Information Handbook for Members

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1 Information Handbook for Members WANGANUI TRAMPING CLUB (Inc) P.O. Box 7324, Wanganui April 2017

2 The Wanganui Tramping Club promotes and encourages participation in activities associated with tramping, cycling and mountaineering in the New Zealand outdoors. ooo This handbook is designed to provide basic guidelines for our members. Updates will be published in Tramper magazine. Membership and Subscriptions as at October 2016 * First subscription payment: remember to add Joining Fee of $5 Single $42.00 (18yrs and above) Family $55.00 (couples/partners, children/grandchildren under 18yrs) Student $30.00 (under 18yrs) Associate $20.00 (out-of-towners, members of other clubs) Pro-rata subscriptions are calculated as one-twelfth of the annual subscription. Payment may be made to the Wanganui Tramping Club, PO Box 7324, Wanganui; or by Direct Credit to Westpac Bank Please include your name if paying on line. Members receive Federated Mountain Clubs of NZ membership and a discount card. FMC Bulletin and Wanganui Tramper magazine are distributed quarterly to all financial members. Tramper is also available at Information for Newcomers Welcome to the Wanganui Tramping Club. We hold tramps of varying difficulty every Wednesday, alternate Thursdays and at weekends. There is a gentler morning walk group fortnightly Thursdays. Mountainbike trips are offered also, and a social bike ride on Tuesday mornings. The club offers one or two tramps as tryouts before you are required to become a financial member and thereby covered by our public indemnity insurance. advertising and booking systems are in place for Wednesdays and Thursdays. Weekend and extended trips are advertised in Tramper and at our monthly club nights, and enquiries are made directly to the specified leader. Page 1

3 Be Well Equipped You must have adequate and appropriate gear for tramping or cycling, and be of appropriate fitness level. The leader will rule on these. What you need (all year round) Warm woollen or fleece clothing (not cotton or jeans) Plenty of clothing layers, woolly hat, gloves, sunhat, sunscreen Waterproof raincoat (not a light nylon parka) Sturdy footwear (not light trainers) Plenty of food for lunch and snacks Plenty of water, maybe a thermos in winter Be equipped to survive overnight foil insulating blanket, emergency rations... Members may borrow items of gear and equipment from the club tents, boots, cooking gear, crampons, ice axes and many other items. Contact the Gear Custodian. If using walking poles, be mindful of people walking behind you, keep points forward. Where possible do not wear muddy boots in the van. Spare plastic bags are useful for wet, muddy posttramp gear. A post-tramp change of footwear and clothing can be left in the van. Our weather can be very changeable. All participants must carry their own personal medical requirements, plus basic first aid supplies. The trip leader must be informed of any medical condition that could present a problem on the trip, including instructions on what is required if you are unable to communicate. Bookings are made by or telephone: Wednesday Ph by 7pm Tuesday night Thursday Ph by 7pm Wednesday night Overnight trips By the Wednesday prior Weekend Day trips By 7pm Friday night Check out the club s website: The official quarterly magazine Tramper can be viewed on the website. Watch for Scroggin s column in the last Midweek newspaper on the last Wednesday of each month. Club meetings are held on the first Wednesday of every month except January: 7.30pm at the Deerstalkers Hall, 100 Peat Street, Wanganui. The club's extensive outdoors library is on display every club night. Books may be borrowed and returned at the next club meeting. Midweek Tramping Ask to receive notices - phone Barbara Bring $5 and $10 notes plus coins for transport costs. Please do not occupy the Blind Centre carparks near their building. Page 2

4 Wednesday Tramps Usually further afield than Thursday trips. May be in the hills, mountains or river regions, and generally five to eight hours. s are sent the prior Monday: book by reply before 7pm Tuesday or phone Margret Thursday Tramps Generally, within an hour's drive of the city and depart the clubrooms at 9am. Expect to walk four to six hours up steep hills, negotiate fallen trees and ditches. s sent out fortnightly Mondays: book by reply before 7pm Wednesday or phone Val Alternate Thursday Tramps (TT2) These fortnightly morning walks are close to the city. An will detail meeting place and destination. No need to book, just arrive before 9am with your morning tea. Mountainbiking contact Tracey Tuesday social biking contact Barbara The Trip Leader's Responsibilities Select the trip you are going to lead. If you don't feel confident to navigate the route, enlist someone who knows the way to assist you. You are still the leader. Do a reconnaissance trip if necessary. Obtain permission well in advance if you intend crossing private property. Provide details of location, grading, start time and any other specific requirements of the trip to the listed co-ordinators, for ing to members. Be sure all those in your party are capable of doing the trip. Suggest an easier trip if you are concerned about their ability. The final decision is yours as leader. Occasionally a newcomer will approach a trip leader directly. Ensure they are properly equipped, assess fitness levels and obtain contact details for the club s new members contact person. Prospective members are offered one or two try-out trips. Obtain a map of the area. We have maps available for most of our trips, or they can be printed off by our map co-ordinator. Make out two lists of participants: one for you and one for the club notice board. the destination, brief location and list of participants - and also note possible Plan B - to the four PLB (personal locator beacon) emergency contacts. (Help with ing this information is available from the Wednesday or Thursday co-ordinators.) russelld@clear.net.nz btwtcvaux@slingshot.co.nz tiger2@slingshot.co.nz dorothy@displayassociates.co.nz (Russell Donaldson) (Bruce Thomas) (Earle Turner) (Dorothy Symes) Page 3

5 Collect and allocate first aid kit and locator beacon (take two if large group). For overnight trips, organize and allocate trip gear as well as first aid kits and locator beacons, and distribute evenly amongst the party. Get the van(s) out at least 15 minutes before departure. Check that the start mileage on the trip record sheet corresponds to the odometer reading. If you are not going to drive a van, organize another to drive. Keep a check on the weather and have a Plan B ready. Make sure everyone knows the trip destination, how you are going to get there, anything of interest along the way. Maps can be helpful with this. Always appoint an experienced person as 'Tail End Charlie'. Introduce new people and be watchful of them during the day. Once in the field everybody is responsible to help the trip run smoothly and safely. However the leader has overall responsibility for the group. Take regular headcounts, especially at places like windfalls, stream crossings (safety issues), farm gates, and track junctions. Everyone must stop and wait at any track junction. If someone needs a comfort stop on trail, they must inform someone and leave their pack on the track. Someone should wait until they are back on track again. At times it may be appropriate to split the party, perhaps into a slow and fast group, a return to the van or a side trip. Consider this carefully. Is there a possibility of going off route? How does the weather look? Is there a need for communication between groups? Set up a plan and appoint a leader for each group. Insist they do not deviate from the agreed plan. Suggested minimum group number is four. Hand over van keys if necessary. Keep everyone informed during the trip, especially if weather etc dictates a change of plan. On return to the van do a final head count. Before driving home work out the trip cost from the elapsed mileage and any other expenses. Collect the money. Arrange someone to write up a trip report. Vans must be refueled at the end of each trip. The driver must ensure the correct fuel is used, that is petrol or diesel. Return the van to the compound. Record the final odometer reading and complete the trip record sheet. Return club gear etc (first aid, locator beacons). Report any vehicle issues to the van committee. Report to the club committee, as soon as possible, any incident/accident on the trip which resulted in injury or damage, or gave rise to concerns over safety. Follow up with a written report of the incident. Bank any trip moneys. Page 4

6 Trip Reports A brief outline of the trip, destination, date undertaken, number or list of participants, length of time taken, and any specific details of interest or that may assist future trips. Send reports to Tramper editor as soon as possible after the trip and include any relevant photographs. Editor: j.prier@paradise.net.nz First Aid Kits The club has three first aid kits for use on club trips. If anything is used from the kits, it is the trip leader's responsibility to see that items are replaced as soon as possible. Items used should be written up in the notebook on the inside of the middle cupboard door in the club rooms. Personal Locator Beacons Inform group who is carrying a PLB. In a large group carry two one at the back of the group. PLBs are best carried on the body not in a pack. In an emergency - a) Extend antenna to vertical position. Position yourself in clearest area possible. b) Press On button. Stay where you are. c) Wait for Search and Rescue (might be from one to three hours). Turn off cellphones. After an incident - a) Report to the club President. b) Take beacon to the Treasurer for further action. Include photos if possible. c) Write a report to the committee. Club Vehicle Guidelines Whenever there are three or more trampers on a trip, the clubs vans may be used. With five or more, a club van must be used. Private vehicles are to be used only when the vans are full, or when there is no competent driver in the group, or fewer than five on a trip. All passengers including the driver of the van will pay at the rate as per the pricing schedule per kilometre. Where private cars are used in addition to the van, or if fewer than five on a trip, the car owner will not pay and is reimbursed at the rate prescribed at the time. Passengers will pay at the current prescribed rate also. On trips where the van must be moved from point of entry to point of exit, there will be only one designated driver who does not pay for van travel. This is 'dead running' and is calculated at the cents per kilometre as current on the trip record sheet. When using a van towing the trailer, an extra $2 per day (or part day) per person is added to the vehicle charges. When using the silver Mazda van (EWH406) on extended trips or overnight, and when towing a trailer and cycles plus gear, the maximum number suggested is seven people. Page 5

7 Leaders are responsible for accurate completion of the vehicle trip record at the end of the trip. These sheets contain all the details of costings. Leaders must ensure the trip cost is worked out on the correct fuel price of the day. Van drivers must carry a current valid driver's licence and are responsible for any driving infringements incurred. Vans must be refueled at the completion of every trip, regardless of distance travelled. Our fuel cards are to be used for every purchase of fuel. The fuel card can be used at any fuel station. The fuel card and keys must not be left in the vans while parked during a trip. Do not leave money or valuables in a parked van. Special notes to drivers If you have the misfortune to be involved in an accident while driving a club van Do not admit liability Obtain all the necessary information for insurance purposes other party s name, address, phone number, insurance company Report any vehicle faults or minor damage to a member of the vehicle committee. If the van breaks down during a club trip, contact the AA breakdown service using the fuel card. Hiring a Van for Club Trips When both club vans are in use, a hired van may be used. Vans must be booked in advance. To allow time for the leader to reserve a van, trampers must commit to the trip at least two days prior. Cost example: The cost for one day hire is $130 but the leader will be asked to pay $230 when making the booking. $100 will be the returnable deposit and the remaining $130 will come from the passengers on the trip. If there is excess funding over, just use trip sheet for van hire for deposit. To be financially viable a trip needs to be at least 200km return and have seven or more participants, with the charges per participant worked out the same as when using a club van. The financial viability of using a hired van for a trip with fewer than seven would need to be assessed by the trip leader. Using private vehicles might be a better option (similarly for overnight trips requiring a van for more than one day). Use the designated hire van deposit satchel and yellow trip sheet. For further assistance, contact Treasurer. * Indicates areas that must be completed Page 6

8 WANGANUI TRAMPING CLUB - TRIP RECORD DATE:. LEADER: NUMBER ON TRIP:. PLACE:. ROAD END:.. PRIVATE CARS USED:.. ODOMETER READING: END OF TRIP (Enter on the next sheet as START of TRIP figure ).START. OF TRIP... DISTANCE TRAVELLED OF THIS DISTANCE. Km WAS DEAD RUNNING Revised Charges Fuel Price $1.39 < $1.79 $1.79 < $2.19 $2.19 < $2.59 $2.59 < $2.99 Running Charge /km Car & Dead Running /km COSTS TO BE RECOVERED: (use the appropriate running charges for this trip s calculation) (NOTE: JUNIOR PASSENGERS (SCHOOL AGE) PAY HALF THE ADULT Km RATE).. Km of ADULT PASSENGER RUNNING at / Km = $... Each.. Km of JUNIOR PASSENGER RUNNING at / Km = $... Each TOTAL is ADULT PASSENGERS at $.. = $ TOTAL is JUNIOR PASSENGERS at $.. = $ PLUS Km OF DEAD RUNNING at / Km = $. TOTAL TO RECOVER = $. DIVIDE TOTAL BY PASSENGER NUMBER & - EACH ADULT PAYS $. - EACH JUNIOR PAYS HALF $. CAR DRIVERS: EACH DRIVER GETS..... Km at = $. NOTE: TRAILER is CHARGED at - $ Per DAY of USE Per PERSON NOTE: TENTS are CHARGED at - $ Per TRIP = $. = $ SPLIT OF INCOME TOTAL INCOME LESS PAYMENTS TO CAR DRIVERS (. at $...) BALANCE BEING PAID INTO CLUB BANK ACCOUNT $. $. $ (PAY THIS AMOUNT INTO WESTPAC USING THE DEPOSIT BOOK FOR THIS VAN)

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