Blazing On
Join our Caledon Hills Leadership Team!
We are actively seeking members to join our dynamic Board of Directors. Novel ideas, positive energy, a heart for our mission, and diverse experiences are very welcome!
Board of Directors:
- Events Director
Support Volunteers:
- Archivist
Send a letter of intent expressing your interest and experience to Lynn Dobson, chbtcmembershipdirector@gmail.com by February 19, 2025. An in-person or Zoom chat will then be arranged.
The start date will be after the April 2025 Annual General Meeting. The Board enjoys a team approach where members are supported and encouraged.
Preserving a ribbon of wilderness for everyone, forever.
Archivist
The Archivist is responsible for sending pertinent information regarding the Club to the archives, thereby safekeeping all of the important records of the club.
Essential Elements:
- Keep all the important records of the club in both the physical archives and/or the digital archives (does not include emails).
- Receive reports, photographs, articles from local papers and magazines, and other items of importance from Club Directors, officers and other volunteers.
- Organize the items into the archives (both physical and digital) in a logical manner.
- Prepare and maintain a list of what is held and what should be held in the Club archives.
Report to the Club Board of Directors regularly with an update on the state of the archives including:
- Location of the physical archives
- Location of electronic digital archives and backups
- Confirmation of all material expected from the directors, support volunteers, and other volunteers
- List of expected and not received items
- Provide access to the records in the archives to members of the Club at reasonable times.
- Upload and update digital archives on the CHBTC section of the BTC Google Drive.
- Help to provide history of the club, volunteers, and trail to the Board of Directors for their use.
- Help to provide photographs of people and nature for the Caledon e-Comment or for display.
- Provide safe passage of archives to successor.
- Support the mission and vision of the CHBTC and the BTC.
- Be a member of the Caledon Hills BTC.
It is helpful to have:
- good computer skills
- excellent organizational skills
Events Director
Works with members of the Board to plan and develop events relevant to specific Board portfolios and to the general membership.
Essential Elements:
- Provide assistance to Event Leaders. In particular, team with Club President to coordinate Winter Social and Club AGM.
- Liaise with the Club Secretary to obtain permissions and permits.
- Organize refreshments as required.
- Organize set-up and clean-up teams.
- Store event supplies and equipment.
- Maintain an inventory of event supplies.
- Bring an enthusiastic approach to hosting Club members.
- Attend meetings of the Club Board of Directors and provide a written report prior to each meeting if appropriate.
- Support the mission and vision of the CHBTC and the BTC.
- Be a member of the Caledon Hills BTC.
It is helpful to have:
- outgoing personality
- good communication skills
- ability to motivate people
- Safe Food Handler Certification
FAQ about Board positions and Support Volunteers
This FAQ is intended to provide you with basic information about the Board of Directors and what is involved with joining the Board. If you have additional questions, please do not hesitate to ask.
How frequently does the Board meet?
The Board meets six times per year, and we have an Annual General Membership meeting. These meetings are held at the Inglewood Community Centre and last approximately two hours. The Annual General Membership meeting is a longer meeting with a meal being served.
The role description indicates written reports are required by members of the Board. How extensive are these reports?
The reports are generally one or two pages long and summarize what activities you have been involved with since the last meeting date. The reports are intended to tell everyone else on the Board what is important for your portfolio and what successes and challenges you have had. Your report is also an opportunity to receive feedback from other Board members on item(s) you have for discussion or motion.
The ad for Board members indicates it is a team approach. What do you mean?
While individual members of the Board and some Support Volunteers have specific portfolios, everyone takes pride in dividing up tasks to ensure that no one individual is responsible for an entire event (e.g., Bruce Trail Day), work project, or assignment. As well, having the input of all Board members brings more information to the table and improves our decision making.
What is the term I would be signing up for if selected and elected?
All positions have a one (1) year term and are confirmed through an election annually. Ideally you will enjoy the opportunities, challenges, friendships, and rewards of volunteering on behalf of a greater cause and continue for 3 to 5 years.
Is there any compensation for joining the Board?
The Club consists of 100% volunteers. You will receive no compensation for your time but, depending on what your portfolio is, you may be eligible for expenses, like gas for a lawn mower or other machinery.
Am I covered with Officers and Directors liability insurance as a Board Member?
The Bruce Trail Conservancy provides Officers and Directors insurance for all Board Members acting in accordance with the by-laws, policies, and procedures of the Club and BTC. There is no charge to you for this coverage.
Do I have to be a member of the Bruce Trail Conservancy to volunteer?
Members of the Board must be a member of the Conservancy. Paying membership fees to the Conservancy is tax deductible, and as an individual who wants to make a difference on behalf of the Trail, volunteers are generally members before joining the Board.
I have never been on a Board before, are there any particular rules to follow at a meeting?
Joining a Board is the same as joining a sports team, a committee of like-minded individuals, or any form of a Club. Meetings are chaired by the Club President, and discussion is informal and inclusive. We have Club By-laws which are on our website, and there is a Volunteer Manual for reference and information. If you have been involved with any type of committee or Club, you will feel immediately comfortable at a Board meeting.