Duties of the Trip/Activity Leader:

Ski Trip Leader or Activity Trip Leader, here-after referred to as the Trip Leader, reports to the respective Ski Trip or Activity Chairperson, here-after referred to as the Chairperson.

1. The Trip Leader and Co-Trip Leaders shall be required to pay the same deposit for the trip or event as required of the people who sign up.

2. The Trip Leader shall submit this deposit to the Treasurer at the first meeting at which sign-up begins.

3. The Trip Leader must prepare a flyer 8 1/2" x 11" or 8 1/2"x 5 1/2" describing the trip or activity. The flyer shall include the following information:

Date, time, place of departure

Map of the departure point

Total cost of the trip

Date total payment is due

Amount of deposit

Lodging Provided

Meals Provided

Lift tickets or admission provided

Wine and cheese party (date, time, location, etc.)

Swimming, tennis, golf, etc., facilities

Estimated time of return

Name, address, home and work phone numbers of the Trip Leader(s)

Date of meeting when sign-up will begin

4. The Trip Leader must publicize the flyer in the newsletter prior to the meeting at which sign-up will begin and each newsletter until the trip is run.

5. The Trip Leader must have sufficient quantities of the flyer available at every meeting from the first sign-up until the trip is run.

6. The Trip Leader must make a poster with art work and information suitable for display and display it at all meetings from the first sign-up until the trip is run. The associated Chairperson will determine when a poster is not required.

7. The Trip Leader must read and abide by Article X of the By-Laws.

8. The Trip Leader must maintain wait lists as provided in Article X.

9. The Trip Leader must maintain a cancellation list as provided in Article X. Every cancellation must be recorded with:

Name of canceller

Date of cancellation

Time of cancellation

Amount already paid by canceller

Phone number of canceller

10. The Trip Leader shall provide the Chairperson the refund requests which includes the of names, addresses, phone numbers, date of cancellation, and amounts requested within thirty (30) calendar days of completion of the event.

11. The Trip Leader (or Co-Trip Leader) must be available for each meeting for at least two (2) hours from the first sign-up until the trip is run.

12. The Trip Leader (or Co-Trip Leader) must make opportunity to sell the trip at other Club functions or have a delegate representing them when possible.

13. The Trip Leader must have sufficient supply of Article X of the By-Laws (sign-up, deposit, cancellation, and refund policies) and make a copy of Article X available at the sign-up table at every meeting to everyone who signs up for a trip or event at the time they sign up. It is the responsibility of the Trip Leader to secure copies of Article X from the Vice President or Chairperson before the trip opens for sign ups. The Trip Leader should ask everyone who signs up if they are familiar with the policy in Article X, and give them a copy if they are not.

14. On the trip, the Trip Leader shall be responsible for supplying wine and cheese, if applicable, garbage bag for bus and party, all clean-up, checks for paying bills, and check on rooming arrangements for the bus driver.

15. The Trip Leader must write an article describing the trip or event in an interesting manner for the newsletter and deliver it to the editor in sufficient time to be published in the newsletter immediately following the trip or event.

16. The Trip Leader, at the conclusion of the trip or activity, must submit a profit or loss statement to the Treasurer within thirty (30) calendar days. This statement must include all monies paid out by the GM Ski Club for resort/lodging reservations, transportation costs, meals, cost of advertising (flyers), etc., and all monies collected for the same trip or activity. This statement is imperative in order for the Treasurer to keep the Club’s financial records up to date.

17. The Trip Leader shall be responsible to enforce the policy of non-smoking outlined in Article XII.

1. The amount required as a deposit is to be set by the Chairperson in accordance with the guidelines as set forth in Article X of the By-Laws. The Trip Leader must collect the deposits from anyone who signs up at the time they sign up for the trip or activity. Deposits must be collected from people who sign up on wait lists, as well as people who sign up on the official event list, as provided in Article X.
2. Deposits must be submitted to the Treasurer in a timely fashion using the appropriate recording forms.

1. The handling of all matters concerning refunds is the duty of the Treasurer and only the Treasurer.
2. The Trip Leader should never indicate to anyone that they will receive a refund or lose a deposit. The Trip Leader should inform the canceller that Article X will determine the amount of the refund or loss and will be decided by the Treasurer after the event or trip is run.
3. The canceller should be told that no refunds will be made until after a full accounting of the trip is made by the Trip Leader within thirty (30) calendar days of the completion of the trip. Exception being when the canceller cancels while still wait listed.

1. At the 2nd Board Meeting immediately following the trip or event, the Treasurer shall propose a motion to refund the deposit (or the amount determined to be proper remuneration) to the Trip Leader and Co-Trip Leaders. The Chairperson shall comment on the completeness of the duties performed by the Trip Leader, and upon statement that all the minimum duties have been performed, the Board shall vote to make a full refund of the deposit or remuneration.
2. If the Trip Leader or any Co-Trip Leaders has not performed the minimum duties as described above and other duties deemed necessary by the Board to insure success of the trip or event, the Board members should amend the motion to reduce the remuneration amount to be refunded by an amount appropriate to the inconvenience caused because of the duties performed, or to any losses the trip may have incurred.
3. The appointed Trip Leader assumes responsibility for the performance of any Co-Trip Leaders he appoints, and shall forfeit his deposit or portions thereof as determined by the Board, as though he had failed to perform the duties himself.
4. It shall be the responsibility of the Chairperson to maintain a supply of this policy and to provide a copy of it the Trip Leader within one (1) week of his/her appointment.
5. It shall be the responsibility of the Trip Leader to read and understand this policy and to take any questions he may have to any officer for resolution.