BY-LAWS ~ POLICIES ~ COMMITTEES
Committees & Terms of Reference
Athletics Manitoba Governance and Nominations Committee
Terms of Reference – June 2021
Purpose
The Governance Committee is a standing committee of the Board of Directors (BOD). It is responsible for overseeing matters of governance including the formulating and recommending of governance principles and policies, reviewing and revising by-laws as appropriate, assisting in the development of appropriate documentation, contributing to the strategic plan and governance structure including enhancing the quality of nominees to the Board of Directors and to committees.
Key Duties
The Committee will, under the authority delegated to it by the BOD, be responsible for overseeing all governance matters of Athletics Manitoba (AM), including:
Governance: recommending improvements to AM governance practices.
Documentation: recommending changes to and developing governance documents, including keeping current the Articles of Continuance, Bylaws and policies.
Nominations: making recommendations about Board composition, including the size of the Board; assisting in defining and assessing qualifications of Directors; identifying potential candidates for the Board; to the extent reasonably possible, having the board reflect the demographics of the athletics community and the broader community; and ensuring the integrity of the nomination process.
Succession Planning and Appointments: serving in an advisory capacity to the Board Chair on matters of succession planning, and recommending appointments to internal and external committees and representatives.
Orientation and Training: reviewing and recommending appropriate orientation, training, and continuing education programs for Board of Directors including governance training.
Committee Members
- Up to 4 members (including of the Chair of BOD who is ex officio a member of the Committee)
- Quorum will be two.
Roles and Responsibilities
- Attend a minimum of 1 in person meeting per year either in person or via video or teleconference.
- Be available through email/phone for ongoing consultation
Scope and Jurisdiction
- The Governance Committee is a committee of the Athletics Manitoba Board of Directors (BOD).
- Recommendations and suggestions from the Governance Committee will be presented to the BOD through the committee chair with regard to – Revisions to Policies and By-laws, HR management, and Nominations.
- All communication on behalf of the Governance Committee with the Athletics Manitoba BOD will be through the Chair of the Governance committee to the Chair of the BOD.
- Minutes of the meetings will be submitted as part of the BOD meetings.
Athletics Manitoba Competitions Committee
Terms of Reference – March 2018
Purpose
The Athletics Manitoba Competitions Committee is responsible to assist Athletics Manitoba in:
- Harmonizing the contributions of all track and field clubs in order to maximize the planning, preparation and promotion of Athletics Competitions in Manitoba.
- Develop and promote projects and activities that are best accomplished through the collaborative efforts of multiple clubs and organizations.
- To serve as the Bid Champion for major Track and Field events.
- To support the training and development of track and field officials.
Committee Members
- Athletics Manitoba staff member (Committee Chair)
- Athletics Manitoba board members (2)
- Club Representatives (minimum 1 per club, preferably 2)
- School Representative (1)
- Athlete representative (1)
- Official representative (1)
Committee Member Roles and Responsibilities
- Act as the main organizing committee responsible for the execution of the following annual competitions:
- Spring Open, Outdoor Age Class Provincial Championships
- Last Chance
Scope and Jurisdiction
- The Competitions Committee is a committee of the Athletics Manitoba Board of Directors (BOD).
- All communication on behalf of the Competitions Committee with the Athletics Manitoba BOD and the membership as a whole will be through the Committee Chair.
Deliverables
Ensure volunteer requirements are in place and ensure proper execution of the following elements:
- Meet Set Up/Entries/Schedule
- Results & Computer/IT Set Up
- Announcing
- Hosting
- Officials & Photo Timing
- Set Up/Take Down
- Registration/Finances
- Sponsorship
Frequency of Meetings
The Chair in consultation with the committee will determine how often meetings will be held.
Athletics Manitoba Coaches Council
Terms of Reference – March 2018
Purpose
The Athletics Manitoba Coaches Council is responsible for assisting Athletics Manitoba staff in the:
- Annual review and evaluation of current Athletics MB programs
- Development and annual review of Athlete Funding policies and standards
- Development and annual review of Team Selection policies and standards
- Ongoing oversight of AM Staff as it relates to athlete funding and team selection practices
Committee Members
- Athletics Manitoba board member (1)
- Athletics Manitoba staff member (Executive Director)
- Club Representatives (minimum one per club)
- School Coach Representatives (2-3)
Council Member Roles and Responsibilities
- Nominate Council Chair for 1 year term
- Attend a minimum of 1 in person meeting per year
- Be available through email/phone for ongoing consultation
- Provide oversight to AM Staff and ensure that all athlete funding and team selection decisions are made fair and equitably, and in accordance with established policies
Scope and Jurisdiction
- The Coaches Council is a committee of the Athletics Manitoba Board of Directors (BOD).
- All communication on behalf of the Coaches Council with the Athletics Manitoba BOD will be through the Committee Chair.
- The Coaches Council has a duty to report any conflict of interest or perceived conflict of interest as it pertains to the operation of all Athletics Manitoba staff and the implementation of Athlete Funding and/or Team Selection Policies.
Frequency of Meetings
- The Coaches Council will meet in person a minimum of once per year.
- Additional meetings may be called on an as needed basis.
- All council members must be available for additional phone and email consultation throughout the year. Specifically, during annual reviews of policies and during the establishment of team selection standards.
Athletics Manitoba Athlete Council
Terms of Reference – March 20, 2020
Mission
The Athletics Manitoba Athlete Council’s mission is to bring athletes together to form a collective voice, in an effort to create and maintain an athlete centered culture within the organization.
Vision
By increasing communication and dialogue between athletes through the council, our vision is to better inform and empower athletes, and to make sure their opinions and concerns are heard by the Board of Directors.
Values
The council believes that athlete leadership and involvement will help promote values of inclusion, transparency, education and equality within Athletics Manitoba.
The goals of the Council are as follows:
- To create an avenue for Manitoba athletes to meet and discuss current issues affecting them at the Local and Provincial level.
- To create an opportunity and pathway for athlete concerns and issues to be brought forward to the Athlete Reps and discussed at the Board Level.
- To foster positive relations across the athlete community and provide a safe space where athlete concerns can be discussed among peers.
Responsibilities for council members:
- Promote a positive, supportive, athlete-centered environment
- Act as an extending voice (questions, concerns, or suggestions) for all Athletics Manitoba athlete members.
- Bring forward athlete issues to the Athletics Manitoba Board of Directors (ensuring that these issues are kept as confidential as possible when necessary)
- Act as a leader within your event group (and beyond)
- Attend 1-2 in person meetings per year (Spring and Fall)
- Willingness to support athletes and act as a mentor
Athletics Manitoba Masters Committee
Terms of Reference – May 2021
Purpose
To encourage and support the development and participation of Masters* Athletes in Athletics through proper planning, training and competition opportunities tailored to the specific needs of the Masters Athlete.
A measurable goal is to work towards building a Masters Community to support/increase participation of Manitoba Athletes recreationally and at Local, Provincial, National and International Athletics competitions.
Key objectives/Success factors:
- Development and growth evolution of Masters Athletics
- Increase participation (%Growth)
- Promotion of sport to increase engagement, attraction and retention of athletes
- Provide quality Masters competition opportunities (%Participation)
- Promotion/awareness of Provincial, National & International events
- Provide access to more local/regional events
- Provide quality club support
- Identify and support clubs that have Masters programs
- Provide coach knowledge & training – e.g. training the masters/aging athlete
- Identify and support coaches that train Masters Athletes
- Maintain Provincial Masters records/bests
- Understand and address barriers (perceived or otherwise) that limit or prevent participation of Masters athletes in the sport.
- Increase participation (%Growth)
Roles and Responsibilities
- Assist in the development and promotion of a positive, supportive, athlete-centered environment for Masters Athletes
- Act as an extending voice (questions, concerns, or suggestions) for all Masters athlete members.
- Willingness to support Masters athletes and act as a mentor
- Bring forward Masters Athletics related issues to the Athletics Manitoba Board of Directors (ensuring that these issues are kept as confidential as possible when necessary)
Scope and Jurisdiction
- The Masters Committee is a committee of the Athletics Manitoba Board of Directors (BOD).
- All communication on behalf of the Masters Committee with the Athletics Manitoba BOD will be through the Committee Chair.
- Where feasible implementation of recommended initiatives or actions will be incorporated within existing programs and support structures.
Athletics Manitoba Officials Committee
Terms of Reference – Nov 2015
Purpose
The Athletics Manitoba Officials Committee is responsible to assist Athletics Manitoba in:
- Coordinating and assigning officials to track meets in Manitoba
- The creation of a long term recruitment and retention plan for Officials in Manitoba
- Training and ongoing professional development opportunities for all levels of Athletics Officials
- The identification of officials for out of province travel, mentoring and recognition including awards
Committee Members
- Athletics Manitoba Executive Director (Chair)
- The initial committee will was composed of 2 officials appointed by MTFOA and 2 appointed by the Athletics Manitoba Board of Directors (BOD)
- Future nominations and or appointments to be determined every two years based on the evaluation of the committee
Scope and Jurisdiction
- The Officials Committee is a committee of the Athletics Manitoba BOD
- Recommendations and suggestions from the Officials Committee will be presented to the BOD through the committee Board Liaison
- Decisions regarding spending will be made by the Athletics Manitoba Executive Director in consultation with the Officials Committee. Major spending outside of the approved budget will be approved by the Athletics Manitoba BOD
- Communication to and with officials will occur through the following channels
- AM office staff
- Officials Coordinator
- Committee members
- All communication on behalf of the Officials Committee with Athletics Manitoba partners will be through the Chair, the Athletics Manitoba Executive Director
Deliverables
- Assist Athletics Manitoba staff in the creation of a long term recruitment and retention plan for Officials in Manitoba
- Assist Athletics Manitoba with the training and professional development of officials at all levels in Manitoba
- Identify officials and provide recommendations for recognition and awards; mentoring and upgrading as well as out of province officiating opportunities
- Officials Coordinator or designate(s) to coordinate officials for all meets in Manitoba
Frequency of Meetings
The committee will meet quarterly
Athletics Manitoba Equipment Committee
Terms of Reference – 2020
Purpose
The purpose of the Equipment Committee is to oversee matters related to maintenance, repair and purchase of new and existing equipment.
Key Duties
The Committee will, under the authority delegated to it by the Board, be responsible for overseeing matters relating to equipment, including:
Maintenance & Repairs: Maintain records of requested/needed repairs of existing equipment. Complete regular maintenance projects as needed.
Purchase: Work with the community to develop/maintain a list of requested equipment purchases. Collaborate with staff to create RFQ for large equipment orders as needed.
Reporting: Work with staff to prepare annual reports for the BOD and AGM.
Committee Members
- Athletics Manitoba staff
- University of Manitoba representative
- Club Representatives
Roles and Responsibilities
- Nominate Council Chair for 1 year term
- Attend a minimum of 1 in person meeting per year
- Be available through email/phone for ongoing consultation
Scope and Jurisdiction
- The Equipment Committee is a committee of the Athletics Manitoba Board of Directors (BOD).
- Recommendations and suggestions from the Equipment Committee will be presented to the BOD through the committee chair
Coming soon