What is an AGM?
An Annual General Meeting (AGM) is a meeting where an association reports annual business to its membership. At this time the membership will also vote for Directors and pass any pending resolutions.
What do we do at an AGM?
TORCA Directors will present an overview of the 2023 season. There will also be a vote to elect the 2024 Board of Directors.
The meeting is open to the public but only current members will be eligible to vote for the board of directors elections.
Documentation for review prior to the AGM:
2023 AGM Agenda
2022 AGM Minutes
TORCA Bylaws
The meeting is open to the public but only current members will be eligible to vote for the board of directors elections.
Documentation for review prior to the AGM:
2023 AGM Agenda
2022 AGM Minutes
TORCA Bylaws
Board of Director Roles & Responsibilities
Click on a title under "Director Roles" below to discover a little about what Board Members do throughout the year. While most BODs have an assigned title, roles are pretty fluid. Assisting team members during peak times is what makes the whole machine run smoothly. As a TORCA Director, your primary responsibility is to act in the best interests of the local mountain bike community.
As a TORCA Director, you are:
Time Commitment:
Depending on the position, a Director will typically spend anywhere from 2-10 hours each week on TORCA related tasks in peak season.
BODs are asked to be available to attend one Directors' meeting per month throughout the year, however, we understand that sometimes life gets in the way and that you may not be able to attend all meetings.
As a TORCA Director, you are:
- collaborative
- an effective communicator
- a relationship builder
- able to meet deadlines
- detail-oriented
- organized
- a person who LOVES mountain biking and is stoked to help other people of all abilities and levels fall in love with the sport
- Event planning & management
- Stakeholder engagement
- Communications
- Community building
- Customer service
Time Commitment:
Depending on the position, a Director will typically spend anywhere from 2-10 hours each week on TORCA related tasks in peak season.
BODs are asked to be available to attend one Directors' meeting per month throughout the year, however, we understand that sometimes life gets in the way and that you may not be able to attend all meetings.
Board of Directors Elections
The TORCA Board of Directors consists of up to 11 members, elected at the AGM by TORCA members. Each director is elected for a term of 2 years. For continuity purposes, the term of office is staggered such that at each AGM at least one-half of the positions on the Board shall be filled by way of election. At the end of the 2-year term, Directors may choose to seek re-election.
For 2023, there are 4 spots open with 3 Directors running for re-election.
Vacancies:
Director at Large - 1 position
Directors Seeking Re-Election:
Vivian Scalet
Stephanie Hobson
Bruce Smart
**In order to vote you must be present at the AGM and be a current TORCA member.
For 2023, there are 4 spots open with 3 Directors running for re-election.
Vacancies:
Director at Large - 1 position
Directors Seeking Re-Election:
Vivian Scalet
Stephanie Hobson
Bruce Smart
**In order to vote you must be present at the AGM and be a current TORCA member.
Director Roles:
President
This role is for a person who is knowledgeable in management of a not-for profit association and has experience in financial/project management, knowledge of trail operation and planning, strong leadership skills, and a positive outgoing personality. The President role must be filled by a person who has sat on the TORCA Board for at least a year.
Specific responsibilities include:
Current Director: Tyler Wilkes
Specific responsibilities include:
- providing leadership for all aspects of TORCA's operations and endeavours in the community and on the trails
- ensuring organizational requirements are met
- ensuring trail operation and management responsibilities are completed
- representing TORCA at community events
- supporting other board members and/or volunteers
- preparing plans and budgets
- leading projects as required
- chairing monthly meetings and setting agendas
Current Director: Tyler Wilkes
Treasurer
Money, money, money, money ... MONEY! You are a professional bean counter (preferably a CA, CGA or CPA) and you have an appreciation for the fine details that keep an organization running in the black. Your specific responsibilities are:
Current Director: Erin Reimer
- accounts payable/receivable
- preparing annual financial statements
- submitting yearly annual society reports
- overseeing management of finances
Current Director: Erin Reimer
Events
This individual is passionate about bringing the riding community together, creating a fun, inclusive experiences, and must be organized and detail-oriented. A knack for creative thinking and public engagement helps!
Other specific responsibilities include:
Other specific responsibilities include:
- Obtain insurance for all events
- Plan the date, schedule, and course routes for events
- Assist with event promotion
- Liaise with local businesses/contributors to enhance event experience (food, prizes, after-party, etc)
- Organize meetings with Events Team as required
- Coordinate volunteers/delegate tasks for events as needed
- Seek innovative ways to encourage more participation and general stoke!
Trails
The Trails Director likes to get dirty in the woods and is a freak between the spreadsheets. This person likes to take long walks in the forest and enjoys staying on top of best practices and trail building guidelines. You are familiar with the Whistler Trail & IMBA Standards and have had some formal training (or hands on experience) in trail building & design. You are passionate about bringing people together for the love of dirt.
Specific responsibilities include:
In a normal year, TORCA hosts weekly trail maintenance nights (Tuesday Night Dirt Club) and occasional weekend trail days.
Time Commitment: 10 hours+/week (April-November), 5-8 hours/week (December-March) | 2 hour Monthly Meeting
Specific responsibilities include:
- Developing Annual Operational Plan
- Completing annual trail inspections & submitting trail assessment reports to Land Managers
- Liaising with land managers & attending stakeholder meetings
- Organizing & promoting weekly trail maintenance days
- Coordinating volunteer & recording work hours
- Overseeing Trail Crews
- Researching funding opportunities
- Grant writing
- Maintaining tool inventory
- Maintaining Trailforks
In a normal year, TORCA hosts weekly trail maintenance nights (Tuesday Night Dirt Club) and occasional weekend trail days.
Time Commitment: 10 hours+/week (April-November), 5-8 hours/week (December-March) | 2 hour Monthly Meeting
Membership & Communications
You are the first point of contact and the friendly face of TORCA. You are an excellent communicator and are quick to respond to inquiries and requests. Your specific duties include:
Current Director: Stephanie Hobson
- Coordinating activities to facilitate new and annual renewal of TORCA membership
- Updating and maintaining membership database
- Providing support for the execution of TORCA initiatives as needed
- Assisting in the planning and coordination of events and other fundraising activities
- Updating and maintaining TORCA’s website
- Monitoring TORCA’s general email account and responding to inquiries as needed
Current Director: Stephanie Hobson
Director at large
The DAL positions are flexible and exist to give new Directors the opportunity to test drive our organization. Directors at Large assist on special projects and typically develop their own programs in their own specific areas of expertise/interest.
Current DALs:
Vivan Scalet (specific interest(s): Newsletter, Policy Development
Andrea Gellar (specific interest(s): Sponsorships, Coaching (not seeking re-election)
Lindsey Bolivar (specific interest(s): Coaching & Merch
Bruce Smart
Current DALs:
Vivan Scalet (specific interest(s): Newsletter, Policy Development
Andrea Gellar (specific interest(s): Sponsorships, Coaching (not seeking re-election)
Lindsey Bolivar (specific interest(s): Coaching & Merch
Bruce Smart
Secretary
You take good notes and keep the whole machine running like clockwork. The specific duties of the Secretary are:
Current Director: Marie Hinse
- issuing notices of general meetings and directors’ meetings
- taking minutes of general meetings and directors’ meetings
- keeping the records of the Society in accordance with the Act;
- conducting the correspondence of the Board;
- filing the annual report of the Society and making any other filings with the registrar under the Act.
Current Director: Marie Hinse
Diversity & Inclusion
TORCA encourages people from marginalized and under-represented communities to apply to be on the Board. The BoD is committed to creating a welcoming, inclusive organization for all and diversity among our volunteers and members will help us to better understand, connect, and respond to the needs of our community.
Board of Directors’ Liability
Board members are legally responsible for the activities of the Board. TORCA maintains a comprehensive insurance policy with a $5 million limit for commercial general liability (including directors) and a $2 million limit for Director's and Officer's liabilty.