Waterloo Park

Terms of reference 

Our mission

The friends of Waterloo Park is a volunteer group that works in cooperation with the Waterloo Park advisory committee and the City of Waterloo to fulfill the goals of the Waterloo Park Master Plan. The friends of Waterloo Park promotes events, provides volunteer support, and fundraises to maintain, supplement, and accelerate improvements to Waterloo Park.

Our Goals

• foster public awareness and understanding of the Waterloo Park Master Plan
• promote and encourage the use of newly implemented features as well as existing park features
• use sponsorship and fundraising efforts to collect resources for the implementation of new projects and the enhancement of existing park features in support of the master plan
• promote volunteerism to engage residents in barn-raising activities

Structure

The friends of Waterloo Park was established in April 2015 as a subcommittee of the Waterloo Park advisory committee of council (WPAC). In 2017, the subcommittee was re-designated as a volunteer group (City of Waterloo committee policy, 2007).

The friends take the lead in coordinating fundraising, sponsorship, event planning, activity promotion, and project development in conjunction with the Waterloo Park advisory committee, and in support of the Waterloo Park Master Plan (2009) and subsequent plans.

Following a volunteer position description, working group members become registered City of Waterloo volunteers that may serve a minimum of one year, subject to review at any time.

The friends of Waterloo Park (friends, the friends, or FoWP) consists of a chair, a finance team, multiple specialty teams each coordinated by a team lead, a WPAC liaison and a City of Waterloo staff liaison. A summary of the purpose of each role appears below; individual volunteer position Descriptions provide complete details for all roles:

• chair - chair the friends of Waterloo Park meetings and oversee all aspects of friends of Waterloo Park event, sponsorship, and fundraising planning and execution in close collaboration with other committee members and City staff
• finance team co-Lead (two roles) - attend the friends of Waterloo Park meetings and oversee all aspects of friends of Waterloo Park finance and bookkeeping matters
• communications team and lead (four roles) - coordinate print, website, and social media and communications for friends of Waterloo Park
• community events team and lead (four or five roles) - program, plan, and coordinate events for the friends of Waterloo Park
• community fundraising team and lead (four roles) - coordinate fundraising support for the friends of Waterloo Park
• corporate sponsorship team and lead (three roles) - coordinate corporate support for the friends of Waterloo Park
• WPAC liaison - a member of the Waterloo Park advisory committee acts as liaison to relay information between both groups
• staff liaison - a City of Waterloo staff liaison provides expertise, organizational assistance and technical support for full meetings and all approved activities

Meetings

The friends of Waterloo Park meet in three distinct formats:

Joint meeting

At least once each year the friends of Waterloo Park shall hold a joint meeting with the Waterloo Park advisory committee to discuss and decide upon projects and priorities. Joint meetings will take place at a City of Waterloo facility at a time mutually agreeable to both groups. The quorum for a joint meeting must satisfy quorum for a full FoWP meeting and a full WPAC meeting. (50% of FoWP and 50% of WPAC).

Full meeting

The friends of Waterloo Park shall hold at least four (or more, as required) full meetings each year. Full meetings will take place at a City of Waterloo facility at a time mutually agreeable to all the friends. In order to conduct business, the quorum for a full meeting shall be attendance by 50% of the current friends membership, and should include at least one member from each team, if possible. Members of WPAC may attend a full meeting as delegates, but do not count towards quorum.

Team meeting

Each friends of Waterloo team shall hold at least ten (or more, as required) team meetings each year. Team meetings may occur at a site and time mutually agreeable to the current team. Quorum for a team meeting shall consist of the team lead, plus attendance by 50% of the remainder of the current team. The chair, WPAC liaison, staff liaison, and members from other teams may attend a team meeting as delegates, but do not count towards quorum. The WPAC liaison does not contribute to quorum in full meetings or team meetings. The staff liaison does not contribute to quorum in any meetings.

Appointment

• when a position vacancy exists, a volunteer recruitment notice will be published on the city website and other sources in January of each year
• applicants must fully read and understand the friends of Waterloo Park terms of reference and volunteer position description
• to be eligible for consideration, interested applicants will contact volunteer services with a resume and two references before the deadline
• volunteer services and the city staff liaison will review all applications, carry out interviews and reference checks and recommend appointments
• preference will be given to those living, working or studying in the Kitchener-Waterloo area

Requirements for friends of Waterloo Park

The list below outlines the requirements for being a member of the friends of Waterloo Park. Refer to the volunteer position description for more details.

• must be 18 years of age or older
• have good organizational skills, written and verbal communication
• show an interest or experience in finance, fundraising, sponsorship, communication, or event and program planning
• be willing to work cooperatively in partnership with city staff and other friends and delegates
• be capable of fulfilling the responsibilities of the position held
• commit to a minimum of one year is required, subject to review with the city staff liaison at any time
• attend a minimum of four meetings and four activities over the course of one year
• provide written correspondence of resignation to the city staff liaison