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SOO Guidelines, Policies & Procedures

Community Operating Guidelines of Special Olympics Ontario - Brantford

Special Olympics Oath

"Let me win

But if I cannot win

Let me be brave in the attempt”


Special Olympics Ontario – Brantford Community Operating Guidelines

Article 1

Section 1 – Name

Let it be known that this governing body duly registered within the Constitution and By-Laws of the Provincial governing body Special Olympics Ontario (SOO) and under the Constitution and By-Laws of the Canadian governing body Special Olympics Canada (SOC) shall herein be known as Special Olympics Ontario – Brantford, hereinafter referred to as SOO – Brantford.


Section 2 – SOO - Brantford Community Council

The SOO - Brantford Community Council is the local decision making body of Special Olympics Ontario and must adhere to Special Olympics Ontario policies and procedures in governing their activities. The jurisdiction of SOO – Brantford includes SOO athletes, volunteers and programs operating or managed within the boundaries of Brantford and Area.

The Community Council consists of an Executive Committee and may include a General Council, depending on the needs or requirements of the community.


Section 3 – Local Office

The location of the local office of SOO – Brantford shall be in the Town/City of Brantford in the Province of Ontario, and at such place therein as the SOO – Brantford Community Council may from time to time determine.

Section 4 – Statement of Purpose

The purpose of SOO – Brantford shall be:

  1. To encourage, promote, develop, support and regulate fitness and sport activities for participants within the jurisdiction of SOO – Brantford, who have an intellectual disability;

  1. To provide a developing competition environment for those participants who choose to engage in competitive events;

  1. To encourage and foster a social and cultural environment within which participants can grow and develop their interpersonal skills through sport; and

  1. To encourage participation and integration into community sports and recreational activities.


Article 2

Section 1 – Membership

SOO – Brantford shall have the following classes of members:

Volunteer Members

  1. Are registered as volunteers or coaches with SOO;

  1. Are in good standing with SOO; and

  1. Are active in a Sport Club within SOO – Brantford, are active with the SOO – Brantford Community programs or events, or are elected to the SOO – Brantford Community Council.

Participant Members – Athletes who:

    1. Are registered as athletes with SOO;

    1. Are in good standing with SOO;

    1. Meet the athlete eligibility requirements as per SOO by-laws; and

    1. Are active in a Sport Club(s) within SOO – Brantford.


Section 2 – Admission of Members

No person shall be admitted as a Member of any class of Members, until such person:

  1. Has completed the registration process for SOO as an Athlete or Volunteer, as outlined by the provincial body;

  1. Has been approved and admitted to membership by SOO;

  1. Is an active member of a SOO – Brantford Sport Club; active within the SOO - Brantford Community programs or events; or an elected member of the SOO - Brantford Community Council.


Section 3 – Withdrawal from Membership

Any Member may withdraw from membership in SOO - Brantford by giving written notice to the SOO - Brantford Community Council.

Members may be deemed withdrawn in their second year of inactivity.

Notwithstanding withdrawal from membership, any Member who has withdrawn shall, at the discretion of the SOO - Brantford Community Council, remain liable for the payment of any outstanding registration fees, or any other monies properly due and owing to SOO - Brantford prior to the effective date of the notice of withdrawal given by the Member.


Section 4 – Suspension or Termination of Membership

The SOO - Brantford Community Council may suspend (with or without conditions) the membership of a Member under the following circumstances:

  1. A failure of a member to comply with the by-laws, policies, procedures or rules of SOO - Brantford

  1. A failure of a member to comply with the by-laws, policies, procedures or rules of SOO;

  1. A failure of a member to comply with the by-laws, policies, procedures or rules of SOC:

  1. A decision by the SOO - Brantford Community Council that the conduct of the Member is detrimental to the interests and reputation of SOO - Brantford.

The SOO - Brantford Community Council may recommend to SOO for the termination of a member who is not in compliance with SOO - Brantford, SOO, or SOC policies.


Article 3

Section 1- SOO - Brantford Community Council

The Community Council acts as the official liaison between the community and SOO.

The roles and responsibilities of the Community Council include the following:

  1. Communicate with all of the stakeholders to ensure that all of the constituents have knowledge of what is happening in their community with Special Olympics;

  1. Communicate to SOO, the activities of the community;

  1. Support and provide guidance on community growth and development;

  1. Create community awareness and exposure;

  1. Follow the financial and fundraising accountability practices for SOO to maintain the organizations good name and reputation;

  1. Ensure that athletes and volunteers are not at risk and are not prevented from participating for fear of risk

  1. Improved decision making for the protection of the membership and the organization as a whole;

  1. To create an annual statement of goals for the community in regards to volunteer, athlete, sport program and competition growth;

  1. Establish set meeting times and agendas that cover the basic elements of Special Olympics programming including issues of policy and procedures, program goals etc.;

  1. Create and execute a well-organized fundraising plan to meet current and future financial needs of the community;

  1. Encourage input from the membership; volunteers, athletes, family members and sponsors;

  1. Ensure compliance with the SOO code of conduct, and

  1. Apply community level sanctions when necessary

The SOO Community Council must include an Executive Committee. The Executive Committee members are elected representatives responsible for the leadership of the Community Council.

Where circumstances require, and in consultation with SOO, the Community Council may also include a General Council. Additional council positions, such as members at large, require approval of SOO.


Section 2 – SOO - Brantford Community Council - Executive Committee

The Executive Committee of the SOO - Brantford Community Council can be comprised of the following elected positions:

  1. Community Coordinator (acting as Chair or Co-Chair);

  1. Treasurer;

  1. Secretary;

  1. Volunteer Coordinator;

  1. Athlete Registrar;

  1. Fundraising Coordinator;

  1. Public Relations Coordinator;

  1. Sport Technical Coordinator;

     9. Board Member at Large (2)

Each Executive Committee must, at a minimum, include the positions of Community Coordinator, Treasurer and Secretary.

Job descriptions are available on the SOO Information Portal. See the following link: http://info.specialolympicsontario.ca/


Section 3 – SOO – Brantford Community Council – General Council

Where a General Council is used, it will include members who will be the liaisons with different community groups and agencies, such as Community Living organizations and fundraising organizations. On an ongoing basis, these members will report back to the Community Council to relate the wants and needs of these agencies and groups. The liaison members also provide input for programming within the community.

The positions of SOO – Brantford Community General Council could include the following appointed members:

  1. Representatives from each sport club

  1. Athlete Representatives

  1. School Liaisons

  1. Family Liaisons

  1. Affiliate Members and Corporate Members, represented by an appointed delegate.

      6. Community Representatives


Article 4

Section 1 – Meetings of Members – Annual General Meeting (AGM)

SOO – Brantford shall hold an AGM of Members once a year at a time and place determined by the SOO – Brantford Community Council and SOO.

The agenda for the AGM shall be set in consultation with and in accordance with SOO guidelines.

Notice of an AGM shall be given at least thirty (30) days prior to the date of the meeting.

A proposed agenda shall be included with the notice of the AGM. Any Member who wishes to have new business placed on the agenda shall give written notice to the SOO - Brantford Community Council at least ten (10) days prior to the date of the AGM. Such new business shall be considered at the AGM, if deemed appropriate and such considerations are permissible under the constitution or by-laws of SOO - Brantford.


Section 2 – Meetings of Members – Community Council Meetings

SOO – Brantford Community Council meetings are usually scheduled and held monthly, or at the discretion of the Community Council Executive Committee.

  1. SOO – Brantford Community Council may, at such place and time as they may by resolution determine, call a meeting of Members for the transaction of any business. Notice of a Community Council meeting called by SOO - Brantford Community Council shall be given at least ten (10) days prior to the date of such a meeting.

  1. The Executive Committee may, if required, elect to meet independently of the Community Council in order to address sensitive decisions of a financial, administrative or disciplinary nature.

  1. An emergency Community Council meeting may be called by the Community Coordinator or their designate, should a situation require immediate decision making or review.

All registered members of SOO - Brantford are entitled to attend a Community Council meeting, but a member(s) can be requested to leave the room during any “in camera” discussions. Any other persons may be admitted only on the invitation of the SOO - Brantford Community Council.

The Chairperson of the Meeting is normally the Community Coordinator. In the absence or recusal of the Community Coordinator, the Community Council shall select another member of the SOO - Brantford Community Council as Chairperson.

Adjournments – The Chairperson may, with the consent of members at any meeting, adjourn the meeting to be continued at a later date. No notice of the time and place for the continuation of the adjourned meeting need be given to the Members, until such time and place is later determined.

Conduct at the Community Council meeting shall be governed by SOO policy and Robert’s Rules of Order.


Section 3 – Meeting of Members - General Meetings

SOO - Brantford General Meetings can be held in addition to the SOO - Brantford Community Council meetings. This includes the Annual General Meeting.


Section 4 – Voting

Quorum – The presence of 50% +1 of the SOO - Brantford Community Council or the Executive Committee, depending on which committee is meeting, shall be a quorum of any meeting of the Members, including the AGM. No business shall be transacted at any meeting unless the requisite quorum of members is present or represented at the commencement of such business.

Subject to membership applications and renewals, members shall have the following voting rights at SOO - Brantford General Meetings:

  1. Active Volunteer Members shall each have one vote on all matters properly brought before a General Meeting;

  1. Participant Members shall not vote at a General Meeting with the exception of the elected/appointed athlete representative represented on the SOO - Brantford Community Council;

  1. There shall be no votes by proxy.

Subject to membership applications and renewals, members shall have the following voting rights at SOO - Brantford Community Council meetings:

    1. All members of the SOO - Brantford Community Council and/or Executive Committee as defined in Article 3 shall each have one vote on all matters properly brought before any meeting of the Members.

    1. All questions proposed for consideration at any meeting of members shall be determined by a 50%+1 majority of the votes cast.

    1. The Community Coordinator will reserve his/her vote until last. In the event of a tied vote, the SOO - Brantford Community Coordinator will cast the tie breaking vote.

    1. Athletes shall be represented at the SOO - Brantford Community Council meetings through one Athlete Representative, who is a registered and active athlete within SOO - Brantford. The Athlete Representative shall have one vote on all matters properly brought before any meeting of SOO - Brantford Community Council.

    1. There shall be no votes by proxy.

Members must declare and recuse (remove) themselves from voting on any question in which they have a direct, personal, financial or beneficial interest. This includes any direct or indirect benefit to themselves, their family or their professional interests. Voting procedures must be in line with the SOO policy on Conflict of Interest.


Voting Procedures

Show of Hands – At any meeting of members, every motion shall be decided by a show of hands unless otherwise required by the guidelines of SOO - Brantford or unless a ballot is required by the Chairperson of the meeting or requested by any member.

Whenever a vote by show of hands has been taken upon a motion, a declaration by the Chairperson of the meeting that a motion has been carried or lost by a particular majority is required. An entry to that effect must be recorded in the minutes of the meeting. The number or proportion of votes recorded in favour of or against the motion need not be recorded.


Section 5 – Elections

Elections to the SOO - Brantford Community Council Executive Committee positions will be conducted as part of the AGM. A declaration of interest form will be circulated six (6) weeks in advance of an election. Nominations can be accepted from the floor. All registered SOO - Brantford Volunteer Members are entitled to vote.

The candidate who receives the most votes for each position is elected. Where possible, ties will be decided by run-off. The individual with the lowest number of votes is dropped from the ballot, and a new vote is held until one candidate has the most votes.

To be eligible for election, the candidates may or may not be in attendance. Candidates in attendance will affirm their acceptance of a nomination. Candidates not in attendance will affirm in writing to the SOO - Brantford Community Council their acceptance of the nomination.

When there is only one nominee for a position, he or she is acclaimed.

Where no candidate has been identified or where there is a vacancy due to the departure or removal of an existing member of the Community Council, the council may choose to utilize a selection process rather than election. The benefits of selection are that individuals can be chosen and recruited for their specific skills and compatibility to the position. The selection process must include the completion of a declaration of interest form and an interview of the candidates by a selection committee.

Duration of Office of Elected Community Council Members

  1. A nominee is elected to a Community Council position for a two-year term; and

  1. Elected members of the Community Council may take office immediately and can convene an SOO - Brantford Community Council meeting to follow adjournment of the AGM.

  1. Outgoing Community Council members should do their due diligence to ensure a smooth transition and turnover of information to incoming members.


Section 6 – SOO - Brantford Community Council Member Resignations or Terminations

If an elected or appointed SOO - Brantford Community Council member leaves his or her office, the following rules shall apply in the appropriate conditions:

  1. The absence of an SOO - Brantford Community Council Member from two (2) consecutive meetings of the SOO - Brantford Community Council without just cause shall constitute a vacancy from the SOO - Brantford Community Council, provided that the SOO - Brantford Community Council, by resolution so declares;

  1. If any office becomes vacant, the Community Council shall at the earliest date, identify a candidate who will accept nomination for an appointment to the vacant position;

  1. Any member of the SOO - Brantford Community Council should resign from office by providing notification in writing to the Community Coordinator. Resignation will be effective upon receipt thereof or upon an agreeable date specified by the resigning member, of not more than thirty (30) days after the member provides notification of resignation.

Article 5 - Amendments to the Community Operating Guidelines

Proposed amendments must be duly presented and approved as motions of change at SOO - Brantford Community Council Meetings or at the SOO - Brantford AGM. The proposed amendments to the Community Operating Guidelines must be approved by SOO before taking effect.

Voting for approval of proposed amendments to the Community Operating Guidelines shall be carried out by a show of hands of voting members present, as outlined in Article 4, Section 4. Majority approval shall indicate passage of the proposal.


Article 6 – Financial Accounts

There shall be one community bank account for the SOO - Brantford Community Council. The SOO - Brantford Community Council may also have a trust account for funds raised through lottery licensed events.


Section 1 – Financial Guidelines

SOO - Brantford must utilize the financial guidelines as directed by SOO, including the following:

  1. There shall be three signing officers, consisting of the Treasurer, the Secretary and the Community Coordinator;

  1. Cheques shall be issued with no fewer than two (2) signatures of the designated signing officers;

  1. Cheques cannot be signed in advance of their issuance with firm amounts and payees;

  1. The Treasurer shall pay invoices that have been approved through the budget process or approved at a Community Council meeting;

  1. If no budget has been submitted by the Head Coach/Manager of a Sport Club, then no General Funds will be available to that Sport Club;

  1. Unbudgeted expenses must be approved by SOO - Brantford Community Council before the expense is incurred.

Additional information regarding financial best practices can be found on the SOO Information Portal.


Section 2 – Funds Received

All funds received must be forwarded immediately to the Treasurer for deposit in the SOO - Brantford bank account.

All cheques, bank drafts, money orders and other financial instruments must be made payable to SOO – Brantford.


Section 3 - General Fundraising Guidelines

SOO - Brantford is responsible for raising funds for the SOO - Brantford Sport Club programs.

  1. Only activities that are allowed by both SOO’s guidelines and regulations, as set forth by the local municipal bylaws in their area of jurisdiction, may be undertaken.

  1. All fundraising events must be coordinated through the SOO - Brantford Community Council.

  1. All fundraising is to be conducted in a manner such that the image and reputation of SOO is maintained.

  1. SOO is solely responsible for issuing receipts for income tax purposes.

  1. All funds raised by individuals or groups are sent to SOO - Brantford Treasurer.


Section 4 - Fiscal Year

The fiscal year for SOO - Brantford coincides with the fiscal year for SOO, which runs from July 1 until June 30.

SCHEDULE A

POLICIES AND PRACTICES

(SOO - BRANTFORD)

Amended: August 1, 2016

  1. Equipment:

  • all sport uniforms/jackets and equipment are to be kept in the storage facility on Elgin Street at the end of the sport season

  1. Purchase of Garments:

  • when garments are purchased (e.g. turtlenecks, t shirts, golf shirts, black pants, etc.), a fee may be charged to each person (as each athlete will keep this garment)

  • Community uniforms will be black and gold as of January 1, 2007. Any new sport uniform that is purchased is to have any combination of these two (2) colours. White can be added as trim or piping to the sport uniform.

  1. Death:

  • when a registered athlete dies (coach or executive is to notify Treasurer of this) flower arrangements (max $100.00) to be sent to the funeral home

  • when a member of executive dies (Treasurer to be notified of this) flower arrangements (max $100.00) to be sent either to the home or funeral home

  1. Monies for Registration:

  • all registration papers and monies (Brantford’s spring and fall registrations) to be handed in to the Registrar, who then balances and passes all monies to the Treasurer. Receipts to be distributed as soon as possible.

  • In order to be endorsed for Regional/Provincial/National/World Games the athlete must be fully registered and participate in their sport the previous year.

  1. Provincial Games:

  • all athletes selected to Provincial Games are to pay $100.00 : $50 for registration; and $50 towards walk-on uniform (they keep the uniform)

  • athletes selected must have paid registration in full prior to the qualifying game that is one (1) year prior to selection to Provincial Games

  • team selection – all members of team sports (unless new to SOO Brantford) must be registered in the year of the qualifying game and when team is selected for Provincial Games

  • uniform for Provincial Games consists of a hat, walk-on uniform and/or sport uniform that are strictly arranged for by the Region. Anything else that is needed to be purchased is discussed at an executive meeting and may be 100% paid for by the athlete, coach or S.O.O. Brantford (this may include toiletries, extra hand bags, black pants, etc.)

  • coaches do not pay for any registrations or uniforms to the Provincial Games

  • athlete assistance is only for Provincial Games (as per S.O.O. Toronto – Head Office)

  • if athlete assistance is needed, the worker/intervener pays $50 fee for uniform but not registration fee

  • Provincial registration monies are to be paid to the coach of their sport and then forwarded to the Community Coordinator, who in turn passes it on to the Treasurer by the due date.

  • Motion passed January 9, 2012 – “That the Special Olympics Ontario – Brantford Board encourage all athletes to register for training for Special Olympics Ontario sports but athletes must meet policies and guidelines prior to council endorsement for Regional, Provincial, National and World competitions.”

  1. National Games:

  • all athletes selected to National Games are to pay $100.00 (this is for registration)

  • uniform for National Games consists of a hat, walk-on uniform and sport uniform that are strictly arranged for by SOO Toronto - Head Office.

  • any other expense will be discussed at an executive meeting and may be 100% paid for by the athlete, coach or S.O.O. Brantford (this may include toiletries, extra hand bags, black pants, etc)

  • transportation expense is paid for by SOO Toronto Head Office

  • coaches do not pay for any registrations or uniforms for National Games

  • there is no athlete assistance allowed to National Games. Athlete is to be able to look after themselves

  • FUNDRAISING IS A MUST!!

All athletes chosen for these games are to help fundraise to offset these costs

  • Motion passed January 9, 2012 – “ That the Special Olympics Ontario – Brantford Board encourage all athletes to register for training for Special Olympics Ontario sports but athletes must meet policies and guidelines prior to council endorsement for Regional, Provincial, National and World competitions.”


  1. World Games:

  • all registration, uniforms and travel expenses for the athlete are arranged and paid for by S.O.O. Canada.

  • any extra expense is paid 100% by the athlete.

  • Motion passed January 9, 2012 – “That the Special Olympics Ontario – Brantford Board encourage all athletes to register for training for Special Olympics Ontario sports but athletes must meet policies and guidelines prior to council endorsement for Regional, Provincial, National and World competitions.”


  1. Transportation:

  • transportation to tournaments/meets/bonspiels, is to be by van unless athletes and direct coaches become 15 or more persons (12 athletes + 3 coaches), then a bus is to be booked. Quotes are to be done for bus transportation in order to get the lowest price.

  • only athletes, direct coaches or workers/interveners are to travel on vans and buses. All others, are to use their own transportation or car pool.

  • there is to be no one on one travel in personal cars (coaches to athletes).

  • coaches and volunteers may drive at no cost to SOO - Brantford


  1. Budgets:

  • budgets must be done and handed in to the Budget Committee by May 31st

  • all expenditures must be approved by the Treasurer and should be within the budget guidelines and there must be proper receipting given to the Treasurer upon the purchase.

  • budgets are only an estimate of revenues and expenses and all expenditures stated on the budget must still be authorized.

  • other than the last minute decisions to attend tournaments/meets, all requests for funds will be approved or denied at the monthly SOO-Brantford Community Council meeting.


  1. Sport Attendance:

  • attendance of practices is to be taken each week. This regulates if an athlete goes or doesn’t go to Provincial/National Games. If attendance is poor, the coach may choose not to endorse this athlete.

  • coaches are not to call athletes just to play games prior to a qualifying game. All athletes must register the proper way and at the proper times of year (spring and fall)

  • if an athlete misses 3 practices in a row or 5 practices in total without just cause , this athlete is considered to be no longer participating in this sport. The coach is to inform the athlete and Sport Coordinator. Monies will not be refunded.

  • Motion passed January 9, 2012 – “That the Special Olympics Ontario – Brantford Board encourage all athletes to register for training for Special Olympics Ontario sports but athletes must meet policies and guidelines prior to council endorsement for Regional, Provincial, National and World competitions.”


  1. Athlete Release (to another city):

  • if there is not enough interest in a sport, that sport should be discontinued for one year to see if interest will grow at the next registration time.

  • if Brantford does not have a particular sport level and the athlete(s) want(s) to play somewhere else, the athlete(s) can be released to another city for that sport. All monies that need to be paid to this city is the responsibility of that athlete 100%

  • if Brantford registers an athlete from another city, all monies needed are to be paid to Brantford from the out-of-town athlete.

  • athletes that either go to or come from another city, need to participate in all fundraising of that city.


  1. Athlete Pickup (from another city):

  • if an athlete gets ‘picked up’ to become a team member of another city, this athlete is to pay the same monies for Provincial and/or National Games as the other city’s athletes pay to be on these teams at no cost to B.S.O.

(see policy #5 and #6)


  1. Injuries:

  • any major/serious injuries or surgeries that may appear, should be followed up with a doctor’s note stating the athlete is 100% ready to continue in that sport.

- cost of doctor’s note will not be covered by SOO Brantford


14. Registration:

- registration will no longer be accepted before the registration begins.

- if an athlete is unable to attend the registration day/evening they may send a designate to register for them. 

- Registration will be on a first come first served basis. A spot will not be held in a sport for any participant. 

- if an athlete is not able to participate in a sport because there are not enough athletes registered, a refund for that sport will be issued, (they will not be able to transfer to another

sport). 

- failure of the athlete to register on ‘registration day’ may result in that athlete being placed on a wait-list for the sport of their choice.

- late registration, other than the other registration dates, must be handled through the registrar who will then give the athlete permission to attend in that sport.

- variations of this policy require board approval.

- Motion passed January 9, 2012 – “That the Special Olympics Ontario – Brantford Board encourage all athletes to register for training for Special Olympics Ontario sports but athletes must meet policies and guidelines prior to council endorsement for Regional, Provincial, National and World competitions.”


15. Procedures for Board and Community Council Meetings:

- all meetings will be held using ‘Roberts Rules of Procedures’ as a governing structure


16. Additional Fees and Finance

- SOO – Brantford will cover fees for police checks


17. Payment and Refund Policy

- Full payment will be collected for all registrations on the date of registration

- If any amount remains unpaid at the time of the first practice, the athlete will not be able to participate in the program. Any exceptions must be requested in writing to the Brantford council for their consideration and approval. If the registration cheque is returned (NSF), the athlete will not be permitted to join the program until payment in cash has been made.

- A full refund will be given to any athlete who withdraws from a sport prior to the start of the second practice. New athletes will be entitled to a second practice to determine their willingness to participate.

- A full or partial refund will be given to athletes who cannot continue in a sport due to injury. This is subject to a doctor’s certificate. The maximum refund will be prorated. Example: if an athlete requests a refund after the 5th practice of a 20 practice season, the amount of refund will be ¾ of the registration fee. No refund will be issued for an amount less than $5.00.

Added May 2013


18. Policies for Special Olympics Ontario Brantford Team Expenses and Revenues


1. Each Team MUST submit a budget for acceptance by the SOO Brantford Council by May 31 of each year. The budget, once accepted, is the only source of either income or allowable expenses for the subsequent fiscal year being July 1 to June 30 of each year.


2. Expenses, as itemized in each budget, may include:

- team uniforms for the purpose of games, not practices, and excluding Provincial or National events;

-travel expenses not covered by SOO Toronto but authorized by the SOO Brantford Council;

-specific equipment as needed for training in the specific sport;

-other needs, as accepted by SOO Brantford Council, of particular application to the given sport;


3. Revenue can only be accepted if passed by the SOO Brantford Council and be paid to general accounts for the following reasons:

-sponsorship of a particular team;

-donations of a general nature;

-in memory of an individual;

-as bequeathed on behalf of an individual or corporation either one-time or planned giving


4. Uniforms:

- SOO Brantford Council will determine the colours, material, design and supplier of all uniforms other than for National or Provincial events;

-Uniforms will be specifically given to registered members of the team and credentialed coaching staff for use in games not practices;

-Team uniforms become the property of SOO Brantford including curling jackets and must be maintained in an acceptable condition by the owners for every public event;

- Uniforms for individuals (eg. swimming, bowling) become the property of the individual and must be maintained in an acceptable condition by the owner for every public event

-a ‘Uniform’ specifically refers to a t-shirt, golf shirt, or jersey and other clothing as appropriate for the designated sport;

-Use of sponsor names or logos will be determined by SOO Brantford Council

-every player or coach must wear the team uniform in order to participate in games

-replacement of uniforms because of game damage will be expensed by the coach but will be the responsibility of the athlete if damaged through negligence or lost.


5. Special Requests for team expenses:

-must be presented to SOO Brantford Council for consideration no later than the scheduled Council Meeting held in the month preceding the perceived need;

-decision by the SOO Brantford Council is final.


6. Sponsorship Guidelines:

-Sponsors are to receive guidelines as to levels of support and subsequent recognition as determined by SOO Brantford Council and SOO Toronto restrictions;

-All sponsorships will be awarded on a first come, first served basis and reviewed annually.


19. Dinner Policy

- Should athletes travel from a competition back to Brantford and arrive after 6:00pm, a light dinner will be provided before leaving the host City.


20. Athlete unable to afford sports

- Should an athlete, through financial difficulty, be unable to afford the registration fee, the athlete can appeal to the Board for an exemption from the registration fee or a reduced fee.


21. Police Checks

  • All coaches and registered volunteers of Special Olympics Ontario Brantford must provide an updated police check and from then on, every three (3) years on your anniversary date.

  • All volunteers must have a police check and all other volunteer forms completed and approved before they start volunteering/coaching

  • No coach or volunteer is permitted to engage with athletes unless they are the holder of a police clearance letter


22. Local Competition

  • SOO Brantford will pay all entrance fees

  • Transportation to and from facilities is provided by SOO Brantford

  • No athlete shall compete in a competition without the coach or the approval of the coach

  • Only registered athletes and registered coaches/volunteers will be allowed to ride the buses/vans at the discretion of the team head coach


23. Competition

- no athlete shall compete in a competition unless he/she has the coach’s permission to be coached by someone other than the Head Coach of that sport.


24. Volunteer Requirements

1) One-day Volunteer Form – all volunteers to have a one-day volunteer form filled out. eg.
baseball tournament or track and field meet

2) Volunteer Form – all volunteers that help on an ongoing basis but do not have one-on-one
with athletes. eg. a timer at track and field or a ball retriever at baseball

3) Police Checks – all coaches, assistant coaches and volunteers that have one-on-one with
our athletes

October, 2016



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