KRRA Policies and Guidelines

The KRRA has obtained its own timing system to allow the club to offer an affordable timing solution for its members to keep ensure race costs are kept as affordable as possible.

KRRA is a non-profit entity and does not provide public race timing services. KRRA will provide timing services to KRRA races. KRRA will consider supporting KRRA Race Series events that request us to provide timing services. KRRA will by exception consider other timing requests that have a direct connection to the Kingston running community.

KRRA will charge $5 per runner at KRRA races and $10 per runner at all other races for the first 100 runners. KRRA will charge $2.50 per each additional runner after the initial 100 runners.

KRRA Kid’s Races and Series’ Kids races will be charged $2.50 for each runner.

KRRA will pay an honorarium of $150 per KRRA event and $250 per event for other races (covers additional pre-race coordination and travel). This applies to Kid’s races as well.

KRRA will order all timing bibs for subject races which is included in the timing costs. Race Directors can request custom bibs but these will be subject to mandated set-up fee and shipping.

KRRA Sponsorship Framework

The Kingston Road Runners Association (“KRRA”) seeks sponsorship opportunities to increase its cash available for funding necessary club operating costs, offset specific race costs and/or increase the value of the running experience for club members and race participants. 

The KRRA in recognition of sponsorship contributions offers a value-added proposition for sponsors that is professional, consistent, and transparent across all of its events and activities.

The following documents provides a framework to guide KRRA sponsorship.

Link to printable document.

Issued by: on Approval of the Board of the KRRA
Prepared by: Vice Chair Original Issue: 2025-10-19
Revision: 5 Nov 2025

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Introduction

This policy is designed to inform KRRA Board members, KRRA members and KRRA volunteers on the requirement to identify and avoid real or perceived conflicts of interest when in engaged in activities related to the KRRA.

The KRRA is composed of members and volunteers who contribute their time and energy to supporting and fostering running within the Kingston community. These members and volunteers come from a variety of backgrounds and bring unique competencies and experiences that support KRRA operations. They can be members of the KRRA Board, they could be Race Directors or they could be volunteers that support the running of the Club activities or events. In some cases, individuals who actively support the KRRA may have related interests, employment or businesses. This is in itself is not an issue as long all parties recognize the requirement to be transparent and work together to avoid any real or perceived conflicts of interest.

What is Conflict of Interest?

A perceived or real conflict of interest can result when there is a difference between an individual’s private interests and their general obligations as a KRRA official or volunteer such that an independent observer might reasonably question whether the individual’s actions or decisions are determined by considerations of personal gain, financial or otherwise.

It is important that a person’s position or work on behalf of the KRRA does not create a real or perceived conflict of interest.

It is important that objectivity be maintained in both appearance and in fact. If in doubt, the individual should err on the side of caution and discuss potential conflict situations with the Chair, Vice Chair or elected board member to seek guidance on the issue. The KRRA Executive Directors must objectively and transparently gather the information, analyze the facts and then attempt to resolve any perceived or actual conflict of interest that is brought to their attention. In most cases the issues can be attributed to a lack of awareness or communication. Situations that cannot be resolved may require that certain parties will be asked by the KRRA Executive to step away from their KRRA duties.

Definitions:

Affiliate: an individual who is not a board member or member of the KRRA, but performs specific tasks at the KRRA, including: volunteers, 3rd party race directors, suppliers, contractors or employees of contractors who may be members of a third-party contract (be it paid or volunteer agreement) or under direct contract to the KRRA, and individuals working on the KRRA projects or races, funded directly by the KRRA (such as a KRRA race or performance objective).

Conflict of Interest: A divergence between an individual’s private interests and their general obligations such that an independent observer might reasonably question whether the individual’s actions or decisions are determined by considerations of personal gain, financial or otherwise.

Extended Family Member: Includes grandparents, parents-in-law, brothers-in-law, sons-in-law, daughters-in-law, aunts, uncles, nieces, nephews, first cousins, grandchildren, and great (cont’d)
grandchildren. Any other relationships that may call into question this definition are to be discussed with the Chair or Vice-chair for clarification

Conflicts of Interest Examples

The rules and examples that follow do not exhaust the possibilities for conflict of interest, but they identify potential situations that may arise.

Financial or Personal Interest.

Persons should not have an undisclosed financial or personal interest in an external business with which the KRRA deals. Should the KRRA engage in a purchasing agreement with such a business which a member at large and/or board member of the KRRA should have financial or personal interest, the Board shall be notified, and must vote in majority for the purchase arrangement with acknowledgement of the conflict of interest.

Persons (individually, through a partnership, corporation or other business vehicle) shall not conduct business at the KRRA or its events unless prior written approval from the KRRA Chair and Vice-Chair has occurred, or by way of a majority vote of the Board. An example would be a Board majority approved event budget where a supplier is identified that it is known a member of the KRRA has an interest.

Persons must examine their own activities and those of their immediate family to be sure that no such obligation or relationship creates (or appears to create) a conflict of interest.
Persons must disclose to the Chair or Vice-chair or the KRRA’s primary contact (if not an employee) any kind of known financial or personal obligation/relationship or interest that affects (or may appear to affect) their judgement in the transaction of business with outside businesses/organizations individuals, on behalf of the KRRA.

Use of the KRRA Time and Resources

Persons must not use the KRRA’s time, events, and resources for personal gain, be it direct or indirect.

Gifts and Entertainment

Persons or their immediate family members shall not use their position/relationship with the KRRA to solicit any cash, gifts or free services for personal benefit from the KRRA, customer, supplier or contractor.

Purchasing and procurement guidelines

Where possible, the KRRA should purchase goods and service to obtain the best possible value at the lowest price, to show value to the association and its members. In cases where a specific product or its lead time, would result in a higher than best possible (lowest price) value, the budget and alternative pricing and lead time schedule must be communicated to the Board and a majority approval obtained.

In time sensitive scenarios, such as a KRRA race event, the Race Director (RD) or Event Organizer/Manager shall endeavor to obtain the best possible value within industry standard pricing for the region. Should pricing be considered excessive, the RD must obtain approval by 2 of the following for the purchase: Chair, Vice-Chair, or elected board member.

A KRRA RD or Event manager shall not procure prizes, gifts, or give-away items at a cost from a vendor for which a member of the KRRA is an interested party, without Board majority approval or an approved budget for the event which includes the purchase.

Click for printable document.

The following positions and list of duties identifies key functions and tasks that need to be performed to ensure that the KRRA Board of Directors fulfils its duties and responsibilities as outlined in the KRRA constitution.

This list of positions and duties is subordinate to the KRRA constitution and acts as an amplifying document to assist the Board of Directors in its duties.

Respecting the reality that the KRRA is a non-profit organization composed of volunteers, some positions may remain unfilled and the suggested assigned duties outlined in each position may need to be assigned to other Board of Directors’ members. It is the responsibility of the KRRA President with the support of the other Officers of the Board of Directors to ensure that the duties outlined are carried out as needed and to ensure that duties not being fulfilled are discussed at Board meetings and noted in the recorded minutes.

Duties of the Chair

• The President shall be chairperson of the Board of Directors. They will lead and facilitate all meetings using rules based on parliamentary procedures. They shall appoint members or designate appointments as a chair of all standing or temporary committees. Committees may include members of the Club. The President shall perform those other duties that may be assigned by the Board of Directors (per KRRA constitution).
• Responsible for general oversight and chairing meetings
• Review regularly bank and any other financial statements provided by the Treasurer
• Organize and provide oversight of meetings
• Ensure timely responding to KRRA e-mail requests [with the assistance of assigned Board Members]
• Maintain and update this duties list as required
• Other duties as required; such as speaking at public hearings, going to meetings on running related events, etc.
• General oversight of all other Board of Director positions, assisting as needed.

Duties of the Vice Chair

In the absence of the President, or in the case of their inability to act, the Vice President shall perform the duties of the President. The Vice President shall perform those other duties that may be assigned by the President or Board (per KRRA constitution).

Duties of the Secretary

The Secretary shall keep the minutes of the Board of Directors meetings and of membership meetings, send out notices of membership meetings, and maintain custody of the records to include correspondence received or sent by the Club. The secretary shall perform those other duties that may be assigned by the President or Board (per bylaws).

• Keep records of activities, rules, bylaws, approved logos and policies. Take accurate minutes at every meeting and keep an e-copy in file
• Work towards maintaining all files in electronic format and assure access to file copies go to President and VP at regular intervals
• Back up e-files periodically
• Provide files regularly to the Archivist for long term storage
• Chair meetings in absence of President and the Vice President

Duties of the Treasurer

The Treasurer shall ensure membership dues and other cash received is deposited, have custody of all funds belonging to the Club, make disbursement and keep the necessary financial records. The Treasurer shall perform those other duties that may be assigned by the President or the Board (per bylaws).

The treasurer shall be responsible for financial accountability:

• Receiving payments, and making and recording deposits of KRRA income. More than one KRRA member may make deposits. However, depositors will send the deposit information to the treasurer.
• Write and record checks for KRRA expenditures
• Provide written financial statements that include current cash balances as well as year to date income and expenditures quarterly at KRRA Board meetings and at the KRRA annual meeting
• Provide monthly bank statements to the President
• Tax documents as determined
• Coordinate with KRRA’s accountant to prepare any tax related filings, licenses as needed.

Duties of the Calendar/Volunteer Coordinator

• Responsible for communicating guidelines and procedures with KRRA sponsored race directors.
• Maintain and periodically update Race Director Guidelines, Race Registration, and Risk
• Waiver Forms and e-mail list of race directors
• Distributes race information requests to race directors, collects and inputs information and organizes draft calendar prior to the annual meeting
• Coordinates master scheduling of events at the annual meeting, and subsequently prepares final calendar
• Arranges for technical editing of the final draft by key persons
• Other duties have included assisting new race directors for new events in the initial planning and inaugural events
• Responsible for coordinating with volunteer KRRA social media person any needs they may have to come to the board
• Work with race directors if an event needs to be canceled due to weather, smoke, or other circumstances—this means disseminating news of the cancellation as widely as possible, including social media (Facebook), emails, News-Miner, listing to KRRA list-serve.

Duties of the Membership Coordinator

• Update the roster for new members, renewals, and other changes as needed in the data base files. Create a back-up for this file regularly.
• Send email acknowledgment and Thank You of dues paid on joining KRRA (suggest use of standard membership receipt Email format) Print and mail membership letters
• Support other BOD members with membership files data as requested.
• Promote membership at various events
• Work with all Board of Directors to Increase membership benefits

Duties of the Equipment Manager

• Maintain equipment inventory, condition, and location
• Oversees the access to storage unit
• Maintain an inventory checklist for all items in or out of storage
• Assists and prepares equipment for upcoming races to support Race Directors
• Assists in responding to requests from race directors for whatever items need attention such as water jugs, tables, etc …
• Coordinate back up person as needed for extra support or absences

Duties of the Running Series and Sponsorship Coordinator

• Maintain and update (if needed) Running Series rules annually
• Work with volunteer statisticians to update race series points on a regular basis
• Assist with planning of the annual KRRA banquet and series awards ceremony.
• Work with the Board of Directors and Race Directors to seek new sponsors and ensure that the sponsorship policy is followed. Maintain and update the sponsorship policy as required.
• Assist in responding to requests from race directors for insurance certificates Handle insurance questions and help race directors obtain insurance certificates from the Insurance Carrier. In addition, gather requests for additional insured parties when applicable.
• Coordinate any assistance with Race Directors to ensure they have copies of insurance certificates to any third parties requiring such copy and notification, i.e. City, Police, etc.
• Maintain Insurance contact information on Underwriter, the above city/provincial agencies, private landowners that request “Additionally Insured” hard copies
• Coordinate requests for timing services from Race Directors and schedule services from pool of KRRA timers
• Maintain timing product inventory and order new supplies as required in coordination with Treasurer

Duties of Member-at-Large

• Provide feedback from the community from any source, relating to running related topics.
• Take and produce minutes in the absence of the Secretary.
• As able, volunteer for additional duties to support the BOD

Click for printable document