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 Charlie Bruce Kylah Bryde

Chair

All

Niki@UniquelyInspiredMarketing.com

(778) 220-5716 (250) 682-5064 (778) 256-1230

Director Director

Sport

ctbruce@shaw.ca kbryde@fortstjohn.ca

Marketing and Communications

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

Wayne Naka

Director Director

mwnaka9@gmail.com mvplanella@gmail.com

(250) 777-2194 (250) 886-7042

Veronica Planella

Marketing and Communications

Doug Ross Mindy Stroet

Director Director

Finance

doug@vernonalc.ca

(250) 550-5577 (778) 281-1372

Marketing and Communications Marketing and Communications (Chair)

mindystroet@gmail.com

Christine Ulmer

Director

canadachristine@gmail.com

(604) 654-0757

Bernard (Buzz) Manuel Janet Stewart

Director

bmanuel.jr@gmail.com

(250) 315-3457

Director Director

janet@stablehousesolutions.ca

(604) 379-2815 (250) 626-7772

Latasha Williams

latwill14@gmail.com

Amy Schneider Ex

Finance, Sport

Amy.Schneider@gov.bc.ca

(778) 698-1804

officio, non voting

Updated August 2024

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

Adam Powell

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 August 2024

Section 3 • BC Games Society Overview

BC Games Society Overview

Updated August 2024

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 athlete 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 Penticton Richmond Kelowna

Year Winter

Summer

1978 -

1996 North Vancouver 1997 Campbell River

Trail-Castlegar

1979 Kamloops 1980 Kimberley

Burnaby

1998 -

Ridge Meadows

1981 Prince George

Comox Valley

2000 Quesnel

Victoria Nanaimo

1982 Trail

Vernon

2002 Williams Lake 2004 Port Alberni

1983 Revelstoke 1984 Fort St. John 1985 Osoyoos/Oliver

Maple Ridge

Abbotsford Kamloops

Burnaby Nanaimo Cranbrook

2006 Trail

2008 Kimberley-Cranbrook Kelowna

1986 Terrace 1987 Fernie

2010 Terrace

Township of Langley

Delta

2012 Greater Vernon 2014 Mission 2016 Penticton 2018 Kamloops 2020 Fort St. John 2022 Greater Vernon ** (hosted in 2023) 2024 Lhtako Quesnel 2026 Trail-Rossland

Surrey

1988 Dawson Creek

Oak Bay/Greater Victoria

Nanaimo

1989 Nelson 1990 Penticton

Surrey

Abbotsford

Prince George

Cowichan Valley Maple Ridge * Prince George

1991 Duncan/North Cowichan

Coquitlam Port Alberni

1992 Greater Vernon

1993 Kitimat 1994 Smithers

Chilliwack Kelowna Penticton

Maple Ridge

Kelowna

1995 Comox Valley

* 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 Charles Bruce (Kamloops), Kylah Bryde (Fort St. John), Francis Cheung (Langley), Lisa Craik (Maple Ridge), Sue Griffin (West Vancouver), Buzz Manuel (Douglas Lake), Wayne Naka (Nelson), Veronica Planella (Victoria), Doug Ross (Vernon), Amy Schneider (Victoria), Janet Stewart (Vancouver), Mindy Stroet (Prince George), Christine Ulmer (Kelowna) and Latasha Williams (Masset, Ha id a Gwaii) 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 Corporate 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; Operations and Technology Manager Irene Schell; Event Managers Andrew Pitre, Kyler Nurmsoo, Adam Powell, and Juli Prokopchuk Brattan; Marketing and Communications Manager David Conlin, Team BC Operations Manager Jarret Poitras; Games Coordinator Samantha Postle, Marketing Coordinator Andres Marquez-Velasco, and Operations Coordinator Riki-Lee Jessup. Various BC Games staff work with each host society from the time the Board is formed through to the conclusion of 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 in a multitude of games including BC Games, 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 Learning to Train or lower end of the Training 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 technical packages, which outline the age range of the athletes, events, eligibility restrictions, and competition rules, etc. for each sport are released by spring of 2025 on the BC Games website. While exact numbers vary from Games to Games, generally there are 2,900-3,500 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 Officials Grey/Black Zone 0 The BC Games and the Sport Sector The Provincial Sport Organization (PSO) for each sport in the Games is a partner of the BC Games Society. This partnership is formalized through a memorandum of understanding that both parties are accountable to. The PSO appoints 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 Audit Committee

Committee Name

Audit Committee

Membership

• The committee will consist of at least three (3) and up to a maximum of five (5) individuals who are not current members of the Board of Directors of the BC Games Society (BCGS). These individuals will be independent from the society, the Auditor, and the external accountants. • The Chair of the BCGS Finance Committee is a member of the committee. • The Board Chair, President and CEO, and Provincial Government representative to the Board of Directors are non-voting, ex-officio members of the committee. • The individuals considered for appointment to the committee shall be free of any business or other relationships (including, without limitation, involvement in the financial management of the society) which could interfere with the exercise of their independent judgement. • The committee members will have a financial background or financial management experience. At least one member will be a Chartered Professional Accountant who is a subject matter expert in financial auditing. • Individuals will be identified from recommendations from Board Members, the external accountant, the Auditor, the Audit Committee, or from the President and CEO. • Individuals will be asked to serve on the committee by the President and CEO. • Members will be appointed to the committee for a three (3) year term and may serve a maximum of two (2) terms. The exception to this is for the Chair of the Finance Committee who will serve on the committee for as long as they hold that position. • Members may request to step down from the committee through the President and CEO and/or the Board Chair. • Terms will commence at the start of the fiscal year. • The Committee Chair is identified from among the voting members of the committee in consultation with the President and CEO and the Chair of the Finance Committee. • The Committee Chair will be asked to serve in this capacity by the President and CEO. • The Chair of the Finance Committee will not serve as Chair of the committee. • President and CEO and BC Games Society staff are ex-officio members of the committee. They serve as secretariat to the committee, document discussions and recommendations made by the committee, and prepare reports for the Board of Directors on behalf of the committee. • Staff are not entitled to voting privileges on the committee. o This also applies to the external accountants and auditors.

Appointment

Term

Committee Chair

Staff

Revised June 2021

Committee Name Mandate/Purpose of the Committee

Audit Committee

The Audit Committee: • Plays a role in the society’s financial reporting by assisting the Board in overseeing and monitoring the participation of staff and the independent auditor in the financial reporting process. • Meets with staff and the independent auditors to review audited financial statements, accounting principles, adequacy of internal controls, the audit process, and financial reporting systems. • Meets with the independent auditors, without staff in attendance, to discuss any relevant financial matters. • Makes recommendations to the Finance Committee on the acceptance of the Audited Financial Statements and/or changes to the Audited Financial Statements. • The committee meets once per year after the completion of the audit and before the society’s Annual General Meeting. • At any meeting of the committee, two (2) or more voting members of the committee will constitute a quorum. • Each member of the committee will have one vote. The exceptions are: • ex-officio members of the committee are not entitled to vote; and • staff members are not entitled to vote. • The Committee Chair shall be entitled to vote. • For conference call meetings, an acceptable process for voting would be that the Committee Chair calls for the vote and asks for any objections to be expressed. Non-response will be considered a vote in favour of the Motion. The Committee Chair will define the voting process at the start of each meeting. • The committee members will keep confidential any matters that may impact the Society. • If a committee member has a conflict of interest, real or perceived, they must declare it prior to the discussion and voting. • Committee members will not receive remuneration for serving as committee members, but are entitled, to be reimbursed for all reasonable expenses incurred during the exercise of their duties. • The committee will make recommendations to the Finance Committee with respect to the subjects on which it was created to advise. • The Finance Committee Chair will report such recommendations to the Finance Committee. • The Finance Committee will take into consideration, but will not be bound by, recommendations from the committee unless the Finance Committee has delegated its decision-making authority to the committee. • The Committee Chair may Move and Second Motions. • The committee may not strike Ad Hoc Committees.

Meetings

Quorum

Motions Voting

Confidentiality

Conflict of Interest

Ad Hoc Committees

Remuneration

Recommendations

Revised June 2021

BC Games Society Terms of Reference Finance Committee

Committee Chair

• The Committee Chair is identified from amongst the voting members of the committee by staff in consultation with the President and CEO and the Board Chair. • The Committee Chair will be asked to serve in this capacity by the President and CEO. Minimum of the President and CEO, plus three Board members (one of whom will be the Provincial Government representative) having familiarity with interpretation of financial statements, business plans, and variance analysis. a) Review auditor’s and accountant’s responsibilities and forward recommendations to the Board as appropriate. b) Review the Financial Reports before they go forward to the Board of Directors to ensure requirements for fiduciary diligence have been met. c) Recommend the Auditor for the Society at the Annual General Meeting. d) Revise the Financial Administration Manual for the Society as required, including spending authority’s matrix etc. e) Review the work of the Audit Committee and forward recommendations to the Board of Directors. f) Act as advocates and ambassadors for the BC Games Society. Chair of the Board, in consultation with the President and CEO invite members of the Board to sit on the Finance Committee depending on the individual’s interest in finance and skill sets required to achieve due diligence. At the call of the Chair and at least prior to every Board of Director’s meeting (three (3) times annually). The Finance Committee will keep confidential any matters that may impair the Society. If a committee member has a conflict, real or perceived, they must declare it prior to the discussion and abstain from voting. The Society staff person acts as secretariat to the Committee and documents the recommendations made by the Finance Committee to the Board of Directors. The discussion is captured in minutes and included in the Board package at the next regular meeting. Staff is ex-officio (no vote). The Finance Committee can strike ad hoc committees from the community at large to offer expertise regarding issues of concern to the Society. The Chair may also choose to assign a liaison from the Board of Directors to the Ad Hoc Committee to provide organizational context. The Ad Hoc Committee is generally task specific and time limited. It is dissolved once the advice and/or recommendations are made to the Committee.

Membership

Mandate/Purpose

Appointment

Meetings

Confidentiality

Conflict of Interest

BC Games Society Staff

Ad Hoc Committees

Remuneration Committee members shall receive no remuneration for serving as committee members, but are entitled, upon resolution of the Board, to be reimbursed for all reasonable expenses incurred during the exercise of their duties. Recommendations The Finance Committee will make periodic recommendations to the Board in respect to the subject on which it was created to advise. The Board will take into consideration, but will not be bound by, the Finance Committee recommendations unless the Board has delegated its decision making authority to such committee.

BC Games Society Terms of Reference Marketing and Communications Committee

Committee Name Committee Chair

Marketing and Communications Committee

• The Committee Chair is identified from amongst the voting members of the committee by staff in consultation with the President and CEO and the Board Chair. • The Committee Chair will be asked to serve in this capacity by the President and CEO. • The committee is made up of members of the Board of Directors of the BC Games Society. • The committee shall 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. • Non-voting members of the Board of Directors may also serve on the committee. • The Board Chair and the President and CEO are ex-officio members to all committees. a) Recommend strategic objectives and direction for marketing and communications b) Provide expertise in the development of organizational communications plans. c) Review and approve policies and key materials that set the direction for marketing and communications activities. d) Recommend options for Corporate Partner benefits and relationship maintenance. e) Ensure the vision, mission, and values of the organization are represented. f) Act as advocates and ambassadors for the BC Games Society. Chair of the Board, in consultation with the President and CEO invite members of the Board to sit on the Marketing and Communications Committee depending on the individual’s interest in this area. At the call of the Chair and at least prior to every Board of Director’s meeting (three (3) times annually). The Marketing and Communications Committee will keep confidential any matters that may impair the Society. If a committee member has a conflict, real or perceived, they must declare it prior to the discussion and voting. • Staff are not members of committees. They will serve as secretariat to the committee, document discussions and recommendations made by the committee, and prepare reports for the Board of Directors on behalf of the committee. • Staff are not entitled to voting privileges on committees. At any meeting of the committee, two (2) or more voting members of the committee will constitute a quorum.

Membership

Mandate/Purpose

Appointment

Meetings

Confidentiality

Conflict of Interest

BC Games Society Staff

Quorum

Motions

• Given that the committee is typically voting on recommendations from staff, the following process would be used for Motions: • Staff will outline the topic and provide any necessary background information, which may include staff reports. • The Committee Chair will state the Motion, as recommended by staff. • The Committee Chair will ask for a Mover and a Seconder for the Motion. The Motion may be modified at this time, as determined necessary. • The committee will discuss the Motion and may ask staff for additional information and clarification. • The Committee Chair will ask for a vote on the Motion (as presented or as amended). The Committee Chair may Move and Second Motions. • Each member of the committee shall have one vote. The exceptions are: • any member of the committee who is a non-voting member of the Board will also be a non-voting member of the committee; • ex-officio members of the committee are not entitled to vote; and • staff members are not entitled to vote. • The Committee Chair shall be entitled to vote. For conference call meetings, an acceptable process for voting would be that the Committee Chair calls for the vote and asks for any objections to be expressed. Non-response will be considered a vote in favour of the Motion. The Committee Chair will define the voting process at the start of each meeting. The Marketing and Communications Committee can strike Ad Hoc committees to address issues requiring specific expertise and can recruit from the community at large. It may also choose to assign a liaison from the Board of Directors to the Ad Hoc Committee to provide organizational context. The Ad Hoc Committee is generally task specific and time limited and is dissolved once the recommendations go forward to the Board of Directors. Committee members shall receive no remuneration for serving as committee members, but are entitled, upon resolution of the Board, to be reimbursed for all reasonable expenses incurred during the exercise of their duties. The Marketing and Communications Committee will make periodic recommendations to the Board with respect to the subject on which it was created to advise i.e. Marketing and Communications. The Board will take into consideration, but will not be bound by, Marketing and Communications Committee recommendations, unless the Board has delegated its decision making authority to such committee.

Voting

Ad Hoc Committees

Remuneration

Recommendations

Revised May 2023

BC Games Society Terms of Reference Sport Committee

Committee Name Sport Committee Membership

• The committee is made up of members of the Board of Directors of the BC Games Society. • The committee shall 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. • Non-voting members of the Board of Directors may also serve on the committee. • The Board Chair and the President and CEO are ex-officio members to all committees. Chair of the Board, in consultation with the President and CEO invite members of the Board to sit on the Sport Committee depending on the individual’s interest in this area. • Board members will serve on the committee for the duration of their term on the Board Chair. • Board members may request to step down from a committee or to change to another committee through the President and CEO and/or the Board Chair. • The Committee Chair is identified from amongst the voting members of the committee by staff in consultation with the President and CEO and the Board • The Committee Chair will be asked to serve in this capacity by the President and CEO. • Staff are not members of committees. They will serve as secretariat to the committee, document discussions and recommendations made by the committee, and prepare reports for the Board of Directors on behalf of the committee. • Staff are not entitled to voting privileges on committees. a) Review the Core Sport Policy and provide direction to staff on the implementation of the policy which includes: • integrating the BC Winter and BC Summer Games into the provincial sport delivery system and each sport’s LTAD; • providing competitive opportunities for developing high performance athletes; • increasing trained coaches and officials through the Games; and • creating development opportunities for administrators and volunteers in sport. b) Recommend to the Board changes to the Core Sport policy prior to each Games cycle. c) Review and discuss Core Sport applications (for new sports) and post-Games evaluation reports from staff (for sports in the Games) and to approve the Sport Package for each BC Winter and BC Summer Games. d) Review and approve sport applications: • to adjust coaching requirement levels; and • for athletes to attend more than one Games. e) Provide direction to staff on addressing issues with sports. f) Ensure the values, vision, mission, and guiding principles of the Society are met (e.g. equity and access, safety in sport, etc.). g) Recommend policies for post-Games sport legacy benefits. h) Act as advocates and ambassadors for the BC Games Society. • The committee will meet at least prior to every Board of Director’s meeting (three (3) times annually) and may meet more often at the call of the Committee Chair. • At any meeting of the committee, two (2) or more voting members of the committee will constitute a quorum.

Appointment

Term

Committee Chair

BC Games Society Staff

Mandate/Purpose of the Committee

Meetings

Quorum

Revised February 2019

Motions

• Given that the committee is typically voting on recommendations from staff, the following process would be used for Motions: • Staff will outline the topic and provide any necessary background information, which may include staff reports. • The Committee Chair will state the Motion, as recommended by staff. • The Committee Chair will ask for a Mover and a Seconder for the Motion. The Motion may be modified at this time, as determined necessary. • The committee will discuss the Motion and may ask staff for additional information and clarification. • The Committee Chair will ask for a vote on the Motion (as presented or as amended). • The Committee Chair may Move and Second Motions. • Each member of the committee shall have one vote. The exceptions are: • any member of the committee who is a non-voting member of the Board will also be a non-voting member of the committee; • ex-officio members of the committee are not entitled to vote; and • staff members are not entitled to vote. • The Committee Chair shall be entitled to vote. • For conference call meetings, an acceptable process for voting would be that the Committee Chair calls for the vote and asks for any objections to be expressed. Non-response will be considered a vote in favour of the Motion. The Committee Chair will define the voting process at the start of each meeting. • The committee members will keep confidential any matters that may impact the Society. • If a committee member has a conflict of interest, real or perceived, they must declare it prior to the discussion and voting. • The committee may strike Ad Hoc Committees to address issues requiring specific expertise. • The committee can recruit individuals to serve on the Ad Hoc Committee from the community at large. • The committee may choose to assign a committee member to serve as liaison to the Ad Hoc Committee to provide organizational context; staff may serve as liaisons to the Ad Hoc Committee. • The Ad Hoc Committee is generally task-specific and time limited and is dissolved once its recommendations go forward to the Board of Directors. • The committee will establish which members of the Ad Hoc Committee will have voting privileges (which may be different from the voting privileges for this committee, and may include staff) and will inform the Ad Hoc Committee of these parameters. • The committee will take into consideration, but will not be bound by, recommendations of the Ad Hoc Committee.

Voting

Confidentiality

Conflict of Interest

Ad Hoc Committees

Remuneration • Committee members shall receive no remuneration for serving as committee members, but are entitled, upon resolution of the Board, to be reimbursed for all reasonable expenses incurred during the exercise of their duties. Recommendations • The committee will make periodic recommendations to the Board with respect to the subjects on which it was created to advise.

• The Board will take into consideration, but will not be bound by, recommendations from the committee unless the Board has delegated its decision making authority to the committee.

Revised February 2019

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 14, 2024

In Attendance : Niki Remesz, Chair; Charlie Bruce; Kylah Bryde; Pamela Rai; Doug Ross; Amy Schneider; Mindy Stroet; Lisa Craik; Christine Ulmer Regrets : Veronica Planella; Wayne Naka; Sue Griffin; Francis Cheung Staff : Alison Noble; Irene Schell; Andrew Pitre; Kyler Nurmsoo; Jarret Poitras; Adam Powell; Andres Marquez-Velasco; Samantha Postle; Riki-Lee Jessup; David Conlin; Juli Prokopchuk Brattan Niki called the meeting to order at 10:04 am. At the start of the meeting, eight voting members were in attendance; a quorum was present. Niki welcomed Lisa Craik to her first meeting of the Board. Niki acknowledged that the meeting was originating from the BC Games Society office in Victoria, which is located on the territory of the Lekwungen Peoples and on the lands of the Esquimalt and Songhees First Nations. Roundtable introductions were done as a way for Board Members and staff to get know each one and another. 1. Approval of Agenda MOTION: Ross/Rai That the Agenda for the February 14, 2024 meeting of the BC Games Society Board of Directors is approved as presented. CARRIED 2. Approval of Minutes MOTION: Ulmer/Stroet That the Minutes of the October 19, 2023 meeting of the BC Games Society Board of Directors are approved as presented. CARRIED APPROVED MINUTES

BC Games Society Board Meeting Minutes – February 14, 2024

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3. Reports - Standing Committees and President and CEO a) Finance Committee Alison reported on behalf of the Finance Committee, noting that the committee met on February 5, 2024. With only three months until the year end, it was noted that we are tracking well with most expenses in line with budget or under budget. With the Games in a few weeks, there will be many expenses in this last quarter. One of the areas that could go over budget is the external transportation. The 2024/25 budget pre-circulated; is a conservative budget based on a status-quo grant from the government and shows a significant deficit. Since the writing of the report, confirmation of year end (one-time additional) funding was received. These funds will be used to provide additional grant amounts to the 2024-2026 BC Winter and BC Summer Games, Team BC operations, Team BC uniforms, Powering Potential Fund (for awards, equipment, etc.) and other expenses over the next three years. As a result of the additional funding, we will have a significant surplus in the 2023/24 fiscal, which will go into retained earnings. Ministry staff are working with Treasury Board to access these funds over the next two fiscals. A revised budget for 2024/25 will be presented for approval at the May Board Meeting. MOTION: Bruce/Stroet That the financial report to December 31, 2023, including the Powering Potential Fund report, is approved as presented. CARRIED MOTION: Rai/Ross That the budget for 2024/2025 is approved as presented. CARRIED MOTION: Ulmer/Bryde That surplus funds at year end, that cannot be applied elsewhere, may be transferred to the Powering Potential Fund, and that this is a standing motion. CARRIED

MOTION: Rai/Craik That the Finance Committee Report is approved as presented.

CARRIED

b) Marketing and Communications Committee Christine provided an overview of the Marketing and Communications Committee meeting on January 22, 2024. Significant progress has been made on the design of the new website. A committee has been formed with two board members and four staff members to provide feedback as the project progresses. The timeline for delivery of the website has been moved to August 2024 to allow sufficient time to migrate content.

BC Games Society Board Meeting Minutes – February 14, 2024

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Staff provided an update on the progress made with Jumpstart and local Canadian Tire store owners in Quesnel to deliver the BC Games Leadership Bursaries at the upcoming Games. It was noted that Minister Popham is no longer able to attend the 2024 BC Winter Games but will be providing a video welcome for the Opening Ceremony. Nathan Cullen, Minister of Water, Land and Resource Stewardship and MLA for Stikine will be attending in the Minister’s place. MOTION: Craik/Stroet That the Marketing and Communications Committee Report is accepted as presented. CARRIED c) Sport Committee Pamela reported on behalf of the Sport Committee, noting that the committee did not meet in advance of the February Board meeting as there was no new business to discuss. Pamela noted that the Core Sport Policy for the 2026 BC Winter and BC Summer Games was announced in early November and that staff subsequently hosted an expression of interest video call for new sports considering applying to the Games. The Core Sport Application for New Sports deadline is February 19, 2024. The Lhtako Quesnel 2024 BC Winter Games will begin in a few weeks. The registration deadline has now passed. Snow conditions are a concern, but proactive planning is underway with winter snow sports. Staff have been active with summer sports with final venue assignment planning in Maple Ridge and finalizing PSO Memorandums of Understanding and technical packages. Staff are also engaging with I•SPARC to include up to four sports in the Indigenous Participation Program for these Games. Team BC staff continue to plan towards the St John’s 2025 Canada Summer Games. The next steps are to assemble the leadership team, followed by Mission Staff recruitment in the spring. MOTION: Rai/Bryde That the Sport Committee Report be accepted as presented. CARRIED d) President and CEO Report Alison provided a verbal report of her pre-circulated report. She noted her and Niki will have another meeting with the Minister in the Spring. The Culture of the Games modules have been expanded to provide unique modules for Athletes, Coaches, Officials, and Volunteers. Completing this module is mandatory for all participants, which we track through our registration system. We are making volunteers aware and encouraging them to complete it as well. We don’t believe any other provincial/territorial Games have developed systems such as these to bring greater awareness to Culture of the Games and Safe Sport.

BC Games Society Board Meeting Minutes – February 14, 2024

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We are entering into another nomination window for our Board. Pam will be exiting the Board – having completed her six-year term – and we have had two vacant positions. All staff attended a full-day of training (Effective Interview Skills) to learn the best approach for interviewing participants who may be involved in an incident (i.e.: Safe Sport issues) during the Games. We have updated our documents to reflect changes we have made in our processes as we continue to evolve in this area. Our Guide to the Games (G2G) Sessions are an opportunity for participants and their parents/guardians to find out what will happen at the Games. We have shifted from all virtual sessions to 13 in-person sessions being held in regions across the province and only a couple of sessions online. Attendance has grown significantly in the past two Games cycles. We also circulate to all participants, a Guide to the Games publication which provides information to help them complete their registration, prepare for the Games, and know what they can expect. Depending on the community and the School District model in place, it can be challenging to get buy-in and support. Unfortunately, we are facing these challenges in Maple Ridge which has the potential to be a significant cost against the host society budget. We are working through some ‘cross-Ministry’ communications to engage Ministry of Education and bring awareness to the value these Games have on a community. Staff have updated the Athlete Fee Waiver Policy to clarify the process for application and review. Attached to this report are two versions of the Policy, one showing the proposed changes and the other being the recommended final version. The intention of this policy is to ensure that financial reasons are not the reason someone can’t compete at the Games.

MOTION: Ross/Bryde That the Athlete Fee Waiver Policy is accepted as presented

CARRIED

MOTION: Rai/Craik 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) Prince George 2022 BC Summer Games Staff are working with the Games President to confirm the recipients from their application process this past fall, receive the plan for the distribution of the remaining funds, and to confirm the date of their legacy event. b) Greater Vernon 2022 BC Winter Games The application process for their legacy fund was launched in early February. Applications are due in March. The legacy event will be held on April 18.

BC Games Society Board Meeting Minutes – February 14, 2024

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