Royal City Track & Field Club AGM

Hello RCTFC members,

Unfortunately, due to Covid19, we will not be able to hold our usual Banquet and Awards Night this year but we are still required to have an AGM.  The AGM will be in a virtual format and will be held on Sunday, December 6 at 7pm.  Registration is required prior to Wednesday, December 2 to enable online voting.  Register Now

If you have an item you would like addressed at the AGM please email Ian Coutts imcoutts@telus.net  Registration details for 2021 will be posted on our website shortly.

As you are aware, together with our incredible RCTFC Coaching Staff, the club is run entirely by volunteers.  Some members of the executive will be stepping down at the end of the current term, which opens up some vacant positions on the Board.  As well, members at large are always welcome to get involved.

The current members of the executive who have agreed to stand again for another year are; Ian Coutts, Joanne Heslop, Amy Chang, Susan Vorell and Trish Robinson. 

We are currently seeking volunteers to fill the following positions:

Communications:  Duties include providing updates on the website and sending out communication to all members on behalf of the club.

Treasurer:  Duties include bookkeeping to prepare our annual statements and maintain, prepare and balance the chequebook.

Members at Large:  Duties may include grant applications, event coordination for the AGM & Banquet and Spring BBQ, clothing coordinator, recognition of volunteers and coaches, potential to host a club meet, to name just a few. 

These are vital positions for the club so if you have been looking for a way to get involved this would be a great opportunity for you.  For the role of Communications, June, who is currently in the position, has agreed help with the transition into the new year to make it easy for someone else to step into the role.

The executive meets on a monthly basis for about 10 months out of the year, this year most meetings were held virtually.

If you are not interested in sitting on the executive, but feel you have the skillset to assist in just a single function, we are also very interested in getting more volunteers involved for the coming year.

In addition, if you are interested in coaching or helping the coaches please email Head Coach Sean Dixon (citytrackdad@gmail.com) to get more information.

Please consider joining the Royal City Track & Field Club Executive or taking on a volunteer role.  If interested, please email the club Vice President Trish Robinson (trish@royalcitytrack.ca) or the current Communications Manager June Goudron (june@royalcitytrack.ca) to get more information.

We look forward to seeing you all virtually at the upcoming AGM.  Again, watch your email for further details.

Thanks,

RCTFC Communications

 June

Fall Run Training

To RCTFC Parents and Athletes,

While we have been able to partially return to the track, it has been with many more restrictions than previously.  Unfortunately, the competition season is over without having a beginning.  This now includes X-Country, as physical distancing requirements make it too difficult to safely hold races.  Our focus is now on preparing our athletes for the 2021 season.

Starting immediately, we will be able to expand our Fall Run Training at Swangard Stadium, Mondays and Wednesdays from 7pm to 9pm for athletes aged 11 and older only.  This is intended for athletes that are able to attend both nights consistently until mid-November.  As we continue to work within limitations and restrictions imposed upon us, most notably on group sizes, we may not be able to accommodate all that want to participate. 

In order to be considered, your child’s BC Athletics membership has to have been reactivated, with the Informed Consent and Assumption of Risk Agreement, Release of Liability, Waiver of Claims and Indemnity Agreement and COVID-19 Questionnaire, Attestation and Participant Agreement completed by the parent or guardian of each athlete.  This is required in order to participate. These were emailed by Athletics Canada Subject: Return to Sport – BC Athletics – Action Required to all members in late June.

Please do not register if you have not completed this.  If you are interesting in participating, please register here – REGISTER

Once we have the replies, we will be able to confirm our coach athlete ratio and will confirm with you if your athlete is able to attend.  Please do not attend unless confirmed, you will not be granted access to the field. If you have feedback, concerns or wish to have further discussion or clarification, please contact us info@royalcitytrack.ca

Thank you,

Ian Coutts

President, Royal City Track and Field Club

Update on Covid19 #6 Return to Training

To RCTFC parents and athletes,

We are excited to now be authorized to return to the track, of course with many more restrictions than previously.  We have already begun pole vault specific training at Mercer.  Starting next week, Wednesday practices will begin at Swangard for athletes aged 13 and older.  We are unable to host activities for the athletes 12 and under due to limitations and restrictions imposed upon us, most notably on group sizes.  We will continue to work towards returning to other jumping events soon, but will not have throws until fall training begins.

This letter is being sent to you as the complexities of holding a virtual meeting for over 200 members to discuss are unwieldy.  If you have feedback, concerns or wish to have further discussion or clarification, please contact us at info@royalcitytrack.ca

While we are following the guidelines and instructions of Athletics Canada, BC Athletics, ViaSport, the Cities of Burnaby and New Westminster, and both the Provincial and Fraser Health Authorities, these are times of uncertainty, and we can only guarantee to make our best efforts, as information rapidly changes, and sometimes conflicts with that of other authorities.

Your child’s BC Athletics membership has to have been reactivated, with the Informed Consent and Assumption of Risk Agreement, Release of Liability, Waiver of Claims and Indemnity Agreement and COVID-19 Questionnaire, Attestation and Participant Agreement completed by the parent or guardian of each athlete.  This is required in order to participate. These were emailed by Athletics Canada Subject: Return to Sport – BC Athletics – Action Required and need to be completed at least 1 day before their first practice so that the coach can confirm participation.  Please do not attend your first practice without this being confirmed by the coach in advance as we will have to refuse entrance.

By now we have all become very familiar with social distancing and other measures to protect our population, but we are required to confirm with you that no one is allowed to attend practice if any of the following applies:

Any person experiencing any symptoms of COVID-19 (fever, cough, sore throat, runny nose, headache, or shortness of breath). If these symptoms begin while at a training venue the individual must leave immediately and contact their physician for advice on further management. The individual must also inform their club and/or personal coach. This person must receive clearance by their physician before returning to training and the training venue.

Any person who receives a diagnosis of COVID-19. Individuals must comply with the current mandated self-isolation policy.

Any person who has been told to self-isolate at home.

Any person who lives in a home or has been in close contact with someone with symptoms of COVID-19.

Any person who lives in a home or has been in close contact with someone who has been told to self-isolate at home.

Any person who has arrived in Canada from outside of the country within the last 14 days as they are mandated to self-isolate and monitor for symptoms for 14 days upon their arrival.

Anyone who experiences any of the above within 14 days of attending practice is obligated to immediately report this to the appropriate health authorities and the club.  If symptoms are observed at a practice, we are required to send the athlete home and report to the health authorities and the facility owner.

As we share our facilities and the surrounding area with other groups, and in some cases the public, athletes should not arrive earlier than 15 minutes before practice.  Parents should not attend unless they are assisting as a volunteer as requested by the coach as our group sizes are severely restricted.  Parents who use a different entrance to Mercer and do not interact with our group are members of the public and are free to sit in the stands, run laps, or otherwise enjoy the City’s facility separate from our athletes.  As Swangard is a closed venue, the coach(es) will have to advise the rules for each practice based on attendance, but it is unlikely that parents may attend.

Prior to being allowed to enter a facility as part of our club, a Health Check questionnaire will have to be answered at every practice, and all attendance will be tracked, both so that we can confirm compliance to the restrictions placed upon us, and for future contact tracing should that be required. If you are dropping your child off, please do not leave until you see their entrance is granted.

Each practice will have a confirmed entrance to allow for these procedures. 

Social distancing of a minimum of 2 metres must be maintained at all times, except when in the lanes of the track, where every second lane will be empty, or athletes otherwise staggered.  In cases where distancing is not viable PPE must be worn.  Each attendee is required to provide their own masks and sanitizer, water bottle, towel and other personal requirements.  The club will provide PPE for coaches and volunteers, and gloves when required.    Any shared equipment will be cleaned between users by the coach or delegate, as will hurdles that have been knocked over, starting blocks etc.

We have been asked by the Cities to vacate the tracks as soon as possible after our practice ends to allow for other user groups.  We will continue to revise and update these policies as required.

Some events will have additional protocols assigned, which will be communicated to the athletes and parents involved.  Please ensure that you share and discuss this with your athletes, and that they understand our policies.

Thank you,

Ian Coutts, President, Royal City Track and Field Club

RCTFC COVID19 Update #5 for All Athletes

Hi RCTFC parents and athletes,

We hope this message finds you and your families healthy and coping with society’s many changes as best possible.

As previously communicated, Royal City Track and Field had cancelled all practices until 01 June 2020, and suspended any coaching until that time, following BC Athletics’ directives.  This has been extended to at least the beginning of July due to the facilities remaining closed by the cities of both New Westminster and Burnaby until then.

At this time, it looks likely that we will be able to return to training in early July, but what we are training for remains unknown.  Optimistically, it would be for X-Country season in the fall, or for a resumption of track events in 2021.  Training is restricted to following all of the distancing and safety measures we have become familiar with recently, without anything being shared or touched by more than one person.  For this reason, most throws events and all jumps remain on hold, although technical aspects may be instructed.  We are also subject to maximum occupancy limits, without having exclusive access to Mercer.  More details regarding pandemic specific procedures will follow, once approved by the cities.

We continue to confirm our options.  However, the JD training season would have ended next week, and will not be extended.  Should we be able to practice during the summer, our focus will be for the athletes aged 14 and over, based on occupancy limits, distancing and other factors.  When XC begins in the fall, all age groups may be represented, but as with almost everything this year, we have no certainty.

All athletes remain registered members of the club and BCA.  BC Athletics has decided that no refunds will be issued for their membership fees; rather, all renewing members in 2021 will receive a 25% discount on their BCA fees.  We had suggested a full refund, or at least a change to a Training or Road & Trail membership was appropriate, but for reasons detailed in their release linked below they did not agree with us.  Any questions or concerns regarding this decision should be directed to BC Athletics, contact information is in the release.  https://www.bcathletics.org/News/bc-athletics-membership-fee-update/3004/  

The club membership fees for 2021 will not be confirmed until later in the year.  You no doubt recall that Royal City refunded our 2020 fees in full, and the BCA discount for 2021 will not apply to club fees. 

Your next communication will be from BCA through Trackie, advising you of additional waivers required, and how to access and complete them.  Once we return to training, any athlete wanting to take part in training must have completed the athlete and parent waivers online in advance of training or they will not be permitted to attend practices.  We are also required to confirm our contact information for all members, so if you are reading this message on the club website and did not receive your email from us please let us know.

Further updates will follow once we have complied with direction from BC Athletics and received the approval from our facility owners to move forward.  The health and welfare of our members remains our priority.  Stay Active, Healthy and Well.

Best Regards,

Ian Coutts

President, Royal City Track & Field Club

Update on COVID19 #3 for Track Rascals

RCTFC Track Rascal athletes and parents,

BC Athletics has confirmed that the 2020 Track Season remains postponed until after 30 May or as otherwise advised, and as such, they will not be considering refunds until this time, if at all.  

Royal City Track has made the difficult decision that regardless of how and when the season does proceed, that we will no longer be able to offer the Track Rascal program as planned for this year.  

Due to our cancellation of the program, we have waived our no refund policy for these athletes and begun the process of issuing credits for our portion of the registration fee ($95).   We have been advised that this may take 5 to 10 business days for your credit card to show the refund.  

The programs for all other age groups remain postponed, only to resume upon further direction from BC Athletics

Best Regards,

Ian Coutts

President, Royal City Track & Field Club

Update on COVID19 #2

RCTFC athletes and parents,

We hope you are all well and managing these times as best as possible.  BC Athletics held an emergency Board meeting to respond to the current situation regarding COVID-19 on Thursday, and Royal City Track and Field Club responded with a meeting of our own Sunday, to ensure compliance to directives, and to continue to plan as best possible for our members.  

BC Athletics has cancelled all competitions, clinics and courses scheduled until 30 May and postponed the 2020 track season until the end of May, or such other time as advised at a later date.  The Cites of New Westminster and Burnaby have closed our practice facilities with similar timeframes.

Accordingly, Royal City has cancelled all practices until 01 June 2020, and suspended any coaching until that time.  We cannot be sure of how the season will proceed come June, if indeed we are able to.  We encourage you to have your athletes remain as active as possible, while following the guidelines set for social distancing and healthy living.  BC Athletes has confirmed these actions this morning: Until further notice, BC Athletics clubs are to suspend training sessions due to the COVID-19 health crisis. This notice extends to BC Athletics member coaches who are coaching outside of the normal club organized training sessions and coaches who are not members of a club.

BC Athletics also deferred further discussions regarding membership cancellations and refunds until June.  Royal City, along with other clubs, have asked them to reconsider their position in these times of uncertainty in order to respond to the concerns voiced by some of our membership.  

We have been advised their next update is targeted for Wednesday, 25 March.  While we will continue to accept names of persons interested in joining should the season continue, we will no longer collect payment until we have certainty of being able to offer our program.  New athletes may register online for the wait list at https://www.trackiereg.com/RoyalCityTrack

We will continue to refer to advisory notices and regulations set by Federal and Provincial Authorities, and direction from BC Athletics, and the owners of the facilities that we use, and update you as new information is provided.  

The health and welfare of our members remains our priority.  Stay Well.

Fraser Health Advisories:

https://www.fraserhealth.ca/health-topics-a-to-z/coronavirus#.XnpeFy0ZPUL

BC Athletics Update:

https://www.bcathletics.org/News/bc-athletics-update-coronavirus-covid-19-4/2978/

https://www.bcathletics.org/News/special-bc-athletics-update-coronavirus-covid-19-5/2979/

Best Regards,

Ian Coutts

President, Royal City Track & Field Club

Update on COVID19

RCTFC athletes and parents,

This has been an unprecedented last few weeks and the only certainty is that there will continue to be more changes. We all have been inundated with correspondence regarding COVID-19 and this leads us to ask how this affects my family and their activities.

Royal City Track and Field Club continues to prepare for our upcoming season, beginning 02 April for the JD’s and older, and 07 April for the Rascals.  Although some meets and clinics have been cancelled or postponed, over Spring Break we do have continuing specialized practice for our older athletes as communicated by your coaches.

While we continue to refer to advisory notices and regulations set by Federal and Provincial Health Authorities, we are also are directed by our governing body, BC Athletics, and the owners of the facilities that we use.  At this time, all are in agreement that we can and should continue.  In fact, Dr. Henry, our Provincial Medical Health Officer, said we should all go outside and play.  Some of our practices are indoors and those have now been cancelled.

For the next two weeks we request that all athletes and parents follow the COVID-19 protocols being advised by our health authorities, as our coaches will also be doing.

Do not come to practice if you or a family member, or other people you have been in contact with have experienced cold or flu like symptoms or have returned within the last 14 days from travel from outside of Canada.

We will be in touch closer to the start of the season with updates as to how our club’s training will be affected, if at all, based on the current instruction we receive.

Best Regards,

Ian Coutts

President, Royal City Track & Field Club

https://www.bcathletics.org/News/bc-athletics-update-coronavirus-covid-19-3/2974/