TRIP CAPTAIN

Weekly Duties in Advance of Trip

The Trip Captain, after checking with the resort and the Bus Broker, in consultation with the President

and/or Treasurer, will decide if the trip is:

a GO (economic based on number of committed members?)

needs to be cancelled (poor road conditions are anticipated, local weather, destination weather)

or if the destination needs to be changed (poor or unsafe trail conditions are anticipated at planned

resort).

Contact bus broker to confirm number of buses by 2:30 PM on the Monday before the trip

Manage member cancellations after Treasurer has provided list of members registered for trip and if

applicable, a wait list if any, by Saturday night

By Monday 8 AM, receive any member cancellation requests

Maintain wait list

Endeavour to fill empty seats on the bus from a wait list Monday afternoon

Distribute email to members to confirm seat on bus by Monday 5 PM. (Include link to trail map and

emergency number for resort.)

Distribute email to members not on the current week’s trip by Monday 6 PM to let them know there is

either (a) room on the bus or (b) the bus is full. Advise if they are on waitlist they will be advised by

Tuesday 5 PM if a seat becomes available.

Tuesday, check resort snow conditions, find alternative resort if necessary. Confirm with resort.

Advise members of any changes to resort as soon as known.

Prepare and print bus roster (one copy per bus) showing member (and guest) name, payment status

Wednesday at 6 AM, check weather locally and at resort. If weather questionable, talk to bus company.

If decision is to cancel,

confirm with bus company and broker by 6:30 AM Wednesday

Distribute email to all members if cancel by 7 AM Wednesday

Outgoing Trip

Register people against bus roster as they enter bus. Confirm if XC skier or snowshoer.

Cheques for current trip, if required, and possibly future trips are to be collected by the Treasurer.

Record and track all Guests, to ensure they have signed the Nordiq Canada Informed Consent and

Assumption of Risk Agreement before boarding the bus. These agreements are to be transferred to the

Membership Convenor for storage. Blank copies should be available on the bus.

Conduct headcount and reconcile with bus roster before bus leaves parking lot.

Confirm destination ski resort with driver. (The bus route should be verified with the driver before

leaving the parking lot. If needed due to heavy traffic Highway 407 may be used).

Call the resort with final numbers of participants (skiers, snowshoeing), enroute to the resort.

The President /Bus Captain may choose to make these announcements:

introduce the driver, information regarding trail passes, lunch area, return time, etc.

At the Resort

Pay for and acquire trail passes and distribute to members.

Before leaving the resort, ensure area used by members is in as good a shape as we found it, and there

are no items left behind.

Return Trip

Before bus leaves, count people and reconcile to bus roster

Circulate distance sign-up sheet (list of members and KM columns). Forward to Membership

Convenor/Volunteer who will track cumulative annual KMs.

Final announcements should be made just before arrival at the parking lot, to thank the driver, remind

people to take their belongings and deposit garbage in the bag at the front of the bus, etc.

Check the bus for any articles left behind. Give tip to driver. (Payment in envelope provided by

Treasurer.)

Tracking member distance skied

This may be delegated with sign-up sheet forwarded to Membership Convenor.

Circulate distance sign-up sheet (list of members and KM columns) on weekly bus trips.

Tally total KMs skied by member

Present report for awards presentation at annual luncheon.

Injury Report Form

President to ensure Injury Report Form is up to date.

Distribute to the Trip Captains, Hike Convenors.

When someone is incapacitated in some way:

Make sure the emergency contact is notified.

Ensure the person is adequately recovered, either at the hospital or being picked up by the emergency

contact. This may include getting driven home from the parking lot after the return journey.

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

The Trip Captain must notify the Club President immediately in the event of an emergency.

The Trip Captain must prepare a Nordiq Canada/CCA 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 Injury Report forms are to be transferred to the Membership Convenor for storage.

Revised December 2023
 

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: September 2019
 

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
 

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
 

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.
 

 Revised: September 2019
 

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

 

 Revised: September 2019
 

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 ensure their commitment is manageable. 

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

          needs       

 

 Revised: September 2019