Archive:Exec report - Vice President 2009 - 2010

Ethos

VP interim (April-July): Christian Champagne

After the 2009-2010 VOC Elections, no one came forward to run as VP. Since Longhike happens to be one of the VP's tasks and the most important event on the VOC calendar, I decided to fill in the position until a more suitable person (aka. UBC student) could take officially over. My interim term as VP only lasted from April to end of July once the BC forest fire season began and was in the deep of things for two months. During this time, my primary responsibility was to insure Longhike happened. Many of the tasks can be done quite easily in advanced of the event and mostly by email if you don't wait until the last second. A comprehensive organizational timeline for Longhike can be viewed at the link just below. I'd added my comments to the whole process this year below but both are quite similar in structure.

Just before the end of this exec term (April '10), Evans lake contacted us early (for once!) mentioning a restructuring of their rental prices and inquired about booking a date for Longhike '10. While at first it looked promising, things quickly spiraled down when we received a quote for $130/person instead of $37/person (last year) under the same requirements. After a few email exchanges, it looks like we've arrived at an impasse. The 2010-2011 VP will need to look either at a new venue (more expensive than last year's price quote from Evans lake but not as expensive as this year) or reconsider how Longhike is held. It may seems daunting but there's a few months left before October comes around, giving plenty of time to analyze the situation and find a solution if done correctly.

VP (from July): Doris Leong

I took over for Champagne because he was busy saving the world from forest fires. Note that I wasn't actually elected, but nobody seemed to mind. A general report of VP duties was compiled this year, along with organizational timelines for Longhike logistics, Winter Social logistics, and Banquet logistics. This report contains only special circumstances encountered for 2009-2010 that are not in the general report.

Longhike

Booking Evans Lake
Another year, another long wait for Evans Lake to reply to our booking request. Shortly after the 2009 Banquet, Champagne emailed and left voicemail messages at least once a month from April to July with no response. Since we're only booking one weekend day instead of two before Canadian Thanksgiving weekend, they're probably waiting to see if someone else can book the entire weekend before relenting to us. However, as usual, they gave us Canadian Thanksgiving weekend even after we heard once Longhike was over that the previous weekend we wanted was free...

Other venues

With the constant problems dealing with Evans lake, we (Line and Champagne) looked at possible alternative venues around the Squamish area that could provide the same services as Evans lake. In conclusion, we determined that Evans lake had the best quality/price ratio for Longhike

• Summit Outdoor Education Centre
  • Problem 1: Must be a dry event
  • Problem 2: Music must be turned off after 11 pm
  • Problem 3: $57/person

• BC Easter Seals Camps (Squamish)
  • Problem 1: Lodging+Food/person = $56.85
  • Problem 2: Dinner hall rental w/ Food Service = $200
  • Problem 3: Pavilion Rental = $350

Evans Lake Quote

When booking Evans lake, you must request a quote specifying the following items:

• Dates
• Number of participants
• Will be serving alcoholic beverages & times (they need extra security if so)
• Number of breakfasts & Dinners (1 per day)
  • Exact number of vegetarians can be mentioned later once the Longhike sign-up list is completed (Clubs Days)

Previous years, they provided a menu list of meals available which the VOC exec would decided on which to serve for dinner and breakfast. It seems know that it has been dumb down to simply spaghetti with salad & rolls 30-50% (vegetarian) for dinner and pancakes and scrambled eggs for breakfast

Once the quote has been received by email, show it to the exec for their comments. If it's ok, it must be signed by the AMS since only they have the authority to do so. A 25% initial deposit must be paid 60 days before the event and the remainder once on site. Even if people just show up for the party (no food and staying in tents), they are still consider as a participant by Evans Lake and must pay as they will still be using the facility grounds.

MEC Grassroot Grant / Door prizes

Champagne applied for a MEC Grant for around $200 in various climbing gear to be given out as door prizes in mid-July. It takes 6 weeks for MEC to revue your application before a formal response is given back. MEC grant applications are now done online through their website and use VOC's MEC member number 521 to sign up. We ended up with the following items:

• 1 Camp Rockstar helmet
• 6 MEC chalk bags
• 2 Apex Rock harnesses
• 5 chalk balls
• 5 ATCs

Prizes were drawn randomly based on Longhike tickets numbers

Longhike instructors

• instructors were not charged to attend Longhike

Longhike Beer

• both Doris and Champagne got serving certification, but only one person at the event needs to have it.
• Ordered 3 kegs from Howe Sound Brewery in Squamish
  • 3 kegs @ $162.18
  • 2 pumps @ $15.00 each
  • Bucket/ice - no charge
• Total = $516.54
• A deal exists for 4 kegs + 1 free keg, pump, gas and ice bucket, but return of unfinished kegs must include the free keg (we didn't choose this option)
• Quote 1 (5 kegs)
  • 4 kegs at regular price ($162.18 each)
  • 1 keg promo’d for the Varsity Club
  • 2 pumps @ $15.00 each
  • Buckets/ice - no charge
• Total = $678.72
• Order must be done at least 48 hours in advance
• We had free delivery to Evans lake
• $200/keg credit card deposit given at purchase time, to be reimbursed once all rental equipment is returned

Longhike DJ

• Hired VOCer Arlin Kalenchuk (aka DJ AK45)
• increased Arlin's pay to $250 since it hadn't change in a few years. He supplied all equipment plus rented some lights which turned out great.
• DJ Oker was an unplanned addition - check with both Arlin and Oker whether they plan to DJ as a team.
• both DJs were not charged to attend Longhike
• we took two tables and added some couchins to minimize mechanical vibrations to affect the turntable's needle.

Longhike Event

• Didn't climb (you may or may not have time),
• We broke a table, charged $40 for it.
• It was very difficult to find volunteers for clean-up, since people were more keen on climbing the next morning. Expect to do most of the cleaning yourself, with the exception of a few awesome people.