LUNARFINS
JSC
Skin & Scuba Diving Club
Official
Standards for Club Trips
REVISED
& APPROVED -
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 Coordinator. The Board of Directors must
approve any changes recommended.
3. The Trip 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 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
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 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 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 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 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 tother 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
7. The Trip Leader shall
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 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 Paragraph 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 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 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. Lunarfin
sponsored trips shall be listed separately from other trips approved by the
Board of Directors when advertised in the 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
Coordinator and approved by the Lunarfins Board of Directors.
3. TGCC sanctioned trips
and events, Lunarfin member sponsored and non-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 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 Coordinator who shall cause an investigation to be made and recommend
appropriate action to the Board of Directors.