Conflict Resolution Policy

The Board of Directors (“Directors”) of Halifax Minor Baseball Association (“HMBA”) recognize that disagreements can arise in any organization, including minor sports. Sometimes disagreements lead to conflict which need to be resolved for the betterment of the game.  HMBA is also aware that violations of our applicable Codes of Conduct take place, and that violations need to be investigated, addressed and resolved. 

The following HMBA policy provides a mechanism which allows Parents/Guardians, Players, Volunteers, Coaches and Umpires (collectively and individually “Stakeholder(s)”) to find a fair resolution when conflict arises. Furthermore, the policy provides a mechanism to investigate alleged violations of our Codes of Conduct.

This policy should be followed in any of the following instances:
· When a Stakeholder perceives that a violation of our Codes of Conduct has occurred.
· When there is disagreement between Stakeholders about the manner how any HMBA policy or baseball rule are applied.
Outlined below are steps Stakeholders should use to deal with any of the above. Please note that allegations of a serious or criminal nature will be reported immediately to the police or relevant authorities.  Furthermore, if a complaint is against an Umpire, please skip immediately to Step 2.
 
Step 1: If a Stakeholder feels comfortable and not concerned for their personal safety*, the Stakeholder should first address concerns directly with the other person involved in the following manner:

Wait 24 hours after the event or conflict (except in cases where immediate action is required to deal with a serious matter, e.g. abuse or harassment.Serious matters should be immediately pursued under Step 2 below).

Write out the facts concerning the conflict or concern.

Stakeholder with concern should contact the other party and ask to meet before or after normal practice/game times (or at a mutually agreeable time). The parties should try and meet within 48hrs to discuss the issue.

Stakeholder requesting a meeting should bring their specific written concerns to the meeting. The meeting should not be a forum to complain about general issues not related to the particular event or conflict.

If the issue is resolved at the meeting, there is no need for further action.However, the Stakeholder who called the meeting should document that the issue was raised and resolved and should notify their respective Division Director of the resolution.

If Step 1 does not resolve the issue, then both parties must put their concerns in writing (or email) and forward to the Division Director and the Vice President of Rec or Vice President of Rep (where applicable) within 24 hours from the meeting noted above.
[*If the Stakeholder is not comfortable approaching the other person involved, then they should: wait 24 hours and then set out their complaint in writing for submission to the applicable Division Director, Vice President of Rec or Vice President of Rep (where applicable) per Step 2 below.]
 
Step 2: Involve Division Director and the Vice President of Rec or Vice President of Rep.

the Division Director and the Vice President of Rec or Vice President of Rep (where applicable) will review the information submitted referred in Step 1 and will conduct an investigation into the matter.If necessary, and in the sole discretion of the Vice President of Rec or Vice President of Rep, a sub-committee can be formed, composing of members of the Directors, to assist with the investigation. The investigation should be conducted no later than 10 days from the commencement of Step 2.

The decision, resulting from the investigation noted above, will be conveyed to the affected Stakeholders by the Vice President of Rec or Vice President of Rep (where applicable). The Board of Directors reserve the right to keep names of witnesses and all information collected from the investigation strictly confidential.
 
Possible Consequences: All Stakeholders should be aware of the following possible consequences from actions deemed inappropriate or a violation of HMBA Codes of Conduct:
· verbal apology to Stakeholder(s) involved
· written apology to Stakeholder(s) involved (and copy to the Directors)
· temporary ban on attending HMBA events
· permanent ban on attending HMBA events
· temporary suspension of coaching or volunteering privileges
· permanent suspension of coaching or volunteering privileges

Please note that the above are only examples of consequences and are not intended to be an exhaustive list.  Progressive discipline is not required. The decision by Directors shall be considered final and not subject to appeal or review.