Who is a COC Representative
Your COC Rep is the primary contact person in your society for communication with the COC.
Duties of the COC Representative
Each orchid society belonging to the Canadian Orchid Congress is expected to appoint a society member to the position of COC Representative. The COC Representative acts as the liaison between the COC and the orchid society and will inform the COC of issues in the society for which the COC may be able to provide assistance as well as inform the society members of the services provided by the COC. The COC has prepared an awareness package for use by the COC representative to inform his society of COC activities and services. It is suggested this package be presented annually, early in the season to society members. It may also be used at annual shows to inform the public about the COC and the services available to the general public through the website. The package is available for download on the COC website under COC Awareness.
The COC organizes an annual meeting, the purpose of which is to discuss and vote on matters pertaining to the operation of the COC. At this meeting, each member society has one vote, which may be cast by any duly authorized society representative. In practice this is usually the COC Representative who carries and represents the wishes of the society to the AGM. If personal representation is not possible, a written submission of the society’s concerns may be sent before the meeting to the COC President. The COC Representative should ensure that the society President is informed and that a response from the society is given.
From time to time the COC may send out documents or policies on which an answer or a vote is required. The COC Representative should ensure that the issue is discussed within the society and that a response from his/her society is sent to the COC.
The COC produces a bimonthly email advisory that is distributed to the President and COC Representative and Newsletter Editor of each society. The Representative is expected to make the executives and members of the society aware of the content of the email advisory as appropriate.
Toward the end of each year a society’s membership in the COC and the optional group insurance policy come up for renewal. The COC sends out notices and a renewal form. The society representative must inform his/her executive of the renewal and ensure the renewal is met by the deadline.
The COC maintains a web site containing a variety of information of interest to orchid hobbyists in Canada, including consolidated lists of orchid society show dates, contact information for each Canadian orchid society, and a list of local orchid vendors. In order for this information to be timely and accurate, the COC expects the COC Representative in each society periodically review this information and notify the COC webmaster of any required changes. The COC Representative is also expected to provide annual show information to the COC Webmaster in advance so the information can be advertised in the COC Website.
The COC Representative must be able to communicate via email.