2020 AGM AGENDA - Non-Voting Delegates

2020 BC Athletics Annual General Meeting

Saturday, August 22, 2020

VOTING DELEGATE – VIRTUAL CHECK-IN

NON-VOTING DELEGATE – VIRTUAL CHECK IN

(All delegates must sign in, in order to take part in the AGM.  If you leave the AGM at any point during the meetings please check-out using the above links and also if you sign in again)

AGENDA

  1. Call to Order                                                                       Constitution & Bylaws
  2. Chair’s Welcome & Introductions
  3. Confirmation of Voting Privileges
  4. Urgent Matters

Resolutions received after July 17, 2020 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. Resolution form 

Voting Procedures: 

  • Make sure you have completed the Virtual Check-in and also check-out if you leave at any point during the AGM meetings.  You will need to check-in again if you return.
  • Complete all fields in the voting forms as instructed.
  • If a Motion has been amended make sure you check off “Yes” in the “Voting on the amended Motion” field
  • Enter the number of votes you are carrying in the appropriate choice.

Instructions for participation in the meetings:

  • Participantes will be muted on entry and have their video turned off.
  • To signal that you wish to speak, turn on your video
  • Your microphone will be unmuted when you are called upon

       5. Additions to the Agenda

  1. Adoption of the Agenda     
  2. Approval of the 2019 BC Athletics AGM Minutes    
  3. Questions arising from the 2019 BC Athletics AGM Minutes
  4. BC Athletics Board Elections Nominating Committee Report  BOD Nomination Form
    1. Chair Board of Directors (2 years)                             Nominee:  Greg White
    2. Vice Chair Board of Directors  (1 year)                      Nominee:  Jim Hinze
    3. Director Finance (2 years)                                          Nominee: Ota Hally
    4. Director Programs & Technical Development             Nominee: Tyler Heisterman
    5. Director Administration & Planning  (1 year)               Nominee:  Marcus Wong
    6. Director Marketing & Communications  (2 years)        Nominee: Newton Hoang         
    7. Director Zones 3,4,5 (2 years)                                     Nominee:  Jacob Emerson
    8. Director Zones 7,8 (2 years)                                        Nominee: Cathy Johnson
    9. Male Athlete Director (2 years)

 

  1. Organization Management:   2020 BC Athletics AGM Reports
    1. Chair Board of Directors
      1. ​Vice Chair
      2. ​Zones 1 & 2
      3. Zones 3/4/5
      4. Zone 6
      5. Zones 7 & 8
      6. Male Athlete Director   
      7. Female Athlete Director
      8. Para-athlete Director
      9. Marketing & Communications
      10. Administration & Planning
      11. Events & Promotions
      12. Programs & Technical Development
    2. Technical Manager Track & Field
  1. 2020 Track & Field Records
  2. Track &Field Committee 

       c.Technical Manager Road & Cross Country

  1. Road Running Committee
  2. Road Running Records
  3. Cross Country Committee

      d.  Masters Committee

  1. 2020 Masters Indoor Track & Field Records
  2. 2020 Masters Outdoor Track & Field Records
  3. 2020 Masters Road Running Records

      e.  Officials Committee

     f.  Junior Development Committee

     g.  Introductory Programs Coordinator

  1. Run Jump Throw Wheel
  2. Junior Development

    h.  BC Endurance Project

    i.  BC Throws Project

    j. Coaching Education

    k.  Registration & Membership Services

   l.  Finance

  1. Finance Report
  2. 2019/2020 Audited Financial Statement 
  3. Board Approved 2020/2021 Operating Budget and DRAFT 2021/2022 Budget      
  4. Approval - Draft 2021/2022 Budget      
  5. Appoint Auditors for 2020/2021    

11. CEO & Strategic Plan

12. Motion to accept all reports (including Records)     

13. 2020 Motions & Actions of Note      

14.  Resolutions:

Those wishing to have their name and vote recorded must advise the Chair prior to voting.  Those proposing and or seconding an amendment to a resolutions are requested to state their names

Resolution #1 - BC Championships – Cross Country – Entry Fees

Moved by:  Malindi Elmore

Seconded by:  Rachel Cliff

Whereas: The BC Athletics Cross Country Committee having reviewed the current entry fee schedule and the financial viability of hosting BC Athletics Cross Country Championships, determined that an adjustment in the entry fees was warranted.

Be It Resolved That: The entry fees for the BC Athletics Cross Country Championships be:

  • U16 (ages 9 to 15)  $12 / late $20  - Current fees: U16 $9 / late $17  
  • U18+ (ages 16 & over) $17 / late $25 – Current fees: U18+ $14 / late $22

Position of the BC Athletics Board of Directors:

The BC Athletics Board of Directors recommends support of this motion

Resolution #2 - BC Athletics Annual Awards – BC Athletics Annual Coaching Awards

Moved by:  Tara Self

Seconded by:  Jessica Smith

Whereas: Males and Females are involved in Coaching; and

Whereas: Those identifying as:

  • Female total 156 (2020) and
  • As Male total 196 (2020); and

Whereas: For the years 2009 to 2019 Coaching Awards have been presented to:

  • 40 Males
  • 10 Females

Whereas: It is necessary for a Provincial Sport Organization to provide:

  • Gender equity in Coaching Awards
  • Equal recognition across genders
  • Additional value and benefit to Coach members of Clubs and BC Athletics
  • An additional tool in helping to recruit more female coaches in Athletics
  • Alignment with the BC Athletics Annual Female and Male Awards in the Athlete Categories of Awards

Be It Resolved That: All BC Athletics Annual Coaching Awards recognize both Female and Male Coaches in the following Coaching Award Categories:

a.      Junior Development Coach of the  Year

b.      I16/U18 Youth Coach of the Year

c.       U20/Senior Coach of the Year

d.      High Performance Coach of the Year

Position of the BC Athletics Board of Directors:

The BC Athletics Board of Directors recommends support of this motion

Resolution #3 - BC Athletics Annual Awards – BC Athletics Annual Officials Awards

 

Moved by: Bill Koch

Seconded by: Brian Thomson

Whereas: Males and Females are involved in Officiating; and

Whereas: Those identifying as:

  • Female total 95 (2020) and
  • As Male total 89 (2020); and

Whereas: For the years 2009 to 2019 Coaching Awards have been presented to:

  • 32 Males
  • 14 Females

Whereas: It is necessary for a Provincial Sport Organization to provide:

  • Gender equity in Officials Awards
  • Equal recognition across genders
  • Additional value and benefit to Officials who are members of Clubs and BC Athletics
  • An additional tool in helping to recruit more Officials in Athletics
  • Alignment with the BC Athletics Annual Awards that have Female and Male categories.

Be It Resolved That: All BC Athletics Annual Officials Awards recognize both Female and Male Officials in the following Officials Award Categories:

  • The Ian McNeil Award (Official of the Year) – Female and Male
  • The Ralph Coates Award (Longstanding Service) – Male and Female
  • The Mary Temple Award (Novice Official) – Female and Male
  • The Dave Coupland Award (Most Inspirational) – Male and Female

Position of the BC Athletics Board of Directors:

The BC Athletics Board of Directors recommends support of this motion

Resolution #4 - Directors Elected Terms – Alignment with BC Athletics By-law 5.3 (c)

Moved: Darren Willis

Seconded: Greg White

Whereas: BC Athletics wishes to better align the Elected Terms of Directors with By-law 5.3 (c) Each elected Director, shall be elected for a term of two (2) years staggered as follows: roughly one half of the Director positions will be elected in a particular year and the remaining positions elected in alternate years. and

Whereas: There is currently an imbalance of directors elected for 2 yr terms and those continuing on for their remaining 1 yr term; and

Whereas: The Chair and Vice Chair positions are currently elected in the same year, each for 2 yr terms;

Be It Resolved: That the terms for the following Director positions up for election at the 2020 BC Athletics AGM be:

·         Vice Chair – 1 yr term

·         Director Marketing & Communications – 2 yr term

Position of the BC Athletics Board of Directors:

  • The BC Athletics Board of Directors recommends support of this motion

 

  1.  Elections – 2021 Board of Directors
    1. Chair Board of Directors     
    2. Vice Chair Board of Directors     
    3. Director Finance     
    4. Director Programs & Technical Development    
    5. Director Administration  & Planning     
    6. Director Marketing & Communications    
    7. Approval of Nominees for Zones 3/4/5   (Only clubs from Zones 3/4/5 Vote)     
    8. Zone Director – 3/4/5   (Only clubs from Zones 3/4/5 vote)    
    9. Approval of nominees for Zones 7/8   (Only clubs from Zones 7/8 vote)   
    10. Zone Director – 7/8   (Only clubs from Zones 7/8 vote)  

Closing Remarks

Adjournment    

 

General Info