You can access the PDF version of this document here.
In preparation for the upcoming Field Hockey BC Annual General Meeting on February 10th, 2021 (6.30pm), the Field Hockey BC Board of Directors and Staff wish to reach out to inform the membership that the 2021 AGM will be hosted in a VIRTUAL capacity utilizing both video conference and web-based voting technology.
Given the current restrictions imposed on group gatherings by the BC Public Health Office, the expectation is that an in-person hosted AGM will neither be possible nor appropriate in February 2021. As a result, FHBC is providing a series of advance notices to membership beginning with this communique outlining a calendar timeframe for the submission of information and documentation ahead of a virtual AGM:
- AGM Date: February 10, 2021 at 6.30pm
- Deadline for Submission of Nominations to the Board of Directors: January 18, 2021
- Deadline for Submission of Formal Motions: January 18, 2021
- Release and Posting of Proxy Form Template: January 20, 2021
- Deadline for Submission of Proxy Form to FHBC: February 3, 2021
- Deadline to Register as an Individual Voter: February 3, 2021
- Deadline to Register Questions in advance of the AGM (Optional): February 5, 2021
- Virtual AGM Trial Run (Internal): February 8, 2021
The timeline above recognizes the level of complexity required when considering a virtually hosted AGM and in particular sets realistic submission deadlines designed to enable FHBC to pre-load election, motion, and voting detail into the supporting technology. Once such detail has been pre-loaded sufficient time remains for FHBC to communicate with members (most specifically voting members) as to how such technology will be utilized both in advance of and at the AGM.
FHBC intends to provide similar AGM updates/reminders scheduled for membership dissemination on January 4, 2021; January 20, 2021; and January 25, 2021. Each AGM update is intended to provide guidance as to due process ahead of pertinent calendar deadlines.
This first AGM notice provides the opportunity to introduce due process for nominations to the FHBC Board of Directors:
FHBC Board of Director Nominations
The following four FHBC Board of Director positions are up for election in 2021:
- Domestic Director
- Marketing Director
- Athlete Program Director
FHBC has posted the terms of reference for each position above and the applicable nomination form in the Annual General Meeting page of the FHBC website www.fieldhockeybc.com/annual-general-meeting-agm/. To nominate an individual for any of the Board of Director positions above, please complete a nomination form and return the form by January 18, 2020 to email@example.com.
A reminder will be included in the January 4, 2021 update to follow.
In the meantime, please do not hesitate to reach out and contact us at firstname.lastname@example.org should you have any questions regarding the 2021 FHBC AGM.
Yours in sport,
Field Hockey BC
December 21, 2020