Major Excursions
Action Log – (As of 10/18/08)
Item
5.
Description
Follow-up with the review of Prospectus’ prior to the
marketing of the trip – No one has been assigned at this point
but we may want to have core group established to focus on
reviewing prospectuses.
Status
Open
Assigned To
TBD
Date
Assigned
1/27/07
7.
ME Liaison Role. – Stacia will follow up with Leaders on
interest
Open
Stacia
4/21/07
15.
Develop spreadsheet of leaders who do not have a Citizens
account – This activity will be worked on to reconcile all
accounts.
Open
Colleen
10/14/07
Date Completed
10/14/07 – Stacia has
confirmed that a policy is set
to have prospectus in a month
before ads run in the
“Outdoors”. Some leaders are
not posting prospectus because
they want to know how is
interested in trip. ME still
needs a copy for the
committee and new leader
reference. Prospectus’ will be
archived on web site.
Process still needs to be
established to review
Prospectus’. Erika
volunteered to assist.
4/19/08 – Move to Marketing
Sub Committee Task.
4/19/08 – Move either
Marketing and/or Leadership
committees based on
committee structure.
1/26/08 – In progress. Letters
have been sent to leaders to
reconcile the information.
4/19/08 – 80% complete. A
discussion needs to be held at
the summer meeting regarding
bank account policies.
10/18/08 – Colleen is still
working on this and making
progress.
19.
Strategic Goal Planning – Include this exercise on the agenda
for Annual Meeting for 2008. Review all projects that are
happening and prioritize what is important for the program.
Ongoing
Stacia/Darcy
10/14/07
29.
Cancellation Process – Ralph requested that we discuss a
formal process for trip cancellations. Cancelling a trip too soon
is a risk.
Open
Stacia
1/26/08
30.
2009 Trip Ideas – Solicit leaders for their ideas on 2009 trips to
aid in financial planning.
Chair Transition Task Force – Work on the Chair transition
process.
Open
Darcy
1/26/08
Open
T. Walley
1/26/08
32.
Leader Retreat/Summer Meeting ’08 Task Force – Establish
program for retreat.
Open
Darcy/Stacia
1/26/08
36.
Retreat - Activity Recommendation for Nobel View – Contatct
Rob Robertson, Nobel View Chair for suggestions on activites
Retreat – Add CPR Training to the agenda
Mountain Ranch in the Heart of the Rockies – Review
prospectus for appropriate listing on altitude and activities so it
is marketed appropriately
Mountain Ranch in the Heart of the Rockies – Update
application and budget
Colorado – Cross country – Revisit group status and confirm
there are no issues.
Morocco Trek & Sites – Follow up with outfitter insurance
information.
Engleberg Switzerland – Confirm Ginette’s commitment on
paying for airfare.
MEC Sub-Committee – MEC members to select committee they
Open
Mike
4/19/08
Open
Open
RSC
4/19/08
4/19/08
31.
37.
38.
39.
40.
41.
42.
43.
Open
4/19/08
Open
4/19/08
Open
4/19/08
Open
4/19/08
Open
MEC
4/19/08
1/26/08 – Table for future
discussion when Stacia is
present.
10/18/08 – This is an ongoing
task.
1/26/08 – Erika updated that
this is being worked on by
Stacia. This topic will be
added to the April agenda.
1/26/08 – Darcy will send
email.
1/26/08 – T. Wally will work
with Darcy to coordinate the
first meeting.
1/26/08 – Darcy will work
with Stacy on a date. Lynn,
Mike and Merri have
volunteered to participate on
the task force.
10/18/08 – The retreat will be
scheduled for the last weekend
in April (24-26) at Nobel
View.
4/19/08 – Email Stacia
are interested in working on as the Chair or committee member
Members
interests.
CLOSED TASK LOG
1.
Trip numbers will be updated in the Fall Minutes to be
consistent with the actual trips - Stacia did not know if this was
assigned to anyone. Most importantly, is that Ralph and Bob
have correct numbers in their files. Darcy and Ralph will
validate the numbers on file.
2.
3.
4.
9.
10.
6.
Darcy to distribute the survey results based on a survey
initiated by the board regarding outdoor recreation activities –
this was added to the minutes. Roger will locate the survey
results and distribute them.
Solicit Leaders for bank account information - Records on
leader bank accounts are poor and Darcy will address this as a
project when she returns from maternity leave. Erika asked if
the AMC Controller needs to sign all accounts. Darcy stated
that the signature process needs to be reviewed and updated. All
signature cards will be reviewed along with an inventory of who
has accounts and at which banks.
Create procedure for using the Citizens account to assist
leaders - Darcy stated the Citizens Bank has set up a process to
address AMC needs and they are close to having a good system.
Darcy is recommending that the Citizens process be reviewed
with James Tad, AMC Controller.
MEC Program expense fee and capping - Stacia will notify all
leaders of the change.
Day Hiking in the Swiss Alps – Contingently Approved (0820)
- Review budget figures in Excel Spreadsheet and clarify free
leader cost. – Ralph will confirm with Paul.
ME Database in progress and targeted for June/July Beta test.
Stacia will provide updates on the progress. – In Progress Preliminary test database was received this week. They are
working on having the database accessible to the committee as
read only access. Darcy will review and determine if the true
testing can be completed.
Closed
Darcy/Ralph
1/27/07
10/14/07 - Darcy and Ralph
are in agreement. Someone
will need to check the relevant
minutes. The key trips are
0726: Schempp
Tetons/Yellowston
0727 Boudrot Wild Alaska
0728 Schempp Canadian
Rockies
10/14/07 – Ralph did get
document from Ralph.
Closed
Darcy
1/27/07
Closed
Darcy
1/27/07
10/14/07 – All Citizens
accounts have been identified.
New action item #15 opened
for all other accounts.
Closed
Darcy
1/27/07
10/14/07 - Darcy has been
made a super user with
Citizens Bank ME Accounts to
help address and fix issues.
Closed
Stacia
7/22/07
Closed
Ralph
7/22/07
8/1/07 - Done: Handbook has
also been updated
8/1/07 - Done; we agreed on a
revised budget and price
Closed
Darcy
4/21/07
1/26/08 – Database was
reviewed at the fall meeting
and is operational. Passwords
have been distributed to Ralph
and Stacia.
10/14/07 – Brochure is
complete. Priority set to get
them distributed to the
locations including the huts.
1/26/08 – Brochure has been
distributed
10/14/07 – Dave Langley will
be contacted to validate
permits and Whitney slots.
1/26/08 – All issues resolved.
1/26/08 – Distributed to
leaders.
8.
Marketing Brochure - Review brochure and get comments to
Stacia with cc: to Darcy.
Closed
ME
Committee
Members
7/22/07
11.
California’s Sierra Mountains – Contingently Approved (0821)
- Confirm permit requirements.
Closed
Erika
7/22/07
12.
AMC Outdoors: How You Can Contribute – Erika
recommended that this be sent to Darcy so that it can be
circulated. Heather will send to Darcy.
hfHolidays Travel Ad – Further follow-up is needed to address
home exchange ads for trips
Adventure Travel Advertising – Can this be reviewed with
Darcy prior to any commitment so that everything is approved
through the committee?
Email Update – Trish Niece’s email has been changed to
TNiece21@gmail.com. Distribution updates need to be made.
ME Staff Tasks – Committee would like to understand the
Operational and Strategic tasks and time being spent to assist
with prioritization and workload.
Ad Calendar – Dates will be established for “Outdoors” ads and
distributed to the Marketing Task Force for review.
Closed
Heather/Darcy 10/14/07
Closed
Darcy
10/14/07
1/26/08 – Darcy completed.
Closed
Darcy
10/14/07
1/26/08 – Darcy completed.
Closed
Stacia/Darcy
10/14/07
1/26/08 – Update made.
Closed
Darcy
10/14/07
1/26/08 – Darcy distributed
job description and task
Closed
Stacia/Darcy
10/14/07
Washington Service Trip (Mt Rainer) –Solicit Leaders for
potential interest to partner with AMC North Country Trails
Volunteer Programs for next summer (July).
Wrangell/St. Elias – Insurance needs to be verified and check
needs to be received.
Glacier National Park Hikes – Communicate name changes to
both trip leaders. Stacia will include this in the submission
letter.
Olympic National Park’s Trips – Overlap of trip is confusing
and committee would like clarification on the itinerary which
impacts where people are and when and can leaders manage the
Closed
Darcy/Alan
10/14/07
1/26/08 - Add ran in Jan/Feb
and a future one to run in
July/Aug
1/26/08 – All issues resolved.
Closed
Darcy/Ralph
10/14/07
Closed
Stacia
10/14/07
Closed
Darcy/Ralph
10/14/07
13.
14.
16.
17.
20.
21.
22.
23.
24.
25.
26.
27.
18.
group effectively. There are permitting issues for large groups
and permit needs to be addressed. There is a concern that from
the leaders perspective that this will not be logistically difficult.
Darcy will follow up with phone call to address issues.
The Sawtooths – Trish will communicate the flat tire issues to
the leaders.
Trekking in Bhutan – Committee is requiring co-leader.
Budget will need to be revisited. Dates need to be finalized.
An African Dream – Participant numbers and advertising range
needs to be communicated. Erika will follow-up with Darcy,
Stacia and Ralph.
ME Staff Roles – Provide information to Leaders to explain role
and how they can assist, directly and in-directly.
Closed
Trish
10/14/07
Closed
Erika
10/14/07
Closed
Erika
10/14/07
Closed
Darcy
10/14/07
28.
Additional Medical Form Review – Determine the best solution
for accommodating ME with the appropriate information that
will meet all liability rules.
Closed
Darcy
1/26/08
33.
Trail Work in Mt. Rainer National Park – Backup technical
guide needs to be assigned and budget to be revised.
Closed
Ralph
1/26/08
34.
Pack and Paddle Patagonia’s Torres Del Paine National Park
– Budget needs to be revised back on exchange rates.
Snowshoe Adventure in Glacier NP & Mission Valley, MT committed backup leader to be assigned, pricing verified and
Glaciers refund policy confirmed
Closed
Ralph
1/26/08
Closed
Ralph
1/26/08
35.
1/26/08 -
1/26/08 – Darcy distributed the
roles and responsibilities of the
Travel Programs Coordinator.
Send condensed list to leader
list for information.
1/26/08 – Darcy to work with
Aaron. T.Walley, Merri fox
and Lynn Zimmerman
volunteered to assist.
1/26/08 - Alex (trails dept)
said he would be Ali's backup
technical person.
4/19/08 – Assigned