DC FRONT RUNNERS

MEMBERSHIP CONDUCT POLICIES

DC Front Runners Anti-Harassment Policy
Adopted by DC Front Runners Board, March 2017

 

DC Front Runners (DCFR or “the Club”) strives to create a safe space for all of its members. To that end, DCFR affirms the right of all its members and coaches and anyone else associated with our organization to be treated with respect and to be free of harassment and discrimination while participating in any and all DCFR activities wherever held and including digital and other media. Harassment or discriminatory behavior is any conduct that creates a hostile or threatening environment. Harassment, discriminatory behavior or bullying includes, but is not limited to hostile comments, name calling, unwanted physical or sexual contact, verbal harassment or unwanted innuendo, or other behavior that intentionally demeans a person based on her or his age, athletic ability, ancestry, color, disability, ethnic background, familial status, gender identity or expression, genetic information, national origin, race, religious creed, sex, or sexual orientation. DCFR reserves the right to suspend, penalize or expel any member who does not abide by this Anti-Harassment Policy. To report a possible violation of this, or any of the Organization’s policies, please see the Reporting Policy Violations and Anti-Retaliation Policy.  

 

DC Front Runners Sportsmanship Policy

Adopted by DC Front Runners Board, April 2017

While members of DC Front Runners (DCFR) are encouraged to compete with guts, grit and heart, we are also expected to adhere to a high standard of sportsmanship. As a visible, out, and proud LGBT sports organization, the image we project to each other, to the LGBT community, to other runners, and to the community at large reflects not only upon our club but upon the entire LGBT community.  With that in mind, DCFR strives to not only abide by all rules of competition but to set a higher standard of which all our members and the LGBT community can feel proud. As Front Runners, we commit to be enthusiastic, compassionate, honest, honorable, respectful, and supportive towards all runners, teammates, and competitors, especially those who have overcome obstacles to participate.

 

By representing DCFR at racing events and participating in the club’s racing-related activities, members agree to:

1.    Demonstrate an appropriate level of respect toward teammates, competitors, race volunteers, race officials, and spectators.

2.    Abide by official race rules and local, state, and federal laws.

3.    Engage in ethical behavior and fair competition.  Unethical and unfair behavior includes, but is not limited to: “cutting the course” (intentionally omitting portions of the course during the race), using a “bib mule” (having a faster runner participate in their stead and then claiming the result as their own), falsifying race results, using performance-enhancing drugs, or knowingly assisting another participant in such acts.

Failure to fulfill the above could result in removal of race results from the DCFR Race Results database, ineligibility for racing-related resources available to DCFR membership (e.g. complimentary registrations for local races or extra bibs for sold-out races), or a long-term ban from the DCFR Race Circuit.

 

To report a possible violation of this, or any of the DCFR’s policies, please see the Procedure on Reporting Policy Violations and Anti-Retaliation Policy. 

 

 

DC Front Runners Procedure on Reporting Policy Violations and Anti-Retaliation Policy

Adopted by DC Front Runners Board, March 2017

 

To ensure that DC Front Runners (“the Club”) maintains a safe and welcoming environment for everyone, the following sets forth the procedure for reporting conduct that violates any of the Club’s policies and further establishes the Club’s policy against retaliation for reporting, in good faith, conduct believed to violate the Club’s policies.

 

If any board member or club member, or person associated with the club, knows or has a reasonable belief that a person or persons associated with the Club has violated the Club’s policies, that person should file a complaint immediately.

 

A complaint may be made in writing and shall be made to a member of the Board or to a member of the Advisory Committee. A complaint may be made confidential in accordance with the conditions set forth herein. Any member of the Board or Advisory Committee receiving a possible violation of the Club’s policies shall promptly prepare a detailed written report.

 

After receiving a complaint and preparing a detailed written report, that Board member or Advisory Committee member shall immediately provide the report to the Coordinator. However, if the actions or allegations underlying the complaint involves a Board member, the person taking the complaint and written report shall refer it to the Advisory Committee. The member of the Board taking and reporting the complaint, together with the Coordinator or Advisory Committee, shall take all reasonable efforts necessary to ensure that the person or persons complained of, or involved in the actions or allegations underlying the complaint, is not so informed of the complaint in the first instance until the Coordinator with input from the Advisory Committee makes a determination as to the potential course of action with regard to an investigation into the accusation(s).

 

The Coordinator shall determine whether the allegations complained of should be reviewed by counsel, and if so, shall promptly confer with counsel as to the appropriate course of action.

 

Nothing contained in this policy shall limit the right of any director, officer, or club member, or any person associated with the club, to report a complaint known or believed to have violated the Organization’s Policies, or any law, rule, or regulation, to any enforcement authority or agency.

 

Regardless of whether or not the Coordinator chooses to confer with counsel as to the allegation(s), unless advised otherwise by counsel, he or she (or they) shall report the complaint and allegation(s) to the Board and Advisory Committee promptly, and confer with the Board as to the appropriate course of action, including but not limited to, the conducting of interviews of the person or persons making the complaint, any known witness to the conduct underlying the complaint, and the person or persons complained of. All members of the Board charged with any portion of the investigation into the complaint shall document their findings and report them to the Coordinator. All investigation reports and findings shall remain confidential, and shall not be disclosed to any individual outside the Board, unless required to in aid of a complaint made to a law enforcement agency.

 

Upon the completion of its investigation into the complaint, the Coordinator shall make a recommendation to the entire Board as to what action, if any, the Club should take in response to its findings, which may include, but is not limited to, a written warning to, or suspension or expulsion from the Club any person(s) found to have violated the Club’s Policies. The Board shall make a final determination as to the appropriate sanction, if any. However, no member of the Board found to have been involved in the conduct complained of shall be part of any final determination.

 

Furthermore, in order to promote the free and confidential exchange of information which may form the basis of a complaint, no officer or club member shall take any action harmful to any person who, in good faith, reports a suspected violation of any of the Club’s Policies. Nor shall any officer or club member take any action that is harmful to any person who provides information to a member of the Board in connection with its investigation into a complaint, or against anyone who participates in, or assists the investigation or adjudication of a complaint. A complaint that the foregoing provision against retaliation has been violated shall be subject to the same procedures and discipline as set forth above.

 

The foregoing shall not, in any way, alter the Club’s Conflict of Interest Policy. 

 

DC Front Runners Conflict of Interest Policy

Adopted by DC Front Runners Board, April 2017

As a tax-exempt organization, DC Front Runners (the “Club”) has a special obligation to uphold the public trust. The affairs of the Club must be conducted in a manner that avoids impermissible private benefit, or the appearance of such private benefit. This obligation requires that any individual who has authority to make decisions on behalf of the Club, such as a director, officer, committee member or program or event manager, take steps to inform the Club’s Board of any personal interest that he or she might have in a transaction or contract with the Club or between the Club and a third party.

 

Duty of Loyalty and Conflicts of Interest

Under the Code of the District of Columbia Not-for-Profit Corporation Law, herein after “the Code” (Chapter 4, as may be amended), Directors and Officers of DCFR  shall discharge their duties of loyalty as specified according to the Code (§ 29–406.30). Standards of conduct for Directors and Officers of the Club shall follow those specified by the Code.

Directors

A.    Standards of liability on Directors shall follow the provisions of the Code, as exemplified in Standards of liability for Directors (§ 29–406.31).

B.    Loans may not be made to Directors or Officers except under the same provisions as specified in the Code (§ 29–406.32).

C.    Director’s personal liability for unlawful distributions shall follow those specified in  the Code (§ 29–406.33).

 

Officers

A.    The Standards of Conduct for Officers of the Club shall follow the Standards for Officers as exemplified in the Code (§ 29–406.42).

B.    Indemnification of Directors and Officers shall follow the provisions as outlined in the Code (§ 29–406.51- § 29–406.52, § 29–406.55- § 29–406.56).

 

Conflict of Interest

A.    Voidability of Conflicts of Interest shall be determined according to the provisions of the Code (§ 29–406.70).

B.    Procedures for dealing with impermissible business opportunities shall follow the rules as outlined in the Code (§ 29–406.80).

 

Code of the District of Columbia Not-For-Profit Corporation Law (URL valid as of time of adoption but may change): https://beta.code.dccouncil.us/dc/council/code/titles/29/chapters/4/

 

DC Front Runners Policy on Reporting Unethical or Illegal Conduct

Adopted by DC Front Runners Board, March 2017

As stewards of DC Front Runners (the “Club”), officers are expected to ensure that the Club complies with high standards in financial accounting and reporting, and engages in lawful and ethical behavior. This Policy is intended to remind officers of this expectation, and to encourage all to report to the Board or Advisory Committee any concerns about possible violations, as it concerns the Club’s resources or financial operations. To report a possible violation on this, or any of the Club’s policies, please see the Procedure on Reporting Policy Violations and Anti-Retaliation Policy.

DC Front Runners Record Retention Policy

Adopted by DC Front Runners Board, March 2017

 

DC Front Runners (“the Club”) will maintain club documents, records, and financial documentation based on best practices and DC/Federal laws and guidelines.

 

The following types of documents shall be retained permanently: independent audit reports, corporate resolutions, checks, legal and important correspondence, deeds/mortgages/bills of sale, income tax exemption determination letters, year-end financial statements, insurance policies and documentation, tax returns and paperwork, and club minutes/bylaws/charter.

 

Financial documents (either digital or hard copy), other than the records listed above, shall be retained by the Club for a period of no less than 7 years from the end of the fiscal year that document was valid.

 

All other documents related to the Club’s business (either digital or hard copy) other than financial records shall be retained in compliance with District of Columbia Not-for-Profit Corporation Law §29–413.01.

 

Records and materials of a historical nature will be placed in the Club’s permanent archives, which are maintained by the Secretary/Archivist. Members are encouraged to donate historical material to the Club’s permanent archives.

 

Portions of this Policy were adapted from the National Council of Nonprofits (URL valid as of time of adoption but may change): https://www.councilofnonprofits.org/tools-resources/document-retention-policies-nonprofits

 

Code of the District of Columbia Not-For-Profit Corporation Law (URL valid as of time of adoption but may change): https://beta.code.dccouncil.us/dc/council/code/titles/29/chapters/4/