1.0 Effective
This policy takes effect February 1, 2026.
2.0 Purpose and Scope
2.1 Purpose
This policy lays out the expectations and management practices of the volunteer program at the Petrie Island Canoe Club (the “Club”) and outlines the expectations that define member responsibilities with respect to mandatory volunteer commitment for families with athletes participating in our sprint canoe kayak programs.
The Club is a not-for-profit organisation that depends on the participation of all its members to ensure regatta safety and a successful experience for all athletes and coaches. Low volunteer commitment at regattas can lead to the need for hiring positions like boat drivers and canteen staff or being issued fines by the Eastern Ontario Division (EOD) of Canoe Kayak Canada for incomplete volunteer hours at EOD-hosted regattas. To support this policy and our members, the Club will ensure that volunteer positions are explained and available to our members early in the season and provide training opportunities such as officiating and boat driving.
2.2 Scope
This policy is issued under the authority of the Petrie Island Canoe Club’s Board of Directors. This policy is applicable to all registered members of Sprint programs.
3.0 Policy
3.1 Volunteer Commitment
Each individual or member family is required to complete the following to meet the volunteer requirements:
3.1.1 Volunteer Commitment – The Club
Minimum 8 volunteer hours per individual or family at Club-hosted events or Club work tasks. A home regatta shift typically involves a 4-hour morning or afternoon shift. Work tasks may range in shift length from 1 to 4 hours and may include team work days, clean-up days, and general repairs.
This volunteer commitment applies to:
- Families with members in U10, U12, U14 Youth Sprint Racing programs
- Individuals or families with athletes in U16+ Sprint Racing programs
- Adult Sprint members (Masters)
3.1.2 Volunteer Commitment – EOD
Minimum 2 shifts per individual or family at EOD-hosted events. An EOD shift typically involves a 4-hour morning or afternoon shift.
Note: EOD will issue fines for clubs that do not meet their allocated volunteer quota. The Club will keep members with volunteer requirements updated on our EOD commitment status.
This volunteer commitment applies to:
- Families with members in U12, U14 Youth Sprint Racing programs
- Individuals or families with athletes in U16+ Sprint Racing programs
- Adult Sprint members (Masters)
Note: U10 Youth Sprint participants and families are exempt from completing EOD regatta volunteer shifts.
3.2 Volunteer Credits
The following are the volunteer hours and contribution credit equivalencies:
3.2.1 Credits
- One half-day Club or EOD regatta volunteer shift equals four volunteer credit hours
- One Club event food contribution to the value of one dozen servings equals one volunteer credit hour. For example, 24 muffins or 48 cookies equals two volunteer credit hours.
3.3 Volunteer Sign-Up
The Club and EOD use an online event sign-up tool for volunteers to sign up for event shifts, contributions, and work tasks. Events are presented on different tabs, and shift roles and tasks are listed under each tab.
3.3.1 Volunteer Roles
Roles typically available for sign-up include:
- Boat drivers (safety and referee)
- Safety boat spotters
- Officials (starters, assistant starters, finish line judges, timekeepers)
- Awards (ribbon table)
- Club clean-ups (spring and fall)
- Regatta committee (planning, development, and implementation)
- Fundraising committee (social and community events, set-up, tear-down, food preparation)
3.3.2 Sign-Up Availability
The Club provides a link on its website to the online sign-up tool early in the season and will communicate availability through the Club Newsletter. The link for EOD volunteer sign-up will be shared as soon as it is made available. Members may request assistance by emailing petriecanoe@gmail.com.
3.3.3 Volunteer Tracking
Members must use the online sign-up tool or work with the Club Administrator when signing up for volunteer roles. This is how volunteer hours and contributions are tracked during the competition season.
3.4 Cancelling a Volunteer Shift
3.4.1 Cancellation Procedure – The Club
It is the member’s responsibility to find a replacement if they must cancel a shift or contribution.
- Members must email the Administrative Assistant at petriecanoe@gmail.com to ensure volunteer credits are tracked accurately.
3.4.2 Cancellation Procedure – EOD
Members are responsible for cancelling EOD regatta shifts through the sign-up tool confirmation email link.
4.0 Volunteer Deposit
4.1 Deposit
Club members must submit a volunteer deposit per individual or family each competition year. The deposit is included in Sprint program registration fees and held in trust until the end of the season.
4.1.1 Deposit Fee
The volunteer deposit fee is $200 per individual or family.
4.1.2 Deposit Returns and Penalties
Volunteer deposits are returned via e-transfer in October to members who complete their volunteer commitment. Members who do not meet their full commitment forfeit the deposit.
5.0 Compliance
5.1 Consent
By registering in a Club Sprint program, individuals or families agree to comply with this policy.
6.0 Policy Implementation
6.1 Policy Owner
The Commodore, or designate, is responsible for implementing this policy and monitoring its effectiveness.
6.2 Annual Review
This policy will be reviewed annually.