RHYC Policies


Safe Sport Policy

View Complete Safe Sport Policy Package


The Royal Hamilton Yacht Club in partnership with Sail Canada is committed to providing everyone involved in the sport of sailing a safe and welcoming environment in which to participate. As we work towards ensuring a positive, safe, and inclusive environment, Sail Canada has created a harmonious policy package to set the expectations for safe sport across the country which The Royal Hamilton Yacht Club has adopted.


The policies that make up the Safe Sport Policy Package include:

Code of Conduct including the Universal Code of Conduct to Prevent and Address Maltreatment in Sport

Protection Policy

Social Media Policy

Screening Policy

Whistle Blower Policy

Discipline and Complaints Policy

Appeal Policy

Dispute Resolution Policy


These policies are designed to provide guidance and direction to all sailing activity across the country, applicable to Sail Canada, Ontario Sailing as well as The Royal Hamilton Yacht Club within the confines of any applicable provincial legislation that may have authority over any aspect of the Safe Sport Policy Package and the policies contained within the package. Leaders of each of Sail Canada’s Member Organizations should adopt the Policy Package, as presented, for their organization and join Sail Canada and Ontario Sailing in the commitment to making sport, especially sailing, a safe and positive experience for everyone involved.


The implementation of a harmonious policy package helps ensure that all Individuals involved in sailing in Canada know and understand a consistent standard of expected behaviour and that there is a comprehensive system to address any matters that may impact the safe environment in an immediate, appropriate, and equitable manner.


These policies work together to address both prevention and response to issues related to the wide area related to safe sports. The policies are a package and work together, for example, there is one set of definitions for the package of policies, and the Discipline and Complaints Policy details process and jurisdiction for all complaints. Therefore, if any policy is excerpted in whole or in part from the Safe Sport Policy Package it must be done with knowledge and disclosure to any receiving party, that it is a part of the complete Safe Sport Policy Package.


The Royal Hamilton Yacht Club and Sail Canada takes any situation involving misconduct or Maltreatment very seriously; for this reason, we are committed to enacting and enforcing strong, clear, and effective policies and procedures for preventing and addressing all forms of misconduct or Maltreatment. These policies, found within the Safe Sport Policy Package, provide a consistent clear policy system to ensure sailing in Canada is safe and welcoming.



Appendix A – Screening Requirements Matrix






Level A

Individuals that hold a decision-making position, are involved in high-risk assignments, 

occupy the position of trust and/or authority, have a supervisory role, direct others, 

are involved with finances, and who have frequent or unsupervised access to Vulnerable Individuals

-          Complete an Application Form

-          Complete a Screening Disclosure Form

-          Complete and provide a VSC

-          Provide one reference related to the position

-          Participate in training, orientation, and monitoring as determined by the organization

-          Provide a driver’s abstract, if requested, and relevant

Senior organizational staff; 

full-time coaches; coaches that

 travel with athletes; coaches that 

could be alone with athletes 

Level B

Individuals with direct athlete contact, individuals involved in medium-risk assignments 

who may be in a supervisory role, may direct others, may be involved with finances, 

and/or may have limited access to Vulnerable Individuals

-          Complete an Application Form

-          Complete a Screening Disclosure Form

-          Complete and provide a CRCJM

-          Provide one reference related to the position

-          Participate in training, orientation, and monitoring as determined by the organization

-          Provide a driver’s abstract, if requested, and relevant

Board Officers; management staff; 

Coaches and other Athlete support personnel 

who are typically under the supervision of another coach; 

Officials in leadership roles; Event organizing committee chairs.

Level C

Individuals with no direct contact with athletes, involved in low-risk assignments 

who are not in a supervisory role, not directing others, not involved with finances, 

and/or do not have unsupervised access to Vulnerable Individuals

-          Complete an Application Form

-          Complete a Screening Disclosure Form

-          Participate in training, orientation, and monitoring as determined by the organization


Certain staff & certain volunteers who 

are not working with athletes or minors; 

Parents, youth, or volunteers who are helping 

out on a non-regular or informal basis.




Inclusion Policy

The Royal Hamilton Yacht Club is committed to not only adhering to the Ontario Human Rights Code as a base minimum but also going beyond to ensure inclusivity at all levels of the organization.

The Royal Hamilton Yacht Club prohibits actions that discriminate against people based on the following grounds in the Ontario Human Rights Code:






ethnic origin

place of origin



family status

marital status

gender identity

gender expression

sex (including pregnancy and breastfeeding)

sexual orientation

receipt of public assistance

record of offences

The Royal Hamilton Yacht Club will not work with organizations that discriminate, or that seek to limit the legal rights and activities of people. This includes but is not limited to direct actions, and organization materials, website, publications and social media that promotes or communicates discriminatory treatment on any grounds listed above. Membership in The Royal Hamilton Yacht Club will be restricted to people which support an inclusive environment.

The Royal Hamilton Yacht Club is committed to providing an environment in which all individuals are treated with respect. In addition to prohibiting discriminatory practices, The Royal Hamilton Yacht Club works to actively promote inclusivity. Members of The Royal Hamilton Yacht Club and participants in The Royal Hamilton Yacht Club programs and activities  are expected to conduct themselves at all times in a manner consistent with the values of The Royal Hamilton Yacht Club.


To promote and support inclusivity in daily operations The Royal Hamilton Yacht Club will strive to:

Ensure the mix of staff and volunteer leaders on the Board and committees reflect the diversity of the larger The Royal Hamilton Yacht Club community.

Undertake strong and clear initiatives to encourage participation at all levels of the sport for populations traditionally underrepresented.

Play a positive role in raising the awareness and understanding of equity amongst our membership through ongoing education opportunities.

Work towards ensuring all organization documents include gender neutral language.

Ensure that inclusivity is implemented when developing, updating or delivering The Royal Hamilton Yacht Club programs, policies and materials. Ensure equal effort for all individuals.

Encourage all member clubs and affiliated agencies to ensure equal opportunities for all.


Procedure for Inclusion as Relates to Gender Identity

The overall philosophy for developmental and recreational sport is one of full inclusion. Athletes in developmental and recreational levels of boating will be supported in participating in the gender category in which they identify, without any need for disclosure of information or other requirements at all Royal Hamilton Yacht Club events.

The same inclusion principle applies to high performance athletes up until the point where they must comply with international federation rules. In high performance sport, while inclusion is desired, it may be tempered by the application of international rules which will tend to be more restrictive than Canadian rules.


Any athlete or membership decision rendered in accordance with this policy and associated procedures may be appealed in accordance with The Royal Hamilton Yacht Club Appeal Policy. Employment related decisions will follow Human Resource policies and procedures.


All communications and documents related to procedures associated with ensuring inclusivity, by the member club, athlete, panel, and The Royal Hamilton Yacht Club, shall be kept confidential unless written consent is received by all parties or required by law. All documentation associated with the matter shall be kept in the confidential files of The Royal Hamilton Yacht Club that are only accessible to authorized personnel.



Discrimination: Unfair or prejudicial treatment of individuals or groups on the basis of grounds listed in within the policy. Discrimination, whether intentional or unintentional, has the effect of preventing or limiting access to opportunities, benefits, or advantages that are available to other members of society.

It is not a discriminatory practice for a person to adopt or carry out a special program, plan or arrangement designed to prevent, eliminate or reduce disadvantages that are likely to be suffered by  any group of individuals when those disadvantages would be based on or related to the prohibited grounds of discrimination.

Diversity: The presence of a wide range of human qualities and attributes within a group, organization, or society. The dimensions of diversity include, but are not limited to, ancestry, culture, ethnicity, gender, gender identity, language, physical and intellectual ability, race, religion, sex, sexual orientation, and socio-economic status.

Equity: A condition or state of fair, inclusive, and respectful treatment of all people. Equity does not mean treating people the same without regard for individual differences.

Family Status: Spouse or spousal equivalent, children, parents or siblings.

Gender Expression: How a person publicly presents their gender. This can include behaviour and outward appearance such as dress, hair, make-up, body language and voice. A person’s chosen name and pronoun are also common ways of expressing gender. (OHRC)

Gender identity: Each person’s internal and individual experience of gender. It is their sense of being a woman, a man, both, neither, or anywhere along the gender spectrum. A person’s gender identity may be the same as or different from their birth-assigned sex. Gender identity is fundamentally different from a person’s sexual orientation. (Ontario Human Rights Commission)

Harassment: Any unwanted physical or verbal behaviour that offends or humiliates you. It is considered by the Ontario Human Rights Code (1962) as a form of discrimination. This can occur when someone makes remarks to you that are known or ought reasonably to be known to be unwelcome including but not limited to your race, religion, age or disability. Harassment also encompasses any comments or conduct that is known or ought reasonably to be known to be unwelcomed because of sex, sexual orientation, gender identity or gender expression.

Inclusion: The situation in which individuals or communities (both physical and demographic) are fully involved in the society in which they reside, including the economic, social, cultural and political dimensions of that society.

Reviewed and Approved by

Ontario Sailing Board of Directors

March 12, 201

Sport Supporting Change - More Than Just Words

The challenges of 2020 have been extraordinary but along with those challenges has been the odd moment contributing to positive change in the world. Sports figures have been at the leading edge of a movement meant to acknowledge that it’s time for change: Black Lives Matter.

At other times, protests would have faded away and people would be going back to the way they were. For some reason it feels different this time. As the Provincial Sports Organization, we see this as the perfect opportunity for self-reflection and to express and renew our commitment to ensuring an environment which supports inclusion for all individuals and groups interested in participating and pursuing excellence in sailing within Ontario.


Our current strategic plan includes making under-represented groups a priority for Ontario Sailing. “You never know where the next amazing coach, athlete or leader is unless you open your minds, hearts, and clubs and schools to everyone,” commented Ontario Sailing’s Executive Director Glenn Lethbridge. “Ontario Sailing sees sailing as an activity for everyone. Any walk of life, able bodied, disabled, it does not matter. Once on the water, we sail as equals just like it should be in life.”


If problems do occur, as they do in life, how are they handled? It starts from the ground up. Kids will be kids, but they will also be adults one day and learning about conflict resolution is a valuable skill not to mention the empathy that goes along with understanding the ramifications of inappropriate behaviour. The intent in all matters is to remain fair, respectful and do no harm.


As the National organization responsible for the sport in Canada, Sail Canada takes their role seriously and values the importance of offering a respectful and safe environment that is welcoming to all. Don Adam, CEO of Sail Canada weighs in: “At Sail Canada we believe sailing is a sport for everyone. Whatever your race, religion, culture, or sexual orientation. We will continue to work towards ensuring that everyone feels welcome and safe as they participate in sailing. We welcome any and all of your suggestions to ensure we have an all-encompassing sport.”


Part of the infrastructure that is in place to support a safe and inclusive environment for participants is a solid coaching base. Good coaches are a result of passion for the sport plus coaching education. “The development of sailing instructors and coaches is a comprehensive process that includes acquiring teaching methodologies and understanding the developmental stages of young people. The goal is to ensure that all youth stay safe and have a positive experience while learning sailing,” commented Cam Lymburner, Ontario Sailing Manager, Programs & Services “Strong coaching is fundamental to our mission of developing lifelong sailors. Instructor courses help develop core life skills beyond sailing, such as communication and people and time management.”

“We need to grow our sport and we want to open it up to any and all who want to try their hand at the helm,” offered Lethbridge who maintains his commitment to review and evolve through the following actionable steps and tools available to member organizations:


         Provide tools and resources for feedback processes for organizations’ members and staff

Work towards finding appropriate tools for organizations to educate their staff in Diversity/Inclusion/Empathy training and institute training and discussions with Ontario Sailing staff and volunteers on these topics

Promote the use of Codes of Conduct and support members in their implementation

Continue to review and evolve policies and provide support for clubs to do the same

One of Canada’s bright lights in the sailing world is Olympic hopeful and 2019 Pan American Games Lima champion Sarah Douglas, who offers her view from a lifetime in sailing: "Sailing has allowed me to be 'unapologetically myself' and push the envelope and speak up for women, diversity and inclusion in sport. I am grateful to the sport and credit my involvement with gaining valuable life skills like leadership, confidence, organization and being a team player. Sailing has given me everything!"


For more information, visit the Ontario Sailing website or follow us on social media: Facebook and Twitter @ontariosailing.



AODA Policy

Accessible Customer Service Policy          

Our Commitment

In fulfilling our mission, The Royal Hamilton Yacht Club (RHYC) strives at all times to provide its goods and services in a way that respects the dignity and independence of persons with disabilities. We are also committed to giving persons with disabilities the same opportunity to access our goods and services and allowing them to benefit from the same services, in the same place and in a similar way as other customers. Creating a province where every person who lives or visits can participate fully makes good sense — for our people, our businesses and our communities.


This policy is intended to meet the requirements of Accessibility Standards for Customer Service, Ontario Regulation 429/07under the Accessibility for Ontarians with Disabilities Act, 2005, and applies to the provision of goods and services to the public or other third parties, not to the goods themselves. All goods and services provided by RHYC shall follow the principles of dignity, independence, integration and equal opportunity.


a)    This policy applies to the provision of goods and services at premises owned and operated by RHYC.

b)    This policy applies to employees, volunteers, and contractors who deal with the public or other third parties that act on behalf of RHYC and interact with RHYC customers, including when the provision of goods and services occurs off the premises of RHYC, i.e. delivery services, vendors, catering and third party marketing agencies and to all persons who develop and/or approve customer service policies, practices and procedures.


Assistive Device – is a technical aid, communication device or other instrument that is used to maintain or improve the functional abilities of people with disabilities. Personal assistive devices are typically devices that customers bring with them such as a wheelchair, walker or a personal oxygen tank that might assist in moving, breathing, communicating, hearing, seeing, remembering and/or reading.

Disability – the term disability as defined by the Accessibility for Ontarians with Disabilities Act, 2005, and the Ontario Human Rights Code, refers to:

any degree of physical disability, infirmity, malformation or disfigurement that is caused by bodily injury, birth defect or illness and, without limiting the generality of the foregoing, includes diabetes mellitus, epilepsy, a brain injury, any degree of paralysis, amputation, lack of physical co-ordination, blindness or visual impediment, deafness or hearing impediment, muteness or speech impediment, or physical reliance on a guide dog or other animal or on a wheelchair or other remedial appliance or device;

a condition of mental impairment or a developmental disability;

a learning disability, or dysfunction in one or more of the processes involved in understanding or using symbols or spoken language;

a mental disorder; or

an injury or disability for which benefits were claimed or received under the insurance plan established under the Workplace Safety and Insurance Act, 1997.

Customer - According to the government, a customer is anyone that the company interacts with.  It can be a member, guest of a member, reciprocal club member, courier, supplier, contractor or staff member.

Guide Dog - is a highly trained working dog that has been trained at one of the facilities listed in Ontario Regulation 58 under the Blind Persons' Rights Act, to provide mobility, safety and increased independence for people who are blind.

Service Animal – as reflected in Ontario Regulation 429/07, an animal is a service animal for a person with a disability if:

it is readily apparent that the animal is used by the person for reasons relating to his or her disability; or

the person provides a letter from a physician or nurse confirming that the person requires the animal for reasons relating to the disability requires a service dog.

Support Person – as reflected in Ontario Regulation 429/07, a support person means, in relation to a person with a disability, another person who accompanies him or her in order to help with communication, mobility, personal care, medical needs or access to goods and services.

General Principles

In accordance with the Accessibility Standards for Customer Service, Ontario Regulation 429/07, this policy addresses the following:

A.    The Provision of Goods and Services to Persons with Disabilities

B.    The Use of Assistive Devices

C.   The Use of Guide Dogs, Service Animals and Service Dogs

D.   The Use of Support Persons

E.    Notice of Service Disruptions

F.    Customer Feedback

G.   Training

H.   Notice of Availability and Format of Required Documents

A.    The Provision of Goods and Services to Persons with Disabilities

RHYC 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 customers receive the same value and quality;

allowing customers with disabilities to do things in their own way, at their own pace, when accessing goods and services provided it does not present a safety risk;

using alternative methods when possible to ensure that customers 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;

communicating in a manner that takes into account the customer's disability;

providing accessible invoices to all of our customers. For this reason, invoices will be provided in alternated formats upon request, i.e. hard copy, large print, e-mail, and will answer any questions customers may have about the content of the invoice in person, by telephone or e-mail.

B.    Assistive Devices

Customer’s own assistive device(s):

Persons with disabilities may use their own assistive devices as required when accessing goods or services provided by RHYC.

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. For example, open flames and oxygen tanks cannot be near one another. Therefore, the accommodation of a customer with an oxygen tank may involve ensuring the customer is in a location that would be considered safe for both the customer and business. Or, where elevators are not present and where an individual requires assistive devices for the purposes of mobility, service will be provided in a location that meets the needs of the customer. Assistive devices provided by RHYC: RHYC provides assistive devices for our premises appropriate staff will be trained on the use of such devices. RHYC provides the following assistive devices:  Lift for assisting a person with a disability Portable wheelchair ramp·         

C.   Guide Dogs, Service Animals and Service Dogs

A customer with a disability that is accompanied by guide dog, service animal or service dog will be allowed access to premises 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.

Food Service Areas:

A customer with a disability that is accompanied by guide dog or service dog will be allowed access to food service areas that are open to the public unless otherwise excluded by law.

Other types of service animals are not permitted into food service areas due to the Health Protection and Promotion Act, Ontario Regulation 562 Section 60.

Exclusion Guidelines:

If a guide dog, service animal or service dog is excluded by law (see applicable laws below) RHYC will offer alternative methods to enable the person with a disability to access goods and services, when possible (for example, securing the animal in a safe location and offering the guidance of an employee).

Applicable Laws: 

The Health Protection and Promotion Act, Ontario Regulation 562 Section 60, normally does not allow animals in places where food is manufactured, prepared, processed, handled, served, displayed, stored, sold or offered for sale. It does allow guide dogs and service dogs to go into places where food is served, sold or offered for sale. However, other types of service animals are not included in this exception.

Dog Owners' Liability Act, Ontario: If there is a conflict between a provision of this Act or of a regulation under this or any other Act relating to banned breeds (such as pit bulls) and a provision of a by-law passed by a municipality relating to these breeds, the provision that is more restrictive in relation to controls or bans on these breeds prevails.

Recognizing a Guide Dog, Service Dog and/or Service Animal:

If it is not readily apparent that the animal is being used by the customer for reasons relating to his or her disability, RHYC may request verification from the customer.  Verification may include:

a letter from a physician or nurse confirming that the person requires the animal for reasons related to the disability; a valid identification card signed by the Attorney General of Canada; or, a certificate of training from a recognized guide dog or service animal training school.

Care and Control of the Animal:

The customer that is accompanied by a guide dog, service dog and/or service animal is responsible for maintaining care and control of the animal at all time.


If a health and safety concern presents itself for example in the form of a severe allergy to the animal, RHYC will make all reasonable efforts to meet the needs of all individuals.

D.   Support Persons

If a customer with a disability is accompanied by a support person, RHYC will ensure that both persons are allowed to enter the premises together and that the customer is not prevented from having access to the support person. There may be times where seating and availability prevent the customer and support person from sitting beside each other. In these situations RHYC will make every reasonable attempt to resolve the issue. In situations where confidential information might be discussed, consent will be obtained from the customer, prior to any conversation where confidential information might be discussed.

Admission Fees:

Support persons will be treated as guests of members and subject to all rights, privileges, and restrictions as such.

E.    Notice of Disruptions in Service

Service disruptions may occur due to reasons that may or may not be within the control or knowledge of RHYC. In the event of any temporary disruptions to facilities or services that customers with disabilities rely on to access or use RHYC goods or services, reasonable efforts will be made to provide advance notice. In some circumstances such as in the situation of unplanned temporary disruptions, advance notice may not be possible.

Notifications will include:

In the event that a notification needs to be posted, the following information will be included unless it is not readily available or known: goods or services that are disrupted or unavailable reason for the disruption anticipated duration a description of alternative services or options

Notifications Options:

When disruptions occur RHYC will provide notice by: posting notices at reception, applicable locations, email blast, and/or on the RHYC website; contacting customers with appointments;

verbally notifying customers when they are making an appointment; or by any other method that may be reasonable under the circumstances.

F.    Feedback Process

RHYC shall provide customers with the opportunity to provide feedback on the services provided to customers with disabilities. Information about the feedback process will be readily available to all customers and notice of the process will be made available by posting the process at reception and/or on the company website. Feedback forms along with alternate methods of providing feedback such as verbally (in person or by telephone) or written (hand written, delivered, website or email), will be available upon request.

Submitting Feedback:

Customers can submit feedback to:

Katrina Lewis

General Manager

The Royal Hamilton Yacht Club

555 Bay Street North

Hamilton, ON L8L 1H1

Tel: 905-528-8464 ext. 221

Fax: 905-528-2622


Customers who wish to provide feedback by completing an onsite customer feedback form or verbally can do so to any RHYC employee. Customers that provide formal feedback will receive acknowledgement of their feedback within five (5) business days or less, along with any resulting actions based on concerns that were submitted. Issues will be addressed according to RHYC’s complaint management procedures.  

G.   Training

a) Training will be provided to all employees of RHYC, volunteers, and contractors who deal with the public or other third parties that act on behalf of RHYC, and to all persons who develop and/or approve customer service policies, practices and procedures.

b) This training will be provided to all staff within four (4) weeks of joining RHYC, either in a classroom setting, by e-learning, or by self-review of the AODA Customer Service Training Resources Handbook. Training will take place after any revisions to the policy.

c) All employees will complete an AODA Quiz upon completion of training.

Training Provisions:

As reflected in Ontario Regulation 429/07, regardless of the format, training will cover the following: A review of the purpose of the Accessibility for Ontarians with Disabilities Act, 2005.

A review of the requirements of the Accessibility Standards for Customer Service, Ontario Regulation 429/07. Instructions on how to interact and communicate with people with various types of disabilities. Instructions on how to interact with people with disabilities who use assistive devices;require the assistance of a guide dog, service dog or other service animal; or require the use of a support person (including the handling of admission fees). Instructions on how to use equipment or devices in the event they become available at our premises or that we provide that may help people with disabilities.  Instructions on what to do if a person with a disability is having difficulty accessing your services. RHYC’s policies, procedures and practices pertaining to providing accessible customer service to customers with disabilities.

Record of Training:

RHYC will keep a record of training that includes the dates training was provided and the number of employees who attended the training.  

H.   Notice of Availability and Format of Documents

RHYC shall notify customers that the documents related to the Accessibility Standard for Customer Service are available upon request and in a format that takes into account the customer’s disability. Notification will be given by posting the information at reception and/or on the company’s website.


We are committed to developing customer service policies that respect and promote the dignity and independence of persons with disabilities. Any policy of RHYC that does not respect and promote the dignity, independence, integration and equal opportunity of persons with disabilities will be modified or removed.

If you have any questions about this policy or its related procedures please contact:

Katrina Lewis

General Manager

The Royal Hamilton Yacht Club

555 Bay Street North

Hamilton, ON L8L 1H1

Tel: 905-528-8464 ext. 221

Fax: 905-528-2622


This policy and its related procedures will be reviewed as required in the event of legislative changes. This policy and additional resources are posted in hard copy in the Communications Centre.  Referenced Documents

Accessibility for Ontarians with Disabilities Act, 2005

Accessibility Standards for Customer Service, Ontario Regulation 429/07

Blind Person’s Rights Act, 1990

Dog Owners' Liability Act, Ontario

Health Protection and Promotion Act, Ontario Regulation 562

Ontario Human Rights Code, 1990

Employee Acknowledgement & Agreement

After completing training, all employees, volunteers, and/or contractors must complete the AODA Quiz and acknowledge they:

have read and understand the Accessibility Standards for Customer Service Policy of RHYC agree to adhere to this policy and will ensure that employees and volunteers working under their direction adhere to these guiding principles  understand that if they violate this policy, they may face corrective action, up to and including termination of employment.


Concussion Policy

Concussion Policy

Rowan's Law

Ontario Sailing Concussion Information

The Royal Hamilton Yacht Club 
(Established 1888)

This policy applies to all registered participants, coaches, volunteers and individuals involved with the club in any capacity. This policy will apply to all designated sailing activities including but not limited to ongoing registered activities, special events or groups and regattas.

The Royal Hamilton Yacht Club (Established 1888) has agreed to adopt the Ontario Sailing Concussion Management Policy for all designated sailing activities associated with our club to be in compliance with Ontario laws and Ontario Sailing policies.

The Policy as set by our Provincial Sport Organization is appropriate to all our sailing activities and ensures alignment with best practices as well as legal requirements.

The policy and procedures as approved by Ontario Sailing on February 12th 2019 and updated August 20th 2019 is attached. We commit to ensuring we update our policy and procedures as Ontario Sailing updates their document.
Board approved last: January 22, 2020
Review date: January 22, 2020
Operational Procedures
The Royal Hamilton Yacht Club (RHYC) will follow the procedures as laid out in the Ontario Sailing procedures incorporating the sign off of the review of resources and Codes of Conduct into our registration process.

Copies of the Concussion Recognition Tool 5 and the Concussion Removal and Return Handout Document will be available in First Aid Kits as well as in the club house.

We will take responsibility for decision making in the removal of a participant both during our activities and while traveling to events with participants representing the club. If someone is removed, our team will ensure they communicate the required information and the incident will be reported and their progression through Return to Sailing tracked, ensuring they do not return to the water without written medical clearance.
Last reviewed: January 22, 2020
  • Before, or during registration, each participant must acknowledge they have read the Ontario Ministry provided Concussion Resources AND that they have read and agreed to the Ontario Sailing Concussion Code of Conduct – Participant. This must happen annually.
  • Before being active, all coaches (and trainer/first aid provider) must acknowledge they have read the Ontario Ministry provided Concussion Resources AND that they have read and agreed to the Ontario Sailing Concussion Code of Conduct – Coach. This must happen annually.
  • A coach needs to remove an athlete for a suspected concussion if:
They have suffered an injury where there was potential for direct or indirect force to head, neck, or upper body AND they experience or demonstrate any Concussion related symptoms;
OR the participant discloses they have a concussion or possible concussion through other activities.
  • If removed, they are to be referred to a medical doctor (or nurse practitioner) for an assessment
  • Upon removal, each participant (parent/guardian if under 18) needs to be given the Ontario Sailing handout with concussion removal and return to sport procedures.
  • Upon removal, the coach needs to ensure participant (and parent/guardian if under 18) is aware that they are required to disclose a concussion diagnosis to any other sport organization and/or school they may be associated with.
  • Any incident removing an individual due to suspected concussion requires the responsible adult in charge to complete an incident report submit it and track it with a secure system in the club. (If removal is due to participant disclosure a report also needs to be completed.)
  • Board President or designate should track all reports to ensure follow up and appropriate compliance with policy.
  • Coach will retain a copy of report and update it with progression through the return to sport stages.
  • If written clearance is provided, it will be attached to report to complete full package on file.
  • If removed, athlete may return if they confirm to coach they have undergone a medical assessment and have not been diagnosed with having a concussion.
  • If they are diagnosed with a concussion, Coach should stay in touch with them as they work through the first 4 stages of the return protocol under medical recommendations.
  • Participant needs to present written medical clearance to begin Stage 5 which allows on the water practice with club. (Full return to school is priority over return to sport.)
  • Athlete can only return to competition after two on-the-water situations without a return of symptoms.
Wording for Registration – Awareness & Code of Conduct Compliance
We are suggesting a check box on your registration form that has this statement:
“I (and my parent/legal guardian if I am under 18) confirm that I have reviewed the provided Concussion Resources and I acknowledge and commit to the Ontario Sailing Concussion Code of Conduct.”
Links to Resources
Note: The required 2 page handout (1 piece of paper back to back) is under Ontario Sailing Concussion Resources. Copies should be located in a central place for coaches to easily access anytime anyone is removed.
Staff Support

For any additional resources, sample documents, or support in managing concussions and meeting the requirements of Rowan’s Law please do not hesitate to touch base with Lisa Roddie, COAST Manager ( to edit accordion body content.


Privacy Policy

RHYC (the ‘Club’) is committed to protecting privacy and confidentiality of personal information.  Collecting, using and disclosing personal information in an appropriate, responsible, and ethical manner is a requirement of RHYC’s daily operations.  Therefore, RHYC has developed this policy about the methods implemented to protect the information provided to us. Please review this policy for the most recent information and procedures as it may be updated periodically. Included in this policy is contact information should you have any questions.
This Policy applies to all personal and confidential information within RHYC’s possession and control.

Personal Information is defined as any identifying information about an Individual or group of individuals, including name, marital status, date of birth, address, phone number, email address, social insurance number, nationality, gender, financial data, credit card numbers, insurance documentation, etc.

Personal Information as noted above is typically collected through membership application forms, event bookings and various documents that are provided to the Club from time to time.

Personal Information will only be collected from an Individual with consent, either express or implied. Regarding sensitive information, such as financial information, the Club will require the Individual to provide express consent either in writing or orally.  When providing credit card information, the Club requires a signature as express consent to allow the credit card information to be used for payment purposes.
An Individual’s Consent occurs and is obtained when an individual signs an application or other form containing personal information, thereby authorizing RHYC to collect, use and disclose the individual’s Personal Information for the purposes stated on the form or in the Appropriate Use section of this policy.

Appropriate Use

Club Membership:
RHYC uses the Personal Information solely for the purpose of conducting business (e.g. roster, account management, communications, etc.)

In order to gain access to website secure sites as a Member, you may be asked to provide data including your name, address, email address, contact information, photo, or username and password. While our website is accessible without providing all of this information, nevertheless it may be required to access certain pages within the website. Access to these secured pages requires Member username and password. Personal information is obtained to create a profile that best serves our Members. Information may also be used to contact Members electronically. You may change your user information by updating your user profiles.

Club Roster:
To allow communication between Members, the electronic and printed Member Roster is strictly limited for personal use by Club Members only.  Members cannot use the names of Club Members and/or their contact information for any commercial or solicitation purposes whatsoever.

Photographs may be taken from time to time at events or activities at the Club for use on the website, the Club’s face-book page (a closed to Members only site), or for media and promotional and media uses.

Policy Statement
RHYC does not sell, trade or transfer any user information to third parties. Your information may be used for direct emailing, newsletters or Club information/notifications. You may agree to provide your Personal Information to third parties that provide content for Club offerings in which case you are then subject to their company privacy policies.
RHYC will keep all Personal Information that a Member and or Individual provides secure from inadvertent disclosure.  Further, the information retained will only be kept for as long as necessary to provide the Member and or Individual with the proper and necessary services (e.g. account billings, notices, etc.).
However, RHYC is required to maintain certain Personal Information for a period of time for various reasons, including income tax purposes. All Personal Information will be disposed of when appropriate, and in a manner which respects the Individual’s privacy.

Review Personal Information held by RHYC
Should a Member and or Individual wish to review their Personal Information held by RHYC, the Member and or Individual may make a request to RHYC. In most circumstances, RHYC will grant the Member and or Individual access to their Personal Information upon a written request by the Member and or Individual and satisfactory identification. Accuracy of a Member’s and or Individual’s information is important; therefore it is incumbent on the Member and or Individual to notify RHYC if there are errors, or omissions of fact.
Further, a Member and or Individual may choose to withdraw consent of RHYC’s use of their Personal Information.  This withdrawal of consent may have an impact on their Membership and or performance of services.

Please contact us with any questions in regards to this Privacy Policy at:
Telephone: 905-528-8464 x 221

Version 1: June 21, 2018


Guest Policy

The purpose and spirit of the rules and policies governing guests are to keep the club as a private club, to reserve facilities and services for members, to the greatest extent possible, and to provide moderate entertainment for guests.
RHYC members are welcome to use the club to entertain guests. All guests are required to be signed in, and in the company of the RHYC member.
The RHYC member is responsible for any debt incurred, damage, or liability occasioned by their guests, and is responsible for the behaviour, conduct, and adherence to club rules of their guest(s).
Any obvious attempt to circumvent the spirit of the rules shall be reported to the manager, who may take suitable action and/or refer the matter to the Board for any action deemed necessary. The club reserves the right to limit visits to the club by guests who are deemed by the manager to be creating a nuisance or to be abusing our Guest Policy, through excessively numerous visits.

We appreciate your cooperation.


Flag Protocol

The Heritage Committee was asked by the Board of Directors to recommend a more formal policy for the “half-masting” of flags on our club masts to honour recently deceased club members and past members. A good deal of research was done with regard to determining if there were already official policies in place on this subject through Sail Canada, Ontario Sailing, and other yacht clubs, both Royal and otherwise.

It was quickly determined that while there are Federal, Provincial, and Municipal policies in place, there were no policies and recommendations that cover individual yacht and sailing clubs. Every yacht club is free to devise its own protocols in this area. The Royal Yachting Association in Britain correctly pointed out that all this more accurately comes under the heading of “etiquette”, rather than law. 

RHYC, unlike most other clubs, has the advantage of having its own “house flag” in the form of the defaced blue ensign, which flies from the port yardarm of the club mast on the front lawn.

The new protocols which have now been approved by the Board are:

  1. The Flag of Canada, which flies on the gaff, will only be flown at half-mast to honour persons of national importance. Such figures are defined in Federal and Provincial guidelines. In this regard, we instituted that the Provincial protocols be followed. Those so honoured would include:
    • the Sovereign
    • a member of the Royal Family related in the first degree to the Sovereign (husband, wife, son, daughter, father, mother, brother or sister)
    • the Governor General of Canada or a former Governor General
    • the Lieutenant Governor of Ontario or a former Lieutenant Governor of Ontario
    • the Premier of Ontario or a former Premier of Ontario
    • the Prime Minister or a former Prime Minister
    • any other person whom the Lieutenant Governor desires to honour
  1. The death of all current members in good standing (which includes all individuals mentioned in the family membership) will be recognized by the lowering of the defaced ensign on the port yard arm to half-mast for a period of three days, from sunrise on the first day to sunset on the third day from the time of notification of the death. In the case of a funeral for a Past Commodore or Board President, or during a Celebration of Life at the club for a current or past member, the defaced ensign will also be flown at half-mast for that day, from sunrise to sunset.
  1. The death of all past members who were members of the club in good standing for at least ten years, or were past Commodores or Vice Commodores, Past Presidents or Board Members, or served on Board or Bridge Committees, or who in the opinion of the Commodore or Board President had made a significant contribution to RHYC, will also be honoured with the lowering of the defaced ensign for three days. This would apply to the member of record, as well as their spouse, if the spouse too was active in the club, but only if the member was in good standing at the cessation of their membership. This honour can be requested by the family or initiated by a current Board or Bridge member. It should also apply to any deceased past member who specifically mentioned RHYC membership in their obituary. When in doubt, the question will be settled by the Commodore or their designate. 
  1. The flags that are so lowered to half-mast will be displayed on both masts of the club, that is, by the front door and on the lawn. There are detailed protocols to be followed when placing a flag at half-mast. Specifically, the flag must be raised to its full hoist before it is lowered to the half-mast position. In addition, it must be raised to its full hoist again before it is lowered
  1. It was also agreed that when the defaced ensign is flown at half-mast that an “Eight Bells” notification be distributed to the membership with regard to the life of the member or past member being so honoured. This may well be a copy of the obituary for that past or current member.

Rob Mazza
Chair, RHYC Heritage Committee.
Rev. 1 - May 22nd, 2022


Code of Conduct

Whereas the goals of the Club have been set down in the Club Bylaws to be:

  • Membership - To promote and encourage membership by providing a friendly and inviting atmosphere at the Club.
  • Yachting - To provide opportunities for members to acquire and improve yachting skills.
  • Finances - To acquire necessary funding and financial support through responsible management to ensure viable operations within the resources of the Club.
  • Community - To take an active role and be a valued corporate citizen in the community.

This Code Of Conduct describes policies pursuant to the bylaws, with the objective of ensuring that all Members of RHYC, their guests, and our Staff are treated with dignity and respect while enjoying the Club facilities, and promoting an environment that is free from discrimination, harassment, abuse and violence for Members, their guests and Staff of the Club.

Member Conduct

All Members and their guests shall:

  • Be responsible for their guests while at the Club and ensure that they follow this Code of Conduct.
  • Conduct themselves in a sportsmanlike manner at Club facilities and during any Club competition and
  • Club event.
  • Respect the rights of other Members, their guests, and Club Staff.
  • Not engage, either directly or through social media or otherwise, in any form of abusive, aggressive, disrespectful, violent, or otherwise discourteous behaviour towards other Members, guests, or Staff, including sexual, racial, religious, gender, or other harassment.
  • Respect the Club’s facilities and equipment.
  • Abide by all local, provincial, and national laws and regulations that apply to Club operations; and
  • Be an ambassador for the Club in the community and while a guest at other Clubs.

Interaction with Club Management and Staff

Members are advised that:

  • They have no authority to instruct, disrespect, or discipline Club Staff about their duties or job performance.
  • General Manager or their delegate is responsible for instructing Staff in the performance of their duties.
  • Members may comment or make suggestions to General Manager regarding concerns about the
  • performance by Club Staff of their duties or the operation of the Club, for the betterment of the Club, and
  • If a Member or guest is viewed by a qualified Club employee as having over-consumed alcohol, the Member or guest will be refused liquor service, as required by provincial law, and appropriate actions will be taken to ensure his or her safety, including preventing the Member or guest from operating a boat.

Board of Directors September 2022


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