Board Orientation Manual 2024

Administration The Administration Directorate provides support to the other Directorates by managing global aspects that impact all planning areas. These include budgeting and financial controls, risk management, legal services, securing concessionaires, as well as accessibility and inclusion. Hiring and supervision of the local Games office staff are also important responsibilities of the Director of Administration. Volunteer Management – see “Each Directorate” section. Budget The Budget Chair should be a CPA as they are responsible for setting up and maintaining the host society budget and bookkeeping system as well as ensuring financial processes and sound fiscal management practices are adhered to. The Budget Chair also prepares the books for the audit at the end of the Games. Using a computerized accounting package, this volunteer will utilize the chart of accounts provided by the BC Games Society to set-up accounts for receivables and payables, register with CRA for GST reporting, and produce monthly financial statements for the local Board of Directors and BC Games staff. Considerable background information, such as previous Games budgets and financial management processes and requirements will be provided by BC Games staff. Food Concessions The purpose of the Food Concessions Chair area is to ensure, where reasonable, that all Games venues and events have functioning concessions for participants, volunteers, and the public. This is accomplished by confirming the operations of existing concessions or working with local sport and or other non-profit groups or tendering for concessionaires to provide service at venues where no services already exist. This includes coordinating with the concessionaires on locations, set-up, garbage removal, menus, pricing, etc. Games Office The purpose of the Games Office Chair area is to support the Operations Manager in maintaining a functional Games office. This entails ensuring the layout and set-up of the Games Office creates an efficient working environment that can be adjusted and rearranged from time to time to suit the needs of the Games planning or Games-time operations. The Games Office Chair will support the pre-Games and Games-time operation of the Games office as an information centre and operational hub, supported by a team of volunteers. This Chair area also supports the Operations Manager in providing assistance to Directors and Chairs with spreadsheet development and management, coordinating bookings of municipal and school district facilities and access to municipality and school district equipment/supplies, and overseeing the creation of information binders and general Games information for position-specific manuals/training materials, etc. Inclusion The purpose of the Inclusion Chair area is to help ensure that the Games are an open inclusive environment for all participants, volunteers, and the public. This includes educating the Games Board of Directors, Chairs, Sport Chairs, general Games volunteers, and the public, about the Games inclusion processes, practices, and opportunities. This will involver working with BC Games staff on communicating the BC Games Culture of the Games messages. In addition, this Chair area helps all Directorates look at their venues/operations with an inclusion and accessibility lens so that barriers are removed for participants, volunteers, and members of the public and they have complete access to the Games.

Roles of the Key Volunteers