Annual General Meeting 2024

 
 

It's that time of year again! Join us for our Annual General Meeting (AGM) where we'll be electing executives and announcing new volunteers for our new committees. We’re moving back to an in person AGM, and we look forward to seeing you!

Mark your calendars!

When: November 26th at 6:00 PM

Where: Charleswood Public Library (4910 Roblin Blvd #6)

Light refreshments will be available.

You must be an active member of our organization to attend and vote. Sign up here if you’re not an existing member or need to renew.

If you have any questions, please reach out to us here.

Here's what you need to know:

  • Year Review & What’s Next: Tyler Crichton, President, will be giving a presentation on what we’ve been up to in the last year, and talking about the organizations future.

  • Elections: We'll be voting in directors at large and executives! If you're interested in joining the board, you can submit a nomination (see below). We'll share more information about each nominee at the AGM and each nominee will be given a chance to speak as to why they feel they are the best person for the role. We’ll be voting by secret ballot and the available positions with the most votes will be elected.

  • Volunteer Opportunities: Want to get more involved in our community? We have a variety of volunteer positions available! See below. The deadline to apply is November 19th. The existing board members will select the volunteers based on the applications and we'll announce the selected volunteers at the AGM.

  • Your Vote Matters: To vote in executives, you must be a current member of Friends of the Harte Trail.

Board Executive and Volunteer Position Information

  • All positions are volunteer based. 

  • Must be 18+ years of age. 

  • You must have an active membership to apply for nomination.

  • All time commitments are estimates and can fluctuate. 

  • Executive positions are voted in by our members at the AGM.

  • Volunteer positions will selected by our existing executive team and be announced at the AGM.

  • Volunteer positions may be fulfilled by an executive, you may apply for both.

  • You may apply for multiple positions.

  • Assets are not required to apply, but help with your application.

Executives (3 positions)

Vice President

Join our board and help in the decision making process! 

  • Positions: 1

  • Time Commitment: 4 - 8 hours per month during peak season. 2 - 4 hours per month off season. 

  • Term: 2 years. 

Responsibilities include:

  • Perform all the duties of the President in their absence.

  • Ensure that the organization's publicity materials are prepared and distributed

  • Be one of the signing officers of the organization. 

  • Expected to lead initiatives. Help establish committees. 

  • Vote on executive issues. 

  • All Directors at Large responsibilities below. 

Assets:

  • Have good initiative, be a go-getter and be a team player.

  • Ability to work in a diverse group of individuals.

  • Experienced leader. 

Treasurer

Manage our organization’s finances! 

  • Positions: 1

  • Time Commitment: 4 - 6 hours per month during peak season. 2 - 4 hours per month off season. 

  • Term: 2 years. 

Responsibilities include:

  • Prepare cheques and receipts for all transactions and present financial information at Executive meetings.

  • Maintain a record of all receipts and expenditures

  • Be one of the signing officers of the organization.

  • Provide financial information upon request to the Executive

  • Prepare and submit a report of the year's transactions at the Annual General Meeting.

  • Arrange for the maintenance of a current membership list (in conjunction with the Memberships and fundraising committee).

  • Submit information to Revenue Canada Agency and other agencies as required.

  • Vote on executive issues. 

  • All Directors at Large responsibilities below. 

Assets:

  • Experience or knowledge in bookkeeping or finance. 

  • Ability to use excel/google sheets. 

  • Ability to present data to groups of people. 

  • Ability to keep records and track data.

Secretary

Help with our meetings! 

  • Positions: 1

  • Time Commitment: 4 - 6 hours per month during peak season. 2 - 4 hours per month off season. 

  • Term: 2 years. 

Responsibilities include:

  • Prepare and maintain minutes of all organization meetings

  • Responsible for all organization correspondence (Manage the main email mailbox)

  • Ensure that work files are transferred from outgoing to incoming officers

  • Ensure that amended Constitutions are available to members at their request.

  • Vote on executive issues. 

  • All Directors at Large responsibilities below. 

Assets:

  • Detail oriented.

  • Multi-tasker; experienced in preparing meeting minutes in a timely manner. 

  • Knowledge in office software like Google Docs/Microsoft Word. 

  • Be able to use cloud storage solution (Google Drive)

Director at Large (3 positions): 

Join our board and help in the decision making process! 

  • Positions: 3

  • Time Commitment: 4 - 6 hours per month during peak season. 2 - 4 hours per month off season. 

  • Term: 1 year. 

Responsibilities include:

  • Joining monthly board meetings. 

  • Reviewing meeting minutes. 

  • Attendance at as many events as possible is expected, and represent the organization in good standing.  

  • Help develop and take on new initiatives. 

  • Review and discuss trail issues and responsibilities. 

  • Vote on motions. 

  • Participate in the AGM yearly. 

  • Promote the trail's cause and carry out its mission statement.

  • Help fulfill other duties as assigned.

    • Updating bulletin boards

    • Engaging with our community

    • Utilizing personal skill sets to help the organization

Assets (not required but things we are looking for help with):

  • Experience with applications and grant writing

  • Knowledgeable in native plant species, trees and landscaping.

  • Effective communicator and ability to work in a diverse group of people. 

Volunteer positions (4 positions open)

Trail Ambassador Lead

Lead the on the ground support. Become the eyes and ears of the trail! 

  • Positions: 1

  • Time Commitment:  Fluctuates, see below. 

  • Term: Continuous

Responsibilities include:

  • Keep track of and organize ambassador gear. \

  • Ensure the Trail Ambassadors have what they need to provide the best experience possible to our trail guests.

  • Organize minor trail clean up duties. 

  • All other Trail Ambassadors duties below. 

Assets:

  • Leadership experience

  • All Trail Ambassadors assets below

Trail Ambassadors 

On the ground support. Become the eyes and ears of the trail! 

  • Positions: 2

  • Time Commitment:  Fluctuates, see below. 

  • Term: Continuous

Responsibilities include:

  • Monitoring the trail for maintenance needs and reporting any issue(s) to the board. 

  • Providing friendly assistance to trail users and sharing knowledge on our organization.

  • Hand out information to community members. 

  • Capturing photos for our social media channels to showcase the trail's beauty.

  • Minor trail clean up

Assets:

  • Frequently use the trail and know the area well. We are looking for people who use the trial multiple times a week and are available to walk or bike during peak trail times (7am-9am,11am-1pm, and 6pm to 8pm). Not required to go out every single day, but at least 1-2 times a week is preferred.

  • First Aid Training an asset, but not required.

  • Knowledge on how to take photos and upload them to a cloud service. 

  • Ability to walk/bike in the Winter is preferred, but not required. 

Volunteer Coordinator: 

Help gather and coordinate our volunteer base! 

  • Positions: 1

  • Time Commitment: 2-6 hours per month during peak season. 1-2 hours per month off season. 

  • Term: Continuous

Responsibilities include:

  • Create, develop and maintain a volunteer database that will be utilized when we are hosting events where we need help. 

  • Solicit more volunteers and ensure a good volunteer experience at our events.

  • Work in conjunction with the Events Coordinator. 

Assets:

  • Experience with coordination.

  • Ability to use email systems to communicate.

  • Knowledge in using work documents like Excel/Google Docs.

  • Effective communicator and ability to work in a diverse group of people. 

  • Understanding people's needs and helping them have a good experience. 

Digital Engagement Manager:

Amplify our online presence!

  • Positions: 1

  • Time Commitment: 2-4 hours per month during peak season. 1-2 hours per month off season. 

  • Term: Continuous

Responsibilities include:

  • Creating content to post on our social media pages. 

  • Work in conjunction with the Events Coordinator. 

  • Manage or moderate our social media pages. Engage with users on behalf of the organization.

  • Update our SquareSpace website to keep information current and accessible. 

  • Manage and send mass email campaigns.

  • Help us fulfill recommended changes we voted on out of a recent communications audit. 

  • Help represent the organization in good standing with engaging with our trail users online. 

Assets:

  • Experience with social media platforms such as Instagram and Facebook.

  • Ability to follow a schedule and post content online. 

  • Understanding of web pages and using easy website tools to update content. 

  • Understanding of email systems. 

  • Can work with image editing software to create social media posts.

  • Experienced in using MailChimp or other mass emailing software.