Volunteers for Book Sales
Sales are usually held at least 3 times per year Spring (March/April), Summer (June/July/August) and Fall.
Positions include: cashier, book counter, replenisher, set-up/take down, kitchen, children’s section.
Some tasks require physical labour (eg. trolleying boxes, lifting/moving books & boxes, standing for more than an hour); Phone and/or email access required.
Recruiting & Co-ordinating Volunteers
- Contact individuals by phone and/or e-mail
- Maintain the volunteer schedule for a sale or event – schedule individuals appropriately
- Maintain volunteer database– update contact information, add/delete individuals, note areas of expertise
- Recruit volunteers for fundraising and other events as needed
- Participation at annual (September) KCR Community Resources Volunteer Opportunities Fair
- Participation at some sales is advantageous, but not required
Phone & email access required; MS Office Word skills required; basic Excel spreadsheet skills advantageous
Publicity/Public Relations
- Contact radio (CBC & local stations), TV (e.g. Global Community Info Segment), newspapers (e.g. Capital News, Daily Courier), local magazines (e.g. Mission & Glenmore neighbourhoods), internet (e.g. Castanet), other community groups (e.g. Project Literacy, School Districts, Seniors/Retirement facilities, neighbourhood associations) with fund-raising information
- Compose & circulate information releases for local media
- Assist in design, printing & distribution of event fliers and posters, including liaison with ORL graphic/web designers
- Assist in developing content (text, photographs) for director maintaining Kelowna FOL website, Facebook account and future social media initiatives
- Assist in developing content for director editing Kelowna FOL newsletter
- Attend FOL sales & hosted events
Phone & email access required; MS Office Word skills required; publishing/writing (including web, social media), graphic design and/or photographic skills advantageous
Volunteer Coordinators
- Attend up to 8 meetings per year (once a month except July & August)
- Assist with event organisation
- Participate on sub-committees e.g. volunteer recruitment, publicity
- Attend FOL sales & hosted events, as available
- Represent Kelowna FOL and host events at library branches & community events
- Represent Kelowna FOL at ORL Friends events
- Possibly take on an executive position (President, Vice President, Secretary, Treasurer)
Secretary
In addition to above duties for Directors:
- Record minutes and distribute (email) to all directors prior to meetings
- Prepare agenda for each meeting and distribute (email) to all directors prior to meetings
- Maintain Kelowna FOL central files (digital & print)
- Co-ordinate with director (publicity & public relations) on management of society email account
- Assist President in liaison with ORL Headquarters & branch librarians
- Assist President as contact for enquiries from community & City of Kelowna
Volunteer Financial Coordinator
In addition to above duties for Directors:
- Administer FOL financial activities in compliance with BC Society Act & Regulations and with financial institutions, City of Kelowna, insurance agencies and investment agencies/societies such as Central Okanagan Foundation
- Liaise with ORL Financial Department/officers on transactions such as branch wishlists funding
- Prepare monthly financial reports, distribute (email) and present to directors
- Prepare financial statements, if necessary with accountants , for Annual General Meetings and present report to members
- Maintain Kelowna FOL financial files (digital & print)
- Administer financial matters associated with book sales & events (including attendance at sales or appropriately delegating to another executive director; preparing instructions for, training and monitoring of volunteer cashiers)
- Administer financial matters associated with operation of Barlee sorting house
For all Volunteer Coordinator positions
Phone & email access required; good communication and collaborative skills required; MS Office Word skills required; MS Office Excel /spreadsheet & Access /database skills advantageous; Other directorial experience in non-profit / volunteer-based societies or working experience in administrative functions advantageous.