Board Orientation Manual 2024

BC Games Society Board of Directors Manual

Revised August 2024

TABLE OF CONTENTS

Section 1 Section 2 Section 3 Section 4

Board List Staff List

BC Games Society Overview

Guidelines for Conduct of Government Appointees to Boards Board and Committees Board Committee Terms of Reference Board Meeting Minutes AGM Minutes

Section 5

Section 6 Section 7 Section 8

Financial Administration Manual

Constitution and Bylaws Mandate Letter BC Games Service Plan

Section 9 Section 10

Current Issues

Standards of Conduct Staff Handbook

Section 11 Section 12 Section 13 Section 14

Crisis Communication Plan

Resources and Files Board Administration Host Society Structure

Section 1

• Board List

BC GAMES SOCIETY Board of Directors

Name

Board Position

Committee(s)

Email

Phone

Niki Remesz Maxine Blennerhassett

Chair

All

nremesz@telus.net

(778) 220-5716

Director

Sport

maxine.blennerhassett@gmail.com

Kylah Bryde

Director

Marketing and Communications

kbryde@fortstjohn.ca

(778) 256-1230

Francis Cheung

Director

Finance (Chair)

fkcheung@telus.net fcheung@langleycity.ca

(778) 222-3314

Lisa Craik

Director

Marketing and Communications

lisacraik@remax-lifestyles.com

(604) 729-4370

Sue Griffin

Director

Sport (Chair) Finance

griffinsue639@gmail.com

(604) 809-9140

Clint Hamilton Bernard (Buzz) Manuel

Director Director

clint@playforever.ca bmanuel.jr@gmail.com

Sport

(250) 315-3457

Josh Olson Doug Ross

Director Director

Sport

drjosholson@gmail.com doug@vernonalc.ca Amy.Schneider@gov.bc.ca

Finance

(250) 550-5577 (778) 698-1804

Amy Schneider

Ex-officio, non-voting

Finance, Sport

Janet Stewart Mindy Stroet

Director Director

Finance

janet@stablehousesolutions.ca

(604) 379-2815 (778) 281-1372

Marketing and Communications Marketing and Communications (Chair)

mindystroet@gmail.com

Christine Ulmer

Director

canadachristine@gmail.com

(604) 654-0757

Latasha Williams Director

Sport

latwill14@gmail.com

(250) 626-7772

Updated June 2025

Section 2

• Staff List

BC GAMES SOCIETY Staff List

Name

Position

Responsibilities

Alison Noble

President and CEO

• Overall responsibility for the operations of the BC Games Society • Marketing and Communications • Website Maintenance • Social Media Management • Communications plan and strategies for the BC Games Society and Team BC

David Conlin

Marketing and Communications Manager

Andres Marquez Velasco

Marketing Coordinator

• Administrative Support • Reception • Office Management • Marketing Support

• Website and Social Media Support • Registration and Transport Support

Kyler Nurmsoo

Event Manager

• BC Summer Games • Contact for Summer PSOs • BC Winter Games • Contact for Winter PSOs • Games Bid Process

Andrew Pitre

Event Manager

Jarret Poitras

Team BC Operations Manager Games Coordinator

• Team BC Operations

Samantha Postle

• Administrative Support • Reception

• Office Management • Team BC Support • Guidelines Support • Registration and Transport Support

Vacant

Event Manager

• BC Summer Games • Games Registration • BC Winter Games • External Transportation

Juli Prokopchuk Brattan

Event Manager

Irene Schell

Operations and Technology Manager

• Technology Management • Risk Management • Internal Operations including Accounting and Banking • Board Support

Riki-Lee Jessup

Operations Coordinator

• Administrative Support • Reception

• Office Management • Guidelines Support • Registration and Transport Support • Board Support

Revised June 202 5

Section 3 • BC Games Society Overview

BC Games Society Overview

Updated June 2025

Copyright © 2025 BC Games Society All rights reserved. No part of this document may be reproduced without the written permission of the BC Games Society.

BC Games Society Overview Since 1978, the BC Games Society has been staging the BC Winter and BC Summer Games. As a provincial multi-sport event, the BC Games provide developing high performance British Columbia athletes with their first multi-sport games experience as part of their sport’s long-term development pathway to international podiums. These two events are British Columbia’s largest multi-sport competitions for developing young athletes. The purpose of the BC Summer and BC Winter Games is: “To provide an opportunity for the development of athletes, coaches, and officials in preparation for higher levels of competition in a multi-sport event which promotes interest and participation in sport and sporting activities, individual achievement and community development.” The Vision of the BC Games Society is: “We strive to inspire exceptional experiences through sport.” The Mission of BC Games Society is: “The BC Games Society is the leadership organization that guides the BC Winter and BC Summer Games and prepares Team BC for national multi-sport Games. We build on the expertise and support of partners to create development opportunities for athletes, coaches, officials, volunteers, and communities.” Past and future BC Winter and BC Summer Games: Year Winter Summer Year Winter Summer 1978 - Penticton 1996 North Vancouver Trail-Castlegar 1979 Kamloops Richmond 1997 Campbell River Burnaby 1980 Kimberley Kelowna 1998 - Ridge Meadows 1981 Prince George Comox Valley 2000 Quesnel Victoria 1982 Trail Vernon 2002 Williams Lake Nanaimo 1983 Revelstoke Maple Ridge 2004 Port Alberni Abbotsford 1984 Fort St. John Burnaby 2006 Trail Kamloops 1985 Osoyoos/Oliver Nanaimo 2008 Kimberley-Cranbrook Kelowna 1986 Terrace Cranbrook 2010 Terrace Township of Langley 1987 Fernie Delta 2012 Greater Vernon Surrey 1988 Dawson Creek Oak Bay/Greater Victoria 2014 Mission Nanaimo 1989 Nelson Surrey 2016 Penticton Abbotsford 1990 Penticton Prince George 2018 Kamloops Cowichan Valley 1991 Duncan/North Cowichan Coquitlam 2020 Fort St. John Maple Ridge * 1992 Greater Vernon Port Alberni 2022 Greater Vernon ** (hosted in 2023) Prince George 1993 Kitimat Chilliwack 2024 Lhtako Quesnel Maple Ridge 1994 Smithers Kelowna 2026 Trail-Rossland Kelowna 1995 Comox Valley Penticton 2028 Kamloops Penticton

* cancelled due to COVID-19 ** postponed due to COVID-19

BC Games Society Overview

1

BC Games Society Board of Directors A community-based Board of Directors is appointed by the Minister of Tourism, Arts, Culture and Sport to lead the BC Games Society. The Board is responsible for reviewing, on an annual basis, overall BC Winter and BC Summer Games budgets, policies and rules, and financial and operating reports. The Chair of the Board is Niki Remesz (Kamloops). Members of the Board are Maxine Blennerhassett (Vancouver), Kylah Bryde (Fort St. John), Francis Cheung (Langley), Lisa Craik (Maple Ridge), Sue Griffin (West Vancouver), Clint Hamilton (Victoria), Buzz Manuel (Douglas Lake), Josh Olson (Mission), Doug Ross (Vernon), Amy Schneider (Victoria), Janet Stewart (Vancouver), Mindy Stroet (Prince George), Christine Ulmer (Kelowna), and Latasha Williams (Masset). BC Games Staff The BC Games Society employs staff to provide event management support to host societies, maintain relations with the Ministry responsible for Sport and the Provincial Sport Organizations, acquire and service Provincial Partners, and administer the affairs of the society. BC Games Society staff are involved in varying degrees with as many as six host societies at any one time. Staff includes President and CEO Alison Noble; Senior Managers Irene Schell (Operations and Technology), Andrew Pitre (Games-Winter), Kyler Nurmsoo (Games-Summer), David Conlin (Marketing and Communications), and Jarret Poitras (Team BC); Games Manager Juli Prokopchuk Brattan (Winter); and Coordinators Samantha Postle (Games), Andres Marquez-Velasco (Marketing), and Riki-Lee Jessup (Operations). Various BC Games staff work with each host society from the time the Board is formed through to the distribution of the Legacy Fund after the Games. BC Games staff share with volunteers the collective experience of the Games from past volunteers and from the perspective of the BC Games Society. They have worked on a multitude of event beyond the BC Games, including 55+ BC Games, Canada Games, Olympic and Paralympic Games, and Invictus Games. Staff will be in your community on a regular basis leading up to the Games and for the duration of the Games. They are part of your overall team that will plan and stage the Games. President and CEO Alison Noble, President and CEO of the BC Games Society, has the overall responsibility for the staging of the BC Winter and BC Summer Games. She works with the host society, the provincial government, and private industry in all aspects of publicity, services, and the administrative and financial operations of the BC Games. If in the view of the President and CEO, decisions are being made by the host society that are not consistent with the overall standards of the BC Games, she will have the right to veto any such decisions and enforce whatever policy is necessary.

BC Games Society Overview

2

BC Games Society Culture of the Games The Culture of the Games outlines and describes the expectations of those associated with the Games. This includes policies, codes of conduct, and information that help individuals know what is expected of them. It

encompasses all safety and safe sport aspects of the Games and strives to inspire everyone to consider the roles they play in shaping the Games experience for everyone. The BC Games Society believes that everyone associated with the Games and Team BC: • has the right to participate in an environment that is supportive, positive, respectful, accessible, and that contributes to exceptional experiences • has the responsibility to contribute in a positive way to the experiences of everyone involved in the BC Games and Team BC As the planning for the Games unfold, BC Games Society staff will bring forward discussions about the Culture of the Games. More information can be found at bcgames.org. Sport Selection For sports to be included in the BC Games, the respective Provincial Sport Organizations (PSOs) must have applied and met the Core Sport criteria approved by the BC Games Society Board. Each sport organization must demonstrate how the BC Games fit into their sport development pathway and how they use the Games as an integral part of their athlete, coach, and officials’ development. Some of the key principles for inclusion in the Games are province-wide participation and inclusivity - including opportunities for athletes with a disability and gender equity. In addition, the BC Games are generally a one-time opportunity for all participants (a possible two-time experience for athletes with a disability). Each sport is granted inclusion into one Games and is evaluated against the Core Sport criteria after the Games to determine their inclusion in the next Games. The BC Games are an entry point to the performance pathway and are high profile competitive opportunities for Provincial Sport Organizations to incorporate into their Long-Term Development models. The competition at the Games is generally in the higher end of the Learn to Train or lower end of the Train-to-Train stage for each sport. The Sport Package, which lists the sports included in your BC Games, as well as the number of participants allocated to each sport, is determined by the BC Games Society’s Sport Committee. The Sport Package for the 2026 BC Summer Games and will be available in the Spring of 2025 on our website – bcgames.org. The technical packages, which outline the age range of the athletes, events, eligibility restrictions, and competition rules, etc. for each sport are released by fall of 2025 on the BC Games website. While exact numbers vary from Games to Games, generally there are 2,800-3,500 participants involved in each BC Summer Games and 1,200-1,800 participants in each BC Winter Games. Games participants include athletes, coaches, and officials.

BC Games Society Overview

3

BC Games Zone Structure For the purposes of registration for the Games, the province is divided into eight zones as follows: Zone Zone Colour Zone # Kootenays Yellow Zone 1 Thompson-Okanagan Red Zone 2 Fraser Valley Light Blue Zone 3 Fraser River Orange Zone 4 Vancouver-Coastal Dark Green Zone 5 Vancouver Island-Central Coast Light Green Zone 6 North West Purple Zone 7 Cariboo-North East Dark Blue Zone 8 The BC Games and the Sport Sector The Provincial or Disability Sport Organization (PSO/DSO) for each sport in the Games is a partner of the BC Games Society. This partnership is formalized through a memorandum of understanding and partnership agreement that both parties are accountable to. The PSO/DSO appoints staff and/or volunteers to support the Games. These include a Provincial Advisor, a Sport Chair, and Zone Representatives. The Provincial Advisor serves as the technical representative for the BC Games and works with BC Games staff to confirm the technical aspects of competition and can make binding decisions on behalf of his or her sport organization. The Sport Chair is a sport volunteer from your local community, selected by the Provincial Advisor. The Sport Chair prepares, in cooperation with BC Games Society staff, the Provincial Advisor, and host society volunteers, all aspects of his or her sport for the BC Games. They are managed by the Sport Directorate. Each sport also names one Zone Representative in each zone who oversees the zone qualification process and registers participants for the Games.

BC Games Society Overview

4

Section 4

• Guidelines for Conduct of Government Appointees to Boards

Crown Agencies and Board Resourcing Office General conduct principles for public appointees Downloaded May 2023 Government appointees are expected to meet high standards of conduct which enhance and maintain public confidence in the operation of B.C.'s public agencies, boards and commissions. They must act to instil public confidence in their actions and decisions. Who is affected? These guidelines apply to anyone appointed by the provincial government to any agency, board or commission operating in B.C., unless: • they are already subject to ethical guidelines created by government specifically for their particular agency, board or commission, or • are appointed to act as a consequence of being a government employee. How do the guidelines work? The provincial government respects the independence of its agencies, boards and commissions. It also expects all government appointees to agencies, boards and commissions to act in accordance with these guidelines. Specific agencies, boards or commissions may have their own distinct needs, guidelines or standards. If no such standards yet exist, public bodies are required to design their own. The chair or registrar of an agency, board or commission, or government itself may take action if these guidelines are breached. Such action may include dismissal, suspension, reprimand, warning or other sanction applied to an individual board member. When and where appropriate, appointees or their chair or registrar may seek the opinion of provincial government staff with whom their particular board works, for clarification or resolution of any matter.

Conflict of interest Appointees must avoid any conflict of interest that might impair or impugn the independence, integrity or impartiality of their agency, board or commission. There must not be perception of bias, based on what a reasonable person might perceive. Appointees who are in any doubt must disclose their circumstances and consult with their chair or registrar. In practical terms, appointees should ensure that: • All personal financial interests, assets and holdings are distinct from and independent of any decision, information or other matter that may be heard by or acted upon by their particular agency, board or commission. • Activities undertaken as a private citizen do not create or appear to create a conflict with any responsibilities held as a member of an agency, board or commission. • Activities undertaken as a member of an agency, board or commission do not create or appear to create a conflict with any activities undertaken as a private citizen. • They remain impartial at all times toward individuals who deal with their agency, board or commission and as a member avoid taking any action that may result in preferential treatment for any individual. • Personal employment is not dependent on any decision, information or other matter that may be heard by or acted upon by the agency, board or commission. • Other memberships, directorships, voluntary or paid positions or affiliations do not create or appear to create a conflict with work undertaken in the course of performing their duties as public appointees. • Actions taken in the course of performing duties as public appointees neither cause nor suggest the reality or perception that their ability to perform or exercise those duties has been or could be affected by private gain or interest. Other guidelines While acting as a member of an agency, board or commission, appointees are expected to abide by the following: Integrity Appointees are expected to act at all times in good faith and with honesty and due diligence, for the public interest.

Participation and preparation Appointees are expected to regularly attend meetings and to adequately prepare for the duties expected of them. Behaviour The conduct and language of appointees must be free from any discrimination or harassment prohibited by the Human Rights Code. Appointees' conduct should reflect social standards of courtesy, respect and dignity. Confidentiality Appointees must not reveal or divulge confidential information (defined as that which cannot be obtained from other sources) received in the course of their duties. Confidential information must not be used for any purpose outside that of undertaking the work of the agency, board or commission to which they have been appointed. Public commentary Appointees must comply with the public comment protocols established by their particular agency, board or commission. If none exist, appointees must refer to the chair for guidance before making public comment on agency, board or commission matters. Private gain Agency, board or commission work should not result in any personal or private financial or other substantive gain for public appointees. (Private gain does not include honouraria for service on an agency, board or commission.) Duty to inform Appointees must inform the chair of their agency, board or commission of any circumstance that may have a negative or harmful effect on their respective abilities to perform the duties required of their appointments.

Section 5

• Board Committees • Board Committee Terms of Reference • Board Meetings Minutes • AGM Minutes

Board and Committees Normally, the Board meets three times per year, generally in the third week of the months of February, May and October from approximately 10:00am to 3:00pm. Typically, February and October meetings are video/conference calls and the May meeting is in person in Richmond. The Annual General Meeting (AGM) occurs during the May Board meeting with the AGM at 10:00am and the Board meeting following. Agendas for the Board meetings are developed by the President and CEO and the Board Chair. Minutes for the past Board meetings and AGMs are saved on the BC Games Cloud. All Board members serve on one or more Board committees. Board committees meet prior to each Board meeting and at other times during the year depending on the work of the committee. All committee meetings occur via video/conference calls. Terms of Reference for the committees can be found on the BC Games Cloud. Board members may also be asked to attend various organization functions such as the BC Winter or BC Summer Games; sport awards, events, and other related functions. At each Board meeting, Committee Chairs will report verbally on the work done by the committee since the last Board meeting. A summary of these reports are included in the Minutes of the meeting and the written report is included in the Board Meeting book that is created for each meeting. Term Each Board member is initially appointed for a one-year term, with reappointments for two or three year terms. Each Board member may serve a maximum total of six years. Compensation There is no compensation for this Board position. Governance Structure The BC Games Society has a staff of 11 (President and CEO; 7 Managers; 3 Coordinators). There is a 15-member Board of Directors with governance responsibility including fiduciary responsibility and the setting of policy for the society. The work of the Board is done through the following Board Committees: • Sport • Finance • Marketing and Communications

Board Responsibilities and Accountabilities Role The Board’s role is that of:

Leader - sets strategic direction, and empowers senior management to implement Board direction; Overseer - evaluates performance measures and holds senior management accountable; and Steward - provides stewardship for the effective delivery of the organization’s mandate. Responsibilities Board responsibilities fall into the following general categories: Managing Board Affairs : Establish the processes and structures necessary to ensure the effective functioning and renewal of the board. Organization’s Mandate : Fully understand the organization’s mandate set by government, review, and make recommendations to government r egarding the mandate t o reflect changing circumstances. Strategy and Plans : Participate in the development, review and approval of new strategies that are implemented to ensure consistency with the organization’s mandate as set by government. Human Resources : Subject to government legislation and guidelines, select, appoint, compensate, evaluate and terminate the Chief Executive Officer (the President and CEO); oversee management succession and development. Financial and Corporate Issues : Review financial, accounting and control systems to ensure appropriate risk management systems, code of ethical conduct and conflict of interest guidelines are set in place. Monitor and Report : Monitor organizational performance against government mandate and compliance with applicable legislation and government direction; account to government and stakeholders through appropriate reporting. Communications : Oversee organization’s communications policy. Accountabilities In carrying out its work, the Board operates within the broad policy direction and budget set by the Ministry of Tourism, Arts, Culture and Sport. As a Service Crown, the BC Games Society is accountable to the Ministry of Tourism, Arts, Culture and Sport.

BC Games Society Terms of Reference Marketing Committee

Approved by the Board : May 2025

Committee Name

Marketing Committee

(List details about role and purpose of each committee)

Purpose

(following is included in all committees TOR) • Ensure the vision, mission, and values of the organization are represented. • Act as advocates and ambassadors for the BC Games Society. • Ensure the Guiding Principles are reflected in the work of the committee. • The committee is made up of members of the Board of Directors of the BC Games Society. • The President and CEO and the Board Chair assign members of the Board of Directors to the committees. • The committee will consist of at least three (3) and up to a maximum of five (5) voting members of the Board of Directors, one of whom will serve as the Committee Chair. Additional non-voting members of the Board of Directors may be appointed to committees. • The Board Chair and the President and CEO are ex-officio non-voting members on all committees. • Staff serve as the secretariat to the committee (i.e.: administrative support; background and context regarding issues; preparing agendas, minutes, and committee reports, follow-up on committee members’ questions and concerns). • Staff are non-voting members of committees. • The Committee Chair is identified by the President and CEO and the Board Chair, from among the voting members of the committee. • The Committee Chair will be asked to serve in this capacity by the President and CEO. • Meetings are called by the Committee Chair. o Meetings will generally occur prior to every Board of Director’s meeting (i.e.: three times annually). o Additional meetings may be required to manage the issues and tasks of the committee. • Quorum is required to pass motions: • Committee members will keep confidential any matters discussed during the meeting. • If a committee member has a conflict, real or perceived, they must declare it prior to the discussion and voting at the committee meeting. • Each member of the committee, including the Committee Chair, will have one vote. The exceptions are: o ex-officio members of the committee are not entitled to vote o non-voting members of the Board of Directors are also not entitled to vote at the committee level  staff members are not entitled to vote o 4 or less-member committee – quorum is 2 o 5 or more-member committee – quorum is 3

Membership

BC Games Society Staff

Committee Chair

Meetings

Confidentiality and Conflict of Interest

Voting

Page 1

Committee Name Ad Hoc Committees

Marketing Committee

• Should a committee determine the need to form an Ad Hoc Committee to address issues requiring specific expertise, the Committee Chair will work with the President and CEO and Board Chair to form the Ad Hoc Committee. • Ad Hoc Committees may include members of the community at large. • At least one member of the committee will serve on the Ad Hoc Committee. • The committee will provide the Ad Hoc Committee with specific tasks and scope. • The Ad Hoc Committee will determine a Chair from among its members. • Ad Hoc Committees will report to the committee. If required, recommendations from the Ad Hoc Committee will be presented to the Board for approval by the committee. • Ad Hoc Committees will be dissolved following completion the tasks assigned to it by the committee. • Committee members will receive no remuneration for serving as committee members.

Remuneration

Page 2

BC Games Society Terms of Reference Finance Committee

Approved by the Board : May 2025

Committee Name

Finance Committee

(List details about role and purpose of each committee)

Purpose

(following is included in all committees TOR) • Ensure the vision, mission, and values of the organization are represented. • Act as advocates and ambassadors for the BC Games Society. • Ensure the Guiding Principles are reflected in the work of the committee. • The committee is made up of members of the Board of Directors of the BC Games Society. • The President and CEO and the Board Chair assign members of the Board of Directors to the committees. • The committee will consist of at least three (3) and up to a maximum of five (5) voting members of the Board of Directors, one of whom will serve as the Committee Chair. Additional non-voting members of the Board of Directors may be appointed to committees. • The Board Chair and the President and CEO are ex-officio non-voting members on all committees. • Staff serve as the secretariat to the committee (i.e.: administrative support; background and context regarding issues; preparing agendas, minutes, and committee reports, follow-up on committee members’ questions and concerns). • Staff are non-voting members of committees. • The Committee Chair is identified by the President and CEO and the Board Chair, from among the voting members of the committee. • The Committee Chair will be asked to serve in this capacity by the President and CEO. • Meetings are called by the Committee Chair. o Meetings will generally occur prior to every Board of Director’s meeting (i.e.: three times annually). o Additional meetings may be required to manage the issues and tasks of the committee. • Quorum is required to pass motions: • Committee members will keep confidential any matters discussed during the meeting. • If a committee member has a conflict, real or perceived, they must declare it prior to the discussion and voting at the committee meeting. • Each member of the committee, including the Committee Chair, will have one vote. The exceptions are: o ex-officio members of the committee are not entitled to vote o non-voting members of the Board of Directors are also not entitled to vote at the committee level  staff members are not entitled to vote o 4 or less-member committee – quorum is 2 o 5 or more-member committee – quorum is 3

Membership

BC Games Society Staff

Committee Chair

Meetings

Confidentiality and Conflict of Interest

Voting

Page 1

Committee Name Ad Hoc Committees

Finance Committee

• Should a committee determine the need to form an Ad Hoc Committee to address issues requiring specific expertise, the Committee Chair will work with the President and CEO and Board Chair to form the Ad Hoc Committee. • Ad Hoc Committees may include members of the community at large. • At least one member of the committee will serve on the Ad Hoc Committee. • The committee will provide the Ad Hoc Committee with specific tasks and scope. • The Ad Hoc Committee will determine a Chair from among its members. • Ad Hoc Committees will report to the committee. If required, recommendations from the Ad Hoc Committee will be presented to the Board for approval by the committee. • Ad Hoc Committees will be dissolved following completion the tasks assigned to it by the committee. • Committee members will receive no remuneration for serving as committee members.

Remuneration

Page 2

BC Games Society Terms of Reference Sport Committee

Approved by the Board : May 2025

Committee Name

Sport Committee

Purpose

(List details about role and purpose of each committee)

(following is included in all committees TOR) • Ensure the vision, mission, and values of the organization are represented. • Act as advocates and ambassadors for the BC Games Society. • Ensure the Guiding Principles are reflected in the work of the committee. • The committee is made up of members of the Board of Directors of the BC Games Society. • The President and CEO and the Board Chair assign members of the Board of Directors to the committees. • The committee will consist of at least three (3) and up to a maximum of five (5) voting members of the Board of Directors, one of whom will serve as the Committee Chair. Additional non-voting members of the Board of Directors may be appointed to committees. • The Board Chair and the President and CEO are ex-officio non-voting members on all committees. • Staff serve as the secretariat to the committee (i.e.: administrative support; background and context regarding issues; preparing agendas, minutes, and committee reports, follow-up on committee members’ questions and concerns). • Staff are non-voting members of committees. • The Committee Chair is identified by the President and CEO and the Board Chair, from among the voting members of the committee. • The Committee Chair will be asked to serve in this capacity by the President and CEO. Meetings will generally occur prior to every Board of Director’s meeting (i.e.: three times annually). o Additional meetings may be required to manage the issues and tasks of the committee. • Quorum is required to pass motions: o 4 or less-member committee – quorum is 2 o 5 or more-member committee – quorum is 3 • Committee members will keep confidential any matters discussed during the meeting. • If a committee member has a conflict, real or perceived, they must declare it prior to the discussion and voting at the committee meeting. • Each member of the committee, including the Committee Chair, will have one vote. The exceptions are: o ex-officio members of the committee are not entitled to vote o non-voting members of the Board of Directors are also not entitled to vote at the committee level ▪ staff members are not entitled to vote • Meetings are called by the Committee Chair. o

Membership

BC Games Society Staff

Committee Chair

Meetings

Confidentiality and Conflict of Interest

Voting

Page 1

Committee Name Ad Hoc Committees

Sport Committee

• Should a committee determine the need to form an Ad Hoc Committee to address issues requiring specific expertise, the Committee Chair will work with the President and CEO and Board Chair to form the Ad Hoc Committee. • Ad Hoc Committees may include members of the community at large. • At least one member of the committee will serve on the Ad Hoc Committee. • The committee will provide the Ad Hoc Committee with specific tasks and scope. • The Ad Hoc Committee will determine a Chair from among its members. • Ad Hoc Committees will report to the committee. If required, recommendations from the Ad Hoc Committee will be presented to the Board for approval by the committee. • Ad Hoc Committees will be dissolved following completion the tasks assigned to it by the committee. • Committee members will receive no remuneration for serving as committee members.

Remuneration

Page 2

BC Games Society - 200 – 990 Fort Street - Victoria BC V8V 3K2 Phone: (250) 387-1375 Fax: (250) 387-4489 Website: www.bcgames.org Email: info@bcgames.org

BC GAMES SOCIETY BOARD OF DIRECTORS MEETING February 12, 2025

In Attendance : Board Members : Niki Remesz, Chair; Charlie Bruce; Francis Cheung; Sue Griffin; Buzz Manuel, Veronica Planella; Doug Ross; Janet Stewart, Mindy Stroet; Latasha Williams (left at 12:40); Kylah Bryde (left 12:45); Wayne Naka Guest : Sarah Burger representing the Sport Branch (left at 12:28) Staff : Alison Noble; Irene Schell; Andrew Pitre; Kyler Nurmsoo; Jarret Poitras; Adam Powell; Andres Marquez-Velasco; Samantha Postle; Riki-Lee Jessup; Juli Prokopchuk Brattan Regrets : Lisa Craik; Amy Schneider; Christine Ulmer

UNAPPROVED MINUTES Board Chair, Niki Remesz, called the meeting to order at 10:04 am.

At the start of the meeting, twelve voting members were in attendance; a quorum was present. Niki welcomed everyone and acknowledged some staff for the roles they have taken on outside of work in their sports and/or communities. Niki led a round table discussion with everyone sharing some information about themselves as a way of getting to know each other. 1. Approval of Agenda MOTION: Williams/Planella That the Agenda for the February 12, 2025 meeting of the BC Games Society Board of Directors is approved as presented. CARRIED 2. Approval of Minutes MOTION: Stewart/Griffin That the Minutes of the November 6, 2024 meeting of the BC Games Society Board of Directors are approved as presented. CARRIED

BC Games Society Board Meeting Minutes – February 12, 2025

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3. Reports - Standing Committees and President and CEO a) Finance Committee

The pre-circulated financial report was reviewed, noting that the report included actuals to Dec 31, 2024 as well as anticipated expenses to the end of the fiscal. As we approach the fourth quarter of the fiscal, we are on target for the budgeted fiscal year deficit of $1,055,000, which was pre-approved by government, utilizing surplus at the end of last fiscal. We will be paying grants to 2028 host societies based on an agreement with the respective cities to hold the funds in trust (with interest, which goes directly to the Games legacy) until the host societies are incorporated, have a bank account, and the Agreement for Financial Assistance with our society is signed. While the 2024/25 budget was approved with a withdrawal of $170,000 from the Powering Potential Fund (PPF), the plan is not to do so, as all expenses can be paid from within this years’ budget. This will leave these funds available for future years. It was noted that close to $80,000 is needed each year to carry out the commitments from the PPF (host society equipment and infrastructure and awards). Each year $250,000 is available for Team BC through viaSport. $530,000 of the year-end funding received in 2024 was allocated to Team BC and supported both general operations, uniforms, and pre-planning for the 2025 Canada Summer Games. At this stage, funds available for Team BC are sufficient for the 2025 Canada Summer Games and will support some pre-planning for the 2027 Canada Winter Games. It was noted the Balance Sheet at December 31, 2024 shows no funds in GICs as funds have been kept in a high interest savings account for the past year, which has been earning more or as much as GICs. 2025/26 Budget The draft budgets for 2025/26, 2026/27, and 2027/28 were reviewed. It was noted that over $900,000 deficits are anticipated in each year. The rising costs of external transportation and the general cost of doing business, which continue to increase considerably, contribute to these deficits. As a Crown we can’t run deficit. The request for approval to show a deficit for the next three years has been received by government. We will use the remaining cash portion of the Retained Earnings (just over $315,000) in next fiscal to offset some the deficit and a commitment has been received from government to provide $597,000 in next fiscal to cover the remaining deficit. The government will look at each of the subsequent years one at a time so at this time there is no commitment to additional funding beyond next fiscal. There was discussion about the need for a lift to base funding, which has not been increased in 16 years. Government is aware and knows the organization is not sustainable at the currently funding level. There was discussion about opportunities for donations and corporate partners as well as presenting a case that the Games address some of priorities of government to justify increasing funding. Niki thanked Amy and Sport Branch for their ongoing support of our organization. Requests for Proposals Staff reported that three proposals were received for the Auditor. The review committee is in the process of evaluating the proposals and will meet later in February to discuss and then make a recommendation to the Finance Committee. The Request for Proposal for the Busing Contractor has been released and one for Accounting Services will be released in the coming months.

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MOTION: Griffin/Stewart That the financial report to December 31, 2024, which includes the Powering Potential Fund and Team BC reports, is approved as presented. CARRIED MOTION: Bruce/Williams That the Budget for 2025/26 be accepted as presented. CARRIED MOTION: Stroet/Manuel That the Finance Committee Report is approved as presented. CARRIED b) Marketing and Communications Committee Mindy reported on behalf of the Marketing and Communications Committee outlining that the website launch dates have been updated to spring for teambc.org and summer 2025 for bcgames.org to allow for appropriate testing and consultation with select partners. The Communications Team for Team BC is looking for ways to make Team BC stand out at the St. John’s 2025 Canada Summer Games. This includes collectible trading cards featuring our Olympic and Paralympic alumni and plans to implement a media day at the beginning of each week to help collect photos and videos of teams that can be shared on their social media accounts as well as Team BC’s. Staff have been working on revamping the PSO Marketing Toolkit, a suite of resources for PSOs and other partner organizations to leverage throughout each of the various planning phases leading up to (and during) the Games. It includes templated content for use across social media and web, including access to logos and photos, graphics, and sample copy in addition to other miscellaneous resources to facilitate the cross-promotion of the Games. MOTION: Stewart/Williams That the Marketing and Communications Committee Report is accepted as presented. CARRIED c) Sport Committee Sue reported on the Sport Committee meeting held on January 27, which had full attendance from the committee, staff, and supporting ex-officio members. She noted that it was an efficient meeting, with good discussions about the work ahead. Sue acknowledges the work of the staff to provide detailed information to the committee to assist in their discussions and decision-making. The main item of business for the Sport Committee was to review applications on sport pathway deviations that fall outside the 2026 Core Sport Policy, which led to the following decisions: • One sport (Archery) was approved to bring a lower level of coaches to the Games. • Six sports (Curling, Wheelchair Basketball, Rhythmic Gymnastics, Judo, Artistic Gymnastics, and Figure Skating) were approved to bring athletes to a second BC Games (or third for sports with athletes with a disability). This is the typical Core Sport Policy process for sports to apply and justify their pathway. The committee acknowledged that the anticipated work on the Size & Scope project and reductions to the BC Summer Games by 2028 will have an impact on this process in the future.

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Staff presented anticipated planning and updates required to establish the 2028 Core Sport Policy, which needs to align with the outcomes and work of the Size & Scope project. It is expected that a draft of the 2028 Core Sport Policy will be presented at the fall Board Meeting, with release by early 2026. MOTION: Naka/Bruce That the Sport Committee Report be accepted as presented. CARRIED d) President and CEO Report Alison highlighted the messages in her pre-circulated report: • Niki and Alison met virtually with our new Minister, Spencer Chandra Herbert, in December. Alison also had the opportunity to speak with him at two recent events. She noted that Minister spoke highly of the BC Games and the importance of sport for young people. We look forward to future opportunities to meet with him and share more of the BC Games and Team BC stories with him. • Alison referenced the pre-circulated letter to the Minister from a school district. She noted that this is not the first time that challenges with school districts in Games communities have occurred and spoke to how important the partnership with the school district is. • Alison met with the Future of Sport in Canada Commission, which is gathering information about what is working and not working in provincial and federal sport sectors. This is focused on safe sport as well as the overall sport eco system. • Staff will have the opportunity for an informal ‘behind the scenes’ look at Vancouver Convention Centre for the Invictus Games as a form of transfer of knowledge. • Sadly, we will be saying goodbye to Wayne, Charlie, and Veronica in June of this year after completing their six-year terms as Board Members. If you are aware of anyone you think may be a good applicant, the application process to fill these positions closes March 9. • With a directive from government to be mindful of the procurement of US products, we will assess our internal purchasing practices as well as those of our host societies. There may be challenges with sport equipment needed for the Games that often does not have a non US alternative. We currently have RFPs out for the Busing Contractor; Medals Supplier, and the Auditor – none of which typically involve US companies. MOTION: Cheung/Manuel That the President and CEO report is accepted as presented. CARRIED 4. Games Updates Staff provided verbal updates to supplement pre-circulated reports for the following Games: a) Maple Ridge 2024 BC Summer Games Adam reported that Jake Rudolph, Director of Sport, was nominated as our recipient for the annual Sport BC Presidents’ Awards. Jake’s exemplary leadership, extensive volunteer contributions, and dedication to sport development make him a standout choice. As reported at the last Board Meeting, close to the Games, the host society was faced with some significant unexpected expenses in a few areas (i.e. bus costs and criminal record check costs) that would have not only used all of their funds but also would have required the city of Maple Ridge to provide additional funds. This would have resulted in no legacy from these Games. As is often seen, recruitment of cash and in-kind donations, and lower than expected expenses, result in a larger surplus than anticipated.

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There was a delay in finalizing the books for the Games as costs associated with the transport of the inventory to Trail-Rossland. The audit is set to begin in February and should be completed within a few months. Based on preliminary financial statements it is estimated that the host society legacy will be approximately $94,000 (which is comprised of 50% of the budget savings + $32,000 in commissions from merchandise sales, and $18,000 from interest earned). The Games inventory was transported to Trail but the Games Ceremonial Cauldron didn’t fit in the trailers. The City of Maple Ridge is going to store this until the summer at which time staff will transport it to Trail. b) St John’s 2025 Canada Summer Games Jarret noted that the Games are just six months away. At this time our PSO partners are busy with technical planning as they establish their teams and training and competition calendars. We have been providing support for many PSOs around the logistics of their plans and ensuring their processes follow the guidelines and requirements of the Games. The most common requests for support include athlete selection and eligibility, coach selection and certification, and supporting PSO plans for pre-Games training camps, staging, and national competitions (logistics, travel challenges and scenarios, etc.). One of the many benefits for the individuals who volunteer to serve as Team BC Mission Staff is the pre-Games training and professional development opportunities provided. The plan includes several self-paced and virtual courses prior to the Games that will provide valuable tools and knowledge to enhance their Games experience and their ability to perform their duties. The learnings from these courses will also be relevant and useful in their personal and professional lives. Over the coming months, a few key initiatives that are part of Team BC’s Games Prep Program will be delivered in partnership with CSI Pacific. Canada Games long-listed coaches have the opportunity to attend the Performance Planning modules being offered at the International Coaching School (ICS) at an 80% discount. In addition, four Games Prep webinars are being offered to all long-listed athletes and coaches. We are in the final stages of selecting all the pieces that will be included in the ceremonial uniform kit, which can be a challenge due to limited inventory from suppliers and requirements to match the colour scheme guidelines of the Canada Games Council. We are now looking to find an Indigenous artist to come up with a unique design. It is our hope to use the design on key clothing pieces as well as our trading pin set. The last step in this process will be to establish our merchandising program. We are currently seeking a company to be the pin supplier for the package of pins that Team BC participants will receive at the Games. Trading pins is a famous and exciting part of being a Canada Games participant. Athletes and coaches will receive a set for each of them to keep, as well as a few extras they can trade with others. The RFP is currently posted, and we are hoping to have a company in place by the end of February.. The second planning conference is being held in St. John’s May 13-16. This is a major milestone event for the host society and the Canada Games Council as they are expected to have all venues and all functional areas Games-time ready. Following this, we will be hosting the Team BC Coaches Meeting in June where everything learned will be presented to coaches and support staff of all participating PSOs.

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c) Trail-Rossland 2026 BC Winter Games Juli reported that the Games are involving the broader community with venues in Castlegar, Fruitvale, and Red Mountain in addition to the Cities of Trail and Rossland. Board recruitment is now complete and includes a diverse group with a wide variety of talents and skill sets. Chair recruitment is currently underway with many positions filled. Directorate Orientations have begun and will continue into March. The orientations are an opportunity for each Director to meet with their respective Chairs, present an overview of the Games, review their roles, and provide access to the Guidelines and resources, including the BC Games Cloud. Staff attend the sessions to provide support to the Directors. The warehouse (the loading bay of a closed store at the mall) was secured in the early fall to receive the Games inventory. They utilized help from local clubs/teams to assist with unloading the trucks and to shift the inventory within the warehouse. The task for the Director of Logistics over the coming months is to count and sort the inventory. An announcement of the Board was released in late January. A one-year-to-go announcement is being planned for later in February. The Marketing Directorate will develop a plan for stories and releases on a regular basis to increase awareness in the local communities. Provincial Advisors have begun the initial process of identifying their Sport Chairs, which is the local sport-specific key volunteer. While some sports have established clubs, this community has a few gaps in this regard. James Brotherhood is serving the Director of Sport for the Games and is also the General Manager of the PacificSport Columbia Basin Regional Sport Centre. Having the regional sport centre involved brings opportunities such as expanding networks, recruiting new volunteers, and leveraging sport development concepts to the Games planning. The regional centre is currently helping cultivate new sport development concepts in Freestyle and Speed Skating. Planning is underway for the Host Community Sport Meeting and Key Volunteer Rally, which will be held in May. The Host Community Sport Meeting will host the Provincial Advisors from each sport and will include information sessions as well as venue tours. This meeting is a critical element of the planning to ensure the sport competitions within the Games are high quality and successful. The Key Volunteer Rally will celebrate the commitment of the Board and Chairs (approximately 80 volunteers) who do 90% of the work to plan and stage the Games. This will create excitement for the Games within the community. d) Kelowna 2026 BC Summer Games Kyler reported that the first Nominations Committee meeting was held in early February. The committee will first identify a President and Vice President and then work with them to fill the 14 Directorate positions. The timeline for the Board to be in place is the end of April. The Board Orientation meeting will be led by staff in May. e) Kamloops 2028 BC Winter Games and Penticton 2028 BC Summer Games Alison noted that some initial discussions have taken place with the respective cities regarding funding agreements for holding funds in trust for the host society. It was also noted that the Penticton track requires significant repairs and upgrades; the city is looking to see if this is possible. MOTION: Bruce/Griffin That the Games Updates are accepted as presented. CARRIED

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