Board Orientation Manual 2024

Properties Management The Properties Management Chair area manages and coordinates the assets needed for the “fit out” of all venues. This includes acquisition (mostly borrowed) and supply chain management, deployment (assignment), and delivery of properties across all Games events, venues, and Directorates. This Chair will work with the Environment Services Chair (Logistics) to determine needs for potable water, portable toilets, as well as recycling and composting, to acquire quotes, and implement the plan for these items, as developed by the Environment Services Chair. This Chair will receive requests from all Directorates on what properties are needed at their events/venues, including tables, chairs, tents, Games feather banners, etc. As many of the items needed by Directorates may come from the Games inventory, this Chair will work closely with the Warehouse Chair (Logistics) to determine what is available in the Games inventory and what needs to be sourced (borrowed/rented). They will source items as needed, establish tracking spreadsheets, establish supply chain management plan to determine what items will be borrowed/rented from where, and where the items will be used when/by whom, including planning the movement of items from venue to venue throughout the Games, as necessary. For larger items, this Chair area will arrange/coordinate delivery in coordination with other Directorates (i.e. Venue Management Chair (Sport), Medals Chair (Protocol), Technology Directorate, etc.) who also need to deliver items to venues. They will work with the Warehouse Chair for pick-up of smaller items by Directorates at the Games warehouse. The Operations Manager and local Games office staff will support this Chair area with sourcing items and developing and managing tracking spreadsheets, etc. This Chair area will work closely with the Venue Management Chair (Sport) to determine what is required at the sport venues (the Venue Management Chair will work with the sports to determine needs, placement, etc.). Warehouse The Warehouse Chair area will work with the Director of Logistics to secure and manage warehouse space for the Games and then will set-up the warehouse as a functional space to receive, count, organize and distribute the BC Games inventory received from the previous Games as well as items acquired locally to augment the inventory. This Chair area will coordinate volunteers to assist with unloading/loading inventory before and after the Games (after the Games trucks need to be loaded and the inventory shipped to the next Games community), as well as with the sorting and counting of the inventory items. As some items in the BC Games inventory may need to be repaired, a small group of carpentry volunteers (with their own tools) may also be needed to undertake small projects and refurbish podiums, stanchions, and other properties. This Chair area will receive requests from all Directorates on items wanted from the inventory for their events/venues. They will work with the Properties Management Chair to determine what items are needed for the “fit-out” of venues, develop a plan and tracking system to allocate items to each Directorate, detailing which items will be used by which Directorates/Chairs where and when, to coordinate a pick-up and/or delivery plan of items both in the inventory and those acquired locally (generally this involves assembling items by Directorate for their pick-up and working with the Properties Management Chair for large items that need to be delivered), and collection after the Games. After the Games, the inventory needs to be resorted and counted and prepared for shipment to the next Games community.

Roles of the Key Volunteers