Trek Administration

The project team is responsible for the organizing and conduct of the Settlers Trek 2016 Event.

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The Project schedule is a sequence of milestones and task descriptions as events on the project calendar

This item is the activities associated with the planning and development of news release documents:

• Settlers Trek Announced for 2016
• The Swiss Are Coming
• Encampment Press Release
• Settlers Trek Coming to a Community Near You 03 Mar 2016
• Trekkers needed for historic walk from Brockville to Perth 7 Mar 2016

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This is the activities associated with planning and implementing the advertising and promotion campaign such as radio, TV, newspapers.

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April Promotional activities for Trek

• April 11^th- Leeds/Grenville Genealogical Society meeting at Brockville Museum: intro by Clark and Larry followed by Kathy de Souza on John Kilborn and Ron Shaw on Soldier Settlers to Perth Military Settlement
• 14^th – Athens Historical Society: Ken Watson on Settlers Route with our Trek plans explained by Clark and Liz
• 16^th/17^th- *Delta Maple Festival: display manned by members of Trek committee; Clark and Liz there all weekend (except for 17^th in morning for AGM)
• 17^th- Rideau Trail Association Central meeting at McMartin House, Perth, 11am: brief presentation from Liz and Clark on seeking volunteers and participants
• 18^th- Mapleview Lodge presentation: to be determined
• 21^st- Perth Historical Society: RMC presentation on Military Settlers lives; brief presentation from Clark/Mary on Trek plans for military involvement
• 30^th- *Perth Maplefest: shared booth with Perth Chamber of Commerce

*For Delta and Perth Maple Festivals, these long time commitments are quite exhausting for just Liz and I; even an hour’s assistance to relieve us would be appreciated.(especially on Sunday at Delta from morning until 1pm when we return from Perth)

Please attend and invite others to support us at the other Open-to-the-Public events.

Radio Interviews: three possibilities this month- Lake 88, Smiths Falls and Brockville. Details to follow.

Several press releases (articles to newspapers and websites) are being sent out this week:

1) new partnerships with Perth Chamber and Athens Lions Club;

2) VIP list for ceremonies in Brockville, Rideau Ferry and Perth

Mary Stewart, our Registration co-ordinator, encourages everyone to use Facebook to “like and share” our plans with all your connections.

Action: Larry Design 8.5X11 Placement will need quote for 500 ea.

Placemat Rev J 5 May 2016

500 Copies delivered 5 May, $231 from Review Mirror Westport.

From 19 Feb Minutes:  Settlers Trek 2016 Poster, 8x11

Action: Larry Completed poster Rev E, updated to Reflect Athens Lions Club sponsorship, Update the Rack Card, too.

Trek poster 8x11 Rev E

Rack Card Lions Portrait 11 Apr 2016

Suggestion: contact

• Anne Weir – Rid. Her, Econ. Dev. Leeds Co. and
• Marie White – Vice Chair, Econ.Dev Lanark Co.

Idea: other websites have offered to provide info and/or a link eg. Leeds County,

From Jan 5 Minutes:

1. EMC Perth + Smiths Falls – monthly 200^th events

Action: Clark will ask EMC if we can be included before April since we need to highlight preregistration.

Private Eye column - new Trekkers from this article:

• Doug Miller, Perth;
• Carol Ritchie, Perth;
• Eric Boyson, Maberly – connected to first settlers

2. Letter to Editor re Forces of Lord Selkirk in recent Perth EMC

3. Photo of Omya contribution to Heritage Fair/Trek in Perth EMC

3. Library Jan.23^rd – display, brochures, signup? Clark and Liz will staff it 10a.m. to 3p.m. All invited to drop by.

4.  Historical Mapping Project Launch– Jan.8, 1-4p.m. Civitan Club, Perth

-map of land grants to settlers for all of PMS

–Barrie Crampton will come to us if we wish.

5.  Jan 21, 7p.m. –Perth Historical Society, “Settlers Trail” at Perth Legion

6. Facebook page set up by Tim Ross

https://www.facebook.com/events/755971761197305/

Action: Clark will invite/remind the politicans for Brockville and Perth.

6.  Review Mirror –Brian’s historical article

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The activities associated with design and printing of the Passport booklets.  At present there are four pages designed for the passport in its draft state:

Wanna talk about the Passport?

1.  The front cover page

2.  Inside cover, page 2, the route:

3.  Page 3, the Ports of call:

4.  Pages for sponsors:

The size of the finished passport document will be 4.25 inches by 5.5 inches with a total of 8 pages.  There is plenty of room for additional information and opportunity to "dress it up" a bit.

The activities associated with the development and application of the website in the planning, promotion, and conduct of the Pert Trek 2016 Event.

The new website is shaping up quickly and is available now while I add I fill in the gaps and add some splash over the next few days and catch up with all the posting to be done.

new portland website.

You will notice that the Perth Trek 2016/administration  section is password restricted to members of the organization team to enable us to have collaborative, but private workspace.  To submit comments you will have to login.  So password to get onto the admin and login if you want to make a comment.  You can see all the posted comments for each of the sections in the administration pages.  Give it a go and let me know ([email protected] or (613) 272-6747 if you have any difficulties.

Comments of the website?

The planned route and schedule for the first day of the Trek Leaving from Brockville and going to the village of Lyn.  Go to the Good Run Route Guide and view the map and the elevation profile for the route.

Good Run Route Guide Manager

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Brockville to Lyn
Staging Location	Brockville Courthouse Green
Distance (KM)	9.3
Departure Time	12.30
Travel Time (hrs)	2.0
break hrs	0.5
Total time hrs	2.5
Arrival time	1700 hrs
Gathering place	outskirts of Lyn

1. Note: This is the longest route:  27.7km
2. total elevation is 183 m with a fairly steep approach on CR5  into Athens.
3. Is there an alternate route to consider?

The planned route and schedule for Day 3 of the trek from Athens to Delta.  Check the Good Run site for details and to view the elevation profile:

GoodRun Day 3 Athens to Delta

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The planned routed and schedule for day 4 of the trek from Delta to Portland.  Check the Good Run site for details and the vertical profile.

GoodRun Day 4 Delta to Portland

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Delta to Portland
Staging Location	TBD
Distance (KM)	13.30
Departure Time	9.50
Travel Time (hrs)	2.69
Lunch + break hrs	2.00
Total time hrs	4.69
Arrival time	1411
Gathering Place	Portland, Harlem Road approach

The planned route and schedule for the 5th day of the trek from Portland to Rideau Ferry.  Two options are available:

1. The land route, Day 5 by Land Portland to Rideau Ferry
2.  A water route, Day 5 by canoe Portland to Rideau Ferry

Got a question or a suggestion?

Portland to Rideau Ferry
Staging Location
Distance (KM)	19.00
Departure Time	9.50
Travel Time (hrs)	3.84
Lunch + break hrs	2.00
Total time hrs	5.84
Arrival time	1520
Gathering Place	TBD

The planned route and schedule for Day 6 of the trek, the concluding leg from Rideau Ferry to Perth.

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The planning of activities  for the kickoff of the first leg of the trek on Sunday, 15 May 2016.

Brockville Planning Group, Feb.10 mtg.

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The planning of activities  for the end of the day when the Trek Group arrives in Lyn through the evening and in the following morning of Day 2 Monday, 16May 2016, when the trek departs Lyn for Athens.

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The planning of activities  for the kickoff of the first leg of the trek on Sunday, 15 May 2016.

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The planning of activities  for the end of the day when the Trek Group arrives in Delta through the evening and in the following morning of Day 4 Wednesday, 18 May 2016, when the trek departs Delta for Portland.

13 Jan 2016: Anna: Since we now will have no activities offered on Tuesday afternoon,  we will be available for education programming,

i)having the mill grinding wheat to flour for the visitors on Wednesday morning.

Anna Greenhorn is awaiting word from the organizers as to the age level and numbers of students to expect.  As it is too early for us to have summer staff trained by May 18, we  will  have to develop programs we can do ourselves., therefore numbers and time frames are important.
As I mentioned, Anna will develop the school programming, and Dann is the contact for the Delta Mill Society, if further questions arise.

1.  Supper will be provided at the Legion (open to public as well) and will include entertainment of the period);
2. We can arrange for volunteers to provide a hot breakfast on Thursday morning in the Portland Community Hall.
3. We are also identifying possible entertaining and/or educational activities that can be provided for the afternoon and evening venu.

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The planning of activities  for the end of the day when the Trek Group arrives in Portland through the evening and in the following morning of Day 5 Thursday, 18May 2016, when the trek departs Portland for Rideau Ferry.

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The planning of activities  for the end of the day when the Trek Group arrives in Rideau Ferry through the evening and in the following morning of Day 6  Friday 20 May 2016, when the trek departs Rideau Ferry for Perth.

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The planning of activities  for the end of the final day of the trek when the Trek Group arrives in Perth.

The Reception at Maximilians Restaurant:

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The planning for the transport, staging, enroute support, insuring, lodging, feeding and care of the horses from beginning prior to the trek to return following the trek.

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The Perth Chamber of Commerce is hosting a Reception for VIPs, special guests and Trek Organizing Team and members of the PRHF.

Date/Time:  May 20th

Place:  Maximilians, Perth

The cutoff date is Wednesday, 11 May

Forces of Lord Selkirk                                          8

100^th Foot                                                              3

Royal Engineers                                                   14

Canadian Army                                                      6

Brad Mills                                                          (+1)

Ian Pearson                                                       (+1)

Ron Shaw                                                          (+1)

Terry O’Hearn

Mary Stewart                                                   (+1)

Liz, Clark Theobald                                       (+1)

Dan Woods                                                       (+1)

Mary Stewart                                                   (+1)

Larry   Cochran                                               (+1)

Henry Smid                                                       (+1)

Kathy de Souza                                                (+1)

Kathryn, Burt Hudson

A list of suppliers and record of quotes and purchases for printing and other materials that may be required.  Also includes a record of in-kind services provided by suppliers.

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The Risk Management Plan includes threat risk assessment and risk mitigation.  It is the basis for securing liability insurance for the event.  Insurance certificates of coverage are required 30 days before the event - 15 April.

The work references the Trek Risk Management Considerations to ensure we address the issues that an insurance provider requires.

The Trek Threat Risk Assessment and Management Plan provides the findings and recommendations resulting from the analysis.  Vol 2 contains the details of the analysis and will be available shortly.

The Assessment dashboard describes the overall readiness level as "Ready with Minor Limitations", a term which means the identified risk mitigation options and recommendations are such that they could be implemented within 30 days.  There is an organizational deficiency identified:  The person who will be the Trek Marshal has not been identified and that person should be directly involved in developing the "Order of the Day" procedure and document for each day of the trek which identifies the schedule of activities, the route, weather forecast and safety briefings for each day.

During the meeting a consensus was reached on the Water Route from Portland to Rideau Ferry and from Rideau Ferry to Perth:

1. The canoe activity is not part of the sponsored Trek and is undertaken as a personal activity as individuals who choose to do that portion of the trek on the water.  They will do so at their own risk.
2. The ground route for the registered trekkers will continue with the horses and wagons to join up with the canoe cadre in Perth to participate in the combined grand finale entry into the Tay Basin/Crystal palace area.

It is not known if the procurement of liability insurance coverage will hinge on the Risk Management and Insurance Plan, but we can at least demonstrate due diligence in having done the work to ensure that the risks have been identified, assessed and reasonable mitigation measures are in place.

Please review the document and if you  have any suggestions or comments, please

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Requirements for safety precautions and support equipment and personnel, particularly with regard to traveling along and across intersections.

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A trek Coordinator, or Marshal, is required who will supervise all enroute activities through the trek. Requirements need to be defined, procedures and checklists developed and a person assigned and prepared for the task.  The daily duties should include:

1. roll call at each stop, from morning to end of each day;
2. read out safety instructions each morning;
3. maintain pace of walkers;
4. coordinate with Wagon master and vans;
5. respond to any medical/safety issues
6. may be required to suspend walkers who may not be capable of continuing on the trek.

Procedures:

1. have a checklist of participants;
2. have a list of safety items to share;
3. have a cell phone/walkie talkie to communicate effectively with the wagon master and vans;
4. be clearly identifiable through dress -vest or other suitable attire.

Trek Marshal Daily Checklist 25 Apr 2016

[supsystic-tables id='1']

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The first of August numbers for the Settlers Trek 2016 are:

Note that the balance in the account is $2, 507.74 as of the 2oth of August!  A great footnote to an amazing and worthwhile event!  Thanks to all of our sponsors and volunteers!

The next step in wrapping up the financials is to work with the Athens Lions Club to identify charity recipients for the dispensation of the surplus funds.  Hopefully, the task can be completed in September and the account closed.

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Plans and provisions for registration of trekkers and volunteers.

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Ref: Summary Trek Cmt, Jan.5, 2016

Raceroster: Liz and Mary Stewart have begun filling in the Raceroster site info.

Yet to be completed once more complete info is available. There will be links to the portlandontario.com site and vice versa

Registration:

raceroster and paypal fees included, could include insurance costs or part of,each trekker orders by day,

• each meal required (they pay), or to be included in upfront registration
• intention to camp with the trek,
• health issues,
• ‘sign’ the waiver,
• pay right then through paypal and deposited directly into our bank account.
• Schedules and trekking info given.

Link to our other site for historical articles and more detailed activity information.

Question: should we have a Family Rate for registration? Would $50 per person or, $40 per person if family entered, be acceptable?

Requirements, Plans and provisions for recruiting and employment of volunteers in support of Trek activities.

Volunteer  Positions  – large and small

TREK  MARSHALL  (Taken)

Responsible for safety of all and coordination of the Trek.  He is the authority on the Trek in conjunction with the other coordinators.

Gives Safety Lecture every morning.

(See separate sheet)

ASSISTANT  TREK  MARSHALL/ Communication Coordinate volunteers for the route.

Coordinate with community leads.

Marshalls –at key corners on Trek route

Signage – putting up/taking down – 2  / day

ADMINISTRATOR

At check-in table a.m. and p.m.

Holds all registration info.

With Medical Coordinator, keeps tabs on the health of all.

heck-in tables – secretaries 1-2/day

MEDICAL  COORDINATOR

At Check-in table a.m. and p.m. to answer any health concerns and to keep an eye on the health of all, in conjunction with the Administrator.

Accessible during Trek for health concerns and/or emergencies, in conjunction with Trek Marshall.

Could ride in lead or rear van

WAGON  MASTER  (Kathi Antoine, LCDHC)

This group operates independently of but in coordination with the Trek Marshall and Assistant Trek Marshall.

MEAL  COORDINATOR

Food Distribution –( lunches are on route)

Breakfast food donations pickup and deliver

Persons to Monitor numbers of prepaid persons.

TRANSPORTATION  COORDINATOR

Coordinate van drivers and their responsibilities

Coordinates maintenance of vans.

Drivers of vans leading/following Trekkers

     – 2-4/day  -pack vans,  refill water jugs

MEDIA  COORDINATOR  (Clark Theobald)

Coordinate Lake 88 interviews

Aid media in communities

Direct embedded photographers/reporters to wifi areas at end of day.

COMMUNITY  LEADS  (Taken)

Coordinate all community activities.

Liason with Asst. Trek Marshall.

Marshalls – in communities

– at barriers,  crowd control

    (Perth will need many for Fri.)

Before the Trek

Rideau Ferry lead on the Fri.May 20            

   Ceremony Coordinator for Rid.Ferry (taken)

Gather sound system for Rid. Fer. & Perth on Thurs/Fri. May 19/20 – set up, return

Information night organizers

– for Volunteer     -For trekkers

Sash sewers

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Plans for recruiting sponsors and providing recognition for sponsors in return for donations or in-kind contributions.

Levels of Sponsorship & Support

Quarter Master General

Level of contribution: $1000+

You will receive:

• Your logo and name prominently displayed on our website,
• posters, promotional signs, and in print media;
• Your name on the passport given to all trekkers;
• Recognition at the daily ceremonies along the route;
• an invitation to our Farewell Ceremony in Brockville on May 15 and the Arrival of the Settlers Ceremony in Perth on May 20

Commissariat

Level of contribution: $500 - $999

You will receive:

• Your logo and name on our website;
• promotional signs and in print media;
• Your name on the passport given to all trekkers;
• Recognition within your community at the Welcoming Ceremony.

Surveyor

Level of contribution: $200 - $499

You will receive:

• Your name on our website;
• promotional signs and in print media;
• Your name on the Passport given all Trekkers

Teamster

Level of contribution: Up to $199

You will receive:

• Your name on our website and on local promotional signs

Thank you in advance for all forms of support and sponsorship.

Supporting Documents:

1. Sponsorship Levels for Settlers Trek 2016 27 Feb
2. Needs list to Sponsors of Settlers Trek 2016 27 Feb
3. A Request for Support of Settlers Trek 2016-1 27 Feb
4. NEEDS LIST IN HOUSE ONLY for Settlers Trek 2016 26 Feb
5. SPONSORS IN HOUSE use only 26 Feb
6. List of sponorssponsor list

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Each township has requirements for licenses and permits for events that take place in their communities and facilities.  This section records and tracks the responsibilities and activities costs and status of these requirements for each community.  Townships can sponsor the trek by reimbursing fees.

Comment on township permits...

Camping Sites for Trekkers

As of 9 Feb 2016:

Lyn (Liz & Clark)– Memorial Park approved (not on ball diamond, just areas around)

• have washrooms
• water in washrooms suitable for washing, but not drinking
• has a picnic shelter

 Lyn Valley Conservation Area – ¾ km. south of Main St.W. –Cat Region Consv property.* Jenn Wood asking (Council off.Indoor: Oddfellow? Pauline &/or Pat to have asked.

Athens (Henry & Kathryn)

Centre 76, awaiting approval on proof of insurance

• spot for horses to pasture with wagons nearby.
• lots of green area for campers
• drinkable water, washrooms

Henry to check if firepit ok (assuming no ban)

Indoor: Centre 76 arena?

Delta (Liz)

Lower Beverley Lake Park –see William Morris –if people arrange themselves (Dann asking)

Fairgrounds offered, Washrooms and drinkable water available in Craft Building.

Indoor: Craft Building?

Horses: horse barn at fairgrounds- stable is open, not secure

Wagons staying near – potable water, electricity

Permission granted. (Art Cowan-Pres.Delta Agricultural Society Nov.20/15)

Portland (Brian P.)

Kin Park, Hanna Park for encampment people (awaiting approval)

   -washrooms

   -drinkable water

Indoor: Legion (approved by Brian Preston, President of Legion, Jan.19, 2016)

Horses: Happy Horse Stables by Kin Park (awaiting approval)

Rideau Ferry (Arie)

Conservation Area - Approved by Rideau Valley Conservation Authority, Feb. 5, 2016

Washrooms and Drinkable water available

Indoor:

Horses: Millers Bay Farm a few km. south of Rid.Ferry.