Friday, May 9, 2008

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Policy Manual

This is a brief summary of the new Policies and Procedures Manual. Excerpts from the manual re-printed here have been hyperlinked and appear underlined and of a colour different from the text. The complete manual is available in PDF format using this link Policy Manual. (Note: The free Adobe Acrobat Reader will be required in order to view the document in this format.) The Manual is also available in the upper level of the cabin, or from Executive members as noted in the Preface.

This manual was developed in 1998 by a joint effort of Steve Wagar, Linda Piovesan, Collette Beaulieu, Chris Hawkins, and Jeff Bennett, with additional input from a number of Club members. If you would like to add to a section or comment on the content of the manual, please contact one of these people in writing. The manual is to be reviewed prior to each AGM. This is your chance for input to the "Rules of the Road" for YOUR ski club.

TABLE OF CONTENTS

PREFACE

1. CLUB POLICY STATEMENTS

1.1 Policy Manual

1.2 Constitution

1.3 Annual General Meeting

1.4 Facility Use Agreement and Waiver

1.5 Otway Resident Agreement

1.6 Club Projects

1.7 Jack Rabbits

1.8 Criminlal Record Checks

1.9 Membership Information

1.10 Life Membership

1.11 Event Budgets

1.12 Club Expenses

1.13 Professional Development or Competitor Support

1.14 Insurance

1.15 Cabin Crew

1.16 Snow Groomer

1.17 Greenway Trail Access

1.18 Mike Reid Memorial Scholarship

1.19 Conflict of Interest

1.20 Biathlon

1.21 Biathlon Rifle Rental

2. CLUB PROCEDURES

2.1 Parking Lot Control

2.2 Open House

2.3 Ski Swap

2.4 Club Events and Races

3. TRAIL ETIQUETTE

4. INFORMATION FROM RELATED ORGANIZATIONS

4.1 CCBC

4.2 Biathlon B.C.

5. FORMS . EXAMPLES

6. RESIDENT AGREEMENT

7. EXECUTIVE POSITIONS - JOB DESCRIPTIONS

Executive

8. CONSTITUTION

9. TRAIL MAP

 

PREFACE

The Caledonia Nordic Ski Club is a full-service ski club incorporated under the Societies Act of British Columbia. As such, the Caledonia Nordic Ski Club (hereafter referred to as "Club") has responsibilities to its members, to Cross Country B.C., and to the public. The primary goal of the Club is to provide a cross-country skiing facility for its members and the paying public. The Club executive, with both elected and appointed members, is tasked with providing direction and guidance to the Club and the members. This includes programs for instruction, training, coaching, and touring, as well as unstructured recreational skiing.

The Club trails on Otway road provide a year-round facility for non-motorized recreational use including, but not limited to, skiing, biathlon, cycling, hiking, running, walking, and orienteering. To cope with the needs of such a diverse range of activities and user groups at the Otway Road facility, the Club executive has developed this Policy Manual to assist the executive when making decisions about the proper use of the facility.

Members of the Club are encouraged to read this Policy Manual and make suggestions to the executive.

The policies in this manual are not retroactive. These policies come into effect as of the date printed on the bottom of each page.

Copies of this manual are distributed as follows: Club President, Secretary, Facility and Event Booking Coordinator, Historian, Main Cabin

1. CLUB POLICY STATEMENTS

1.1 POLICY MANUAL

The Policy Manual will be reviewed annually by the Club executive, prior to the Annual General Meeting. Whenever possible, major policy changes will be introduced to the Club at the Annual General Meeting

1.2 CONSTITUTION

The current Caledonia Nordic Ski Club constitution is included in Section 8. In case of disagreement between the Constitution and the Policy Manual, the Constitution is the final authority.

1.4 FACILITY USE AGREEMENT AND WAIVER

Any group, organization, or event wishing to use the Otway Road facility as the venue shall complete a Facility Use Agreement and Waiver prior to the event. This agreement will be forwarded to the Club executive for ratification.

The Facility Use agreement defines the booking group.s responsibilities for the site. It also includes a liability waiver. See Section 5 for an example. Blank forms are available in the upper cabin at the Otway Road facility or by using the following link Facility Use Agreement and Waiver Form.

VIOLATIONS OF THIS AGREEMENT WILL PREVENT RE-BOOKING BY A GROUP FOR SUBSEQUENT EVENTS.

1.6 CLUB PROJECTS

Any member wishing to pursue a project with the Club, that may require the Club to pay some or all of the expenses, must complete a Project Proposal/Authorization Form. The section for the project budget MUST be completed or the application will be automatically rejected. Blank copies of the form are available in the upper cabin.

The sequence of events for a Project is:

  • complete a Project Proposal/Authorization Form and develop a Project Budget;
  • submit both to the Club executive;
  • Club executive will approve or reject the Project;
  • project sponsor will provide progress reports to the Executive at a schedule to be jointly determined;
  • project funding will be disbursed as required by the approved budget, not necessarily at the beginning of the project;
  • funds will only be paid to people who follow this procedure.

1.11 EVENT BUDGETS

All Club events must provide a budget to the Club treasurer a minimum of 30 days in advance of the event. The event financial statement must be submitted to the Club treasurer within 15 days of the completion of the event.

1.13 PROFESSIONAL DEVELOPMENT OR ATHLETE SUPPORT

Any Club member who wishes to have the Club provide financial support for their participation in an event or course must fill out a "Professional Development / Competitor Support Application". An example of the form is in section 5. Blank forms are available in the upper cabin. Guidelines for providing support are outlined in this document Professional Development and Athlete Assistance in PDF format

1.14 INSURANCE

The Club.s insurance through Cross Country BC (CCBC) covers members for most Club-related activities. A copy of the policy is included in Section 4. The following items are specifically NOT covered by the insurance (see also page 9 of the policy in Section 4):

  • non Club or non CCC/CCBC activities
  • training activities which are of high risk (such as mountain climbing)
  • operation of personal vehicles (individuals using their own vehicles for Club activities and especially carrying passengers should carry a minimum 3rd party personal liability coverage of not less than $1,000,000)
  • open competitions which are outside the usual scope of cross country skiing; this would include but not be limited to triathlons which involve a component of mountain biking or ski jumping)
  • mountain biking and road cycling are covered for training purposes only and in no case does the coverage include racing events or time trials. For mountain biking, there is only 3rd party liability, even if it is a training activity.

Separate from the sport-related insurance, personal goods (ski equipment, tools, other equipment, etc.) are left at Otway at the owner.s risk. THE CLUB INSURANCE POLICY DOES NOT COVER LOSS OR DAMAGE TO PERSONAL ITEMS. If you are unsure about insurance coverage for specific equipment or items that may be left at Otway, contact the Club Treasurer for more information, or take the items home.

1.16 SNOW GROOMER

The Snow Groomer is a paid employee of the Caledonia Nordic Ski Club. Each year, the Club executive will set the amount of the grooming contract. The Groomer is responsible for overseeing the trail grooming and maintenance of the Pisten Bullies, snowmobiles, and other trail equipment, as well as care and maintenance of the equipment and maintenance sheds. The Snow Groomer must have a current trail grooming certification (CCC / CCBC), be a licensed heavy-duty mechanic, and have relevant trail grooming experience. Refer to Job Description - Trails Coordinator, Section 7.

4. INFORMATION FROM RELATED ORGANIZATIONS

This section includes the most recent editions of information distributed by Cross Country B.C. and Biathlon B.C.(Caledonia Nordic Coaching Code of Conduct can be viewed at this link: Coaching Code of Conduct).

4.1 CCBC
  • Membership / Insurance Guide
  • Conflict of Interest Guidelines
  • Program Delivery Suggestions
  • Typical Full-Service Club Infrastructure
  • 1998-99 Officials Information

4.2 Biathlon B.C.
  • Harassment Policy
  • Codes of Conduct - Athletes, Coaches, Officials, Volunteers
  • Drug Free Environment
  • Fair Play Policy

5. FORMS - EXAMPLES

7. EXECUTIVE POSITIONS - JOB DESCRIPTIONS

The constitution allows for modifications of this list as the needs of the Club change.

EXECUTIVE

The Board of Directors of the Society shall consist of up to eighteen voting members, five to be elected each year to an elected Executive Committee and the remainder Representative Members and appointed Members-at-Large. The Executive Committee shall consist of the offices of President, Vice President, Treasurer, Secretary, and Membership. The sixth member shall be the immediate Past President. The Junior Racers, Jackrabbits, Biathlon, Ski Patrol, Youth Programs, and Ski School will appoint representatives to be members of the Board of Directors, with said Representative members being ratified by a majority vote at the next Annual General Meeting. The Executive Committee may appoint up to six Members-at-Large to fill the offices of Trails, Facilities, Public Relations, Newsletter, Touring, Event Coordinator, or as determined by the elected Executive Committee. The elected and representative Directors and Members-at-Large shall be eligible to vote at the meetings of the Board of Directors. All members of the Board of Directors, elected, representative, and Members-at-Large, shall be members in good standing of the Society.b) The first election of Directors of the Society shall be held at the first General Meeting of the society after incorporation. At each Annual General Meeting thereafter, all Directors and Officers of the Society shall retire from office and the voting members of the Society shall elect Directors to fill the office vacated.