gvrhc board and committee responsibilities mar 2019

Green Valley Recreation Hiking Club

Assignments and Responsibilities for

Directors, Committee Chairs,

and Member Services

March 2019

TableofContentsDirectors and Officers .................................................................................................................. 3

President .................................................................................................................................................. 3Vice President .......................................................................................................................................... 9Secretary .................................................................................................................................................. 9Treasurer ............................................................................................................................................... 10

Directors ....................................................................................................................................... 13 Hikemaster ............................................................................................................................................. 13Assistant Hikemaster ............................................................................................................................ 14Orientation ............................................................................................................................................. 15Awards ................................................................................................................................................... 17Membership ........................................................................................................................................... 19Social Activities ..................................................................................................................................... 21Volunteer Services Coordinator .......................................................................................................... 23

Committee Chairs ....................................................................................................................... 26 Trail Maintenance ................................................................................................................................. 26Librarian ................................................................................................................................................ 34Club Historian ....................................................................................................................................... 35Name Tags Coordinator ....................................................................................................................... 35Trail Tales Editor .................................................................................................................................. 36Webmaster ............................................................................................................................................. 37Records Committee ............................................................................................................................... 39

Member Services ......................................................................................................................... 40 Hike Leader ........................................................................................................................................... 40Assistant Hike Leader (Sweep) ............................................................................................................ 40Membership and Orientation Data Assistant .................................................................................... 41Sending Club Emails ............................................................................................................................ 43Email Site Administrator ..................................................................................................................... 45

Directors and Officers

DirectorsandOfficersPresident The President is an elected director, Board officer, and an Executive Committee member. The President chairs all Board and membership meetings, carries out other responsibilities set forth in the Club’s Bylaws, and is one of the four signatories authorized to sign Club checks. March • Following the annual meeting of the Club members, members of the new Board hold a

second meeting (referred to in the Club’s Bylaws as the Organizational Meeting). The new Board is comprised of Board members with continuing terms plus new Board members elected at the annual meeting.

• Prior to the annual meeting, the outgoing President coordinates the preparation of an agenda

for the Organizational Meeting with a representative of the new Board (usually the Vice President). This agenda typically reflects only the election of new officers, but may include other items that the new Board wishes to discuss as part of its organization and/or future work.

• The outgoing President emails the agenda for the Organizational Meeting to all members of

the new Board in advance of the meeting. • A member of the new Board chairs the Organizational Meeting until the new Board President

is elected. (This is typically the senior member, e.g. Vice President, continuing from the prior Board.) The new President then chairs the remainder of the Organizational Meeting and presides over the election of the remaining Board officers: Vice President, Secretary, and Treasurer.

• After the Organizational Meeting, the outgoing President meets with the new President to

turn over the President’s binders and files. • Following the Organizational Meeting, the new President:

– assists the Treasurer, as necessary, to change the authorized signatures for the Club checking account (President, Vice President, Secretary, and Treasurer). The bank will require a copy of the minutes of the Organizational Meeting.

– sends a list of the new Board officers (President, Vice President, Treasurer, Secretary) to

GVR Member Services on the form provided by GVR. – prepares a list of the members of the new Board (name, position, telephone number, and

term end date) and submits it to the Webmaster to post on the Information page of the Club website.


– prepares a list of the members of the new Board (name, position, telephone number, term end date, and email address) and submits it to the Webmaster to post on the password-protected Directors page of the Club website.

• The new President is the master of ceremonies for the spring potluck if the event is held after

the annual meeting. Check with the Social Activities Chair in advance to see if any assistance is needed.

April

• Contact Club members to serve as committee chairs for Awards, Social Activities, Orientation, Membership and Volunteer Services. Typically these chairs will be members of the Board, either continuing in such positions or newly elected directors who have previously agreed to serve in these positions. Assure that each is willing to serve.

• Contact Club members to serve as chairs for Records Committee, Trail Tales Editor,

Webmaster, Librarian, Club Historian, Trail Maintenance, and Name Tag Coordinator. Typically those who held the positions under the prior Board are asked to continue, but seek out qualified members for any required replacements. Assure that each is willing to serve.

• If other ad hoc committees are to be created, contact Club members to fill the new positions

and assure that they are willing to serve. • Prepare and email an agenda for the April meeting to Board members and proposed

committee chairs in advance of the meeting. • Ask the Treasurer to present a list of past charitable donations from the Club and make a

proposal based on previous donations. Discuss and approve at the Board meeting. • Chair the Board meeting during which the Board

– approves committee chairs for Awards, Social Activities, Orientation, Membership, and Volunteer Services.

– approves standing committee chairs for the Records Committee, Trail Tales Editor,

Webmaster, Librarian, Club Historian, Trail Maintenance, and Name Tag Coordinator as well as any ad hoc committees.

– appoints the new Hikemaster. The newly elected Hikemaster then nominates the new

Assistant Hikemaster, which the Board then appoints. • After the Board meeting:

– Prepare an amended list of the members of the new Board and committee chairs (name, position, telephone number, and term end date) and submit it to the Webmaster to post on the Information page of the Club website.


– Prepare an amended list of the members of the new Board and committee chairs (name,

position, telephone number, term end date, and email address) and submit it to the Webmaster to post on the password-protected Directors page of the Club website.

May to September • Attend Friends of Madera Canyon (FOMC) board meetings if the Vice President is unable to

attend. • Unless previously scheduled, work with the Social Activities Chair, Orientation Chair, and

Hikemaster to schedule dates and locations for Club functions, i.e. leader meetings, leaders breakfast, parking lot use, orientations, Board meetings, and potlucks. Contact the GVR Reservations Coordinator to reserve rooms and any required equipment for Club activities.

October • Attend the leader meeting to report on Club activities and Board matters of interest to Hike

Leaders if requested by the Hikemaster. November • Ensure consideration of the Club’s financial position and any impact on dues for the

upcoming year is on the November Board meeting agenda. • Prepare and email the Board meeting agenda to all Board members and committee chairs in

advance of the meeting. • Assist the Membership Chair, as necessary, to review/revise the next year’s Membership

Application and Waiver Form. Include review of the form on the November Board meeting agenda.

• Chair the Board meeting. • Be the master of ceremonies at the fall potluck. Check with the Social Activities Chair in

advance to see if any assistance is needed. • Lead the President’s Hike on the Friday after Thanksgiving Day. December • Prepare and email the Board meeting agenda to all Board members and committee chairs in

advance of the meeting. • Chair the Board meeting.


• Attend the leader meeting to report on Club activities and Board matters of interest to Hike Leaders if requested by the Hikemaster.

• Appoint a Nominating Committee to bring forward three candidates for next year’s Board,

and announce the Nominating Committee members at the Board meeting. Meet, as necessary, with the Nominating Committee to outline its task and to pass on information regarding the position requirements.

• Receive GVR’s Club document package in preparation for the annual GVR Club Meeting,

which is held every January. The President and Vice President should attend this meeting. Inform the other members of the Executive Committee (Secretary and Treasurer) of the meeting so they may attend if they so desire. Consult Board members regarding any reservation changes needed in advance.

January • Attend the annual GVR Club Meeting and submit required follow-up documentation to GVR. • Work with the Treasurer, Membership Chair, and other chairs as needed to assure all

required Club documents are submitted to GVR prior to deadlines. Required Club documents may include: Annual Agreement to Retain Club Status, Club Officers Form, Membership Roster, Inventory, Financial Reporting Form, Club Request for Funding, and IRS Form 990-N.

• Prepare and email the Board meeting agenda to all Board members and committee chairs in

advance of the meeting. • Chair the Board meeting. • Hear a report from the Nominating Committee at the Board meeting. When the Nominating

Committee has developed a slate for the election and communicated it to the Board, arrange for the nominees to be listed on the Club website, the monthly hike bulletin, and the notice for the Club’s annual meeting.

• Be the master of ceremonies at the winter potluck. Check with the Social Activities Chair in

advance to see if any assistance is needed. • Attend the leader meeting to report on Club activities and Board matters of interest to Hike

Leaders if requested by the Hikemaster. • Work with the Treasurer to obtain the required annual Club financial review. February • Prepare and email the Board meeting agenda to all Board members and committee chairs in

advance of the meeting.


• Chair the Board meeting. • Begin preparation for the annual meeting, including the agenda, Social Activities Chair

arrangements, sign-in sheets, and any pertinent handouts. Prepare an email announcement that includes the names of nominees.

• Contact all Board members and committee chairs. Thank them for their past efforts and ask

how they find their responsibilities and if they have any recommended changes, and most importantly if they wish to continue in their position for the next year. In addition to showing appreciation and support, the purpose of the call is to determine if a search for a replacement is needed, thus ensuring all positions remain filled.

March • Be the master of ceremonies at the spring potluck. Check with the Social Activities Chair in

advance to see if any assistance is needed. • Chair the annual meeting. Copies of the agenda, last year’s meeting minutes, and the year-

end financial report are to be available at the meeting. • Ask the Webmaster to post the meeting minutes from the prior year on the Club’s website

following approval at the annual meeting. • Attend the leader meeting to report on Club activities and Board matters of interest to Hike

Leaders if requested by the Hikemaster. Periodic/Miscellaneous • Provide the Trail Tales Editor with items for the newsletter when requested. • Deal with issues as they arise to support the Hikemaster and other Board and committee

members. • Establish and maintain a working relationship with GVR, particularly the Member Services

Representative and Reservations Coordinator. • Keep Hike Leaders and Assistant Hike Leaders informed on Board policy issues. • Work with the Vice President for an exchange of information dealing with current issues and

policy. • Maintain communication, as necessary, with the Nogales District of the Coronado National

Forest to promote club trail maintenance to the interest of both organizations. • Maintain communications, as necessary, with Friends of Madera Canyon, Sky Island Alliance,


and the Arizona Trail Association to coordinate volunteer activities of interest to Club members.

• Use email, as appropriate, to keep Club members up to date on Club information. Notices

could include potlucks, annual meeting, and newly posted items on the website, such as a new Trail Tales issue.

• There will be requests from other organizations to send email notices of meetings on

environmental issues, trail access issues, and other topics that may or may not relate to hiking. There is currently no written policy on how to deal with these requests. Exercise caution on what to send out. It generally should have a relationship to our hiking mission. With 400+ members, there are bound to be supporters of all sides on an issue. It is important to avoid taking sides on an issue unless it is clearly in the best interest of our hiking mission. If in doubt, poll the Board before sending out an email.

• Send out notes of sympathy on behalf of the Club as appropriate, e.g. to families of deceased

leaders emeritus. Club note cards, which are blank inside except for the Club’s logo and address, can be used for this purpose. Lillian Monson, a former long-time leader of the club, designed these cards, and has given the club authority to reproduce the cards in perpetuity. Supplies of the cards are held by the Secretary, Social Activities Chair, and the President, and can be used for other club business such as thank you notes.

• The Club’s non-profit EID number is 86-0551463. • The records retention policy with GVR is three years. The Club may wish to keep certain files

longer. • Review the Bylaws and Policy Manual annually to see if any changes are required. Bylaw

changes require membership approval at the annual meeting prior to being submitted to GVR for approval.

• Ensure current Bylaws and Policy Manual are posted on the Club website. • Coordinate all website postings with the Webmaster.

Last update: David Powell 03/2019


VicePresident The Vice President is an elected director, Board officer, and an Executive Committee member. The Vice President is responsible for chairing Board and membership meetings in the President’s absence and to fulfill other duties assigned by the President. The Vice President is one of the four signatories authorized to sign Club checks. The Vice President attends the monthly Friends of Madera Canyon (FOMC) board meetings held on the first Friday of each month at Friends In Deed. The Volunteer Services Coordinator coordinates data collection of trail maintenance and cleanup activities with the Trail Maintenance Chair. Either the Volunteer Services Coordinator or the Trail Maintenance Chair reports monthly to the Board, and the Vice President forwards the information to FOMC to report on Club projects done for the Forest Service in Madera Canyon. Last update: David Hinkle 03/2019

Secretary The Secretary is an elected director, Board officer, and an Executive Committee member. The Secretary is responsible for recording and distributing minutes of all Board and membership meetings, and is one of the four signatories authorized to sign Club checks. Board meetings: Record the minutes of all Board meetings and email a copy to each board member. Board organizational meeting: Record the minutes of the organizational meeting, which is held immediately after the annual meeting in March. Ensure that the names of Board officers (President, Vice President, Secretary, and Treasurer) authorized to sign checks are listed in the minutes of the Organizational Meeting. The Club’s financial institution requires a copy of the minutes that list the names of the authorized officers. Annual meeting: Record the minutes of the annual meeting of the membership held in March. In preparation for the annual meeting, email the previous year’s minutes to the Webmaster for posting on the Club website and print copies for distribution at the meeting. Club members who attend the annual meeting are asked to approve the minutes from the previous year. Correspondence: Conduct internal and external correspondence when directed to do so by the Board. Historical records: Receive and file all Board member reports, correspondence, Bylaws, Policy Manual, newsletters, and Forest Service and other reports. All historical records are kept in cabinet #16 at Desert Hills Recreation Center. The Historian retains the key for the cabinet. At the end of their term of office, Board members give their records to the Secretary and/or Historian for placement in the historical files. Items to be filed include minutes of the board and annual membership meetings, Trail Tales and other Club publications, correspondence, pictures, yearly list of Hike Leaders, list of hike members, list of Board members and meeting dates, any


changes made to the Bylaws and Policy Manual, copies of leader training documents, orientation outlines, and other pertinent information. Last update: Pat Boeck 03/2019

Treasurer The Treasurer is an elected director, Board officer, and an Executive Committee member, and is one of the four signatories authorized to sign Club checks. The Treasurer is responsible for depositing funds and making payments on behalf of the Club. Online payments made by credit card through the member services page on the Club website are deposited directly into the Club’s bank account. The Membership Chair collects any dues that are not paid online. These monies are then turned over to the Treasurer for deposit. Weekly activities Receipts • Reconcile online credit card payments made by members through the member services page

of the Club website with deposits made by the online payment site to the Club’s bank account. (A detailed description of this procedure is included in the Treasurer’s files.)

• Receive any dues collected by the Membership Chair and income from other sources. • Deposit the collected funds into the Club’s established bank account. • Record all deposited amounts in the Club’s financial ledger and checkbook register. Disbursements • Pay all approved bills/invoices submitted. • Record the disbursements in the Club’s financial ledger and checkbook register. Monthly activities • Reconcile the Club’s financial ledger/checkbook register with the bank’s monthly statement. • Summarize income and expenses for the month and year-to-date. Board meetings • Prepare and submit a report of cash flow and income and expenses year-to-date for each

meeting.


Annual activities • Reports:

1. Prepare and submit the GVR Club Annual Required Financial Reporting form. Send a

copy to the Club President.

2. File online IRS Form 990-N (e-PostCard). Send a copy to the GVR Club liaison and the Club President.

3. Complete the Payment Card Industry (PCI) annual online questionnaire to confirm our

compliance with their security standards. • Independent review: After the year-end financial statement is completed, gather in proper

format for independent review the Club’s financial records for the fiscal year just ended (annual financial report, ledger, invoices and receipts for reimbursement, records of income sources, bank statements, reconciliations and deposit slips). Deliver the package to the selected reviewer.

• Annual meeting: Prepare a comprehensive year-end financial report for the fiscal year just

completed for distribution and presentation at the March annual membership meeting. • Bank account signature card: Each year following the Board of Directors organizational

meeting when officers are elected, have the bank prepare a new signature card. As authorized signatories on the account, the Treasurer, President, Vice President, and Secretary must each appear at the bank to sign the new card.

• Excess funds procedure (approved by the Board of Directors on April 18, 2006):

1. Establish the excess fund amount for the current fiscal year. These are funds in excess of the cash reserve. The cash reserve is established as 1.5 times the average 5-year expense value.

2. Solicit suggestions for activities to consider as recipients of available excess funds from

the Board and other appropriate Club members.

3. Communicate those suggestions to the Board at least two weeks prior to the scheduled April Board of Directors meeting for subsequent Board action.

Record retention As suggested by GVR’s record retention schedule, the following financial records for the Club are retained for seven years after the fiscal year they are created: • annual financial statements, annual reports and independent reviews • ledgers


• invoices and receipts • records of income sources • bank statements, reconciliations and deposit slips Of the financial records previous to those seven years, paper copies of only annual financial statements and ledgers are retained for possible historical interest and are given to the Club Historian for storage. Other documents are shredded or otherwise appropriately discarded. Last update: Janet BeMiller 03/2019

Directors

Directors

Hikemaster

The Hikemaster is an appointed director and a member of the Executive Committee, and has the following responsibilities: • Meet periodically with a hike scheduling committee to select hikes for the coming months

and revise the list of selected hikes as needed. • Create monthly schedules of hikes, email them to the Hike Leaders for them to choose their

availability for the hikes, and then assign Hike Leaders to specific hikes. Generate the monthly hike bulletins, post them on the Club website, and arrange the copying and distribution of printed copies.

• Prepare a monthly report of the number of hikers each week and submit it to GVR. • Create weekly sign-in sheets and Hike Leader reports for each hike. Prepare a dedicated Hike

Leader clipboard with a folder that includes this and other necessary information. • On hike days:

– Set out hike identification placards at the reserved area of the GVR West Center parking lot before Hike Leaders arrive.

– Distribute a clipboard to each Hike Leader with a folder that includes the sign-in sheet,

Hike Leader report and other information.

– Put a collection box in the GVR West Center lobby for hike clipboards and collect all hike sign-up placards prior to hike departures.

– Be available in the parking lot for any problems that arise prior to hike departures.

– Retrieve the collection box with the clipboards from the GVR West Center lobby after

the last hike has returned. Separate sign-in sheets from Hike Leader reports and distribute them to the appropriate people.

• Ensure the Schedule Prep data file, which contains all monthly hike information and Hike

Leader and Assistant Hike Leader information, is current. • Ensure the Hike Stats data file, which contains historical hike information, is current. • Ensure the Full Hike List data file, which contains information for each club hike, is current. • Ensure the information on the Leaders Page of the Club website is current.

Directors

• Make changes to the monthly bulletins as needed and post updated bulletins on the Club website.

• Maintain a separate computer manual that outlines all duties and contains detailed computer

procedures for the Hikemaster. • Maintain a dedicated Windows-based computer. This computer contains all Excel and Word

files related to the Schedule Prep file, Full Hike List, Hike Statistics, hike selection worksheets, hike sign-in and Hike Leader report sheets, and the Hike Leader and Assistant Hike Leader roster that is posted on the Club website. The dedicated computer is passed on from one Hikemaster to the next.

• Prepare agendas for and chair Hike Leader meetings. • Prepare and present reports for Board meetings and for the March Annual Meeting. • Select and oversee the training of Hike Leader and Assistant Hike Leader candidates. This

includes updating all printed training materials. • Request leader and leader emeritus patches from the Awards director. • Approve trail cleanup projects. • Attend to issues that arise related to hikes, hikers, Hike Leaders, and Assistant Hike Leaders. Last update: Jim Chisholm 03/2019

AssistantHikemaster The Assistant Hikemaster is an appointed director, and is responsible for assisting the Hikemaster in all of that position’s duties and to assume those duties in the Hikemaster's absence. Other responsibilities include: • Distribute, collect, and maintain the first-aid kits. • Attend and report at the Hike Leader meetings chaired by the Hikemaster. • Attend and participate in orientation meetings with the Hikemaster for new Hike Leader and

Assistant Hike Leader candidates. • Attend and report at Board of Director meetings and at the March annual meeting. • Develop and maintain familiarity with hike routes, trailhead locations, travel directions, and

vehicle requirements. • Communicate with the Border Patrol so that it is aware of our presence when scouting and

Directors

hiking near the border, i.e. beyond a checkpoint. • Attend hike selection committee meetings. Last update: Sally Boysen 03/2019

Orientation The Orientation Chair is an elected director, and is responsible for scheduling and organizing the Orientation program, and for recruiting and training presenters. The objective of the Orientation program is to ensure that potential new hikers are fully prepared for the challenges of hiking and preparing them for a safe and enjoyable experience. Responsibilities • Select and train presenters. • Develop a schedule and determine the frequency of Orientation classes. • Work with the President to ensure that the GVR meeting facility is reserved well in advance. • Distribute schedules of Orientation classes to the Hikemaster and Board members. • Post the Orientation class schedules online using the Wild Apricot software. (Contact the

Webmaster for administrative access and instructions on how to use the Member Services Wild Apricot software.) Also advise the Webmaster of Orientation class dates to post on the Club website.

• Hold a meeting of the presenters at least once a year and/or update presenters by email

notification. Keep them informed of changes in presentation materials, changes in process, focus, scheduling, or policy, and additions or changes in personnel.

• Monitor and print a roster of online Orientation participants who register online through Wild

Apricot. • Attend Orientation classes as available to facilitate registration/check-in process. • Function as point person to address questions (telephone and email) from potential

participants. • Input attendance information into the Wild Apricot online system, including updates to

online registrations and demographic information of walk-in registrations.

Directors

• Print or obtain the materials used during the presentation:

– Orientation Handout (A) – Monthly Hiking Schedule. Notify the Hikemaster of the quantity required. The Hikemaster

will print copies and place them in the Orientation locker in the GVR East Center. (B) – Trail Tales newsletter. Notify the Editor of quantity required. (C) – Orientation Registration and Disclaimer for walk-in registrations (D) – Membership Application and Waiver Form (E) – Arizona State Land Permit Application (F)

• Assemble a sufficient quantity of packets of items A, B, and C to distribute to each

participant who has registered online. • Assemble a sufficient quantity of packets of items A, B, C, and D to distribute to each walk-

in participant. • Maintain a sufficient quantity of items E and F to distribute as requested to individuals not

utilizing online accessibility of forms. • Add to and/or rewrite the presentation outline when necessary. • Add to and/or rewrite handout material when necessary. • Attend and report at Board and Hike Leader meetings. Record keeping and computer requirements • Enter participant information into the Wild Apricot online system. Retain copies of in-person

Orientation forms for three years and then destroy them. • Receive electronically the up-to-date listing of attendees from the Membership and

Orientation Data Assistant. • Keep records of attendance at Orientation by week, month, and year with comparisons to

previous years. • Periodically present recaps of Orientation attendance and first-time hikers to the Board using

data obtained from the Records Committee. • Computer skills required: email capability; Word and Excel software skills (minimum);

familiarity with Wild Apricot (Webmaster and/or the Membership and Orientation Data Assistant will provide instructions); home printer.

Last update: Barb Fleshman 03/2019

Directors

Awards The person in charge of Awards is an elected director, and is responsible for maintaining an inventory of patch awards and arranging for their distribution to Club members who have earned them. Before hike morning • Review the Awards Report received from the Records Committee recorder and have the

correct patch for each name listed on the report. Attach a sticky note with the recipient’s name on it to each patch, ensuring that it can easily be read. Place each patch in a separate plastic bag for easy distribution.

• If a hiker listed on the Awards Report is shown as OVERDUE, note that on the sticker so

that the patch is not awarded until dues are paid. Hike morning • Be at the GVR West Center Parking lot and start checking names at least 30 minutes before

the first scheduled hike departure time (check the website Wednesday night for hikes departing early). Arrive 45 – 60 minutes early during the busy hiking months (November through March) or when many hikers are expected.

• Give the folder to the Hikemaster or leave it in the plastic bin used to collect Hike Leader

clipboards. • Include any membership information you receive from Membership Chair with the data you

pass on to the Records Committee recorder (committee member rotates). • Review the sign-in sheets for each scheduled hike. When you find a hiker due a mileage

award, give the designated patch to the Hike Leader or the Assistant Hike Leader of that hike. If the award recipient is the Hike Leader, give the patch to the Assistant Hike Leader. After distributing a patch, record the hike number next to the recipient’s name on the Awards Report. (Hint: As you check the sign-on sheets, apply a dot with a red pen by the last name you check so you know which ones you previously reviewed.)

• Stop checking the sign-in sheets to allow you enough time to get ready and leave on your

own hike. You may sign up at the head of the line for your chosen hike since you don't have time to wait in line.

Hike afternoon or Friday morning • The Hikemaster or designee will deliver the folder to you with the sign-in sheets for all hikes

taken that day. Verify that you have all the sign-in sheets and highlight each GUEST. On each sheet, record the number of hikers excluding guests and the number of guests.

Directors

• Total the hikers and total the guests and enter those two numbers on the top of the first page of the sign-in sheets. Circle that information with a red pen. Enter the patch miles by the name of each person who received a patch on the sign-in sheets.

• On the Awards Report, write the total number of hikers and the total number of guests. Also

write the name, patch mileage award, and hike number for each patch distributed on the Awards Report.

• Send an email with the same summary information (number of hikers, number of guests, and

patches awarded) to the Hikemaster, Assistant Hikemaster, and all members of the Records Committee.

• Deliver the folder containing the sign-in sheets, Awards Report, and any membership

information you received Thursday morning to the Records Committee recorder. Friday, Saturday, or Sunday • The Records Recorder will deliver to you an updated Hike Report and a new Awards Report

for the next week in the plastic folder. Use that new Awards Report to prepare for the next hike day (see Before hike morning).

• Retain the old sign-in sheets, Hike Report, Membership Report, and any pertinent notes for

the History files. October/November of each year • Review the Hike Report to determine patches that potentially will come due during the

following year and compare this to your patch stock. Check with the Hikemaster to identify the number of Leader, Assistant Hike Leader, and Emeritus patches that may be required during the next year.

• Place an order with the patch supplier (currently Embroidery for All Reasons in Tucson), and

arrange payment of the invoice with the Treasurer. Place new patches into your stock. Last update: Jim Easter 03/2019

Directors

Membership The Membership Chair is an elected position, and is responsible for receiving membership applications and collecting annual dues. Mail • The Club’s mailing address is P.O. Box 1074 Green Valley AZ 85622. The mailbox is

located at the main Post Office on Continental Road. Check the mailbox weekly and more often during the renewal period (November to March).

• Give all mail, except applications, to the President on Thursday mornings prior to hiking or

at Board Meetings. Membership Application and Waiver forms (paper) • Confirm that all pertinent information is supplied and that the release has been signed.

Follow up with those where information is missing. • Confirm that new members have attended orientation using orientation reports and/or Wild

Apricot Member Search. • Write the check number and date received on the application. Note if payment is cash. • Print the first three letters of the last name in the upper right corner of the application for ease

of filing in a three-ring binder. Send a picture of applications, for new members only, to the Membership and Orientation Data Assistant, who will input new member information in Wild Apricot.

• File the applications alphabetically in the current year three-ring binder. • Stamp checks with the “For Deposit Only – GVR Hiking Club” stamp and give them to the

Treasurer on a regular basis along with a signed alphabetized list of payees. The Treasurer does not need online payments listed on this deposit report. If cash payment is received, write a receipt using the receipt book. Mail the receipt to the member.

Wild Apricot online system • Under Admin View, click Finances, Invoices and then apply date range from last report to

the present date. Remember that members can pay online throughout any day. So, overlapping the dates to capture all payments is recommended.

• Filter by Member application and Member renewal. This will bring up two reports.

Combine by copying and pasting.

Directors

• Export to Excel. Select the criteria needed for your report: First Name, Last Name, GVR Number, Orientation Date, Settled payment tender(s).

• Clean up the report: minimize it, alphabetize by last names, click print gridlines, insert names

and GVR #s of those persons who paid by check/cash, and print the report. MAKE SURE THERE ARE NO DUPLICATE PAYMENTS.

• If all the information is correct and complete (including orientation dates, as this is required

before becoming a member), edit/update the Renewal Date for each individual on the report under their Membership tab. Then Approve their membership.

• By email, provide an alphabetical list of paid members. This report should include: the Date

Range of Online Payments, Alphabetized Member Name, GVR #, whether or not payment was made online or by check. Send the email to the Hikemaster and Hike File Recorders on Wednesday.

Annual membership renewal (October) • Coordinate with the President to prepare a membership renewal letter to be emailed to all

current members by the person responsible for sending out eblasts at the end October. • Make any necessary changes on the Membership Application and Waiver Form. Email the

updated form to the Webmaster for uploading on the Club website on November 1. Print a minimal number of applications to have available, if requested, on Thursday mornings.

Miscellaneous • The Records Committee provides a weekly DUES REPORT. Contact the hikers listed on

the report to remind them that dues must be paid before they hike again. Use the membership list or O & R lists for telephone numbers.

• Hike mornings (Thursdays) in the parking lot prior to hiking, unless otherwise arranged,

distribute to:

– Awards Director: Alphabetized list of the week’s paid members. – Treasurer: Stamped checks with alphabetized list of payees. – President: All club mail except applications.

• Board meetings and annual meeting: Prepare a report giving total members to date. Important reminders • Sometimes we can’t find a former hiker in our records. Ask if they hiked under a different

name. The Orientation and Membership Data Assistant may be able to help. If we can’t find pertinent information on a hiker, contact the Membership Accounting Clerk at GVR: 625-3440 ext. 220.

Directors

• November and December payments apply to the up-coming year unless the hikers are former

members who want credit for hikes in the current year.

• Renewing members must rejoin before they begin hiking in the new year. They are not entitled to any complimentary hikes.

• New hikers are permitted two trial hikes AFTER orientation. They should not hike again

until dues are paid. Problems occur in October if two trial hikes have not been completed and they want to go to the potluck. One of the benefits of membership is the eligibility to attend potlucks.

Last update: Toni Garreffa 03/2019

SocialActivities The Social Activities Chair is an elected director, and is responsible for organizing the Club’s social activities. Overall responsibilities • Coordinate dates with the President and Hikemaster for potluck dinners, annual meeting, and

the leader appreciation event. • Plan and supervise three potluck dinners and an event (such as a breakfast) to honor Hike

Leaders and Assistant Hike Leaders. • Organize refreshments for membership meetings. • Keep an ongoing inventory of supplies in the Club’s cabinet at the GVR West Social Center

and replenish as needed. • Give a report at each Board meeting of information of interest to Board members, such as the

number of attendees at the most recent potluck and events. Either email or give a printed copy of your report to the Secretary.

• Prepare an annual report to deliver at the March annual meeting. Potluck dinners • Obtain and review the potluck notebook and any other materials from the previous Social

Activities Chair. • Secure a speaker for each dinner. (There is a list of suggested speakers in the potluck

notebook.)

Directors

• Approximately four weeks prior to the potluck, prepare an email to advertise the event and send it to the person responsible for sending out Club eblasts. Encourage members to register online.

• Four weeks prior to the potluck, open the Member Services website for online registration.

(Contact the Webmaster for administrative access and instructions on how to use the Member Services Wild Apricot software.)

• Print a sign-up sheet. Three and two weeks prior to the potluck, be in the GVR West Center

parking lot on Thursday mornings with the sign-up sheet prior to hiking to allow members who do not wish to register online to sign up.

• One week before the potluck, close online registration. Prepare a reminder email of the

potluck and advise those who have not registered to contact you via email if they wish to attend. Send the reminder email to the person responsible for sending out Club eblasts.

• Select volunteers to help with setup, serving, and the check-in table from those who have

registered to attend the potluck. • Approximately two weeks prior to the potluck, prepare a diagram for the GVR West Center

custodian showing the set up for the evening and listing needed equipment and supplies. • Two weeks prior to the potluck, inform GVR Arts and Entertainment Technical Services of

AV equipment needed for the program (i.e. microphone, computer cart, projector). If possible, arrange a meeting with you, the speaker, and the AV technician for a dry run of the presentation.

• Prepare and print a list of attendees for the check-in table. After dinner, make a copy for GVR

and give it to the GVR West Social Center custodian. • On the day of the potluck event, provide direction to the volunteers. Put tablecloths and

centerpieces on the tables. Ensure all requested AV equipment is available and functioning correctly, the coffee is made, and the warmers are turned on.

• Facilitate the evening’s program, using the microphone and podium to welcome members,

thank volunteers, organize the food lineup, and introduce the speaker. • Remove the tablecloths and table centerpieces after the event is concluded. • Send thank-you notes to the speaker and volunteers. Appreciation event for Hike Leaders and Assistant Hike Leaders • Work with the Hikemaster to plan and arrange an event in January, such as a breakfast (either

catered or at a restaurant) with a speaker.

Directors

• Work with the Hikemaster to prepare an email to advertise the event. The Hikemaster will send it to the Hike Leaders and Assistant Hike Leaders and give you a list of attendees.

• Print a list of attendees for the check-in table. If the event is held in a GVR facility, make a

copy and give it to the GVR custodian. • Submit a receipt from the caterer or restaurant to the Treasurer. • Send a thank-you note to the speaker. Annual meeting • Two weeks prior to the annual meeting, confirm room assignment and setup with the GVR

custodian. • Arrange for refreshments such as fruit, pastries, coffee, tea, juice, and water. • Obtain a copy of the sign-in sheets from GVR for Club records. • Submit a written report of expenses incurred for the refreshments, the number of members in

attendance at the meeting, and other pertinent information to the Secretary and Treasurer. Last update: Liz Blair 03/2019

VolunteerServicesCoordinator The Volunteer Services Coordinator is an elected director, and is responsible for facilitating the volunteer activities of the Club’s membership. The annual membership application form includes options for members to indicate where they would like to volunteer their time and talents. This data is input to a master file when the application forms are processed. The Volunteer Services Coordinator can access this information for others, including the following: Categories of Volunteer Opportunities Recipients Potluck suppers Social Activities Chair Trail maintenance Trail Maintenance Chair Memorial Day flags Project appointed Chair Data entry Records Committee Chair Trail Tales Trail Tales Editor Website Webmaster To respond to the Club’s changing needs, it is important to review the volunteer request information on the application form annually and work with the Membership Chair to modify the form as needed.

Directors

Memorial Day flags The Avenue of Flags Association has various volunteer groups display flags eight days a year along La Cañada. The Club provides the team for the Memorial Day flags display. The Volunteer Services Coordinator either chairs the team or recruits a chair. Team members are recruited in early April from the membership list of flag volunteers and from other members known by the chair. Contact Andy Anderson, Chair of Flags Association, at 520-625-2715 (he does not have voicemail), address 641 S Los Rubies, or the Green Valley Fire Administration Office at 520-625-9400. Flags are located at the Encanto Fire Station. Also contact the Green Valley SAV to provide vehicles for traffic support at 520-352-6744. Trail maintenance documentation The Volunteer Services Coordinator coordinates data collection of trail maintenance and cleanup activities with the Trail Maintenance Chair. Either the Volunteer Services Coordinator or the Trail Maintenance Chair reports monthly to the Board. The Vice President forwards the data to the Friends of Madera Canyon to report on our projects done for the Forest Service in Madera Canyon. All trail maintenance and trail cleanup projects for the Forest Service are done under its annual Agreement For Sponsored Voluntary Services. This document and the related Volunteer Position Analysis and Job Hazard Analysis are posted on the Club’s website. All trail maintenance volunteers are required to read these documents before starting a Forest Service project. The sign-in sheet for the project states that all volunteers have read these documents. The benefit of this documentation is noted in paragraph 3 in the Agreement in that the Forest Service will “Consider the participants as federal employees for the purposes of tort claims and compensation for work injuries, to the extent not covered by the Sponsor.” Summit Hut discount day This one-day event, usually held in November at the Tucson Speedway store, allows Club members to purchase store merchandise at a 20% discount. Contact Summit Hut’s General Manager, Traci Bohme, at 520-325-1554, [email protected] or the Store Manager, Alex Cigrand, at 520-325-1554, [email protected] to set the date and consider the presentations to be given by Summit Hut staff. Once the details are confirmed, prepare an email announcement and forward it to the person responsible for sending out eblasts to members. GVR Fit and Fun symposium The Club operates an informational booth at this open house typically held in January. The Volunteer Services Coordinator recruits volunteers to staff the booth and procures the necessary presentation materials and handouts, which includes copies of the monthly hike schedule bulletin and Trail Tails. There is a poster board display stored with the Vice President.

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T-shirt sales When there is a club-wide t-shirt sale, the Volunteer Services Coordinator is responsible for managing sales. This includes: • finding a shirt vender and silk-screener • developing a sales approach • coordinating payment issues with the Treasurer • coordinating sales, order taking, and data concerns with the Webmaster • preparing email announcements and forwarding them to the person responsible for sending

out eblasts to Club members • addressing problems members may have in placing orders • distributing t-shirts to members who purchase them Website store The Volunteer Services Coordinator manages the on-line store for t-shirt and name tags orders using the Wild Apricot software. (Contact the Webmaster for administrative access and instructions on how to use the Member Services Wild Apricot software.) While t-shirt sales are for a finite period of time, Club members can order name tags throughout the year. After receiving an email from the store that a name tag has been ordered and paid for, the Volunteer Services Coordinator forwards the information with the purchase details to the Name Tags Coordinator, who then orders and distributes the name tag. Last update: David Linn 03/2019

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TrailMaintenance The Trail Maintenance Chair is an appointed position, and is responsible for coordinating trail maintenance activities performed by Club members. General responsibilities • Lead the planning and execution of maintenance, not construction, on trails used by the Club. • Manage the list of trails to be maintained and the resources applied, to the Board and United

States Forest Service (USFS) as appropriate. • Periodically report on trail maintenance activities in Madera Canyon to the Vice President for

presentation at the Friends of Madera Canyon Board meetings. • Ensure Club equipment stored for volunteers to use in trail maintenance activities is

accounted for and in safe working condition. References and documentation There are two three-ring binders containing the following information: Agreement for Voluntary Services: This is an agreement between the GVR Hiking Club and USFS to allow volunteers to conduct trail maintenance within USFS boundaries. It includes a Job Hazard Analysis, and required to be applied, as part of this Agreement. A list of Club volunteers who will be participating in trail maintenance is incorporated into this Agreement and updated at least annually. Forest Service Handbook Section 2309.18 – Trails Management Handbook: This contains useful guidance on practices to be applied in managing trails. Madera Canyon Trail Tree & Brush Trimming Protocol: Several guides are included in the binders that provide similar information on how to conduct brushing and trimming. Annual Trail Maintenance Activity Logs: This contains annual reports provided to the Board. Annual Project Lists: This includes summaries of work completed each year and a list of proposed work. Trail Maintenance Attendance Records: This contains daily logs of attendees, work conducted, work and travel time, miles travelled, and acknowledgement of work hazards (GVR & USFS requirements).

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Equipment Inventory: This is a list of equipment and consumables stored at the Club’s storage unit. Two keys are in the three-ring binder for the storage unit. Electronic copies of recent documents are available from the current Trail Maintenance Chair. Nominating a trail for maintenance This procedure allows for any Hike Leader to request a trail be cleared. Upon approval by the Hikemaster, the trail is added to the list of proposed projects: 1. A Hike Leader makes a request through the Hikemaster for a trail to be cleared. A request

can also be made through coordination with the USFS and/or the Friends of Madera Canyon. 2. The Hikemaster (or designee) verifies the needed work. 3. The Trail Maintenance Chair receives notification for the trail to be cleared, and the type of

clearing to be conducted (trimming, brushing, deadfall removal, etc.) 4. The current Annual Project List is updated with the trail to be cleared. Planning a trail maintenance activity The Trail Maintenance Chair determines the current state of the trail and the resources needed to clear the trail, coordinates a date with the respective agency, and solicits an appropriate number of capable volunteers. All interested parties then agree on the date and time to perform the work activity. 1. Select the trail to be cleared, which may be done in consultation with the Hikemaster, and

contact the responsible agency to ensure that others have not already scheduled the trail for clearing.

2. Scout the selected trail with at least one other person to

a. verify the trail still needs to be cleared b. confirm that the trail maintenance opportunity is within Club capabilities c. determine the length of trail to be cleared d. understand any logistical impediments or issues to be considered.

3. Determine resources required.

a. Specify the type of tools required to conduct the clearing. Compare this to the number

and type of Club tools available. This may limit the number of volunteers able to participate.

b. Mechanized tools are not allowed in Wilderness areas. If any power tools are needed (e.g.,

weed trimmers), verify that the area they will be used is acceptable by the respective

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agency. Note that there are parts of Madera Canyon, such as the Nature Trail, where the weed trimmers are allowed.

c. Verify that the two first-aid kits are up-to-date. This may require providing them to the

Assistant Hikemaster in advance of the planned activity.

d. Estimate volunteer productivity in terms of distance cleared per volunteer hour; be conservative by understating the potential productivity.

e. Divide the length of trail to be cleared (item 2c above) by the above productivity (item d).

This will result in the number of volunteer hours required for clearing.

f. Estimate the time required for volunteers to hike to the area to be cleared; double this value for the return trip. Add time for snack breaks, splits, and lunch. This is the ‘transit time.’

g. Determine the length of the work activity (typically less than 8 total hours, but may be

longer in some cases).

h. Subtract the ‘transit time’ (item f) from the length of the work activity (item g). This is the available hours for volunteers to perform clearing.

i. Divide the number of volunteer hours required for clearing (item d) by the available

hours for volunteers to perform clearing (item h). This is an estimate of the number of volunteers required.

j. If the number of required volunteers is large (more than 10-15) consider reducing the

length of trail to be cleared.

k. If the number of volunteers exceeds the availability of Club tools, either reduce the number of volunteers (and length of trail) or ask volunteers to provide tools.

4. Select a date, keeping in mind expected weather conditions, length of day, and holidays.

Verify with the responsible agency (e.g., USFS) that this date does not conflict with other activities. Prepare an initial communication to potential volunteers with the following information: • name of trail to be cleared with hike report statistics (type, difficulty, distance, driver fee) • proposed date and time (start and end) • meeting location (GVR West Center) • type of clearing to be performed • availability of tools, or if they need to be provided by the volunteers • number of drivers needed (typically the number of volunteers divided by 4) • sample sign-in sheet to be signed by volunteers on the work day • required personal protective equipment that will be supplied by the Club

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5. Solicit volunteers.

a. Review the hike report for the nominated trail to determine the type and difficulty of the hike. All volunteers should, at a minimum, be capable of participating in the hike.

b. Review the Club volunteer list (included in USFS Volunteer Agreement) to develop a

preliminary list of potential volunteers. Depending upon the hike/trail type and difficulty, you may wish to contact potential volunteers individually or via a group email.

c. Review recent past activities. If a potential volunteer has recently participated, the first

email/communication should not include these individuals. This provides them with rest and gives priority to others who have not had a chance to volunteer. If the first communication does not yield sufficient volunteers, subsequent communications can be made to a broader group (provided they are capable of safely participating).

6. Confirm your plan when you have sufficient volunteers committed by communicating with

the Hikemaster, respective agency, Volunteer Services Coordinator, and all volunteers. Executing a trail maintenance activity On the day of the activity, lead a safety meeting at the GVR West Center and ensure drivers know where they are going. At the trailhead, verify that all volunteers are properly equipped prior to leading the group up the trail and to the clearing work. Upon completion, lead the volunteers back to the trailhead, collect all equipment, and close the activity. At the West Center: Review the work plan via the sign-in sheet and safety meeting. This includes: a. Summary of trail to be cleared and trimming/brushing practices to be implemented. If trash is

to be removed, specify the collection and disposal process. b. Safety practices to be followed; typically, by reviewing USFS Job Hazard Analysis with a

focus on relevant hazards for that day. c. Inform all volunteers of the communication protocol in event of an emergency. Note that cell

phones may not always have reception. d. Distribute tools needed (if not already retrieved from storage) based on what has been

brought by volunteers. e. Obtain the two first-aid kits (if not already done). f. Review safe tool handling and carrying practices. g. Verify volunteers (and guests with GVR Guest Card) are properly attired and supplied with

water and food.

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h. Allocate passengers with drivers and provide drivers with directions (including a rendezvous if needed).

At the trailhead: Start the activity in a manner similar to a Club hike: a. Assign an Assistant Leader (if not already done) & provide one of the first-aid kits. b. Distribute equipment and personal protective equipment (if not already done at West Center). c. Verify that volunteers are prepared and ready for the activity. d. Conduct introductions (if needed) and review pack-in/pack-out and medical notification(s)

protocol. At the work area: a. Divide volunteers into work groups and distribute them along the trail at intervals appropriate

for the work. Spacing should allow each group sufficient area to work safely but to also be in continuous communication with adjacent groups.

b. With the Assistant Leader ensure work groups take periodic breaks and lunch, as necessary. c. At the agreed stopping time, re-establish the group and end the trail maintenance work. d. Account for all volunteers and equipment. e. Lead the group to the trailhead and close the activity after a short debrief. Post work activity: Prepare a report for the Volunteer Services Coordinator on the Trail Maintenance Record that includes: • summary of work accomplished • start and end time • total hours worked • total travel time • total miles travelled • injuries and/or supplies used from the first-aid kits. Developing a volunteer list This procedure results in a list of volunteers that is provided to the USFS as part of the Volunteer Agreement. It is also the starting point when soliciting for volunteers when planning a specific activity.

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1. Request a limited copy of the membership roster from the Membership Director. This listing will only include those members who have indicated they wish to volunteer for trail maintenance.

2. Make a copy of the list for the USFS Volunteer Agreement, removing all information except

for the volunteers first and last names. 3. Keep the original copy for use in developing email lists and determining when potential

volunteers may be in Green Valley. Renewing the USFS Volunteer Agreement Each year the Club renews an agreement with the USFS for trail maintenance. A key aspect of this is an agreement by each volunteer that they are not federal employees. Like all other federal agencies, the fiscal year begins each October; therefore the agreement is valid through September 30 of each year and needs to be renewed prior to that date. Coincident with this renewal, the USFS requests an update on the effort expended by volunteers in their area; this is used to assist in forward year budgeting – with more volunteer commitment supporting additional federal funding. 1. Obtain an electronic version of the prior year’s agreement. While a newer version is available

on the USFS website, it is for individual activities and does not cover the entire fiscal year. 2. Change the dates, names, and addresses as needed. 3. Sign and scan the document (the Trail Maintenance Chair is authorized to sign this

agreement). 4. Prepare a letter highlighting the time invested by Club volunteers in maintaining Coronado

Forest trails. This includes:

• number of separate activities, • number of volunteers • number of total volunteer work hours (including hiking to/from the work area and travel

to/from GVR West Center) • number of miles travelled

5. Email or deliver the signed document to the Volunteer Coordinator for the Nogales Ranger

District. (Ann Ewing is the current coordinator at [email protected].) The Ranger will sign the document and return a copy to you for record keeping.

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Reporting to the Board The Trail Maintenance Chair provides a report at Board meetings of relevant issues for that time period, and also provides a report to the Club membership at the March annual meeting. After you receive a request from the President, prepare a report on significant trail maintenance accomplishments completed in the past year and submit it to the Secretary. The format is variable but generally includes: • number of separate activities • number of volunteers • number of total volunteer work hours (including hiking to/from the work area and travel

to/from GVR West Center) • number of miles travelled Note that this is similar to what is reported to the USFS, but it includes all trail maintenance, not just that which is within the Coronado Forest. Past reports can be reviewed in the Trail Maintenance three-ring binder or in the Trail Maintenance Chair’s electronic files. Reporting to Friends of Madera Canyon The Vice President attends the monthly Friends of Madera Canyon board meetings and presents a report that includes Club trail maintenance activity. After you receive a request from the Vice President, prepare a report (or email) on significant accomplishments completed since the last meeting and include any issues regarding trail maintenance, and submit it to the Vice President. You are welcome to attend the meeting to present this report in person (3rd Friday of each month at Friends In Deed at 9 am). Keeping trail maintenance equipment inventory The Club maintains equipment and personal protective equipment that volunteers can use when performing trail maintenance. This is in a rented storage facility. 1. Annually, or when there is a change in TMC, the inventory list is physically verified. Review

the last inventory list in the three-ring binder or electronic file. 2. Using the last inventory list, count all items in the storage facility. Note changes as

appropriate. 3. Consumables (gloves, trash bags, etc.) may need to be resupplied prior to an activity. 4. Inspect equipment for obvious defects, degradation, or manufacturer’s expiration. Prior to

incurring an expense, communicate with the Volunteer Services Coordinator to ensure alignment with cost, schedule, and reimbursement, if necessary. Submit an itemized list of expenses to the Treasurer before any purchases are made, and copy the President and Vice President. Give receipts to the Treasurer for reimbursement of these expenses.

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5. Equipment subject to manufacturer’s maintenance requirements (e.g., weed trimmers) may

need to be taken to a certified mechanic. Prior to incurring an expense, communicate with the Volunteer Services Coordinator to ensure alignment with cost, schedule, and reimbursement, if necessary. Submit an itemized list of expenses to the Treasurer before making any purchases, and copy the President and Vice President. Give receipts to the Treasurer for reimbursement of these expenses.

Providing advance notification to responsible agencies It is important to notify interested third parties as far in advance as possible of planned trail maintenance activities. Madera Canyon: For outings in Madera Canyon, Don Marion of the USDA Forest Service wants to know that we will be there. Call his cell phone 520-403-4548 and leave a message if no answer. Use his home phone 520-398-2525 only if a response is needed and not received. For e-mail use [email protected]. Official e-mail is [email protected]. Days off are Wednesday, Thursday, and Friday. Pima County Natural Resources Parks and Recreation: For outings on Pima County Natural Resources, Parks and Recreation land, e.g. Cienega Creek Preserve in Vail, contact Brian Priest at 520-877-6158 or [email protected]. Also provide him with a summary of the number of volunteers and the work-time exclusive of driving time. The County tracks volunteer-hours for budgeting purposes. Pima Community College: For outings on Pima Community College property, contact Barbara Bennett at 520-625-5063 or [email protected]. Tell her the plan, mention that the College has allowed us to use the dumpster in the rear of the building, and request permission to do so again. An estimate of the amount of trash bags anticipated will allow her to determine if she needs to order another dumpster. Also notify her when an outing has been completed, the number of volunteers, and the work-time exclusive of driving time, the amount of trash collected, and any need to return. McGee Ranch: For outings on McGee Ranch property, contact Heather or Allison at the Sierrita Mining and Ranching Co., 520-625-1204, to let them know the plan. We have never been denied access for a cleanup, and it is a way to keep them apprised of our presence and our good works. Mention that in the past we have received permission to put the accumulated trash next to the office for their trash pickup, and request permission again. If cleaning up the Tapon Tank trail, tell them the litter is from State Trust land. The office is on the north side of McGee Ranch Road, one mile from the water tank. Turn in at the sign, stay to right. The office is a small building in the back. Leave trash on the right end of the building. Cerro Colorado BLM Lease Land: For Red Hill Walkabout, El Cerro Peak Loop, and Cerro Colorado East the contact is Jon or Peggy Rowley at 520-398-2593. Also, Don Caswell, Ranch Manager, 520-398-2323, if the Rowleys cannot be reached. Tell them where you will park, and that you will be cleaning up litter on ranch roads and migrant trails to the east and north. Give

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them an estimate of the number of bags, and ask for permission to use their dumpster. It is located just east of mile marker 12, main ranch headquarters. Turn south. Cross the wash and just before the cattleguard the dumpster is to your left. If you do not have a truck, the Rowleys’ ranch hands might take away the trash bags from some location that is agreed upon if they are interested in the cleanup. Tuesday and Wednesday are the best days to use the dumpster. It is emptied Thursday mornings. Buenos Aires NWR, Arivaca: For outings on the Arivaca Creek Trail and the Mustang Trail, which we refer to as the Wilbur Ranch hike, the contact is Kathie Senter, U.S. Fish and Wildlife Service, Volunteer Program. The phone number in Sasabe is 520-823-4251 x116. Tell her we plan to leave the trash bags at the trailhead parking area. Samaritans organization: Notify Samaritans volunteer Shura Wallin if any document is found that identifies someone, or if any like-new clothing and knapsacks were kept to be recycled. Last update: Keith Blair 03/2019

Librarian The Librarian is an appointed position, and is responsible for maintaining a library of hike resource material owned by the Club. The Library is located at the Librarian’s residence. Responsibilities • Maintain a tracking system and file location for all resource material. • Create and maintain website articles in Microsoft Word format in a library master file. • Upload duplicates of all Word files to the Club’s Box Cloud site for backup purposes. • Convert Word-formatted articles to pdf format and keep them in a separate library file for

uploading to the Library webpage. • Upload the pdf-formatted articles to the Library webpage and ask the Webmaster to make

any applicable changes to the Library webpage listings (e.g. additions, deletions, name changes, incorrect links). The Webmaster is responsible for maintaining the Library webpage.

• Notify the Hikemaster or designate when the Library Reference portion of a Hike

Description requires updating. • Periodically review the Hike Descriptions to ensure that the Library Reference links are

current. • Maintain a lending library of hiking-related books that may be loaned to Club members.

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• Provide a lending library display table at the November and February potlucks that includes a representative sample of items that are available for loan.

• Provide library material to Hike Leaders upon request. Last update: Tom Johnson 03/2019

ClubHistorian The Club Historian is an appointed position, and is responsible for maintaining and arranging storage of the Club’s historical materials. These materials are kept in cabinet #16 at Desert Hills Recreation Center. The Historian retains the key for the cabinet. Responsibilities • File articles and documents pertaining to the Club several times a year. This includes

newsletters (Trail Tales), membership lists, monthly hike bulletins, Hike Leaders and Assistant Hike Leaders lists, records of awards given to hikers for miles hiked with the Club, Board minutes (sent online), Treasurer reports, and submitted committee reports.

• File newspaper articles pertaining to the Club. Either have a subscription to the Green Valley

Newspaper or know someone who does. Club members may also give the Historian news to file.

• Set up a table at the potluck dinners with photos and history items if desired. Notify the

Social Activities Director well in advance that a table is needed. Last update: Lorrie Koons 03/2019

NameTagsCoordinator The Name Tags Coordinator is an appointed position, and is responsible for ordering and distributing name tags for Club members. Responsibilities • Check email for orders from the web store administrator. • Email orders to Cynthia Roedig at Lazy S Creations at [email protected] • Be in the GVR West Center parking lot on Thursday mornings approximately one hour

before hikes leave. Bring the name tag sign and be visible to hikers so they can pick up their name tags.

• If no one picks up their ordered name tag after two weeks, contact the member to make

arrangements to meet or deliver it.

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• Report at Board meetings on the number of name tags sold and funds collected. Last update: Marilyn Riley 03/2019

TrailTalesEditor Trail Tales is the Club’s newsletter published semi-annually in the spring and fall. The Trail Tales Editor is an appointed position and is responsible for: • soliciting and editing material submitted by Club members • creating original material as needed • formatting the newsletter • submitting the final newsletter to printer and the Webmaster • collecting printed newsletter copies from the printer and distributing them • attending Board and membership meetings.

Newsletter preparation • Invite Board and other Club members to submit appropriate articles and photos. • Provide ample email notice of the deadline for submitting articles and follow up as necessary.

Preparation should be timed so that the spring issue is distributed before the annual meeting (March) and the fall issue before the fall potluck (November).

• Format the newsletter in Microsoft Word or other software program. • Deliver the final newsletter in PDF format to the printer (Busy Bee in Green Valley). Allow

one week for printing. The quantity of copies ordered is at the Editor’s discretion with input from Board members; more copies are needed in the fall due to increased orientation attendance during the winter months (Nov through Feb).

• Submit the printing invoice to the Treasurer for payment.

Distribution • Give copies to the Orientation Chair for distribution at orientation sessions and to the

Hikemaster for inclusion in the Hike Leader folders. • Email the newsletter in PDF format to the Webmaster for posting on the Club website. Once

that is done, prepare an email announcing its availability and forward it to the person responsible for sending eblasts to Club members.

Last update: Frank Surpless 03/2019

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Webmaster The Webmaster is an appointed position, and is responsible for the structure, appearance, and operation of the Club’s website, including the Photo Gallery and the Member Services site. Requirements for the position include a working knowledge of Wordpress, the wordpress.org site, the various Wordpress plugins, Acrobat Pro, Microsoft Excel, Wild Apricot, an FTP program such as Transmit for the Macintosh or FileZilla for Windows, and a beginner’s knowledge of html code and JavaScript. Responsibilities • Create the Club’s website using Wordpress software, html, and JavaScript code to program

the layout of each webpage and upload and place media. • Maintain the website by ensuring all information is accurate and up to date; webpages load

correctly, new pages are added as required; and links to all documents are correct. • Ensure source documents on the Club’s Box Drive site are complete and up to date. • Assist the Hikemaster, Librarian, and others with updating web pages and files. • Approve photos submitted by Club members to the photo gallery. • Pay the annual fees to the web hosting service provider (Bluehost) and the membership

software service provider (Wild Apricot), and submit receipts to the Treasurer for reimbursement.

• Provide a report to Board meetings and at the annual membership meeting. • Respond to member queries. GVRHC website The Club’s website domain name is gvrhc.org. The Webmaster is the administrator of the website and pays the annual fee to the website host provider (Bluehost.com). As part of the annual fee, Bluehost registers the Club’s domain name. (Submit the paid invoice to the Treasurer for reimbursement.) The homepage is http://www.gvrhc.org. This is a public site and does not require a username or password. There is a password-protected page for Leaders that includes current and archived hike lists and a password-protected page for Directors that contains board documents. Think-upThemes.org provides the Wordpress theme. The theme type is Sticker. The Webmaster works with those responsible for specific Club activities to ensure the currency and accuracy of information on the website. This includes:

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• Leaders page: Make changes to the leaders page and update links to the hike tables when

requested by the Hikemaster. • Directors page: Make changes to the Directors page when requested by the President. • Orientation page: Update the orientation schedule when requested by the Orientation Chair. • Library page: Update the library page when the Librarian adds a new document. • Information page: Make changes as needed to ensure content and links are accurate. • Hike Schedules page: Ensure links to the monthly hike bulletins posted by the Hikemaster

are working. • Privacy Policy page: Update as needed to ensure the content is up to date, complete, and

understandable. • Membership Application Form: Post the updated annual membership application form in

PDF format when requested by the Membership Chair in late October. This downloadable form is for members who do not wish to renew online on the Member Services site.

Member Services site Member Services is a separate website powered by WildApricot.com and is linked to from the Club’s website. It allows members to register for Orientation, new members to join, and current members to renew their membership. Members may purchase name tags, purchase t-shirts (when available), find newsletters, register for potluck dinners, and find other members’ information. The Member Services website is greenvalleyhikingclub.wildapricot.org. The Webmaster pays the annual fee to Wild Apricot. (Submit the paid invoice to the Treasurer for reimbursement.) The Webmaster is the Member Services site administrator and maintains the master password needed to access the site. All members and administrators who receive access to the site create their own passwords, which remain unknown to the Webmaster. The Webmaster works with those responsible for specific Club activities to ensure the currency of information on the website, including the following: • Ensure that the website meets member needs to join, find information, register for events,

and purchase products. • Assist administrators in keeping their pages up to date, producing reports, and generating

emails. • Ensure html links are accurate.

Committee Chairs

• Assist members who are having problems using the website. Photo gallery The website’s photo gallery is located at greenvalleyhikingclub.tumblr.com. The Webmaster is the administrator of the website and maintains the password needed to access the site. There is a link to the photo gallery on the Club website. Following the instructions on the website, members submit photos, which the Webmaster then approves for posting to the photo gallery. The website is free. Box.com drive The Webmaster administers the cloud repository at box.com, which is used by Board members and committee chairs to store source documents. A detailed instructions and procedures document for the Webmaster is located on the Box drive in the Webmaster folder. There is also a list of passwords for the Bluehost logon, the Wordpress logon, the Think-upThemes logon, and ftp. Details of server names, path to ftp files, and a list of website pages are also included. Last update: Stephen Herron 03/2019

RecordsCommittee The Records Committee is responsible for the maintenance and retention of the Club’s master Hike File, and weekly updates of hikers and hikes. The file is a multi-worksheet Excel workbook, and contains information for each individual hiker including GVR number, name, date of orientation, date of first hike, date of most recent hike, dues status, mileage award level achieved, number of hikes to next award, and cumulative hikes taken by year. Each week’s Hike File resides on multiple computers (all members of the Records Committee) for security and backup purposes. Following each Thursday’s hike, the Awards director delivers the sign-in sheets to a member of the Records Committee for data entry. The Records person enters all hikers by hike taken, and performs various computer processes that generate three weekly reports. The Hike Report displays data on all hikers who have hiked in the current year and is delivered to the Awards director. The Awards Report shows members who have qualified for their next patch and is delivered to the Awards director. It is used the following Thursday to identify hikers eligible for a patch, which is then given to a Hike Leader for presentation on the hike. The Dues Report indicates which members are in arrears and is delivered to the Membership Director to pursue payment. At the conclusion of the final hike in a calendar year, the Records Committee Chair or designate performs a year-end rollover to the Hike File, editing formulas and macros and preparing the file to receive data for the following year. Year-end copies of the Hike File are retained indefinitely, and currently number more than 15 years. Last update: George Chute 03/2019

Member Services

MemberServices

HikeLeader The Hikemaster selects and trains Hike Leaders. As part of their training, they receive printed materials containing detailed procedures and guidance related to hike assignments, advance preparations, parking lot duties on hike day, leading hikes, and follow-up duties. Hike Leaders are assigned to a hike by the Hikemaster and prepare in advance for each hike they lead ensuring a safe and enjoyable experience for their hikers. Preparations include selecting an Assistant Hike Leader, becoming familiar with the current hike data, and scouting the hike thoroughly. Hike Leaders sign up members for their hikes on hike day, organize vehicle assignments, and lead their assigned hikes, adjusting for any hike or hiker issues that may arise. They are in charge of their hikes and responsible for any decisions that affect the hike. Their top priority is always the safety of the group. After each hike is completed, the Hike Leader is required to produce a report to the Hikemaster summarizing the hike’s accomplishments and any concerns. Last update: Jim Chisholm 03/2019

AssistantHikeLeader(Sweep) Assistant Hike Leaders, commonly referred to as Sweeps, are also selected and trained by the Hikemaster. As part of their training, they receive printed materials containing detailed procedures and guidance related to assisting Hike Leaders in their hike duties. Their training also includes a thorough explanation of the contents in our first-aid kits. Assistant Hike Leaders are selected for a particular hike by the Hike Leader and then assist them in the preparation, accomplishment, and reporting of their assigned hikes. During the hike, they carry the first-aid kits and are positioned as the last person in the hike line. In this position they are the eyes and ears of the Hike Leader, looking for any hikers who appear to be having problems such as keeping up, showing signs of stress, or having other physical problems. The Hike Leader and Assistant Hike Leader work together to adjust the pace of the hike and take corrective action whenever any hike or hiker issues arise. Assistant Hike Leaders should be very familiar with what is in the first-aid kit and its layout. They report the use of any supplies used during the hike to the Hike Leader. That information is then noted on the Leader’s hike report to help with restocking the first-aid kit. Last update: Jim Chisholm 03/2019

Member Services

MembershipandOrientationDataAssistant The Membership and Orientation Data Assistant is an appointed position, and is responsible for maintaining current and historical data for membership and orientation, and assisting with short-term data needs as required. Administrative access, obtained from the Webmaster, is required for the Member Services Wild Apicot website and the Club’s Box Cloud Drive. Orientation • Archive orientation attendees after each orientation session on the Member Services website

so that they do not count towards the membership total for which the Club pays.

• Update the orientation date on the contact information page on the Member Services website. • Download and paste data on attendees into an Excel spreadsheet (the “Not Members” sheet

in the Excel Membership file). Long-term data on attendees includes:

– Last and first name – GVR number – Orientation date – Repeat orientation date – First hike – Notes (rarely used)

• Add attendees each week before Thursday. • Copy the week’s attendees from the Excel spreadsheet (before sorting), first into a Word file

that keeps a week-by-week list of attendees, and then into an email that is sent to the Hikemaster, Orientation Chair, Membership Chair, and all Records Committee members. The Word file is housed on the Box Drive.

• Use the membership Excel file to answer questions related to previous membership status

and orientation status. This file is located on the Box Drive and can be shared with any of the above people who might need to check whether a person has attended orientation or was a previous member. (It is not uncommon for people to skip a year or years of membership, or for there to be a significant lag between orientation date and first hike.)

Membership After receiving the email listing memberships paid for the week, complete the following steps. (The file entitled “Process for doing membership recording” on the Box Drive has more detail.) • Online - check to make sure that renewal date is correct after dues are paid. This is especially

important in November and December, but also for anyone who has paid by check.

• If paid by check, check the GVR number online.

Member Services

• Add any new members who paid by check to the Member Services website membership

database. • Update any orientation and first hike data on the contact information page. • Check for any changed GVR numbers. (Members are in charge of updating their GVR

numbers online.) • Email new members a welcome letter, directly from the Member Services website. There is a

separate letter for new members who paid by check that explains how to log in. The Excel file maintains contains data over the years and includes: name, GVR number, membership date, orientation date, repeat orientation date, first hike. and gender. There is a column for each year going back to 1991. (Note: The early 1990s are incomplete and most likely include only members considered current the last time the file was “cleaned.”) The file tracks the number of current members and the number of new members for the current year. New members who join in November and December are only counted for the year starting in January, as they have paid dues for one year, not two. • In Excel, move new members from the not members sheet to the members sheet and note the

membership date. • Update GVR numbers as needed. • After receiving an email from the Records Committee, add first hikes to Excel and the

Member Services website (if the hiker is a member). When a hiker joins the club, add their first hike to the contact information page on the website.

• Paste the membership counts into a word file that records the number of members and

number of new member totals for the year each week. In November and December, these totals include the current year and the coming year. This file is stored on the Box Drive.

• Reconcile the Excel member count with the Member Services online count to make sure

there are no errors either in the Excel file or on the website (for example, a mislabeled membership status). Note: To get the online count, there is a Saved Search under Membership which looks for active members with an expiration date of January of the next year. This is necessary because the online count on the dashboard of the website includes members who have not paid current dues. Getting a count for November and December involves searching the current year for paid members as well as the coming year.

• Send the Membership Chair:

– the emailed sheet of membership dues paid, noting who are new members – the most recent entries in the Word file listing membership counts – a roster of current members

Member Services

Other duties • Send a list of current members (names and GVR numbers) to GVR in late January. • Assist members with logging into the Member Services website (shared with the

Webmaster). This occasionally involves changing an email address so the member can more easily log in.

• Troubleshoot membership and orientation questions. • Provide data reports when asked. • Export volunteer information to volunteer chairs. (This duty should disappear as volunteers

become more comfortable with signing up on the Member Services website.) • Assist the Webmaster with the Member Services website. Last update: Sue Palfrey 03/2019

SendingClubEmails The person(s) responsible for sending eblasts to Club members does so when a Board member or another Club member in a leadership position sends them a draft email that needs to be sent out. The main examples are potluck information, upcoming board meetings, Trail Tales notification, information about annual dues payments, t-shirts sales, etc. Eblasts are sent using the Wild Apricot software. The website address is greenvalleyhikingclub.wildapricot.org. Creating and sending eblasts requires administrator access to the website, which is obtained from the Webmaster. Once access is obtained, use it with care! Do not touch anything that is not associated with ‘email’! Creating an email To begin, go to the website (greenvalleyhikingclub.wildapricot.org). Log in. In the upper right corner, now for the first time ever, you will see “Public view.” That means you are in “Admin view.” If is says “Admin view” it means you are in “Public view.” Public view allows you to see the site the same as everyone else. Admin view is the view you need. (Clicking public turns to admin and vice versa.) Once you are ready to create an eblast to send out: • Click ‘compose email.’ • Select ‘eblast template.’

Member Services

• Now, across the top of the screen you will see five tabs:

1. Templates (you’ve already chosen one) 2. Design 3. Preview 4. Recipients 5. Review and Send

Design • Copy the text of the email from whoever has requested the eblast to go out and paste it into

the draft email, below ‘Dear Hiking Club members.’ • If there is a picture to insert, click on ‘image’ above. • If there is a file to insert, click on ‘file’ above. • Make sure to include the name of the person this email has come from, along with their role

or title. • Once you have the email composed, go to ‘Preview.’ Preview • This shows you what the email will look like when it is sent. You can look at both the

‘desktop’ and ‘mobile’ views. • You can also send a test email to yourself to be sure it’s what you are expecting it to look

like. Recipients • Click on ‘contact list’, then click on ‘all members’ at the top of the second column, and click

‘add selection’ at the bottom of the screen. • Type in the subject line of the email. • Click ‘change reply to’ and search for the owner (i.e. sender) of this email. This way, if

someone replies to the email, the reply will go to the owner of the email, not to you. Review and Send • Check to make sure that the ‘send to,’ ‘subject line,’ and ‘reply to’ fields are all as you want

them to be. • Do one final review of the email (at the bottom of the screen).

Member Services

• If anything is wrong, you can go back to a previous tab and fix the issue, then go back to the

review and send tab. • Once everything is ready, click ‘send it now.’ This will bring up a screen where you can

track the status of the emails being sent out. Last update: Janet Gerdes 03/2019

EmailSiteAdministrator The Club website has a link to the email address [email protected] for inquires. The Email Site Administrator is responsible for reviewing each received email and forwarding it to the appropriate Club member(s) for a response. During the busy hiking months (Oct through April), check the email site at least once a day. During the summer months (May through September) when there is little activity, the email site does not need to be checked as often. Inquiries occasionally end up in the Spam folder, so check that folder periodically, especially during the busy winter months. To log in to the Club’s email site, go to the Gmail site in your web browser and enter gvrhikingclub and the password (obtained from the Webmaster). Review and forward each email to the appropriate person: • Inquiries pertaining to hikes and questions about hiking areas: Hikemaster and Assistant

Hikemaster. If a specific Hike Leader is mentioned, forward it to that person. • Membership questions: either the Membership or Orientation Chair depending upon content. • Inquiries from prospective members: Orientation Chair. • Difficulty signing in to the member services site: Webmaster, Membership Chair, and

Membership and Orientation Data Assistant. If desired, let the inquirer know that their email has been forwarded.

• Website issues: Webmaster. • Potluck inquiries: Social Activities Director. • Emails from Forest Service, Friends of Madera Canyon, Arizona Trail, etc.: President and

Vice President, plus the Hikemaster and Assistant Hikemaster depending upon content. They will decide if anyone else needs to receive the email.

• Emails from GVR: President, Hikemaster, and Assistant Hikemaster.

Member Services

• Emails about the website Library: Librarian plus the Hikemaster and Assistant Hikemaster when appropriate.

• Specific inquiries: forward to those involved, e.g. Trail Maintenance, Volunteer Services, t

shirt sales coordinator. If a specific member is mentioned or wants to be contacted, forward the email to the specific Board member, Committee Chair, Hike Leader, or member.

For inquires that are a simple “when is the next orientation,” respond with the date and the suggestion that they visit the Club website’s Orientation page and register. For inquiries received from people living out of the area with no access to GVR, send regrets and suggest the Southern Arizona Hiking Club, Sahuarita Anamax Park, or Meetup.com. These inquiries occur about 10 times a year and most are appreciative of the response. After forwarding or responding to an email, delete it. The email will remain in the Trash folder for 30 days and can be referenced if necessary. After 30 days it is permanently deleted. Some to whom emails are forwarded respond directly to the individual. For those who do a “reply to” that comes back to the club email site, forward the response to the person who made the inquiry. There is no way of knowing if a concern of a member or an inquiry has been replied to if the Club’s site is not copied on the reply from whoever received the forwarded email. Last update: Helen Zaukas 03/2019

gvrhc board and committee responsibilities mar 2019

Documents