There are sports with convenors, full, part time, and on or off campus coaches. There are sports that hold their annual meeting at specified times at specified sites within the conference or at national events while others are held at sites based upon the performance of institutions. Some sports are more organized than others with either presidents of coaches associations or convenors attending meetings and being responsible for administrative functions. Some institutions' athletic directors never need to be responsible for the administration of some annual coaches meetings as they are either not in that sport or do not have the facilities to host a particular championship. Responsibilty for presentation, including rationale, of motions from coaches meetings to the Adminstrative Committee either at the Annual or Semi-Annual meeting of Canada West.
Minutes are to follow the agenda format.
Motions requiring action or providing information need a mover, seconder, a recorded vote, and written rationale. Convenor job descriptions need review and modifications. Items to be included in agendas are to be received 21 days prior to the meeting. The agenda is to be circulated 14 days prior to the meeting. Hosting information is to be circulated 5 days prior to the meeting.