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

You can download the PDF version of this communique here


Further to the first AGM notice circulation on January 3, 2023, 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 8th, 2023 (6.30pm). This second notice draws particular attention to the deadline for the submission of Formal Motions ahead of the AGM and also acts as a similar reminder of the deadline for submission of Nominations to the Board of Directors:

  • Deadline for Submission of Formal Motions: January 19, 2023
  • Deadline for Submission of Nominations to the Board of Directors: January 19, 2023

Submission of Formal Motions

FHBC has posted a Formal Motion Submission Form on the FHBC website that can be accessed from the General Meeting Documents section of the FHBC website www.fieldhockeybc.com/documents/ under the heading 2023 FHBC AGM. To submit a Formal Motion, please complete a Formal Motion Submission Form and return the form by January 19, 2023 to info@fieldhockeybc.com.

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.

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 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 further AGM update/reminders scheduled for membership dissemination on January 20, 2023 and January 30, 2023. 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 2023 FHBC AGM.

Yours in sport,

Mark Saunders
Executive Director
Field Hockey BC
January 17, 2023



 

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