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. Note that there are a lot of things that every exec needs to do not listed here.

Important Dates

Year	Month	Day	Details
2022	September	5	Labour Day
		6	Academic Year Begins
			Club Days
		31	VOC Membership Expiry Date
	October	10	University Closed. Thanksgiving.
	October	31	Halloween
	November	9-11	Midterm Break
	December	7	Last day of classes
	December	22	Last day of exams
2023	January	1	New Years Day
		9	Term 2 Begins
			Deadline for Submissions to the VOCJ
	February	20	First day of Reading Week
		20	Family Day
		24	Last day of Reading Week
	March		VOC AGM
		7	University Closed. Good Friday
		10	University Closed. Easter Monday
	April	13	Last day of classes.
	April	28	Last day of exams.
	May	1	End of Fiscal Year
	May	22	Victoria Day
	July	1	Canada Day
	August	7	Civic Day

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.

AGM 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 Chair

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 ACC Representative

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)
Avalanche Companion Rescue Drills (at the beginning of winter)
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
Vantage
Climbing trip to Leavenworth (Usually Thanksgiving)
Climbing trip to Skaha (Usually end of October / Halloween)
Climbing trip to Smith Rock (Usually around Remembrance day weekend)
Climbing trip to Red Rocks (Reading week)
Sphinx Camp (Reading break up to April)

Rad trips which could happen