Board Orientation Manual 2024

c) Size & Scope In early January 2025, LJW Consulting (Laura Watson) was secured to serve as the Size & Scope Contractor. Laura brings extensive experience with the BC Games Society and the Size & Scope initiative. A former BC Games Society Board Member and BC Games participant, she also facilitated the initial strategic planning session for Size & Scope, which thoroughly explored and ultimately ruled out the feasibility of a two-phase Games approach. The Size & Scope Steering Committee underwent significant restructuring and refinement of its mandate to focus on more pointed deliverables. The committee was reconvened in December 2024 with a revised composition to re-orient members and provide an update. The structure was subsequently expanded to include representatives from Provincial Sport Organizations (PSOs) and the contractor, aligning with the refined focus. A separate orientation meeting was held in early January 2025 for the new members, ensuring a shared understanding of objectives. The first full meeting of the restructured committee took place on January 29, 2025. A Working Committee has also been established to carry out the operational tasks of the Size & Scope initiative. Led primarily by the contractor with support from BC Games staff, the committee met three times in January to develop strategies for engaging the 35 Provincial and Disability Sport Organizations (PSOs and DSOs), focused on gathering data necessary to make decisions and ensure an inclusive and effective process. During the December 2024 and January 2025 Steering Committee meetings, staff introduced a proposal to set maximum capacities for the BC Winter and BC Summer Games Sport Packages at 1,800 and 2,700 participants, respectively. The proposed maximums are based on several factors, including the number of municipalities outside of Metro Vancouver that could host a Games. The committee discussed that a reduction of 1,000 participants from the BC Summer Games could expect to have impacts such as the need for 3-4 fewer schools for accommodation sites, 8,000-12,000 fewer meals that would need to be provided, 12-20 fewer charter buses contracted, a smaller venue for an Opening Ceremony, and significant reduction in volunteer workforce needs. Staff are doing work to determine the size of community that might be able to bid with a smaller Games but expect a sizeable number of new communities would now have capacity to host. 6. Round Table Niki opened the floor for discussion or questions from the board. 7. In-Camera Discussion At 12:06 pm the voting members of the Board and Alison went in-camera. Alison exited from the in camera session at 12:22 pm. The Board Members exited the in-camera session at 12:46 pm. MOTION: Stroet/Naka That the February 12, 2025 meeting of the BC Games Society Board of Directors is adjourned. CARRIED The Chair declared the meeting adjourned at 12:48 pm Next Meeting: AGM and Board Meeting: May 21, 2025 @ 10:00 am – at Richmond Oval

BC Games Society Board Meeting Minutes – February 12, 2025

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