Committee Job Descriptions

Contents:

  1. President
  2. Club Captain
  3. Secretary
  4. Treasurer
  5. Trips Officer
  6. Safety Officer
  7. Membership Officer
  8. Instruction Officer
  9. Publicity Officer
  10. Environmental Officer
  11. Social Officer
  12. Newsletter Editor
  13. Gear Locker Officer
  14. TROG Editor

1. President

The essence of the President's role is to provide experienced and wise advice to the committee, whilst minimising his/her active involvement in the actual day-to-day running of the club.

General Duties include:

  1. Give direction to the club and provide leadership. This requires having an overall awareness of the problems and advantages associated with the club situation.
  2. Provide support and encouragement to the committee. Make it clear that they are available (they should explicitly say this to the committee), be aware of differences and try to solve them, and communicate with the Club Captain.
  3. Actively offer advice, experience, support, encouragement, ideas and improvements all the time and not wait to be asked.
  4. Provide continuity from year to year, help with the transition period and generally know from past years how to go about certain jobs.
  5. Be available for consultation by all club members and represent the interests of the membership in discussions.

Specific Duties include:

  1. Make sure that all committee members know about the constitution, committee job descriptions and guides on the CUTC web page. Make sure that the Club Captain is briefing committee members adequately on their duties, and that the Club Captain is checking that the duties are being adequately carried out.
  2. Apply for grants (this can be delegated to the secretary if appropriate), e.g., Hillary Commission Funding, UCSA club grants. Good information on funding: http://www.sparc.org.nz/about-sparc/funding
  3. Represent the club, deal with media if appropriate and act as UCSA contact.
  4. Update the details of the committee and the club with the UCSA Clubs Development Officer
    5. (cdo@ucsa.canterbury.ac.nz), John Spencer (clubbookings@ucsa.canterbury.ac.nz; he needs to know who has gear locker keys and UCSA swipe cards), the Registrar of Incorporated Societies (http://www.societies.govt.nz) and the UCSA clubs web page (can be done online). Pass on the logins and passwords for the UCSA and the Incorporated Societies online accounts to the next President.
  5. Update the club manual (constitution, guides, job descriptions).
  6. Make sure the CUTC stays an incorporated society (see http://www.societies.govt.nz, 'Information Library' in the menu on the left, then 'Incorporated Societies' in the main frame, 'Running an Incorporated Society (general info)')! Otherwise it's $200 plus having to find all the missing documents which could be nearly impossible. To meet the ongoing filing requirements, annual financial statements need to be filed with the Registrar of Incorporated Societies (can be done online), in case the constitution is altered the change also needs to be filed, and address and organisational details need to be up to date (online).
  7. Liaise with other tramping clubs, e.g., Otago (OUTC), Massey (MUAC), Victoria (VUWTC), Auckland (AUSA), Lincoln. Apart from exchanging information and experience, this can include combined events and trips.
  8. Attend committee meetings.
  9. Write a President's column for the newsletters and a President's report for TROG.

Other

2. CLUB CAPTAIN The overall responsibility of the Club Captain is to ensure that all club activities run smoothly, that all the Officers are doing their jobs well, and that all club members are catered for equally. The Club Captain is effectively the manager of CUTC. SPECIFIC DUTIES INCLUDE. 1. Briefing new committee members on their role. 2. Checking committee members are undertaking their duties adequately, and helping them if they are having difficulties. 3. Oversee the organisation of all the weekly club meetings. 4. Organisation and chairing of committee meetings. 5. Ensuring that all committee positions are filled. This includes overseeing the finding of new committee members, whether at the regular end of the position's term or during the year. 6. Organisation of 1/2 AGM and Full AGM. 7. Organisation of Clubs Day. 8. Send delegates to clubs, societies and DoC Recreation Liaison meetings. 9. Organisation of the gear sale(s). 9. Ensure that TWALK organisation runs smoothly. 10. Plan for future. 11. Choosing and delegating use of UCSA photocopier pin number. 12. Write Club Captain's report for TROG 13. Write Club Captain's report for each newsletter. 14. Oversee day to day business of club. 15. Sign CUTC cheques. 16. Club Captains should make sure that the committee member e-mail forwarding from xxx@cutc.org.nz is up to date. WEEKLY MEETINGS Club meeting are normally be held are 7.30 pm on Wednesdays during term time. (Tuesday nights were tried several years ago but were unsuccessful. Some people find it very hard to get organised for the weekend with Wednesday night trips, but few people will make a commitment to go on a trip as early in the week as Tuesday). The weekly meetings are to be organised by the club captain(s). The Club Captain's job is to: 1. Secure room bookings, see UCSA website www.ucsa.org.nz ' "Club room bookings". Do this timely, i.e. as early as possible (book meeting room for the whole year during term). Large rooms are required for: the first term, TWALK organisation and the AGM. 2. Book a projector for all meetings through UCSA night manager, demand is high so do this first thing in the year! 3. Present notices on the events of the previous week, what is happening the following week, and what is happening this week as well as other relevant information like who to see to join the club. 4. Arrange the speaker/slide show/activity for that meeting. Screens and whiteboards can be booked with the Clubs Development Officer. A projector may need to be arranged. 5. Be the `front person`, introducing the speakers or other activities. 6. Inform the publicity officer of the details well in advance and ensure that publicity is extensive. Organisation of speakers or activities for meetings should be delegated to specific committee members (or any club member) when the programme is arranged for each term. Speakers should be interesting and reflect the wide interests of the club and not the elite (ie basic and epic subjects!) Speakers can be both club members and outsiders. Ideally the first meeting of the year should present an overview of the club, and be welcoming to new members. The organization of one meeting a term can be delegated to the Social Officers and/or the Environmental Officers. There should be space for weekly announcements at each meeting. Weekly email Club Captains should find somebody to send out the weekly club e-mails with Wednesday meeting programme and weekend trips (it's important to blind carbon copy the club member's e-mail addresses). COMMITTEE MEETINGS The purposes of having committee meetings are to: 1. Keep in touch with the other Committee members. Usually a short report on what has been happening in each role is presented. 2. Disseminate non urgent mail. 3. To make policy decisions. 4. To plan actions that need to be undertaken (i.e. organisation for club day). 5. Discuss the purchase of major items 6. Discuss the proposals to apply for funding. 7. Discuss affiliation/ support of other organisations. 8. Discuss and safety concerns and accidents. Dates for committee meetings are to be set with the calender. These should be approximately every term. An agenda is to be prepared and publicised before each committee meeting. Committee meetings are to be chaired by the Club Captain and are to follow correct formal meeting procedure. 1/2 AGM and Full AGM. Agendas are to publicised in advance and the meetings. See Publicity Officer's role for details on where and when these meetings must be publicised. Chaired by the Club Captain. AGM is held late in the year. The following new committee members are elected: " President " Club Captain " Secretary " Treasurer " Trips Officer " Safety Officer " Instruction Officer " Membership officer The 1/2 AGM is about the third club meeting of the year. The following committee members are elected: " Social Officer " Environmental and Avoca Hut Officer " Trog Editor " Newsletter Editor " Gear Locker Officer CLUBS DAY Second week of term one. About half the membership signs up on the first day, and half on the second. Club Captain to: 1. Book a table with the Clubs Development Officer 2. Ensure that an appropriate display is prepared. 3. Arrange for CUTC members to be at the table to take enrolments. 4. Ensure that the following forms are ready: a. membership registration forms (350) b. information fliers (500) c. Newsletters (350) The newsletters should only be given to people who have become members. Organisation for Clubs Day will probably involve a meeting before the start of the year, or in the 1st week. All Membership registration forms should go to the Membership Officer. It is useful to hire a laptop so that members details can be entered on to a spreadsheet on Clubs Day. CLUBS AND SOCIETIES MEETING Ensure that the date of the meeting is known and a delegate from the club is sent. The most appropriate person to send is the Treasurer. GEAR SALE The purposes of Gear Sales are to: " Provide the opportunity for CUTC members to get good quality cheap gear. " To provide bargaining power for CUTC to get sponsorship. In the selection of a retail outlet to hold a gear sale the following shall be considered: " The quality and the range of equipment provided " The amount of space in the store. (Once the Gear Sale was held at Bivouac, but the lack of space meant many people were waiting outside.) " The quality of the service (The quality of service often changes with changes in the staff. A store which used to provide good service, has become slack and at times intimidating, to the point where several CUTC members no longer purchase equipment there). The Club Captain may delegate organisation of the gear sale. Two Gear Sales can be held each year. Gear Sales should be arranged after loans/allowances have come through, for the convenience of students and retail staff. Approach major tramping/climbing retail outlets to get discount offer for a CUTC gear sale. Then compare same/similar items at each store to find best deal. eg Torre/Terra Nova packs, Solstice/Scorpion sleeping bags, Parkas etc. TWALK Organisation of Twalk is offered to the previous years winners. If they are not willing, then organisers need to be found. Make sure that TWALK organisers are aware of their responsibilities.(See TWALK organisers job description) Arrange for, and present a gift for the TWALK organisers at the TWALK Prize Giving to show appreciation for their work. FUTURE PLANNING Ideas/suggestions for activities and speakers could be recorded for future reference. TROG. Club Captain writes a report on how the club has run that year. DAY TO DAY BUSINESS Includes : " Signing cheque requisition forms. " Keeping an eye on mail and noticeboard. " Helping members with questions or problems Other " Expenditures should be approved by the committee prior to purchase, unless they are inexpensive things or unquestionably essential to the fulfillment of the role. Give receipts to the Treasurer to receive a refund. Companies can bill the CUTC for significant purchases. " Hand over all information, material and useful ideas to the person who takes on your role at the end of your term. It helps tremendously in the smooth running of the club. 3. SECRETARY Specific duties include: 1. Taking minutes of meetings. 2. Preparation of an action list at the end of a meeting to be given to the Club Captain 3. Chairing meetings if Club Captain is absent. 4. Notifying committee members of mail relevant to their portfolio. 5. Clearing the mail box weekly and answering letters. 6. Notifying the UCSA Clubs Development Officer of any changes to CUTC constitution. 7. Maintaining a copy of, and understanding the constitution and policy and advice document. 8. Ensure all committee members are aware of up coming committee meetings at least one week in advance. 9. Updating of all CUTC guides and arranging the printing of these for the start of the year. 10. Updating of the Committee job descriptions and distribution of these to all new committee members. 11. Preparation of all affiliation forms as required by the UCSA. 12. Ensure all records, newsletters and a copy of Trog are placed with the McMillan Brown Library. 13. The Secretary may be a cheque signatory. The Secretary may share the duties of the Treasurer. Taking minutes of the meetings The minutes are to be typed and displayed on the notice board. A copy is to be kept in a minutes book. Minutes must be reading before the next committee meeting. Preparation of all affiliation forms as required by the UCSA. The Clubs Development Officer has copies of this. This is a considerable job, requiring the collation of paperwork form a number of committee members. It is due in on the 31 of March. Other " Be an active member of the club. Come on Freshers, attend most meetings - a lot of organisation happens at meetings, and this reduces the need for laborious committee meetings - and get to know club members. " Attend committee meetings, if at all possible. Otherwise send an apology. " Expenditures should be approved by the committee prior to purchase, unless they are inexpensive things or unquestionably essential to the fulfillment of the role. Give receipts to the Treasurer to receive a refund. Companies can bill the CUTC for significant purchases. " Hand over all information, material and useful ideas to the person who takes on your role at the end of your term. It helps tremendously in the smooth running of the club. 4. TREASURER GENERAL DESCRIPTION 1. To control and handle all receipts and payments, and to keep an accurate account of them 2. To ensure payment of committed expenses 3. To keep accounts up to date and to prepare summaries for full and half AGMs and TROG SPECIFIC DUTIES INCLUDE 1. Communication with trips leaders and organisers to determine budgets for trips/courses/events and the final cost per person - details on cost per car. 2. Ensuring appropriate change is in the cash box for specific events. ($5 and $10 notes are often needed in large numbers) 3. To prepare a proposed budget for the year for affiliation to UCSA (by 31 March), to be presented at the half AGM. 4. To prepare a Treasurers Report to the end of February to be used for affiliation to UCSA, Hillary Commission Application, and presented at the half AGM 5. To prepare a Treasurers Report for TROG to be presented at the AGM 6. To advise Club Captain on a regular basis the current cash flow situation. 7. Control of money during Clubs Days. Cash and cheques will need to be deposited regularly during the day. 8. To keep track of and budget for future commitments. 9. To keep all invoices/receipts/cheque lists and financial correspondence relating to club activities. 10. Liaising with the Gear Locker Officers, to ensure that appropriate records of financial transactions with the gear locker are kept, and that income from the gear locker is regularly deposited in the club account. 11. The Treasurer shall be a cheque signatory 12. Arranging the change of cheque signatories following the AGM SPECIFIC AREAS 1 INCORPORATED SOCITY " Treasurer needs to be familiar with the requirements for running an incorporated society (see http://www.societies.govt.nz, 'Information Library' in the menu on the left, then 'Incorporated Societies' in the main frame, 'Running an Incorporated Society (general info)'). This mainly includes proper record keeping and filing annual financial statements with the Registrar of Incorporated Societies (the CUTC President has the club's online account details; on the previously mentioned web page there are instructions and a sample financial statement). This is important as regaining this status once lost would be difficult and expensive. 2 RECEIPTS " A receipt docket must be given in return for any money received. " All money must be banked as soon as possible and a record kept of all amounts and details. " A record must also be kept of deposits made to the bank. " Cash on hand is kept LOCKED in the cash box. The Gear Locker has a separate cash box. " If many cheques are received, use the form provided to deposit them and keep a copy. " Cheques received that are not personalised should have name and address on the back. 3 PAYMENTS " Payments are made using the ANZ cheque book. " Payments can NOT be made directly out of the cash box as no sufficient control can be kept of in/out flows. " They must be co-signed by the treasurer and another signatory. " All cheques should be easily traceable to receipts/invoices. " Statements are obtainable on request from the on campus ANZ or online. " When paying significant amounts to a person outside the CUTC request a receipt. 4 SUBSCRIPTIONS " Subs are our main source of income, it is important to keep track of them. As of 2006 subs are $20 per full year membership, $15 per half year membership. " Treasurer should liaise with the Membership Officer to ensure appropriate money control when people join after Clubs Day. " People should pay BEFORE filling out a details form. " Always issue a receipt. " Don't let too much cash accumulate in the cash box. " Make sure that cheques received are filled out correctly " e.g. are made out to University of Canterbury Tramping Club or CUTC. 5 GEAR LOCKER " Cash received by gear locker officers should be kept separately and recorded by them. " The Gear locker Officers should not pay for gear purchased out of gear locker money that has accumulated. " It is up to the Treasurer to regularly collect money off the gear locker officers and bank it. 6 TROG " The annual club magazine involves a large end of year expense. Costs of publishing are around $1032 (2005). It is therefore necessary to budget so that the club account has enough money at the end of the year to cover this expense. " It is the TROG editor's responsibility to organise advertising to cover some of the costs of TROG. " It is necessary to consult with TROG editors as to what advertising has been received. TROG editors bill the people concerned for what they have agreed to pay and chase up unpaid accounts. 7 TRIPS It is important that CUTC trips don't run significantly over cost as this reduces the money available to subsidise other events. The aim for most trips is to break even. (a) Small weekend trips The costs for weekend trips are met by the trip members. Costs are determined by the Trips price list (to be kept up-to-date by the treasurer in line with current petrol prices) and to be paid upfront to the treasurers the meeting before the trip takes place (use treasurers' trip form). If external transport needs to be hired this has to be taken into account when calculating the trips price. (b) Large trips e.g. Freshers/Easter/TWALK The Treasurer needs to consult with organisers to ensure that the trip doesn't make a loss. This needs a reasonably accurate estimate of numbers of people. The cost can vary significantly depending on whether private cars or hired vans are used. Even if you are only $5 out per person, that means $300 for sixty people. (c) Instruction courses Instructors are fully subsidised. Costs are usually transport, food, petrol and accommodation. The course may be subsidised. This needs to be budgeted for. 8 BUDGETING The Tramping Club is both a non-profit and a non-loss organisation. It is therefore suggested that a budget be drawn up at the start of the year. This can be revised at any stage during the year. The budget will have to include payments for: " gear purchases " gear maintenance " newsletters " affiliation to FMC " TROG " Club night expenses " general administration " social events " subsidized activities " etc Receipts from: " subscriptions " Club grant " social event proceeds " advertising " gear hire " donations? " etc Refer to the Clubs and Societies handbook for information relating to the Students Association. 9 CONTINGENCY FUND A sum of $10,000 is in an ANZ online call account, although the committee decided that the target should be $7,500. This money acts as CUTC's "insurance" should an excess need to be paid on a hire van following an accident, and for other unforeseen circumstances. Expenditure of any of this money must have approval of the committee. 10 General " Be an active member of the club. Come on Freshers, attend most meetings - a lot of organisation happens at meetings, and this reduces the need for laborious committee meetings - and get to know club members. " Attend committee meetings, if at all possible. Otherwise send an apology. " Expenditures should be approved by the committee prior to purchase, unless they are inexpensive things or unquestionably essential to the fulfilment of the role. Give receipts to the Treasurer to receive a refund. Companies can bill the CUTC for significant purchases. " Hand over all information, material and useful ideas to the person who takes on your role at the end of your term. It helps tremendously in the smooth running of the club. 5. TRIPS OFFICER The Trips Officer should: 1. Compile a suitable list of trips each term for the newsletter. There normally needs to be about four or five trips organised for each weekend during term, plus about five or six for the holidays that follow. Trips should vary in difficulty from easy day walks through to extreme missions. The format for describing trips can be copied from previous years as can the grading system. 2. Attempt to find coordinators for trips taking place in the weekend before the Wednesday meeting. Coordinators can be found at the meeting, but this makes things chaotic on the night. 3. Turn up to the Wednesday meeting and: - Present the trips for the coming weekend. PowerPoint can be an effective tool in order to illustrate what particular trips will be like using photos and maps, although this is not essential. - Distribute the forms for official club trips to the trip coordinators for the weekend. Help them with any problems or questions they have. - Provide the treasurers with a list of the trips for the weekend and their respective costs. - Ensure the Safety Officer has checked all trips for the weekend. 4. Keep a record of which trips went ahead and which didn't. This is useful when compiling trip lists later in the year - trips which were cancelled for some reason could be repeated. Books Held by Trips Officer The following books are owned by CUTC but should be held by the Trips Officer: Tramping in the South Island - Arthur's Pass to Mt Cook Tramping in the South Island - Mount Richmond Forest Park to Arthur's Pass Definition of a 'Club Trip' A club trip is defined as a trip that is approved by the Trips Officer and the Safety Officer and is financed through the Treasurers. Holiday trips are not normally 'official' club trips but can still be suggested by the Trips Officer. Freshers A "Freshers tramp" is to be organised at the start of the year. This should be an easy social trip. Ideally Freshers is to be promoted on Clubs day and an information sheet handed out then. Freshers is often run by the Club Captains rather than the Trips Officer so this should be discussed with them. Other " Be an active member of the club. Come on Freshers, attend most meetings - a lot of organisation happens at meetings, and this reduces the need for laborious committee meetings - and get to know club members. " Attend committee meetings, if at all possible. Otherwise send an apology. " Expenditures should be approved by the committee prior to purchase, unless they are inexpensive things or unquestionably essential to the fulfillment of the role. Give receipts to the Treasurer to receive a refund. Companies can bill the CUTC for significant purchases. " Hand over all information, material and useful ideas to the person who takes on your role at the end of your term. It helps tremendously in the smooth running of the club. 6. SAFETY OFFICER The Safety Officer's job is to ensure and maintain a high level of safety on all Club trips. THE SAFETY OFFICER HAS THE FOLLOWING SET DUTIES; 1. Attend every meeting, or arrange another suitable person, approved by the Club Captain, who can act as Safety Officer in your absence. 2. Be aware of who is, and is NOT a suitable leader. 3. Educate members on broad safety issues 4. Encourage new leaders through the Leaders scheme. 5. Ensure the Leader is appropriate to the trip. 6. Ensure the Leader has completed a pre-trip hazard and equipment checklist . 7. Debrief leader after trip and collect any relevant information. 8. Ensure that all Club activities are safe. The Safety Officer has the power to: 1. A Stop a trip from going. 2. B Stop a person from going on a trip. BROAD SAFETY ISSUES Broader safety issues may include: 1. Wasps 2. Giardia 3. The Base Contact System 4. Sharing of water bottles (meningitis and herpes) 5. Hypo and hyper thermia 6. Recognition of alpine hazards 7. Use of Gas stoves Mediums for raising club members awareness of these issues could include; 1. The Yellow Card 2. Newsletters 3. Meetings 4. Instructing Leaders LEADERS SCHEME " Any person who is interested can do a trip as an assistant leader. It is the job of the Safety Officer to encourage people to be assistant leaders. The information given on membership forms should help target people with the appropriate skills. " The level of responsibility given to the assistant leader is flexible. " Leaders are to be encouraged to attend courses to improve their skills. " Leaders are to be encouraged to do more teaching on trips " WARNING: Often people who push themselves forward as potential leaders do not have appropriate interpersonal skills for leading trips. ENSURE THAT THE LEADER IS APPROPRIATE FOR THE TRIP People good at leading fit trips may not have an appropriate leadership style for easy trips, and visa versa. Criteria for suitability to lead a particular trip; " Appropriate technical skills " Appropriate experience " An appropriate leadership style " An appropriate personality PRE-TRIP CHECK LIST Make sure the pre-trip checklist of all trips is completed before departure. Go through risk management of the trip with the leader concerned. Do not do it for them but make sure they have identified the risks and how to reduce them. Make sure that appropriate safety gear is taken eg 1st aid kit, mountain radio, ice axe etc DEBRIEF LEADER AFTER TRIP Any relevant information can be collected, such as people who may be potential leaders or any major problems that occurred. ENSURE ALL CLUB ACTIVITIES ARE SAFE AND ENJOYABLE A The right to stop a trip from going. This is a right only to be exercised as a last resort, when the trip is seen to be unsafe and there are no other alternatives. B The right to stop a person from going on a trip. If a person has signed up for a trip that is clearly beyond their ability and is going to increase the risk to an unacceptable level then that person can be stopped from going on that trip. Other " Be an active member of the club. Come on Freshers, attend most meetings - a lot of organisation happens at meetings, and this reduces the need for laborious committee meetings - and get to know club members. " Attend committee meetings, if at all possible. Otherwise send an apology. " Expenditures should be approved by the committee prior to purchase, unless they are inexpensive things or unquestionably essential to the fulfillment of the role. Give receipts to the Treasurer to receive a refund. Companies can bill the CUTC for significant purchases. " Hand over all information, material and useful ideas to the person who takes on your role at the end of your term. It helps tremendously in the smooth running of the club. 7. MEMBERSHIP OFFICER The job of the Membership Officer is to 1. Encourage people to join CUTC a. Be available at the start of every meeting with membership forms, receipt book and cards. b. Print information sheets on the club 2. Design and arrange to have the membership cards printed a. This usually takes a week or so and needs to be done well before clubs day 3. Develop and update records of all current club members a. Possibly hire a laptop from computer services over clubs days b. Make an excel file and save it to CD c. Email updates weekly to the person in control of the distribution list 4. Include the Mac Millan Brown Library, on the address list for newsletters and TROGS 5. Act as the contact person for people to change their contact details 6. Print off address sticky labels for Newsletter and Trog Editors. 7. Print a name and phone list of the committee for the first post Clubs Day newsletter 8. Print membership list (with student number but no other contact details) for UCSA affiliation (if needed) 9. Provide UCSA and nonUCSA member totals in club for Hillary Commission Funding application and UCSA affiliation (if needed) 10. Provide relevant committee members with members contact details The following committee members should be provided with the full contact details of the club members (including emergency contacts): " President " Club Captain " Safety Officer " Gear Locker Officer 11. Ensure all members have paid their subs and signed the Membership Registration Form. 12. Hold copies of all Membership Registration Forms. a. All copies of membership forms should be held by the membership officer during the year. They should be destroyed after the last offical meeting of the year. Encourage people to join CUTC Target less well represented people, such as women and Arts students. Develop and update records of all current club members Hiring a laptop from Computer Services for a week over Clubs Day is useful for getting all the membership details on a data base rapidly. Act as the contact person for people to change their contact details Print off address sticky labels for Newsletter and Trog Editors. Get sticky labels from ??. Secondary/emergency newsletters are usually used for sending out TROG. Print a name and phone list for the first post Clubs Day newsletter Sort the names so that first names are first. Print membership list (no contact details) for UCSA affiliation This should be printed as close to 31 March as possible. This should be given to the Secretary. Provide UCSA and nonUCSA member totals in club for Hillary Commission Funding application and UCSA affiliation. Provide relevant committee members with members contact details The following committee members should be provided with the full contact details of the club members (including emergency contacts): " President " Club Captain " Safety Officer " Gear Locker Officer Hold copies of all membership registration forms. All copies of membership forms should be held by the membership officer during the year. These should be destroyed after the last official club trip of that year. Life members The life members of the club are: Other " Be an active member of the club. Come on Freshers, attend most meetings - a lot of organisation happens at meetings, and this reduces the need for laborious committee meetings - and get to know club members. " Attend committee meetings, if at all possible. Otherwise send an apology. " Expenditures should be approved by the committee prior to purchase, unless they are inexpensive things or unquestionably essential to the fulfillment of the role. Give receipts to the Treasurer to receive a refund. Companies can bill the CUTC for significant purchases. " Hand over all information, material and useful ideas to the person who takes on your role at the end of your term. It helps tremendously in the smooth running of the club. 8. INSTRUCTION OFFICER Objectives To raise the standard of skills and safety in the areas of; Bushcraft, Leadership, Snowcraft, Rockclimbing, First Aid. Requirements 1. The calender of instruction events is to be prepared and publicised 1 term in advance. 2. All relevant outside courses are to be publicised and if necessary bookings made for the Tramping Club. 3. A list of instructors and their abilities is to be maintained and standards for instructors formalised. 4. Encouragement of teaching orientated trips. 5. Teaching of instructors to be encouraged and organised as much as possible, Eg through MSC or NZOIA, as well as within the club. 6. Communicate with Trips Officer and Safety Officer to ensure that appropriate and adequate instruction is being given. 7. Organisation of instruction courses 8. Ensuring CUTC instruction books are up to date. Teaching of instructors The general approach of CUTC is to get our CUTC instructors up to a good level of knowledge and skill, rather than using outside instructors. Sending our CUTC instructors on outside courses is a good idea, and a good way of getting Hillary Commission funding. Attempts should be made to have women instructors at every event. FMC Alpine Instructors Course MSC bushcraft? Books held by CUTC All the relevant manuals, such as the Mountain Safety Council Bushcraft and Mountain Craft books should be held by CUTC and used for within club instruction of instructors. Suggested events to be organised (or delegated) " Basic Bushcraft, preferably 1st term. " Rivercrossing day. " Leadership course. " Basic and intermediate Snowcraft courses. " Rockclimbing ; beginners courses and also safe practise instruction " Outdoor 1st Aid course. - Independent Medical Services " Evening sessions on 1st aid, navigation or anything else appropriate. " Anything else considered relevant. All courses that use the MSC, Eg bushcraft and leadership, need to be organised the year before. The contact for the MSC is Paul Johnson Ph 337-2614 during the day. Other " Be an active member of the club. Come on Freshers, attend most meetings - a lot of organisation happens at meetings, and this reduces the need for laborious committee meetings - and get to know club members. " Attend committee meetings, if at all possible. Otherwise send an apology. " Expenditures should be approved by the committee prior to purchase, unless they are inexpensive things or unquestionably essential to the fulfillment of the role. Give receipts to the Treasurer to receive a refund. Companies can bill the CUTC for significant purchases. " Hand over all information, material and useful ideas to the person who takes on your role at the end of your term. It helps tremendously in the smooth running of the club. Comments from 1994 instruction officer: Susie Gaskin These are just a few suggestions and details of how I organised instruction courses. Generally speaking the club likes to give instruction courses throughout the year. In the first term these can be: - River crossing : I think this is very important - Rockclimbing day: usually has a big interest - Introductory snowcraft - Bushcraft course: I didn't do one but is good for general knowledge for those who have never had to read a map before - Outdoor First Aid: run though MSC Second term: - Introductory snowcraft: similar to first term if there is the demand or can make it into more of a winter survival course -Intermediate snowcraft: best to do it through MSC - Leadership course: do it through MSC Third term: - Rockclimbing day - Outdoor First Aid: run through MSC The following section gives more detail about what is involved in organising each of the different instruction courses: 1) River crossing: This should be very close to the start of term so that people have the experience before Easter trips. The course can be run in a day. First there is an introductory talk at a meeting place at the university. This should cover a brief description of why it is important, how to choose a crossing place, how to decide when it is too dangerous, a bit about intelligent route choice. There is also a video tape prepared by the Dunedin Phys Ed Dept in the gear locker that gives a approximately 20 mins overview and gives people an idea of what they will be doing. It is very good but the important points should be emphasised again afterwards. The second part is the practising of the rivercrossing. The Waimak is a very good river because it has a relatively smooth bed, lots of choice in size, depth and speed of channels to cross and is close. It is best to go out the day before the course and check out a good location. It is a good idea to choose one site that would still be good if the water level goes up and one if it drops. The ideal site would have a region with water depth of about thigh to waist deep, for most of the practise and an region nearby that is deep and fast (but with safe runout) for packfloating. People with 4 wheel drives are good to have along as it makes finding the location faster. The course can be run for up to a 30-40 people. A bus needs to be rented for travel out there (easier than trying to get half a dozen private cars to an obscure place on the Waimak) usually a week or two in advance. It would be ideal to have one instructor for every 4 people on the course, which is not usually a problem, people are usually willing to give up a day. Arrive at the Waimak at 10:30 - 11:00, divide people up into groups and send them off with their instructor. Things to cover are the various different ways of crossing with mutual support between people with and without a stick, one person with and without a stick, pack floating, and choice of crossing places. Most of this is covered very well in the MSC Bushcraft manual. People should bring lunch and dry clothes to change. You can bring a BBQ along for the lunch (weather dependant) and have the bus return at 3-4 pm. Usual cost is $5/person, instructors nothing, difference subsidised by the club. 2) Rockclimbing day This is very popular and you can expect to have up to 50 people wanting to do it. The best place to run it is Rapaki Rock, note that you cannot run it at the indoor climbing wall if it rains unless the instructors are certified climbing instructors. The hardest part is to get enough instructors who have gear, especially ropes. People do not like lending ropes. Places to look for instructors are the club, the university alpine club, the women's climbing club... It is nice to have about 6 or 7 ropes. Can have people drive up in cars, which is good because it allows some flexibility in people coming and going. Remind them to bring warm clothes, food and water. The club has a couple of harnesses, slings but otherwise the instructors and participants have to provide the rest. It requires a full day, leave at 9am and return at 5pm. It is good to have one abseil rope, to give confidence in the rope and belayer and the rest for climbing. Usual cost is $5/person. People lending gear, especially ropes should be given some money to go towards wear and tear on their gear. Subsidised by club. 3) Bushcraft course There has been some interest in a bushcraft course. For people who have never been out in the bush before they don't know about map reading, rivers, route choice... basic common sense. 4) Introductory snowcraft This is popular and the club has almost enough gear to run the course for 20 people with the gear we have. 20 people on the course is a good number also because the course can almost fit into Steeds Hut. (other club huts or YHA or tents can be used for the overflow) The basic course covers the use of ice axe (walking, self arresting) and crampons. Instructors can usually be found in the club, with about 1 instructor to 4 to max 5 people. The course is run over a weekend leaving on Friday 6 pm. This means that Friday is drive up to Arthur's Pass and do the crampon fitting that night (usually takes a couple of hours). Saturday is specific instruction on the use of ice axe and crampons. Sunday is a climb up a peak to practice those skills. Things to do before the course are to get the instructors (who are subsidised for their accommodation and transport costs), to book Steeds Hut and to check out the gear. When hiring gear McEwings makes you pay to book so you can't change your mind on numbers, but Kathmandu lets you book by phone and you can change numbers up to a day before. Pieps have to be booked ahead (6 is a good number: only Mc Ewings has them). Have people pay up on the Wednesday before otherwise they tend to change their minds. The club partly subsidises the course so the cost to people is $25 to $30. Private cars are used for transport if possible. People need warm gear, food and water for the weekend, sleeping bags. The course is usually run in first term up the Otira Valley, where usually there is good snow until late in the season, for the first day. On the first day the technical aspects of ice axe and crampons are taught, a good description of the techniques to cover is in the MSC Snowcraft Manual. It is good to have an avalanche talk in the evening and possibly Peips searches that night or the next day. The second day is a climb up a peak, Phillistine is good because there is usually a little snow left at the top, and it is not a simple track tramp. For a course run in second term, Temple Basin is quite good especially if it is modified to include winter survival aspects. In this case snow caves can be dug, and route choice can be instructed on a tramp up to the peaks via Bill's Basin for example. Options for peaks to climb can include Temple Mountain, Avalanche Peak. 5) Intermediate Snowcraft This would be a course instructing on the use of ropes and belays in the snow. There is not enough gear or instructors for this to be done through the club. MSC can be asked to give the course for us if we give them enough warning i.e. February or March of the year. 6) Leadership course This is a good course to run to get club members into leading trips, it helps give them confidence that they are capable of it and maybe tells them of a few things that can go wrong. Run this through MSC so you need to get in touch with them and book it in February or March. Usually this is run at the Craigiburn outdoor centre. 7) Outdoor First Aid This is a course offered by MSC. Club members can participate either though public courses or through a course that is specifically for the CUTC. In the latter case this again has to be organised with MSC in February or March. Cost is partly subsidised by the club by say $15/ person. For the courses done through MSC, you have to choose the dates fairly early on, and have one that are good for them but do not coincide with university holidays. The rest of the club activities have to be planned around these dates. 9. PUBLICITY OFFICER specific DUTIES include: 1. Advertise the opportunity to join CUTC on Clubs Day on the CUTC notice board, around the Halls of Residence, and around university. This should be done at least one week before Clubs Day. Include the date, time and place of Clubs Day. You will need to do this in the year following your election as Publicity Officer. If you won't be able to do this let the Club Captain know. 2. The time and place of meetings should be permanently advertised on the CUTC noticeboard. Key contact phone numbers such as the Club Captain's and Membership Officer's should also remain on the noticeboard. 3. A copy of the current newsletter should be on the notice board. This should be labelled DO NOT REMOVE. Alternatively the section of the newsletter that shows the planned trips should be fully laid out so people can see what is coming up. Ask the Newsletter Editor to send you two newsletters so you can keep a copy yourself. 4. EVERY meeting/trip/course/event be publicised in CANTA. The Canta Office is at the top of the stairs between Student Health and the Pharmacy. Adverts for Canta have to be in about a week before it is published - check this out with the Canta Editor. 5. EVERY meeting/trip/course/event be advertised on the CUTC noticeboard. 6. Major meetings (eg Guest Speakers) and major events (eg Bushball and Twalk) be publicised with posters around university. It may be necessary to delegate some of this work. 7. Notifying members of AGM and 1/2 AGM. We are required to advertise the AGMs at least one week in advance in CANTA and on the Clubs Development Notice Board (opposite the Clubs Development Officer's desk next to the main office of Stud Ass) 8. Consult with Officers and organisers of events to determine what publicity is required. 9. Clearing notice board and keeping it tidy. 10. Organisation of notice board. The notice board should be strictly divided into separate areas for: trips, meetings, other activites, for sale, miscellaneous. 11. Advertise Steeds hut. 12. Reorganise noticeboard when necessary. " All advertising posters should have the CUTC logo at the top. Get a computer file copy of this from the Club Captain or previous year's Publicity Officer or Newsletter Editor. " Getting a computer file of the planned trips from the Newsletter Editor may reduce your work load. " Scanned photos for the previous year's TROG may be useful for advertising. " Any feature articles relevant to the club will be welcome by CANTA. For example articles may be written about TWALK or Bushball. " It is suggested that posters may be made at every weekly meeting to publicise the next weeks meeting and up coming events. These can then be distributed around University. Suggested locations are; Engineering School, Forestry School, Arts lecture block, Central Lecture Block, Science lecture block, Main library, Students Association. " There is a computer for club use in Stud Ass which may be useful. " A photocopier in the main office of Stud Ass has a CUTC pin number to use. Get the pin number from the Club Captain. Other " Be an active member of the club. Come on Freshers, attend most meetings - a lot of organisation happens at meetings, and this reduces the need for laborious committee meetings - and get to know club members. " Attend committee meetings, if at all possible. Otherwise send an apology. " Expenditures should be approved by the committee prior to purchase, unless they are inexpensive things or unquestionably essential to the fulfillment of the role. Give receipts to the Treasurer to receive a refund. Companies can bill the CUTC for significant purchases. " Hand over all information, material and useful ideas to the person who takes on your role at the end of your term. It helps tremendously in the smooth running of the club. 10. ENVIRONMENTAL OFFICER Specific duties include: 1. Make an effort to be aware of environmental and access issues. Both those of local and national concern. 2. Communicate environmental concerns to the members of the club, particularly those of direct relevance to tramping and related activities 3. Organize environmentally sound waste disposal for all large CUTC events (e.g. Freshers, snow skills courses, Bushball, TWALK, etc.) i.e. Recycling, composting, reducing waste (liaise with the event organizers) 4. Discuss with the committee when the club is buying gear etc. to preferentially use NZ made where ever possible. 5. Advise the committee to print TROG, magazine etc on recycled paper. 6. Make available the DoC care code and relevant information to members. Preferably at the beginning of the year. 7. Develop and maintain the green folder as an up to date and readily available resource to members. Make sure club members are aware of this resource 8. Liaise with Trips Officer and the DoC in organizing a wilding pine eradication trip. (Winter) 9. Liaise with Trips Officer and the DoC in organizing a wasp eradication trip. MAF may also be helpful. (Summer) 10. Respond where appropriate to any mail of environmental nature addressed to the club. 11. Make submissions on any relevant proposal on behalf of the club. 12. In collaboration with the Safety Officer, make available information relating to environmental hazards. Eg. Giardia. 13. Make sure the club members are aware of environmental hazards related to tramping such as the spread of invasive weeds/pests (e.g. Didymo) 14. Encourage members to articulate their personal environmental concerns and in turn act on those concerns of the club where you feel fit. You are their representative. 15. Do anything else that is cool, groovy, fun and environmentally sound that I have been unable to come up with! Note that CUTC is affiliated to the Federated Mountain Clubs and Public Access New Zealand. Resources available to the Environmental Officer: " Your committee is available as a valuable support group - Ask any of them about anything you are unsure of (the Old Codgers are particularly useful!) " The Environmental Group is open, friendly and well informed. They are very keen to share their knowledge. " The CUTC Chat list can be used for posting upcoming environmental and tree planting events as well as the weekly club email and presentations/announcements to the club during the term meetings (liaise with captains). " DoC are generally helpful and very approachable: o Annette Hamblet, phone 3799-758. AVOCA HUT Arrange for trips to and promote CUTC's very own hut. Arrange appropriate working bees to maintain the hut Liaise with Jim Henderson of DoC to ensure that the hut has appropriate safety requirements e.g. fire safety mattresses, certified fire place. jhenderson@doc.govt.nz Other " Be an active member of the club. Come on Freshers, attend most meetings - a lot of organisation happens at meetings, and this reduces the need for laborious committee meetings - and get to know club members. " Attend committee meetings, if at all possible. Otherwise send an apology. " Expenditures should be approved by the committee prior to purchase, unless they are inexpensive things or unquestionably essential to the fulfillment of the role. Give receipts to the Treasurer to receive a refund. Companies can bill the CUTC for significant purchases. " Hand over all information, material and useful ideas to the person who takes on your role at the end of your term. It helps tremendously in the smooth running of the club. 11. SOCIAL OFFICER The main task of the social officers is to organise fun activities in which members can get to know each other and to provide a change from solely tramping orientated meetings. Social activities are to encourage more people to be active in the club and also to improve the social atmosphere of the club. It is suggested that there is a social event early in the year to get the social calender off to a good start, such as a wine and cheese evening. Suggested social activities to be organised include: " Wine and Cheese evening. " Barndance. " Social tramps. " Bushball. " Club Dinner. " Any other activities. " Wednesday night social events of any type that can be dreamed up, such as beer, blues and jelly beans, Mini Olympics, Ice skating etc The Social Officers should approach people for a chat who turn up to meetings who don't know anyone, particularly after the first term. Discuss the budget for any activity with the Treasurer. The following information is intended to make your job easier. Do not feel that you have to follow it to the letter. Input your own ideas, subject to committee approval where appropriate.. Wine and Cheese evening This seems to run best if held in the Staff Club (other side of Ilam Rd from Stud Ass). This has to be booked by a Staff Club Member well in advance. Check with the Club Captain to see if it has already been booked. Work out a budget for the evening. Cost will include staff club hire, cheese, fruit, crackers, serviettes, etc. People buy their drinks from the bar. Usually costs $5 per person. Expect 30 to 50 people - depending on how well it is advertised. Make sure people know where the Staff Club is. Organise the Treasurer to help gather payment on the night - stamp or sticker people who have paid.. Bushball Bushball is usually held in late winter, sometimes at the start of the August Holidays. In recent years mini buses have been hired so that people can get drunk on the drive to the venue on Friday night. However this has made the event very expensive. The high cost has often stopped more people coming. Hence it is suggested that private cars are taken instead. Consideration could be given to having a joint bushball with other outdoor clubs such as the Canoe Club, Rock Climbing Club, Ski club and Mountain Biking Club. The Clubs Development Officer will have the contacts for these clubs. Differential payment for CUTC members vs nonmembers and nondrinkers vs drinkers should be considered. Costs usually include: transport, Saturday nights meal ($5), cocktails ($8-$10), decorations. People may also have to pay hut fees. Venues that are no more than 4 slow hours walk in are usually used. Options include the Ballroom (rock overhang in the Paparoas), Lake Daniels, Hurunui, Hamilton Hut (? may be too far), Croesus Hut (Paparoas)... One year they carried in a Marque! Stopping off at hot pools on the way home is really fun. Other " Be an active member of the club. Come on Freshers, attend most meetings - a lot of organisation happens at meetings, and this reduces the need for laborious committee meetings - and get to know club members. " Attend committee meetings, if at all possible. Otherwise send an apology. " Expenditures should be approved by the committee prior to purchase, unless they are inexpensive things or unquestionably essential to the fulfillment of the role. Give receipts to the Treasurer to receive a refund. Companies can bill the CUTC for significant purchases. " Hand over all information, material and useful ideas to the person who takes on your role at the end of your term. It helps tremendously in the smooth running of the club. 12. NEWSLETTER EDITOR Specific Duties include: Produce and distribute the newsletter to all club members before the first meeting of that term: " Two copies (unmarked and unfolded) must be kept for permanent archival in the CUTC filing cabinet. " Two copies (unmarked and unfolded) must be taken to Level 5 of the Central Library. " Electronic copy (pdf) must be kept on the CUTC archive CDs and stored in the CUTC filing cabinet. " A small pdf copy must be sent to the CUTC Website Officer to upload to the CUTC website. This should be done at the same time the print version is distributed. " Issue 1 must be printed in time for clubs day so it can be given to people signing up as members and anyone else who is interested. 400 copies should be printed. Allow 14 working days for printing. " Issues 2, 3 and 4 should be printed, folded and posted in time to arrive by post to all members before the first meeting of each term. Allow 10 working days for printing. " Newsletters to be posted are to be folded and taped for distribution rather than using envelopes. The editor must organize people, food, refreshments and a location for folding and addressing " Liaise with the membership officer to obtain member numbers and print approximately 10% more newsletters. Print approximately 100 extra copies of issue 3 to accommodate new members joining in the second semester. " Liaise with the membership officer to obtain members addresses in a format that can be printed on stickers. " Newsletters that are for halls of residence or internal university destinations do not require stamps and can be delivered by hand " Obtain advertising to cover the costs of the newsletter. This may take some time and effort, so allow plenty of time for this. Invoice the advertisers at the end of the year and give a copy of the invoices to the treasurers so they know to expect payment. Send a complimentary copy to each advertiser. You are responsible for making sure the advertisers actually pay, so be prepared to chase them. " Define dates for production (4 issues) at beginning of year and publicise deadlines for each newsletter as they approach. " Send an email to the committee before every newsletter to get any material that they want inserted. Encourage people to write interesting articles or submit recipes or anything else vaguely interesting. Club activity photos can be found on the 'snapfish' website (see newsletter 2, 2006) and high quality copies requested from the relevant photographer. Often submissions are made by Treasurer, Environmental, Instruction and President. Submissions are required from: -Captain - a report detailing the major upcoming events for the term plus a list of the events organized for each Wednesday night meeting. -Membership Officer - a copy of the latest member ship list with every club members name and phone number. Email addresses are not published because this results in spam. Ensure the Membership Officer has plenty of spare copies to hand out to new members at meetings -Trips Officer- a list of the trips planned for the upcoming term including, date, length, description and grading. " Use the standard CUTC Logo at the start of each newsletter. " The front cover traditionally shows a scenic shot. The back cover traditionally shows a more interesting shot. Both cover photos must be tramping/mountaineering related. " Ensure that newsletters are informative and interesting. The primary aim of the newsletter to is to get members to come along to the meetings and be involved in the club. Most articles should promote up-and-coming events. Reviews of past events and articles containing general information for club members are also encouraged. Each issue should have a safety article relevant to club activities. Issue 1 should focus heavily on how to tramp (food, gear, fitness, safety) and how the club works (payments, trip gradings, meetings, base contacts). Also include any relevant websites (i.e. CUTC, snapfish, DoC). Previous years issues should be consulted for ideas. These are stored in the CUTC filing cabinet (CD and hardcopy) and in the Central and Macmillan Brown Libraries (hardcopy). " Update the 'Tome of Wisdom' and pass on any relevant information to the next editor (i.e. printing hassles, previous advertisers, photos on CD, etc) " Ensure the next editor is familiar with the publishing software Other " Be an active member of the club. Come on Freshers, attend most meetings - a lot of organisation happens at meetings, and this reduces the need for laborious committee meetings - and get to know club members. " Attend committee meetings, if at all possible. Otherwise send an apology. " Expenditures should be approved by the committee prior to purchase, unless they are inexpensive things or unquestionably essential to the fulfillment of the role. Give receipts to the Treasurer to receive a refund. Companies can bill the CUTC for significant purchases. " Hand over all information, material and useful ideas to the person who takes on your role at the end of your term. It helps tremendously in the smooth running of the club. 13. GEAR LOCKER OFFICER Specific duties 1. Taking overall responsibility for the whereabouts and condition of CUTC gear. 2. Organising the hiring out of the gear. 3. Maintaining an accurate record of the gear available and the gear hired out. 4. Maintaining the gear in a good condition at all times. 5. Buying gear. 6. Publicising the gear locker. Hiring out gear 1. Set weekly times for people to collect and return gear, and to ensure that a gear locker officer is present at those times. 2. Use a hire form to record item description and number, date hired, and deposit and hire fees taken for each gear item hired. 3. Record the name, email address and phone number on the hire form of the person hiring gear. 4. Collect hire fees for each item hired. 5. Collect a deposit for each item hired. All items require a deposit (no deposit = no hire). 6. Issue a receipt for money collected if requested by the person hiring the gear. 7. A fee is deducted from the deposit if the gear is returned more than a week late. 8. Unless the locker officer and the person hiring the gear have previously agreed upon long-term hire, if gear is not returned after two weeks, and no contact can be made with the person who has hired the gear, the deposit is to be banked. 9. The deposit is to be banked if the gear is lost, or is damaged to an extent that renders it unusable. 10. A fee may be deducted from the deposit to cover the repair costs of any items that have sustained minor damage that is above ordinary wear and tear. 11. No gear is to be hired to non-club members. 12. The gear officer has the right to request ID before issuing gear. Maintain an accurate record of the gear available and the gear hired out. " Recording the dates of the hiring and returning of the gear, name and contact of the person hiring the gear and the hire fee and deposit and/or fines paid. " The hire forms are to be kept until the end of the year for inclusion in the treasurer's report. Maintain the gear in a good condition at all times. " Check all gear regularly, especially: o 1st Aid kits (replenish if needed) o Webbing on ice axes and crampon straps (check they are not excessively worn, cut or removed). o Tent pegs, poles and flies o Climbing ropes o Personal locator beacons and avalanche transceivers " Organising for any damaged gear to be repaired. Buying gear " Large gear purchases, such as crampons, ice axes, tents, and packs, are to be made only after decided upon by the committee. " Smaller purchases, such as tent pegs, crampon straps, and minor repairs, can be made from the money jar in the gear locker, but receipts must be kept. Publicise the gear locker. " Gear locker times and contacts for people available for gear hire are to be publicised on the CUTC website and also in newsletters. This is to include directions to the gear locker and gear available for hire. " Inform the other committee members of the supply of miscellaneous gear in the locker for club events, such as stationary, cooking equipment, food, and banners and posters for clubs days. 14. TROG EDITOR It is the job of the TROG editor to produce and distribute to all club members the annual Club magazine, known as TROG, at the end of the year. Specific duties include: 1. Obtaining reports on every club tramp and instruction course, and other interesting articles, cartoons, etc.. 2. Obtaining reports from Committee members 3. Writing the Editorial 4. Obtaining, scanning, and returning photo's and/or slides of club trips 5. Gaining advertising 6. Organising the printing and binding of TROG 7. Posting TROG 8. Two copies of TROG must be given to the Serials Department of the main Library (they will give one to the McMillan Brown Library. Obtaining reports Hunting down trip reports and articles etc is the single most demanding job of the TROG editor. on every club tramp and instruction course, and other interesting articles, cartoons, etc.. Liaise with the Trips Officer and Treasurer to get a list of all club trips and do your best to ensure that all trips, and other club activities, have a write up of some sort. This will involve lots of hassling people. Keep a record of who is writing what report, and try to get people to write it as soon as possible after the trip. Photos, cartoons, fictitious articles or anything else that may be vaguely interesting will have to be encouraged and solicited from the minds of creative people, by any means possible. Use old TROGs as a guide line, they are in the Mountain Collection in the Main Library. Obtaining reports from Committee members The following reports are compulsory: " Presidents Report " Club Captains Report " Treasurers Report " Instruction Officer's Report " Environment Officer's Report Writing the Editorial Obtaining, scanning, and returning photo's and/or slides of club trips Computer Services Centre at Uni can help here. Gaining ADVERTISING As much advertising as possible should be obtained to help pay for TROG. Make sure Treasurer invoices advertisers for correct amount and receives that amount. This should be done in person and as soon as possible. Places that have advertised in the past are: " Outdoor retail shops " University Banks " University Bookshop You are responsible for making sure the advertisers actually pay, so be prepared to chase them. Organising the printing and binding of TROG A suitable printer needs to be found. When asking for quotes you need to stipulate; 1. Gauge of cover card. 2. Gauge of paper on which the years activities are recorded for posteriority. 3. Possible number of pages. 4. Number of required copies 5. Request for printing times 6. That you will be submitting a completed journal forming Posting TROG The Membership Officer will be able to provide you with printed address labels. the return address (C/- UCSA) should be added. You can obtain a permit stamp from the Post Office rather than using stamps if it suits you. Get envelopes from somewhere like Whitcouls Office Products. Distribution ideally should be done before people leave University to ensure that everyone gets their copy. Send copies to advertisers with a thank-you note. Two copies of TROG must be given to the Serials Department of the main Library They will give one to the McMillan Brown Library. Other " Be an active member of the club. Come on Freshers - and get to know club members. " Attend committee meetings, if at all possible. Otherwise send an apology. " Expenditures should be approved by the committee prior to purchase, unless they are inexpensive things or unquestionably essential to the fulfillment of the role. Give receipts to the Treasurer to receive a refund. Companies can bill the CUTC for significant purchases. " Hand over all information, material and useful ideas to the person who takes on your role at the end of your term. It helps tremendously in the smooth running of the club. 15. Technowizard The Website Officer is responsible for running the club's website and associated mailing lists. Specific Duties Include: " Administrating the website, including arranging payment for the hosting and domain name. " Keeping the website updated with trips, meetings, events and other relevant information. This should be done in a timely manner to ensure the website is useful to the club's members. " Managing the club's mailing lists - the club list, the committee list, and the CUTC chat list. " Updating the committee alias email addresses to forward to the mailboxes nominated by the committee members. " Moderating the CUTC chat list from spam and offensive emails.