Positions and Duties
The following are suggested positions and duties that the groups may consider: (Note: one person can hold more than one position, if required)
Program Coordinator
- Participate in recruitment and selection of volunteers;
- Assist in the overall organization of the program;
- Provide leadership and guidance to the program members;
- Liaise with the Police Liaison Officer and other members;
- Liaise with other community groups, stakeholders and MB COPP;
- Chair meetings;
- Maintain a list of all current members and provide updated member list to the Provincial Coordinator, along with a signed Letter of Agreement for each member;
- Arrange member training, as per program policy and procedures;
- Respond to any media or public relations inquiries;
- Pass on information provided by the Police Liaison Officer or other members regarding areas for special consideration when patrolling;
- Maintain equipment inventory and order as necessary;
- Initiate/organize/implement group fundraising activities;
- Attend annual COPP Coordinator conference when offered;
- Provide feedback and volunteer recognition to members
Scheduling Coordinator
- Responsible for scheduling volunteers;
- Ensure all volunteers are capable of and available to complete their shifts;
- Maintain scheduling records;
- Responsible for the coordination, distribution and collection of shift reports;
- Submit monthly patrol hours and volunteer hours to MB COPP via the COPP central email site or website;
- Submit monthly reports to Executive, including Police Liaison Officer.
Assistant Program Coordinator
Support the Program Coordinator with the above duties, and act in their absence – i.e. chair meetings and conduct all relevant duties.
Secretary-Treasurer
Secretary Functions
- Co-ordinate and maintain schedules, phone lists, mailing lists;
- Arrange meetings and inform members of dates, times and locations;
- Attend all Executive and Membership meetings;
- Assist in agenda preparation and distribution;
- Prepare and distribute all correspondence as required;
- Take notes at meetings, prepare minutes, circulate minutes and other notices to members;
- Maintain the COPP volunteer membership list;
- Maintain filing system including:
- Executive Committee membership list and duties
- Volunteer membership list
- Program Forms
- General information
- News clippings from local media
- Public relations documents
Treasurer Functions
- Responsible for the group’s financial transactions;
- Maintain a record of all money deposited into the account and payments made from the account including any invoices and vouchers;
- Receive and check bank statements to ensure the balance on the statement corresponds with the balance on the running record; and
- Prepare and submit regular financial reports to the Executive.
Police Liaison Officer
- Assist in the organization of the program along with the group coordinator;
- Liaise with other community groups, police agencies and Manitoba Public Insurance;
- Assist in the recruitment of volunteers;
- May arrange for criminal record searches for volunteers where appropriate;
- Responsible for all matters regarding the Law; and
- Review requests and suggestions received by group members, as well as the general public.
Volunteer Coordinator
- Recruit volunteers through various means such as radio, television, newspaper, posters, presentations, word of mouth and public service announcements;
- Review applications with the Coordinator and Police Liaison Officer;
- Maintain list of all trained volunteers and provide copies to the Executive members;
- Provide recognition to volunteers, along with other Executive members.
