Oregon Nordic Club
Santiam Alpine Club

Miscellaneous Events 

Miscellaneous events are any of those activities which do not fall logically under the aegis of one of the other regular Chemeketan committees.  Examples of miscellaneous events are the annual bouillabaisse, car camps, museum trips, etc. 

1.       It is the responsibility of the committee to plan a minimum of one event per month.  During high (or low) winter (December or January) a month might be skipped.

2.       Between the time the miscellaneous events chairperson is named (early November) and Prospectus information is due to the Club vice-president (approximately mid-January) the chairperson and his/her committee should formulate a schedule of activities for the coming year.    The schedule should include the date, a brief description of the activity, and the name of the leader.  (Consult a copy of the current Prospectus to see the form this information should take.)  Turn the schedule over to the vice-president.

3.       The chairperson should keep a record of trips completed, including the numbers of members and guests.   In the case of the annual bouillabaisse, there should be a financial record kept of money collected, expended, and turned over to the Club treasurer (if any).

4.       The chairperson should send guest sign-up sheets to the membership secretary as soon as possible for his/her records and any necessary action.

5.       Annual Bouillabaisse – It is customary for the leader(s) of the bouillabaisse to charge a registration fee for those people attending the event.  This fee is set high enough to cover the expenses of renting the hall, buying the food, and paying the housing expenses of the cooks.  Additional money left over after expenses have been paid is normally turned over to the miscellaneous events chairperson who then turns it over to the Club treasurer.   To turn money over to the treasurer, use a Cash Turn-In Sheet and send it to the treasurer a week before the next Council meeting.

6.       Prepare a written report of the year’s activities for presentation at the Annual Meeting (second Monday in January).  It is preferable that the chairperson give the report in person.  If this is not possible, be sure to get your report to the secretary enough ahead of time so that it can be read at the meeting.  Prepare two copies for the secretary and one for the incoming miscellaneous events chairperson.  The report should include participation statistics, other items of interest and suggestions, if any, for the coming year.

Monthly Responsibilities of the Chairperson: 

The chairperson mails a packet of materials to each leader at least two months prior to the event.  In the case of the annual bouillabaisse, or a car camp involving more than Saturday night, it would be best to send the material four or five months in advance.   Any event occurring in the first four or five days of the month should also get an additional month of time.  Such a deadline allows the leader to get his material in to the Bulletin Editor on a timely basis.  The packet should include:

a.  Activity Information Sheet (pre-trip write-up)
b.  Member sign-up sheet
c.  Guest sign-up sheet (Release from Liability and Assumption of Risk)
d.  Post-trip write-up sheet
e.  Three small pre-addressed envelopes for sending: 

o        Pre-trip write-up to Bulletin Editor

o        Post-trip write-up to Bulletin Editor

o        Completed member and guest sign-up sheets back to the miscellaneous events chairperson

o        Remind trip leaders (especially car camps) that they will need to collect expense money (if any) from the members of the trip. 

Submitted by Kim Hyatt, December 1997

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.