General Guidelines and Procedures

Organizational Guidelines

The Host Community is responsible for incorporating a Host Organization and establishing a Board of Directors. The Board of Directors will work in cooperation with the staff of the Saskatchewan Games Council to ensure a successful operation of the Saskatchewan Games.

Tri-Party Agreement

A Tri-Party agreement will be executed between the Host City, Host Organization and the Saskatchewan Games Council. This signed agreement outlines the roles, responsibilities and deliverables of each party to ensure the successful hosting of the Games. It will also outline the minimum hosting standards and highlights the financial obligations that are required by all parties. 

Accountability

The financial management of the Games will be the responsibility of the Board of Directors led by the Chairperson and the Director of Administration and Finance. An independent audit of the financial records must be completed as per the Non-Profit Corporations Act and a copy of the audit(s) must be submitted to the SGC as a part of the final report.  Budget templates and other tools will be provided to assist in the development of an operating budget.

The SGC has developed other policies that are important to the integrity and consistency of the Saskatchewan Games. All policies will be clearly defined as the Games operation unfolds. 

A final report must be provided to the SGC no more than six months from the conclusion of the Games.  Reports and recommendations from all divisions are required along with a copy of the audited financial statement.

Insurance

The Host Organization must ensure appropriate Directors and Officers liability insurance for the Board of Directors is in place and that there is accident and general liability insurance for the volunteers.

In addition, the Host Organization must arrange for insurance coverage for all physical property and inventory that they acquire/lease leading up to and including the Games. 

Staffing

The Host Organization will employ a full-time Games Manager approximately 16 - 18 months in advance of the Games. The Manager will be a paid employee of the Host Organization and retained under contract. It is recommended that an additional two to three staff should be hired 3 - 6 months prior to the Games to help support the Games planning and operations.