TERMS OF REFERENCE / MANDATE
EVENTS COMMITTEE
1. Introduction. In accordance with Section 47 of the Cross Country Canada (“CCC”) bylaws (the “Bylaws”), the Executive Director, with the approval of the Board of Directors of CCC, hereby forms an Events Committee (the “Committee”) as an operational committee of CCC.
2. Purpose. The Events Committee is formed to support the Director of Events in the development and successful operation of a program to facilitate the planning, scheduling, organization, officiating and hosting of Canadian cross-country ski competitions at all levels. The work of the Events Committee will be fully aligned with the goals of Cross Country Canada as identified from time to time in approved Strategic Plans.
3. Accountability. The Committee will be directed by the Director of Events and will provide advice and operational support to the Director of Events. The Events Committee is ultimately accountable to the Executive Director of CCC.
4. Mandate. Guided by the Director of Events, the Committee will contribute expertise, human resource capacity, and regional perspectives to the development and successful operation of the CCC events program. In general, this will involve:
a. assisting in the development of strategic (ie, long-term) direction and plans for national and international events in Canada, to provide on-going and sustainable competitive opportunities as support for a Canadian high performance system;
b. fulfilling objectives and tasks identified in the annual Events Operational Plan;
c. contributing to an annual program evaluation to confirm that objectives are being met and are achieving the desired results;
d. facilitating communication, cooperation and coordination between the different levels (i.e.: CCC National, divisions and clubs) and components of the events program;
e. providing advice to the Director of Events with respect to external and international relations related to competitions and events;
f. as required, recruiting and organizing volunteers to assist in the development and implementation of events related initiatives and projects;
g. assisting with the development and maintenance of technical bid packages for national and international events to be held in Canada;
h. assisting with soliciting, receiving and evaluating bids for national and international events to be held in Canada and set time lines for the process;
i. assisting with the development and maintenance of annual technical packages for national and Tier 1 international events to be held in Canada;
j. assisting with the development of a national race calendar which is complementary to the NST program and Coach and Athlete Development programs and also meets the needs of the broader CCC racing community;
k. assisting with the maintenance, through the CCC website, a system of results reporting for national and international events held in Canada, which includes CPL and/or FIS points;
l. assisting with preparation of submissions for FIS sanctioned races and ensuring that the same are provided to CSA;
m. liaising with the FIS Cross-Country Committee through CCC's FIS representative(s) and distributing new FIS policy and rules to the CCC competition public;
n. assisting with the development and maintenance of the CCC Rules and rule book;
o. assisting with international event planning as required by the Director of Events;
p. assisting with the development and maintenance of a TD training and upgrading system and a national list of TDs;
q. assisting with the development and maintenance of an officials program which includes maintenance of manuals, providing for training opportunities and record keeping;
r. assisting with the maintenance of records related to ski course homologation service and keeping records of homologated terrain in Canada;
s. assisting the Director of Events with duties related to the planning and execution of Canada Winter Games;
t. develop national license system that reflects the competitive environment of the association;
u. providing events related advice and assistance to other operational committees of CCC as required; and
v. delivering guidance and help related to other aspects of cross-country ski event management in Canada wherever and whenever possible.
5. Membership
a. The Committee shall be composed of, when reasonably possible:
1) the Director of Events;
2) an athlete representative;
3) the Executive Director (ex-officio);
4) a member of the Board (ex-officio), if one is appointed by the President;
5) staff persons who may be assigned by the Executive Director to support the activities of the Events Committee (ex-officio);
6) a member representing the Para-Nordic community;
7) such other members as the Executive Director in consultation with the Committee Chairperson may determine are beneficial to the function of the Committee; and
8) representatives from any of the five (5) Regions (Atlantic; Quebec and Nunavut; Ontario; Manitoba and Saskatchewan and Alberta and NWT; British Columbia and Yukon) that wish to participate on the Committee if such Regions are not already represented by members identified in this list.
b. Those committee members referred to in Subsections 5.a)6) – 5.a)8) hereof shall be appointed by the Executive Director. When a Region is not represented, the Division Chairpersons of that Region may recommend a candidate or candidates to the Executive Director and the Committee Chairperson. The Executive Director, in consultation with the Committee Chairperson, shall determine whether a recommended candidate will facilitate the advancement of the purposes, goals and objectives of the Committee. If, in the discretion of the Executive Director, a suitable candidate is not recommended to represent a region, the Committee may continue to function until a suitable representative is recommended and appointed.
c. The athlete representative shall be appointed by the Athlete Director in consultation with the Committee Chair and the Division Chairpersons of the Region with which the athlete is associated.
d. The term of a Committee member appointment is two (2) years and is renewable.
6. Committee Chairperson
a. The Chairperson of the Committee shall be appointed by the CCC Board on the recommendation of the Executive Director. The Chairperson may be any member of the Committee.
b. The Chairperson is responsible for:
1) providing leadership to the Committee (i.e.: convening meetings; developing agendas; assigning, supervising and coordinating the Committee work); and
2) representing the Committee in communication.
c. The Committee Chairperson shall attend Management Committee meetings and the CCC Annual General Meeting with the Director of Events.
7. Decision-Making. The Committee shall endeavour to make decisions by consensus. In case of disagreement, committee members shall cast votes. The Committee Chairperson shall cast a vote in the case of a tie vote among the other Committee Members.
8. Meetings. The Committee shall determine a meeting schedule that will facilitate achievement of the Committee’s work plan, which shall include at least four meetings per year. Directors and Committee Chairpersons of other CCC programs will be invited to attend meeting that may have implications for their program areas or where there advice is indicated. Committee meetings may be in person or by any other means that facilitates communication of all attending Committee Members simultaneously. Minutes that reflect all significant decisions of the Committee shall be kept at all regular meetings. Minutes shall be provided to the Executive Director.