Appointments to the 55+BC Games Nominations Committee

Size: px

Start display at page:

Download "Appointments to the 55+BC Games Nominations Committee"

Buddy Simpson
5 years ago
Views:

1 CoQuitlam For Council January 15, 2015 Our File: /BCSG4/ Doc#: V1 To: From: Subject: For: City Manager General Manager Parks, Recreation 8< Culture Appointments to the 55+BC Games Nominations Committee Council Recommendation: That Council approve the following appointments to the 55+ BC Games Nominations Committee: Councillor Teri Towner Councillor Terry O'Neill Michael Hind, Tri-Cities Chamber of Commerce Dave Jones, Coquitlam Field Sports Association Bill Wray, Glen Pine 50+Society Dogwood Seniors Society (to be determined) Barry Ayres, Coquitlam Sport User Association, Ron Froh, Hyack Swim Club School Trustee (to be determined) School Trustee (to be determined) Report Purpose: The purpose of this report is to seek Council's approval in the appointment of Council and Community members to serve on the 55+ BC Games Nominations Committee. Strategic Goal: The initiatives outlined in this report help to meet the strategic goals of strengthening neighbourhoods, achieving excellence in City governance, and increasing active participation. The 55+ BC Games are an "A" Priority on the proposed 2015 Business Plan. Discussion: On December 18, 2014, a letter was received by the Mayor's office from the BC Senior Games Society President, Wayne Naka (dated December 9, 2014) File#: /BCSG4/ Doc#: l vl

2 Page 2 January 15, 2015 requesting that the Mayor initiate the first phase of the planning and implementation of the BC Games, which involves the formation of a Nominations Committee (the "NC") (See Attachment l). Mr. Naka's letter suggests that the NC be formed as soon as possible in order to hold its first meeting by mid-february 2015, so that recruitment may begin for the Director positions necessary for the planning of the 55+ BC Games. As described in the attached letter, the Mayor is required to appoint the members of the NC, drawing from key leaders in the community. A Council member is also required to serve on the NC. The work is typically wrapped up by the end of March (2015), with the public announcement of the Coquitlam 55+ BC Games Board of Directors. Attachment l sets out information as to the role of the Nominations Committee and the functions of the Directors to be nominated and confirmed. The first meeting of the Nominations Committee will be held on February 5, 2015 at City Hall. Financial Impact: There are no additional financial implications associated with the recommendations put forward by this report. Conclusion: Staff is requesting that Council approve the two members of Council and the community members listed above to serve on the 55+ BC Games Nominations Committee. Raul Allueva, RPP Attachment: 1 - BC Seniors Games Society letter to Mayor Stewart, dated December 9, File#:15-8l00-20/BCSC4/2015-l Doc#: l vl

3 ATTACHMENT Beacon Avenue, Sidney, BC V8L 1X7 Phone: Fax: bcsgs@shaw.ca Website: December9, 2014 / fxubttvts His Worship Mayor Richard Stewart 3000 Guildford Way - Coquitlam, BC V3B 7N2 Dear Mayor Stewart Congratulations once again on being selected to host the BC Games, August 23-27, The BC Seniors Games Society is looking fona/ard to working with the citizens of Coquitlam as Host of the 55+ BC Games in this joint celebration of community and athletic achievement. ( In keeping with our overall timeline for the planning and implementation of your 55+ BC Games, it is important to begin the critical next step in the Games process which is assembling a Nominations Committee and reviewing the process by which your 55+ BC Games President and Board of Directors will be selected and duly elected. Enclosed for your information is an overall planning timeline, as well as a document regarding this process. This process has served past Host Societies of the BC Seniors Games (now called 55+ BC Games) very well, as it ensures the foundation of the Coquitlam 55+ BC Games is solid and will stand the test of an onerous planning period. Based on previous successful experiences with other communities, may I suggest that you chair the committee and that the committee include the following representatives; > Councillor(s) of your choice; > School Board Chair; > School Trustee(s) of your choice; > Representatives of your Parks, Recreation and Cultural Services; > Your City Manager; and > Other members of your community, at your discretion (i.e.. Bid Committee, sport community. Chamber of Commerce). Anyone serving your community as a President or Director of the Coquitlam 55+ BC Games will find his/her involvement both challenging and rewarding. It will prove to be a major event in his/her life, necessitating many hours of planning through the various stages of preparation toward a successful 55+ BC Games. J

4 It would be advantageous if your Nominations Committee could be in place by February 2015, so that the BC Seniors Games Society President Wayne Naka and BC Games Society President and CEO Kelly Mann may attend the first meeting to detail the necessary steps. Your office may wish to speak with them directly to establish a convenient date and time. Wayne Naka may be reached at while Kelly Mann may be reached at Your consideration of this request would be greatly appreciated. Establishing a solid foundation of eager and motivated Directors will ensure the 55+ BC Games will have a lasting impact on the attending participants and their families, as well as the hundreds of community volunteers and participating businesses. I look forward to meeting you over the coming months. Sincerely Wayne Naka, President BC Seniors Games Society WN/slo End pc: Mary Morrison - Clark, Manager, Community Recreation and Cultural Services Cindy Simpson, Vice President, BC Seniors Games Society Kelly Mann, President and CEO, BC Games Society 'For Life, Sport and Friends"

5 Games I-JW' Coquitlam BC Games Nominations Committee Overview and Process Nominations Committee Formed A Nominations Committee is formed to recruit community volunteers to serve as Directors for the Coquitlam BC Games. Based on previous experience with other communities, it is suggested that the Mayor chairs the Nominations Committee and that the Committee members include the following representatives; Councillor(s) of your choice, the School Board Chair, a School Trustee, a representative of the Parks and Recreation Department, your City Manager; and other members of your community as you think best (i.e. Bid Committee, senior Service Club representatives. Chamber of Commerce). First Meeting of the Nominations Committee The Nominations Committee should plan to meet for the first time in January/February The President of the BCSGS and President and CEO of the BC Games Society wijl attend, lead this first meeting and provide the agenda. The focus of this meeting will be to develop a plan for recruiting Directors for the Games, set the date for the Election Night (the date by which time all Directors need to be recruited), and begin brainstorming for possible Directors. Selection of the President Usual practice is that once a President for the Games is identified, she/he would join the Nominations Committee and assist with the recruitment and selection of the volunteers who will serve as the Directors for the Games. Selection of the Directors Most Nominations Committees divide the task of Director recruitment amongst the Nominations Committee members. The Committee should plan to meet regularly until all Directors are secured. It is the responsibility of each Committee member to bring forward names of community volunteers to possibly fill Director positions and upon request determine the availability or interest of various candidates. it is the decision of the entire Nominations Committee as to which individuals will be put forward on election night as Directors for the Games and for which position they will be recommended. Refer to Board Qualifications document for more information about Director positions. Building Capacity One of the significant legacies of the 55+ BC Games is the opportunity to build capacity in the community - to give new skills and leadership roles to as many people as possible.

6 While it is helpful to have people with past Games experience once again take on the Games leadership roles, the guidelines and resources that are provided mean that volunteers without experience can also find success and contribute significantly to the Games. To this end, the BC Seniors Games Society encourages the Nominations Committee to look beyond the volunteers who usually take on the leadership roles in the community, to those for whom the Games will be an opportunity to gain new skills which will help them become the community leaders of the future. Representation from the Community The BC Seniors Games Society values equitable practices and to this end, asks that the following be considered; That commitment to gender equity and representation that reflects the diversity of the community be considered when selecting members to serve^on the Nominations Committee And that the Nominations Committee Make a commitment to gender equity and representation that reflects the diversity of the community when considering members to serve on the Board of Directors for the Coquitlam BC Games. Election of the Board Once a slate of candidates is decided upon, information and resources for holding an Election of the Board will be provided. The Election Night must be held no later than mid-april 2015 so that the Board is in place in time for the Games and Guidelines Session led by BC Games Society staff in June.

7 General Timeline December 2014 January 2015 Feb/March 2015 April 2015 May 2015 July 2015 August 2015 September 2015 October 2015 November 2015 Letter to Mayor outlining Nominations Committee process, selections Mayor selects/appoints a Nominations Committee, which is made up of key leaders in the community and is often chaired by the Mayor. This committee should have representation from all parties involved with hosting the Games First meeting of Nominations Committee Determine date, time, and location of election/announcement of Board of Directors Announcement of Board of Directors to Community Games and Guidelines session by BC Games Society staff Register as a Society Attend North Vancouver BC Games (August 25-29, 2015) Directors recruit/select Chairs Directorate Orientations Host Society signs Agreement for Financial / Assistance with BC Seniors Games Society

8 Coquitlam BC Games Suggested General Qualifications for President and Board of Directors The President should be a community leader, an excellent manager of volunteers and have a passion for sport and community development. As with all members of this Board, he/she should possess great interpersonal skills while having an understanding employer, be'self employed or retired, as the Games are a large undertaking and will take a significant time commitment, especially closer to the Games. A Vice President is optional, but should be identified in collaboration with the President and early in the nominations process. Twelve Directors are required to form the Board of Directors and are primarily required to build a subcommittee team and manage a planning area. General leadership and management skills are important. Good managers, with no specific knowledge of the planning area they are overseeing have been very successful Directors. However, specific knowledge in the Directorate area and effective community contacts are helpful additions to good management skills. The Nominations Committee will demonstrate a commitment to gender equity in the makeup of the Board of Directors. Generally, each candidate should possess these necessary skills; effectively manage groups of individuals/volunteers delegate authority and responsibility be a self-starter and/or motivator learn, plan, and implement in a team environment have an understanding employer who will permit the necessary time commitment to Games planning and operations, which will be more significant closer to the Games have an understanding that this is a working board Director Responsibilities Background Administration Ceremonies Manages all financial aspects as well as legal, safety, and insurance concerns. Oversees the provision of food concessions and temporary concessionaires at venues. Also responsible for Games inventory and creates list of accommodation sites (i.e. hotels, motels, B & Bs, RV sites, etc.). This person often serves as a Vice President, or forms an executive structure along with the Vice President; supervises the paid staff. Operations Manager and assistants. Leads the planning of the major Games Celebrations - the Torchlighting, Opening and Closing Ceremonies. Event planning, production, entertainment, rriarshalling, and script work. Administration or financial experience (C.A., CGA). Familiarity planning larger scale production; ability to access support from the local cultural community; creative and logistical (production manager, theatre, instructor,).

9 Director Responsibilities Background Communications Friends of the Games Medical Services Promotions Protocol Registration and Results Communications equipment and infrastructure. Determines telecommunication needs for all aspects of the Games including switchboard, telephones, radios, walkie talkies, sound systems, etc. Recruits and recognizes local businesses that contribute cash and in-kind donations. This financial support builds part of the operating budget and offsets budgeted line items. Works with BC Games staff to ensure recognition of the Games' Corporate and Funding Partners. Success in this area often leads to a greater financial Games Legacy to the community. Arranges for medical coverage at all sport and special event venues. Communications planning for recruiting volunteers and enhancing community awareness through local media leading up to and during the Games. Develops the look of the Games, graphic design, the Games website, merchandise sales line, media relations, and a souvenir program and oversees Games photography. Arranges several pre and Games-time functions including the Key Volunteer Rally, Games Awareness Event, and Receptions. Develops guest lists, coordinates invitations, and receives RSVPs. Oversees the medal presentations at all sport events. Also responsible for recruiting and training Games Hosts to serve as ambassadors at all Games venues and events. Leads the accreditation centre operation of Games Participants. Overseas the Volunteer Management and assignment process. Receives and enters all official Games results for viewing on the website (software provided by BC Games Society). Past Directors have been telecommunications or IT people. Member of the business community; understanding of local business community (marketing, sponsorship, business owner, Chamber of Commerce employee). Medical professional, preferably a doctor or nurse with a sport background. Ability to create communications plans; understanding of community opportunities for promotion (Communications, public relations, and marketing background). Understanding of protocol issues; excellent delegation and event management skills; attention to detail; flexible and accommodating (hotel manager, public relations consultant). Good understanding of computers and databases or data management (programmer, technician, IT manager). Human Resources and Volunteer Management experience is also an asset.

10 Security Director Responsibilities Background Special Events Provides security, crowd, and parking control at all Games venues. Coordinates criminal record checks for volunteers and establishes and operates a Lost and Found system during the Games. Leads the planning for Games special events: participant entertainment, dance, and volunteer appreciation. Oversees the Banquet. Manages a Games Village (trade show exhibition style event). RCMP, police or ex-military personnel (RCMP Superintendent, current or retired). Community event planning experience (events, cultural community leader). Sport Transportation. Ensures all sports have the necessary facilities and equipment for successful competition. Is the connection between the Sport Chairs assigned as sport specific tournament directors or meet managers. Through a shuttle or courtesy car system, transports participants within the community for the duration of the Games. This includes transport between sport, accommodation, and special event venues. Sport Manager, Educator with a background in physical education or a person with a parks and recreation background (Vice Principal, Parks and Recreation senior employee). Knowledge of scheduling and routing of transportation (school district transportation senior employee, BC Transit senior employee).

INTRODUCTION. Pennsylvania. Dear Athlete Representative,

INTRODUCTION. Pennsylvania. Dear Athlete Representative, Pennsylvania INTRODUCTION Dear Athlete Representative, This guide has been created to help you start an Athlete Leadership Team (ALT) in your local program. If your local program already has one, then