Governance

The board of directors are responsible for governing the club. These key governance documents guide decision-making and what’s expected of the board and its membership.

Bylaws – XCCM bylaws, version 1.2.08, as approved on 2019.09.08

These are the minutes for our Annual General Meetings (AGM) and Board of Directors Meetings (BDM), as well as one Financial Audit.

Advancing a safe sport environment together
XCCM is committed to advancing a respectful sport culture that is inclusive, welcoming, fair, and provides safe sport experiences. This is a shared responsibility between all XCCM members, directors, coaches and volunteers.

Following Nordic Canada and XC Ski Ontario guidelines, XCCM has developed Safe Sport policies to promote physical, psychological, and social health, in line with the Universal Code of Conduct to Prevent and Address Maltreatment in Sport.

XCCM Safe Sport policies and procedures

Reporting Wrongdoing
XC Chelsea Masters pledges not to dismiss, retaliate, nor discriminate against anyone reporting, in good faith, an incident of illegal or unethical conduct.
Reports can be submitted in full confidence to the President, or alternatively to the Secretary or Treasurer. If you wish to report to a third party you may contact Laurie Ehrman (laurie@ewcsport.com) the official third party of XCSO. Reports can be delivered directly or via a third party, using any means that respects the level of anonymity desired. Refer to the Whistleblower Policy for more details.

Canadian Sport Helpline

The purpose of the XCCM Facebook group is to provide a place for members to share with others their xc ski news, photos, and ski outings. Please follow the Code of Conduct for posting to this Facebook Group.

This Code of Conduct is intended to facilitate positive sharing and communication within this group, on Facebook, and in all other communications. It is not intended to be an exhaustive, comprehensive list to address all possible issues and scenarios. When posting and commenting on Facebook, please apply these basic posting rules and etiquette.

POSTING RULES/GUIDELINES

  • Post content that is relevant to the group. Any content that does not comply with the posting rules and guidelines below may be removed.
  • Use appropriate language. Swearing is prohibited, including the use of characters such as *** to replace letters in writing.
  • Do not intentionally create discord. At the discretion of the group administrator, this behaviour may be considered trolling. Any member deemed to be a troll will be removed from the group.
  • Do not post prohibited content. Prohibited content will be removed, and the member will be removed from the group:
    • Content designed to invite members to activities that could cause prejudice to club offerings or reputation
    • Graphic or disturbing photos, videos, or other media
    • Anything illegal or alluding to committing criminal activity
    • Pornography, vulgarity, obscenity or sexually explicit content
    • Threats, harassment, personal attacks, insults, shaming, humiliation and defamatory statements
    • Hate speech, and comments that discriminate or perpetuate hate on the grounds of race, ethnicity, age, gender identity, sex, sexual orientation or other
    • Content that could be considered advertisements, spam or other unsolicited commercial promotion.

POSTING ETIQUETTE

  • Be respectful, positive and courteous. You do not have to agree, but remember to be friendly, fair and use common sense.
  • Avoid yelling. The use of ALL CAPS is perceived as yelling.
  • Limit your posts. Posting multiple times or too frequently on the same topic is not polite or acceptable.
  • Take “chats” offline. If you are going back and forth with other individuals on a matter whether positive or negative, is getting heated, or is exclusive to others in the thread, take this conversation offline.
  • Respect other people’s privacy. Do not include or reference personal information in posts such as private dialogue, unless otherwise agreed to by that party.
  • Do NOT use XC Chelsea Masters as your own Facebook page. Posts to promote your opinions, business, service, cause or event are not appropriate.

The Club will not accept donations of used equipment, including skis or rollerskis, poles, and boots. The liability involved in such equipment presents unacceptable risks to the club.

Regarding new or lightly used equipment, the club reserves the right to examine such donation offers on a case-by-case basis. Assessment may be based on factors such as, but not exclusively, the donor, the quality (make, manufacturer) of the equipment, a documented history of the use of the equipment (if any), the value to the club.

Offers for donation will be sent to xcchelseamasters@gmail.com.

Created Sept 29, 2025

Privacy Policy and Terms of Use

XC Chelsea Masters (XCCM) is committed to protecting the privacy of any personal information you may provide when visiting the XC Chelsea Masters web site. XCCM’s web site does not automatically gather any specific personal information from you, such as your name, phone number or email address. We only obtain this type of information if you supply it by sending us an email or registering for membership or a program. All information voluntarily sent to the XCCM web site, by email or any other means, becomes the property of XC Chelsea Masters. XCCM does not sell or distribute any personal information.

XC Chelsea Masters gathers information concerning the use of its website content through “traffic data” captured in standard web logs and through email. This information is compiled about visitors as a whole and does not single out or identify specific individuals. This is for purposes of statistical analysis to improve the content and services we offer and is disclosed to third parties only in aggregate form. Information collected may include:

  • Your IP address
  • Date and time of visit
  • Pages accessed at XC Chelsea Masters website

Copyright/Permission to Reproduce
The material on this site is covered by the provisions of the Copyright Act, by Canadian laws, policies, regulations and international agreements. Such provisions serve to identify the information source and, in specific instances, to prohibit reproduction of materials without written permission of XC Chelsea Masters.[divider]

Materials on this web site are produced and/or compiled by XC Chelsea Masters for the purpose of providing visitors with direct access to information about the programs and services offered by our Club. (I would capitalize the C in Club). All of the material provided in this web site is the sole property of XC Chelsea Masters.[divider]

All text, graphics, audio and video files and other content on this web site is either owned by XC Chelsea Masters, or permission to use it has been obtained.

Non-commercial Reproduction
Information on this site has been posted with the intent that it be readily available for personal and public non-commercial use and may be reproduced, in part or in whole and by any means, without charge or further permission from XC Chelsea Masters. We ask only that:

  1. Users exercise due diligence in insuring the accuracy of the materials reproduced;
  2. XC Chelsea Masters be identified as the source of the information or file;
  3. The reproduction is not represented as an official version of the materials reproduced, nor as having been made, in affiliation with or with the endorsement of XC Chelsea Masters; and,
  4. Content cannot be changed or modified.

Commercial Reproduction
Reproduction of multiple copies of materials on the XC Chelsea Masters site, in whole or in part, for the purposes of commercial redistribution is strictly prohibited except with written permission from XC Chelsea Masters. Through the permission-granting process, XC Chelsea Masters helps to ensure that individuals/organizations wishing to reproduce XC Chelsea Masters materials for commercial purposes have access to the most accurate, up-to-date versions. To obtain permission to reproduce materials on this site for commercial purposes, please contact XC Chelsea Masters.

Warranties/No Endorsement
The materials on the XC Chelsea Masters web site are provided “as is” and without warranties of any kind either expressed or implied. XC Chelsea Masters does not control or warrant the availability or content of any external web site or other resource to which this web site links. Under no circumstances, including but not limited to negligence, shall XC Chelsea Masters be liable for any damages that result from the use of, or the inability to use, the materials on this web site or linked sites, even if XC Chelsea Masters has been advised of the possibility of such damages.

Web sites presented on our site through links to third party sites do not represent an endorsement of any information, products or services. XC Chelsea Masters does not warrant the quality, accuracy or completeness of any information linked from or to our site.

The XC Chelsea Masters (XCCM) is a not-for-profit organization with the objective of promoting the sport of cross-country skiing. This document is meant to articulate the principles used by the XCCM Board of Directors Board when considering requests for refunds of payments of fees for programs.

The XCCM Board of Directors will consider requests for refunds from members on a case-by-case basis.

Guidelines for refunds:

  • Request for refunds will be considered for medical (including sports injuries) and extenuating circumstances and should be made as soon as the member is aware that they can no longer participate in the program.
  • Full refunds will be considered if the member submits the request before the start of the program.
  • Partial refunds will be considered on a pro-rated basis based on the merits of the request and when it is submitted to the Club.
  • Membership fees are not refundable.
  • If a significant portion or the whole season is canceled on account of lack of snow or other conditions beyond the Club’s control, the Club will strive to refund members those portions of the fees that have not been expended on coaching or other matters.
  • All requests should be made to xcchelseamasters@gmail.com, and will be discussed at the following XCCM Board-of-Directors meeting (approximately one a month).

The intent of this policy is to support XCCM members who are interested in trying rolling skiing or practicing roller skiing on their own, or participating in clinics and practices to learn how to roller ski. This policy is not meant to loan skis to members on a regular or repetitive basis. XCCM owns a number of pairs of roller skis which can be loaned under the conditions listed in this document.

  1. Requests will be directed to the Athletic Director.
  2. Coaches who are delivering roller ski clinics as part of the club programming have priority access to the full set of club roller skis.
    • Coaches will pick up the roller ski equipment prior to the clinics or lessons from where they are stored.
    • Coaches will return the equipment to the same place when not in use.
    • Coaches will distribute the skis to participants at clinics or lessons and ensure the skis are returned to them at the end of the each clinic or event.
  3. XCCM members may borrow a pair of roller skis from the club for their own personal use on an occasional basis for up to 3 days on a first come first served basis.
    • The roller skis will be returned to their storage location after the loan period.
    • If the roller skis are required for a club activity, members will be asked by the Athletic Director to return the equipment in time.
  4. Anyone loaning skis should stop using the equipment if they notice any malfunctioning or damage.
    • They will notify the Athletic Director of the problem upon return of the equipment. This is important to ensure everyone’s safety.
  5. Other requests for loaning XCCM roller skis will be directed to the Athletic Director for a case-by-case assessment.

XCCM Roller Ski Inventory, Oct. 12, 2016

Number of PairsStyleBindingBrand
1ClassicNNNSwenor
1ClassicNNNV2
2ClassicSalomonElpex
1SkateNNNSwenor
1SkateSalomonF2
Total = 6

Conduct

We highly value the supportive and social environment that makes training with XCCM fun and rewarding. To maintain this environment, coaches and athletes must abide by these principles of conduct:

  • Coaches and athletes shall arrive for practices in enough time to prepare for the training so that it can start promptly. They shall also ensure they have all equipment and other training aids required.
  • Athletes shall listen to direction given by coaches and follow the drills as far as their physical condition allows. If they have a condition that limits their ability to perform any drill they should inform the coach so alternatives can be suggested.
  • All coaches and athletes shall be treated with courtesy and respect. At no time is it appropriate to make comments of an insulting, discriminatory or racist nature. The board shall issue a warning or expel from the club (or terminate the services of a coach) anyone engaging in such behaviour at its sole discretion as mandated under the bylaws.
  • The only occasion where public criticism (by a coach or athlete) is acceptable is when a coach corrects the technique of an athlete. Any such correction shall be done in a constructive manner that does not belittle the athlete. If an athlete has concerns about a coach and their methods they shall follow the complaint process outlined below.
  • XCCM social media sites (i.e. Facebook and Twitter) shall be used to post details about practices, races, social events and other subjects of interest to our membership. At no time is it appropriate for coaches or members to use these sites to post negative comments or any form of criticism about coaches or other members.

Complaints

The Board acts as the forum to resolve any complaints about coaches, members, the training program or any other aspect of the club’s affairs. We are a club operated for our members and we take any complaint seriously. Coaches or members should approach a Board member if they have any issues and that Board member shall take appropriate action in accordance with our bylaws.