National Trails Coalition (NTC)
Regional Trail Coordinator (RTC) Position
Job Description
Regional Trail Coordinators will be contracted in each province except PEI. In some provinces, such as Ontario and Quebec, there will also be one or more Assistant Regional Trail Coordinators. All RTCs will report to the National Coordinator (NC), Terry Norman, as well as to the Regional Coordinating Committee (RCC) for their province.
The duties and responsibilities of RTCs will be governed by a contract signed by the National Coordinator on behalf of NTC. In those cases where the individual performing the duties of the RTC is contracted or employed by a provincial trail association (with the approval of the RCC), then the contract will be between NTC and that provincial trail association. In other cases where the RTC is an independent contractor, then the contract will be between NTC and the individual.
The duties and responsibilities of an RTC are as follows:
- Promote the program in their province or territory including the communication of significant program and project milestones;
- Include local Members of Parliament and Government Ministers in announcements and events whenever possible;
- Respond to inquiries regarding the program;
- Assist all potential applicants to complete their funding applications;
- Review all submissions and advise applicants of any deficiencies;
- Sort all applications according to their categories: 1. snowmobile, 2. ATV/OR and 3. non-motorized;
- Rank all applications according to the consistent national ranking criteria and prepare a list of all applications ranked in order within each category;
- Circulate the summary of ranking as well as electronic copies of all applications to all members of the RCC;
- Meet with the RCC to determine the recommendations for project approvals and the amount recommended for each project;
- Send the recommendations to the NC for formal approval by the Board of Directors of NTC;
- Upon receipt of formal approval, immediately advise all applicants in writing regarding the results of the NTC assessment process and how much funding they will receive from NTC;
- Arrange for the signing of an NTC contribution agreement by authorized officers of each successful applicant (recipient) prior to the delivery of the initial funding installment;
- Establish monthly project reporting procedures for each recipient regarding the funds expended on each project, matching funds received, number and tenure of jobs created, kilometres of trail built, upgraded or rehabilitated and any information regarding improvements to safety and/or accessibility.
- The RTC will also ensure that all information regarding benefits obtained as a result of this program is documented and reported to the NC;
- All of the above information obtained from recipients will be included in a monthly report to be submitted by the RTC to the NC and this report will also include all regional communication activities during the previous month;
- Through regular communication and inspection the RTC will ensure that each recipient retains all financial records relating to their project including invoices, receipts and records of all payments and that the financial records for each project are available for audit upon request;
- Oversight of any other requirements that are set out in the contribution agreement between NTC and each recipient.
All RTCs are expected to communicate regularly with the NC through conference calls, email messages and other communication means. Regular project site visits by RTCs will be required to ensure that projects remain on schedule. Any projects that fall behind schedule must be reported immediately to the NCby the RTC.
Failure to perform the above duties will result in a notice from the NC to the RTC (and to the provincial trail association, if applicable) that corrective action is needed. Continued failure to perform may result in the NC initiating discussions with the RCC. Cancellation of the RTC contract would be the final resort if the above steps are not successful.