approved by Committee.

Financial transactions and expenses LESS than $500 to be approved by Executive Committee

Version 1.0 Last reviewed June 2017

SPONSORSHIP POLICY

PURPOSE

To ensure that decisions about the type of sponsors the organisation wishes to be involved with are well documented and that this is adhered to when approaching or being approached by sponsors. To provide the Committee with a guide to safeguard against inappropriate commercial interests becoming associated with the organisation and to ensure the organisations values and vision are reflected by its business dealings.

POLICY

Cycle Casey Committee encourages the involvement of appropriate community and corporate sponsors in the provision of initiatives, facilities, and events.

The President and/or the nominated Sponsorship Officer have the authority to seek and negotiate corporate sponsorship agreements for the approval of the Committee of Management. These negotiations must be in line with the policy statements below.

• Sponsorship participants must all be from reputable organisations whose public image, products and
• services are consistent with our values and goals.

POLICY STATEMENTS

• discourage arrangements with tobacco related companies, alcohol products or outlets, sexual services and gambling
• will ensure that the sponsorship arrangement does not conflict with club policies or impose conditions that would impact on the club’s ability to carry out its functions
• will ensure that the sponsorship agreement maintains the professional image of all parties
• will develop and maintain a positive relationship with our sponsors through regular communication
• reserve the right to accept products for distribution on merit, not because they are free
• will ensure that the club obligations under the sponsorship arrangement are met
• will ensure that the sponsorship allocated is spent in the manner for which is was provided where applicable
• will ensure that no office bearer or member receives any personal benefit as a result of a sponsorship arrangement

Version 1.0 Last reviewed June 2017

SOCIAL MEDIA and PHOTOGRAPHY/VIDEO POLICY

ACCEPTABLE USE

When using our social media channels, please ensure that you:

• Protect your personal privacy and that of others by not including personal information about yourself or others in your posts to our social media channels (for example, email addresses, private addresses or phone numbers);
• Represent your own views and not impersonate or falsely represent any other person;
• Keep your posts relevant to cycling;
• Are not abusive and do not harass or threaten others;
• Do not make defamatory or libellous comments;
• Do not use insulting, provocative or hateful language;
• Do not use obscene or offensive language;
• Do not post material that infringes the intellectual property rights of others;
• Do not post multiple versions of the same view or make excessive postings on a particular issue;
• Do not promote commercial interests in your posts;
• Do not include harmful or offensive internet addresses or links to websites, or any email addresses in your posts.

Participants may face disciplinary action for sending inappropriate electronic communication or posting online content or comments that harass, offend, intimidate or humiliate another participant.

RIGHT TO REMOVE POSTS AND BLOCK OFFENDERS

Cycle Casey Committee may remove any posted messages that it considers to be in breach of this policy and will block repeat offenders.

PHOTOGRAPHY/VIDEO

• Photographs/video taken by Cycle Casey approved photographers of a child or yourself in attendance at a Cycle Casey event or training session, may be utilised for any legal/appropriate purpose.
• Cycle Casey photographers must be approved by the Committee and hold a current Working with Children's Check.
• Such photographs/video may be published in any medium and may be labelled with the name of the person/s in the photograph and the event at which the photograph was taken.
• Members and spectators are permitted to take photos/video during events and training sessions.
• If you do not want Cycle Casey to post photos/video of children on social media, please advise in writing to cyclecasey@gmail.com

WHEN USING PHOTOS/VIDEO ON SOCIAL MEDIA CHANNELS, PLEASE ENSURE THAT YOU:

• Avoid naming the full name of the child.
• Avoid displaying personal information such as residential address, email address or telephone numbers if images are being posted on websites or distributed in publications.
• Do not display information about hobbies, likes/dislikes, school, etc. as this information has the potential to be used as grooming tools by pedophiles or other persons.
• Only use appropriate images of the child, relevant to the sport or activity, and ensure that the member/child is suitably clothed. Images of members participating in sports or activities that involve minimal clothing or unusual body positions/poses could potentially be misused.

Version 1.0 Last reviewed June 2017