New Volunteer Opportunities 2017-12-17T10:55:48-07:00

EHS is Recruiting for Board and Programs

Call for Board Members for 2018-2020 

The Edmonton Horticultural Society (EHS) is a volunteer-led and managed non-profit organization operating in the City of Edmonton since 1909. The Society provides programs and services for members in the areas of urban beautification, food gardening and eco-friendly gardening as well as providing numerous public gardening opportunities. 

The EHS is currently seeking new board members as well as program committee members to help govern, operate, and steer the organization.  To volunteer for any position or for more information, please email volunteer@edmontonhort.com

We are currently recruiting individuals with a variety of skills to serve in the roles of: 

Board directors/members 

Board members are elected by the membership at the Annual General Meeting for a 2-year term with limited renewals. 

The Board of Directors is the legal authority for the Edmonton Horticultural Society. As a member of the Board, a Director acts in a position of trust for the community and is responsible for the effective governance of the organization.  

Roles and Responsibilities:  

  • Ambassador for the EHS  
  • Commitment to the work of the EHS 
  • Participation in one or more areas of Board governance: communication, policy, finance, fundraising, IT, marketing and branding, programs, and human resources 
  • Participation in Board meetings
  • Willingness to lead one board committee 
  • Participation in Annual General Meetings  
  • Attendance at membership meetings (Speaker’s Night) 
  • Support of special events 
  • Support of and participation in fundraising events 

Committee Chair – General Duties: 

  • Plans and evaluates the committee’s work with the help of the members 
  • Creates a terms of reference and mandate of the committee for the board’s approval 
  • Recruits and orient committee members  
  • Calls and chairs committee meetings and develops agendas with the input of the members 
  • Encourages members to participate and take on tasks 
  • Prepares updates for the board that represent the committee members 
  • Makes sure meeting minutes and other relevant information are recorded and filed in Dropbox 
  • Helps prepare committee budget and manages the committee within the approved budget 
  • Prepares a year-end report for the Annual General meeting   
  • Orients the new Board committee Chairperson 

Skills and Experience:  

  • Knowledge and skills in one or more areas of Board governance: communication, policy, finance, fundraising, IT, marketing and branding, programs, and human resources. 
  • Capacity to use Microsoft office and use or learn Dropbox and other software as needed for board duties 
  • Ability to work in a team 
  • Organizational skills 
  • Experience leading meetings  
  • Knowledge of meeting procedures, governance policies and the bylaws of the society  

Call for Board Committee Members:   

The EHS is seeking energetic and experienced volunteers to lead or sit as members for the following Committees:  

  • Communications – develop strategies for EHS Communication Channels, marketing and branding 
  • Fundraising  
  • Information Technology & Website Development – oversee EHS hardware, software and information management needs.  
  • Membership Development 
  • Policy Development  
  • Special Events  

President 

The President is elected by the membership at the Annual General Meeting for a maximum of two 2-year terms. 

Roles and Responsibilities: 

In addition to the expectations and requirements of an individual Board Member the President: 

  • Chairs board, members, and executive meetings  
  • Is the official spokesperson for the EHS  
  • Acts as an ex-officio member of all board committees and attends meetings as required 
  • Calls meetings as required (board, executive, others) 
  • Provides leadership to the Board of Directors  
  • Provides guidance and is aware of all business directly related to the members  
  • Ensures that EHS operates in accordance with EHS by-laws, policies and all other regulatory requirements  
  • Oversees the preparation of the Board’s agenda  
  • Orients new board members and program leads   
  • Acts as one of the signing officers for payments, agreements, grant applications, Memorandums of Agreements, and regulatory documents  
  • Plays a leading role in supporting fundraising activities and in succession planning  
  • Leads the Executive Committee, which manages and makes
    sure programs and services are implemented 
  • Prepares a report for the Annual General Meeting  
  • Keeps the Board’s discussion on topic by summarizing issues 
  • Evaluates the effectiveness of the Board’s decision-making process 
  • Makes sure that committee chairpersons are appointed 
  • Makes sure there is a process to evaluate the effectiveness of the board  
  • Promotes the organization’s purpose in the community and to the media 
  • Makes sure that the Board governs as well as manages programs and services 
  • Orients the new president   

 Skills and Experience: 

  • Leadership and governing skills to help guide the Society to further its mission 
  • The ability to communicate, listen and seek input from others  
  • Demonstrated ability to lead a non-profit group 
  • Demonstrated strategic thinking, planning and organizational skills  
  • Demonstrated leadership skills and the ability to build a team  
  • Experience in public-speaking  
  • Good written communication skills 
  • Ability to network and develop working relationships with partners and stakeholders 
  • Act in the role of a service volunteer, as well as a board volunteer, to assist in operating programs.  
  • Experience supervising staff members  

Vice-president 

The Vice-President is elected by the membership at the Annual General Meeting for a maximum of two 2-year terms. 

Roles and Responsibilities: 

In addition to the expectations and requirements of an individual Board Member the Vice-president(s): 

  • Acts in the absence of the President. 
  • Serves on the Executive Committee.  
  • Leads the organization’s strategic planning efforts  
  • Learns the duties of the President and keep informed on key issues. 
  • Prepares to serve as a future term as President. 
  • Acts as one of signing officers for payments  
  • Orients the new Vice-President. 

Skills and Experience: 

  • Demonstrated strategic thinking, planning and organizational skills  
  • The ability to communicate, listen and seek input from others  
  • Strategic thinking, planning and organizational skills  
  • Good written and communication skills 
  • Demonstrated leadership skills and the ability to build a team  
  • Ability to network and develop working relationships with partners and stakeholders 

Secretary FILLED!

The Secretary is elected by the membership at the Annual General Meeting for a maximum of two 2-year terms. 

Roles and responsibilities: 

In addition to the expectations and requirements of an individual Board Member the Secretary: 

  • Keeps accurate minutes of meetings, and distributes promptly to the Board  
  • Prepares EHS correspondence as requested by EHS Officers or the Board  
  • Compiles board meeting agenda in consultation with the President and input from the board members 
  • Ensures all EHS documents are retained and filed appropriately on Dropbox 
  • Reviews Director’s Manual yearly  
  • Updates policies and procedures as approved in a timely manner  
  • Creates and maintains an up-to-date board planning calendar outlining matters to be on the boards agenda over the course of a year 
  • Maintains a full contact list of board members including board member appointment dates, term of appointments and board member bios  
  • Serves on the Executive Committee  
  • Orients a new Secretary  

Skills and Experience: 

  • Strategic thinking, planning and organizational skills  
  • Good written and communication skills 
  • Demonstrated note-taking skills 
  • Ability to help keep meeting on track 
  • Experience with Microsoft Office 
  • A commitment to and a clear understanding of the mission of the organization  
  • Working knowledge of meeting procedures, governance policies and the bylaws of the society  

Fundraising Director 

Roles and Responsibilities- Committee Chair- specific duties: 

  • Guides the fundraising committee through its meetings to fulfill its purpose  
  • Ensures there is a specific fundraising target  
  • Researches fundraising opportunities and writes grant applications to charitable trusts or statutory bodies 
  • Identifies specific, potential sources of funds from a diverse mix of sources  
  • Develops an action plan about who is going to approach what sources, how and by when  

 Roles and Responsibilities- Raffle chair: 

  • Secure license from the Alberta Gaming and Liquor Association 
  • Prepare tickets 
  • Recruit and supervise volunteers 
  • Administer sales 
  • Document tickets sold, remaining tickets winners, and a financial summary 
  • Submit final report to the Alberta Gaming and Liquor Association 

 Skills and experience: 

  • Excellent communication and research skills  
  • Excellent organizational and computer skills  
  • Knowledge of grant writing 
  • Adept at people management, building long-term relationships with potential donors and volunteers  

Program Leads  

Board membership is not required.  

Roles and responsibilities by program:   

Garden Tour

  • Participates in the Public Gardening committee 
  • Identifies potential gardens  
  • Selects gardens and gets commitment from garden tour hosts  
  • Gets a tour sponsor gets advertising to fund ticket booklet  
  • Creates tour ticket booklet, advertising, signage  
  • Arranges for ticket booklet, printing, posters, signage for tour, advertising 
  • Distributes ticket booklet to vendors for sale  
  • Sells tickets at June meeting, through Pay Pal, and mail  
  • Advertises and promotes through mass media  
  • Recruits and assigns gatekeepers  
  • Takes supplies to garden tour hosts and picks up supplies following tour 
  • Arranges for photos of gardens to be taken for newsletter, website, etc.  
  • Oversees tour weekend  
  • Collects money from vendors and gives to Treasurer  
  • Provides monthly updates to the EHS Board 
  • Maintains a budget 
  • Writes and files reports for monthly Board meetings   

Open Gardens 

  • Participates in the Public Gardening committee 
  • Solicits gardens to be viewed by EHS Members for the growing season  
  • Contacts homeowners two weeks in advance of showing 
  • Advises in newsletter and e-news of locations and dates of open gardens  
  • Sets up signage for Open House at the homes on the day of viewing  
  • Arranges for ‘Thank You’ to homeowners  
  • Writes and files reports for monthly Board meetings   

 Membership Services

  • Participates in the Membership committee 
  • Develops strategies to attract, engage and retain new and existing members 
  • Maintains and re-engages corporate membership 
  • Writes and files reports for monthly Board meetings   

Niche Talks

  • Participates in the Learning Events committee- brainstorming speakers, editing forms 
  • Books speakers (connect, send confirmation letter, follow-up to get information) 
  • Books EHS space 
  • Recruits and coordinates attendees 
  • Picks up snacks 
  • Sets up the EHS space for the talk 
  • Introduces speaker and facilitate questions 
  • Collects fees and report expenses and income to the Learning Events committee 
  • Writes and files reports for monthly Board meetings   

 Social media

  • Participates in the Communications committee 
  • Facebook: Approves new members. Deletes inappropriate posts (for sale, off topic, rude, etc.) and bans offending members. Posts links to upcoming EHS events. Directs or inspires discussion if it slows down (not usually a problem!), and changes the header photo regularly. 
  • Twitter: Posts links to upcoming EHS events and tweets from EHS events. Follows like-minded businesses and organizations. 
  • Establishes an EHS presence on other platforms (e.g. Instagram) if/as appropriate and maintains these accounts in accordance with the board’s policies 
  • Works with the Webmaster to coordinate with the website 
  • Connects with other marketers to promote EHS 
  • Strategizes and implements new and innovative ways to engage members and recruits new members via social media 
  • Writes and files reports for monthly Board meetings   

Tours

  • Participates in the Learning Events committee- brainstorming speakers, editing forms 
  • Books tours (connect, send confirmation letter, follow-up to get information) 
  • Recruits and coordinates attendees 
  • Collects fees and report expenses and income to the Learning Events committee 
  • Attends tours and keep track of attendees and fees (expenses and tickets) 
  •  Writes and files reports for monthly Board meetings   

Volunteer Coordinator

  • Participates in the Volunteer committee 
  • Recruits volunteers 
  • Gathers and manages information 
  • Provides an orientation for new volunteers 
  • Organizes and runs an annual volunteer recognition event 
  • Writes and files reports for monthly Board meetings   

 Website Editor

  • Works with the Webmaster
  • May participate in the Communications committee (if the Webmaster doesn’t)
  • Sources content writers for missing information 
  • Updates content on programs and events as needed 
  • Writes and files reports for monthly Board meetings if the Webmaster can’t

Skills and experience for all program leads: 

  • Organizational skills 
  • Ability to participate in a committee 
  • Report writing capacity 
  • Skilled in communication 

Garden Competition

We weren’t able to hold the Garden Competition in 2017 because we didn’t have a team lead, but would like to hold it again in 2018. The job includes updating, printing, and distributing the competition booklet, recruiting and training judges, receiving entries and assigning them to judges, visiting all the entered gardens with the photographer, collating the points and notifying the entrants, ordering the plaques for the first place winners in each category, creating the PowerPoint and slide show for Awards Night, creating the certificates and printing the photographs for first, second and third place finishers in each category, and probably some other stuff. Notes and documents from previous years are on file. Several experienced judges and a photographer are also available.

To volunteer for any position or for more information, please email volunteer@edmontonhort.com

 

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