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Kittyhawk Trip Policy
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1. A member in good standing, having paid current year dues, may sign up for advertised trips in accordance with the published sign up schedule. A member participating in a trip must be a member in good standing, having paid current year dues, at the time of the trip's occurrence.

2. All members of the Kittyhawk Ski Club (KSC) board will receive one priority reservation, which can be used on any KSC trip.

a. Before the trip is opened to the general membership, the board member must notify the trip leader that he/she is using their priority reservation for that particular trip and submit the first payment at the same time.

b. The priority reservation is applicable to the board member and one other member of the board member's choice.

c. Priority reservations must be used during the current club year and may not be accumulated.

3. All trip deposits shall be made to the respective trip leader by check or money order only, payable to 'Kitty-hawk Ski Club, Inc.' at the time of sign up. More than one person's deposit may be on a single check, however, please indicate all names.

4. No deposits or trip payments shall be transferred between trips. Routine refunds will be processed as soon as possible and promptly mailed to the member.

5. Deposit amounts per person will be established for each trip (for a family membership the husband, wife, and each child are considered separate persons).

6. Dependents (under the age of 18) may go on trips only if the parent/legal guardian is on the trip. The parent/legal guardian is responsible for ensuring compliance with applicable state alcoholic beverage laws.

7. Adults (anyone over the age of 18) may go on trips unaccompanied by parent/legal guardian, and are responsible for their own conduct. If under the age of 21 they are not permitted to drink alcoholic beverages. Anyone ignoring this rule may be turned over to local authorities, and/or have club membership revoked.

8. The KSC board can authorize early sign-up (prior to official sign-up date for the general membership) for new members (defined as people who have never previously been members of the KSC). The early sign-up applies only to the new member or new family members. The new member is not entitled to sign up a guest or a current KSC member as part of the early sign-up privilege. The early sign-up applies only to the actual new member(s).

9. At the designated dates, sign ups will be accepted from members only. Two weeks later, sign ups will be open to guests. After the initial two weeks membership takes no priority.

10. After the initial two weeks a member may sign up one guest per trip, for a non-refundable guest fee of $10.00 in addition to the trip deposit.

11. If a trip has not been filled by Kittyhawk members, sign ups will be opened to OVSC members. OVSC members are not subject to the guest fee.

CANCELLATIONS & REFUNDS

1. The participant is responsible for notifying the trip leader of cancellations. Cancellations will be made only to the respective trip leader. his or her assistant, or the Trips Chairperson verbally or in writing. Inability to contact one of these individuals is an unacceptable reason for late cancellation or no-show status.

2. All trip substitutions must be made by the trip leader from the waiting list.

3. A cancellation will result in participant's liability for any expenses which accrue on his or her behalf (e.g. empty seats, lodging charges, ticket transfer charges for replacement, etc.), up to the total published individual trip price. If the canceled participant can be replaced, as full a refund as possible will be made.

4. 'No-shows' will be responsible for all expenses accrued, up to the full-advertised price of the trip. Reimbursement for unused airline tickets is subject to airline policy, Neither Kittyhawk Ski Club or its agents are responsible for reimbursement. This decision rests solely with the airline.

5. In all cases the club will retain the first $10.00 per person of any excess income generated by a trip. Any excess income over $10.00 per person will be refunded, rounded to the nearest whole dollar. Amounts less than or equal to 49 cents will be rounded down. Amounts greater than or equal to 50 cents will be rounded up.

GENERAL

1. If a trip is canceled or shortened for reason beyond the club's control (e.g. weather or equipment failure) a refund may be made. However, trip participants will be liable for any expenses or deposits not returned to the club because of the cancellation (e.g. bus charges or room deposits).

2. Any additional expenses incurred because a trip returns late shall be the responsibility of the individuals on the trip.

3. Trip leaders, available board members, and the bus driver(s)/transportation provider will be responsible for any decision to return early from a trip for weather or other considerations. Bus drivers/transportation provider will have ultimate authority on decisions pertaining to transportation. Trip leaders, in conjunction with available board members, will make all decisions involving expenditures or losses of funds.

4. All individuals on trips are responsible for meeting published trip schedules and not holding up the group. Failure to meet schedules could result in a no-show status or being left behind. Any actions and/or costs required or incurred to rejoin the group are the individual's responsibility.

5. A Kittyhawk Ski Club member going on an OVSC trip is subject to the policies of the host club.

6. All trip participants and leaders are encouraged to use alcohol responsibly!! Club supplied alcoholic beverages will be closed to trip participants 4 hours prior to scheduled arrival at WPAFB on the return leg of a trip. Failure to comply with this policy may be cause for revocation of club membership.

TRIP LEADER REMUNERATION

1. A trip leader who leads a trip that is a minimum of 5 days will be reimbursed, $10.00 for each trip participant, up to a maximum of $599.00. This is provided that the trip leader demonstrates reasonable responsibility during the trip, and completes all required post trip reports within 30 days after the trip’s return date

2. A trip leader who leads a trip of less than 5 days will be reimbursed, $5.00 for each trip participant, up to a maximum of $599.00. This is provided the trip leader demonstrates reasonable responsibility during the trip, and completes all required post trip reports within 30 days of trip’s return date.

3. Remuneration for trip leaders is subject to board review for approval, and can be denied if appropriate conditions are not met.