Support & Resources
Scope of the Care Committee:
The care Committee is responsible for upholding the BMQS Community Agreement, philosophies, and values. If someone has issues with any policies, procedures, rules, regulations, or the overall management of the League itself, it can be addressed by the Organization Committee or the Board of Directors. In these cases, the Care Committee may refer your concerns to the appropriate committee.
The Care Committee also strives to provide resources to league members about tools and strategies to address conflict in a respectful and productive way. This may happen in a number of ways including social media, the BMQS website, and/or in person at games and events.
How to contact the Care Committee:
You can reach the Care committee through the contact form (this is preferable!) or by email.
When you reach out to us using the form, you will have the option of asking for support for handling conflict with others or filing a formal complaint of a violation of the Community Agreement.
If you’re not sure what to do, we will figure out together what kind of help you need – do not hesitate to contact us!
How can the Care Committee Help?
The care committee aims to fulfill two goals:
Supporting league members in navigating interpersonal and/or team conflicts and
Addressing formal complaints when members have violated the community agreement.
There is conflict between members, within a team, and/or between teams
As we all work together in creating a safe and joyful environment, conflicts will inevitably arise – this is normal and healthy. We encourage everyone to address interpersonal or group conflicts as they arise, with the support of captains, umpires, and other teammates in order to avoid issues getting worse.
This is, sometimes, easier said than done: many factors may stand in our way of addressing conflict. Fears of ruining relationships, being hurt emotionally, ruining the vibe, confronting a power dynamic, and tackling our own inner attachment and conflict styles are all real and understandable reasons to avoid a conflict. But avoidance does not mean the conflict will go away. Often, it can get worse.
The Care Committee is here to help, to the best of their abilities. Sometimes having an outside opinion can be helpful to navigate and resolve a conflict and members of the care committee are here to help you as needed.
Things to keep in mind when we help you with a conflict:
The conflict needs to relate directly to the League in some way. While we would love to help you with conflict in your non-softball life, we just don’t have the capacity for that!
The care committee does not take ownership of the conflict. Care Committee members are there to help identify needs, uncover pain points, suggest possible solutions and offer support, not to take control (we’re not the cops!).
Care Committee members may offer tools or tactics for you to use in conversation with those you’re in conflict with. This doesn’t mean the Committee member will always be available or present for all discussions or meetings.
While Committee members will do their best with confidentiality, they may, and probably will, consult with other Care Committee members for support. There may also be instances where the Care Committee needs to consult the Board of Directors for guidance.
Someone has violated the community agreement:
Anyone who has experienced racism, ableism, transphobia, bullying, or any other problematic behaviour that violates the Community Agreement by one or several players in the League should file a formal complaint.
Upon receiving a formal complaint, the Care Committee will take the following steps:
- A sub-committee will be formed to handle the complaint. Members of the sub-committee will ensure they do not have any conflict of interest.
- Members of the sub-committee will reach out to the person who submitted the complaint (AKA the “complainant”) to discuss the complaint and potential ways forward.
- As needed, members of the sub-committee will meet with the subject of the complaint (AKA the “respondent”) to discuss the situation and potential ways forward.
- Note: the final decision of the Care Committee may not be the complainant or respondent’s preferred resolution.
- If warranted, the sub-committee members may, at their discretion, meet with any witnesses and/or other BMQS members in order to gain a full understanding of the complaint.
- The sub-committee members, the complainant, and the respondent will work together to find a suitable resolution.This may include, but is not limited to:
- Meeting with all parties involved in an effort to find a solution and/or understand needs for accountability. Individual meetings or a group meeting can be proposed to better understand the situation and find a suitable solution.
- Writing an official warning letter to the respondent, clearly explaining the problematic behaviour, the league’s expectations, and the conditions necessary for the person to remain welcome at BMQS activities.
- Take no outward action, but hold the complaint in archives and, if the person accumulates numerous complaints, further measures may be implemented.
- Suspension or expulsion of any member who has violated the community agreement.
- Once resolved, the Care committee will archive the complaint confidentially.
Exclusion or Suspension from League Activities:
In certain circumstances, and in accordance with BMQS Bylaws, the Board of Directors has the ability to suspend or exclude any member from League participation. In these circumstances, the Care Committee will take the complaint to the Board of Directors who will follow the exclusion process laid out in the BMQS Bylaws.
Such circumstances may include:
- There is a severe violation of the Community Agreement
- A respondent’s behaviour puts any member at risk of serious harm
- A respondent repeats problematic behaviour after official warnings from the Care Committee and/or Board of Directors
- A respondent is subject to another kind of complaint
- A respondent fails to comply with the conditions laid out in a resolution
- Any other reason deemed appropriate by the Care Committee and/or Board of Directors
We will not tolerate the behaviour of certain individuals undermining the presence of others.
Once a suspension/exclusion period has elapsed, the Board of Directors and/or Care Committee will meet with the respondent, if they wish to reintegrate into the league. Depending on the outcome of this meeting, the Board of Directors and/or Care Committee may decide to:
- immediately reintegrate the person,
- extend the suspension/expulsion, or
- exclude the person from the league for an indefinite period.
Suspension pending investigation: At the discretion of the Care Committee, during extreme circumstances, respondents may be suspended from participation in BMQS activities while the committee investigates. This requires a decision from the Board of Directors as per BMQS bylaws. A suspension pending investigation in no way implies guilt.
Privacy: All complaints will be kept private amongst the members of the Care Committee (and the Board in certain cases, as needed), unless explicit consent is given by the person making the complaint to disclose information to other parties.
Timeline: The committee is obliged to respond to the complaints as quickly as possible.Note that any complaints submitted during the off season (September-April) may take longer to respond to.
Statue of Limitations: the Committee is not able to address conflicts from previous seasons unless a conflict was related to something especially egregious (violence, bullying, harassment, etc.). If you’re not sure, just ask!