2021 BC Athletics Annual General Meeting

General Info

The 2022 BC Athletics Annual General Meeting will be held Saturday, August 20, 2022

 

 

2021 AGM Agenda

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Registered Delegates 8/19/21

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2021 Reports

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2021 Resolutions

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2021 Motions and Actions of Note

BC Athletics Board of Directors

Motions and Actions of Note

2021 BC Athletics Annual General Meeting August 21

BC Athletics Board of Directors Meeting – September 17, 2020

3. Membership Fee Cancellations:

iv. The Board Executive proposed:

1. That BC Athletics shall propose the following to the Track and Field Club in question:

a. The 34 athlete registrations in question will be cancelled effective immediately.

b. Any of those 34 athletes registering for the 2021 season will do so as new athlete registrations (I.e. will not be eligible for the 25% COVID discount

i. Which was noted follows the policy already agreed upon, at the time the Board made the decision regarding the discount

c. The Clubs' membership with BC Athletics shall be reinstated to "In Good Standing" upon the payment of the estimated $869.75 owing from outstanding membership invoices.

vi. Motion to accept the proposal of the Board Executive, as presented. D. Willis/M. Wong – Passed

 

4. Membership Fee Payments – Acceptable payment types

b. The Board Executive proposed requiring payment immediately upon registering for a BC Athletics Membership (Individual and Club) to avoid the issues of month end invoices, unpaid invoices and necessary follow up with outstanding accounts.

i. Using:

1. Credit Card

2. Pay Pal

3. Other acceptable and immediate payment types

d. Motion to accept the proposal of the Board Executive, as presented.

M. Wong/J. Hinze – Passed

 

5. Clarification on the 25% discount for 2020 members renewing for 2021

a. That the discount of 25% would apply to only the 1st membership type taken out for 2021.

c. Motion to accept the clarification that the discount of 25% would apply to only the 1st membership type taken out for 2021 and the cost of the upgrade would be the difference between the regular price of the first membership for 2021 and the full price of the upgrade to a new membership. G. White/J. Emerson – Passed

           i. It was reiterated that there would be no 25% discount on the membership

             upgrade.                                                                                                                 

 

BC Athletics Board of Directors Meeting – November 21, 2020

2020 AGM – Business/Actions arising

a. Motion to support a call out to athletes members of the minimum age and older, to address the current vacancy – J. Hinze/J. Myers – Passed

 

Approval of Individual Memberships – Circulated

  1. Motion to approve the list of individual memberships received from July 3, 2020 to November 16, 2020 as provided, pending completion of waivers. – J. Emerson/J. Hinze – Passed

 

10. New Business

a. Proposed Rule Change – BC Athletics Cross Country Championship – Masters Distances

• Whereas the Canadian Masters Cross Country Championship Distance for Masters 70+ Females and Males is 6000 metres; and

• Whereas the current distance for the BC Athletics Masters XC Championship is: Men 35+ - 8000 metres and Women 35+ - 8000m;

• Be it resolved that for the BC Athletics Cross Country Championship that the distances for Masters Females and Males be:

35 to 69 F Masters 8000m

35 to 69 M Masters 8000m

70 + F Masters 6000m

70 + F Masters 6000m

• That this rule change be effective November 21, 2020 so as to be in place for the BC Athletics 2020 Cross Country Championships Virtual Challenge, November 27 – 29, 2020

ii. Motion to approve the BC Athletics Cross Country Championship – Masters Distances Rule Change, as presented – J. Hinze/J. Emerson – Passed

 

 

 

BC Athletics Board of Directors Meeting – January 23, 2021

ii. Approval of Individual Memberships – Circulated

1. Motion to approve the list of individual memberships received from November 16, 2020 to January 11, 2021 as provided – J. Emerson/R. Dutchak – Passed

iii. Approval of Club Memberships – Circulated

1. Motion to approve the list of 2021 club membership renewals, including those which are complete (meeting all requirements) and those pending completion of all requirements – J. Myers/O. Hally – Passed. Marcus Wong and Darren Willis, as executives, abstained for their particular clubs.

 

BC Athletics Board of Directors Meeting – March 18, 2021

7. Business arising from the minutes

a. BC Athletics Championships – Track & Field and Cross Country – Registration and Entry Fee Management

3. Motion to approve that BC Athletics take back “ownership” of the meet entry/registration process, as presented – J. Hinze/O. Hally – Passed

ii. Approval of Individual Memberships – Circulated

1. Motion to approve the list of individual memberships received from January 11, 2021 to March 9, 2021 as provided – M. Wong/J. Gill – Passed

iii. Approval of Club Memberships – Circulated

1. Motion to approve the list of 2021 club membership renewals, including those which are complete (meeting all requirements) and those pending completion of all requirements – J. Hinze/J. Emerson – Passed.

3. Refund Requests

l. Motion to approve Peninsula Track & Field Club’s request to cancel the unpaid balance of the February 2020 and March 2020 invoices adding up to $388.50. – M. Wong/D. Willis – Passed

m. Motion to approve referring Mid Island Distance Club to the previous decision of the Board of Directors, to not issue refunds – J. Myers/M. Wong – Passed

 

10. New Business

a. Peninsula TFC letter requesting the cancellation of 2020 BC Athletics

Membership – Circulated

ii. Discussed and voted on as part of Membership Report

c. BC Athletics Championships – Track & Field and Cross Country – Registration and Entry Fee Management

i. This proposed change to the BC Athletics Championships (T&F and XC only) Registration and Entry Fee Management rule/process was presented at the January 25, 2020 Board of Directors meeting by Chris Winter however there is no record of it being voted on or tabled to the next Board meeting.

ii. Be It Resolved: That BC Athletics take back “ownership” of the meet entry/registration process in order to ensure:

• A fair registration process for all competing athletes

• Appropriate entry fees are charged to all participants

• The recommended registration deadlines are observed

iii. Note: BC Athletics would retain 25% of the entry fees and return 75% of the entry fees, along with the BCA Hosting Grant, upon receipt of a completed Income Statement and Post Event Submission Form. To be received within 30 days of the Championship.

iv. Note: B.C.A. Road Running Championships are exempt from revenue sharing agreement.

iii. Motioned and approved under Business Arising from the Minutes.

 

BC Athletics Board of Directors Vote – April 13, 2021

1. Vote was called to order April 13, 2021 at 2:30pm

2021 BC Athletics Track & Field Championship Jamboree

c. Motion to approve the cancellation of the 2021 BC Athletics Track & Field Championship Jamboree, scheduled for July 9 to 11, 2021 and to be hosted by the Prince George Track & Field Club – Passed Unanimously

d. Motion to approve the consideration of possible alternative formats for the 2021 Jamboree – Passed Unanimously

 

BC Athletics Board of Directors Meeting – June 17, 2021

 

2020-2021 Financial Audit

6. Motion to approve the 2020 – 2021 Audited Financial Statement –

O. Hally/M. Wong – Passed

1. Items of Note

a. Coast Athletics Canada Update – BC Athletics asked that the name be changed (due to the use of Athletics Canada and the similarity to another club when using Coast or Coastal). Also concerned with the inclusion of wrestling and the need to separate our sport from it.

b. The Club was adamant about using Athletics Canada in their name and would not divide into two separate clubs.  So they have asked that the club application be removed and the fees paid for the club membership and for their members who signed up as Unattached be refunded.

iii. Motion to accept the cancellation under extenuating circumstances – G. White/M. Wong – Passed

 

ii. Approval of Individual Memberships – Circulated

1. Motion to approve the list of individual memberships received from March 9, 2021 to June 9, 2021 as provided – J. Myers/M. Wong – Passed

iii. Approval of Club Memberships – Circulated

  1. Motion to approve the Callaghan Valley Sport & Cultural Society, South Fraser Track & Field Club, Comox Valley Cougars, and the Rupert Runners, pending completion of all requirements – J. Hinze/J. Emerson – Passed.

 

2. Motion to approve the new club membership for Black Jack RC2, which is complete (meeting all requirements) – J. Gill/M. Wong – Passed.

 

2. Junior Development Committee – Darren Willis, Director Liaison

i. Junior Development Championships – 2021Track & Field and Pentathlon – Committee recommendation to cancel

ii. Junior Development Alternative Challenge – Committee proposal to allow Training members + DOE fee to compete in only the 2021 Track & Field Challenge.

iii. Junior Development Annual Awards – Committee recommendation to cancel the 2021 Awards

1. JD athletes have to participate in at least 3 meets but has not been possible with COVID.

iv. Motion to approve cancelling the Junior Development 2021 Track & Field Pentathlon, approve cancelling the Junior Development 2021 Annual Awards, and approve allowing training members to compete in the 2021 Track & Field Challenge – G. White/J. Hinze – Passed

 

v. Junior Development Rule Variations – Committee recommendation to adopt the Rule Changes as presented – Junior Development Committee JDWA Differences Document circulated

5. Motion to approve the Junior Development Rule Variations as presented – G. White/J. Hinze – Passed

 

10. New Business

a. Officials Annual Awards – Updating of Criteria

i. Nomination Criteria for Officials of the Year Awards – Circulated

a. Motion to approve the nomination criteria for the Officials of the Year Awards as proposed – M. Wong/O. Hally – Passed

 

b. Officials Development Proposal for staff support – BC Athletics Staffing Proposal Circulated (including funding proposal and draft job responsibilities)

2. It was agreed to move ahead with the Officials Committee and to a possible resolution to the membership.

BC Athletics Board of Directors Meeting – June 23, 2021

 

BC Athletics staff put together a proposal for a Membership Variance and support for the 2021 Junior Development Regional Track & Field Challenges and the 2021 U16 to Seniors Event Group Challenges and BC Athletics Masters Track & Field Championships, valid to December 31, 2021

j. Motion to approve the BC Athletics Return to Sport – 2021 Membership Variance for BC Athletics Sanctioned Event Entry and Regional and Event Group Challenges and BC Athletics Cross Country and Road Running Championships Valid to December 31, 2021 – Passed Unanimously

 

BC Athletics Board of Directors Vote – August 5th, 2021

  1. Motion to approve, with proposed amendments, the Governance and Rule Changes submitted for consideration by the membership at the 2021 AGM – J. Hinze / M Wong – Passed
  2. Motion to approve the recommendations to be presented at the AGM for consideration by the Board of Directors. – M. Wong / D. Willis - Passed
  3. Motion to approve the BC Athletics 2021-2022 Operating Budget. – Ota Hally / D Willis - Passed
  4. Motion to approve the DRAFT Budget 2022-2023 to present to the membership at the 2021 AGM for consideration and approval. – D Willis / Ota Hally - Passed

2021 Board of Directors Elections

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DELEGATE REGISTRATION

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Proxy Vote Registration

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Athlete Directors Elections

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Call for Resolutions

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Prior BC Athletics AGM's

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