WORLDLOPPET Constitution & Passport

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The constitution of the Worldloppet Ski Federation

1.     General Regulations.

1.1.   The non-profit association Worldloppet Ski Federation (hereinafter referred to as the Association) is an international sports union of the World´s most popular cross-country ski marathons organisations.

1.2.   Objectives of the Association:

1.2.1. to promote the cross-country skiing by organising quality long- distance popular ski marathons throughout the world;

1.2.2.to recognise dedicated long distance cross-country skiers who have completed the required number of Worldloppet races during their lifetime and have become Worldloppet Masters;

1.2.3. to encourage the elite cross-country skiers to participate in Worldloppet races;

1.2.4. to promote friendship among skiers of different nations, thereby strengthening peace in the World;

1.2.5. to grant trainee and/or sports scholarships to support the purposeful development of the Association.

1.3.   The Association is acting in the public interest and uses its assets in compliance with the statuary objectives of the Association.

1.4.   The Association is located in the Republic of Estonia, City of Tartu.

1.5.   The financial year of the Association begins on May 1st and ends on April 30th.

 2.     Membership, Rights and Obligations of the Members.

2.1.   The Members of the Association shall be legal entities who organise long distance cross-country ski marathons, applying a principle that only one Member - organiser of the best ski marathon of the nation - per nation is admitted.

2.2.   The Membership application shall be presented to the Executive Board by the legal body in writing.

2.3.   The acceptance of the new Full Members or Associate members shall be decided by the association´s Annual General Meeting (hereinafter referred to as AGM) on the proposal of the Executive Board.

2.4.   A Full Member of the Association via its proxy holder shall be entitled to:

2.4.1. elect and to be elected to the Executive Board and to the other managing bodies of the association,

2.4.2. submit proposals and/or inquiries to the meetings in the matters concerning fulfilling of the objectives of the association and in the matters concerning work of the Executive Board and the Chief Executive Officer (hereinafter referred to as CEO).

2.4.3. use Worldloppet symbolics.

2.5.     All Members of the Association shall be obliged to:

2.5.1. adhere to the present Constitution, „Worldloppet Rules and Regulations“ and decisions taken by managing bodies of the Association.

2.5.2. participate actively in the Association´s activities including selling of Worldloppet passports and using its symbolics;

2.5.3. keep up with its activities and behaviour the reputation of the Association, as well as to follow standards which are recognized internationally and/or agreed on AGM (including ethical norms etc);

2.5.4. pay entry and Membership fees in the amount and on the terms as specified at the AGM.

2.6.   Any Member of the Association shall have the right to leave the Association after handing in their written resignation following the procedure stipulated in the „Worldloppet Rules and Regulations“.

2.7.   A Membership ends with the resolution of the AGM based on the Member´s written application or exclusion.

2.8.   A Member of the Association shall be excluded upon failure to adhere to the Constitution; non-payment of the annual Membership fee for two years or other serious actions harming the Association.

 3.     Structure and the Management of the Association

3.1.  The Annual General Meeting

3.1.1. The AGM shall be the highest body of the Association which shall be held once a year in June. The Members of the Association shall organise the AGM in rotation.

3.1.2. The Members of the Association shall have the right to participate in the AGM via their proxy holders. The President, the members of the Executive Board and paid employees shall also participate in the AGM.

3.1.3. Only Full Members of the Association shall have right to vote via their proxy holders.

3.1.4. Each Full Member of the Association shall have one vote.

3.1.5. Notice of the AGM along with the exact time and location shall be given by the Executive Board at least 60 days in advance. The agenda shall be sent to all Members at least 30 days in advance of the AGM.

3.1.6. The AGM is competent to adopt resolutions if at least two-thirds of the Full Members of the Association are present.

3.1.7. A resolution of the AGM is adopted if at least two-thirds of the Full Members of the Association present at the meeting vote in favour.

3.1.8. A resolution of amending the Constitution is adopted if over two-thirds of the Full Members vote in favour.

3.1.9. A resolution of altering the objective of the Association is adopted if over 9/10 of Full Members of the Association are in favour. The consent of the Full Members who were not present at the AGM shall be submitted in writing.

3.1.10.    The voting is public. In case of personal election, and if one of the members entitled to vote demands a secret ballot, voting shall be secret.

3.1.11.   A Special General Meeting shall be called by the Executive Board´s discretion or if this is requested in writing by at least 1/10 of the Full Members of the Association indicating the reason of this meeting.

3.1.12.   The Chairman of AGM shall be the President or person elected from participating Executive Board members.

3.1.13.   The work and resolutions of the AGM shall be kept in the minutes. The secretary of the minutes will be elected from the participants of the AGM. The correctness of the minutes shall be confirmed by signature of the Chairman and the Secretary.

3.1.14.   The AGM is exclusively competent to:

3.1.14.1.        adopt and amend the Constitution;

3.1.14.2.        adopt and amend the "Worldloppet Rules and Regulations";

3.1.14.3.        elect and remove the President;

3.1.14.4.        appoint and remove the members of Executive Board nominated by the regions. The procedure of establishing the WL geographical regions and nominating their representatives is described in the „Worldloppet Rules and Regulations“.

3.1.14.5.        admit new Full or Associate Members, approve their leave or exclude them from the Association;

3.1.14.6.        establish the amount of the entry and Membership fees for the Association;

3.1.14.7.        if necessary, appoint an auditorial commission for supervision and confirm the results of audit;

3.1.14.8.        approve of the annual financial report;

3.1.14.9.        approve the budget;

3.1.14.10.     decide on dissolution, merger and division of the Association.

3.2.  The President

3.2.1. The President shall be the highest representative body of the Association

3.2.2. The President shall be elected for a term of four years.

3.2.3. The President shall be the member of the Executive Board arising form his/her position (ex officio) and shall manage the work of the Executive Board.

3.3.  The Executive Board

3.3.1. Between the AGMs the Association work shall be managed by the Executive Board, which shall decide on issues outside the exclusive competence of the AGM.

3.3.2. The Executive Board shall have four to six members. Half of the members of the Executive Board must be permanent residents of the European Economic Area or Switzerland.

3.3.3. The Executive Board shall hold at least two meetings a year, called up as determined by the President.

3.3.4. Invitation to the meeting along with the agenda shall be sent by the President at least 30 days in advance.

3.3.5. The CEO and any other necessary consultants shall participate in the Executive Board meetings without the right to vote.

3.3.6. The Chairman of the Executive Board meetings shall be the President or a person elected from the participating board members. The work and resolutions of the Executive Board shall be documented in the minutes.

3.3.7. The Executive Board is competent to:

3.3.7.1.            evaluate the admission, leave or exclusion of Members from the Association and making proposals for the AGM;

3.3.7.2.            delegate the President to sign the contract of employment with the CEO;

3.3.7.3.            convene the AGM;

3.3.7.4.            supervise the annual fiscal report and present it for approval to the AGM;

3.3.7.5.            supervise the budget and present it for approval to the AGM;

3.3.7.6.            form and dissolve the working groups if necessary,;

3.3.7.7.            found and close branch offices of the Association – p.e. Representative Offices of Worldloppet Ski Federation to the resident country of CEO;

3.3.7.8.            make proposals to the AGM to amend the Constitution and „Worldloppet Rules and Regulations“

3.3.8. The Executive Board meeting is competent to adopt resolutions if over one-half of the Members of the Executive Board are present at the meeting.

3.3.9.A resolution of the Executive Board is adopted with a majority of votes. In case of tie the resolution shall be made by the decision of the President.

3.4.  The Chief Executive Officer.

3.4.1. The CEO shall be the head of the Worldloppet (Representative) Office and shall form his/her staff independently.

3.4.2. The CEO shall be accountable to the Executive Board and shall be responsible for all day to day operations of the Association.

3.4.3.The CEO shall represent the Association in relations with individuals and legal entities by proxies and is authorized to sign in the extent set by the Executive Board.

 4.      Assets of the Association

4.1.   The assets of the Association shall be composed of:

4.1.1. entry and Membership fees;

4.1.2. donations and grants having pecuniary value. The Association shall not be entitled to alter the purpose of any purpose-oriented donations and grants.

4.1.3. income gained from other activities in compliance with the statutory objectives of the Association.

 5.     Dissolution of the Association

5.1.    The Association shall be dissolved by the resolution of the AGM.

5.2.   Upon the dissolution of the Association the remaining assets of the Association after satisfaction of all claims of creditors and depositing the money, shall be transferred to any non-profit association or public legal entity that has similar statutory objectives.

Last amendments on Worldloppet AGM 2016

Worldloppet Ski Federation:

Worldloppet is an international sports federation of cross-country skiing marathons. 
The federation was founded in 1978 in Uppsala, Sweden. The aim of Worldloppet is to promote the sport of cross-country skiing through the various ski races around the world.    Worldloppet members: Only one and the best race from a country can be a member of Worldloppet. Worldloppet currently unites 20 races from Europe, America, Asia and Oceania.
16 Full Members and 4 Associate Members

Europe: Jizerská Padesátka (CZE), Dolomitenlauf (AUT), Marcialonga (ITA), König Ludwig Lauf (GER), Tartu Maraton (EST), La Transjurassienne (FRA), Finlandia-hiihto (FIN), Vasaloppet (SWE), Engadin Skimarathon (SUI), Birkebeinerrennet (NOR), Bieg Piastow (POL), Demino Ski Marathon (RUS), Fossavatn Ski Marathon (ISL)
America: American Birkebeiner (USA), Gatineau Loppet (CAN), Ushuaia Loppet  (ARG) 

Asia:
Sapporo International Ski Marathon (JPN), Vasaloppet China (CHI)

Australia:
 Kangaroo Hoppet (AUS),  Merino Muster Race (NZE)

Worldloppet strategy:

High quality ski races around the World. Only one and the best race from a country can be a member of Worldloppet. Regularity and continuity. Each race, having its own history, traditions and programme, is held usually at the same time every year. 
After completing 10 different Worldloppet races, at least one of them overseas, a skier can apply for the Worldloppet Master title. Races for everybody. Races different by length, technique, landscape and target group attract 80 000 participants every year. Partecipation of elite skiers. FIS Worldloppet Cup, consisting of 9 Worldloppet races, is a Worldloppet serie for top skiers.   Worldloppet administration: The highest authority of the Worldloppet Ski Federation is the Annual General Meeting.
The highest representative body of the Worldloppet Ski Federation is President, who is elected for the term of four years. The management of the organization is delegated to the Worldloppet CEO.
Worldloppet Executive Board, consisting of one representative of Scandinavia, Central Europe, East Europe and Overseas (Asia, North America and Australia), is established as support for the Worldloppet President and CEO.   Worldloppet President (elected in 2016):
Mr. Juha Viljamaa  Finalndia-hiihto   

Worldloppet Executive Board:

Mr. Martin Koucky Jizerska Padesatka
Mr. Jo Gunnar Ellevold Birkebeinerrennet
Mrs. Annette Lamy Chappuis La Transjurassienne
Mr. Dennis Kruuse American Birkebeiner

Worldloppet Ski Federation office:

Ms. Epp Paal  Worldloppet CEO 
Mr. Gunnar Zlöbl Worldloppet Press & Media Manager From July 2016 Tartu Maraton is responsible for Worldloppet office administration. 

Worldloppet Ski Federation
Laulupeo pst 25
51007 Tartu, Estonia
Phone: +372 7421 644
E-mail: info@worldloppet.com

For more information, please visit homepage: http://www.worldloppet.com/

Completing of a Worldloppet (WL) race is a remarkable achievement and worth of recording! Worldloppet Passport (WL Passport) is a personal document, in which every completed WL race should be registered. The official WL Passport contains a special page for each event in the Worldloppet series. After completing of a WL race, the skier should ask for the official stamp of this event at the race office. A stamp in the WL Passport is the evidence of the completed race. Collecting of WL stamps is an additional motivation to practice cross-country skiing and to travel to WL countries. Today there are more than 15000 WL passport holders from all over the world.
Price of passport is 30 €.

Everyone can become a Worldloppet Master!
 

After completing WL races in 10 different countries, at least one of them on another continent (it means at least one race from USA, CAN, JPN, AUS, NZL, ARG or CHI), the skier will be recognised as a Worldloppet Master (WL Master). 

WL Gold Master, if completed 10 WL main races (click here to see the list of the valid Worldloppet main races!) and

WL Silver Master, if completed 10 WL short  races (click here to see the list of the valid Worldloppet short races!(possible to combine with main races).

To apply for the title of a WL Master, WL Passport should be mailed to the WL General Secretariat, where the validity of all stamps will be checked, based on the result lists of the marked races. In order to be included in the current year's WL Masters' list, WL Passport should reach WL General Secretariat before April 1. WL Master diploma and a gold/silver-plated pin will be mailed to this WL Master and his/her name will be published in the WL Ski Race Yearbook. In addition, each WL Master has an opportunity to order a personal WL gold/silver-plated medal, by mailing the order form together with € 40 to the Worldloppet Office. 

medals

How to buy a Worldloppet Passport? 
The price of a WL Passport is € 30 and Passports are available in every WL race office in 20 countries and in Worldloppet Ofiice. WL Passport can also be ordered by e-mail or mail and paid either by bank transfer, in cash or by Credit Card.

How to order Worldloppet Diploma and Master Medal?

The following is an instruction for the skiers, who have completed at least 10 different Worldloppet races and would like to apply for a Worldloppet Master title. What to do next? 

1. Check for yourself, if you have fulfilled all the criteria to apply for the title of Worldloppet Gold Master or Worldloppet Silver Master.

Criteria for becoming Worldloppet Gold Master (WL Rules and Regulations, Art 10.05):
1) completed at least 10 Worldloppet main races (click here to see the list of the WL main races) in 10 different countries;
2) at least one of these 10 races completed on another Continent.

Criteria for becoming Worldloppet Silver Master (WL Rules and Regulations, Art 10.06):
1) completed at least 10 Worldloppet short races (click here to see the list of the WL short races) in 10 different countries or completed combined 10 WL main andshort races in 10 different countries;
2) at least one of these 10 races completed on another Continent.

NB! WL short races are valid for the title of WL Silver Master.


2. Check for yourself, if your Worldloppet Passport contains all the necessary stamps and data about every completed WL race (year, finish time and place in the final ranking). The validity of the stamps in your WL Passport will be checked in the Worldloppet General Secretariat, based on the result lists of the marked races.

If any data is missing, try to find out and add as much information as possible (year, finish time, place, in the final ranking) directly to your WL passport or in a letter separately. This will make the whole procedure quicker and simpler both for WL General Secretariat and for yourself.

Even if everything is OK about 9 races, but there is only a stamp in your WL Passport and no additional information indicated about 1 race (especially the year when you completed the race), your WL Passport will be returned to you for providing additional information.

WL Passport can be stamped retrospectively back to 1979 in the WL General Secretariat, but only if the skier provides a concrete basis for research (year and finish time or place in the final ranking). The result lists from 1980-s and usually do not contain alphabetical order and it is nearly impossible to find a finish time among 13 000 results, if the only information is a name.

The stamps of WL member races are valid from the next year when the race was admitted to Worldloppet, but stamps of Worldloppet short races are valid since 1994/1995 season only. For the Worldloppet Master title stamps of the WL main races are valid since the following years: 

1979: Dolomitenlauf, Marcialonga, König Ludwig Lauf, Keskinada Loppet, American Birkebeiner, Finlandia hiihto, Vasaloppet, Engadin Skimarathon, Birkebeinerrennet 
1981: La Transjurassienne 
1986: Sapporo International Ski Marathon 
1991: Kangaroo Hoppet 
1995: Tartu Maraton 
2000: Jizerska padesatka 
2009: Bieg Piastov 
2013: Demino
2014: Ushuaialoppet, Merino Muster, Vasaloppet China
2015: Fossavatn

3. Decide if you would like to order a personal WL Master Medal in addition to the other awards before sending your WL Passport to WL General Secretariat.

Every WL Master will be awarded with the following awards free of charge:
1) personal Worldloppet Master Diploma (wearing personal WL Master number, name and date of issue);
2) personal Worldloppet gold/silver-plated pin.

In addition, each WL Master has an opportunity to order a personal WL gold/silver-plated medal (wearing personal WL master number). The Worldloppet Master Medal costs € 40.- (either in cash or by Credit Card).

If you decide to order a personal WL Master Medal, fill in a special form either in your WL Passport or on Worldloppet web-site in Internet (Worldloppet Master Medal Order Form) or just write a letter.

Your personal WL Master Medal will be mailed to you (together with your WL Passport and awards) only after WL General Secretariat has received € 40.- (either in cash, by Credit Card or bank cheque).

You may order your personal WL Master Medal also later, separately from the other awards.


4. Mail your WL Passport to WL General Secretariat for checking the validity of the stamps. If you decide to order a personal WL Master Medal, mail your order form or a letter together with the WL passport and indicate the method of payment. 

5. Depending on the season, it will take 2-8 weeks to check the validity of the stamps from the moment your WL Passport has reached to WL general Secretariat. 

6. If the stamps are correct, you will be accredited as a WL Master and your WL Passport together with all the awards will be mailed to you free of charge. In case of missing data or invalid stamps, your WL Passport will be returned to you together with a letter of explanation. 

7. After becoming a WL Master, your name will be published on our web-site under this page: http://www.worldloppet.com/masters.php. Lasciare valida la seconda frase: To be included in current years’s WL Masters’ list, you WL Passport should reach to WL General Secretariat before April 1st.

8. After becoming a WL Master your former WL Passport will lose its validity. None of the registered races in that particular WL Passport may be transferred to your next WL Passport neither be considered for your next WL Master title. If you have decided to become a multiple WL Master, everything must start from the beginning.

Attention!

Neither WL General Secretariat nor WL races are responsible for WL Passports, lost in the mailing process. Registered mail instead of ordinary mail is strongly recommended for sending Worldloppet Passports to WL General Secretariat or to WL race offices.

It is possible to pay for your WL Passport and/or Master Medal in cash or by Credit Card to Worldloppet to WL General Secretariat. Respective Order Forms are available on Worldloppet web-site in Internet

WL Passport is stamped retrospectively only if the skier sends punctual information about every completed race (year of participation, ranking or finish time).

How to order Worldloppet logo emblem?


emblems

Worldloppet logo emblems (85x77mm) and Worldloppet Master emblems (45x75mm) are available at the Worldloppet Office and several races. This emblem is possible to attach to your clothing by ironing. Price of emblem is 10€.

Worldloppet logo emblem order form