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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