NOTICE OF ANNUAL GENERAL MEETING – JUNE 15, 2019
Triathlon BC will host its 31st Annual General Meeting on June 15th, from 2:00pm at the University of British Columbia, out of the Irving K. Barber Learning Centre.
Triathlon BC Annual General Meeting
Saturday, June 15, 2019
Irving K. Barber Learning Centre, Room 155
University of British Columbia
1961 East Mall, Vancouver, BC
2:00pm to 4:00pm
As the provincial governing body, Triathlon BC is dedicated to the growth, development and promotion of triathlon and multisport for all athletes, regardless of skill or age. We rely on passionate volunteers to maintain our position as leaders in sport development.
The Board of Directors are volunteers from diverse professional backgrounds who are elected for two-year terms to manage the affairs of the Board in accordance with the bylaws of Triathlon BC. In 2019, Triathlon BC is looking for skilled individuals to fill three (3) Director at Large and one (1) Executive position (Chair). Because of the routine, face-to-face interaction with the Board and various partners in provincial and federal sport, the successful Executive incumbent (Chair) is required to be Metro Vancouver-based (i.e. available to meet in person, on short notice, on a routine basis). Additionally, under Triathlon BC bylaws (12.3 c), individuals seeking a Chair nomination “shall have served at least one year previously on the [Triathlon BC] Board, in any position.”
Under the Societies Act of BC, to be eligible for election, an individual must:
- Be eighteen (18) years of age or older;
- Be a Member of the Society;
- Have the power under law to contract;
- Have not been declared incapable by a court in Canada or in another country;
- Not be an undischarged bankrupt; and
- Not been convicted of an offense in connection with the promotion, formation or management of a corporation or unincorporated entity, or of an offense involving fraud.
To ensure that the Board is composed of qualified and skilled individuals capable of, and committed to, providing effective stewardship of the sport, Triathlon BC is currently seeking individuals versed in one or more of the following skills:
- Financial Acumen
- Legal & Risk Management
- Digital Strategy & Communication
- Fundraising, Giving & Philanthropy
Gender diversity on the Board is important to Triathlon BC.
Regular Board meetings are held via Skype approximately 10 times each year, and are typically 60 to 90 minutes in duration. Some evening and/or weekend meetings will also be required. Directors are provided with an agenda and supporting information in advance of each meeting.
- To download a .doc Nomination Package, please click HERE.
- To download a .pdf Nomination Package, please click HERE.
If you are interested in running for a Board position, please complete and return the Nomination Package to firstname.lastname@example.org on or before the end of the business day, Friday, May 31st, 2019.
NOTE: Attendees must be members in good standing, at minimum, 30 days prior (on or before May 15,, 2019) to the Annual General Meeting to attend and vote.
Membership will be checked at the door, please be prepared to provide your Triathlon BC membership card and photo ID.
PROXY VOTING: Each annual Triathlon BC member holds one vote. If a member is unable to attend in person, a signed proxy may appoint another Triathlon BC member attending the meeting to vote on their behalf. No person shall act as a proxy for more than one (1) active member. The proxy shall be delivered to the Secretary of Triathlon BC, or their designate, before the announced start time of the Annual General Meeting (2:00pm).
- To download a proxy, please click HERE.
TRIATHLON BC BYLAW AMENDMENTS
The evolving nature of the provincial and federal landscape requires periodic revisions be made to governing documents. In keeping with contemporary governance, and ensuring our Constitution and Bylaws remain current and relevant to a changing sport, proposed Bylaw amendments that will be voted on by resolution at the Annual General Meeting on June 15, 2019 are listed below.
Bylaw Amendment 1 – Annual General Meeting Hosting
Currently reads: 7.1 Annual General Meeting: The Society will hold meetings of Members at such date, time and place as determined by the Board within the Province of British Columbia. The Annual General Meeting will be held within six (6) months of fiscal year end.
Amended to read: Annual General Meeting: The Society will hold meetings of Members at such date, time and place as determined by the Board within the Province of British Columbia. The Annual General Meeting will be held within the calendar year.
Discussion: Under the new Societies Act of BC, not for profit societies are permitted to extend the period in which they host an Annual General Meeting. Previously, this was limited to within six months of a society’s fiscal year end. Under the new Act, this period is extended to a full calendar year following a fiscal year end, allowing greater flexibility in which to host an annual general meeting.
Bylaw Amendment 2 – Limiting Consecutive Number of Board Terms
Update Bylaws to include: Terms – Each Director will serve terms of two (2) years, to a maximum of four (4) consecutive terms, and will hold office until their successors have been duly elected in accordance with these Bylaws, unless they resign, are removed from office by special resolution or vacate their office.
Vacancy – Where the position of a Director becomes vacant for whatever reason and there is still a quorum of Directors as defined under article 15.1 (a) [five], the Board may appoint a qualified individual to fill the vacancy for a term expiring not later than the close of the next Annual General Meeting. The total number of Directors so appointed may not exceed one-third of the number of Directors elected at the previous Annual General Meeting.
Discussion: Current Triathlon BC Bylaws do not include a limit to the number of consecutive terms of office. Contemporary practice sees a limit to the total number of consecutive terms an officer can serve.
Bylaw Amendment 3 – Nominations from the Floor
Update Bylaws to include: Call for Nominations – The ‘Call for Nominations’ will state the method with which nominations are to be made, the requirements for the position, and the deadline for submission. No nominations will be accepted on a date that is fourteen (14) days prior to the annual general meeting (or as determined by the Board).
Discussion: Current Triathlon BC Bylaws do not include reference to, or restriction of, nominations from the floor. Restricting nominations from the floor allows Triathlon BC to publish a slate of nominees in advance of voting, and paves the way to future electronic voting options.