118 Park Street, S.E.
Vienna, VA 22180
STS CONSTITUTION AND BY-LAWS
First Amendment 2/3/89
Second Amendment 12/3/92
Third Amendment _/_/99
SKI-TOURING SECTION CONSTITUTION
ARTICLE I. Name:
The name of this organization shall be the Ski-Touring Section of the Potomac Appalachian Trail Club.
ARTICLE II. Objectives:
- To provide the opportunity for group enjoyment of cross-country skiing and related activities.
- To provide instruction for beginners in cross-country skiing.
- To provide public service by helping to maintain cross-country ski trails and by sponsoring or working at cross country ski races.<.li>
- To encourage safe ski habits and proper etiquette.
ARTICLE III. Officers:
- The elected officers of the Section shall be: a Chairperson, who must be a member of the Potomac Appalachian Trail Club, and a Vice- Chairperson, a Treasurer, and a Secretary.
- They shall be elected in accordance with the by-laws.
- The Chairperson shall have the authority to appoint or remove coordinators or special officers, as he/she deems necessary.
- In the temporary absence of the Chairperson, the responsibilities of that office shall be assumed by an Acting Chairperson in the following order; Vice-Chairperson, Treasurer, Secretary. An Acting Chairperson may not appoint or remove coordinators or special officers.
ARTICLE IV. Meetings:
The Section shall hold meetings as specified in the by-laws.
ARTICLE V. Publications:
The Section may publish a newsletter for the purpose of informing Section members of trips, activities, and other pertinent information.
ARTICLE VI. Amendments:
- Any proposed changes in this Constitution must be published in the newsletter or announced by special mailing to the entire membership at least three weeks in advance of a special or general meeting. Discussion of the amendment shall occur at the meeting.
- Voting on amendments shall be done by members present at the above meeting, which shall have been previously advertised.
- Constitution amendments shall be approved by a two-thirds vote of the members present and voting at the meeting. Members may also submit their votes on a ballot published in the newsletter or in the special mailing. A proxy, designated by the STS board, will be expected to cast absentee ballots at the special meeting.
- The results will be announced at the meeting and in the next newsletter.
SKI-TOURING SECTION BY-LAWS
- Qualification: Anyone with a genuine interest in the objectives of the Section may become a member after filling out a prescribed application form and payment of annual dues.
- Termination: A person shall be dropped from Section membership for non-payment of dues for 90 days. However, a member may be reinstated, providing the dues in arrears are paid.
- PATC members shall pay annual dues which are published in the membership form.
- Non-PATC members shall pay annual dues that are published in the membership application.
- The dues year shall begin on 1 October and end on 30 September, with a three-month grace period for payment extending through 31 December.
II. SELECTION OF OFFICERS:
A nominating committee, appointed by the Chairperson, will annually nominate a Chairperson, Vice-Chairperson, Treasurer, and Secretary to be elected at a spring meeting, normally held in April. Additional nominations will be accepted from the floor at the meeting. In the event no nominating committee has been appointed nor has developed a slate of candidates, members present at the spring meeting shall nominate candidates and hold elections for the several officers.
III. DUTIES OF OFFICERS:
- To represent the Section in contacts with PATC, other cross-country ski groups, and the public.
- To schedule and conduct business meetings.
- To appoint and act as ex-officio member of committees.
- To appoint coordinators or special officers as provided in the Constitution.
- To ensure the establishment of any policies helpful in carrying out the objectives of the Section.
- To organize the annual Ski Fair, customarily held in early November.
- To assist the Chairperson in any and all matters.
- To act in place of the Chairperson during his/her absence.
- To perform those specific functions of the Chairperson delegated to be performed by the Vice-Chairperson.
- To approve routine expenditures of monies of the Section and to consult with the Chairperson for non-routine expenditures.
- To maintain accounts.
- To deposit and record dues received.
- To prepare yearly financial statements, to be presented to the officers at the annual Spring meeting.
- To prepare financial statements during the year, at the request of one of the officers or coordinators.
- To record policies accepted and decisions made at meetings.
- To maintain correspondence of the Section.
IV. DUTIES OF COORDINATORS AND SPECIAL OFFICERS:
- Trips Coordinator:
- To encourage interest among members to become trip and activity leaders.
- To make all trip leaders aware of, and enforce the trip leader guidelines.
- To develop and organize a calendar of scheduled Section trips and activities for publication in the section and PATC newsletters and by appropriate electronic means.
- Membership Coordinator:
- To maintain an up-to-date membership list denoting section members in good standing.
- To collect all membership dues for forwarding to the Treasurer.
- To develop a membership list on a yearly basis for inclusion in the newsletter.
- To forward a membership list on a yearly basis to PATC headquarters for establishing revenue sharing amounts on the part of PATC.
- To serve as the point of contact for all membership questions.
- Newsletter Editor:
To edit and publish the Section's newsletter, approximately six times per year, normally in the months of September, October, January, February, and April, either independently or in conjunction with authors of articles.
- Special Officers:
The Chairperson as provided in the Constitution shall determine the duties of Special Officers.
- The business year of the Section shall be from May 1 through April 31.
- An election meeting shall be held in the spring, prior to the close of the business year.
- Social (e.g. potluck) meetings will be held when members so desire.
- Meetings of the elected officers may be held before each potluck / social meeting, if needed.
- The Chairperson may call Special meetings as needed.
VI. TRIP LEADER GUIDELINES
- Trip--Pre-organized, advertised STS or PATC/STS outing which directly or indirectly relates to the goals and objectives of PATC or STS.
- Trip Leader--Person who assumes responsibility for coordinating and facilitating a trip. For liability purposes, all trip leaders and co-leaders must be members of both PATC and STS.
- Goal of Guidelines: To provide a working framework, with some standards, for running STS trips. An expanded version of the following guidelines shall be maintained and distributed by the trips coordinator.
- What are the ski facilities?
- How and where do you get weather and snow conditions?
- Where is rental equipment available: locally in D.C. or near the ski site?
- Determine the contact with the local ski patrol. Think through the first aid requirements for your trip. Obtain local emergency numbers: e.g., police, fire, and hospital.
- What type of accommodations do you want for the trip?
- Private rooms?
- A cabin?
- Rent a house?
- What types of meals do you want to arrange?
- Will you plan any of them?
- What restaurants are available locally?
- Would you want a potluck?
- How about snacks at the site?
- What are the ski facilities?
- Pre-Trip Planning
- All STS sanctioned trips should be pre-advertised in both the STS newsletter and PATC newsletters.
- Trip leaders are responsible for mailing an informational letter to all trip participants detailing:
- Trip itinerary
- Information on ski areas to be visited,
- Information on meal arrangements and restaurant opportunities,
- Check-in routine,
- Cancellation policy,
- Driving directions,
- Names and phone numbers of trip participants, and
- Alternate trip activities. At leader discretion, the letter may also provide clothing and equipment suggestions.
- Trip leaders are to make participants fully aware of STS cancellation policies:
- Refunds are not granted unless replacements are found from the trip's wait list or if the place of lodging agrees to grant a refund.
- Exceptions may be made only in cases of bona fide emergencies (e.g. medical).
- Carpool Method
- Car-pooling is encouraged for ecological, cost, and parking reasons.
- Car-pooling arrangements should be made by trip participants at any pre-trip meeting or via phone or e-mail before departure. The trip roster provided by the leader should be used to facilitate these arrangements. For liability purposes the leader should not formally designate carpools, but may suggest options to participants needing rides.
- Car-pool drivers should negotiate reimbursements for sharing of travel expenses with their passengers in advance. In most cases, riders will pay for all vehicle gasoline while the driver / owner bears wear and tear on the vehicle. However, drivers and riders may negotiate their own terms if they choose.
- Reservations 1. Reservations are made on a first-come, first-served basis. a. A formal reservation exists only once the trip leader has payment for the trip applicant's lodging in hand. b. Verbal understandings with no payment are invalid. 2. Trip leaders shall maintain a wait list of people interested in their trip, and shall contact them as needed as vacancies occur. Advance payment is not required of the wait-listed participants but they are expected to remit promptly upon being accepted for a trip. 3. STS can provide deposit money to trip leader, with prior approval by the Trip Coordinator and Treasurer.
- Trip Finances
- Leader expenses should be figured into the cost of the trip: postage, phone, mail, photocopying. A reasonable maximum is $2.00 per person per trip for a weekend trip. This is at the trip leader's discretion.
- The trip leader should be aware of the cancellation policy of STS as outlined above. The leader should plan the trip accordingly, and clearly state this policy in the trip announcement, so as not to financially burden the trip leader, the participants, or STS.
- In instances where no snow is available for skiing, participants should be prepared for alternate activities such as hiking, ice-skating, snow shoeing, for example.
- The leader's cost of the trip, except for traveling expenses, is to be paid for by the club. This payment will mainly be funded by monies collected from trip participants. Trip pricing must be formulated to cover this expense.
- Actual Trip
- All trip announcements will be sent to the Trips Coordinator, who will prepare the monthly trip schedule for inclusion in the next newsletter.
- Pray for snow.
- For safety purposes, assure that no one skis alone; use a buddy system.
- Have local emergency numbers and/or local ski patrol contact available to all members of the trip.
- Have the level of first aid experience and equipment be commensurate with the trip difficulty and extent.
- Après Ski
- What activities will you plan: on-site activities? Potluck dinner? Slides? Movies? Games? VCR? Square dancing? Group massage? Letter writing?
- How about off-site activities? Dinner? Nightclub? Dance? Hot tub? Swim? Movie? Museums? Antique shops?
- Report of Trips to Trips Coordinator and Treasurer. (For trip leader convenience, all items 1-3 can be sent to treasurer who will forward them to the appropriate person)
- Submit a newsy blurb to the newsletter editor, including: the trip leader's name, participants' names, location of trip, date of trip, and a synopsis of newsworthy trip events.
- Submit a "formal" report to the trip coordinator, including: a summary of expenses and income; recommendations and suggestions for future trips to the same area, and problems or concerns during the trip that should be addressed.
- Submit a report to the Treasurer detailing trip expenses and income, and either including a check for the net income from the trip or a request for reimbursement for excess trip expenses.
These by-laws may be amended by a majority of members present at any regular or special meeting, provided that the language of the amendment is either printed in the newsletter prior to the meeting or is distributed at a previous general meeting.