June 13, 2007 Recommendations

The inaugural meeting of the VANOC Board Advisory Committee on Sustainability Performance (BACSP) occurred on June 13, 2007 and BACSP members were briefed on the VANOC Sustainability Program. Because the first meeting of the BACSP followed closely on the launch of the 2005-06 VANOC Sustainability Report, members focused their attention on providing initial feedback on the Report. Members will comment more directly on VANOC’s sustainability-related activities at future meetings.

Clarification of Roles – BACSP Members and Ex-Officio Representatives from Government and First Nations

It was confirmed that BACSP members are participating as individuals and not as sector representatives.
It was confirmed that ex officio Government and First Nations representatives to the BACSP are participating as resources but that recommendations of the BACSP reflect the views of the members and not ex officio representatives.

General Comments – Vancouver 2010 Sustainability Report 2005-06

BACSP members commended VANOC on the public release of its first annual report on sustainability. The 2005-06 Sustainability Report is a comprehensive and credible summary of VANOC’s performance on its sustainability commitments and objectives in fiscal 2006 (August 1, 2005-July 31, 2006). It also gives a useful indication of sustainability-related plans moving forward.

Specific Recommendations – Vancouver 2010 Sustainability Report 2005-06

Members of the BACSP provided the following recommendations regarding VANOC’s 2005-06 Sustainability Report to the Sustainability and Human Resources Committee (S&HR Committee) of the VANOC Board of Directors. The intent of these recommendations is to enhance future VANOC Sustainability Reports as well as underlying operations, programs and initiatives.

June 13, 2007 – Recommendations to the VANOC S&HR Committee regarding VANOC’s 2005-06 Sustainability Report	VANOC Response/Status Note that page numbers are in reference to the 2006-07 Sustainability Report
1. Discussion of challenges and risks should be more expansive	The 2006-07 report contains more discussion of the challenges faced. For example, the sustainability of any sliding centre (page 42), public dissent (page 73), attracting Aboriginal staff (page 93), sustainable suppliers (page 111) and managing an ethical supply chain with licensees (page 113)
2. Stories should be more balanced, including negative or more difficult outcomes where they exist.	The stories in the 2006-07 report contain all facets of the situation. For example, “Taking the Heat” describes the positive outcomes on heat recapture of the Hillcrest/ Nat Bailey Stadium Park and the less sustainable outcome at The Whistler Sliding Centre (page 51) while “VANOC Licensees and the Factory Factor” describes the onerous aspect of the licensee process as well as the benefits of compliance (page 112).
3. Stories should include ‘other voices’ besides VANOC to demonstrate that they are being heard.	- Other voices were incorporated in some of the stories including a representative of RC Products (VANOC Licensees and the Factory Factor, page 112) and a representative of Friends of Cypress (Moving Day for Plants, page 44) - An ongoing dialogue with environmental non-government organizations and collaborating more directly with one of its member groups, the David Suzuki Foundation, was instrumental in the development of VANOC’s climate change program (pages 37 and 49) - Responding to feedback from external groups on the 2005-06 Sustainability Report, VANOC provided opportunities for 35 people representing 18 organizations to provide input while the 2006-07 report was being developed (page 29). - Direct quotes from stakeholders who provided input on the report are cited throughout the report
4. Increase the commentary on shared responsibility, particularly with government partners on social commitments.	- VANOC’s reporting scope is described in the introduction to the 2006-07 report (pages 18-19). Collaborations with partners are noted in each chapter. - The 2006-07 report notes that public policy decisions such as addressing homelessness and the provision of social housing are beyond the scope of an Organizing Committee and rest with government (page 66)
5. There should be more information about activities concerning youth/future generations and how the diversity of Canadian society will be reflected in the Games.	- Many current youth activities/benefits are noted in the 2006-07 report including the Aboriginal sport poster series (page 91), donation of executive speaker fees to inner-city sport programs (page 67) and training opportunities (page 67). - Several future youth activities/benefits will be realized including redevelopment or refurbishment of community ice rinks (page 67), attendance at Games events through the distribution of a portion of the 50,000 free tickets to youth (page 67) and post-Games distribution of sport equipment (page 67). - In 2006-07 VANOC began to track diversity of its workforce (pages 77-78). - Non-commercial license agreements were signed with the Four Host First Nations Secretariat and three of the First Nations which further recognizes the First Nations’ partnership with the Games (page 86). - The 2008 Cultural Olympiad included events from wheelchair dancing and Cantonese Opera to Latin bands and the opening choral presentation The Spirit of Haida Gwaii. The 2009 and 2010 Cultural Olympiads and 2010 Opening and Closing Ceremonies will similarly reflect Canada’s diversity (page 120).
6. There should be more activity on and/or more discussion of accessibility concerns beyond issues of physical accessibility.	- VANOC began to track employees and volunteers with disabilities (page 63). - VANOC works with a community consortium facilitated by accessWORKs to support recruitment and procurement from the disability community (pages 63 and 78). - Access to the economic opportunities of the Games for priority populations are described in Chapter 3 (Social Inclusion and Responsibility) and Chapter 4 (Aboriginal Participation and Collaboration) - The Paralympic School Days and Paralympic Attendance programs raise awareness of the Paralympic Games and of the achievements of Paralympic athletes (page 125).
7. Specific legacy goals should be described.	- VANOC’s attention to sustainable purchasing will be a legacy to the local business community, non-governmental organizations, and the Olympic Movement (pages 109-113). - VANOC supports Aboriginal legacy proposals such as a provincial Aboriginal Sport Gallery (page 89). - Recreation and sport legacies are described in the context of the recreational cross-country ski trails at Whistler Olympic Park (pages 40 and 124) and the Games Operating Trust (page 118). - Numerous collaborations with 2010 Legacies Now provide existing benefits and will provide post-Games legacies (page 119).
8. The integration and interdependence of the social, economic and environmental dimensions of sustainability should be highlighted.	To help convey linkages needed for an integrated approach to sustainability, the 2006-07 report describes the sustainability connection for each of the six performance objectives (pages 37, 61 and 117).
9. There should be more quantification/measures/targets.	- The 2006-07 report contains 31 quantitative and qualitative performance measures. - The Action Tracker in each chapter also notes performance on last year’s goals. - Graphic “footprints’ throughout the report highlight completed deliverables/outcomes.
10. A two-page graphical summary of key outcomes that is easy to understand should be part of the report and more broadly disseminated.	- A 28-page Sustainability Report Snapshot which highlights the achievements and challenges in the full report was released at the same time as the 2006-07 Report — this will be more broadly distributed than the full report - A graphical summary for the 2007-08 report will be explored.
11. The summary should be published in various languages (including Chinese, Punjabi, Tagalog) and should be sent to multi-ethnic media.	Given the costs and resources involved, the 2006-07 Sustainability Report Snapshot was published only in English and French.
12. The report should be published more quickly following the fiscal year end.	The 2006-07 report was released March 31, 2008, two months earlier than the June 7, 2007 release of the 2005-06 report.
13. The 2008-09 Sustainability Report should be available at Games time and should receive third party assurance to enhance credibility.	VANOC plans to make the 2008-09 report available at Games time and has moved up the timing for third-party assurance to include the 2008-09 report as well as the 2009-10 report (page 26).

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