Volunteers Meeting. Thursday, November 10, 2016 Nutrition Plus Health Market 630pm Barrie, ON

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1 Volunteers Meeting Thursday, November 10, 2016 Nutrition Plus Health Market 630pm Barrie, ON

2 A look back to 2016 New Approach for 2017 Volunteer Positions for 2017 Open Positions with Responsibilities Baydog Mentor - is that for me? Agenda

3 A Look Back to 2016 Some key positions not filled Team kit Lead, Sponsorship Lead, Clinics Lead, Club Asset Coordinator, Group Rides Coordinator Assumed by President President provided support for most positions Recruitment started at AGM in March 2016 Too late!! Volunteer roles not well defined Expectations unclear!

4 New Approach for approach not sustainable Recruitment started in November 2016 Responsibilities for all roles well defined Each Board member will provide support for a group of positions (Shared by 5 rather than 1) Key positions MUST be filled to ensure Club continues to thrive Many Hands Make Light Work

5 VOLUNTEER POSITIONS FOR 2017

6 Volunteer Positions for 2017 A full listing of Volunteer Opportunities including responsibilities, open positions, and current volunteers can be found on our website at

7 Volunteer Positions for 2017 BOARD SUPPORT: Stephanie Vuilleumier Club Administrator (Shannon Puna) Membership Coordinator (Lise Waltenbury) Workout Sanctioning Coordinator (Karen Flynn) Volunteers Coordinator (OPEN) Clinics & Workshops Coordinator (Genevieve Blais) Board Member 1 position (OPEN)

8 Volunteer Positions for 2017 BOARD SUPPORT: Mark DesLauriers Finance Coordinator (Cindie Tuttle) Website Coordinator (Mark DesLauriers) Website Re-Design Coordinators -2 positions (Louise Hull + OPEN)

9 Volunteer Positions for 2017 BOARD SUPPORT: Kirsten Smith Social Coordinator (OPEN) Mentoring Program Lead (Laurie Hunt) Mentoring Program Coordinators 2 positions (Michelle Rumney, Wes Ollson) Mentor multiple positions (OPEN) Communications Coordinator (Kirsten Smith) Tweet Master (Tracy Rain)

10 Volunteer Positions for 2017 BOARD SUPPORT: Darcy Low Team Kit Coordinator (OPEN) Apparel & Promotional Items Coordinator (Rebecca Jeffs) Club Asset Coordinator (Nathan Brooks) Club Promotions Coordinator (OPEN) Sponsorship Development Coordinator (Darcy Low) Gold Sponsor Liaison 2 to 3 positions (OPEN)

11 Volunteer Positions for 2017 BOARD SUPPORT: Joanne Merkley Running Coach - Hills/Stairs Lead (Monday) (Mark DesLauriers) Running Coach - Hills/Stairs Backup (Monday) (OPEN) Bike Time Trials Lead (Tuesday) (Louise Hull) Bike Time Trials Backup 2 positions (Tuesday) (OPEN) Running Coach - Speed Work Lead (Wednesday) (Joanne Merkley) Running Coach - Speed Work Backup 2 positions (Wednesday) (Nicole Rodaro + OPEN) Group Ride Coordinators 2 positions (Paula Simpson + OPEN) Bike Time Trials Weekly Volunteer (Tuesday) (OPEN) Group Ride Weekly Lead (Saturday) (OPEN) Group Ride Weekly Sweep (Saturday) (OPEN)

12 OPEN POSITIONS FOR 2017

13 OPEN Positions for 2017 Board Member 1 position Join the Baydogs Board as one of SIX Board Members Participate in the shaping the overall direction for the club Attend Board meetings up to 6x per year Attend and participate in the Club s Annual General Meeting where club business is formalized Vote on major decisions of the Club as determined by the Board Chair Share in the oversight of Volunteer positions with the other Board Members (2017 strategy) This position is ideal for someone with aspirations to have an increased leadership role with the club in the future (such as President)

14 OPEN Positions for 2017 Volunteers Coordinator Organize volunteers for club sponsored events, such as: MEC running races Barrie Triathlon Super Bricks Clinic volunteers as needed Liaise with relevant organizations / session leaders to determine requirements

15 OPEN Positions for 2017 Website Re-Design Coordinators -2 positions (Louise Hull) Full re-design of Club website to give clean look and enable content to be updated using a Web Content Manager Word Press may be used, so knowledge of this would be an asset Review all pages to ensure content is current and relevant Submit draft changes to the Board for Approval prior to updating the site Create a process for site maintenance to ensure site is always current, fresh and easily updated

16 OPEN Positions for 2017 Social Coordinator Organize monthly socials and coordinate with establishments that we are coming / preferences Work collaboratively with Bike Group Ride Coordinator on Destination rides such as Pancake Ride, Butter Tart Ride, Wasaga Beach Ride, Pool Party / BBQ Ride, etc. Look for additional opportunities to reinforce that Baydogs are a social club first Inform Club Administrator and Communications Coordinator of details for membership promotion Be a spark plug and generate excitement about the social events Post reminders on Facebook and Twitter (via Tweet Master) as required

17 OPEN Positions for 2017 Team Kit Coordinator Verify Team Kit requirements for the year with Board Members Work with Team Kit vendors (currently Sugoi) to verify graphics requirements, pricing, delivery, minimum orders Set up a time line for ordering to ensure Members receive Team Kit early spring (end of April at the latest) Determine inventory requirements for Club stock to ensure aged inventory issues are minimized Arrange for Fit Kit if possible so Members can verify their sizing prior to ordering. Often done at AGM Communicate requirements to Website Coordinator to create Team Kit Order Forms with Shopping Cart Inform Communications Coordinator of details for membership promotion Work with Finance Coordinator for payment installments to Team Kit vendors Inform Finance Coordinator of need to invoice Members for any offline order. Give any cash received to Finance Coordinator for deposit Arrange for delivery / pick up for Members when Team Kit arrives

18 OPEN Positions for 2017 Club Promotions Coordinator Develop a strategy to promote the Baydogs to generate New Member interest & buzz, such as: Branding at races Throw down challenges to other clubs Coverage in the local newspaper Coverage in Triathlon Magazine Membership info booths at expos, etc. Revamp Club membership brochure Other Work collaboratively with Apparel & Promotional Items Coordinator to ensure unified messaging

19 OPEN Positions for 2017 Gold Sponsor Liaison 2 to 3 positions Work with 1-2 Gold Sponsors to maximize their sponsorship contributions (win/win) Develop opportunities for them to contribute / get exposure during club activities Encourage sponsors to submit articles and offers in Club Newletter, Facebook Group, etc.

20 OPEN Positions for 2017 Running Coach - Hills/Stairs Backup (Monday) Backup Lead to ensure scheduled workout has a coach / facilitator Work with Lead to understand mutual availability - ensure coach attendance is planned vs last minute Bike Time Trials Backup 2 positions (Tuesday) Backup the Bike Time Trials Lead to execute a flawless time trial Work with Lead to understand mutual availability ensure Lead attendance is planned vs last minute Participate in efforts to improve time trial delivery including investigating use of timing chips and related equipment Some technical computer skills required (using Webscorer software, tablet, publishing results) Running Coach - Speed Work Backup 2 positions (Wednesday) (Nicole Rodaro) Backup Lead to ensure scheduled workout has a coach / facilitator Work with Lead to understand mutual availability - ensure coach attendance is planned vs last minute

21 OPEN Positions for 2017 Group Ride Coordinators 2 positions (Paula Simpson) Design group ride schedule for the year by: Reviewing past years group rides experiences and learn what worked / did not work Understanding the challenges of varying fitness levels, abilities, and experience of Members Understanding the need for skill development and confidence building for new riders Providing solutions to encourage maximum participation (eg. Multiple loops, multiple ride offerings, different start locations, etc.) Incorporating themed (destination) rides in your schedule that encourage both fitness and social aspects (Pancake Ride, Butter Tart Ride, Wasaga Beach Ride, Pool Party / BBQ Ride, Super Bricks, etc.) Ensure every group ride has a Lead and Sweep each week. Obtain commitment well in advance to avoid ride cancellations Ensure routes are posted to Facebook and Club Calendar well in advance so participants can learn route and print maps/directions Provide Workout Sanctioning Coordinator with routes and maps during the off-season so workouts can be sanctioned by Triathlon Ontario for the year. Include Emergency Action Plans (EAP). Be responsible for monitoring weather conditions and making & posting cancellation decisions Be responsible for monitoring road conditions / construction and modify routes as required Inform Club Administrator and Communications Coordinator of details for membership promotion

22 WEEKLY POSITIONS FOR 2017

23 Weekly Positions for 2017 Bike Time Trials Weekly Volunteer (Tuesday) Assist the Bike Time Trials Lead with time trial execution including check in, interval start, and calling participant numbers for accurate Webscorer timing This is a one-time commitment for a particular week We encourage all time trials participants to be a Volunteer at least once during the year

24 Weekly Positions for 2017 Group Ride Weekly Lead (Saturday) Lead Group ride by: Knowing the route well in advance Communicating the route and safe riding guidelines to all participants before the Start Announcing any changes due to current road conditions Being the first rider in the group and setting an appropriate pace Communicating the locations where the group will stop and come back together Giving out cell phone number to participants in case a problem arises Ensuring all participants are accounted for and arrive safely back to the start Being responsible for overall safety of the ride and modifying as necessary (weather, road conditions, etc.) Be responsible for monitoring weather conditions and making cancellation decisions the day of the ride Re-enforcing with participants that this is a Club ride and pace will be slower than a training ride. Goal is to keep group together to facilitate skill building and group riding confidence of participants This is a one-time commitment for a particular week We encourage all Members to be a Volunteer at least once during the year

25 Weekly Positions for 2017 Group Ride Weekly Sweep (Saturday) Sweep Group ride by: Knowing the route well in advance Giving out cell phone number to participants in case a problem arises Being the last rider in the group ensuring that no-one is dropped or left behind Communicating by cell phone to Group Ride Lead if a problem arises causing a delay. Work out a plan with Group Ride Lead to minimize unnecessary delays for the group Ensuring all participants are accounted for and arrive safely back to the start Re-enforcing with participants that this is a Club ride and pace will be slower than a training ride. Goal is to keep group together to facilitate skill building and group riding confidence of participants This is a one-time commitment for a particular week We encourage all Members to be a Volunteer at least once during the year

26 BAYDOG MENTOR

27 What is a Baydog mentor? Baydog Mentor More experience Answer questions, use as a sounding board Share his/her wisdom and lessons learned Loves triathlon, wants to help others experience the sport Interested in learning Not a coach, a full time training partner or therapist Commitment: For a defined period of time target race Meet directly 1 hour per month. Use text, , FB groups in between meetings as decided within group or partnership. Make use of scheduled Baydog workouts to meet.