CANADIAN SENIORS GAMES ASSOCIATION

POLICIES AND PROCEDURES

MANUAL

Updated September, 2006

Table of Contents

1. Board of Directors Page 3

2. Financial Management Page 7

3. Membership/Affiliations Page 9

4. Senior Games Participation Page 10

5. Hosting of Senior Games Page 12

6. Games Page 13

7. Web Site Management Page 16

8. Miscellaneous Page 17

Appendix A Bid Guidelines

Appendix B Host Agreement

1. Board of Directors

1.1 Structure

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.

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.

1.2 Meetings

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

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

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.

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

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

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

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

4. 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;

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

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

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

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

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

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

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

5. 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;

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

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

1.3 Role of Directors and the President

The President chairs meetings; calls special and annual general meetings; chairs in resolving disputes; ensures adherence to CSGA constitution & bylaws & Roger’s Rules of Order; provides for orientation of new Directors; Represents the Association on national issues (i.e. Funding/media, etc.)

The Directors exercise all the powers of the Association. The Executive Committee carries on the business of the Association between Annual General Meetings within limits established by the By-Laws. The Executive Committee must meet by any means acceptable to the majority at least twice between annual general meetings. Meetings of the Executive Committee are generally held by teleconference or electronic mail. (refer to by-laws for specific roles of Executive Committee members)

Directors shall strive to achieve the purpose of the CSGA as stated in the Constitution. Namely act as a promoter of NATIONAL SENIORS’ GAMES FOR CANADIAN SENIORS 55 PLUS years of age; encourage provincial organizations to develop, stimulate and promote seniors’ sports, recreation and other related activities across the country and to generally promote in all its facets, seniors’ sports, recreation and related activities across Canada.

Generally speaking the primary functions of the Board are to review bids and make decisions on the location of the Games, establish membership and participation 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 Senior 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.

1.4 Governance

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.

1.5 Committees

The Directors may delegate any, but not all, of their powers to committees of 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 CSGA Board or otherwise commit or bind the CSGA Board to any course of action. Committees only have the power to make recommendations to the Executive Committee.

1.6 Media Spokesperson

Generally the President is the spokesperson for the Association during the Canada Senior 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 the Annual General or Special Meeting.

1.7 Honorarium

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.

1.8 Expense Allowance

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.

If necessary, hotel accommodation is paid on behalf of Directors for a maximum of three days for attendance at the Annual General Meeting.

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.

If necessary, meal allowances will be paid in accordance with the following schedule:

Breakfast $7.00

Lunch $10.00

Dinner $18.00

1.9 Conflict of Interest

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 form the Host Organization so as to avoid conflict with the governance role of the Association.

2. Financial Management

2.1 General

The Canadian Seniors Games Association fiscal year is the calendar year and ends on December 31. (Article 7 - Paragraph 9)

Year end statements are submitted annually to Corporate Affairs.

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

Directors of CSGA receive quarterly financial statements (March, June, September, December) delineating expenditures, income and balance of the Association.

A year end financial statement is presented to the Annual General Meeting for Board approval.

2.2 Audits and Auditor

2.3.1 The members shall at each annual general meeting, appoint an auditor or auditors to audit the accounts of the Association, to hold office until he is re-elected or his successor is elected at the next annual general meeting of the Association.

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

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

2.3.4 No director and no employee of the Association shall be auditor.

2.3.5 The directors may fill a casual vacancy in the office of the auditor.

2.3.6 The remuneration of the auditor, if any, shall be fixed by the directors.

2.3.7 The auditor may attend general meetings.

2.3.8 A complete audited or unaudited financial statement for the previous year shall be submitted for the information and approval of the members at the annual general meeting of the Association.

2.3 Fundraising

Short term (six to eight month) investments, such as Treasury Bills, may provide a higher rate of interest than bank accounts and should be utilised where possible. Amount to be invested to be between five and ten thousand dollars.

The sole sources of funding available to CSGA currently are membership fees (paid annually) from Provincial/Territorial jurisdictions and portions of the Games registration fees (paid every two years).

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

3. Affiliations/ Membership

3.1 External Affiliations

CSGA is an ongoing member of the Round Table of ALCOA (Active Living Coalition for Older Adults.

The CSGA will consider memberships and affiliations with other like minded or complementary organizations.

3.2 Internal

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

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

3.2.3 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.

3.24 Each member association is to be assessed an annual fee of $0.25 per member based on numbers at the lowest base level. Minimum assessment will be $100.00 and maximum will be $2,500.

3.2.4 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.

4. Games Participation

4.1 Participant: One who is 55+ by December 31 in the year of the Games and who has qualified to compete in the Canada Senior 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.

4.2 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.

4.3 Responsibilities of Participants and Non-Participants

Participants and non-participants shall also:

i) Complete a waiver of release of liability;

ii) submit a completed medical form to be opened in case of accident, injury or illness; and

iii) acknowledge that the Host and the CSGA will not be responsible for any medical and health care costs incurred.

4.4 Fees

Fees for both participants and non-participants will be established by the CSGA in consultation with the Host Organization.

4.5 Participation Indicators

The CSGA 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.

4.6 Games Records

CSGA will maintain to the extent possible Canada Senior Games Record Scores/Achievements for those sports and activities which lend themselves to such a practice.

5. Hosting the Canada Senior Games

5.1 Communities are invited to submit bids to host future Canada Senior Games on the basis of Bid Guidelines. See Appendix A.

5.2 The CSGA Board of Directors will review bids and select a Host Organization approximately two years in advance.

5.3 The responsibilities of CSGA and the Host communities/ organizations are outlined in the Hosting Agreement. See Appendix B

5.4 The President of CSGA will sign the Host Agreement on behalf of CSGA.

5.5 Any profit realized through the preparation, organization and delivery of the Games will remain the sole property of the Host. Conversely, any deficit incurred by the Host in relation to the Games will remain the responsibility of the Host.

6. Games

6.1 Rules and Regulations

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

6.2 Regular Activities

The Canada Senior Games will include a minimum of 12 from the following list of Regular Activities: Carpet Bowling, Slo-Pitch, Track & Field/Athletics, Contract Bridge, Duplicate Bridge, Floor Curling, Cribbage, Lawn Bowls, Horseshoes, 5 Pin Bowling, Golf, Floor Shuffleboard, Darts, Snooker, 8 Ball, Tennis, Swimming.

6.3 Optional Activities

The Canada Senior Games will include up to 8 events (or more with the approval of CSGA) from the following list of Optional Activities: Cycling, Table Tennis, Archery, Scrabble, Bocce, Badminton, Mini Marathon, Triathalon, Canoeing, Ice Curling, Military Whist, Ice Hockey, Auction 45, Washer Toss, 3000k Predicted Speed Skating, Squash, Crokinole. Other activities may be submitted to the CSGA by the Host Committee for approval.

Demonstration Events: The Host Committee may recommend demonstration events to the CSGA 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.

6.4 Technical Support

The CSGA Technical Director will be available by telephone, e-mail or in person to answer questions and/or provide interpretations of the Canada Senior Games Technical Package (Rules and Regulations) prior to the Games and in person at the Games.

6.5 Registration Form Requirements

The Host will design a Registration Package for participants and non-participants which shall be approved by the CSGA prior to distribution and which shall include, but not be limited to: registration form; medical form; 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 January 1 in the year of the Games. The deadline for registration shall be July 31 unless otherwise approved by the CSGA. 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.

6.6 Appeals and Appeal Committee

When a participant feels that there are grounds for an appeal of a decision made by the official presiding at the activity (s)he shall:

i) Notify the official of the intent to appeal the decision;

ii) Advise any witnesses of the intent to appeal;

iii) Provide a written description of the events leading to the appeal to the Provincial/Territorial Team Manager or Coordinator; and

iv) 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 CSGA Technical Director with a copy to the CSGA President.

v) The CSGA Technical Director will take the appeal to the Appeal Committee.

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 CSGA Technical Director.

6.7 Spirit of the Games Award

The Host Organization 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 participation, friendship and camaraderie.

6.8 Protocol Related to CSGA

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

6.9 Results

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

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

CSGA will maintain to the extent possible Canada Senior Games Record Scores/Achievements for those sports and activities which lend themselves to such a practice.

6.10 Historical Information

7 Web Site

7.1.1 The CSGA web site (www.csga.info) is managed and maintained on a volunteer basis by Gary Black (Webmaster) of the Northwest Territories.

7.1.2 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.

7.1.3 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.

7.1.4 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.

7.1.5 The Host Committee is expected to provide a link to the CSGA web site if it creates an official Games site.

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

7.1.7 The web site will contain photographs taken at the Games and the Annual General Meetings. If the Host Organization does not have an official web site the CSGA site will accept and display photos from the Host or other participants.

7.1.8 It is hoped that the web site will contain Games’ record scores and achievements in those activities where it is possible and appropriate to do so.

7.1.9 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.

8. Miscellaneous

8.1 At such time as the CSGA achieves a level of funding that makes it possible to do more than attempt to cover expenses of travel a four year planning cycle shall be instituted.

8.2 In their annual provincial/territorial reports Directors shall include reports on what they and/or their provinces/territories have done to promote senior games.