FHBC Virtual Annual General Meeting (AGM) – Advance Notice of 2023 AGM Calendar Timelines

You can download the PDF version of this communique here


In preparation for the upcoming Field Hockey BC Annual General Meeting on February 8th, 2023 (6.30pm), the Field Hockey BC Board of Directors and Staff wish to reach out to inform the membership that the 2023 AGM will be hosted in a VIRTUAL capacity utilizing both video conference and web-based voting technology. This is a similar format to that followed successfully by FHBC for both the 2021 and 2022 AGM.

FHBC will again be 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 the 2023 virtual AGM:

  • AGM Date: February 8, 2023 at 6.30pm
  • Deadline for Submission of Nominations to the Board of Directors: January 19, 2023
  • Deadline for Submission of Formal Motions: January 19, 2023
  • Release and Posting of Proxy Form Template: January 20, 2023
  • Deadline for Submission of Proxy Form to FHBC: February 3, 2023
  • Deadline to Register as an Individual Voter: February 5, 2023
  • Deadline to Register Questions in advance of the AGM (Optional): February 6, 2023
  • Virtual AGM Trial Run (Internal): February 7, 2023

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 16, 2023; January 20, 2023; and January 30, 2023. 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 2023:

  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 2023 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 19, 2023 to info@fieldhockeybc.com. A reminder will be included in the January 16, 2023 update to follow.

In the meantime, please do not hesitate to reach out and contact us at info@fieldhockeybc.com should you have any questions regarding the 2023 FHBC AGM.

Yours in sport,

Mark Saunders
Executive Director
Field Hockey BC
January 3, 2023



 

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