Feedback – Appendix I – Suggested changes to JO Operations Manual

NOTE: This is NOT CCAK’s Official Junior Olympic Team Operating Manual. This document was proposed as changes to the official document.

Below are the policies of Cross Country Alaska relating to the operation of the team in the areas of planning and the actual travel to, and time at, the Junior Olympics. This document is strictly focused on the logistics of the Junior Olympic trip, and the factors in planning which can affect financial costs to all members of the team, and to effective operation of the team at the Junior Olympics.

Note: Took out list of what this document does not do. Safe to assume the manual will cover the stated purpose and not other topics.

1. General Philosophy
All arrangements for Team Alaska will be made to support the Cross Country Alaska mission and vision which is to have “Alaskan Cross Country Skiers succeeding at the highest levels of competition.” and “To create and support a cross-country skiing culture and environment that allows Alaskan Skiers to succeed at regional, national and international competitions

Note: Took out the statement that to be a team you must be do everything, at all times, as a group. Many on Team Alaska do not agree with this statement. And whether you agree or not it is much too restrictive to be in an operating manual. The logistical coordinators should be able to evaluate the logistics based on the best option for the venue.

2. Travel
Arranging travel for a large group is very difficult. Restrictive airline rules and deadlines mean that seats must be reserved and at least partly paid for far in advance of the actual travel dates. Changes in reservations, travelers’ names, or payment arrangements can result in additional costs. Any costs incurred due to a skiers alternative travel will be paid by the skier requesting the changes. Special arrangements add to the already difficult job of securing transportation. To minimize the extra work and cost incurred due to changes in transportation skiers may need to commit to traveling with the team or to making alternative travel plan very soon after a skier qualifies for Team Alaska. Skiers not traveling with the team will have to arrive by a designated date and must stay thru a date specified by CCAK.

Note: I recognize it is a lot of work to make the travel arrangements and the verbiage added in this section is meant to mitigate the extra work caused by having to cancel some reservations and to ensure any additional costs are incurred by the skier requesting the changes not the entire team. There certainly might have to be some other caveats to prevent headaches for the person making the arrangements and to prevent CCAK having to absorb unexpected costs.

3. Housing

CCAK will arrange safe, comfortable and affordable housing for Team Alaska. The best option will depend on what is available and will most likely vary by venue. Priority will be given to safety, cost, and convenience for coaches and skiers. In some venues the team may be lodged in separate facilities. If they are lodged in separate facilities skiers will be grouped based on gender, age and/or team affiliation.

CCAK recognizes that some families will want to stay together as a family. Families wishing to arrange their own housing will notify Team Alaska by a specified date. This date will be after final JO Team selection. Any costs incurred by CCAK due to these alternative arrangements will be paid for by the families requesting the changes. A good faith estimate of the costs will be provided for families to consider when deciding to make alternative plans. Skiers staying with their families will need to attend team meetings. The time and place of these team meetings will be posted and set for the convenience of all.

Note: For both housing and dining we do not need special rules for when JO’s are in Alaska. A flexible operating manual will outline the basic criteria to be considered when arranging logistics. These criteria do not change when the races are on our home turf. Of course, more skiers will choose to stay with their families when the races are in Alaska.

4. Dining
Team Alaska will arrange for healthy and nutritous meals for the skiers staying in the Team Housing. This may either be at a restaurant, at a dining facility at the accommodations, family style dining in a condo or house or at the accommodations with meals prepared by a team chef. Breakfast and/or lunch may be “on your own” or served as group meals as determined by the facilities. Skiers staying with their families will be responsible for their own meals. Depending on the venue skiers staying outside of Team Housing may have the choice of having meals with the team.

5. Uniforms
Team Alaska will design a uniform for purchase by members of Team Alaska. This uniform will include a hat, a competition suit, a warmup top, and warmup pants. Suits will have a five-year life cycle. New designs will be implemented only in those years when Junior Olympics are held in Alaska.
It is encouraged, though not required, that team members purchase a Team Alaska uniform. If the Team Alaska uniform changes during the time span during which an athlete is a member of the team, it is acceptable to wear the uniform in the most recent design prior to the most recent design change.
Members of the coaching staff will receive a Team Alaska hat and a Team Alaska warmup jacket, but must purchase a competition suit or warmup pants if they desire those pieces. For coaches who attend Junior Olympics frequently, new warmup jackets will be provided only when the design changes; this means that coaches may be required to wear the jacket they first received for more than one year.

Note: I like the flexibility and recognition that cost is a consideration shown in this section. Are official warm-up pants being added to the uniform?.

6. Waxing
All members of Team Alaska will pay a fee for wax. All members of Team Alaska will use wax from the common wax pool. At the conclusion of the Junior Olympics, all remaining wax remains the property of the CCAK Junior Olympic Team, and will be retained for use at the next year’s Junior Olympics.

Note: Took out details about waxing protocol. That belongs in the coaches manual not the logistical manual.

7. Finances
CCAK/Team Alaska, through the Trip Leader and Head Coach, and any oversight committee so designated by the CCAK Competition Committee, will do everything within its power to keep the JO Team fee to the lowest amount possible, consistent with sound team management.
This means that Team Alaska will choose the optimal air travel arrangements and the optimal accommodations and dining arrangements consistent with the team arriving at the competition venue healthy, and living and dining in conditions consistent with sound nutritional and healthy lifestyles. These arrangements will be the most cost-effective, but not necessarily the lowest in price.

8. Changes in these Policies

Note: Parents, skiers and coaches must have a way to make recommendations and suggestions for improving the logistical operation of Team Alaska. These suggestions should be encouraged and considered in a respectful manner. Parents have to right to input. There should be an open way for dealing with these recommendations. A general process can be outlined in this manual. The verbiage in the original manual is not workable, is very disrespectful of anyone that might want to propose change and needs to be re-written.