“New times, New brand”€¦ · Chairperson Report Chief Operating Officer Report Treasurer Report 7. Budget presentation 8. Election of new officers ANNUAL GENERAL MEETING ADJOURNED

Cross Country Alberta 11759 Groat Road - Edmonton, Alberta - T5M 3K6

Tel: (780) 415-1738 / Fax: (780) 427-0524 / [email protected] / www.xcountryab.net

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April 22, 2019

To all Cross Country Alberta Member Clubs,

We are pleased to invite you to our 2019 CCA Annual General Meeting:

“New times, New brand”

The Cross Country Annual General Meeting will be held on Saturday, June 22, 2019 in Calgary

Schedule (subject to change)

9:30 – 10:00 Registration and Complimentary coffee & snacks

10:00 Welcome from the Chairperson, Jo Wolach

10:05 – 10:50 GUEST PRESENTER TBA

10:50 – 11:00 Coffee and Snack Break – provided by CCA

11:00– 12:00 Annual General Meeting

12:00 – 1:00 Lunch and Awards – provided by CCA

1:00 – 2:30 GUEST PRESENTER TBA

2:30 – 2:45 Closing remarks and Q & A

3:00 Meeting adjourned

Thank you!

Please send in your club registration (online), club proxy form and nominations by Friday, May

31 at 12:00 noon. Registration information is listed below.

We look forward to seeing you at the CCA Annual General Meeting!

Sincerely,

Jo Wolach

Chairperson, Cross Country Alberta

mailto:[email protected]



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2019 AGM Notice & Information Package

1. AGM Registration Information

2. AGM Agenda

3. Votes per Member Club

4. AGM Proxy Form

5. CCA Board of Directors Nomination form

6. Meeting Directions and Maps

7. 2018 AGM Minutes




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ANNUAL GENERAL MEETING AGENDA

1. Registration

9:30 am

2. Welcome and call for nominations

11:00 am

3. Acceptance of Agenda

4. Acceptance of 2018 AGM Minutes

5. Business arising from minutes

6. Annual Reports:

Chairperson Report

Chief Operating Officer Report

Treasurer Report

7. Budget presentation

8. Election of new officers

ANNUAL GENERAL MEETING ADJOURNED

12:00 pm




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CCA AGM Registration Form

Click HERE to register for the 2019 Annual General Meeting

Please confirm your attendance by Wednesday, May 31, 2019.

Please contact [email protected] if you need assistance registering online.


https://docs.google.com/forms/d/1QP7qVTF7XXUAqylVqtO_L8gv-rNEyZwxQfOr-gMFTr0/prefill




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CROSS COUNTRY ALBERTA

ANNUAL GENERAL MEETING

VOTES PER CLUB

The total number of paid members will determine club representation votes.

No. Skiers in Member Club No. Votes of Member Clubs

0000 to 0020 1 vote

0021 to 0100 2 votes

0101 to 0200 3 votes

0201 to 0300 4 votes

0301 to 0400 5 votes

0401 to 0500 6 votes

0501 to 0600 7 votes

0601 to 0700 8 votes

0701 to 0900 10 votes

0901 to 1000 11 votes

1001 to 1200 12 votes

1201 and over 12 votes plus one vote for each additional 200 (or fraction thereof

persons more than 1200.




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CROSS COUNTRY ALBERTA

ANNUAL GENERAL MEETING

PROXY FORM

Voting by Proxy

As per Section 4.4.4 “Delegation of Votes” in the CCA By-Laws, “Any Member Club may

delegate its right to vote to any member of Cross Country Alberta as its delegate. Such a

delegate must present evidence of the delegation prior to the opening of any meeting, signed by

two (2) officers of the Member Club they represent.” This in effect gives the right to vote by

proxy, following these guidelines. If your club chooses to vote by proxy, use the enclosed proxy

form.

To assist you in selecting a club to carry your proxy, please check the CCA website for a list of

clubs who have registered for the AGM. Your designate must present this form prior to the

commencement of the meeting to the CCA Representative.

PROXY FORM

I, ______________________, being a Board member of_______________________, a Cross

Country Alberta Club, do hereby give permission to _______________________, who is also a

member of Cross Country Alberta, to act on my behalf at the Annual General Meeting, Saturday,

June 22, 2019 in Calgary, Alberta.

Signatures of two (2) Club Officials giving permission:

1. _______________________ ______________________ ____________________

Print Name Club Board Position Signature

2. _______________________ ______________________ ____________________

Print Name Club Board Position Signature

DUE AT CCA OFFICE BY Wednesday, May 31 at 12 noon

(Email to: [email protected], or fax to: 780-427-0524)





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2019 ANNUAL GENERAL MEETING

CCA BOARD of DIRECTORS NOMINATION FORM

The following CCA Board positions are open for nominations. Please see the CCA Web site for

full description of Board positions. Nominees and nominators must be members of CCA.

CCA BOARD MEMBERS TO BE ELECTED FOR A TWO YEAR TERM:

1. “Treasurer"

I nominate ________________________________________________ for 2018-2020

2. “Director of Human Resources"

I nominate _________________________________________________ for 2018-2020

3. “Director Marketing and Communications"

I nominate ________________________________________________ for 2018-2020

4. “Director of Events and Scheduling”

I nominate _________________________________________________ for 2018-2020

5. “Director of Alberta Ski Team”

I nominate _________________________________________________ for 2018-2020

TO BE ELECTED FOR ONE YEAR REMAINING ON A TWO-YEAR TERM:

6. “Director of Leadership Development"

I nominate __________________________________________________ for 2018-2019

7. “Director of Para Nordic Development"

I nominate _________________________________________________ for 2018-2019

______________________________________________________________________________

Nominator’s full name (please print) Signature Email address

SEND THIS FORM TO THE CCA OFFICE PRIOR TO Wednesday, June 1, 2018

Nominations will be accepted at the June 9, 2018 Annual General Meeting.

(Email to: [email protected], or fax to: 780-427-0524)


http://www.xcountryab.net/contact-us/




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Location:

Cliff Bungalow Mission Community Association

Suite 462, 1811 - 4 St SW

Calgary, AB T2S 1W2




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2018 Annual General Meeting

Saturday, June 9, 2018

Edmonton, Alberta

Present:

Jo Wolach, Cross Country Alberta

Chris Hanstock, Edmonton Nordic

Heather Morris, Edmonton Nordic

Ulf Kleppe, Edmonton Nordic

Ken Bagnall, Birkie Society

Vaughn McGrath, Fort Saskatchewan Nordic

Aaron Dodds, Edmonton Nordic

Margaret Barron, Strathcona Wilderness Center

Les Parsons, Camrose Ski Club

Jean Funk, Strathcona Wilderness Center

Ian Murray, Capital Region Training Group

Dave Cooper, Birkie Society

Michelle Deacon, Foothills

Chris Jeffries, Alberta World Cup Academy

Larkin Wasmuth, Capital Region Training Group

Sandra Jardine, Athabasca Nordic

Allison McArdle, Cross Country Alberta

Dasha Atkins, Space Dogs

Chris Reitz, Ptarmigan Nordic

Ben Millen, Space Dogs

Bogi Gyorfi, Cross Country Alberta

Michael MacIsaac-Jones, Alberta World Cup Academy – Rocky Mountain Racers

Richard Loken, Athabasca Nordic

Lisa Tough, Parkland Nordic

Anita Pimm, Parkland Nordic

Jeanie Godfrey, Canmore Nordic

Leah Reitz, Ptarmigan Nordic

Jared Reitz, Ptarmigan Nordic

Edan Wasmuth, Fort Saskatchewan Nordic – Capital Region Training Group

Heidi Widmer, Foothills Nordic Alumni

Gabriela Nef Ojeda, Cross Country Alberta

Michael Dickinson, Edmonton Nordic

Jo Wolach opens the meeting with the confirmation we have met quorum.

1. Jo Wolach introduces the board nominations.




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2. Motion to approve agenda-

a. Aaron Dodds

b. Vaughn McGrath

c. Carried

3. Motion to approve 2017 AGM minutes

a. Moved by: Ken Bagnall

b. Seconded: Les Parsons

c. Carried

4. Jean Funk: Special Resolution (see attached form)

a. Special resolution is to appoint a sub committee to review the nominations put in

place for the selected board of director members.

b. This process is strictly procedural. Board direction must be forward.

c. No questions. All in favor

d. Carried

5. Jo Wolach: Chair Report: (see complete report circulated)

a. Season has experienced two big HR changes. Gabriela was hired as the new

Program & Communications coordinator and Mike Neary is moving away from

CCA. The CCA BOD will embark in hiring a new Managing Director prior to

next season.

b. Cross Country Alberta has had a big presence at high performance meetings this

past season. Camps organized are more coach-driven (coaches taking leadership

roles).

c. Provincial Government grant will be used to support paid coaches in AB (must be

properly shared between recipient club and CCA)

d. Ian Reade has been a key helper in restructuring the strategic plan.

e. Goal in coming seasons is to improve Para Nordic development, augmenting the

programs for First Nations and continue strong ties with World Cup Society.

f. Next season there will be more officials courses offered for current/new officials.

g. Our marketing director obtained a sponsorship from Fountain Tire ($15,000)

which will continue for next season.

h. Concussion policy was written a year ago. It is now the standard for other

policies.

i. Technical Package has been updated with correct age categories and adding roller

skiing to its races.

j. Questions:

Vaughn brought up Bylaws which include the term ‘Sport Manager’

(finances, management, board governance etc). How will this be affected

by the addition of the new Managing Director?

Jo: Sport Manager title will be continued to be used until the bylaws are

reviewed and changed. CCA has been in consultation with legal aid and

they mentioned the name is not a legal issue.




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Vaughn: Wouldn’t the change of name/position require the bylaw change

prior? Concern comes from the board not following due process. Vaughn

is disputing the board changing the position name before any bylaw

review.

Jo: Bylaws state that actions for a person are changeable. Legal advice is

in place stating changing the name is not a problem. This issue will be

solved by appointing a committee to review/change the bylaws

accordingly.

Jeanie Godfrey: Will the managing director be allowed to join the

technical committee?

Jo: No. The Managing Director is a non-voting member of the committee.

Any paid positions cannot be voting members of the board. Terms and

references will need to be reviewed.

Jeanie: Who is the hiring committee for the new managing director?

Jo: HR Director, Jo, Dasha and also a HR consultant

Jo: Ian Reade suggested changing the name to Managing Director to

ensure direction of the position being clear. This is following the business-

model of the organization.

k. Introduction of Michael MacIsaac-Jones as athlete representative (member-at-

large)

Position will represent athletes of Alberta through the collection of athlete

perspectives, concerns and opinions.

This addition gives an opportunity to bring athletes issues/opinions to light

of the board. It is very important for athletes to have a voice in the XC ski

community.

Michael will create a Facebook/Instagram to gather athletes around the

province. The target goal is to reach athletes who are at racing age (high

performance). Future appointed position will be under Technical

Committee as a voting member.

6. No Sport Manager Report

Subjects such as athlete/youth development, marketing and office are listed in Jo

Wolach’s chairperson report.

7. Financials

a. Ken Bagnall (CCA Treasurer) presented financials for the season (see circulated

financials)

b. Motion: Move to approve the 2017-2018 financial statements draft subject to

satisfactory review by an appointed audit.

i. Moved by: Vaughn McGrath

ii. Seconded: Jean Funk

iii. Carried.

c. Motion: appointing Mike Dickinson/ Terry Protz as auditors of the 2017-2018

financial statements.




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i. Moved by: Jean Funk

ii. Seconded: Chris Hanstock

iii. Carried.

8. Budget:

a. Motion: Move to approve2018-2019 financial budget

i. Moved by: Michelle Deacon

ii. Seconded: Jean Funk

iii. Carried.

iv. Abstention: Vaughn McGrath

b. From the floor:

i. Members asked clarification on the allocation of donations from public

donors.

ii. Ken & Gabriela: Donations all must come through Alberta Sport

Connection then sent to CCA for appropriate allocation. Specific names

are not allowed to be appointed but donor will usually contact CCA with

name.

iii. Jean: The reason names cannot be stated in the donation form aligns with

the policies for Canada Revenue Agency.

iv. Ian Murray: Costs for AST are rather high. Why is this?

v. Ken: costs for AST program include coverage for camps, administration

costs, uniforms and also includes Alberta Development Team as well.

9. Membership rates:

a. Dasha presents proposition to increase membership fees to $20 for all categories

by 2019 - $10 to CCC, $10 to CCA

b. Alberta has one of the lowest membership fees compared to other Canadian

provinces. Alberta also receives less funding and financial support compared to

Ontario, Quebec and BC (Members of the ‘big four’)

c. Goal is to make CCA financially stable and be able to hire paid coaches while

ensuring better program delivery and quality. This proposition is also to offset the

operational costs related to upgrades in office staffing (hiring new full-time and

part-time staff)

d. Current annual club membership/insurance fees $100 stays the same. No planned

increases.

e. Goal: membership fees and new staff in place will propose more resources for:

athlete bursary, securing private/government funding, generating funds for

coaching development, better support for small clubs and addressing cross-

provincial racing series (more appealing for certain categories).

f. From the floor:

Chris Reitz: Supports the motion. This will make CCA more attractive to

recreational skiers.

Michelle Deacon: supports the motion. Although Foothills already incurs

high costs as a big club, this isn’t an issue.




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Sandra Jardine: supports motion. Compared to other sports, cross-country

skiing fees are rather cheap.

g. We will need to create a ‘value’ package to support statement out to membership.

Including adding value for rural clubs across Alberta.

h. Motion: Move to increase membership fees to $20 in 2019-2020 ski season

i. Moved by: Dasha Atkins

ii. Seconded by: Chris Reitz

iii. Opposed: Vaughn McGrath

iv. Carried

10. Special Motion

a. Jean Funk (see attached motion)

b. Special motion is to have an independent third party reviewing books and records

as necessary conduct interviews and meetings of CCA Board, Committees, staff

and contractors for the purpose of identifying decisions and actions that are non-

compliant with CCA Bylaws, CCA Policies and the ASC Association

Development Program Minimum Recognition and Eligibility criteria.

c. Incorrect motions must be rescinded in order to allow tidying up of records.

d. Recommendation is to have board move on motion in regards to contracts so they

match up information stated in the bylaws. Board will appoint an auditor to ensure

a third-party revision.

e. Moved by: Jean Funk

f. Seconded: Chris Hanstock (Margaret Barron removed)

g. Carried

h. Abstention: Vaughn McGrath & Chris Reitz

i. Opposed: Dasha Atkins

11. Bylaw Committee motion: Members of the clubs (whom are not board members of CCA

in the current year) will make up the committee to review CCA Bylaws and make

recommendations on changes for the current board. Timeline: motion is expected to be

presented at the 2019 AGM.

i. Moved by: Chris Reitz

ii. Seconded by: Ian Murray

iii. Carried 12. Election of New Officers:

a. Jo Wolach: Second and third call for board nominations

b. Leadership Development: Bogi Gyorfi

i. Acclaimed

c. Treasurer:

d. Marketing & Promotions: Nick Khorin

i. Acclaimed

e. HR Director: Ben Millen

i. Acclaimed

f. Events and Scheduling: Todd Wilson




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i. Acclaimed

g. Alberta Ski Team Director: Allison McArdle

i. Acclaimed

13. Motion to Adjourn:

a. Moved by: Les Parsons

b. Seconded: Chris Hanstock

c. Carried




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2019 Special Resolution

(Please see attached special resolution concerning bylaw changes)


Documents

“New times, New brand”€¦ · Chairperson Report Chief Operating Officer Report Treasurer Report 7. Budget presentation 8. Election of new officers ANNUAL GENERAL MEETING ADJOURNED