Oregon Nordic Club
Santiam Alpine Club

Winter Sports Chairperson 

General:

The responsibility of this committee Chairperson is to plan midweek, weekend and overnight snowshoeing, cross-country and downhill ski trips.  It is the responsibility of the Chairperson to maintain an email and phone list of trip leaders and a second email list of participants or persons interested in winter sports for communication purposes.  The Chairperson should also maintain a file or notebook containing organized committee information.  

Trip Planning and Posting:

The usual months for trips are November through April.  Planning for trips should begin in September.  If possible, there should be one trip each weekend day and one during midweek.  The trip schedule should be forwarded to the Web Master for inclusion into the Web Site and to the Bulletin Editor for inclusion into the bulletin schedule.  Winter Sports trips are not normally printed in the Club Prospectus because of seasonal overlap (i.e. the prospectus is normally printed in April).  The Chairperson maintains the trip list throughout the season.    

The chairperson sends the following to each trip leader: 

1)       sign-up sheets (white for members and blue for guests).

2)       Trip Leader instructions.

3)       Activity information form.

4)       We were there form. 

Since all these forms are accessible through the Chemeketan Web site, mailings are usually limited to those leaders that do not have web access or request standard mailing.  The forms and/or an email reminder should go to leaders by the 15^th of the second month prior to the trip (example: if the trip is on Jan. 5, the forms should go out by Nov. 15^th.)  The activity information form is due to the bulletin editor by the first of the month prior to the month of the trip.  Trips that leaders decide to schedule after the bulletin deadline should be advertised by sending a mass email to all leaders and participants on the email lists and the trip should be posted on the Web site.  

Overnight Trips:

Reservations normally must be made a considerable time prior to the trip and often through a complicated process.  For out of state reservations, it is suggested that you make contact the summer before the planned trip.  Reservation deposits are usually required and must be requested from the Council in writing using the Request for Payment/Reimbursement form.  Reservation deposits are reimbursed to the Council after received from participants.  

Email Lists:

To facilitate maintaining the email lists, two e-groups have been set up at Yahoo.com.

E-groups are a data base of email addresses maintained by the internet site host (in this case Yahoo.com.  The two e-group lists that have been set up are for anyone interested Winter Sports and Winter Sports Trip Leaders at the web addresses listed below.   Each person who is a member of the e-group is responsible to keep their email address up to date on the list service in order to continue to receive messages through the service.  The Committee Chair is the administrator of the e-group list service and maintains the site as necessary.  The use of e-groups greatly reduces the tedious work that is required to track down email address changes.   In addition it makes it easier for a new club member, trip leader or prospective club member to become part of an established email list.  

http://sports.groups.yahoo.com/group/chemeketan-wintersports-leaders

http://sports.groups.yahoo.com/group/chemeketan-wintersports 

Annual Report:

The annual meeting is held in early January and the chair must submit one original and two copies of the annual report.  The annual report should include a list of the number and type of trips completed (cross country-ski, downhill-ski, snowshoe), number of participants (members, guests), number of trip days and total number of ski and snowshoe miles along with any special items of interest.  If the Chair is unable to attend the annual meeting, three copies should be sent to the Club President by Jan. 1st and one copy should be retained by the Chair and placed in the Committee notebook. 

Revised November 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.