Board Orientation Manual 2024

2.2 DESCRIPTION 2.2.1 Relationship with the Minister and Ministry

Through an annual Government’s Letter of Expectation (GLE) and current Government Funding Agreement (GFA), the terms of the Society’s role on behalf of the Province of BC are identified. The GLE provides Government’s annual direction to the Crown Agency, and is an agreement on the Society’s accountabilities, roles, and responsibilities. The GLE confirms the Society’s mandate and priority actions, articulates key performance expectations, and forms the basis for the development of the annual Service Plan and Annual Report. The GFA supports the GLE, and identifies funding provided to the Society and the general terms by which that investment may be spent. The GFA identifies the relationship of the Minister’s office with the Society on decisions, support, and public appearances related to Games business. 2.2.2 Relationship with Host Societies The relationships between the Society and its host societies are governed by an Agreement for Financial Assistance under which the Society grants money for the Games to the host society. This agreement includes a number of conditions that the host society must fulfill. The Society provides the host societies with the ‘franchise’ rights to host the Games. It is the community’s ownership of the process as outlined in the Guidelines and Tasks and Timelines, which lead to a successful outcome. When necessary, the President and CEO may alter a decision made by the host society in the best interest and for the integrity of the franchise and the ongoing brand of the Society. 2.2.3 Relationship of the President and CEO with the Board There are important controls to be observed in the relationship between the President and CEO and the Board:  All financial policies, systems, and procedures are presented to the Board for review and approval.  Asset acquisitions, in excess of $56,500 value, require Board approval at budget time as well as before the financial commitment takes place.  Professional service contracts, in excess of $56,500 value, require Board approval before the commitment takes place.

 The Board, in collaboration with the President and CEO, should set criteria for the President and CEO’s performance appraisal in terms of the success of the Games held and the management of the Society.  Reimbursement of business expenses claimed on the expense form (coded to account 3010, which are for hosting individuals such as taking a volunteer out for coffee or dinner, etc.), in excess of $5,000 value in a single claim, require approval by the Board Chair or a Board member in advance.  The President and CEO will determine annual staff salary increases that are within the budget that has been approved by the Board.

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