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| ==Current Exec Report== | | ==Current Exec Report== |
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| ===2008-2009=== | | ===2009-2010=== |
| ''Vice-President: Natalie Stafl''
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| Note: this information will hopefully make certain processes easier for you instead being constantly surprised at extra pieces of paperwork you were supposed to do yesterday or a week ago. Not to say this guarantees that won’t happen but at least this way you have a head’s up for what you need to get together. Good luck!
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| == End of Year Banquet 2009 ==
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| ''Typically held second to last week of school (early April)''
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| *Decide on date/ location/ budget
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| *Book it! Get a contract and give it to the AMS to sign. (You are not supposed to sign it for legal reasons: this must be done in advance)
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| *Post on wiki
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| *Four weeks in advance: (if you want beer get SOL from liquor store)
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| ………If on campus get signed by RCMP<br>
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| ……… If off campus bring SOL form to AMS offices and get insurance (this must be done at least three weeks in advance of the event and will cost about $270-350 depending on how much beer and people will be present)
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| *Post a call-out for award nominations and goon awards.
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| *Find speaker/ slide show presenter
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| *Find DJ (Arlin, Oker) Fees are usually about $150.
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| *Get SOCAN (music license) if applicable usually $40-60
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| *Find MC
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| *Set agenda
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| *Post on message board, VOCene
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| *Sort out which execs are bringing what food.
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| *Decide who gets which awards: pick up $25 gift certificate for most active new member
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| *Post work hike for beer servers and t-shirt sellers (must have serving it right license)
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| *Make sure slides for the budget, constitutional changes, and photo contest are ready to go
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| '''''Details to take care of''''' <br>
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| Paper, tape and crayons for tables (doodling)<br>
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| Extra cups for people who forget their own <br>
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| Thank you gift for presenter<br>
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| '''''Day of the event'''''<br>
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| Print off order of events for the MC <br>
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| Pick up beer/ pump/ buckets/ ice etc <br>
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| Transport slide projector <br>
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| Find someone with a vehicle to transport speakers, awards, journals, etc. <br>
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| Have the budget guy/gal get a float from the AMS for beer, t-shirts etc. <br>
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| Set up a table to sell t-shirts, stickers and journals for non-members.<br>
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| Remind people to bring their own cups. (Bring extra anyways and charge $1 for them)<br>
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| == Longhike ==
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| *Contact Evans lake: Get invoice sent to AMS, pay deposit.<br> Get contract signed by AMS and faxed back to Evan’s Lake
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| *Post a call-out for instructors: have them contact you so there is some quality control over who can instruct.
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| *Get SOL form from liquor store (someone with a serving it right certification must do this)
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| *Fax to RCMP in Squamish to sign and then purchase it from liquor store.
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| *Give it to the AMS and get insurance (this is expensive and must be done at least 3 weeks in advance of the event!)
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| *Reserve Arlin for DJ’ ing ($150)
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| *Order kegs/ pump/ tap/ ice etc from Howe Sound Brewing Company
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| *Sell tickets starting at clubs days (set the last day to get tickets before the pre-trip meeting)
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| Make sure people sign up with their name, climbing level, food preference (veg/ omnivore) and student number.
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| Make sure that everyone knows that the pre-trip meeting is Mandatory!
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| *Put out a call for volunteers (workhike!) and make a wiki page with different tasks to help out with (serving beer, cleaning up after dinner, breakfast)
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| *Instructors meeting <br>
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| *Pair up instructors
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| *Review safety committee’s notes. (Mandatory helmets!)<br>
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| Figure out how many instructors are needed at each level<br>
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| Decide general areas (Neat and Cool, Burgers and Fries, etc.) for instructors<br>
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| Instructors are in charge of their students and should make sure they all get to Evan’s lake<br>
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| *General Meeting<br>
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| Go over schedule, what people need to bring, safety issues<br>
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| Organize rides<br>
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| Choose a time to meet in the Squamish parking lot in the morning and after climbing (generally staggered by level to avoid overwhelming the mess hall)<br>
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| Bring printed maps to Evans lake for drivers unfamiliar with the area<br>
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| '''''Details to take care of'''''<br>
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| *Ticket templates are on the exec section of the website<br>
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| *Get candy necklaces (early! Rumors they can be found at cost-co otherwise dollar stores and candy shops, places often run out)<br>
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| *Write down a list of drivers so you know if anyone’s missing<br>
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| *Tell people to bring their own cups for beer (Bring extra anyways and charge $1 for them)<br>
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| *Make sure budget person gets float $$ from the AMS for beer<br>
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| '''''Day of Event'''''<br>
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| *Find someone with a car to pick up kegs (don’t pay with debit, it is nearly impossible to get a refund for unopened kegs on a debit card. Not worth the trouble)<br>
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| *At the designated time proceed with the parking lot faff and then gather instructors and divide students by level in more or less even groups. <br>
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| *Re-iterate the time to meet back up at the cars and that instructors are in charge of making sure their students arrive at Evan’s lake.<br>
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| == VOCO Trip at Phelix ==
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| *Contact VOCO; choose a date collaboratively and make sure they can make it.
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| *Hold a pre-trip meeting and sort out rides.
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| *Double check that they can make it!
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| *Potluck Saturday night
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| *Encourage musical instruments
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| *Ask hut guy/ gal if any work needs to be done at the hut
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| ===2007-2008===
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| ''Vice-President: Ben Singleton-Polster''
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| ==2007 Longhike==
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| 1) pick a date. This should have been done by the year before's executive. if it was not done come up with one fast and move on to step 2.
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| 2) Get in touch with [http://www.evanslake.com/ Evans lake.] lots of work was done during the summer of 2007 to determine a good spot. the pemberton outdoors school seems to not function any more and is way too far, the lions are too expensive, people want to party and making food is a hassle. Evans lake is the best! Evans lake may be a hassle bcs we only want to rent the place for 1 night and they want to rent it out for the friday and saturady but eventually you will get a weekend that works for you.
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| 3) Organise instructors, liqour licence candy neckalces, etc.
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| 4) screen the insctructos and pair up an experienced one with a non experienced one
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| 5) sell tickets
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| 6) have an instructor meeting
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| 7) have a student meeting
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| 8) go to murrin and faff
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| 9) party
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| ==2008 Banquet== | |
| Paper to cover the tables should be gotten by asking for a "roll end" and these can be procured from Horizon or ......
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| 7:00 Annual general meeting
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| * Budget (Dan)
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| * Constitution changes (DAN)
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| * Access issues (Christian Veenstra)
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| 7:30 Election (Kaja)
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| 8:00 - Dinner and Awards (Jeff, Christian, and others for awards)
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| Winners of the club awards
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| * Bronze Pin: Christian Champagne
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| * Special Recognition/Award: (presented by Duncan and Jeff)
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| * Most active new member - Emma Vardy-Bragg, Ran Zhang (both $25 MEC GC)
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| * Broken Board: Evan, Jason and Steve (Presented by Veenstra) (fording a river balls-deep when there was a bridge just down the stream)
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| * Kitchen Sink: (Presented by Matthew Carroll)
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| * Loving Cup: Christian Veenstra and Line Christiansen
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| * Chorus Line: Matthew Carroll
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| * Old Geezer: Tim Blair
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| * Silver Pins: Scott Nelson, Sandra Nicol (presented by Tim Blair)
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| Winners of the photo contest (Presented by Christian Sampaleanu)
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| Winners of the journal will be announced
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| 9:00 - Slideshow followed by dancing. (Arlin and Helen)
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| * This year, we have the honour of having a past VOCer, Helen Lemon-Moore (Archivist '77 - '78). She will be showing various slides of VOC activities during her stay with the club.
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| * Salty Dog Rag
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| 12:00 - We all have to go home or to the pub or Siwash rock
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| ==Past Exec Reports== | | ==Past Exec Reports== |
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| | [[Exec report - Vice President 2008 - 2009]]<br> |
| | [[Exec report - Vice President 2007 - 2008]]<br> |
| [[Exec Report - Vice President 2006 - 2007]] | | [[Exec Report - Vice President 2006 - 2007]] |
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