Here's where to find this year's executive, and also our Structures and Policies (scroll down)
Come join the Coordinating group!
Nominations are now being solicited for next year's coordinating group. Have you ever been interested in what goes on behind the scenes to keep this large group ticking along? Coordinators meet every other month, in between the General Meetings; their job is to guide the group, make suggestions, and carry out decisions made by members. At the Annual General Meeting in February 2020, we will elect 4 new coordinators: co-coordinator, co-treasurer, co-recorder and membership co-chair; descriptions are outlined below, or talk to any coordinator for details. Positions are shared, so there's always someone else to turn to for advice or to take your place if you are away.
Nominations are now being solicited for next year's coordinating group. Have you ever been interested in what goes on behind the scenes to keep this large group ticking along? Coordinators meet every other month, in between the General Meetings; their job is to guide the group, make suggestions, and carry out decisions made by members. At the Annual General Meeting in February 2020, we will elect 4 new coordinators: co-coordinator, co-treasurer, co-recorder and membership co-chair; descriptions are outlined below, or talk to any coordinator for details. Positions are shared, so there's always someone else to turn to for advice or to take your place if you are away.
2019 Coordinating Group Members
The Co-ordinating Group consists of the Core Group and either the chair or co-chair of each Working Group. The Co-ordinating Group meets every other month, in the months between General Group Meetings.
Core Group and Working Group Chairs and Co-Chairs 2019
The first year in a Core Group co-position role involves learning the requirements of the job and assisting with the job. The second year involves taking over the responsibilities of the job and training the new person for the position. One exception is the Treasurer position in which the Co-Treasurer holds the position for two years followed by two years as Treasurer. The other exception is the Coordinator Role which goes on for a third year as Past Coordinator. Elections are held yearly for new co-positions.
CORE GROUP
Coordinator Lisbie Rae lisbie123@gmail.com
Co-coordinator Dale Rolston dalerolston@gmail.com
Past Coordinator Marianne Bartram marianneanddavid@shaw.ca
Treasurer Rose Mary Ormerod ormerod@shaw.ca
Co-Treasurer Yvonne McLean ymclean@shaw.ca
Recorder Bonnie Yarish bonnieandhamish@shaw.ca
Co-Recorder Daphne Armstrong darmstrong601@yahoo.ca
Membership Chair Orleen MacLulich orleenm@telus.net
Membership Co-Chair Linda Mills lindarm@icloud.com
WORKING GROUP CHAIRS and CO-CHAIRS
Education Laurie Wilson lauren.wilson.edu@gmail.com
Sales and Crafts Judy Hazzan judyhzzn2@gmail.com
Marilyn McKenzie dm_mckenzie@shaw.ca
Cycle Tours Mary Horton mary.mike@shaw.ca
Stefa Katamay skatamay@gmail.com
African Dinner Nelly Woodsworth nelly@woodsworth.ca
Pat White pat2057@shaw.ca
Regional Gathering Ruth Ratzlaff rratzlaff@telus.net
Barbara Langton blangton@telus.net
February 2019 (revised August 2019)
Core Group and Working Group Chairs and Co-Chairs 2019
The first year in a Core Group co-position role involves learning the requirements of the job and assisting with the job. The second year involves taking over the responsibilities of the job and training the new person for the position. One exception is the Treasurer position in which the Co-Treasurer holds the position for two years followed by two years as Treasurer. The other exception is the Coordinator Role which goes on for a third year as Past Coordinator. Elections are held yearly for new co-positions.
CORE GROUP
Coordinator Lisbie Rae lisbie123@gmail.com
Co-coordinator Dale Rolston dalerolston@gmail.com
Past Coordinator Marianne Bartram marianneanddavid@shaw.ca
Treasurer Rose Mary Ormerod ormerod@shaw.ca
Co-Treasurer Yvonne McLean ymclean@shaw.ca
Recorder Bonnie Yarish bonnieandhamish@shaw.ca
Co-Recorder Daphne Armstrong darmstrong601@yahoo.ca
Membership Chair Orleen MacLulich orleenm@telus.net
Membership Co-Chair Linda Mills lindarm@icloud.com
WORKING GROUP CHAIRS and CO-CHAIRS
Education Laurie Wilson lauren.wilson.edu@gmail.com
Sales and Crafts Judy Hazzan judyhzzn2@gmail.com
Marilyn McKenzie dm_mckenzie@shaw.ca
Cycle Tours Mary Horton mary.mike@shaw.ca
Stefa Katamay skatamay@gmail.com
African Dinner Nelly Woodsworth nelly@woodsworth.ca
Pat White pat2057@shaw.ca
Regional Gathering Ruth Ratzlaff rratzlaff@telus.net
Barbara Langton blangton@telus.net
February 2019 (revised August 2019)
VICTORIA GRANDMOTHERS FOR AFRICA
STRUCTURE and POLICIES
Revised March, 2019
PURPOSE
The purpose of Victoria Grandmothers for Africa (VG4A) is to raise money and awareness for the Stephen Lewis Foundation’s Grandmothers to Grandmothers Campaign.
VALUES STATEMENT
Victoria Grandmothers for Africa values collaboration, inclusiveness, cooperation, transparency, democratic process and acceptance of new ideas.
HOW WE OPERATE
The VG4A operates by electing a Core Group at the Annual General Meeting. This group forms the executive of the Coordinating Group. In addition to the executive, the Coordinating Group consists of the Chairs and Co-Chairs of the VG4A Working Groups.
CORE GROUP
The VG4A Core Group consists of the Coordinator, Co-Coordinator, Recorder, Co-Recorder, Treasurer, Co-Treasurer, Membership Chair, Membership Co-Chair and the immediate Past Coordinator.
Election of Core Group Members
Members in good standing elect the Core Group from among fellow members at the VG4A Annual General Meeting. To be a member in good standing the member must have paid her current membership fees in full (or have the fee waived at the discretion of the Core Group). The current membership fee is $30.00 annually, due and payable before the AGM in February.
A Co-Coordinator and a Co-Recorder are elected at the AGM for a two-year term. Ideally, the Co-Treasurer is elected for a four-year term since the Treasurer holds her position for two years. In the first year(s) of her term, the person elected will learn the position and fill in if the senior person is unavailable. (see chart below)
Year One Year Two Year Three
Co-Coordinator Coordinator Past Coordinator
Co-Recorder Recorder
Year One and Two Year Three and Four
Co-Treasurer Treasurer
Membership Co-chair Membership Chair
If a position cannot be filled at the AGM or a person has to resign, the Core Group may appoint any person eligible to hold the position, to be endorsed by the Coordinating Group and the membership at large as soon as practical
WORKING GROUPS
All members are encouraged to join at least one Working Group. Whether raising awareness or funds all efforts are equally valued.
Each Working Group will elect from amongst its members a Chair and a Co-Chair, and if required, a Treasurer (who will report to the VG4A Treasurer). The Chair and Co-Chair will both be members of the Coordinating Group, but only one will attend each Coordinating Group meeting.
Working Groups are accountable to the Coordinating Group and the general membership.
There are currently two types of Working Groups:
Ongoing – Education, Sales and Crafts
Events – African Dinner, Cycle Tours, National Stride Walk and other special events.
Role of VG4A Members and Supporters:
APPENDIX 1
GUIDELINES FOR EFFECTIVE FUNCTIONING OF VG4A
General Expectations:
Role of Core Group:
Role of Coordinating Group:
Guidelines for Coordinators/chairs when Chairing Meetings:
Guidelines for Speaking Publicly about VG4A, SLF or G2G:
Guidelines for relationships with other groups and use of membership information:
APPENDIX 2
CRITERIA FOR FUNDRAISING EVENTS
In order to maintain a balance between the number of events and our group’s ability to organize them, the Coordinating Group will apply the following criteria to submissions:
Fundraising Criteria:
Education Awareness:
Member Involvement:
Other Considerations:
APPENDIX 3
RECOMMENDATIONS FOR TRAVEL SUPPORT FOR VG4A MEMBERS
Victoria Grandmothers for Africa benefits when our members and other grandmothers in our region travel with the SLF to Africa:
The role of the liaison grandmothers is also vital to VG4A and our entire region:
The ability to cover fully the costs of such trips should not be a factor in a member’s decision to apply for the opportunity to participate. This recommended policy addresses the need to lessen the individual burden of the travel costs for such travel. It does not mean that all of an individual’s travel costs will be covered.
It is therefore recommended that VG4A:
APPENDIX 4
CYCLE TOURS REGISTRATION POLICY
Rationale for the Cycle Tours
The Victoria Grandmothers for Africa sponsors two annual cycle tours. Cycling is a common mode of transportation for many African grandmothers. The purpose of the Cycle Tours, one of which includes long distances cycled over three days, is to:
· raise funds in support of the Stephen Lewis Foundation Grandmothers to Grandmothers Campaign
· increase awareness of the plight of African Grandmothers raising their grandchildren orphaned by AIDS
· provide African Grandmothers with a tangible demonstration of empathy, understanding and partnership with the physical and mental struggles they are experiencing
· build support, strength and a shared purpose among regional grandmother groups
Rider Eligibility
In support of the rationale, riders on both tours must be women 55 years of age or older by December 31st of the year of the tour with preference given to the Stephen Lewis Foundation Grandmothers Groups. Excluded from these conditions is the support person / sweep on the 275 km tour.
The riders of the Cycle Tours are visually different from other cycling groups. Since they are all older women they stand out and receive more attention than a group of mixed ages and/or genders. This contributes to the group's ability to raise awareness of the plight of African Grandmothers. It is also a group that African Grandmothers may more easily identify with and feel supported by than a group of mixed ages and/or genders.
Each tour is limited to 30 riders for reasons of logistics (moving a large group of people through a set schedule with tight timelines) and safety (ability to integrate a large group of cyclists with other road users). The support position of sweep for the 275 km tour, provides on-road safety and mechanical support, and is not included in calculating the number of riders.
The following policy guides the selection process when more than thirty applications are received from riders for either tour:
APPENDIX 5
WELCOME GATHERINGS
WELCOME GATHERINGS are designed to welcome new members and those interested in becoming members, and assist them to integrate into the VG4A organization. These are small group gatherings held several times a year to provide an opportunity for newcomers to discuss their interests and consider where they might fit within the group, if they wish to join VG4A.
The Membership working group organizes welcome gatherings:
If a new member has to wait for the next gathering, Membership will arrange for a current member to go for a coffee with her. Membership will maintain a list of members willing to do this.
The Education Working Group delivers the content of the welcome gathering. One or more Education members attend each welcome gathering to offer:
APPENDIX 6
JOB DESCRIPTIONS
COORDINATOR
Term of Office
Once elected at the AGM (February) into the position of Co-Coordinator for one year, a person automatically takes on the position of Coordinator the following year at the AGM. The term of office is for one year, to be followed by one year as Past Coordinator.
Eligibility
Any paid-up member of VG4A
Duties and Responsibilities
Recommendation:
CO-COORDINATOR
Term of Office
A person is elected by the membership into the position of Co-Coordinator at the AGM (February) This is a one-year term to be followed by one year as Coordinator and then one year as Past Coordinator.
Eligibility
Any paid-up member of VG4A
Duties and Responsibilities
PAST COORDINATOR
Term of Office
This is a one year position immediately following the year that a person has been the VG4A Coordinator.
Eligibility
The Past Coordinator must continue to be a paid-up member of VG4A
Duties and Responsibilities:
TREASURER
Term of Office
Once elected at the AGM (February) into the position of Co-Treasurer for one year or preferably two years, a person automatically takes on the position of Treasurer the following year at the AGM. The term of office is for one or preferably two years.
Eligibility
Any paid-up member of VG4A
Duties and Responsibilities
Term of Office
A person is elected by the membership into the position of Co-Treasurer at the AGM (February) This is a one-year or preferably two year term to be followed by a one year or preferably two year term as Treasurer.
Eligibility
Any paid-up member of VG4A
Duties and Responsibilities
· To become familiar with the duties and responsibilities of the Treasurer and stand in for her if she is away and/or unable to attend a meeting
RECORDER
Term of office
Once elected at the AGM (February) into the position of Co-Recorder for one year, a person automatically takes on the position of Recorder the following year at the AGM. The term of office is for one year.
Eligibility
Any paid-up member of VG4A
Duties and Responsibilities
CO-RECORDER
Term of Office
A person is elected by the membership into the position of Co-Recorder at the AGM (February) This is a one-year term to be followed by one year as Recorder.
Eligibility
Any paid-up member of VG4A
Duties and Responsibilities
MEMBERSHIP CHAIR
Term of Office
To ensure continuity with membership records, it is recommended that a member consider holding the position of Membership Chair for two years.
Eligibility
Any paid-up member of VG4A
Duties and Responsibilities
Term of Office
To ensure continuity with membership records, it is recommended that a member consider holding the position of Membership Co- Chair for two years.
Eligibility
Any paid-up member of VG4A
Duties and Responsibilities
PURPOSE
The purpose of Victoria Grandmothers for Africa (VG4A) is to raise money and awareness for the Stephen Lewis Foundation’s Grandmothers to Grandmothers Campaign.
VALUES STATEMENT
Victoria Grandmothers for Africa values collaboration, inclusiveness, cooperation, transparency, democratic process and acceptance of new ideas.
HOW WE OPERATE
The VG4A operates by electing a Core Group at the Annual General Meeting. This group forms the executive of the Coordinating Group. In addition to the executive, the Coordinating Group consists of the Chairs and Co-Chairs of the VG4A Working Groups.
CORE GROUP
The VG4A Core Group consists of the Coordinator, Co-Coordinator, Recorder, Co-Recorder, Treasurer, Co-Treasurer, Membership Chair, Membership Co-Chair and the immediate Past Coordinator.
Election of Core Group Members
Members in good standing elect the Core Group from among fellow members at the VG4A Annual General Meeting. To be a member in good standing the member must have paid her current membership fees in full (or have the fee waived at the discretion of the Core Group). The current membership fee is $30.00 annually, due and payable before the AGM in February.
A Co-Coordinator and a Co-Recorder are elected at the AGM for a two-year term. Ideally, the Co-Treasurer is elected for a four-year term since the Treasurer holds her position for two years. In the first year(s) of her term, the person elected will learn the position and fill in if the senior person is unavailable. (see chart below)
Year One Year Two Year Three
Co-Coordinator Coordinator Past Coordinator
Co-Recorder Recorder
Year One and Two Year Three and Four
Co-Treasurer Treasurer
Membership Co-chair Membership Chair
If a position cannot be filled at the AGM or a person has to resign, the Core Group may appoint any person eligible to hold the position, to be endorsed by the Coordinating Group and the membership at large as soon as practical
WORKING GROUPS
All members are encouraged to join at least one Working Group. Whether raising awareness or funds all efforts are equally valued.
Each Working Group will elect from amongst its members a Chair and a Co-Chair, and if required, a Treasurer (who will report to the VG4A Treasurer). The Chair and Co-Chair will both be members of the Coordinating Group, but only one will attend each Coordinating Group meeting.
Working Groups are accountable to the Coordinating Group and the general membership.
There are currently two types of Working Groups:
Ongoing – Education, Sales and Crafts
Events – African Dinner, Cycle Tours, National Stride Walk and other special events.
Role of VG4A Members and Supporters:
- Victoria Grandmothers for Africa has two levels of involvement, Members and Supporters
- Members are required to pay the annual membership fee due and payable before the Annual General Meeting in February
- A new member who joins after October 1st will have her membership extended to the end of the following year
- Paid-up membership in VG4A is a requirement for active, on-going participation in Working Groups
- To ensure the ongoing viability of VG4A, all Members are strongly encouraged to volunteer for leadership positions
- A Supporters’ list is maintained of interested people who have requested email communication for special VG4A events but do not pay a membership fee. They do not receive regular VG4A correspondence
- Supporters are welcome to volunteer during VG4A events providing they are not asked to act in an information capacity for VG4A or the Stephen Lewis Foundation
APPENDIX 1
GUIDELINES FOR EFFECTIVE FUNCTIONING OF VG4A
General Expectations:
- During her term as Coordinator/Chair she must be available to perform the tasks associated with her position. If she temporarily leaves her post (travelling, etc.), she must ensure that other members of the Coordinating Group/Working Group are informed and that her replacement is identified
- Because the roles and responsibilities of the Core Group are ongoing and important, it is recommended that members of the Core Group will limit their involvement to a non-leadership role in one Working Group only
- Prior to taking over as Coordinator or Chair the Co-Coordinator/Co-Chair must work closely with the Coordinator/Chair to ensure that she is completely familiar with the job she will be doing. This is necessary to ensure the smooth continuity of the work
Role of Core Group:
- Provides leadership to all VG4A members
- Makes emergency decisions between VG4A meetings
- Provides information to people wishing to join VG4A
- May be asked to work with the Coordinator and Co-Coordinator to decide whether to circulate information from other groups when requested
Role of Coordinating Group:
- Attend all VG4A general meetings and submit reports as requested. Where possible have either the Chair or Co-Chair attend Coordinating Group meetings and in the absence of both send in a written report
- While both the Chair and Co-chair of Working Groups are members of the Coordinating Group, only one of them will attend each Coordinating Group meeting and be entitled to cast a vote
- All Core Group members have one vote each
- To achieve quorum of the Coordinating Group, 50%+1 voting members must be present
- Attend Coordinating Group meetings every two months or more frequently at the call of the Coordinator
- Make decisions as necessary between meetings
- Review submissions for fundraising events from members using Criteria for Fundraising Events (Appendix 2)
- Approve transferring funds from Victoria Grandmothers for Africa to the Stephen Lewis Foundation. This decision requires agreement by a quorum of the Coordinating Group (50% + 1). A minimum of $1,500 must be retained as reserve funds in the VG4A bank account at all times
- Make decisions about the use of funds from membership dues
- Ensure the interaction of each Working Group is being conducted according to SLF information and guidelines and VG4A purpose and values
- Undertake an update of the Structure and Policies document on an annual or as needed basis
- Work to achieve agreed-upon objectives for individual Working Groups
- Present any new objectives/decisions to the Coordinating Group for approval, and to the next general meeting for ratification
- When necessary, Working Groups are responsible for preparing a budget and reporting it to the Coordinating Group. Before committing to spending funds in excess of the expected income, the Working Group must first obtain approval of the Coordinating Group
- Communicate information about coming events by sending it to the Website lead for inclusion on the website; prepare media material in consultation with Coordinating Group; provide material to the Coordinator for distribution by the Membership Chair
- Produce and circulate an evaluation after each event for participants and general members
- Take Minutes/Notes of all official meetings of the Working Group, including decisions to be presented at the next General Meeting for approval of the membership
- For each General Meeting prepare a condensed Working Group report outlining any major events, decisions and action items and submit to the Coordinator as requested prior to each General Meeting
- For consistency, equity and ease of accounting, each Working Group will be responsible for its expenses and income and will take both into account when making decisions and reporting to the Treasurer
Guidelines for Coordinators/chairs when Chairing Meetings:
- VG4A normally operates on a consensus basis but reverts to more formal processes, such as voting, if the situation appears unlikely to be decided by consensus
- When chairing a voting situation, the Coordinator/Chair has a vote. A member or the Coordinator/Chair must propose a motion. Immediately ask for a seconder. Then ask for discussion of the motion
- It is important that everyone know exactly what they are voting on by having the Coordinator/Chair or Recorder repeat as many times as necessary the wording of the motion to be voted on. Usually voting takes place by show of hands, starting with voting in favour of motion (you and one or two others you designate, count the hands raised); then those opposed (count the raised hands); and finally those abstaining (count the raised hands). Then, report the results and if necessary repeat one last time the motion that passed or failed
- In preparation for a meeting a current Coordinator/Chair may request advice and / or support from former Coordinators/Chairs
Guidelines for Speaking Publicly about VG4A, SLF or G2G:
- Requests for speaking in public about VG4A, G2G or the SLF will be handled by the Education Working Group.
- Since the Education Working Group is responsible for most VG4A public speaking, its members will be familiar with all the Speakers Bureau material on the G2G website. Those who speak in public regularly need to update their material with the latest facts and any changes in SLF approach. Some may offer workshops to help other VG4A members a) know the Campaign or b) practice speaking in public.
- VG4A members in speaker training will be accompanied by an experienced Education Working Group public speaker
- Education Working Group members will always try to work in pairs at a public speaking engagement. However, if no-one is available to accompany an experienced speaker, she may seek the approval of the chair to present alone rather than turn down the invitation.
- Speakers are encouraged to share their presentations with others in the Education Working Group to enlarge the scope of material available for everyone’s use.
- Speakers giving presentations will report back to the Education Working Group regarding the experience.
- The Education Working Group will maintain a record of speaking engagements, including names of speakers, date, time, location, contact person, topics covered and audience response.
Guidelines for relationships with other groups and use of membership information:
- In order to protect the charitable status of the Stephen Lewis Foundation, Victoria Grandmothers for Africa does not participate in advocacy, nor does it co-sponsor events with any advocacy groups
- VG4A will distribute its own information and that of other grandmother groups of the Stephen Lewis Foundation’s Grandmothers to Grandmothers Campaign
- Requests to circulate information from any other groups will be considered on an individual basis, and decided on by the Coordinator and Co-Coordinator and when possible in consultation with the VG4A Core Group
- The distribution list of our members and supporters is confidential. The Membership Chair and Co-Chair maintain the member and supporter contact information
- Contact information for paid-up members who have given their approval will be sent to the Stephen Lewis Foundation annually
- New members are asked whether or not they are willing to share their telephone number/s with other members
APPENDIX 2
CRITERIA FOR FUNDRAISING EVENTS
In order to maintain a balance between the number of events and our group’s ability to organize them, the Coordinating Group will apply the following criteria to submissions:
Fundraising Criteria:
- Is it ethical and environmentally friendly
- Does it have the potential to reach new donors
- Does the anticipated revenue match the time and effort involved
- How much of a draw is it likely to be
Education Awareness:
- Does it increase VG4A exposure
- Does it contribute to education of the public re: SLF and VG4A
- Does it increase awareness of SLF
Member Involvement:
- Does it broaden member involvement
- Will it overtax our members
- Does it provide opportunity for socialization and friendship development
Other Considerations:
- Should be enjoyable
- Accessible location
- Parking availability
- Rental costs
APPENDIX 3
RECOMMENDATIONS FOR TRAVEL SUPPORT FOR VG4A MEMBERS
Victoria Grandmothers for Africa benefits when our members and other grandmothers in our region travel with the SLF to Africa:
- to see first-hand the results of the Foundation’s work
- to bring the messages of the African grandmothers to us
- to reach out to inform the wider community
The role of the liaison grandmothers is also vital to VG4A and our entire region:
- by taking reports of our work and issues to the SLF
- by bringing news of the Foundation’s work and issues back to the grandmothers in our region
- by working to meld the region together
The ability to cover fully the costs of such trips should not be a factor in a member’s decision to apply for the opportunity to participate. This recommended policy addresses the need to lessen the individual burden of the travel costs for such travel. It does not mean that all of an individual’s travel costs will be covered.
It is therefore recommended that VG4A:
- Maintain a fund in support of members’ travel to out of town meetings relating to the SLF (e.g., Regional SLF Gatherings). Ten percent (10%) of each member’s membership fees will be dedicated annually to this purpose. The fund will be cumulative and allocation decisions will be made by the Coordinating Group.
- Fundraise (within our Group) in support of any VG4A member who has been chosen to be a member of a Stephen Lewis Foundation organized tour to Africa. However, VG4A cannot commit to covering all of an individual’s costs of travelling to Africa.
APPENDIX 4
CYCLE TOURS REGISTRATION POLICY
Rationale for the Cycle Tours
The Victoria Grandmothers for Africa sponsors two annual cycle tours. Cycling is a common mode of transportation for many African grandmothers. The purpose of the Cycle Tours, one of which includes long distances cycled over three days, is to:
· raise funds in support of the Stephen Lewis Foundation Grandmothers to Grandmothers Campaign
· increase awareness of the plight of African Grandmothers raising their grandchildren orphaned by AIDS
· provide African Grandmothers with a tangible demonstration of empathy, understanding and partnership with the physical and mental struggles they are experiencing
· build support, strength and a shared purpose among regional grandmother groups
Rider Eligibility
In support of the rationale, riders on both tours must be women 55 years of age or older by December 31st of the year of the tour with preference given to the Stephen Lewis Foundation Grandmothers Groups. Excluded from these conditions is the support person / sweep on the 275 km tour.
The riders of the Cycle Tours are visually different from other cycling groups. Since they are all older women they stand out and receive more attention than a group of mixed ages and/or genders. This contributes to the group's ability to raise awareness of the plight of African Grandmothers. It is also a group that African Grandmothers may more easily identify with and feel supported by than a group of mixed ages and/or genders.
Each tour is limited to 30 riders for reasons of logistics (moving a large group of people through a set schedule with tight timelines) and safety (ability to integrate a large group of cyclists with other road users). The support position of sweep for the 275 km tour, provides on-road safety and mechanical support, and is not included in calculating the number of riders.
The following policy guides the selection process when more than thirty applications are received from riders for either tour:
- The application forms for both tours will be distributed annually in the spring
- Applications from the Cycle Tour Working Group will be approved first i.e. applications from the Chair, Co-Chair, Registrar, Training/Safety Lead and Grandmother Group Liaison, as well as any eligible spouse/partner driving a support vehicle
- Additional applications from other Cycle Tour Working Group members, other returning riders and eligible riders from SLF Grandmother Groups, whose application is received within the two weeks following the date registrations open, will be considered equally for the remaining spaces on the tour of their choice
- During this period, if more applications are received than there are remaining spaces available, a draw will be made to determine who will be offered a confirmed place on the tour of their choice and who will be placed on the waitlist
- Any riders left on the waitlist in any given year, will be given priority for a spot on the tour of their choice the following year
- If within six weeks not all spaces on the chosen Cycle Tour have been filled by eligible riders who are members of SLF Grandmothers Groups, applications from other eligible riders will be considered
- Applications received from any eligible riders after the six-week period will be approved or wait-listed in the order they are received
APPENDIX 5
WELCOME GATHERINGS
WELCOME GATHERINGS are designed to welcome new members and those interested in becoming members, and assist them to integrate into the VG4A organization. These are small group gatherings held several times a year to provide an opportunity for newcomers to discuss their interests and consider where they might fit within the group, if they wish to join VG4A.
The Membership working group organizes welcome gatherings:
- sets a date with the host, an Education member and a Coordinator
- invites interested and new members
- hands out membership forms and accepts membership fees if offered
- records all responses on a spreadsheet and shares with working group chairs
If a new member has to wait for the next gathering, Membership will arrange for a current member to go for a coffee with her. Membership will maintain a list of members willing to do this.
The Education Working Group delivers the content of the welcome gathering. One or more Education members attend each welcome gathering to offer:
- an introduction to the SLF, G2G, VG4A and its working groups
- an opportunity to get to know new members, invite them to introduce themselves and ask questions
- a package of printed material including a welcome letter, VG4A brochure, bookmark and the Stephen Lewis Foundation publications, Grassroots and the Granny Bulletin
APPENDIX 6
JOB DESCRIPTIONS
COORDINATOR
Term of Office
Once elected at the AGM (February) into the position of Co-Coordinator for one year, a person automatically takes on the position of Coordinator the following year at the AGM. The term of office is for one year, to be followed by one year as Past Coordinator.
Eligibility
Any paid-up member of VG4A
Duties and Responsibilities
- Is a voting member of the Core Group within the Coordinating Group
- Communicates/consults frequently with the Co-Coordinator and the Coordinating Group
- After consultation with the Coordinating Group sets dates for General Meetings, Coordinating Group Meetings and social gatherings
- Creates agendas for General Meetings and Coordinating Group Meetings and when possible chairs the meetings
- Keeps in touch with the Working Groups and requests reports from the Working Group Chairs for General Meetings
- Keeps the membership informed of VG4A meetings, opportunities, special events etc. through email. The Coordinator creates the emails that are then circulated by the Membership Chair. In addition she may approve a notice created by a VG4A member be sent out to the membership
- Makes decisions in collaboration with the Coordinating Group as to which events / activities of other groups will be advertised through our membership mailing list
- Is the primary contact person for VG4A for both the Regional Representatives and the SLF Grandmothers to Grandmothers campaign office
- Coordinates responses to SLF requests
- Facilitates review of the VG4A Structure and Policies document by the Coordinating Group on an annual or as needed basis
- Participates in ad hoc committees created to review fundraising suggestions
- Collaborates with Web Manager to ensure the currency of the VG4A website
Recommendation:
- The Coordinator does not chair or co-chair any working groups and only participates in individual working groups if she feels she has time to do so
- The Coordinator collaborates with the Co-Coordinator in order to familiarize her with the tasks of the Coordinator
- The Coordinator may request advice and/or support from former Coordinators at any time
CO-COORDINATOR
Term of Office
A person is elected by the membership into the position of Co-Coordinator at the AGM (February) This is a one-year term to be followed by one year as Coordinator and then one year as Past Coordinator.
Eligibility
Any paid-up member of VG4A
Duties and Responsibilities
- Is a voting member of the Core Group within the Coordinating Group
- Works closely with the Coordinator to prepare herself for the following year when she takes on the role of Coordinator
- Participates in preparing agendas for General Meetings and Coordinating Group Meetings and in the absence of the Coordinator chairs the meetings
- If the Coordinator is not available the Co-coordinator keeps the membership informed of meetings, opportunities, special events etc. through email
- Is a second contact person for VG4A for both the Regional Representatives and the SLF Grandmothers to Grandmothers campaign office
- Is part of the review process of the VG4A Structure and Policies document by the Coordinating Group on an annual or as needed basis
- May participate in ad hoc committees created to review fundraising suggestions, special events, etc.
- May collaborate with Web Manager to ensure the currency of the VG4A website
PAST COORDINATOR
Term of Office
This is a one year position immediately following the year that a person has been the VG4A Coordinator.
Eligibility
The Past Coordinator must continue to be a paid-up member of VG4A
Duties and Responsibilities:
- Is a voting member of the Core Group within the Coordinating Group
- Consults and offers support when requested to the Coordinator and the Coordinating Group
- When possible continues to attend bi-monthly Coordinating group meetings
TREASURER
Term of Office
Once elected at the AGM (February) into the position of Co-Treasurer for one year or preferably two years, a person automatically takes on the position of Treasurer the following year at the AGM. The term of office is for one or preferably two years.
Eligibility
Any paid-up member of VG4A
Duties and Responsibilities
- Is a voting member of the Core Group within the Coordinating Group
- Attends Coordinating Group meetings and General meetings including the Annual General Meeting to present treasurer’s reports
- Collects money from fund raising events and from various working group members
- Makes up deposit slips and deposits money to the VG4A bank account at Coast Capital
- Writes cheques to cover submitted bills
- Sends accumulated donations to the Stephen Lewis Foundation in Toronto
- Keeps the financial records: general ledger of VG4A which is a formatted EXCEL spreadsheet. Reports are also compiled for all working group committees
Term of Office
A person is elected by the membership into the position of Co-Treasurer at the AGM (February) This is a one-year or preferably two year term to be followed by a one year or preferably two year term as Treasurer.
Eligibility
Any paid-up member of VG4A
Duties and Responsibilities
· To become familiar with the duties and responsibilities of the Treasurer and stand in for her if she is away and/or unable to attend a meeting
RECORDER
Term of office
Once elected at the AGM (February) into the position of Co-Recorder for one year, a person automatically takes on the position of Recorder the following year at the AGM. The term of office is for one year.
Eligibility
Any paid-up member of VG4A
Duties and Responsibilities
- is a voting member of the Core Group within the Coordinating Group
- takes minutes at General Meetings, the Annual General Meeting, Coordinating Group and Core Group meetings
- forwards minutes to Coordinator and Co-coordinator for editing and forwarding to membership
- keeps copies of agendas, minutes and material relevant to group discussions in a binder
CO-RECORDER
Term of Office
A person is elected by the membership into the position of Co-Recorder at the AGM (February) This is a one-year term to be followed by one year as Recorder.
Eligibility
Any paid-up member of VG4A
Duties and Responsibilities
- To become familiar with the duties and responsibilities of Recorder and stand in for the Recorder if she is unable to attend a meeting.
MEMBERSHIP CHAIR
Term of Office
To ensure continuity with membership records, it is recommended that a member consider holding the position of Membership Chair for two years.
Eligibility
Any paid-up member of VG4A
Duties and Responsibilities
- be a member of the Core and Coordinating group and attend Coordinating Meetings when possible
- maintain spreadsheets of members and supporters and provide them to the Coordinator, Co-Coordinator, Treasurer, Co-Treasurer, all Working Group Chairs and Co-Chairs
- maintain a spreadsheet of members who are willing to have their contact information provided to SLF and send to VG4A Coordinator to forward to the SLF annually
- keep updated three email distribution lists – one for members, one for supporters and one for people who have expressed an interest, but have not yet become members
- forward messages sent from the Coordinator to any or all of the above groups
- collect membership dues, provide receipts and submit money collected to the Treasurer
- print nametags for new members
- maintain a phone list of all members who are willing to have their phone number shared with other members and distribute it to the membership
- provide, to relevant working group chairs, the names and contact information for anyone who expressed an interest in that working group on their Confidential Membership Form
- maintain a binder of all Confidential Membership Forms and update forms with any changes to contact information when received
- store the VG4A T-shirt inventory and sell to members upon request
- organize and attend Welcome Gatherings. See separate Appendix 5 in this document
- provide names and contact information to the Social Convenor who maintains a list of members willing to provide refreshments for General Meetings and other events and organizes the food needed for those occasions
- stay in contact with the Volunteer Coordinator(s). Based on experience, one volunteer coordinator per event is recommended.
Term of Office
To ensure continuity with membership records, it is recommended that a member consider holding the position of Membership Co- Chair for two years.
Eligibility
Any paid-up member of VG4A
Duties and Responsibilities
- use her term as Co-Chair to familiarize herself with the Membership Chair’s job and assist the Membership Chair as needed
