Western Michigan Region
Policies & Procedures
(Effective January 9, 2008)
Table of Contents
Chapter 0 - Purpose and Use
Chapter 1 - Organization
Chapter 2 - Management
Chapter 3 - Elections
Chapter 4 - Financial
Section 1 - Region Treasurer
Section 2 - Cash Fund Accounts
Section 3 - Financial Reports
Section 4 - Region Dues and Fees
Section 5 - Receipt of Funds
Section 6 - Disbursements of Funds
Section 7 - Disbursements for Region Operating Expenses
Section 8 - Disbursements for Region Travel Expenses
Section 9 - Disbursements for Division Expenses
Section 10 - Advances for Expenses
Section 11 - Region Budget
Section 12 - Subunits Financial Requirements
Appendix A - History
Chapter 0 - Purpose and Use
0-1-1These policies and procedures may be cited as “Western Michigan Region P&P § chapter number - section number - paragraph number”.
0-1-2These policies and procedures are the base reference for the operation of the Western Michigan Region.
0-1-3The policies and procedures need to be approved only by the officers of the Region.
0-1-4The Region Director, or a person designated by the Region Director, may make editorial changes or restatement of these policies and procedures, as long as it does not change the meaning and effect of the policies and procedures. The changed or restated policies and procedures shall be sent to all Region Officers and staff and posted on the Region website, and shall be effective 28 days later, unless a specific objection is received in writing by mail or email.
Chapter 1 - Organization
1-1-2National Ski Patrol System, Inc (hereafter known as the “National Ski Patrol” or “NSP”) is a nonprofit corporation [ID #871124770] registered in the State of Colorado.
1-1-3The United States Congress granted the NSP a Federal Charter. 36 USC 152701 to 152712.
1-1-4The IRS granted 501(c)(3) status to the National Ski Patrol and the subordinate units (i.e. Central Division and its subordinate units). National P&P §3.1.2 and §4.5.1;
26CFR §1.50 1(c)(3), Internal Revenue Code §501(c)(3).
1-1-5The Western Michigan Region [C203] is a subunit of the Central Division.
1-1-6Region Subunits are: WM1 Section [C254], Bittersweet Ski Patrol [C290], Timber Ridge Ski Patrol [C156], WM2 Section [C255], Cannonsburg Ski Patrol [C024], Pando Ski Patrol [C097], Western Michigan Nordic Patrol [C179], WM3 Section [C256], Caberfae Peaks Ski Patrol [C022], and Crystal Mountain Ski Patrol [C183].
Chapter 2 - Management
2-1-1The Region shall be managed by the Region Director. National Bylaws, Article III, §3.3.
2-1-2The Region Director shall appoint a Staff of Advisors to assist with the management of the Region.
2-1-3The Staff of Advisors are: (a) Assistant RD – Alpine Proficiency, (b) Assistant RD - OEC, Awards, Elections, (c) Alpine Advisor, (d) Awards Advisor, (e) Avalanche Advisor, (f) Blue & Gold Editor, (g) Certified Coordinator, (h) Instructor Development Advisor, (i) Legal Advisor, (j) Mountain Travel & Rescue Advisor, (k) National Appointment Review Board Chairperson, (l) Nordic Advisor, (m) NSP-C Ski School Advisor, (n) OEC Advisor, (o) Secretary, (p) Snowboard Advisor, (q) Treasurer, and (r) Webmaster.
2-1-4A Region member may hold more than one advisory position within the NSP, and maybe an Officer.
2-1-5The Region Director may appoint co-advisors.
2-1-6Besides the Region Director, the other Officers in the Region are (a) WM1 Section Chief, (b) Bittersweet Patrol Representative, (c) Timber Ridge Patrol Representative, (d) WM2 Section Chief, (e) Cannonsburg Patrol Representative, (f) Pando Patrol Representative, (g) WM Nordic Patrol Representative, (h) WM3 Section Chief, (I) Caberfae Peaks Patrol Representative, and (j) Crystal Mountain Patrol Representative.
2-1-7A NSP member shall hold one, and only one, position as an Officer or Director of the National Board.
2-1-8The Region Director may appoint a Region Advisory Committee to assist with the administration of the Region.
2-1-9The Region Advisory Committee may consist of the Staff of Advisors, Region Officers, or any number of them.
2-1-10The Region Director shall appoint the members of the Region Advisory Committee, and shall determine the rules of its operation (committee bylaws).
Chapter 3 - Elections
3-1-1The Region Director and Sections Chief positions shall be elected by the eligible voting members of their respective subunits.
3-1-2The term of office shall be three fiscal years.
3-1-3A member may be elected to no more than two (2) consecutive terms. A member, who is appointed or elected to complete a Region Director or Section Chief term, may be elected to two (2) more consecutive terms.
3-1-4The Region Director elections shall be supervised by the Region Election Coordinator, and/or the Division Election Coordinator in conformity with the Division Bylaws, and Division Policies and Procedures.
3-1-5The Sections Chief elections shall be supervised by the Region Election Coordinator.
3-1-6The Region Director may name additional or alternate Region Election Coordinators.
3-1-7Unless appointed by the ski area, the method of selecting the Patrol Representative shall be determined by the eligible voting members of the patrol.
3-1-8The fiscal year of election, officer position, and term for elections are:
2006, WM1 Section, term 2007 - 2009;
2007, WM2 Section, term 2008 - 2010;
2008, WM3 Section, term 2009 – 2011;
2008, Region Director, term 2009 - 2011;
2009, WM1 Section, term 2010 - 2012;
2010, WM2 Section, term 2011 - 2013;
2011, WM3 Section, term 2012 - 2014;
2011, Region Director, term 2012 - 2014;
2012, WM1 Section, term 2013 - 2015;
2013, WM2 Section, term 2014 - 2016;
2014, WM3 Section, term 2015 – 2017;
2014, Region Director, term 2015 - 2017.
3-1-9Unless otherwise determined by the Region Director, Region Election Coordinator,or Division Election Coordinator, elections shall be held on the following schedule:
December 1Election announced in Region
December 31Nominations closed
January 15Candidate statements due to Region Election Coordinator
February 15Ballots mailed to eligible members
March 7Ballots must be returned to be valid
March 10Announcement of election results
July 1Term of office begins
3-1-10All election materials, other than ballots,shall be provided to members eligible to vote by beingposted on the Region website; sent directly to members by US Postal Service or by email; or sent to the Patrol Representatives for redistribution.
3-1-11Postcard ballots shall be sent to members eligible to vote by U. S. Postal Service (first class) with a self-addressed and stamped ballot.
3-1-12Ballots for Region Director shall be returned to the Division Election Coordinator, and ballots for Section Chief shall be returned to Region Election Coordinator. Members’ ballots and votes shall be kept secret.
3-1-13All election material shall be kept for three (3) years.
3-1-14If only one qualified member has been nominated and accepted, for Region Director or Section Chief, the candidate shall be elected to office.
Chapter 4 - Financial
Section 1 - Region Treasurer
4-1-1The Region Director shall appoint a Region Treasurer to manage the funds of the Region.
4-1-2The duties of the Region Treasurer are to: (a) receive and disburse funds; (b) maintain the financial records of the Region; (c) reconcile and balance cash accounts monthly, (d) prepare Region financial reports in Division and Region format at interim dates, and fiscal year-end; (e) prepare the Consolidated Region financial report for the fiscal year-end; (f) send financial reports to the Region Director, Region Staff, Sections Chief, and Patrol Representatives; (g) prepare a budget for Region activities and operations, (h) assist and train other Region members to fulfill their financial responsibilities.
4-1-3The Region Treasurer shall maintain the following financial records: (a) file of invoices, expense reports, reimbursement requests, and remittance advices; (b) check register showing date of transaction, check or deposit number, payee or remitter name, date paid, amount, Division account number, and Region account number; and (c) bank statements and original checks.
4-1-4Financial records shall be retained for a minimum of four (4) completed fiscal years, plus the current year in progress; and shall keep records that verify the organization’s basis in property for as long as they are needed to figure the basis of the original or replacement property; and as long as they may be needed for the administration of any provision of the Internal Revenue Code.
Section 2 - Cash Fund Accounts
4-2-1The cash fund of the Region shall be kept in checking, savings, or money market investment accounts or bank certificates of deposit in a recognized and insured financial institution.
4-2-2At least one-year of expenses must always be available for immediate withdrawal, i.e. in a demand deposit or savings account. No funds may be kept in accounts with a term greater then one-year.
4-2-3The title of all accounts and certificates of deposit shall be National Ski Patrol - Central Division, Western Michigan Region. National P&P §4.5.3.
4-2-4The Region shall provide financial institutions with the Central Division Federal Tax ID number. National P&P §3.1.3 and §4.5.3.
4-2-5At least two (2) members of National Ski Patrol shall be authorized signatories on each account and, “any one may sign”. The recommended signers would be a Region Director and Region Treasurer.
Section 3 - Financial Reports
4-3-1The NSP operates on a fiscal year beginning July 1 and ending June 30 of the following year. National P&P §4.5.2.
4-3-2A fiscal year shall be specified by its ending year. Therefore, the fiscal year beginning July 1, 2006 and ending June 30, 2007, shall be known as the “2007 Fiscal Year”.
4-3-3The Treasurer shall prepare the Region financial report in two formats: one report in the format required by Division, and another report in a format that is meaningful for Region use.
4-3-4At the request of the Region Director the Treasurer shall prepare Region, Consolidated Region, and Subunit financial reports in comparative historical format.
4-3-5Financial reports shall be sent by e-mail as an attachment in Adobe Acrobat (pdf) format. This file format preferred by the Region because it is a format accepted by most individuals and organizations as a universal file exchange format.
Section 4 - Region Dues and Fees
4-4-1The Region shall charge members $10.00 per year for annual dues.
4-4-2The Region annual dues shall be paid to the Division Registration Coordinator with the National and Central Division dues.
4-4-3The Region may establish program fees to defray the cost of providing training programs.
4-4-4Fees collected for programs must be submitted to the Region Treasurer. They will be treated as general receipts and may be used to defray the total operating expenses of the Region rather then specifically forthe program collecting them. Central Division P&P, Chapter 5 Treasury Operations, Program Fees.
4-4-5The Region shall charge a program fee for seminars, clinics, workshops, and evaluations. Additional fees may be charged to defray Region or other expenses with prior approval of Region Director or Treasurer.
Section 5 - Receipt of Funds
4-5-1Region funds shall be deposited in the Region checking account.
4-5-2All funds received for Region programs (seminars, clinics, events, workshop, evaluations, and reimbursements from Division) shall be remitted to the Region Treasurer within fourteen (14) days of receipt for deposit in the Region checking account.
4-5-3Checks for Region programs shall be payable to the “National Ski Patrol - Central Division, Western Michigan Region”.
4-5-4Any check for a Region programs payable to an individual member, shall be endorsed by the individual to “National Ski Patrol - Central Division, Western Michigan Region.”
4-5-5Every cash receipt for Region programs shall be reported to the Region Treasurer stating the date of receipt, amount, remitter’s name, program, and reason for payment.
Section 6 - Disbursements of Funds
4-6-1All requests for expenses, reimbursements and subunit transfers must be submitted directly to the Region Treasurer by the individual incurring the expense. Any disputes between the Region Treasurer and the requesting party shall be decided by the Region Director. The Region Treasurer will review and approve the request.
4-6-2Disbursements of Region funds shall be in accordance with National, Division, and Region Policies and Procedures.
4-6-3No reimbursement shall be made unless the requester has certified the request.
4-6-4The Region will not refund individual email expenses. National P&P §#4.4.3(A).
4-6-5No disbursements for expenses or reimbursements shall be made unless invoices, receipts, or other documentation is submitted to the Region Treasurer. The Region Treasurer may waive this requirement upon showing of good cause and certification by the requester. National P&P §4.4.3(A).
4-6-6Specific policies and procedures shall be used for the disbursement of funds for (a) Region Operation Expenses, (b) Region Travel Expenses, (c) Division Expenses, and (d) Special Activities.
4-6-7Region Operation Expenses are defined as those expenses for Region activities incurred by approved Region member, excluding a member’s mileage, lodging and meal expenses. Meal expenses that are incurred as an integral part of an approved Region activity are considered a Region Operating Expense.
4-6-8Region Travel Expenses are defined as mileage, lodging, and meal expenses incurred by an approved member traveling to and from approved Region activities.
4-6-9Division Expenses are defined as those expenses incurred by the approved members to attend approved Division activities requiring Region involvement.
4-6-10Special Activities are defined as those activities designated by the Region Director or Region Advisor Committee where expenses incurred are eligible for reimbursement.
4-6-11Reimbursements shall be in paid in the following priority: (a) Division Expenses, (b) Region Operating Expenses, (c) Region Mileage Expenses, (d) Region Lodging Expenses, (e) Region Meal Expenses.
4-6-12Subject to 4-6-11, reimbursements shall be paid in the following priority: (a) Region Director, (b) Region Staff, (c) Region Instructor Trainers & Instructors, and (d) other members.
4-6-13A Region member may elect to donate his or her reimbursement to the Region.
Section 7 - Disbursements for Region Operating Expenses
4-7-1 Region expenses shall be reviewed and approved pursuant to 4-6-1 through 4-6-12.
4-7-2Requests for reimbursements shall be made on a “Region Operating Expense Voucher” form, accompanied by documentation required by 4-6-5.
4-7-3Only one Region expense may be reported on a single Region Operation Expense Voucher. More than one Voucher may be filed for a single activity.
4-7-4Request for reimbursements for Region Operating Expenses must be certified as follows:
CERTIFICATION
I certify that the above operating expense was incurred while conducting approved activities of National Ski Patrol – Central Division, Western Michigan Region. I declare that this voucher (including accompanying receipts) has been examined by me and to the best of my knowledge and belief is true, correct, complete, and made in good faith.
Signed ______Date ______
Printed ______
Section 8 - Disbursements for Region Travel Expenses
4-8-1The following Region members may request reimbursement for Region Travel Expenses incurred for approved participation in a Region activity: (a) Region Director; (b) Region Staff members; (c) Instructor Trainers and Instructors acting as instructors for an approved Region activity or program; or (d) any Region member approved and acting the capacity of (a), (b) or (c).
4-8-2Sections Chief and Patrol Representatives may request reimbursement for Region Travel Expenses only if they are acting in an approved Region capacity.
4-8-3The Region is not required or obligated to reimburse Region members under the provisions of this section, but may make partial or full reimbursements at its sole discretion.
4-8-4No advances are allowed for Region Travel Expenses.
4-8-5Reimbursement requests for Region Travel expenses shall be submitted on a Region Travel Expense Voucher form, accompanied by documentation required by 4-6-5.
4-8-6No receipts are required for travel expenses reimbursed at a fixed rate per mile, only certification of start point, destination, and miles traveled.
4-8-7Requests for reimbursements for Region Travel Expenses must be certified as follows:
CERTIFICATION
I certify that the above travel expenses were incurred while participating in activities of National Ski Patrol – Central Division, Western Michigan Region. I understand and agree that the Region is not required or obligated to reimburse me for these expenses. I declare that this voucher (including accompanying receipts) has been examined by me and to the best of my knowledge and belief is true, correct, complete, and made in good faith.
Signed ______Date ______
Printed ______
4-8-8Reimbursement requests from those who are not Region Staff must be approved by the Region Staff Member responsible for the activity, and Region Treasurer.
4-8-9Maximum reimbursement for mileage expenses shall be $0.32 per mile.
Central Division P&P, Chapter 5.
4-8-10Lodging costs shall be reimbursed at one-half the double room rate, with the reimbursement subject to the submission of receipts. Central Division P&P, Chapter 5.
4-8-11Meal costs shall be reimbursed up to a maximum rate of $30 per day, with the reimbursement subject to the submission of receipts. No expenses for alcohol can be reimbursed. Central Division P&P, Chapter 5.
4-8-12Group lodging shall be reimbursed up to a maximum rate of $40 per person per day, with the reimbursement subject to the submission of receipts.
4-8-13If sufficient funds are not available to pay all allowed and approved travel expenses; the Region Treasurer shall pay the mileage expenses first, then lodging expenses, and finally meal expenses.
Section 9 - Disbursements for Division Expenses
4-9-1Region members being reimbursed by Division shall fully report the amount and nature of the reimbursement to the Region Treasurer.
4-9-2An approved member may request from the Region expenses for participation in Division activities which expenses have not been fully reimbursed by Division.
Section 10 - Advances for Expenses
4-10-1Advances for expenses must be approved by the Region Director.
4-10-2Requests for advanced funds for Region Operation Expenses, and Division Expenses shall be submitted on a “Request Expense Advance Voucher” form provided by the Region Treasurer.
4-10-3Advances for expenses shall not be approved for Region Travel Expenses.
4-10-4Advances for expenses may not exceed one-half the expected total expense.
NSP Policies & Procedures, §4.4.3(G).
4-10-5Advances for expenses are discouraged because of the complexity and high margin of error involved in the bookkeeping process. National P&P, §4.4.3(G).
4-10-6Advances for expenses shall not be made more than 28 days before the activity or the commitment of funds.
Section 11 - Region Budget
4-11-1If directed by the Region Director, a budget shall be prepared and adopted according to the provisions of this section.
4-11-2The Region Treasurer shall act as the coordinator for development of the budget.
4-11-3At the May Region meeting, the Region Advisory Committee shall discuss and establish goals and objectives for the next year’s budget.
4-11-4At a date set by the Region Director, the Region Director and Region Staff members shall prepare and submit proposed budgets to the Region Treasurer.
4-11-5The budget may be divided into the following groups: Administration, Avalanche, Awards, Blue & Gold, Communications, Financial, Leadership Development, Mountain Travel & Rescue, OEC, Ski Instruction, Toboggan, and Region Travel.
4-11-6Region Travel Expenses will only be included in the Region Travel budget, and not included in other budgets.
4-11-7Division expenses will be budgeted in Administration budget, including Division travel expenses.
4-11-8The Division Hill Clinic held in lower Michigan (Boyne) shall be considered a Region activity and budgeted in the Toboggan or Ski Instruction group.