Roles and Committees

Executive Positions: Roles and Responsibilities

Currently, the Executive consists of 5 members, listed below, and a quorum of 3 Executive members is needed to conduct meetings. Other support roles continue with Section Leads, Work Party Leads, and committees reporting to the Executive.

  • Chair
  • Vice Chair
  • Secretary
  • Finance Chair
  • Membership Chair

Committees:

  • Website Support
  • Watering
  • Tools

All Executive members are expected to:

  • Attend two Annual General Meetings (AGM) and at least three work parties (one annual work party credit is given for participating in the Executive)
  • Attend occasional Executive meetings, including the Executive meeting, prior to the Spring AGM
  • Act as the Membership Committee when a meeting is called to decide the standing of individuals on Conditional Membership
  • Be around the garden whenever possible to monitor and assist with mentoring of members, and development of the garden overall
  • Encourage member participation in other roles in the garden such as Work Party Lead, Section Lead, special projects, etc.
  • Work together on other items that come up throughout the year to support the principles of Maple Community Garden and the membership at large

Chair:

  • Assist with the overall operations of Maple Community Garden and share duties in collaboration with other members of the Executive
  • Ensure that an agenda is developed for all Executive and Annual General meetings
  • Conduct Executive and Annual General meetings based on Robert’s Rules of Order while:
    • participating in the discussion, making motions, and voting the same as other members
    • encouraging all members to participate in discussion
    • arriving at decisions in an orderly, timely and democratic manner
  • Act as the primary contact for all external enquiries, including City of Vancouver (for matters such as water, refuse, compost), BC Council of Garden Clubs, etc.

Vice Chair:

  • Assist with the overall operations of Maple Community Garden and share duties in
    collaboration with other members of the Executive
  • Support the Chair and perform duties as delegated, or as required in the absence of the Chair
    review the MCG Annual Task Timeline regularly to help ensure monthly duties are carried out, and due dates for preparations are met
  • Assist in organizing Executive and Annual General meetings by contributing to agenda items and motions, and helping the Chair develop the agenda
  • Review MCG Annual Contract and Conditions of Membership membership contracts annually, incorporating any changes resulting from motions that year Or any other updates required

Secretary:

  • Assist with the overall operations of Maple Community Garden and share duties in collaboration with other members of the Executive
  • Take minutes to prepare Records of Decision for Executive and Annual General meetings so there is a clear record of all motions voted on and decisions made by the Executive and membership; draft minutes must be approved by the Executive before publishing
  • Log records of Work Party and records for alternative work performed by members
  • Prepare interim attendance information for each Section Lead by June 15, so each member can be advised of the total amount of work parties they have completed, and the number of remaining work parties in the season
  • Produce photocopies of agendas, information sheets, financial statements and previous minutes for Executive and Annual General meetings as needed
  • Email reminders to all members with dates, location and time for all AGMs, indicating that etransfer is the preferred method of payment for membership fees at the Spring AGM
  • Assist the Membership Chair in collecting completed contracts and annual fees at the Spring AGM
  • Print and post blank sign-up sheets for alternative work by members, such as watering the common areas and maintaining composters
  • Prepare letters as required in consultation with other Executive members
  • Provide support to other Executive members as needed

Finance Chair:

  • Assist with the overall operations of Maple Community Garden (MCG) and share duties in collaboration with other members of the Executive
  • Maintain records of the plot sizes and tiered fee system for the plots in consultation with the Vice Chair and Membership Chair
  • Maintain ongoing financial records for MCG funds, including the Budget Fund, Maintenance Fund, Commons Improvements Fund, and the Reserve Fund
  • Administer the funds held in the MCG accounts at Vancity credit union, 4th Avenue Community Branch, 2360 West 4th Avenue, Vancouver
  • Prepare cheques for pre-approved expenses from members upon receipt of valid invoices, then have them signed appropriately and delivered to the member
  • Ensure that water bills, BC Council of Garden Clubs membership, and insurance are paid on time
  • Review annual financial statements with the Executive, prior to including them in the agendas and official minutes for AGMs
  • Deposit all membership fees in the bank account as soon as possible, following collection at the
    Spring AGM and alternate sign up date
  • Prepare interim financial statements for the Fall AGM covering:
    • Detailed Operating Income and Expenditures from January 1 – August 31
    • Projected expenses from September 1 – December 31
    • and the Reserve Fund [a GIC designated for water emergency only]
  • Prepare ANNUAL financial statements for the Spring AGM covering:
    • Budget expenditures from September 1 to December 31
    • Detailed Operating Income & Expenditures from January 1 – December 31 of the previous year
    • Projected expenses from January 1 – December 31 for the current year
    • and the Reserve Fund [a GIC designated for water emergency only]

Membership Chair:

  • Assist with the overall operations of Maple Community Garden and share duties in collaboration with other members of the Executive
  • Keep ongoing Waitlists in the order requests are received, of people interested in becoming members of the garden for regular plots (External Waitlist), current members wishing to move within the garden (Internal Waitlist), Wheelchair Accessible plots, and plots in the Children’s Garden (Section 7)
  • Allocate plots to new members, according to the Waitlists
  • Identify vacant plots, and work with the Vice Chair to make any necessary modifications to the vacated plot before reassigning it
  • Work with the Membership Support person and the Secretary to prepare annual contracts for signing and fee collection with all individual members at the Spring AGM; conduct any necessary followup
  • Ensure that any change to the annual plot fee is communicated to the individual member before the Spring AGM
  • Confirm total amount of membership fees collected with Finance Chair at the Spring AGM so they can make prompt deposit
  • Provide orientation as needed to Section Leads in supporting members in their Section and taking an active role in the garden