Woolwich Trails Group

Wednesday September 10, 2008

Meeting Minutes

Chair person: Gloria Yeung

 Those attending: Jim Bauman, Loretta Dunn, Ann Roberts, John Robinson, Clint Rohr, Gloria Yeung.

 1. Discussion re WTG restructuring/reorganization

 Following our June meeting, Gloria solicited the group for input on key activities for the group.  Using that input job descriptions were drafted for the group to comment on at this meeting and the results are shown in the 10 job descriptions following the minutes.  A summary of the activities and the people who have committee to them is also included.

 WTG Activities:

 ACTION

Please review each of the activities you are/would like to be involved with and provide comment to Ann or Gloria.  If there are any activities for which you wish to act as either a coordinator for, or a resource person to assist with the activity, please let Ann or Gloria know as well.  We are still looking for quite a few spaces to be filled.

 Group discussion:

• Clint offered to act as a resource person for Healthy Communities month/special resources.
• John offered to continue with his current duties under Communications.
• Loretta offered to help with contacting media sources for special events under Communication.
• Gloria offered to continue her role with the guidebook.
• Also decided to add two more job descriptions: Treasurer; Administrative Support.

2.-        2009 Hike Schedule       

ACTION

The hike schedule will be decided at our November meeting.  Please come to the meeting with ideas or forward your ideas to Ann at aroberts@woolwich.ca .

A few ideas from tonight’s meeting:

-walking tour of Elmira or Conestogo or Winterbourne.  Perhaps Marion Rose would be interested in leading this walking tour.

3-     Distance markers at trail heads:

Precision Wood was contracted to produce 67 cedar signs at a cost of $25 each.  Money donated by the original St. Jacobs Optimist Club is being used for this project.   The lettering on the signs has been painted black.  A decision was made to leave them natural vs with a varnish finish.  An unfinished sign will require less maintenance.  The signs will be installed on Sat. Oct. 4 starting at 8:30 am.  The group will drill the holes for hardware on-site.   Ann has requested locates for all locations. 

Members of the Kissing Bridge Trailway group like the signs and have provided comment on locations.  They would like the WTG to install their signs

4-     Google site

If there is interest, John offered to set up a google site to provide information between quarterly meetings.  This would allow members to post new information/ideas/requests on a protected site.  Members would then receive an email indicating that there is new information on the site to review.  This site would provide a history of events as well. Please comment back with thoughts about this idea.

Dates to Remember:

Next Meeting: November 12, 7 pm at the fire station in St. Jacobs.

Main discussion topics will be the hike schedule, annual report, membership mailing, ideas for Healthy Communities month, dates for quarterly meetings for 2009.

Upcoming Hikes:

Sunday October 19, 2 pm: 2 hr hike at Schneiders Woods.

Enjoy the fall colours at Schneiders woods!  Meet Joy at the access point at the corner of Wideman Rd and the Wilmot Line (Wilmot/Waterloo boundary one concession south-west of Erbsville).  Bring drinking water. Trail rating: challenging due to steep hills. No baby buggies or dogs please.

Sunday Nov. 16, 2 pm: 2 hr hike on the Mill Race Trail in St. Jacobs.

Meet in the parking area on Three Bridges Road near the dam and low level bridge (between Hawkesville Road and Henry St.).  Trail rating:  easy walking stone dust trail; baby buggies and dogs on leashes are welcome.

Upcoming Work Parties:

Sat. Oct. 4, 8:30 until noon.  Meet at the St. Jacobs fire station. 

2008 Hike Leaders:

Oct. 19: Schneider’s Woods with Joy Finney

Nov. 16: Mill Race trail with Shirley Craig.

Contact Ann Roberts at 519 669-1647 x 265 or aroberts@woolwich.ca for more information. 

WTG Program Activities  2008-2009

Summary of Tasks and WTG Volunteers for 2008-2009

Summary of Tasks and WTG Volunteers for 2008-2009

Woolwich Trails Group Activities

1.   Annual Report

Job Description:

Using an existing template, coordinate the completion of the Woolwich Trails Group (WTG) annual report.

Core Duties:

1-                 Schedule completion date, compile information for the report (i.e. update previous year’s info, such as the hike schedule, prepare new articles based on current year’s activities; solicit WTG to prepare articles).  ( 8 to 10 hours)

2-                 Circulate draft report to the membership for comments and approval. (.25 hour)

3-                 Finalize report based on group input. ( 1 hour)

4-                 Work with Kathy Biesel, Elmira, who does publishing. (1 hour)

5-                 Make copies of report. (1 hour)

6-                 Give final copies to membership person for mailing.

7-                 Attend quarterly meetings (9 hrs/yr).

Approximate total time per year: 22.25 hours

Other Functions

Timing:

Annual report is sent out with the membership renewal notices in early January each year.

Costs:

All costs are covered by the WTG.  Expenses can be submitted to the WTG treasurer Don Harloff at Woolwich Community Services.

Costs include publication fee, paper for copying.

Copying can be done at the Township office.

2-  Group Hikes

Job Description

With input from other Woolwich Trails Group (WTG) members, determine/set hike schedule for the upcoming year.

Core Duties:

1-     Solicit input from WTG members regarding locations and times for the 4 hikes.  Each hike will have a special theme, such as geo-caching, birding etc.  (2 hours)

2-     Recruit hike leaders and sweeps for each hike.  (2 hours)

3-     Recruit a person to be listed as contact person in the hike schedule. The contact person can either be one person for all hikes or the leader of each hike. (.5 hour)

4-     Prepare a hike schedule for distribution as paper copy as well as for posting on the Woolwich Healthy Communities (WHC) and Township websites.  (2 hours)

5-     Submit the hike schedule to the Observer, Elmira Weekender and the GVT newsletter for advertising.  (1.5 hours)

6-     Call or email hike leaders 2 weeks prior to each hike to arrange for hike leaders to pick up the sign board as well as paper hand-outs prior to the hike. (1 hour)

7-     Attend quarterly meetings (9 hrs/yr).

Approximate total time per year: 18 hours

Other possible functions:

Timing:

Hikes are typically held from March to November, excluding July and August.  A hike is typically planned for April as part of Healthy Communities month.

Hikes are typically held during the afternoons of the third Sunday of the month.

Costs:

Costs are generally minimal and are covered by the WTG.  Expenses can be submitted to the WTG treasurer Don Harloff at Woolwich Community Services.

3-  School Hike Day

Job Description

Work in conjunction with a teacher at a school located within walking distance of a trail to organize a school hike day.

Core Duties:

1-     Work with a teacher to select a date, time, theme (interpretative stops, trail bingo etc) for the hike. (2  hours)

2-     Solicit volunteers to help with the hike, i.e. act as interpreters, walk with the students.  (1 hour)

3-     Participate in the hike.  ( 2 hours)

4-     Attend quarterly meetings (9 hrs/yr).

Approximate total time per year: 14 hours

Other possible functions:

1-         expand school hike day to include other schools.

Timing:

Typically held in spring or fall. 

Costs:

Costs are generally minimal and are covered by the Woolwich Trails Group (WTG).  Expenses can be submitted to the WTG treasurer Don Harloff at Woolwich Community Services.

4-  Maintenance/Work Parties

Job Description

Organize trail maintenance/work parties as required. 

Core Duties:

1-     With the group, determine tasks/projects that need to be completed, number of volunteers required, supplies and equipment required and a date. (.5 hour)

2-     Solicit volunteer help from Woolwich Trails Group and local volunteers. (1 hour)

3-     Asembles equipment and supplies required for the work party. ( 1 or more hours)

4-     Attend work party. ( 4 hours)

5-     Clean up following work party.  ( 1 hour)

6-     Attend quarterly meetings (9hrs/yr).

Approximate total time per month: 16.5 hours

Other functions:

1-Maintain donation boxes and deposit collections with Woolwich Healthy Communities treasurer Don Harloff.

2- Liaise with other trail groups regarding maintenance activities.

Timing:

Work parties are typically held in the spring or fall and normally for a half day.  Again, this can vary depending on the needs and availability of the group.

Costs:

Costs are covered by the Woolwich Trails Group (WTG).  Expenses can be submitted to the WTG treasurer Don Harloff at Woolwich Community Services.

5-  Guidebook

Job Description

Develop, maintain and distribute the Woolwich Trails Group (WTG) guidebook. 

Core Duties:

1-     Update mapping information with the Region of Waterloo planning staff (1 hr).

2-     Update text and maps for the guidebook as required (varies with level of amendment).

3-     Maintain supply of guidebooks and provide reprints as necessary (1 hr).

4-     Distribute guidebooks to membership coordinator, and vendors with hike schedule/brochure enclosures.  Eleanor, can you provide a time estimate please?

5-     Monitor sales and prepare deposits of sale proceeds to treasurer.  Maintain records of sales and report on numbers sold as required.  Eleanor, can you provide a time estimate please?

6-     Liaise with vendors and vary supply/vendor locations as required.   Eleanor, can you provide a time estimate please?

7-     Maintain vendor list (.5 hr).

8-     Attend quarterly meetings and others as required (9 hrs/yr)

Approximate total time per year: (minimum 12 hours per year plus Eleanor’s time).

Other functions:

1-                 Prepare stats report annually

2-                 Check mail.

3-                 Maintain a list of required changes to text and mapping for use when new editions/addenda are created.

Timing:

Distribution is on-going throughout the year with some specific time added during amendments and reprinting.

Costs:

Costs are the volunteer time spent, printing costs for the updates. Printing costs are covered by the WTG.   Printing invoices can be submitted to the WTG treasurer Don Harloff at Woolwich Community Services.  Sales record books can be receipted to the treasurer as well.

6-  Communication

Job Description

Core Duties:

1-     Maintain the Woolwich Trails Group (WTG) website.  Develop new items for the site and implement updates as required.  This site is coordinated with the Woolwich Healthy Communities website. (12 hours yearly)

2-     Provide statistics from time to time regarding website use. (2 hours yearly)

3-     Check trails e-mail box regularly and forward e-mail questions or comments to the appropriate WTG member for response.  (.25 hour weekly)

4-     Develop and update as required the WTG membership brochure.  Create a file to be used for printing as needed.  Arrange for printing.  Distribute brochures to membership and guidebook coordinators. (time commitment varies)

5-     Contact Media sources for special events to promote bigger activities and hikes.  Prepare a statement or answer questions from reporters as necessary. (time commitment varies)

6-     Prepare, review and submit the WTG page for the Woolwich Township Community Facilities Guide.  Usually Woolwich Healthy Communities (WHC) coordinates this review.  (1 hour)

7-     Attend quarterly WTG meetings. (9 hours)

Approximate total time per year: minimum 24.25 hours

Other possible functions:

1-     work with others to get other media coverage.

2-     Provide input for annual report.

Timing:

Website is an ongoing activity year round.  Maintenance and updates will be required as new materials are made available for posting.  Statistics should be done year end in line with Annual report information.

Media releases may correspond with quarterly hikes and special events, like HC month.  Facilities guide releases are twice yearly, early spring and early fall.

Costs:

Costs are primarily the volunteer time spent and printing costs for the brochure.  Printing costs are covered by the WTG.   Printing cost invoices can be submitted to the WTG treasurer Don Harloff at Woolwich Community Services.

7-  Healthy Communities Month/Special Events

Job Description

Coordinate the Woolwich Trails Group (WTG) activities for Woolwich Healthy Communities month as scheduled in conjunction with the Woolwich Healthy Communities Coordinating Committee (WHCCC).

Core Duties:

1-     Prepare schedules for events for this month such as a special group hike, hike on a bus, school day hike, work party, information sessions or other activities associated with the trails group. (3 hours)

2-     Solicit volunteers to run/help with these activities. ( 3 hours)

3-     Attend WHCCC meetings to coordinate and organize WTG events. (10 hours)

4-     Arrange costs associated with these events, both required and generated.

5-     Attend quarterly meetings (9 hrs/yr).

Approximate total time per month: 25 hours

Timing:

Woolwich Healthy Communities month is April so most planning needs to occur beginning in October/November.  The WHCCC generally meets monthly.  Other special events as planned.

Costs:

Costs are the volunteer time spent, printing costs for any materials required for events and any fees paid to speakers, etc.  Printing costs are covered by the WTG.   Invoices can be submitted to the WTG treasurer Don Harloff at Woolwich Community Services. 

8-  Membership

Job Description

Coordinate liaison with Woolwich Trails Group (WTG) membersp regarding membership applications and benefits. 

Core Duties:

1-     Maintain the Woolwich Trails Group (WTG) membership files databases for current, lifetime and individual and corporate memberships. (2 hours)

2-     Provide quarterly and annual reporting on numbers. (1 hour).

3-     Collect membership applications from members and trails mailbox located at the Woolwich Community Health Centre.  Regularly submit membership fees to the treasurer for deposit. (3 hours)

4-     Coordinate and undertake the new member and current member mailings for new member packages and annual report packages.  This includes drafting letters to members as required and detailing supplies required for mailing. ( 5 hours)

5-     Maintain supplies required for mailings and arrange for postage and posting of packages.  These include but are not limited to maps, guidebooks, bookmarks, hike logs, crests and membership cards.  Arrange for printing of enclosures other than guidebooks in time for mailings.  Obtain hike schedules and annual reports from others for inclusion.  (3 hours)

6-     Attend quarterly meetings and others as required.  (9 hours per meeting)

Approximate total time per year: 20 hours

Timing:

Membership is an ongoing activity year round.  Maintenance and updates will be required as new members are added.  Statistics should be done year-end in line with Annual report and Hike Schedule information.  Preparation for mailing is usually early winter for a late January/early February mailing.  Quarterly attendence at meetings.

Costs:

Costs are the volunteer time spent, printing costs for the mailing enclosures, and postage.  Printing/postage costs are covered by the WTG.   Printing/postage cost invoices and receipts can be submitted to the WTG treasurer Don Harloff at Woolwich Community Services.

9-  Administrative Support

NEW!

Note: Ann Roberts, Woolwich Township staff person, currently provides administrative support to the Woolwich Trails Group.

Job Description:

Provide administrative support, as required, to the Woolwich Trails Group (WTG).

Core Duties:

1-                 Attend quarterly meetings and take minutes.  (16 hours)

2-                 Liaise with the Woolwich Healthy Communities Coordinating Committee (WHCCCC) as required. (

3-                 Liaise with Township staff, research and provide information from Township sources as requested.

4-                 Provide access to resources as requested and as possible.

5-                 Liaise with other trails and community groups.

Approximate total time per year:

Other possible functions:

Varying.

Timing:

Varying.

Costs:

Varying.

10-  Treasurer

NEW!

Note: Don Harloff of Woolwich Community Services is the current treasurer for the Woolwich Trails Group.

Job Description:

Perform accounting and banking duties for the Woolwich Trails Group.

Core Duties:

1-                 Maintain records of all financial activity of the Woolwich Trails Group.

2-                 Administer financial actions, i.e. deposits, paying bills etc.

3-                 Provide annual (and at other times as requested) updates of group financial activity.

4-                 Provide advice, as requested, on financial investments.

Other possible functions:

Timing:

Activities are performed as requested.  Statements are prepared annually and as requested.

Costs:

Any costs associated with the above activities are covered by the Woolwich Trails Group.