Cross Country Newfoundland & Labrador (CCNL) POLICY & PROCEDURE MANUAL http://www.crosscountrynl.com http://www.cccski.com REVISION RECORD REVISION DATE OF REVISION COMMENTS # REVISION BY 1 APRIL 20 GRAHAM OLIVER DEVELOPED MANUAL 1993 2 JANUARY KEITH TAYLOR ADDED AND DELETED 1998 PARAGRAPHS 3 APRIL KEITH TAYLOR ADDED SEC. 16 AND 17. 2001 4 October GORDON BREWER Revised Provincial 2009 championship Technical Package 5 OCTOBER GEORGE PINK CONVERTED MANUAL 2012 TO EDITABLE WORD DOCUMENT 6 APRIL GEORGE PINK UPDATED AND ADDED 2014 DOCUMENTS 7 September GEORGE PINK REVISED DIRECTOR 2014 OF COACHING 8 October GEORGE PINK REVISED 2014 MEMBERSHIP FEES 9 October GEORGE PINK REVISED 2015 MEMBERSHIP FEES 10 April 26 GREG NOONAN Revision 2017 Membership 11 May 1 LUKE DUNPHY NL Cup Series 2019 Race Package 12 May 1 GEORGE PINK CCNL Hall of Fame 2019 Addition 13 May 31 JAMIE MERRIGAN Criminal Record and 2020 Vulnerable Persons Check CROSS COUNTRY NEWFOUNDLAND & LABRADOR (CCNL) POLICIES AND PROCEDURE MANUAL 1.0 Role of the Association 1.1 Statement of Mission and Goals 2.0 Function of Association 2.1 Incorporation of Association 2.2 Relationship with Newfoundland Government 2.3 Administration and Operating Guidelines 2.4 Sport’s Governing Body responsibilities 3.0 Organization 3.1 Profile 3.2 Regional Boundaries 3.3 Structures 3.4 Duties of Executive Members- including specific responsibilities for selected positions 3.5 Other Committees 4.0 Membership 4.1 Membership Requirements 4.2 Membership Fees 4.3 Membership Benefits 5.0 Planning, Management and Reporting Responsibilities 5.1 Annual General Meeting 5.2 Submission Summary 6.0 Financial Management 6.1 The Role of the Treasurer 6.2 Fiscal Period 6.3 Storage of Financial Documents 6.4 Expense Claims 6.5 Annual General Meeting 6.6 Travel 6.7 Telephone Expense 6.8 Expense Claim Form 7.0 Relationship with Cross Country Canada / CCC 7.1 Cross Country Canada 7.2 National Governance of CCC 7.3 Communication 7.4 Services Provided by CCC 7.5 Materials for Sale 7.6 Liability Insurance Policy 8.0 Events 8.1 Provincially Sanctioned Events 8.2 Nationally Sanctioned Events 8.3 Provincial Championships 8.4 Provincial Racing Series 8.5 Newfoundland Marathon 8.6 Great Labrador Loppet 8.7 High School Challenge 8.8 Dildo Run Challenge 8.9 Provincial Masters Championships 8.10 Don’t Hang Up Your Skis Yet Race! 8.11 Snowy Owl Classic 8.12 Discovery Tour 8.13 Blow-Me-Down Races 8.14 Newfoundland Marathon/Provincial Championships and Ski Fest. Bid Package 8.15 Outfitter’s Open 8.16 Big Land 8.17 Kids Ski Fest & Midget Championships 8.18 Gander Invitational 8.19 Event bid procedure and Bid Form 9.0 Fundraising 9.1 Sponsorship 9.2 Ticket Lottery 9.3 Event Sponsors 10.0 Officials 10.1 Officials Development 10.2 N.O.C.P. Practical Application Form 11.0 Youth Programs 11.1 Programs 11.2 Contracts 12.0 Provincial Team Handbook 13.0 Technical and Coaching ( to be completed) 14.0 Insurance Manual 15.0 Technical Package – Provincials 16.0 Technical Package – Marathon 17.0 Technical Package – Midgets 18.0 Technical Guidelines – NL Cup Series 19.0 Financial Assistance Policies 19.1 Policy for Financial Assistance for Clubs for Junior Development 19.2 Policy for Financial Assistance for High Schools Competing in the NLHSAF Cross Country Skiing Championships 19.3 Policy on Athlete Subsidy for CCNL Athlete attending out of Province Events. 20.0 Articles of Association 21.0 Newsletter Sample, March 2003 22.0 Strategic Plan CCNL Rev 4.0 23.0 Policies for Coaches and Athletes 23.1 Athlete Code of Conduct 23.2 Coaches Code of Conduct 23.3 Harassment Policy CCNL 23.4 Driving Policy 23.5 Provincial Coach Application – Sample 23.6 Sport NL Dispute Resolution Process 24.0 School Sports 24.1 School Sports – Cross Country rules 24.2 School Sports Entry Form 25.0 Guidelines for Labrador Sport Travel letter 25.1 Guidelines for Labrador Sport Travel 25.2 Guidelines for Labrador Sport Travel Application 26.0 Team NL Canada Games Policy and Procedure Manual 27.0 Newfoundland & Labrador Games Policy Handbook 28.0 CCNL Hall of Fame History and Application Form 29.0 Appendices Appendix 1 – Forms and Applications 1.0 Role Of The Association 1.1 Statement Of Mission And Goals Cross Country Newfoundland and Labrador leads, develops and promotes the sport of Cross Country Skiing throughout the Province. CCNL promotes excellence, enjoyment and ethical conduct through community- based clubs recreational and competitive programs that appeal to skiers of all ages and abilities. An Elite Junior Development Program, coordinated by the association will provide an opportunity for young skiers to reach excellence at the provincial and national levels. Cross Country Skiing as a life – long activity should be the goal of the association and a Calendar of Events should be developed to reflect this philosophy. Goals Elite Development o To have Newfoundland and Labrador skiers represented on Canada’s National Team. o To have highly competitive Newfoundland and Labrador Junior, Senior and Master Ski Teams at inter – provincial and national championships. o To provide the coaching and support structure to achieve success for the elite skiers. Programs o To have well – defined programs for all segments of the Newfoundland and Labrador population, regardless of age, sex, skill or ability. o To ensure that these programs are well known and understood by the ski population. o To promote and support the delivery of these programs through a province wide club structure. Facilities o To develop a comprehensive plan for cross country ski facilities in Newfoundland and Labrador o To promote, encourage and assist the province, local authorities and clubs in the development of these facilities. o To develop international calibre training and competition facilities for Newfoundland and Labrador skiers. Promotion o To ensure that cross country ski programs and events are promoted through newspaper, radio, internet links and television media. o To develop an awareness of the fitness and healthy lifestyle benefits of cross country skiing. Management o To recruit and involve capable and committed volunteers and professionals, in all aspects of CCNL management and programs. o To ensure CCNL’s short and long term financial viability. o To provide respected and visionary leadership in the attainment of the CCNL’s goals. 2.0 Function of The Association 2.1 Incorporation of the Association According to a letter addressed to Fred Cole, Association Treasurer, from Corwin Mills, President, on November 27th, 1980; the Newfoundland and Labrador Cross Country Ski Association was incorporated by Mills & Diamond Law firm of Clarenville and a cost of $311.51 was incurred. In 2003, Judge Bruce Legrow officially and legally renamed the Association to Cross Country Newfoundland and Labrador (CCNL). 2.2 Relationship With Newfoundland and Labrador Government CCNL is a Sport’s Governing Body and operates under the umbrella of the Department of Tourism, Culture & Recreation, and Recreation & Sport Division. Within the Division there is a specialist who is assigned to work with cross country skiing. Through this department CCNL receives an annual operating grant as well as funding for “Leadership Projects” and “Development Projects.” On intermittent bases the association can apply for a Capital Funding Grant. In addition, a Canada Games Grant is provided to prepare athletes for the Canada Games. In order to procure funding, Grant Applications must be completed annually. A budget is submitted with audited financial statements. All funds must be accounted for with specific codes. The application should be submitted early enough to ensure funding allocation be received in time to prepare a budget for the Fall Executive Meeting. A Canada Games grant application also must be submitted as early as possible in order to receive funding. Address: Government of Newfoundland & Labrador Dept. of Tourism, Culture & Recreation Recreation and Sport Division P. O. Box 8700 St. John’s, NL A1B 4J6 PH: 709 729-5241 The Association is also a member of Sport Newfoundland and Labrador which holds its AGM in November in St. John’s. The address is the same as above. Phone 709 576-4932, Fax 709 576-7493. Through Sport Newfoundland and Labrador nominations to the Sport’s Hall of Fame can be made. They also offer scholarships to provincial Athletes. The Premier’s Athletic Awards go through SNL 2.3 Administration and Operating Guidelines The Policies and Procedures of the Association can be changed at any time by making a motion at the AGM of the Association. 2.4 Sport’s Governing Body Responsibilities As the Sport’s Governing Body for cross country skiing, the Association must verify that clubs are in good standing when a club applies to the Lotteries Licensing Board for a Lottery License. Ski clubs must have a “Lotteries Amateur Sport Certification” completed by the president of the Association and enclosed with their license application before a Lottery License will be issued. The president should have a number of these certification forms on hand and forward a completed copy upon request. 3.0 Organization 3.1 Profile PRESIDENT T SECRETARY TREASURER DIRECTOR JUNIOR DEVELOPMENT DIRECTOR VICE PRESIDENT PARA-NORDIC CLUBS NORTHERN DIRECTOR CANSI VICE PRESIDENT CLUBS LABRADOR DIRECTOR JACKRABBIT VICE PRESIDENT CLUBS WESTERN DIRECTOR COACHING VICE PRESIDENT CLUBS EASTERN DIRECTOR POLICY & PROCEDURES VICE PRESIDENT CLUBS CENTRAL EVENT SELECTION COMMITTEE TECH / DIRECTOR GENERAL COACH MEMBERSHIP TEAM SELECTION COMMITTEE WEBSITE The positions in blue are members of the executive. In the profile the responsibility of each director is denoted, however the responsibilities of the directors may change at the discretion of the executive 3.2 Regional Boundaries Labrador Region – includes all of Labrador Northern Region – from southern boundary of Gros Morne Park to St.