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Annual General Meeting

October 10, 2018 @ 7:00 pm - 9:00 pm

Hello Track 3 Community,

I hope everyone enjoyed the 2018 Track 3 season and now that the 2019 winter is fast approaching, London Track 3 is looking for interested people to help with our program. We will be having our Annual General Meeting (AGM) on Wednesday October 10th at 7:00pm in the Track 3 building.

As mentioned at Boler Blitz, we need to replenish some positions in our volunteer base for next year to ensure we continue delivering the great program you’ve come to enjoy.

For the 2019 season, the following positions need to be filled. Please consider nominating yourself, or someone you feel could be a great addition to the program, and please let us know by September 26 by replying to this email.

The following positions are available for your consideration (A short list of duties is provided for your reference);

-Take notes at all board meetings and type up minutes of our meetings (Board meetings take place once per month)
-Collect mail from our PO Box and distribute to the board members
-Monitor our Track 3 email and respond as appropriate or forward to the applicable board member
-Provide other assistance as needed and time allows

Treasurer / Bookkeeper
-General book keeping
-Handle invoices & pay bills
-Create monthly financial reports for board meetings
-Create annual income/expenses summary
-Coordinate our annual tax return with the accountant
-Issue registration fee receipts

Student Registrar
-Coordinate the registration process for our students each October through December
-Monitor payments and follow-up on open issues
-Coordinate with Instructor Registrar during instructor assignment process.
-Prepare student books for tracking ski/snowboard progress for the season

Instructor Registrar
-Coordinate the registration process for our instructors each October through December
-Liaise with instructors through training process.
-Coordinate with Student Registrar during instructor assignment process.

Training Coordinator
-Organize and monitor yearly training for new instructors
-Organize recertification for returning instructors

Risk Manager
-Maintain database of files
-Co-ordinate VSS searches
-Assess any safety concerns that arise.

Program Coordinator Lead
-Liaison position between the board and the Program Coordinators that deliver the program each night and on weekends
-Main point of contact for the Program Coordinators handling all communications between the board and the Program Coordinators
-Coordinate training of new Program Coordinators
-Ensure all Program Coordinators are delivering the program in a consistent manner

Events Coordinator
-Coordinate our special events (Instructor Appreciation, Boler Blitz, Halloween Race)
-Liaise with Fundraising coordinator for events

Fundraising Coordinator
-Coordinate fundraising initiatives
-Assist in event preparation
-Liaise with Events Coordinator

Building / Facility Manager
-Make list of required maintenance, general upkeep of the interior of the building.
-Assist with obtaining estimates for projects.
-Co-ordinate requests for building use.

Program Coordinators and Assistants
-Coordinate the delivery of a program night session: January through March 7 weeks.
-Pair students with instructors at season start: October through January
-Work with Equipment Coordinator to ensure student equipment is assigned

Equipment Coordinator
-Maintain inventory records of equipment.
-Assign equipment to students for the season
-Liaise with Program Coordinators to ensure students and equipment are paired.

Communications Committee
-Maintain and build our Facebook/Instagram/Twitter/Youtube following through our Facebook page and update with current information
-Assist with instructor recruitment each year through getting our message out
-Update our web page with current information and communications to our Track 3 community

Looking forward to seeing you at the AGM!

Dan Elliot


October 10, 2018
7:00 pm - 9:00 pm


London Track 3 Building
689 Griffith St.
London, ON Canada
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