AGM 2025 🍕

Mark the Changing of the Guard with our Annual General Meeting pizza party extravaganza! Venue is HMLT002. Decide who will be on the committee for 2026. You, perhaps? Start thinking about it now! Pizza will be available from 5:45pm ;)

Nominate new committee members here! 

https://forms.gle/XX58HR92jEN6u8ug6

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:
- 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 letters, FMC cards, Backcountry magazines, gear donations, and other things. Generally, we don't get too much mail.
- Once a year, send annual financial statements to the Registrar of Incorporated Societies.
- Keep club details updated on the Register, and let the Registrar know of any changes to the constitution.
- 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.
- Attend in-person and online meetings, such as with FMC, Mountain Safety Council, and Zealandia Te Māra a Tāne.

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
- Chase up people who owe money
- Manage the accounts@vuwtc.org.nz email
- No treasurer = No more tramps! 

Climbing Officer:

- Run weekly climb nights

- Organises Rockcraft 

- Organise/help others organise outdoor trips 

- Be fun and welcoming and get people climbing!! 

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), the Facebook page, and don't forget the TikTok! ;)

- Manages the vuwtc publicity email vuwtcpublicity@gmail.com.

- 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

Hut Maintenance Officer:

- Gets the club involved in maintenance of huts and tracks
- Is our representative to the Greater Wellington Backcountry Network (GWBN)
- Would be great to have a keen person in this role

HEELs Officer:

- 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