officers - gvrhc.org club board manual may 2016.docx · web viewprepare and maintain a web...

Green Valley Recreation Hiking Club

Board of Directors

&

Committees

Assignments & Responsibilities

May 9, 2016

Rev 01/2006; Rev 1: 12/2007; Rev 2: 1/2010; Rev 3: 12/2010; Rev 4: 4/15/2011; Rev 5: 5/18/2012; Rev 6: 5/4/2013; Rev 7: 12/7/13; Rev 8: 4/4/2014; Rev 9: 10/29/2014; Rev 10: 10/14/2015; Rev 11: 11/27/2015; Rev 12: 03/06/2016

Table of Contents

Officers........................................................................................................................................ 1President.............................................................................................................................................. 1Vice President..................................................................................................................................... 5Secretary.............................................................................................................................................. 6Treasurer............................................................................................................................................. 7

Record Retention.............................................................................................................................................8

Directors..................................................................................................................................... 9Hikemaster.......................................................................................................................................... 9Assistant Hikemaster.....................................................................................................................10Orientation........................................................................................................................................ 11Awards................................................................................................................................................ 13Membership...................................................................................................................................... 14Social Chair........................................................................................................................................ 17Volunteer Services Coordinator.................................................................................................18

Committee Chairs................................................................................................................. 21Trail Maintenance...........................................................................................................................21Librarian............................................................................................................................................ 29Historian............................................................................................................................................ 30Name Tags Coordinator................................................................................................................ 31Trail Tales Editor............................................................................................................................ 31Membership Directory.................................................................................................................. 32Webmaster........................................................................................................................................ 33Records Committee........................................................................................................................ 34

Hike Leader and Assistant Leader................................................................................... 35Hike Leader....................................................................................................................................... 35Assistant Hike Leader (Sweep)..................................................................................................38

Computer Activities............................................................................................................. 39Documentation................................................................................................................................ 39Web Hosting General Information............................................................................................39Accessing the Website................................................................................................................... 39Club Email.......................................................................................................................................... 40File References................................................................................................................................. 40

Full Hike List Workbook............................................................................................................................40Hike Statistics Workbook..........................................................................................................................41Schedule Prep Workbook..........................................................................................................................41LeadersList Worksheet...............................................................................................................................42Month Worksheets.......................................................................................................................................42Formats Worksheet......................................................................................................................................44SignInSheets Mail Merge Document.....................................................................................................44

Hikemaster Computer Procedures...........................................................................................45Introduction.....................................................................................................................................................45Preparing the Monthly Hike Schedule.................................................................................................46Preparing the Monthly Bulletin...............................................................................................................47Preparing Weekly Sign-in Sheets and Leader Reports.................................................................48Post-Hike Activities......................................................................................................................................48Making Changes to the LeadersList Worksheet...............................................................................49

Managing the Website................................................................................................................... 50General Concepts...........................................................................................................................................50Links....................................................................................................................................................................50Frames................................................................................................................................................................51Logging In......................................................................................................................................................... 51Website Folders.............................................................................................................................................51Managing the Leaders Page......................................................................................................................53Membership Application Form...............................................................................................................54Online Member Roster................................................................................................................................55

Photo Site Administrator............................................................................................................. 55Group Mail......................................................................................................................................... 56

Downloading................................................................................................................................................... 56Linking the Club Email Account to the Website...............................................................................56Establishing the Club Account.................................................................................................................56Creating the Club Template (first time only)....................................................................................58Creating a New Group.................................................................................................................................58

Officers

President

April

• E-mail agenda for meeting of existing board to current board members and committee chairs in advance of meeting. A copy of the agenda along with notice of the board meeting should be posted on the Club’s web site.

• MC/chair the April potluck. Check with social chair in advance to see if s/he needs any assistance.

• Following the meeting of the existing board, a second meeting (referred to as the organizational meeting) is held, which is attended by members of the new board. The new board is comprised of those board members with continuing terms as well as the new board members elected at the March annual meeting of the Club.

• The outgoing Board President should coordinate with a representative of the new board on the preparation of an agenda for the organizational meeting. This agenda should reflect any items, which the new board wishes to discuss as part of their organization and / or future work.

• The outgoing Board President should e-mail the agenda for the organizational meeting to all members of the new board in advance of the meeting. A copy of the agenda for the organizational meeting should be posted on the Club web page.

• The outgoing Board President chairs the first meeting and follows up if necessary on any business from that meeting.

• Hand over the president’s binder and files to the incoming president and retire

• The organizational board meeting is chaired by any member of the new board (typically the senior member, e.g. vice president, continuing from the prior board) until the new Board President is elected. The new Board President then chairs the remainder of the organizational meeting.

• The new Board President presides over the election of the remaining board positions (vice-president, secretary, and treasurer) and appoints members to the other board positions (Hike Master, Assistant Hike Master, Awards, Social, Volunteer Services, Orientation and Membership).

• After the meeting, the President of the new board should:

– send a list of the new board executive committee(president, vice-president, treasurer, secretary, hike master) to GVR (members services);

– inform the web master of changes to be posted on the Club website;

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– inform the directory member so s/he can update the records;

– inform new board members where to find key documents: By-Laws, Policy Manual, and Board of Directors Manual of Assignments and Responsibilities

– prepare a board of directors contact sheet of names/positions/ phone numbers / e-mail addresses/ terms of office and have it posted on the Information Page on the Club web site.

– prepare a contact sheet listing all board of director members and committee chairs and their position / telephone number / e-mail address and have it posted on the password protected Directors Page on the Club web site.

• Assist the treasurer, as necessary, to change the authorized signatures for the club checking account (BMO Harris): president, vice-president, secretary and treasurer. The bank will require a copy of the meeting minutes.

• 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 board meeting.

May to September

• No scheduled club business other than attend Friends of Madera Canyon (FOMC) Board Meetings if the vice-president is not able to attend.

October

• Consideration of the club’s financial position and any impact on dues for the upcoming year should be on the agenda for the October Board meeting.

• Chair the board meeting.

• Email agenda for Board meeting to Board members and committee chairs in advance of meeting. A copy of the agenda along with notice of the board meeting should be posted on the Club web site.

• Assist membership chair, as necessary, to review / revise next year’s membership application form. Review of the form should be on the agenda for the October Board meeting.

• Report to the hike leaders meeting on board matters of interest to the hike leaders.

November

• MC/chair the November potluck. Check with the social chair in advance to see if s/he needs any assistance.

• Lead the President’s Hike on the Friday after Thanksgiving Day.

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December

• Email agenda for Board meeting to Board members and committee chairs in advance of meeting. A copy of the agenda along with notice of the board meeting should be posted on the Club web site.



• Appoint a nominating committee to bring forward 3 candidates for next year's board. Nominating Committee members should be announced at the Board meeting. Meet, as necessary, with the nominating committee to outline committee’s task and to pass on information regarding the position requirements.

• Receive GVR’s room reservation package in preparation for the annual GVR Club Meeting, which is held in January of each year. The President and Vice President should attend the annual GVR Club meeting. Other members of the executive committee, i.e. the secretary and treasurer, should be informed of the meeting so they may attend of they so desire. Consult board members regarding any reservation changes needed in advance.

January

• Attend annual GVR Club Meeting and submit follow-up documentation as required to GVR.

• E-mail agenda for board meeting to board members and committee chairs in advance of meeting. A copy of the agenda, along with notice of the board meeting, should be posted on the Club's web site.


• Hear a report from the Nominating Committee at the January Board meeting. When the nominating committee has developed a slate for the election and it has been communicated to the Board, arrange for the nominees to be listed on the website, the monthly hike bulletin and the notice for the club’s annual meeting.


• Contact all board members and committee chairs. Thank them for their past efforts, ask how it is going, if any changes are recommended, if they are OK with continuing on in their current position for the next year, etc. The purpose of the call is to thank them, show appreciation and support, and to make sure that they are staying on, that we don't need to start a search for a replacement, etc. so that all positions remain filled.

February

• MC/chair the February potluck. Check with the social chair in advance to see if s/he

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needs any assistance.

• Begin preparation for the annual meeting (agenda, social chair arrangements, sign-in sheets, any pertinent handouts, send out via email announcement including names of nominees).

March

• Chair the annual meeting (copies of the agenda, last year’s meeting minutes and year end financial report are to be available at the meeting.

• Make sure the meeting minutes from the prior year are posted on the web following approval at the annual meeting.


Periodical /miscellaneous items

• Upon request, provide Trail Tales editor items for the newsletter.

• Deal with issues as they arise to support the hike master and other board and committee members.

• Establish and maintain a working relationship with GVR, particularly the member services representative and reservations.

• Establish and maintain a working relationship with the GVR Foundation

• Keep leaders and assistant 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 in order to able to promote club trail maintenance to the interest of both organizations.

• Use email, as appropriate, to keep club members up to date on club information. Notices could include potlucks, annual meeting, and new 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 no written policy at this time on how to deal with these requests. Caution needs to be followed as to what is sent 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.

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• Send out notes of sympathy on behalf of the club as appropriate – (e.g., to families of deceased leaders emeritus). There are club note cards, which are blank inside except for the club’s logo and address, that can be used for this purpose.

• The club note cards were designed by Lillian Monson a former long time leader of the club; she has given the club authority to reproduce the cards in perpetuity. She has also offered to provide the club with additional cards for as long as she is able at a very reasonable cost (her letter of permission is on file). Supplies of the cards are held by the secretary, social chair, as well as the president, and can be used for other club business such as thank you notes or Christmas cards.

• Our non-profit EID# 86-0551463

• Records retention policy with GVR is three years. The club may wish to keep certain files longer.

• Review 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 web.

• All website postings are coordinated with the club web master.

Rev 0: Patty Greimann, 01/2006; Rev 1: Bob Porterfield, 04/2008; Rev 2: Phil Betzel, April, 2010; Rev 3. David Colpitts, April 2013; Rev 4: Jim Chervenka, Dec. 2015

Vice President

The principal duty is to serve in whatever capacity requested by the President. The VP is one of the four signatures on the check-signing card per the By Laws. Attends and represents the Hiking Club at the monthly FOMC (Friends of Madera Canyon) board meetings which are held the first Friday of each month at the Friends in Deed. Presents any trail maintenance or clean-up activity in the Canyon. This information can be emailed to the Forest Service and the appropriate FOMC board members. The maintenance summary is prepared by the Volunteer Services Officer position of the Hiking Club and sent via email to the VP before the first Friday of each month. The logical back up for the VP is the President. Rev 1: Bob Porterfield 5/4/07; Rev 2: Karen Chadwell 1/14/10

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Secretary

It is the secretary’s responsibility to record and prepare minutes of the Board meetings and the Annual Membership Meeting and to distribute a copy to each Board Member (either by E-mail or by hard copy). The Board Meetings are held in October, December, January, and April. The Annual Meeting is held in March and the Organizational Meeting is held in April. The secretary receives and files all Board Members’ reports, all correspondence, the Bylaws, the Policy Manual, the Newsletters, the Hiking Club Directory and any Forest Service and miscellaneous reports. The historical records are kept in a cabinet at Desert Hills Recreation Center next to the cabinet that houses the potluck dinner supplies. The Historian retains the key for the cabinet. Board Members keep the records of their offices during their three-year term. At the end of their term of office, their records are given to the Secretary and/or Historian for placement in the historical files. Items to be filed include minutes of the Board and Annual 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 By-laws and policy manual, copies of Leader Training information sheets, orientation outlines, and anything else that might be pertinent for this historical file. April: The names of officers (President, Vice President, Secretary and Treasurer) authorized to sign checks must be listed in the minutes of the Organizational Meeting. The bank requires a copy of the minutes that list names of the authorized officers. June, July, August: No scheduled club business. September: The Secretary must furnish the President’s name and telephone number to the GVCCC (Green Valley Community Coordinating Council) office (648-1936) for inclusion in the telephone directory. December: The President receives information from GVR concerning requests for facility reservations for the three potluck dinners, all the Board meetings and leaders meetings (generally on Tuesday evenings), the Annual Membership Meeting, the orientation sessions and the West Center parking lot for hiking days. March: In preparation for the Annual Membership Meeting, 50 copies of the minutes from the last annual meeting should be printed for distribution at the meeting. Members of the GVR Hiking Club will be asked to approve the minutes from the previous year. After the Annual Meeting, an updated list is to be compiled of the officers and Directors of the club and their terms of duty as well as the scheduled dates for all meetings of the Club including the Potluck dinners. This information is to be given to all Board Members, leaders and assistant leaders. At this time, also inform GVR of names of the new officers.

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Rev 0: Jim McBride 01/06; Rev 1: Kathy Chute 01/08; Rev 2: Sandy Noreen 01/16

Treasurer Note: The Membership Chair collects all Club membership dues. These monies are then turned over to the Treasurer for deposit. Weekly Activities Receipts

• Receive any collected dues from the Membership Chair and income from other sources.

• Deposit the collected funds into the Club’s established bank account.• Record the deposited amount into the Club’s financial ledger and checkbook register.

Disbursements

• Pay all approved bills/invoices submitted.• Record the disbursement(s) in the Club’s financial ledger and checkbook register. Expended time: 1-3 hours / week Monthly Activities

• Reconcile the Club’s cash position with the bank’s monthly statement.• Summarize income and expenses for the month year-to-date. Expended time: 1-2 hours / month Board of Directors Meetings

• Prepare and submit a report of cash flow and income and expenses year-to-date for each meeting.

Expended Time: 3 hours / board meeting Annual activities

• Prepare and submit a financial report for GVR in accordance with GVR’s requested format, including inventories and year-end financial position.

Expended time: 3 hours / year

• Independent internal review: Subsequent to year-end results, accumulate all the Club’s

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financial records, bank statements, and receipts in proper format for independent review. Deliver the package to the selected reviewer.

Expended time: 2 hours / year

• Annual Club Meeting: Prepare a comprehensive year-end financial report for the fiscal year just completed for dissemination and presentation at the annual spring meeting.

Expended Time: 3-4 hours / year Rev 0: Joe MacIsaac 01/06; Rev 1: Janet BeMiller 12/15 Record Retention

As suggested by GVR’s record retention schedule, the following financial records for the Club are retained for 7 years after the fiscal year they are created:

Annual financial statements, reports and independent reviews Ledgers Invoices and receipts Records of income sources Bank statements, reconciliations and deposit slips Form 990-N e-postcard filings

Of the financial records previous to those 7 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.

Rev 0: Joe MacIsaac, 01/2006; Rev 1: Janet BeMiller, 12/2015; Rev 2: Janet BeMiller, 03/2016

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Directors

Hikemaster

Monthly 1ST of month: Send out schedule of hikes for leaders to choose17th of month: Finalize leader list24th of month: Generate Bulletin Daily: Check e-mail for leader replies, pencil in names, and adjust as needed. Weekly: Put changes to hike write-ups in a pending file, change the hike file at the same time; send changes to Webmaster prior to Wednesday of any changes to Bulletin. Enter data into Hike Statistics File from information on Leader Reports. Second week of month: Take finalized Bulletin generated on the 24th to UPS Store in Continental Plaza for printing (Number of copies needed found in Bulletin Distribution File). Pick up completed Bulletins (usually 1 to 2 days later) Get payment cards from Treasurer. Third week of month: Using Bulletin Distribution File, count out Bulletins for each of the GVR Centers and deliver to West Center Reception. Wednesday of every week: Prepare clip boards for Thursday hikes. This includes generating sign-in sheets and leader reports. Thursday of every week: Set up hike sign up positions at the West Center Parking Lot 15- 20 minutes prior to start of sign-in time. Put Blue clipboard collection box in West Center Lobby prior to hike departure. Collect all Hike Sign-in Placards prior to Hike departure. Circulate in parking lot checking sign-in boards for any problems. At end of day, return to West Center and retrieve Blue Box with clipboards. Separate sign-in sheets from Leader Reports. Put sign-in sheets in Green Envelope and take to Awards person listed to receive it for that week. (Envelope to be given to Hikemaster on Thursday by Awards Committee member). Monthly

Prepare a report of the number of hikers each week and submit to GVR. Leave report at West Center Reception.

Send to Webmaster with copy to Assistant Hikemaster, and Scheduling Team Committee Chair, the Full Hike List with changes in red, Pending Hike write-ups of new hikes and any changes to write-ups suggested by leaders in red.

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September, November, January, April: Prepare Agenda for and conduct Hike Leader Meeting

September, November, January, April: Prepare and present report for Board of Directors Meeting.

Approve trail cleanup projects.

Annually

Prepare and present report to the Annual Meeting in March.

Meet with a Hike scheduling Committee to select hikes for the coming year (May take two to three sessions) Fine tune this list of hikes as the needs arise. Time spent on this activity is 10+ hours annually.

Select leader and assistant leader candidates, discuss job responsibilities, and assign mentors to assist in their training.

Request leader and leader emeritus patches from the Awards Committee Chairperson. My back-up person is the Assistant Hikemaster. Time spent: That is difficult to say. You are always on call. I easily spend 8 hours a week, but that number can be higher or lower depending on the problems that arise in any given week. I usually spend some time every day on Hikemaster duties. New Hikemaster should be aware that it takes time to learn the many forms and files that the Hikemaster uses. A candidate for the position who is well versed in Excel will find the learning curve shortened. The Hikemaster must have a Windows based operating system and be comfortable using his or her computer. Rev 0: Merle Batty 01/06

Assistant Hikemaster

Assist the Hikemaster on hike day and, in the Hikemaster's absence, assume those duties.

Attend the meetings of the hike leaders and the assistant hike leaders as called for by the Hikemaster.

Attend and participate in orientations for newly appointed hike leaders and assistant hike leaders.

Attend meetings of the Hiking Club Board as an appointed Director.

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Distribute, collect and maintain the first aid kits and windshield placards.

Maintain a second set of the Full Hike List and Hike records on computer hard drive or CD.

Develop and maintain familiarity with hike routs, trailhead locations, travel directions, and vehicle requirements.

Orientation

The Orientation and Registration (O & R) Chairperson is an appointed position charged with the responsibility of arranging, scheduling, and organizing the O&R Program, as well as the recruitment and training of qualified Presenters. The objective of the Orientation and Registration 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 O&R classes.

Work with the President to ensure that the meeting facility is reserved at least a year in advance.

Distribute schedules to the Hikemaster and Board of Directors.

Hold a meeting of the Presenters at least once a year or update by email notification.

Keep Presenters informed of the following:

– changes in the materials presented– changes in focus, scheduling or policy – additions or changes in personnel

Print or obtain the materials used during the presentation:

– O&R Registration and Disclaimer

– O&R Handout

– Arizona State Land Permit Application

– Membership Application and Waiver Form – notify Membership Chairperson of

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quantity required.

– Monthly Hiking Schedule – notify Hikemaster of quantity required. Hikemaster will print copies and place them in the O&R locker in East Center.

– Trail Tales Newsletter – notify Editor of quantity required.

– Potluck Flyer – notify Potluck Chairperson of quantity required. Assemble a sufficient quantity of packets for the Presenter of items A, B, C & D to

distribute to each person attending.

Collate a sufficient quantity of items E, F and G to distribute one per couple and to individuals.

Optional: Enclose Green Valley News articles of various hikes in plastic and display on the front table.

Add to and/or rewrite Presentation Outline when necessary.

Add to and/or rewrite hand out material when necessary.

Attend Board and Leaders Meetings. Record keeping and computer requirements: Receive O&R Registration and Disclaimer Form from Computer Entry Person. File in

yearly 3 ring binder. Destroy copies after 3 years.

Receive electronically the up to date listing of attendees from the computer entry person.

Keep records of attendance at O&R by week/ by month and by year with comparisons to previous years.

Periodically present recaps of O&R Attendance and First Time Hikers to the Board of Directors.

Computer/skills required: be able to receive and access the club master file; email capability; WORD and EXCEL software skills (minimum); home printer.

Rev 0: Bob Porterfield 01/06; Rev 1: Sue Kazmier 11/15

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Awards

Before hike morning

Review the Awards Report and have the correct patch for each name listed on the report. Using a paper clip, attach a post it to each patch with the recipient’s name and the miles number. Be sure your writing is large and clear enough to be easily read. If a hiker listed on the Awards Report is shown “OVERDUE”, also note that on the post it so that patch will not be awarded until the dues are paid!

Hike morning

Be at the West Center Parking lot and ready to start checking names at least 30

minutes before the first scheduled hike departure time (45 minutes in winter season or when many hikers are expected). Check the Bulletin and/or the website, the night before, to see if there are any “extra early” departures that morning.

Give the “Green Folder” to the Hikemaster or put it in his plastic bin.

Take any membership information that the Membership Chairperson gives you that morning and save it for the inclusion with the data you will later pass on to the Records Recorder. Recording team members rotate and you will have a schedule.

Review the Sign In Sheets for each scheduled hike to find recipients names due a mileage award. Give the designated patch to the Hike Leader or the Assistant Leader of that hike. When a patch is distributed, record the hike number next to the recipients’ name on the Awards Report. Note: If you apply a dot with your red pen by the last name checked on each Sign In Sheet as you go, it will save you time by helping you know which names have already been reviewed. Stop checking with enough time prior to the departure so that you don’t miss your own hike!

Hike afternoon The Hikemaster or designee will deliver the “Green Folder” to you with the Sign In

Sheets for all the hikes taken that day. Hike afternoon or Friday morning

Verify all the Sign In Sheets have been provided to you. Use a yellow highlighter

marker to mark each GUEST. Record the following on each sheet:

– the number of hikers – excluding guests– the number of guests

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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 names, patch miles and the hike number for each patch distributed on the Awards Report.

Send an e-mail with the same summary information on the Awards Report (number of hikers, number of guests, and patches awarded) to the Hikemaster, Assistant Hikemaster and Phil Gray. Include a copy to the Awards Chairperson.

Deliver the “Green Folder” containing all the Sign In Sheets, Award Report and any membership information that was received Thursday morning to the Records Recorder for computer input.

Friday, Saturday, or Sunday

The Records Recorder will deliver to you an updated Hike Report and a new Awards

Report (two copies) for the next week in the “Green 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, Award Report and any notes for the Awards Chairperson to put in the history files.

October/November of each year Review Hike Report to assess patches that potentially will come due over the

following year. Compare to “working stock” and “backup stock” of various denominations of patches. Check with Hikemaster to identify additional Leader and/or Emeritus patches that may be required over the next year. Place order with Old Pro Shop in Tucson. Arrange with Treasurer for payment from GVRHC funds. Place new patches into stock.

Rev 0: Judith LeClair 01/06; Rev 1: Kathy Chute 9/08

Membership

Procedures Mail (P.O. Box 1074 at the main Post Office on Continental Road): Pick up weekly or

more often during renewal period (November to March).

Membership forms

– Confirm that all pertinent information is supplied and that the release has been signed. Follow up with those where information is missing.

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– Confirm orientation for new hikers, using orientation reports.

– Write check number and date received on the application. Note if payment is cash.

– Print first three letters of last name in the upper right corner of the application.

– Initial each form.

– Record name and GVR # on running list in the official recording notebook.

– Alphabetize the forms for entry into the Directory and give to Membership Directory “Computer File” Editor on a regular basis – on Thursday morningsthe or as otherwise arranged.

– Stamp checks with “For Deposit Only - GVR Hiking Club” stamp and give to Treasurer on a regular basis along with a signed alphabetized list of payers. If cash payment is received, write a receipt using the receipt book. Note: The payer does not receive a copy of the receipt.

– When forms are returned, file alphabetically in the current year notebook. Indicate that it has been filed by placing an “F” next to the name in the recording notebook.

– By email, provide an alphabetical list of paid members for the week to the Hikemaster and Recorders on Wednesday. Three to four weeks prior to potlucks, it is helpful to send the list also to the Social Chair, since only paid members may attend the potluck.

– In October, coordinate with the President to prepare a membership renewal letter to be emailed to all current members by the Webmaster at the end of the month.

– In October, make any necessary changes on membership forms and print 250 for initial distribution at the November potluck and for leaders’ folders and orientation packets, and to the GVR social center offices. Email the form to the Webmaster, who puts the form on the Club website November 1.

Give other mail to the President on Thursdays prior to hiking or at Board meetings.

RECORDS will provide a weekly DUES REPORT. Contact the hikers listed on the report to remind them that applications and dues must be received before they hike again. Use the membership list or O&R lists for telephone numbers.

Hike mornings (Thursdays) - parking lot prior to hiking, unless otherwise arranged,

distribute to:

– Hikemaster & Records Person: Alphabetized list of the week’s paid members.

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– Treasurer: Stamped checks with alphabetized list of payers– President: All other mail.– Membership Directory Editor: All initialed forms. They will be returned when

entered.

When membership forms are returned with two initials (Membership and Directory Editor’s), file them in the notebook for the current year. If asked for information, you will know where they are listed and that the form was not lost.

Board Meetings and Annual Meeting

– Prepare a report giving total members to date.

– Prior to the Annual Meeting arrange with the Membership Directory Editor for a current list of members and have 50 duplicated. Note: Members are encouraged to use the online membership list.

Potluck: Take a few current membership rosters, application forms, medical

information forms, and plastic holders to the potlucks. Sometimes we can’t find a former hiker in our records. Ask if they hiked under a

different name. If we can’t find pertinent information on a hiker, contact the Membership Accounting Clerk at GVR: 625-3440 x220.

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 may 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.

When new membership forms are designed, about 250 will be printed. Give 100 to the Hikemaster for hike leaders’ packets and some to the Orientation Chairperson as requested.

Rev 0: Barbara Powell 01/06; Rev 1: Barbara Powell 12/07; Rev. 2: Sandra Rooney 5/12; Sandra Rooney 12/15

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Social Chair Overall Responsibilities

Obtain dates of club events from Board president.

Plan and supervise an event (such as a breakfast with a speaker) to honor hike leaders and assistant leaders.

Plan and supervise three potluck dinners.

Provide refreshments for the club’s annual meeting.

Keep an ongoing inventory of supplies in the Hiking Club cabinet at West Social Center and replenish as needed.

Give a general report at each Board Meeting containing information of interest to the Board such as number of attendees at the most recent potluck and upcoming programs. A printed copy should be given to the Secretary.

Prepare and submit an annual report to Board. Potluck dinners

Review the potluck notebook and/or other materials provided by the previous social committee chairperson.

The social chairperson is responsible for the evening program. Secure a speaker for each program. A list of suggested speakers can be found in the potluck notebook.

Advertise the potluck by preparing a flyer to be emailed to Hiking Club members.

Select volunteers to help at the serving and registration tables from a list provided by the membership chairperson.

Obtain sign-up and potluck sign in sheets of hiking club members from Helen Zaukas.

Three weeks prior to the potluck, carry potluck signs and sign up sheets in the West Center parking lot prior to hiking to allow members to sign up.

Approximately 2-3 weeks prior to the potluck, prepare a diagram for the West Center custodian showing the set up for the evening and listing the equipment and supplies needed for the event.

Directors Page 17

Approximately 3 weeks prior to the potluck, inform the custodian and Green Valley Recreation AV technician of any AV equipment needed for the program (i.e. microphone, computer cart, projector). It is strongly advised that the chairperson arrange a meeting with the speaker, chairperson and the AV technician for a dry run of the presentation.

Put tablecloths and centerpieces on tables, make coffee, and set out equipment the day of the potluck.

The Social Committee chairperson will be the facilitator for the evening’s program. The facilitator uses the microphone and podium to welcome members and thank the volunteers.

Send thank-you notes to the speaker and volunteers. Appreciation event for leaders and assistant leaders

Plan and arrange an event for January, such as a breakfast with a speaker.

Prepare a flyer advertising the event.

Request that the Hikemaster email the flyer to leaders and assistants.

Submit a receipt from caterer or restaurant to the Treasurer.

Send a thank-you note to the speaker. Annual meeting

Provide refreshments such as fruit, pastry, coffee, juice, and water.

Submit a written report of expenses incurred for the refreshments, the number of members in attendance at the meeting and other pertinent meeting to the secretary and treasurer.

Rev 0: Barbara Schild 01/06; Rev 1: Kathleen Davisson 11/15

Volunteer Services Coordinator

The Club relies on volunteers to assist in its operation. The annual membership application form includes provisions for members to indicate where they would like to volunteer their time and talents for that year. This data is input to the club’s master file when the application forms are processed. From time to time the Coordinator accesses this information for others as shown below and to also do the Memorial Day Flag commitment of the club. Volunteer Categories Recipients

Directors Page 18

Potluck suppers Social Committee ChairTrail maintenance Trail Maintenance ChairMemorial Day flags Project appointed ChairHCVs and 4WDs HikemasterData entryOther PC, WORD, EXCELLibrary supportCommunications: Trail Tales, misc Webmaster Memorial Day Flags Project: The Avenue of Flags Association has various volunteer groups display flags eight days a year along La Canada. Our hiking club provides the team for the Memorial Day flags display. The VSC 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 625-2715 (He does not have an answering machine), address 641 S Los Rubies, or the GV Fire Administration Office at 625-9400. Trail Maintenance Documentation: The VSC collects trail maintenance and trail clean up data from the respective chairs, records the data in a spreadsheet, and forwards it monthly to all Board members and Committee Chairs. The Vice President forwards the spreadsheet to The Friends of Madera Canyon to report on our projects done for the Forest Service. All trail maintenance and trail clean up projects done for the Forest Service are done under their annual Agreement For Sponsored Voluntary Services. This document and the related Volunteer Position Analysis and Job Hazard Analysis are posted on our club website. These documents are to be read by all club volunteers before starting the Forest Service project. The “sign in” sheet for the project documents that all volunteers have read the documents. The Trail Maintenance Chair forwards copies of this “sign in” sheet to Larry Pratt, CNF Developed Recreation Project Manager, 520-444-5382, and to Zac Ribbing, CNF Border Zone Trail Foreman, 520-559-1000, and to the GVRHC Volunteer Services Coordinator. 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.” To respond to the changing needs of the club the volunteer request information on the application form needs to be reviewed annually and modified as needed. Timely recognition for all of our volunteers via Trail Tales and at annual meetings, potlucks, etc. Computer requirements for this position

Directors Page 19

High speed Internet connectionAbility to download the master file as neededKnowledge of EXCELPrinter Time requirements

Creating lists for various recipients is estimated to be 3-4 hours per year.Memorial Day Flag Project is estimated to be 10-20 hours per year.Recognition efforts are estimated to be 10-15 hours per year. Rev 0: Bob Porterfield 01/06; Rev 1: Don Gfroerer 01/10; Rev 4: Phil Betzel 04/11

Directors Page 20

Committee Chairs

Trail Maintenance

Madera Canyon Recreation Area Work Crew Guidelines for Lower Madera Canyon Trail Maintenance Regular maintenance days will be decided by each co-chair; no set day of the month.

Co-chair scouts the work area prior to contacting work party.

Work party determined by individual contact.

Check names of work party upon arrival at West Center Parking lot to compute mileage to and from trailhead parking, number of workers, and hours worked.

Co-chair ascertains that workers have sufficient water and snack for break and proper clothing for particular work area.

Co-chair determines number of vehicles and drivers to reach work site parking.

Co-chair collects monies from each person prior to leaving for work area, apportioning accordingly.

Co-chair will determine number and type of tools needed in proportion to number of workers and work to be performed.

Co-chair retrieves first-aid kits and tools enroute to Madera Canyon.

For safety purposes, upon arrival at parking area, co-chair informs workers on carrying and operations of tools, distribution of hard hat and goggles on trail as per Forest Service instructions.

Upon arrival at work site the co-chair explains to workers the needed repairs and divides them into separate work parties.

Co-chair informs workers at 11:00 a.m. to begin preparations to leave work site and proceed to parking area, relieving workers for the remainder of the day.

Co-chair reports to Assistant Hikemaster of any items removed from first-aid kits. Rev 0: John Brant, 01/2006

Committee Chairs Page 21

Trail Clean Up Established protocol for trail maintenance outings for trail area cleanup

The following protocol for organizing, conducting, and documenting Trail Maintenance outings for Trail Area Cleanup has been formulated in the interest of the Hiking Club, its Members, and the Trail Maintenance Committee.

Cleanup request

The line of communication for a request to clean up a trail area is for a Hike Leader to notify the Hikemaster of the need for a trail to be cleaned up, and if the Hikemaster makes a determination that the cleanup is appropriate for the Hiking Club to do, the Hikemaster informs the Co-Chair of the Trail Maintenance Committee for Trail Area Cleanup.

Pre-outing

Scouting

Usually it is necessary to scout a trail to determine the nature and extent of work required, the logistics of getting to and from a work site, the time required to complete the activity, the number of outings required, and the number of volunteers per outing. Ask someone to scout with you.

Contacting volunteers

Give all an opportunity.

Before contacting volunteers to participate in an outing, check the recent Pre-Outing Confirmation and Post-Outing Status Reports provided by the Co-Chairs of the Trail Maintenance functions - Upper Madera Canyon, Lower Madera Canyon, and Trail Area Cleanup - to see which volunteers have already committed to an upcoming activity, or have just participated in one. Do not contact these volunteers until first contacting other members. This gives them a rest and gives an opportunity to others.

Trail Maintenance Volunteer List

Use the Trail Maintenance Volunteer List to contact members for an outing. Check the Notes to determine availability of a volunteer, and please record any new information that you learn in the process, and inform the Chair of the Volunteer Services Committee, and the other Trail Maintenance Co-Chairs.

Guests

If a volunteer asks to bring a guest, get the guest’s name for the roster, and advise the


volunteer that their guest is required to sign the “Hiking Club Disclaimer” on the back of the membership form, which can be printed from the Website.

Time, Place, Carpool

Outings will usually start at the West Center gravel parking lot. Start times are similar to Thursday Hiking outings, and duration is limited by the heat of day. It is important to establish a quitting time and keep to it. Advise volunteers that a carpool fee is requested, as we do on Thursday, and the amount.

Work To Be Done

Tell the volunteers where the work site is located, and the driving time and extent of hiking required to reach the work site. Explain how the trash will be removed and disposed of.

What to Wear and Bring

Advise volunteers to bring water and a mid-morning snack, lunch if working longer, gloves, and to wear hiking boots, long sleeves and long pants to prevent scrapes and scratches. Bring a stick to use for picking up litter. If in an area where hunting can be present, wear bright clothing. Additional Assignments

If required, ask someone who has a pickup truck to transport trash to a drop-off site. For a large group, if a long hike is required to reach the work site, ask someone to sweep for you. If working in separate crews, ask someone to be a crew leader and to carry a First-Aid kit, extra water, and a whistle, and ask someone in each crew to bring a cell phone.

Advance notification

Notify interested third parties as far in advance as possible.

Madera Canyon

For outings in Madera Canyon, Don Marion of the USDA Forest Service wants to know that we will be there. Call on his cell phone 403-4548 and leave a message if no answer. He checks his cell phone messages. Use his home phone 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, such as at the Cienega Creek Preserve in Vale, Brian Priest needs to be contacted at 877-6158, or


[email protected]

Pima Community College

For outings on Pima Community College property, Barbara Bennett needs to be contacted at 625-5063 or [email protected]. Tell her our plan and mention that they have allowed us to use the dumpster in the rear of the building, and request permission again. An estimate of the amount of trash bags anticipated will allow her to determine if another dumpster needs to be ordered.

McGee Ranch

For outings on McGee Ranch property, contact Heather or Allison at the Sierrita Mining and Ranching Co., 625-1204, just to let them know our plans. We have never been denied access for a cleanup, and it is a way to keep them apprised of our presence and ourgood 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, 1 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 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 398-2593. Also, Don Caswell, Ranch Manager, 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 immigrant trails to the East and North. Give 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 morning.

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.

Pre-outing confirmation

Who gets it

After the roster is complete, e-mail a confirmation to the Hiking Club President, Vice


President, Hikemaster, Assistant Hikemaster, and all Trail Maintenance Committee Co-Chairs. It is important for them to know when and where the Trail Maintenance Committee has scheduled an outing, and who is participating. Copy all participating volunteers, or call if they do not have e-mail. If there is a change, send out an update. What to include

Although this has been explained when contacting the volunteers, include in the Pre-Outing Confirmation the time, place, carpool amount, work to be done, what to wear and bring, and the additional assignments as a reminder to the participants, and to inform the Hiking Club Officers. Also include the following:

Contact person

Sometimes if you call a volunteer and they agree to participate, there can be a change in their plans and they don’t know how to contact you. It is important that volunteers have your phone number and know to call you if there is any change.

Roster

It is very helpful for a volunteer to know who else will be participating. This allows them to arrange a carpool to the West Center or other meeting place. Also, other Co-Chairs will learn which volunteers have already committed to an upcoming activity so they will not contact these members. Indicate on the roster if a participant is a member’s guest.

What the Hiking Club provides

The Hiking Club provides trash bags and some tools for picking up litter, and disposable rubber gloves. A First-Aid kit is provided to each crew leader.

Thank the participants

Be sure to thank our volunteers in advance for their participation.

Pre-outing preparation

Accessories

Be sure there are enough trash bags, and disposable rubber gloves, and if needed, have First Aid kit replenished by the Assistant Hikemaster.

Spare gloves, water

Have some extra gloves if possible and water in case someone forgets. Especially in summer, have extra water in a vehicle at the trailhead for refilling bottles, and have an extra bottle for each crew leader to take to the work site.


Driving instructions and passes

Prepare driving instructions to hand to drivers if it’s an unfamiliar destination. The Hiking Club has directions to some trailheads on their Website. Be sure to have any passes or permits required. In Madera Canyon the Forest Service allows us to put a piece of paper that says “Trail Maintenance Crew” on our dashboard if we don’t have a pass, since they know in advance that we’re coming.

Guest disclaimer form

If a guest will be coming, bring the “Hiking Club Disclaimer” form for the guest to sign, in case the guest does not bring it.

Day of outing

Attendance

Arrive early, and take attendance to be sure all volunteers have arrived. Give a First-Aid kit and water bottle to any other crew leaders, and some disposable rubber gloves for unsanitary litter items. If a guest is in attendance, get their signed “Hiking Club Disclaimer” form.

Carpool

It is fair to pool the fees and distribute the amount among the drivers so that cars and pickups hauling equipment are compensated equally rather than based on number of riders.

Getting there

Be sure drivers understand the destination and the route, and rendezvous somewhere on the way if it’s helpful. Give them written instructions if it’s an unfamiliar destination. At the destination, remind drivers to put the pass on their dashboard when required. Sometimes it helps to leave a vehicle at a second location where the work will end up.

Litter instructions

Before starting the work, give the following instructions:

Safety When moving large litter items, be aware that critters might be underneath or inside garments or knapsacks. Small lizards are found hibernating in winter. Use a stick when moving large litter items. Ask the crew leader for disposable rubber gloves if picking up unsanitary items.


If litter is dispersed over a wide area, use the buddy system so you stay within sight of another person. Two short blows on the whistle means everyone convenes where the whistle sound is coming from. Additional instructions

If any document is found that identifies someone, please give it to the crew leader. This is then given to Hiking Club member Shura Wallin, and ultimately the appropriate embassy is advised that the person was in this area, and an attempt might be made to contact the family. If feasible, separate any like-new clothing and knapsacks so they can be recycled.

First aid kit, water, cell phone

Inform the volunteers that you and any other crew leaders have a First-Aid kit and an extra water bottle. Ask who brought a cell phone and try to have one for each crew.

Post-outing Post-outing status report

Who gets it

As soon as possible after the outing, submit a Status Report to the Hiking Club President, Vice President, Hikemaster, Assistant Hikemaster, all Trail Maintenance Committee Co-Chairs, and the Trail Tales editor for possible inclusion of our activities in that publication. Copy the participating volunteers who have e-mail.

What to include

The success of the outing, degree of completion, need to return. Work-time exclusive of driving time. This is the volunteer-hours. Repeat here the roster of participants. Any events out of the ordinary, for example: the weather, a participant did not show up, a mishap, a use of First-Aid supplies, equipment failure, meeting County or Forest Service personnel and any information or assistance they provided, seeing an unusual animal. Share any useful tips. A need for additional equipment.

Expenses incurred

These include the purchase of trash bags and disposable rubber gloves.

Thank participants again

Be sure to thank our volunteers again for their participation. Special mention of drivers and those performing additional assignments.


Post-outing notification

Notify interested third parties after the completion of an outing.

Madera Canyon

Advise Don Marion, US Forest Service, of the number of volunteers and the work-time exclusive of driving time.

Pima County Natural Resources Parks and Recreation

County staff person Brian Priest needs 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

Notify Community College staff person Barbara Bennett of the completion of an outing, the number of volunteers and the work-time exclusive of driving time, the amount of trash collected, and any need to return.

Cerro Colorado BLM Lease Land

Notify Jon or Peggy Rowley, or Don Caswell if Rowleys cannot be reached. Thank them for the use of their dumpster, and tell them how many bags were left, and if any were left outside the dumpster.

Buenos Aires NWR, Arivaca

Notify Kathie Senter, U.S. Fish and Wildlife Service, Volunteer Program, of the completion of an outing, the number of volunteers and the work-time exclusive of driving time, the amount of trash collected, and any need to return.

Samaritans Organization Please notify Hiking Club member and 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. Expense reimbursement

Submit an itemized list of expenses to the Treasurer when any purchases are made, and copy the President and Vice President. Give receipts to the Treasurer for reimbursement of these expenses.

Safety instructions form


When work is done in the Coronado National Forest, the “Safety Instructions” form must be filled out and signed, to be submitted at the end of the month. This lists the date and place of the outing, the volunteers participating, and confirms that the required safety instructions were given. Guest disclaimer form

Notify the Chair of the Membership Committee when you have a signed Hiking Club Disclaimer form from a guest volunteer, and arrange to give or mail the form to the Membership Committee.

First-aid kit

Notify Assistant Hikemaster if First-Aid kit supplies need to be replenished.

End of month

Volunteer hours log

At the end of each month, submit to the Vice President, with a copy to the President, a log of the date and hours worked for each outing in the Coronado National Forest, and separately for each outing in Madera Canyon. Include the number of volunteers, the hours traveling between the work site and the West Center, and hours working at the site. The Vice President gives this to the representatives of the Forest Service, and the Friends Of Madera Canyon at the FMOC Board meeting on the first Friday of each month.

Safety instructions The signed Coronado National Forest Safety Instructions forms are given to the Hiking Club Vice President at the end of each month, who then gives them to the Forest Service representative at the Friends Of Madera Canyon’s Board meeting on the first Friday of each month.

Librarian

• The Librarian maintains a library for the hiking club that serves as the repository for hike resource material belonging to the club. The Library is located at the residence of the Librarian.

• Maintain a tracking system and file location for all resource material.

• Develop a program to transfer applicable resource information to electronic medium with the intent of incorporating the information into the Hiking Club Library Website.

• Prepare and maintain a Web Library Master file of website articles in Microsoft Word


format. Maintain a duplicate of this file in the Hiking Club’s “Cloud”. Convert these articles to PDF format and maintain them in a separate GVRHC Library file for upload to the Hiking Club Library Website.

• Upload the PDF-formatted articles to the Library Website and notify the Hiking Club Webmaster of applicable changes to the Library Catalog. The Webmaster is responsible for maintaining the Library Catalog.

• Notify the Hike Description Manager when the links associated with the Library Reference portion of the Hike Description require updating. Also, periodically review the Hike Descriptions to assure that the Library Reference links are current.

• Maintain a “Lending Library” of hiking related books that may be loaned to members of the GVR Hiking Club. Provide a “Lending Library” display table at the November and February Potlucks. This display will include a representative sample of the items that are available for loan.

• Provide information contained in the Library to hike leaders upon request. Rev 0: Tom Johnson 01/06; Rev 1: Tom Johnson 11/15

Historian

The Historian files articles regarding hiking club, club newsletters, membership rosters, monthly hike bulletins, rosters of hike leaders and assistants, awards given to hikers for miles, board minutes, and newspaper articles pertaining to the hiking club.

The Hikemaster is to relinquish all hike leader reports at the end of their term, and these are also filed. Three to five years of reports are kept for future Hikemasters to peruse. The club Secretary will send board minutes to be filed, and club members may also give the Historian club news.

The Historian has a key to the file cabinet #16, located at GVR Dessert Hills Social Center, where all items are filed. It is also necessary for the club Historian to have a subscription to the Green Valley Newspaper, or know someone who is willing to save GVRHC new articles for the use of the club Historian.

If desired, the Historian may set up a table at club potlucks and present some of the club history, and could present photos of new and retired leaders and assistants at the annual leaders breakfast.

Rev 0: Laurie Koons 12/15


Name Tags Coordinator

The Name Tags coordinator does the following:

Be at the West Center parking lot when sign-up occurs for weekly Thursday hikes (one hour before hikes leave).

Bring the name tag sign and order forms and be visible to hikers in the parking lot.

For each order, have the person print their name and phone number legibly. Collect $6.00 payment at the time of the order.

Place orders with Cynthia at Lazy S Creations by email address: [email protected]

Inform the person placing the order that it takes from 1-2 weeks for their name tag to arrive.

If no one picks up the ordered name tag after two weeks, call the number you have to make arrangements to meet or deliver it.

Give a report at the board meeting.

Trail Tales Editor

Trail Tales is a semi-annual (spring and fall) newsletter for the GVR Hiking Club. The editor

Prepares and edits material submitted by club members.

Submits final newsletter to printer.

Attends board and other meetings.

Picks up final newsletters from printer and distributes copies.

Submits items and otherwise assists as needed.

Preparation includes:

Board members and other club members are invited to submit appropriate articles and photos.

Editor provides ample email notice of the deadline for submission of articles and follows up as necessary. Preparation should be timed so that the spring issue is distributed before the annual meeting and the fall issue before the fall potluck.

Editor formats newsletter in Microsoft Word (or other program of editor’s choice).


mailto:[email protected]

Editor delivers final newsletter to printer (.pdf format is best; allow one week for printing).

Quantity of copies ordered is at the discretion of the editor with input from board members; more copies are needed in the fall due to increased O&R attendance over the winter.

Distribution includes:

Assistant editor distributes copies at the spring and autumn potlucks and in the West Center parking lot the next two Thursdays.

Orientation Chair and Hikemaster receive copies for the O&R and leaders’ folders.

Editor emails a copy (.pdf format preferred) to Webmaster.

The bill for printing is paid by the Treasurer.

Rev 0: Kaye Gray 01/06; Rev 1: Katherine Carlson 03/14; Rev 2: Katherine Carlson 11/15

Membership Directory

Responsibilities Orientation

– The purpose is to keep a record of who has attended orientation.

– Orientation forms are delivered after each orientation either by mail or in person.

– GVR, name, address, gender, orientation date, first hike date are entered into the non-members sheet of the Directory database (Excel or Google docs - currently in Google docs).

– Send information to established email distribution list (including Orientation, hikemasters, and hike file people).

Membership Directory

– For new members, in addition to above data previously entered at the time of orientation, email address, phone numbers, volunteer information is entered. All data is checked and revised as needed.

– Changes to data and volunteer information are entered each year for renewals.

– Volunteer lists (potlucks, trail work, Trail Tales, computer assistance) are provided to committee chairs upon request in Excel or PDF format. Samples are on file with the Membership Directory person.


– Provide membership chair with updated data on number of members, number of new members, orientation numbers, gender data for each batch of membership forms.

– Provide a print copy of the Membership Directory to Membership Chair after each update.

– Update web based directory each time membership is added. This does not include the members that opt out of the web-based directory. Email updated directory to webmaster.

Email list

– Add new members’ email to the email contacts list and send welcome email to new members.

Rev 0: Helen Zaukas 01/06; Rev 1: Sue Palfrey 12/15

Webmaster

Requirements

Working knowledge of Wordpress, the wordpress.org site, Acrobat Pro, Microsoft Excel, an FTP program such as Transmit for the Macintosh or FileZilla.

Beginner’s knowledge of html code and javascript.

Responsibilities

Maintain the website by ensuring:

– Information provided on the site is accurate and up to date.

– Pages load correctly and pages are added as required.

– Links to all documents are correct.

– The source documents in the cloud are complete and up to date.

Assist the Hikemaster and the Librarian to update the files as needed.

Rev 0: Stephen Herron 10/15


Records Committee

The Records Committee is responsible for the maintenance and retention of the Hiking Club’s master Hike File, and weekly updates of hikers and hikes. The file is a multi-worksheet Excel workbook, and contains information by 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. 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 10 years. The Records Committee chair shall coordinate decisions about Hiking Club software with the Webmaster, who supports various computer files for the Hikemaster. Rev 0: George Chute 1/10; Rev 1: George Chute 11/15


Hike Leader and Assistant Leader

Hike Leader Advance preparation

Get a copy of the hike write-up and the names of leaders who have last led the hike.

Scout the trip thoroughly. This should include a complete walkthrough with particular attention to driving mileage, parking area, elevation gain, hike time, snack spot, split points, lunch spot and announcement spot.

Appoint the Sweep several days ahead and set time for arrival at the parking lot.

Determine if there is any historical or educational information about the area to present to the hikers. (Check “Hike Information File” index, the Club Website Library, and the Internet.)

At the parking lot

Pick up sign-in sheet from Hikemaster and First Aid Kit from Asst. Hikemaster. Give the First Aid Kit to the Sweep.

Position yourself near the register throughout the sign-up so you are always available to answer questions, greet people, check out newcomers, etc.

Use your Assistant Leader to help with sign-in and check if hikers are suitably equipped and appear to be capable of taking your hike.

If the number of people signed in reaches the limit for your hike, notify the Hikemaster that you are full and, at his direction, divert the overflow to other hikes, then meet with your drivers and prepare to leave.

As departure time approaches (5 minutes) call your drivers together and give instructions at to where you are going, the route you will follow, and the rendezvous point. If route to the trailhead is difficult to follow, written directions for each driver should be provided.

Make certain hike signs are picked up before leaving.

If another hike will be taking the same route, check with the other leader(s) and agree on one leaving a few minutes early or arrange a different rendezvous point.

At the trailhead

Establish the number of hikers on the hike with the Sweep; it should agree with the sign-in sheet.

Hike Leader and Assistant Hike Leader Page 35

Call everyone together in a circle and get his or her attention.

Introduce yourself as Leader of the hike and introduce the Sweep.

Mention our no littering policy and any other advice you deem important for this hike.

Include a few words about the route, the hike, and any items of historic interest such as mines, etc.

Ask if there are any medicines or medical problems the Leader or Sweep should know about.

Ask everyone to introduce themselves.

On the trail

At the start, bring the Sweep forward to check hiker count as they pass.

Lead off very slowly at first and adjust your pace as the group warms up. Split the group at the trailhead or shortly thereafter. Stop for first water break in 10 to 15 minutes.

The Leader’s top priority is the safety of the group. Pay close attention to the weather. Position a strong hiker at danger points to assist in case someone slips or needs assistance at fence crossings, rock scrambles, etc.

Develop a “rubberneck.” Look back frequently to check how your hikers are doing. and do not forget to do it on the way back. Give frequent “puff” breaks if there are hills. Better too many than too few.

It is the Leader’s responsibility to follow the route as it was scouted.

The Leader establishes the pace (speed and rhythm). Some hikers like to come up and talk with the Leader and after a while they are “pushing” and influencing the pace. Don't let this happen.

The Leader determines rest periods, water breaks, splits, etc. Splits should be taken when needed during the hike. As a minimum they should be scheduled at the start of the hike, before lunch, and just before the end of the hike.

Pay special attention to any problems involving the Sweep and consult with him or her occasionally throughout the hike. If the Sweep blows his or her whistle, stop the hike. If the Sweep blows twice, stop the hike and go back to the Sweep.

If a hiker has problems and cannot continue the hike, get volunteers to stay with the person or to slowly take the person back to the Trailhead. (Never leave a person having trouble alone.) The volunteers should be experienced hikers and should follow explicitly the agreed upon instructions as to what they will do and where they will be. If they cannot be located when the hike returns, it becomes a serious problem.


Keep the party together. Some stringing out along the trail is inevitable, but occasional rest periods should collect the group. Don't allow the hikers to string out so far that contact is lost. If large gaps are constantly developing causing an “accordion” effect with frequent stops to catch up, it is an indication that your pace is too fast and you need to slow down.

The Leader keeps his or her party informed on all matters that might contribute to their safety, understanding, and enjoyment of the hike.

Call an announcement stop shortly before arriving back at the trailhead. Announce the next week's hikes and any other information. Thank the Sweep and drivers.

At the trailhead, make sure all hikers have rides back. The Leader's vehicle should be the last to leave; but start your car before the last car leaves.

Make final check with the Sweep about any problems that may have arisen on the hike. Collect the First Aid Kit from the Sweep.

After the hike

After returning to the parking lot, fill out the Hike Leader Report providing details of injuries, falls, personnel problems, and other information about the hike.

Leave all material (Hike Leader Report, Sign-in sheets, first aid kit, clip board and any signs that were not picked up at start) in the collection box outside the West Center GVR office.

Overall

You have a big responsibility but you are in full charge of the hike. You are in a position to control it and other leaders and Board members will back you up.

You are never alone in facing a problem. There are always others who would be glad to help, although they may not intervene unless asked.

Although there are many hike leadership basics you should follow, you certainly can add your own personality and imagination, especially if you believe you can add some fun and interest to the situation.

Finally, remember that you are there as a Leader to serve the hikers and provide them with Safe and enjoyable hiking. Common sense will go a long way.


Assistant Hike Leader (Sweep) The Sweep should pick up the First Aid Kit from the Leader in the parking lot, then

assist the Leader at sign-in; coordinating drivers and riders, observing hikers to determine if they are properly prepared to hike, and if they appear qualified for the hike they have chosen. The Sweep should study the sign-in sheet along with the Leader to obtain a feeling of who is on the hike and what potential problems should be watched for.

At the trailhead, the Sweep and Leader should determine the number of hikers on the hike and then make a count of the hikers. This should agree with the sign-in sheet. This is the primary count against which all other counts are based. Discrepancies will need to be resolved.

At the start of the hike, the Sweep should position him or herself next to the Leader and perform a second count as the group files past.

During the hike, the Sweep has three basic responsibilities:

– Look for people, especially toward the back of the hike, who seem to be having problems such as keeping up, showing signs of stress or having other physical problems and report these to the Leader.

– Monitor the pace by looking for pace related gaps or people struggling to keep up.

– Periodically check the count of people on the hike to make sure that no hikers are missing.

Sweep and Leader should get together at the snack break and at lunch to compare notes about the hike and any personnel problems so corrective action can be taken. After both of these breaks another count should be taken.

The Sweep should be very familiar with what is in the First Aid Kit and its layout. The Leader should be informed of any supplies used so that information can be noted on the Leaders Hike Report to help with restocking. At the end of the hike, the Sweep should give the First Aid Kit back to the Leader.

The sweep should never feel he or she is alone. Use one blow of the whistle to stop the hike. Use two blows of the whistle if you want to stop the hike and have the leader come to the back for help or consultation. Two blows should always be used if sickness or injury is involved.


Computer Activities

Documentation It is imperative that the documentation in this Word document be kept up to date. Any changes in procedures or the look or feel of the website must be documented here. The updated document must then replace the current Computer Activities section of the on-line board manual.

Web Hosting General Information The website uses Yahoos’s Aabaco’s Small Business Web Hosting services and has the domain name gvrhc.org. To log in to the site as administrator go to

https://login.yahoo.com/config/login_verify2?.done=http://webhosting.yahoo.com&.src=sbs.

The Aabaco ID is “greenvalleyhikingclub.” Two members know the password: the Hikemaster and the Webmaster. The club pays for the website annually. The current cost is $119.40. It is due March 24 of each year. It is automatically paid using the Webmaster’s credit card. A receipt of the billing is then submitted to the treasurer for reimbursement. To view or enter credit card data or access the latest billing receipt, go to http://billing.aabaco.com/. Login is the same as for the website above. Click Payment Methods to access credit card data, and click Billing History to access billing information. To get the latest receipt, scroll to the bottom of the history and click the invoice column. As part of the annual fee, Yahoo takes care of registering the club’s domain name annually.

Accessing the Website The Home Page for the club is accessible using the URL address http://www.gvrhc.org. It is a public site and does not require a username or password. There is a password protected page of the website covering hike write-ups for Leaders and a password protected page covering procedures manual and other documents for Directors.

Computer Activities Page 39

http://billing.aabaco.com/

Club Email

The club purchased the email program Group Mail for sending emails to the club membership. There is a free edition of Group Mail, which is adequate for club purposes. The free version may be downloaded from group-mail.com. See GROUP MAIL below. The club uses a Yahoo email address for general correspondence. The Yahoo id is “gvhcmail” and the password is “saddle.” The official list of member email address is maintained on Yahoo.

File References

Full Hike List Workbook The Full Hike List is the official master list of hikes for the Green Valley Recreation Hiking Club. Its main function is to be used by the Hikemaster in selecting and then scheduling hikes for the club. It is comprised of three worksheets. The first, called Hikes, contain the list of hikes. The second, called Stats, contains a count of the number of hikes by ‘A’, ‘B’, ‘C’, and ‘D’ hikes plus a total for all hikes in the list. The third is called Archived and contains a list of hikes no longer done. The Hike worksheet is comprised on the following columns: ID Unique six-character hike identifierNAME OF HIKE Name of hikeMTN RANGE Name of mountain range where hike is locatedDATE Date hike is scheduledLEADER Name of hike leader assigned to the hikeASST.LEADER Name of sweep, entered after hike is done#HIKERS Number of hikers on hike, entered after hike is doneA-B-C Class of hike – ‘A’, ‘B’, ‘C’, or ‘D’H.M Hike milesELEV Elevation gainT.M Travel milesLIM Maximum number of hikers allowed if less than 25Deg Degree of difficulty ratingTrail Trail conditions code from 1 to 5Road Road conditions code from 1 to 5DESCRIPTION Hike description for the bulletinPermit “SLP” in this column indicates the hike is on State Trust Land

requiring a permitSeason A code indicating the seasons appropriate for scheduling the

hike The names or order of the above columns may not be changed nor may additional columns be added. The hike list is normally sorted by ID. Generally, the columns


LEADER, ASST.LEADER, and #HIKERS are hidden. They aren't needed until hike schedules are being created.

Hike Statistics Workbook

The Hike Statistics workbook contains an electronic history of club-sponsored hikes dating from May 1, 2001. Each week, after the hikes have been run, Hike Statistics is updated with data about the week’s hikes including date, leader, sweep, and number of hikers. The function of the workbook is to allow a Hikemaster to easily make queries such as who has led a specific hike or what hikes has a specific leader led. More sophisticated queries between the statistics workbook and the Full Hike List can be constructed to generate a list of hikes not hiked since a specific date or never hiked from May 1, 2001. The Hike Statistics workbook contains a single worksheet to hold historical data. The worksheet is the same format as the Full Hike List and contains the same columns up to DESCRIPTION. After hikes are run each week, the Hike Statistics workbook is updated with results from the Monthly Schedule.

Schedule Prep Workbook The Schedule Prep workbook is used to maintain the list of leaders and assistants (LeaderList), schedule hikes by month, enter leader names against scheduled hikes, format a month's worth of scheduled hike data for the monthly bulletin, and provide weekly data for generating signup sheets and leader reports. To do this, Schedule Prep workbook contains multiple worksheets: Formats a temporary workspace to format hike data for use in generating weekly sign-in and leader report sheets; LeadersList, the official list of Hike Leaders and Assistants; and following the LeadersList worksheet, eleven tabs, one for each month (excluding June) used to schedule a month's hikes, enter leader names, and generate data for the monthly bulletin. Except for the LeadersList worksheet, the month and Formats worksheets have the same columns as the Full Hike List to which are added the additional columns of SEQ, LOOKUP VALUE, BULLETIN TEST, COST and RATING. Values for these columns are generated by the formulas stored on row 2. Warning: The Formats tab must be the first tab in the list of tabs for the workbook. If it is not, the mail merge SignInSheets document will not execute correctly.


LeadersList Worksheet The worksheet consists of the following columns and a macro: Schedule Name The last name and first name initial of the leader.Name & Phone The first and last name and phone number of a leader for use in

the bulletin.

The above two columns are generated by macro.

The following columns are manually entered.

LAST NAME Last name of the leader or assistantFIRST NAME First namePHONE Phone numberEmail Email addressHike Preferences The categories of hikes a leader or assistant is willing to lead or

sweep. The first two columns are generated by macro for use in generating the monthly bulletins. They are generally hidden. The macro is executed by the shortcut key “ctl s” and only needs to be executed whenever a new leader is added or there is a name, email or phone number change. To unhide these columns, click the number “2” at the top left of the worksheet. To hide these columns, click the number “1” at the top left. These columns should be hidden when generating a PDF file for uploading to the website. The month worksheets are linked to the LeadersList worksheet. The worksheets will match the name in its "LEADER" column against the “Schedule Name” column. When a match is found, it will retrieve the contents found in the cell under “Name & Phone” and add them as part of the formatted contents for the bulletin. To facilitate selecting hike leader names in the month worksheets (“LEADER” column), the column uses a drop down list box filled with the contents of the “Schedule Name” column.

Month Worksheets The month worksheets are identified by the tabs Jan, Feb, Mar, Apr, May, Jul, Aug, Oct, Nov, Dec. June is excluded since the club has no scheduled hikes during June. The worksheets include all the columns in the Full Hike List plus some additional formula driven columns for computing and formatting hike data. The monthly worksheets are used to set up the hike schedules for each month, assign leaders, and format the scheduled hikes for the bulletin. Leaders are assigned via a drop down list box composed of names from the hidden column “Schedule Name” in the LeadersList worksheet. Each month worksheet consists of two display formats controlled by the two digits to the


top left of the worksheet. To display all columns in the worksheet, click the digit “2.” To display only those columns required for formatting the month hike schedule and hide the other columns, click the digit “1” at the top left. Columns used to format hike data and generated by formula are identified by different background colors of the column headings. Row 1 contains the names of the columns. The formulas that do the formatting are kept in row 2 and should never be altered. The following are the columns involved in formatting hike data. SEQ: Computes a sequence number within a hike class by week. This number is combined with letter in the A-B-C column to produce the hike sequence A-1, B-2, C-5, etc. (Used in all views and as a mail merge field.) LOOKUP VALUE: Extracts the leader’s full name and telephone number from the LeadersList worksheet by matching the name in the “LEADER” column with the LeadersList “Schedule Name” column and storing the name and phone number in the “LOOKUP VALUE” column of the month worksheet. EXCEL’s VLOOKUP function is used for this purpose. BULLETIN TEXT: Concatenates hike data in the columns A-B-C, SEQ, NAME OF HIKE, MTN RANGE, H.M., ELEV, T.M., LOOKUP VALUE, Deg, Trail, and Road to form a text string for the bulletin. Car donation costs are computed and inserted at the end of the text string. The contents of the BULLETIN TEXT column are copied to the WORD Bulletin document. COST: Not a column, but embedded in the Bulletin Text Column formula. A computed cost for the suggested driver’s donation based on mileage rounded to the nearest dollar. Current rate is 8 cents a mile. A surcharge of $2.00 is added if HCVs are required. The maximum cost is $15.00 and the minimum is $1.00. (Cost is a mail merge field for the sign-in sheet. See Formats Worksheet.) RATING: Formats data from the rating columns Deg, Trail, and Road. (A mail merge field for the sign-in sheets. See Formats Worksheet.) Technical note on the Leader column drop down list box.

The drop down box uses a range named "names". "Names" range is =LeadersList!$A$4:$A$50. In row 2 of the Leader column for each of the month tabs, Data Validation Settings for the cell are Allow List and Source =Names. To activate the drop down box for the hikes, pull down the cell to cover the maximum number of hikes.


Formats Worksheet The Formats worksheet is a temporary workspace for formatting hike data for the weekly sign in sheets and leader reports. A week’s worth of hikes are copied to it from a month worksheet and then formatted for the signup sheets and leaders report. The columns in the Formats worksheet are identical to the month worksheets. A week’s worth of Hike data is copied to Formats from the month worksheet. Data in the columns SEQ, COST, and RATING are uses by the Sign In Sheets mail merge document.

SignInSheets Mail Merge Document The SignInSheets is a WORD mail merge document. It is used to generate the sign-in sheets and leader reports used for the weekly hikes. When the SignInSheets document is opened, a mail merge tool bar will appear at the top of the screen. To generate the sign-in sheets and leaders’ reports, click the Merge… icon on the mail merge tool bar. A dialog box will appear. Click the Merge icon at the left of the box. For each hike, a sign-in sheet and leaders’ report will be generated in a work document. Click the print icon to print the week’s sign-in sheets and leader reports. After printing, close, without saving, the work document, SignInSheets, and Hike Formats. At the top of the sign-in sheet will be the hike designation A-1, B-2, etc., the name of the hike, its rating, and hike date. On the first line of the sign-in sheet will be the leader’s name. The leader report will contain the hike designation, name of hike, date, leader’s name, and rating. At the bottom will be the number of the first aid kit assigned to the hike. The Formats worksheet columns used by the SignInSheets document are: Column Document

A-B-C Sign-in sheet, leader reportNAME OF HIKE Sign-in sheet, leader reportDATE Sign-in sheet, leader reportLEADER Sign-in sheet, leader reportDeg Leader reportTrail Leader reportRoad Leader reportSEQ Sign-in sheet, leader reportCOST Sign-in sheetRATING Sign-in sheet Prior to using the SignInSheets mail merge document, it must be linked to the Formats


worksheet of the Schedule Prep workbook as follows: Open the Schedule Prep workbook and click the Formats tab. If the Formats tab is not

the first tab, move it to first position. Copy some hikes to it from a recent Month Schedule. Select the “Sign In Sheets” view and drag the formatting cells (SEQ, KIT, COST, RATING) on row 2 down across the hikes.

Open the SignInSheets document. Click the “Mailings” tab. Click the Select Recipients icon. Click “Use Exiting List.” In the Select Data Source window, select Excel files, then go the folder containing the Schedule Prep file and select it. In the Select Table dialog box select Formats$. Click “OK.”

Click the Edit Recipient List icon. In the Mail Merge Recipients window, click the Filter icon. IN the Filter dialog box, select “NAME OF HIKE” and “Is Not Blank.” Click “OK.” Only those hikes where NAME OF HIKE is not blank for the mail merge.

To check the results click the Finish & Merge icon and select “Edit Individual Documets.” Click “OK” to the Merge to New Document dialog box. A Sign Up sheet and Leader Report will be generated for each hike in the Formats worksheet.

Close the new merge document without saving. Save and close the SignInSheet file. It is now ready for use. Close Schedule Prep without saving. Caution: Moving SignInSheets and/or Schedule Prep to another folder or machine will require this process to be redone.

Hikemaster Computer Procedures

Introduction

The Hikemaster uses the following EXCEL and WORD files: Schedule Prep: EXCEL workbook containing multiple worksheets:

– LeadersList – Official list of hike leaders and assistants consisting of name, telephone, and address;

– Formats – Temporary workspace to format hike data for use in generating weekly sign-in and leader reports.

– Month Worksheets – are used to set up the hike schedules for each month, assign leaders, and format the scheduled hikes for the bulletin.

Full Hike List: EXCEL workbook containing two worksheets:

– Hikes - Official list of club hikes;

– Stats – Count of hikes by A, B and C classes.

Hike Statistics: Historical record of club-sponsored hikes since May 1, 2001 (EXCEL


workbook)

SignInSheets: Generates the weekly sign-in and leader report sheets (WORD mail merge document)

Monthly Bulletin: WORD document containing the hike schedule for the month. If the Hikemaster does not maintain these files, then someone technically capable needs to be appointed to do so. The following paragraphs describe how to use the above files in support of Hikemaster activities. The References section above describes the structure and characteristics of the files. Conventions: For purposes of this document, workbook file and document file names will appear in Bold. If a workbook has multiple worksheets, worksheet names will appear as Underlined. Worksheet column names will be in UPPERCASE. If a worksheet contains formula based columns, the background color of the column label will be different than white.

Preparing the Monthly Hike Schedule

Copy the selected hikes from the Full Hike List to the month worksheet of the Schedule Prep workbook as follows:

– Set the month worksheet to all columns by clicking the digit 2 at the top left of the worksheet.

– For each selected hike, copy the row from the Full Hike List to the month worksheet.

– For each copied hike, enter the date it is scheduled to be hiked in the DATE column.

– Sort the month worksheet, starting with row 3, by DATE, A-B-C, and NAME OF HIKE.

– This is now the proposed monthly hike schedule. By selecting the custom view Email, the worksheet can be copied to your email program and mailed to hike leaders for the selection of hikes they want to lead.

– Close the Schedule Prep file, which will save the selected hikes.

To start entering leader names against the set of selected hikes, open Schedule Prep and on the month worksheet, select the cell in row 2 under the LEADER column. Drag the copy handle (skinny cross at the right bottom corner of the LEADER cell) down for as many rows as there are hikes.

For each hike, select the leader name from the drop down list box by clicking the list


arrow to the right of the cell.

Close the Schedule Prep file.

Preparing the Monthly Bulletin

Set Up Open a previous month’s bulletin in WORD and save it under a new name denoting

the new month. This will be the basis for the new month bulletin. The font is 10-point Trebuchet MS and margins are top 0.5, bottom 0.3, right 0.3 and left 0.3 inches.

Delete the old hike schedule.

Update the header with month and year as follows: Go to the Insert tab and click Header. A list of preformatted headers will appear. Near the bottom will be “Edit Header.” Click it. The header will become active. Highlight “Month and Year.” Select a desired font style. Enter the month and year. Click Close on the Insert ribbon.

Make whatever changes are required to the text portion of the bulletin such as a change in start time.

Replace the old awards with the new awards from the Awards Chairperson. Save the bulletin.

Generating the Hike Schedule Data Open the Schedule Prep workbook and click the month tab.

Click the digit 2 at the left top of the worksheet to show only those columns required for the bulletin.

At row 2, select the cells SEQ and BULLETIN TEXT. Drag the copy handle (skinny cross at the right bottom corner of the BULLETIN TEXT cell) down for as many rows as there are hikes. The BULLETIN TEXT column now contains the data needed for the monthly bulletin.

Starting at row 3, select the cells under the BULLETIN TEXT column, right click and click “Copy.”

In the monthly bulletin WORD document, place the cursor at the position where the hike schedule needs to go. Right click and click “Paste.” This inserts the hike schedule in table format. It needs to be converted to text.

Select the just inserted schedule. Go to the Layout tab and click “Convert to Text.” Click the Home tab and set the type size to 10.

Save the bulletin.

Uploading the Bulletin to the Website


When the bulletin is initially created or anytime it is changed due to a cancel or change is hikes or any other changes, it needs to be updated to the website as follows: Create a PDF file of the bulletin and name the PDF file “jan,” “feb,” “mar,” “apr,”

“may,” “jul,” “aug,” “sep,” “oct,” “nov,” or “dec” as appropriate.

Log in to the website. (See Logging In below.)

Go to the folder BulletinPages.

Using the web hosting File Manager import function or an FTP client, upload the PDF file.

Preparing Weekly Sign-in Sheets and Leader Reports The sign-in sheets and leader reports for a week’s hikes need to be generated and inserted into the hike folders by Wednesday as follows. Open the Schedule Prep workbook and click the month tab.

Select the hikes for the week to be processed, right click and click “Copy.”

Click the Formats worksheet. Select row 3, right click and click “Paste.”

Select the row 2 formatting cells SEQ, COST, and RATING and drag down across the hike rows.

Open the SignInSheets WORD mail merge document. Click the Mailings tab. Click the Finish & Merge icon. Click “Edit Individual Documents” followed by ‘OK” in the Merge to New Document dialog box.

Print the records.

Close all files without saving.

Post-Hike Activities

After the hikes are in, collect the sign-in sheets and leader reports. Make sure the number of hikers on the leader report matches the sign-in sheet.

The sign-in sheets go to the Awards Manager.

Open the Schedule Prep workbook and click the month tab.

For the week in question enter the name of the sweep and the number of hikers found on the leader report for each hike.

For the week’s hikes, select the columns ID thru Road. Right click and click “Copy.”


Open the Hike Statistics workbook and paste the copied hikes to the end of the worksheet.

Save and close both workbooks.

Making Changes to the LeadersList Worksheet

Adding New Hike Leaders or Assistants

Anytime a new Hike Leader or Assistant is appointed, the Schedule Prep Excel workbook must be updated. At a minimum, a row must be inserted into the LeadersList worksheet as follows: Insert a new row at the point where the new leader or assistant’s name falls

alphabetically.

Enter Last Name, First Name, Phone, email address, and hike preferences.

Execute the macro ScheduleName using the key “Ctl s.”

Save Schedule Prep. Uploading the Leaders List to the Leaders Website

Anytime the LeadersList worksheet is changed, it must be uploaded to the Hike Leaders website as follows: If not already done, click the digit 2 at the top left of the worksheet to hide the first

two columns.

Create a PDF file of the worksheet and name it “LeadersList.”

Log in to the website. (See Logging In below.)

Go to the folder HikeWriteUps, then the subfolder Alpha.

Using the web hosting File Manager import function or an FTP client, upload the PDF file.


Managing the Website

General Concepts

The html files are generated from WORD. PDF files are generated from either WORD or EXCEL. To create a PDF file with a PC running Windows, click “Save As” and “PDF.” Select the desired folder, enter a file name and click “Publish.” To create an html file from WORD, click the Office Button icon followed by “Save As” and “Other Formats.” Near the bottom of the “Save As” window there is a “Save as type” pull down menu. The two selections used in this website are “Web Page” and “Web Page, Filtered.” The choice of “Web Page” may result in a companion folder as well as the html file being created. That depends on how complex the original document or spreadsheet is. If it has pictures or other objects inserted into it, then a folder is created to hold those objects. In this case uploading the web page will also require uploading the companion folder and its support files. The extension for the file is .html. The choice of “Web Page, Filtered” will result in a plain vanilla html file with WORD control characters stripped out. It will result in the smallest file of the choices and its extension is .htm. Unless special formatting, borders, TOC, indexes, etc., are used, the “Web Page, Filtered” is the preferred choice for WORD documents such as hike write-ups.

In a Macintosh, a PDF file can be generated from any application. Click “Print,” and select “save as PDF.”

Links Creating a link to another web page or different website from WORD is a simple process. Highlight the word or words desired to signify a link. Right click and select “hyperlink” from the drop down menu. A hyperlink window will display. At the top will be text line for entering text to be displayed at the top of the browser when the link is executed if the linked file does not have a title. On the right side of the window is a “Target Frame” button. Click to select how the linked page is to be displayed. Choices are ‘none’, ‘Same Page’, ‘Whole Page’, or ‘New window’. Selecting ‘none’ means the linked page will display in the current browser window. Selecting ‘New window’ means a pop-up window will display with the contents of the linked page. Use the ‘New window’ option wherever possible. There are two choices for creating the actual link. The easiest is to enter the URL address in the address line. The other is to locally select the file. In this case, both the target file


and source file must be uploaded to the website under the following condition: The structure and names of the local folders must mirror those of the website folders into which the source and target files are placed. That will insure the links stay valid. Once a link is created, it may be edited or removed. Right click on the link and select the desired choice from the resulting drop down menu.

Frames The website and Wordpress does not support frames.

Logging In To log in to the website as administrator, use the URL https://login.luminate.com/login. The login screen will appear.

Enter the ID “greenvalleyhikingclub” and password “Chrvg$34.” To get to the website folders and files, click “Web Hosting” then the Manage tab on the Web Hosting Control Panel window, then “File Manager.”

To ftp documents set up your ftp application:

server: ftp.gvrhc.org

User name: [email protected]

Password: chrvg$34

Port: 21 “Use Passive Mode”

Follow the directions with your ftp application.

Website Folders The folders are: BOD: Board of Directors online procedures manual (password protected)

BulletinPages: monthly hike schedule bulletin pages

ClubInfoPages: general club information pages

Hall-of-Fame: photos and writeups of past hike leaders

HikeWriteUps: leaders’ website (password required for access). It consists of the following subfolders:

– Hikes: hike write-ups

– Maps: trail maps and elevation profiles



https://login.luminate.com/login

– SourceFiles: backup of webmaster files and documentation

– Library: point of interest articles relevant to club hikes.

BOD folder This folder contains the Board of Directors procedures manual. BulletinPages folder BulletinPages is the folder where PDFs of monthly hike schedule are kept. It consists of eleven PDF files named “jan,” “feb,” “mar,” “apr,” “may,” “jul,” “aug,” “sep,” “oct,” “nov,” and “dec.” The Hikemaster will upload PDFs of hike schedules using these names. The Home Page contains links to these files, one for each month. Periodically, the schedules for past months should be replaced by the PDF file “zna.” It’s easiest to do this by having a local folder with a copy of “zna” for each month using the above names, Then using FTP, one or more months can be moved to the website BulletinPages folder replacing the schedules of past months.

ClubInfoPages folder This folder contains files of general interest to the club such as membership forms and trail tales.

Library folder This folder contains reference materials for hike leaders. The intent is to provide hike leaders with an on-line capability to look up reference material about hikes they are assigned to lead. The library is accessed from the club’s website home page.

Hall-of-Fame folder This folder contains photos and short bios of past hike leaders who have made significant contributions to the club. The Hall of Fame is accessed from the club’s website home page. HikeWriteUps folder The HikeWriteUps folder contains the following sub folders:

Hikes (hike write-up files) Maps (PDF files of hike maps and profiles) The Alpha folder also holds two other files: the PDF file LeadersList created from the Schedule Prep file, and the htm file Template which is used by leaders to write up new


hikes by filling in the required information.

Hikes folder Each hike has a write up file stored in this folder with detailed information and instructions about the hike.

Maps folder When available, maps and profiles are stored as PDF files in this folder. They are generally named after the name of the hike and referenced from the hike write up.

Managing the Leaders Page The Webmaster should have a mirror image of the website. Wordpress provides backup capability. All pending changes to the Leaders page will come from the Hikemaster in the form of new hike write-ups or updates to existing write-ups.

Adding a new hike Open the new write-up and the Full Hike List.

For the specified mountain range, insert a new row into the Full Hike List after the last entry for the range and assign a new six character unique id. Enter info for the cells hike name thru season. Save.

Enter the id into the write-up and perform any editing to bring the write-up into compliance with the Template file.

Save it to the Hikes folder using the file type “Web Page, Filtered.”

Check that the new hike is added to the Wordpress look-up table.

Updating an existing hike Open the updated hike write-up and the Full Hike List.

Update the Full Hike List with any changes from the updated hike write-up and save if there were changes.

Open the existing hike write-up in the Hikes folder.

Update it with the changes and save it back to the Hikes folder as “Web Page, Filtered.”

Upload the changed hike write-up from the Hikes folder.


Adding a map or profile Maps and profiles must be in the form of PDF files. Store the PDF map or profile file in the Maps folder.

Open the hike write-up for the map/profile in question.

At the bottom of the write-up and before any Library references, Enter “[Map]” in the case of just a map or “[Map, Profile]” in the case of both a map and profile.

For each word, Map or Profile, created a hyperlink to the relevant PDF file in the Maps folder. Set the “Target Frame” to “New Window” if not already set.

Save the write-up back to the Hikes folder as “Web Page, Filtered.”

Upload the Map and or Profile files to the Maps folder on the website.

Upload the modified write-up from the Hikes folder.

Access the Leaders website and test the map/profile links. Linking library articles to hike write-ups At times there will be requests to link specific articles stored in the Library folder. Download the articles to the local Library folder. Open the hike write-up and, at the bottom of the write-up, add the links in the following format: LIBRARY REFERENCES1. Article-12. Article-2 Create a local link to each article. Upload the modified write-up.

Membership Application Form

The form is located in the “Membership Application” folder. It consists of two pages and is updated annually: In October, change the year on both pages and make any other changes requested by

the membership chairperson.

After the revisions are approved, move the new pdf file on November 1 to the ClubinfoPages folder and change the link to the new page.

Online Member Roster

A new on line roster is created with the membership as of March 1 of the current year from which the names of those opting out on the membership form for the current year


have been deleted. The roster consists of name, address, and telephone number. A PDF of the roster resides in the folder Roster on the website named 20xx_Roster. On March 1, obtain a spreadsheet of the current members with name, address and telephone number. Rework the spreadsheet so that row 1 contains the headers Name, Address, Phone centered in their columns. Then add a header and footer similar to the following.

~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~

Finally create a PDF file and move it to the local website Roster folder. Update item.htm changing the year on the roster link and edit the hyperlink for the new roster. Test and then move up to the website.

Photo Site Administrator

The website is located at http://greenvalleyhikingclub.tumblr.com Editing is https://www.tumblr.com/dashboard. Enter the email address: [email protected] and the password: rvgch#34. Do not be distracted by the many ads. Scroll through them to the first photo. Photos can be deleted and text descriptions can be edited.

Uploading photos Members can upload photos by email following the instructions located on the website:

• Use the email address [email protected]

• Attach up to three jpeg photos.

• Include your name, name of hike, and any descriptive material covering all the attached photos in the body of the email.

• Send the email.

Group Mail

Downloading Go to www.group-mail.com and download the free edition of Group Mail 5. As part of the install, you will be asked to set up an initial account and group. Skip those, they will


http://www.group-mail.com/


https://www.tumblr.com/dashboard

http://greenvalleyhikingclub.tumblr.com/

be done later. Once installed, a club account and initial address book can be established.

Linking the Club Email Account to the Website This is for information only. In order to give Group Mail the ability to send out an unlimited number of emails from the club's email account "[email protected]", it was necessary to create an email account in the website and link it to “[email protected].” The email account in the website is named “[email protected].” In the linking process, the club email account “[email protected]” was classified as a business account, which allowed us to use Yahoo’s business SMTP server “smtp.bizmail.yahoo.com.”

Establishing the Club Account

An account must be created for the club. Open Group Mail 5 and click Tools, then “Manage Accounts.” For User Information enter Name twice followed by Email address as shown. For Delivery Options enter the SMTP Server name as shown.


Still under Delivery Options, click the Requires Authentication box and go to setup. Under setup, click Use SMTP and enter “[email protected]” for Username and the current password for the club's email account [email protected]. (In the gvrhc.org website, the email account “[email protected]” has been linked to the club’s email account “[email protected].”) Once done, click OK, then click Advanced on the Delivery Options page. Enter 495 for SMTP port. Click the Server requires ... box and select Direct SSL. For SMTP domain, click Use Custom and enter “smtp.bizmail.yahoo.com.”


When done, clock OK. Now Click Test to make sure the settings have been entered correctly.

Creating the Club Template (first time only) A template with the club logo and opt-out message needs to be created. In Group Mail 5, click “Messages” followed by “New” under Drafts. This opens a new message page. Click “Insert Image.” Browse and select the file “logo2.jpg” after extracting and saving it from the website. Resize the image. Now copy the following opt-out message.____________________________________________________If you do not wish to receive emails from the Hiking Club, click [email protected] and tell us to remove your name from our email list. Save the message as a template using “Save As” under “File.”

Creating a New Group Each time a club email is sent, a new address list is required to capture new members to the club. That requires a new group be created for each mailing into which the current club Yahoo address list is imported. To create a new group, click “Groups,” then “New Group.” Click “Next” to the next two screens. If this is the first time a group is being created, the group structure must be formatted so it looks like the following. Give the group a name such as “Members 13-11.”


Sign in to Yahoo mail. The user-id is “gvhcmail” and the password is “saddle.” Click “contacts” then under Actions, click Export. Select Yahoo! CVS as the export format. This is a comma separated file, accessible by Excel. The export file will be named “yahoo_ab.cvs.” Store it and open it with Excel. Delete column B (Middle) and concatenate first and last names in the column “Nickname.” Only the first four columns are needed. The results should look like the following.

Copy the results to the clipboard. Close Excel. Go to Group Mail 5 and select the newly created group. Click Import under “Manage Recipients” followed by File Import and Import from Clipboard. After the import, edit the group to resolve any problems if necessary. To create a new message using the club email format, click Messages, then Templates. Select Saved User Templates and then click Use. It’s generally a good idea to use the account manager under Tools to set the “Reply-to address” under the GVR Hiking Club account to the email address of the owner of the message.


Set “Send To:” to the new group and set “From:” to “GVR Hiking Club.” Insert the message, preview it, and send. During preview or send make sure Address To is set to “Name” not “Email” so that the addressee’s name appears in the To box of the email. Rev 1: Ron Barry 12/10. Rev 2: 4/12 Rev 3: 2/13. Rev 4: 12/13 Rev 5: 4/14. Rev 6: 10/14
