Steering Committee Applications

SOAR 2020 Steering Committee information and applications

Two positions remain to be filled. If you require more information on these two positions, please email soar2020rgs@gmail.com.

A Steering Committee member’s commitment is for almost two years as it begins a year and a half before the event and culminates or is put to bed about four or five months after the event completes. Steering Committee members arrive at camp on the Monday prior the camp and are the last members to depart the event site after clean-up.

Steering Committee Member Qualifications

  • Be a registered adult member of Girl Guides
  • Be familiar with Guiding Essentials, financial management and the National and Provincial bylaws.
  • Be familiar with the current Safe Guide
  • Have and demonstrate some human resources (event management leadership skills)
  • Have some experience and expertise in the area they are chosen for
  • Have and demonstrate problem solving skills and creative and critical thinking skills
  • Be familiar and practice the requirements of the Code of Conduct
  • Demonstrate the ability to work as part of a team and be an effective delegator
  • Have basic understanding of current technology

Before you start you will need the following information:

  1. Please review the steering committee position descriptions and know which position(s) you are applying for. Descriptions of the steering committee positions are listed below.
  2. An email account that is active and that you will check regularly for updates and instructions about SOAR 2020. If you do not have an active email account you will need to create one using  GmailHotmail or other email site.
  3. Your iMIS number (If you do not know your iMIS number, you can find it on the label of your Canadian Guider magazine or ask your local iMIS person).
  4. Name, phone number and email address of your 2 references. One reference can be from Guiding.
  5. When you have the above information, click on the link below to access the application form.
  6. For reference, all questions on the application form are listed below.

Application Questions

Note: some users have had problems with the application form timing out. It is highly recommended that you answer all of these questions offline in a word processing program, then copy and paste your text into the application form when you are ready to apply.

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  1. Position for which you are applying.
  2. Personal information:
    1. iMIS number.
    2. Mailing address (postal code must be in the correct format).
    3. Contact phone numbers.
    4. Valid email address.
    5. Birth date (if you are a Ranger or Link member).
  3. Guiding information:
    1. Your Guiding district and area.
    2. Position(s) you hold in Guiding.
    3. Previous SOARs attended.
  4. Experience information:
    1. What personal attributes make you a good candidate for the position?
    2. Please describe your supervisory experience, through Guiding or outside of Guiding.
    3. Please describe your problem-solving abilities, including an issue you experienced and how your resolved it.
    4. What do you think you will find the most challenging at SOAR?
    5. What is the most difficult situation that you have experienced at camp? How was it resolved?
    6. What was your most positive camp experience?
  5. Affirmation:
    1. SOAR 2020 includes setup and take down time which steering committee members are expected to be available for. I agree that I will be on site from the beginning to the end of SOAR 2020. Actual dates to be confirmed.
    2. Do you understand and agree with the requirement for all staff to assist with additional assignments as needed?
    3. After you have thoroughly read the job description, do you have any concerns about your physical ability to perform the required tasks?
    4. Concerns about your physical ability to perform required tasks.
    5. Affirmation that all the information given in the application is true and complete.
  6. Reference information (for two references):
    1. Reference names
    2. Reference phone number
    3. Reference email
    4. The capacity that the references know you and how long have they known you.

Program Co-Director Position Description

One Program Co-Director is currently in place. We need another member for the team – All planning and implementation of camp program, appoints and oversees Program Activity Coordinators and Girls First Representative.

  • Determine and coordinate section activities for SOAR, including number of activities, location, equipment required, staff required, etc.
  • Maintain timeline of all activities performed on behalf of the Program Committee for future event information
  • Establish program department heads
  • Attend meetings and participate in conference calls
  • Select Core Staff from Core Staff Applications for program departments
  • Provide program selection details for inclusion in program books. Sample in Appendix G
  • Determine and communicate requirements from activity coordinators to other steering committee directors, such as:
    • Transportation-buses(number, size, travel distance, maps)
    • SiteServices-Tents/marquees(numbers w/sides, size),electricity, storage on site, tables, chairs, signage, water stations
    • Health&Wellness–1st Aid kits, INS.01
    • FoodServices–Ranger out trips
    • International/Interprovincial
  • Maintain financial accountability for program area
  • Review and follow the safe guide for all areas and activities of program specialty
  • Gather any waiver forms required for each activity requiring one, forward to Registrar for inclusion in patrol mail-out
  • Provide a Certificate of Insurance for all companies providing program and send to Emergency and Event Management Director
  • Communicate value of equipment/supplies which will be brought to camp
  • Be available for entire time
  • At camp, ensure all program staff actively help at camp in areas other than their own, when appropriate and necessary, in consultation with Core Staff Liaison
  • Communicate expectations to Program core staff, schedule core staff to provide necessary support to girls and Guiders at event, adhering to safe guide standards
  • Communicate to Responsible Guiders of any problems or difficulties encountered or anticipated
  • Create all-camp program and special event schedule, in consultation with Special Events Director
  • Apply to any local government or other agencies requiring a permit to host an event
  • Within one month of closing of camp, prepare an evaluation of your specialty, prepare and submit detailed report, review financial statement, submit to Responsible Guiders

Treasurer Position Description

All planning and management of financial matters concerning SOAR

  • Liaise with the Provincial Treasurer, Office Manager and Financial Manager in Provincial office
  • Responsible to develop budget in conjunction with Steering Committee
  • Responsible to develop operating procedures for spending and submitting of expenses
  • Ensure that budget is being adhered to and recommend changes to the budget as required
  • Contact bank to set up account near the site for deposit of monies and emergency expenses
  • Provide copy of past SOAR expenses for comparison
  • Responsible for monies required for floats and monies collected through sales
  • Liaise between Steering Committee and Provincial office for submission of contracts
  • Set deadline for contracts!
  • Contact Provincial office for ordering debit machine (wireless) for SOAR Store
  • Work together with SOAR Store to set up, test and train cash register machines to staff
  • Set post-camp deadline or send out reminders regarding advances and repayments
  • Within one month of closing of camp, prepare an evaluation of your specialty, prepare and submit detailed report
  • Prior to SOAR wrap up meeting (November/December) prepare and send financial statements to each Director and copy to Responsible Guiders