1. A Guide for the Preparation of Team Captains’ Meeting Minutes
Jury Minutes
&
Team Captains’ Meeting Minutes

2. This presentation is intended to offer suggestions for the proper preparation of Jury Minutes.
Suggestions for content of Team Captains’ Meeting Minutes are also included.
The verbiage and format contained herein are “suggestions” not “rules”. As long as the intent of the rules is observed, formatting and content of Minutes is at the discretion of the author.

3. PREPARING JURY MINUTES:
Remember you are preparing a legal document!
Do NOT use pre-formatted “fill-in-the-blanks” Jury Minutes forms
Do NOT alter form to include both Ladies’ and Men’s Jury members and decisions on one form
Be concise
Use one form per gender/per event for multiple decisions
Verify content/applicability of quoted rules
Obtain all required votes / signatures
DO NOT document opinions (facts not supported by evidence or by the rules)
DO cite applicable ACR/ICR rules
Distribute only as required!
DO NOT document unnecessary items:
e.g. “Jury thanked for their service.”, “Appeal will be filed.”

4. JURY MINUTES: An unacceptable practice One form:
per transmittal / codex #
per Jury
per gender!
Exceptions:
1. Mixed-gender events
with one
transmittal # / codex #
2. Series’ Event Medical
Plan accepted by first
Jury for entire series
and all #’s listed *
* 1 per gender required!

5. MINUTES OF JURY DECISION WITHOUT PROTEST
Used to document any Jury decision not related to protest or sanction, e.g.:
- acceptance of event medical plan
- acceptance of course set(s)
- acceptance of on-hill competitor security
- confirmation of daily Program
- document Program changes, e.g. lengthy delays, postponements,
terminations or cancellations, etc.
- confirm provisional rerun/provisional start
- document unusual situations that may require future verification
- document Sanctions as defined by ACR/ICR Art. 223*
* With the exception of Minutes related to Sanctions, an entire day’s decisions may be documented on one form; Minutes related to sanctions must be documented on separate forms and will be addressed in a later slide
Due to limited distribution restrictions and sensitive nature of content, only the redacted Summary of Jury Decision (Sanctions) are shown.
Jury Minutes and all other race documents are “legal documents”. Prepare and handle them accordingly.

6. DOCUMENT HEADER: FIS level: FIS, ENL, UNI, NAC, etc.
Ski Area / State
USA
National OR FIS #
Date of Event
Name listed on Schedule Agreement
Ladies or Men
DHT, DH, SL, GS, SG, or AC
FIS level: FIS, ENL, UNI, NAC, etc.
National Level: Non-Scored or Scored

7. JURY MEMBER SECTION:
TD’s Name
USA
Must be SIGNED!
RF’s Name
USA
Must be SIGNED!
NAME/NAT
Must be SIGNED! DH/SG/WC SL & GS
CR’s Name
USA
Must be SIGNED!
Only OWG, WSC
Only OWG, WSC
Notice that form requests: FAMILY NAME / FIRST NAME
VOTES MUST BE RECORDED!
“yes”
Or “no”
PLEASE NOTE: Listing the Start & Finish Referee and marking “NO” means the official voted: “NO”; it does not mean the official does not have voting rights.

8. DUE PROCESS MUST NOT BE IGNORED!
OTHERS PRESENT: e. g. - Start Referee, Finish Referee, Chief of Course, Course Setter, Connection Coach(es), Gate Judge, Protesting Party, Competitor, etc.
Connection Coach
Kelble, Frank
USA
Chief of Course
Perricone, Roger
USA
All individual present at the Jury meeting must be identified.
Any athlete faced with sanction has the right to be heard and to question witnesses. This is “due process”:
DUE PROCESS MUST NOT BE IGNORED!

9. SUMMARY OF DECISIONS: Insert time: Insert Decision
If used to record sanctions, a separate form must be used for each occurrence and the violation and evidence reviewed must be documented!
FOR GENERAL MINUTES, ONE FORM PER GENDER/PER EVENT MAY BE USED TO DOCUMENT MULTIPLE DECISIONS!

10. TIME / DATE / SIGNATURE:
Signature/ Nation / TD #
24-hr
Date of MEETING
24-hr clock
Not always Date of EVENT, e.g. Medical Plan Acceptance
THIS MUST BE DONE!

11. MEDICAL PLAN: Suggested Verbiage
The Medical Plan is reviewed and accepted prior to the first Team Captains’ Meeting and is generally a stand-alone set of Minutes.
For a multi-event series, the Minutes may contain event descriptions and transmittal/codex numbers for all events.
“Medical Plan as provided to Team Captains, reviewed by the Jury, found to meet requirements for the level of competition and accepted as published.”

12. MEDICAL PLAN:

13. COURSE, SECURITY, PROGRAM: Suggested Verbiage
1st run course and on-hill competitor security measures inspected by the Jury, found to meet requirements for level of competition, and with the approval of the Team Captains* as conveyed by the Connection Coach, accepted as set.
Program confirmed.
2nd run course inspected by the Jury, and with the approval of the Team Captains as conveyed by the Connection Coach, accepted as set with no additional on-hill competitor security required.
*TD may wish to add words to the effect that the Team Captains were invited to attend course inspection.

14. COURSE, SECURITY, PROGRAM:

15. DELAY, POSTPONE, TERMINATE or CANCEL
DELAY – Event will start later on the SAME day
Short delays do not require documentation
A delay that affects the entire Program should be documented
POSTPONE – Event will be rescheduled to ANOTHER day within the same series’ dates
TERMINATE – Event stopped after starting (even if only 1 Forerunner has started!)
CANCEL – Event did not start and cannot be rescheduled within the same series’ dates
Canceling an event cancels event liability insurance and a new Schedule Agreement will be required. Contact U.S. Ski & Snowboard Competition Services for directions!

16. SUGGESTED VERBIAGE
DELAY: Due to [insert reason], start delayed until [insert time]
Example: Due to weather conditions, Men’s start delayed until 10:30.
Jury will reconvene at 10:15 to confirm delayed start.
POSTPONEMENT: Due to [insert reason], [insert event & codex/race code] postponed until [insert date]. (Use when postponement date falls within original series’ dates.)
Example: Due to weather conditions, Men’s Slalom (U1234) postponed until 31
December 2018.
TERMINATION: Due to [insert reason], and in the best interests of the security of the competitors and the fairness of the competition, [insert event & codex/race code] terminated after [insert when].
Example: Due to weather conditions, and in the best interests of the security of the
competitors and the fairness of the competition, Men’s Slalom (U1234)
terminated after the Forerunners.
NOTE: Be concise and document only what is required to convey decision.

17. POSTPONEMENT:

18. COURSE ACCEPTANCE, DELAY, LOWER START, CANCEL

19. DELAY with a CANCEL, etc. The following example illustrates: Delays
Program adjustments
Decision on snow seed
Course and on-hill competitor security measures acceptance
Cancellation – done only after receiving verification that the training run would not be rescheduled to a later date within the same series’ dates!

20. RECORD OF THE ENTIRE DAY!

21. COURSE, DELAY, PROVISIONAL START- all in one day/one form!
With the exception of sanctions, one form can be used to document an entire day!
Separate forms must be used for Sanctions. A copy of a Sanction must be provided to:
the offending party,
their Team Captain and
their national federation.
Minutes relating to sanctions contain information that is not made available to non-involved parties; this is the reason for separate forms.

22. One Day / One Form!

23. MINUTES OF JURY DECISIONS - PROTEST
Used to document Jury decisions regarding Protests as defined by ACR/ICR Art. 641
Copies of Minutes of Jury Decisions – Protest are not made available for general distribution. Only Jury, National Governing Body, FIS (if a FIS event), protesting/sanctioned party (and his/her nation, if applicable) receive copies.
Due to limited distribution requirements and sensitive nature of content, only the redacted Summary of Jury Decision (Protest) are shown.
NOTE FOR FIS EVENTS: Fees collected for protests that are not upheld - as well as any monetary sanctions that are collected on site, must be forwarded to your National Federation. FIS Bureau will invoice the Federations.

24. PROTEST: Missed Gate DSQ
Note: Clearly defined infraction, evidence submitted, decision.

25. PRESENT AT THE MEETING
All witnesses, protesting party and athlete – this is a complete record!
Why is this important? Depending on structure, an appeal group may only consider original testimony and/or evidence and may not accept new testimony and/or evidence.
If an individual is not listed as being present on the original document, they cannot be called to testify if required to do so during an appeal.

26. PROTEST: Early Start DSQ ACR/ICR reference numbers must be included.

27. PRESENT AT THE MEETING:
Note presence of all witnesses, athlete and athlete’s representative (protesting party).

28. COMPETITION EQUIPMENT
“Competition Equipment” encompasses all items of equipment which the competitor uses in competitions & which forms a functional unit
Athletes, and in the case of a minor, their parents or guardians, are responsible for the legality and working condition of their competition equipment
With the exception of specific rules, e.g. presence of helmet cameras, no helmet, poles without baskets, missing ski brakes, etc. , where a competitor in violation is not allowed to start, the following procedures must be observed:
Equipment can only be measured with:
- FIS-approved testing equipment used by a
- FIS-approved/trained official, and
Notice of equipment control must be provided
- Race Announcement and/or
- Team Captains’ Meeting

29. PROTEST: Competitor’s Equipment
If a Team Captain files a protest against a competitor’s equipment [643.3; 224.6; ICR 222.6], the following procedures must be followed:
Jury must be advised of protest before competitor and equipment leave the Jury’s control (race arena)
Equipment must be confiscated by Jury, Jury Advisor, etc. in the presence of witnesses
Equipment must be strictly controlled (no third-party access)
Non-FIS Event: If Jury cannot reach a consensus, equipment must be sent to U.S. Ski & Snowboard, Attn: Competition Services for evaluation (decision will be final)
FIS Event: If FIS Equipment Controller is not on-site, equipment must be sent to FIS Bureau for testing
Losing party pays all costs
Above actions must be documented in Jury Minutes!

30. SANCTIONS

31. PENALTIES
The 200 section of the ICR contains “general rules” lists some of the available penalties:
Reprimand – written or verbal*
Withdrawal of accreditation
Denial of accreditation
Monetary fine not more than CHF 100’000
Time penalty**
* Verbal sanctions are not documented either in Jury Minutes or on the Technical
Delegates Report
* “General rules” are rules that apply to all disciplines
In the Alpine discipline, a time penalty may only be assessed in a Parallel event, as follows:
The competitor who is disqualified in, or who does not finish the first run of a heat will start the second run with a penalty time.
Penalty Time: The maximum penalty time will be 0.50 sec. In all cases the maximum time difference for the first run of each pairing can never be higher than the penalty time.

32. WRITTEN SANCTIONS
223.6 The following Penalty decisions shall be in writing:
Monetary fines
Disqualification
Impaired starting position
Competition suspensions
Withdrawal of accreditation from persons who had been registered
through their National Association or accredited through FIS
223.7 Written Penalty decisions must be sent:
to the offender (if it is not a competitor),
the offender’s National Association and
to Event’s National Federation AND/OR FIS
223.8 DSQ shall be recorded in the Referee’s and/or the TD`s Report
223.9 All penalties shall be recorded in the TD's Report.

33. WRITTEN SANCTIONS - GUIDELINES
224.3 Collective Offenses: If several persons commit the same offense* at the same time and under the same circumstances, the Jury’s decision as to one offender may be considered binding upon all offenders. The written decision shall include the names of all offenders concerned, and the scope of the penalty to be assessed upon each of them. The decision will be delivered to each offender. (Collective Offense can also be interpreted to mean several offenses committed by one individual.)
224.4 Limitation: A person shall not be sanctioned if proceedings to invoke such sanction have not been commenced against that person within 72 hours following the offense.
224.5: Each person who is a witness to an alleged offense is required to testify at any hearing called by the Jury, and the Jury is required to consider all relevant evidence.
224.7: DUE PROCESS!
*Do not document different offenses committed by different individuals in the same document – use a separate document for each individual.

34. DUE PROCESS – ACR/ICR Art. 224.7
Prior to the imposition of a penalty (except in cases of verbal reprimands and withdrawal of accreditation), the person accused of an offense shall be given the opportunity to present a defense at a hearing, verbally or in writing.
Defense can include, but is not limited to the following:
Calling witnesses
Questioning witnesses upon whose testimony the Jury relies
e.g.: considering information from a witness who is unavailable for questioning by the accused would create a serious issue.

35. DUE PROCESS – Policy The Jury must adhere to this policy:
Consider infraction
Hear and consider all testimony and evidence
Allow accused person the opportunity to present a defense and review all evidence (question witnesses, etc.)
Deliberate
Make a fair decision
Review, vote and sign prepared Minutes of decision
Notify affected parties

36. MINUTES FOR SANCTIONS – ACR/ICR Art. 224.8
Jury decisions shall be recorded in writing and shall include:
The offense alleged to have been committed
The evidence of the offence
The rule(s) or Jury directives that have been violated
The penalty imposed
Remember:
The penalty shall be appropriate to the offense.
The scope of any penalty imposed by the Jury must consider any mitigating and aggravating circumstances.
Verbal sanctions do not require Jury Minutes; they are not subject to Appeal
Verbal sanctions are not documented in the Technical Delegate’s Report!

37. JURY DECISION: Delayed Start – SANCTION being considered
JURY DECISION: Delayed Start – SANCTION being considered. ACR/ICR reference numbers must be included.

38. WRITTEN SANCTION EXAMPLE: Continuing on Course After Clear DSQ

39. WRITTEN SANCTION EXAMPLE: Impairment of Start Position

40. WRITTEN SANCTION EXAMPLE: Monetary Sanction

41. IMPORTANT POINTS TO REMEMBER
Each person who is a witness to an alleged offense is required to testify (224.5)
Person accused of an offense shall be given the opportunity to present a defense at a hearing, orally or in writing (224.7 – due process!)
Jury Minutes related to protest / sanction must contain:
Offense committed
Evidence submitted
Rule(s) violated
Penalty imposed (224.8)
Jury Minutes must not contain opinions (facts not supported by evidence or by the rules).
Fees collected for protests that are not upheld must be forwarded to your National Federation!

42. WHY ARE THESE POINTS IMPORTANT?
Although a Jury can re-evaluate a previous decision, new evidence that relates to the original Jury decision must exist
If the Jury is no longer empaneled, they can not re-evaluate a previous decision
Jury decisions are final except those that may be protested (641) or appealed (647)
Jury Minutes must provide an accurate and factual record of the proceedings. If they are not accurate, do not contain a factual record of the proceedings, the decisions could be overturned on appeal.
Note: Depending on structure, appeal group may only consider original testimony and/or evidence and may not accept new testimony and/or evidence.

43. TEAM CAPTAINS’ MEETING MINUTES

44. TEAM CAPTAINS’ MEETING MINUTES
In accordance with rules, the time and location of the Team Captains’ Meeting must be shown in the Program.
An actual meeting attended in person by Team Captains, Jury and race officials is an inseparable part of the competition and is important for communication of Jury instruction, support of the OC, OC requests and information as well as a critical element for risk management and liability-related matters [604.3]
Minutes of all meetings are required, are the responsibility of the Race Secretary (Race Administrator) and must be signed by the Race Secretary. The Technical Delegate, however, should review their content!
Minutes allow for the reconstruction from brief notes of topics discussed.
They should be kept simple and to the point.
It is not necessary to indicate "who" said "what", but the idea of the discussion should be clear; full sentences are not required.

45. Some key elements for these Minutes are:
Should note whether a roll call of competitors and/or nations is conducted
Whether or not unrepresented competitors are removed from the Board. If competitors who are not represented are left on the Board, a reason should be stated.
Should note that the Medical Plan was discussed and whether or not there were any comments/questions
Should note that the race day schedule (program) was discussed and whether or not there were any comments/questions
Should include any rule interpretations and/or area regulations
Should note (if applicable) that the Board/List of Competitors was accepted
Should note the validity date of the applicable Points List/Rules used to set Board/List of Competitors
Should note what procedure was used for the draw - “double draw” or computer- generated draw.
If quotas are in effect, this should also be noted; requests for expanded quotas should be noted with date of request.
Must not include opinions!
MINUTES MUST BE SIGNED BY THE RACE ADMINISTRATOR!

46. Thank you for your attention and your efforts to produce accurate and factual documentation of an event.