Volunteering

Join the CHBTC today!

The Caledon Hills Bruce Trail Club is actively seeking members to join its dynamic Board of Directors. Novel ideas, positive energy, a heart for our mission, and diverse experiences are very welcome!

Board of Directors Opportunities:
Treasurer
Fundraising Director
Director At Large

Send a letter of intent expressing your interest and experience to Lynn Dobson, chbtcmembershipdirector@gmail.com by February 19, 2024. An in-person or Zoom chat will then be arranged.

The start date will be after the April 2024 Annual General Meeting. The Board enjoys a team approach where members are supported and encouraged.

Join the CHBTC today!


Treasurer

Treasurer Role .PDF

The Treasurer is responsible for the custody of Club funds and all Club financial matters.

Essential Elements:

• Ensure the Club has proper records of accounting by maintaining an accurate, current accounting of all monies, income, and expenditures of the Club, as prescribed in Generally Accepted Accounting Principles (GAAP) using QuickBooks accounting software.
• Solicit input from board members for annual budget line items and prepare the annual budget, obtain board approval at the first fiscal meeting of the year, and present board
approved budget to the general membership at the Annual General Meeting for approval, as well as signed financial statements for the previous year.
• Chair the Club Budget Committee (comprised of the President, Vice-President, Treasurer and any other interested Board members). Ensure the budget is prepared based on a gross concept.
• Attend meetings of the Club Board of Directors, provide a financial report prior to each meeting, comprised of a Statement of Operations, Statement of Financial Position, with comparison to budget and prior year and a brief highlight narrative, answer any questions, and provide detailed analysis, for any account.
• Maintain sufficient supporting documentation for all receipts and disbursements suitable for audit by BTC auditors.
• Prepare a monthly bank reconciliation supported by the official bank statement. Have the President acknowledge receipt of the same verifying that the reconciliation agrees with the Statement of Financial Position reported cash balance.
• Make bank deposits and oversee and control the disbursements of all Club funds ensuring conformity to budget and adequate cash flow.  Provide advice and assistance to board
members that impact club finances.
• Work with BTC to ensure correct CRA compliance with tax receipt plans prior to fundraising events and facilitate the tax receipt process following events.
• Ensure the correct process is followed for club flow through of fundraising funds being credited to the club’s lifetime total raised with the BTC.
• Prepare quarterly billings for advertising in the Caledon Comment and any other billings required.  Maintain an accounts receivable subsidiary ledger. Ensure unpaid accounts are followed up by the Advertising Coordinator or originator of the billing.
• Complete semi-annual “Club Declaration of Financial Health” report to the Finance and Risk Committee. The Club President must also sign the declaration.
• Prepare quarterly HST Reports and submit same to the BTC.
• Be responsible for monies received from all sales (i.e., ticket sales, merchandise, registration fees, etc.).
• Be one of 3 people authorized to co-sign cheques on the Club account.
• Support the mission and vision of the CHBTC and the BTC.
• Be a CHBTC member, sign the BTC Confidentiality Agreement, and be familiar with the CHBTC Board of Directors’ Manual, BTC Volunteer Orientation and Training manuals and BTC
Strategic Priorities.

It is helpful to have:
•   Basic bookkeeping and financial statement preparation skills
•   Familiarity with electronic accounting software, Microsoft Word and Excel computer skills
•   Communication skills, including being able to communicate basic accounting concepts

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Fundraising Director

Fundraising Director .PDF

The Fundraising Director will coordinate fundraising activities within the Club to support the mission and vision of the Club and the BTC.

Essential Elements:

• Chair meetings of the Fundraising Team, helping the team to generate creative fundraising ideas, to organize, and execute fundraising events. (i.e., Raffles/Silent Auctions, Orangeville Theatre, Film Screening Event, Christmas Tree Sales, Winter Market, etc,).
• Attend meetings of the Club’s Board of Directors and provide a written report prior to each meeting. These reports may include a draft plan for fundraising projects for the year ahead, requests for Board input and approval for fundraising project(s), and results of fundraising projects, as appropriate.
• Apply for licences for raffles or liquor sales related to fundraising activities.
• Understand the charitable income tax receipt rules and provide necessary information to the Club Treasurer so BTC protocols can be met, allowing the BTC to issue income tax charitable receipts to event participants, in accordance with CRA rules.
• Work with the Club Treasurer on budgets for events and final financial reports of events.
• Work with the Fundraising Team and other Board members as needed to publicize events and recruit volunteers to help.
• In conjunction with the Fundraising Team, provide a write-up and photos of fundraising events for the Club newsletter/website, social media, and BTC Magazine/website.
• Be a CHBTC member, sign the BTC Confidentiality Agreement, and be familiar with the CHBTC Board of Directors’ Manual, BTC Volunteer Orientation and Training Manuals, and BTC Strategic Priorities.

It is helpful to have:

• some experience in event planning
• knowledge and understanding of the CHBTC membership
• connections in the community
• people and communication skills

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Director At Large

Director at Large Role .PDF

A Director at Large participates in the Board’s deliberations and decisions in matters of policy, finance, programs, and advocacy.

Essential Elements:
• Be informed of the responsibilities of other Board members and provide support as required.
• Lead ad hoc committees, projects, or pilot projects as needed.
• Attend meetings of the Club’s Board of Directors and provide a written report before each meeting as required.
• Support the mission and vision of the CHBTC and the BTC.
• Be a CHBTC member, sign the BTC Confidentiality Agreement, be familiar with the CHBTC Board of Directors’ Manual, BTC Volunteer Orientation and Training Manuals, and BTC Strategic Priorities.

It is helpful to have:
• good communication skills
• commitment to the work of the Club and the BTC
• an interest in assuming a more specific Board position when a suitable vacancy occurs

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