Volunteer Incentive Program, Policy & Procedures

Volunteer Incentive Program, Policy & Procedures

VOLUNTEER INCENTIVE PROGRAM

1. Purpose: The purpose of this program is to encourage members and volunteers to participate in organizational and fundraising activities of MOA.

1. Premise: Using a point system, credits will be awarded for participation in organizational and fundraising activities. Credits thus earned may be redeemed for reimbursement of expenditures made for the acquisition of goods and services relating to Orienteering training and competition.

3. Eligibility:

a. Awarding of points: Points will be awarded to all members and other volunteers involved in MOA approved activities.

b. Redemption of points: Points may be redeemed only by MOA members in good standing.

4. Transfer of points: Points may be transferred to any MOA member upon written application from the individual who earned the points.

5. Database: The database of points earned and applied will be maintained by the Executive Director or by such other person as may be appointed by the Executive.

6. Inventory method: Points will be maintained on a first-in, first-out (FIFO) inventory basis. Any claims for redemption of points, or requests for transfer of points, will be applied against existing points in order of their age, beginning with oldest.

7. Implementation: Points earned for Bingos will be recorded from 1 January 1990. All other points will become effective from 1 January 1991.

8. Redemption of points: Points may be redeemed at a member's discretion upon advance written application and subsequent submission of relevant receipts for expenditures made. Points are to be redeemed in blocks of three (3); each block to carry a value not exceeding $50.00.

9. Eligible expenditures: Points may be redeemed in relation to the following expenditures:

a. Travel and accommodation for meets and clinics.

b. Registration for meets and clinics.

c. Orienteering clothing, equipment, books and training materials. Expenditures for travel and accommodation will be subject to the restrictions applied to such expenditures as outlined in other MOA policy directives.

10. Allocation of points: Points will be awarded for thefollowing activities to the maximum levels indicated:

a. organizing small park or similar meets or clinics maximum 3 points for one person. b. Organizing a COF standard B meet or clinic in terrain involving contours (i.e., Hartney, Carberry, Brandon out-of- town), Roseisle, Neepawa, GrandBeach, etc.) -- maximum of 6 points for each of 2 persons.

c. Organizing a COP standard A meet -- maximum of 9 points for each of 3 persons, for each day of competition.

d. organizing a regional, national or international championship as a sanctioned COP A meet -- -- Maximum of 9 points for each of 3 persons for each day of competition, plus -- Maximum of 12 points per day of competition, to be distributed at the discretion of the meet director, to a maximum of 6 points per person.

e. Exceptions: meet or clinic organizers may request additional points to be allocated to their event, under exceptional circumstances. Requests must be made in advance of the event.

f. Serving on MOA Executive: President -~ 9 points per year All other executive positions ~- 6 points per year

g. Completing a level of coaches or officials certification: Level 1 3 points Level 2 6 points Level 3 9 points

h. Working a short Bingo 2 points

j. Working a long Bingo 3 points

k. Pathfinder editor -- 6 points per year

m. Provincial team coaching coordinator -- 6 points per year

n. Acting as (volunteer only) bingo coordinator -- 1 point per bingo

p. Instructing at a clinic -- 1 point per instructor per direct hour of instruction and preparation, up to a maximum of 6 points per instructor to a maximum of 2 persons.

q. Website maintenance - 6 points per year

r. other activities as approved by the Executive

11.Exceptions: Points will not be awarded under certain circumstances;

a. If the activity is considered an integral part of a paid position, or if an honorarium is paid

b. If the activity is a requirement for completion of a coach's or official's certification level.

c. if the activity is a requirement of eligibility to receive funding under any other program.

12. Expiry: Unclaimed points will expire on the last day of the year, two full years after the date on which the points were earned. Points being transferred between individuals remain subject to expiry according to the date(s) on which the points were originally earned.

13. Procedures:

a. Points must be accumulated prior to the expenditure being claimed. No advances will be made. (Note that this does not require the points to have been earned prior to participation in the event for which the claim is subsequently made.)

b. The member must provide the database manager with advance written notification of intention to make the e expenditure. A general description is adequate: exact details and dollar values are not required at this stage.

c. After the expenditure is made, the member shall submit a written request for reimbursement, with relevant receipts attached.

d. Claims must be filed prior to the end of the calendar year in which the expenditures were incurred.

14. Limitations: Requests for reimbursement under this program shall be subject to approval by the Executive, and shall also be subject to availability of points and restrictions imposed by any other program.

15. Recognition of points awarded: All points to be awarded shall be published in "Pathfinder" in order to be recognized. Written submissions are required for allocation of points for meets, clinics, and certifications.

16. Timing: Where points are being awarded for ongoing positions on the Executive or for specific appointments such as "Pathfinder" editor or Provincial Team coaching coordinator, points will be recognized in two phases, as follows: 1 May -- 50% or less (integer values only) 1 September balance