Club Resources
Starting a new club
- Starting a new club (information and tips)
- PSP Policy Manual (Chapter 6-2, point 1 – 36 and 43 – 114)
- Template of Recreation Approval Form
- Membership List template
- Constitution and By-Laws template:
- Emergency Plan example:
- The club president is responsible for developing an Emergency Action Plan (EAP) for their activities and communicating it to all members. A copy should be placed in view and in files. An EAP is unique to each Recreation Club, but must include the following information per facility. Ref PSP Policy Manual
- Approval Form to join a civilian association
- Recreation clubs wishing to be involved with National/Provincial/Municipal agencies will make a request to MCR. The MCR or designate will forward to the agency a list of the clubs executive who are authorized to communicate on behalf of the Base. Partnership decisions and contracts will be approved in accordance with the Chief of Defense Staff Delegation of Authorities for Financial Administration of NPP. Records of discussion for all meetings with National/Provincial/Municipal agencies will be sent to the MCR or designate as a part of the normal approval process.
- In addition to the required documents, a new recreation club must submit a description of the civilian associations to which the club may wish to hold membership.
- RACI Chart on roles and responsibilities
- With the RACI chart for the Roles and responsibilities within Recreation Clubs, you will have a clear understanding of who is responsible for each task, who is accountable for its success, who needs to be consulted for input, who needs to be kept informed of progress, and who needs to ensure (E) the process. This systematic approach will enhance collaboration, streamline workflows, and ensure alignment across all stakeholders.
- Facility Allocation template (refer to PSP Policy Manual Chap 6-2, point 77 – 85)
Day to day management
- PSP policy Manual (Chapter 6-2, point 18 – 36 and 43 – 114)
- Notice of meeting template
- Constitution and By-Laws template
- Constitution and by-laws shall be reviewed and updated at the Annual General Meeting for recommendation by the membership, prior to being submitted to the MCR or designate. Subsequent changes or additions to the constitution or by-laws also require similar approval.
- RACI Chart on roles and responsibilities
- With the RACI chart for the Roles and responsibilities within Recreation Clubs, you will have a clear understanding of who is responsible for each task, who is accountable for its success, who needs to be consulted for input, who needs to be kept informed of progress, and who needs to ensure (E) the process. This systematic approach will enhance collaboration, streamline workflows, and ensure alignment across all stakeholders.
- Agenda Template
- The Club Secretary will prepare the agenda for club/group meetings in consultation with the president. Ref PSP Policy Manual
- For Recreation Club Assembly meetings: MCR or designate is responsible for the dissemination of the agenda and meeting minutes. Ref PSP Policy Manual
- Inventory List
- All recreation clubs shall maintain an up-to-date NPP equipment inventory and log in accordance with A-FN-105-001/AG-001, Policy and Procedures for Non Public Property accounting, chapter 28 Fixed Assets. Ref PSP Policy Manual
- Meeting minutes templates
- Club minutes must be submitted for approval to the MCR no later than one month after the meeting. MCR will be responsible to forward to Chain of Command items that require higher approval authority such as constitutional changes or requested by the Chain of Command. Ref PSP Policy Manual. Each base/wing/unit will have a different process for getting signatures for approval; speak to your PSP representative regarding requirements and formats for minutes, and memos.
- Accident Report
- When an accident or incident happens during a recreation club activity (on or off base) the president must complete an incident report form immediately, as per table 6- 2-4. The incident report form must be submitted to the Manager Community Recreation as soon as possible and no later than within 24 hours. Ref PSP Policy Manual
- Approval Form to join a civilian association
- Recreation clubs wishing to be involved with National/Provincial/Municipal agencies will make a request to MCR. The MCR or designate will forward to the agency a list of the clubs executive who are authorized to communicate on behalf of the Base. Partnership decisions and contracts will be approved in accordance with the Chief of Defense Staff Delegation of Authorities for Financial Administration of NPP. Records of discussion for all meetings with National/Provincial/Municipal agencies will be sent to the MCR or designate as a part of the normal approval process.
- In addition to the required documents, a new recreation club must submit a description of the civilian associations to which the club may wish to hold membership. Ref PSP Policy Manual
- Annual Gold Seal Verification Form
- The Manager Community Recreation, or designate, will conduct an audit or inspection of each recreation club throughout the year to assess and monitor activity. Adherence to recreation club policies, the effectiveness of facility use, participation level, and the nature of group activities will comprise a significant part of this review. A copy of this annual audit or inspection must be retained by the MCR and the club secretary. Ref PSP Policy Manual
- Picture Authorization and release form
- Briefing Note template
- Club Annual Proposed Activity template
- Recreation clubs will also operate activities in accordance with Chapter 6-1. An annual calendar of activities must be submitted for approval by the MCR. Activities must operate in accordance with all applicable CAF, Department of National Defence (DND), CFMWS policy and must follow the industry standards for their activity. Ref PSP Policy Manual
- Facility Allocation template (refer to PSP Policy Manual Chap 6-2, point 77 – 85)
- First Aid Kit list (refer to the safety portion of the PSP Policy Manual Chap 6-2, point 98-103)
- CFMWS National Volunteer Policy and forms
- Harassment, Prevention and Resolution Awareness
- Recreation clubs comply with the CFMWS Harassment Prevention and Resolution Policy. In addition, clubs shall establish rules and regulations for acceptable behaviour and use of club resources. The objective of these rules is to reduce conflict by setting clear expectations. New members must be informed of these regulations. Ref PSP Policy Manual
- Travel Requests (refer to PSP Policy Manual, Chapter 6-2, point 93-97)
- Transmittal Sheet
- Each base/wing/unit will have a different process for getting signatures for approval; speak to your PSP representative regarding requirements and formats for transmittal sheets, and memos.
- NPP Procurement and contracting
- Where it is necessary to hire personnel for community recreation management and supervisory positions, the provisions of A-PS-110-001/AG-002 shall apply. Terms and conditions of employment must be approved by the Sr Manager PSP prior to employment of such staff or by the Headquarter PSP Director. Contractors may be hired as per NPP Contracting Policy. Ref PSP Policy Manual
Finance and insurance
- PSP Policy Manual (Chapter 6-2, point 65-75)
- Club Budget template
- Club executive members must complete and submit club budget proposals by the published deadline. Budget proposals will generally be due at the beginning of February. Failing to submit a budget proposal is also grounds for probation and no spending authority. Ref PSP Policy Manual
- Consolidated Insurance Program (details on coverage for executive members)
- A-FN-105 Chapter 11 (more details on the activities covered)
- Available insurance for volunteers in volunteering roles
- Policy currently published reflects that there is no insurance coverage for volunteers. Effective May 2024, CFMWS carries liability insurance coverage as per A-FN-105 Chapter 11 Non-Public Property Consolidated Insurance Program. For any incident that may occur involving injury, loss, or damage, NPP Occupational Health and Safety (OHS) Incident Report for Non-Employees must be completed and distributed as per the directions on the form. Policy is being revised and all relevant forms reflect insurance coverage for volunteers.
