B.C. Secondary School Cross-Country Commission s Annual General Meeting (AGM) 2017

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1 B.C. Secondary School Cross-Country Commission s Annual General Meeting (AGM) 2017 November 3, :00PM Holiday Inn Vancouver Centre, Vancouver, British Columbia 1. Call To Order Welcome and introductions of the Commission Make sure to sign in and get one voting card per School District 45 (West Vancouver) Thanks to race directors: Mark Fenn, Hugh Wilson, Leslie Buchanan, Lauren Hart 2. The Executive Commissioner: (1 year remaining) Treasurer: Stan Jang (1 year remaining) Secretary: Jody Barber (1 year remaining) Media Liaison: Sean Dawson (1 year remaining) (not present) Liaison with BC Athletics: (1 year remaining) Members at Large: Zone Representatives Fraser Valley Independent Sean Dawson Kootenays Jon Francis North Central Brian Nemethy North West Jody Barber North Shore/Howe Sound Gerry Karvelis Okanagan Tom Carlson Burnaby/New West/Rich Bill Harvey Vancouver Paul Skarsgard Vancouver Island Tessa Kubicek It s up to each zone to pick reps let Stan Jang know if there are changes so the website can be updated Hoping reps will stay the same 3. Review of 2016 Minutes Thanks to for help with the transition on Commissioners Review of the minutes on the projector things looking good financially Last year Subway money went down but looking a bit better this year

2 Motion to approve the minutes Don Sparks, Walnut Grove Seconded Brian Nemethy, Nechako Valley Unanimously approved 4. Financials Stan Jang the fiscal year is July 1 June 30 income statement money that was in the bank as of July 1 all Kelowna expenses taken into account (assumption) and none of this year s expenses included (assumed) more participants this year (18% increase over last year) 1096 this year so more money from registration fees, but expenses up for t-shirts and timing expenses are down this year due to Lower Mainland location on raising the entry fee Colin spoke with Jordan Abney BCSS said the balance in the account was very healthy, and the BC gaming grant would be jeopardized if we raise fees more donations this year a few thousand, but can t be counted on every year looks like we will be financially healthy this year but will check after this year s Provincials decision can be made to raise fees later, if overspending has occurred, Elgin Park we are way ahead of where of where we were seven years ago he feels good about where BCXC is at, and that we have come a long way BCSS does the books they negotiate with Subway Leslie Buchanan, West Van Secondary can there be a motion that if the contingency fund is below $5000 we could ask BCSS to organize something to increase the fees Motion that this body, at the end of the accounting for the 2017 Championships, if our contingency is below $5000, then we would go to BCSS and ask if we could have an increase as opposed to having to organize something throughout the school year already have it in the books, it s just a one year thing, and if it s not below whatever number is decided, then it could be put on the books again She moved that this body, if at the end of the accounting for the 2017 Provincial Championships, if the account is lower than. Want to know from what an appropriate amount would be it s a hit and miss thing depends on where the Championships were located Victoria was more expensive, Kelowna was less expensive he and Nancy used to run credit card debt for the Championships and he is pleased that there is currently a surplus money is in the account because Tom from Kelowna ran such an efficient race this is the first time in 5-6 years that it s been this way Leslie Buchanan It was good to have money in the bank (for the organizing committee this year) wants to ensure the money is there for the next group

3 she suggests $5000 Hilary Watt, Sutherland would second that motion wanted to know where Championships were next year would rephrase $5000 to a prudent reserve is allotted need a larger reserve for Vic what do the Nanaimo people think they need? Stan Jang How much are we allowed to have as a reserve (according to BCSS) is there a limit, Elgin Park Tom met his budget As a non-profit, we can t have too much money in the bank seems like the motion won t be useful as the money comes too late for the crunch before the race BCSS doesn t lend money Jordan Abney, BCSS Generally seems the Championships are great and well run the experience should be good for athletes every year and every year we should try to break even there s a little bit of wiggle room but not much as far as more or less in the account Motion (Leslie Buchanan) If at the end of the accounting for the 2017 Championships, the balance is below $5000, the commission would go to BCSS and get permission to increase the entry fees For 20 Opposed 8 Motion carried Motion to accept financials Mike Keenlyside, Point Grey Seconded Brad Cunningham, Reynolds Secondary Motion carried. 5. Committees A. Championship Host Committee: Hugh Wilson, Mark Fenn, Lauren Hart, Leslie Buchanan Big thanks to the organizing committee of the Championships Race site, race and awards details Mark Fenn the course is in great condition suggested spike length was 7mm hazards 2 nd right turn before junior boys loop roots, Rocks on steep downhill, 2.3 km loop, course is as written move athletes through the finish shoot quickly

4 Jericho sailing centre showers available first aid on course doctor and North shore SAR food at finish waste management stations waste to go in appropriate containers 1-3 o C expected at race time Tents to be set up by start line and finish line behind porta potties (30 PP s) Hugh Wilson sponsors Subway, TD Bank, West Van Schools, Save on Foods Food donation, Kintec race day package pickup, Running Room, Hershey Harriers let them know if there are athletes not coming so their numbers can be reassigned extra coach shirts are available at the awards parking on race morning lot is small to the east pay parking best one is below West Point Grey academy across the street (W 4 th ) free West Point Grey Academy for awards Have athletes wear school colours for awards have athletes smile and shake the hand with awards no specific bus parking first come first serve a bus section has been reserved before at the pay parking by the race but the city has said no to coning off a bus area B. Disciplinary Committee To handle disputes and infractions on race day o (Commissioner) o Mark Fenn, Sentinel Secondary School o Andrew Lenton, Maple Ridge Secondary School o Eric Wolf, Dawson Creek Secondary School Same as last year C. Scholarship Committee to choose 2 $500 scholarship winners o Brian Nemethy, Nechako Valley o Tessa Kubicek, Oak Bay o Mark Fenn, Sentinel 2016 Winners: Jamie Hennessy (Maple Ridge) and Thomas Nobbs (Point Grey) Deadline is Dec Future Championships 2018 Vancouver Island, Saturday, November 3, Nanaimo (Allen Johnston: Wellington) o It s a go at Beban Park 2019 Lower Mainland, Saturday, November 2, Abbotsford? o Andrew Lenten has put in a bid same as clubs last weekend

5 2020 Other, Saturday, November The application to host is available on May move this date or avoid bad weather, but BCSS may have difficulty changing this, might be better to swap with the Abbotsford race we will talk about it next year 7. Future Zones BCSS is going to 9 zones instead of 8 for 2019 (see New Business) 8. Motions A. WHEREAS, both girls and boys run the same distances on the track; whereas, nearly all US state championships run equal distances; whereas, to ensure we send a positive message about equality to all of our runners BE IT RESOLVED that girls and boys of the same age run the same distance at the BC High School Championships with appropriate distances being 5km for Junior Boys and Girls and 6.5km for Senior Boys and Girls. (Jeff Wilson Revelstoke Secondary / Mark Bendall - Vernon Secondary) New distances: 4: km for juniors and km for seniors (amendment) Discussion: Mark Bendall, Jeff Wilson questions from parents and coaches about the fact that the athletes are able and a negative implication they have chosen to race athletes of the same age the same distance Senior girls have been fine with the longer distances Stan Jang sees the senior girls as the smallest group, but Mark has the opposite they had 900 kids in Fraser Valley and they had standard distances he feels it is a disservice to the girls to have them run shorter they had shorter distances overall and seniors ran one distance and juniors ran another it worked well Tom Carlson, Kelowna Against this post secondary, girls run 8 km and boys 10 km with hurdles it s a progression and he wants to keep the progression alive Developmental reason senior and junior girls are close in time girls can slow down in later adolescence and get faster after high school, different for boys he feels senior boys are ready for a longer distance, also he feels the enhanced distance for senior boys makes it different from track and the same track athletes will win at XC Mark Bendell,Vernon has been asked why we feel the girls are weaker by using the shorter distance positive feedback for running seniors all the same distance Hilary Watt, Sutherland feels this is a challenging issue it s 2017

6 the girls may slow down but they appreciate the longer distance time for this to pass Scott Trueman, Quesnel is there a certain elevation gain that goes with the distance could we do this on a trial basis for a year and then evaluate Hugh Wilson, West Van there is a difference between boys and girls girls often moved up hard to move up suddenly Maurice Wilson, BC Athletics University perspective at CND nationals women moved to senior women to same distance as senior men juniors haven t moved up yet but it s coming before this year W6km, M10 km, now W8 km, M10 km, equal in two years Don Sparks, Walnut Grove questions the numbers his athletes are spread out pretty evenly he just tells his athletes what distance they are running and they do it his juniors are faster (girls), but senior girls are going to run longer if they are told to, they want to he d be fine with them all running the same distance worries some senior girls might not be keen, feels senior boys are more ready Judy Tobacco, SMU feels it would be difficult for new senior runners to run the longer distance wants runners to run the same time as opposed to the same distance IAAF M/F running the same distance this is trickling down some provinces have gone to equal distances (overview) Tessa Kubicek her senior girls want to run longer like the boys Jeff Wilson, Revelstoke time difference top girls were not far behind the top boys the girls liked having more competitors Progression issue important for girls as well 4km is too short, Elgin Park Wants to vote on it Motion A as above with the distance amendment In favour 20 Opposed 2 Abstentions 3 The motion passed B. WHEREAS, more junior cross country athletes participate in BC; whereas, in 2016 Junior berthing for team and individual was matched to Senior berthing; whereas, Sr berthing is 4 of 7 runners and junior berthing is 4 of 6 runners BE IT RESOLVED that junior berthing become 4 of 7 runners. (Worsley - Elgin Park / Gin - White Rock Christian Academy)

7 explained the motion Eric Wolfe wondered how many more kids would this be minimal change in overall numbers Motion B All in favour Unanimously passed C. WHEREAS, the BC Cross Country Championship Handout states that all athletes must run their Zone Championship race to qualify to run in the BC Championship race; and whereas, there is no formal competition jury or decision-making process at the BC Cross Country Commission from exempting athletes from this obligation; and whereas, there may be legitimate reasons to exempt athletes who have not competed in a Zone Championship race to compete in the Provincial Championship race; therefore, BE IT RESOLVED, That the Commissioner of BC High School Cross Country be authorized to enter into the BC Cross Country Championship race athletes who missed their Zone Championship upon the recommendation of a Competition Jury constituted by the commission. (Wilson Sentinel / Kubicek - Oak Bay) Hugh Wilson, Sentinel explained the motion wants to establish a competition jury Leslie Buchanan, West Van mentioned an instance of a race being cancelled due to city circumstances she is in favour of the motion completion jury must be at the provincial commission level Eric Wolfe concerned that kids aren t pushed out due to these rulings wonders how you determine a legitimate reason the criteria need to be clearer for him to decide Criteria: sickness, car accident something unavoidable, and that athletes had raced a number of races and were good racers Tom Carlson, Kelowna would the person compete as an individual or be on a team (would bump a team member) Mike Keenlyside, Point Grey in favour he would have trust in a jury Don Sparks an athlete was spiked and didn t qualify as an individual against feels it s important that the kids compete

8 optics aren t good when someone didn t compete; feels the committee needs to be in place to present Chris Dalhvisen, Princess Margaret sees it could be exploited by coaches Tyler Heisterman, Brentwood College suggested an open zone that each zone could put an athlete in would get rid of problems of bumping doesn t like this his top five senior athletes would have not run zones, just been in an open zone Hugh Wilson emphasized that the committee needs to be at the provincial commission level so people don t take advantage of it could those people only run as individuals would make him more comfortable Hugh Wilson if they ve been an important part of the team for years- they should be allowed to Tessa Kubicek athlete injured and then walked the course sick kids have walked the course to be able to compete as a team member If passed, The following resolution is proposed: RESOLVED, that the BC Cross Country Commission creates a Competition Jury. The Jury should comprise the Commissioner as well as three elected representatives from the various zones. If this is passed, the following resolution is proposed. WHEREAS, the circumstances upon which a Zone Competition Jury may make a request to the Commissioner for an athlete exemption to the Provincial Championship; RESOLVED, that a zone representative must present an information package to the Commission Competition Jury that describes the circumstances of the request, so that a fair decision can be made. It should be clear that requests are not for the purpose of filling out teams but to accommodate athletes with a proven record of competition. The contents of the package will be defined by the Commission. (Wilson/Sentinel/Kubicek/Oak Bay) Motion C For 20 Opposed - 6 Abstention 1 Motion passed Therefore all parts of the motion passed 9. New Business Maurice Wilson from BC Athletics BCA is here to work with BCXC

9 Packages were passed out and he will be present at the championships he s the offtrack person XC and road they will have a tent and banners Went through the package next Wed presentation of a seminar Navigating the decision making process for college Natalie O Leary presenting They are planning a XC training camp next August contact them for info Taylor Dickinson wanting to raise awareness for the para side of the sport, hoping to grow the para numbers Changes to joining BCA by Zone now Coaching program information Jordan Abney, Executive director of BCSS Thanked the coaches, reps for what they do for athletes Rezoning: o Started last year zones have been the same for 48 years o Fraser Valley zone is too big o Looks like we will go to nine zones o Decision in December for number of zones, alignment of zones after that o Fraser Valley 2 to 4 o For fall of 2019 changes to berthing Strategic planning o Looking for a vision/purpose o Looking at core beliefs, values o Programs and services they should be offering o Para, unified sports (ID) Getting ADs informed (turnover issues) Survey for ADs and principles Emphasized that all athletes need to be on a roster and provided rationale 10. Motion to Adjourn Moved by Eric Wolfe. Dawson Creek Seconded by Leslie Buchanan, West Vancouver Motion carried. November 3, :45PM

B.C. Secondary School Cross-Country Commission s Annual General Meeting (AGM) 2018 November 2, :00PM

B.C. Secondary School Cross-Country Commission s Annual General Meeting (AGM) 2018 November 2, 2018. 7:00PM Coast Bastion Hotel, Nanaimo, British Columbia 1. Call To Order Welcome and introductions of