Jaffari Cycling Club Policies

Accessibility Policy.docx

Last Updated: March 1, 2021

 

Purpose of this Document – Intent and Scope

1. This policy is intended to meet the requirements of the Accessibility for Ontarians with Disabilities Act, 2005.

All goods and services provided by Jaffari Cycling Club shall follow the principles of dignity, independence, integration and equal opportunity.

 

The Provision of Goods and Services to Persons with Disabilities

1. The Jaffari Cycling Club will make every reasonable effort to ensure that its policies, practices and procedures are consistent with the principles of dignity, independence, integration and equal opportunity by:

Ensuring that all participants in the activities of the Club receive the same value and quality; allowing participants with disabilities to do things in their own ways, at their own pace when accessing goods and services as long as this does not present a safety risk; using alternative methods when possible to ensure that participants with disabilities have access to the same services, in the same place and in a similar manner; taking into account individual needs when providing goods and services; and communicating in a manner that takes into account participants’ disabilities.

 

Assistive Devices

1. Persons with disabilities may use their own assistive devices as required when accessing goods or services provided by Jaffari Cycling Club. In cases where the assistive device presents a safety concern or where accessibility might be an issue, other reasonable measures will be used to ensure the access of goods and services.

 

Guide Dogs, Service Animals and Service Dogs

1. A customer with a disability that is accompanied by guide dog, service animal or service dog will be allowed access to facilities that are open to the public unless otherwise excluded by law. “No pet” policies do not apply to guide dogs, service animals and/or service dogs.

 

Exclusion Guidelines

1. If a guide dog, service animal or service dog is excluded by applicable laws, the Jaffari Cycling

 

Review and Approval

1.  This policy is reviewed annually.
2.  This policy was approved by the Jaffari Cycling Club Executive.
3.  This policy went into effect on March 1, 2021.

 

For more information please contact:

Jaffari Cycling Club

[email protected]

Code of Conduct v2 Code of Conduct v2.docx

Code of Conduct |

Policies and Procedures

Last Updated: March 5, 2021

 

 

Definitions

1. The following terms have these meanings in this Code:
   a)    “Member” – All categories of membership defined in membership policy document of the Jaffari Cycling Club.

  

Purpose

2. The purpose of this Code is to ensure a safe and positive environment (within Jaffari Cycling Club programs, activities, and events) by making Members aware that there is an expectation, at all times, of appropriate behavior consistent with the vision and values of the Jaffari Cycling Club. Further, the Jaffari Cycling Club supports equal opportunity, prohibits discriminatory practices, and is committed to providing an environment in which all individuals are treated with respect.

 

Application of this Code

3. This Code applies to Members’ conduct during Jaffari Cycling Club business and activities, including, but not limited to, races, events, clinics, travel associated with Jaffari Cycling Club activities, and any meetings.

4. This Code applies to Members’ conduct during all cycling events sanctioned by Jaffari Cycling Club

5. A Member who violates this Code may be subject to sanctions pursuant to the Jaffari Cycling Club’s Discipline and Complaints Policy. In addition to facing possible sanction pursuant to the Jaffari Cycling Club’s Discipline and Complaints Policy.

6. This Code also applies to Members’ conduct outside of the Jaffari Cycling Club’s business, activities, and events when such conduct adversely affects relationships within the Jaffari Cycling Club (and its work and sport environment) and is detrimental to the image and reputation of the Jaffari Cycling Club. Such applicability will be determined by the Jaffari Cycling Club incorporating member’s sole discretion.

 

Responsibilities

7. Members have a responsibility to:
   a)    Maintain and enhance the dignity and self-esteem of Jaffari Cycling Club members and other individuals

  by:

i)               Demonstrating respect to individuals regardless of body type, physical characteristics, athletic ability, gender, gender identity, ancestry, colour, ethnic or racial origin, nationality, national origin, sexual orientation, age, marital status, religion, religious belief, political belief, disability, or economic status

ii)              Focusing comments or criticism appropriately and avoiding public criticism of members

iii)             Consistently demonstrating the spirit of sportsmanship, sport leadership, and ethical conduct

iv)            Acting, when appropriate, to correct or prevent practices that are unjustly discriminatory

v)              Consistently treating individuals fairly and reasonably

vi)            Ensuring adherence to the rules of cycling and the spirit of those rules

 

b)    Refrain from any behavior that constitutes harassment, where harassment is defined as comment or conduct directed towards an individual or group, which is offensive, abusive, racist, sexist, degrading, or malicious. Types of behavior that constitute harassment include, but are not limited to:

i)               Written or verbal abuse, threats, or outbursts

ii)              The display of visual material which is offensive or which one ought to know is offensive in the circumstances

iii)             Unwelcome remarks, jokes, comments, innuendo, or taunts

iv)            Leering or other suggestive or obscene gestures

v)              Condescending or patronizing behavior, which is intended to undermine self-esteem, diminish performance or adversely affect working conditions

vi)            Practical jokes which cause awkwardness or embarrassment, endanger a person’s safety, or negatively affect performance

vii)           Any form of hazing

viii)          Unwanted physical contact including, but not limited to, touching, petting, pinching, or kissing

ix)            Unwelcome sexual flirtations, advances, requests, or invitations

x)              Physical or sexual assault.

xi)            Behaviours such as those described above that are not directed towards a specific individual or group but have the same effect of creating a negative or hostile environment

xii)           Retaliation or threats of retaliation against an individual who reports harassment to the Jaffari Cycling Club.

c)     Refrain from any behaviour that constitutes sexual harassment, where sexual harassment is defined as unwelcome sexual comments and sexual advances, requests for sexual favours, or conduct of sexual nature. Types of behaviour that constitute sexual harassment include, but are not limited to:

i)               Sexist jokes

ii)              Display of sexually offensive material

iii)             Sexually degrading words used to describe a person

iv)            Inquiries or comments about a person’s sex life

v)              Unwelcome sexual flirtations, advances, or propositions

vi)            persistent unwanted contact

 

d)    Refrain from the use of power or authority in an attempt to coerce another person to engage in inappropriate activities.

e)    In the case of adults, avoid consuming alcohol in situations where minors are present and take reasonable steps to manage the responsible consumption of alcohol in adult-oriented social situations associated with Jaffari Cycling Club events.[1] 

f)      Respect the property of others and not willfully cause damage.

g)    Promote cycling in the most constructive and positive manner possible.

h)    Adhere to all federal, provincial, municipal and host country laws.

i)      Comply, at all times, with the Jaffari Cycling Club’s bylaws, policies, procedures, and rules and regulations, as adopted and amended from time to time.

 

 Jaffari Cycling Club Executive and Committees

8. In addition to section 7 (above), the Jaffari Cycling Club’s Executive, and Committee Members will have additional responsibilities to:

a)     Function primarily as a member of the board and/or committee(s) of the Jaffari Cycling Club.; not as a member of any other particular member or constituency.

b)    Act with honesty and integrity and conduct themselves in a manner consistent with the nature and responsibilities of Jaffari Cycling Club business and the maintenance of Member confidence.

c)     Ensure that the Jaffari Cycling Club’s financial affairs are conducted in a responsible and transparent manner with due regard for all fiduciary responsibilities.

d)    Conduct themselves openly, professionally, lawfully and in good faith in the best interests of the Jaffari Cycling Club.

e)    Be independent and impartial and not be influenced by self-interest, outside pressure, expectation of reward, or fear of criticism.

f)      Behave with decorum appropriate to both circumstance and position and be fair, equitable, considerate, and honest in all dealings with others.

g)    Keep informed about Jaffari Cycling Club activities, the provincial cycling community, and general trends in the sectors in which they operate.

h)    Exercise the degree of care, diligence, and skill required in the performance of their duties pursuant to the laws under which the Jaffari Cycling Club is incorporated.

i)      Respect the confidentiality appropriate to issues of a sensitive nature.

j)      Ensure that all Members are given sufficient opportunity to express opinions, and that all opinions are given due consideration and weight.

k)     Commit the time to attend meetings and be diligent in preparation for, and participation in, discussions at such meetings.

l)      Have a thorough knowledge and understanding of all Jaffari Cycling Club governance documents.

m)   Conform to the bylaws and policies approved by the Jaffari Cycling Club., in particular this Code of Conduct.

  

Review and Approval

9. This policy is reviewed annually.

10. This policy was approved by the Jaffari Cycling Club Executive
    a) This policy went into effect on March 1, 2021

 

 

For more information please contact:

 

Jaffari Cycling Club

[email protected]

Concussion Policy.docx-2

Purpose of this Document – Intent and Scope

1. Jaffari Cycling Club is committed to maintaining the health of its members and believes that a member’s health is more important than participating in the sport of cycling. Jaffari Cycling Club recognizes the increased awareness of concussions and their long-term effects and Jaffari Cycling Club therefore enacts this Policy as a tool to help manage concussed and possibly concussed members and preserve the health of its members.
2. This Policy applies to all Jaffari Cycling Club members.

Procedure

1. During all cycling events sanctioned by Jaffari Cycling Club, participants (which include ride leaders, and other members) will use their best efforts to:

a) Be aware of incidents that may cause a concussion, such as:
i. Falls
ii. Accidents
iii. Collisions
iv. Head trauma

b) Understand the symptoms that may result from a concussion, such as:
i. Nausea
ii. Poor concentration
iii. Amnesia
iv. Fatigue
v. Sensitivity to light or noise
vi. Irritability
vii. Poor appetite
viii. Decreased memory

2. Identify members or other individuals who have been involved in any of the above incidents and/or exhibit any of the above symptoms.

3. Members or other individuals who have been involved in an incident that may cause a concussion, and/or who have visible damage to the helmet, and/or who may exhibit symptoms of a concussion shall be identified and removed from the cycling activity.

4. Following the member being removed from the cycling activity, the member’s ride leader or other individual in charge of the member (if the member is a minor) or someone familiar to the member should:
a) Call an emergency number (if the situation appears serious).
b) Notify the member’s parent (if the member is a minor) or someone close to the member (if the member is not a minor).
c) Have a ride home for the member arranged.
d)Reduce external stimulus (noise, other people, etc).
e) Remain with the member until he or she can be taken home.
f) Encourage the consultation of a physician.

RETURN TO CYCLING

 1. A member who has been concussed should return as directed by a physician.

Review and Approval

1. This policy is reviewed annually.
2. This policy was approved by the Jaffari Cycling Club Executive.
3. This policy went into effect on March 1, 2021.

 

For more information please contact:

Jaffari Cycling Club

[email protected]

Discipline and Complaints.pdf

Definitions

 

1. The following terms have these meanings in this Policy:

a) “Case Manager” – An individual appointed by the Jaffari Cycling Club.
b) “Complainant” – The Party alleging an infraction
c) “Days” – Days including weekend and holidays
d) “Member” – All categories of membership defined in the Jaffari Cycling Club Bylaws as well as all individuals engaged in activities with the Jaffari Cycling Club.
e) “Parties” – The Complainant, Respondent, and any other Members or persons affected by the complaint
f) “Respondent” – The alleged infracting Party
g) “JCC” – The Jaffari Cycling Club

 

Purpose

2. The JCC is committed to providing an environment in which all JCC Members are treated with respect.

Membership in the JCC, as well as participation in its activities, brings many benefits and privileges. At the same time, Members and participants are expected to fulfill certain responsibilities and obligations including, but not limited to, complying with the JCC’s policies, bylaws, rules and regulations, and Code of Conduct and Ethics. Irresponsible behaviour by Members can result in severe damage to the integrity of the JCC and its Members. Conduct that violates these policies and/or values may be subject to sanctions pursuant to this Policy. Since discipline may be applied, the JCC provides Members with the mechanism outlined in this Policy so that complaints are handled fairly, expeditiously, and affordably.

In order to comply with JCC and respect their mandate Jaffari Cycling Club will follow the outlined disciplinary policy.

Application of this Policy 

3. This Policy applies to all Members defined in the ‘Definitions’ section of this Policy.

4. This Policy applies to discipline matters that may arise during the course of Jaffari Cycling Club business, activities, and events including, but not limited to, races, rides, events, clinics, travel associated with Jaffari Cycling Club activities, and any meetings.

5. This Policy applies to discipline matters that may arise in events within the Jaffari Cycling Club Calendar

6. This Policy does not prevent discipline from being applied, during a race or event, according to the ‘Discipline and Procedures’ section of the OCA Companion Guide. Further discipline may be applied according to this Policy.

7. This Policy also applies to Members’ conduct outside of the Jaffari Cycling Club’s business, activities, and events when such conduct adversely affects relationships within the Jaffari Cycling Club (its work and/or sport environment) or is detrimental to the image and reputation of the Jaffari Cycling Club. The jurisdiction of this Policy will be determined by the Jaffari Cycling Club at its sole discretion.

 

Reporting a complaint 

8. Any Member may report any complaint to the Jaffari Cycling Club Executive. Such a complaint must be in writing and signed and must be filed within fourteen (14) days of the alleged incident.

9. Complainant wishing to file a complaint outside of the fourteen (14) day period must provide a written statement giving reasons for an exemption to this limitation. The decision to accept, or not accept, the complaint outside of the fourteen (14) day period will be at the sole discretion of the Jaffari Cycling Club Executive.

10. At the Jaffari Cycling Club’s discretion, the Jaffari Cycling Club may act as the complainant and initiate the complaint process under the terms of this Policy. In such cases, the Jaffari Cycling Club will identify an individual to represent the Jaffari Cycling Club.

 

Mediation

11. Before any complaint proceeds to the formal stage, the dispute may first be referred to the Jaffari Cycling Club’s President for review, with the objective of resolving the dispute via mediation.

 

Case Manager

12. If mediation does not resolve the dispute or mediation was not initiated, the Jaffari Cycling Club will appoint a Case Manager to oversee management and administration of complaints submitted in accordance with this Policy and such appointment is not appealable. The Case Manager is not required to be a member of the Jaffari Cycling Club. The Case Manager has an overall responsibility to implement this Policy in a timely manner. More specifically, the Case Manager has a responsibility to:

 

a) Determine whether the complaint is frivolous or vexatious and within the jurisdiction of this Policy. If the Case Manager determines the complaint is frivolous or vexatious or outside the jurisdiction of this Policy, the complaint will be dismissed immediately. The Case Manager’s decision to the acceptance or dismissal of the complaint may not be appealed.
b) Determine if the complaint is a minor or major infraction.
c) Appoint the Panel, if necessary, in accordance with this Policy. 
d) Coordinate all administrative aspects of the complaint.
e) Provide administrative assistance and logistical support to the Panel as required.
f) Provide any other service or support that may be necessary to ensure a fair and timely proceeding.

 

13. The Case Manager will inform the Parties if the incident is to be dealt with as a minor infraction or major infraction and the matter will be dealt with according to the applicable section relating to the minor or major infraction.

 

14. This Policy does not prevent an appropriate person having authority from taking immediate, informal or corrective action in response to behavior that constitutes either a minor or major infraction. Further sanctions may be applied in accordance with the procedures set out in this Policy. 

Minor Infractions

15. Minor infractions are incidents of failing to achieve expected standards of conduct that generally do not result in harm to others, the Jaffari Cycling Club, or the sport of cycling. Examples of minor infractions can include, but are not limited to, a single incident of:

a) Disrespectful, offensive, abusive, racist, or sexist comments or behavior.
b) Disrespectful conduct such as outbursts of anger or argument.
c) Conduct contrary to the values of the Jaffari Cycling Club.
d) Being late for, or absent from, Jaffari Cycling Club events and activities at which attendance is expected or required.
e) Non-compliance with the Jaffari Cycling Club’s policies, procedures, rules, or regulations.

16. All disciplinary situations involving minor infractions will be dealt with by the appropriate person who has authority over both the situation and the individual involved. The person in authority can be, but is not restricted to being Ride Leaders/Marshals, or Jaffari Cycling Club Executive.

17. Provided that the Respondent being disciplined is told the nature of the infraction and has an opportunity to provide information concerning the incident, procedures for dealing with minor infractions will be informal (compared to the procedures for major infractions) and will be determined at the discretion of the person responsible for discipline of such infractions (as noted above).

18. Penalties for minor infractions, which may be applied singularly or in combination, include the following:

a) Verbal or written reprimand from the Jaffari Cycling Club to one of the Parties.
b) Verbal or written apology from one Party to the other Party.
c) Service or other voluntary contribution to the Jaffari Cycling Club.
d) Removal of certain privileges of membership for a designated period of time.
e) Suspension from the current competition, activity, or event.
f) Any other sanction considered appropriate for the offense.

19. Minor infractions that result in discipline will be recorded and records will be maintained by the Jaffari Cycling Club Secretary. Repeat minor infractions may result in further such incidents being considered a major infraction.

 

Major Infractions

20. Major infractions are instances of failing to achieve the expected standards of conduct that result, or have the potential to result, in harm to other persons, to the Jaffari Cycling Club, or to the sport of cycling. Examples of major infractions include, but are not limited to:

a) Repeated minor infractions.
b) Any incident of hazing.
c) Incidents of physical abuse.
d) Behavior that constitutes harassment, sexual harassment, or sexual misconduct.
e) Pranks, jokes, or other activities that endanger the safety of others.
f) Conduct that intentionally damages the Jaffari Cycling Club’s image, credibility, or reputation.
g) Disregard for the Jaffari Cycling Club’s bylaws, policies, rules, and regulations.
h) ntentionally damaging Jaffari Cycling Club property or improperly handling Jaffari Cycling Club monies.
i) Abusive use of alcohol, any use or possession of alcohol by minors, or use or possession of illicit drugs and narcotics.

 Major infractions will be handled using the Procedure for Major Infraction Hearing set out in this Policy.

 

 

Procedure for Major Infraction Hearing

22. The Case Manager shall notify the Parties that the complaint is potentially legitimate and the incident shall be dealt with as a major infraction. This decision is at the sole discretion of the Case Manager and may not be appealed

23. The Case Manager will appoint a Discipline Panel, which shall consist of a single Adjudicator, to hear the complaint. At the discretion of the Case Manager, a Panel of three persons may be appointed to hear the complaint. In this event, the Case Manager will appoint one of the Panel’s members to serve as the Chair.

24. If the Respondent acknowledges the facts of the incident, the Respondent may waive the hearing, in which case the Panel will determine the appropriate disciplinary sanction. The Panel may still hold a hearing for the purpose of determining an appropriate sanction.

25. If a Party chooses not to participate in the hearing, the hearing will proceed in any event.

26. The Panel will determine the format of the hearing, which may involve an oral in-person hearing, an oral hearing by telephone, a hearing based on a review of documentary evidence, or a combination of these methods. The hearing will be governed by the procedures that the Case Manager and the Panel deem appropriate in the circumstances, provided that: 

a) The Parties will be given appropriate notice of the day, time, and place of the hearing, in the case of an oral in-person hearing, an oral hearing by telephone or other communications.
b) Copies of any written documents which the parties wish to have the Panel consider will be provided to all Parties in advance of the hearing and/or the decision rendered.
c) The Parties may be accompanied by a representative, advisor, or legal counsel at their own expense.
d) The Panel may request that any other individual participate and give evidence at the hearing.
e) The decision will be by a majority vote of Panel members 

27. If a decision may affect another party to the extent that the other party would have recourse to a complaint or an appeal in their own right, that party will become a Party to the complaint in question and will be bound by the decision. 

28. In fulfilling its duties, the Panel may obtain independent advice.

  

Decision

29. After hearing and/or reviewing the matter, the Panel will determine whether an infraction has occurred and, if so, the sanctions to be imposed. Within fourteen (14) days of the hearing’s conclusion, the Panel’s written decision, with reasons, will be distributed to all Parties, the Case Manager, and the Jaffari Cycling Club. In extraordinary circumstances, the Panel may first issue a verbal or summary decision soon after the hearing’s conclusion, with the full written decision to be issued before the end of the fourteen (14) day period. The decision will be considered a matter of public record unless decided otherwise by the Panel.

 

Sanctions

30. The Panel may apply the following disciplinary sanctions, singularly or in combination, for major infractions:

a) Verbal or written reprimand from the Jaffari Cycling Club to one of the Parties.
b) Verbal or written apology from one Party to the other Party.
c) Service or other voluntary contribution to the Jaffari Cycling Club.
d) Expulsion from the Jaffari Cycling Club membership.
e) Removal or suspension of certain membership privileges.
f) Suspension from certain Jaffari Cycling Club activities.
g) Suspension from all Jaffari Cycling Club activities for a designated period of time.
h) Payment of the cost of repairs for property damage.
i) Any other sanction considered appropriate for the offense.

31. Unless the Panel decides otherwise, any disciplinary sanctions will begin immediately. Failure to comply with a sanction as determined by the Panel will result in automatic suspension until such time as compliance occurs.

32. Major infractions that result in discipline will be recorded and records will be maintained by the Jaffari Cycling Club secretary.

Suspension Pending a Hearing

33. The Jaffari Cycling Club may determine that an alleged incident is of such seriousness as to warrant suspension of a Member pending completion of any criminal matter, or a hearing and a decision of the Panel.

 

Criminal Convictions

34. A Member’s conviction for a Criminal Code offense, as determined by the Jaffari Cycling Club Executive by way of ordinary resolution, may be deemed a major infraction under this Policy and will result in expulsion from the Jaffari Cycling Club and/or removal from Jaffari Cycling Club competitions, programs, activities and events upon the sole discretion of the Jaffari Cycling Club. Criminal offences may include, but are not limited to:

a) Any child pornography offences.
b) Any sexual offences.
c) Any offence of physical or psychological violence.
d) Any offence of assault.
e) Any offence involving trafficking of illegal drugs.

Confidentiality

35. The discipline and complaints process is confidential and involves only the Parties, the Case Manager, the Panel, and any independent advisors to the Panel. Once initiated and until a decision is released, none of the Parties will disclose confidential information relating to the discipline or complaint to any person not involved in the proceedings.

Records and Distribution of Decisions

36. Minor and major infractions that result in discipline shall be recorded and maintained by the Jaffari Cycling Club. 

37. Cycling Canada and any other provincial cycling associations may be advised of any decisions.

38. Decisions that are matters of public interest may be publicly available as determined by the Jaffari Cycling Club.

Review and Approval

39. This policy is reviewed annually.
40. This policy was approved by the Jaffari Cycling Club Executive. 

41. This policy went into effect on March 1, 2021.

For more information please contact:

Jaffari Cycling Club

[email protected]

Membership V2.pdf

Purpose

1. The purpose of this Membership Policy is to ensure continued participation growth and development of Jaffari Cycling Club members in a safe and organized environment by providing members the rules and regulations regarding fees and terms and conditions of membership.

Membership Categories

2. The Jaffari Cycling Club, has only one single category of membership, Individual Member.

 An Individual Member is an individual who has paid membership dues and who, if in good standing, has one (1) vote in the affairs of the Jaffari Cycling Club and, subject to Jaffari Cycling Club bylaws is eligible to be nominated for election or appointment as a board member.

3. No Individual shall be admitted as a member of the Jaffari Cycling Club unless:

1. The individual has made a written application for membership in a manner prescribed by the Board.
2. The individual has been approved as a Member by the Board or by an individual or committee delegated this authority by the Board;
3. The individual has paid membership dues as determined by the Executive.
4. It is strongly encouraged that all individual members order a Jaffari Cycling Club jersey from the list of available options on the club website.

 

Membership Process

4. Each individual member and incorporating principals application for membership must be made in the following matter:

1. Register using the Jaffari Cycling Club’s online membership registration system through CCN.
2. Complete all current required fields as requested (ex. First and Last Name, Date of Birth, Email Address, Mailing Address, Phone Number, Emergency Contact).
3. Agree to and sign/confirm acceptance of the CANADIAN CYCLING ASSOCIATION WAIVER, RELEASE and ASSUMPTION of RISK AGREEMENT.
4. Pay ALL membership dues.
5. Provide proof of current seasons OCA affiliate licence purchase.
6. Not mandatory but strongly encouraged – purchase a choice of provided jersey.
7. Need to add in text that we will need to have a signed waiver for parking

Individual Member, applicants who have submitted an application for membership or affiliation will be contacted, by email, should there be any outstanding items keeping the membership from being completed. It is the responsibility of the applicant to ensure all required items are submitted for membership consideration to be granted.

 

Membership Dues

5. Year – The membership year of the Jaffari Cycling Club is January 01 – December 31. Memberships for the upcoming season are typically granted early in the new year however this is subject to approval by the Jaffari Cycling Club Executive.

6. Dues – Membership dues for all members shall be determined by the Jaffari Cycling Club Executive.

 

Withdrawal, Suspension and Termination of Membership

7. Resignation – A Member may resign, and is assumed to have resigned from the Jaffari Cycling Club by not registering for membership within the registration timeline.
8. Discipline – In addition to resignation for failure to pay membership dues, a Member may be suspended or expelled from the Jaffari Cycling Club, or have other membership restrictions or sanctions imposed upon him or her, in accordance with the Jaffari Cycling Club’s policies and procedures relating to discipline of Members.
9. Notice and Opportunity to be Heard – A Member shall be given at least fifteen (15) days’ notice of, with reasons for, a proposed action under the above point and shall be given an opportunity to be heard, orally or in writing, not less than five (5) days before the disciplinary action or termination of membership becomes effective, by the person with authority to impose or revoke the disciplinary action or termination.

Good Standing

10. Discretionary – A member of the Jaffari Cycling Club shall, in the discretion of the Executive, be deemed to not be in good standing in the event that:

1. The Member has failed to comply with any of the Articles, By-laws, policies, or rules of the Jaffari Cycling Club; or

11. Non-Discretionary – A Member of the Jaffari Cycling Club shall be deemed not to be in good standing in the event that:

1. The Member has ceased to be a Member; or
2. The Member has been suspended or expelled from Membership or had other membership restrictions or sanctions imposed on him or her.

12. Cease to be in Good Standing – Members who cease to be in good standing shall not be entitled to vote at meetings of members (including the Annual General Meeting) AND shall lose all other Member privileges until such time that the Board is satisfied that the Member is back in good standing. A Member who is not in good standing may not be a Director.

Membership Registration Refunds

13. Membership refunds will not be granted once a rider participates in any activity with their Jaffari Cycling Club membership regardless of whether that be in a club activity, sanctioned event, Meeting of Members or other Jaffari Cycling Club approved activities.
14. Any requests for refund of membership registration fees must be remitted in writing to the Jaffari Cycling Club prior to participating in any of the activities listed above.
15. Refunds for membership will be at the sole discretion of the Jaffari Cycling Club Executive will be based on the cost after all administrative and online registration provider charges have been deducted.

Transfer of Membership

 

16. Memberships may not be transferred from one applicant to another nor from one season to the next.

 

Review and Approval

 

1. This policy is reviewed annually.
2. This policy was approved by the Jaffari Cycling Club Executive
   a) This policy went into effect on March 1, 2021

For more information please contact:

Jaffari Cycling Club

[email protected]

Privacy Policy.pdf

 

Purpose of this Policy – Intent and Scope

1. For not-for-profit organizations in Ontario, the privacy of personal information is governed by the Personal Information Protection and Electronic Documents Act (PIPEDA). This Policy is based on the standards required by PIPEDA as interpreted by the Jaffari Cycling Club

As of February 2018, a copy of PIPEDA can be found at the following location:

https://www.priv.gc.ca/en/privacy-topics/privacy-laws-in-canada/the-personal-information-protection-and-electronic-documents-act-pipeda/

Definitions

2. The following terms have these meanings in this Policy:

1. “Commercial Activity” – any particular transaction, act or conduct that is of a commercial character.

1. “Personal Information” – any information about an individual that relates to the person’s personal characteristics including, but not limited to: gender, age, income, address, phone number, e-mail, photos and images, health history, and health conditions.

1. “Stakeholder” – Individuals employed by, or engaged in activities on behalf of, the Jaffari Cycling Club including: coaches, staff members, contract personnel, volunteers, managers, administrators, committee members, and directors and officers of the Organization

1. “Member” – All categories of membership defined in the Jaffari Cycling Club Constitution and Bylaws as well as all individuals employed by, or engaged in activities with, the Jaffari Cycling Club including, but not limited to, athletes, coaches, convenors, officials, volunteers, managers, administrators, committee members, race organizers, and directors and officers of the Jaffari Cycling Club

Purpose

3. The Jaffari Cycling Club recognizes Members’ right to privacy with respect to their Personal Information. This Policy describes the way that the Jaffari Cycling Club collects, uses, safeguards, discloses, and disposes of Personal Information.

Application of this Policy

4. This Policy applies to all Stakeholders and Members in connection with personal information that is collected, used or disclosed during Jaffari Cycling Club activity.
5. Except as provided in PIPEDA, Jaffari Cycling Club’s Executive will have the authority to interpret any provision of this Policy that is contradictory, ambiguous, or unclear.

Obligations

6. The Jaffari Cycling Club is obligated to follow and abide by PIPEDA in all matters involving the collection, use, and disclosure of Personal Information.
7. In addition to fulfilling the legal obligations required by PIPEDA, Jaffari Cycling Club’s stakeholders will not:

1. Publish, communicate, divulge, or disclose to any unauthorized person, firm, corporation, or third party any Personal Information without the express written consent of the Member.

1. Knowingly place themselves in a position where they are under obligation to any organization to disclose Personal Information.

1. In the performance of their official duties, disclose Personal Information to family members, friends, colleagues, or organizations in which their family members, friends, or colleagues have an interest

1. Derive personal benefit from Personal Information that they have acquired during the course of fulfilling their duties with the Jaffari Cycling Club Inc.

1. Accept any gift or favour that could be construed as being given in anticipation of, or in recognition for, the disclosure of Personal Information

 

Accountability 

8. The Jaffari Cycling Club Executive is responsible for the implementation of this policy and monitoring information collection and data security, and ensuring that all members receives appropriate training on privacy issues and their responsibilities. The Jaffari Cycling Club Executive also handles personal information access requests and complaints. The Jaffari Cycling Club Executive may be contacted at the following address:

Jaffari Cycling Club
38 Sir Stevens Drive
Vaughan, ON L6A 0H9

9. Duties – The Jaffari Cycling Club Executive will:

1. Implement procedures to protect personal information.

1. Establish procedures to receive and respond to complaints and inquiries.

1. Record all persons having access to personal information.

1. Ensure any third party providers abide by this policy.

1. Train and communicate to staff information about the Jaffari Cycling Club’s privacy policies and practices.

Identifying Purposes 

10. The Jaffari Cycling Club may collect Personal Information from Members and prospective Members for purposes that include, but are not limited to:

Identification

1. Identifying the Member.
2. Identifying the type of Member (athlete, coach, official, etc.).

  

Communications

1. Sending communications in the form of e-news or a newsletter with content related to Jaffari Cycling Club programs, events, fundraising, activities, discipline, appeals, and other pertinent information.
2. Publishing articles, media relations and postings on the Jaffari Cycling Club, website, Social Media Accounts, displays or posters.
3. Award nominations, biographies, and media relations.
4. Communication within and between Stakeholders and Members.
5. Discipline results and long term suspension list.
6. Checking residency status.

Registration, Database Entry and Monitoring

1. Registration of programs, events and activities.
2. Database entry at the Coaching Association of Canada and to determine level of coaching certification coaching qualifications and coach selection.
3. Database entry to determine level of officiating certification and qualifications.
4. Determination of eligibility, age group and appropriate level of play/competition.
5. Registration, outfitting uniforms, and various components of athlete and team selection. 
6. Technical monitoring, officials training, educational purposes, sport promotion, and median publications.
7. Insurance program.
8. Manage and coordinate the association’s insurance program.

Sales, Promotions and Merchandising 

1. Purchasing equipment, coaching manuals, resources and other products.
2. Promotion and sale of merchandise.
3. Posting images for promotional purposes.

  

General

1. Travel arrangement and administration.
2. Implementation of the Jaffari Cycling Club screening program.
3. Medical emergency, emergency contacts or reports relating to medical or emergency issues.
4. Determination of membership demographics and program wants and needs.
5. Managing insurance claims and insurance investigations.
6. Video recording and photography for personal use, and not commercial gain, by spectators, parents and friends.
7. Video recording and photography for promotional use, marketing and advertising by the Jaffari Cycling Club.
8. Payroll, honorariums, company insurance and health plans.
9. Professional development, peer reviews and evaluations.
10. The Jaffari Cycling Club Stakeholders may collect Personal Information from Members and prospective Members for other purposes, provided that documented consent specifying the use of the Personal Information is obtained from the Members or prospective Members.

Consent

12. By providing Personal Information to the Jaffari Cycling Club, Members are implying their consent to the use of that Personal Information for the purposes identified in the Identifying Purposes section of this Policy.
13. At the time of the collection of Personal Information and prior to the use or disclose of the Personal Information, the Jaffari Cycling Club will obtain consent from Members by lawful means. The Jaffari Cycling Club may collect Personal Information without consent when it is reasonable to do so and permitted by law.
14. In determining whether to obtain written or implied consent, the Jaffari Cycling Club will take into account the sensitivity of the Personal Information, as well the Members’ reasonable expectations. Members may consent to the collection and specified use of Personal Information in the following ways:

1. Completing and/or signing an application form.
2. Checking a check box, or selecting an option (such as ‘Yes’ or ‘I agree’).
3. Providing written consent either physically or electronically.
4. Consenting orally in person.
5. Consenting orally over the phone.

15. The Jaffari Cycling Club will not, as a condition of providing a product or service, require Members to consent to the use, collection, or disclosure of Personal Information beyond what is required to fulfill the specified purpose of the product or service.
16. A Member may withdraw consent in writing, at any time, subject to legal or contractual restrictions. The Jaffari Cycling Club will inform the Member of the implications of withdrawing consent.
17. The Jaffari Cycling Club will not obtain consent from Members who are minors, seriously ill, or mentally incapacitated. Consent from these individuals will be obtained from a parent, legal guardian, or a person having power of attorney.
18. The Jaffari Cycling Club is not required to obtain consent for the collection of Personal Information, and may use Personal Information without the Member’s knowledge or consent, only if:

1. It is clearly in the Member’s interests and the opportunity for obtaining consent is not available in a timely way.
2. Knowledge and consent would compromise the availability or accuracy of the Personal Information and collection is required to investigate a breach of an agreement or a contravention of a federal or provincial law.
3. An emergency threatens a Member’s life, health, or security.
4. The information is publicly available as specified in PIPEDA.

19. The Jaffari Cycling Club is also not required to obtain consent for the collection of Personal Information if the information is for journalistic, artistic, or literary purposes. 

20. The Jaffari Cycling Club may disclose Personal Information without the Member’s knowledge or consent only:

1. To a lawyer representing the Jaffari Cycling Club.
2. To collect a debt that the Member owes to the Jaffari Cycling Club.
3. To comply with a subpoena, a warrant, or an order made by a court or other body with appropriate jurisdiction.
4. To a government institution that has requested the information and identified its lawful authority, if that government institution indicates that disclosure is for one of the following purposes: enforcing or carrying out an investigation, gathering intelligence relating to any federal, provincial, or foreign law, national security or the conduct of international affairs, or administering any federal or provincial law.
5. To an investigative body named in PIPEDA or a government institution, if the Jaffari Cycling Club believes the Personal Information concerns a breach of an agreement, contravenes a federal, provincial, or foreign law, or if the Jaffari Cycling Club suspects the Personal Information relates to national security or the conduct of international affairs.
6. To an investigative body for purposes related to the investigation of a breach of an agreement or a contravention of a federal or provincial law.
7. In an emergency threatening a Member’s life, health, or security (the Jaffari Cycling Club will inform the Member of the disclosure). 
8. To manage the Jaffari Cycling Club’s risk management program, which may include third parties to assist in the risk management analysis and implementation.
9. To an archival institution.
10. 20 years after the individual’s death or 100 years after the record was created.
11. If it is publicly available as specified in PIPEDA.
12. If otherwise required by law.

Accuracy, Retention, and Openness

24. In order to minimize the possibility that inappropriate Personal Information may be used to make a decision about a Member, Personal Information will be accurate, complete, and as up-to-date as is necessary for the purposes for which it will be used.
25. Personal Information will be retained as long as reasonably necessary to enable participation in Jaffari Cycling Club’s programs, events, and activities, and in order to maintain historical records as may be required by law or by governing organizations.
26. The Jaffari Cycling Club’s Stakeholders will be made aware of the importance of maintaining the confidentiality of Personal Information. 
27. Personal Information will be protected against loss or theft, unauthorized access, disclosure, copying, use, or modification by security safeguards appropriate to the sensitivity of the Personal Information.
28. Personal Information that has been used to make a decision about a Member will be maintained for a minimum of one year in order to allow the individual the opportunity to access the Personal Information after the decision has been made.
29. The Jaffari Cycling Club will make the following information available to Members:

1. This Privacy Policy.
2. Any additional documentation that further explains the Jaffari Cycling Club’s Privacy Policy.
3. The name or title, and the address, of the person who is accountable for the Jaffari Cycling Club’s Privacy Policy.
4. The means of gaining access to Personal Information held by the Jaffari Cycling Club.
5. A description of the type of Personal Information held by the Jaffari Cycling Club, including a general account of its use.
6. Identification of any third parties to which Personal Information is made available.

Access

27. Upon written request, and with assistance from the Jaffari Cycling Club after confirming the Member’s identity, Members may be informed of the existence, use, and disclosure of their Personal Information and will be given access to that Personal Information. Members are also entitled to be informed of the source of the Personal Information and provided with an account of third parties to which the Personal Information has been disclosed.
28. Unless there are reasonable grounds to extend the time limit, requested Personal Information will be disclosed to the Member, at no cost to the Member, within thirty (30) days of receipt of the written request.
29. Members may be denied access to their Personal Information if the information:

1. Is prohibitively costly to provide.
2. Contains references to other individuals.
3. Cannot be disclosed for legal, security, or commercial proprietary purposes.
4. Is subject to solicitor-client privilege or litigation privilege.

30. If the Jaffari Cycling Club refuses a request for Personal Information, it shall inform the Member the reasons for the refusal and identify the associated provisions of PIPEDA that support the refusal.

Compliance Challenges

31. Members are able to challenge the Jaffari Cycling Club for its compliance with this Policy.
32. Upon receipt of a complaint, the Jaffari Cycling Club will:

1. Record the date the complaint is received.
2. Notify the Jaffari Cycling Club Executive who will serve in a neutral, unbiased capacity to resolve the complaint;.
3. Acknowledge receipt of the complaint by way of telephone conversation and clarify the nature of the complaint within seven (7) days of receipt of the complaint.
4. Appoint an investigator using the Jaffari Cycling Club’s personnel or an independent investigator, who will have the skills necessary to conduct a fair and impartial investigation and will have unfettered access to all file and personnel.
5. Upon completion of the investigation and within thirty (30) days of receipt of the complaint, the investigator will submit a written report to the Jaffari Cycling Club.
6. Notify the complainant the outcome of the investigation and any relevant steps taken to rectify the complaint, including any amendments to policies and procedures

33. The Jaffari Cycling Club will not dismiss, suspend, demote, discipline, harass, or otherwise disadvantage any Jaffari Cycling Club Member or Stakeholder who:

1. Challenges the Jaffari Cycling Club for its compliance with this Policy.
2. Refuses to contravene this Policy or PIPEDA.
3. Takes precautions not to contravene this Policy or PIPEDA; even though said precautions may be in opposition to the regular duties performed by the Member.

Review and Approval

1. This policy is reviewed annually.
2. This policy was approved by the Jaffari Cycling Club Executive.
3. This policy went into effect on March 1, 2021.

For more information please contact:

Jaffari Cycling Club

[email protected]

Risk Management Policy V4

Purpose 

1. Cycling can be a dangerous activity. The Jaffari Cycling Club (JCC) has developed this Risk Management Plan to document how JCC rides are to be managed to reduce risks associated with cycling activities. These policies are to be practiced by JCC members, and any permitted visiting riders as permitted by Ontario Cycling Association rules, during every JCC ride. All JCC members, and any permitted visiting riders, share the responsibility for making JCC rides as safe as possible.

 Each JCC member shall receive a copy, electronic or otherwise of this Risk Management Plan and a copy shall be available on the JCC website at www.Jaffaricycling.com . Additional information regarding JCC rules and programs can also be found on the JCC website.

Definitions

2. The following terms have these meanings in this Policy:

a) “JCC Rides” – means rides formally organized by the JCC and as described on the JCC website. Rides not listed on the JCC website are not JCC rides.

 

JCC Incorporation 

3. JCC is a registered not-for-profit corporation in the Province of Ontario.

 

JCC Insurance and OC Membership

4. Jaffari Cycling Club (JCC) annually registers with Ontario Cycling (OC), thus obtaining General Liability Insurance coverage for the organization for sanctioned activities and events. General Liability Insurance is designed to protect a person (member) or any entity (Club, Team, Ontario Cycling, Canadian Cycling) against any legal responsibility arising out of a negligent act or failure to act as a prudent person would have acted, which results in bodily injury or property damage to another party.

5. Membership with JCC is conditional upon all members purchasing an OC membership for that cycling season. With OC membership, a member has access to individual General Liability Insurance coverage and Sport Accident Medical Benefits coverage (level depends on OC membership level) while participating in sanctioned activities. Sport Accident coverage provides these members an opportunity to have some medical expenses covered as a result of an injury sustained during a sanctioned activity or event. This program is secondary to Provincial Health Care Program coverage and any existing benefit program coverage of the member. Common expenses can include physiotherapy, dental coverage or coverage for other medical costs. Members should familiarize themselves with the terms of the insurance coverage and can obtain more details at the OC website.

6. For anyone needing additional coverage, you can also purchase additional Personal Sport Accident Medical Benefits coverage when obtaining your OC membership. There are two options: Personal Training or Anytime-on-Bike (which includes using your bike for commuting purposes). This additional coverage does NOT cover liability.

7. The JCC must receive notice from the OCA of signed insurance waivers from each JCC member; membership is not assigned or granted until such notification is received by the JCC.

 

Standard of Care

6. This Risk Management Plan and all JCC programs and rides shall adhere to the following, as applicable:

7. UCI, CCA, OCA rules and regulations as they pertain to Club Rides.

a) Ontario Highway Traffic Act

i) While on JCC Rides, all JCC members must adhere to and obey all rules of the road as per the Ontario Highway Traffic Act. The Ontario Highway Traffic Act is available here:

http://www.elaws.gov.on.ca/html/statutes/english/elaws_statutes_90h08_e.htm

 b) When riding on trails whether gravel or mountain biking always respect private property boundaries, observe trail closures, and follow all posted trail rules.

General

8. All members of the JCC are responsible for bringing forward to the JCC Board and/or the JCC Executive any safety issues related to JCC Rides which present themselves throughout the riding season.
9. While on JCC Rides, all JCC members must adhere to and obey all rules of the road as per the Ontario Highway Traffic Act.
10. Any JCC member on an JCC Ride should immediately advise the ride leader(s) and other members of the ride should the member feel the group or individuals in the group are riding in an unsafe manner. The member should withdraw from the ride if they feel unsafe. Riders who are riding unsafely and putting themselves or the group at risk are subject to verbal and / or written warnings and failure to correct could result in riding restrictions within the club and possible removal.
11. All participants of the JCC Rides must provide proof of membership in good standing prior to each ride of both JCC and OCA membership (minimum Community membership), if requested by the ride leader. If an ineligible rider insists on participating even after being asked not to, then the JCC Ride may proceed, however, the ride leader shall advise the ineligible rider, with a witness present, that he or she is ineligible and is not covered by any JCC/OCA insurance and is responsible for all his/ her actions. JCC may provide one day for “try it before you buy it” where non-members may participate in a JCC group ride. Casual non-member riders encountered on a club ride will not be permitted to join the ride.

12. Each JCC Ride participant will conduct themselves in a responsible manner and retains liability for their own actions.

Ride Leaders 

13. A ride leader(s) will be appointed by the JCC Ride Coordinator for each JCC Ride. The ride leader will identify himself/herself to the group so that everyone is aware of who is leading the ride. The ride leader may describe the general ride route, and may provide a brief safety tip at the commencement of the ride. Each individual group on an JCC Ride shall have a leader. If no leader is available for any particular group, that group ride will be cancelled.
14. The ride leader(s) has the final decision on all matters pertaining to the JCC Ride and his/her decisions must be respected by all participants.
15. Ride leaders will carry cell phones for emergency use on all JCC Rides and, from time to time, will remind riders to carry their own cell phones on JCC Rides. Riders should immediately call 911 in the event of an emergency.

Rides

17. JCC Rides on roads will be planned to use lesser- traveled roads where possible and practical.
18. JCC Rides will not run if lightning is present and will be cancelled if lightning is sighted.
19. When a large number of riders come out for any given group, the riders will be encouraged by the ride leader to break into smaller groups. A size of 6-12 (maximum) is a reasonable group. Groups should be at least 100 metres apart on the road to allow other vehicles to pass safely in two manoeuvres.
20. Riders must not be left behind during an JCC Ride unless they first confirm with the ride leader(s) that they are detaching from the group; all members of the JCC Ride are responsible for ensuring they properly notify the ride leader(s) if they are detaching from the group. Riders continually lagging the group pace will be encouraged or required to ride with a more suitably paced group.
21. JCC members are responsible for ensuring that their bicycle is in good working order before attending each JCC Ride.
22. Bicycle helmets are mandatory for all JCC rides. Additional protective gear such as gloves and eyewear is strongly recommended. When riding on trails, wear appropriate protective clothing and carry insect repellent (for mosquitoes and ticks) if needed, along with any necessary allergy medication.
23. Front and rear lights are required during any JCC Ride which takes place one half hour before sunset and/ or which may extend into darkness.
24. While trail riding all riders must be courteous and considerate of other trail users and the trail system.
25. JCC members are responsible for ensuring they are sufficiently fit for their desired activity.
26. JCC members are responsible for bringing sufficient liquids and food, wearing appropriate clothing as required, for each JCC Ride, as well as appropriate tools/ spare tubes, etc.
27. JCC members are not to be under the influence of any drug or beverage product that could impair their riding judgment while on a JCC Ride.
28. Any and every accident on a JCC Ride shall be immediately reported to a JCC Board and/or Executive member to be reported to the Ontario Cycling Association (OCA) through the proper reporting procedures and forms provided by the OCA. The list of Board and Executive members can be found on the JCC website.

Skills Development

28. Members are required to read and follow the JCC Road Bike and Mountain Bike Etiquette Policies and Procedures. JCC encourages all riders to be comfortable and proficient with group riding before participating in any JCC road, gravel, or mountain bike ride.

    Please see these policies in on this page.

29. To support rider skills development, the JCC may periodically hold skills development programs for road riding, mountain bike riding, gravel riding, and track and encourages all JCC members to attend these programs and/or other cycling skills courses.

30. Riders may be requested to complete a skills development program before attending or continuing to attend regular scheduled JCC rides. This applies for both road and trail JCC rides.

31. New or novice member are encouraged to participate in the Recreational/Introductory group rides offered by the JCC before participating in more challenging or technically advanced rides.

 

Review and Approval

1. This policy is reviewed annually. Last Updated April 8th, 2025
2. This policy was approved by the Jaffari Cycling Club Executive
3. a) This policy went into effect on March 1, 2021

For more information please contact:

Jaffari Cycling Club

[email protected]

Screening Policy.PDF

Definitions 

1. The following terms have these meanings in this Policy:

 

1. “Criminal Record Check (CRC)” – A search of the RCMP National Repository of Criminal Records to determine whether the individual has a criminal record.
2. “Vulnerable Sector Verification (VSV)” – a detailed check that includes a search of the RCMP National Repository of Criminal Records, local police information, and the Pardoned Sex Offender database

Preamble

2. The Club understands that screening personnel and volunteers is a vital part of providing a safe sporting environment and has become a common practice among sport Clubs that provide programs and services to the community.

Application of this Policy

3. This Policy applies to all individuals whose position with the Club is one of trust or authority which may relate to, at a minimum, finances, supervision, young people, or people with a disability.
4. Not all individuals associated with the Club will be required to obtain a CRC or submit a Screening Disclosure Form because not all positions pose a risk of harm to the Club or to its participants. The Club will determine which individuals will be subject to screening using the following guidelines (variations from the guidelines are at the sole discretion of the Club):

Level 1 – Low Risk – Individuals involved in low risk assignments who are not in a supervisory role, not directing others, not involved with financial/cash management, and/or do not have access to minors or people with a disability. Examples:

 

1. Parents, youth, or volunteers who are helping out on a non-regular informal basis.

 

Level 2 – Medium Risk – Individuals involved in medium risk assignments who may be in a supervisory role, may direct others, may be involved with financial/cash management, and/or who may have limited access to minors or people with a disability. Examples:

 

1. Assistant coaches or volunteers
2. Athlete support personnel
3. Coaches who are typically under the supervision of another coach

 

Level 3 – High Risk – Individuals involved in high risk assignments who occupy positions of trust and/or authority, have a supervisory role, direct others, are involved with financial/cash management, and who have access to minors or people with a disability. Examples:

 

1. Full time coaches
2. Coaches who travel with athletes
3. Coaches who could be alone with athletes

Policy

5. It is the Club’s policy that:

 

1. Level 1 individuals will:

 

1. Complete a Screening Disclosure Form
2. Complete an Application Form indicating that the individual has read and understands the Club’s policies and procedure.
3. Participate in orientation as determined by the Club
4. Provide additional documentation as required for the position sought (e.g. Drivers Abstract)

 

1. Level 2 individuals will:

 

1. Complete and provide a CRC
2. Complete a Screening Disclosure Form
3. Complete an Application Form indicating that the individual has read and understands the Club’s policies and procedures
4. Participate in orientation as determined by the Club
5. Provide a drivers abstract if requested

 

1. Level 3 individuals will:

 

1. Complete and provide a CRC and VSV
2. Complete a Screening Disclosure Form
3. Complete an Application Form indicating that the individual has read and understands the Club’s policies and procedures
4. Participate in orientation as determined by the Club
5. Provide a drivers abstract if requested
6. Provide references as requested

 

1. Failure to participate in the screening process as outlined in this policy will result in the individual’s ineligibility for the position sought.
2. If an individual subsequently receives a conviction for, or is found guilty of, an offense they will report this circumstance immediately to the Club.
3. If an individual provides falsified or misleading information, the individual will immediately be removed from their position and may be subject to further discipline in accordance with the Club’s Discipline and Complaints Policy.

Screening Committee

6. The implementation of this policy is the responsibility of the Club’s Screening Committee which is a committee of three (3) members appointed by the Chairman. The Club will ensure that the members appointed to the Screening Committee possess the requisite skills, knowledge and abilities to accurately assess CRCs, VSVs, and Screening Disclosure Forms, and render decisions under this Policy. Quorum for the Screening Committee will be three members.
7. The Screening Committee will carry out its duties, in accordance with the terms of this policy, independent of the Board.
8. The Screening Committee is responsible for reviewing all CRCs, VSVs, and Screening Disclosure Forms and, based on such reviews, making decisions regarding the appropriateness of individuals filling positions within the Club. In carrying out its duties, the Screening Committee may consult with independent experts including lawyers, police, risk management consultants, volunteer screening specialists, or any other person.

  

How to Obtain a Criminal Record Check or Vulnerable Sector Verification

 

9.   Although a CRC may be obtained online from our third-party provider Sterling Talent Solutions, or your local police station. Individuals may only obtain a VSV by visiting a police station or an RCMP office, submitting two pieces of government-issued identification (one of which must have a photo), and completing any required paperwork. Fees are the responsibility of the applicant.

10.  Fingerprinting may be required if there is a positive match with the individual’s gender and birth date.

 

Procedure

11. Unless the Screening Committee determines, on a case-by-case basis, to modify the submission requirements, individuals are required to submit:

1. A Criminal Record Check every three years
2. A Screening Disclosure Form every three years
3. A Vulnerable Sector Verification once

 

12. The Screening Committee may request that an individual provide a CRC or a Screening Disclosure Form for review and consideration at any time. Such request will be in writing and reasons will be provided for such a request.

13. The Screening requirements defined in this policy will be submitted to the Club in an envelope marked “Confidential”:

 

Jaffari Cycling Club

Attention: Human Resources – Screening

38 Sir Stevens Drive

Vaughan, ON, L6A 0H9

 

14. Individuals who do not undertake the screening requirements required by this policy will receive a notice to that effect and will be informed that their application and/or position will not proceed until such time as the screening requirements are followed.

15. Following the review of documents for offenses, the Screening Committee will decide:

 

1. The individual has passed screening and may participate in the desired position;
2. The individual has passed screening and may participate in the desired position with conditions;
3. The individual has not passed screening and may not participate in the desired position; or
4. More information is required from the individual.

 

Conditions and Monitoring

16. The Screening Committee may determine that incidents revealed on an individual’s screening documents (not including incidents defined as ‘Criminal Convictions’ or ‘Offenses’, below) may allow the individual to pass the screening process and participate in a desired position with conditions imposed. The Screening Committee may apply and remove conditions at its discretion, and will determine the means by which adherence to conditions may be monitored.

 

Offenses

 

17. Provided a pardon has not been granted, the following examples are considered to be offenses:

 

1. If imposed in the last five years:

1. Any offense involving the use of a motor vehicle, including but not limited to impaired driving
2. Any offense for trafficking and/or possession of drugs and/or narcotics
3. Any offense involving conduct against public morals

 

1. If imposed in the last ten years:

1. Any crime of violence including but not limited to, all forms of assault
2. Any offense involving a minor or minors

 

1. If imposed at any time:

1. Any offense described in the ‘Criminal Convictions’ section of this Policy

 

Records

18. All records will be maintained in a confidential manner and will not be disclosed to others except as required by law, or for use in legal, quasi-legal, or disciplinary proceedings.

19. The records kept by the Club as part of the screening process include but are not limited to:

 

1. An individual’s Vulnerable Sector Verification
2. An individual’s Criminal Record Check (for a period of three years)
3. An individual’s Screening Disclosure Form (for a period of three years)
4. Records of any conditions attached to an individual’s registration by the Screening Committee
5. Records of any discipline applied to any individual by the Club or by the Ontario Cycling Association

 

Criminal Convictions

20. An individual’s conviction for any of the following Criminal Code offenses may result in expulsion from the Club and/or removal from designated positions, competitions, programs, activities and events upon the sole discretion of the Club:

 

1. Any offense of physical or psychological violence
2. Any crime of violence including but not limited to, all forms of assault
3. Any offense involving trafficking of illegal drugs
4. Any offense involving the possession, distribution, or sale of any child-related pornography
5. Any sexual offense
6. Any offense involving theft or fraud

 

Review and Approval

1. This policy is reviewed annually.
2. This policy was approved by the Jaffari Cycling Club Executive.
3. This policy went into effect on March 1, 2021.

 

For more information please contact:

Jaffari Cycling Club

[email protected]

Road Riding Guidelines V3

Road Riding Guidelines |

Policies & Procedures

Last Updated: April 17, 2025

Pre-requisites

 

1. JCC Membership and Ontario Cycling Membership (OC) (Community or higher) or membership in an OC affiliated club.
2. Road bike, Gravel Bike, or Pedal-assist e-bike.
3. Bike must be in good repair.
4. Helmets are mandatory. Cycling Gloves and Sunglasses are recommended.
5. Water and food sufficient for the ride.
6. Mobile Phone and ID.
7. Clothing appropriate for the weather.
8. Tools and materials and capability to repair a flat. JCC has maintenance videos on their YouTube Channel.

 

Required Knowledge and Ability

 

1. Basic Riding Skills and the ability to ride at 20 km/h for 1.5 to 2.5 hours.
2. Basic understanding of Group Riding Techniques (see section on Formation Riding below).
3. Riding Double, Single (Tight to the right), pacelines.
4. Familiarity with JCC Club Policies as outlined on jaffari.cc website including Risk Management.

 

 

How JCC Rides Work

 

1. Register on InstaTeam mobile app and choose the appropriate speed group (red, blue, orange). On the app you will see the strava route URL which you can download to your head unit via Strava.

 

2. Arrive on time and prepared. Pump your bike the night before.

 

3. Most Rides start from one of five locations:

 

1. Richmond Green High School, Richmond Hill
2. Whitchurch-Highlands Public School, Stoufville
3. Port Credit Go Station Parking Lot P1, Mississauga
4. King Christian School, 19740 Bathurst St, East Gwillimbury ON L9N 0N5
5. Walnut Grove Public School, 10 Pinestaff Rd, Brampton ON

 

4. On-site rides (as per InstaTeam schedule) will be cancelled, if necessary due to lack of riders or Ride Leaders or weather 1.5 hours before the start time and off-site (special) rides will be cancelled by 11pm the evening before the ride via the InstaTeam app or WhatsApp group.

 

Ride Cancellation

 

1. Rain at the ride start time.
2. Forecast of 70% POP or more, rain or lightning at the time of the ride.
3. Winds of 50 kph or more, at the time of the ride.
4. Fewer than two riders registered for a ride, including a Ride Leader.
5. No appropriate Ride Leader available.

 

Formation Riding

Group Riding Techniques:

• The basic ride formation is “Tight and to the Right”.
• Our goal as a disciplined and well-organized club is to share the enjoyment of the road with our club members, as well as the public. We understand we must share the road with motorized vehicles and to reduce the potential conflict between these two groups we travel at off peak hours; and we only frequent the least travelled roads possible, always.
• To further protect ourselves, we travel two abreast or in a double paceline. This is an internationally recognized cycling formation used by professionals and amateurs around the world. The main objective of the double paceline is to reduce the length of the line of cyclists to allow vehicles to pass with greater ease and increased safety. It encourages drivers to make full lane changes when passing which provides a safer gap between the passing vehicle and the cyclists. Aggressive drivers will attempt the dangerous pass between the center line and the group, “known as threading the needle”.
• At JCC, we have implemented a compromised position we call “Tight and to the Right”. The idea is to take a traditional two abreast formation and position it as far right as is safely possible. Our goal is to accommodate the approaching driver with a clear view forward so that they make a clean and safe pass as soon as possible.
• For us to accomplish this, we as a Club, are required to ride in a formation that is ‘tight’ and well disciplined. By ‘tight’ we mean that the cyclists are to be 2-3 feet apart laterally at the shoulders, and 2-3 feet apart front to back or wheel to wheel. The primary goal of the group is to maintain the cohesion of this formation. It is the individual discipline of each rider to hold their position in a smooth predictable manner and not create gaps or overlaps which jeopardize the ride quality.

How We Rotate:

• We use two methods to rotate cyclists within a basic “Tight and to the Right” formation; one we refer to as a “Social Paceline” and the other as a “Rotating Paceline”. The Ride Leader will call out the appropriate formation for the needs of the group but any cyclists within the group can call out a suggestion.

Social Paceline:

• This is our standard rotation used while warming up or just cruising along; in the Social Paceline we start from the premise of the two abreast formations where everybody is 2-3 feet apart laterally and fore/aft. The two leading cyclists are breaking the wind and setting the pace. The lead cyclist on the right, after a reasonable period of time (e.g. 1- 2 minutes but flexible) asks the cyclist on their left to “Cover Me”. That means the leading left cyclist will gently ride forward and fade right to shelter the right side of the group. In turn the left side of the group will gently advance forward to the front of the group beside the right line. Those two riders will now lead the group for whatever time they feel comfortable with, again it’s negotiable. All passes are to be done smoothly and gently and make sure that your rear wheel is clear before you fade right.

• A very important point to rotating a group: While you are in front of the group, the group is at your mercy; anything you do, good or bad, will affect the entire group. If your pass is smooth and steady, then the group will remain smooth and steady. If you accelerate aggressively it will start to shatter the group and create gaps and confusion. If you half wheel the lead rider beside you it will offset the whole group or create gaps. We all have a responsibility to the riders behind us to move in a smooth and predictable way and watch the road surface ahead.

Rotating Paceline

• This rotation is different from the Social Paceline in one fundamental way: The act of rotating is constant; there are no static moments. When the left lead rider moves smoothly and gradually forward and clears the right line of riders, he/she then gently fades to the right. The transitioning lead rider must be careful not to touch wheels with the passed riders by checking under their arm for the rider’s wheel. The right rider can assist by calling out ‘clear’ when the passing cyclist is safely ahead. As soon as that first rotation is complete the next one begins as if all the cyclists in the group are part of the same chain. In the Rotating Paceline all the cyclists should be moving through the rotation at the same speed.

• Here are some important points to remember when executing the Rotating Paceline properly:
  • Do not attack or surge off the front when it is your turn to pull; you are supposed to go slightly faster than the receding line. Surging or attacking will cause gaps and jerk the speed of the line around. Pull smoothly and gently to the front and be there to shelter the riders behind you, not gap them.
  • Do not leave gaps within the line when you are in the back of the rotation. All riders need to focus on maintaining the same gaps all the way around the rotation.
  • Riders wishing to miss a rotation can do so by sitting a bike length back of the group and allowing the group to rotate through. It is best to call out to the rider ahead that you are not pulling through to avoid their hesitation.
  • It is also helpful for the last rider on the advancing side to call out to the last rider to remind the last receding rider that they need to transition next. Gaps often happen when the last rider misses the transition.
  • The rotation can go from left to right or vice versa. Experienced cyclists will tailor the rotation so that the advancing line is sheltered from a crosswind. We generally opt for the left to the right rotation because the HTA specifies passing on the left.

• Single File Paceline:
  • We make every effort to ride on the quietest roads at the quietest times. At times when we are traveling on an excessively busy road, we will ride single file to get past the congested section. We also will ride long descents single file. Otherwise, all our group rides are two abreast.

• Echelons:
  • This is a formation where the cyclists are spread diagonally across the road to gain shelter from a crosswind.
  • This formation is unacceptable for group riding in our community as it completely blocks the lane and is counter to our “Tight and to the Right” strategy where the driver is to be given a view up the left side of the lane.

Hot Spots

Every group ride must have a degree of compromise. One person’s “hammerfest” is another person’s recovery ride. We try to accommodate everyone’s wishes by offering as many different groups as possible. We also offer different opportunities along the route for some hard efforts. Almost all our routes involve sections where the option exists for the riders to break from the group and go as fast as they wish. We call these the “Hot Spots”. All long climbs are automatically Hots Spots and as such the groups often break formation and regroup at the pre-designated spots at the top. We ask you to stay to the right and not scatter across the hill when the group breaks apart. Slower riders stay right and make room for the faster riders to get by without forcing them too far out. We still want to stay “Tight and to the Right”.

We also offer Hot Spots on flatter terrain; Ride Leaders will inform the group of the Hot Spot locations before and during each ride. There are three common denominators to a Hot Spot:

1. A very quiet section of road.
2. No traffic lights or stop signs.
3. A safe regrouping location at the end of the section.

Some rules about Hot Spots:

• Going hard is optional, not compulsory; those that choose to cruise can rest assure that the group will wait for them at the regrouping point.
• All riders should wait for the slower riders at the regrouping spot. Soft pedaling down the road causes confusion for the late arrivers who may think the group is leaving them behind. If you feel the need to keep moving, ride back toward the late arrivers and then return with them.
• All our regrouping spots offer plenty of space to pull over safely; never regroup in a manner that would obstruct traffic in any way.

Descending:

In some of our routes, we have several descents that can generate high speeds of more than 55-60km/h; on those

descents we recommend the group take the following actions:

• The group should move into a single file formation.
• Riders should move 1-2 metres from the right edge of the road; it is not safe to ride close to the edge of the road at high speeds due to wind gusts.
• Riders should open gaps of at least two metres, or more, between each rider front to back.
• The fastest riders should go down first to minimize passing.
• Always pass on the left; never pass on the right.

Communication:

Communication is critical to the success of all group rides; it starts right from the beginning even before the group leaves. The rider needs to communicate with their group or Ride Leader to determine which group and pace of ride they want. On the road, riders need to communicate the ride formation, rotation and pace. Riders at the front need to call out road hazards and traffic situations. Riders at the back need to call out cars approaching from the back. The bottom line is that the quality and safety of the ride is dependent on frequent and clear communications between all the riders. Never assume everyone in the group knows a car is approaching or that the group is turning. Everything that can affect the group needs to be called out.

One final but important point regarding communication: We have Ride Leaders who are there to try to maintain the quality of the ride but the best way to keep us all at our best is when we all communicate best ride practices. So, if you see someone riding inappropriately i.e. overlapping wheels, surging off the front we all should say something. Be polite but make it known that that was not proper. We all own these rides and if someone does something dangerous it’s in everyone’s best interest to correct it. Don’t let bad habits go unaddressed so say something before it’s too late; we all have a responsibility to the riders around us. When we are at the front, we are responsible to the riders behind to provide a smooth and steady pull and to point out hazards. When we are at the back, we are responsible to call out cars coming from the back and to maintain the integrity of the group by not allowing gaps; don’t wait for the Ride Leader to say something as we all own the ride equally.

Emergency Stops:

When being approached by an emergency vehicle (fire truck, ambulance, or police) with lights and siren activated, we are required under the HTA to pull over our group and stop; it doesn’t matter if the emergency vehicle is approaching from the front or behind.

Act fast but act safely and in control: when a siren is heard or lights are seen, immediately shout out to your group to pull over and stop. A siren or lights means stop now but not a panic stop i.e. a controlled and safe stop.

How to stop a group assuming your group is riding 2-abreast; the Ride Leader calls out to the group:

• “EMERGENCY STOP, GROUP STOPPING NOW”
• “RIGHT LINE STOP FIRST”
• “LEFT LINE PASS AND STOP”

The right line applies their brakes to reduce the speed in a controlled manner, eventually pulling over to a complete stop. Once stopped, cyclists must keep as close as possible to the right edge of the road, clear of any intersections.

The left line completely passes the right line and once safely clear, slows in a controlled manner. Once stopped, cyclists must keep as close as possible to the right edge of the road, clear of any intersections.

This can all happen within seconds; there is no need for panic. What is essential is that the decision to perform an “emergency stop” be made quickly, loudly and clearly so that the group has time to perform the stop safely.

Other:

• Ride smooth and steady all the time; no sudden or abrupt movements or over reactions to potholes etc.
• Don’t be that person who surges when it’s their turn to pull or leaves gaps in the rotation and finally, never ever overlap.
• When following a wheel be just slightly offset i.e. 3-4 inches so that if there is a sudden stop you don’t immediately slam into the wheel ahead; the offset gives you an additional few feet to recover.
• When you are at the front of the group, on short descents, pedal to keep the pace up. Remember there are riders drafting behind you who will have to brake if you don’t keep the pace up.
• To keep a group together on rolling terrain use a Social Paceline and then as a group, climb slightly easier but descend harder. The group speed will be more consistent, and the group will more likely remain intact.
• When picking your group be realistic; it’s better to be comfortable in your group than maxed out all the time.
• Group rides are not races; we are there to support each other by taking turns in the wind and only in Hot Spots is it ok to try to drop your friends.
• When you see someone committing a ride foul politely say something; we are all responsible for the quality of our rides.
• If you get a flat, give a loud shout out right away or there is a good chance the pack will ride away without even noticing you; if the group knows they will stop and help you fix it quickly.
• Do not yell obscenities to motorists or get into arguments with the police; it’s never productive and will lead to more bad blood and possible retribution. We ask that cyclists not engage in any kind of confrontation with drivers or police officers; this includes hand gestures involving the centre digit. We are working hard to improve the reputation of the JCC and all cyclists in general. If words have to be exchanged, let the group Ride Leader do the talking and feel free to video the exchange if you feel the individual is dangerous. It’s important to understand that when you ride with the Club and when you wear our Club jersey, you become an ambassador for both the Club and all cyclists in general. Let’s not do anything to fuel the flames of discontent. Nothing meaningful gets resolved on the road.
• Say “On your left” when passing a rider on who is on your right, and pass only on the left.
• Use Hand signals when turning and slowing down, and point out potholes, road kill, or other items.
• Use Verbal signals such as “Car back”, “Slowing”, “Clear”, “Tracks”, “Road kill”, “Holes”, etc.
• Obey the rules of the road. Stop at stop signs and traffic lights.
• Be mindful about spitting. When riding in formation, please avoid. This is also for blowing your nose.

 

Review and Approval

 

1. This policy is reviewed annually.

2. This policy was approved by the Jaffari Cycling Club Executive

1. a) This policy went into effect on March 1, 2021

For more information please contact:

Jaffari Cycling Club

[email protected]

MTB Riding Etiquette

Start with Dua/Prayer. Before starting out we will recite a short prayer.

Mountain biking is an exhilarating way to connect with nature. To ensure a safe and enjoyable experience for everyone, it’s important to follow proper trail etiquette. Begin each ride with a short dua (prayer), and keep the following procedures in mind:

1. Arrive on time and prepared with proper helmet, shoes, bug spray (if required) and other safety gear. Ensure your bike is tuned and ready the night before.
2. Yield to pedestrians at all times. When approaching hikers, slow down, announce your presence and the number of riders behind you, and pass with care. Cyclists descending should always yield to those climbing uphill. ​
3. Stay on designated trails and follow your ride captain. Ride only on marked mountain bike trails. Avoid creating shortcuts or modifying the trail, as this can lead to environmental degradation and conflicts with land managers. ​
4. Leave no trace and carry out all trash, including energy bar wrappers and water bottles.
5. Stay in control and put safety first. Maintain a speed that allows you to react to unexpected obstacles or other trail users. Inattention, even for a moment, can put you and others at risk. ​
6. Ride within your ability. The trails are designed for all skill levels from beginner to expert with options ranging from green (easy) and blue (intermediate) to black diamond (advanced) and double black diamond (expert). Trails may include a variety of features such as sandy sections, smooth dirt, structures, logs, jumps, crushed gravel, hills, open fields, twisty paths, and tree roots. Only attempt features you feel confident riding. If you’re not comfortable with a feature, it’s perfectly okay to avoid it even if that means walking your bike through certain sections.
7. Announce Your Presence. When approaching others, especially from behind, signal your presence with a friendly greeting or bell. This is particularly important near blind corners to prevent surprises.
8. Respect Wildlife and the Environment. Avoid disturbing animals, plants and the natural environment in general.
9. During larger group rides, use the tag system to ensure no one gets lost. The last rider in each subgroup should wait at trail intersections to guide the next group. If you become separated or lost, contact your ride captain and move to a visible or easily accessible location so you can be found more quickly.
10. Be Prepared by carrying necessary supplies, including water, tools, bug spray and first-aid/tick kits. Ensure your equipment is in good repair and appropriate for the trail conditions.
11. Always respect trail closures and private property boundaries. Stay off closed trails and do not trespass.

 

Review and Approval

 

1. This policy is reviewed annually.
2. This policy was approved by the Jaffari Cycling Club Executive
3. a) This policy went into effect on April 8, 2025

For more information please contact:

Jaffari Cycling Club

[email protected]

 

Weather-Policy.pdf

Weather Policy

Our Ride Leaders do their best to announce ride cancellations via the App and the Ride Board two (2) hours before the ride start.

Please be aware that club rides will be cancelled as an insured and sanctioned ride due to any of the following:

• It is raining at the start of the ride.
• There is a forecast of 70% POP or more of rain or lightning/thunderstorms.
• Extremely high winds or gusts (40km/h+) on the day of the ride.
• The temperature (humidex value) is above 40ºC.

Club rides are on ‘Weather Watch’ if:

• The POP is 50% or higher.
• Winds are above 30km/h.]
• The temperature (humidex value) is above 35ºC.

A cancelled ride does not mean you cannot ride, it just means that we do not recommend you ride and that Ride Leaders will not

be credited or attending in that capacity. For safety reasons we cannot sanction it.

AIR QUALITY POLICY

Air Quality is to be monitored along with all weather. Poor Air Quality falls under “Weather Watch” in the same way as precipitation, thunder and lightning. We rely on the Air Quality Health Index (AQHI) published by Environment Canada.

AQHI Ride Status

1–3 Ride on!

4–6 “Weather Watch”

7+ Ride Cancelled

Rides will be updated on the Cycle Club App, and on the Ride Board. Air Quality can change quickly, so always check the status of your ride before heading out. If public health authorities make specific recommendations with respect to Air Quality and including the cancellation of outdoor events and activities, DHFcc will follow such guidance. We encourage all participants to monitor the air quality and make the choice to ride based on personal comfort.

LIGHTNING AND EXTREME WEATHER POLICY

The Ride Leaders will monitor weather conditions regularly before rides. Club rides will not begin during conditions of thunder and lightning, excessively high winds or in the unlikely event of a possible tornado. If lightning or thunder occur during a ride, the ride will be stopped and the ride no longer sanctioned. Riders should immediately seek shelter.* The ride will not be considered sanctioned again until 30 minutes have passed since the last occurrence of lightning or thunder. The Ride Leader(s) in consultation with the ride participants may choose to wait safely* and restart a sanctioned ride, otherwise the ride is considered over and ride participants may make their way home safely.

* A safe shelter is defined as a sturdy building that has metal plumbing or wiring, or both, to electrically ground the structure. A shed or a shack is not a safe shelter. If no shelter is available, stay low, stay away from tall or individual trees, lone objects (flagpoles), metal objects, standing pools of water, and open fields. Avoid close contact with others by maintaining a distance of 15–20 feet.

  

Review and Approval

1. This policy was approved by the inaugural members of the Jaffari Cycling Club.
2. Proposed by: Shah Baqar, member, Markham, Ontario
3. Seconded by: Ajaz Sadiq, Maple, Ontario
4. This Business Plan was approved at the First AGM of JCC April 11, 2021

1. a) This policy went into effect on March 16, 2025

 

Update

 

For more information please contact:

Jaffari Cycling Club

[email protected]