BC Rugby Board of Directors Meeting May 16 th, 2018, 4:00 pm 6:00 pm Via Conference Call

Transcription

1 BC Rugby Board of Directors Meeting May 16 th, 2018, 4:00 pm 6:00 pm Via Conference Call In Attendance: Britt Cook Tanya Donaldson Mike James Doug Manning, CHAIR Connie McGinley Samantha Shorter Nik Witkowski Mark Lewis Annabel Kehoe Louise Wheeler Regrets: Steve Cook Call to order: 4:02pm AGENDA 1. DISCUSSION: Board Effectiveness Survey Document circulated. All but two Directors completed the survey and the results were compiled into a report, which was overall positive and showed the board is self- reflecting and working towards improvement. It was noted that the Board has, and continues to, transition from being operational to a strategic and governance board, which changes the role and expectations of a board member. The role is clearly stated in our Constitution to grow, develop and manage the sport of Rugby in BC while the operations are delegated to staff and operational committees. Directors were invited to make suggestions on how to improve the Board s effectiveness. Suggestions shared and discussed included: - More training and professional development for the board. Both with the onboarding of new members and development of those in place, including

2 some basic coverage of what the role is as a governance board (as opposed to an operational one; - To keep attention & focus on the Strategic Plan and the Operational plan to ensure BC Rugby is on track and to provide better feedback to the CEO regarding the Strategic and Operational plans. With year 1 now complete and better measurement tools in place (e.g. Sportlomo membership) we will now be able see interim results and focus on what is going right/wrong with the plan. - Better information to the board regarding the activities and progress of the various Committees. - Promote profile of the Board within the community to improve connectivity and to support Directors as ambassadors for BC Rugby and the work that is being achieved. While the role of ambassador is important, so much happens that it is difficult to know all so be conduit to those who know. Activity Report will help the board be better ambassadors. - Improve the financial planning (longer-term) of BC Rugby. Need to identify well in advance areas or future projects that require funding to allow for leadtime to secure funds (especially commercial/private). Stakeholders Committee needs to be better supported/informed of upcoming areas of financial investment. - To have better meetings but not sure how to accomplish this. 2. DECISION: BC Rugby 2018 Annual General Meeting Agenda Document circulated. It was noted that there may not be a Stakeholder s Report. Workshops will immediately follow the AGM. MOTION: The AGM Agenda for June 16, 2018 be accepted as presented. Moved by D. Manning. Seconded by S. Shorter. CARRIED: Unanimously. 3. INFORMATION: BC Rugby Activity Report, April 2018 Document circulated. The Board were presented with an Activity Report on all the Governance and Operational activities that took place in April. The aim is to make this a regular monthly update to the Board on what has taken place.

3 The initial feedback from the Board on the function of the report was positive, as it would address some of the shortcomings discussed on arming the Directors with current knowledge of what s going on. The Board was invited to forward any questions or suggestions regarding the structure of the report to D. Manning. One deliverable was discussed the recent announcement of partnering with HeadCheck. It was felt that these good news stories are often overlooked or not promoted well and it was noted that this was a great piece to go out to our community. Questions were asked about the discussions and outcomes of the Rugby Canada AGM. S. Shorter shared the following: - As the financial details were settled prior to the meeting but concerns were still expressed regarding this matter. Quarterly report by Rugby Canada to the provinces will start again. S. Shorter will take the role of monitoring this aspect which is viewed to be high risk given the turnover in staff, movement of the CFO to Langford while senior management is still in ON. - Kingsley Jones presentation was a highlight of the weekend. He cares and is protective of the players and gave a sense of hope for the program. - There were important discussions surrounding LGBQ policy and Rowan Law. BC Rugby has circulated the drafted Transgender Policy that the Governance Committee produced for other provinces to review with the aim of having Rugby Canada and all Provinces align on a policy. - No Rugby Canada board elections this year. Strategic plan to be done this year Doug Campbell on that committee. Governance review will happen but not a main focus. 4. DISCUSSION: BC Rugby Club Finals Review A. Kehoe thanked C. McGinley, S. Shorter and T. Donaldson for attending. Special thanks to T. Donaldson for being a fabulous resource and assisting O. Daly in running the event. A. Kehoe and T. Donaldson then shared the following feedback to the Board:

4 - Abbotsford recruited more volunteers and the event ran more smoothly than 2017 Finals; - A few logistics regarding lining and roping the fields need refinement to protect the playing enclosure from spectators; - One medical emergency was handled very well as per the Emergency Action Plan. The player was later cleared of any serious injury. As is standard practice, there was no ambulance on site for this event and there was approximate 20-minute wait. While this is seen to be a possible PR issue, on-site ambulance is not viewed as need for future events. Plenty of communication goes to Teams to inform them of this practice. - Tentative financial figures for the event are not as good as other years, mainly due to lower beer sales but attendance was about the same as last year. - The Competitions Committee may need to find alternative venue for 2019 as City of Abbotsford have notified us that they may rest these fields next year. There is pressure to host on the Island but this is not financially viable at this time. Based on last two years finalists, 16 out of 18 teams would be entitled to travel bursary and Interior teams have featured. Additionally, having the all finals at one venue is considered a valuable component. The player survey is out so will receive some feedback on this matter. - It is not felt that the issues leading up to the finals regarding eligible players influenced the turnout. Changes approved to the Rules of Competition at the last meeting and to the Appeal policy being dealt with at this meeting will avoid a similar situation in the future but still need clubs to take responsibility and do their due diligence, while BC Rugby must be better at foreseeing and attacking issues promptly. 5. DECISION: Appeals Policy Document circulated. D. Manning thanked T. Donaldson for her contributions to this comprehensive policy. T. Donaldon presented the policy and shared that the main discussion the Governance Committee had surrounded the question of who has final say on final

5 appeal. Some wanted the Board to have this even though there is an avenue to go outside the organization. The GC felt strongly that no decision impacting our organization should go to a 3 rd party without going to the Board first. While this is now rare in sport, the GC felt that it is better to do so. Thus Section 14.1 is included where the Board can review an appeal and decide whether there is grounds to hear an appeal. A concern expressed regarding what timeframe can be guaranteed/upheld when dealing with time sensitive issues. This was addressed in part by the Rules of Competition where limits have been put in place to file a dispute. Timelines are in there to allow due process to take place. This doesn t remove planning in advance for a quick turn-around during sensitive periods (e.g. Club finals). A bond is required for all appeals and has been in previous policies. M. Lewis has noted some formatting issues the need to be address and will forward edits for final document. MOTION: To accept the new BC Rugby Appeal Policy as presented. Moved by D. Manning. Seconded by T. Donaldson. CARRIED: Unanimously. 6. DISCUSSION: Annual Report Document circulated. The report will show provincial and regional results and then the clubs will receive individual reports with their specific details. A print version will be available for the AGM and PDF version will be available to share. The report will be for the 2017/18 fiscal year figures and next year will show proper retention measurements. A suggestion put forward that historical results of championships/cup Competitions be included in the Annual report. This won t be included in the Annual report but it is being considered in new layout of BC Rugby website.

6 7. DISCUSSION: Club Connection It has been suggested that the Board divide up the clubs and contact them directly in the next two weeks. There has been no 'town hall' meetings and clubs have not had a chance to raise any issues. This process would do that. D. Manning and S. Shorter will divide the list of club administrators between directors and forward contact information and forward to the board. Board will contact them with a few questions to give club time to prepare. D. Manning and S. Shorter will prepare a script. Some clubs may not follow up on this matter. Guideline used previously was three attempts to make contact. ACTION: Directors to make contact with Clubs and arrange calls to submit reports to D. Manning by May 28. Reports will be compiled and shared at May 30 Board Meeting. 8. INFORMATION: Year-End Financial Statements Draft Statements were to be ready today but are not due discrepancies in opening balance. This was identified as being due to a significant 2016/17 prepaid expense not being carried forward into fiscal. This mistake occurred during transition period to using professional bookkeeping service. This will cause a deficit for Draft Statements will be ready for approval at the May 30 th, 2018 meeting and should be circulated to board the week of May 22, Will make an adjustment for Q1 to uplift the profit for this year to account for opening balance. 9. INFORMATION: Board Nominations Update At the last meeting the names put forward as directors at the 2018 were Nik Witkowski, Mike James, and Mark Lewis. Mike James, due to time commitments of a growing family, has withdrawn his name as a board nominee but he will remain as a member of the Participation Committee.

7 Another nominee is needed and the 2-year position (Fraser Valley representation) is still empty. Some people have been approached by S. Shorter and T. Donaldson to put their name forward but no definite responses. 10. INFORMATION: May 30 Board Meeting Draft agenda circulated. The Board will need to meet prior to the Annual General Meeting to discuss the following: - Financials - Any further material changes to Rules of Competition as recommended by the Competitions Committee - Board and Operating committee appointments - Club Connections Report - Board Nominations Noted that T. Donaldson cannot make 4 pm meeting on May 30 th Adjourned: 5:41pm Minutes recorded by L. Wheeler