Agenda Item No.: E.1.a.
2005 World Masters Games Organizational Structure.
Recommendation:
That the December 4, 2002, Office of the
City Manager report be received for
information.
Report Summary

This report outlines the Terms of
Reference for the 2005 World Masters
Games Organizational Structure and
provides an organizational chart that
shows the reporting relationships and the
staffing structure at the management
level.


Previous Council/Committee Action

At the August 27, 2002, City Council
meeting the following motion was
passed:
1. That the August 27, 2002, Office of
the City Manager report remain in
private under Section 25(1)(c)(ii) of
the Freedom of Information and
Protection of Privacy Act (FOIP).
2. That approval to enter into an
agreement between the City of
Edmonton and International Masters
Games Association be given in
accordance with the terms and
conditions in Attachment 1 of the
August 27, 2002, Office of the City
Manager report.
3. That approval be given to enter into
a funding agreement between the
City and other orders of government
regarding funding for the 2005
World Masters Games.
Report
 The 2005 World Masters Games
(Games) structure will involve the
Routing:
Delegation:
Written By:
December 4, 2002
File: 2002CMO098
Executive Committee
A.B. Maurer, P.Eng., C.B. Stasynec
C.B. Stasynec
Office of the City Manager
(Page 1 of 1


Tripartite Government Board, the City
Manager, the 2005 World Masters
Games Advisory Committee and the
Games Local Organization. The Terms
of Reference for this structure is
presented in Attachment 1.
Attachment 2 presents the organizational
chart depicting the structure to the
management staffing level.
The Tripartite Government Board will
be formed to monitor the progress of the
Games and to provide an opportunity for
government partners to raise issues and
express concerns. The Tripartite
Government Board shall involve the
Mayor (chair), City of Edmonton, the
City Manager and one appointed
political representative from the
Governments of Alberta and Canada.
The City Manager will be responsible to
oversee the 2005 World Masters Games
project. The Advisory Committee and
the Games Local Organization will
report directly to the City Manager.
The Games Local Organization will be
the staffing structure required to do the
planning and staging of the Games. It
will require a staffing complement of 25
to 30 people and approximately 4,000
volunteers. It is anticipated that hiring
will commence in early January 2003.
Background Information Attached
1. 2005 World Masters Games
Organizational Structure
2. 2005 World Masters Games
Organizational Chart
Attachment 2 is not available electronically. A hard
copy may be obtained by calling the Office of the City
Clerk at 496-8178.
E
1
a
Attachment 1
2005 World Masters Games Organizational Structure
2005 WORLD MASTERS GAMES ORGANIZATIONAL STRUCTURE
TERMS OF REFERENCE
INTRODUCTION
The Edmonton 2005 World Masters Games (WMG) is an international multi-sport event
that will draw 20,000 competitors from around the world from age 25 to 90+.
Competition will be in 25 sports, with 30 to 40 separate venues being required.
Generally, participants will stay in Edmonton for the duration of the Games and then
take the opportunity to visit the region and country. The economic impact is projected to
be $30M. An organization of up to 30 full time staff, up to 50 part time staff and
approximately 4,000 volunteers will be required to stage a successful Games.
There will be 4 key components to the organizational structure of the Edmonton 2005
World Masters Games. These components are the Tripartite Government Board, the
Office of the City Manager, the 2005 World Masters Games Advisory Committee and
the Local Games Organization.
TRIPARTITE GOVERNMENT BOARD
The Tripartite Government Board will be formed to monitor the progress of the Games
and to provide an opportunity for government partners to raise issues and express
concerns. This group shall be comprised of the Mayor of the City of Edmonton (chair),
the City Manager, and one appointed political representative from the Governments of
Alberta and Canada.
Specific Duties and Responsibilities
The Tripartite Government Board shall:
1)
Meet on a quarterly basis to review the overall progress and performance of the
Games Local Organization.
2)
Create linkages with business, sports, arts, cultural and multicultural communities
within and around Edmonton.
3)
Create linkages with potential local, national and international sponsors and
partners.
4)
Represent the Edmonton 2005 World Masters Games at events and functions.
Attachment 1 - Page 1 of 5
Attachment 1
2005 World Masters Games Organizational Structure
OFFICE OF THE CITY MANAGER
The City Manager will be responsible to oversee the planning and implementation of the
2005 World Masters Games. The WMG Advisory Committee and the General Manager
of the Games Local Organization will report directly to the City Manager.
Specific Duties and Responsibilities
The City Manager shall:
1)
Provide the overall leadership to the planning and staging of the Edmonton 2005
World Masters Games.
2)
Appoint, in consultation with the Tripartite Government Board, external
representatives to the WMG Advisory Committee.
3)
Appoint the Chair of the WMG Advisory Committee.
4)
Create & appoint subcommittees of the WMG Advisory Committee as needed.
5)
Attend or delegate attendance to all WMG Advisory Committee meetings.
6)
Attend all Tripartite Government Board meetings.
7)
Provide a quarterly 2005 World Masters Games progress report to Executive
Committee.
8)
Approve the staffing structure and hire/appoint management staff.
2005 WORLD MASTERS GAMES ADVISORY COMMITEE
Purpose
Reporting to the City Manager, the 2005 World Masters Games Advisory Committee
(the “Committee”) is administrative in nature and is responsible to provide community,
stakeholder guidance and advice to the City Manager regarding the 2005 World
Masters Games.
Specific Duties and Responsibilities
The Committee shall:
1)
Monitor the planning and implementation of the WMG and WMG related activities.
2)
Recommend strategies and initiatives to the City Manager that would enhance the
planning and staging of the WMG.
3)
Review any issues that could have a material effect upon the financial situation or
overall success of the WMG.
Attachment 1 - Page 2 of 5
Attachment 1
2005 World Masters Games Organizational Structure
4)
Request such information and explanations from the Games Local Organization,
as the Committee may consider necessary and appropriate to carry out its
objectives.
5)
Chair such subcommittees as the City Manager may establish for the objectives
and purposes of hosting the Games, such subcommittees to include but not be
limited to sponsorship, marketing, sports & venues, operations, finance &
administration and government partners.
6)
Review, as needed, the Terms of Reference for the Committee and recommend
changes to the City Manager.
7)
Provide on-going guidance and advice to the City Manager and General Manager
of the Games Local Organization.
8)
Liaise with the Tripartite Government Board as needed.
Structure
1)
The Committee shall be comprised of up to 13 members.
2)
The Committee shall consist of:

The City Manager or designate

The General Manager of the 2005 World Masters Games Local Organization

Three (3) members in total - 1 senior administrative member from each order of
government

Up to 8 representatives from external partner organizations and/or the business
community
3)
All members of the Games Local Organization Management Team shall be free to
attend meetings of the Committee except for any in-private sessions.
4)
The Chair shall, in consultation with the City Manager or designate and the
General Manager of the Games Local Organization, establish the agenda for the
meetings and ensure that properly prepared agenda materials are circulated to
members with sufficient time for review prior to a meeting.
5)
The Committee shall meet a minimum of 4 times a year and may call special
meetings as required.
6)
The minutes of the Committee meetings shall accurately record the
recommendations reached and shall be distributed to committee members and the
Games Local Organization Management Team.
Attachment 1 - Page 3 of 5
Attachment 1
2005 World Masters Games Organizational Structure
Duration of the Advisory Committee
The Advisory Committee will be active for the duration of the project, estimated to begin
in the first quarter of 2003 and conclude at the end of 2005 or upon receipt of the
Committee’s final report whichever comes first.
Time Commitment Required
It is estimated that Advisory Committee meetings will be of a 2-hour duration with a
minimum of 4 meetings per year for 3 years – total minimum required hours: 24.
It is estimated that subcommittee meetings will occur on a bimonthly basis in 2003 (6)
and increase to a monthly basis in 2004 (12) and the first half of 2005 then decreasing
to bimonthly (9). The meetings are estimated to be of a 2-hour duration – 54 hours
required.
There may be a requirement for preparatory and follow-up work in addition to the above.
Criteria for Selecting the Advisory Committee
It is recommended that the following criteria be employed in the selection of the external
partner and business community members of the WMG Advisory Committee:
Advisory Committee members will demonstrate:
1)
A keen interest in masters sports.
2)
Expertise in one of the following areas: amateur sport, fundraising, planning and
staging events, facility management, marketing, tourism, and business.
3)
Strong analytic and communication skills.
4)
Proven ability to work in a team environment at a senior level.
5)
Proven ability to act with integrity, respected by their peers.
6)
The ability to commit the required time.
Remuneration
No set remuneration will be provided. Authorized expenses will be reimbursed.
Administrative Support
The Office of the City Manager shall provide administrative support for this committee.
Attachment 1 - Page 4 of 5
Attachment 1
2005 World Masters Games Organizational Structure
2005 WORLD MASTERS GAMES LOCAL ORGANIZATION
The Games Local Organization (GLO) will be the staffing structure required to plan and
implement the 2005 World Masters Games. It is anticipated that there will be a total of
up to 30 staff with 5 management staff in the leadership role. Staff will be hired on an
as-needed basis. The management positions are as follows:
General Manager
Senior level position reporting to the City Manager and having involvement with the
Advisory Committee.
Responsible for the overall management and control of the Games Local Organization.
Manager, Sports & Venues
Reporting to the General Manager of the GLO, responsible for the planning and
implementation of the sports competitions, venue selection and preparations, and
liaising with local, national and international sports organizations.
Manager, Marketing & Sponsorship
Reporting to the General Manager of the GLO, responsible for the planning and
implementation of all marketing, sponsorship, communications, special events and
merchandising initiatives.
Manager, Finance & Administration
Reporting to the General Manager of the GLO, responsible for the planning,
coordination and management of all financial systems, all information technology
systems, all administrative matters and all legal requirements of the GLO. This position
will supervise and coordinate with City of Edmonton shared services staff.
Manager, Operations
Reporting to the General Manager of the GLO, responsible for the planning and delivery
of all support services for the Games. This includes the Games Centre, volunteers,
medal presentations, transportation, medical services, registration systems, signage
and pageantry.
Prepared by: Office of the City Manager
November 28, 2002
Attachment 1 - Page 5 of 5