Committee Current Chair Latest Version

Transcription

1 Pakenham Horticultural Society - COMMITTEES Page: 1 of 12 SUMMARY OF PAKENHAM HORTICULTURAL SOCIETY COMMITTEES Committee Current Chair Latest Version AUDIT Lani Holland December 2012 AWARDS Myrna Blair May 2013* BEAUTIFICATION Fern Martin December 2012 FLOWER SHOWS Sandy Black May 2013* GARDEN TOURS vacant HISTORIAN Judy McGrath December 2012 JUNIORS Margie Hill December 2012 MEMBERSHIP Garwood Tripp December 2012 NOMINATION Lori Ray December 2012 PLANT SALE Gwen Flewelling December 2012 PROGRAMME Sherryl Smith December 2012 PUBLICITY Ria Ralph December 2012 SOCIAL Janice Connolly December 2012 TELEPHONE Gwen Flewelling December 2012 WEBSITE Lori Ray/Lani Holland December 2012 *original version used

2 Pakenham Horticultural Society - COMMITTEES Page: 2 of AUDIT RESPONSIBILITIES 1. Auditors are to be nominated by the Executive. 2. Treasurer to provide a full record of transactions and supporting documents of the previous financial year and end of year financial statement to the auditors as soon as possible after the 30 September. 3. Auditors are to verify financial records and financial statement, if possible, prior to the Annual General Meeting in October. 4. Copies of the audited financial statement are to be provided for the Annual General Meeting and to the President by the Treasurer for the Annual Return and Grant Application for the OMAFRA. 5. Auditors are to complete the Audit Certificate to be included in the Annual Return and Grant Application for the OMAFRA. 2. AWARDS COMMITTEE [Reference: Awards Booklet from Ontario Horticultural Association] 1. Request application forms from OHA in Guelph [Secretary, Mrs. Bonnie Warner, RR3, Englehart, Ontario, P0J 1H0] 2. Call a meeting with committee members in May or June. 3. Identify suitable recipients 4. Send nominees names to District Director by Sept. 1 st. [June 30]. At the same time, order [from District Director] a Past President s Pin for new President, if applicable. 5. Certificates should come from District Director via OHA [Society s] Secretary. Have President and Secretary sign them. Have them framed. 6. Have certificates to be given to previous year s trophy winners and for retiring President lettered and signed by new President and Secretary. These certificate blanks are held by the Society. Order new stock when depleted [may be Xerox copied on bond-type paper] 7. Make awards at Annual meeting 8. Expenses documented with sales slips are to be given to the Treasurer by Sept. 30th or earlier

3 Pakenham Horticultural Society - COMMITTEES Page: 3 of BEAUTIFICATION COMMITTEE 1. Obtain plants or shrubs for planting in designated areas, e.g. horticultural park, beds in front of Stewart Community Centre [arena], Cenotaph, Barrels, and anywhere else deemed appropriate by the Executive. 2. Care and maintenance of designated plantings and park through the year. 3. Organize Pakenham Horticultural Society and Pakenham Township Community Award: a. With two judges [preferably one Council and one Society member] review all private and business gardens as seen from the street on an already decided schedule [e.g., once, of coice, May, end of June, August, twice of choice] b. Prepare certificate honouring winners for each category: Private, Business, as well as runner-up for presentation at Annual Meeting. c. The Press may be notified that this award will be made at the meeting 4. Plant and maintain trees watering, pruning, etc. 5. Review the Communities in Bloom program/requirements & provide the necessary documentation. 6. Work with other community groups to enhance the beauty of Pakenham and area. 7. Expenses documented with sales slips are to be given to the Treasurer by September 30th or earlier. 8. Enhance the activities of this Committee as appropriate. 4. FLOWER SHOW COMMITTEE 1. After the AGM, form your Flower Show Committee from the membership at large. It is usually expedient to have the ex-chair on the committee, and some of the former members 2. Call the Flower Show Committee together in November to review and revise the show schedule and check dates for the next year. Develop themes and classes for the design and photo sections. 3. Inform whomever is doing the web-site of show schedule, print ready.

4 Pakenham Horticultural Society - COMMITTEES Page: 4 of Remind members and promote flower show during February, March & April meetings. 5. Book a judge for each show and send them a copy of the show. 6. Set up for show - Make sure room is available and ask how much set up is required, so you can offer proper help. Inform your committee of time and date of set up. 7. All supplies for flower shows are at the library at present. 8. Make sure room is completely set up- table clothes, divider sticks, card holders, signs for appropriate seasons, entry tags, elastics, and plates. 9. Make any signs missing eg. flower design and photo classes. 10. Make sure enough prize stickers are available 11. Set up for best in show small table, pansy table cloth, and best of show ribbon 12. Have enough committee members to record and put stickers on tags. Don t forget to record best of show, and special iris classes 13. Obtain recording sheets from Treasurer, two sets - one for the treasurer, one for committee 14. After the show, make sure all flowers are picked up. Remove and pack up all supplies, and return them to the library. 15. After the August show tally up points to figure out trophies and prizes. (allow one week for tally and usually 10 days for engraving) Get trophies engraved and buy prizes (about $10 ea.) so that all is ready for fall AGM. 16. Expenses documented with sales slips are to be given to the Treasurer by Sept. 30 th or earlier 17. Enhance the activities of this Committee as appropriate. 5. GARDEN TOURS Currently vacant

5 Pakenham Horticultural Society - COMMITTEES Page: 5 of HISTORIAN RESPONSIBILITIES 1. Collect documentation, in different forms as they relate to meetings, shows, special events. 2. Keep a record of honours or accomplishments of any of the Society s members. 3. The Society may purchase photoraphic processing & electronic documenation that the Historian or designate may use to photograph society activities. 4. Keep copies of annual meetings programmes and annual reports 5. Keep all of the above chronologically in the Leila Snedden History book series provided by the Society 6. Expenses documented with sales slips are to be given to the Treasurer by September 30th, or earlier. 7. Enhance the activities of this position as appropriate. 7. JUNIORS 1. Prepare a list of items to be grown for the coming year. Plan the purchase of seeds at the appropriate time. (Usually January) 2. Send copies of previous year's reports to the Yearbook Chairperson. (Early January) 3. Make updates to the Junior's manuals. (March) 4. Organize Registration. (Usually starting in March and running until April 30.) Others will still come in after that time but it is on a first come first serve basis and only if enough seeds have been purchased. 5. Hand in Registration fees to the Treasurer as received. 6. a) When seed order arrives, divide the seeds into individual packages to be handed out to the registrants. (April) I try to have a minimum of 25 packages put together. b) Purchase Tomato Plants and Potato Tubers. Plant the Tomato Plants into 4" pots to be handed out. Bag up 25 individual bags of potato tubers. (Early May) 7. Print and Collate members manuals in preparation of handing them out. (May)

6 Pakenham Horticultural Society - COMMITTEES Page: 6 of Hand out seeds, potato tubers and tomato plants over the May long weekend. 9. Complete and submit the Ontario Horticultural Association Youth Activity Report. (Due by June 1.) 10. Give a copy of the Junior Show Schedule to the Fall Fair Committee's Yearbook chairperson. (they need this information for the Fall Fair booklet). 11. Arrange Judges for the Fall Fair and Garden Judging. Call or all Juniors in advance of Judging dates to remind them. 12. Garden Judging a) Print out the Score and Tally sheets for Garden Judging. b) Accompany Judge on the tour of Gardens to be Judged. c) Take pictures of each garden judged. d) Keep track of Judging results and send a copy to the Treasurer to obtain prize monies. e) Forward a list and pictures of the top gardens (1st place in each class) to District 2 for inclusion on the website and to obtain prizes from the District. 13. Fall Fair: a) Prepare and Print out Class Exhibit Cards for the Fall Fair. b) Give Fair Committee a list of the Juniors with their Group Numbers. b) Print out the Tally Sheets and Points Forms for the Fall Fair Judging. 14. Prepare an Annual report for the AGM in October 8. MEMBERSHIP COMMITTEE 1. Promote the increase of the number of senior and junior members by signing up new and renewing members 2. Appoint a Vice-Chairman to attend various activities should Chairman be unavailable. 3. Be present at the following activities to sign-up new & renewing members: The Society s regular meetings The Society s the Pakenham Home Show The Society s plant sale Other which memberships may be sold. 4. When signing up new & renewing members Have all NEW members sign a New Member & Consent Form Issue a Membership Card

7 Pakenham Horticultural Society - COMMITTEES Page: 7 of 12 Issue horticultural literature which will include instructions on accessing the Society s Website Collect annual fee and give to Treasurer, along with copy of up-dated Membership list. 5. Maintain an updated list of current senior members, which includes their Membership number, address, telephone number and address, and distribute it to all members of the Executive. 6. Just prior to the May/June Flower Show, contact members from the previous year who have not renewed their memberships and invite them to attend the show & possibly renew their memberships. 7. Write a Membership Committee report for the Annual Meeting. 8. Expenses, documented with sales slips, are to be given to the Treasurer by September 30th, or earlier. 9. Enhance the activities of this committee as appropriate. 9. NOMINATION COMMITTEE 1. Call a meeting with other committee members, preferably in early September. 2. Choose qualified persons for positions 3. Chosen people to be contacted by chairperson or committee member for availability 4. Prepare slate for nomination and presentation at Annual Meeting [includes chairperson and his/her committees and the auditors] 5. Chair Annual Meeting 6. Expenses documented with sales slips are to be given to the Treasurer by September 30th or earlier.

8 Pakenham Horticultural Society - COMMITTEES Page: 8 of PLANT SALE The sales is currently being the Bridge the end of the parking lot for the Five Span Feed and Seed 1. About mid-january, a phone call for permission to use the above space in May, should be made to the Community Economic and Cultural Co-ordinator [Mississippi Mills] ext. 22, & to Murray MacGregor &/or Christine Whelan [Five Span Feed and Seed] In April, follow up with a hand written note, by mail, to the Community Economic and Cultural Co-Ordinator, 3131 Old Perth Road, Almonte, Ont. K0A 3M0 and to Murray MacGregor & Christine Whelan, Five Span Feed Seed, 2488 County Rd 29, Pakenham, Ontario K0A 2X0 or to whomever the persons were who gave verbal permission for the space required. You need to state the date, the time, the area of lot requested, and the name of the person to whom you spoke & January date on which you spoke. Cty ROAD 29 GRASS Table #1 G i PARKING #2 R n FIVE A b SPAN LOT S u FEED S r AND #3 n SEED Table #4 Cashier's Table K S d R d Note: Treasurer/cashier provides own table and chair. BRIDGE 3. The sale director has the four plant display tables, the sidwalk sign and the price tags, which all belong to the Pakenham Horticultural Society. At the April meeting, all members should be reminded of the Sale date, location and time.

9 Pakenham Horticultural Society - COMMITTEES Page: 9 of 12 Members should also be reminded to start potting and tagging the plants they will be donating to this sale. The tags should name the plant and if possible: colour, height, spread, sun/shade, moist or drought tolerant. If they cannot deliver their plants to the sale site between 7 8 am on Saturday, a phone call should be made to a PHS member to arrange for pick-up [preferably a couple of days before]. At this meeting a list can be passed around for volunteers to help table the plants and assist customers with their purchases. Arrangements should be made regarding the pricing of the plants [at the present time, Lori Ray and Karen Richter generously give of their time and expertise]. We could use another couple of members in training [Fair pricing, but not giving away prices as we do reduce prices in the last hour and use leftover plants for local beautification. We should also send out an invitation to the Junior members to see if anyone would like to come and and help. They can help keep the tables full, carry plants to cars and learn by exposure. In 2012 we had two very helpful young ladies joing us. At the end of the day, the person in charge takes all the table signs and price sticks and ensures the grounds are as neat and itdy as when the day began. In the next week, another hand written note is sent to Nicole, Murray/Christine, with a Thank you for the use of the property. The Treasurer looks after all monies for the day and provides a dollar total to the plant chair At this time a report on the sales should be written up for a later date. 11. PROGRAMME CHAIRPERSON S RESPONSIBILITIES 1. Establish in discussion with the Board of PHS dates for meetings with speakers. 2. Lead a discussion in the fall with the membership, Board etc to determine topics, themes and suggested speakers 3. Contact potential speakers for availability on given date, title of talk, special needs [equipment, etc.]. Provide location, time and an estimate of the number in the audience. 4. Prepare a program outline, with dates, title, name and bio of confirmed speakers. Include other events in the program such as Flower Shows, Plant Sale and other special events as approved by the PHS. 5. Provide the outline for discussion and approval at the first PHS Board meeting in the year

10 Pakenham Horticultural Society - COMMITTEES Page: 10 of Submit the approved program to the webpage master in January. 7. Two weeks before the date of the meeting confirm arrangements by telephone or 8. Ensure Audio visual equipment is available as required by the speaker 9. Arrange for introduction and thank-you speeches for speakers from the membership. 10. Notify the Treasurer to issue a cheque for the speaker and enclose in a thank you card. 11. Maintain a list of speakers and add to list of available speakers in District July picnic: organized activities are optional. 13. Write a summary of activities, highlights and recommendations for the Annual General Meeting report. 14. Receipts for expenses are to be given to the Treasurer by September 30th or earlier. 15. The Program Chairman and family often may entertain guest speakers for their home prior to the meeting, particularly if the speaker does not live locally. Other Board or Society members may entertain any guest speaks if they so desire. The Program Chairman should be aware of the arrangements. This activity is entirely optional. 12. PUBLICITY COMMITTEE CHAIRPERSON S RESPONSIBILITIES 1. Send notices to papers re each meeting and show to [currently]: EMC weekly newspapers [free] Almonte Gazette Arnprior Chronicle-Guide OR any other media as available 2. Make posters for each flower show, the plant sale/auction in the Spring, the bake sales, or as required. 3. Place the above posters in different places in Pakenham, Almonte & Arnprior, as well as other suitable places. 4. Expenses documented with sales slips are to be given to the Treasurer by September 30th, or earlier. 5. Enhance the activities of this committee as appropriate.

11 Pakenham Horticultural Society - COMMITTEES Page: 11 of SOCIAL COMMITTEE CHAIRPERSON S RESPONSIBILITIES 1. At the first meeting of the new year: a) Circulate a sign up sheet to the members, requesting that two members bring "goodies" for each of the general meetings throughout the year. b) If committee members exist, confirm that the committee members will continue to volunteer for the upcoming year, sign up new volunteers for the social committee. 2. A few days before each meeting, send out "goodies" reminders, either by or telephone. 3. If necessary, purchase tea/milk/sugar for the social tea time following each meeting & the Potluck [AGM] dinner. If supplies are purchased, retain the receipt and give it to the Treasurer for reimbursement. 4. Purchase other drinks such as lemonade, fruit juices for the Potluck [AGM] dinner. Retain the receipt and give it to the Treasurer for reimbursement. 5. Provide the refreshments following each general meeting special events as they arise. 6. Collect and count the silver collections for the refreshments following each meeting, and give it to the Treasurer. 7. Co-ordinate supplies needed for the Annual Society picnic 8 Collect the original receipts for all supplies and submit them, for reimbursement, to the Treasurer no later than Sept.30th. 9. Enhance the activities of this committee as appropriate 14. TELEPHONE COMMITTEE 1. Be aware of date, time and place of all executive meetings. If in doubt, call the Secretary. 2. Call executive members several das before meeting [5 - days]. Note: no call to auditors. 3. a. The Chairperson will prepare telephone lists from previous year s members and send a list to each member of the telephone committee.

12 Pakenham Horticultural Society - COMMITTEES Page: 12 of 12 b. Calls should be made 3 5 days prior to meeting to pass on a reminder of the date, time, location and Topic for the upcomong meeting. c. Should any noteworthy information be received at this time, said information should be passed on to the Chairperson, who may in turn notify the Secretary. 4. The Chairperson also attends the Executive meetings. 5. Expenses, documented with sales slips, should go to the Treasurer by September 30th, or earlier. 6. A Please Telephone Me list should be passed around at the first meeting so that anyone with an address who might like a persoal phone reminder can be put on our list. 7. All New Members should be put on the call list for the first year. 8. Donations of garden related 15. WEBSITE RESPONSIBILITIES 1. The following information should be updated between the AGM in October and prior to the first meeting in January. Encourage members to contribute (e.g. photographs and recording of events or meetings). 2. Home Page - update with current information to include the President s message, links to the schedule of meetings and events and other useful links 3. Meetings update flower show schedules, with links, speakers and special events. Programs page to include Committee Annual Reports. 4. About Us include a link to society history document which is to be updated in 5 yearly intervals (2015, 2020 etc). Include a link to current Junior Club information. Update programs/getting ready to show with any new categories or new information relevant to shows 5. News and Events (Online Newsletter) include a link to previous years volunteer hours and links to previous Society activities. 6. Join Us include current information and links to meetings and applying for membership. 7. Contacts include Secretary s contact information and link to the list of the Board of Directors.