2021 FHBC Annual General Meeting – Second Notice of 2021 AGM Calendar Timelines

You can access the PDF version of this document here.


Further to the first AGM notice circulation on December 21, 2020, FHBC is sending out a second of four planned community communiques in preparation for the upcoming VIRTUAL Field Hockey BC Annual General Meeting on February 10th, 2021 (6.30pm). This second notice draws particular attention to the deadline for the submission of Formal Motions ahead of the AGM and acts as a reminder of the deadline for submission of Nominations to the Board of Directors 

  • Deadline for Submission of Formal MotionsJanuary 18, 2021
  • Deadline for Submission of Nominations to the Board of Directors: January 18, 2021

Submission of Formal Motions 

FHBC has posted a Formal Motion Submission Form on the FHBC website that can be accessed from the FHBC AGM main page www.fieldhockeybc.com/annual-general-meeting-agm/ or from the General Meeting Documents section of the FHBC website www.fieldhockeybc.com/documents/ under the heading 2021 FHBC AGM.  

To submit a Formal Motion, please complete a Formal Motion Submission Form (click here to download) and return the form by January 18, 2021 to info@fieldhockeybc.com.

FHBC Board of Director Nominations 

The following four FHBC Board of Director positions are up for election in 2021: 

  1. Vice-President 
  2. Domestic Director 
  3. Marketing Director 
  4. Athlete Program Director

FHBC has posted the terms of reference for each position above and the applicable nomination form in the General Meeting Documents section of the FHBC website www.fieldhockeybc.com/documents/ under the heading 2021 FHBC 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, 2021 to info@fieldhockeybc.com. 

In addition and as a polite reminder, the full calendar outline for the submission of information and documentation ahead of the virtual FHBC AGM is as follows: 

  • AGM Date: February 10, 2021 at 6.30pm  
  • Deadline for Submission of Nominations to the Board of DirectorsJanuary 18, 2021 
  • Deadline for Submission of Formal MotionsJanuary 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 20, 2021; and January 25, 2021. Each AGM update is intended to provide guidance as to due process ahead of pertinent calendar deadlines.  

In the meantime, please do not hesitate to reach out and contact us at info@fieldhockeybc.com should you have any questions regarding the 2021 FHBC AGM.  

Yours in sport, 

Margaret Johnson
Vice-President
Field Hockey BC
January 4, 2021 

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