2024 ANNUAL GENERAL MEETING
THE BOARD
The board of directors are the decision-makers behind the association’s direction and policy. They work closely with local stakeholders and policymakers, including local, provincial, and federal governments, local businesses, and tourism operators, to help grow cycling access and infrastructure. The board meets monthly, and each board member commits roughly 3 – 10+ hours per month, depending on the role and season. All roles are currently filled by volunteers.
DIRECTORS
– Board members are responsible for acting in the association’s best interests in line with our mission and vision.
– The Board is responsible for the sound management of the society, including but not limited to strategy, finances, and operations
– Board members are required to stay current with the major issues of the association and attend at least 80% of regularly scheduled Board meetings
– Board members are expected to be responsive to communications.
– Board members are expected to engage and develop a committee of volunteers to assist in fulfilling their responsibilities.
ROLES AND RESPONSIBILITIES
President
– Collaborates to provide strategic direction for the association.
– Look for new opportunities to create promotional material to increase association revenue and drive organizational awareness
– Represents the association to local levels of government, promoting our ideals and goals
– Sets schedule for Board meetings
– Sets Agenda along with directors for board meetings
VICE PRESIDENT
– Represents the association in the absence of the president
– Sets schedule for Board meetings in the absence of the president
– Sets Agenda in collaboration with the Board of Directors for board meetings in the absence of the president
– Reviews the insurance and liability coverage for QRCA
treasurer
– Provide insight and direction for annual budget and fund allocation
– Sets annual budgets for association
– Files Annual Tax Returns
Secretary
– Books and communicates all QRCA board meetings
– Manages board meeting agendas and meeting minutes
– Manages and maintains board records
– Registers QRCA of the society through the BC Societies Act
– Oversee the membership system in the absence of a dedicated board member
Director of Active Transportation (AT)
-Liaise with city planners and other departments, as needed, to discuss AT initiatives/planning
– Liaise with regional planners as needed to discuss AT initiatives/planning
– Participate in relevant community open house events if AT-related
-Support city AT grants with letters of support; organize bike counts for grants (optional)
-Respond to schools for AT information sharing (programming support optional)
-Support, develop, or promote other community AT initiatives (optional)
Director of Trails
– Acts on behalf of QRCA as the primary contact (or appoints a representative) for Land Managers, Private Landowners/tenure holders, including the city, Tla’amin nation, Community Forest, the Regional District, Rec Sites, and Trails BC, and BC Timber Sales.
– Provide strategic direction for trail building and maintenance and engage with all local trail builders and trail groups.
– Leads a working group to attain sanctioning protection for a majority of our local trails
– Develop and implement trail signage and mapping plan, including Trailforks updates.
– Organizes multiple volunteer trail work-party days throughout the year.
Director of Communications + Branding
– Manage social media accounts (Instagram / Facebook / Twitter)
– Create, curate, and manage content to be used on social media and newsletters, including member highlights, trail updates, closures, creating Facebook events, thanking sponsors, and more.
– Write and distribute press releases, news, and other information to members and stakeholders via Mailchimp
– Design and distribute QRCA merchandise for fundraising and giveaways
– Manages and updates the QRCA website as needed
Director of Events
– Manages weekly group rides and ride leaders
– Plan a calendar of events for the year
– Plans and coordinates Special Events
– Leads events subcommittee to organize events
– Closely works with sponsors and community partners
Director of Government/Indigenous Relations and Advocacy
– Act as the primary contact for Tla’amin Nation and the association
– Advocate and assist with the planning and implementation of Tla’amin bike events
– Limit barriers of entry for Tla’amin youth interested in cycling.
Director of Membership & Volunteers (on hold for 2025)
– Manage member registrations through third party website
– Ensure participants at trail days and social rides are active members
– Manages volunteer scheduling and communication for special events
– Works with Director of Trails to gather volunteers for trail days and other trail maintenance
Director of SPONSORSHIP & Fundraising
– Researches grant opportunities that provide the association with additional funding
– Collaborates with association executives to draft and submit grants to various organizations.
– Collaborates with the Director of Communications + Branding on fundraising opportunities, including annual community sponsorship agreements.
Director at Large (x3)
– Supports other directors where needed
– Helps with events, special projects, or presentations
– Sub-committee support
JOIN THE BOARD OF DIRECTORS
In preparation for our 2024 AGM, we’re looking for community members to fill the open roles* on our board. To apply, fill out the short form linked below by Friday, November 8th. We will send out an online form immediately after that deadline so members can vote ahead of the AGM, where the new board will be announced.
*All board positions will be confirmed by election for 2025. Some board members are stepping down, and we look forward to welcoming new board members for these! For other positions, returning board members are expected to put their names forward for voting and will be displayed as such on this website. All nominations are reviewed by the QRCA nomination committee prior to voting.