ANNUAL GENERAL MEETING MINUTES

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ANNUAL GENERAL MEETING MINUTES Meeting Date: Saturday, April 22, 2017 Time: 7:00 AM Location: Richmond Olympic Oval, Richmond BC Attendees Staff: Chris Densmore, Jay Tremonti Members: Tammy Thomas,

1 ANNUAL GENERAL MEETING MINUTES Meeting Date: Saturday, April 22, 2017 Time: 7:00 AM Location: Richmond Olympic Oval, Richmond BC Attendees Staff: Chris Densmore, Jay Tremonti Members: Tammy Thomas, Dani Marshall, Claire Lloyd, Rayel Bausenhaus, Brian McAskill, Jeni Robinson, Larissa Warrington, Ingrid, Wang, Meghan Carver, Rob Behrouzian, James Tescon, Jannik Eikenaar, Barton Lim, Deb Janzen, John McGowan, Lisa Tam, Danielle Weisner, Maryanne Donen, Shane Donen, Sylvie Fraser, Rick Bevis, Cam Robertson, Chris Cottell, Glenn Wheatley, Jackie Toews, Matt Ng, Jay Tremonti Board Members: Boris Tyzuk, Doramy Ehling, Rob Hill, Lies Reimer Next Meeting Date: TBA Time: TBA Location: TBA Agenda Item Motion Approved Discussion 1. Welcome N/A N/A 2. Adoption of Agenda To adopt agenda as presented. Approved Motion: To adopt the agenda, moved by Deb Janzen, seconded by Lisa Tam. Adoption of the Agenda Passed. 3. Approval of 2015 AGM Minutes To approve the 2015 AGM minutes as presented. Approved Motion: To adopt the 2015 AGM minutes, moved by Claire Lloyd, seconded by Rob Hill.

2 4a. President s Report (Boris Tyzuk) 4b. CEO s Report (Chris Densmore) No Discussion N/A N/A Women s National Team Bid was won! Team moved to BC starting January Tryouts are May July will be the FIVB Grand Prix event hosted at the Richmond Olympic Oval. Americas Masters Games volleyball was one of the most successful sports at the event, especially beach volleyball. Hall of Fame continues to be an amazing event that celebrates the achievements of many great volunteers who have gave so much to the sport. Growing membership numbers continues to grow. Last year saw 375 teams registered in provincial championships. N/A N/A Staff Update 8 regional based staff. 10 office staff. 6 new staff in Continual growth to ensure quality programming and events are delivered to the membership Strategic Plan Facilities HJSC contract being extended for 3 years plus two 1 year options; ongoing discussions in Surrey, Langley, Prince George, and Victoria for new or expanded beach facilities; and potential new indoor facility in Langley. Membership rebuilding existing database registration system with some minor improvements; hired second Marketing & Communications staff. Development hiring of Director of Coach Development and Referee Development Manager; minor changes to Team BC programming to increase number of training sessions and having more contact with the athletes throughout the entire year. Programs Regional Managers delivering more youth programming for ages 9-12; 12U age division was created, but needs more clubs offering teams. CEO gave a special thanks to the board of directors for all the hours they volunteer to help guide the organization. Successes from 2016 Successful bid moving the Women s National Team to Richmond BC. BC athletes participating in Rio: Beach Jamie Broder; Indoor Fred Winters, Gord Perrin, Daniel Jansen Van Doorn, Steve Marshall, Blair Bann (UBC trained), and Rudy Verhoeff (TWU training).

3 Canada 150 Grant awarded for new flooring at HJSC. Flooring and new net systems will be installed in June 2017 Upcoming year Facility Database provide information on all facilities in most communities across the province. Rebuilt Registration System Improvements to adult league registration, login process, and other minor changes to make more efficient for both front end users and administrative staff. 14U Western Canadian Championships over 100 teams registered with best participation levels from other Western Provinces. FIVB Women s Grand Prix July at Richmond Olympic Oval. 4c. Committee Reports N/A N/A Committee reports are available for members to review. Finance (Rob Hill) High Performance (Jay Tremonti) Regional Development (Jackie Toews) Regional Officials Chair (Hal Hennenfent) Governance (Boris Tyzuk) Awards (Doramy Ehling) Nominations (Thomas Jones) Beach Players Committee (Bethany Tooke) 4d. Financial Report To adopt the Approved The financial report, audited by Deloitte, and all materials will be available online. (Rob Hill) audited financial statements as Financial health of the organization is excellent capital reserves now in place for future facility requirements. presented. $2.5M in expenses spent on salaries, program expenses for our 117 tournaments, 57 leagues, and 10,000 overall participants. 14% of overall revenue comes from government funding and gaming. Surplus is roughly 6% of budget, which will be required for future capital expenditures or enhanced program delivery. 5. Special Resolution To adopt the constitution & bylaws as presented. Motion: To adopt the 2016 audited financial statements as presented, moved by Shane Donen, seconded by Al Carmichael. Approved The proposed Constitution & By-laws are aligned with the changes (affective Nov 26th, 2016) to the BC Societies Act. 2-year transition to comply with the new legislation.

4 Structural change to what can be included in the Constitution under the new BC Societies Act. More detail around member in good standing section. Composition of the board members. Member-funded or public-funded - Most sport organizations will want to be member-funded. A Special Resolution is now 2/3rds majority rather than 3/4ths majority. New terminology Special Meetings are now General Meetings. The new Societies Act gives additional protections to an employee designated as a Senior Manager. Members may make a member proposal to amend the By-laws. Record keeping requirements are more extensive. Everyone has broader access to records (e.g., member contact information). Remuneration of employees making over $75,000 must be disclosed (but only for public-funded societies). 6. Elections of Officers (Boris Tyzuk) 7. Election of RDC Club Representative Motion: To adopt the constitution & by-laws as presented. Moved by Al Carmichael, seconded by Lies Reimer. N/A N/A Board of Directors Role of Board has shifted over the years. Directors now set policy and direction and are not involved in operational concerns. Board members come up for election every year. Nominations: o President Boris Tyzuk o Athlete Representative Lies Reimer o Member at large Brian McAskill o Member at large Rayel Bausenhaus Election of board members clarified. No other nominations came forward this year, so the Board is approved by acclamation. N/A N/A Shane Donen was thanked for his service to the Regional Development Committee as Club Representative. Duncan Harrison was nominated for this role. With no other nominations being brought forward, Duncan will serve a 2-year term as Club Representative on the Regional Development Committee.

5 8. Regional Officials Chair N/A N/A Special thank you to Hal Hennenfent for the 6 years of serving as the ROC for the referees and the organization. Congratulations to Jannik Eikenaar on being the successful candidate to serve as the ROC for the next 2-year term. 8. New Business N/A N/A A presentation to discuss the changes to the BC Societies Act will follow that will help all non-profit clubs make the necessary changes over the 2-year transition period. 9. Adjournment To adjourn the 2016 Volleyball BC AGM Approved All members were thanked for attending. Motion: To adjourn the 2016 Volleyball BC AGM. Moved by Al Carmichael, seconded by Rayel Bausenhaus.

Volleyball BC Lower Mainland / Fraser Valley December 2009 Club Meeting

Volleyball BC Lower Mainland / Fraser Valley December 2009 Club Meeting Location: Harry Jerome Sports Center Date: December 15, 2010 Time: 19:00hr Objective: introduction to the 2011 club season Attendees: