Galleon Gaming Club Code of Conduct

Part 3 – Rights and Responsibilities

Rights and responsibilities of members

3.1 All members have a right to expect and a responsibility to:

  1. give respect as they would want to be given it;

  2. treat others fairly;

  3. compete or participate in events in the spirit of fair play and honesty;

  4. refrain from behaviour that infringes on the dignity of others;

  5. represent the Club in public in a positive and constructive manner;

  6. be responsible for your personal items in shared spaces;

  7. treat shared, guest, member, and host property with respect and care;

  8. attend to the safety and positive experience of themselves and others; and

  9. aspire to high personal standards and personal dignity.

Rights and responsibilities of directors

3.2 All directors have a right to expect and a responsibility to:

  1. maintain respect and loyalty to the Club, its members, and the community, as well as the Club’s programs and services;

  2. uphold with integrity the trust and confidence of the appointed position;

  3. protect confidential information;

  4. report any information that could lead to legal, community, or program issues regarding the Club to the president, board chair, or executive director;

  5. avoid conflicts of interest with regard to directorial position and the Club’s decisions;

  6. within reason, make oneself available for public relations duties as requested by the Board of Directors or president to advance the work of the Club and its programs;

  7. show courtesy, cooperation, and understanding with other board members.  Seek consensus and the input of others and ultimately support the final decision of the Board of Directors; 

  8. advocate on behalf of the views and decisions of the Club and the Board of Directors; and

  9. comply with the Club bylaws and the BC Societies Act.

Rights and responsibilities of the member representative

3.3 The member representative has the right to expect and the responsibility to:

  1. support the membership in resolving conflicts and grievances between members and other members, the Board of Directors, or the community;

  2. communicate the opinions of the membership to the Board of Directors, without bias or personal agenda;

  3. when required, act as a neutral third party to mediate disputes between members;

  4. protect confidential information;

  5. uphold with integrity the trust and confidence of the appointed position;

Part 1 – Purpose of the Code of Conduct

1.1 The Code of Conduct shall serve to outline the:

  1. principles of the Club;

  2. rights and responsibilities of members of the Club;

  3. rights and responsibilities of directors of the Club;

  4. disciplinary procedures of the Club.

Part 2 – Statement of Principles

2.1 The following principles shall govern the expectations of member behaviour to create a welcoming and safe space for all members:

  1. all people should be treated with dignity and respect;

  2. no people should be discriminated for or against, based on their creed, culture, identity, or demographic; and

  3. the Club aspires to foster the value of community by empowering its members to create a stronger, better, and more resilient community.

Formal disciplinary measures

4.3 The Board of Directors may take formal disciplinary measures if:

  1. the Board of Directors and/or member representative have attempted to resolve a conflict with a member in accordance with the conflict resolution guidelines, and the member is unable or unwilling to resolve a conflict;

  2. a member has failed to pay dues for a period of six months; or

  3. a member commits an act that has created a risk of injury to other members or the public, damage to property, theft, illegal activity, or other such action which may impact the prosperity or operations of the Club.

4.4 The Board of Directors may take the following actions as part of formal disciplinary measures:

  1. provide a formal written warning to the member informing them that if they are unable to resolve the conflict, and failure to do so will result in the revoking of their membership;

  2. If the member fails to resolve the conflict or begins to resolve the conflict in good faith within two weeks, the Board of Directors may:

    1. revoke the membership of the member;

    2. retrieve possession of any keys, keycards, pins, or other items, titles, or accounts associated with membership in the club

    3. inform the body of membership that the member removed in this way is no longer a member of the club. This communication may be verbal, written, or publicly posted where viewable by members, and should refrain from sharing unnecessary details of the matter except when necessary for club or member security.

4.5 Notwithstanding anything to the contrary, the Board of Directors may at any time immediately revoke the membership of any member when there is a significant risk of injury to other members or the public, damage to property, theft, illegal activity, or other such action which may impact the prosperity or operations of the Club.

Part 4 – Disciplinary Procedure

Conflict resolution guidelines

4.1 All efforts will be made to resolve conflict within the club relating to interpersonal issues, failure to adhere to the code of conduct, or failure to pay dues when required. 

4.2 In the event of a conflict within the club, the Board of Directors and/or the membership representative will endeavour to resolve the conflict prior to escalating to formal disciplinary action by:

  1. assuming the conflict has been made in error or without malicious intent unless public evidence is to the contrary;

  2. communicate to the member in private confidence to discuss:

    1. the observed conflict as the Board of Directors and/or member representative is aware of it;

    2. inquire as to any external conditions that may have contributed to the conflict;

    3. inform the member in good faith of any steps necessary to correct the conflict; and

    4. follow up with the member to determine if the conflict has been mended.

  3. if the conflict standing involves conflict with another member(s):

    1. invite the member whose actions are believed to have caused the conflict to elevate their behaviour to adhere to the code of conduct;

    2. extend the opportunity for the member to discuss the issue in private with the other involved members to achieve a resolution;

    3. follow up with the member to determine if a resolution has been achieved;

    4. if a resolution has not been achieved, invite the participation of the member representative to moderate the issue between members; and

    5. follow up with the member to determine if the conflict has been resolved.