What a season! So much exciting stuff has happened over the year, and now as the rain (and snow) begins to fall, let’s reflect.
On Wednesday October 17 from 7:15pm to 9:15pm the AGM will happen in room SB 1016 in the Saunders Building (Fieldhouse) at Lakehead University. Parking will be available (and free) in Lot 5 (the turn-off is the second one heading east after the lights at the TBHSC/Saunders Fieldhouse; a map will be posted prior to the event).
If you are interested in mountain biking or trail development, this is not an event you want to miss.
At the meeting, we will be reviewing the events and developments that has happened over the past year. We also welcome comments and opinions to how the future of the club will proceed. In addition, a new Board of Directors will be nominated and voted upon for 2019.
Interested in being a Board Member? Awesome! New faces helps keep the club moving forward and keeps everyone on the same page to make the events and services the club provides satisfies the club’s needs.
Here is a detailed summary of each of the Board Member’s responsibilities:
President
- Plans, leads, and coordinates overall Club activities.
- Provides leadership to the Board of Directors.
- Works closely with the Vice President.
- Works with individual Board of Director members to ensure portfolios are working well, provides advice and resources as needed to complete work.
- Acts as Club’s chief spokesperson.
- Chairs annual general and Board of Director meetings.
- Prepares annual report on Club activities for the annual general meeting.
- Attends various meetings and public forums to ensure Club views and interests are represented.
- Assigns responsibilities and follows up to ensure committee work is being accomplished.
Vice President
- Co-ordinates Club safety and risk management activities.
- Supports the President and acts as President in his/her absence.
- Works with individual Board of Director and Committee members to ensure portfolios are working well, provides advice and resources as needed to complete work.
Secretary
- Prepares and distributes minutes for Board of Director meetings. Minutes to include (but not be limited to) key information items, results of decisions and action items.
- Reviews and updates Club policies and procedures.
- Maintains and keeps safe the Club’s bylaws and business records.
- Prepares and ensures delivery of any required Executive correspondence.
- Picks up mail and forwards to appropriate Executive member for review and action.
- Prepares and submits the required Affiliation documents and forms to the Ontario Cycling Association.
- Completes membership tracking before each racing event.
- Reviews and updates the Season Start Process Document and ensures yearly activities are completed, delegating where appropriate.
Treasurer
- Leads development of the Club’s annual budget.
- Co-ordinates the Club’s banking arrangements and signing authorities.
- Ensures timely invoicing, collection and deposit of all Club revenues and receipts, keeps records for same, and mitigates risk through application of appropriate internal controls.
- Prepares and issues disbursements in support of Club priorities.
- Maintains Club’s accounts and provides periodic updates on the current status of financial affairs.
- Completes and presents Treasurer’s Report for annual general meeting, and responds to related inquiries.
Communication Director (including web site)
- Ensures members are kept apprised of Club activities and that members have the opportunity to communicate their ideas and feedback to the Executive.
- Opportunities to communicate among members (community idea).
- Works with local media to ensure Club events and results for same are communicated appropriately and in a timely fashion.
- Completes and presents Communications Report for annual general meeting, and responds to related inquiries.
- Liaises with various media to increase awareness of the Club and its goals and objectives.
Trail Development Committee Chair
- Heads the Trail Development Committee (TDC)
- Working with the Special Events Director and Race Director, in consultation with the Board of Directors develops an events schedule that supports the Club’s goals and objectives by March 1 of each year.
- In consultation with the Executive, Trail Development Committee and landowners, works on planning and strategic direction for the development of trail facilities in Thunder Bay and the Region.
- Liaises with the City of Thunder Bay and other land management groups for the development of trails.
- Works closely with the Race Director to ensure that race facilities are maintained.
- Completes and presents Trail Development Committee Report for annual general meeting, and responds to related inquiries.
Director Portfolios
The following are listed common portfolios for the remaining four (4) director roles. Director portfolios are not limited to these areas and are to be determined by the current executive based on the clubs priorities for the upcoming season.
Race Director
- Heads the Race Committee.
- Working with the Special Events Director and Trail Development Committee Chair, in consultation with the Board of Directors develops an events schedule that supports the Club’s goals and objectives by March 1 of each year.
- Arranges appropriate consents by event venue owners and ensures owners’ requirements and concerns are addressed.
- Works with Trail Development Committee to ensure that courses chosen are suitable, safe (i.e., in compliance with the Club’s Risk Management Policy), identified, communicated, prepared and marked in a timely fashion.
- In the event of adverse and/or dangerous weather or trail conditions, and in the context of the Club’s Risk Management Policy, coordinates with the Trail Development Committee Chair, in consultation with the Club President, to decide whether an event will proceed.
- Ensures that event staff (course set-up/takedown, trailer/equipment haulage, registration, timing, marshalling crews, etc.) are organized, in place and carry out their required activities.
- Works with Sponsorship Director to organize and arrange delivery of event prizes and/or awards.
- Assesses ongoing venue and trail requirements and communicates same to the Travel Development Committee.
- When required, identifies budget implications regarding venue and trail requirements.
Sponsorship Director
- Assesses sponsor requirements and coordinates development of the annual sponsorship program.
- Facilitates matching of sponsors to events.
- Communicates with sponsors throughout the season and ensures their ongoing requirements are being met.
- Actively seeks new sponsors and sponsorship opportunities.
- Works with Race Director, Special Events Director and Trail Development Committee Chair to organize and arrange delivery of event prizes and/or awards.
- Completes and presents Sponsorship Report for annual general meeting, and responds to related inquiries.
Special Events Director
- Heads Special Events Committee.
- Working with the Race Director and Trail Development Committee Chair, in consultation with the Board of Directors develops an events schedule that supports the Club’s goals and objectives by March 1 of each year.
- Organizes and hosts special events throughout the year.
- Works with the Executive and Race Director to organize and host the Year-end Banquet following the race season.
- When required, identifies budget implications regarding special events requirements.
- Works with the Board of Directors to develop a special events budget for the following year.
- Completes and presents Special Events Report for annual general meeting, and responds to related inquiries.
Promotions Director
- In consultation with the Board of Directors, assesses the Club’s image and coordinates development of the annual promotions program.
- Facilitates outreach to relevant communities within the region and beyond.
- Works with the Communications Director to promote the Club through various media.
- Works with the Special Events Director to promote all special events.
- Works with the Board of Directors to develop a promotions budget for the following year.
- Completes and presents Promotions Report for annual general meeting, and responds to related inquiries.
Member at Large
- Represents interests of Club members to the Board of Director and works with the Communications Director to ensure that members are well informed of Club and Board of Director activities.
- Maintains a list of volunteers and coordinates with the Race Director regarding their volunteer requirements.
- Completes other duties as assigned.
We want to listen to your opinion. Make sure you tell everyone interested in the club, mountain biking, and trail development. No request is unreasonable, and with more people involved, we can make the most out of our humble, amazing club.
Until then, happy trails!
