Who Decides What

The Delegation of Authority Matrix. One question, answerable in under a minute: am I allowed to decide this, or do I need to take it somewhere?

This matrix does not create authority. It records, in one place, authority that already exists in the CF3 by-laws, the Committee Governance Framework, and board motions, and it sets policy limits where the by-laws are silent. Where this matrix and the by-laws conflict, the by-laws govern.

Rows marked not yet in force depend on an instrument the board has not yet adopted. Until it is adopted, the row does not apply and the by-laws provide what happens instead — each section says which.

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How a decision travels

A committee member raises a matter with their committee. The committee discusses it and forms a recommendation. The committee chair, who must be a Director under by-law 3.2, carries that recommendation to the President and to the board. The board decides. The committee then executes the decision. Committees do not set CF3 policy, do not speak for CF3 externally, and do not commit CF3 to anything.

4.1Governance and legal

Amend the articles or by-laws

Members (AGM): Decides
Board: Recommends
President: Recommends

Approve annual financial statements

Board: Decides
President: Consulted
Treasurer: Recommends

Elect a director

Members (AGM): Decides
Board: Decides
President: Recommends
Committee (via Chair): Recommends

Remove a director

Members (AGM): Decides
Board: Decides
President: Recommends

Create, restructure or dissolve a committee

Board: Approves
President: Recommends

Approve committee terms of reference

Board: Decides
President: Recommends
Committee (via Chair): Recommends

Appoint or remove a committee chair

Board: Decides
President: Recommends

Appoint or remove a committee member

Board: Decides
President: Recommends
Committee (via Chair): Recommends

Adopt or amend a CF3 policy

Board: Decides
President: Recommends
Treasurer: Recommends
Committee (via Chair): Recommends

Federal filings and registry changes

Board: Approves
President: Executes

Decision	Members (AGM)	Board	President	Treasurer	Committee (via Chair)	PSO / External
Amend the articles or by-laws	Decides	Recommends	Recommends	None	None	None
Approve annual financial statements	None	Decides	Consulted	Recommends	None	None
Elect a director	Decides	Decides	Recommends	None	Recommends	None
Remove a director	Decides	Decides	Recommends	None	None	None
Create, restructure or dissolve a committee	None	Approves	Recommends	None	None	None
Approve committee terms of reference	None	Decides	Recommends	None	Recommends	None
Appoint or remove a committee chair	None	Decides	Recommends	None	None	None
Appoint or remove a committee member	None	Decides	Recommends	None	Recommends	None
Adopt or amend a CF3 policy	None	Decides	Recommends	Recommends	Recommends	None
Federal filings and registry changes	None	Approves	Executes	None	None	None

By-laws 3.2, 3.5, 3.7, 6.2(a), 6.4, 7.1(h), 7.3(f); Committee Governance Framework 11(b). Adding or removing a director requires a two-thirds vote of directors. The board may not delegate amendment of the articles or by-laws, or approval of the financial statements.

4.2Finance

Approve the annual budget

Board: Decides
President: Recommends
Treasurer: Recommends
Committee (via Chair): Recommends

Budgeted expenditure up to $500

Board: Consulted
President: Decides
Treasurer: Approves
Committee (via Chair): Recommends

Budgeted expenditure above $500

Board: Approves
President: Executes
Treasurer: Approves
Committee (via Chair): Recommends

Any unbudgeted expenditure

Board: Approves
President: Recommends
Treasurer: Approves
Committee (via Chair): Recommends

Committee spending of any amount

Board: Approves
President: Consulted
Treasurer: Approves
Committee (via Chair): Recommends

Expense reimbursement claims

Board: Consulted
President: Consulted
Treasurer: Decides
Committee (via Chair): Recommends

Apply for a grant or public funding

Board: Approves
President: Executes
Treasurer: Approves
Committee (via Chair): Recommends

Set or change membership or event fees

Board: Decides
President: Recommends
Treasurer: Recommends
Committee (via Chair): Recommends

Open, close or change a bank account

Board: Decides
President: Executes
Treasurer: Consulted

Decision	Members (AGM)	Board	President	Treasurer	Committee (via Chair)	PSO / External
Approve the annual budget	None	Decides	Recommends	Recommends	Recommends	None
Budgeted expenditure up to $500	None	Consulted	Decides	Approves	Recommends	None
Budgeted expenditure above $500	None	Approves	Executes	Approves	Recommends	None
Any unbudgeted expenditure	None	Approves	Recommends	Approves	Recommends	None
Committee spending of any amount	None	Approves	Consulted	Approves	Recommends	None
Expense reimbursement claims	None	Consulted	Consulted	Decides	Recommends	None
Apply for a grant or public funding	None	Approves	Executes	Approves	Recommends	None
Set or change membership or event fees	None	Decides	Recommends	Recommends	Recommends	None
Open, close or change a bank account	None	Decides	Executes	Consulted	None	None

By-laws 6.6, 7.1(g), 7.2, 7.7; board motion of 21 June 2026. Under the June 2026 motion CF3 operates on single signing authority for one year, but the Treasurer's written approval is required before any expenditure. That control is the reason the Treasurer appears as an approver on every spending line. The single signing arrangement is to be reassessed after one year, and Sport Canada's expectation of dual signature will apply again if CF3 applies for federal funding.

4.3Contracts, sponsorship and partnerships

Approve entering into any contract

Board: Approves
President: Recommends
Treasurer: Consulted
Committee (via Chair): Recommends

Sign a contract on behalf of CF3

Board: Approves
President: Executes
Treasurer: Consulted

Approve a sponsorship, cash or in kind

Board: Approves
President: Recommends
Treasurer: Consulted
Committee (via Chair): Recommends

Negotiate sponsorship terms

Board: Approves
President: Decides
Treasurer: Consulted
Committee (via Chair): Recommends

Grant a sponsor a title or category designation

Board: Decides
President: Recommends
Committee (via Chair): Recommends

Enter an MOU or affiliation with a PSO or body

Board: Approves
President: Recommends
Committee (via Chair): Recommends

Engage a paid advisor, consultant or supplier

Board: Approves
President: Approves
Treasurer: Consulted
Committee (via Chair): Recommends

Commit CF3 to any obligation of any kind

Board: Approves
President: Executes

Decision	Members (AGM)	Board	President	Treasurer	Committee (via Chair)	PSO / External
Approve entering into any contract	None	Approves	Recommends	Consulted	Recommends	None
Sign a contract on behalf of CF3	None	Approves	Executes	Consulted	None	None
Approve a sponsorship, cash or in kind	None	Approves	Recommends	Consulted	Recommends	None
Negotiate sponsorship terms	None	Approves	Decides	Consulted	Recommends	None
Grant a sponsor a title or category designation	None	Decides	Recommends	None	Recommends	None
Enter an MOU or affiliation with a PSO or body	None	Approves	Recommends	None	Recommends	None
Engage a paid advisor, consultant or supplier	None	Approves	Approves	Consulted	Recommends	None
Commit CF3 to any obligation of any kind	None	Approves	Executes	None	None	None

By-law 7.1(f) authorises the President to enter into contracts and execute instruments on behalf of CF3. By-law 6.1 requires the board to oversee the President in the operation of CF3. This matrix exercises that oversight by requiring board approval before the President signs. The by-law power to sign remains with the President; what this policy controls is when that power may be used.

4.4Events, sanctioning and competition

Sanction an event

Board: Decides
President: Recommends
Committee (via Chair): Recommends
PSO / External: Recommends

Deny sanctioning of an event

Board: Decides
President: Recommends
Committee (via Chair): Recommends

Approve National Championship format and venue

Board: Approves
President: Recommends
Treasurer: Consulted
Committee (via Chair): Recommends

Approve the National Championship budget

Board: Approves
President: Recommends
Treasurer: Approves
Committee (via Chair): Recommends

Deliver the event within the approved plan

Board: Consulted
President: Consulted
Committee (via Chair): Executes

Adopt or vary competition rules and standards

Board: Decides
President: Recommends
Committee (via Chair): Recommends

Appoint technical officials to an event

Board: Consulted
President: Consulted
Committee (via Chair): Decides

Approve event safety protocols

Board: Approves
President: Recommends
Committee (via Chair): Recommends

Impose a field-of-play penalty at an eventNot yet in force

Committee (via Chair): Decides

Decision	Members (AGM)	Board	President	Treasurer	Committee (via Chair)	PSO / External
Sanction an event	None	Decides	Recommends	None	Recommends	Recommends
Deny sanctioning of an event	None	Decides	Recommends	None	Recommends	None
Approve National Championship format and venue	None	Approves	Recommends	Consulted	Recommends	None
Approve the National Championship budget	None	Approves	Recommends	Approves	Recommends	None
Deliver the event within the approved plan	None	Consulted	Consulted	None	Executes	None
Adopt or vary competition rules and standards	None	Decides	Recommends	None	Recommends	None
Appoint technical officials to an event	None	Consulted	Consulted	None	Decides	None
Approve event safety protocols	None	Approves	Recommends	None	Recommends	None
Impose a field-of-play penalty at an eventNot yet in force	None	None	None	None	Decides	None

By-laws 9.1, 10.1 and 10.2. CF3 adopts the IF3 competition rulebook unless otherwise stated. Denial of sanctioning requires an absolute two-thirds vote of the board together with written rationale. The pending row takes effect only if the board adopts the Technical Official Authority and Penalty Framework; under that framework field-of-play penalties are decided on the floor by the Head Technical Official or Assistant HTO, and are protected by by-law 9.7.

4.5Athletes and Team Canada

Set the Team Canada selection criteria

Board: Decides
President: Recommends
Committee (via Chair): Recommends

Change the selection process year to year

Board: Decides
President: Recommends
Committee (via Chair): Consulted

Apply approved criteria and name the team

Board: Approves
President: Consulted
Committee (via Chair): Executes

Grant an exception to a published criterion

Board: Decides
President: Recommends
Committee (via Chair): Recommends

Approve athlete agreements and consents

Board: Approves
President: Executes
Committee (via Chair): Recommends

Receive and log a complaintNot yet in force

Board: Consulted
President: Executes

Assess and dispose of a complaintNot yet in force

Board: Consulted
President: Decides

Complaint where the President is a partyNot yet in force

Board: Consulted

Appoint a hearing panel

Board: Decides
President: Recommends

Impose discipline on a member

Board: Decides
President: Recommends

Decision	Members (AGM)	Board	President	Treasurer	Committee (via Chair)	PSO / External
Set the Team Canada selection criteria	None	Decides	Recommends	None	Recommends	None
Change the selection process year to year	None	Decides	Recommends	None	Consulted	None
Apply approved criteria and name the team	None	Approves	Consulted	None	Executes	None
Grant an exception to a published criterion	None	Decides	Recommends	None	Recommends	None
Approve athlete agreements and consents	None	Approves	Executes	None	Recommends	None
Receive and log a complaintNot yet in force	None	Consulted	Executes	None	None	None
Assess and dispose of a complaintNot yet in force	None	Consulted	Decides	None	None	None
Complaint where the President is a partyNot yet in force	None	Consulted	None	None	None	None
Appoint a hearing panel	None	Decides	Recommends	None	None	None
Impose discipline on a member	None	Decides	Recommends	None	None	None

By-laws 8.1 to 8.3 and Section IX. Selection procedures must be based primarily on current objective performance-related criteria. The process may change from year to year at the discretion of the board, with appropriate input from relevant committees. Setting the criteria is therefore a board decision informed by committee recommendation; applying the criteria is committee execution. The pending rows reflect the draft Discipline and Complaints Policy, which is before the board and is not yet in effect. Under that Policy a board-designated Complaints Officer receives and logs every complaint, and acts in place of the President wherever the President is a party or conflicted. Until it is adopted, complaints are received and assessed by the President under Section IX as the by-laws currently provide.

4.6Communications, brand and public statements

Announce a partnership or sponsorship publicly

Board: Approves
President: Executes

Issue a statement on behalf of CF3

Board: Consulted
President: Decides

Publish routine committee or event updates

President: Approves
Committee (via Chair): Executes

Authorise third party use of CF3 marks

Board: Decides
President: Recommends

Use CF3 marks in provincial or club material

Board: Approves
President: Executes
PSO / External: Executes

Approve brand guidelines

Board: Decides
President: Recommends
Committee (via Chair): Recommends

Respond to media enquiries

Board: Consulted
President: Decides

Decision	Members (AGM)	Board	President	Treasurer	Committee (via Chair)	PSO / External
Announce a partnership or sponsorship publicly	None	Approves	Executes	None	None	None
Issue a statement on behalf of CF3	None	Consulted	Decides	None	None	None
Publish routine committee or event updates	None	None	Approves	None	Executes	None
Authorise third party use of CF3 marks	None	Decides	Recommends	None	None	None
Use CF3 marks in provincial or club material	None	Approves	Executes	None	None	Executes
Approve brand guidelines	None	Decides	Recommends	None	Recommends	None
Respond to media enquiries	None	Consulted	Decides	None	None	None

Committees may publish routine operational updates within their mandate with the President's approval. No committee, volunteer, club or provincial body may issue a statement of CF3 position, announce a partnership, or represent CF3 to a sponsor, funder, government body or the media.

4.7Provincial sport organisations and affiliated bodies

Operate provincial programmes and events

Board: Consulted
President: Consulted
PSO / External: Decides

Sanction a provincial event under CF3

Board: Decides
President: Recommends
Committee (via Chair): Recommends
PSO / External: Recommends

Arrange sponsorship for a provincial body

President: Consulted
PSO / External: Decides

Arrange sponsorship involving CF3 or Team Canada

Board: Approves
President: Recommends
Treasurer: Consulted
Committee (via Chair): Recommends
PSO / External: Recommends

Commit CF3 to any obligation

Board: Approves
President: Executes

Speak for CF3 to a sponsor, funder or government

Board: Consulted
President: Decides

Use of the Team Canada name or marks

Board: Decides
President: Recommends

Decision	Members (AGM)	Board	President	Treasurer	Committee (via Chair)	PSO / External
Operate provincial programmes and events	None	Consulted	Consulted	None	None	Decides
Sanction a provincial event under CF3	None	Decides	Recommends	None	Recommends	Recommends
Arrange sponsorship for a provincial body	None	None	Consulted	None	None	Decides
Arrange sponsorship involving CF3 or Team Canada	None	Approves	Recommends	Consulted	Recommends	Recommends
Commit CF3 to any obligation	None	Approves	Executes	None	None	None
Speak for CF3 to a sponsor, funder or government	None	Consulted	Decides	None	None	None
Use of the Team Canada name or marks	None	Decides	Recommends	None	None	None

Provincial bodies are autonomous within their own jurisdiction and may arrange their own sponsorships freely. They may recommend and introduce national opportunities to CF3, and that contribution is welcomed. They may not agree terms, make promises, or create obligations in CF3's name. Anything touching CF3, Team Canada, the national championships or CF3 marks requires board approval before it is agreed.

Reading the matrix

Colour is a reading aid only; the word governs.

Decides: Makes the final decision. No further approval is needed.
Approves: Nothing may proceed until this body has approved it.
Recommends: May propose, advise and prepare, but cannot decide.
Executes: Carries out a decision already made, within its terms.
Consulted: Must be asked before the decision is made.
None: No authority. May not act, decide, approve or commit CF3 in this area.

Powers that may never be delegated

The board may not delegate the following to a committee, an officer, or anyone else. Committee Governance Framework 11(b) and the Canada Not-for-profit Corporations Act.

Amending the articles of incorporation or the by-laws
Approving the annual financial statements
Filling a vacancy among directors, or removing a director
Adopting, amending or repealing a CF3 policy
Approving the annual budget
Setting the Team Canada selection criteria
Sanctioning or denying sanction to an event

Acting without authority

A commitment made without the authority set out in this matrix does not bind CF3. Where a person or body has purported to commit CF3 without authority, the board will decide whether to ratify the commitment or to disclaim it, and CF3 may hold the person or body responsible for any cost arising. Where authority has been exceeded in good faith — particularly where a volunteer or partner acted helpfully but outside their lane — the board's first response is correction and clarification rather than sanction. Repeated or deliberate breach is a matter for the board under by-law 6.4 for directors, by-law 3.7 for committee members, and Section IX for members.

Authority

Decisions only the board can make

Not a committee, not an officer, not anyone. Committee Governance Framework 11(b) and the Canada Not-for-profit Corporations Act.

Amending the articles of incorporation or the by-laws
Approving the annual financial statements
Filling a vacancy among directors, or removing a director
Adopting, amending or repealing a CF3 policy
Approving the annual budget
Setting the Team Canada selection criteria
Sanctioning or denying sanction to an event

The corporation

How CF3 is governed

What CF3 is: A federal not-for-profit corporation, incorporated under the Canada Not-for-profit Corporations Act. It is the national governing body for functional fitness in Canada and the Canadian member of IF3.
Who the members are: CF3’s articles authorise one class of members, and every member is entitled to receive notice of, attend, and vote at all meetings of the members. One class means one vote each and no non-voting tier. The conditions of membership are being set by by-law amendment now before the board.
Who the board is: Between 2 and 13 directors, as fixed by the articles. Directors are elected by the members. The board appoints the President, Secretary and Treasurer from among its own number. See the current board.
What a committee can do: Recommend, and execute what the board has decided. Committees do not set CF3 policy, do not speak for CF3 externally, and do not commit CF3 to anything. Each is chaired by a director and works to published terms of reference. See the committees.
When the members meet: At an annual general meeting, called by the board. Members elect the directors, receive the financial statements, and decide anything the Act reserves to them — amending the articles or the by-laws, and confirming by-laws the board has made since the last meeting.
When a code applies to you: A code of conduct takes effect when the board approves it by resolution. CF3 then publishes it on the register, and the people it covers acknowledge it — athletes and coaches at registration or team selection. Nobody is held to a code that was not published and acknowledged before the conduct in question.

Version 1.1 · prepared August 2026 by Simon Damborg, President · adopted by the board 8 September 2026 (unanimous written resolution of the directors) · next review: First board meeting following the 2027 AGM.

The signed instrument is published as a PDF on the governance register, at /governance/delegation-of-authority.pdf. Where the PDF and this page differ, the PDF is the adopted text.