September 19th, 2004

POLICY

Subject:        Support for FIS Meeting Expenses

Adopted by the Board: November 13, 2002, revised by the Executive Committee: July 18, 2003, revised by the Board March 3, 2004, revised by Board September 19th, 2004

1)        The CSSA will pay all reasonable and appropriate costs related to the attendance at scheduled FIS meetings by all CSSA appointed representatives to the general FIS committees as set out in Section 3 below. (As a general guideline, these costs are anticipated to be approximately $2,000 - $2,500 per meeting).

2)       Reasonable and appropriate costs include:

·         Airfare at most economical fare which will permit attendance at required meetings or equivalent, as well as related air transportation costs such as airport parking and departure fees.

·         Accommodation (double occupancy) in the meeting hotel. 

·         Meals at current federal government Treasury Board rates for international travel.

·         Three star hotel accommodation and meals at current Treasury Board rates for non-meeting days if a seven day stay is required.

·         Ground transportation to the meeting hotel if this is not provided by the hotel or by FIS.

·         Out of country health insurance.

Note: The CSSA will reimburse in accordance with this policy at the most economical cost for airfare, accommodation, meals etc. related to attendance at scheduled meetings taking into consideration 1 day travel each way plus scheduled meeting days and days in between scheduled meetings

3)        The general FIS Committees are:

·         Medical Committee

·         Legal and Safety Committee

·         Committee for Youth and Childrens Matters

·         Committee for Advertising Matters

·         Public Relations and Mass Media Committee

·         Athletes Commission

·         Sub-Committee for Corporate Racers

Note: Funding for attendance at FIS Meetings or Congress is only available if the respective committee/sub-committee is actually meeting.

4)        In the event a person on a general FIS Committee is also attending the FIS meetings on behalf of a specific discipline, the CSSA and that discipline will equally share the person's costs.

5)        The CSSA will pay all reasonable and appropriate costs related to the attendance at scheduled multi-discipline FIS meetings by the CSSA President and, with the approval of the Executive Committee, the Managing Director. In the event the CSSA President or Managing Director are also attending the FIS meetings on behalf of a specific discipline, the CSSA and that discipline will equally share their costs.

6)        The CSSA will pay all reasonable and appropriate costs related to the attendance at scheduled FIS meetings by the Canadian member of the FIS Council, if a FIS Council meeting is not being held in conjunction with the scheduled FIS meetings.

7)        If an Olympic or Paralympic discipline does not have a person serving on a general FIS Committee, the CSSA will pay 50% of all reasonable and appropriate costs related to the attendance at scheduled FIS meetings by one person from that discipline.

8)        If a non-Olympic or Paralympic discipline does not have a person serving on a general FIS Committee, the CSSA will pay 33% of all reasonable and appropriate costs related to the attendance at scheduled FIS meetings by one person from that discipline.

9)       The CSSA may choose to provide a lump sum payment to persons attending any given meeting in lieu of specific cost reimbursement if this is determined to be simpler and more effective. The CSSA may also choose, in special circumstances, to reimburse other specific expenses.  Any decisions of this nature must be made the CSSA's Executive Committee.

10)      All persons whose expenses are, in whole or in part, covered by the CSSA must provide the CSSA with a statement of their expenses (including photocopies of receipts), and must also provide the CSSA with a written report of their activities. These must be provided within thirty days of the conclusion of the meeting. Expenses will not be reimbursed to persons who do not comply with this provision.

11)      This policy shall be subject to the constraints of the CSSA's financial resources. However sixty days notice must be provided of any decision to change the terms of this policy.

12)      Matters not otherwise covered by this Policy shall be subject to approval by any two members of the CSSA's Executive Committee.

13)      Funding for Substitutes

·         All discipline committee substitutes must be proposed to the CSSA in advance by the discipline on whose behalf they will be acting, and endorsed by the CSSA.

·         All general FIS Committee substitutes must be endorsed by the CSSA.

·         The CSSA will provide financial support to approved substitutes on the same basis as to regular Committee members.

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September 19, 2004

POLICY

Subject:          Allocation of FIS Contribution

Adopted by Board of Directors:            July 3, 2003, September 16, 2003, September 19, 2004

The annual basis for the allocation of FIS funding only will be:

• The first priority for CSSA budgeting will be the ability to fund the organization's annual business plan.
• The second priority will be representation at FIS meetings based on the current policies.
• After these two priorities are addressed the Canadian Association for Disabled Skiing will receive CGL coverage at no cost.
• The balance of funding available will be distributed as follows:

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February 7, 2003

POLICY

Subject:        Financial Management

Adopted by the Board of Directors:      April 17, 2002

Fiscal Year

1)       The Fiscal Year of the Association shall be the period from April 1 through March 31.

Long Term Financial Plan

2)       The Association shall have a Long Term Financial Plan which shall cover a period of not less than four years.

3)       The Long Term financial Plan shall be established by the Board of Directors, and shall be reviewed and updated by the Board of Directors on an annual basis.

4)       Reports on, and proposed revisions to, the Long Term Financial Plan shall be prepared for the Board's consideration by the Secretary General in consultation with the Treasure.

Annual Budget

5)       The Association shall have an Annual Budget.

6)       The Annual Budget shall be established by the Board of Directors, and shall be reviewed by the Board of Directors on a quarterly basis.

7)       Reports on, and proposed variances from, the Annual Budget shall be prepared for the Board's consideration by the Secretary General in consultation with the Treasurer. Proposed variances shall be identified in a report called a Budget Forecast.

8)       Revisions to the Annual Budget shall be approved by the Board of Directors, and shall ordinarily be done through approvals of Budget Forecasts.

Financial Records and Reports

9)       The Secretary General shall be responsible for the maintenance of the Association's financial records and the production of regular financial reports, under authority delegated by the Treasurer.

10)      Financial reports shall consist of a Statement of Revenue and Expense, a Balance Sheet, a Budget Forecast, and a Bank Reconciliation.

11)      Financial reports shall be produced monthly, not later than the 15th of the following month.

Recognition of Revenues and Expenses  

12)      Revenues and expenses shall be recognized on an accrual basis.

13)      Capital assets shall be amortized on the following bases:

i)                     Leasehold Improvements...Straight-line over 10 years.

ii)                   Furniture and Fixtures…Straight-line over 10 years.

iii)                  Computers and Related Materials…Straight-line over 4 years.

iv)                  Equipment…Straight-line over 5 years.

Financial Management

14)      The Secretary General shall be responsible for managing the financial assets and the revenues and expenses of the Association, in accordance with the approved budget.

15)      The Association's financial assets shall be maintained in a commercial account at a regulated Canadian financial institution such as a bank, trust company, or credit union. The selection of this financial institution shall be the responsibility of the Board of Directors.

16)      The Association's fund shall not be invested in securities other than Government of Canada Treasury Bills managed by a regulated Canadian financial institution.

17)     Travel expenses shall be paid in accordance with the current federal government Treasury Board Guidelines.

18)      The Secretary General shall have authority to reallocate amounts within budget expenses groups (e.g. within Administrative Expenses).

19)      The Secretary General shall not have authority to reallocate amounts between budget expense groups (e.g. between Administrative Expenses and Representation Expenses).

20)      The Secretary General shall not have the authority to reduce the budgeted net surplus (or increase the budgeted net deficit) of the Association.

21)      In extraordinary circumstances the Treasurer, or in his absence the President or Vice President, may approve an expense which has the effect of reducing the budgeted net surplus or increase the budgeted net deficit. In such instances this shall be communicated to the Board of Directors immediately, for review at the Board's next meeting.

Financial Controls

22)      All cheques shall be signed by two signing officers.

23)      Unless otherwise indicated, all expenses shall be approved by the Secretary General.

24)      All expenses related to the employment of staff (permanent, part time, or contract) or shall be approved by the Board of Directors, either through approval of the Annual Budget, or on a specific basis.

25)      All expense claims and all credit card statements shall be approved by an elected officer of the Association (President, Vice President, or Treasurer).

26)      The financial records of the Association shall be audited yearly by external auditors, who shall be chosen by each Annual General Meeting of the Association.

Revision of Financial Policies and Procedures

27)      All revisions of the Association's financial management policies and procedures must be approved by the Board of Directors.

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February 7, 2003

POLICY

Subject:        FIS Committee Appointments and Elections

Adopted by Board of Directors:                        June 6, 1999

1)       All recommendations to the FIS for appointments to FIS Committees shall be made through written communication from the CSSA to the FIS.

2)       Recommendations to the FIS for appointments to discipline specific committees shall be made by the CSSA at the recommendation of the appropriate CSSA member discipline.

3)       Recommendations to the FIS for appointments to pan-discipline committees shall be made by the CSSA upon the recommendation of the CSSA Board of Directors.

4)       The nomination of candidates for elected FIS offices shall be made upon the recommendation of the CSSA Board of Directors.

6)       All recommendations to the FIS for appointments may be renewable by the CSSA Board of Directors for additional two year terms.

5)       All recommendations to the FIS for appointments shall be for two year terms.

7)       All appointees shall be expected to attend meetings of the committee to which they have been appointed. Any appointee who fails to attend three consecutive meetings may be considered to have resigned his or her appointment.

8)       All appointees shall provide the CSSA and, if appropriate, their specific discipline with a report on each meeting attended within thirty days of the meeting(s) and no expense allowance will be provided if receipt of such written report(s) is not received within thirty days of the meeting(s).

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April 13, 2004

POLICY

Subject:        Hosting of FIS Sanctioned Competitions

Adopted by Board of Directors:                        June 6, 1999; revised May 1, 2000. Revised April 14^th 2004

1)       All bids to host FIS sanctioned competitions must be made through written communication from the CSSA to the FIS.

2)       All bids to host major FIS sanctioned competitions (such as World Championships, but excluding Junior World Championships, or Discipline specific World Cup Finals) must include a representative of the CSSA on both the bid committee and on the competition organizing committee.

3)       The assessment of a CSSA sanction fee of 1% of cash revenues of major FIS  sanctioned competitions staged in Canada shall be adopted in principle. CSSA sanction fees will not be applied to FIS competitions at the World Cup level or lower.

4)       The implementation of sanction fees will be deferred until a formal business plan is adopted by the CSSA Board of Directors.

5)       The roles, responsibilities, and obligations of all significant partners with respect to the hosting of a major FIS competition shall be set out in an agreement which shall be prepared by the CSSA. In doing so the CSSA may choose to delegate all responsibilities to the CSSA member organization that has applied to host the competition. In this case the following shall apply:

·         The CSSA member organization shall indemnify the CSSA and hold the CSSA harmless from and against all loss, damages, and expenses, including reasonable legal fees and disbursements which the CSSA might incur because of any claim, action, or proceeding arising from the member organization’s hosting of a FIS competition.

·         The CSSA member organization shall provide the CSSA with a report at the conclusion of each FIS competition hosted by that member organization during the year. This report shall specifically identify any issues that may impact on the relationship between the CSSA and FIS.

·         In each case where a CSSA member organization accepts the foregoing, the CSSA shall waive its rights to sanction fees as stated in point #3.

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February 7, 2003

POLICY

Subject:        Joint Venture Marketing

Adopted by the Board of Directors:      June 12, 1999

1)        At the request of a member organization the CSSA may assist that organization in the negotiation of joint venture marketing arrangements with the FIS and/or with other third parties.

2)        Any such joint venture agreement shall include a fee payable to the CSSA. The nature and amount of this fee shall be determined by the CSSA and the member organization.

February 7, 2003

POLICY

Subject:        Membership Fees

Adopted by Board of Directors:                        May 2, 1998

1)       Payment of an annual membership fee of $3,000 shall be made by all member organizations representing disciplines recognized by the International Olympic Committee.

2)       Payment of an annual membership fee of $1,500 shall be made by all member organizations representing disciplines not recognized by the International Olympic Committee.

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1)       The Canadian National Championship Series remains, in the first instance, a property of the Canadian Ski and Snowboard Association.

2)       Recognizing that the CSSA does not at this time have the resources to market the National Championship Series as a whole, as an interim policy member organizations are released to secure individual National Championship sponsorships.

3)       The CSSA recognizes the distinction between the concept of a multi­-discipline National Championship Series and the individual National Championship competitions of each member organization.

4)       Should a sponsored National Championship Series be proposed, member organizations will have the option of whether or not to participate.

5)       The CSSA will not charge sanction fees on the National Championship competitions of individual member organizations.

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February 7, 2003

POLICY

Subject:        Operating Principles

Adopted by the Board of Directors:      May 3, 1993; revised May 1, 2000

Purpose

1)       The purpose of this Statement of Operating Principles is to set out the policies governing the operations of the Canadian Ski and Snowboard Association (the CSSA) and, through these, the operating relationship between the CSSA and its member organizations.

Member Organization Autonomy

2)       Fundamental to this Statement of Operating Principles is the fact that each member organization of the CSSA is a fully independent and autonomous organization and is responsible for and accountable for its own operations. The CSSA shall not involve itself jn the affairs of any member organization except as required for purposes of compliance with FIS requirements, or as otherwise specifically agreed between that member organization and the CSSA.

Nature and Purpose of the CSSA

3)       The CSSA is a federation of organizations, each of which is recognized as the national governing body of a discipline of competitive skiing or snowboarding activities in Canada.

4)       The member organizations that constitute the federation of the CSSA are the following:

·         Alpine Canada Alpin

·         Canadian Freestyle Ski Association

·         Canadian Association for Disabled Skiing

·         Canadian Snowboard Federation

·         Canadian Speed Skiing Association

·         Cross Country Canada

·         Nordic Compined Ski Canada

·         Ski Jumping Canada