Please find below the necessary information to join the FHBC Special General Meeting:

Topic: FHBC SGM – New Bylaw Proposal
Time: May 17, 2023 06:30 PM Vancouver

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Dear Field Hockey BC Members,

I am pleased to provide the final notice of motion for the May 17, Special (Extraordinary) General Meeting (under section 3.1.2 of FHBC’s bylaws):

‘That the bylaws of the Field Hockey British Columbia (FHBC) be rescinded and replaced with the revised bylaws that have been presented to the members, inclusive of the FHBC Transition Plan, effective September 1, 2023’.

Moved by Mark Vaughan, Director Business Development
Seconded by Gavin Caldecott, Vice President

The special (extraordinary) general meeting will take place May 17, 2023, at 6:30 pm, online via Zoom.

Please note, that following the Town Hall, the Board has made a modification to the proposed bylaw document, section 3.13 Voting at Meetings of Members – specifically the voting calculation formula.

The formula in the first draft calculated vote strength at 50% of a club’s total membership. This draft provides full proportional representation (i.e., 100% of a club’s total membership). This revised formula attempts to strike a balance between equity and fairness.

1. Equity – all clubs get one vote
2. Fairness – proportional representation ensures clubs receive share of the vote that reflects their membership number within the provincial total

The revised bylaws and transition plan and summary of changes can be found online here.

The current bylaws can be found online here.

As a polite reminder to the Community Communique dated April 26, 2023, that outlined voting registration for this general meeting and the management of proxy voting, please click here for more detail.

The following deadline has been set for the submission of an appropriate voting form or forms:

• Deadline for Submission of Proxy Forms to FHBC: May 11, 2023
• Deadline to Register as an Individual Voter: May 16, 2023

On behalf of the entire Board of Directors, I look forward to seeing you at the SGM on May 17.

Yours in Field Hockey,

Denise McGeachy
President, Field Hockey BC 

Online Registrations for the 2023 Club Championship & Festival Program will open on Monday, May 1st at noon, and will close on Thursday, May 4th, at noon. This is a ‘first-come-first-serve’ registration as spots in each event are limited.

• Team registrations with a blank roster will not fulfill the Team Entry Requirement; player # (Jersey) is mandatory for all U18 and U16 divisions
• Nominating an Umpire is mandatory, except for travelling teams (from Island & Interior to Mainland; from Mainland & Interior to the Island)
• Nominating a Technical Volunteer is mandatory for all teams

Whilst FHBC recognizes the value of inclusivity, it remains essential for teams wishing to register for the 2023 BC Club Championship and Festival Program to adhere to the Team Entry Deadline and Team Entry Requirements in each case. Team Entry submission after the published deadline in each case will not be accepted.

Refer to the Stakeholder Memo disseminated last year for more information about the operational and strategic direction of the 2023 FHBC Club Championship and Festival Program here. For more information about dates and locations, access the Club Championship page here. 

Follow the guide below to register your team.

Registration Guide

Registration opens on Monday, May 1st, at noon – closes on Thursday, May 4th, at noon

Log In / Creating an Account

Access Link – http://fhbcprograms.rampregistrations.com

If this is your first time registering in this new system, click on “Don’t have an account? Create one Here”.

Provide an email address and create a password.

Q: Can the same email address be used for more than one account?
A: No. Once an email address has been used to create an Account, it cannot be used again on a different account.

Account Dashboard

Once you log in, you will be taken to your account’s Dashboard. Select the option Tournament Registration on the right side of the screen.

Registration Page 1

STEP 1 – Choose the current season “FHBC Membership Season 2022-23”

STEP 2 – Choose the Club Championship or Festival you will be registering for

STEP 3 – There should be only one Division option; select the only one available

STEP 4 – Choose “Create a New Team” and enter your team’s name

STEP 5 – Choose a Team Contact / If the appropriate person is not listed, select Add a Family Member and enter the information

STEP 6 – For U14, U16 and U18, select the package for your team’s corresponding Tier (for U12 Festival teams, the Tier declaration will come on the next page)

Registration Page 2 – Nominated Umpires and Technical Volunteers

Travelling Teams (from Island & Interior to Mainland; from Mainland & Interior to the Island) are not required to nominate an Umpire; those teams should type “Travelling Team” for the Umpire related questions of the registrations process

STEP 1 – Enter the name of your nominated Umpire  – make sure to let the umpire know he/s is being nominated by your team

STEP 2 – Enter the Umpire’s email address

STEP 3 – Select the Umpire Level from the drop-down menu

STEP 4 – Enter the name of your nominated Technical Volunteer – expectations for volunteers differs for each event; please refer to the Club Championship Review Working Group Memo for more information

STEP 5 – Enter the Technical Volunteer’s email address

STEP 6 – Enter your Team’s colours (shirt, skirt/shorts, socks)

STEP 7 (FOR U12 FESTIVAL ONLY) – Declare your team’s tier

Registration Page 3 – Roster Submission

STEP 1 – Enter your roster – phone number and email addresses for players are NOT REQUIRED. A team registration with a blank roster will not fulfill the Team Entry Requirement

IMPORTANT: Jersey # is mandatory for all U18 and U16 players

Roster changes will be allowed after the registration process

STEP 2 – Enter your team’s Coaches and Managers – please provide email addresses for contact

Registration Page 4 – Payment

On this page, please review your registration information and pay by card

You can download the PDF version of this communique here.

Ahead of the scheduled virtual Special (Extraordinary) General Meeting on the evening of May 17, 2023 (6.30pm PST), FHBC is sending out this communique to advise as to VOTING PROTOCOL ahead of this General Meeting.

For those Members wishing to attend and carry an individual vote or carry permissible proxy votes at the Special (Extraordinary) General Meeting, the following deadline has been set for the submission of an appropriate form or forms:

• Deadline for Submission of Proxy Forms to FHBC: May 11, 2023
• Deadline to Register as an Individual Voter: May 16, 2023

Submission of PROXY VOTING FORMS

FHBC has posted TWO forms associated with voting via Proxy at the 2023 FHBC Special (Extraordinary) General Meeting :

1. The first form is a PROXY FORM LIST that a proxy holder is responsible for completion and submission to FHBC by the deadline of May 11, 2023.
2. The second form is a PROXY VERIFICATION FORM/SUBMISSION that requires a member signature confirming the identity of the proxy holder who will carry their vote at the 2023 FHBC Special (Extraordinary) General Meeting.

The Proxy Holder is responsible for the SINGLE (all at one time) SUBMISSION of BOTH the PROXY FORM LIST and the SIGNED PROXY VERIFICATION(S) to FHBC by the deadline date of May 11, 2023.

For SIGNED PROXY VERIFICATION(S), members can utilize the posted PROXY VERIFICATION FORM and return this to the Proxy Holder, OR members may submit the following standardized information to the Proxy Holder by other means (for example as a photo file):

• Title: 2023 FHBC Special (Extraordinary) General Meeting
• Member Name
• Member Membership #
• Designation of Voting Right to Proxy Holder (Proxy Holder Name)
• Member Signature

Both the PROXY FORM LIST Template and the PROXY VERIFICATION FORM Template can be accessed via the FHBC website from the FHBC General Meeting main page (here) or from the General Meeting Documents section of the FHBC website www.fieldhockeybc.com/documents/ under the heading 2023 Special General Meeting.

All PROXY VOTING Form submissions are to be returned to info@fieldhockeybc.com by May 11, 2023

Submission of an INDIVIDUAL VOTER FORM (for those members NOT carrying votes via proxy)

For members wishing to attend the 2023 FHBC Special (Extraordinary) General Meeting and vote as an individual, FHBC has created an INDIVIDUAL VOTER FORM that can be accessed from the FHBC website either from the FHBC General Meeting main page (here) or from in the General Meeting Documents section of the FHBC website www.fieldhockeybc.com/documents/ under the heading 2023 Special General Meeting.

All INDIVIDUAL VOTING FORM submissions are to be returned to info@fieldhockeybc.com by May 16, 2023

Following receipt and processing of a Voting Form Submission, FHBC will upload all relevant detail into the voting software being utilized for the 2023 Virtual FHBC Special (Extraordinary) General Meeting and communicate thereafter to those carrying votes on how they can access the voting software and cast votes at the SGM.

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 Special (Extraordinary) General Meeting.

Yours in sport,

Mark Saunders
Executive Director
Field Hockey BC
April 26, 2023

You can download the PDF version of this communique here.

Dear Field Hockey BC Member,

At the Field Hockey BC (FHBC) Annual General Meeting in February, I announced the FHBC board of director’s intent to revise to the society’s bylaws. Today I am writing to advise the members of a Special (Extraordinary) General Meeting (under section 3.1.2 of FHBC’s bylaws) to consider the following notice of the motion:

“That the bylaws of the Field Hockey British Columbia (FHBC) be rescinded and replaced with the revised bylaws that have been presented to the members, inclusive of the FHBC Transition Plan, effective September 1, 2023”.

Moved by Mark Vaughan, Business Development Director
Seconded by Gavin Caldecott, Vice President

The special (extraordinary) general meeting will take place May 17, 2023, at 6:30 pm, in a virtual capacity via Zoom.

The board of directors felt strongly that the membership needs adequate time and opportunity to review and understand the changes being proposed and we wanted to assure the ability to ask questions. Rather than reading through a track-changed document, the revised bylaws have been summarized in a single document (click here) and there will be a moderated open house for members to ask questions.

The Open House will take place April 26, 2023, at 6:30 pm, via Zoom. There will be a short presentation, followed by the opportunity to ask questions. The meeting is scheduled for 90 minutes maximum. FHBC’s legal counsel from SportLaw will be present to support with questions, as required.

To ensure the session is efficient as possible, please use this survey (click here) to submit your questions. You will have the option to ask questions anonymously if you wish. Please submit your questions no later than April 24, 4:00 pm.

The revised bylaws and transition plan and summary of changes can be found online here.
The current bylaws can be found online here.

FHBC will send out a second similar notice to membership on April 26, 2023 directing members as to how they may attend the virtual special (extraordinary) general meeting, as well as how members register to vote at the special (extraordinary) general meeting. Information on registering to vote will also include steps to register votes via proxy. This notice will also act as a reminder of the Town Hall meeting that evening and of the date and time for the special (extraordinary) general meeting.

On behalf of the entire Board of Directors, I look forward to the opportunity to engage with the members on these proposed bylaw changes.

Yours in Field Hockey,

Denise McGeachy
President, Field Hockey BC 

The 2023 VIT is scheduled to take place over the 2023 May Long Weekend at the Burnaby Lake West Complex. The 2023 VIT is targeted to involve three divisions, Women’s Social, Mixed Social, and Women’s Masters, although consideration to include other divisions will follow the team registration deadline in April 2023.

FHBC looks forward to welcoming the teams for what we hope will be another memorable weekend for all.

Tournament Dates: May Long Weekend (May 20-22, 2023)
Tournament Venue: Burnaby Lake Sports Complex West – Three ‘field turf’ artificial surfaces
Tournament Schedule: Playing and Umpire Schedules will be posted following the team entry deadlines
Tournament Rules: will be posted to follow the team registration deadline
Entry Forms: BC Teams / Out of Province Teams (registration will open on March 15)

You can access the PDF version of this communique here.

Further to information circulated to Membership and Club Contacts in December 2022, Field Hockey BC is following up on behalf of the FHBC Club Championship Review Working Group (CCRWG) to both present the calendar plan for Club Championship Programming in 2023, as well as to request expressions of interest from Community Clubs able and willing to support the HOSTING of the 2023 Club Championship Program.

The 2023 Program still requires Club Hosts to come forward in all categories, as well as the need for venues to be secured for the Under 16 and Under 14 Girls Divisions. The CCRWG is pleased to present the following Club Championship Calendar Plan for 2023:

In December 2022, FHBC circulated a 2023 Club Championship Stakeholder Memo to all Club Contacts which included a summary of the role and responsibility of the CCRWG and the principal elements for consideration within Club Championship Program execution. This Stakeholder Memo is again included as a frame of reference to this Community Communique and can be accessed at the following link:

https://fieldhockeybc.com/wp-content/uploads/2022/12/2022-23-FHBC-Club-Championship-Review-Working-Group-Memo-to-Community-Stakeholders-December-8-2022.pdf

In announcing the 2023 Club Championship schedule and as can be referenced from the table above, FHBC and the CCRWG is requesting further consideration from Community Clubs in the willingness and ability to assist Program delivery in the creation of a CLUB CO-HOSTING ROLE in support of each event. Club Hosts would be required to support the following for any Club Championship Division or Tier (noting that some of these requirements are also undertaken by FHBC for targeted Championships at the Under 18 level in particular):

• Facility Set-Up and Take-Down Support
• Technical Officiating Support (Match Management, Timing and Score Keeping)
• Game Day Officials Support and Coordination
• Game Day Team Support and Coordination
• Coordination of Presentations
• Submission of Results (for FHBC Posting)
• Submission of Expense Receipts to FHBC (as may be eligible)

For more information and for a Club Championship Host Guideline example, please refer to the following Program link on the FHBC Website: https://fieldhockeybc.com/events/club-championships/

For any Community Club wishing to return an expression of interest in supporting the 2023 Club Championship Program as a CLUB HOST, please return an e-mail with Club Contact/Follow-Up Detail to info@fieldhockeybc.com by March 22, 2023. FHBC and the CCRWG thank all Community Clubs and Community Club Contacts in advance for their due consideration.

FHBC looks forward to releasing specific Team Registration Information for the 2023 Club Championship Program at the end of March 2023. FHBC also hopes to be announcing at the same juncture a full Club Championship and Festival Hosting Commitment for 2023.

Yours in sport,

Mark Saunders
Executive Director
Field Hockey BC
February 14, 2023

You can download the PDF version of this communique here

Further to the first and second AGM notice circulations on January 3, 2023 and January 17, 2023 respectively, FHBC is sending out a third of four planned community communiques in preparation for the upcoming VIRTUAL Field Hockey BC Annual General Meeting on February 8th, 2023 (6.30pm). This third notice draws particular attention to the deadline for the submission of forms associated with VOTING at the AGM.

For those members wishing to attend and carry an individual vote or carry permissible proxy votes at the 2023 Virtual FHBC AGM, the following deadline has been set for the submission of an appropriate form or forms:

• Deadline for Submission of Proxy Forms to FHBC: February 3, 2023
  
• Deadline to Register as an Individual Voter: February 5, 2023

Submission of PROXY VOTING FORMS

FHBC has posted TWO forms associated with voting via Proxy at the 2023 FHBC AGM:

1. The first form is a PROXY FORM LIST that a proxy holder is responsible for completion and submission to FHBC by the deadline of February 3, 2023.
2. The second form is a PROXY VERIFICATION FORM/SUBMISSION that requires a member signature confirming the identity of the proxy holder who will carry their vote at the 2023 FHBC AGM.

The Proxy Holder is responsible for the SINGLE (all at one time) SUBMISSION of BOTH the PROXY FORM LIST and the SIGNED PROXY VERIFICATION(S) to FHBC by the deadline date of February 3, 2023.

For SIGNED PROXY VERIFICATION(S), members can utilize the posted PROXY VERIFICATION FORM and return this to the Proxy Holder, OR members may submit the following standardized information to the Proxy Holder by other means (for example as a photo file):

• Title: 2023 FHBC AGM
• Member Name:
• Designation of Voting Right to Proxy Holder (Proxy Holder Name):
• Member Signature:

Both the PROXY FORM LIST Template and the PROXY VERIFICATION FORM Template can be accessed via the FHBC website from the FHBC AGM main page https://fieldhockeybc.com/annual-general-meeting-agm/ or from in the General Meeting Documents section of the FHBC website www.fieldhockeybc.com/documents/ under the heading 2023 FHBC AGM.

All VOTING Form submissions are to be returned to info@fieldhockeybc.com by February 3, 2023

Submission of an INDIVIDUAL VOTER FORM (for those members NOT carrying votes via proxy)

For members wishing to attend the 2023 FHBC AGM and vote as an individual, FHBC has created an INDIVIDUAL VOTER FORM that can be accessed from the FHBC website either at the FHBC AGM main page https://fieldhockeybc.com/annual-general-meeting-agm/ , or from the General Meeting Documents section of the FHBC website www.fieldhockeybc.com/documents/ (under the heading 2023 FHBC AGM). INDIVIDUAL VOTER FORM SUBMISSION is required by a deadline date of February 5, 2023.

All VOTING Form submissions are to be returned to info@fieldhockeybc.com by February 5, 2023

Uploading Voting Information in advance of the 2023 FHBC AGM

Following receipt and processing of a Voting Form Submission, FHBC will upload all relevant detail into the voting software being utilized for the 2023 Virtual FHBC AGM and communicate thereafter to those carrying votes on how they can access the voting software and cast votes at the AGM.

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 23, 2023

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 8^th, 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