SHCG GRO Officer duties

Board Members:

President / Chairperson

Vice President / Co-Chairperson

Secretary / Clerk

Treasurer

Board Member at Large

Quorem: 3 of 5 board members present to vote

Officer Duties

President / Chairperson: Powers and Duties

Preside at South Hadley Community Garden meetings
Prepare Agenda; forward Agenda to town 3 days before announced meeting
Keep the SHCG Committee fully informed and freely consult with them regarding Garden and gardener activities
Be responsible for acting as a facilitator and mediator in any discussion, disagreement or problem
Act as, or assign another member to act as a coordinator for any SHCG event or project
Serve as the SHCG Representative
Perform such other duties as determined necessary by the SHCG committee
Seek out and encourage public input regarding the SHCG and its activities

Vice President / Co-Chairperson: Powers and Duties

Stand in for the President / Chairperson
Be a liaison between the committee and the volunteers
Be a liaison between SHCG and community organizations, schools, and others who wish to create on site gardening projects
Oversee selection and scheduling of gardening lectures
Be responsible for coordinating projects and tasks (with the help of an assigned subcommittee)
Work with volunteer groups and shall be responsible for coordinating volunteers

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Secretary / Clerk: Powers and Duties

Record minutes of all SHCG meetings and, after approval by the committee, distribute to Committee members, Select Board, Recreation Department
Post notice of upcoming meeting with Town Clerk at Town Hall (at least 48 hours in advance of meetings as required by open meeting statute)
Publish upcoming meeting with Press
Reserve and confirm meeting place
Send out correspondence as directed by the committee
Create and maintain in a central file, either physical or electronic, all of the records of the SHCG committee, all attendance records, agendas, minutes, correspondences and other records. This central file will be easily attainable at all times for review y the SHCG Committee, the Select Board, and Recreation Department

Treasurer: Powers and Duties

Take custody of all funds and record all in kind gifts to the SHCG
Deposit all funds of the SHCG with the Town Treasurer, to the credit of the SHCG account
Keep or cause to be kept, full and accurate accounts of receipts and disbursements of the SHCG
The treasurer will control the distribution and collection of all funds for the SHCG and will submit the records to an annual audit before each annual meeting
At all reasonable times, exhibit books and accounts to any members of the SHCG
Prepare and provide written Treasurer’s Report at meetings of the SHCG
Take in all requests for plots and provide a list of plot assignments and payments
All requests for reimbursement shall be signed by 2 authorized committee members

Board Member at Large: Powers and Duties

Public Relations Volunteer: Duties