Policies & Regulations

Cedar Hill Squash Club is a non-profit, member-owned squash club. The Club exists within a partnership with the Municipality of Saanich.  The municipality contributes the costs of maintaining the squash courts and provides access to ancilliary services (showers, reception, cafe/bar, etc.). In return, the general public has access to the squash courts. Members are expected to act in a fashion that supports our partnership. The Club’s policies and regulations are outlined below.

Squash Courts Playing Privileges

Members who have paid annual dues as Adult, Family, Couple, Junior or Student members have playing privileges at the Cedar Hill Squash Centre.  All club members have unrestricted access to the Fitness Room.  

Booking Rules and Guidelines

Members may book squash courts online (via the link above or at gigasports.com) or by phoning the Cedar Hill Recreation Centre at 475-7121 no earlier than 7:00 a.m. Monday to Friday, and no earlier than 8:00 am on Saturday and Sunday two days in advance.   When tournaments and special events restrict availability, remaining bookable courts on those days may be deemed as prime time at the discretion of the club professionals.

 On-Hold Policy for Individual Members

If a Member is unable to use the courts because of a serious injury for an anticipated minimum period of three months or because of a temporary absence from the Victoria area for more than three but less than twelve months, the Member may apply, in writing, to the Board of Directors to exercise its discretion to have his or her membership put on-hold.  The Board will review all requests for membership holds at the next Board Meeting (Third Tuesday of the month).  If the Board so determines, the Member's annual renewal date will be extended by the length of the on-hold period.  If granted, on-hold status begins the date the application is received by the Board. On-hold memberships, which are not renewed within 12 months of the date the on-hold period commences, shall lapse.  Memberships will not be put on hold from a date prior to the written application.  If a member returns prior to the minimum three month period governing a serious injury, use of courts is subject to guest fees until the end of the suspension period.

* All memberships put on hold are subject to a $30.00 Admin fee to be paid at reception once a membership has been accepted to be put On-Hold.

Changes to Fees

Annual membership fees are set by the members by resolution at each Annual General Meeting. Membership is for a one-year period and all annual and monthly installments must be paid for said period.

Refunds For Individual Members

Membership fees may be refunded where a Member permanently moves from the Victoria area or is permanently disabled.  A request in writing must be made to the Board of Directors.  If granted, a refund will be calculated from the date the request is made. Prorated refunds may be issued by the Board in the event of the death of a Member, if a written request is made by the deceased Member's Personal Representative.  All requests for refunds will be reviewed at the next Board Meeting (Third Tuesday of the month).

* All memberships accepted for a refund are subject to a $30.00 Admin fee to be paid at reception prior to the membership refund being issued.

Late Payment of fees

Upon the expiration of an annual or Student Term membership, members will be required to pay regular drop-in rates until such time as the membership is renewed.

Board of Directors

The Board of Directors consists of four officers (President, Vice President, Treasurer and Secretary) and up to five additional directors. The Board is elected for a term of one year at the Annual General Meeting.

Voting

All members in good standing may vote at Annual General Meetings and Extraordinary General Meetings. The by-laws of the Club are available from any director on request.

Damage

Members are require to wear clean footwear that will not mark the floors of the squash courts. A Member may be held responsible for reimbursing the Association for any expense related to repairing damage to the Squash courts or ancillary facilities caused by the Member’s negligence.

Lost or Stolen Articles

The Cedar Hill Squash Club is not responsible for articles lost or stolen at the Cedar Hill Squash Centre.

Coaching Services at Cedar Hill

As a squash club, CHSC is very fortunate to have in Ben and Giselle, two outstanding squash professionals providing the best possible squash experience for our members. A significant amount of our two pros’ income is derived from providing coaching to our members and our community.

The overall success of our club can be judged by the effectiveness of our squash professionals. We believe that at this time our club is extremely healthy and a good measure of this is the coaching they provide.

Having retained three certified coaches to administer the coaching at our club, all coaching done at the club should be through either Ben, or Giselle or programs organized by them.

To ensure fairness to our squash pros and guarantee that the quality of coaching at our club is of the highest possible standard, we ask all members to refrain from seeking coaching assistance and paying anyone other than our squash pros for coaching at the CHSC.

If anyone has any questions regarding this, please direct them to our Club Executive Committee in writing.

Complaint Policy

The club seeks to foster a social and playing environment which is both hospitable and respectful towards all patrons.  The club adheres to the standards of conduct as set forth in the Squash BC Code of Conduct   If a member believes these standards have been breached by the conduct of another member, guest or contracted club Professional, a member may lodge a Form of Complaint  with the club president which will be adjudicated by the Board of Directors.  Please refer to “Complaint Policy and Procedures” for policies regarding the complaint resolution process.

 COMPLAINT POLICY AND PROCEDURES

If a member feels that another member has contravened club rules, she or he can file a “Form of Complaint” with the club President. 
1.0   A formal complaint must meet the following conditions:
a. The complainant must be a witness and/or be directly affected by the incident.
b. The complainant must fill out a “Complaint Form” within 30 days of the incident.
c. If the complainant was not a witness to the incident, then a witness statement must be provided.
d. Witness statements are necessary to confirm the incident.
 
1.1       Once a formal complaint has been accepted by the club President, it will be forwardedto the Board of Directors. The Board will determine the validity of the complaint and if the incident contravenes club rules. If not, the complaint will be dismissed. Should the subject of the complaint be the President or the Board of Directors, then the club president shall appoint an independent third party to adjudicate who is acceptable to the Complainant and the Subject of the complaint.           
 
1.2       Within 14 days pursuant to a decision made in 1.1, the club President shall provide
to the Subject of the Complaint, and in the case of a minor, the Legal Guardian:
a. A copy of the report or complaint;
b. Copies of any witness statements provided at the time of the complaint;
c. Copy of the club rules so that the Subject of the Complaint can review the
    rules and their contents;
 
1.3       The club President will request a letter of explanation from the Subject of the
Complaint. This letter should, where applicable, be accompanied by witness statements.
The Subject of Complaint will have 14 days to respond.
 
1.4       The Board of Directors, having reviewed all the relevant materials supplied from abovemay request further information from the Complainant, Subject of the Complaint and/or any witnesses to the incident.
 
1.5       The Board once having reviewed the complaint will have 14 days to decide upon one of the following actions:
a. Decide that no further disciplinary action needs to be taken;
b. Send a letter of reprimand to the Subject of Complaint outlining that his/her
name has been flagged and that a subsequent violation of club rules
may result in disciplinary action or
c. Decide that a Hearing should be conducted before the Board and ensure that all parties will be notified accordingly.