The List

This is a list of things the club (ie exec) should pick dates for early in their term, to limit craziness to a dull roar. This one is for the 2009-2010 year, but hopefully the trend continues... Note that there are a lot of things that every exec needs to do not listed here.

Note: This page is going to look messy for a while, but please don't move everything around or try and tidy up too much. I'm trying to get myself organized here and wanted a place I can access easily from anywhere and will be publicly visible. Thanks. --Bigbadbasstrombone 18:38, 16 April 2009 (PDT)

Important Dates

And some others we can't move... Most dates are from here.

AMS/UBC

• Tuesday, 1 September 2009 Academic Year begins.
• Wednesday 23 Sept -- Friday 25 Sept 2009 Clubs Days.
• Monday, 12 October 2009 Thanksgiving Day. University closed.
• Wednesday, 11 November 2009 Remembrance Day. University closed
• Friday, 4 December 2009 Last day of classes for most faculties.
• Tuesday, 8 December 2009 December examinations begin for most faculties.
• Tuesday, 22 December 2009 Last day of December examinations for most faculties.
• Monday, 4 January 2010 Term 2 begins, Winter Session: All faculties.
• Monday, 15 February 2010 Two-week extended mid-term break for most faculties begins (February 15 to 26 inclusive). Note that the UBC schedule gives a two week reading break. Maybe due to the Olympics?
• Monday, 1 March 2010 Back in class after huge break.
• Friday, 2 April 2010 + Monday, 5 April 2010 Easter. University closed.
• Thursday, 15 April 2010 Last day of classes for most faculties.
• Monday, 19 April 2010 Term 2 examinations begin (day and evening classes) for most faculties.
• Saturday, 1 May 2010 Last day of Term 2 examinations for most faculties.

Random

• Saturday, 31 October 2009 Halloween.

Olympics

Article on how the Olympics will make your life... different.... I've emailed Vanoc to try and get some specific information about backcountry access and transportation restrictions during the games.

• Friday February 12 - Sunday February 28th Olympics
• Friday March 12 - Sunday March 21st Paralympics

Vice President

Take care of the big social gatherings, all the details are described in the exec report, but a few things need to get booked as soon as possible.

Banquet

• Book date and location. Ideally the date is in the end of 2nd term just before exams start and the location allows music and dancing after 11pm.
• Sort out other details: Liquor, slideshow (if there is going to be one), DJ ect.

Rock Party (aka. Longhike)

• Last week of September
• Contact Evans Lake to book date
• Secure a venue, liquor license, DJ, ect.
• Sort out other detail: finding instructors, sell tickets ect.

Winter social

• Set date and book location
• Sort out other details like slideshow ect.
• Sarah books it Dec. 2nd in MASS

Jared Stanley Memorial Lecture

• Set date
• Book speaker and find movie
• Sort out details like advertisement ect.

Son of Rock

• Spring time sometime
• Secure a venue, ect.
• Sort out other detail: finding instructors, sell tickets ect.

Membership

Recruiting new members

There are a couple of events in the beginning for first term. These need some preplanning like copying pamphlets, finding volunteers ect.

• Main carnival event, first day of classes.
• Club days, mid September. Try to get a good booth
• Other random events, like mini club days at Place Vanier

Membership forms

Update membership forms

Enter all the membership forms into the computer as soon as you can. Go to the clubroom a few days a week at lunch to help people sign up and to check your mailbox for new forms

FMCBC Rep

Make sure FMCBC gets their $10 per member (liaise with Treasurer):

• First instalment needs to be paid in May (usually $3000, actually wants the payment in April but since our fiscal year starts in May we can probably delay, this is less critical for us since we don't use the FMCBC insurance)

• Second instalment needs to be paid when membership numbers are "finalized," usually the following March/April

• Attend the FMCBC AGM (usually in June, this year in Prince George, June 6)

• Send ACC the list of student members so they can get their free ACC membership, but wait long enough for most to join (November is probably a good time)

Trips coordinator

Intro night for new members

• Set date for 'Intro evening for new members' and book a room. The date should be just after club days
• Make sure lots of beginner friendly trips are coming up in the near future

Glacier School

• G2 on the 2nd weekend of September
• G1 on the 3rd weekend of September
• Book date and location (contact the Flavelles to find out if they were ok with a large group if going up to Cerise)
• Sort out other details like finding instructors, buying prussiks ect.

AST courses

• Last year 3 different sessions was run
• Secure dates with Linda Knight (secretary at Canada West Mountain school)
• Sort out details like advertisement, payment ect.

Winter Longhike

• Set date
• Sort out details like instructors, location ect.

Huts Coordinator

There are a lot of tasks which should be done eventually by a keen leader, and some which need to get done every year just to maintain the status quo. See the Exec Report Page for a full position description and the Hut Maintenance page for learning what things need to be fixed/improved.

Annual Workhikes

• Winter: Sphinx - Empty Cash Box - BC Parks allows us to have a cash box in the hut so long as we empty it every year.
• Spring: Brew - Empty Outhouse (every 2 years) - This is best done with a high snow level so the back can be accessed easily and the waste can be dragged in the poop sled to the treed area 100m north. IF done in late spring, with hot weather then the water barrel may be unfrozen and able to be used. The Mechanical Unit should be checked frequently to ensure it is still working properly.
• Summer: Brew - How many VOCers does it take to replace a Helicopter 2016 TR 2016 2017 2018 - On year one, we chop up deadfall down low on the trail and haul it up to the lake. The next year, we haul the wood up from the lake to Hut. The hut needs roughly 1000 lbs of firewood per winter and so every 5 years you may need to supplement our manual wood hauling with a helicopter. Try to time up other hut related projects with this.
• Fall: Phelix - Helicopter Wood Hauling (every 2 years) - With Phelix's new wood stove, the VOC needs to provide firewood so that the alpine environment can be preserved. Although we are not certain of what the hut will consume just yet, we anticipate at a minimum, 1000lbs of firewood will be needed each year. This should be flown in each year. Contact firewood suppliers two months in advance. Plan to run this trip in early fall so that you can take advantage of nice weather (which you need for the helicopter) and cold temperatures (which increase the weight that the helicopter can carry and thus decrease it's fuel cost saving you money).

As Needed Workhikes

• Generally cleaning/removal of garbage/collection of donations from all huts
• Outhouse pit maintenance for Phelix and Sphinx.
• Improvements to Hut facilities such as windows, stoves, solar lighting, tables, ect.

Quartermasters

• Ensure sufficient gear is available for Rock Party – in recent years that involved buying ropes / a rope just before

• Fix/gather/organise ski gear in time for skiing season – repair bindings, pair up skins+skis.

• Check on MEC Fall Gearswap, organize VOC attack party

• Check on MEC Spring Gearswap, organize VOC attack party

• Gear repair night(s)

• Especially at the end of the second term, but also throughout the year – chase people down who keep gear for longer than they should

Journal Editor

• Start prying for articles
• Start prying for advertisers
• Get quotes (will provide minimum timeframe for printing)
• Deadline for ad submission (well before actual deadline)
• Deadline for article submission (well before actual deadline)
• Start editing

Photo contest

• Set photo contest rules/date
• Judge photo contest

Archivist

• Finish digitizing the journals
• Convert them into text pdf files
• Put library catalogue into the new software on the club's computer (Alexandria)
• Buy a bar code reader
• Submit a copy of the journal to the UBC library and Vancouver library. Send TWO copies to the national archives in Ottawa.

Somebody

Rad trips which should happen every year

• Daughter of Ice (only when its cold enough that we don't ruin what little ice is close to Vancouver with 40 people)
• Tele School (2nd week of January)
• Intro to Backcountry skiing (3rd week of January)
• Mountaineering Camp
• Intro to Ski Mountaineering
• Iron Chef
• Brew Debacle (2nd week of November, Early season Brew "gear walk" aka. how to strap skis to your pack)
• Snowshoe Debacle
• Skaha
• Vantage