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Conflict Resolution

working it out in community

Conflict Resolution

policy and procedures

The board of directors of COMBA recognize that disagreements are a normal byproduct of participation in any organization, including minor sports. COMBA has a responsibility to all stakeholders in the program (players, parents, coaches, volunteers and the board of directors) to ensure that matters of concern are investigated and discharged in a fair, timely, and appropriate way. We commit to providing a mechanism to allow all parties to find a fair resolution through a transparent process. 

This policy should be followed in any of the following instances:  

  • If any COMBA stakeholder perceives that a violation of any of the codes of conduct (player, coach, or parent) of the COMBA has been committed . 

  • There is a disagreement about the manner in which any baseball rules have been applied.

  • There is a disagreement about the manner in which any COMBA policies are applied.

Outlined below are the steps that parents, players and coaches should use to deal with any conflicts that arise. It is imperative that all steps are followed in the proper order.  

Should it be determined that a transgression has occurred that necessitates a remedy, all parties should be aware that the resolution to a problem may include serious consequences. Serious consequences may affect a player’s eligibility to play in the COMBA, a parent’s ability to participate in COMBA events, or a coach's ability to participate in a leadership role in COMBA. Strict confidentiality, impartiality, fairness and due process must be observed.  

All stakeholders should be aware that all allegations of a serious or criminal nature will be reported immediately to the police or relevant agency and will not be investigated by the COMBA.  

Step 1: Coaches and parents should address any concerns by dealing directly with the person involved. 

  1. Wait 24 hours after the event or conflict (except in cases where immediate action to deal with a serious matter is concerned, e.g. abuse, harassment)  

  2. Write out the facts of the conflict or concern on paper  

  3. The coach or parent shall contact the other party and ask to meet outside of normal practice or game times, as soon as possible.The parties should meet within 48hrs of the request being made to discuss the issue.  

  4. The parent or coach who requests the meeting should bring their written concerns to the meeting.  

  5. If the issue is resolved at the meeting then there is no need for further action by the COMBA. The parent or coach should document that an issue was raised and resolved by notifying their respective division coordinator. 

It is recommended that follow up to a concern or event should happen within 3 days of the event occurring.  

If step 1 does not resolve the issue, then proceed to step 2. 

Step 2: Involve division coordinator and respective Vice President. 

  1. ​If the parent and coach can not agree on a resolution in Step 1, the division coordinator and Vice President will arrange to meet with the parties within 3 days of receiving letters from both parties describing the conflict and suggested resolutions.  

  2. The division coordinator and Vice President should gather information as necessary to ensure they have a clear understanding of the facts. If there is a dispute over the facts, statements from witnesses and other relevant evidence will be obtained.  

  3. If the parties reach agreement on a resolution at this conference there is no need for further action. The Vice President and division coordinator should inform the board of directors in writing that a formal complaint has  been brought forward, that a meeting has been held, and that a resolution has been reached.  

  4. If the division coordinator and Vice President cannot help the parties to reach a mutually agreeable resolution they will forward the letters from the parties to the board of directors, along with their notes on the matter. 

Step 3: Involve board of directors. 

  1. If the issue is not resolved in Step 2 the board of directors will meet as necessary to determine a fair resolution  to the issue.

  2. The board of director's decision will be conveyed to the parties involved, in writing, along with a clear explanation of the rationale behind the decision and any penalties that are applied.  The potential consequences are detailed in the next section.

  3. A report documenting the complaint, summarizing the Investigation process, and the outcome including any penalties assessed will be prepared and filed. This report should include any recommendations for future actions.  

  4. This should be completed within 14 days of the concern reaching the board of directors. 

Potential Consequences

​All parties involved with Central Okanagan Minor Baseball Association should be aware of the consequences  from actions deemed inappropriate, including a:  

  • verbal apology to parties involved (with Director’s witness)  

  • written apology to parties involved (and copy to the Executive)  

  • temporary ban on attending COMBA events (parents or players)  

  • permanent ban on attending COMBA events (parents or players)  

  • temporary suspension of coaching privileges (Spring season) (e.g. 1 game or more, 1 week)

  • full season or remainder of season coaching privileges suspension

  • permanent removal of coaching privileges

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