Winkler Horticulture Society - Terms of Reference

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	Purpose
	Establishment
	Composition
	Authority
	Duties/Responsibilities
	Organization
	Policies
	Procedures
	Budget

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Winkler Horticulture Society

TERMS OF REFERENCE

Purpose:
The purpose of the Winkler Horticulture Society (referred to as the "society") is to promote beautification of the City of Winkler (referred to as the "city") through various community projects and initiatives emphasizing green space use and the city flower, the petunia.

Establishment:
The society has been established by the city and comes under the direction of its Parks and Recreation department.

Composition:
Membership in the society is open to any persons interested in promoting its purpose. In general, members either reside or work within the city.

Authority:
Based on projects outlined in its approval, the society will undertake to plant, improve and develop green space and planting areas within the city.

Duties and Responsibilities:

Ongoing planting of community green space area completed in prior years
Implementation of development and completion plans of projects outlined in its approval annual budget.
Ongoing maintenance of designated green space areas, excluding watering/fertilizing to be completed by city workers.
To work in conjunction with the city's Parks and Recreation department to initiate, develop and complete beautification of green space areas.
To ensure the city's entrant into the annual Communities in Bloom competition is submitted, promoted and completed.
Promote city beautification through media sources, as applicable

Organization:
Annually, in September, the members of the society will elect and executive of the society. Executive members will include a chairperson, secretary and treasurer.

Chairperson: Assumes full responsibility to schedule and conduct society meetings; liaison with the city, its Parks and Recreation department and other stakeholders, as applicable.

Secretary: Arranges the meeting location, takes minutes of all society meetings and distributes those minutes to society members in a reasonable time frame after each meeting of the society.

Treasurer: Responsible to report and administer the society's accounting functions along with maintenance of the society's banks accounts*, preparation of annual budget with input from society members of potential projects for inclusions and monitor use of the city's annual budget for the society's use, in conjunction with the Manager of the city's Parks and Recreation department.

* It is noted that signing authorities of any society bank accounts require two of any of the three members of the executive of the society.

The society will endeavor to meet monthly with exceptions made during the winter months.

Policies:
It is the society's policy to operate within the confines of its annual budget provided by the city and all fundraising monies generated from the society's events.

The society will endeavor to hold, at a minimum, an annual Spring gardening workshop and a Yard and Garden tour event. This will comprise the majority of the society's fundraising events.

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Procedures:
The society will conduct its beautification efforts, fundraising events and green space initiatives in a professional and business like manner that properly reflects the community's wishes.

Budget:
Annually, the Winkler Horticulture Society submits a budget to the city for approval. Funds approved are based on a detailed budget outlining specific projects and initiatives to be undertaken by the society in the current calendar year.

They society may generate additional funds for its projects and initiatives through fundraising events.