AMC Major Excursions
October Meeting Minutes
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Attendees:
Colleen Yout, T. Walley Williams, Mary Anne Page, Bob White, Sam Jamke, Jan Taylor,
Robin Melavalin, Stacia Zukroff, Eva Bordosy, Sue Lach (Author).
Agenda:
1. Introductions
2. Minutes Review
3. Action Item Review
4. Annual Meeting Planning
5. Financials
6. Upcoming Events
7. Sub Committee Updates
Meeting called to order by Stacia Zukroff at 10:03 am.
Introductions
Introductions were conducted. Colleen Yout was officially welcomed by the committee!
Minutes Review
Minutes from June 29, 2008 meeting were approved.
Motion moved by T. Walley/Jan Taylor second.
Action Item Review
The attached “Action Item” spreadsheet was reviewed and updated accordingly.
Bank accounts - still working on Colleen making progress
Strategic goal planning - ongoing
Spring Retreat - Retreat last weekend in April 24-26 at Nobel View. Working on grants
to help people come and better carpooling. Help to attract people from further away.
ME Liaison Role - Leadership subcommittee role will be taking on
Follow up on Prospectus review prior to trip – Marketing Subcommittee
Annual Meeting Planning
Mary Ann and Sam offered to help with the Major Excursions presentation. An exhibit
table needs to be organized. Colleen stated that she has reserved the table.
Financials
2008 - There was a loss of $17,000 from IPG for the St. Moritz trip. AMC is pursuing
recovery however this can take a number of years. From the AMC fiscal year
perspective ME is in the black by a few thousand dollars from the revenue of 2007 trips.
There were 12 cancellations out of 44 trips however we are on target. There were
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many very expensive trips on the schedule this year and they were not as popular due
to economy. The Board has mandated that Major Excursions break even for 2008.
2009 - The projection is comfortably in black assuming all trips scheduled will go. Ski
trips currently have low enrollment. The number of trips on the schedule as of this
meeting are 21. There are 13-14 trips that will be reviewed at this meeting. If all are
approved this will bring the number of trips up to 34-35. Stacia sent out an email to
leaders regarding backpacking trips so this may add a few trips to the list. These will be
approved off cycle.
Upcoming Events
Major Excursions Training - Nov 21-23, 2008 - White Memorial Foundation, Litchfield,
CT. Program will be structured for more group work and less lecture.
Major Excursions Leader Retreat - April 24-26, 2008 - Nobel View, MA. Erika is
chairing the committee. The weekend will begin with a Friday arrival. Saturday will
include hiking, biking, mid-afternoon sessions and dinner. Sunday will include the Major
Excursions Meeting for the Committee and outdoor activities for the Leaders. We will
need other ME Committee Members to help volunteer with meals, registration,
programs etc. Contact Erika to let her know what you would like to assist with.
Advanced WFA - May 16-17, 2008 - Hale Reservation, MA. The cost is approximately
$100 with the facility.
Sub Committee Updates
Trip Planning SC Update - Committee members include Robin Melavalin, TWalley, Eva
Bordosy Das, Eric Madsen, Pam Madigan with Jan Taylor as Chair. Jan stated that she
is excited that there are non-ME committee people involved. There has been good
input from those individuals. The leader listing is out of date and the group is validating
leader status and encouraging more trips. There have also been Co-leaders moving to
the leader list. There has also been contact with those who have completed training but
have not done a trip. Colleen sent out survey to this group via email to get more
information on where would they like help or where would they like to lead.
Mentoring Process - The committee will be in touch with people after the training and
holiday to check in and see if they need help with chapter leading or their co-leader
applications. The Leadership Committee was also doing some form of mentoring but
that will be moved into this committee. Stacia has sent out letters to leaders asking
them to look for new leaders in their chapter.
A question was raised regarding the leader list. Currently there is not one for the
privacy of leaders information. How can we foster more communication? For example,
Sam mentioned that she would like to know more about Scotland and find a leader.
Action Item - Create a listing with information such as, who is the leader, co-leader for
trips, what trips that they have lead, what chapter are they from and establish a current
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database. Future task would be to go back and populate with past trips for interns.
This will be posted on Yahoo Groups Page. Assigned to Colleen.
Action Item - Mentoring/willingness to mentor survey. Assigned to Colleen.
Finance SC - Currency Exchanges - Looking at coming up with one company/bank for
leaders to do foreign transactions. This will be required.
Budgets for trips - Ralph was looking for help from leaders to review budgets.
Car Rentals - looking into formalizing insurance rules. We require leaders to get
collision damage. Some just get collision, others buy entire package including liability,
which can get expensive. Collision is the only item required. Handbook is wrong and
needs to be updated. Colleen is working on updating the book. This is a multi-layered
issue and depends where you are renting from. Colleen is working on this.
Trip Approvals SC - Betsy and Andrea looked over proposals and gave good feedback.
This group also needs to work in tandem with the Finance Committee.
Action Item - Name change of committee to Trip Reviews.
Leadership SC - Working on Newsletter, Training, AWFA course and Leader Retreat.
Erika, Committee Chair Mary, Bob Bentley, Bob White. More people are needed for this
committee.
Marketing/Communications SB - Mike Berry is now on the AMC Board and will need to
step down from this committee. For the short term Colleen will serve as co-chair
because of access to resources. She will need to make sure we are in line with look
and feel of AMC and we are working to get our materials more professional. Until we
can identify someone else as co-chair Mike will stay on to assist. Ideally we would like
to have co-chairs on the committee. If person would like to be more active that would
work.
The committee will also review peoples’ prospectus to jazz up to make them more
attractive.
Action Item - Stacia to reach out to Carson Tang to see if he is interested in working on
the committee.
Committee Structure - With the current structure there is uneven participation and it is
difficult to get policies approved without prolonged discussion. If people are not coming
to meetings then not a lot is getting done in between because email is not the best
venue for discussions. Also, the same small group of people are coming to the meetings
and volunteering. It is unfair and places a burden on those people. Policy work is slowly
moving into subcommittees, where it should be. Ralph and Stacia both think an
Executive committee structure would be best. The executive committee, made up of the
committee officers, subcommittee chairs and the TPC would meet 4 times per year,
along the same schedule as now. Subcommittees could meet as necessary. Trip
approvals would be done by the Trips Review Subcommittee (Treasurer would also
participate). Any policies or new rules would be created in the appropriate
subcommittee and then be passed by the Executive Committee. Any current MEC
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member currently not chairing a subcommittee or not in an officer position would be
welcome to attend a MEC meeting and participate in discussions, but would not be a
voting member. This is the way a lot of volunteer committees work, and it would be a
more efficient way to get things done.
Trip Approvals
Moderate Hiking in Glacier National Park - Approved - (0922) - August 16-23, 2009
Maryanne Page (L)/Mark Heslin(CL) - In conjunction with Glacier Institute. 10
minimum/12 maximum. Jan/Walley
Glorious Glacier National Park - Approved - (0935) - July 11-19, 2009 Eva Borsody
Das(L)/Ron Phelps (CL) - This will be Ron’s first co-lead. 10 minimum/12 maximum.
This trip is one day longer than other trip. Jan/Sue
(Note: It was stressed that the differences with the two trips be clear for people. Also
that it will be helpful for both leaders to keep in contact with each other so that the
participants are matched appropriately to the trip.)
Tramping the Scottish Highlands - Approved - (0924) - August 20-29, 2009 - Sam
Jamke (L)/Betsy Fowler(CL). 12 minimum/14 maximum. Would go with 10 minimum if
needed. Include the tips in the budget if they are small. If they are larger then you can
leave it up to people. Sam will check with the guides what acceptable tips will be and if
they are included. Include in application that we are aware of recent insidents and will
monitor state department advisories if anything occurs. Walley/Jan
A Bulgarian Adventure - Balkan High Peaks and Monasteries - Contingent Approval (0925) - August 22 - September 1, 2009 - Eva Borsody Das (L)/Silvia Zaharinova (CL)
- Silvia is from Bulgaria. Using a local to make reservations and hire another guide.
Quoted all inclusive prices for guide, transportation, lodging and meals except for the
last meal. Silvia met with local when she was on her trip and he was recommended by
a friend. Eva feels that more information is needed. Hiking speed will be moderate but
the days will be long. Local guides and 2 leaders would allow for accommodating pace.
Recommendation to market through other angles. Contingent on Colleen reviewing
additional information and that all bases are covered. Budget - 13% on top of 8% was
recommended. Committee has instructed to change this to 8% will go up to 13% and
there will be no additional. Walley/Jan
Walking the Cotswolds and London Sightseeing - Approved - (0926) - June 6-20, 2009 Jan Taylor (L)/Fran Scullin (CL) - 10 minimum/14 maximum. Sue/Walley
Backcountry Hut to Hut Hiking in the Bavarian Alps - Approved - (0927) - June 11-21,
2009 - Robin Melavalin (L)/Peter Fraunholtz (CL) - 8 minimum/10 maximum. Robin and
Peter have both been on this trip however not together. Hut to hut trip in Bavarian Alps.
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Trip approval sub committee would like to see more on medical evacuation procedures.
Walley/Jan
Sawtooth Mountain Dat Hikes - Approved - (0928) - July 10-18, 2009 - Jack Schempp
(L)/Jerri Bernardini (CL) - Need to check on what type of auto rental insurance his is
purchasing. Jan/Sue
Canadian Rockies Day Hikes - Approved - (0929) - July 19-27, 2009 - Jack Schempp
(L)/Don Parker (CL) Last year there were issues with splitting the group which is doable
and Jack agreed that this would be done for this trip. Need to check on what type of
auto rental insurance his is purchasing. Jan/Sue
Family Hikes in the Canadian Rockies - Approved - (0930) - July 25 - August 2, 2009 Stacia Zukroff/Wyatt Biel (L)/Heather and Steve DePaola (CL) - Two levels of hikes will
be offered each day. Marketing is going to be strictly for families. Walley stated that
this is a prime test of family trips. Stacia is will be go a little larger if there is great
demand. Jan/Walley
Yosemite Day Hikes - Approved - (0931) - September 12-20, 2009 - Jack Schempp
(L)/Roger Scholl (CL) - This is a repeat of last year. Need to check on what type of auto
rental insurance his is purchasing. Walley/Sue
Day-hiking in Bryce and Zion National Parks - Approved - (0932) - September 18 - 25,
2009 - Jim Lindsley(L)/ - Jan will contact leaders on the possibility of the filling fast so
that they can address the possibility of an additional trip. Sue/Jan
Treking Japan - Mountain, Temples and Gardens - Approved - (0933) - September 25 October 12, 2009 - Erik Madsen (L)/David Loutzenheiser (CL) - Comments were made
that costs and transportation were well thought out. Sub committee had concern with
contingency but Ralph was fine as long as it would be refigured for credit card fees and
fluctuations. Jan/Sue
Sea of Cortez Kayking - Approved - (0934) - November 7 - 13, 2009 - Andrea Deaton
(L)/N/A (CL) - Robin Melavalin is the Leader Backup for this trip. Robin will keep in
touch in case it is popular and there is a potential second trip. Budgeted at the
minimum participate of 7 which her costs were calculated on. Jan/Walley
The Galapagos Archipelago by Land and by Sea - Approved - (1001) - March 8-20,
2010 - Ralph Blumenthal (L)/Jenni Blumenthal (CL) - Will there be enough interest to
meet the deposit requirements. Ralph has asked to publish immendiately and he has a
number of inquires including those from Jan. Walley/Sue
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