AGM Announcement – Muddbunnies Riding Club (BC) – March 5th, 2014

1) nominate yourself, or have somebody nominate you at the AGM; or,

2) nominate yourself, or somebody else ahead of time by emailing club@muddbunnies.com.*

*By choosing to email your nomination ahead of time, the board will post your nomination on the forum so all the members can see who they could vote for.  In your email, it will be helpful to include your top 3 preference of roles, your involvement with the Muddbunnies and how you see yourself contributing to the club going forward. Also, you can include a photo if you have one handy.  If you are nominating someone else for the role, please ensure that you speak to them directly.  If you are running for a position but you are not able to attend the AGM on March 5th, please include this in the email and we will help you run for a position in your absence. Pre-nominations are due by March 2nd, 2014.

Board of Director Roles & Responsibilities:

PRESIDENT:
– Attend meetings on behalf of the Muddbunnies Riding Club (BC), such as the NSMBA AGM & City meetings
– Responsible for all activities of the Muddbunnies
– Delegate tasks as required
– Responsible for Conflict Resolution
– Primary contact for the Board of Directors

VICE-PRESIDENT:
– Takes over for President when president is unavailable
– Assists in other exec roles where needed and where gaps need to be filled
– Respond to general inquiries sent to the club
– Liaise with the Insurance Company for the Club Policy

SECRETARY:
– File registrar documents (year end annual reports, changes to directors, if addresses changes, etc)
– Maintain official club documents and binder
– Take/distribute/amend all meeting minutes
– Send reminder to board 4-5 days prior to each board meeting

DIRECTOR OF COMMUNICATIONS:
– Generate monthly newsletter for all club members
– Ensure appropriate club representation on Facebook and Twitter
– Ensure information on Club areas of muddbunnies.com are accurate and up-to-date
– Initiates (e)mail-outs to the membership base when required

TREASURER:
– Maintain accurate and up-to-date accounting books
– Report on budget and financial position at monthly exec meetings
– Present past year’s financials/highlights at the AGM
– Prepare upcoming annual budget to present at the AGM (to be voted in by members)
– Monitor and reconcile bank account
– Signing authority on bank account (two signatures required)
– Issue cheques for club approved expense
– Manage Paypal account – create payment buttons,  issue refunds, transfer funds to bank account
– Maintain list of User Id’s and passwords that can be  passed on to the next Treasurer

DIRECTOR OF RIDES:
– Recruit Ride Leads/Sweeps
– Organize Ride Leader orientation night (first quarter)
– Organize (minimum 2) Ride Leader development nights (rides with scenarios)
– Organize Season Kick-off Ride (March/April)

DIRECTOR OF TRAIL-DAYS:
– Liaise with NSMBA for TAP program
– Organize Muddbunnies Trail days

Agenda for the evening:

6:30 – 7:00            Pre meeting mingling/shopping/membership sign-up

7:00 – 7:20            Presenter: Jaclyn Delacroix

• Call meeting to order
• Wave appointment of an auditor
• To ratify, confirm, and approve all past acts and proceedings of the directors and officers.
• Summary of 2013 activities

7:20 – 7:25            Presenter: Bobbi Byng

• Summary of 2013 finances

7:25 – 7:30            Presenter: Bobbi Byng

• Summary of 2014 finances
• Vote by club membership to approve 2014 budget

7:30 – 7:35            Presenter: Dar Richards

• Summary of 2013 Club Rides

7:35 – 7:40            Presenter: Vanessa Abbot

• Summary of 2013 Trail Days

7:40 – 8:00            Presenter: Jaclyn Delacroix

• Vote by club membership – election of the 2014 executive
• Close meeting