Document 2.2.5 Approved (Jan 04)
FIS REPRESENTATION
Preamble
1. The Federation Internationale de Ski (FIS) is the international governing body for ski and snowboard sports, including cross-country skiing. The Canadian Ski and Snow Board Association (CSSA) is the corporate body recognized by the FIS as representing Canada in the ski and snowboard sports in the international arena. As a member discipline of the CSSA, Cross Country Canada (CCC) is responsible for providing Canadian participation in FIS functions related to cross-country skiing, and may from time to time be in a position to provide representation for Canada in selected FIS-wide appointments.
2. The CCC Board has determined that meaningful participation in FIS committees and deliberations will make an important contribution to the achievement of CCC’s mission.
3. The credentials (i.e. experience and qualifications), aptitude and personal credibility (i.e. stature attained through tenure and established relationships) of CCC’s representatives to the FIS will in large measure determine the effectiveness of the efforts of these individuals. Therefore, management of FIS representation requires a strategic outlook.
Aim
4. The aim of this operational policy is to provide direction for how FIS representation will be managed within CCC.
General Approach
5. The extent of CCC participation in FIS will vary over time, depending upon such variable factors as opportunity and affordability. The level of representation will be determined by the Executive Director in consultation with the CCC Management Committee.
6. The minimal level of participation is one person, who will serve as the Canadian member of the FIS Cross-Country Committee. The CCC representative to the FIS Cross-Country Committee will always be the senior CCC delegate to FIS. From time to time, this individual may fill positions on other FIS committees involved in the governance of cross-country skiing. Alternatively, CCC may nominate separate candidates for positions on these other committees.
7. Consideration of broader involvement in the FIS, to include nominations to fill the appointment of the Canadian member on the FIS Council, will normally originate and be determined by the CCC Board.
Reporting Structure
8. CCC representatives to the FIS report and are responsible and accountable directly to the Executive Director. As required by the agenda, FIS representatives may be invited to attend meetings of the CCC Management Committee or the CCC Board in an observer/advisor capacity.
9. As many of the issues on the FIS cross-country agenda are related to the events portfolio (e.g. event calendars, race formats, rules), the CCC representative to the FIS Cross-Country Committee is responsive to the Chairperson of the Events Committee and serves as a voting member of that Committee.
10. Notwithstanding the general orientation of FIS representation towards events matters, FIS deliberations and Canadian positions on particular issues may be pertinent to the terms of reference of other CCC operational committees such as the National Ski Team Committee, the Marketing Committee and the Women’s Committee. Therefore, CCC representatives to FIS are responsive universally to the chairpersons of CCC operational committees in all matters where their advice or advocacy can be supportive of a committee’s work. Direct communication between committee chairpersons and FIS representatives is authorized; the Executive Director is to be kept informed as warranted by the issue at hand. As required by the agenda, FIS representatives may be invited to attend operational committee meetings in a non-voting observer/advisor capacity. Where travel expenses are involved, such invitations must be approved by the Executive Director.
Responsibilities
11. The general and over-arching responsibilities of CCC representatives to the FIS cross-country committees are to:
a. contribute to the achievement of the goal of promoting and providing sound governance for cross-country skiing around the world, such that the sport prospers and participation grows;
b. advance and protect Canadian interests in this field of operation; and
c. serve as a conduit to the relevant CCC fora or officials for all FIS-generated information that is of potential interest or value to any area of CCC operations.
12. In fulfilment of their general responsibilities, representatives to FIS are required to:
a. attend all official meetings of committees on which they serve, or arrange for substitutes in the event that attendance is not possible;
b. submit to the Executive Director a written report on each FIS meeting they attend, with copies distributed to all operational committee chairpersons; it is the responsibility of committee chairpersons to disseminate information further within their mandates promptly and accurately to all who require the information;
c. keep operational committee chairpersons current on active issues which pertain to their mandate; again, it is the responsibility of committee chairpersons to ensure appropriate internal communication on these issues;
d. consult directly with operational committee chairpersons on Canadian positions within their mandates; where warranted by the nature of the issue, the Executive Director should also be consulted and should approve the recommended Canadian position; and
e. liaise with the CSSA as required, to include keeping the President of the CSSA and Canada’s FIS Council member informed of sensitive or topical issues which warrant their attention.
Selection
12. All CCC nominations for FIS appointments must be forwarded through the CSSA for approval by the FIS Council.
13. Service as a CCC representative to the FIS can present significant demands on an individual’s time and energy if the full potential of the appointment is to be exploited. At times, service may entail personal expenditures related to activities which CCC’s budget may be unable to cover.
14. Candidates for FIS representational appointments must satisfy the following general criteria:
a. have established themselves as experienced or, where appropriate, qualified in the field of activity for which they are being nominated, by virtue of active involvement in CCC at the national level;
b. have demonstrated through prior CCC involvement the personal commitment and time availability required to ensure dedicated and dependable performance of their duties; and
c. be prepared to serve for an extended duration, as this is frequently key to the establishment of personal credibility and influence.
15. The FIS representative to the FIS Cross-Country Committee will be selected by vote of the CCC Management Committee, on the basis of a nomination or nominations put forward by the Events Committee.
16. The selection of other FIS representatives will be made by vote of the CCC Management Committee, based on nominations solicited from all members of the Committee. The operational committee chairpersons are expected to utilize the regional representation within their committees in order to cast a wide net in the interest of identifying well qualified and highly motivated candidates.
Performance Review
17. The status of FIS representation will be reviewed annually by the CCC Management Committee at its spring meeting. Adjustments to the current representation strategy will be considered at this time. Possible adjustments will include the migration of a representative within the FIS committee structure or the expansion or reduction of the level of representation. It is desirable but not essential that major changes to CCC FIS representation be designed to coincide with the quadrennial FIS Rules Congress (2004, 2008, etc).
18. The continued effectiveness of each FIS representative will also be confirmed annually. It would be convenient and desirable for representatives to serve a minimum term of four years, coinciding with FIS Congresses; however, this is only a guideline. While it is acknowledged that longevity in FIS appointments is advantageous and in some respects essential, continuity of service will be entirely dependent on the level of performance being provided. FIS representatives may be replaced by vote of the CCC Management Committee.
Administration
19. Expenses. While the CSSA reimburses CCC for 50% of the authorized expenses of the CCC representative to the FIS Cross-Country Committee, the balance of expenses related to this representative and any other CCC representative to a committee within the FIS cross-country area of operations must be paid by CCC. Therefore, CCC representatives are required to take every possible measure to minimize expenses without compromising effectiveness. For example, the use of high-cost hotel accommodation - which may be encouraged by CSSA precedent - is discouraged. FIS representatives are responsible for making their own logistical arrangements, but are encouraged to consult with the Coordinator of Administration and Communication before finalizing them. Travel claims with supporting receipts are to be submitted promptly following trips. Document 2.7.2 CCC Travel and Expenses Policy governs this subject.
20. Budget and Accounting. The budget line for FIS representation will be managed under the Events Committee Operating Budget. The senior FIS representative will produce an annual budget estimate for all FIS representational costs as part of the Events Committee planning and budgeting process.