2017 BC Athletics Annual General Meeting

2017 BC Athletics AGM

Saturday, September 23, 2017  - 11:00 - 3:00pm

Fortius Athlete Development Centre

3713 Kensington Ave., Burnaby BC.

 

DELEGATE REGISTRATION DEADLINE WEDNESDAY, SEPTEMBER 20, 2017

 


Please be aware of important deadlines noted.

Live Streaming and Electronic Voting:

  • BC Athletics is working to provide live streaming and electronic voting for the 2017 AGM.  Details will be made available as they are received.

Delegate Registration:

  • There are new rules regarding club votes in place this year as a result of the new BC Society Act.  Please go to the " Delegate Registration and Voting Procedures" tab on the left for a full explanation and all of the forms needed.

Board of Directors Elections:

  • Now accepting nominations for the BC Athletics Board of Directors 

Resolutions:

  • Resolutions received after the thursday, August 31, 2017 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.

Reports:

  • 2017 Committee reports will need to be submitted to the BC Athletics office for posting as quickly a

BC Athletics Awards Banquet:

  • The  BC Athletics Annual Awards Banquet will be held in early 2018.  Details will follow.

 

 

2017 AGM Reports

If this page isn't automatically redirect, click here for more information.

Resolutions


As of 9/19/17 no resolutions have been received

 


CALL FOR RESOLUTIONS

2017 BC Athletics Annual General Meeting

September 23, 2017

Forward any and all resolutions that you, your committee, or your club wish to have brought forth at the 2017 BC Athletics AGM by the deadline on Thursday, August 31, 2017.

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 August 31, 2017 deadline will be reviewed by the BC Athletic Board of Directors and resolutions to be brought forward at the 2017 BC Athletics AGM will be posted on the BC Athletics website no later than September 15 2017

Note: Due to the change in date requirements for the scheduling the AGM - the 2017 BC Athletics AGM timeline for submissions has been shortened.  This will only happen this year as the regular scheduling for future AGM's will fall in to place beginning in 2018.

2017 On-Line Resolution form

 

Past years:

Delegate Registration and Voting Procedures

BC Athletics is currently making arrangements for live streaming and electronic voting for the 2017 BC Athletics AGM. Details will be made available as they are finalized.  All delegates (attending in person or remotely) must register by the Wednesday September 20, 2017 deadline.  Please be sure to indicate how you will be attending.


DELEGATE REGISTRATION DEADLINE - WEDNESDAY, SEPTEMBER 20, 2017

Read through all information before registering delegates.  Procedures have changed this year.  Be aware of the changes in how votes are cast.

The Delegate Registration form and the Proxy Vote forms are all available at the end of this page.


Vote Distribution - 2017 BC Athletics AGM

Important!!  See new requirement for clubs holding more than 1 vote noted below

Delegate Registration Form


  • Vote Distribution is based on the number of 1st claim members in the club as of August 31 2017:
  • Full Clubs:
    • ​​5 - 39 members = 1 vote
    • 40 - 79 members = * 2 votes
    • 80 - 119 members = * 3 votes
    • 120 - 159 members = * 4 votes
    • 160+ members = * 5 votes
  • ​Athletics Society/Organization Affiliate Club = 1 vote
  • Athletcs Post Secondary (School) Affiliate Club = 1 vote
  • BC Athletics Board of Directors = 1 vote each
  • BC Athletics Branch Officials Committee = 1 vote

* Under the new BC Society Act a Club having more than 1 vote is required to designate an AGM voting delegate for each of the votes the Club has. i.e. 5 votes = 5 delegates.

The names of those AGM voting delegates must be registered with BC Athletics by September 20, 2017

Alternatively the Club can:

  • Have the named delegates – i.e. 4 of the 5, proxy their votes to the Club delegate attending the AGM.  ​The 4 proxy forms must be received by BC Athletics by September 22, 2017
  • All Clubs represented at the AGM must be 2017 BC Athletics Club members at the time of the Annual General Meeting.
  • All voting delegates must be 2017 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 are 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.

Proxy Votes -  Note there are now 2 types of Proxy Votes and forms

Forms must be submitted to the BC Athletics office by Wednesday, September 20, 2017 at 5:00pm


Club Proxy Vote:  

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:   (New requirement this year as per new BC Society Act rules)

Delegate Proxy Vote Form

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

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 delegate per vote 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.

  • Registerd voting delegates can only proxy 1 vote.   


Confused??  Simplified steps below.  If you still have questions please contact Sam Collier.

Clubs with 1 vote only - attending the AGM

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

Clubs with 1 vote only  - not attending the AGM

  1. Have the club President register one voting delegate ( Delegate Registration Form )
  2. Proxy your 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. (  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. (  Delegate Registration Form )
  2. Registered voting delegates proxy their votes over 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.  Complete Section 3 only  (  Delegate Registration Form )

 

Board of Directors Elections

 

BC Athletics Board of Directors Nomination Form

 

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 23, 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.


Director Administration & Planning

2 Year Term

Incumbent: Paul Mathias (not standing for re-election)

orking with B.C. Athletics staff, volunteers and individuals under contract to B.C. Athletics, the Director  Administration & Planning shall:

  • Ensure that minutes of all meetings of the Association and the Board of Directors are kept, that the Association’s records are secured, and that all reports as required by the Society Act are produced in a timely manner.
  • Be responsible for the development of the Association’s human resource needs and operations.
  • Oversee the management of the Association’s membership program.
  • Ensure the compilation of B.C. Athletics statistics and statistical reports.
  • Supervise the orderly development, effective operation and, as required, modification of the B.C. Athletics office electronic communications systems and equipment.
  • Sit as a member of the Executive Committee.
  • Be responsible for the implementation of and reporting upon the current strategic plan.
  • Ensure that there is an orderly and timely development of a successor strategic plan.

Director Marketing and Communications

2 Year Term

Currently Vacant

Nominee:  Mark Harding

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

  • Be responsible for the development of the Association’s marketing strategy, including all aspects of fund raising, securing of sponsorships, the promotion and marketing of properties, competitions, merchandise, etc.
  • Establish and supervise the development of an effective Marketing Committee.
  • Assist in the development of a Business Plan for the Association.
  • Ensure the effective operation of the Alumni Association.
  • Oversee the Awards and Recognition unit operations.
  • Sit as a member of the Executive Committee.
  • Ensure the orderly production of the communication vehicles of the Association, including the B.C. Athletics Bulletin (electronic), Calendar of Events, and any other regular special mailings.
  • Be responsible for an effective public relations function for the Association.

Director Events and Promotions

2 year term

Currently Vacant

Nominee:  Jordan Myers 

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

  • Establish and maintain, through close cooperation with B.C. Athletics staff members, an effective operational framework for the development of existing and future event properties of B.C. Athletics.
  • Develop in cooperation with the member clubs of B.C. Athletics, ways and means in which locally-staged events can benefit from the operational framework established for B.C. Athletics Event Properties.
  • Coordinate the development of an operational framework for the promotion of both member club and B.C. Athletics Event Properties.
  • Sit as a member of the Executive Committee.

   Zone Directors

Zones 1/2 - 1 Year Term - Incumbent - Roberta Tetlock (not standing for re-election)

Zones 3/4/5 - 2 Year Term - Incumbent Jordan Myers (not standing for re-election)

Zone 6 - 2 Year Term - currently vacant

Zones 7/8 - 1 Year Term - 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.

   Athlete Directors

Male Athlete Director - 1 year term - Incumbent - Evan Dunfee (not standing for re-election)

Female Athlete Director - 2 year term - Incumbent - Katelynn Ramage

Nominee:  Katelynn Ramage

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.

 

 

2014 AGM Reports

2014 BC Athletics Annual General Meeting Reports

All reports will be in PDF format and open in a new window. You'll need the free Adobe Acrobat Reader to view & print.

Links to reports and email addresses will become active links as reports are received.

 

 BC ATHLETICS COMMITTEES:
    1     Junior Development Committee Graeme Fell
2    Branch Officials Report Bill Koch
3    Road Running Committee Report Clifton Cunningham
4    Masters Committee Report Jake Madderom
5    Cross Country Committee Report Jerry Tighe
6    Track & Field Committee Report  Garrett Collier
6.1 Tara Self & Pat Simma-Ledding
6.2 Barb Vida & Elena Voloshin
6.3 Sheldan Gmitroski & Richard Collier
6.4 Laurier Primeau
6.5 Gerry Swan, Chris Johnson, Sue Northey, Jerry Tighe
6.6
  • Distance see # 6.5
Sue Northey & Jerry Tighe
6.7
  • Walks
Al Johnston
7 Dale Loewen
 RECORDS:
8    2014 BC Midget 15, Youth, Junior, Senior Track & Field Records  UPDATED 12/5/14 Garrett Collier
9    2014 BC Road Running Records Maurice Wilson
10    2014 BC Masters Track & Field Records Harold Morioka
11    2014 BC Masters Road Running Records Jake Madderom
 FIXTURES:
12    2015 Track & Field Fixtures (includes Para) Garrett Collier
13    2015 Road Running Fixtures Maurice Wilson
14    2015 Cross Country Fixtures Maurice Wilson
 BC ATHLETICS STAFF:
15    Technical Manager Road and Cross Country Running Maurice Wilson
16    Technical Manager Track & Field Garrett Collier
17    Run Jump Throw Meghan Butterworth
18    Coaching Education Coordinator Jennifer Schutz
19    BC Endurance Project Richard Lee
20    President & CEO Brian McCalder
 REGIONAL CENTRES:
21    Athletics Interior Regional Report Gary Reed
22    Athletics Fraser Valley Regional Report Christa McAuley
 ADMINISTRATION & MANAGEMENT:
23    Athletics Canada Greg White
24

   Membership:

       24.1  2014 Memberships by TYPE

       24.2  Club Statistics 2000 - 2014

       24.3  Membership Statistics 1995 - 2014 UPDATED 7/10/15

Sam Collier
25    Facilities Brian McCalder
26    Insurance Brian McCalder
27    Awards Brian McCalder
 FINANCE:
28 Carey Dillen
28.1 Carey Dillen & Brian McCalder
28.2 Carey Dillen & Brian McCalder
28.3 Carey Dillen & Brian McCalder
DIRECTORS:
29    Zones 1 & 2 Roberta Tetlock
30    Zones 3,4 & 5 Sanda Turner & Graham Dodd
31    Zone 6 Randy Longmuir
32    Zones 7 & 8 Neal Currie
33    Athlete Directors Chris Winter & Jessica Smith
34    Marketing & Communications Paul Mathias
34.1    Sponsorship & Special Program Funding Brian McCalder
35    Events & Promotions Delores Sebellin
36    Administration & Planning Carey Nelson
37    Programs & Technical Development  
38    Vice Chair Jim Hinze
39    Chair Greg White
STRATEGIC PLAN:
40

   2013 - 2016 Strategic Plan 

   2014 - 2016 Strategic Plan & Update

Brian McCalder

2013 AGM Reports

2012 AGM Reports

2015 AGM Reports

2015 BC Athletics Annual General Meeting Reports

All reports will be in PDF format and open in a new window. You'll need the free Adobe Acrobat Reader to view & print.

Links to reports and email addresses will become active links as reports are received.

 BC ATHLETICS COMMITTEES:
    1     Junior Development Committee Graeme Fell
2    Branch Officials Bill Koch
3    Road Running Committee  Clifton Cunningham
4    Masters Committee  Jake Madderom
5    Cross Country Committee  Jerry Tighe
6

   Track & Field Committee 

Tara Self
6.1 Neal Currie & Pat Sima-Ledding
6.2 Barb Vida & Elena Voloshin
6.3 Sheldan Gmitroski & Richard Collier
6.4 Laurier Primeau
6.5 Gerry Swan, Chris Johnson, Sue Northey, Jerry Tighe
6.6
  • Endurance see # 6.5
Sue Northey & Jerry Tighe
6.7 Al Johnston
7 Dale Loewen
 RECORDS:
8    2015 BC Midget 15, Youth, Junior, Senior Track & Field        Records   Garrett Collier
9    2015 BC Road Running Records Maurice Wilson
10    2015 BC Masters Track & Field Records Harold Morioka
11    2015 BC Masters Road Running Records Updated 11/19/15 Jake Madderom
 FIXTURES:
12    2016 Track & Field Fixtures (includes Para) Garrett Collier
13    2016 Road Running Fixtures Maurice Wilson
14    2016 Cross Country Fixtures Maurice Wilson
 BC ATHLETICS STAFF:
15    Technical Manager Road and Cross Country Running Maurice Wilson
16    Technical Manager Track & Field Garrett Collier
17    Run Jump Throw Wheel Meghan Butterworth
18    Coaching Education Coordinator Jennifer Schutz
19

   BC Endurance Project

   BC Endurance Project 2015

Richard Lee
20    President & CEO Brian McCalder
 REGIONAL CENTRES:
21    Athletics Interior Regional Report Gary Reed
22    Athletics Fraser Valley Regional Report Ziggy Szelagowicz
 ADMINISTRATION & MANAGEMENT:
23    Athletics Canada Greg White
24

   Membership:

       24.1  2015 Memberships by TYPE

       24.2  Club Statistics 2000 - 2015

       24.3  Membership Statistics 1995 - 2015  updated 3/21/16

Sam Collier
25    Facilities Brian McCalder
26    Insurance Brian McCalder
27    Awards updated 12/4/15 Brian McCalder
 FINANCE:
28 Carey Dillen & Brian McCalder
28.1  Carey Dillen & Brian McCalder
28.2 Carey Dillen & Brian McCalder
28.3

Carey Dillen & Brian McCalder

DIRECTORS:
29    Zones 1 & 2 Roberta Tetlock
30    Zones 3,4 & 5 Sanda Turner & Graham Dodd
31    Zone 6 Tyler Heisterman
32    Zones 7 & 8 Neal Currie
33    Athlete Directors Chris Winter & Jessica Smith
34    Marketing & Communications Paul Mathias
34.1    Sponsorship & Special Program Funding Brian McCalder
35    Events & Promotions Dolores Sebellin
36    Administration & Planning Carey Nelson
37    Programs & Technical Development Randy Longmuir
38    Vice Chair Jim Hinze
39    Chair Greg White
STRATEGIC PLAN:
40

   2013 - 2016 Strategic Plan & 2015 Update

Brian McCalder

2016 AGM Reports

1 COMMITTEES:  
1.1  Junior Development Committee Graeme Fell
1.2  Branch Officials Report Updated 10/14/16 John Cull
1.3  Road Running Committee Report Jordan Myers
1.4  Masters Committee Report Jake Madderom
1.5  Cross Country Committee Report Jerry Tighe
1.6  Heritage Committee Report Brian McCalder
1.7  Track & Field Committee Report Tara Self   
   1.7 a    Sprints & Hurdles Neal Currie & Pat Simma-Ledding
  1.7 b    Jumps Byron Jack & Elena Voloshin
  1.7 c    Throws Laurie Willett & Sheldan Gmitroski
  1.7 d    Combined Events Barb Vida
  1.7 e    Middle Distance  Mark Bomba & Chris Johnson
  1.7 f    Endurance Richard Lee
  1.7 g    Walks  
  1.7 h    Para Athletics Lisa Meyers
  1.7 i    Athlete Reps - see 9.5 Evan Dunfee & Katelynn Ramage
  1.7 j    BC Summer Games Dale Loewen
     
2 RECORDS:  
2.1  2016 BC Midget 15, Youth, Junior, Senior Track & Field Records Sam Collier
2.2  2016 BC Road Running Records Maurice Wilson
2.3  NEW 2016 Masters Track & Field Records   Harold Morioka
2.3a BC Masters Track & Field Records Harold Morioka
2.4  2016 Masters Road Records   Jake Madderom
     
3 FIXTURES:  
3.1  2017/2018 Track & Field Fixtures - Tentative   UPD 11-17-16 Sam Collier
3.2  2017/2018  Para-athletics Fixtures - Tentative UPD 11-17-16 Sam Collier
3.3  2017 Road Running Fixtures Maurice Wilson
3.4  2017 Cross Country Fixtures Maurice Wilson
     
4 STAFF:  
4.1  Technical Manager Road Running and Cross Country Running Maurice Wilson
4.2  Technical Manager Track & Field   TBD
4.3  Run Jump Throw Wheel UPD 11/17/16 Meghan Butterworth
4.4  Coaching Education Coordinator Jennifer Schutz
4.5  BC Endurance Project - Provincial Coach Endurance Richard Lee
4.5a  2016 BC Endurance Project  
4.6  President & CEO Brian McCalder
     
5 NATIONAL CENTRES:  
5.1  Canadian Sport Centre Pacific - National Endurance Centre - Victoria Endurance Centre Staff
     
6 REGIONAL CENTRES:  
6.1  Athletics Interior Regional Report TBD
6.2  Athletics Fraser Valley Regional Report Gerry Swan
     
7 ADMINISTRATION & MANAGEMENT:  
7.1  Athletics Canada Greg White
7.2  Membership Sam Collier
7.2a  2016 Membership Data updated 12-2-16 Sam Collier
7.2b  2016 BC Athletics Clubs updated 10-31-16 Sam Collier
7.2c  Membership Stats 1995 - 2016 updated 12-2-16 Sam Collier
7.2d BC Athletics Clubs Historical Data updated 12-2-16 Sam Collier
7.3  Facilities Brian McCalder
7.4  Insurance Brian McCalder
7.5  Awards Brian McCalder
      7.6 Sponsorship Brian McCalder
     
8 FINANCE:  
8.1  Finance Report Carey Dillen
 8.2  2015/2016 Audit Carey Dillen & Brian McCalder
 8.3  2017/2018 Draft Budget Detail Carey Dillen & Brian McCalder
 8.4  2017/2018 Draft Budget Summary Carey Dillen & Brian McCalder
     
9 DIRECTORS:  
9.1  Zones 1 & 2 Roberta Tetlock
9.2  Zones 3,4 & 5 - S. Turner  Zones 3,4,5 - J. Myers Sanda Turner & Jordan Myers
9.3  Zone 6 Tyler Heisterman
9.4  Zones 7 & 8 Neil Currie
9.5  Athlete Directors Evan Dunfee & Katelynn Ramage
9.6  Marketing and Sponsorship Chris Winter
9.7  Events & Promotions Dolores Sebellin
9.8  Administration & Planning Paul Mathias
9.9  Programs & Technical Development Randy Longmuir
9.10  Vice Chair Board of Directors Jim Hinze
9.11  Chair Board of Directors Greg White
     
10 STRATEGIC PLAN:  
10.1  Strategic Plan Update and Future Brian McCalder

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).