Board of Directors and Community Members Code of Conduct

Purpose

This Code of Conduct sets the standard for how Board members and Stonebridge Community Association (SCA) members are expected to behave in meetings, communications, and all association-related activities. It aims to promote a respectful, inclusive, and constructive environment where all participants feel safe and valued.

1. Respectful and Professional Behaviour

  • Treat all Board members, staff, delegates, and community members with courtesy, dignity, and respect at all times.
  • Avoid personal attacks, threats, intimidation, bullying, or any form of harsh, demeaning, or disrespectful language, whether in person or online.
  • Refrain from public or private ridicule, mockery, or inflammatory comments directed at other members or community stakeholders.

2. Constructive Communication

  • Engage in dialogue that is focused on issues, ideas, and solutions, not on individuals.
  • Listen actively, allow others to speak, and avoid interrupting or speaking over fellow members.
  • Raise concerns or disagreements through appropriate formal channels and in a calm, professional tone, rather than through aggressive or hostile exchanges.

3. Civility and Inclusivity

  • Acknowledge and value diverse perspectives and backgrounds, and create space for all voices to be heard.
  • Do not engage in discriminatory, harassing, or abusive conduct in any form.
  • Support decisions collectively once passed, even if you personally disagree.

4. Integrity and Conflicts of Interest

  • Act in the best interests of the SCA as a whole.
  • Disclose any actual or potential conflicts of interest promptly and do not use your position to pressure or retaliate against others.

How Complaints Will Be Handled

This section explains how the Board will manage complaints/concerns that members or community stakeholders submit.

6.1 Submitting a Complaint

  • Any member who believes this Code of Conduct has been breached may submit a complaint in writing (email or letter) to the Board President/Vice President or the board at large, clearly describing:
    • The nature of the alleged behaviour.
    • Date(s), time(s), and context (meeting, event, online post, etc.).
    • Names of relevant individuals (if known) and any witnesses or supporting information.
  • Anonymous complaints may be acknowledged but will be limited in how far they can be formally investigated, especially where evidence is not available.

6.2 Acknowledgement and Initial Review

  • The President/Vice President or relevant Committee/persons will acknowledge receipt of the complaint and forward it to the board of directors, who will confirm whether it falls under this Code of Conduct.
  • Minor or immediately resolvable issues (e.g., tone in a meeting) may be addressed informally with the involved parties first, where appropriate.

6.3 Investigation and Fair Process

  • Where a complaint warrants further review, the Board will:
    • Review available evidence (emails, minutes, other records, witness statements if appropriate).
    • Give the accused member an opportunity to respond to the allegations in writing or in person, in a private or confidential setting.
    • Ensure all parties are treated fairly and that information is kept as confidential as possible.

6.4 Possible Outcomes

Depending on the findings, the Board may take one or more of the following actions:

  • Provide feedback or coaching to the member about appropriate conduct.
  • Issue a private or formal written warning.
  • For repeated or serious misconduct (e.g., threats, intimidation, harassment), removal may be recommended from the board or membership for up to 2 years.

6.5 Reporting and Follow-Up

  • The President/Vice President or Board will communicate the outcome to the complainant, to the extent possible, without breaching privacy or confidentiality.
  • The President/Vice President or Board will communicate the outcome to the accused.