Executive Committee Members & responsibilities


Revised: September 2019

PRESIDENT:


Provide leadership to Club volunteers and members in a manner consistent with and supportive of the Club’s Mission and Constitution.

Chair all Executive meetings – approx. 5 per year.

Receive the Treasurer’s annual proposed budget and year-end report.

Receive reports from convenors once per year or more frequently as needed.

Arbitrate any controversies between members which are related to a Club activity.

Make decisions on urgent matters when time does not permit the Executive to be polled.

Organize the Annual General Meeting for November of each year


Revised: September 2019
PAST-PRESIDENT:


Assist the President as necessary.

Assume the responsibilities of the President in his/her absence.

Chair the Nominating Committee and manage the elections of Executives at the Annual General Meeting.

Provide background information from past experience for clarification as required.


Revised: September 2019
VICE-PRESIDENT:

Assist the President as directed and assume the chair at meetings when called upon.

Direct and oversee the welcoming and orientation of new Club members.

Lead initiatives and procedures as requested by the President.
Become familiar with all Executive roles, procedures and practices in preparation for the role of President.
Serve as the Executive Committee’s archivist by ensuring the maintenance of significant documents and materials to preserve an ongoing record of the Club’s history, including a list of all Club events for insurance purposes.

Liaise between the Executive Committee and the Webmaster vis a vis requests and approvals for changes to the Club’s website.

Deliver the President’s announcements on trips when a second bus is required and provide support to the 2nd Bus Captain when needed.​

Requirements

Organizational, leadership and communication skills. ​

Revised: September 2019
TREASURER:

Prepare yearly operating and trip budgets for approval by the Executive.

Provide Financial Statements for the Annual General Meeting and Executive Meetings.

Prepare financial analysis of various scenarios to support Executive decision making.

Open and maintain an internet bank account for the Ski Club and pay all invoices for budgeted items approved by the Executive. Administer signing authority for the Ski Club’s account. Balance account every month to statements.

Collect annual dues, record cheque #s and deposit. Ensure required Club banking info is up to date in of Cross-Country Canada’s Zone 4 system and ensure accuracy of CCC membership fee debits to Club’s account.

Collect ski trip funds, record cheque #s, balance and deposit. Prepare initial manifest for each ski trip and forward to Trip Convener. Record and keep track of trip pre-payments and postdated cheques. Forward weekly payments to the bus company. Produce year-end annual trip summary reports.

Collect Awards Luncheon fees and deposit. Forward payment to Luncheon venue and purchase ski awards (Tim Horton Cards) in denominations as requested by executive.

Requirements:

Good knowledge of Excel spreadsheets – e.g. development and use of formulas and linking sheets

Knowledge of accounting - balancing accounts, making deposits, recording expenses, creating budgets and conducting analysis.

Revised: September 2019

SECRETARY:

Maintain minutes of all meetings.

Take minutes and record all votes at all meetings and forward copies to the President and Committee Members.

Reserve AGM for November.

Issues AGM minutes to all members.

Update ongoing record of executive members and other volunteers for the purpose of properly recognizing their service. Make this available to the VP and/or President as needed.

Assists other Committee members as required.


Revised: September 2019
MEMBERSHIP CONVENOR:

Attend all Club Executive meetings and report on membership status.

Prepare and maintain a membership application form that includes all required member information, ensuring it is posted on the website.

Arrange permission for member parking at Centennial Hill on Bus Trip days.

Attend the AGM and accept membership applications, ensuring that all applicants are ages 55 or older and have completed Cross Country Canada’s (CCC) current Consent Form.

Forward all monies and cheques received to the Treasurer for deposit.

Keep membership information data up to date in CCC’s system with minimum monthly updates and more frequently where there are significant membership changes.

Prepare and update at least monthly for Nov., Dec. and Jan., a membership list containing the following information: Name, Address, Postal Code, Telephone Number, Vehicle License Number, Birth Date and E-mail Address for use by executives.

Provide a members list to all members by e-mail, or by post to those not e-mail enabled, before the end of January showing Name, Address and Phone numbers for car pooling and member communication purposes.

Support the orientation and integration of new members within the Club, including informing the Name Tag Convenor of the names of new members.

Record Keeping:

retain all member and guest consent forms and accident reports for a minimum of three years

track guests and their associated members, for all club activities, to comply with Cross Country Canada’s insurance requirements

prepare a membership history report annually and provide a copy to the Club Archivist (currently the VP) for filing as well as to other executives on an as-needed basis.

Liaise with Nametag Convenor to ensure:

     - new members receive orange/goldenrod name tags

     - regular members have white nametags and executives have yellow name tags

Liaise with Lead Ambassador/Vice President to ensure new members are contacted and offered club orientation information

Assist the successor Membership Convenor as needed to allow for a smooth transition.

Requirements: Ability to compose emails for mass distribution and facility in creating and updating Excel and Word documents. N.B. Most of the incumbent’s work takes place from Nov. – Jan. inclusive.


Revised: September 2019
TRIP CONVENOR:

The previous Trip Convenor will have planned the new season's trips so that the new Trip Convenor's responsibilities will start at the AGM. The Treasurer will arrange to have signing authority transferred to the new Convenor. The previous Convenor will pass on the following information: Names, telephone numbers and emails of contact persons at the resorts and the bus company.

Trip Procedures: 

The Trip Convenor in consultation with the Treasurer will decide if the trip is a go or needs to be cancelled or if the destination needs to be changed.  This decision may be made in conjunction with the bus company if poor road conditions are anticipated and with the resort if poor or unsafe trail conditions are anticipated.  Confirmation or cancellation of the trip and the number of skiers will be made to the bus company and the resort on the Monday before the trip by 2:30 p.m. The membership will be informed of cancellation by email.  

The bus route should be verified with the driver before leaving the parking lot at Centennial.  If the driver has a transponder available, it may be used on the return trip if needed due to heavy traffic.  

Fees for the first trip are collected by the Trip Convenor at the AGM or sent in by mail to the Trip Convenor. After recording all fees collected on a Trip Booking Spreadsheet, all fees are to be turned over to the Treasurer at the earliest possibility. The Treasurer will prepare a passenger list or manifest to be emailed to the Trip Convenor who will then adjust it to reflect any late additions or cancellations. Two copies, one for the going trip and one for the return trip will be printed for use on the bus and two for the bus captain if a second bus is required.  Members are checked in on the outgoing manifest as they arrive and payment will be accepted and recorded at this time for future trips.  A head count of passengers will be made before the bus departs at 9:00am. All information recorded on the outgoing manifest is to be copied onto the return manifest for use on the return trip and for updating the trip booking list.

 Announcements such as introducing the driver, information regarding trail passes, lunch area, return time, etc. should be made before reaching the resort.  The Convenor may wait until after phoning the resort before arrival to make some announcements.  The President may choose to make these announcements.

The Trip Convenor must record and track all Guests, to ensure they have signed the CCC Informed Consent and Assumption of Risk Agreement before being allowed on the bus. These agreements are to be transferred to the Membership Convenor for storage.

At the Resort:

The Convenor uses a club cheque to pay the ski facility for the day's passes.  If the resort offers a complimentary pass this may be used by the Convenor. The Convenor makes the passes available to each member.  The collected cheques or cash payment from members will be given to the Treasurer.  Before leaving the resort, the Convenor will ensure that the area used by members is left in the same state as when they arrived, and check for items left behind.  

Return Trip:

The Convenor must make a head count to ensure that everyone is on the bus before departing.  The Convenor will circulate the mileage sheets and keep a running total for each member to be used at the Annual Awards Luncheon.  

Any further announcements should be made just before arrival, to thank the driver, remind members to take their belongings and deposit garbage in the bag at the front of the bus etc.  

A tip of $----- is given to the driver in an envelope. This tip will be provided by the Treasurer.

Reports:

Trip reports with information regarding attendance, complaints re bus or resort etc. should be given the Executive at each meeting. 

A comprehensive trip report is presented at the AGM in November.

Cancellation Procedure by members:

If a skier has prepaid and is unable to participate the Trip Convenor must be contacted by phone or email no later than 8:00 a.m. on the Monday preceding the trip.  Otherwise a fine will be charged.  It is the member’s responsibility to notify the Convenor if they plan to ski the following week.  If the member plans to be away or unable to ski for a longer period, the Convenor should be informed.

Pre-planning Procedures:

These should be started by mid to end of September.  Destinations are planned by the Convenor with input from the Executive.  Contact the bus company to determine the transportation cost to ski areas.  Contact the ski resorts to determine the cost of trail passes.  Confirm trip costs with the Executive with required input from the Treasurer.  Prepare a list of trip destinations and dates to be distributed to the membership at the AGM.

Accident:
Where someone is incapacitated in some way:

Make sure that the emergency contact is notified.

Ensure the person is adequately recovered, or either at the hospital or being picked up by the emergency contact. This may include getting driven home from the parking lot on the return journey.

Make sure that the individual is not stranded if the bus driver will not transport them back from the resort.

The trip Convenor must notify the Club President immediately in case of an emergency.

The Trip Convenor must prepare a CCC Incident Report and with the concurrence of the President, report the incident to CCC and the Insurance Company if a liability claim is reasonably foreseeable. All Incident Reports are to be transferred to the Membership Convenor for storage.

Injury Report Form:
Before the beginning of each year’s events, the Trip Convenor will ensure that an updated Injury Report Form is distributed to the Hike Convenor(s) and to all Special Ski Trip Co-ordinators, such as Cedar Grove and Kawartha Nordic.

Revised: September 2019
SOCIAL CONVENOR:

Coordinate planning and preparation for social events, including organizing committees of volunteers where needed and reporting to the Executive Committee for planning, expense approval and analysis purposes.

November: Reception at AGM:
Arrange refreshments including coffee, tea, water, juice, baked goods and include plates, cups, serviettes, spoons, milk, cream, etc.

Setup and cleanup before and after.

March: Wine and Cheese at Ski Hill: 
With Executive arrange site and date. With budget implemented, purchase wine. Order cheese trays depending on guest numbers along with boxes of crackers, grapes, water and juice. Include plastic wine glasses, water/juice glasses, paper plates, napkins, cutlery, serving pieces, baskets, trays, tablecloths, etc.

Setup before and cleanup after.

April: Awards Luncheon Markland Wood Golf Club: 
Arrange a meeting with Catering Manager late February or early March to plan date, menu and cost to present to Executive. A theme is planned, table favours and draw prizes are decided as well as invitations to honourees, member invitation, etc.

September BBQ: 
With executive, plan date, location and invitation (e-mail), including games/events. The Club pays for hamburgers, condiments and coffee/tea etc. Members bring appetizers, salads and dessert. Provided too are plates, cutlery, serving trays, napkins, glasses, etc.

Setup before and cleanup after.

Revised: September 2019
MEMBER AT LARGE:


The purpose of this Executive Committee role is to:

       - facilitate the development of qualified future leaders, familiar with the workings of the Club and the needs of its members; and

        - ensure the Committee has adequate resources to oversee and carry out the existing functions of the Club, as well as to improve existing programs, policies and procedures and to create new programs, policies and procedures as may be required.

The incumbent’s primary responsibility is to develop a comprehensive understanding of the Club’s Mission and Constitution and of all the activities and practices required to fulfill the requirements thereof.

It is anticipated that the incumbent’s learning will be enhanced through an active involvement in the running of the Club and/or the work involved in the development and management of new initiatives.

OTHER VOLUNTEER ROLES

Revised: Sept. 2019
SECOND BUS CAPTAIN:

On trips where a second bus is required:

Greet members and their guests as they enter the bus, check their names off on the manifest provided in advance by the Trip Convenor, and record their payments (cheques or cash) for this or future trips, being sure to collect the extra payment required when the trip has not been pre-paid

Ensure guests complete and sign a waiver form before the bus departs

En route to the ski destination mark the names of members and their guests present on your bus on a second copy of the manifest for use on the trip home and make announcements to passengers as requested by the Trip Convenor

Provide original completed manifest and payments to Trip Convenor upon arrival at the trip’s destination

On the return trip, greet passengers returning to your bus, ensuring that all are accounted for before departure

While en route home, circulate the mileage sheet for members’ completion and circulate treats

Complete your journey with closing announcements as suggested by the Trip Convenor

Return completed mileage sheet to the Trip Convenor

Requirements:
A friendly welcoming personality

Good organizational and record keeping skills

A cell phone to keep in touch with the Trip Convenor en route

A computer and printer to receive and print weekly manifests and other information received from the Trip Convenor

Honorarium:
The Second Bus Captain receives a free trail pass when serving as Bus Captain


Revised: Sept. 2019
HIKE CONVENOR:

Solicit hike leaders for the Spring and Fall seasons via an address to attendees at our Annual Awards Luncheon and via all-member emails

Provide hike leaders with access to a Hike Submission form, including:

- notes re: leader’s responsibilities

- notes re: hiker’s responsibilities

- headings for completion by hike leader to provide hikers with hike- specific information

Provide hike leaders with access to the Injury Report Form for their guidance and completion, where appropriate


Ensure all Guest Hikers’ completed CCC waiver forms are provided to the Club’s Membership Convenor for file retention

Publish Spring & Fall Hiking Schedules and leader’s description of each hike

Prepare and submit to the Club’s President, by year end, an annual report documenting:

- hikes held and the leader and number of participants for each hike

- a tally of total mileage for each participant

- experiences of note and recommended improvements


Revised: September 2019
NAME TAG CONVENOR:


Source, purchase and maintain a supply of lanyards (quick release) and name tag holders (cost reimbursed by the club).

Receive names of new club members (after the Annual General Meeting as well as by email throughout the season) from the Club Membership Convenor. For each, produce an orange/golden rod coloured name tag.

Receive names from the Club Membership Convenor and produce white coloured name tags (regular member) for the previous season’s new members as well as club executive members who have stepped down.

Receive names from the Club Membership Convenor and produce yellow coloured name tags for newly elected club executive members.

Distribute name tags to members on ski days.


Note: if name tag holders or lanyards are defective they are replaced at no charge to the member, otherwise there is a $3 fee.

Created: September 2019
LEAD AMBASSADOR

Purpose of this Volunteer role is to serve as an information liaison and host for new members in the pre-season from AGM through the 1st 6 weeks of the ski season

It is a non-executive role with a 2-3 month term at start of a given ski year.

Communications are to assure coordination between relevant Coordinators:

> the Membership Coordinator for updated list of new members

> the Nametag Convenor as needed if need to assist distribution of tags on start dates

> the Trip Convenor to finalize planned start dates & changes

The Ambassadors are notified of changes in planned start dates

A status report will be provided for Executive Meeting at end of season

Functions of the role include:

Send an introductory letter to all new members once registration is completed

Determine new members’ ski or snowshoe skills ability and other relevant information by distribution and analysis of a simple questionnaire

Anyone who is identified as lacking basic ski or snowshoe abilities is encouraged to source information in Online How-to videos and if possible, to practice with a friend at a local park.

Facilitate a pre-season face to face or phone conference meeting with new members to promote group cohesion. Review information sources on Website and to reinforce Club Safety Guidelines. Explain the role and scope of the Volunteer Club Ambassadors

Recruit and coordinate Club Ambassadors and provide support to them as needed

Provide follow-up as needed and at end of support program term by a questionnaire with results presented to Executive


Created: September 2019
CLUB AMBASSADORS

Club Ambassadors are members who have prior experience with the various ski sites the Club visits and have reasonable trail, ski abilities

Their ski abilities should accommodate to new members’ skills at one or more levels: beginner, intermediate and advanced

Good communication and facilitation abilities are essential

They should be familiar with Club Safety precautions as well as accident management

Club Ambassadors are not instructors, simply guides. They will ideally introduce the new member to other Club members to facilitate an independent member ongoing

They can be asked 1 or 2 times for their assistance. The Ambassadors roster should have adequate volunteers to assure their commitment is manageable

A full day or 1/2 day of accompaniment should generally meet the introduction need



WEBMASTER:
Maintain web site

























Etobicoke 

X-Country Ski Club