October 22, 2025 Board Meeting Book

BC Games Society

Board of Directors Meeting October 22 , 202 5

Our Vision

We strive to inspire exceptional experiences through sport.

BOARD OF DIRECTORS MEETING October 22, 2025 Approx. 10:00 am – 1:00 pm

via Zoom AGENDA

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Welcome Introductions Approval of the Agenda  Motion for Consideration: That the agenda for the October 22, 2025 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 May 21, 2025 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 September 30, 2025, including the Powering Potential Fund and Team BC reports, is approved as presented  That the Terms of Reference for the Finance Committee be approved as presented.  That the recommendations from the RFP Review Committee and the Finance Committee are accepted: that the contract for accounting services for a period of approximately three-and-a half years (commencing on November 15, 2025 with the bookkeeping and month end for October 2025 and concluding with the completion of the society’s audit file preparations for the 2028/29 fiscal year audit.), is awarded to ____________.  That the sections of the Financial Administration Manual requiring Board approval, as outlined in section 1.2, are approved as presented. (Not included in the Board Meeting Book; pre-circulated on October 10, 2025).  That the Finance Committee report is accepted as presented. Marketing and Communications Committee Motion for Consideration:  That the Terms of Reference for the Marketing and Communications Committee be approved as presented.  That the Marketing and Communications Committee report is accepted as presented. Sport Committee Motion for Consideration:  That the Terms of Reference for the Sport Committee is approved as presented.  That the Core Sport Policy for 2028 is approved as presented.  That the Sport Committee report is accepted as presented. President and CEO Motions for Consideration:  That the President and CEO report is accepted as presented . Games Updates a) Maple Ridge 2024 BC Summer Games (verbal) b) St John’s 2025 Canada Summer Games c) Trail-Rossland 2026 BC Winter Games d) Kelowna 2026 BC Summer Games e) Kamloops 2028 BC Winter Games and Penticton 2028 BC Summer Games (verbal) Motion for Consideration:  That the Games Updates are accepted as presented.

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New Business

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 Policy Review

Motions for Consideration: o That the sections of the Staff Handbook noted as requiring Board Approval are approved as presented.  Diversity, Equity, and Inclusion Statement  Compensation Statement  Parental Leave Policy o That the Whistleblower Policy is approved as presented. o That the Standards of Business Conduct Policy and Board Confidentiality Policy are rescinded. o That the Standards of Conduct document is approved as presented.  Size & Scope  Software Development Round Table Discussion  Opportunity to bring forward any items for discussion or future consideration. Board In-Camera Discussion Adjournment Motion for Consideration: That the October 22, 2025 meeting of the BC Games Society Board of Directors meeting is adjourned . Next meeting: February 12, 2026 – 10:00 am via Zoom

Board o f Directors Meeting

Minutes from Previous Meeting

Our Mission

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.

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 May 21, 2025 Richmond Olympic Oval, Richmond BC

In Attendance : Board Members : Niki Remesz, Chair; Charlie Bruce; Kylah Bryde; Francis Cheung; Lisa Craik; Sue Griffin; Wayne Naka; Veronica Planella; Doug Ross; Amy Schneider; Janet Stewart, Mindy Stroet; Christine Ulmer; Latasha Williams

Guests : Josh Olson

Staff : Irene Schell; Andrew Pitre; Kyler Nurmsoo; Jarret Poitras; Juli Prokopchuk Brattan; David Conlin; Andres Marquez-Velasco; Samantha Postle; Riki-Lee Jessup

Regrets : Alison Noble, Buzz Manuel

UNAPPROVED MINUTES

Board Chair, Niki Remesz, called the meeting to order at 10:51 am

At the start of the meeting, 13 voting members were in attendance; a quorum was present.

Niki welcomed everyone and acknowledged that the meeting was being held on the unceded traditional territory of the Musqueam people.

Niki officially welcomed our newest Board Members who are attending their first meeting in-person - Janet Stewart and Latasha Williams.

Niki announced that the terms for incoming Board members - Maxine Blennerhasset, Clint Hamilton, and Josh OIson - will begin on June 30. Niki welcomed Josh who was able to join today’s meeting as an observer. Niki congratulated two Board Members for their achievements: • Buzz for being named as an Aboriginal Apprentice Coach for Team BC Lacrosse at the Canada Summer Games. A great honour and well-deserved. • Francis for being awarded the King Charles III Coronation Medal. An award to deserving individuals who have made a significant contribution to Canada or a particular Province, territory, region or community.

As well, Niki congratulated Juli who was named to the National Team for Dragon Boat Racing and will compete in Germany at the World Dragon Boat Racing Championships.

Niki facilitated round-table introductions of Board members and staff.

BC Games Society Board Meeting Minutes – May 21, 2025

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1. Approval of Agenda

MOTION: Griffin/Craik That the Agenda for the May 21, 2025 meeting of the BC Games Society Board of Directors is approved as presented. CARRIED

2. Approval of Minutes

MOTION: Ulmer/Cheung That the Minutes of the February 12, 2025 meeting of the BC Games Society Board of Directors are approved as presented.

CARRIED

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

Francis reported on the Finance Committee meeting that was held on May 15, 2025. He thanked Wayne for his work on the committee, our Board, and for his many roles in many Games over many, many years.

The pre-circulated financial report included: o

Budget to Actual Comparison to April 29, 2025 o Powering Potential Fund (PPF) Report to March 31, 2025 and Proposed Withdrawals from PPF in 2025/26 o Team BC Report to April 29, 2025 o Balance Sheet at April 29, 2025

Francis pointed out that with only one month into the fiscal year, there has not been a lot of spending to date, as expected. In early May 25% of the government grant was received.

2025/26 Budget It was noted that when the 2025/26 budget was approved in February the direction from government was to use the unrestricted cash of $315,000 in Retained Earnings and the remaining $597,000 deficit was to be covered by contingency funding from government (as well as $900,000+ in each of the following two fiscals to cover the anticipated deficits in those years). In March, notice was received that none of the contingency funding would be provided and the society had to balance the 2025/26 budget without any additional funds. The 2025/26 budget was updated to achieve this by: o Adding the agreed upon collection of software development funds from the BC Seniors Games Society ($110,000) o Adding the now known surplus from the Maple Ridge 2024 BC Summer Games ($43,000) o Withdrawing from the Powering Potential Fund ($470,000) o Adjusting some expense items It was noted that after the 2025/26 fiscal, the Retained Earnings would be completely depleted and while there are still funds in the Powering Potential Fund, in order to continue providing the grants and awards, the PPF will need to be retained as $72,000 is needed for each Games for these purposes.

The RFP reports for the Auditor and the Bus Contractor were presented.

BC Games Society Board Meeting Minutes – May 21, 2025

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MOTION: Cheung/Griffin That the financial report to April 29, 2025, which includes the Powering Potential Fund and Team BC reports, is approved as presented. CARRIED MOTION: Cheung/Stewart That the proposed withdrawals from the Powering Potential Fund are accepted as presented. CARRIED

MOTION: Griffin/Craik That the Revised Budget for 2025/26 be accepted as presented.

CARRIED

MOTION: Cheung/Ross That the recommendations from the Auditor RFP Review Committee and the Finance Committee are accepted: that the contract for audit services for fiscal years ending 2026 to 2030, which includes five BC Games Society audits (2025/26 to 2029/30) and four host society audits (2026 and 2028 BC Winter and BC Summer Games), is awarded to Dusanj & Wirk subject to approval of the Auditor General and Minister of Finance. CARRIED The motion to appoint the auditor for the 2025/2026 was not passed at the 2025 AGM because the motion on the RFP (above) had not been passed. The Board must now appoint the auditor for the next fiscal year end (this is done at each AGM for the following fiscal year). MOTION: Cheung/Griffin That the appointment of the Society’s Auditors for the fiscal year 2025/2026 is awarded to Dusanj & Wirk subject to approval of the awarding of the RFP by the Auditor General and Minister of Finance. CARRIED MOTION: Cheung/Craik That the recommendation from the Bus Contractor RFP Review Committee is accepted and presented to the Board for consideration at the May 21, 2025 Board Meeting: that Prince George Transit dba PWTransit Canada is named as the Charter Bus Contractor for the 2026 Games cycle, which includes the Trail-Rossland 2026 BC Winter Games and the Kelowna 2026 BC Summer Games. CARRIED

MOTION: Cheung/Planella That the Finance Committee Report is approved as presented.

CARRIED

b) Marketing and Communications Committee Christine reported on the Marketing and Communications Committee meeting on May 5, 2025.

It was noted that a draft partnership proposal has been created for Pacific Coastal Airlines and will be presented as part of efforts to grow revenue through partnerships. The committee praised the proposal and provided actionable feedback that can be reflected on future proposals.

BC Games Society Board Meeting Minutes – May 21, 2025

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The revamped Team BC website will launch in the coming weeks with a two- week “soft launch” period for Board members and PSO partners to review, followed by a “hard launch” aimed to drive increased attention and traffic to the site. It was noted that a Website Committee that includes Board Members and staff has been formed to assist with then review of the sites. It was reported that new BC Winter and BC Summer Games-specific Instagram accounts have been created and will soon be rolled out, aiming to increase clarity for our audiences and raise engagement across all accounts. This will allow for more effective cross-promotion while main taining oversight of our host societies’ social media presence. In addition, BC Games and Team BC will no longer be on Twitter/X due to a rapid decline in audience and engagement, along with a lack of interest for presence from recent host societies.

MOTION: Ulmer/Craik That the Marketing and Communications Committee Report is accepted as presented.

CARRIED

c) Sport Committee Sue reported that the Sport Committee had not met but received updates noted below from staff. The next Sport Committee meeting is scheduled for June. BC Summer Games The Sport Package for the 2026 BC Summer Games that was originally presented and approved at the October 2024 Sport Committee meeting has undergone some changes. Both 3x3 Basketball and Equestrian (including Equestrian-Para) have withdrawn. These sports were previously on Conditional Core Sport status following the 2024 BC Summer Games, due to challenges in alignment with the Games’ structure and objectives. Subsequent meetings with both Provincial Sport Organizations (PSOs) allowed for open and transparent conversations. As a result, both sports agreed that it was in their best interest to withdraw from the Games. An updated Sport Package for the Kelowna 2026 BC Summer Games is attached. Early planning for the 2026 BC Summer Games is now underway. Initial planning meetings have been held with most sports, and technical packages, Memorandums of Understanding (MOUs), and Partnership Agreements are beginning to be submitted. BC Winter Games Winter sport partners have shown strong engagement and commitment to the Trail-Rossland 2026 BC Winter Games. Thirteen of sixteen PSOs are confirmed to attend Host Community Sport Meeting, taking place May 23-24, 2025. Provincial Advisors will travel to the community for two days of venue tours, in-person meetings with local Sport Chairs, and sport-specific planning. This approach fosters collaboration between provincial and local sport partners and helps strengthen community ties through the Games. Staff continue to maintain strong relationships with sport partners. Typical administrative tasks, such as finalizing technical packages and signing PSO MOUs and Partnership Agreements, are progressing well this spring.

BC Games Society Board Meeting Minutes – May 21, 2025

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Coaching Development Opportunities In partnership with viaSport —British Columbia’s lead organization for coach development— the BC Games Society will pilot a new Coach Evaluator Initiative at the 2026 BC Winter and BC Summer Games. Select Provincial and Disability Sport Organizations may be eligible for funding to support the observation component of the National Coaching Certification Program (NCCP). This initiative allows targeted coaches to be observed during the Games and work toward achieving NCCP Competition Introduction certified status. Eligible sports will apply through an expression of interest process. Approved sports may access Powering Potential Fund dollars to offset costs typically borne by PSOs or individual coaches, including hiring Learning Facilitators (those conducting coach assessments) or covering certification fees. viaSport is providing strategic oversight, promoting the initiative to PSOs, and facilitating access to Master Coach Developers (multi-sport coach observers). In addition, the viaSport Coach Mentorship Program will continue for the 2026 Games-cycle, offering structured mentorship opportunities. Together, these initiatives offer valuable pathways for coaching development and may help PSOs attract and retain quality coaches. Niki noted that she and Alison I met with our Minister on May 13 for a virtual check-in. The Minister was very engaging and spoke highly of the Games and their value in the province. Our fiscal reality, the Size & Scope project, and future opportunities for his participation were discussed. The Minister is committed to advocating for the BC Games and the work we do. It was noted that Adam Powell, Games Manager, has left the Society after 5 years to take a position with FIFA in Toronto. Alison has decided to take some time to realign the position description for this role before posting for this position in the coming months. Niki noted that the Society continues to have challenges with our budget as costs are escalating, however, funding remains static. Staff are working closely with our government partners in the Ministry to strategize on next steps to manage cost pressures and maximize revenue generating opportunities. Niki and Francis were part of another round of Board recruitment that had 14 applications for the three vacant positions. As noted earlier in the meeting, Maxine, Josh, and Clint will join the Board at the end of June. As well, Janet, Buzz, and Latasha have had their terms extended. Of course, we are not able to welcome new members without saying goodbye to others as Wayne, Charlie, and Veronica step down after 6 years of service. d) President and CEO Report With Alison away to attend to personal matters, Niki reported on her behalf. MOTION: Griffin/Planella That the Sport Committee Report be accepted as presented.

CARRIED

BC Games Society Board Meeting Minutes – May 21, 2025

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Staff took a proactive approach working with BC Soccer after their decision to exit the Games effective immediately (they will not participate in the Kelowna 2026 BC Summer Games). Soccer has been in Games since the beginning (1978); it is unfortunate that future generations of their athletes will not have access to the Games. Staff worked very closely with BC Soccer for a number of months, with a goal of developing a joint release to explain their rationale for this decision. The initial versions were solely focused on ‘safe sport’ issues at the Games, which were inaccurate and carried a great reputational risk for our Society. We are hopeful a final version, that is more respectful for both organizations, will soon be available. The robust systems that have been implemented with respect to delivering education and awareness programs for Code of Conduct and Culture of the Games expectations as well as managing discipline challenges that arise from infractions are leading the way. Few, if any, other Provincial and Territorial Games have implemented anything close to this. We look forward to sharing our systems with others to ensure safe sport for all.

MOTION: Griffin/Bryde 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) Maple Ridge 2024 BC Summer Games Staff noted that the Games Vice President is leading the Legacy process to distribute just over $90,000.

b) St. John’s 2025 Canada Summer Games With 78 days to go until the Games, planning and preparations are moving forward at a fast rate.

Continued support is being provided to the participating PSOs during a busy period of athlete and coach selection as well as many pre-Games training camps and competitions. Mission Staff will be closely engaged with their assigned sports over the next three months to ensure the sports have all the information and details necessary to support Games preparation. The Canada Games Council recently launched the participant registration process, of which our BC Games Society staff will be sharing the duties of tracking and ensuring completion of all required data over the next three months. The registration process closes on July 2. Team BC and CSI Pacific recently hosted the first of four Games Prep Program webinars – featuring three Olympic, Paralympic, and Pan American athletes that also competed in a past Canada Games. They shared personal highlights of their Canada Games experience and provided insightful tips and recommendations to over 70 prospective Canada Games athletes and coaches. Included in the panel were Emma Entzminger (Softball – Tokyo 2020), Joel Ewart (Wheelchair Rugby – Paris 2024), and Kristin Henry (Rowing - Toronto 2015). The remaining webinars will be held over the next three months. The full ceremonial uniform kit has now been finalized and the contractor is currently working with suppliers throughout the printing and packaging process. A limited edition customized Indigenous design with a local Indigenous artist is also being finalized to be featured on a key piece of our ceremonial uniform kit, as well as being part of our pin-trading package. An official unveiling of the ceremonial uniform kit and Indigenous design will be made in July.

BC Games Society Board Meeting Minutes – May 21, 2025

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The Team BC Leadership team will be in attendance at the final preparation meeting in St. John’s May 13-16. This a major milestone as the host society is expected to have all venues complete and all functional areas ready to host a Games. Following this, all updates and information will be presented to the PSOs at the Team BC Coaches Meeting on June 14, with each sport expected to have their Games coaches and managers in attendance for this last in-person meeting before the Games. The second and final Mission Staff Training Camp will be held July 18-20 in White Rock. The focus will be on team building, providing updates and training on all functional areas, clearly communicating roles, responsibilities, and expectations, and scenario-based training for crisis management, emergency preparedness, and other challenges around the multi-sport Games environment. c) Trail-Rossland 2026 BC Winter Games Chair recruitment is now 95% complete. Enthusiasm amongst the Board members and Chairs is high as they undertake their planning for the Games. Directorates are looking at their needs for their Games-time operations and identifying possible venues. A successful first Volunteer Management Chair meeting was held. This session is a critical element in the Games planning as it aids in laying the foundation for the volunteer management process for the Games. The Volunteer Management Chairs will now be able to guide their respective Directorates in the placement of their volunteers. Planning continues for the Host Community Sport Meeting and Key Volunteer Rally, which will be held on May 23 and 24. The Host Community Sport Meeting will see Provincial Advisors in attendance and will provide an important opportunity for the local Sport Chairs to meet and begin planning their respective sport competitions. The Key Volunteer Rally will be an evening of recognition as the host society will present each Director and Chair (the Key Volunteers) with a gift in appreciation for their commitment to the Games. Combining the two events generates momentum and the environment for building the connections in the community that come from a multi-sport Games. We are excited that Wayne Naka will be joining us for the Key Volunteer Rally and bringing remarks on behalf of the BC Games Society. A little behind the recommended timeline, the Board is just about to begin the budget process. Each Director is given the task of working through their individual budgets by thinking through their plans and obtaining quotes. The goal is to finalize the budget by the end of June. Posting for the Operations Manager position was successful with a significant number of applications received. The interview panel-consisting of the President, Vice President, Director of Administration, and another Director with HR experience-short-listed ten applicant for deeper review and will further short-list for the interviews to take place in mid-May. d) Kelowna 2026 BC Summer Games The Nominations Committee has successfully recruited a host society President, Vice President, and 14 Directors, one Director position (Technology) is still outstanding but is targeted to be filled prior to the Games and Guidelines session in late May. Council endorsement of the Board was given on April 28. Staff met virtually with the host society President Devin Rubadeau and Vice President Gail Given in late April for a “meet and greet” and an opportunity to discuss the Games planning timeline through early fall. This included setting the date for the Games and Guidelines session and discussing other upcoming meetings and events, including the One Year to Go event.

BC Games Society Board Meeting Minutes – May 21, 2025

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Staff spent two days touring sport facilities in Kelowna with city and school district staff in late March. This is an important step in being able to determine the suitability of venues and where there may be challenges, prior to allocating venues to each sport. Some challenges do exist; in particular, open water access will be challenging for our 5 lake sports due to heavy recreational boating that occurs on the Kelowna-area lakes, and the two aquatic sports may be required to share a facility due to technical requirements, which last occurred in Prince George and is not ideal. Other sports are well suited with excellent venues. School district facilities were also toured, and air conditioning units were noted and confirmed to be present at schools, which will be necessary to mitigate some of the high heat challenges that are expected in a typical Okanagan summer. Staff will travel to Kelowna for the Games and Guidelines session on Tuesday, May 27 to orient the Board of Directors, followed by two days of individual meetings with each Director to provide further information on their role. Host society President Devin has set the first Board meeting for June 18. It is positive to have a President willing to work with staff and set planning milestones well in advance - a good indicator of a collaborative relationship with host society leadership. e) Kamloops 2028 BC Winter Games and Penticton 2028 BC Summer Games Funding agreements for holding funds in trust for the host society are in place for these Games. It was also noted that the Penticton track requires significant repairs and upgrades; the city is looking to see if this is possible.

MOTION: Stroet/Ross That the Games Updates are accepted as presented.

CARRIED

5. New Business

a) Policy Review As discussed at the February Board meeting, the Board reviewed the new policy structure, which will streamline the multitude of documents that in the past were called policies and provide clarity in the flow from the foundational documents (such as the Constitution and Bylaws), outline how documents are developed and maintained, and establish where authority lies for approval.

As policies require Board approval, the restructuring ensures documents that aren’t policies are nimble and accessible to staff to edit/update to meet the needs as Games planning is underway.

Once finalized the structure and documents will be available on the new BC Games website.

MOTION: Grifin/Bryde That the Document Structure is approved as presented.

CARRIED

MOTION: Craik/Stewart That the Guiding Principles are approved as presented.

CARRIED

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MOTION: Williams/Ulmer That all policies, procedures, processes previously approved by the Board be rescinded, except the documents listed below, which will remain in place as previously approved by the Board until such time that they are presented for re-approval. • The policies/documents not rescinded include only the following: Core Sport Policy (current, which is for the 2026 Games), Board Confidentiality and Standards of Business Conduct, Staff Handbook, Financial Administration Manual, Travel Reimbursement Policy, Signature Use Policy, Use and Management of PPF Policy, Appeals Procedures, and Whistleblower Policy. CARRIED MOTION: Stroet/Craik That the Criminal Records Check and Vulnerable Sector Policy are approved as presented. CARRIED MOTION: Craik/Williams That the Committee Terms of Reference template is accepted as presented. Further, staff are directed to utilize this template for the development of all committee terms of reference so that there is consistency in the operations of the society’s committees . CARRIED b) BC Games Cauldron The development of the cauldron with Camosun Innovates has entered phase six with molds for the artistic designs fabricated and delivered in April. The artist, Jamin Zurovski, who designed the artwork for the handheld torches, will be doing a similar cedar weave for the cauldron to allow for continuity. The project is on track for the planned completion at the end of August. Currently parts are being sourced and the focus is on manufacturing in accordance with provincial propane certification requirements. The cauldron will be certified at a level that will not require individual communities to have it inspected or re-certified. Intertek is the company overseeing the manufacturing from a certification standpoint. Current estimates still have the project well within the original budget. Phase seven (final testing) is scheduled to take place throughout June and July and staff will be in attendance during this phase to ensure the final product meets expectations and anticipated use at the Games. Emphasis has been placed on the unit being mobile and easily transported to ensure host societies can do so, with as few resources as possible. The partnership with Camosun Innovates creates opportunities for student learning. It was discussed that the release about the cauldron could include this and highlight the impact of the Games through partnerships with others, capitalizing on their expertise. c) Size & Scope Staff continue to work on the Size & Scope process, with the support of the Steering Committee and an external contractor. In March 2025, all PSO and DSO partners in the BC Winter and BC Summer Games were provided the opportunity to submit their input regarding several recommendations from the Size & Scope Contractor. The recommendations included: • Ensure at least 50% of the maximum athlete allocation per zone is met in 7 of 8 zones (from 6 of 8 zones currently) • Change LTD alignment to Train to Train only (eliminate Learn to Train)

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• Restrict athletes to one BC Games experience per sport (no more second Games attendance) • Reduce wildcard allocation on a sport-by-sport basis (conceptualized a standard maximum across all sports of 15% or another percentage) • Limit replacement teams to one per Games per sport It was discussed that having the Contractor lead the discussions with the sports and make the recommendations, allows tough questions to be asked of sports and their involvement in the Games while protecting our relationship with the sports. Thirty responses were received, providing good feedback on each recommendation. In addition, the Contractor conducted interviews with several sports who had requested follow-up. As an outcome of the survey and those conversations with sports, the Contractor has recommended the following changes to the Core Sport Policy: 1. Province-Wide Participation and PSO Distribution a. Sports must include participation from 6 of 8 zones, of which at least two are from Zones 1, 7, or 8, to support true province-wide representation. b. Where necessary, combined teams from a maximum of two under-represented zones (e.g., Zones 7 and 8) may be permitted to meet participation requirements. c. No single PSO should account for more than 8% of BC Games athletes, ensuring balance and equitable representation across all sports. 2. Long-Term Development a. Restrict BC Games participation to athletes in the Train to Train stage, marking the entry point to the Podium Pathway. b. Age ranges may differ for male and female athletes, reflecting gender-specific pathways. c. PSOs may request a technical package modification to allow for Learn to Train (L2T) athletes only where stage-specific facility or equipment limitations exist. 3. Second Games Attendance a. Restrict athletes to one BC Games experience per sport, reinforcing the Games as a stepping stone rather than a repeated event. b. Maintain consistency with the Train to Train stage of Long-Term Development (LTD), supporting progression to higher-level competitions such as Canada Games. c. Exceptions may be granted for disability and Indigenous sports, allowing a second Games appearance only when required to ensure viable competition numbers. 4. Wildcards (individual sports only) a. Restrict wildcard allocations to a maximum of 20% of total athlete participation per sport, with limits applied on a sport-by-sport basis. 5. Replacement Teams (team sports only) a. When a zone cannot send a team due to extenuating circumstances, and with approval from BC Games staff, a sport may register one replacement team, which must be an all-star team. b. Limit replacement teams to one per sport per Games to preserve zone-based representation. c. Do not allow back-to-back replacement teams from the same zone in consecutive Games cycles. d. Replacement teams are intended for exceptional circumstances only and must not become a default mechanism to meet participation standards.

The Size & Scope Contractor has identified the sports that would be impacted under these changes and is prepared to communicate with them should these recommendations be accepted.

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Staff will reflect on the recommendations and decide as to which are viable, as well as the nuances within them (such as wildcard percentage). A communication will be sent to all sport partners in late May to ensure they are aware that the survey process has concluded and that next steps are underway. The original commitment made to sports of an October 2025 meeting to communicate changes is still on schedule, with a rollout of the 2028 Core Sport Policy targeted for November 2025.

Staff will spend the coming months until September developing the draft 2028 Core Sport Policy for review by other staff, the Size & Scope Steering Committee, and the Sport Committee.

d) Software Development Development of the software continues to progress well. Participant registration is underway for the 55+ Games and the BC Seniors Games Society is working through the process of testing and implementing the new systems. What is coming to light is that there are several places where the development requirements, which is what the contract is based on, were not detailed enough, or in some cases, not accurate for the desired implementation. In particular, the BC Seniors Games Society is struggling with this as the individuals who were part of determining the requirements are no longer with their organization and there are very few that understand the current software. In addition, differences in interpretation are surfacing and the added complexity of the significant changes in the underlying functionality between the new software and the current software, makes it challenging to truly see that we are not all in alignment until development has occurred. This has resulted in some reworking of plans. Regular meetings are happening with the developer to try to keep ahead of any discrepancies. e) Medals RFP The RFP for a BC Games Society Medals and Pins Supplier was released via BC Bid on March 3, 2025 with March 24, 2025 as the deadline for submissions. The RFP covers two BC Games cycles (2026 and 2028 BC Winter and BC Summer Games). Three proposals were received by the deadline, including a proposal from the incumbent. All proposals met the mandatory requirements. Two proposals offered similar and competitive pricing while the third came in at a prohibitively high cost. The incumbent brings the most experience and included strong and relevant references, while also offering the strongest catalogue of options and value-added services. A Review Committee was established to vet and evaluate the proposals. Each member evaluated and scored the proposals independently and the committee met to discuss and develop a combined evaluation analysis. The scores and ranking by each committee member were consistent, making the recommendation unanimous. MOTION: Craik/Stroet That the recommendation from the RFP Review Committee is accepted and presented to the Board for consideration at the May 21, 2025 Board Meeting: that the contract for medal supplier for the 2026 and 2028 BC Winter and BC Summer Games is awarded to Clarke’s Recognition Products Ltd. CARRIED In the next month we will invoice the BC Seniors Games Society for their share of development costs to date and then we will invoice every few months.

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It was noted for the recent RFPs, the incumbents have applied, a testament to the partnership and the value they place on that.

6. Round Table Niki opened the floor for discussion or questions from the board. • Doug noted that the multi-use facility in Vernon is scheduled to open in the fall of 2026. • Mindy noted that Prince George will be hosting the BC Special Olympics in July. • Charlie updated on the park development in Kamloops. That BC Games has many advocates; there are many people voicing support for the Games, including the Minister, who is feeling hopeful. • There may be some opportunities for sport as legacy from the FIFA World Cup. • Currently there are strains on budget and funds are not flowing freely. • There has been an acknowledgement that small crowns should not be treated the same as large crowns. 7. In-Camera Discussion At 2:10 pm the voting members of the Board went in-camera. The Board Members exited the in camera session at 2:34 pm. Amy acknowledged the challenging financial situation for the society and noted: •

MOTION: Naka/Planella That the May 21, 2025 meeting of the BC Games Society Board of Directors is adjourned.

CARRIED

The Chair declared the meeting adjourned at 2:36 pm

Next Meeting: Board Meeting: October 22, 2025 – 10:00 am via Zoom

BC Games Society Board Meeting Minutes – May 21, 2025

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Board o f Directors Meeting

Reports

Board o f Directors Meeting

Finance Committee Report

MEMORANDUM

October 14, 2025

To:

BC Games Society Board

From:

Francis Cheung, Chair, Finance Committee Presented by Janet Stewart

Re: Finance Committee Report The Finance Committee met on October 2, 2025. The minutes are provided for reference. The financial report included in the board meeting book is comprised of the following: • Budget to Actual Comparison to September 30, 2025 o light teal: 2025/26 budget that was approved in May 2025 o purple: actuals to September 30, 2025 • Additional Reports to September 30, 2025: o Powering Potential Fund Report o Team BC Report o Balance Sheet Francis welcomed Clint to his first meeting as a member of the committee and the Board. The committee approved the updated Terms of Reference utilizing the template approved by the Board. The Committee discussed the pre-circulated financial report to September 30, 2025, noting that at the time of the meeting, the accountant had not completed all of the transactions for the September month end due to the timing of bank and credit card statements being available. The reports included in the Board Meeting Book have been updated to reflect the completed month end. The following were noted: • An additional $300,00 was received from government to offset the anticipated use (and depletion) of the retained earnings. This is a one-time increase to grant funding. • Interest income was estimated based on the past year. If this amount is not received it will have an impact on the budgeted revenue. • As approved by the Board in May 2025, $400,000 has been withdrawn from the Powering Potential Fund, as budgeted/planned to cover expenses in this fiscal. • While we are halfway through the fiscal year, only 25% off expected expenses have been paid out. This is because many of the expenses for the 2026 BC Winter Games (i.e. external transportation) have not been paid but will be in the coming months. • Line 1004 (Travel and accommodation) includes costs associated with staff travel to support host societies and Games planning. Expenses in these areas are increasing significantly, for example, the host hotel for the 2026 BC Winter Games is at a resort with a nightly rate just under $400. This would translate into Games-time costs for staff of over $28,000 – which is 67% of the budgeted amount for the entire year. Staff are exploring options at other hotels to get better prices. In the end, this line item may be over budget. • Expenses for Team BC for the 2025 Canada Summer Games are still being processed. When all expenses have been accounted for, a withdrawal from the from Team BC funds held with viaSport will be made to balance the revenue and expenses.

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• Staff continue to check interest rates of the high interest savings account compared to GICs. At this stage, the rate of the high interest savings account is still stronger than GICs as only short-term GICs are possible because we will need to access these funds in the coming months to cover expenses for the BC Winter Games. The committee reviewed the RFP for Accounting Services report and supported the recommendation from the committee to appoint Hutcheson & Company. The report is attached for reference. The committee discussed the re-organization and re-formatting of the Financial Administration Manual and approved the updated document. Staff provided an update on the software development. The report is provided in the New Business section. Motions for Consideration: • That the Finance Report to September 30, 2025 including the Powering Potential Fund report and Team BC report are accepted as presented. • That the Finance Committee Terms of Reference be approved as presented. • That the recommendation from the RFP Review Committee is accepted as presented: that the contract for accounting services for a period of approximately three-and-a-half years (commencing on November 15, 2025 with the bookkeeping and month end for October 2025 and concluding with the completion of the society’s audit file preparations for the 2028/29 fiscal year audit.), is awarded to Hutcheson & Company. • That the sections of the Financial Administration Manual requiring Board approval, as outlined in section 1.2, are accepted as presented. • That the Finance Committee report is accepted as presented.

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BC GAMES SOCIETY FINANCE COMMITTEE MEETING October 2, 2025 – 10:00 am via Video Conference

In Attendance: Francis Cheung, Chair; Doug Ross; Janet Stewart; Clint Hamilton

Regrets: Amy Schneider (non-voting)

Staff: Alison Noble; Irene Schell

UNAPPROVED MINUTES

The meeting was called to order at 9:32 am. A quorum was present.

Francis welcomed everyone to the meeting . He noted that this was Clint’s first meeting and welcomed him to the committee. He also noted that Amy and Niki are both away and not able to attend.

1. Approval of the Agenda MOTION: Doug/Janet That the Agenda for the October 2, 2025 Finance Committee meeting is approved

CARRIED

2. Approval of the Minutes of the previous Finance Committee Meetings It was noted that there were some errors in dates and the section numbers as well as the internally restricted amount noted in the first bullet in section 3, which was updated to $1,130,000. MOTION: Janet/Doug That the Minutes of the May 15, 2025 Finance Committee Meeting are approved as amended. CARRIED 3. Approval of Committee Terms of Reference The standard template for Terms of Reference approved by the Board was used to provide consistency across committee. Staff updated and pre-circulated the template with specifics for the Finance Committee noted in the “P urpose ” section. MOTION: Clint/Janet That the Finance Committee Terms of Reference be approved as pre-circulated and will be presented to the Board for consideration at the October 22, 2025 meeting. CARRIED

4. Financial Report to September 30, 2025 The following were pre-circulated: • Financial Report – actuals compared to budget - to September 30, 2025 • Powering Potential Fund Report to September 30, 2025

• Team BC Report to September 30, 2025 • Balance Sheet to September 30, 2025:

At the time of the committee meeting, the accountant had not completed all of the transactions for the September month end due to the timing of bank and credit card statements being available. The pre circulated reports provide a good picture of finances. Updated reports will be included in the Board Meeting Book.

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An additional $300,000 was received from government to offset the anticipated use (and depletion) of the retained earnings. This is a one-time increase to grant funding.

It was noted that interest income was estimated based on the past year. If this amount is not received it will have an impact on the budgeted revenue.

$400,000 has been withdrawn from the Powering Potential Fund, as budgeted/planned to cover expenses in this fiscal.

It was noted that at this stage we have expended approximately 25% off expected expenses. While we are halfway through the fiscal year, this is in line with the fact that many of the expenses for the 2026 BC Winter Games (i.e. external transportation) have not been paid. Travel and accommodation (line 1004) include costs associated with staff travel to support host societies and Games planning. Expenses in these areas are increasingly significant, for example, the host hotel for the 2026 BC Winter Games is at a resort with a nightly rate just under $400. This would translate into Games-time costs for staff of over $28,000 – which is 67% of the budgeted amount for the entire year. Staff are exploring options at other hotels to get better prices. In the end, this line item may be over budget. Not all expenses for Team BC for the 2025 Canada Summer Games have been received. When all expenses have been accounted for, a withdrawal from the from Team BC funds held with viaSport will be made to balance the revenue and expenses. It was noted that staff check the interest rates of the high interest savings account compared to GICs on a regular basis. At this stage we are still getting better rate with high interest savings account as we could only do short term GICs as we will need to access these funds in the coming months to cover expenses for the BC Winter Games. MOTION: Doug/Janet That the Finance Report to September 30, 2025 including the Powering Potential Fund report and Team BC report are accepted for presentation to the Board for approval at the October 22, 2025 meeting. CARRIED Six proposals were received by the deadline, all meeting the mandatory requirements, from a variety of small, large, local, and overseas firms, including from the incumbent, who has been providing the accounting services for over 30 years. The RFP Review Committee vetted, evaluated, scored, and ranked the proposals independently. The committee then met to discuss. The scores by each committee member were quite consistent and the and ranking were identical, making the recommendation unanimous. MOTION: Clint/Janet That the recommendation from the RFP Review Committee is accepted and presented to the Board for consideration at the October 22, 2025 Board Meeting: that the contract for accounting services for a period of approximately three-and-a-half years (commencing on November 15, 2025 with the bookkeeping and month end for October 2025 and concluding with the completion of the society’s audit file preparations for the 2028/29 fiscal year audit.), is awarded to Hutcheson & Company. CARRIED 5. Appointment of Accountant The report on the RFP process for Financial Accounting Services was pre-circulated and discussed.

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6. Financial Administration Manual The updated Financial Administration Manual was pre-circulated to the committee. While significant reorganizing was done, the content of the manual was not significantly changed. The following were noted: - Section 1.2 outlines the organization and approvals for manual. - Section 9.16 was adjusted to reflect the practice utilized for budgeting. - Section 9.3.2 was moved from the Use and Management of the Powering Potential Fund Policy, which is in Appendix B. - Section 9.3.5.6 was adjusted to reflect the practice of pre-paying grant funds to host societies, when possible. - Section 10 was added to address the current direction from government not to purchase from the US. - Section 15.1 and 15.2 were adjusted to clarify when Requests for Proposals are utilized. - Appendix D, Section 3.1 was adjusted to clarify the use of Purchase Orders. MOTION: Clint/Doug That the sections of the Financial Administration Manual requiring Board approval, as outlined in section 1.2, are accepted and will be presented to the Board for approval at the October 22, 2025 meeting. CARRIED

7. Other •

Software Development o

The report on the development of the software was pre-circulated and discussed at the meeting. Overall development continues to progress well. The use of the software for participant accreditation and results at the 2025 55+ BC Games was successful. The next step is to finalize the software for use for 2026 BC Winter Games participant registration. • As Francis will not be able to attend the October 22 Board meeting, Janet will present the Finance Committee report.

8. Adjournment MOTION: That the October 2, 2025 Finance Committee meeting is adjourned.

CARRIED

Meeting adjourned at 10:18 am.

Next Meeting: Prior to the Feb Board Meeting

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BC GAMES SOCIETY PERPETUAL BUDGET: PAST ACTUAL AND FUTURE EXPECTED

PERCENT OF BUDGET REC'D/SPENT

Draft Revised Budget Proposed May 2025

ACTUAL

ACTUAL

ACTUAL

NOTES

DIFFERENCE

to Sep 30 2025

2023/2024

2024/25

2025/2026

2025/26

2025/2026

2025/2026

24WN

24SM 26WN/25CSG 26WN/25CSG 26WN/25CSG 26WN/25CSG

SUMMARY

Note 1

General Operations Total Revenues Direct Games Expenses Operating Grants

4,935,549

2,845,291

3,287,144

3,136,955

150,189

95%

950,000 888,336 1,838,336

400,000 1,065,105 1,465,105

175,000 1,507,000 1,682,000 51.17% 1,259,500 110,278

0

175,000 1,475,514 1,650,514

0% 2% 2%

Games operations costs

31,486 31,486

As a % of Total Revenues

Overhead

Salaries and Employee benefits (not Team BC)

1,168,294

1,250,453 318,076

571,813 183,272 38,557 8,365 9,968 27,397 10,571

687,687 -72,994 101,343 58,135 29,032 38,553 20,529 33,732 86,262 30,000

45% 166%

Team BC

62,523 -1,988 101,481 48,183 11,561 12,536 14,651 323,500 23,770 153,278 47,320

Bad debts (recovery) Travel and Accommodation Professional Services

110,881 53,368 17,024 47,751 19,065 371,000 16,009 188,860 42,384

139,900 66,500 39,000 65,950 31,100

28% 13% 26% 42% 34% 18% 54% 25% 49%

Computer and Software Maintenance

Office and Business

Board/Committee Administration

0

0

Contributions

Marketing

41,000 188,017 40,000 1,981,245 60.27%

7,268

101,756 10,000 968,966

Insurance, Leases, Utilities

Amortization

2,434,872

1,965,110

1,012,279

As a % of Total Revenues

Total expenditures

3,803,446

3,899,976

3,663,245

1,000,452

2,662,793

27%

Current year surplus / (deficit)

1,132,103

-1,054,685

-376,101

2,136,503

-2,512,604

-568.07%

Total Operating Surplus/(deficit) B/F

570,481 47,320

570,481 42,384

570,481 40,000 -74,409 159,971 69,409 5,000 74,409

570,481 20,000

0

100% 50%

Amortization

20,000

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

1,749,904

-441,820

2,726,984

-2,567,013

Capital Asset Additions during Year Software & Computers

21,656

128,113

20,161

49,248

29.05%

Bedding, Furniture & Equipment

Total Capital Costs

21,656

128,113

20,161

54,248

DETAILS REVENUES Grants from Province

-300,000

113.94%

101 Ministry Grant - Operating 111 Ministry Grant - Additional Grants

2,110,000 2,000,000 205,539

2,152,000

2,152,000

2,452,000

Note 3

112 Team BC

2,343

250,000

100,000

150,000

Note 4

115 PSO Revenue

Total Grants from Province

4,315,539

2,154,343

2,402,000

2,552,000

-150,000

106%

Sales of Goods & Services 107 Contractual Revenue 109 Miscellaneous Income

373 373

404 404

110,000 110,000 16,000 470,000

116,074 116,074

-6,074 -6,074 16,000 70,000

Total Sales of Goods & Services

Partnerships

125 Corporate Partners

16,000

16,000

0%

Note 5

134 Powering Potential Fund (BCASF)

400,000

85%

135 Donations 137 Suppliers

Total Funds from Partners

16,000

16,000

486,000

400,000

86,000

82%

Misc.

102 Interest Earned

91,442

104,667

80,000

25,737

54,263

32%

104 Gain (loss) on disposition of Capital Assets

-877

Internally Restricted

Total Misc.

91,442

103,790

80,000

25,737

54,263

32%

Surplus Returns

Note 6

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

211,852 166,508 378,360

175,913

0 0 0

43,144 43,144

43,144 43,144

100% 100%

Total Surplus Returns

175,913

Athlete Registration Fees

Note 7

103 Registration fees - Winter 105 Registration fees - Summer

133,836

166,000

166,000

0%

394,841 394,841 2,845,291

Total Athlete Registration Fees

133,836 4,935,549

166,000 3,287,144

0

166,000 150,189

0%

Total Revenues

3,136,955

95%

Filed under O:\ADMINISTRATION\Finance - Section 5\Budgets\2025-26\ - File Name 2025-26 Budget with Past Actuals - Actuals to Sept 30.xlsx

Printed 2025-10-11