Archive:Exec report - Membership Chair 2009 - 2010

Introduction

The Membership Chair:

• Revises the VOC Handbook, pamphlet, and membership form, as necessary.
• Looks after Clubs days.
• Ensures that anybody who wants to join the Club has the opportunity to do so.
• Prints the Hustlers Handbook and any addenda.
• A good position for somebody who is friendly and outgoing, and helpful with giving out Club information, but is still prepared to do some paperwork. Job is essentially finished by the end of the Fall term.

Current Exec Report

Revises the VOC Handbook, pamphlet, and membership form, as necessary

VOC Membership form

• revise last year’s membership form (there was no constitutional change this year, so update the expiry date)
• printing:majority is given out in September, print more during the year if needed (used Copyright in the SUB this year)
• entering forms: collect forms with fees, and enter forms as soon as possible. Probably the most important information to check is their email, and waiver signature. You will need admin privileges to update the members list (Hustler’s Handbook). Store all forms in the binder (right drawer)
• online forms are available starting this year (http://www.ubc-voc.com/wiki/Membership under “How to Join”) —helpful for people who are away from UBC.

Looks after Clubs days

Clubs Days

• takes place in September
• application for booth allocation to AMS happens over summer (online form)
• create a wiki page and post on the message board about 2 weeks in advance to advertise the event and call for volunteers for the booth—you can use the previous years’ wiki pages for the general structure
• make sure you have enough fliers (”The Varsity Outdoor Club"--information about the VOC), brochures (2009: “What is the VOC”, “What Is Longhike”, “VOC Glossary”), membership forms, membership cards (in left drawer)
• also prepare shiny gear, journals and songbooks to catch people’s attention. The VOC banner and poster are in the clubroom. It’s helpful to have a poster of upcoming trips
• communication is important—there will be forms and fees coming form a lot of people
• enter forms from each day: there are a few other execs with admin privileges who can help you out, or you can make it a workhike, ask nicely.
• You will also be selling Longhike tickets at the booth

Imagine Day Main Event Carnival

• takes place on the first day of the term
• another opportunity to advertise the club--similar to Clubs Days, but you are not allowed to sell membership at the booth.

Ensures that anybody who wants to join the Club has the opportunity to do so

• People can join the club at any time of the year (does not have to be Clubs days). Membership expires Sept. 30, 2011 if you join after May 1, 2010
• know the eligibility for each membership category (on the back of the membership form), you will get a lot of questions about it
• stop by the clubroom to be there for people who want to join the club
• you will spend quite a bit of time responding to emails about joining the club. If you are not sure, just ask!

Prints the Hustlers Handbook and any addenda

• Hustler's Handbook=Member list

A good position for somebody who is friendly and outgoing, and helpful with giving out Club information, but is still prepared to do some paperwork. Job is essentially finished by the end of the Fall term

• also may be asked to write a short description of the club for the main event carnival booth application.

General exec work

• decisions to be made at weekly meetings and over email
• write an article for the VOC journal
• run trips: 2 trips per term, you can look out for beginner friendly trips to encourage new members to get out and have fun.
• the term of office starts the day you are elected, you are now the membership chair for 2010-2011! This gives some time in the spring to decide what you want to do the next year.

2009 - 2010

Membership Chair: Maki Sumitani

Past Exec Reports

Exec report - Membership Chair 2008 - 2009
Exec report - Membership Chair 2007 - 2008
Exec report - Membership Chair 2006 - 2007