February 9, 2023 Board Meeting Book

BC Games Society

Board of Directors Meeting February 9 , 202 3

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• Login Early o It is suggested that you log into the conference 5-10 minutes early to ensure that there is time for download and installation, if necessary, and test audio and video settings. • Mute Your Microphone o To reduce background noise, please keep your microphone on MUTE unless you are speaking. • Keep Your Video On o To help everyone engage with others on the call, we encourage everyone to keep their video turned on, unless you have to step away from the meeting for a short period of time. • Gallery vs. Speaker View o It is suggested that everyone use Gallery View so that you can see all of the participants in the meeting.  At the top of the window you should see a button to change between Speaker View (when the person speaker is largest in your view) and Gallery View (when you see smaller views of all participants in the call).  Note that Gallery View is not available on all devices. o Please raise your hand if you wish to Move or Second a motion. o Keep your hand raised until the Chair has identified you as the making or seconding the motion. • Voting on Motions o When voting is called for on a motion, the Chair will ask for any opposition or abstentions to the motion (as opposed to calling for approval of the motion). o If no oppositions or abstentions are identified, the motion will be considered passed. o If any participant has an opposition or wishes to abstain from voting on the motion they should raise their hand and unmute their microphone to state their intention (vote against the motion or abstain from voting on the motion) when called upon by the Chair.  The participant should state if they want their opposition or abstention noted with their name or just noted in the count of votes for, against, and abstentions. In-Camera Session • For the in-camera session of the meeting the Board Members will be moved to a Breakout Room within the conference call. Staff will remain in the main conference room and will not be able to hear the discussion in the breakout room. • When discussion is done, each person can leave/exit the breakout room (not the meeting) by selecting the option in the meeting controls (at the top or bottom of the window depending on your device). If someone can’t find this control, they can wait in the breakout room while others exit and the host will bring them back into the main conference room. Motions • Moving/Seconding a Motion

BOARD OF DIRECTORS MEETING February 9, 2023 10:00 am – 2:00 pm Via Video Conference AGENDA

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Welcome Review Meeting Processes Approval of the Agenda  Motion for Consideration: That the agenda for the February 9, 2023 meeting of the BC Games Society Board of Directors is approved as presented. Approval of the Minutes of the previous Board of Directors meeting  Motion for Consideration: That the Minutes of the October 20, 2022 meeting of the BC Games Society Board of Directors are approved as presented. Reports – Standing Committees and President and CEO Finance Committee Motions for Consideration:  That the financial report to December 31, 2022, including the statement for the Powering Potential Fund, is approved as presented. Board goes in-camera for Budget discussion.  That the Finance Committee Report is accepted as presented. Marketing and Communications Committee Motion for Consideration:  That the Marketing and Communications Committee report is accepted as presented. Sport Committee Motion for Consideration:  That the Sport Committee report is accepted as presented. President and CEO Motion for Consideration:  That the President and CEO report is accepted as presented . Games Updates a) Prince George 2022 BC Summer Games d) Quesnel 2024 BC Winter Games b) PEI 2023 Canada Winter Games e) Maple Ridge 2024 BC Summer Games c) Greater Vernon 2022 BC Winter Games Motion for Consideration:  That the Games Updates are accepted as presented. New Business Code of Conduct/Discipline Process Presentation Round Table Discussion  Opportunity to bring forward any items for discussion or future consideration. Board In-Camera Discussion Adjournment Motion for Consideration: That the February 9, 2023 meeting of the BC Games Society Board of Directors meeting is adjourned . Next meeting Annual General Meeting and Board Meeting Wednesday, May 10, 2023 (10:00 am) – In-person – Richmond Olympic Oval  Constitution and Bylaws Review Extraordinary General Meeting  Board Meeting Adjourned  Extraordinary General Meeting  Board Meeting Reconvened

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Board o f D irectors Meeti ng

Minutes from Previous Meeting

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 October 20, 2022

In Attendance : Jamey Paterson, Chair; Charles Bruce; Kylah Bryde; Francis Cheung; Chris Densmore; Wayne Naka (left at 1:05 pm); Veronica Planella (arrived at 10:15 am); Niki Remesz; Christine Ulmer. Regrets : Pamela Rai; Michelle Webster; Jim Martin; Kyle Todoruk Staff : Alison Noble; Irene Schell; Andrew Pitre; Adam Powell; Samantha Postle, David Conlin; Andres Marquez-Velasco; Kyler Nurmsoo The meeting was called to order at 10:01 am. It was noted that a quorum was in place with eight voting Board Members at the start of the meeting. Board Chair, Jamey Paterson, 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. Jamey welcomed the three new Board members to their first meeting: Francis Cheung who is the Chief Administrative Officer for the City of Langley and will be joining the Finance Committee; Chris Densmore who is a long-time sport administrator BC and was the former Executive Director of Volleyball BC; will be joining the Sport Committee; and Kylah Bryde who was the City Liaison to the Board for the Fort St. John 2020 BC Winter Games; Kylah will join the Marketing and Communications Committee. 1. Approval of Agenda MOTION: Remesz/Densmore That the Agenda for the October 20, 2022 meeting of the BC Games Society Board of Directors is approved as presented. CARRIED 2. Approval of Minutes Niki provided a few minor edits to staff to the Marketing and Communications Committee report. MOTION: Remesz/Bruce That the Minutes of the May 11, 2022 meeting of the BC Games Society Board of Directors are approved as amended. CARRIED UNAPPROVED MINUTES

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

Wayne reported on behalf of the Committee in Jim’s absence. He thanked Christine for doing double-duty by joining the Finance Committee after Breeanne stepdown from the Board and welcomed Francis to the Committee. The financial report to September 30, 2022, included the actuals in comparison to the budget, the Balance Sheet, and the Powering Potential Fund Report, which shows the reconciliation after the withdrawal of $400,000 and the anticipant withdrawals from the Powering Potential Fund as approved in the 2022/23 Budget. Wayne highlighted that the Finance Committee discussed some of the significant areas from the financial report: • A new layer of notes (A-F) has been added to provide some context to amounts in the actuals column. • The surplus of $597,109 showing as of Sept 30 does not include some significant revenues yet to be received. • External Transportation for the 2022 BC Summer Games is over budget, despite increasing this line item when the budget was revised in May. Transportation costs are increasing significantly and fuel surcharges are being added to the overall costs, which were over $50,000 for the 2022 BC Summer Games. o For the BC Winter Games in Greater Vernon this March, the travel budget has been adjusted and arrangements to reduce the numbers of flights and increase those being bussed will help to keep the costs in line. • Team BC – is showing more than double the budget. Team BC revenues and expenses offset each other within a fiscal year. The funds are held with viaSport and transferred as expenses are paid. An invoice will be sent to viaSport for $223,000 to net out what has been spent. Wayne noted that the Committee discussed the $175 registration fee for athletes, which does not cover the actual costs of our external transportation (approximate average: $400 per person). With the mandate from government to keep sport affordable, increasing the fee would have to be endorsed by the Minister; however, doing so would not put a dent in the overall external transportation costs; a significant fee increase would be needed to have an impact. At the Committee meeting Kyle updated on the requests to Treasury Board to access retained earnings (surplus from last fiscal to cover costs of the postponed BC Winter Games) and for software development. Sport and Creative Branch and Ministry Finance staff are spearheading these submissions and working to provide the Treasury Board with the information they need. Software Development Staff reported that after having engaged the prospective company to prepare documentation for the software development, they have provided a more specific estimate than was provided in their RFP submission. The good news is that the estimate came in close to the original estimate. Staff are confident that the company has a good understanding of the scope of the project.

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Based on the estimate, each organization (our society and the BC Seniors Games Society) would need to be prepared to provide up to $200,000 toward the project, which includes funds for two components that have not been fully costed out (volunteer scheduling and sport schedules) and a reasonable amount of contingency funds. Once both organizations’ boards have approved this project, a memorandum of understanding will be developed, including detailing that all costs are shared equally, and then a contract will be signed with the company and a timeline for development, testing, and implementation will be established. Wayne thanked staff on behalf of the Committee for their work in managing the finances. MOTION: Cheung/Remesz That the financial report to September 30, 2022, including the statement for the Powering Potential Fund, is approved as presented. CARRIED MOTION: Cheung/Bruce That the following is approved: • awarding of the RFP for the development of Games software to Caorda Web Solutions, in partnership with the BC Seniors Games Society, and • spending up to $200,000 on this project, contingent on: o receiving approval for use of our Retained Earnings, o approval of their portion of the expenditure by the BC Seniors Games Society, o signing of a memorandum of understanding with the BC Seniors Games Society, including that all costs are shared equally between the organizations, and o signing of a contract with Caorda Web Solutions. CARRIED MOTION: Cheung/Ulmer That the Finance Committee Report is accepted as presented. CARRIED b) Marketing and Communications Committee Niki reported that the Marketing and Communications Committee met by video conference call on September 21, 2022. Niki welcomed Kylah as a new member of the Committee and noted that Kylah brings an extensive background in recreation to the Board, having also had first-hand experience with the Games when she served as the City Liaison for the Fort St. John 2020 BC Winter Games. For the Prince George 2022 BC Summer Games, Global BC aired multiple stories and six live hits with Jay Janower, who also served as the Opening Ceremony Master of Ceremonies. Video production company Bamboo Shoots was in the community on behalf of Telus and produced four hours of community television, which will air in 2023 and the society will be given access to all raw footage to use. The stories will focus on box lacrosse and its Indigenous roots, girls rugby, and 3x3 basketball.

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The Niagara 2022 Canada Summer Games were very successful. Team BC’s Communications Mission Staff worked hard to tell the stories of Team; stories were picked up by media at the national, provincial, and local level. A new direction is being explored, seeking out the possibility of contracting a third-party web developer to create a website that will carry the Society into the future. Engagement with Canadian Tire and Costco in efforts to explore a potential partnership is underway, leveraging connections garnered through a successful Prince George 2022 BC Summer Games. With a presence in all upcoming host communities, partnerships with these companies is hoped to be reached. MOTION: Ulmer/Planella That the Marketing and Communications Committee Report is accepted as presented. CARRIED c) Sport Committee Staff reported on behalf of the Sport Committee Chair. In June 2022, the Sport Committee held an electronic vote to approve the Sport Package for the 2024 BC Winter Games as well as update to the Sport Package for the postponed Greater Vernon 2022 BC Winter Games. The postponement offered the opportunity for reflection for two sports, Diving (which has been on Conditional Core Sport status) decided to withdraw and will not return to the Games in 2024) and Speed Skating (which had a major event conflict with the new Games dates, as well as age group challenges) will not be in the Greater Vernon Games but return in 2024. The Sport Committee met on October 11, 2022 in order for staff to provide the results of the Core Sport review of summer sports following the 2022 BC Summer Games, as well as the review of those new sports that applied for inclusion in the Games. The review resulted in the following changes: Baseball returned to Core Sport status, Boys Softball will be removed from the Games, and Ultimate will be added as a new sport. Staff will meet with all sports to confirm their participation in the Games and will then submit a final draft of the Sport Package to the Sport Committee for approval. Highlights of the 2022 BC Summer Games include: • increases in female participation and female coaches • the athlete who was selected as the WR Bennett Award recipient had a 4 th place finish in the 2022 Canada Summer Games • 10 participants came from Bella Coola • wrestling had great success after several Games of struggling to meet the expectations of sports in Games • four sports were part of the coach mentorship program MOTION: Bruce/Planella That the Sport Committee Report be accepted as presented. CARRIED

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d) President and CEO Report Alison provided an overview of her written report.

• The Event Manager position was filled; the new staff will start in November. • Minister Mark attended both the Prince George 2022 BC Summer Games and the Niagara 2022 Canada Summer Games. In addition, the Sport Branch was represented at both Games. • With Minister Mark stepping away from her Ministerial role, our former Minister, Minister Beare, has been appointed. • Staff experienced several discipline issues at both the BC Summer Games (3) and Canada Summer Games (1). Through this some gaps within our materials and our processes have been identified. Staff are reviewing the Code of Conduct to find ways of making it more accessible and better understood and we are unpacking our Discipline Process to ensure all steps are clearly defined. This is all part of an over arching Culture of the Games focus for our Games as we continue to address any vulnerabilities and create a safe sport environment. • In follow-up to the meeting with Minister Mark in the spring, we were advised to send a letter to the Premier regarding our funding situation. As noted, our funding has remained status quo for 12 years, however, we have faced rising costs each year. Of note is our external transportation file in which expenses have increased approximately 27% over this same period. With our only guaranteed revenue from Athlete Fees ($175 per athlete), and our mandate to keep the Games affordable for all families, it has become more challenging to meet our budget and continue to deliver our services. Staff are working with the Sport Branch and Ministry staff to continue to put our case forward in the hopes that our society specifically and the provincial sport sector, in general, will get additional funding. • Staff are providing support to I•SPARC in identifying a BC community to enter into the bidding for 2027 North American Indigenous Games (NAIG). The opportunity to bid is limited to the Canadian Western Provinces and Territories (Yukon, NWT, BC, Alta, Sask) but only one community is invited to bid from each, therefore, the need for a ‘domestic bid process’ to select that BC community. MOTION: Remesz/Densmore That the President and CEO Report be 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 It is important to note that this was the first Games since February 2020. The local Friends of the Games (FOG) Directorate raised over a million dollars in cash and in-kind. They leveraged saleable assets unlike any community we have seen and brought in a significant number of sponsors to support these Games. Many of the beautiful sport venues in Prince George that existed in particular because of legacies from the 2015 Canada Winter Games, were used by these Games. However, with limited large-scale public lake access, multiple private properties had to be found to host some of the water sports.

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The Operations Manager was one the best we have seen at a Games. Her past work and community experience, incredible workload capacity, and amazing attention to detail ensured that there were few gaps between planning and implementation, and that Directors were well-supported. A second full-time staff position was filled with a younger, less experienced individual as a mentoring opportunity. Her energy, enthusiasm, and ability to learn quickly were tremendous assets. Prince George’s geographic location creates a challenging transportation scenario. As a result, participants were brought to the community a day early, most via direct-to accommodation travel on sport-specific buses. While this new model of travel worked extremely well, the significant travel needs resulted in a substantial cost to operate the 43 buses and 6 charter flights needed. Direct-to-accommodation travel on sport-specific buses meant that the accreditation of participants at their respective accommodation sites (rather than at one accreditation centre) made sense. Doing this for the first time enabled us to sort through logistics and create documents and resources; and we learned a lot despite some gaps in planning and implementation. A “Closing Celebration” street party-style event was piloted as a new concept to close out the Games, instead of a traditional Closing Ceremony. This to be more athlete coach friendly, was less demanding on volunteers, less costly, and facilitated the external transportation operations, while delivering a Games closure experience. Going forward, the Closing Celebration will be the practice when aligned appropriately with external transportation. In the coming weeks the host society’s audit will begin. At this time there has been no indication of the anticipated legacy amount; however, as mentioned above, the extraordinary sponsor recruitment suggests that there could be a significant legacy. Staff will be in Prince George the week of October 17 for meetings with each Director. This is an opportunity to gather ideas and suggestions from volunteers but also, and perhaps more importantly, bring closure to the 18-month planning process and relationship between staff and the key Games volunteers. b) Niagara 2022 Canada Summer Games Team BC recently returned from yet another incredibly successful Canada Games. These Games brought many unique aspects to it, especially given that they were postponed by one year. Most sports chose to increase their age eligibility by one year to ensure those athletes that were supposed to compete in 2021 still got their opportunity to compete in a Canada Games. From a performance perspective, Team BC once again had a very successful Games with a total of 128 medals (34 gold, 51 silver, and 43 bronze) - 3rd place overall. Considering our province has 13.63% of our country’s overall population and Team BC won 17.41% of the medals, that’s a significant achievement. Most importantly – there were some special moments and life-long memories created at these Games, Including the following: • Team BC boys’ box lacrosse won a gold medal in dramatic fashion in front of a packed house. • Team BC women’s rugby 7’s dominated every match of the tournament, eventually winning gold in front of hundreds of fans.

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• No Games happen without challenges, and these Games certainly had many. Our Mission Staff proved to be resilient and worked together to best support the athletes and coaches – led by a very strong Leadership Team of Chef de Mission Jennifer Scott and Assistant Chef de Mission Danielle Williams. Over the last month, a lot of time and energy has been put into debriefing our programming and operations, including surveying athletes and coaches, an in-person debrief session with Mission Staff, and individual debrief sessions with each PSO. c) PEI 2023 Canada Winter Games Team BC recently held the first Mission Staff Training camp for the PEI Mission Team, the first in-person meeting, led by the new Leadership Team of Chef de Mission Kurt Innes and Assistant Chef de Mission, Jennifer Falloon. The focus of the training camp was team building and providing an overview of the PEI Games and the roles and responsibilities that each team member will have. True Colors training was facilitated by former BC Games Society board member and Team BC Mission Staff, Laura Watson. The Leadership Team will be heading to PEI October 17-21 for the M2 Conference. This is the 2nd and final site visit before the Games. A unique challenge this year has been the timing of the Niagara Games which has conflicted with many of the usual planning timelines and milestones for the PEI Games. As a result, not a lot of information has been shared by the host society up to this point. We are expecting a very full agenda and a major download of updates and information that will then have to be passed onto our PSOs at the Team BC Coaches Meeting in November. d) Greater Vernon 2022 BC Winter Games Nicky Dunlop (President) and Cindy Masters (Vice- President) are new leaders who are committed and have started to actively engage in planning and communication. Three Directors stepped down after the Games postponement and two vacancies arose from Nicky and Cindy moving from Directors positions to President and Vice President. Directors continue to fill some Chair positions. Eight Greater Vernon Directors (including President and Vice President) attended the Prince George 2022 BC Summer Games, which was only made possible given the postponement of their Games. This provided an excellent opportunity to experience the Games-time environment, operational expectations, gain role clarity, and also provided team building opportunities. Greater Vernon is progressing well and has set some key milestone dates such as monthly board meetings, progress reports, torchlighting, and sport venue tour. Many of the volunteers that were registered prior to the postponement have been contacted and decided to stay on, while new volunteer recruitment events have started in the community to engage fresh volunteers. e) Quesnel 2024 BC Winter Games Quesnel has completed the board recruitment. The Nominations Committee included the Mayor, city staff, and the School District, with input from the Lhtako Dene Nation and support from President Brian Balkwill and Vice President Brenda Beatty. The engaged leadership, buy-in to the BC Games nominations process, and the fact that many ‘first asks’ to potential Directors were accepted show that community excitement is high.

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President Brian Balkwill and Vice President Brenda Beatty attended a portion of the Prince George 2022 BC Summer Games. This created good Games-time awareness and gave staff an opportunity to begin building relationships. The Sport Package for the Quesnel 2024 BC Winter Games was approved by the Sport Committee in June 2022. Initial sport venue assignments have been completed. There is sufficient hosting capacity in this community, however, four sports will be required to share the two secondary school gymnasiums, which is unprecedented. Staff and the President and CEO will travel to Quesnel October 25-28, 2022 for the Games and Guidelines. This first major milestone is to orient the Board and develop planning expectations. f) Maple Ridge 2024 BC Summer Games Upon the conclusion of the 2022 municipal elections, staff will connect with the mayor to initiate the Nominations Committee process and set an initial meeting for early 2023. This will be a unique board recruitment process given that a Board of Directors was previously in place for the cancelled 2020 BC Summer Games. The community leaders who were in director positions will be engaged in the nominations process and some may return as directors. Staff will arrange for a tour of proposed sport venues in the coming months, after the Sport Package for the Games has been approved. This is an important function to signal the start of Games planning, as it is the first major sport planning event with deliverables to PSOs. Staff will work with city staff to engage School District 42 officials in an early planning meeting once the nominations process is underway. A strong and positive working relationship with the school district will be integral to the success of these Games. City staff will also lead the process of early engagement with local Indigenous communities. The Katzie First Nation and Kwantlen First Nation are both hosting these Games on their land, meaning partnerships will be important to be formed with both nations. MOTION: Naka/Planella That the Games Updates are accepted as presented. CARRIED 5. New Business a) Games Attendance Christine, Jamey, and Jim spoke about their attendance at the Prince George 2022 BC Summer Games, highlighting the exciting Opening Ceremony with Jay Janower from Global BC as the emcee, presenting medals, seeing the carnival atmosphere of the Participant Special Events, and watching sport competitions. It was noted that merchandise sales is a challenging area for host societies.

Jamey spoke about his attendance at the Canada Summer Games in Niagara where he attended events and watched many sports and saw the spirit of Team BC rise to the occasion of the Games.

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b) Quesnel 2024 BC Winter Games - Naming Staff met with the Mayor to discuss his request to change the name of the Games to include Lhtako Dené. The next step will be to meet with the Chief and Council to discuss further. c) Bylaws Review Staff have looked at the constitution and bylaws with an eye to cleaning them up and tightening the language. The revisions have been reviewed by a lawyer to ensure they are aligned with the BC Societies Act. The key changes made include: Constitution

• Statements reworded for clarity • Sentences separated for clarity • Team BC reference added Bylaws • Sections renamed • Some re-ordering • Some rewording for clarification • Some sub-sections added

• Clarified references relating to online or video conference • Clarified how members become ‘not in good standing’ • Directors and members were used interchangeably. Changes made for clarity and consistency • Clarification made between Chair of the Board and Chair of a meeting or committee • added voting and non-voting member for clarification • add clarification on voting methods • Reference to the Public Sector Employers’ Council (PSEC) Secretariat added in relation to the President and CEO position An Extraordinary General Meeting will be held in conjunction with the February Board Meeting to adopt the revised constitution and bylaws. d) Culture of the Games The Culture of the Games module was rolled out for the 2022 BC Summer Games. Prior to the Games various individuals were asked to complete the module and provide feedback. These individuals included Board members, PSO and MSO representatives, athletes, and coaches. The feedback was extremely positive and it was evident that the objectives/key messages of the module were clear. While the requirement was that all participants complete the module, as it got closer to the Games it became impossible for staff to follow-up with sports regarding those who had not completed it. See below for completion statistics.

Completed COG

% Completed COG

Total Participants

Role

2082 164 139

92.2 89.6 89.7

ATH HCH ACH

2256 183 155

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80

81.6 57.7 54.2 100

AS

98

124

OFF PSO MTR Total

215

13

24

3

3

2934 88.8 In addition, the following was done in relation to the Culture of the Games for the 2022 BC Summer Games: • The Culture of the Games section of our website was revamped and added as a menu item • The Culture of the Games logo along with an intake/help line was added to all badges • A Culture of the Games one-pager was provided to all Directorates for the training/orientation session and was added to all Director/Chair training manuals on the inside front cover • Updated Games processes/policies were put in place • A contractor was engaged to manage the intake line during the Games The key audience for the module was the Games athletes (average age 14 years old), though all participants were required to complete it. For future Games the plan is to create different versions of the session to target different stakeholders (i.e.: athletes, coaches, Host Society Board of Directors; Games volunteers; parents; etc.). e) External Transportation Presentation Kyler provided an overview of the external transportation noting that the buses and flights are allocated and scheduled based on where the participants request transportation to/from. He noted that capacity is not just about people; it’s also about the luggage and sport competition equipment that has to be transported. As many and 40-45 buses are needed to bring participants to the community, these are then used by the host society for transportation during the Games. 6. In-Camera Discussion At 12:33 pm the Board Members and Alison went in-camera. Alison exited the in-camera session at 12:37 pm. The board exited the in-camera session at 1:26 pm. MOTION: Remesz/Densmore That the October 20, 2022 meeting of the BC Games Society Board of Directors is adjourned. CARRIED The Chair declared the meeting adjourned at 1:27 pm. Next Meeting: Thursday, February 9, 2023 (10:00 am). This will be an online meeting. 2605

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Board o f D irectors Meeti ng

Reports

Board o f D irectors Meeti ng

Finance Committee Report

MEMORANDUM

Our file: 1100-30 January 25, 2023

To:

BC Games Society Board

From:

Jim Martin, Chair, Finance Committee

Re: Finance Committee Report The Finance Committee met on January 20, 2023. The minutes are attached for reference. The financial report, included in the board meeting book, includes the following: • Financial Report to December 31, 2023 o The light blue and green columns show the actuals to December 31, 2022 in comparison to the 2022/23 budget (orange column). o The dark pink column shows what is anticipated for the 2022/23 year end (based on estimations through to March 31, 2023). • Balance Sheet to December 31, 2022 • Powering Potential Fund Report to September 30, 2022 o Reconciliation to December 31, and showing the final withdrawal in this fiscal year, which is in process and should be received in a few weeks. Financial Reports The Finance Committee reviewed the financial information noted above and discussed some of the significant areas: • The estimates to the year-end are reasonable and could still show additional savings. The anticipated $4,900 surplus is after allocating funds to the grant to the Quesnel 2024 BC Winter Games. Prepaying grants to host societies is really the only way the society can adjust for the ebb and flow of Games expenses. If additional surpluses are realized before the end of the fiscal year, they will also be allocated to the grant. • Most of the savings from this fiscal came from reduced staffing costs as we have not been up to the full complement until this fall, as well, External Transportation for Greater Vernon will be less than budgeted. • We need the savings captured in this fiscal to help with next fiscal’s budget – see further info below. • The Powering Potential Fund report was discussed, noting that after the withdrawals from the fund in this fiscal there will be approximately $173,000 remaining. It is anticipated that $56,000 will be needed next fiscal to pay for the equipment grants and awards, leaving approximately $115,000 in the PPF. Generally, $70,000 is needed each fiscal to cover these expenses. After the review of the financial report, the Board will go in-camera for the budget discussion with Alison and the Ministry staff. Motions for Consideration That the financial report to December 31, 2022, including the statement for the Powering Potential Fund, is approved as presented. That the Finance Committee Report is accepted as presented.

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BC GAMES SOCIETY PERPETUAL BUDGET PAST ACTUAL AND FUTURE EXPECTED

PERCENT OF BUDGET REC'D/SPENT

Anticipated to 03/31

Budget

ACTUAL - 1/29 DIFFERENCE

NOTES

ACTUAL ACTUAL - 3/31

Approved May 2022

2020/2021

2021/2022

2022/2023

2022/2023

2022/2023

2022/2023

2022/2023

22SM/22CSG/ 23CWG/22WN

22SM/22CSG/ 23CWG/22WN

22SM/22CSG/ 23CWG/22WN

22SM/22CSG/ 23CWG/22WN

22SM/22CSG/ 23CWG/22WN

20SM 22WN/22CSG

SUMMARY

Note 1

Note 2

General Operations Total Revenues Direct Games Expenses

2,370,232

2,237,346

3,420,776

3,640,080

385,304

106% 4,494,144

Operating Grants, less Returns Games operations costs

317,750 301,044 618,794 26.11%

565,000 78,728 643,728

185,000 2,036,251 2,221,251 64.93%

60,000

-125,000 -219,346 -344,346

32%

450,000

1,816,905 1,876,905

89% 2,536,150 84% 2,986,150

As a % of Total Revenues

Overhead

Salaries and Employee benefits (not Team BC)

737,411

736,449

946,100

716,718

-229,382

76%

999,186

Bad debts (recovery) Travel and Accommodation Professional Services

2,298 51,141 17,358 63,140 3,054 587,000 60,545 139,380 46,964

50,895 44,622 7,349 58,799 -1,165

124,000 51,000 11,500 96,500 23,500

78,137 15,370 5,621 62,960 9,020

-45,863 -35,630 -5,879 -33,540 -14,480 -14,682 -45,800 -20,000 -445,256

63% 30% 49% 65% 38% 70% 74% 50%

125,000 37,138 7,761 77,000 16,370 36,318 168,663 40,000

Computer and Software Maintenance

Office and Business

Board/Committee Administration

Contributions

Marketing

5,350

49,500 179,000 40,000 1,521,100 44.47%

34,818 133,200 20,000 1,075,844

Insurance, Leases, Utilities

143,808 50,929 1,256,299 56.15%

Amortization

1,708,293 72.07%

71% 1,507,436

As a % of Total Revenues

Total expenditures

2,327,087

1,900,027

3,742,351

2,952,749

-789,602

79% 4,493,586

Current year surplus / (deficit)

43,145

337,319

-321,575

687,331

1,008,907

559

Total Operating Surplus/(deficit) B/F

229,645 46,964 -71,487 248,268 62,322 9,165 71,487

248,268 50,929 -25,790 610,726 13,654 12,137 25,790

229,645 40,000 -18,000 -69,930

610,726 20,000

381,081 -20,000 18,000

266% 50%

0

Amortization

40,000

Capital Asset Additions during Year (see below) Total Operating Surplus / (deficit) C/F

0%

1,318,058

1,387,987

-1885%

40,559

Capital Asset Additions during Year Software & Computers

18,000

17,556 1,026 18,582

-444 1,026

98%

19,693 2,791 22,485

Bedding, Furniture & Equipment

Total Capital Costs

18,000

582

103%

Filed under O:\ADMINISTRATION\Finance - Section 5\Budgets\2023-24\ File Name Budget - Past Actual and Future Expected - 23-24 w Zero Budgets - Salary Esitmates 2.xlsx

Printed 2023-02-02

Page 2

BC GAMES SOCIETY PERPETUAL BUDGET PAST ACTUAL AND FUTURE EXPECTED

PERCENT OF BUDGET REC'D/SPENT

Anticipated to 03/31

Budget

ACTUAL - 1/29 DIFFERENCE

NOTES

ACTUAL ACTUAL - 3/31

Approved May 2022

2020/2021

2021/2022

2022/2023

2022/2023

2022/2023

2022/2023

2022/2023

22SM/22CSG/ 23CWG/22WN

22SM/22CSG/ 23CWG/22WN

22SM/22CSG/ 23CWG/22WN

22SM/22CSG/ 23CWG/22WN

22SM/22CSG/ 23CWG/22WN

20SM 22WN/22CSG

DETAILS REVENUES Grants from Province

Note 3

101 Ministry Grant - Operating 111 Ministry Grant - Additional Grants

2,002,500 10,000 118,958

2,002,500 10,000 158,087

2,002,500 10,000 250,000

2,012,500 21,000 457,034 354,354 2,844,888

10,000 11,000 207,034 354,354 582,388

100% 2,051,500

210% 183%

21,000 478,033 354,354

Note 4/Note A Note 5/Note B

112 Team BC

Note C

115 PSO Revenue

Total Grants from Province

2,131,458

2,170,587

2,262,500

126% 2,904,887

DETAILS REVENUES Sales of Goods & Services 107 Contractual Revenue 109 Miscellaneous Income

43,660

Note D

580 580

10,707 10,707

10,707 10,707

10,707 10,707

Total Sales of Goods & Services

43,660

0

0%

Partnerships

Note 6 Note 7

125 Corporate Partners

10,000 535,376

-10,000 -135,376

0%

16,000 535,376

134 Powering Potential Fund (BCASF)

400,000

75%

135 Donations 137 Suppliers

Total Funds from Partners

0

0

545,376

400,000

-145,376

73%

551,376

Misc.

102 Interest Earned

23,828

4,103 15,692

15,000

8,311

-6,689

55%

10,000

104 Gain (loss) on disposition of Capital Assets

Deferred Revenue from 2021/22

325,000 335,000

Total Misc.

8,311

-6,689

55%

23,828

19,795

15,000

Surplus Returns

Note 8

194 Surplus Return - Winter Games 195 Surplus Return - Summer Games

214,366

3,304

75,000 75,000

-75,000 -75,000 -166,000 19,274 19,274 385,304

0% 0%

150,000 150,000 166,000 376,174 542,174

Total Surplus Returns

214,366

3,304

0

Athlete Registration Fees

Note 9

103 Registration fees - Winter 105 Registration fees - Summer

166,000 356,900 522,900 3,420,776

0%

376,174 376,174 3,640,080

105% 72%

Total Athlete Registration Fees

0

0

Total Revenues

2,370,232

2,237,346

106% 4,494,144

Filed under O:\ADMINISTRATION\Finance - Section 5\Budgets\2023-24\ File Name Budget - Past Actual and Future Expected - 23-24 w Zero Budgets - Salary Esitmates 2.xlsx

Printed 2023-02-02

Page 3

BC GAMES SOCIETY PERPETUAL BUDGET PAST ACTUAL AND FUTURE EXPECTED

PERCENT OF BUDGET REC'D/SPENT

Anticipated to 03/31

Budget

ACTUAL - 1/29 DIFFERENCE

NOTES

ACTUAL ACTUAL - 3/31

Approved May 2022

2020/2021

2021/2022

2022/2023

2022/2023

2022/2023

2022/2023

2022/2023

22SM/22CSG/ 23CWG/22WN

22SM/22CSG/ 23CWG/22WN

22SM/22CSG/ 23CWG/22WN

22SM/22CSG/ 23CWG/22WN

22SM/22CSG/ 23CWG/22WN

20SM 22WN/22CSG

DETAILS EXPENSES Grants to Host Societies 8044 Year 1 Grant - Winter 8045 Year 1 Grant - Summer 8046 Year 2 Grant - Winter 8047 Year 2 Grant - Summer Games Operating Costs 5501 External Transport - Summer 5502 External Transport - Winter

Note 10 Note 11 Note 12 Note 13 Note 14 Note 14 Note 15 Note B Note 16

175,000

50,000

-50,000

0%

315,000

565,000

75,000 60,000 185,000 950,000 592,340 30,000 250,000 138,412

-75,000

0%

75,000 60,000 450,000

142,750 317,750

60,000 60,000

100% 32%

Total Grants to Host Societies

565,000

-125,000

1,013,629

63,629 -592,340 -30,000 468,303 -93,356 -33,886 -1,697 -219,346 -158,140 -18,946 0

107% 1,044,879

0% 0%

532,340

5503 Accessibility 5504 Team BC

16,418 159,262 12,861 46,610 2,840 237,990 454,046 114,114 3,812 50,005 621,976 21,987 8,908 6,852 41,207 28,503 2,086 4,417 114,473 18.4% 736,449 514

118,935 29,768 20,450 131,890 301,044 462,709 117,492 15,642 16,703 612,545 21,688 9,300 5,196 38,417 29,188 2,500 3,464 15,112 124,867 20.4% 737,411

718,303 45,055

287% 33%

821,942 75,374

5505 Games General Expenses 5506 Torch Maintenance 5508 Powering Potential Fund 5515 Sport Partner Services

0

Note 17

65,500 10,000

31,614 8,303

48% 83%

52,114 9,500

Total Games Operating Costs

2,036,251

1,816,905

89% 2,536,150

Salaries and Contractors 201 Staff - Base Salaries (not Team BC)

Note G Note G

640,000 125,100

481,860 106,154

75% 85%

792,013 151,621

2001 CEO - Base Salary 202 Casual Employees 204 Retroactive Pay 206 Vacation Pay 207 Contractor Fees 203 Overtime

2,000

-2,000

0% 0%

500

-500

5,000

-5,000

0%

3,500

Total Salaries and Contractors

588,014

-184,586

76%

947,134

772,600

Employee Benefits 301 Canada Pension (not Team BC) 302 EI Employer Portion (not Team BC)

Note G Note G Note G

33,500 9,300 8,000 58,000 31,000 4,000 6,000 23,700 173,500 22.5% 946,100

23,167 9,056 5,816 40,552 25,985 1,513 1,760 20,855 128,704 21.9% 716,718

-10,333

69% 97% 73% 70% 84% 38% 29% 88% 74%

-244

-2,184 -17,448 -5,015 -2,487 -4,240 -2,845 -44,796 24.3% -229,382

303 Employer Health Tax

304 Group insurance (not Team BC) 305 RSP - Vested (not Team BC)

49,552

Note G

306 Health Development 307 WorkSafe BC 308 RSP - Non-vested

2,500

Note G

Note 18, Note G

Total Employee Benefits

52,052

5.5%

Total Salaries, Contractors and Employee Benefits

76%

999,186

Filed under O:\ADMINISTRATION\Finance - Section 5\Budgets\2023-24\ File Name Budget - Past Actual and Future Expected - 23-24 w Zero Budgets - Salary Esitmates 2.xlsx

Printed 2023-02-02

Page 4

BC GAMES SOCIETY PERPETUAL BUDGET PAST ACTUAL AND FUTURE EXPECTED

PERCENT OF BUDGET REC'D/SPENT

Anticipated to 03/31

Budget

ACTUAL - 1/29 DIFFERENCE

NOTES

ACTUAL ACTUAL - 3/31

Approved May 2022

2020/2021

2021/2022

2022/2023

2022/2023

2022/2023

2022/2023

2022/2023

22SM/22CSG/ 23CWG/22WN

22SM/22CSG/ 23CWG/22WN

22SM/22CSG/ 23CWG/22WN

22SM/22CSG/ 23CWG/22WN

22SM/22CSG/ 23CWG/22WN

20SM 22WN/22CSG

DETAILS EXPENSES Travel and Accommodation 1001 Air Travel

1,682

21,487 4,505 1,421 11,205

45,000 17,000 2,000 35,000 3,000 3,800 15,000 1,000 2,200 124,000 10,000 10,000 1,000 51,000 1,500 10,000 11,500 6,000 10,000 15,000 12,000 10,000 15,000 26,000 2,500 96,500 30,000

31,220 8,204 2,693 19,136 2,021 11,655 1,343 1,866 78,137

-13,780 -8,796 -15,864 -3,000 -1,779 -3,345 693

69% 48%

46,800 17,000 3,300 35,000 4,100 15,000 1,600 2,200 125,000

1002 Per Diem

255 180 604

1003 Mileage / Parking 1004 Accommodation 1005 Miscellaneous

135% 55%

2,629

679

0%

1006 Taxis

69

1,724 7,769 1,260

53% 78%

1010 Rental Cars 1011 Ferries 1012 Gas/Fuel

405

-3,661

343 -334

134% 85% 63%

135

845

Total Travel and Accommodation

2,298

50,895

-45,863

Professional Services 2005 External Accountants 2006 Economic Impact Studies 2009 Audit & Legal

15,753

18,600

11,730

-18,270

39%

25,000

10,320

11,713 8,235 6,074 44,622

2,502 8,028 -6,890 15,370

-7,499 -1,972 -7,890 -35,630

25% 80%

11,000 8,028 -6,890 37,138

Note 19

2011 Human Resources 2014 Miscellaneous

25,069 51,141 3,828 13,530 17,358

-689%

Note 20/Note E

Total Professional Services

30%

Computer Software and Maintenance 2504 Maintenance

749

811

-689

54% 48% 49% 35% 33% 78%

950

2505 Maintenance Contract

6,600 7,349

4,811 5,621

-5,190 -5,879

6,811 7,761

Total Computer Software and Maintenance

Office and Business 3001 Office Supplies

2,531

1,961

2,123 3,264 11,626

-3,877 -6,736 -3,374 -11,250 -7,166 5,650 -7,560

3,000 6,000 13,750

3002 Postage

863

888

3003 Office Expenses 3007 Staff Training 3099 Capital Loss 3010 Business Expenses 3021 Office Technology 3022 Service Charges 3011 GST

13,694 4,176

17,326 1,640 2,722 8,671 23,260 2,332 58,799

750

6%

750

599 394

2,834 20,650 18,440 3,272 62,960

28% 138% 71% 131% 65%

4,800 25,000 20,000 3,700 77,000

11,258 27,092 2,533 63,140

Note 21

772

Total Office and Business

-33,540

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Printed 2023-02-02

Page 5

BC GAMES SOCIETY PERPETUAL BUDGET PAST ACTUAL AND FUTURE EXPECTED

PERCENT OF BUDGET REC'D/SPENT

Anticipated to 03/31

Budget

ACTUAL - 1/29 DIFFERENCE

NOTES

ACTUAL ACTUAL - 3/31

Approved May 2022

2020/2021

2021/2022

2022/2023

2022/2023

2022/2023

2022/2023

2022/2023

22SM/22CSG/ 23CWG/22WN

22SM/22CSG/ 23CWG/22WN

22SM/22CSG/ 23CWG/22WN

22SM/22CSG/ 23CWG/22WN

22SM/22CSG/ 23CWG/22WN

20SM 22WN/22CSG

DETAILS EXPENSES Board/Committee Administration 3020 Misc. Board/Committee Expenses 3017 Board Member Expenses - Meetings 3018 Board Member Expenses - Events 3019 Board/Committee Meeting Administration

2,606

1,301 -2,937

1,000 15,000 6,500 1,000 23,500

1,599 4,071 2,304 1,046 9,020

599

160% 27% 35% 105% 38%

1,599 4,071 9,654 1,046 16,370

Note 22

-10,929 -4,196

448

472

46

Total Board/Committee Administration

3,054

-1,165

-14,480

Contributions 3501 Contributions to Powering Potential Fund

587,000 587,000 35,137 2,932 4,568 9,038 8,644

0 0

0 0

0% 0%

Total Contributions

0

0

0

Marketing 4001 Partner Services 4009 Publications/Printing 4013 Promotional Items 4014 Promotional Campaigns 4012 Licences

75

7,000 8,000 3,500 5,000 5,000

3,648 3,149 4,882

-3,352 -4,851 1,382 -4,450 -4,269

52% 39%

3,648 3,649 5,882

5,370 2,924 4,103 11,536 -18,658 12,455 97,858 24,417 9,078 143,808 5,350

139% 11% 15% 104% 70%

550 731

550 731

Note 23

4016 Miscellaneous

226

21,000 49,500

21,858 34,818

858

21,858 36,318

Total Marketing

60,545

-14,682

Insurance, Leases, Utilities 5002 Insurance - Property/Liability

Note 24

12,082 91,414 26,175 9,709 139,380

30,000 110,000 29,000 10,000 179,000

27,018 82,419 19,824 3,939 133,200

-2,982 -27,581 -9,176 -6,061 -45,800

90% 75% 68% 39% 74%

30,000 102,000 26,724

5003 Rent and Utilities

5004 Telephone

5005 Equipment Leases

9,939

Total Insurance, Leases, Utilities

168,663

Filed under O:\ADMINISTRATION\Finance - Section 5\Budgets\2023-24\ File Name Budget - Past Actual and Future Expected - 23-24 w Zero Budgets - Salary Esitmates 2.xlsx

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