Parties involved in a dispute are encouraged to resolve the matter between themselves before commencing to the first level.
- First Level
The complainant(s) will meet with the appropriate Manager as listed below who will endeavour to resolve the dispute at this level.
If the appropriate Manager believes that the issue can not be resolved at the first level without the assistance of a mediator, they may request a suitable member from the Board or such other person they deems appropriate to assist in mediating the dispute.
- Golf Operations – Neil Bidewell
- Restaurant – Oura, or in her absence, Kalli
- Janitorial – Neil Bidewell
Should the complaint not be resolved to the satisfaction of the parties, either party may appeal in writing to the second level .
- Second Level
Having received a complaint in writing, the complaint(s) may meet with the appropriate Director as listed below who will endeavour to resolve the dispute at this level.
The appropriate Director may also request the services of a mediator in the same fashion as listed in the first level.
- Golf Operations – Director, Course and Greens
- Restaurant – Director, House & Bar
- Janitorial – Neil Bidewell
Should the complaint not be resolved to the satisfaction of the parties, either party may appeal in writing to the third level.
- Third Level
Having received a complaint in writing, the Board will request a written report by the appropriate Director and/or Mediator. The report should fairly represent the position of the parties, and the reasons why the parties cannot agree on a mutually acceptable resolution. The Board will review the written complaint(s) and the Director’s/ Mediator’s report and may invite the complaint(s) to speak “in-camera” at the next scheduled Board Meeting.
The Board , after carefully reviewing the submissions and by a majority vote, will render a decision.
The Board will not normally accept any complaint that has not followed the approved procedure outlined above.
The Board’s decision will be final.
Note: Serious violations such as assault, theft, deliberate damage to property, etc, may result in the matter being brought before the Board by any member for consideration of immediate suspension pending investigation, suspension or expulsion of the Member after investigation.
DONATIONS COMMITTEE POLICY
Qualicum Beach Memorial Golf Course supports community organizations and charities through 9 or 18 hole green fee donations or fee adjustments for special events.When an employee of the Pro Shop receives a request for a donation they will advise the person making the request to forward their request in writing to the Board’s Donation Committee.The Donations Committee will review requests prior to each monthly Board Meeting.
Donations will be divided into:
- Requests where no financial benefit to the Golf Club is anticipated, and is considered good community support.
- Requests where the possibility of a financial benefit to the Golf Club through increased green fees, tournaments, merchandise sale or food service etc. is anticipated.
Donations will be limited to:
Green fees, to a value not to exceed $120 .
Donation requests will be tracked, responded to and reported on at each monthly Board Meeting.
Policy Regarding Motorized Golf Carts and the Protection of the Course
To ensure that the course does not sustain excessive damage as a result of the use of motorized golf carts when ground conditions are unsuited to their use.
For the purposes of this policy and procedures, motorized golf cart is defined as a power-driven vehicle, whether commercially or privately built, used or proposed to be used for the purpose of transporting players and their clubs during play on a golf course.
As the contracted steward of the golfing resources of the Town of Qualicum Beach, The Qualicum Beach Memorial Golf Club is responsible for protecting the fairways, bunkers, and greens from avoidable damage and for effecting any repairs to the grounds at the Club’s expense. For this reason, the Club must ensure that the course does not sustain excessive, avoidable damage however caused, including damage caused by the use of motorized golf carts when the course is too soft or too wet to support the weight of the cart, driver, and passenger (if any).
The Golf Course Superintendent or his/her delegated replacement shall be the sole authority for the determination of:
- The safety of the course for play: should the Golf Course Superintendent (or his/her replacement) deem the course or any given hole/holes unsafe for play, the course—or the holes so deemed—shall be closed to play until such time as the decision be rescinded by a competent/authorized authority.
- The playability of the course: should the Golf Course Superintendent (or his/her replacement) deem the course or any given hole/holes or any portion(s) thereof unplayable/unusable, the course—or such holes or portion(s) thereof so deemed— shall be closed to play until the such time as the decision be rescinded by a competent/authorized authority.
- The capability of the course to support motorized carts without causing risk to the safety of golf-cart users or of excessive or costly damage to the course: should the Golf Course Superintendent (or his/her authorized replacement) deem the course or portions thereof to be incapable of supporting the use of motorized golf-carts without risk of injury to users or causing undue damage to the course, he/she shall declare the course or designated portions thereof closed to all motorized golf-carts until such time as the decision be rescinded by a competent/authorized authority. Motorized Golf carts may be restricted to the rough or designated route on any particular hole.
No person or golfer, whether member or green-fee player, shall be exempt from the provisions of this policy.
The Board of Directors is authorized to issue such procedures as may be necessary to support this policy.
The Board of Directors is responsible for ensuring that all members and green fee golfers are aware of:
- the issues addressed by this policy; and
- the existence of this policy.
Policy Regarding Golf Course Accessibility
Although Memorial Golf Course is recognized for its beauty and very good conditions for play during inclement weather, there remain some challenges to offer a more complete golf experience for every golfer at certain times during the golf season. Many of these challenges are especially apparent when trying to provide access to the golf course for those who have a disability and must rely upon a motorized golf cart. During periods of ongoing rain, the current club policy is to limit the use of power carts to the rough or a designated route to ensure the safety of golfers and prevent damage to the course grounds. At other times, for the same reasons, it has been necessary to curtail the use of all power carts.
The object of this policy is to make changes to the golf course so that the club may offer greater accessibility to all parts of the course, and reduce the number of times it is necessary to restrict play and use of motorized golf carts.
The policy aims to maximize participation by players of all abilities and seeks to prioritize capital projects and regular maintenance activities so that there will be greater access in most weather conditions. The club management will make the improvement of drainage a major priority in budgetary considerations. This will lead to a greater access to all parts of the course, especially for those who must rely upon power carts.
The club will also initiate the incremental development and extension of pathways where this work is considered important in providing access for all. The club will commit to the ongoing review of and improvement of the facility so that such features as railings and steps are in place to improve access for all.
Policy Regarding Alleged harassment
To ensure that members, visitors, employees, contractors and volunteers are able to play golf, function and/or work in an environment that is free of harassment and abuse by establishing that:
- a) harassment is not tolerated anywhere within the Qualicum Beach Memorial Golf Club’s jurisdiction;
- b) measures are in place to promote awareness of and sensitivity to potential harassment and to prevent incidents of harassment/abuse;
- c) members, visitors, employees, contractors and volunteers have recourse to appropriate mechanisms for redress where an alleged incident of harassment is shown to have occurred; and
- d) an appropriate response is made in a timely manner to each alleged incident of harassment.
Volunteers include Members of the Board of Directors, Captains of the Ladies and Men’s Clubs, and members that volunteer in any capacity for the good and well being of the Golf Club. For purposes of this policy and procedures, harassment is defined as engaging in offensive behavior or conduct against another person that is known, or ought reasonably to be known, to be unwelcome, including, but not limited to, the exercise of power or attempt to exercise power, authority or control over others. Harassment may be:
personal, including offensive, embarrassing or harmful remarks directed at another person;
sexual, including advances, requests for sexual favours, actual
sexual contact or other conduct of a sexual nature including personally offensive behaviour, comments and/or gestures which might reasonably be expected to cause insecurity, discomfort, offence or humiliation to another person or group; Harassment may take the following forms:
- verbal, including offensive words or jokes which demean persons a) b) c) on the basis of any form of discrimination, bullying, or intimidation
- psychological, including deliberate isolation or ostracism, condescending or patronising behaviour which undermines self-respect.
- physical, including unwelcome physical contact or assault, offensive gestures, threatening physical behaviour, physical bullying;
The QUALICUM BEACH MEMORIAL GOLF CLUB is committed to promoting an environment in which all members, visitors, employees, contractors and volunteers are treated with dignity and respect and are free of harassment. It is the commitment of the Golf Club that this policy shall apply to all levels of staff including management, and to members, visitors and volunteers. The Golf Club shall not tolerate harassment on any of the grounds defined in 2.0 above or on any other grounds protected by human rights legislation. All incidents of harassment, when reported or discovered, shall lead to appropriate corrective and disciplinary action.
Non Smoking Policy
After lengthy consultations with the town of Qualicum Beach, the board has moved that Qualicum Beach Memorial Golf Course as a whole is now a non smoking property except in designated areas as approved by the board. In order to eliminate hazards and ensure a safe and healthy environment, our buildings and properties will be smoke-free/vape-free effective immediately.
The purpose of this policy is to provide the Golf Club and its members with enhanced protection from break-ins, vandalism and thefts both internal and external.
This policy applies to all property and buildings owned, leased or administered by Qualicum Beach Memorial Golf Club on behalf of the Town of Qualicum Beach.
The Video Surveillance System is an integral part of security operations at Qualicum Beach Memorial Golf Club. The purpose of this policy is to ensure the appropriate use of the Video Surveillance System and the recordings or images collected by it. Appropriate signage has been posted indicating the area is monitored by video camera.
- Surveillance applications will be monitored by authorized personnel only.
- Any records (videotapes, still photographs, digital images, etc.) produced by surveillance systems shall be kept in a secure, locked facility or manner and managed and disposed of appropriately by the Head Pro and Board Director of House and Bar to protect privacy, legal obligations and evidentiary values.
- Video surveillance will not occur in areas where there is an expectation of privacy, e.g., washrooms, change rooms, etc.
- The Head Pro and the Board Director for House and Bar will oversee the ongoing security and care of the surveillance equipment jointly or severally.
- The Head Pro and the Board Director for House and Bar will review the tape under the following conditions:
– for the purpose of reviewing a break-in of any building under the care of the Qualicum Beach Memorial Golf Club
– for the purpose of trying to identify anyone who may have committed random damage to buildings or property under the care of the Qualicum Beach Memorial Golf Club
– for the purpose of reviewing an allegation of theft from the Club, Pro Shop, and/or restaurant property.
- The Head Pro and the Board Director for House and Bar will provide access to the surveillance equipment to the RCMP if required
- The Head Pro and the Board Director for House and Bar will maintain a log of any time and reason anyone was provided access to the surveillance equipment including service or upgrades.
- The Qualicum Beach Memorial Golf Club will maintain a list of locations of cameras and approve any changes made to locations or addition of new camera locations