Oregon Nordic Club
Santiam Alpine Club

Chemeketan Cabin Chairperson

The Chemeketan Cabin is located off Highway 22, approximately ¾ mile up Whitewater Road, about 65 miles from Salem or 5 miles East of Idanha.  The building is owned by the Chemeketans but the land is publicly owned and is leased to the Club by the U.S. department of Agriculture Forest Service.  The managing body is the Detroit Ranger District, headquartered near the village of Detroit.

1. The chairman should read and become familiar with the Special Use Permit (lease) issued by the U.S. Department of Agriculture Forest Service.  The original is located in the Club safety deposit box and the chairman should have a copy for the cabin records.

2. The chairman is responsible for arranging, organizing, and chairing the yearly activity and scheduling planning meeting.  This meeting may be held at a member’s home or at the Den.  Check with the Den chairman to arrange for the key.  This meeting must be held well ahead of the Prospectus deadline.

The complete list of Chemeketan scheduled trips with, as many leaders as possible, should be turned in to the Vice-president before February 1 for the Prospectus.  A fairly detailed introduction, explaining cabin use, both Club and private, as well as cabin fees, should precede the schedule.  See the previous years Prospectus for an example. 

3. In preparation for a scheduled event the chairman should send:

a)      An envelope with the chairman’s address on it and a report sheet for Chemeketan scheduled events, to the trip leader to be filled out and returned to chairman with fees collected.  Send this out about three months in advance so that the leader will be reminded to place a pre-trip write up in the Bulletin in order to meet the deadline.  Include and envelope with the Bulletin editor’s address on it for sending the pre-trip write-up.  If a pre-trip write-up is not submitted, there will be no trip.

b)      An envelope with the Bulletin editor’s address on it for sending the post-trip write-up and a “We Were There” report.

c)      It should not be necessary to send a sheet explaining the operation procedure to an experienced Chemeketan leader of a regularly scheduled Cabin event.

4. In preparation for a private group the chairman should send:

a)      An envelope with the chairman’s address on it and a report sheet for private groups to be filled out and returned to the chairman with the fees.

b)      A sheet explaining the operating procedure for the cabin.            

5. When reports are returned, keep a record of the number of persons attending each trip and the amount of money turned in.  The chairman is responsible for keeping track of money received and money expended.

In the course of a year the cabin chairman handles quite a bit of money.  All funds collected should be turned over to the Club treasurer from time to time with a duplicate, signed CASH TURN-IN REPORT.  The final turning-in of funds should be accomplished ahead of the December Council meeting so that the treasurer can make his final accounting for the annual meeting.  Any funds you receiver after this time may be turned over to the new cabin chairman. 

6. All persons wishing to rent the cabin will call the chairman to arrange for rental.  The chairman will keep a calendar of scheduled club activities and private rental.  If the date requested is open and the requesting person meets the proper criteria, the cabin will be made available for their use.  At least one person in the private group must be a Chemeketan member, familiar with the use of the cabin.  If you have questions, consult with the club president or a past cabin chairman.

7. The chairman will arrange with the renting party or the leader of a scheduled club trip to give them the keys to the gate and the cabin, give them the fire extinguishers, plus lanterns, and 2-burner gas stove, if applicable.  At that time plans will also be made for return of it.  If the chairman has needed to do so, arrangements may be made with another committee member to take care of this duty.

8. Though the cabin committee is responsible for the routine and continuing maintenance of the cabin through scheduled work trips, the needs for repair and/or new construction are varied and unpredictable.  The chairman may with to take care of such maintenance activities himself or delegate such duties.  Impromptu maintenance is often arranged among committee members
   
   Normally two cabin work trips are scheduled.  The usual activity of the spring work trip (end of April-first of May) is the cutting, splitting, and stacking of wood and cabin cleaning and maintenance.  The wood is left uncovered during the summer to dry and season.  The usual activity of the fall work trip (end of September-first of October) is the stacking of wood in the appropriate woodshed and covering the remainder to protect it from winter weather.  Also other maintenance and cleaning of the cabin is done at this time.  It may be appropriate to schedule a work trip devoted exclusively to a “wood” trip.  Arrangements to cut wood must me made with the Detroit Ranger District and a wood cutting permit must be purchased.
   
9. The final report for the annual meeting should include information about the entire year, including the number of participants, plus a financial report and any suggestions for the incoming committee.  Examine examples from prior years to see how this report is normally prepared.  Prepare two copies of this report, one to be turned over to the secretary at the annual meeting (or prior) and one for the cabin records for your successor. 

Submitted May 18, 2005  

Activity information is provided to members in The Chemeketan our monthly bulletin. To receive a complimentary two-month subscription to The Chemeketan and for more information about membership, contact the Membership Secretary.