MEMBERSHIP SECRETARY

1. Maintain a current membership database.
2. Receive applications and fees, record information and provide each member with a receipt and a current membership card.  Annual fees are due September 1; however, membership fees are accepted at any time with no reduction.
3. Three months after September 1 non-renewing members are removed from the membership list.

Monthly Meetings:

1. Greet members and guests at the front door.
2. Process membership applications and collect guest fees.
3. Display the Member and Guest Books for everyone to sign.  These books record attendance.  At the conclusion of the meeting the Membership Book is used to select door prize winners.
4. Display name tags of current members.

Executive Meetings:

1. Prepare a membership report following each general meeting and update the membership database.  Send both documents to the Executive prior to the Executive Meeting.
2. Attend Executive Meetings to present the Membership Report and give monies received to the Treasurer.
3. After the Executive meeting send current address label information to the Bulletin printer.  (Remove any unnecessary or private membership information.)
4. Provide the Bulletin editor with an updated email address list.

General:

1. Provide orientation and support to assisting Membership volunteers and the next Membership Secretary.

BULLETIN CO-ORDINATOR

1.  Maintain and update electronic mailout list from Excel spreadsheet received from Membership Secretary, which is sent to Executive members monthly.

2.  Request information by email from relevant Executive members for insertion into the Bulletin:

• Vice-President for speaker information and photo
• Plant Table Co-ordinator for Plant of the Month
• Whoever is responsible for Meeting Review notice
• Special Events Co-ordinator for names of bakers for the next meeting
• Bulletin Reporter for relevant articles.

3.  If any other articles are to be included in the Bulletin, include that Executive member in the email. Give deadline as to when this information is to be received – generally this is the weekend before the next Executive meeting.

4.  When possible, attend Executive meetings on the second Tuesday of each month to obtain the necessary information from your fellow executives, including: new members; who makes/serves coffee; etc., as well as issues concerning the Club which are to be inserted in the bulletin.

5.  Each bulletin evolves essentially around the guest speaker for that month, the subject matter and then, the season, with any space left over after the regular inserts (3 above), you could research anything perhaps related to perennials; for example, when best to transplant/divide, names of top twenty perennials for current year etc. After that, space fillers could be anything relevant to that time of year for gardeners, always remembering our membership runs the full gamut of abilities from complete beginners to the extremely knowledgeable, and we hope to include something of interest to everyone. Relevant graphics, anecdotes, gardening quotes or hints are useful ways to fill in small spaces or to use as segues to an article.

6.  Each month start with the bulletin template and begin updating. When the bulletin is ready, save as .PDF file (to lock in formatting). Email copy of .PDF document to yourself and bcc to all members on the mailing list. Membership Secretary will print out and mail hard copy to members who are not on the electronic mailing list.

7. The bulletin content is specific, but the way in which the Bulletin Coordinator chooses to relay the information on behalf of the Club is, to a great extent, a reflection of that individual’s creativity and abilities – not to mention time constraints; the process is not carved in stone. Complicated formatting, sizing graphics, downloading photos, etc., may make a fun challenge for some Bulletin Co-ordinators, but is certainly not essential to making the bulletin a successful way of passing along relevant, timely information to the membership.

8. Most important, have fun with it – it’s a great, satisfying, albeit sometimes challenging, volunteer opportunity!

SPECIAL EVENTS CO-ORDINATOR

To be organized each year:

1. Bulb and flower show in April
2. Tour of members gardens in Spring and Summer
3. Strawberry Social
4. Christmas Party

PLANT TABLE ORGANIZER

1. Arrive between 6.30pm and 7.00pm to set up. Receive plant donations at beginning of evening.
2. Tidy, identify and price donations-tags in bag in cupboard.
3. Organize table, float ( ~ $5 in coin), plastic bags (in cupboard), trays or boxes for carrying away.
4. Be at plant table about 5 minutes before the end of the meeting.
5. Be prepared to announce to the general membership any special items in connection with the plant table.
6. Sell plants at the end of meeting during coffee time.
7. Assemble left over plants onto trays, tidy table tops and put tags, bags etc in cupboard.
8. Count and hand over profit from sale of plants to Treasurer.
9. Divide up left overs, take home to babysit until next meeting. Make sure clean-up crew has swept up soil spills.
10. Draw from volunteer list to obtain help as and when required.

REFRESHMENT CO-ORDINATOR

Purchase:

Cups for hot liquid
Spoons
Napkins
Sugar
1lb ground decaff coffee
2l whole milk and creamer
Tea bags

1. Place 6 tea bags in top of one coffee maker
2. Place coffee in coffee maker, do not make it too strong
3. Pour milk into small pouring jugs
4. Turn on urns at beginning of speakers presentation and take tea bags out so it does not stew.
5. Two tables are usually set up with table cloths.
6. Members are charged 50c for refreshments. Exec members and honorary members are not charged.