Dispute Resolution and Communications

Club Policy No. 4

Dispute Resolution & Communications Policy

(i) Dispute Resolution Policy

The PJFC requires that all issues are resolved to the satisfaction of its members and the Committee in a timely fashion. Accordingly, the following issue resolution procedures have been developed to enable this objective to be fulfilled. All members have a responsibility to participate in reasonable actions to resolve issues. The procedure below details the level of involvement for expediting issue resolution.

Procedure

Any person wishing to raise an issue shall do so as follows:

Where possible, the person reporting the issue should make suggestions that may resolve the issue.

1.    As soon as possible after an issue has been reported, the Team Manager, Coach, Club Secretary and/or Committee member and the claimant must meet and try and resolve the issue.

2.    Where the initial parties cannot resolve the issue, the Team Manager should refer the matter to the Committee through the President or Secretary as soon as possible.

3.    In attempting to resolve the issue, all parties should take into account the following factors:

3.1.   The extent of the issue i.e. if it is likely to have a wider effect on the Club;

3.2.   The number of players and teams affected;

3.3.   Whether appropriate temporary measures are possible or desirable;

3.4.   The expected time before the issue can be addressed; and

3.5.   The resources that may be needed to resolve the issue.

Issue:                                                                        To be raised with:

Football or team related                                     Team Manager or Coach

General nature                                                     Club Secretary or Committee Member

4.    The consent of the Committee must be obtained before any external parties are involved in the resolution of Club issues. Only the Club President (or any other Committee member authorised by the President) is authorised to make public statements on behalf of the Club.

5.    The Team Manager and/or Coach may at any time call on Committee members for assistance.

Any football or team related issue reported to the Committee, where the Team Manager and/or Coach has not been given the initial opportunity to resolve any such issue, will be referred back to the Team Manager/Coach.

All disputes brought to the attention of the Team Manager, Coach and/or Committee member will be kept in strict confidence.

Any football or team related issue reported to the Committee, where the Team Manager and/or Coach has not been given the initial opportunity to resolve any such issue, will be referred back to the Team Manager/Coach.

All disputes brought to the attention of the Team Manager, Coach and/or Committee member will be kept in strict confidence.

(ii) Communications Policy

General

The PJFC believes good communication is an integral part of its function and the Club considers it enhances the Club’s core values of participation and the fostering of community spirit. The PJFC is committed to good communication with its members, officials and other key people and organisations (e.g. the YJFL and the City of Darebin) on important on and off field issues.

There are a number of ways that a sporting club such as the PJFC can ensure effective communication. These include the use of:

  • Meetings and conversations – from whole of club meetings such as the Annual General Meeting, to team meetings and conversations between club officials and other PJFC members;
  • Newsletters and circulars – regular or ad hoc printed material;
  • Website – the PJFC website: www.parksidejuniorfootballclub.com.au
  • Social Events.

Specific Meetings and conversations

The PJFC holds an Annual General Meeting each year between 1 October and 30 November (rule 16(1) of the PJFC Constitution). In addition, the Club also holds Special General meetings when these are required. The PJFC Committee meets regularly, usually the first Tuesday of each month, and more regularly during busy parts of the season, as necessary. The Committee also meets regularly with Team Managers and holds meetings on particular issues where required. Committee members’ details are widely available and Committee members are available to discuss important issues with members and officials.

Newsletters and circulars

The PJFC composes and issues regular newsletters on club issues with parent member assistance. During the season up to 4 newsletters may be made available. Newsletters may be sent via post or email to members, circulated by Team Managers to players or made available through the PJFC canteen on match days at Pitcher Park. All newsletters will also be posted on the PJFC website.

Website

The PJFC operates a website (www.parksidejuniorfootballclub.com.au). Web communication offers the chance to communicate quickly and cheaply with most members on a vast range of club issues.

Social Events

The PJFC holds a number of social and other events during the season. The club may use these functions as an opportunity to communicate with members and other people. In addition, individual team functions provide an opportunity for communication on team matters and for players and families to relax and socialise together outside the “hurly burly” environment of match day.

PJFC requires that all social functions have strict regard to the Club’s core values.