Pacific Northwest Ski Association A Division of USSA

Transcription

1 Pacific Northwest Ski Association A Division of USSA PNSA Board of Directors Meeting ( Term) June 7, 2015 Hood River, Oregon Roll Call: The following officers and directors were present at roll call. Bill Brooks, Jeff Kray, Bill Koefoed, Roger Root, Gillian Esson, Alden Garrett, Bill Gunesch, Maureen Hammond, Dan Henry, Dan Holman, Chris Kastner, Paul Mahre, Sam Naney, Jason Spadaro, John Schiemer and Alan Watson. A quorum was present per Article III Section 4 of the PNSA By-Laws. Executive Session: After excusing non-board members from the room the board entered executive session. Open Session: The board reconvened in open session. No actions were taken in executive session Budget and Compensation Discussion: Bill Koefoed, PNSA Treasurer led a short discussion of compensation for the PNSA Executive Director. He reviewed the compensation for similar positions and suggested that PNSA approve an increase in base compensation and benefits BOD Motion #1: To increase the annual salary of the PNSA Executive Director by $ effective July 1, Maker: Bill Koefoed, second by Bill Brooks. Motion passed BOD Motion #2: To set the health insurance reimbursement for the PNSA Executive Director at $ per month effective July 1, Maker: Bill Brooks, second by Jeff Kray. Motion passed.

2 Bill Koefoed reviewed some of the items in the budget that will be presented for approval at the PNSA fall meeting. He told the board that the new budget will include some office help for Paul. Bill Koefoed asked the board to approve a continuing budget resolution with the changes made to salary and benefits BOD Motion #3: To adopt a continuing budget resolution with the addition of the changes made to the salary and benefit package for the PNSA Executive Director. Maker: Bill Koefoed, second by Jeff Kray. Motion passed. PNSA Travel Policy: Bill Brooks briefly described some of the challenges the division faces in administering the travel policy. He asked Paul Mahre for his thoughts. Paul suggested that the policy on payment be tightened. Bill Brooks asked if the policy should have a provision giving the Executive Director some discretion. Paul replied that there is an appeal process in place and that he would like a clear policy. Recess: The meeting was recessed for lunch. Afternoon Session: The meeting was reconvened at approximately 1:00 PM June 7, A quorum was present per Article III Section 4 of the PNSA By-Laws. The discussion of PNSA s travel policy and intent process continued. Paul noted that one of the problems for athletes is that they wait for funding from PNSEF which often comes after the season ends. After some additional discussion the board approved a motion to require payment of trip fees prior to being placed on the entry list (green sheet) BOD Motion #4: To revise the rules for PNSA traveling teams by requiring that athletes must prepay trip expenses prior to being entered in the event. Maker: Jason Spadaro, second by Maureen Hammond. Motion passed. Review and Revision of Governance Documents:

3 Bill Brooks appointed the following committee to review and propose changes to the PNSA Article of Incorporation and By-Laws. The committee members are: Bill Brooks, Alden Garrett, Jeff Kraychairperson and Roger Root. The committee will provide a preliminary report at the fall meeting and the final documents will be ready for adoption at the 2016 spring meeting. Measuring Success: Bill Brooks asked the group for suggestions on how to measure PNSA success in fulfilling its vision and mission. A number of suggestions were offered. Retention Feedback from athletes and parents Number of athletes licensed and non-licensed Post PNSA success of athletes. o Athletically o Educationally and career Defined goals that can be measured. PNSA Academic Honor Roll College scholarships received athletic and academic Bill Gunesch noted that all organized sports except football are facing declining participation and PNSA should consider how its attrition rate compares. Chris Kastner told the group that the area operators see similar statistics and asked what PNSA is doing to attract athletes. Jason Spadaro addressed the need to define goals and then develop key performance indicators and ways to measure those indicators. He volunteered to help develop a matrix of indicators. Bill Brook summarized the discussion and then appointed a committee to develop a survey. He appointed Gillian Esson, Maureen Hammond Jeff Kray and Jason Spadaro to the committee. He asked them to prepare a draft survey by July 15, PNSA Marketing Program:

4 Bill Brooks reviewed the history of PNSA s attempts to create a marketing and sponsorship program. During a short discussion of the topic Bill Koefoed suggested that the PNSA team jackets would be a good opportunity for a sponsor. Bill Brooks appointed a committee to draft a marketing and sponsorship proposal for PNSA. The members of the committee are: Gillian Esson, Alden Garrett-chairperson and Maureen Hammond. Keeping our best in PNSA discussion: Bill Gunesch led a discussion about keeping athletes in PNSA. He suggested starting to gather information by surveying athletes who have left the division and their parents. Dan Henry suggested that the survey should try to establish if the athletes are leaving to get better or for life style. Some of the issues that the group identified are: Snow surface Educational opportunities Perceived quality of academies and elite programs Opportunity to ski with friends who have left the division Financial incentives offered to athletes and their parents Jason Spadaro suggested asking those who have left what PNSA is missing that caused them to leave. Several people noted that more athletes leave for freestyle and free skiing than leave to race outside of the division. Jeff Kray cautioned the board about focusing only on elite athletes and ignoring the majority of PNSA athletes. He suggested that PNSA should not follow USSA s path. Maureen Hammond reviewed some of the findings from a survey CMAC did a few years ago. She told the group that the survey identified the location (travel time to and from), difficulty in coordinating training and competition with school as barriers to maintaining an elite FIS program. CMAC s solution to the problem was to redesign their program to focus more on younger athletes and not pursue a full elite FIS program.

5 Bill Brooks thanked the group for their comments. He noted that some of the work which will be done by the committee on measuring PNSA s success may also be applicable this issue. Convention wrap-up and site selection for 2016: Bill Brooks asked Paul Mahre for his thoughts on the current meeting and suggestions for the next meeting. Paul told the group that the 2015 spring meetings have been the best attended and most productive he has seen in his seven-year tenure. He suggested that the board consider returning to Hood River for the 2016 spring meeting BOD Motion #5: To schedule the 2016 Spring PNSA meetings in Hood River, Oregon on June 3, 4 and 5, Maker: Bill Koefoed, second by Jeff Kray. Motion passed. Adjournment: No further business came before the board and the meeting was adjourned BOD Motion #6: To adjourn the meeting. Maker: Jason Spadaro, second by Roger Root. Motion passed.

6 PNSA Board of Directors (Internet) Motion #7: To approve PNSA Corporate Resolution #1, appointing Paul Mahre as the PNSA Executive Director for the fiscal year: Maker: Roger Root, second Gillian Esson. Motion passed. (Secretary s Note: The complete text of the resolution is attached to this . A copy of the signed resolution will be attached to the completed motion.) Director/Officer Office Vote Yes/No/Abstain/No Response Bill Brooks President Yes Jeff Kray Vice President Yes Bill Koefoed Treasurer Yes Roger Root Secretary Yes Gillian Esson At-Large Yes Alden Garrett At-Large Yes Maureen Hammond At-Large Yes Dan Holman At-Large Yes Sam Naney At-Large Yes Bob Simpson At-Large Yes Jason Spadaro At-Large Yes John Schiemer At-Large Yes. Motion Date: June 7, 2015 Minutes Date: June 7, 2015

7 PNSA Board of Directors (Internet) Motion #7: To approve PNSA Corporate Resolution #2, certifying the election of Bill Brooks as President and Bill Koefoed as Treasurer for the fiscal year and granting them signature authority for the corporations banking and investment accounts. Maker: Roger Root, second Gillian Esson. Motion passed. (Secretary s Note: The complete text of the resolution is attached to this . A copy of the signed resolution will be attached to the completed motion.) Director/Officer Office Vote Yes/No/Abstain/No Response Bill Brooks President Yes Jeff Kray Vice President Yes Bill Koefoed Treasurer Yes Roger Root Secretary Yes Gillian Esson At-Large Yes Alden Garrett At-Large Yes Maureen Hammond At-Large Yes Dan Holman At-Large Yes Sam Naney At-Large Yes Bob Simpson At-Large Yes Jason Spadaro At-Large Yes John Schiemer At-Large Yes. Motion Date: June 7, 2015 Minutes Date: June 7, 2015

8 Pacific Northwest Ski Association A Division of USSA PNSA EXECUTIVE COMMITTEE MEETING Teleconference 3:00 PM August 6, 2015 President Bill Brooks called the meeting to order at approximately 3:00 PM. Roll Call: The following members and guests were present or joined the meeting in progress: Bill Brooks, Bill Gunesch, Dan Henry, Bill Koefoed, Jeff Kray, Paul Mahre, Roger Root, and Alan Watson. Agenda: 1. Bill Gunesch accepts WR Development Director s position. 2. Appointment of new Director of Alpine. 3. PNSA By-Law and Articles of Incorporation rewrite update. 4. PNSA Office Assistant position update. Bill Brooks gave the committee a brief update on recent developments at USSA, Western Region and PNSA USSA and Western Region: Lester Keller has left USSA/WR Bill Gunesch has accepted the position as WR Development Director Karin Harjo has accepted a position with the USSA women s Europa Cup team. Jeff Pickering has accepted the WR coaching position. Bill Gunesch s position on the WR ACC as Vice Chairman is now open. Jamie Landwehr and Ryan Shorter have both expressed interest in that position. USSA is working on Affiliate Agreements for Cross Country (Nordic). PNSA: Dan Henry will be Bill Brook s nominee to become Director of Alpine The schedule for the PNSA/PNSEF Fall meetings will separate the PNSA ACC, Board of Directors and PNSEF Board of Trustees meeting so that the meeting will not overlap. PNSA and PNSEF are working to finalize an agreement for services. Paul has prepared a list of services PNSA currently provides. PNSEF is reviewing the list and is working on their own list of services they would like PNSA to provide. The office assistant position description cannot be completed until the services agreement between PNSEF and PNSA is finalized. Bill recommended that PNSA not sign a separate affiliate agreement for Cross Country. He suggested that PNSA add an addendum to the current affiliate agreement.

9 Bill Gunesch reported that PNSA s Ability Class Proposal will be on the agenda for the August 19, 2015 WR ACC conference call. Alan Watson reported on his participation with the affiliate agreement discussion for Cross County. He told the committee that PNSA is the only division that includes Cross Country and Alpine PNSA EC Motion #1 : To adjourn. Maker: Roger Root, second by Alan Watson. Motion passed.

10 PNSA Executive Committee (Internet) Motion #2: To approve the draft Administrative Services Agreement between PNSEF and PNSA. Maker: Jeff Kray, second by Dan Henry. Motion passed. Director/Officer Office Vote Yes/No/Abstain/No Response Bill Brooks President Yes Jeff Kray Vice President Yes Bill Koefoed Treasurer Yes Roger Root Secretary Yes Dan Henry Director of Alpine Yes Alan Watson Director of Nordic No Response. Motion Date: September 30, 2015 Minutes Date: March 22, 2016

11 PNSA Executive Committee (Internet) Motion #3: To approve the following ability class point cut-offs for the season. Men: Cat Cat Cat Cat 4 all other point holders below Cat 5 all Women: Cat Cat Cat Cat 4 all other point holders below Cat 5 all Maker: Bill Brooks, second by Jeff Kray. Motion passed. Director/Officer Office Vote Yes/No/Abstain/No Response Bill Brooks President Yes Jeff Kray Vice President Yes Bill Koefoed Treasurer No Response Roger Root Secretary Yes Dan Henry Director of Alpine Yes Alan Watson Director of Nordic No Response. Motion Date: September 30, 2015 Minutes Date: March 22, 2016

12 Pacific Northwest Ski Association A Division of USSA PNSA Board of Directors Meeting ( Term) October 3, 2015 Snoqualmie Pass, WA Roll Call: The following officers and directors were present at roll call. Bill Brooks, Jeff Kray, Bill Koefoed, Roger Root, Gillian Esson, Alden Garrett, Bill Gunesch, Maureen Hammond, Dan Henry, Dan Holman, Chris Kastner, Paul Mahre, Sam Naney, Jason Spadaro, John Schiemer (joined meeting in progress) and Alan Watson. Kevin McCarthy and Bob Simpson were absent. A quorum was present per Article III Section 4 of the PNSA By-Laws. PNSA President Bill Brooks welcomed everyone to the fall meeting. Review of Board Terms: Bill Brooks reviewed the membership of the board along with each member s term status, i.e. 1year of 2 nd term etc. Approval of minutes and Agenda: Bill noted the need to elect a PNSEF Trustee and added that to the agenda. Rob Crick suggested that a special meeting of the Board of Delegates be added to the agenda to elect the PNSEF Trustee. Motions were proposed to approve the agenda, with the addition of the Board of Delegates Meeting, and to approve the minutes of the last meeting of the board BOD Motion #9: To approve the agenda with the addition of a Special meeting of the PNSA Board of Delegates. Maker: Jeff Kray, second by Maureen Hammond. Motion passed BOD Motion #10: To approve the minutes of the PNSA Board of Directors from the Spring Convention. Maker: Jeff Kray, second by Bill Koefoed. Motion passed. PNSA Executive Committee Report:

13 Bill Brooks reviewed the actions and meetings of the PNSA Executive Committee. The PNSA EC accepted the resignation of Bill Gunesch as Director of Alpine. Dan Henry was appointed Director of Alpine. The PNSA EC approved a draft services agreement between PNSA and PNSEF that includes funding for a part-time administrative assistant position for PNSA. Reports and Action Items from NCC: Director of Alpine Alan Watson reviewed the actions taken by the Nordic Competition Committee including the motions that were tabled at the Spring Convention. The board discussed the tabled motion ( BOD Motion #13) that addressed the adoption of the NCC Bylaws. Jeff Kray suggested the board allow the motion to expire and simply adopt the NCC By-Laws with a new motion BOD Motion #11: To adopt the attached NCC By-Laws as Attachment B to the PNSA By-Laws. Maker: Jason Spadaro, second by Sam Naney. Motion passed.. (Secretary s note: This clears tabled BOD Motion #13) BOD Motion #12: To approve NCC Motion #3 ( NCC Motion #3: To 2016 Junior Nationals Qualifier races must be sanctioned by USSA (National Ranking List). Maker: George Bryant, second by Vicki Longhini. Motion passed). Maker: Jason Spadaro, second by Maureen Hammond. Motion passed. (Secretary s note: This clears tabled BOD Motion #14) The board decided to not consider BOD Motions #15 and 16 and thus these motions are voided BOD Motion #13: To approve NCC Motion #4 as revised. Maker: Alden Garrett, second by Sam Naney Motion passed. (Secretary s note: NCC Motion#4 approved the attached selection process for Junior Nationals. See Appendix A.) Bill and Alan reported on the status of USSA Affiliate agreements for cross- country. Alan noted that USSA would like each division/entity to sign a unique document. The board decided to ask USSA to propose adding Cross-Country to PNSA s existing affiliate agreement BOD Motion #14: To authorize the creation of an addendum to the current USSA Affiliate Agreement adding Cross Country. Maker: Bill Koefoed, second by John Schiemer. Motion passed. Bill Brooks asked Jeff Kray to draft the addendum for submission to USSA.

14 PNSA By-Laws and Articles of Incorporation: Jeff Kray, Alden Garrett and Roger Root reported on progress drafting new by-laws and revised articles of incorporation for PNSA. Alden has created a first draft of the by-laws Not all of USSA s redlined items will be included in PNSA s new by-laws PNSA s Articles of Incorporation will need to be revised. By-Laws/Operating procedures for sport committees (ACC and NCC) should not be part of the PNSA By-Laws. The definition of PNSA membership, for the purpose of governance will need to be addressed. The plan is to have a final draft ready for the Spring Convention. PNSEF-PNSA Services Agreement: Bill Brooks reviewed the process and progress of creating an administrative agreement between PNSEF and PNSA. He stressed that this agreement needs to be separate from the funding that PNSEF provides to support PNSA s mission. The administrative services agreement will cover services PNSA provides to PNSEF to manage its organization. As the discussion of the relationship between PNSEF and PNSA concluded Bill Brooks suggested that the two organizations need to coordinate their meeting schedules so that their board meetings do not overlap, thus allowing the PNSA board members who are advisor PNSEF Board members to attend both meetings. The chair asked for a motion to suspend the PNSA Board meeting for the purpose of convening a special meeting of the PNSA Board of Delegates BOD Motion #15: To suspend the PNSA Board meeting and to convene a special meeting of the PNSA Board of Delegates. Maker: Bill Koefoed, second by Maureen Hammond. Motion passed. The PNSA Board of Directors meeting reconvened in open session after the conclusion of the special meeting of the PNSA Board of Delegates. Treasurer Report: Bill Koefoed, PNSA Treasurer, reviewed the finances noting that the fiscal year. Noting that the was a terrible year for snow conditions and that many events were cancelled he announced that the division would end the season at or near a breakeven point. Bill thanked Paul Mahre his aggressive financial management and hard work that helped the division through the hard season.

15 Bill and Paul presented the budget for the fiscal year. After a short discussion the budget was approved BOD Motion #16: To approved the budget for as presented. Maker: Jeff Kray, second by John Schiemer. Motion passed. The board approved the roll over of funds in PNSA s certificate of deposit BOD Motion #17: To approve the rollover for another term of PNSA s Certificate of Deposit with Solarity Credit Union. Maker: Jason Spadaro, second by Alden Garrett. Motion passed. Executive Directors Report: Paul Mahre gave the board a short report on activities over the summer and preparations for the coming season. The office assistant position is open, the job description is posted and at least one person is considering the job. Elite Pass sales are slow and many of the applications received so far are incomplete (75% were deficient in some respect). The coaches symposium has been approved for continuing education credit by both USSA and PSIA. Travel planning for the season is in progress. Director of Alpine Report: Dan Henry gave the board a short report on the summer activities and preparations for the fall. He noted that the division needs a better contact list for all of the coaches. Other topics included the status of the fall camp and preparations for a fall camp. Dan announced that the WR ACC elected Ryan Shorter Vice President. Dan reviewed the action items from the ACC. The Board approved action items, from the ACC BOD Motion #18: To approve ACC (action items) Motions 3, 4, 5, 6, 7 and 8. ( PNSA ACC Motion #3: To adopt, the attached final draft, of the PNSA Ability Class Racing Proposal. Maker: Ryan Shorter, second by Chuck Holcomb. Motion passed PNSA ACC Motion #4: To confirm the initial USSA point range of each category in the PNSA Ability Class Racing rules as follows: Category 1 = 10% Category 2 = 30%

16 Category 3 = 60% Category 4 = all competitors with USSA points over 60% and less than Maker: Bill Brooks, second by Dave Lyon. Motion passed PNSA ACC Motion #5: To amend the PNSA U14 WR Championship selection process by adopting the following scoring method: Modified World Cup points (30 for first, 29 for 2nd, etc.) to each finisher for the race runs identified as qualifiers. For DNS, DNF, DSQ the racer will receive no points 0 (zero). Modified World Cup points increment by 1 point for each place. Maker: Mike Graves, second by Dave Lyon. Motion passed PNSA ACC Motion #6: To address tabled ACC motion #19 ( PNSA ACC Motion #19: To treat the WR U14 Championships as a PNSA travel event with staffing and housing. Maker: Kate Morrell, second by Jamie Landwehr. Motion tabled.) And adopt the following travel policy for the PNSA U14 WR Championship traveling team: The athletes will lodge with parents. PNSA will not make lodging arrangements for athletes and/or parents. Maker: Mike Graves, second by Bill Brooks. Motion Passed. (Secretary s note: ACC Motion #19 was the only ACC motion tabled from a previous meeting) PNSA ACC Motion #7: To establish the PNSA WR U14 Championship coaching staff at a minimum of 3 with one coach from each zone, up to a maximum of six. PNSA will arrange coaches lodging and travel, plus organize team meeting and tuning facilities. Maker: Mike Graves, second by Ryan Shorter. Motion Passed PNSA ACC Motion #8: To amend the PNSA WR U14 Championship zonal selection process by purging all non-zonal athletes from each zone s results prior to assigning place points. Maker: Mike Graves, second by Chuck Holcomb. Motion passed.) Maker: John Schiemer, second by Alden Garrett. Motion passed. Director of Officials: Roger Root presented a short report on the PNSA owned B-Net. Paul Mahre gave the board the specifics on the most recent addition to the inventory-60 new rolls of B-Net funded by a grant from the Washington Winter Sports Foundation. Paul noted that this is the third grant from this organization. IMPACT Concussion Testing: Paul Mahre reported on the status of the program to provide free base line and post injury concussion testing for eligible PNSA athletes. The program is being used extensively by some of the clubs. However, there is room for growth. IMPACT is updating their program and processes. Athletes should be getting new base-line tests every 2 years.

17 Gillian Esson noted that IMPACT now allows IMPACT tests conducted through other organizations to be accessed for post injury testing. Bill Brooks asked if PNSA could make a base-line test a prerequisite to being named to a travel team. Roger Root suggested that the question be deferred to the Spring Convention. PNSAA and PSIA: Chris Kastner, representing both organizations, told the board that he had nothing that has surfaced between the spring and fall meetings. Document Retention Policy: Paul Mahre presented a document retention policy that he asked the board to adopt BOD Motion #19: To adopt the following document destruction policy (Appendix B). Maker: Jeff Kray, second by Bill Koefoed. Motion passed. Marketing Committee Report: Alden reviewed the activities of the PNSA Marketing Committee and asked the board to take the next step by authorizing the solicitation of proposals from professional marketing firms BOD Motion #20: To authorize the PNSA Executive Director to solicit requests for proposals from marketing firms for the purpose of establishing a PNSA marketing program. Maker: Alden Garrett, second by Jeff Kray. Motion passed. Alden noted that seeking divisional sponsors is currently on hold. Social Media Bill Brooks led a discussion of how to use social media to communicate with athletes, parents, coaches and officials. Paul noted that PNSA has both a Facebook page and a Twitter account. Resolution: BOD Motion #21: To adopt the attached resolution (Appendix C). Maker: Bill Koefoed, second by Gillian Esson. Motion passed. Adjournment: No further business came before the board and the meeting was adjourned.

18 BOD Motion #22: To adjourn. Maker: Bill Koefoed, second by Gillian Esson. Motion passed.

19 Appendix A: Athlete Selection 1. Prior to the competition season the Nordic Competition Committee (NCC) will designate eight races, normally on four different weekends and normally including one two-day meet outside PNSA, to be Junior Nationals Qualifier (JNQ) Races. In addition the NCC will decide the size of the Junior Nationals Team for the coming season. 2. PNSA skiers will be ranked according to the following procedures: a. Continental Cup Points: After each JNQ race Continental Cup points* will be assigned to PNSA skiers according to finish order among only PNSA skiers in each of the following four age and gender groups: U16 girls, U16 boys, U18 plus U20 girls, and U18 plus U20 boys. In sprint races points will be assigned to the final results rather than just to the qualification round. b. JNQ Scores: At the end of the JNQ series, a JNQ Score will be calculated for each PNSA skier equal to the total of the Continental Cup points earned by that skier in his/her best four JNQ finishes of the season. c. JNQ Ranking List: The JNQ Ranking List will consist of all PNSA skiers ranked by JNQ Score in one list without regard to age or gender. 3. The Junior Nationals Selection Committee will consist of all members of the NCC who attend the final JNQ Race. The Selection Committee will meet immediately after the conclusion of the final JNQ Race. The NCC Chair or his/her designee will chair the committee meeting. The Selection Committee will name the JN Team according to the following procedures: a. Any PNSA skier who has qualified for the JN Team by USSA standards (USSA Rule 70) will be named to the team. b. Any PNSA member who is at school outside the division, and who has declared a desire to be named to the team, and who finished in the top half of the field in at least one race at a prior JN Championships, and who has finished within 5% of the winner in at least one JNQ Race in the current season will be named to the team. c. The highest ranked skiers on the JNQ Ranking List who have not already been named to the team will be named until the total number of skiers named to the team equals the team size previously determined by the NCC. d. The Selection Committee may at its discretion name additional skiers to the team regardless of their position on the JNQ Ranking List, provided in each case that at least three quarters of the Selection Committee vote in favor. 4. Each skier who accepts a position on the JN Team must meet USSA s eligibility requirements, be a member of PNSA with a USSA competition license, and must be prepared to make the necessary arrangements by the deadlines announced by the Selection Committee, including paying the skier s trip costs to PNSA, having a PNSA uniform, signing required forms, and arranging transportation to and from the Junior Nationals. *Continental Cup points (also referred to as SuperTour points): 1 st place 30, 2 nd 25, 3 rd 21, 4 th 18, 5 th 16, 6 th 15, 7 th 14, 8 th 13, 9 th 12, 10 th 11, 11 th 10, 12 th 9, 13 th 8, 14 th 7, 15 th 6, 16 th 5, 17 th 4, 18 th 3, 19 th 2, 20 th 1.

20 Appendix B: Document Retention and Destruction Policy : as of Oct. 3, 2015 Purpose The purpose of this policy is to ensure that necessary records and documents are adequately protected and maintained, and to ensure that records that are no longer needed or of no value are discarded at the appropriate time. This information is intended as a guideline for retention of records; it is not a comprehensive list of all types of records the Association might have. Responsibility and Authorities It is the ultimate responsibility of the Executive Director to assure that the Document Retention and Destruction Policy is carried out in accordance with the attached schedule. The Board of Directors may designate one of its members as the Document Retention and Destruction Officer. The Document Retention and Destruction Officer will work with the Executive Director to conduct an annual review of all records and forms to determine those to be destroyed. The Document Retention and Destruction Officer will present an annual report to the Board of Directors certifying that the annual document review has been conducted, and that documents have been destroyed in accordance with this schedule. Temporary Policy Suspension In the event of a governmental audit, investigation, or pending litigation, document destruction will be suspended until the matter is resolved and document destruction is reauthorized by the board of directors Document Retention and Destruction Schedule Corporate and Legal Records 1. Articles of Incorporation (and Amendments) Permanently Retained 2. Committee Charters (and Amendments) Permanently Retained 3. By-Laws (and Amendments) Permanently Retained 4. Licenses While Active + 2 years 5. Federal, State, and Local Tax Exemption Applications and Certificates Permanently Retained Legal Records 1. Copyright and Trademark Registrations Permanently Retained 2. Real Property Deeds, Mortgages, and Easements Permanently Retained 3. Debt and Other Loan Agreements Permanently Retained 4. Real or Personal Property Leases While Active + 7 years 5. Contracts and Agreements While Active + 7 years 6. Insurance Policies Permanently Retained 7. Insurance Reports and Claims While Active + 7 years Litigation Records 1. Claims While Active + 2 years 2. Court Documents and Records While Active + 2 years 3. Deposition Transcripts While Active + 2 years 4. Discovery Materials While Active + 2 years 5. Litigation Files While Active + 2 years Board/Governance Records 1. Minutes of Board or Committee Meetings Permanently Retained 2. Board Policy Statements Permanently Retained 3. All Superseded Board Policy Statements 7 years 4. Board Approved Guidelines and Procedures Permanently Retained 5. Electronic Recordings of Board and Committee Meetings Destroy After Approval of Minutes 6. Committee Meeting Materials Permanently Retained 7. Board and Committee Compensation Records 7 years

21 8. Conflict of Interest Disclosures While Active + 7 years Audit and Accounting Records 1. Annual Reports Permanently Retained 2. Audited Financial Statements Permanently Retained 3. Auditor Opinions and Management Reports Permanently Retained 4. Internal Financial and Audit Reports 3 years 5. Chart of Accounts Permanently Retained 6. General Ledgers and End of Year Trial Balances Permanently Retained 7. Journal Entries Permanently Retained 8. Banking Resolutions Permanently Retained 9. Banking Statements and Reconciliations 7 years 10. Accounts Payable Ledgers 7 years 11. Bank Deposit Slips and Cash Receipt Journals 7 years 12. Cancelled Checks 7 years 13. Employee Business Expense Reports 7 years 14. Purchase Orders, Shipping/Delivery Orders 2 years 15. Paid Bills, Statements, and Invoices (Taxes and Capital Assets) Permanently Retained 16. Support for Endowment Contributions and Gifts 7 years 17. Fixed Assets and Depreciation Schedules Permanently Retained 18. Annual Budgets 3 years 19. Internal Financial Forecasts 3 years 20. Business Plans 3 years 21. Investment Agreements (Trusts, Partnerships, Subscriptions) While Active + 7 years 22. Investment Valuation and Financial Activity Reports 7 years 23. Investment Financial Statements and Performance Reports 7 years 24. Due Diligence Materials (After Rejection) 2 years 25. Due Diligence Materials (After Acceptance) While Active + 7 years (k) Records, Including Form 5500 Tax Returns Permanently Retained Tax Records 1. Federal Tax Returns Permanently Retained 2. Federal Tax Filings (Forms W2, W3, W4, 1096, 1099) Permanently Retained 3. State and Local Tax Returns Permanently Retained 4. Property Tax Exemptions/Applications/Assessments/Appeals Permanently Retained 5. Tax Audit Proceedings Permanently Retained 6. Correspondence with Taxing/Other Regulatory Authorities Permanently Retained Electronic Communications 1. s Six Months 2. Electronic Data Files Consistent with Paper Schedule Human Resources 1. Employee Handbook/Employment Policies and Procedures Permanently Retained 2. Superseded Employee Handbook 10 years 3. Benefit Plan Descriptions and Reports While Active + 1 year 4. Job Announcements and Advertisements 1 year 5. Records Relevant to Actions Against an Employee While Active + 2 years Individual Applicants Who Are Not Hired 1. Employment Applications 1 year 2. Resumes 1 year 3. Letters of Recommendation 1 year Personnel Files 1. Employment Application or Resume While Active + 7 years 2. Personnel Action Forms (Salary Adjustments, Leaves,

22 Transfers, Promotions, etc.) While Active + 7 years 3. COBRA and Other Group Insurance Coverage Notification While Active + 7 years 4. Job Description While Active + 7 years 5. Performance Reviews While Active + 7 years 6. Unemployment and Workers Compensation Claim Notices and Agency Communications While Active + 7 years 7. Disciplinary Warnings and Other Actions While Active + 7 years 8. Conflict of Interest Disclosures While Active + 7 years 9. Education Assistance Documentation While Active + 7 years Payroll Records 1. Wage and Salary History While Active + 7 years 2. Personnel Action Forms (Salary Adjustments, Leaves, Transfers, Promotions, etc.) While Active + 7 years 3. Timesheets (Non-Exempt) While Active + 7 years 4. Employee Wage and Tax Statements W-2 Form While Active + 7 years 5. Employee Tax Withholding Elections W-4 Form While Active + 7 years 6. Garnishments While Active + 7 years 7. Benefit Elections and Salary Deductions While Active + 7 years 8. Employment Eligibility (I-9 Form) While Active + 7 years Accounting Payroll Files 1. Accounting Payroll Files While Active + 7 years 2. Payments of Records of Employment Taxes While Active + 7 years 3. Payroll Ledger While Active + 7 years 4. PTO Summaries and Authorizations While Active + 2 years Facilities Records 1. Building Permits While Active + 5 years 2. Building Plans and Specifications Permanently Retained 3. Office Layouts While Active 4. Zoning Permits While Active 5. Operating Permits While Active 6. Maintenance Records While Active 7. Conference Center Documents While Active + 2 years 8. Office Space Agreements While Active + 2 year

23 Appendix C: RESOLUTION Fall Meeting We, the Officers, Directors and Delegates of the Pacific Northwest Ski Association do hereby make the following resolution and consent to the actions indicated below. WHEREAS, we are an Association of individuals dedicated to promoting and maintaining all disciplines of snow skiing and snowboard sports and competition in the Pacific Northwest Division of the United States Ski Association; WHEREAS, we have gathered, on this Summit of Snoqualmie to hold the Association s annual Fall meeting of the Board of Directors and special meeting of the Delegates, for the purposes of approving by passage all necessary motions and resolutions for the good of the Association. WHEREAS, we have concluded our business for the Fall Meeting in accordance with the Association Bylaws and Articles of Incorporation; NOW THEREFORE: BE IT RESOLVED, that any and all acts performed by the Officers, Directors, Volunteers, and Employees of the Association in the Fall Meeting are hereby ratified, affirmed and approved. BE IT ALSO RESOLVED, that the business of the PNSA annual Fall Meeting is hereby concluded. CERTIFICATE BY SECRETARY I, Roger Root, do hereby certify that I am the elected and acting Secretary of said corporation for the operating year, and further that the above and foregoing is a full, true and correct copy of a Resolution duly enacted by the Board of Directors and the Delegates of said corporation at the conclusion of the annual Fall Meeting of said corporation, duly called and held at Snoqualmie Pass, Washington on October 3, Dated: October 3, 2015 Secretary ATTEST: President (Secretary s note: Signatures on file with original document)

24 PNSA Executive Committee (Internet) Motion #4: To restrict entry into the PNSA U16 Qualifiers to U16 and older athletes. Maker: Dan Henry, second by Jeff Kray. Motion passed. Director/Officer Office Vote Yes/No/Abstain/No Response Bill Brooks President Yes Jeff Kray Vice President Yes Bill Koefoed Treasurer Yes Roger Root Secretary Yes Dan Henry Director of Alpine Yes Alan Watson Director of Nordic No Response. Motion Date: December 16, 2015 Minutes Date: March 22, 2016

25 PNSA Executive Committee (Internet) Motion #5: To establish the following seeding process for the U14 WR Championships: Each PNSA zone will submit their selected athletes seeded by discipline. Athletes from each zone will be grouped in their respective seeds by discipline with athletes from the other zones to create PNSA seeding groups by discipline. The PNSA seeding groups will consist of one to three athletes per seed depending on the zonal quota allocation defined above. PNSA will randomly draw athletes within a seeding group to create the individual seeding for U14 WR Champs by discipline. Earlier seeded zonal athletes and seeding groups will always take priority over later seeded zonal athletes and seeding groups when being drawn into the WR U14 Championship seeding matrix. Maker: Dan Henry, second by Jeff Kray. Motion passed. Director/Officer Office Vote Yes/No/Abstain/No Response Bill Brooks President Yes Jeff Kray Vice President Yes Bill Koefoed Treasurer Yes Roger Root Secretary Yes Dan Henry Director of Alpine Yes Alan Watson Director of Nordic No Response. Motion Date: December 16, 2015 Minutes Date: March 22, 2016

26 PNSA Executive Committee (Internet) Motion #6: To change the 2016 U14 BW Championships from a non-scored to a scored USSA series. Maker: Dan Henry, second by Jeff Kray. Motion passed. Director/Officer Office Vote Yes/No/Abstain/No Response Bill Brooks President Yes Jeff Kray Vice President Yes Bill Koefoed Treasurer Yes Roger Root Secretary Yes Dan Henry Director of Alpine Yes Alan Watson Director of Nordic Yes. Motion Date: February 24, 2016 Minutes Date: March 22, 2016

27 Pacific Northwest Ski Association A Division of USSA PNSA EXECUTIVE COMMITTEE MEETING Teleconference 3:30 PM March 22, 2016 President Bill Brooks called the meeting to order at approximately 3:30 PM. Roll Call: The following members and guests were present or joined the meeting in progress: Bill Brooks, Dan Henry, Jeff Kray, Paul Mahre, Roger Root, and Alan Watson. Agenda: 1. U14 Regional Championship 2. Ability Class seeding and awards. 3. Western Region Issues 4. Marketing proposal update 5. Update on Kodama Lawsuit Bill Brooks reviewed the agenda and introduced the first topic. U14 Regional Championships: The committee discussed the U14 Regional Championships and the U14 National Project. Dan Henry told the committee that the regional and nation events are a fait accompli. Thus, PNSA will continue to need a selection process regardless of how the division feels about the events. The consensus of the committee was to not support the regional and national events but that the division should recognize the need for a viable selection process. Dan noted that the current selection process would be reviewed and possibly revised at PNSA Spring Convention. Ability Class Seeding and Awards: Dan Henry reported that the coaches attending the coaches forum at Sun Cup expressed overwhelming support for the ability class system. He noted that there was some discussion on how the system might be improved. Paul Mahre reported that the majority of complaints he has heard centered around seeding and specifically for Class 2. Executive Session:

28 The committee went into Executive Session. No decisions were made in the Executive Session and the committee reconvened in open session. Marketing Update: Paul Mahre reported that the Marketing Sub-Committee is working on a Request for Proposal and hopes to have it distributed and receive some proposals prior to the PNSA Spring Convention. Kodama Lawsuit: Bill Brooks announced that PNSA has been released this lawsuit by the judge PNSA EC Motion #7: To adjourn. Maker: Roger Root, second by Alan Watson. Motion passed.

29 Appendix A: Internet motions PNSA Executive Committee (Internet) Motion #2: To approve the draft Administrative Services Agreement between PNSEF and PNSA. Maker: Jeff Kray, second by Dan Henry. Motion passed. Director/Officer Office Vote Yes/No/Abstain/No Response Bill Brooks President Yes Jeff Kray Vice President Yes Bill Koefoed Treasurer Yes Roger Root Secretary Yes Dan Henry Director of Alpine Yes Alan Watson Director of Nordic No Response Motion Date: September 30, 2015 Minutes Date: March 22, PNSA Executive Committee (Internet) Motion #3: To approve the following ability class point cut-offs for the season. Men: Women: Cat Cat Cat Cat Cat Cat Cat 4 all other point holders below Cat 4 all other point holders below Cat 5 all Cat 5 all Maker: Bill Brooks, second by Jeff Kray. Motion passed. Director/Officer Office Vote Yes/No/Abstain/No Response Bill Brooks President Yes Jeff Kray Vice President Yes Bill Koefoed Treasurer No Response Roger Root Secretary Yes Dan Henry Director of Alpine Yes Alan Watson Director of Nordic No Response Motion Date: September 30, 2015 Minutes Date: March 22, 2016

30 PNSA Executive Committee (Internet) Motion #4: To restrict entry into the PNSA U16 Qualifiers to U16 and older athletes. Maker: Dan Henry, second by Jeff Kray. Motion passed. Director/Officer Office Vote Yes/No/Abstain/No Response Bill Brooks President Yes Jeff Kray Vice President Yes Bill Koefoed Treasurer Yes Roger Root Secretary Yes Dan Henry Director of Alpine Yes Alan Watson Director of Nordic No Response Motion Date: December 16, 2015 Minutes Date: March 22, PNSA Executive Committee (Internet) Motion #5: To establish the following seeding process for the U14 WR Championships: Each PNSA zone will submit their selected athletes seeded by discipline. Athletes from each zone will be grouped in their respective seeds by discipline with athletes from the other zones to create PNSA seeding groups by discipline. The PNSA seeding groups will consist of one to three athletes per seed depending on the zonal quota allocation defined above. PNSA will randomly draw athletes within a seeding group to create the individual seeding for U14 WR Champs by discipline. Earlier seeded zonal athletes and seeding groups will always take priority over later seeded zonal athletes and seeding groups when being drawn into the WR U14 Championship seeding matrix. Maker: Dan Henry, second by Jeff Kray. Motion passed. Director/Officer Office Vote Yes/No/Abstain/No Response Bill Brooks President Yes Jeff Kray Vice President Yes Bill Koefoed Treasurer Yes Roger Root Secretary Yes Dan Henry Director of Alpine Yes Alan Watson Director of Nordic No Response Motion Date: December 16, 2015 Minutes Date: March 22, 2016

31 PNSA Executive Committee (Internet) Motion #6: To change the 2016 U14 BW Championships from a non-scored to a scored USSA series. Maker: Dan Henry, second by Jeff Kray. Motion passed. Director/Officer Office Vote Yes/No/Abstain/No Response Bill Brooks President Yes Jeff Kray Vice President Yes Bill Koefoed Treasurer Yes Roger Root Secretary Yes Dan Henry Director of Alpine Yes Alan Watson Director of Nordic Yes. Motion Date: February 24, 2016 Minutes Date: March 22, 2016