As the new president, you get to be in charge of setting up the
meeting agenda and packet for the May 12th meeting. Oh...the
joy of it all :-)
I have a lot of electronic files (about 125Mb worth) that I have
placed on my web site. In the interest of providing
continuity from president to president, I would recommend down
loading all of the files. Here is the site location:
I also have a file box of hard copy OMRC documents that I will get
to you at the recert.
There are two organizations that you should contact to let them
know about the change in OMRC leadership. Contact Kayley
Bell at the MRA to get the MRA web site updated and contact Sara
Rubrecht with the OSSA SARAC to let the SARAC people know about
the change. I would be happy to help you with this if you do
not have email addresses or anything else.
For the next OMRC meeting, one of the first things you need to do
is contact Todd to get him to set up a conference call for May
12th starting at 7 PM. Automatic notices with the call
details will be sent out to the OMRC board. I almost always
get at least one email asking me specifics about the call and I
refer the person to the notice they did not read.
The next thing I do is look for a meeting agenda from past years
that might help me with what needs to get accomplished at the
meeting. For example, if it is the first meeting of a new
year, OMRC officers have to get elected. So, I get the
agenda for the first meeting from last year and use it as a
template for this year's first meeting. All of the meeting
agendas, packets and minutes are located at Oregon Mountain Rescue
Council/Minutes & Packets/ then pick which year you want.
Next, I get a copy of the last meeting's minutes to see what we
accomplished and what we said we would try to get done. The
last meeting minutes are located at Oregon Mountain Rescue Council/Minutes &
Packets/2014/04-21-14 Meeting Minutes.docx. I usually print
out a hard copy which makes it easier for me to make sure I have
Next, if I do not already have an agenda I am using as a template,
I copy the agenda from the last meeting and use it as the draft
agenda for the current meeting. The last agenda is located
Mountain Rescue Council/Minutes & Packets/2014/04-21-14 Agenda.docx.
I just start going line by line through the copy of the last
agenda and update everything for the current meeting, referring to
the minutes from the last meeting. I also refer to emails I
may have received since the last meeting and any other pertinent
Once I have the agenda ready for the meeting, I go through the
agenda to see what documents I need for the meeting packet.
I always include a copy of the last meeting minutes. It
seems to be best to make PDF versions of everything and put it
into a single PDF document. So, I make a PDF of the meeting
agenda, the past meeting minutes and any other relevant
documents. If you need help with this, let me know. If
you can't make PDFs, we can figure something out.
Once this is done, you can send the packet out to the entire OMRC
Board. You also need to send a Word version of just the
meeting agenda to the secretary (Paul for this year) so that he
can use if for taking notes for the minutes.
That is about it.
Here is a time line of events and major tasks for each year that
you need to keep in mind. I did this off the top of my head
and may have missed something. Todd, feel free to add or
make any comments about this list.
At the first meeting of the year, elect OMRC officers and welcome
any new team delegates. Use an agenda from last year for
this as a guide. If you have new delegates, make sure they
are added to the email lists and help them get up and
running. Let people know about any change in OMRC
leadership. There is a list of tasks on the agenda as a
At the first meeting of the year,
figure out the date for an OMRC joint training. If
possible, get a team to volunteer to organize the
training. Get the teams to agree on a training topic and
location. Keep following up on this at future meetings
until the logistics are approved by all the teams.
Team dues to the OMRC and MRA are due
at the first of the year. Check with the treasurer to see
if any team has not paid the OMRC dues. Remind teams that
if they want to vote at the winter MRA meeting, they have to pay
their MRA dues before the meeting.
A copy of the OMRC financial report is supposed to be sent to
the MRA at the first of the year. Check with the treasurer
to make sure that happens and keep a copy at Oregon
Mountain Rescue Council/Annual Financial Report
Hold at least two meetings before any
recert. If it is a summer recert, the meetings are often in
April and May. If it is a winter recert, the meetings are
often in November and January. These meetings really need to
be about the recert logistics. Who is testing and for what
module? Where is the recert location and what date?
What time will the recert start and which team will start with
which module? Are there any visitors coming? Who is
the lead for each scenario? Does anyone want to host an
after recert party? You get the idea.
By March 1st, each team is supposed to send in their MRA
statistics report. Check to see if all the teams have done
For the summer MRA meeting, you have to put together an Oregon
Region report. The MRA secretary usually wants the report a
few weeks before the meeting, so you need to start bugging the
other teams a good month before the meeting. I have saved a
copy of all of the reports that I have sent. Please feel
free to use them as a template, if you want. The reports are
at Oregon Mountain Rescue
Council/Team Reports And Statistics.
At the OMRC meeting just before the summer MRA meeting,
find out if anyone is going and if they will represent other teams
through proxy voting. Provide an example of a proxy letter
and remind everyone that Kayley is supposed to get a copy of the
proxy letter. At the OMRC meeting after the MRA meeting,
have anyone that went to the meeting give a summary of any
interesting or relevant discussions.
Since the OMRC joint training is almost always in the fall, make
sure that all of the details are hammered out in the fall meeting
right before the training.
At the last meeting of the year, find out if anyone is going to
the winter MRA meeting and if they will take proxy votes with
them. Again, remind teams that they have to send a copy of
the proxy letter to Kayley. After the MRA meeting, get a report
from anyone that went.
Consider having an OMRC meeting as part of a recert event.
The recerts are getting pretty time consuming, so I have not done
this in a few years. If people are sticking around for a BBQ
after a recert, having an OMRC meeting might work. My main
goals for this meeting are so that everyone that is at the recert
can meet the OMRC board and to get input on issues from all the
Keep trying to work with the OSSA SARAC. I have had a really
hard time getting into this group and I have had to bug Sara Rubrecht to get any
information at all. I assume there will be a SARAC meeting
in June, but I really do not know. It continues to be
difficult to get agenda information or anything else from the
SARAC, but I think it is worth the effort. For one of the SARAC
meetings, consider handing out a copy of the Oregon Region report
that you made for the summer MRA meeting. I think this
report is a great way to increase SARAC members understanding of
the Oregon teams.
Well, I can't really think of anything else right now. Let
me know how I can help with this transition.