RTM Meeting Follow Up

[KTS Admin]

Hi All,

As a follow up from our meeting last week here are a few notes / action items as well as some opportunities to review if you missed it.

2026 Event Date - Saturday June 20th. (Steph - please check registration page and let me know if I need to change any dates).

Legacy Fund to cover an extra $5,000 for Gazebo on Rails To Trails. (JP please confirm do we need to transfer this directly to Jim Webster?)

New volunteer sign up form with descriptions. Descriptions need to be added in, we can also save documents in the back end to share with people when they sign up for various positions each year. I'd welcome any feedback on this. 

Added a line to the Race page of the website - "A missed punch will forfeit you from the podium unless you can verify your course (Strava or similar GPX file)."

More information to share on RTM Legacy Fund – what it does, money goes back into the community. James to add this to Mia's KTS workload and to share with Kimberley Tourism, Chamber.

• Gazebo on Rails 2 Trails (need photos)
• KNC Kiosk (need photos)
• Historic projects from Jim (check website)
• Youth Program (talk about first year)

Signage to be created - use previous signage template (SB has)

• Mountain Bike Dismount signage for end zone
• Wrong Way - Front Boulevard
• Parking signage

Reminders for registration –  free sign up code to Hugh McDonald
Add Events for Kids
U6 - Event – Run 350m, Bike 350m course
6-9 - Event – Run 700m, Bike 700m
10-12 - Single Event – Run 3.2km, Bike 3.2km
Duo Event – my partner is fillable

Additional volunteer support for Race Director

• Aid Station lead - someone under RD's direction that can collect aid station supplies, sort / organise aid station boxes, be the main point of contact for aid station volunteers.
• Saturday course volunteer / Race Directors Assistant - someone that does any course preparation you do on the day of the event (putting out check points) but that can also assist with any last minute course changes / re-routes. Also able to help set up the sweeps with information and equipment.

Rethink required for Volunteer Orientation & Volunteer Appreciation. Ongoing discussion. 

• We currently do food & drink at orientation, meal + 2 drink vouchers for the event, discounted evening at volunteer appreciation afterwards. This is a lot, and not all volunteers are able to participate in all 3.  
• 2 / 3 day commitment for some volunteers works well for retired volunteers but not practical for those working. 
• Could we do a volunteer meet & greet the week before and then have briefings before volunteer shifts if necessary? 

T-shirts look at the option of offering during RTM t-shirt with registration, James to get a quote from Big Magic to see if they are able to reduce the cost as they are more expensive than other options available. 

If I've missed anything or if there is anything that people would like to add then please do so.

James Miles

Kimberley Trails Executive Director

250-432-9299

Committed to protection, maintenance and development of trails for recreation, health and wellness within and surrounding the beautiful town of Kimberley BC. Grateful to learn, share and play on the Homelands of the Ktunaxa people.

[Jim Webster]

Thanks James for keeping me in the loop..

First off, thank you for contribution to the 4.5 km gazebo.  This is a total surprise but much appreciated.  I think the gazebo is a great addition to our trail system and it feel good to finally have the project completed.  I’ve attached a couple of photos plus a photo of the plaque and one of the Matthew Creek bridge.. for the website.

I had a look at the list on the website and I think it captures most of the projects.  I will let James know if I can think of anything else.

Here’s my thoughts on a couple of the other points from your meeting:

- if you are going to drop a volunteer activity then I’d suggest the post event dinner, as it is the least attended.  I would continue to have a post event get together for the key organizers.  I think the pre-event volunteer night is always popular.  It gets the old and new volunteers together all in one place.  It is both social but saves having to have a bunch of mini-meetings of the various teams and allows bugs to get addressed in advance.  The volunteers are key to the success of the event and I think it is important to keep them happy and informed.

- I really think the idea of a separate Aid Station co-ordinator would save the Race Director a bunch of stress and let’s someone just focus on ensuring the Aid Stations have what they need and know their roles and set-up in advance.  This is especially important when you have a bunch of new people at an aid station.  It also frees up the Race Director, to focus on other things at the orientation.

- a Race Director Assistant is also a good role to add: helps the Race Director but also can be a bit of an apprenticeship for possible future race directors.

- people do like T-shirts..  A few years ago I was trying to get shirts from Big Magic but they were quite busy.  They told me they ordered their shits from Giv’r, in Crowsnest pass.  This is where Brian Gallant gets his.  This cuts out the middle person and I have found their pricing to be very good.  I’ve gone to them directly since that time and don’t feel bad about it as Big Magic seems to be quite busy and gave me the Giv’r contact info initially.  Also they use Giv’r to print their shirts.. or did as of a couple of years ago.  Feel free to discuss this with Big Magic about going direct to Giv’r..

Keep up the good work..

Jim

Jim

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