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Position descriptions for the 2017 AGM

2017 October 29
by Melissa


Our AGM is Friday, November 3rd, 2017 at 6pm at the Victoria Park pavilion. Here are the descriptions for the positions we have up for election:

Victoria Park Neighbourhood Association: Annual General Meeting – Position Descriptions

Chair (or co-chairs)


  • Preside at all meetings of the Neighbourhood Association. The Chair shall see that the Constitution is adhered to and that the Board takes the required action to fill all offices and appoint all committees. The Chair shall be ex-officio, a member of all committees.
  • Act as neighbourhood contact for all correspondence from City of Kitchener and other groups, including emails, letters and phone calls.
  • Have signing authority for VPNA financial transactions.
  • Manage administrative duties and correspondence.
  • Work with City of Kitchener staff to achieve goals of the Association.
  • Assist other executive members in fulfilling their duties.
  • Receive all association correspondence and retain copies of all letters written by or to the Executive as appropriate.
  • Stay up to date with issues affecting the neighbourhood and Victoria Park Working Committee.

Time Commitment: Attend Executive Meetings – 3 hours per month; Plus, other time as needed, between 10-20 hours a month



  • As a member of the Victoria Park Neighbourhood Association (VPNA) Executive, the Treasurer is responsible for attending to all financial matters related to the functions of VPNA and its programs. The treasurer must attend monthly meetings of the VPNA executive, which take place on weeknights. Duties include administering funds from program registration, grants and related funding activities, preparing annual budget, tracking of expenses and disbursements, and co-signing cheques with the VPNA Chair. Also, assist VPNA executive to prepare grant proposals and the financial plan for the Neighbourhood Association as needed.
  • Previous financial experience required, preferably with a non-profit organization. May provide training to the right individual, such as an accounting or business student. Orientation to the VPNA and current financial practices of the organization will be provided.
  • Must be bondable, and provide references and police records check to qualify for this position if requested.
  • The VPNA treasurer must live within the VPNA boundaries, Queen St. to Spadina to Van Camp/West Ave to Victoria Street to Joseph Street.

Time Commitment: Work at own pace from home, approximately 3-5 hours per month. Attend monthly meetings, approx. 3 hours, and be available to attend to financial matters as they arise.



  • Shall keep a complete record of all business transacted by the Association.
  • Take minutes at every meeting and send them out to the board members in a timely manner.
  • Be responsible for the preparation and distribution of notices for all meetings of the Association.
  • Shall notify each member of the Executive and the City of Kitchener staff of the time and place of each meeting.

Time commitment: Approximately 5 hours per month, plus monthly meetings, approx. 3 hours

Newsletter Editor


  • Compile and edit the “Quarterly News” of the Victoria Park Neighbourhood Association (VPNA) – “news, information and happenings in our neighbourhood.” Working with the Executive committee, the editor will solicit articles and items of interest for the newsletter, and prepare it for publication. Layout and formatting can be done by the editor, or with assistance from other executive members or City of Kitchener staff. Newsletters are published each season of the year to highlight coming events and issues, usually in January, April, July and October. Content is subject to approval by the VPNA President, and printed in co-operation with the City of Kitchener, for distribution to households and businesses in the VPNA area. The editor will also work with current volunteers to ensure distribution and delivery of the newsletter. The editor is a member of the VPNA Executive, and expected to attend monthly meetings on weeknights.
  • The newsletter editor must live within the VPNA boundaries, Queen St. to Spadina to Van Camp/West Ave to Victoria Street to Joseph Street.

Time Commitment: 4 issues per year, approximately 10 – 15 hours per issue; Attend Executive Meetings – 3 hours per month

Programmer (or Co-Programmers)


  • Develop, coordinate and maintain programs run through the VPNA
  • Work with instructors and volunteers – recruit, hire and supervise
  • Provide registration service for VPNA Programs
  • Work in conjunction with staff at the Downtown Community Centre (DCC), where programs take place, ensuring good liaison between instructors and the DCC
  • Brainstorm issues and be available to attend to matters that arise
  • Submit program information quarterly for Leisure Guide and DCC Program Flyer
  • Attend monthly meetings of the VPNA executive, which take place on weeknights

Time commitment: Ranges from 5-10 hours per month, more at beginning of each session, plus attend monthly meetings, approx. 3 hours

Members at Large


  • Help with events
  • Attend meetings and stay informed on VPNA issues
  • No other prescribed duties, but welcome to volunteer to help with other tasks of the VPNA.

Time commitment: Attend monthly meetings, approx. 3 hours; Time for additional tasks as agreed upon.

Communications Coordinator:

  • Share VPNA programs, events, and issues through a variety of means including the website, Facebook page, and Twitter account. Ensure these tools stay up to date. Maintain a database for email news to be passed on as appropriate.
  • Communicate with the newsletter editor as needed to coordinate efforts in communicating information to the neighbourhood.

Events Coordinator:

  • Facilitate events run by the VPNA
  • Search out potential partnerships for events (for example, other neighbourhood associations, city events, events sponsored by business such as Earth Day clean Up in the past)

DNA liaison:

  • Represent the VPNA at DNA meetings

Volunteer Coordinator:

  • Maintain database of potential volunteers (see volunteer team)
  • Coordinates volunteers as needed
  • Coordinates volunteer appreciation initiatives (thank you notes, appreciation night, etc).

Youth team/board:

  • A small group of young people (ages 10-18) who meet with the VPNA executive quarterly or on an as needed basis to discuss issues important to youth, suggest events that they may like to lead/run/participate in.

Volunteer team:

  • Volunteers who do not necessarily attend monthly meetings but are willing to assist with events and programs on an occasional basis.
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