As discussed this morning at Pam’s; RC Toowoomba Metropolitan (RCTM) have beaten us to do the bin management at the Gympie Muster.
RCTM are happy to partner with us and split the revenue on an hours worked basis.
Folks
As discussed this morning at Pam’s; RC Toowoomba Metropolitan (RCTM) have beaten us to do the bin management at the Gympie Muster.
Its probably a good thing because there is more involved than the initial email and our club could not possibly supply all the volunteers.
RCTM are happy to partner with us and split the revenue on an hours worked basis.
Have a read of Annmaree’s email below who has already done quite a bit of work.
I suggest you go straight to the “Volunteer Roster (Overview)” and you will get a good idea of whats involved and you will see that we are pencilled in for the busy days.
Bottom line is we need helpers……I mentioned to her we could provide 8-10 and confirming these is our first priority. (Irish and myself will volunteer).
I need to hand this over to someone as I will be away in the lead up to this event (as well as the next couple of weeks).
Apart from getting the volunteers, the role will be a go-between with RCTM who are going to manage the project (I believe this is a blessing)
I have suggested Renae as our club’s manager.
Also, we should connect with Annmaree at the district conference as she will be attending.
Good luck
Mark Ward
From: Annmaree Jackson <annmaree.jackson@ava.com.au>
Sent: Thursday, 13 March 2025 11:12 AM
To: Mark Ward <MJWard@tenkate.com.au>
Subject: RE: Gympie Muster
Sent: Thursday, 13 March 2025 11:12 AM
To: Mark Ward <MJWard@tenkate.com.au>
Subject: RE: Gympie Muster
Hi Mark
Will send you what I’ve put together thus far with the caveat that some things may change 😊
With regard to the arrangement between clubs, my thoughts are (and open to discussion):
- Fixed amount for coordinating/administration of work, e.g., $500 be taken off the top.
- Remainder of funds $9,500 to be split amongst clubs on the basis of total hours of work contributed.
- For example, the current volunteer roster accounts for 658 hours across the 9 days of work. *Note: This may change when the previous coordinator reviews the suggested volunteer roster.
- Clubs that have more volunteers / work more shifts will receive more funds.
- This currently works out ~ $14.45/hr per volunteer. We can use our spreadsheet to calculate the Club affiliation of each volunteer to provide their fund allocation.
- I would like the fund split process to be fair and transparent.
- TMRC to coordinate invoicing to Gympie Muster, then transfer funds to Clubs involved.
Kind regards,
Annmaree
Questions
- Would you mind sharing the contact details for the lady who has undertaken this work in previous years (and has indicated she is happy to assist)?
Shirl – Mitch has left voice mail to share details.
- Is there capacity to bump-in on Friday 22 August 2025, noting that our members will have to travel (and it would be very long day if we had to do this on Sunday am).
Yes. Don’t generally allow, but can arrange for an exception for small number of members (based on travel distance)
- Similarly, is there capacity to bump-out on Tuesday 2 September (if the clean up is not completed by lunch-time)?
Will need to confirm with CEO. Should be fine, but… needs to check when land takes over.
- What volunteer numbers are suggested for Monday 1 September? Do you have an estimate of when this work has been completed in previous years?
Will get Shirl to go through and check.
- What facilities are available for campers, e.g., toilets, showers, camp kitchen? If available, are these coin-operated, etc.
Toilets and showers onsite, free to use for volunteers. No camp kitchen. Food vendors on site (from Sat 23rd – limited, then all form 28th). Can set up own communal area
- Would camping in a caravan be permitted, or is this tent-only?
Whatever you want, no restrictions to what you can bring. Swags, roof top, back of car, tent. Free camping, can use a generator (6:00am to 10pm).
- Will campfires be permitted? Assuming this would be a no, as it is State Forest.
Yes. Rings will be available to hire and firewood for sale. Can bring own.
- From your guideline document, it appears that one Club could cover the Saturday 23 August to Tuesday 26 August. If this is correct, I am assuming that remaining Club volunteers will bump-in on Tuesday 26 August, ready to commence work at 7:00am on Wednesday 27 August.
Yes, one group of four.
- I note that a trailer will be required. Would you recommend we have one per section? Will there be a muster vehicle available for use, or is the Club to supply this?
Shirl to confirm, but suggests one would be handy. Club to bring ute.
- For placement of the mini-skips, is there equipment to assist lifting and moving these?
Cleanaway will move the skip bins. Mini-skips in compound? Mitch to confirm.
- Are there any restrictions (or guidelines) on how a club is to utilise the funds provided?
Yes, up to the club. No guidelines for this.
- and… I know our treasurer will ask – arrangements for payment, e.g., direct transfer, anticipated date, etc. (This is probably covered in the service agreement).
Invoice required by 31 July. Payment made within 30 days post festival.
Annmaree Jackson
President Elect, Toowoomba Metropolitan Rotary Club.
Mobile 0413 609 212.
Email: annmaree.jackson@ava.com.au.
Milestones To Be Met
Date | Milestone |
1 April 2025 |
|
30 June 2025 |
|
30 July 2025 |
|
Volunteer Roster (Overview)
Date | Time | Rotary Club | Activity | No of shifts | Volunteers Required per Sector | Total Volunteers for Shift | Hours per Shift | Sub-Total Hours |
Friday 22 August 2025 | Toowoomba Metropolitan Rotary Club |
| ||||||
Saturday 23 August 2025 | 07:00 – 13:00 | Toowoomba Metropolitan Rotary Club |
| 1 | n/a | 4 | 6 | 24 |
Sunday 24 August To Tuesday 26 August | 07:00 – 12:00 | Toowoomba Metropolitan Rotary Club |
| 2 | 2 | 4 | 10 | 40 |
12:00 – 17:00 | ||||||||
Wednesday 27 August | 07:00 – 13:00 | Toowoomba Metropolitan Rotary Club Rotary Club of Caloundra |
| 1 | 27 | 6 | 162 | |
13:00 – 19:00 | 1 | 27 | 6 | 162 | ||||
Thursday 28 August To Sunday 31 August | 05:00 – 11:00 | Toowoomba Metropolitan Rotary Club Rotary Club of Caloundra |
Note: Morning shift – bin replacement to be completed by 7:00am. All vehicles need to be out of the festival site. Will continue to reposition bins for remainder of shift. | 3 | 6 | 18 | 6 | 54 |
11:30 – 17:30 | Toowoomba Metropolitan Rotary Club Rotary Club of Caloundra | 3 | 4 | 12 | 6 | 72 | ||
17:00 – 23:00 | Toowoomba Metropolitan Rotary Club Rotary Club of Caloundra | 3 | 8 | 24 | 6 | 144 | ||
Monday 1 September | 07:00 – 17:00 |
| ||||||
Tuesday 2 September |
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