2019 AGM - 2019 Motions & Actions of Note

2019 Motions and Actions of Note

Board of Directors Motions and Actions of Note

2019 BC Athletics Annual General Meeting – Sept 7th, 2-19

                                                                                                                 

Board Meeting – November 24, 2018

 

Membership Approvals:

 

  • Motion to approve the list of individual memberships received from July 20, 2018 to November 16, 2018 as provided – J. Gillis/D. Willis – Passed iii.

Approval of Club Memberships – Circulated 

  • Motion to approve the renewing clubs for the 2018 membership year: Trinity Western University, Victoria Marathon Society and Seymour Track & Field Club – D. Willis/J. Hinze – Passed 
  • It was noted that the Seymour Track & Field Club membership would carry over to the 2019 year. 2. Motion to approve the new club membership, for the 2019 membership year, for Diamond Sprinting Track – C. Johnson/M. Harding – Passed 
  • Sam noted there were 2 responses received from the affiliate clubs, one of which had a concern that the club appeared to be like a business rather than a track club. Sam further noted the club met all their requirements.
  • Motion to approve the renewing clubs for the 2019 membership year, as per the list (as of November 16, 2018) circulated, including those which are complete (meeting all requirements) and those pending completion of their requirements. – J. Hinze/D. Willis – Passed
  • Motion to approve the school clubs memberships for the 2018- 2019 school year, as per the list circulated. – J. Hinze/J. Gill – J. Emerson abstained – Passed

 

vi. Urgent Matters 

  • Issue with the criminal records check situation, however provincial registrars are dealing with Athletics Canada to get better tracking. Sam asked for ways to enter the information for the criminal records check for each member who is required to have one and automatic alerts when they are due. Criminal Records checks are good for five years and honoured by BC Athletics for four. Need the date the check was submitted/initiated and the date it was received and then have it populate the date four years from that. There are currently 535 in the system that are showing as not having a criminal records check. 
  • For the 2019 membership year, any associate, coach or official membership without an initiated date will not be able to register. Sam will get an alert 30 days later to follow up however registrars are not happy with this. Sam will be tracking the process and will look at what changes she can do to make the process easier.

 

 

Junior Development T&F Championships – Entry Fees

  • Motion to accept the recommendation to increase the Junior Development Track & Field Championship individual entry fees from $7 to $8 and increase the relay entry fees from $8 to $20 for the 2019 season – D. Willis/J. Hinze – Passed

 

Board Meeting – January 26, 2019

  • Motion to approve looking at creating a Para Athlete Director position, in concept, for recommendation to the membership for approval at the AGM. – J. Gay/C. Johnson – Passed.
  • Motion to approve the list of individual memberships received from November 16, 2018 to January 18, 2019 as provided – J. Hinze/D. Willis – Passed iii. Approval of School Club Memberships – Circulated 
  • Motion to approve the 2018/2019 school club memberships – J. Hinze/J. Myers – J. Emerson Abstained – Passed iv. Approval of Club Memberships – Circulated 
  • Motion to approve the list of 2019 club membership renewals, including those which are complete (meeting all requirements) and those pending completion of their requirements – J. Myers/J. Gill – Passed. 
  • Motion to approve the U16 Men’s Triple Jump record August 12, 2018 – J. Hinze/J. Gay – Passed b. Age Group Names – Proposed Rule Change and Recommendations 
  • Membership Age Group Names – U16, U18, U20 – proposed rule change 

Driven by the provincial branch members of Athletics Canada, to use numbers rather than names for the age groups, give the negative connotation of the word Midget. At the Semi-Annual General Meeting in November a motion was passed to adopt the terms U16, U18 and U20 to replace midget, youth and junior respectively. It was noted that the term Senior and Master would remain as is.

  • Motion to approve updating the policy manual and any other applicable documents with the language:
    • Midget age group to U16 (includes ages 14 & 15) 
    • Youth age group to U18 (includes ages 16 & 17) 
    • Junior age group to U20 (includes ages 18 & 19) J. Myers/J. gay – Passed

It was noted, as the motion passed, the change is effective immediately. It was further noted that rule changes made by the Board would be approved in September by the membership at the AGM as part of the Actions of the Board. Sam noted this the language has already been Trackie. ii. Membership Age Group Names – Tyke, Pee Wee, Bantam – recommendation 

  1. Recommendation for the Junior Development Committee and staff to review and make recommendations to the Board for the names of the age groups for Tyke (age 9), Pee Wee (ages 10 & 11) and Bantam (ages 12, 13).
  2. Membership Age Group Name – Track Rascals – recommendation 1. Recommendation for staff to review, in consultation with the members, clubs and committees, and make recommendations to the Board for the name of the age group Track Rascals (ages 6 to 8)
  • Motion to accept the recommendations for the membership age group names (Tyke, Pee Wee, Bantam and Track Rascals) as presented and approve moving forward with the recommendations. – C. Johnson/J. Emerson – Passed 

Board Meeting – April 30, 2019

 

Road Running Committee wishes to reduce the hosting grant for the provincial championships and provide the ribbons and metals at no cost. Would be a policy change and recommending to the Board for voting and implementation as soon as possible. Brian noted that for the staff it would simplify the paperwork and speeds up the process to provide the hosting grant. It was noted the recommendation to the Board was unanimous with the committee.

  • Motion to amend the sport hosting grant to include medals and ribbons as well as to reduce the sport hosting grant. – J. Meyers/G. White – Passed

Membership

  • Motion to approve the list of individual memberships received from January 18, 2019to April 16, 2019 as provided – G. White/J. Hinze – Passed iii. Approval of School and School District Club Memberships – Circulated 

The list of school circulated need to be approved as well as Revelstoke Secondary School, Aspen Grove School and Kamloops/Thompson School District #73. 

  • Motion to approve the 2018/2019 school and school district club memberships – J. Myers/M. Harding – Passed iv. Approval of Club Memberships – Circulated 

Sam noted the only new club renewal to approve is the East Kootenay Track & Field Club. 

  • Motion to approve the list of 2019 club membership renewals, including those which are complete (meeting all requirements) and those pending completion of their requirements – G. White/J. Myers – Passed 2.

Sam noted there are two new club applications, one for Lake Country Multi-Sport (Run) Club, who has completed all requirements and Sam has received no comments back to date; and one for Speed Squad Track & Field Club, who is pending completion of their requirements. 

  • Motion to approve the Lake Country Multi-Sport (Run) Club, pending comments coming back and Speed Squad Track & Field Club, who is approved pending completion of their requirements and any comments that require further actions – J. Hinze/J. Meyers – Passed

Junior Development T&F Championships – BC Athletics Championship Awards Eligibility

  • Motion to change the current rule to allow any relay teams, and individuals that form a team, who enter the JD Championships, to be eligible for Championship medals. – J. Emerson/J. Hinze – Passed

 

Age Group Names – Proposed Rule Change and Recommendations 

  • Membership Age Group Names – Tyke, Pee Wee, Bantam – Recommendation to change to: 

1. U14 (12 & 13 yrs) – replaces Bantam 2. U12 (10 & 11 yrs) – replaces Pee Wee 3. U10 (9 yrs) – replaces Tyke ii. Items of Note 

1. Supported through a survey conducted by Sabrina Nettey where the majority of the responses favoured going to the U format. 2. It was noted that this does not replace the competition structure for the Junior Development Competitions which has competition and recognition by Individual Age Groups. The Junior Development Committee was less supportive of going forward with the U format. 3. It was also noted that this aligns with Athletics Canada and Branches (majority) in moving to common/similar terms so as to provide a common set of terminology that can be of value when looking for National Sponsors for Introductory Programs (i.e. RJTW and the BC Athletics Junior Development programs); and to have a common set of data and performances across Canada to measure LTAD effectiveness in performances at U18; U20; 20+ (Senior) age groups. 4. It was noted that the membership age group name for Track Rascals (the BC Athletics age group name for 6 to 8 yrs old) would be retained at the present time.

  • Motion to change the Membership Age Group Names of Tyke to U10 (9 yrs), Pee Wee to U12 (10 & 11 yrs) and Bantam to U14 (12 & 13 yrs) – J. Hinze/J. Meyers – Passed 

b. Rules for BC Athletics Record 

  • Extent of all the rules for records is several pages long so further review and amendments required to align properly with the Athletics Canada rules but also retain the ability to make variances appropriate for BC Athletics. ii. Masters has brought up year over year. CMA rules not aligned with Athletics Canada. Rules state if not a member, and not a member of Athletics Canada, but are a Canadian Citizen, an athlete can set a Canadian Masters Record.
  • Interim Recommendations – Circulated 

 

BC Athletics Rule for Records – Interim Proposal

 

BC Athletics Rules for Records align, as is appropriate, with the Athletics Canada Rules for Records for Men and Women the age groups of:

  1. U16 (14/15 yrs)
  2. U18 (16/17 yrs)
  3. U20 (18/19 yrs)
  4. Senior (20 – 34 yrs)
  5. Masters (35 + in 5 yr increments)

Questions:

  • As Athletics Cd and the IAAF are maintaining records in the U23 Age Group – does BC Athletics want to also maintain records for the age group; and 
  • For Mixed Competition (as applies to Relays):
    • Mixed
    • U23
    • U20
    • U18
    • U16
  • BC Athletics records are maintained in two categories: 
  • BC Native Records – Native Records are set by BC athletes, irrespective of where the competition was held.
  • BC All-Comers Records – All-comers records are set by athletes from Athletics Canada Branch or other National Athletics Federation, competing in British Columbia.

BC Native and BC All-comers Records shall be kept in two divisions:

  • Outdoor 
  • Indoor
    • Para records shall be kept for each category, and division.
      1. BC Native Records may be claimed by citizens of Canada who are Competitive

Athlete Members of BC Athletics, irrespective of the country within which the

performance was made or where the athlete lives.

Note 1: The athlete is not required to be a resident of British Columbia or

Canada.

Note 2:  Athletes with dual citizenship:

  • To claim BC Native Records the athlete must:
    • Meet the BC Athletics membership requirements.
    • Have declared that Canada is the only country they compete for Internationally.
      1. BC All-Comers Records may be claimed by citizens of any country, competing in

British Columbia.

 

  • Motion to approve the proposed recommendations from staff understanding this is part one of several parts to come forward to form a full set of rules for records. Moved as presented – J. Hinze/M. Harding – Passed

 

 

Board Meeting – June 26, 2019

Membership Report – Sam Collier 

Approval of Individual MembershipsCirculated 

  • Motion to approve the list of individual memberships received from April 16, 2019 to June 19, 2019 as provided – M. Harding/T. Heisterman – Passed 

Approval of School and School District Club Memberships – Circulated 

The only School District Membership noted for approval was Richmond SD #38. 

  • Motion to approve Richmond SD #38 school district membership – J. Hinze/J. Gill – Passed iv. Approval of Club Memberships – Circulated 

The only new club renewal to approve is the Kootenay Chaos Track & Field Club. Sam noted everything was in place with the exception of meeting the five member minimum requirement.

Approved pending the 5 member requirement. 

  • Motion to approve Kootenay Chaos Track & Field Club 2019 club membership renewal, pending completion of their requirements – J. Emerson/J. Hinze – Passed

 

2020-2021 BC Athletics Road Race Championships. 

5k – St. Patrick’s Day 5km, March, Vancouver 2. 8k – Pioneer 8k, January, Saanich (Victoria) 3. 10k – Vancouver Sun Run, April, Vancouver 4. Half – Scotiabank Vancouver Half Marathon, June, Vancouver 5. Marathon – Goodlife Fitness Victoria 

Marathon, October, Victoria

  • Motion to approve the five selected hosts for the 2020-2021 Championships as presented – J. Hinze/J. Gill – Passed

 

Board Meeting – July 12, 2019

BC Athletics Junior Development T&F Championships - Variations to IAAF Rules

a. In review of the recommendations from the BC Athletics Officials and Junior 

Development Committees and discussion with BC Athletics staff and in keeping with the philosophy of the BC Athletics Junior Development Program, it is the recommendation of BC Athletics staff that the following Rule Variations be immediately reviewed and voted upon by the BC Athletics Board of Directors. 

i. Note: these rule variations have immediate application for the July 19, 20 

& 21, 2019 BC Athletics Junior Development Track & Field Championships. ii. Review and Consideration by the BC Athletics Board of Directors: 

1. Advancement to Finals 

  • That advancing to the finals from heats/semi-finals – the following variation of the IAAF Rule 166 shall apply: 
    • Winner of each Heat/Semi-Final plus the next fastest times from all the heats/semi-finals in that event, will advance to the final to fill all the lanes.      

Re-Ordering of Semi-Finals/Heats and Finals 

  • Re-ordering of Heats/Semi-Finals and Finals because of a scratch or no show for a Laned Event: 

Heats/ Semi-Finals and Finals will not be reseeded (no athletes will be added to the Heat/Semi-Final or Final to fill the lane(s)).

3. Simultaneous Entries – IAAF Rule 142.3 

  • Relative to athletes with event conflicts and the order of competing in Field Events: 

i. Throwing Events and Horizontal Jumps: 

1. Junior Development age group athletes have 3 rounds in each of the Throwing Events (Shot Put, Discus, Javelin, Hammer) and the Horizontal Jumping Events (Long Jump and Triple Jump)

2. The Referee may allow for an athlete to take their trial in a different order than that decided upon by the draw to start the competition.

3. For the purpose the Junior Development Age Group, the 3 Trials shall not be considered as a Final Round of Trials. ii. Vertical Jumps (High Jump and Pole Vault) 

1. The Referee may allow for an athlete to take their trial at each height in the competition in a different order than that decided upon by the draw to start the competition. 2. Should an athlete not be present for a particular trial (a height in the vertical jump) it is deemed that they have passed that height once the time allowed for the trial at that height has elapsed. 

a. Note: IAAF Rule 182.2 shall apply relative to 3 consecutive failures should an athlete fail a height in one round (1st or 2nd trial at that height) and because of a Simultaneous Event Entry miss any other attempts at the failed height (deemed to have passed that height). 

4. Athletes Scratching from or who do Not Show Up for a Heat/Semi- Final / Final: 

a. No Junior Development age athlete will be removed from further competition if they Scratch from or do Not Show Up to compete in a Final in which they Qualified through a Heat/Semi-Final. 

i. Note: Upon Qualifying for a Final each athlete should be reminded that they have qualified for the Final and be encouraged to compete in the Final. b. No Junior Development age athlete will be removed from further competition if they Scratch or Do Not Show Up for a Heat/Semi-Final or a Timed Final.

  • Motion to approve the Changes or Variations to the BC Athletics Junior Development Manual rules for Junior Development Track & Field Competitions and IAAF Rules as presented – Passed unanimously

 

Board Meeting – July 22, 2019

 Approval of the Audited Financial Statements for the year April 1, 2018 to March 

31, 2019 – Circulated 

a. Items of Note 

i. Ota felt the Auditor provided a clear explanation. Liquidity is good and there are no concerns from the auditor. Straightforward audit. Good questions asked about risk level at last meeting. In a good place for the next year. ii. Ota also noted Brian helped work with auditor to determine the work program and ensure equitable pricing. b. Motion to approve the audited financial statements for April 1, 2018 to March 31, 2019 – O. Hally/D. Willis – Passed 

 

 

 

Presentation of and request for the approval of Cross Country Rules Changes 

a. The Rule Changes for the BC Cross Country Championships were presented, 

discussed and approved by the BC Athletics Cross Country Committee. The 

committee recommended to move the early bird entry deadline date up one day and to increase the registration fee by $2.00 for all age groups and for the early bird and close of entries dates. The increase is to offset the rising costs of hosting the event. Dawn Copping from the JD Committee also sits on the Cross Country Committee and supports the change. 

i. BC Cross Country Championships entry fee increase and registration 

date change. Entry Fee Pricing Structure 

• 2018 entry fee pricing structure: 

By Wed Oct 24 Close Thu Oct 25 JD & U15 $7.00 $15.00 U16, U18, U20, Senior & Masters $12.00 $20.00 

• Proposed 2019 entry fee pricing structure: 

By Tue Oct 22 Close Thu Oct 25 JD & U15 $9.00 $17.00 U16, U18, U20, Senior & Masters $14.00 $22.00 

  • Motion to approve the BC Cross Country Championships entry fee increase and change to the registration date as presented – J. Hinze/O. Hally – Passed

 

BC XC distance change for Masters athletes 70+ 

  • The WMA & CMA have changed the XC distance for athletes 70+, in both of their upcoming 2019 Championships, to 6km from 8km. The information and recommendation has come to the XC Committee, through the Masters Committee. 

a. The Cross Country Committee is supporting and recommending the distance for the 70+ athletes be changed to 6km from 8km.

  • Motion to approve the BC Cross Country distance change for Masters athletes 70+ to 6km – D. Willis/J. Emerson – Passed

Note: Both approved rule changes would be in effect immediately and therefore applicable to the 2019 BC Cross Country Championships and the 2019 Masters Cross Country Championships.

 

 

 

 

Board Meeting – August 2, 2019

BC Athletics Discipline Hearing and Discipline Panel Recommendations to the BC Athletics Board of Directors

Recommendations of the BC Athletics Discipline Panel: 

i. That the 2019 BC Athletics Member’s membership be suspended as of the date of the hearing (July 29th, 2019) through to and including December 31, 2019.

ii. That the member not be eligible for any type of BC Athletics Membership for the period of January 1st, 2020 through to and including June 30th, 2020.

iii. That letters of apology be sent from the member to the Langley Mustangs Track & Field Club, with a copy to the BC Athletics Board of Directors; and the BC Athletics Officials Committee, with a copy to the BC Athletics Board of Directors.

iv. That notification of the suspension and denial of membership as set out be communicated to Athletics Canada, Canadian Masters Athletics (CMA) and Greyhounds Track & Field Club.

  • Motion to approve the decision of the Discipline Panel as presented – Passed.

Noted that Jim Hinze was excluded from voting as he was a member of the Discipline Panel.

  • Motion to approve and formally apply the recommendations of the Panel – Passed.

Noted that Jim Hinze was excluded from voting as he was a member of the Discipline Panel. 

 

Board Meeting – August 18, 2019

Review and Recommendations – Resolutions for 2019 AGM

See 2019 AGM Resolutions

 

Board Meeting – August 29, 2019

Budget Approvals:

  • 2019-2020 - Operating Budget
  • 2020-2021 – DRAFT Operating Budget
  • Motion: To approve budgets - Ota Hally/Greg White
    • Approved