SafetyLeisureTimeOutingsCommitteeOutingsGuidelines

See also LeisureTimeRecordBooks

4.7.28 Leisure Time Outings Committee and Outings Guidelines

The Outings Committee (OC) is responsible for the selection, organisation, implementation, management and follow up of Leisure Time activities on designated “outing” days and the Christmas Breakup/lunch.

The OC shall consist of between 4 and 5 members, the majority of whom shall also be Committee members. The OC may coopt additional member(s) if extra specific personnel are needed.

The OC is also responsible for the preparation supervision of the Outings Guidelines (attached).

The Outings Convenor is responsible for providing a verbal or written report at Committee meetings about past and upcoming outings

Selection of activity

In assessing the suitability of an outing the prime consideration must be the safety and comfort of the guests. All venues must be checked by OC members in accordance with the Outings Guidelines, before confirming the activity. Venues should be confirmed at least 3 months prior to the outing date. It is desirable that the year’s program be determined early in the year.

Organisation

Prior to the outing the OC shall, within the time frames of the Guidelines,

• Ensure that the Committee has no concerns with the proposed activities
• Advise Day Leaders and Guests regarding the outing, including personal notices for each guest.
• Organise transport – bus or private car, noting that no drivers are rostered for duty on nominated outings dates – see Outings Guidelines.
• Make arrangements for morning tea and lunch as required
• Recruit an adequate group of helpers for the day – usually from within the Committee
• Make the necessary financial arrangements
• Confirm numbers to venues
• maintain photographic records of outings, to be displayed in ways and at times as requested by Committee.

Implementation & Management

The essence of the management of the day is the safety and comfort of the guests. Important factors are:

• Helpers need to understand particular guest needs and look after guest welfare at all times – especially getting in and out of vehicles.
• Ensure that Essential Equipment List items specified in the Guidelines are taken on the trip
• If appropriate, the OC take photos both for our records and for supply to the guests
• All expenses are either paid for on the day or arrangements made for accounts to be sent. Receipts are essential

Follow Up

Follow Up is required both to meet the requirements of the Council Outing Grant and more importantly, to assist in future planning. Follow up should consist of

• Obtaining feedback from the guests related to the extent of enjoyment and any problems they experienced
• Obtaining feedback from the helpers to assist in future planning
• Liaising with the Treasurer in the preparation of a financial and satisfaction statement to meet the requirements of the Council grant.

Christmas Function

The OC liases with the Coordinator, the Kitchen Coordinator and the Day Leaders, but has the responsibilities below, many of which will be delegated:

• Issues invitations to Volunteers and families of guests to attend the Morning Tea, Entertainment & Christmas Service, also to VIPs (Ministers & Organist) to attend the Lunch

• Liases with the Day leaders for guest manufacture of decorations etc

• Liases with kitchen to provide morning tea & lunch (resources, menus etc)

• Arranges Decoration of hall and set up for morning tea & lunch

• Books and organises morning entertainment, and makes payments as appropriate
• Organises gifts for guests and volunteers
• Organises Short Christmas service
• Prepares roster of hosts to serve morning tea and lunch

• Provides name tags, drinks & lollies

• Is responsible for costs and payments
• Arranges person/s to say welcomes, grace, thanks the entertainment, etc.

Outings Guidelines

Outings are planned and conducted in accordance with the following guidelines.

Activity Selection Guidelines

The following factors must be considered

• Access – All venue activity must be easily accessible for all guests – walkways, steps & ramps must be walker, preferably wheelchair friendly

• Toilets - Must be clean, easily accessible and close to lunch & morning tea centres

• Times – Venue must be such that the visit can be conducted within the time frame of a 9.30 am guest pick up and a return to the church by 3.30 pm
• Weather – The venue may be suitable for only a winter or summer visit
• Food – Provision of morning tea and lunch must be considered, site, availability (tables and chairs) and cost whilst menu must be suitable for all guests including diabetics
• Cost – Maximum charge for guests should be limited to around $15. The OC can use the Monash Council Grant to subsidise outing costs.

Organisation Time Tables

The Outings Committee should finalise the selection of an activity at least 6 weeks prior to the event date. The following timetable is then required.

At Least -

• 5 weeks ahead Ensure that the Management Committee is happy with the program –advise them at meeting, by phone or email

• 4 weeks ahead Advise program to Day Leaders & Guests verbally or by email where applicable

• 3 weeks ahead Prepare individualised guest notices, initial, reminder & money collection. Issue weekly, post to absentees. Confirm venue booking, finalise transport arrangements, recruit helpers, finalise meal arrangements

• 1 week ahead Collect money, Confirm numbers to venue.

Within 2 weeks after the event complete a draft of the financial & satisfaction report for the Monash Council.

Essential Equipment List

• Black Folder – The guests personal files & contacts

• First Aid kit
• Wheelchairs
• Mobile phones
• Elastic Straps to secure walkers in bus
• Camera
• Footstool for bus
• Rugs if cold weather
• Spare ice cream container
• Hand wipes
• Lollies or fruit
• If taking lunches, accessories like Esky, cups, serviettes, etc.
• An airpot for taking hot water is stored in the Leisure Time cupboard in Room 2.