Color Code:  recommended deletions:  recommended additions:            

 

 

Consolidated comments 8/18/06

                                  

 

 

LUNARFINS

JSC Skin & Scuba Diving Club

Official Standards for Club Trips

MONTH XX, 200X

 

I. INTRODUCTION

 

A. Purpose

 

1. These "Official Standards for Club Trips" shall apply to all trips sponsored by, or run under the auspices of, the Lunarfins Club. In the event that the Club participates in a trip co-sponsored by another organization or dive club, these standards shall be considered as the minimum acceptable.

 

2. The purpose of these standards is to ensure that all Club trips are conducted in a businesslike manner. The club is in no way responsible for the safety of trip participants during travel or participation in diving activities. Trip participants safety is provided by the travel provider (airline, etc. and the dive operator.

 

3. A copy of these Standards shall be made available to trip participants upon request.

 

B. Definitions

 

1. An International Trip shall be any trip that leaves the territory or waters of the lower 48 states.

 

2. A Local Trip shall be any trip that does not leave the territory or waters of the lower 48 states.

 

3. A Dive Trip shall be any trip with diving activities even if such activities are not the primary purpose of the trip.

 

4. A Non-Dive Trip shall be any trip where diving is not included in the trip plans.

 

5. A member - sponsored trip (not an official Lunarfin trip) is one organized and conducted by an      individual club member

 

C. Responsibilities

 

1. The Board of Directors is ultimately responsible for all activities of the Lunarfins Club.

 

2. The responsibility for the establishment and maintenance of these standards shall be assigned to a committee consisting of the Trip Chairmen Coordinator. The Board of Directors must approve any changes recommended.

 

3. The Trip Chairmen Coordinator shall be responsible to the Board of Directors for ensuring that all International and Local Trips, respectively, conform to these standards and for designating these trips as Club Trips.

 

4. The Board of Directors shall be responsible for the conduct of Trip Leaders.

 

II. PLANNING AND MANAGEMENT

 

A. Scheduling

 

1. The Trip Chairmen Coordinator shall have the duty to set up their trip calendars.

 

2. Trip calendars shall be arranged to provide Club members with a suitable mixture of destinations, activities, durations and prices.

 

3. In general, Trip Chairmen Coordinator should avoid trips that conflict with regard to dates or destinations whenever possible. Concurrent trips to different destinations may be scheduled by the appropriate Trip Chairmen Coordinator with the prior approval of the Board of Directors.

 

4. In the event of scheduling conflicts, the earlier approved trip shall have preference.

 

B. Trip Leader Qualifications

 

1. Trip Leaders shall be members in good standing of the Lunarfins Club. In addition, the appropriate Trip Chairman Coordinator shall ensure that no Trip Leader is in default of the reporting requirements of any previous trip that they have led.

 

2. Trip Leaders shall be qualified and suitably experienced persons willing to lead a particular trip. To qualify as a Trip Leader, consideration shall be given to the following factors:

 

a. The person's prior experience either as a Trip Leader, Assistant Trip Leader, or Participant to the same location.

 

b. Other appropriate qualifications in the case of Non-Dive Trips.

 

C. Trip Budgets

 

1. Trips shall be budgeted to give club members the best possible trip at the most reasonable price.

 

2. Trip budgets shall be submitted for review to the appropriate Trip Chairman Coordinator prior to approval by the Board of Directors and filed with the Club Treasurer. Multiple Club trips require separate accounting for each trip.

 

3. Budgets shall include the direct costs of the trip and the expenses of the Trip Leader when appropriate, plus a contingency fee for non-budgeted items not to exceed $25 per person or 3% of the individual selling price, whichever is greater.

 

4. Commissions, complimentary airfares and/or land packages, and other allowances shall be so indicated on trip budgets and shall be rebated to the trip participants.

 

5. Should any Trip Leader have a financial interest in a resort, travel agency, transportation company, or other concern providing services on a Club Trip, this fact must be disclosed to the Board of Directors, through the appropriate Trip Chairman Coordinator, prior to approval of the trip. In any event, the Club must receive at least the same amount of commissions, complimentary airfares and/or land packages as it might otherwise receive.

 

D. Trip Leader Duties

 

1. The Trip Leader is responsible for managing and conducting the trip so as to be a credit to the reputation of the Lunarfins Club. The Trip Leader shall be directly responsible to the Board of Directors.

 

2. The Trip Leader must understand that the rules and solutions set forth in these Standards are not exhaustive. The unexpected always has the potential of occurring and the Trip Leader shall have the responsibility and authority to make extemporaneous decisions, which could affect the welfare of all trip participants, as well as the reputation of the Lunarfins Club. The Lunarfins Club and the Board of Directors expect such decisions to be mature and reasonable considering the circumstances involved.

 

3. The Trip Leader shall decide whether or not it is better to use a travel agency or make direct arrangements with the resort or airline.

4. The Trip Leader shall set the amount of a deposit required to reserve a space on a trip. This deposit shall not exceed 20% of trip price.

 

5. The Trip Leader shall be responsible for setting a payment schedule for the trip, which will allow the Trip Leader to make all deposits and payments as they are due. All funds shall be collected by the Trip Leader and shall be processed through the Club Treasury or other bank account approved by the Board of Directors.

 

6. The Trip Leader shall be responsible for ensuring that all diving participants have evidence of their certification and that all participants have completed a Lunarfins Waiver, Release, and Indemnity Agreement. Copies of these forms must be retained by the Trip Leader at all times during the trip and made a part of their permanent file at the termination of the trip. Copies shall also be left with a responsible person (Officer, Director or member Board) in Houston during the course of a trip.

 

7. The Trip Leader shall be given issue checks and/or funds in the anticipated amounts made out to the various payees for the trip. The Trip Leader may also, upon request, draw cash or checks in the amount of the contingency fund for the trip. The Trip Leader accepts full responsibility for the return of said funds or valid receipts (in the case of individual expenditures over $25) indicating the use of the funds. The Trip Leader may choose to use personal credit cards and/or funds and receive reimbursement under the same conditions. In any event, all funds, including expenditures for tips, will be accounted for.

 

8. Within sixty (60) days after the conclusion of a trip, the Trip Leader shall submit a written Final Trip Report and financial statement to the Board of Directors, Club Treasurer and appropriate Trip Chairman Coordinator. Final Trip Reports shall include all pertinent information about the trip, including names of all participants, a summary of activities, reports on any accidents and/or incidents, and a final financial statement. The Trip Leader shall submit to the Board the names of any individuals that, in their opinion, may need counseling. Refer to IV Rules of Conduct Para. B.4.

 

9. If, through no fault of their own, the Trip Leader is unable to conclude all financial matters pertaining to the trip, an Interim Trip Report shall be submitted prior to the sixty (60) day deadline. Interim Trip Reports shall include the same items as above, with the exception of an interim financial statement, the reason for filing an Interim Trip Report, and the anticipated date of the Final Trip Report, which shall be no later than 120 days after the conclusion of the trip.

 

10. If any prospective trip participant(s) gives the Trip Leader reason to believe enjoyment of the group as a whole might be compromised, the Trip Leader has the right to refuse those prospective trip participant(s) the right to participate or join in the trip.

 

E. Terms and Conditions, Cancellations, Contingencies, etc.

 

1. All Participants shall be made aware of any "Terms and Conditions" prior to the acceptance of any reservation and/or deposit. Nevertheless, all provisions of this section shall apply.

 

2. If a Trip Participant withdraws from a trip after the specified final payment date, the Participant shall lose their entire payment unless the Participant can be replaced, or the Trip Leader is able to recover some or all of the Participant's cost by cancellation of lodging, transportation, and/or other commitments. If the original Trip Participant finds a replacement for their spot, then the original Participant shall be entitled to receive a refund equal to their payment less half of their deposit, less any charges imposed by the resort, tour operator, etc., and any extra charges incurred by the Trip Leader in canceling or transferring the arrangements. Whether or not a Trip Participant who cancels has paid the full amount prior to the cancellation, the Trip Participant remains liable for any financial commitments made in good faith by the Trip Leader for the former Participant's benefit from which the Trip Leader cannot in good faith gain release from the commitment. The Trip Leader should exercise reasonable effort in canceling the accommodations or finding a replacement. If the Trip Leader does not make such an effort, the Board of Directors may award an appropriate refund, less the cancellation fee.

 

3. No substitutions of Participants shall be permitted without the approval of the Trip Leader.

 

4. If a Trip Participant withdraws from a trip prior to the specified final payment date, the Participant shall be entitled to a refund less $10 for Gulf and local trips and $25 for any trip outside the state of Texas, plus any charges incurred in making the cancellation. A minimum cancellation fee shall be assessed on all refunds for trips with a participant cost greater than $50 with the following exceptions:

 

a. If the trip is handled through a resort, agent, agency, etc., which has a cancellation charge, the Participant shall be charged the appropriate fee of $10 or $25 plus the amount charged by the resort, agent, agency, etc.

 

b. If the refund is necessitated by actions of the club, and not the Participant, i.e., cancellation of the trip, or the Participant was on a waiting list and not an active participant, there would be no cancellation fee assessed. If an individual cancels a trip after the final payment date and the Trip Leader is unable to fill the spot, the individual shall lose the full deposit plus any non-refundable payments required by the airline, resort, boat, etc. unless waived by the BOD for extenuating circumstances.

 

c. For some local activities, the total trip price may be non-refundable depending on the terms of the event. All participants must be made aware of this condition and it should be clearly stated on the trip flyer and trip advertisement information.

 

5. If a trip Participant withdraws from a trip and wishes to have the money they paid toward the original trip transferred to another trip, the cancellation terms in paragraph 4 shall apply.

 

6. No Club Trip/Activity shall be cancelled without first notifying the appropriate Trip Chairman Coordinator and the Board of Directors. When a trip has an inadequate number of participants, 30-days prior to departure (or prior to the specified final payment date), the Club President shall call an emergency meeting of the Board of Directors at the request of the appropriate Trip Chairman Coordinator who shall, along with the Trip Leader, present all possible alternatives to the Board. Every endeavor shall be made to fill the trip prior to calling a meeting of the Board. Only the Board of Directors shall cancel a trip. Viable alternatives for saving a trip shall include but not be limited to:

 

a. Naming a new Trip Leader. Such action shall not countermand the Trip Leader requirements as specified in Section II.B.

 

7. The Board of Directors reserves the right to cancel a trip. In such event, all monies shall be refunded to Trip Participants and no refund fees or cancellation charges shall be charged or retained by the Lunarfins Club or the Trip Leader.

 

8. The Lunarfins Club is under no obligation whatsoever to subsidize any trip.

 

9. If a trip were 'weathered-in' without the fault of any other party who can be made to bear the additional lodging, meals, or transportation expense, the cost would be absorbed by the Participants. The Trip Leader shall assist in making arrangements for such lodging, meals, or transportation, but collection of payment for such additional services shall be the responsibility of the person or persons providing such services.

 

10. Refunds to participants of any trip of funds left over from a trip shall be made to Lunarfins members on a pro-rata basis. Non Lunarfins members shall be refunded their pro-rata share less the cost of Lunarfins membership (individual or family if two or more).

 

 

III. PROMOTION & PARTICIPATION

 

A. Advertising

 

 

1. Only those trips that meet these standards and are approved by the Board of Directors shall be advertised in Lunarscope or any other Club publications.  Lunarfin sponsored trips shall be listed separately from other trips approved by the Board of Directors when advertised in Lunarscope or any other Club publications.

 

2. There shall be no public distribution of fliers or any other advertising material for non-Club Trips at any Club function unless reviewed by the appropriate Trip Chairman and approved by the Lunarfins Board of Directors.

 

3. TGCC sanctioned trips and events, Lunarfin member and non-HUC Lunarfin/non-diving trips or events may be listed in Lunarscope in the Event Calendar section and/or on the Lunarfins Website at the discretion of the newsletter editor(s) and the Webmaster, respectively, following approval by the Board of Directors.

 

B. Selection of Participants

 

1. In the selection of Participants, preference shall be given first to Club Members. The Trip Leader shall determine the date after which reservations for non-Members may be taken. Prior to this date, non-Members desiring to participate shall be placed on a waiting list unless they have completed a Membership Application Form and paid the current dues. The only exception to this rule shall be that a Club Member shall be entitled to make a reservation for one guest to share the Member's accommodations.

 

2. No reservation for any trip shall be accepted, nor shall anyone be placed on a waiting list, without the payment of the specified deposit.

 

3. No reservation for any trip shall be accepted for any person who is in default of their financial responsibilities for any previous trip.

Any disputes in this regard will be resolved by the Board of Directors.

 

4. Prices for Club Trips are usually based upon double occupancy. Accordingly, when this is the case, reservations will be accepted with this in mind. The Trip Leader shall attempt to select acceptable roommates from among those not already paired up. The payment of any single supplement, if required, shall be the responsibility of the Participant(s).

 

5. No person shall be permitted to participate in any Club Trip without first having read and signed a Lunarfins Waiver, Release, and Indemnity Agreement, as well as any additional information forms and/or releases required by the Trip Leader.

 

6. The Trip Leader may deny the participation of any person(s) they feel could jeopardize or could otherwise compromise the enjoyment of the trip for others or are unfit or inadequately prepared to participate.

 

IV. RULES OF CONDUCT

 

A. Safety

 

1. The Lunarfins Club is not responsible for the safety of trip participants. The Trip participants and the travel carrier or diving operator are responsible for all safety matters.

 

B. Conduct

 

1. No act illegal under the laws of the location of any trip shall be tolerated. Perpetration of any such illegal act shall be cause for the immediate return of the offender to the point of origin of the trip. There shall be no refund under such circumstances. In the case of the arrest or incarceration of a participant for any such illegal act, neither the Lunarfins Club nor the Trip Leader shall be obliged to make any efforts to effect the release of such individual. The Trip Leader may, at his option, make such efforts and/or notify the nearest American Consulate.

 

2. A Trip Participant's conduct should not in any way be offensive to the remainder of the group. The Trip Participant should be particularly respectful of young or sensitive persons on the trip. Any complaints should be made to the Trip Leader and will be handled in an appropriate manner by the Trip Leader.

 

3. Specific complaints against the Trip Leader should be brought to the attention of the Board of Directors in writing, which shall cause an investigation to be made by the appropriate Trip Chairman Coordinator who shall determine the facts and recommend appropriate action to the Board of Directors.

 

4. The failure of a person to cooperate on a Club Trip shall be reported in writing to the appropriate Trip Chairman Coordinator, who shall cause an investigation to be made and recommend appropriate action to the Board of Directors.