Georgian Bay Coyotes Track Club Code of Conduct and Governance Policies
The Georgian Bay Coyotes Track Club is committed to providing a safe, inclusive, and developmentally appropriate environment for all participants. As a volunteer-based youth athletics club, the following measures are in place to mitigate risk and clearly define responsibilities.


1. Governance, Policies & Safe Sport

• The club adheres to all Athletics Ontario, Athletics Canada, and Minor Track Association of Ontario policies, including Safe Sport, Codes of Conduct, and Concussion Protocols.
• All athletes, parents/guardians, and coaches are required to acknowledge and adhere to the club’s Code of Conduct as part of registration.
• Breaches of the Code of Conduct may result in disciplinary action, including suspension or removal from the club.

2. Coach Supervision & Duty of Care

• All training sessions are coach-led and supervised.
• Athletes are not left unsupervised during scheduled club activities.
• Parent volunteers/coaches are required to submit a Vulnerable Sector Check (VSC) and requested to complete SafeSport training.
• Training environments (track, roads, trails) are assessed for safety prior to sessions.
• Coaches modify training based on age, ability, attendance, and fatigue to reduce injury risk.

3. Athlete Safety & Training Design

• Training programs are age-appropriate, developmentally progressive, and aligned with Long-Term Athlete Development (LTAD) principles.
• Sessions emphasize proper warm-ups and cool-downs, gradual progression of training load, technique, and injury prevention.
• Athletes are encouraged to report injuries, fatigue, or medical concerns promptly so training can be adjusted as needed.

4. Concussion & Injury Management

• The club follows the Athletics Ontario Concussion Policy and Return-to-Sport Protocol.
• Athletes suspected of concussion are immediately removed from activity.
• Return to training or competition occurs only after appropriate medical clearance.
• Injuries and relevant medical conditions are communicated to coaches to allow for appropriate modifications.

5. Safe Sport & Athlete Well-Being

• The club promotes a respectful, inclusive, and harassment-free environment.
• Bullying, abusive language, discrimination, or unsafe behaviour are not tolerated.
• Feedback is delivered in a positive, age-appropriate, and athlete-centred manner.
• Open communication between athletes, parents, and coaches is encouraged.

6. Environmental & Operational Safety

• Weather and environmental conditions are monitored, and sessions may be modified or cancelled as needed.
• Athletes are educated on appropriate clothing, footwear, and hydration.
• Road and off-track routes are selected with safety and visibility in mind.
• Reflective or light-up vests are required for winter evening training.

7. Parent & Guardian Communication

• Training schedules, expectations, and safety information are communicated via Heja and email.
• Parents are encouraged to communicate with coaches regarding athlete health, workload, and well-being.
• Parents are asked to reinforce safe sport values during training and competitions.

8. Transportation & Travel

• Parents/guardians are responsible for transportation to and from all club activities.
• The club does not organize or routinely provide transportation.
• The Heja app is used to share logistics and allow families to coordinate transportation independently if they choose.
• In limited circumstances, coaches or volunteers who are also parents may provide transportation only with prior parental consent; such transportation is voluntary and not considered a club-organized service.
• Transportation is covered by the driver’s personal automobile insurance, not the club.

9. Overnight Supervision

• The Georgian Bay Coyotes Track Club does not provide overnight supervision for athletes.
• Responsibility for athlete supervision during overnight stays, including accommodations related to competitions, travel, or events, rests solely with parents or guardians
• Any overnight arrangements are considered outside the scope of regular club programming.

10. Financial Risk Management

• The club operates on a not-for-profit, volunteer basis, with funds used solely for programming, facilities, equipment, and competition-related expenses.
• An annual budget is prepared using conservative estimates.
• Club funds are held in a dedicated bank account with shared financial oversight and two signing authorities.
• Spending approval processes are in place for routine and non-routine expenses.
• Receipts and basic records are maintained for all expenditures.
• Athletics Ontario / Athletics Canada insurance coverage and MTA insurance coverage is maintained through affiliation.
• Clear refund and cancellation policies are communicated during registration.
• An informal annual financial review is conducted annually.