Team Admission & Expansion Policy

Bay of Quinte Minor Football (BQMF)

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1. Purpose

Bay of Quinte Minor Football (BQMF) is committed to continuously improving the league by strengthening competitive balance, ensuring long-term sustainability, enhancing player safety, and increasing opportunities for children to enjoy the game of football.

As part of this commitment, BQMF will periodically explore the expansion of the league through the addition of new or returning teams.

 

This policy outlines:

• The application process for teams seeking to join the league

• Minimum entry requirements

• Expectations during a mandatory probationary year

• The decision-making process for formal league inclusion

 

2. Application Process

Any team that is not currently a standing member of Bay of Quinte Minor Football—including new teams or teams seeking to rejoin the league—must complete the application process outlined below.

Application Steps

1. Expression of Interest
   Team representatives must formally communicate their interest in joining BQMF to the League Commissioner no later than January 31 preceding the upcoming league season.

2. Preliminary Review
   The League Commissioner will conduct preliminary due diligence, including:

   • Online research

   • Contacting previous leagues or organizations the team has participated in
     This review is intended to identify any outstanding issues, unpaid fees, disciplinary concerns, or risks relevant to league participation.

3. Commissioner Meeting with Applicants
   The League Commissioner will meet with the applicant team representatives to:

   • Discuss their interest in joining BQMF

   • Review plans to ensure team viability

   • Outline minimum league requirements

   • Explain the probationary year process and expectations

4. Consultation with Existing Teams & Vote
   The League Commissioner will meet with existing team representatives and present:

   • Findings from the preliminary review

   • Summary of discussions with the applicant team

   • Any anticipated support or resources required

Existing teams will then vote to accept, delay, or reject the application.

• Voting may occur in person or virtually

• Each existing team receives one vote

• A majority vote is required for acceptance

• In the event of a tie, the League Commissioner will cast the deciding vote

The outcome of the vote must be communicated to the applicant team in a timely manner.

 

3. Minimum Parameters Required to Join the League

Before a team may formally begin league activities, the following minimum requirements must be met:

1. Coaching Certification

   • At least two (preferably more) coaches who have completed NCCP Safe Sport and Heads Up Football certification

   • The league may assist new teams in meeting certification requirements

2. Equipment Access

   • Access to football equipment suitable for a minimum of 32 players

3. Practice Facility

   • Access to a regular practice field

   • Preferably affiliated with a high school, though this is not mandatory

4. Screening Requirements

   • Completed Vulnerable Sector Checks for all coaching staff

Team branding, volunteer recruitment, detailed coaching plans, and administrative setup may be developed during onboarding; however, all minimum parameters above must be in place before any formal league practices may begin.

 

4. Probationary Year Requirements

All new or returning teams are required to complete a mandatory probationary year prior to consideration for formal inclusion in BQMF.

During the probationary year, the following conditions apply:

• Practice Observations
  The League Commissioner may attend practices throughout the season to observe:

  • Compliance with league rules and guidelines

  • Adherence to Safe Sport and Heads Up protocols

  • The creation of a safe, inclusive, and positive team environment

• Financial Sustainability Review
  The team must submit a mid-season budget summary to the League Commissioner.
  This review is intended to assess long-term team sustainability, not to dictate or scrutinize spending decisions.

• Parent & Player Feedback
  The League Commissioner will conduct a brief survey of parents and players to gather feedback on:

  • Player experience

  • Coaching approach

  • Alignment with league values and expectations

• Issue Identification & Resolution
  Any concerns identified during the probationary year—such as safety issues, coaching concerns, or failure to follow league guidelines—will be communicated immediately to team representatives.

The expectation is that concerns are addressed promptly and collaboratively, with the League Commissioner assisting in developing corrective actions where needed.

 

 

5. Formal Inclusion Decision

Within 30 days of the conclusion of the league season, existing teams will meet to review the status of all probationary teams and determine their future participation in BQMF.

 

Possible Outcomes

A. Formal inclusion as a full league member
B. Requirement for an additional probationary year
C. Non-inclusion, where the team is determined not to be an appropriate fit for the league

Voting Process

• Each existing team receives one vote

• Voting may occur in person or virtually

• A majority vote is required

• In the event of a tie, the League Commissioner will cast the deciding vote

The final decision will be communicated to the probationary team and is final, with no appeal process.

 

6. Post-Inclusion Status

Any team formally accepted into Bay of Quinte Minor Football:

• Becomes a full voting member of the league

• Is added to league governance structures, including AGM participation and board-level operational discussions

• Is subject to all league policies, expectations, and ongoing compliance requirements