Duties include:

• Updates club information on the CVHS website in a timely fashion;
• Maintains privacy code towards all CVHS members;
• Ensures there is no trespassing of copyright laws for any material published on the CVHS website without the consent of the writer;
• Ensures all security measures regarding the website are maintained;
• Installs updates for all components of the website as necessary;
• Works with a technical support personnel if problems occur;
• Submits receipts for webhosting services to the Treasurer;
• Submits monthly newsletter articles regarding changes to the website to the Newsletter Editor (deadline is the first Friday of every month, except July and December);
• Submits a monthly report to a Director before Executive meetings, or attends Executive meetings (first Wednesday of every month, except July and December).

Duties include:

• Starts to solicit at the February General meeting for members who wish to participate in the Members Plant Sale, which is recommended to be held at the April General meeting;
• Submits articles for the newsletter, starting in the February edition, to the Newsletter Editor promoting the event. (Deadline is the first Friday of every month, except July and December);
• Uses a sign-up sheet to collect names of members who wish to participate, including a wait list, if applicable;
• Creates a floor plan, accounting for space for the members who are selling their plants, Master Gardeners table, Social Tables, Membership tables, Library drop-off table, and Guest Speaker table, if needed;
• Sends the floor plan to the set-up crew before the April General meeting;
• Sends the floor plan to all of the member vendors, as well as noting they should have a tablecloth for their table and be prepared to clean up after the sale;
• Attends the General meeting to give updates and answer questions from members and member vendors;
• Submits a monthly report to a Director before Executive meetings, or attends Executive meetings (first Wednesday of every month, except July and December).

Duties include:

• Finds a collection of gardens and/or nurseries that would be of interest to Comox Valley Horticultural Society (CVHS) members;
• Secures a bus (with a washroom);
• Determines the budget for the Bus Tour. This includes the cost of the bus, gratuity to the driver ($150.00 in 2015), snacks, bottled water, entrance fees to gardens, and any other gratuities (e.g. garden societies). Bus Tours are run on at least a “net zero” basis – all costs to be covered by the fees paid by the participants;
• Advertises at least two (2) months in advance of the bus tour in the CVHS Newsletter outlining date, destination, bag lunch/dinner stop (if applicable), and the price per participant. (Deadline for newsletter submissions is the first Friday of every month, except July and December.);
• Establishes the pickup location in Comox/Courtenay. It should have enough parking space for participants’ cars. Venues such as the Florence Filberg Centre and the Driftwood Mall have been used in the past;
• Ensures, with collaboration with the Membership Committee, all tour participants are CVHS members in good standing;
• Advises participants that once paid, there is a no refund policy in effect. If someone who has paid cannot go, the paid seat can be transferred to another CVHS member;
• Ensures that payment in full is made by each participant two months before the departure date;
• Conducts a trial run of the Bus Tour before the date of the tour to ensure scheduled timings for each proposed tour stop are adequate, keeping track of mileage for reimbursement from the Treasurer;
• Arranges for payment to the bus company at least one month before the date of the tour;
• Purchases a gift for each gardener who has opened his/her garden to CVHS members;
• Submits a monthly report to a Director before Executive meetings, or attends Executive meetings (first Wednesday of every month, except July and December).

Duties include:

• Canvasses the CVHS for Committee members;
• Acts as Chair at all Gardens in Bloom Committee meetings;
• Receives reports from the Committee members;
• Coordinates and collaborates committees that complete the following tasks:
  • Finds a collection of gardens. This may involve:
    • driving through neighborhoods throughout the Comox Valley
    • petitioning CVHS members at meetings
    • advertising in the CVHS newsletter
    • advertising in the local newspapers;
  • Prepares the tickets which includes:
    • meeting with the printer by the deadline
    • uses the existing Gardens in Bloom branding/logo
    • doing the summaries of the gardens
    • preparing the map;
  • Meets deadlines for advertisements and announcements in a variety of media;
  • Prepares articles for local newspapers, Shaw TV, Kijiji, Craigslist;
  • Puts up posters for the event;
  • Sets up table tents;
  • Supports owners in their preparation for the event;
  • Organizes gate sitters;
  • Distributes garden signs and picks them up at the end of the event;
  • Provides community groups with applications for funds distributed;
  • Determines how funds are allocated;
• Submits articles for the newsletter to the Newsletter Editor (deadline is the first Friday of every month, except July and December) promoting the event and asking for volunteers;
• Submits a year-end report for the October newsletter to the Newsletter Editor (deadline is the first Friday in October);
• Submits a monthly report to a Director before an Executive meeting, or attends Executive meetings (first Wednesday of every month, except July and December).

Duties include:

• Consults with Membership Committee to determine which members have indicated they would open their gardens for touring, and in which month(s);
• Solicits members to open their gardens during the year via the newsletter and/or announcements at the General meetings (typically the third Monday of every month, except July and December);
• Ensures members know the Open Garden Tours are for CVHS members only, as the CVHS pays insurance premiums through the BC Council of Garden Clubs to provide coverage for our members (both the host and guests) against liability and injury;
• Compiles a list and contacts the members on the list to determine the date and time for each garden tour;
• Schedules Open Garden Tours to ensure there are tours taking place in as many months as possible. Open Garden Tours typically take place from 10 a.m. to 4 p.m. If there are two tours on one day, schedule one in the morning and one in the afternoon;
• Prepares a short description of the garden(s) to be toured with assistance from the owner. A site visit may be necessary to assist in the description;
• Sends a write-up to the Membership Committee person who is responsible for emailing communications to the membership with all of the following information about each garden on upcoming Open Gardens Tours noted:
  • Date of the Open Gardens Tour
  • Individually list each garden on the tour noting the owner(s), address, time garden will be open for touring
  • Include a brief description of each garden, and noting any other pertinent information such as directions and parking;
• Contacts the host/hostess after the Open Garden Tour to obtain feedback on attendance and their opinions of the tour. This feedback is important to evaluate the success of the program and/or identify any modifications that may be required;
• Submits a promotional announcement for the CVHS newsletter to the Newsletter Editor by the first Friday of every month (except July and December). This announcement should include a brief statement about the Open Garden Tours held last month and encourages other members to sign up to host tours of their gardens, if they have not done so already;
• Submits a monthly report to a Director before each Executive meeting, or attends Executive meetings (first Wednesday of every month, except July and December).

Duties include:

• Books dates with the Florence Filberg Centre a year in advance. Spring Plant Sale is typically held in April and the Fall Plant Sale is held in September. Kitchen is not needed, but one cordless microphone must be specifically requested;
• Solicits volunteers from the CVHS general membership. Sign-up sheets (see samples) should be available at the General meetings at least two (2) months, and preferably three (3) months ahead of the sale date;
• Organizes all meetings for the volunteers;
• Submits articles to the Newsletter Editor (deadline is the first Friday of every month, except July and December) with updates on the plant sale, requests for donations of plants and requests for volunteers;
• Submits a letter to the Ministry of Transport and Infrastructure (2015 contact is Tammy Thompson – see sample letter) at least two (2) weeks before the plant sale date, requesting permission to erect signs for a seven to eight day period at the intersections:
  • 17^th Street and Comox Road
  • 26^th Street and Cliffe Avenue;
• Arranges volunteers to erect three (3) signs before the event and take down same signs after the event around the Comox Valley:
  • 17^th Street and Comox Road
  • 26^th Street and Cliffe Avenue
  • Ryan Road and Old Island Highway (19A);
• Communicates with all volunteers to ensure they know what position they are assigned to, when to report to the Florence Filberg Centre and what, if anything, to bring;
• Coordinates with the Publicity Chair to write articles for the two local newsletters, giving all of the pertinent information for the Club’s upcoming plant sale. Include a photo, if possible. Articles should be submitted two (2) to three (3) weeks ahead of the desired publication date to ensure the newspapers can find some column space;
• Deadline days and times for the Comox Valley Record newspaper:
  • Tuesday edition – noon on the previous Friday (noon Thursday if Monday is a statutory holiday)
  • Thursday edition – noon on the previous Monday (noon Friday if Monday is a statutory holiday);
• Deadline days and times for the Comox Valley Echo newpaper:
  • Friday edition – noon on the previous Tuesday;
• Coordinates with the Publicity Chair to advertise in social/free media, such as Shaw TV, Kijiji, Craigslist, CTV Vancouver Island, Harbour Living, and any other suitable media outlets;
• Allowing a minimum of three (3) days, arrange for the printing of posters with Speedy Printing Centers, who the Club has an account with. When posters are ready, arrange for their distribution throughout the Comox Valley;
• Submits a monthly report to a Director before Executive meetings, or attends Executive meetings (first Wednesday of every month, except July and December);
• Once the sale is over and all outstanding receipts have been turned in, a further newsletter article is to be submitted to the Newsletter Editor, reporting the net amount raised and thanking all volunteers and plant donors.

NOTE: All materials for the plant sales and the road signs are currently stored by CVHS member, Darlene Berry, for 2015/2016.

Duties include:

• Manages the volunteer list:
  • At the beginning of the season, calls for volunteers from the members attending March and April General meetings to join the Committee
  • Sends around a volunteer sign-up sheet and adds new names to the list. Include name, phone number, email address
  • Emails out volunteer list to rest of Committee, asking if anyone wants their name removed at the beginning of each season. Remove names from list, if requested;
• Schedules work bees throughout the gardening season:
  • Weekly, bi-weekly or monthly, the same day and time, or various times to attract more people
  • Each work session is about ninety (90) minutes
  • Volunteers can stay for the entire session, or for just as long as they are available
  • Encourages people to take little breaks while working;
• Reminds volunteers to bring their favourite tools – clippers, trowels, shovels, etc.;
• Thanks the volunteers at the end of each work bee;
• Communicates with the Filberg gardener to let him/her know when you are coming. Let him/her know what you plan to do and if you need any special help or equipment. The Gardener’s name is on the volunteer list so that he/she isn’t missed when sending out notices;
  • Access to their tarps for collection of debris is available at the Filberg. The debris can be left on the tarps, but put to the side. It will be collected by the gardener. We also have access to shovels, rakes and plant stakes, if needed. Keep equipment away from traffic areas for safety;
• Ensures that the work area and pebble path are tidy before leaving. Clean debris off of the benches;
• Spreads mulch (supplied by the Filberg and it can be requested if/when it is needed). It may not be needed every year;
• Cleans and fills the bird bath. It does not need to be put away every winter;
• Keeps newly transplanted seedlings watered and bird bath filled between gardening sessions;
• Fertilizes as needed (does not seem to be greatly needed, but you could choose to use a plant starter type of fertilizer for new transplants);
• Prepares and submits at least five (5) articles for the newsletter to the Newsletter Editor (deadline is the first Friday of every month, except July and December):
  • At the beginning of the gardening season to encourage new participants and to update those on the existing list who want to stay on the Committee
  • Before or after the Filberg Festival cleanup work bee
  • When herbs are ready to be harvested and offered for sale at the Opportunity Table
  • At the end of the gardening season cleanup
  • The year-end report for the October newsletter (deadline is the first Friday in October);
• Buys new plant material and/or plant labels as required. Forms for reimbursement are available from the Treasurer;
• Accesses herb books and have one or two on hand for reference;
• Submits a monthly report to a Director before Executive meetings, or attends Executive meetings (first Wednesday of every month, except July and December).