Document 2.5 Approved (April 04)
1. Purpose. The Clubs and Membership Committee is an operational committee of Cross Country Canada (CCC) which exists to foster membership growth and club development. While clubs and their individual members are primarily within the governance purview of the Divisions of CCC (i.e. the Provincial and Territorial Sport Organizations – PSOs/TSOs – which govern the sport at that level), the purpose of the Clubs and Membership Committee is to permit a national perspective on club and membership matters to be exercised where warranted by the issue and by the overall interests of the Association. In addition, the Clubs and Membership Committee will promote and facilitate the evolution of the Association towards a broadly-based institutional structure of excellence – consisting of CCC, Divisions, clubs and individual members - capable of meeting the needs of individual members and furthering CCC’s mission. In accordance with the CCC governance model, the Clubs and Membership Committee is mandated to
a. provide advice and recommendations to the Executive Director (ED), and to other operational committees as required, in all operational matters relating to the interests of clubs and members;
b. collaborate and communicate with CCC’s Divisions to increase membership and facilitate club development, while respecting regional diversity;
c. develop operational programs, plans, and policies to govern the operation of the Clubs and Membership Committee and carry out its work.
2. Reporting Structure. The Clubs and Membership Committee Chairperson reports and is accountable directly to the Executive Director for the effective operation of the Committee and for all Committee decisions. The Executive Director, in turn, is accountable to the Board for the operation of the Committee within Board policies.
3. Authority. The Clubs and Membership Committee is empowered by the Board of CCC to take decisions within the mandate established in this document and within the context of the organizational policies which the Board may from time to time promulgate; that is, the Committee may develop operational policies dealing with the issues of membership and club and Division development which may be time-limited or perennial in nature so long as they fall within general policy as set by the Board. The Executive Director may provide guidance and direction to the Clubs and Membership Committee through its Chairperson, but cannot over-ride decisions of the Committee provided that those decisions conform to Board policy. The Chairperson of the Clubs and Membership Committee is authorized to
a. act as the spokesperson for the Clubs and Membership Committee within the Association;
b. speak externally on behalf of the Association, within the Committee’s mandate; and
c. commit funds within the parameters of the approved operating budget of the Clubs and Membership Committee
4. Membership. The Chairperson of the Clubs and Membership Committee is to be appointed by the Board on the recommendation of the Executive Director. As defined within CCC governance provisions, the remaining members of the Committee comprise the following:
a. one member from each of five regions (Atlantic; Quebec/Nunavut; Ontario; Manitoba/Saskatchewan/Alberta/NWT; and British Columbia/Yukon), appointed by the Executive Director in consultation with the Chairperson and respective Division Chairpersons;
b. a staff person who is assigned by the Executive Director to support the activities of the Committee;
c. an ex-officio member of the Board appointed by the President; and
d. the Executive Director (ex-officio).
5. Responsibilities of Committee. The specific responsibilities of the Clubs and Membership Committee include:
a. developing through the annual Clubs and Membership Committee Operational Plan the detailed objectives and tasks required to implement the strategic direction provided by the Board and the operational guidance provided by the Executive Director;
b. establishing Clubs and Membership Committee operational policies and agreements and monitoring compliance with them;
c. developing recommendations on membership fees, for subsequent endorsement by the Division Chairs’ Council and approval by the CCC Board;
d. partnering and collaborating with CCC’s Divisions to enable Divisions and clubs to align their structured (models, policies and procedures) and facilitate the development of Divisions and clubs within the national ski community;
e. partnering with the Marketing Committee to develop joint strategies to provide resources to clubs and Divisions and support the “pyramid” of skier and athlete development;
f. collaborating with the Coordinator of Administration and Communication in identifying the information needs of the various elements of the Association, and in the development and implementation of an internal communication strategy (to include the CCC website, periodic mailings and other means) to meet these needs;
g. developing, in collaboration with Divisions, an efficient system of membership registration and reporting that will generate in a consistent manner the data that is relevant and necessary to the operation of each part or section of the Association (e.g. Divisions, clubs, officials, Technical Delegates, coaches), while complying with the laws as set out by the Personal Information Protection and Electronic Documents Act and in accordance with CCC policies.
6. Responsibilities of Chairperson – Clubs and Membership Committee. The Chairperson of the Clubs and Membership Committee provides leadership to the Committee and is responsible for assigning and coordinating the Committee’s work. In addition, the Chairperson is responsible for:
a. receiving and responding to questions and issues concerning clubs and membership from members of CCC;
b. developing and managing a detailed operating budget to support the annual Clubs and Membership Committee Operational Plan;
c. providing direction to CCC staff regarding the development and implementation of programs and initiatives within the Committee’s mandate;
d. communicating with other appropriate internal agencies of CCC and external agencies on issues within the Committee’s mandate; and
e. producing annual and/or semi-annual reports as required by the Executive Director or CCC Board.