CANADA 55+ GAMES

ASSOCIATION (C55+GA)

 

POLICIES AND PROCEDURES

MANUAL

REVISED 2010

 

 

 

 

 

 

 

 

 

 

Updated November, 2010

Table of Contents

 

1.      Board of Directors                                           Page                   3

 

2.      Financial Management                                   Page                   7

 

3.      Affiliations/Membership                                 Page                   9

 

4.      Games Participation                                        Page                   10

 

5.      Hosting of 55+ Games                                    Page                   11

 

6.      Canada 55+ Games                                         Page                   12

 

7.      Web Site Management                                    Page                   15

 

8.      Miscellaneous                                                  Page                         16

 

 

Appendix A Travel Policy                                        Page                         17         


BOARD OF DIRECTORS

 

STRUCTURE

 

  1. The property and business of the Association is managed by a Board of Directors.  The Directors are elected or appointed by member provinces or territories (normally one from each).  Each province/ territory has only one voting director. The usual term for Directors is two years.

 

  1. The Directors elect or appoint individuals from among themselves to fill the offices of President, Vice President, Secretary and Treasurer. Each officer must be from a different province or territory.  The officers, along with the past president constitute the Executive Committee of the Board. A province/territory whose Director is elected or appointed to the Executive Committee may appoint another Director to vote on its behalf.  If there is a voting member from the province/territory in attendance the Executive Officer will not have a vote at any general or Directors’ meetings.

 

            MEETINGS

 

  1. The Board conducts a face to face meeting once a year at the Annual General Meeting (AGM).  In years when the Canada 55+ Games are held, the AGM is held at the time and place of, and in conjunction with, the Games.  In the year between Games, the AGM is generally held at the site of the upcoming Games in conjunction with site inspections.

 

  1. The Directors may, at their discretion, convene a special general meeting at any time.

 

  1. The Directors may meet by teleconference provided that either a majority of the Directors consents to meeting by teleconference or the Board has passed a motion to permit such meetings.  The Directors may also meet by other electronic means that permits each Director to communicate adequately with each other.

 

  1. Meetings may be held by teleconference in accordance with the following procedures:

 

a.      All Directors shall receive at least forty-eight hours advance notice;

b.      A majority of the Directors agrees to the teleconference;

c.      An agenda is circulated and agreed to in advance;

d.      If a vote is required, the President shall verbally poll each of the participating Directors entitled to vote and then announce the results of the vote;

e.      A record of the meeting in the form of minutes shall be prepared by the Secretary and circulated to all Directors; and

f.        The minutes shall be approved at the next face to face meeting.

 

7.      Meetings may be held by electronic mail or chat program in accordance with the following procedures:

a.      All Directors shall receive at least forty-eight hours advance notice;

b.      A majority of the Directors agrees to the teleconference;

c.      An agenda is circulated and agreed to in advance;

d.      All Directors have adequate and equal access to computer connections;

e.      If a vote is necessary, the question shall be agreed and circulated with votes/replies to be provided to the President who shall tabulate them and announce the results of the vote.  The President shall retain hard copies of the votes and provide the Secretary with paper copies;

f.        A record of the meeting in the form of minutes shall be prepared by the Secretary and circulated to all Directors; and

g.      The minutes shall be approved at the next face to face meeting.

 

 

Role of the President and Directors

 

8.      The President chairs meetings; calls special and AGMs; chairs in resolving disputes; ensures adherence to C55+GA constitution & bylaws & Robert’s Rules of Order; provides for orientation of new Directors; Represents the Association on national issues (i.e. funding/media, etc.)

 

9.      The Directors exercise all the powers of the Association.  The Executive Committee carries on the business of the Association between AGMs within limits established by the By-Laws.  The Executive Committee will meet by any means acceptable to the majority as required between AGM's.  Meetings of the Executive Committee are generally held by teleconference or electronic mail. (refer to by-laws for specific roles of Executive Committee members)

 

10. Directors shall strive to achieve the purpose of the C55+GA as stated in the Constitution.  Namely, act as a promoter of National 55+ Games for Canadians aged 55+ and encourage provincial organizations to develop, stimulate and promote sports, recreation and other related activities across their province and the country in general.  

 

11. Generally speaking, the primary functions of the Board are to review bids and make decisions on the location of the Games, establish registration fees and to ensure that the Host of the Games is provided with adequate information, guidance and non-financial support.  Guidance is provided by way of policy, the Canada 55+ Games Technical Package (Rules and Regulations and Policy Manuals) and the Technical Director.  Other information and support is provided to the Host by the Director from the province/territory and the Executive Committee.

 

Governance

 

  1. Meetings are generally run informally other than for the passing of resolutions (motions).  In case of dispute or disruption, the authority will be Roberts’ Rules of Order.  Rules in regard to meetings and votes are contained in the Association By-Laws.

 

Committees

 

  1. The Directors may delegate any, but not all, of their powers to committees or individual Directors. The president is an ex-officio member of all committees.  Committees must report to the next Annual General or Special Meeting. Committees do not have the power to act for, or on behalf of, the C55+GA Board or otherwise commit or bind the C55+GA Board to any course of action.  Committees only have the power to make recommendations to the Executive Committee.

 

Media Spokesperson

 

  1. Generally, the President is the spokesperson for the Association during the Canada 55+ Games or when requested by national media (and/or local media in Host communities).  At other times Directors may speak on behalf of the Board in their provinces/territories but only in regard to matters that have been approved at Annual General or Special Meetings.

 

Honorarium

 

  1. Directors are not remunerated for being or acting as Directors but, by resolution of the board, may be reimbursed for all expenses necessarily and reasonably incurred by them while engaged in the affairs of the Association.

 

Expense Allowance

 

  1. Unless otherwise directed, the Association expects that the expenses of Directors will be primarily assumed by the provincial/territorial bodies they represent.  Directors are expected to travel by the most reasonable and economical means.

 

  1. Unless otherwise directed, hotel accommodation is paid on behalf of Directors for a maximum of three days for attendance at the AGM.

 

 

18.  Discretionary funding will be made available to the President to travel to the Games early and remain a day or so after the Games in order to work with the Host Committee.

 

19.  If necessary, meal allowances will be paid in accordance with the rates as laid down in the Travel Policy (Appendix A).

 

Conflict of Interest

 

20.  No Director shall be a member, other than ex-officio, or an employee, paid or otherwise, of any Host Organization.  Directors must remain at arms length from the Host Organization so as to avoid conflict with the governance role of the Association.

 

FINANCIAL MANAGEMENT   

                             

            General

 

21.  The C55+GA's fiscal year is the calendar year and ends on December 31.

 

22.  Year end statements are submitted annually to Corporate Affairs.

 

23.  The President may be provided with an on going float of $500.00 to be used for Association business. Receipts must be provided for accounting.

 

Budget and Financial Reports

 

24.  Directors of C55+GA receive quarterly financial statements (March, June, September & December) delineating expenditures, income and balance of the Association.

 

25. A year-end financial statement will be presented at the AGM for Board approval.

 

            Audits and Auditor

 

26. The members shall at each AGM, appoint an auditor or auditors to audit the accounts of the Association, to hold office until he is re-appointed or his successor is appointed at the next AGM of the Association.

 

27.    An auditor may be removed by ordinary resolution of the members of the Association.

 

28.     An auditor shall be promptly informed in writing of his appointment or removal.

 

29.     No Director and no employee of the Association shall be an auditor.

 

30.     The Directors may fill a casual vacancy in the office of the auditor.

 

31.      The remuneration of the auditor, if any, shall be fixed by the Directors.

 

32.      The auditor may attend AGMs.

                                                                                                                                                                             

33.   A complete audited or unaudited financial statement for the previous year shall be submitted for the information and approval of the members at the AGM of the Association.       

           

Fundraising

 

34.  Short term (six to eight month) investments, such as Treasury Bills, may provide a higher rate of interest than bank accounts and should be utilized where possible.  Amount to be invested will depend on the financial status of the Association and will be reviewed annually at each AGM.

 

35.  The sources of funding available to C55+GA currently are membership fees (paid annually) from Provincial/Territorial jurisdictions, portions of the Games registration fees (paid every two years) and 20% of the profit (if any) realized by the Host Community during the Games.

 

36.  The Executive Committee, through the President, is to seek additional sources of funding through the federal government and/or national sponsorship. 

 

AFFILIATIONS/MEMBERSHIP

     

External Affiliations 

 

37.  C55+GA is an ongoing member of the Round Table of ALCOA (Active Living Coalition for Older Adults).

 

38. The C55+GA will consider memberships and affiliations with other like minded or complementary organizations.

 

            Internal

 

   39. Refer to By-Laws for Membership Criteria and Benefits.

    

   40. Membership in the Association shall be open to any individual or organization interested in furthering the objectives of the Association.

 

 41. The Board of Directors may, by resolution, fix annual or special fees for each of the classes (Voting, Non-Voting and Honorary) of membership and the times and means by which fees shall be paid.

 

42. Each member association is to assess an annual fee of $0.25/member based on numbers registering at the lowest level in the province/territory for all provincial/territorial 55+ games activities, and that the minimum total assessment will be $200.00 and maximum will be $2,500.

 

43. There is a six month grace period beyond the end of the fiscal year for payment of membership fees, but this period is not intended as a general practice. It is to provide leniency when circumstances dictate. The Board of Directors will apply this special provision upon application and approval.

GAMES PARTICIPATION

 

44.  Participant: One who is 55+ by December 31 in the year of the Games and who has qualified to compete in the Canada 55+ Games through the provincial/territorial qualification process (in member provinces/territories).  One who has duly registered for and paid the appropriate registration fees to the provincial/territorial body for furtherance to the Host Organization.  Individuals from non-member provinces/territories may register directly with the Host Organization.  Participants are entitled to take part in all Games activities and events.   Unless otherwise provided for on the registration form, competitors may not register or compete in more than one competitive event. They may, however, register and compete in more than one event within an activity. For example, a competitor may register in doubles and mixed doubles in the tennis event.

 

45.   Non-Participant: One who has paid a registration fee either through the Provincial/Territorial body or directly to the Host Organization. Non-participants will be entitled to a specific list of benefits to be published by the Host Organization on the Registration Form.

 

46.     Responsibilities of Participants and Non-Participants. Participants and non-participants shall also:

 

a.      Complete a C55+GA medical legal waiver of release of liability in case of accident, injury or illness; and

b.      acknowledge that the Host and the C55+GA will not be responsible for any medical and health care costs incurred.

 

Fees

 

47.  Fees for both participants and non-participants will be established by the C55+GA and will advise the Host Organization at the earliest opportunity.

 

 

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HOSTING THE CANADA 55+ GAMES

 

48.  Communities are invited to submit bids to host future Canada 55+ Games on the basis of the Bid Guideline document. 

 

49. The C55+GA Board of Directors will review bids and select a Host Organization approximately two years in advance.

 

50. The responsibilities of C55+GA and the Host communities/ organizations are outlined in the Hosting Agreement. 

 

51. The President of C55+GA will sign the Host Agreement on behalf of C55+GA.

 

52. The Host will provide the C55+GA with 20% of the net profit if any is realized through the preparation, organization and delivery of the Games. Conversely, any deficit incurred by the Host in relation to the Games will remain the responsibility of the Host.

 

CANADA 55+ GAMES

 

Rules and Regulations

 

53. The C55+GA will produce and provide to the Host Organization a Canada 55+ Games Technical Package (Rules and Regulations Manual) which will contain the rules and regulations related to each activity approved by the C55+GA for inclusion in the Canada 55+ Games. 

 

   Core Activities

 

54. The Canada 55+ Games will normally include a minimum of 14 activities from the following list of Core Activities: 8-Ball, Badminton, Contract Bridge, Cribbage, Darts, Duplicate Bridge, Five-Pin Bowling, Floor Shuffleboard, Golf, Ice Curling, Ice Hockey, Scrabble, Slo-Pitch, Swimming, Tennis or Track & Field.  

 

   Optional Activities

 

55. The Canada 55+ Games will normally include six (6) to 10(ten) events (or more with the approval of C55+GA) from the following list of Optional Activities: Archery, Arts & Crafts, Bocce, Candlepin Bowling, Canoeing, Carpet Bowling, Crokinole, Cycling, Floor Curling, Forty-Fives (45’s), Horseshoes, Ice Skating (Predicted Time), Kayaking, Lawn Bowls, Mini Marathon, Snooker, Table Tennis, Triathlon, Washer Toss or Whist.

 

Demonstration Events  

 

56. The Host Committee may recommend demonstration events to the C55+GA for approval.  Demonstration events are not to be competitive and should be used to highlight local/regional culture or other aspects.  They should be open to out of province/region participants.

 

            Technical Support

 

57. The C55+GA Technical Director will be available by telephone, e-mail or in person to answer questions and/or provide interpretations of the Canada 55+ Games Technical Package (Rules and Regulations). The Technical Director will arrange to arrive at the site of the 55+ Games Host community in advance of the games (approximately 3 weeks) to allow for a minimum of one full day site inspection and meeting with Host Officials on matters needing attention.

 

             

             

             

            Registration Form Requirements

 

58. The C55+GA will design a Registration Package for participants and non-participants which shall be forwarded to the Host Committee prior to distribution. The Host Committee will add their Games Logo and any other information deemed essential. The Registration package shall include, but not be limited to:  registration form; medical waiver form; Provincial/Territorial contacts; and information regarding what the participant and non-participant fees will include.  The registration Package should be sent to Provincial/Territorial Directors no later than February 1st in the year of the Games. The deadline for registration shall be June 30th, unless otherwise approved by the C55+GA.  Within two weeks after the close of registration, the Host will send each province/territory a list confirming those who have registered from that province/territory.  Provincial/territorial representatives must resolve any discrepancy immediately.

 

            Appeals and Appeal Committee

 

59. When a participant feels that there are grounds for an appeal of a decision made by the official presiding at the activity, they shall:

 

a.      Notify the official of the intent to appeal the decision;

b.      Advise any witnesses of the intent to appeal;

c.      Provide a written description of the events leading to the appeal to the Provincial/Territorial Team Manager or Coordinator; 

d.      Within twenty-four hours or before the conclusion of the closing ceremonies and assuming that the province/territory supports the appeal, ensure that the appeal is presented to the C55+GA Technical Director with a copy to the C55+GA President; and

e.      The C55+GA Technical Director will take the appeal to the Appeal Committee.

 

60. The Host will establish an Appeal Committee to hear any protests resulting from the Games.  The committee shall be comprised of a minimum of three people one of whom shall be the C55+GA Technical Director.

 

            Spirit of the Games Award

 

61. The C55+GA will establish a Committee to determine the winner of the Spirit of the Games Award.  The presentation is to be made during the Games’ Closing Ceremonies.  This honour will be awarded to the member Province/Territory which demonstrates the most positive attitude reflecting the spirit of the Games through positive attitude, interaction and good sportsmanship.

 

             

             

            Protocol Related to C55+GA

 

62. The C55+GA will provide advice to the Host Organization in terms of Protocol issues related to the use of the C55+GA Flag, passing of the C55+GA Flag from Host to Host, C55+GA appearances and/or speaking at Opening and Closing Ceremonies.   It is common practice to have the C55+GA President speak briefly at both the Opening and Closing ceremonies.

 

            Results

 

63. Results for each province/territory should be posted but should be listed in alphabetical or geographical order, not in the order of the number of medals won. 

 

64. A complete set of results from all activities will be provided to each provincial/territorial Team Manager or Coordinator, to the C55+GA Technical Director and to the C55+GA President.

 

65. The C55+GA will maintain to the extent possible, Canada 55+ Games Record Scores/Achievements for those sports and activities which lend themselves to such a practice.

 

            Historical Information

 

66. The C55+GA will maintain records of the number of participants at each Games and other historical data that might be of use to Host Organizations in their planning processes.  Such data will include the final reports of previous Host Organizations.

 

 

WEB SITE MANAGEMENT

 

67. The C55+GA web site (www.canada55plusgames.com) is managed and maintained on a volunteer basis by an individual or company appointed by the Board.

 

68. The Webmaster will, with guidance from the Board, determine the content of the web site.  In the event of a dispute, the Board shall have the final decision.

 

69. It is expected that the web site will be kept current in so far as information related to Board membership, By-Laws, Games Rules, Policy and other matters as may be determined by the Board. 

 

70. It is expected that the web site will either provide a link to the site of the current or upcoming Games or will, in the absence of an official Games site, create a page(s) promoting and providing information on the Games and the host community.

 

71. The Host Committee is expected to provide a link to the C55+GA web site if it creates an official Games site.

 

72. The web site will maintain a limited history of the Games and links to official Games’ sites as long as those sites exist.

 

73. The web site will contain photographs taken at the Games and the AGM’s.  If the Host Organization does not have an official web site the C55+GA site will accept and display photos from the Host or other participants.

 

74. The web site will contain Games’ record scores and achievements in those activities where it is possible, and appropriate, to do so.

 

75.  It is the responsibility of all Directors to provide the Webmaster with current and pertinent information and data to be included on the web site, including links to their own provincial website, if such exists.

 

 

MISCELLANEOUS

 

77.  At such time as the C55+GA achieves a level of funding that makes it possible to do more than attempt to cover expenses of travel and accommodation, a four year planning cycle shall be instituted.

 

78. In their annual provincial/territorial reports, Directors shall include reports on what they and/or their provinces/territories have done to promote 55+ games.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Appendix A to

C55+GA Policy &

Procedures Manual

 

TRAVEL POLICY

 

To provide transparency, accountability and management of C55+GA money, all Expense Claims must be completed in detail with supporting documents for reimbursement of accommodations, meals, transportation and other related costs.  The president or designated official must approve the Expense Claim prior to the Treasurer making the payment.

 

1.      Directors will receive reimbursement of expenses unless otherwise stated while performing official C55+GA duties:

 

a)     Use of privately owned vehicle.  The Director will be reimbursed for the amount of kilometers travelled at the rate of .35 cents per kilometer approved by the C55+GA Board.  The travel cost should not exceed the amount of economy travel by public transportation.  Where the Director has special circumstances regarding travel, the C55+GA Board should be advised prior approval of the use of the private vehicle and/or payment of expenses.

 

b)     Use of rental vehicles.  The C55+GA President and/or the Technical Director shall be provided a courtesy vehicle(s) by the Host Committee for the exclusive use from the time of his/her arrival for the games until the time of his/her departure following the games.

 

c)      Use of public transportation.  Directors must choose the most economic mode of air travel such as seat sales, and travelling during the week other than week-ends, if possible.

 

d)     Meal Allowance.  Directors may claim the daily meal allowance of $55.00 per day.  Actual meal expense shall not include alcohol, costs associated with guests, or the additional cost of room service which is to be identified by the claimant.  Meals provided by organizations, conferences and the Host Committee, shall not be claimed on an Expense Form.

 

            Meal Allowance (as per approved rates on August 25, 2008):

                                    Breakfast       - $10.00

                                    Lunch              - $15.00

                                    Supper           - $30.00

                                    Total                - $55.00

e)     Accommodations.  Accommodation costs to attend the Annual General Meeting shall include the day of arrival prior to the meeting day up to the final day of the meeting or approved under specified circumstance whereby airline flights are not available.

 

 During the year of the games, each Expense Claim (excluding the President and Technical Director) must have a notation to identify the accommodation costs related to the Annual General Meeting.  A Director who participates in the games or is a Team Manager, will not have accommodations and related costs paid by C55+GA for the period of the games/participation.   Note:  A motion approved by the C55+GA Board will take precedence over this policy at the AGM each year based on funding available. 

 

If the Director shares a room with a person other than a member of C55+GA, the C55+GA will not incur additional cost.

 

Should the President/Director choose to arrive at the AGM (including the games years) more than one day prior to the meeting day, and depart more than one day after the meeting to include a holiday, etc., the Board must be notified and the extra accommodation and related costs will be paid by the Board member.  The Expense Claim must identify C55+GA related costs.

 

f)        The C55+GA Technical Director will arrange to arrive at the site of the 55+ Games Host community in advance of the games to allow for a minimum of one full day site inspection and meetings with Host Officials on matters needing attention.  As well, the Technical Director, will attend the Annual General Meeting, be present for consultation throughout the games and conclude his/her official duties on the last day of the games.  The Expense Claim with supporting documents will be paid by C55+GA.  A detailed expenditure plan must be submitted to the Board (Treasurer) to commit the availability of funds prior to the travel. 

 

Should circumstances arise that require his/her attention beyond the time-frames in (f), the Host will pay the additional expenses that may occur.

                                   

g)      The C55+GA Technical Director will attend the Annual General Meeting in the off-year of the games and the provision of travel expenses will apply.  The Expense Claim with supporting documents will be paid by C55+GA.  A detailed expenditure plan must be submitted to the Board (Treasurer) to commit the availability of funds prior to the travel.

 

 

 

h)      In addition to the provision of expenses related to the AGM, the President will attend to official duties from the first to the last day of the games.  Expense Claim with supporting documents will be paid by C55+GA.  A detailed expenditure plan must be submitted to the Board (Treasurer) to commit the availability of funds prior to the travel.

 

i)        Taxi Service.  The taxi receipt must show the detail of each trip, amount charged, date, location or the description of departure and destination points.

 

j)        Parking.  The actual cost of parking with receipts must be provided.

 

k)      Internet Service.  The actual cost if any, with a receipt must be provided and should be necessary in the discharge of official duties.

 

l)     Travel Advance.  The President/Director may request an advance to pay for the         airfare costs if the purchase is made more than one month prior to the AGM      and/or special meeting.

 

m)   Travel and related costs by a Board member and /or Technical Director will be          paid by C55+GA based on an approved C55+GA planning document such as a         time-line.  An estimate of expenses must be submitted to the C55+GA Treasurer   prior to the travel.  Circumstance that may warrant an unscheduled visit to the   Host community, must have prior approval of the C55+GA Board.