PSC Activity Rules

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Section A
Glossary of Terms

Section B
Activity Standards

1. Age of Participants

Activities are only available to adults of legal Arizona drinking age, unless decided otherwise by the board. Should a participant attempt to include persons under legal drinking age, their under-age guests will be required to remove themselves from the activity.

2. Transportation

(a.) All ground transportation provided in an activity will be non-smoking.

(b.) No participant will be required to act as a driver of any ground transportation; i.e. rental car or van.

3. Lodging

(a.) Unless elected by both participants, sleeping arrangements will be one person per bed.

(b.) Unless elected by both participants, two people of opposite sex will not be assigned to the same room or bedroom.

(c.) In the event that a participant has no roommate of the same sex, the club will provide them with a room alone.

(d.) If a participant requests a room alone, that participant must pay for the whole room.

(e.) Bathrooms will be shared by 2 participants. Exceptions may be necessary due to lodging configurations. Participants will be apprised of any exception prior to sign up.

(f.) Persons who are not paid participants for an activity will not be allowed to share lodging with paid participants.

(g.) Unless elected by all occupants, lodging will be non-smoking.

4. Participation In Activities

A participant must be a member in good standing to go on any activity costing one hundred dollars ($100) or over. The Board of Directors can make exceptions to this rule for specific events with other organizations.

5. Non-Smoking Activities

All Club activities and events will be non-smoking.

6. Deviations from Activity Rules

The board of directors may approve an activity that deviates from these rules before the event is offered for sale provided the participants are made aware of the deviations before sign up and it does not expose the club to any uncovered insurance risk. The trip captain of these events must advertise these deviations.

Section C
Participant Responsibilities

1. It is the responsibility of each activity participant to review and understand the features offered for an activity and the rules that apply to all participants.

(a.) The participant is responsible to make all payments on or before the payment due date. Failure to do so can result in forfeiture of all money paid.

(b.) The participant is responsible to not bounce checks. Checks written by a participant, returned to the club for any reason, will be considered to be non-payment. The activity leader will inform the participant of the returned check. The participant will, within 24 hours of notification, deliver to the activity leader a certified check or money order for the total amount of the remaining balance plus a $10.00 returned check fee. Failure to do so will result in forfeiture of all money paid to date and cancellation from all club activities until all money has been paid.

(c.) Participants are responsible for providing the activity leader with current address, telephone numbers, and other personal information. Participants should also communicate any preferences of roommates including concerns for smoking or non-smoking.

(d.) If for weather or any other reason beyond the control of the club, an event must be extended or otherwise modified from the original lodging features, it becomes the sole responsibility of the participant to arrange and pay for the extra accommodations.

(e.) Both member and non-member participants will be subject to all club rules. The activity leader is responsible for apprising non-members of applicable rules.

(f.) Under no circumstances will participants consider themselves to be above any law of the political subdivision(s) wherein an activity takes place. If a participant is incarcerated as a result of an alleged violation during an activity, no money will be refunded to the participant regardless of guilt.

(g.) All participants will hold harmless the Phoenix Ski Club, its members and board of directors in all matters of bodily injury, liability, and property damage that may occur as a result of or during a club sanctioned activity.

Section D
Activity Procedures

1. Payment Schedule

Each activity will have an established activity fee, non-member fee, and required dates for deposits and payments including a final payment date.

2. Non-member Participants

Non-members may be participants in activities under $100.00 by paying a non-member fee per event in addition to the stated activity fee. Payment of the non-member fee gives the non-member the same privileges as a member for a single activity.

3. Reservations

Members and non-members may reserve a position on an activity roster by paying the required deposit plus any additional payments due for activities under $100.00. The required deposit for a non-member includes the appropriate non-member fee. Participants must be members in good standing to reserve a position on an activity roster for activities over $100.00. Members and non-members may not reserve positions on activities for fictitious or future unknown persons.

4. Wait List

The board may establish a maximum number of participants allowed for an event. If that maximum is reached, the activity leader will establish a wait list. Members and non-members wishing to be placed on a wait list for an activity under $100.00 must pay the established deposit amount for the activity. The required deposit for a non-member includes the appropriate non-member fee. Members wishing to be placed on a wait list for an activity over $100.00 must be paid members in good standing and must pay the established deposit amount for the activity

5. Wait List For Ski Trips

Ski Trips will go on sale at the first general membership meeting in August. Club Members will sign up for ski trips either as a single or as two people One person is only allowed to give a trip leader 2 (two) checks to reserve 2 (two) spots per trip. Mail-in checks will be accepted. The trip leaders are allowed to sign up with a significant other without getting in line on the August signup night. In case of Lottery, the significant other is subject to the same drawing as everyone else.
Lottery - If for some reason the trip has more participants than spaces, then participants for that particular trip will be placed in a drawing to take place immediately at the August meeting. Names will be drawn for the wait list and will be placed on that list in the order they are drawn. For example, if 50 people sign up for a 40 spot trip, 10 names from the total amount of signup's will go on the wait list. All new signup's are handled on a space available basis as they have been in the past. There will be no open period to sign up between the meeting in August and the meeting in September for trips that have gone to Lottery. You must sign up at the August meeting. Mail-in checks that arrive before the August meeting will also go into the Lottery with everyone else.

6. Substitution of Participant

(a.) If an activity has no wait-list, a canceling participant may sell or give his/her position in an activity to a member.

(b.) If a wait-list exists for an activity, a canceling participant may not substitute another person in his/her place by sale or gift of said position.

(c.) If positions open on the active event roster, wait-listed participants will be notified by the activity leader in the order which they appear on the wait-list. If the open position requires a participant of a specific sex as to not violate rule B-3(b), then the first wait-listed participant of that sex will be notified.

(d.) If a wait-listed participant cannot be reached via information provided to the activity leader within a reasonable length of time (determined by activity leader), they will be considered canceled and activity leader will go to the next participant.

(e.) When called with an opening, wait-listed members will be given 24 hours to pay the balance due to date. If they do so they will be placed on the active roster, if not, they will be canceled from wait-list status. Certified funds may be required.

7. Transfers

Participants may not transfer from one activity to another. Refunds will be made according to the cancellation policies below.

8. Refund of Payments

(a.) Cancellation by the Club - Should the Board vote to cancel, or offer the participant the option to cancel, an activity for any reason, all monies paid by participants, less cancellation costs imposed by the vendors, at that time will be refunded promptly.(b.) Cancellation by Participant - If the participant cancels an event, all monies paid, less any cancellation costs imposed by the vendors at that time, will be refunded promptly, minus a $20.00 ($5.00 if the event is under $100) administrative fee. 
      If the participant cancels and the position is filled, the participant's money will be refunded promptly, less any change fees imposed by the vendors, and less the administrative fee. Cancellation by the participant should be done in writing.
(c.) If a wait-listed participant is not successful in getting on the active roster, all money paid will be refunded.

(d.) Should a wait-listed participant decide to cancel, the deposit paid will be refunded promptly.

9. Accounting

(a.) Final accounting of activity finances will be prepared by the activity leader and presented by the appropriate committee chairperson. All final accounting will be approved by the appropriate club treasurer prior to acceptance by the board. The final accounting is due at the next month's regular board meeting following the activity.

(b.) Administrative fees generated from transfers, cancellations and returned checks, are to be shown in final accounting as general treasury funds, not included in the trip expense account.

(c.) Should any discrepancies regarding finances arise, final approval will be held in abeyance until such discrepancies have been cleared by the treasurer. The club will take such measures as are allowed by law to recover any missing funds. Those participants or activity leaders responsible for such discrepancies will not be allowed to participate in any activity until the discrepancy has been settled, or waived by the board.

Section E
Activity Leader Duties

1. The board will call for and select member volunteers to lead activities. The committee chairman, will apprise selected activity leaders of their responsibilities, which will include, but not be limited to:

(a.) A budget for each activity will be submitted to the board for pre-approval. The budget may cover trip captain's expenses including gas-to and from the event.

(b.) Publicity, including advertisement in the "Slope-Dope", handouts made available to all at regular meetings, and other means. Slope-Dope advertisements are free for all activities.

(c.) Collection and dispersal of money, via the appropriate club treasurer.

(d.) Payment of deposits in a timely manner to activity vendors.

(e.) Establishment of payment schedules for participants, based on requirements of activity vendors. These schedules will be arranged so as to hold the club at minimal financial risk.

(f.) If lodging is included, a rooming list will be established in accordance with the activity lodging standards (B.3.)

(g.) Establishment of the date, time, and location for a pre-trip party. The date should, but is not required, to coincide with final payment date. Finalization of the rooming list of participants should be done at this time.

(h.) Coordination of all activity features with the vendor.

(i.) Communication with the participants so they are informed and know what to expect during the activity.

(j.) Coordination of the participants to help them understand the schedule, meet buses, etc.

(k.) Accounting for all revenues and expenses in accordance with the accounting procedures (D.8.)

(l.) The activity leader will adhere to the features of the activity, as approved by the board. Any deviation must be approved by the board.

(m.) Trip captains shall make available an activity evaluation form to all trip participants.

(n.) The above duties do not include the accounting of, communication to or coordination with or between any non-paid participant (whether or not they are a paid member) and the activity leader.

Section F
Board Responsibilities

1. Creation of social, ski, and non-ski activities is a principle responsibility of the board of directors. To fulfill this responsibility the following duties are delegated:

(a.) The vice presidents are the chairmen of activities and each acts as the coordinator of their respective non-ski activities.

(b.) The ski trip coordinator is selected by the president to coordinate all ski activities.

(c.) The ski trip coordinator selects, with the approval of the president, a ski trip committee from volunteers to plan the ski season.

(d.) The board calls for and selects member volunteers to lead activities.

(e.) The chairmen of activities and the ski trip coordinator must appraise activity leaders of their duties.

(f.) The board reserves the authority to approve activity features, leaders, fees, payment schedules, and vendors.

(g.) The board approves the accounting for funds and expenses of each activity.

(h.) The board may, at any regular or special board meeting, revise, add to, delete from, or clarify any of these rules by majority vote.

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