Annual General Meeting (AGM)

Decide who will be on the committee for 2025! You, perhaps? Start thinking about it now! Pizza will be available from 5:45pm, so come along and chow down!

Nominate new committee members here! 

https://docs.google.com/forms/d/e/1FAIpQLScQAiPW1GnCHy3hFwq63W_rEhq03GfDeK5mvuouKrmXQUuAzA/viewform?usp=sharing

Below are some brief descriptions of what each role does, so have a read and a think.

President: 

- Run the meetings or delegate to someone else every other meeting. This includes making the meeting slides.
- Make sure committee meetings: Ensuring things get done when they need to happen (Freshers, Heels). 
- First point of contact: Typically you will be the first one to reach out to, whether that be new members or other queries.
- Be a friendly face: You are the face of the club so use it wisely ;)
- Co-manage the vuwtramping@gmail.com email with the Secretary.

Secretary:
In a nutshell: admin-heavy :) Who doesn't love nuts?!

- Take minutes at committee meetings, special general meetings and annual general meetings.
- Manage vuwtramping@gmail.com, jointly with the president.
- Manage physical mail - this includes FMC cards and Backcountry magazines. Generally, we don't get much mail.
- Let the Registrar know of any changes to the constitution.
- Once a year, send annual financial statements to the Registrar of Incorporated Societies.
- Once a year, re-register the club with Federated Mountain Clubs and the university.
- Once a year, apply for grant funding from the university, with help from the rest of the committee.
- Book the weekly meeting room and the clubs week stalls or get someone else to.
- Keep the Register of Members.
- Hold the club's records, documents, and books except those required for the Treasurer’s function. 

Chief Guide & Assistant Chief Guide:

- Run trips!! The chief guides are responsible for all-things tramping. Run tons of trips and encourage & help others in the club to run trips too!
- Organize and lead the main annual trips which are: Snowcraft 1 & 2, Bushcraft and Freshers (shared with the social officers).
- Plus organizing Midwinter, which involves encouraging people to run larger trips over the uni holidays (and hopefully run a big one yourself!).
- Act as the main source of information for people in the club about tramping, like giving advice and helping others plan & run trips.
- Manage the vuwtcguides@gmail.com email.
- Quit your day job and spend every weekend tramping!

Treasurer & Co-Treasurer:

- Deal with payments for trips, including the big ones (Freshers, Bush rave etc)
- Keep track of the club’s annual budget
- Help with any payment issues for club members
- Manage the accounts@vuwtc.org.nz email
- No treasurer = No more tramps! 

Climbing Officer:

Social Convenor x 2:

- Organises all of the party trips: Tramps X3, Freshers (With chief guides), Bush ball, Midwinter Xmas, Bush rave

        - Finding location, organising setup crew, setting theme etc

- Be a friendly face at these events and others 

- Option to organise more social trips outside of these

Conservation Officer:

- Run a bunch of conservation trips!
- Promote conservation/environment/sustainability causes, like Conservation Week, Bird of the Year, NZ Garden Bird Survey, Earth Day, Plastic Free July etc.
- Maintain connections with long-standing partners of VUWTC: DOC, Sustainable Coastlines, Zealandia Te Māra a Tāne, uni clubs like VUW SCB and VUW Science Collective.
- Build new relationships with conservation and community groups.
- Possibly do 2-3 beach cleanups out at Opau Bay each year (VUWTC looks after that site).
- Help VUWTC contribute to conservation/environment related legislation if appropriate.
- Arrange conservation guest speakers if possible!
- Purchase/look after club conservation gear.
- Manage the conservation@vuwtc.org.nz email.

Gear Custodian x 2:

🥾 Put gear in members’ hands
💰 Influence how club gear budget is spent
🌱 Repair gear and give it new life
🏛️ Preserve club’s historic artifacts
💪 Run working bees to do the heavy lifting
🧰 Use of the gearshed workshop

Publicity Officer x 2:

- manages the social media accounts; the instagram account (@vuwtc) and the facebook page

- manages the vuwtc publicity email

- ensures the club is engaged on social media, by posting past trips, advertising upcoming trips, sending out reminders for weekly meetings, climbing nights & walkies etc

- organises the creation and sale of merch;

finds/makes good merch designs (hoodies, shirts, beanies, badges, stickers...), reach out to design companies, gets quotes to ensure we stick to budget, and ensures they get delivered

- Leads the production of the annual magazine 'HEELS'; 

Leads a group in charge of the design & writing of HEELS, 'hassles' people to write trip reports, reach out to book printing publishes, ensures we stick to both the printing guidelines and the budget

Huts Officer:

- Gets the club involved in maintenance of huts and tracks
- Would be great to have a keen person in this role