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Table of Contents

1.0 Ultimate Newfoundland and Labrador (UNL)

2.0 Bylaws

3.0 Review and Approval

4.0 Financial Policies

4.1 Handling Cash

4.2 Petty Cash

4.3 Accounting Guidelines

4.4 Outstanding Debts Policy

5.0 Risk Management

5.1 Risk Assessment

5.2 Insurance

6.0 Recognition and Training

7.0 Code of Conduct

8.0 Gender Equity

9.0 Fair Play

10.0 Smoke-Free Play

11.0 Healthy Eating

12.0 Related Documents

12.1 Return in Service Agreement


1.0 Ultimate Newfoundland and Labrador (UNL)

Vision

Ultimate Newfoundland and Labrador is a province wide sport organization that upholds principles of “Spirit of the Game” and that offers both competitive and recreational opportunities within a welcoming community for people of all ages and skill levels.

Mission

To improve the stability of UNL and its member leagues through increasing the number and game knowledge of participants, increasing opportunities for involvement, enhancing the positive public awareness of Ultimate province-wide, and creating strong external partnerships.

Values

Ultimate NL operates on principles of “Spirit of the Game” which we define by these values

a) Respect - for each other, for the rules of Ultimate, for our playing spaces, and our partners

b) Joy of Play - promoting it for teams and for individuals

c) Inclusiveness - by encouraging people of all ages and skill levels to be involved

d) Sportsmanship - through the promotion of fair play and competitive play

e) Integrity - applying our values in a consistent and mutually-reinforcing manner

Purpose

a) To serve as the governing body of the sport of Ultimate in Newfoundland & Labrador.

b) To promote the growth and development of the sport of Ultimate throughout Newfoundland & Labrador.

c) To provide a means to facilitate open and continuous communication within the Ultimate community.

d) To act as the vehicle through which the ongoing activities of the sport Ultimate are organized, including, but not limited to, overseeing Leagues and competitions, developing and disseminating educational programs, and serving as a medium for the exchange of information.

2.0 Bylaws

UNL is governed by its bylaws, as voted on by its membership. This policy and procedures document is a guide for UNL Board of Directors and its stakeholders for day to day operations of the association. Where there is a conflict between UNL bylaws and this document, UNL bylaws will take precedence.

3.0 Review and Approval

Policies and procedures contained in this document will be reviewed and updated as required by UNL Board of Directors bi-annually.

4.0 Financial Policies

4.1 Handling Cash

UNL is committed to safe and secure handling of cash resources. Cash, including cheques, should be handled securely and safely at all times. The following are requirements for all the volunteers, members, youth, and other stakeholders handling cash on behalf of UNL.

Where possible, every effort should be made to accept payments exclusively online using PayPal. PayPal reduces the risk to volunteers and members involved with handling cash and increases transparency for payments. For tournaments, leagues, events, and merchandise orders, registration and ordering should be set up exclusively online using the UNL website with payment through PayPal. Payments should always direct to UNL's PayPal account - member or volunteer PayPal accounts should not be used to receive payments under any circumstances.

 When PayPal is not an option, the following guidelines should be followed:

When receiving cash or cheques, cash should be counted by two people. Those two people should write the amount down on a sheet of paper or the envelope and initial the total cash received. Cash should be deposited as soon as possible once received.

Events

If a cash float is being used, the float should be counted and recorded before the event by two people. When accepting payments, the person accepting cash should make note of what is being purchased or paid for. Where possible, at least two people should be present with the cash box at all times.

During the event when excess cash builds up in the cash box, cash should be counted by two people, sealed in an envelope, and both people should initial and write the amount on the envelope flap. If an envelope is not available, both people should write the amount on a sheet of paper and initial the amount. The sheet of paper or envelope should be kept as backup for the deposit.

At the end of the event, total cash in the cash box should be counted by two people. The cash total should be written on a deposit form and initialed by those two people. Funds should be deposited immediately following the event. If funds cannot be deposited right after an event, the deposit form, cash and cheques should be sealed in an envelope and both people should initial the envelope flap. The cash should be deposited as soon as possible. A copy of the deposit form with the initialed envelope attached should be given to the Treasurer of the Board of Directors within 7 days of the event.

Following an event, total money received should be matched to the items purchased during the event. Discrepancies should be recorded by the event organizer and reported to the Treasurer of the UNL Board of Directors or another member of the Board executive.

When carrying cash on behalf of UNL, volunteers and members should keep personal safety and security in mind at all times. Cash should be carried directly to the bank by the person responsible for the deposit. Cash should never be left unattended in vehicles or in public areas, and should be concealed.

4.2 Petty Cash

At certain times, volunteers may need to make many small, time sensitive purchases for a tournament or event, and it's not feasible for the volunteer or UNL to pay for the purchases directly. In situations like this, a volunteer can apply for a petty cash float to pay for the purchases.

To do this, the volunteer should complete a petty cash request and send it to the Treasurer of the Board of Directors. If approved, the Treasurer will issue the petty cash float within two weeks.

The volunteer will keep all receipts for purchases. Receipts must show the amount paid, the company name, and the items purchased. Within one week following the event, the volunteer responsible for the petty cash float must submit receipts and the unspent float must be returned to UNL. The total of receipts and unspent cash must match the original petty cash float issued to the volunteer.

Petty cash floats should only be used where UNL or volunteers cannot easily pay for expenses directly. Petty cash floats will only be issued for specific purposes, and will not exceed $300 in value.

4.3 Accounting Guidelines

UNL follows the accrual method of accounting outlined by Generally Accepted Accounting Standards for Not-for-Profit organizations. Each year, UNL will prepare a financial statement outlining its financial situation at the end of the last day of the fiscal year.

Throughout the year, the Treasurer of the Board of Directors will keep accurate and complete records of financial transactions, bank records, and grant or lease agreements.

Fiscal Year

The financial year of UNL will start on June 1 and end on May 31.

Revenue

Revenue from member fees, tournaments, leagues, merchandise sales, and events are recognized on a cash basis when revenue is received.

Deferred Revenue

Revenue received from government or other organizations for specific projects or purposes will be recognized as expenses are incurred. For example, $2,000 grant received for field space will not be recognized in the financial statements until the field space has been paid for.

Capital assets

Purchases of property and equipment will be classified as capital assets and amortized on a straight line basis based on the following guidelines:

Price                          Value                                  Amortization Period

Equipment

Greater than $2,500

3 years

Retention of receipts and other documents

All receipts and documentation relating to transactions carried out by UNL will be kept electronically or in paper format by the Treasurer.

On a regular basis (bi-monthly or quarterly), the Treasurer (or a volunteer under the supervision of the Treasurer) will reconcile transactions and ensure documentation is on file.

4.4 Outstanding Debts Policy

Any Ultimate Newfoundland and Labrador (Ultimate NL) “Member”, as defined in section 4.1 and 4.2 of the bylaws, will not be considered in good standing if they owe money to:
a membership league, as described in section 4.6 of the bylaws, a sanctioned Ultimate NL team
Ultimate NL and other affiliated organizations.
That member will be suspended from participating in any Ultimate NL member leagues, events, or tournaments according to section 4.4 of the bylaws. The suspension will be upheld until their debt has been settled, and with approval by the Board of Directors.

5.0 Risk Management

5.1 Risk Assessment

The Board will complete a Risk Assessment once a year to determine the top risks of the Association .  The risks should be ranked and the top 5 risks should have documented mitigation strategies.

Roles and Responsibilities

President: The President is the owner of the Risk Management process and is responsible for ensuring the Risk Assessment occurs at least once a year.  The President should then assign risks to the executive team to manage/mitigate and request updates on a quarterly basis.

Executive: The Executive are responsible for managing/ mitigating risks as assigned.

Entire Board: The entire board is responsible for identification/ mitigation of risks.

5.2 Insurance

As part of its risk management strategy, UNL will maintain valid insurance for at minimum, its basic requirements.

6.0 Recognition and Training

UNL is committed to the ongoing involvement and education of individuals participating in Ultimate in Newfoundland and Labrador.  The following areas are eligible for financial assistance to encourage membership initiative:

Eligibility

The individual must be a current member of UNL.

Criteria

UNL will consider the following criteria with an individual’s application:

Responsibility of the Applicant

Responsibility of UNL


The finances awarded for the above funding will be reviewed annually by the board as well as the related activities.

7.0 Code of Conduct

Expected Behavior

UNL Members are expected to comply with the following standards of conduct while participating in tournaments, clinics, volunteering or sanctioned events.

Spirit of the Game – Play fairly and understand and follow the rules of the game.

  1. Ultimate relies on the spirit of sportsmanship which places the responsibility of fair play on the players themselves.
  2. Maintaining spirit before, during and after play is the responsibility of every player.
  3. It is the responsibility of the each player to understand and play by the rules.
  4. A player should never set out to ignore or deliberately break any rules.

Respect for teammates and opponents – Be respectful of all other players of the game.

  1. Highly competitive and committed play is encouraged, but never at the expense of mutual respect between players.
  2. If an issue cannot be resolved between players, players should approach their respective Captain to settle the problem as quickly as possible.
  3. Harassment of any kind of another player is never acceptable.

Respect for staff and volunteers – Be respectful when interacting with staff and volunteers including event organizers and administrators.

  1. Volunteering is a key part of Ultimate, and without the efforts of volunteers, our sport would not function.
  2. Staff and volunteers deserve to be treated with respect.
  3. Any abuse of staff or volunteers, including facility managers, event coordinators and administrators, is never acceptable.

Fair treatment of others – Treat all other players fairly without harassment or discrimination.

  1. UNL is committed to the fair treatment of all players involved in Ultimate.
  2. All players must be treated fairly and with respect regardless of gender, place of origin, color, sexual orientation, religion, political belief or economic status.

Safe play – Play in a safe manner and obey the rules concerning safe play.

  1. Rules and policies exist for the safety and enjoyment of all people who participate in Ultimate.
  2. Players should not engage in conduct that is dangerous or potentially harmful to either themselves or others.

8.0 Gender Equity

Gender Equity is the principle of allocating resources and opportunities to both genders without discrimination. Gender Balance is creating gender equity in the areas of administration, policies and programs of UNL.

UNL recognizes that women are underrepresented in the sporting environment. UNL believes it is necessary to provide a full and equitable range of opportunities for both genders and will promote Gender Equity in the following ways:

9.0 Fair Play

Fair play is a complex notion that comprises and embodies a number of values that are fundamental not only to ultimate frisbee, but to everyday life. Respect, friendship, team spirit, fair competition, sport without doping, respect for written and unwritten rules such as equality, integrity, solidarity, tolerance, care, excellence and joy, are the building blocks of fair play that can be experienced and learnt both on and off the field.

10.0 Smoke-Free Play

UNL is dedicated to providing a safe and healthy environment for all players. Smoking will not be tolerated at any UNL event; all members should respect the athletic environment and set an example for all. To promote smoke free play:

11.0 Healthy Eating

The UNL organization is committed to making its events a healthy place for athletes in order to foster the conditions needed to realize the potential of all players. A healthy eating environment enhances player learning and success, and adds to the players social and emotional well-being. UNL has an important role to play in helping youth and adult players lead healthier lives not only through an active lifestyle, but also through healthy eating. The implementation of this policy is another important step in creating a healthier environment for the sport of Ultimate in this province.

In addition to promoting physical activity, UNL is proud to be focusing on health. UNL has three guiding principles that has led to this Healthy Eating Policy and will be applied to the food and beverages offered to the Membership:


12.0 Related Documents

12.1 Return in Service Agreement

Return in Service Agreement

Ultimate NL

Return in Service Agreement (the “Agreement”) made this day XXXXXX 

Between:                         Ultimate Newfoundland and Labrador (UNL)

And:                                 XXXXXX (herafter called the Recipient)

Whereas UNL is the recognized Provincial Sport Organization in Newfoundland and Labrador, and is requesting training for a XXXXX ( i.e. certified LF in the recreation coaching stream),

And Whereas the Recipient is a current UNL member and will be travelling to the Certification Course and completing the certification requirements,

UNL will cover the financial cost of travel totalling $XXXXX in exchange for individual UNL member completing XX coaching certifications over a period of 1 year.

The period will commence the day that the training is complete, and end 1 year after this date.

At any time, with 30 days notice, either party may terminate this agreement. In the event that the Recipient is not able to comply with the terms laid out, the Recipient will reimburse UNL for a portion of the funding prorated based on the number of coaching certifications completed. For example, if half of the agreed upon number of certifications is completed, then half of the financial cost paid by UNL for the Recipient's Coaching Certification will be returned to UNL by the Recipient. Payment must be received by UNL within 60 days of date the Recipient gives notice that the agreement above will not be honoured.

 

Signed,

For UNL:

____________________________________                   Date  ___________________________

____________________________________ (Print)        Witness ________________________

Certification Course Recipient:

____________________________________                   Date  ___________________________

____________________________________ (Print)        Witness ________________________