Surrey Off Road Cycling Enthusiasts

SORCE – Executive Meeting January 8th, 2015

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Surrey Off Road Cycling Enthusiasts

SORCE – Annual General Meeting

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So you’re thinking about being a director, but you have a few questions before you leap aboard to help steer the ship. On this page you’ll find a brief description of the typical duties of a director, and answers to some commonly asked questions.  If you have any questions or problems,This email address is being protected from spambots. You need JavaScript enabled to view it. or nominate a prospective board member by clicking here.

The Roles and Responsibilities of a Director

The directors of SORCE are responsible for planning for the future of the organization, as well as managing its day to day activities. To fulfill their role, directors are expected to have excellent communication skills allowing them to effectively liaise, negotiate, and communicate with local land managers, SORCE members, corporate supporters, media, and the general public. Directors should expect to set aside a reasonable amount of time to complete all their duties, be committed to the organization and serve their entire term.
 
FAQ
Q: How much time can I expect to put in as a director?
A: As a minimum, directors can be expected to put in around 10-15 hours a month.
Q: How long is the required term?
A: One year. If directors wish to continue on for a longer term, they may be re-elected at the AGM.
Q: I don’t think I can commit that much time, can I still be involved?
A: Of course! Fill out our volunteer application form by (clicking here) and you can make a difference on your own schedule.

Board of Directors - General Responsibilities
Board members have a responsibility to act in the best interests of the association in line with our mission and vision
The Board is responsible for the sound management of the society including but not limited to strategy, finances, and operations
Board members are required to stay current with the major issues of the association and attend at least 75% of monthly scheduled Board meetings
Board members are expected to be responsive to communications.
Board members are expected to engage and develop a committee of volunteers to assist in fulfilling their responsibilities.

Specific Board Roles

Director roles have been established, each with specific responsibilities and tasks.

President
Acts as Chair of all meetings of the society or may delegate the role of Chair to another director
Supervises the directors, members and volunteers execution of their duties
Maintains and enhances relationships with other organizations (MTB, government, community, industry, etc.)
Acts as a resource to other directors
Is an authorized signatory on the Society bank accounts
Prepares annual BC Society report and ensures the organization remains in good standing.
Organizes and follows through with Sponsorship for the club
Prepares monthly meeting agendas and minutes.
Ensures that volunteers and members receive recognition (social events).

Administration – Secretary/Treasurer/Membership
Acts as the official record keeper of the organization.
Supervises and administers the organizations electronic files, as well as paper files.
Checks the mailbox and reports on organizational correspondence.
Records and reports on the overall financial position of the society, including record keeping consistent with the Societies Act, CRA regulations and good management principles
Prepares and presents financial statements
Oversees the budget process of the association
Disburses all payments in a timely fashion. Is an authorized signatory on the Society bank accounts
Assists the president with volunteer recruitment, retention and communication.
Ensures that all necessary paperwork & fee payment is completed for members.
Mails member cards and other membership related gifts (socks/T-shirt)
Communicates with other Directors on needed volunteer services.

Director – North (of Hwy 10)
Set up and run trail days and maintenance in North parks
Liaise with Government, Members and Stakeholders in their parks to ensure harmonious use of the trail systems

Director – South (of Hwy 10)
Set up and run trail days and maintenance in South parks
Liaise with Government, Members and Stakeholders in their parks to ensure harmonious use of the trail systems

Director – Races
Schedules, plans, and executes Toonies, and Races
Engages in Race and Ride course selection. Pre-approves race courses before presenting to the board for final approval.
Identifies sponsorship needs for specific races and engages with sponsors.
Liaises with marketing director to produce promotional material for races and ensures it will be distributed.
Acquires race permits.
Coordinates volunteer efforts for events with the Director of Membership

Director – Marketing
Oversees the marketing and communications strategy and tactics of the organization.
Ensures all materials produced and circulated are ‘on brand’ while providing accurate and current content.
Prints and laminates member cards, brochures and posters.
Designs and produces all marketing collateral for events, races, meetings. etc
Produces a monthly newsletter to engage members in all ongoing SORCE business.
Manages content for all social media sites and monitors the level of active engagement with the community.
Liaises with the Directors of Events to ensure all events are covered (photos, blogs, materials) and shared through the website and social media.

Director - Advocacy (Community Liaison)
Establish and maintain relationships with key stakeholders within the City of Surrey and other relevant Government organizations
Lobby for development and maintenance of new and existing Bike Parks
Contribute to the City of Surrey Cycling Plan
Establish presence on other relevant City of Surrey sport and recreation committees
Develop and fulfil a public relations plan

Sound like you?  Contact us through This email address is being protected from spambots. You need JavaScript enabled to view it. or our board nomination form by clicking here!

This Sunday October 26 from 10am to 12pm SORCE and the City of Surrey will be planting native trees and shrubs in Invergarry Park. This is a great familty friendly event. All tools and expertise is supplied by the CIty of Surrey. We will have drinks and snacks so bring a friend. We hope to see you at this fun event! We will be planting in the meadow zone between the Little Shedder and Excitabike trails. See you at ten.

The last executive meeting of 2014 happened on Thursday night. We had a great year! Lots of racing and events and some kids camps too! Read on to keep in the loop. Please remember the SORCE Annual General Meeting is November 27. We will be holding elections and welcome new members and people willing to volunteer... See you there... Read on for the minutes>>>

Budget - balance Sept 30th- $4390
- outstanding liability $980
- Ben $120 kids camp fees
- income $516 Paypal
- income $1000 Sponsorships
- cash box - $400

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One of our long time members and former executive Peter just beamed over this great PDF map he has been working on. Check out this awesome resource for riders of the South Surrey Bike Park! The Link to the map is HERE

There will be a pump track race at this event.. Please pre register here http://www.webscorer.com/register?raceid=28347

Holly Park Bike Pump Track Grand Opening

Attend the Holly Park new bike pump track grand opening and watch club members demonstrate their skills! . 

Date: Saturday, October 4
Time: 11 am
Location: Holly Park, 4625 62 Street

This track was designed and built by the Shed Bike Club, with the Corporation of Delta supplying water and materials.

More info at the City of Delta website http://www.delta.ca/your-government/news-events/event-calendar/2014/10/04/home-calendar/holly-park-bike-pump-track-grand-opening

The 2014 SORCE kids race at South Surrey Bike Park has been rescheduled. It will take place on October 5 at 10am . The race course will be the on the BLT (beginner loop trail). please pre register online. Medals for all participants and food for all after the race! Hope to see you there!

Registration Online here http://www.webscorer.com/register?raceid=28707

North update – 

Sea can – beautification grant? Jon to email Shira
New lock box at Port Kells – it’s great! But no key yet.
Push to sort out pump track at PK. Dirt delivered.
New site? Under Hydro easement 102 + 140th – Talked to Hydro, grant for Not for profit…environment spin?
Annual budget for maintenance for Invergarry?
Dan? Then Rudy? $5K/yr?
treat planting day?
Picnic table?

South –
$5K – can we use it for 2014?
Can we use the $5K for the plan?
Lucas? Get from Derek 778 808 6155
Secret Squirrel – take down rock drop wood
Plans for 2015?

Camps –
Ben ran last weekend. Kids all stoked. Only 3 people signed up.
Need to find a way to partner with City of Surrey for 2015
Gotta be in Leisure Guide

Race Update –
Shed Sept 21st – Sent email to Shed Bike Club
Mike to go see what’s in Seacan
Pulled pork – Wilma?
$200 cap for prizes – Jon to call Bike Zone
Travis calling Kyle
Oct 4 – Pumptrack race?
12pm Brett and Jimmy

Oct 5th – Kid’s race
Travis to set up in Webscorer
Resend more posters
Send email to Cycling BC
Facebook
Oct 19th – Reverse JYD
Travis to set up in Webscorer
Dolling setting up logistics
Boogieman day?
Jon?

Budget - $4200
$360 cash
$500 from Peninsula
$500 from Rocky

Grants – Dale to write COS grant

AGM – Thursday Nov 27th
at City Central Brewing!
Jon to book with Gary

Succession planning –
nominations for positions
tighten up the Exec Team
clear and concise on what are volunteering for
here is what is expected
need to agree on what exec positions are required
north, south, toonie, camps, membership, money, marketing
Do we need to manage volume of work? Do we have the capacity?

Attendance: Dale, Travis, Wilma, Jon, Derek, Mike

The next Toonie race is Sunday September 21 at the Delta Watershed. The race starts at 10am. On site registration opens at 9am. 

$2 race fee when you pre-register online/ $5 on site registration. SORCE membership required for insurance purposes Available here

Once again we are sponsored by Red Racer Beer, brewed right here in Surrey at the Central City Brewing Company. Velocity Cycles, The Bike Zone, Peninsula Cycles and Rocky Cycles are  the 2014 shop sponsors. We will have great swag to give away from Norco bicycles. Lots of tasty beverages for the tired racers and volunteers and hot food after the races! We look forward to seeing you at the race. There will be a beginner intermediate and advance categories. So come enjoy this fun race for all skill levels and ages!

 register online here:  http://www.webscorer.com/registerseries?seriesid=20274