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Tararua Tramping Club

Tararua Lodge Leaders Letter

Thank you for leading a trip to the Tararua Tramping Club Lodge at Whakapapa Ski Field. We hope you enjoy your stay. These notes are set out in a step-by-step format to help you plan your trip.

Before the trip

Please make yourself familiar with the lodge rules which are attached to this letter. These are intended to assist smooth booking procedures and resolve conflicts (eg who has bunk rights if a party arrives in the morning). They should make your job easier (comments to Carol Kelly -> mailto:ttc-tararua-lodge [snail] ttc [period] org [period] nz?Subject=Query%20from%20TTC%20website on 972 5895 or Vivienne Radcliffe -> mailto:ttc-tararua-lodge [snail] ttc [period] org [period] nz?Subject=Query%20from%20TTC%20website on (04) 233 1398 ). See the lodge information and TTC leadership kit.

Responsible club memberSee Rule 8. You should specifically identify which person this will be (often yourself).
Priorities and
pre-payments
See Rule 3. Please check the online booking sheet, a link to this will have been emailed to you. Contact all people on the list to arrange food and transport. Take note of those who have already paid by internet banking.
When someone pre-pays, their name should be entered in the pre-paid column on the trip list so non-pre-paid bookings know how close they are to being cancelled.
If you have to cancel any non-pre-paid bookings, start with the last booking made (see Rule 3.6). Beware of people that “fill in” over deleted names.
When collecting money, try to end up with cheques only (this goes for during the trip as well). This will make yours and the Treasurer’s job easier and reduce the risk of lost money. All cheques must be made out to “Tararua Tramping Club” and marked “Not Transferable”.
Booking Officer bookingsBe aware that the Booking Officer may have made some bookings for your trip so check with him/her (s/he is also to check with you) at Carol Kelly -> mailto:ttc-tararua-lodge [snail] ttc [period] org [period] nz?Subject=Query%20from%20TTC%20website on 972 5895 or Vivienne Radcliffe -> mailto:ttc-tararua-lodge [snail] ttc [period] org [period] nz?Subject=Query%20from%20TTC%20website on (04) 233 1398 .
Non-membersSee Rules 3.4 and 3.12. You will not get reimbursed if you spend money for non-members (eg for food) and they do not show up, so you need to make sure they pre-pay.
Saturday-only bookingsNote Rule 3.7.
Getting your trip safely to the lodgeEnsure that every group of people going up to the lodge has someone with them who can find the lodge and that everyone knows what they will need (parka, overtrousers etc). You are responsible for their safe arrival. There is an information sheet for first-timers so email Carol Kelly -> mailto:ttc-tararua-lodge [snail] ttc [period] org [period] nz?Subject=Query%20from%20TTC%20website on 972 5895 or Vivienne Radcliffe -> mailto:ttc-tararua-lodge [snail] ttc [period] org [period] nz?Subject=Query%20from%20TTC%20website on (04) 233 1398 if you need it.
FoodDifferent ways of organising food are:
1 leaders do all shopping, arrive early and carry it up on the chair, or arrange to meet people at the carpark and give them food to carry up;
2 leaders allocate food items to people and ask them to buy and bring it (risk is they do not come, also you have more calculations to do);
3 leaders tell people the menu and ask for suitable contributions (risk is unsuitable/inadequate food).
You may wish to contact Carol Kelly -> mailto:ttc-tararua-lodge [snail] ttc [period] org [period] nz?Subject=Query%20from%20TTC%20website on 972 5895 or Vivienne Radcliffe -> mailto:ttc-tararua-lodge [snail] ttc [period] org [period] nz?Subject=Query%20from%20TTC%20website on (04) 233 1398 for suggested menus and quantities per person.
Lodge provisionsThe lodge is stocked with basic food items. If you need a list of these, please email Carol Kelly -> mailto:ttc-tararua-lodge [snail] ttc [period] org [period] nz?Subject=Query%20from%20TTC%20website on 972 5895 or Vivienne Radcliffe -> mailto:ttc-tararua-lodge [snail] ttc [period] org [period] nz?Subject=Query%20from%20TTC%20website on (04) 233 1398 .
Door code, laundry, Hutt Valley door codeThere is a door code to the front door, so please ensure you have this, laundry (please tell your people the club does not provide pillow cases) and door code for the Hutt Valley Tramping Club lodge (emergency accommodation) from lodge booking officer (write code here). Pass this code on only to the Building Warden as it is confidential.
Fire/evacuation, briefing of trip membersYou should appoint Building, Deputy and Floor Wardens before the trip and tell them their duties are described on laminated information sheets on the notice board at the lodge and that they should commence duties immediately on arrival. Trips of 10 or less need a Building Warden and Deputy who double as Floor Wardens, and trips over 10 need Building, Deputy/Floor Warden and at least one Floor Warden.
The Building Warden needs to brief trip members on fire safety at the first opportunity (eg first meal). This includes fire escapes and evacuation plan (briefing notes are in the Operations Manual*, also the Leaders Folder**).
Briefing on housekeepingFire safety briefing is a good opportunity to raise housekeeping matters eg duty roster, water conservation etc.
FormsVarious forms you will need for the trip are in the Leader's Folder**.

During the trip

Opening/closing the lodgeThe opening and closing instructions are hanging on a nail under the main switchboard as you walk in through the front door. They must be followed carefully in exact order to prevent damage or waste of water.
Duty rosterPrepare a duty roster (forms in Leader's Folder**) and supervise its carrying out.
Collect money, fill in formsCollect any money not already paid, fill in Leader’s Report to the Lodge Booking Officer and the Leader’s Report to the Treasurer (forms in Leader's Folder**). It is best for you to collect money on Saturday night (Thursday for week trips) so that people can leave the following day without you having to find them.
Lodge suppliesIf you have noticed that any bulk food supply is running down and needs to be replenished please send details to Carol Kelly -> mailto:ttc-tararua-lodge [snail] ttc [period] org [period] nz?Subject=Query%20from%20TTC%20website on 972 5895 or Vivienne Radcliffe -> mailto:ttc-tararua-lodge [snail] ttc [period] org [period] nz?Subject=Query%20from%20TTC%20website on (04) 233 1398 .
No-showsSee Rule 4.
TroubleshootingSee the Operations Manual* first. As a last resort ring the Maintenance Officer , details in Operations Manual, email Carol Kelly -> mailto:ttc-tararua-lodge [snail] ttc [period] org [period] nz?Subject=Query%20from%20TTC%20website on 972 5895 or Vivienne Radcliffe -> mailto:ttc-tararua-lodge [snail] ttc [period] org [period] nz?Subject=Query%20from%20TTC%20website on (04) 233 1398 .
Day useSee Rule 6.

After the trip

Trip report forms and money

On the first club night after the trip please give:

  • the “Trip Leaders Report to Lodge Booking Officer” to the Booking Officer or representative or email to the booking officer;
  • “Trip Leaders Report to Treasurer” and monies collected to the Treasurer, or failing that, to the Booking Officer or representative.

It is important that the numbers on these two forms match. If this is not the case, you will be rung so that the forms can be reconciled.

No-shows who failed to cancel

You should approach anyone who did not cancel in time (see Rule 4) for their share of the costs (food, transport and fees). If they do not pay, you should inform the convenor

Are you out of pocket?
If this is the case, you should email Carol Kelly -> mailto:ttc-tararua-lodge [snail] ttc [period] org [period] nz?Subject=Query%20from%20TTC%20website on 972 5895 or Vivienne Radcliffe -> mailto:ttc-tararua-lodge [snail] ttc [period] org [period] nz?Subject=Query%20from%20TTC%20website on (04) 233 1398 . You will be reimbursed unless, for example, you did not collect pre-payment from non-members (see Rule 3.12).
Car fare
The club-recommended car fare is as noted in the transport page.
  • The Operations Manual is kept in the bookcase in the south-west corner of the common room.
  • A folder entitled “Leaders Information and Forms” is in the bookcase in the south-west corner of the common room.

Page last modified on 2017 Jun 15 08:37

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