Edwards-Metcalfe Watch

Helping the Police keep an eye on our rural Edwards-Metcalfe Community

EDWARDS-METCALFE WATCH REGULATIONS

(Revised 31 October 2009)

 

The purpose of these Regulations is to provide a general management plan.  Subject to the Bylaws, they remain the responsibility of the Executive Committee. Accordingly, the Executive Committee may amend a Regulation as appropriate.

 

1. Timing of Annual Elections

 Annual Elections shall be held each year in the month of November.       

 

2.  Timing of Annual General Meetings and Fiscal year

The Annual General Meeting shall be held in the month of November and the fiscal year shall end on 31 October each year.

 

3. Timing of appointments

All appointments made by the Executive Committee are for a twelve-month period starting on 1 January and ending on 31 December, unless stated otherwise at the time of appointment. All such appointments are renewable.  Appointment of Officers and Coordinators are normally made in the month of December so as to take effect in the following year.

 

4. Executive Role Descriptions

(a) President 

Provides general leadership in pursuit of the organization’s objectives. Presides at all meetings and sees that they are conducted in an orderly and efficient manner. Provides assistance to other committee members as required. Co-signs cheques. Maintains a permanent file to be turned over to successor at the end of their tenure. Prepares agendas for meetings. Prepares and delivers annual report at Annual General Meeting. Represents the organization to media and other venues and liaises with police and other organizations involved in community watch activities, as necessary.

 

(b) Vice-President

Chairs meetings when President is unavailable.  When presidency becomes prematurely vacant, acts as President until new President is appointed. Assists President when requested.

(c) Secretary

Records proceedings at Executive Committee meetings, makes and distributes minutes. Receives mail addressed to organization; checks organization’s mailbox regularly. Writes letters as instructed by the Executive. Co-signs cheques. Maintains organization’s archives. Maintains membership list and membership application forms.

(d) Treasurer

Keeps financial records, including chequing and savings accounts.  Ensures that the organization’s funds are appropriately invested. Cosigns cheques. Pays bills. Reports on financial status of the organization to executive and general meetings and issues tax receipts in appropriate amounts for patrols completed.

(e) Patrol Coordinator

Maintains lists of patrollers, spares and potential coordinators; maintains and distributes patrol schedules; maintains supply of patrol-related materials; collects patrol reports; provides patrol statistics to Executive Committee; orients new members; informs Executive Committee of reports to police filed by members; calculates distance traveled by patrollers on patrol and provides to Treasurer.

(f) Website coordinator

Responsible for maintaining the website to include updating content as necessary.

(g) Communications Coordinator  

Coordinates production of newsletters and other advertising/communications for the Watch.

 

5. Volunteer Role Descriptions

(a) Patroller

Patrols once per month with patrol partner in scheduled time slot. Phones police office to log-on at start and logs off at end of patrol. During patrol- Displays Edwards-Metcalfe Watch signs on patrol vehicle; traverses roads indicated on patrol map; avoids any activity that could compromise patroller safety; looks out from within patrol vehicle for suspicious behavior; immediately phones in to police any observed suspicious behavior. After patrol- Files marked patrol map, completed patrol report form; files summary of phoned report to police, if any.

(b) Observer

Immediately phones in to police any observed suspicious behavior. Files with Patrol Coordinator a summary of any report phoned in to police.