VicLETS Volunteer Positions

• participate in council meetings and work with others to ensure the smooth functioning of the system;
• arrange for backup during periods of absence
• seek assistance as necessary from other members, including establishing and chairing a committee of volunteers
• maintain petty cash accounts in a manner acceptable to the Treasurer
• maintain and annually update detailed description of all duties associated with carrying out the tasks associated with the position, including job descriptions of committee members not identified in this document, for the training and use of temporary and permanent replacements
• provide at least three(3) months notice of intention to resign the position, work with the Volunteer Coordinator to find a replacement, and train his or her replacement before resigning from the position, unless exempted from this responsibility by the council for justifiable reasons, and
• promote VicLETS in the community whenever possible.

• acts as coordinator of coordinators, helping coordinators with their tasks as necessary
• chairs and facilitates council and annual general meetings
• prepares draft agendas for council meetings for approval by members who attend
• acts as spokesperson for the system in its dealings with the community
• writes a column for the newsletter
• acts as co-signing authority along with the treasurer for cheques
• calls special council meetings when necessary

• all coordinators and other officers as needed
• Treasurer, for the co-signing of cheques

• promotes decision-making by consensus
• organizational skills
• meeting management skills

• reviews member transactions for compliance with system rules and policies and decides on acceptability of transactions, with that decision appealable to the full council
• acts as ombudsperson, dealing with complaints by members
• acts as mediator when requested by a member who is involved in a dispute with another over a transaction
• provides facilitation for annual general meetings if requested
• acts as administrator in the absence of the person holding that position

• Administrator
• Transaction Coordinator and Recorder

• Mediates or facilitates dispute resolution by the following sequential process
• obtains written statements from each member who is a party to the dispute
• prepares document containing members’ positions and interests and suggesting a resolution
• forwards resolution document to members for review and endorsement if possible
• if members agree with suggested resolution, provides final copy of Agreement to each, with a copy to the Administrator and the Transaction Coordinator.
• if resolution not achieved in step 3, arranges physical meeting of the members and strives to achieve resolution through interest-based negotiation.
• if resolution is achieved, provides final copy of the Agreement to each, with a copy to the Administrator and the Transaction Coordinator
• if resolution is not possible at this stage, prepares a decision and submits it to each member, with a copy to the Administrator and the Transaction Coordinator, with that decision appealable by either member to the full council.

• records minutes of council and annual general meetings
• prepares minutes of meetings for approval of the administrator, distributes copies to receiving members and establishes and maintains an archive of relevant documents
• prepares letters as requested by the administrator or coordinators
• collects mail regularly from the Fernwood Community Association office and distributes it to relevant council members and others
• prepares and updates outgoing messages on the system voice mail
• regularly clears messages on the voice mail and distributes information and requests to appropriate person
• provides advice to council on appropriate changes to the voice-mail system
• collects e-mail and faxed messages and distributes to appropriate person

• Administrator
• Treasurer
• Coordinators and other officers as necessary, especially regarding contents of outgoing message on voice-mail system
• Web-site Manager

• record keeping
• file management
• word processing

• maintains the federal dollar financial records of the system, including receiving monthly statements from the credit union, reconciling them with system records and providing the Administrator with a copy of this reconciliation
• prepares statements of revenues and expenditures for council and annual general meetings
• acts as co-signing authority with administrator
• deposits all federal dollar income in the LETS chequing account, in a timely manner,
• pays telephone, internet service provider and other bills as required, in a timely manner
• reimburses members for expenses incurred in carrying out their tasks, from petty cash or by cheque
• maintains petty cash system, including petty cash accounts of individual officers

• Administrator, regarding signing of cheques and statements for meetings
• Membership Coordinator, regarding notification of payment of annual membership fees
• other coordinators, regarding petty cash accounts

• knowledge of responsible and accepted accounting practices
• record keeping

• maintains electronic and hard copy database of members’ transactions and all reports and account balances
• produces an account balance for each member at the frequency established by council, and forwards to Communication Coordinator in time for publication in the relevant newsletter
• receives monthly transaction records from the Transaction Recorder, records in the database and forwards a copy to the Transaction Recorder for verifying accuracy and to the Trustee for verifying acceptability of transactions
• provides members with an update of their accounts upon request, within a reasonable time
• debits members accounts with the green dollar fees established by council
• researches and provides advice to council on use of transaction software and accounting packages, including those designed for use by LETSystems
• ensures that members’ transaction confirmations are received, recorded and processed in the most efficient manner possible with available technology, and provides advice to council on necessary changes to relevant procedures that will require disbursement of funds other than petty cash

• Transaction Recorder, regarding the efficient collection and transmission of members’ transaction confirmations and monthly transaction records
• Trustee, regarding acceptability of transactions
• Membership Coordinator and Treasurer, regarding the membership status of members
• Communication Coordinator, regarding publishing account balances

• database management
• accounting package management
• record keeping

• reports to Transaction Coordinator
• receives and records members’ transaction confirmations, in accordance with the procedures established by the Transaction Coordinator/Committee and where relevant, the Secretary
• sends a monthly record of transactions to the Transaction Coordinator in a format acceptable to the Transaction Coordinator
• writes a trading report for newsletters and AGMs
• assists members with finding trading partners and organizing work bees

• Transaction Coordinator, regarding procedures and monthly reports
• Membership Coordinator, regarding updates to membership list
• Newsletter Editor, regarding trading reports
• NoticeBoard Editor, regarding proofreading of membership account information

• recording and clearing transaction confirmations from the voice-mail system
• e-mail capability is an asset

• Given the continual nature of most of the tasks, receives remuneration of Gr $10/hour for time spent in carrying out tasks, and records this fee by adding the amount as a transaction at the end of the monthly transaction record

• canvasses members and places volunteers as requested by coordinators or directed by council for:
• outreach activities
• coordinator committees
• phone tree branches
• newsletter distribution branches
• other activities related to coordinator-generated activities by means of reviewing membership applications, telephoning, submitting newsletter articles, participating in volunteer fairs, etc.

• maintains database of all volunteers’ interests and availability
• assists council members with finding permanent replacements
• maintains records of members’ volunteer activities and develops and implements a Volunteer Appreciation Program

• Outreach Coordinator, regarding events such as markets
• Membership Coordinator, regarding updated membership list
• Business Outreach Manager, regarding requests for assistance
• Social Coordinator, regarding the organization of social events and AGMs
• other coordinators, regarding requests for volunteers to serve on committees

• database management
• interpersonal communication

• organizes booths and displays at public events such as at UVic Ecofair and Moss Street Market
• seeks opportunities and arranges speakers for community groups
• organizes and manages information/orientation workshops for members and the public
• coordinates activities of Business Outreach, Youth Outreach and Membership Recruitment Managers

• Volunteer Coordinator, regarding assistance with events
• Membership Coordinator
• Communication Coordinator, regarding notification of upcoming events

• good interpersonal and public speaking skills
• works easily with all kinds of people/groups
• good understanding of theory and practice of local currencies

• reports to Outreach Coordinator and participates on Outreach Committee
• develops and updates promotional material specific to the recruitment of businesses
• coordinates and supports contact with business owners, including face-to-face meetings and presentations to business organizations, to increase business membership in VicLETS
• provides advice to council on the interests of existing and potential business members and on bylaws and/or policies which could be introduced or amended to reflect business practices
• serves as a representative of the council on any groups or organizations promoting or implementing other local currencies targeted at businesses, including but not limited to the Downtown Crunch and Community Way
• carries out research and advises council on alternative methods and currencies directed to businesses

• Membership Coordinator, regarding development of business membership packages
• NoticeBoard and Newsletter Editor, regarding business listings and advertisements in those publications
• Transaction Coordinator, regarding business transaction policies

• works with businesses in a professional manner
• has excellent communication skills and understanding of VicLETS and local currencies
• has good understanding of business financial procedures and tax obligations

• reports to Outreach Coordinator and participates on Outreach Committee
• develops and updates promotional material specific to the recruitment of youth
• coordinates and supports contact with youth, including presentations to youth organizations, to increase youth membership in VicLETS
• provides advice to council on the interests of existing and potential youth members and on bylaws and/or policies which could be introduced or amended to address youth issues
• serves as council liaison with the University of Victoria Student Union Society

• Membership Coordinator, regarding development of youth membership packages

• understands youth issues
• good written and verbal communication skills appropriate for audience
• good understanding of local currency theory and practice

• reports to Outreach Coordinator and participates on Outreach Committee
• undertakes activities at the direction of the coordinator

• as required by duties

• chairs Communication Committee consisting of Newsletter and NoticeBoard editors, Phone Tree Trunk, Web-site Manager and Newsletter Distribution Manager
• ensures that all written and display information is of high quality and conforms to system policies
• ensures that all information releases authorized by council and council members are published in the appropriate issue of a council publication, including the web-site
• provides advice to council on improvements to design of noticeboard, newsletter and web-site
• receives all parts of the newsletter package from the contributors, and arranges for photocopying and distribution of Newsletter, NoticeBoard and account balances, including distribution by e-mail to those members who request this
• ensures that the newsletter is distributed to members no later than the end of the first week of the period covered by the current edition, and earlier if possible

• all coordinators

• leadership skills including organization , meeting management and motivation
• interpersonal communication skills
• sound understanding of theory and practice of local currencies

• reports to Communication Coordinator
• composes and produces final copy of system newsletter at frequency requested by council and delivers newsletter to Communications Coordinator two days before the end of the month preceding publication of the newsletter
• establishes and enforces deadlines for submission of material for each edition, and provides timely reminders of the deadline to the members responsible for the following reports:

• Administrator’s column
• Trading report
• Membership report
• Treasurer’s report
• Outreach report
• Social report, including potluck dates
• Business and Youth reports
• maintains balance in each edition of the newsletter between innovation and consistency of style, always without compromising readability
• develops advertising policy for approval of council, accepts advertisements and charges for them in accordance with the policy, depositing any green dollars in LETS Account #1 and forwarding any federal dollars to the treasurer in a manner acceptable by the treasurer
• may provide advertisement design services to members upon their request, and in this capacity acts as a private member
• strives to improve the quality of the newsletter as the principal voice of the system both to members and prospective members;

• all writers of regular columns and reports

• desktop publishing skills
• excellent writing skills
• organizational skills
• has e-mail capability

• reports to the Communication Coordinator
• produces the NoticeBoard at the frequency and in the manner established by council, and submits final copy by e-mail to Communication Coordinator or to the person identified by the coordinator for receipt, in time for publication in the relevant newsletter or as otherwise directed by council
• establishes and ensures members are aware of the procedure, including deadlines, style, and required content, for members to submit offers and requests, including but not limited to the following methods:

• LETS voice mail
• facsimile
• e-mail
• collects offers and requests and arranges them in the NoticeBoard so as to ensure legibility and usability by members
• researches and recommends to council on desirable improvements to NoticeBoard

• Trustee, regarding suitability of offers and conformance with system policies
• Transaction Recorder, regarding proof-reading of member information

• appropriate software management skills
• accurate information management skills and good attention to detail
• has e-mail capability

• reports to the Communication Coordinator
• receives the requisite number of newsletter packages from the Communication Coordinator, or arranges for photocopying those copies if requested by the coordinator
• delivers newsletters to volunteer distributors and strives to ensure that newsletters are distributed to members no later than the end of the first week of the newsletter period, and earlier if possible
• maintains a group of volunteer distributors and ensures that they are provided with up-to-date lists of the members to whom they will be delivering as well as all other support necessary for their efficient operation and enjoyment of their task
• obtains from the Membership Coordinator the up-to-date membership list, and allocates new members so as not to overwhelm the distributors
• maintains list of members who wish to receive newsletters by regular mail or e-mail, arranges for the newsletter to be distributed to these members accordingly, and advises Communication Coordinator of the number of hard copies that must be photocopied
• works with volunteer distributors to improve the efficiency and effectiveness of the distribution process, and recommends ways to improve the process to the Communication Coordinator
• forwards an electronic copy of the newsletter to the Web-site

• printer of newsletter
• Membership Coordinator, regarding membership list
• Volunteer Coordinator, regarding needed additions to distributor pool

• has e-mail capability and database management skills
• develops supporting procedures and protocol for volunteer distributors
• must have means of physically and promptly delivering bundles of newsletters to distributors

• reports to Communication Coordinator
• designs and updates the VicLETS web-site and strives to obtain a high quality appropriate for the "voice" of VicLETS that is most likely to be noticed by strangers
• posts information on the web-site received from officers, as well as other appropriate sources, in accordance with council policy where relevant
• acts as liaison with other LETSystems throughout the world, maintains list of web-site and e-mail addresses for other LET or local currency systems, and assists coordinators and other members in requesting information from other local currency systems
• develops web-site advertising policy for approval of council, accepts advertisements and charges for them in accordance with the policy, depositing any green dollars in LETS Account #1 and forwarding any federal dollars to the Treasurer in a manner acceptable by the Treasurer
• may provide web-site design services to members upon their request, and in this capacity acts as a private member

• Newsletter Editor and possibly NoticeBoard Editor, regarding posting of those documents on the site
• Membership Coordinator, in the event that on-line registration of membership is possible

• web-site design and management skills

• reports to Communication Coordinator
• maintains a group of volunteer phone tree branches and ensures that they are provided with up-to-date lists of the members whom they will be contacting as well as all other support necessary for their efficient operation and enjoyment of their task
• when requested by the Administrator or council, arranges for all information intended for the immediate notice of members to be conveyed to them as soon as possible by telephone
• on own initiative, provides timely reminders to members of regular and special events such as potlucks and socials
• obtains from the Membership Coordinator the up-to-date membership list, and allocates new members so as not to overwhelm the branches
• works with volunteer branches to improve the efficiency and effectiveness of the distribution process, as well as the morale of the branches, and recommends to the Communication Coordinator ways to improve the process

• Administrator
• Membership Coordinator
• Volunteer Coordinator, regarding need for additional branches

• interpersonal communication skills
• theoretical and practical knowledge of local currencies

• organizes potlucks, dances and other social events
• maintains pool of available volunteers
• maintains list of suitable venues

• Volunteer Coordinator
• Phone Tree Trunk

• good organizational skills
• good interpersonal communication skills

• responds to requests for membership information forwarded by the Secretary or received directly
• develops and distributes various packages in response to requests for information, including:
• registration package
• membership package
• maintains an accurate list of all members, and ensures that all coordinators and their managers have an up-to-date copy of the list in time to carry out their regular tasks
• contacts new members after two months to enquire if they are finding LETS useful

• Outreach Coordinator and Managers, regarding design of information packages
• Treasurer, regarding status of members
• Administrator and other coordinators, regarding current membership list

• has e-mail capability
• database and record management skills
• understanding of theory and practice of local currencies
• interpersonal communication skills