OC Club Council Position Descriptions (Updated 1/05)

UVM Outing Club Council Retreat1

January 28, 2005

OC Club Council Position Descriptions(updated 1/05)

President (Chris Smith):

Represent the OC in all official capacities in interacting with SGA, the leader community & the Burlington community.
Organize agenda, attend & facilitate weekly OC club council meetings to give updates on club activities.
Organize and host semesterly Leader and General Meeting.
Signing Power: Work closely with Blanka to review and sign P.O. requests
Attend weekly house manager meetings to maintain clear lines of communication between the administrative side of the club and the OC house managers.
Lead, organize and delegate responsibilities for OC CC position holders to ensure the success of OC all projects and initiatives.
General oversee the development, safety and well being of the OC community.
Work with HHM, Vice President, Treasurer and John to assess the need for new gear, and carry out the purchase of this gear
weekly meeting with OC advisor
delegate roles between P and VP, giving each CC position a go-to-person

Vice President (John Craig)

Represent the OC in all official capacities in interacting with SGA, the leader community & the Burlington community.
Organize agenda, attend & facilitate weekly OC club council meetings to give updates on club activities.
Organize and co-host semesterly Leader and General Meeting.
Attend weekly CC officer meeting with advisor to discuss current OC issues, trips, projects and special events.
With president: lead, organize and delegate responsibilities for OC CC position holders to ensure the success of OC all projects and initiatives.

Work closely with President and Treasurer to develop capital funding and supplemental funding requests.
Give support to leader teams putting out trips
General overseeing responsibilities of club function & council members
Weekly communication with leaders and list server re: upcoming trips, events & programs
make Club Council fun
delegate roles between P and VP, giving each CC position a go-to-person

Treasurer (Kyle Rohne)

Attend weekly OC club council meetings to give financial updates.
Attend weekly meeting with advisor and other CC officers.
Work with President/Vice-President to produce annual budget proposal.
Oversee general financial accounts of the OC (budget, revenue & trips).
Represent the OC in all SGA related financial business (budget hearings, capital expenditure requests, supplemental funding requests).
Work closely with house managers to manage trip & rental deposits, refunds, gear acquisition &special event income.
Work closely with SGA treasurer to manage the OC Budget and Revenue accounts in a responsible and timely fashion.
Signing Power:

- Hold and responsibly manage use the OC purchase cards/renew when appropriate. Submit receipts in a timely fashion.

- Review and sign PO requests.

- Manage use of OC gas cards.

- Oversee work study house manager’s paperwork.

Work with Alumni/Fundraiser Chair to help coordinate fundraisers and Alumni donation solicitations.
involved with day to day house operations & budget centers:

-gear rental income & retirement timetable

-cabin income & expenditure

-trip income & transportation expenditure

-house manager wages

-special event income & expenditure

Secretary (Liz Haag)

Attend weekly OC club council meetings to record minutes and meeting activity
Record weekly agenda items and those forwarded to the following week.
Send weekly minutes via e-mail to all subscribers of the OC listserv
Responsible for bi-semester Wombat Quarterly publication to campus community
Solicit OC community for articles, photos & contributions to WQ
Submit articles and calendar events to the Cynic

Head House Manager (Matthew Stemple)

Attend weekly OC club council & mandatory house manager meetings to give updates.

Responsibities include:

General customer service, trip registration & gear rentals
OC e-mail & phone correspondence
General cleaning, organization & maintenance of office & community spaces in the OC house.
Maintain all files and paperwork in support of leader organization and trip participant registration (i.e. filing and making copies)
Pull inventory & return rental and trip equipment requested.
Correspondence with OC leaders in advance of trips for: registration status, pre-trip scheduling, gear requests and purchase orders for food & transportation.
General inventory, maintenance and repair of all OC gear.
General logistical support of OC leader teams organizing trips.
Work with WILD coordinators to train and do house operations session with Wildees.
Follow through with specific house maintenance and projects as determined by head house manager.
Deposit funds generated from OC trip registration, special events and gear rentals. Includes following up with late gear rentals and charging associated fees.

In Addition:

Head house manager will meet weekly with John & OC president, VP & treasurer to discuss house function, project updates and staffing issues/concerns.
Head house Mgr. will oversee hiring, scheduling & training house managers at the beginning of each semester.

OC House Managers (Andrew, Ria, Kyle, Ian, Jess, Em Tully…)

Attend weekly OC club council & mandatory house manager meetings to give updates.

Responsibities include:

General customer service, trip registration & gear rentals
OC e-mail & phone correspondence
General cleaning, organization & maintenance of office & community spaces in the OC house.
Maintain all files and paperwork in support of leader organization and trip participant registration (i.e. filing and making copies)
Pull inventory & return rental and trip equipment requested.
Correspondence with OC leaders in advance of trips for: registration status, pre-trip scheduling, gear requests and purchase orders for food & transportation.
General inventory, maintenance and repair of all OC gear.
General logistical support of OC leader teams organizing trips.
Work with WILD coordinators to train and do house operations session with Wildees.
Follow through with specific house maintenance and projects as determined by head house manager.
Deposit funds generated from OC trip registration, special events and gear rentals. Includes following up with late gear rentals and charging associated fees.

Pro Deal Coordinator (Kyle Rohne)

Attend weekly OC club council meetings to give updates.
Develop & maintain relationships with companies that provide wilderness clothing and equipment for the OC and OC leaders & climbing wall staff. Submit application or update paperwork to companies in a timely fashion.
Maintain binder with seasonal catalogs for companies that offer OC deals.
Organize a purchase program for OC leaders at least once per semester.
Maintain and coordinate relationships with local gear suppliers that offer discounts to the OC: Climb high, OGE and EMS.
Coordinate & publicize leader discount nights each semester at Climb High.
Coordinate OC fundraising events with local shops that support the UVMOC (i.e. Barbecues for the CH tent sales etc.)
Enforce pro deal requirements from companies and communicate expectations of leader purchase guidelines.

Current Prodeals: A16, Climb High/Mammut, CLIF Bar, Cloudveil, Marmot, Sierra Design, Mountain Hardware (club gear only), Lifelink, Peregrine Outfitters, Liberty Mountain Sports, Feathered Friends

Local: Climb High/Mammut, OGE, EMS & SkiRack are willing

Special Events Coordinator (Emily Swint)

Attend weekly OC club council meetings to give updates on upcoming special events.
Meet weekly with advisor to progress upcoming event coordination including speaker series and the Banff and Telluride Mountain Film Festivals.
Work with advisor to communicate special events to the OC & Burlington community via listserves, e-mail, print advertisement, web page updates and UVM bored and UVMPM web pages.
Coordinate postering and retail outlet publicity with the OC publicity Coordinator.
Responsible for recruitment, scheduling and organizing event volunteers.
Be onsite volunteer coordinator on day of events.
Responsible for getting change, managing ticket & raffle sales and working with john to reconcile accounts.
Responsible for organizing concessions, sponsors & tables, T-shirt sales etc.
Work closely withpublicity and social chairs

Social Chairperson (Lauren Klonsky)

Attend weekly OC club council meetings to give updates.
Work with presidents to strengthen the OC leader community by organizing social events like bowling nights, potluck dinners, BBQ’s etc.
Organize Thanksgiving Pot-Luck and Contra Dance as well as End of the Year leader recognition.
Inform OC community of events of interest within the UVM and Burlington communities.
Organize other annual OC social events:

intramural teams (bowling)

mardi gras float 2005

breakfast, ALANA

OC Cabin Managers (Stemple & Ian Anderson)

Attend weekly OC club council meetings to give updates.
Responsible for general maintenance and upkeep of OC cabin
Responsible for organizing and facilitating semesterly Cabin Work Weekends.
Responsible for publicity to UVM/SGA community re: opportunities to rent the cabin and answering questions for potential renters.
Meet with John to develop and maintain the schedule of availability of the cabin.
Order wood each year and organize folks to help stack it in and under the cabin.
Maintain relationship with Blue Flame Gas to keep propane full and lighting fixtures functional.

Publicity & Promotion (Stephie Gould & Hayden Boska)

Attend weekly OC club council meetings to give updates.
Weekly announcement of trips & events. Consult with VP.
Organizing leader help & postering for upcoming OC events and meetings
Submitting OC trips and special events calendars to Patrick Raymond who manages the “bored” web page.
Cynic ads
Advertising in dining facilities in Cook Commons/Marche
Manage publicity board
Conduct informational meeting community councils, RA’s
gorilla advertising
webpage updates

Maps & Trip Coordinator (Brett Schneider)

van packets that include gazetteers for driving directions & feedback forms
water proof maps
manage and enforce use of trip register
instruct current leaders and in WILD class
system for map production, labeling & storage
Updating and managing system for leaders to sign out guide books
Managing reading resource library (locking cabinet)

Fundraising & Alumni Relations (Liz Haag/Libby McDonald)

Attend weekly OC club council meetings to report on initiatives & support needs

Bi- annual OC newsletter to OC alumni
Schedule and organize OC oriented events during homecoming
Work with alumni relations on capital campaign for the UVMOC
Organize and implement 2 OC fundraisers per semester
One major fundraiser per semester (WILD)
Create alumni database

OC Photographer & Historian (Stefan Hermansson)

Attend weekly OC club council meetings to give updates.
Organize and catalogue OC photographs from trips and special events

Preserve and publicize historical photo albums and documents.
Work with Alumni Relations coordinator to solicit OC alumni for stories, articles and photos that will contribute to OC history.
Organize annual photograph of all Club Council members
Organize group photos at all OC community wide events (Thanksgiving potluck,

Year-end leader recognition etc.)

Maintain and update OC community history via print and web page

OC Medical Certification Coordinator (Morgan Rodgers)

Maintain database of leaders and respective level of Wilderness Medicine certification.
Maintain certification photocopies on file with advisor.
Publicize WFA/WFR courses and recert courses.
Update leader community via WMI newsletter.

Positions to be defined:

Diversity Coordinator

Hannaford Henrietta/Hank