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

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



 

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



 

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



 

Register for the 2023 Women’s Senior Indoor Championship on Vancouver Island

Registration is now open for the 2023 Women’s Senior Indoor Championship that will happen in Duncan, BC, on Vancouver Island.

Dates: February 4th & 5th 2023
Location: Cowichan Community Centre – Duncan, BC
Cost: $350 per team
Registration Deadline: January 13th, 2023

Download the Entry Form for more information and follow the instructions to register.



 

Register for the 2023 U16 & U18 Girls Indoor Field Hockey Tournaments in Cowichan

Cowichan Field Hockey Club is inviting those interested in participating in the 2023 U16 & U18 Girls Indoor Field Hockey Tournaments to register for the event that will be held next January on Vancouver Island at the Cowichan Community Centre, Duncan, BC.

You can access the registration forms here:
U16 Registration Form
U18 Registration Form

The deadlines for registering are December 31 (U16) and January 15 (U18). There is an early bird fee for both tournaments, and individuals are also welcome to join as there are always teams looking for players.

If you have any questions about this event, please contact cowichanindoorfh@gmail.com.

2022 Club Championships & Festival Program – online registration opens on Monday, May 2

The 2022 Club Championships & Festival Program ‘first-come-first-serve’ ONLINE team registration window will open at 12pm (noon) on Monday, May 2nd, 2022, and will close at 12pm (noon) on Thursday, May 5th, 2022.

Note that spots are limited!

If the event you wish to apply for is “sold out”, and you would like to be put on the “Team Waiting List”, please send an email titled “Club Championships Waiting List” to info@fieldhockeybc.com and include your team and club name, division, gender and tier.

Registration fees per team for each of the Club Championship Events are as follows:

U18 Boys & Girls – $475
U16 Boys & Girls – $425
U14 Boys & Girls – $425
U12 Boys & Girls – $150

Registration link: https://www.fieldhockeybc.ca/fhbc/tournament.php

———-

By May 5th, ALL teams need to submit player rosters, as well as named umpires and technical official volunteers who can be scheduled for the event the team is entering. 

Travelling teams (those teams travelling outside of their region – Island teams travelling to the Mainland/Travelling Interior Teams/and Mainland Teams travelling to the Island), will be given an exemption from the naming of umpires.

Please, refer to the Stakeholder Memo disseminated last year for more information about the operational and strategic direction of the 2022 FHBC Club Championship and Festival Program.

Access the Club Championsips & Festival Program page for more information.

Club Championship and Festival Program – Entry and Registration

The Team Registration process will form TWO PARTS as it has done historically.

The PART ONE window of the Team Registration process will open on Wednesday, April 20th, 2022. 

Each single club administrator or club contact will have the opportunity to nominate one (1) team per club, per club championship event for early registration. This early registration window will close on Wednesday April 27th, 2022. Please, coordinate within your club to ensure that only one early submission is being made per club, per championship event.

PART ONE consists of a team declaration window that enables club administrators to declare in advance the intent of entering a single team per club championship or festival event. The intent of this early ‘team declaration’ is to provide the opportunity for all clubs to enter at least one team into the Championship program. In the past some clubs have not been able to get a single team into an event due to the registration process only having a first-come-first-serve team registration window.

To return an early ‘team declaration’, please have a club designate reach out to request the registration form via info@fieldhockeybc.com or via phone at 604-737-3146.

The PART TWO window will be a ‘first-come-first-serve’ ONLINE team registration window which will open at NOON on Monday May 2nd, 2022, and will close on Thursday May 5th, at NOON.

———-

Please note that, by May 5th, ALL teams need to submit player rosters, as well as named umpires and technical official volunteers who can be scheduled for the event the team is entering. Travelling teams (those teams travelling outside of their region – Island teams travelling to the Mainland/Travelling Interior Teams/and Mainland Teams travelling to the Island), will be given an exemption from the naming of umpires.

More information regarding the role of the Technical Official Volunteer will be disseminated prior to the online team registration.

More information regarding event technical meetings for participating Team Managers will be disseminated following the online team registration deadline. 

In summary and dates for the diary:  

  • April 20-27: an early registration window for clubs to manually nominate one team per event
  • May 2-5: online ‘first-come-first-serve’ team registration

Registration fees per team for each of the Club Championship Events are as follows:

U18 Boys $475
U16 Boys $425
U14 Boys $425
U12 Boys $150

U18 Girls $475
U16 Girls $425
U14 Girls $425
U12 Girls $150

Please, refer to the Stakeholder Memo disseminated last year for more information about the operational and strategic direction of the 2022 FHBC Club Championship and Festival Program.

2022 Vancouver International Tournament (VIT) – Registration now open!

Registration is now open for the 2022 VIT. The tournament will take place from Saturday May 21 to Monday May 23 (Victoria Day).

Tournament Dates: May Long Weekend (May 21-23, 2022)
Tournament Venue: Burnaby Lake Sports Complex West – Three ‘field turf’ artificial surfaces
Tournament Schedule: Playing and Umpire Schedules will be posted following the event entry deadlines
Tournament Rules: 2022 VIT – Information and Tournament Rules
Entry Forms: BC Teams Registration Form | Out of Province Teams Registration Form

The deadline for registering and payment is Thursday April 14, 2022.