Your
Garden Needs Volunteers!
Organizations like ours are dependent on people stepping forward to
volunteer.
The old adage is true…”Many hands make light work.”
Please indicate on the sign-up sheet at the AGM how you are
willing to commit some volunteer hours during our 2018 garden season. Thank
you!
DRAFT OUTLINE –
February 2018
Executive Directors
President
·
Is the chief operating officer of the
society.
·
Must supervise the other directors in the
execution of their duties
·
Is the Society’s administrative liason with
the City of Surrey
·
Presides as chair at all general and board
meetings
Vice President
· In the
absence of the President, acts as chief operating officer of the Society and
takes on all other duties of the President, as determined by the Board.
· May hold
a second Directors position, upon Board approval
· May
undertake other duties.
Past President
·
Is to provide support and continuity to the
Board
·
May act as President in the event that the
President and Vice-President are unable.
·
May hold a second Directors position, upon
Board approval
·
May take on other duties.
Secretary
·
Issues notices, prepares agendas and takes
minutes of general, special and Board meetings
·
Keeps the records of the Society in
accordance with the Act
·
Conducts the correspondence of the Board
·
Files the annual report of the society
·
Maintains custody of the Society’s records
and documents, except those held by the Treasurer, for the duration of term of
office.
·
May take on a second Directors position,
upon Board approval
·
May take on other duties.
Treasurer
·
Keeps financial records, statements and
books of account in accordance with the Act
·
Prepares and establishes budgets
·
Receives and banks monies collected from
members and other sources
·
Makes the society’s filings respecting
taxes
·
Maintains the registry of members
·
Maintains custody of the Society’s
financial records and documents, for the duration of term of office.
·
May take on a second Directors position,
upon Board approval.
·
May undertake other duties.
Directors at Large
·
Up to six (6) directors at
large will make up the full compliment of eleven (11) Board of Directors
positions.
·
Will be determined by the
current executive directors prior to the annual general meeting elections.
·
Will be made up from the
coordinators positions
Coordinators
·
Are responsible to manage a
portfolio of society business to the best of their skills and abilities.
·
Will work closely with, and
under the direction of, the board to determine annual operating priorities,
budgets and other issues pertinent to their portfolio.
·
Will communicate and coordinate
job tasks, schedules and resources with their volunteer group
·
Will satisfy volunteer
contribution requirement
·
Positions make up the following
portfolios:
Plot
rental coordinator
·
This position manages the plot
leasing and allocation process
·
Maintains a plot rental general
wait list for new member applicants
·
Maintains a plot exchange
process
·
Makes necessary plot
adjustments upon Board directions
·
Will liase with other members,
coordinators and/or directors in the execution of duties
·
Will develop a volunteer team
to assist, if and as required.
Maintenance
coordinator
·
This position manages the
physical maintenance and operations of the Garden
·
Will determine best practices
to perform routine repairs
·
Will determine best economies
of scale to perform exceptional or long term repairs
·
Will prioritize critical and/or
cost effective tasks
·
Will liase with other members,
coordinators and/or directors in the execution of duties
·
Will develop a volunteer team
to assist, if and as required.
Bee
coordinator
·
This position manages the bee
colony and apiary
·
Manages the physical maintenance
and operations of the hives and related equipment
·
Will determine best practices
for bee husbandry
·
Will prioritize critical and/or
cost effective tasks
·
Will liase with other members,
coordinators and/or directors in the execution of duties
·
Will develop a volunteer team
to assist, if and as required.
Newsletter/
Communications Coordinator
·
This position manages
communication services for the membership
·
Ensures the publication of no
fewer than two (2) newsletters per year
·
Ensures that the society web
site is current, informative and relevant
·
Maintains current email
address, or civic addresses, of the
membership
·
Will liase with other members,
coordinators and/or directors in the execution of duties
·
Will develop a volunteer team
to assist, if and as required.
Honey
harvest coordinator
·
This person manages the honey
extraction process
·
Will determine best practices
to maintain honey extraction equipment
·
Will ensure adequate supplies
·
Will liase with other members,
coordinators and/or directors in the execution of duties
·
Will develop a volunteer team
to assist, if and as required.
Spring
Clean up and Summer Picnic Coordinator
·
This position manages spring
clean up lunch
·
Will ensure adequate supplies,
equipment, seating and cooking requirements
·
Will coordinate events,
fundraising or other activities as determined by the board
·
Will prioritize critical and/or
cost effective tasks
·
Will liase with other members,
coordinators and/or directors in the execution of duties
·
Will develop a volunteer team
to assist, if and as required.
Volunteers
coordinator
·
This is a new position designed
to manage the contributory hours of the garden members
·
Will maintain a volunteer work
list of acceptable contribution, as approved by the board
·
Will track and record volunteer
work contributions
·
Will liase with other members,
coordinators and/or directors in the execution of duties
·
Will develop a volunteer team
to assist, if and as required.
Fundraising
coordinator
·
This is a new position designed
to manage and promote all forms of revenue income, donations and grants, aside
from the membership and plot leasing fees. Will determine best practices to
perform routine repairs
·
Will solicit donations of
materials, expertise, time or monies for the purpose of advancing the society
·
Will liase with and/or
collaborate with funding organizations for the purpose of applying for
operating, capital or special project grants
·
Will liase with other members,
coordinators and/or directors in the execution of duties
·
Will develop a volunteer team
to assist, if and as required.
Compost
coordinator
·
This is a new position designed
to manage all aspects of compost and waste management
·
develop a robust and
sustainable process that provides a closed loop organic composting system
·
Will develop a process to
reduce, reuse or recycle waste materials generated by the society
·
Will liase with vendors,
organizations or community resources to determine best practices
·
Will prioritize critical and/or
cost effective tasks
·
Will liase with other members,
coordinators and/or directors in the execution of duties
·
Will develop a volunteer team
to assist, if and as required.
Helping
Hands Coordinator
·
This position manages the
helping hands program
·
Will liase with other members,
coordinators and/or directors in the execution of duties
·
Will develop a volunteer team
to assist, if and as required.
Outreach
coordinator
·
This position manages the
outreach program
·
Determine best practices to
collect, weigh and record produce contributions
·
Ensure adequate supplies,
equipment and resources
·
Maintain pick-up and delivery
schedules
·
Liase with Surrey food bank and
Sources personel
·
Liase with other members,
coordinators and/or directors in the execution of duties
·
Will develop a volunteer team
to assist, if and as required.
Bee
yard cleanup coordinator
·
This position manages the bee
yard maintenance program, and will
·
Determine best practices to
perform routine repairs, maintenance and clean up
·
Determine best economies of
scale to perform exceptional or long term repairs
·
Prioritize critical and/or cost
effective tasks
·
Liase with other members,
coordinators and/or directors in the execution of duties
·
Develop a volunteer team to
assist, if and as required.
Garden
Beautification Coordinator
·
This position manages the common
gardens including the front entrance garden, pollination garden, willow tree
garden, shed garden and excludes all lawn
·
Determine best practices to
maintain attractive, flourishing and well kept spaces
·
Perform routine repairs,
maintenance and clean up
·
Liase with other members,
coordinators and/or directors in the execution of duties
·
Develop a volunteer team to
assist, if and as required.
Volunteers
·
Are responsible to work as part
of a team in a portfolio of society business to the best of their skills and
abilities.
·
Will work closely with, and
under the direction of, a portfolio coordinator to complete tasks on a once a
year or an ongoing basis
·
Will communicate and coordinate
job tasks with others in their volunteer group
·
Will satisfy volunteer
contribution requirement
·
Positions make up the following
portfolios:
Certified
& associate beekeepers
·
Assists the bee coordinator and
the bee team
·
At least five (5) positions
Maintenance
Assistants
·
Assists the maintenance coordinator and the maintenance
team
·
At least eight (8) positions
Honey
Helper
·
Assists with honey harvest
coordinator and the honey extraction team
·
At least ten (10) positions
Garden
Photographer
·
Takes photos of the gardens
throughout the year
·
At least one (1) position
Spring
Clean up Lunch and Summer picnic Assistants
·
Assist the spring clean-up
lunch and summer picinic coordinator
·
At least five (5) positions
Helping
hands assistants
·
Assists the helping hands
coordinator and the helping hands team
·
At least five (5) positions
Outreach
Assistants
·
Assists the outreach coordinator
and the outreach team
·
Will require a vehicle to
transport produce
·
At least ten (10) positions
Garden
Beautification Assistants
·
Assists the garden
beautification coordinator and garden beautification team
·
At least five (5) positions
Bee
Yard Cleanup Assistants
·
Assists the bee yard
coordinator and the bee yard team
·
At least eight (8) positions
Other
volunteer contributions
·
Any other volunteer work
proposed by a member may be eligible as volunteer contributions upon board
approval
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