News and Announcements
In preparation for the upcoming Field Hockey BC Annual General Meeting on February 10th, 2021 (6.30pm), the Field Hockey BC Board of Directors and Staff wish to reach out to inform the membership that the 2021 AGM will be hosted in a VIRTUAL capacity utilizing both video conference and web-based voting technology.
Given the current restrictions imposed on group gatherings by the BC Public Health Office, the expectation is that an in-person hosted AGM will neither be possible nor appropriate in February 2021. As a result, FHBC is providing a series of advance notices to membership beginning with this communique outlining a calendar timeframe for the submission of information and documentation ahead of a virtual AGM:
- AGM Date: February 10, 2021 at 6.30pm
- Deadline for Submission of Nominations to the Board of Directors: January 18, 2021
- Deadline for Submission of Formal Motions: January 18, 2021
- Release and Posting of Proxy Form Template: January 20, 2021
- Deadline for Submission of Proxy Form to FHBC: February 3, 2021
- Deadline to Register as an Individual Voter: February 3, 2021
- Deadline to Register Questions in advance of the AGM (Optional): February 5, 2021
- Virtual AGM Trial Run (Internal): February 8, 2021
The timeline above recognizes the level of complexity required when considering a virtually hosted AGM and in particular sets realistic submission deadlines designed to enable FHBC to pre-load election, motion, and voting detail into the supporting technology. Once such detail has been pre-loaded sufficient time remains for FHBC to communicate with members (most specifically voting members) as to how such technology will be utilized both in advance of and at the AGM.
FHBC intends to provide similar AGM updates/reminders scheduled for membership dissemination on January 4, 2021; January 20, 2021; and January 25, 2021. Each AGM update is intended to provide guidance as to due process ahead of pertinent calendar deadlines.
This first AGM notice provides the opportunity to introduce due process for nominations to the FHBC Board of Directors:
FHBC Board of Director Nominations
The following four FHBC Board of Director positions are up for election in 2021:
- Domestic Director
- Marketing Director
- Athlete Program Director
FHBC has posted the terms of reference for each position above and the applicable nomination form in the Annual General Meeting page of the FHBC website www.fieldhockeybc.com/annual-general-meeting-agm/. You can also find these documents attached to this email. To nominate an individual for any of the Board of Director positions above, please complete a nomination form and return the form by January 18, 2020 to email@example.com. A reminder will be included in the January 4, 2021 update to follow.
In the meantime, please do not hesitate to reach out and contact us at firstname.lastname@example.org should you have any questions regarding the 2021 FHBC AGM.
Yours in sport,
Field Hockey BC
December 21, 2020
Hello Field Hockey Community!
The Victoria Junior Field Hockey Association would like to invite you to the 2020 Annual General Meeting. They are looking for some new Board Members to join our team. They are looking for people who are interested in getting involved in the field hockey community and helping the next generation.
For interested parents, you will have a direct hand in shaping the association to benefit all children in our sport. This is a great way to acquire some professional development in a volunteer organization and to give you a chance to offer your ideas and perspective.
The AGM will be held on Thursday December 10, 2020 at 7pm via ZOOM. Everyone is welcome to attend the AGM.
Meeting ID: 858 4649 0301
The order of business will be as follows:
1. Call to order
2. Approval of agenda
3. Approval of previous minutes – September 16, 2019
4. Treasurer’s report – Charles
5. Chair’s report – Shibby Claire
6. 2020-2021 Season- What it will look like with Covid
• President – Shibby Claire (incumbent)
• Vice-President – Jim Knight
• Secretary – Shalegh Ringma (incumbent)
• Treasurer – Charles Goodmanson (incumbent)
• Girls Coordinator – Julie Williams/Lauren Goodmanson
• Boys Coordinator – Jim Knight/Meena Sran
• Directors-at-Large Kelvin Kum & 2 vacant positions
9. Other business
On behalf of Field Hockey Victoria here are the key takeaways for Stage 2 FHBC Return to Play:
The details below and the document attached does not replace all of the details of requirements and checklists in the full Sept. 29 FHBC Stage 2 Return to Play plan (see link at bottom). It is specifically geared for the Field Hockey Victoria general participant and parent audience.
Stage 2 Definition
The FHBC second stage responsible return to play is defined as a progressive game play
return – permitting the creation of ‘cohorts’ (participant bubbles or pods) allowing for
greater participant interaction within the field of play only (field of play defined as
inside the playing perimeter white lines).
Participants (all players, coaches, safety officers, officials) need to sign a COVID-19 participant attestation form prior to each activity session (even if that is multiple sessions in the same day).
- This can be done electronically or on paper but must be properly tracked, organized and able to be provided upon request
Liability & Insurance
While we are all doing our part to limit transmission of COVID-19, the Return to Play framework is also built to cover liability and insurance. As with any session, all players, coaches and officials must have valid FHBC membership so they have their player insurance. In addition, all organized sport activity on any field or venue must follow the appropriate FHBC return to play guidelines for liability purposes which for liability reasons must include:
- Insured participants (valid FHBC memberships)
- Contact tracing for each session of each participant
- Organizing group has an Emergency Action Plan
For contact tracing purposes, the organized sport group of the activity must collect the first and last names and telephone number or email address of all activity participants. Please ensure cohort record keeping is up to date and able to be provided upon request.
Regardless of whether your session is in Stage 1 or Stage 2, outside the playing perimeter white lines stage one physical distancing protocols apply requiring all participants to maintain a physical distance of 2 meters.
Participants must commit to a single cohort
All members participating in Stage 2 Return to Play are limited to a single cohort (except those in a FHC or FHBC high performance program).
Coaches and Officials may be counted outside the total cohort number if they are able to
maintain physical distancing at all times.
Stage 1 training sessions are not cohorts as there are coach to athlete ratios and physical distancing at all times. Therefore, participants could play in a Stage 1 training session and one Stage 2 cohort. It is recommended that coaches, officials and players consider the number of people they are exposed to regardless of if physical distancing is in place or not.
- A player training in Stage 2 club practice cannot participate in men’s or women’s league
- A player competing in the women’s or men’s league can participate in a Stage 1 club practice (physical distancing and coach:athlete ratios at all times)
- A player participating in a FHBC Regional program can participate in men’s or women’s league (note: those athletes are limited to 2 cohorts)
- Two different cohorts playing in opposite ends of the same field are not permitted
A team within a cohort
In stage 2, you can have up to 4 teams within a single cohort. This cohort includes:
- Max 4 teams per cohort (max 2 teams per field at a time)
- Max 24 individuals per team made up of max 20 athletes, 1 required coach 1 required safety officer, 1 optional umpire, 1 optional TD for a total maximum of 24 people
- If you don’t have an umpire or TD, you cannot add players. The maximum number of players is 20.
- Players must remain on their designated team within a cohort. Movement between teams is not permitted.
- While 4 teams make up a cohort, only 1 or 2 of the teams can be inside the facility at a time. i.e. if Team 1 and 2 are playing a game, Team 3 and 4 cannot warm up on the side of the field. They cannot enter the pitch until Team 1 and 2 have cleared the field.
Cohorts should remain together for an extended period of time. If looking to change cohorts, implement a two-week break between activities.
- Players who are also umpires may only umpire in their playing cohort. This also applies to coach-umpires.
- Non-playing umpires may umpire in a maximum of 2 cohorts, in either league, provided they can maintain physical distancing at all times.
- Non-player umpires will need to declare which cohort(s) they will umpire in
Venue and Equipment setup
- Ensure ‘Athlete Equipment’ areas are set up and marked. Each athlete is assigned a spot, 2 meters or more from each other.
- All equipment to be placed from a safe distance away from all sidelines to ensure umpires safety during competition
- No sharing of personal equipment – Water bottles, Sticks, gloves, shin pads, mouthguard, clothing, including all Penalty Corner Equipment.
- Cleaning/Sanitizing protocols for team bench and technical areas are in place that may require additional to allow for the effective changeover of field activity user/group.
Types of Stage 2 Return to Play:
1. Modified formats of play such as 7v7, 5v5, 8v8 (even on shared fields)
2. Standardized play (11v11 games like normal)
3. Standardized training environment (practice that includes scrimmages, 2v1s, etc.)
Local Sport Organizations
- Field Hockey Victoria
- VILFHA (ladies league)
- VIFHA (mens league)
- VFHUA (umpires association)
- Cowichan Field Hockey Association
Read these takeaways as a PDF attached.
Read full FHBC Stage 2 Return to Play framework here: https://www.viasport.ca/sites/default/files/2020%20Second%20Stage%20Responsible%20Return%20to%20Play%20Framework%20-%20Field%20Hockey%20BC%20COVID-19%20Response%20-%20September%2029%202020%20%28Updated%20and%20Appr.pdf
Update from Field Hockey Victoria:
Field Hockey Victoria (FHV) has been in touch with Vikes Athletics and Recreation regarding the use of the water-based turf, Field 1. At this time, booking of the turf for the community is not available. They would like to do so in the near future and will require an FHV safety plan as part of a bigger safety plan that has to get approved through a few layers at the University level. The entire process is aimed to be complete by the middle of September.
It should be noted that FHBC still does not have a return to competition plan. Scrimmages, modified games, and match-play are NOT SANCTIONED at this time. Please read the “Responsible Return to Play” below for more information.
Once booking is available, there will be no change in turf rental rates at this time. There will be no change to the booking process. The FHV turf coordinator will advise of additional terms and conditions of use, ensuring the following items are communicated and agreed upon.
It should be noted that other field/facilities (other than at UVic) may be available for FHV members to use. As such, FHV requires the following responsible return to play framework regardless of location.
RESPONSIBLE RETURN TO PLAY
FHV requires all members to familiarize themselves with the FHBC Responsible Return to Play Framework for any and all field hockey sessions. FHV is the Local Sport Organization (LSO) as referenced in the FHBC framework. See here: https://fieldhockeybc.com/wp-content/uploads/2020/06/2020-First-Stage-Responsible-Return-to-Play-Framework-Field-Hockey-BC-COVID-19-Response-June-11-2020-amended-July-29-2020.pdf
The following are mandatory elements for every field hockey session/activity:
- Pre-activity health screening for all participants
- Pre-activity reminder of public health guidelines to all participants
COVID-19 Attestation Questionnaire (attached) completed for all participants
Note: all completed questionnaires must be held by the permit holder for up to 2 years to ensure information is available should contact tracing be required.
Since the majority of field hockey activities will happen at UVic’s Field 1, all participants must follow the attached field/facility access plan. If using a different facility, all participants must adhere to the field/facility access plan provided by the booking authority for that space in addition to the FHBC framework. Session plans must incorporate a 15-minute Facility Entry Protocol (to collect questionnaires and verbally check in with all athletes) and a 15-minute Facility Exit Protocol (to ensure athlete, coach, and officer departure prior to subsequent session booking).
The following are mandatory elements for setting up a field hockey activity:
- Coaches must consider equipment setup to ensure social distance is maintained throughout the session. Please refer to FHBC Head Coach checklist (follow the link above) more detail.
- Safety officers must come prepared with all appropriate forms/checklists. Safety officers must wear a high viz vest or jacket at all times. Please refer to FHBC Safety Officer checklist (follow the link above) for more detail.
- A hard copy of the Emergency Action Plan (EAP) (attached) must be at each session and this documentation should include a First Aid response and Outbreak plan.
Athlete capacity must meet the following restrictions (diagram on page 25 of the FHBC Framework):
- A maximum of 8 athletes are permitted per quarter
- The booking group must assign one (1) coach for each athlete-group (max. 8 players per player-group)
- The booking group must assign one (1) safety officer to every two athlete-groups (max. 16 players each)
- The maximum occupancy per field is 38 (32 athletes, 4 coaches, 2 safety officers)
- The coach, safety officer, and athlete can not be the same person.
Players should be reminded:
- Not to arrive before their scheduled time, and to immediately leave the field once the session is complete.
- Not to attend if experiencing any cold/flu-like symptoms.
- To exit the premises if any symptoms manifest during the session.
- To only bring their stick and water bottle. All safety equipment (e.g. shin guards, mouthguard) should be put on prior to entering the field. Bags should not be brought onto the field space.
- Not to touch any facility equipment. If a goal need to be moved, players should use the sanitizer spray bottle provided to disinfect the surfaces after moving the goal.
- To maintain physical distance at all times, and to practice good hygiene when coughing/sneezing.
- That they must be a registered FHBC member, in good standing. (i.e. FHBC player dues paid and received).
Thanks to everyone for your patience as we responsibly return to play.
President, Field Hockey Victoria
See related documents:
FHV COVID-19 Attestation: https://www.dropbox.com/s/zeffn4dcs7ye6z4/FHV%20COVID%20Attestation.pdf?dl=0
FHV COVID UVic Turf map: https://www.dropbox.com/s/duim6rcjfp6x271/FHV%20COVID%20Turf%20Map.pdf?dl=0
FHV Emergency Action Plan: https://www.dropbox.com/s/4trc0nykq4ky6ub/FHV%20Emergency%20Action%20Plan.pdf?dl=0
If you are wanting to find out the outcomes of the Provincial Pathway Group meeting (i.e. the recommendations for the future of the regional/BC team pathway…) tune in on July 22.
Presenters: Jenn Beagan, Ali Baggott, Chris Tyrell, Jennifer Taylor, John Sacre
Earlier this season, Field Hockey BC made a community commitment to undertake a performance stream athlete pathway review. The Provincial Athlete Pathway Review Project launched on April 14th and shortly thereafter a Club Feedback Questionnaire was sent to all clubs in the province to solicit feedback that would help inform the development of a new Field Hockey BC Provincial Athlete Pathway and Athlete Program Model. A webinar was held on June 17th which provided an update on Phase 1 of the project, including the results of the club questionnaire.
The Field Hockey BC Board of Directors is pleased to announce the performance stream athlete pathway review has now completed Phase 2 and the project is ready to present the Provincial Pathway Working Group’s draft recommendations to all Field Hockey BC members and affiliated Clubs via a second webinar scheduled for July 22nd @ 6:30 pm.
Webinar #2 will include a presentation on the following:
Key Outcomes of the Provincial Athlete Pathway Review Project
Recommended Changes to Field Hockey BC’s Athlete Program Model
A Redesigned Field Hockey BC Athlete Pathway Model
Field Hockey BC encourages all Club officials and members to attend the July 22nd webinar to learn about the new proposed Provincial Athlete Pathway and Program Model prior to the project’s final recommendations being submitted to the Field Hockey BC Board of Directors. The webinar will include an opportunity to hear about the Provincial Pathway Working Group’s proposed recommendations, ask questions, and provide feedback.
Further engagement between Field Hockey BC and the Society’s membership will occur once the FHBC Board of Directors completes a full review of the project’s recommendations, including a risk assessment and review of the Society’s operational and environmental considerations.
If you would like more information regarding the Provincial Pathway Review Project, please contact Jennifer Taylor, email@example.com.
On behalf of the FHBC Board of Directors, thank you for supporting this important initiative!
Date: Wednesday, July 22nd, 2020, 6:30 pm – 8 pm PST
Zoom Meeting Information:
When: Jul 22, 2020 06:30 PM Vancouver
Topic: PPRP Webinar (Phase Two)
Please click the link below to join the webinar: