2018 BC Athletics Annual General Meeting

2018 BC Athletics AGM

Saturday, September 8, 2018  - 11:00 - 3:00pm

Fortius Athlete Development Centre

3713 Kensington Ave., Burnaby BC.

The Forum Room

 

 

 

Delegate Registration and Voting Procedures

Delegates (attending in person or remotely) must registered by Wednesday September 5, 2018. Read through all information before registering delegates.  Rules changed in 2017


 

Club Delegate Registration Form

Unattached Delegate Registration Form

 


 

Vote Distribution - 2018 BC Athletics AGM - last updated 8/7/18

  • All Clubs represented at the AGM must be 2018 BC Athletics Club members at the time of the Annual General Meeting.
  • All voting delegates must be 2018 members of BC Athletics at the time of the Annual General Meeting.
  • Voting Delegates & Alternates are appointed and registered by the club president of their club to vote on behalf of the club.
  • Voting Delegates can only be registered with 1 vote.  
  • Athletics Society/Organization Affiliate Clubs, Athletics Post Secondary (School) Affiliate Clubs, BC Athletics Board members and the BC Athletics Officials Committee carry 1 Vote.
  • Discrepancies in registered club members should be reported to sam.collier@bcathletics.org.
Club/Committee Votes  Voting Delegates
​​Full Club: 5 - 39 members 1 *1
Full Club: 40 - 79 members 2 *2
Full Club: 80 - 119 members 3 *3
Full Club: 120 - 159 members 4 *4
Full Club: 160+ members 5 *5
Athletics Society/Organization Affiliate Club 1 1
Athletics Post Secondary (School) Affiliate Club 1 1
BC Athletics Board of Directors 12 12
BC Athletics Branch Officials Committee 1 1

 

 

 

 

 

 

 

 

 

 

 

 

 

​* Under the new BC Society Act a voting delegate can only be registered with 1 vote. Example: A club with 5 votes must initially register 5 voting delegates. All delegate registrations must be done by September 5, 2018 - 5:00pm.  Once the club has registered the required number of voting delegates it can then have the registered voting delegates who will not be attending the AGM proxy their votes to the club voting delegate(s) who will be attending the AGM.  ​All proxy forms must be received by BC Athletics by September 5, 2018

 


Proxy Votes:

Forms must be submitted to the BC Athletics office by Wednesday, September 5, 2018 at 5:00pm

Club Proxy Vote Form

  • For clubs wishing to have another BCA affiliated club vote on their behalf at the BC Athletics Annual General Meeting.

  • Club Presidents must complete and submit Club Proxy Vote forms.

  • A registered voting delegate can hold proxy votes for no more than one club. 


 Delegate Proxy Vote Form 

Example 1:  A club holding a total of 4 votes registers 4 voting delegates but only 2 voting delegates will actually be attending the AGM.  The remaining 2 registered voting delegates must complete a Delegate Proxy Vote form each giving their 1 vote to a delegate who will be casting the votes at the AGM.

Example 2:  A club holding 5 votes will register 5 voting delegates.  If only 1 voting delegate will actually cast the votes for the club, 4 of the voting delegates will assign their votes to the one voting delegate using a Delegate Proxy Vote form.

  • Voting delegates can only hold 1 vote when registered for the AGM by their club's president.

  • Clubs holding more than 1 vote, must register 1 voting delegates per votes the club holds.

  • If the club wishes to have 1 individual cast all of the club votes A Delegate Proxy Vote form must be completed by each registered voting delegate who wishes to assign his/her votes over to the voting delegate attending the AGM.  

  • Delegate Proxy Vote forms must be completed by a registered voting delegates.  


Examples:

Clubs with 1 vote only - attending the AGM

  1. Have the club president register one voting delegate ( Club Delegate Registration Form )

Clubs with 1 vote only  - not attending the AGM

  1. Have the club president register one voting delegate ( Club Delegate Registration Form )
  2. Club President proxies vote to another club ( Club Proxy Vote form )

Clubs with multiple votes - attending the AGM

  1. Club president registers one voting delegate for each club vote. (  Club Delegate Registration Form )
  2. Voting Delegates who will not be attending the AGM proxy their votes to the Voting Delegate(s) who will be attending the AGM.  (  Delegate Proxy Vote Form )

Clubs with multiple votes - not attending the AGM

  1. Club president registers one voting delegate for each club vote. (  Club Delegate Registration Form )
  2. Registered voting delegates proxy votes to one registered voting delegate  ( Delegate Proxy Vote Form )
  3. Club president assigns another club to cast their votes at the AGM  (  Club Proxy Vote Form )

Non-Voting Delegate (Unattached member)

  1. Register as a Non-voting delegate.   (  Unattached Delegate Registration Form )

Board Elections

The following board position descriptions were approved at the January 1999 Extraordinary General Meeting.  Nominations received will be posted  with a brief bio provided by those standing for election.

Elections will take place on Saturday, September 8, 2017 during the AGM meetings with the exception of the Zone Director position which will be decided in Zone Caucus meetings and the Athlete Directors who are voted on by members of the BC Junior and Senior teams for the past 2 years.


 

BC Athletics Board Nominations Form

 


Board Chair - 2 year position

Incumbent - Greg White - standing for re-election

Working with B.C. Athletics staff, volunteers and individuals under contract to B.C. Athletics, the Board Chair shall: 

·      Call, prepare the Agenda for, and preside over all General, Board of Directors and Executive Committee Meetings.

·      Represent the Association in an official capacity to the public.

·      Be responsible for providing guidance and direction to the Directors of the Association.

·      Be responsible for the operation of the Annual General Meeting and Discipline Committees and others as may be deemed expedient from time to time.

·      Ensure that an Annual Review of the Association’s performance and progress is presented at the Annual General Meeting.

·      Be one of the signing officers of the Association.

·      Sit, without voting privileges, as an ex-officio member on all Association Committees.


Board Vice Chair - 2 year position

Incumbent - Jim Hinze - standing for re-election

Working with B.C. Athletics staff, volunteers and individuals under contract to B.C. Athletics, the Board Vice Chair shall:

  •  Assist the Board Chair in carrying out his/her duties and responsibilities.

·       Carry out the duties of the Board Chair during his/her absence.

·        Have the power to perform all of the duties of the Board Chair as required or as delegated.

·        Be one of the signing officers of the Association.

·        Sit as a member of the Executive Committee.

·        To act as Director for membership relations and to liaise with associated organizations.


Director of Finance - 2 year position

Working with B.C. Athletics staff, volunteers and individuals under contract to B.C. Athletics, the Director Finance shall:

·        Be responsible for the Association’s funds and securities.

·        Ensure the keeping of full and accurate accounts for the Association.

·        Oversee the disbursement of funds of the Association.

·        Ensure the preparation of a financial statement for the Directors’ meetings.

·        Perform such other duties as directed by the Directors from time to time.

·        Coordinate the dealings of the Association with their appointed Auditors.

·        Be responsible for the preparation of the Association’s annual budget.

·        Be one of the signing officers of the Association.

·        Sit as a member of the Executive Committee.


Director of Programs and Technical Development - 2 year position

Incumbent - Tyler Heisterman - standing for re-election

Working with B.C. Athletics staff, volunteers and individuals under contract to B.C. Athletics, the Director of Programs and Technical Development shall:

·        Ensure, in cooperation with the appointed Chairpersons, the effective operation of the Road Running, Cross Country and Track & Field Divisions.

·        Ensure, through liaison with the appointed Chairpersons, the effective operation of the program delivery committees.

·        Establish and maintain close liaison with those members of the B.C. Athletics staff specifically

responsible for program coordination and delivery.

·        Sit as a member of the Executive Committee of the Board of Directors.

·        Ensure, through liaison with the appointed Chairpersons, the continued development of the Coaching and Officials Training Programs of B.C. Athletics.


Zones 3/4/5 - 2 year position

Currently Vacant

Zones 7/8 - 1 position - currently vacant

Currently Vacant

Working with B.C. Athletics staff, volunteers and individuals under contract to B.C. Athletics, the Zone Directors shall:

·        Initiate, where necessary, and attend meetings with zone clubs/associations.

  • Assist zone clubs/associations to better understand the aims/directions of the Association.

·        Prepare Zone Reports for presentation to meetings of the Board Prepare an annual Zone Report for presentation at the Annual General Meeting.

·        Carry out other responsibilities as may be required from time to time.


Male Athlete Director - 2 year position 

Working with B.C. Athletics staff, volunteers and individuals under contract to B.C. Athletics, the Athlete Representative Director shall:

·      Initiate, where necessary, and attend athlete meetings at suitable times or occasions.

·      Coordinate athlete viewpoints, etc., relative to their specific or general concerns.

·      Present such input, concerns, suggestions, proposals for change, etc. from athletes to the Board at any regular or special meeting.

·      Participate directly or through delegated athletes on appropriate program committees.

·      Prepare an annual Athletes report for presentation at the Annual General Meeting.

·      Carry out other responsibilities as may be required from time to time.

 

2018 AGM Reports

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Call for Resolutions

CALL FOR RESOLUTIONS

2018 BC Athletics Annual General Meeting

September 8, 2018

Forward any and all resolutions that you, your committee, or your club wish to have brought forth at the 2018 BC Athletics AGM by the deadline on TUESDAY, JULY 31, 2018.

Resolutions received after the deadline can only be brought forth on the floor at the AGM as recommendations to the Board of Directors unless ruled by the membership at the AGM to be of an urgent matter.

All resolutions submitted by the July 31, 2018 deadline will be reviewed by the BC Athletic Board of Directors and resolutions to be brought forward at the 2018 BC Athletics AGM will be posted on the BC Athletics website no later than August 15, 2018.

2018 On-Line Resolution form

 

Past years:

AGM FAQs

BC Athletics AGM FAQ's

  1. Do I have to be a member in order to attend?
    All delegates at the BC Athletics Annual General Meeting must be current, individual members of the association and the clubs they represent must be current yBC Athletics Club members in good standing at the time of the AGM.
  2. How do I register as a delegate at the AGM?
    The AGM Registration form will be available on the BC Athletics website. Club Presidents must register their club Voting and Non-voting delegates for the Annual General Meeting. Unattached, Non-voting delegates can register themselves directly on the on-line system. 
  3. Who must register as a delegate to the AGM?
    Everyone who attends - voting and non-voting - must register for the BC Athletics Annual General Meeting. Upon arriving at the AGM meetings you will be asked to sign in at the registration desk.
  4. Who needs to complete a Proxy Vote Form??
    1. Clubs that are not in attandance at the AGM must complete a Club Proxy Vote form in order to have another BC Athletics affiliated club cast their votes.  2. Voting Delegates can only be registered with 1 vote.  Clubs that hold more than 1 vote must use a Delegate Proxy Vote form to proxy their remaining votes to their voting delegate(s).