Apres Ski Club

Après Ski Club

P O L I C Y

P. O. Box 4794

San Jose, CA 95150 - 4794

Reviewed and Revised May 3, 2010.

TABLE OF CONTENTS

INTRODUCTION

DEFINITIONS

Article 1. ADMINISTRATION

Article 2. FINANCE

Article 3. NEWSLETTER AND OTHER COMMUNICATIONS

Article 4. MEMBERSHIP

Article 5. ELECTION OF OFFICERS

Article 6. LODGE

Article 7. ACTIVITIES, TRIPS AND EVENTS

Article 8. SKI & SNOWBOARD COMPETITION

Article 9. FARWEST SKI ASSOCIATION/BAY AREA COUNCIL; UNITED STATES RECREATIONAL SKI ASSOCIATION

INTRODUCTION

(Revised March 23, 1987) The policies of Après Ski Club clearly identify specific courses of action or desired objectives. These policies shall be determined by affirmative Board action and shall not conflict with the Club By-Laws or Articles of Incorporation.

A Club Policy establishes a precedent by which to deal with a similar situation as it arises in the future. This is in distinction to those decisions of the Board, which are of a one time, directive nature and not meant to have forward-reaching effects.

The term "procedure" shall apply to that plan of action necessary to carry out Club Policy. The person(s) charged with the responsibility of carrying out policy shall determine procedure. Procedure is subject to review by the Board at any time it desires.

The following procedures will be followed in implementing Club policies:

1. Policy will be designated as such at the time of the action of the Board.

2. The Secretary will designate Policy in the minutes of the Board Meeting and add to, delete from, or change the Policy document.

3. It shall be the responsibility of the Secretary to maintain the manual of the Club Policy.

4. An annual review of the existing Club Policy shall be made by a Policy Committee, and its recommendations shall be presented to the Board.

5. A current Club Policy document will be given to incoming Board members upon assumption of their office.

6. A notice of changes to the Club Policy document, as submitted by the Secretary, must be published in the Club newsletter within two (2) issues.

DEFINITIONS

CLUB YEAR: Each year shall begin May 1 and extend through April 30.

MEMBER: (Revised March 23, 1987) Any unmarried person, twenty-one (21) years of age or older, who has paid current dues. An unmarried person shall be defined as one who has never been married, one who is not presently married, one who is a party in an interlocutory dissolution or divorce, one who is legally separated, or one who is a party in a dissolution or divorce which has been filed.

MEMBERSHIP PERIOD: (Revised April 5, 2000) All memberships commence on the date of application and payment receipt. All memberships expire on the last day of the month, one-year or six months following the month in which the application and payment were received. Membership rights and privileges are only available during the twelve or six month period.

ACTIVITIES BOARD: (Revised August 3,1991) The Activities Board shall consist of a minimum of the Vice President and/or Assistant Vice President as chairpersons, and all Directors involved with Sports and Social activities.

BOARD MEMBER: (Added September 7, 1989) A Board Member is an elected officer, one of the twelve (12) appointed directors, and director-selected, officer-approved assistants.

CHILDREN: (Revised February 7, 2001) Anyone under twenty-one (21) years of age.

GUEST: (Added February 7, 2001) Any non-member.

Article 1. ADMINISTRATION

1.1 BOARD MEETINGS: Board Meetings will be held as specified in the By- Laws.

1.2 NOTICE OF BOARD MEETINGS: Board Meetings will be announced in the Club newsletter issued immediately prior to the meeting and be announced at the General Meeting prior to the Board Meeting.

1.3 MEETING SCHEDULE: (Revised June 1, 1994) Après Ski Club shall have general membership meetings throughout the year, as directed by the Board of Directors.

1.4 CLUB YEAR: See DEFINITIONS.

1.5 NAME PINS: (Revised April 5, 2000) The Club will provide name pins for officers, directors, assistant directors, activity leaders and other contributors as directed by the President. In the case of the other contributors, these name pins are intended as recognition for contribution to Après Ski Club activities. These pins should be worn by Board members at the General Meetings and events intended to promote new membership.

1.6 OFFICER AND DIRECTOR NOTEBOOKS: (Revised August 3, 1991) All Board members will keep an annual notebook to be turned over to their successors. Minimum contents of this notebook will include: Articles of Incorporation, By-Laws, Club Policy, Board Meeting minutes, Treasurer's reports, Transactions pertinent to the responsibilities of the office, Job description guidelines, and Procedures Manual.

1.7 DISTRIBUTION OF CLUB POLICY: (November 4, 2009) Board members will distribute a copy of the Club Policy to each activity leader and shall review these policies with each new leader. Copies of the By-Laws and Policy will also be available to the general membership. If copies are distributed electronically, they must be in a non-tamper format such as an Adobe PDF file that restricts editing of the document and its security settings without a password.

1.8 STORAGE LOCKER: (Revised March 23, 1987) The Club may rent a mini-storage locker to secure various items of Club property. The President will select the person(s) who will have control of access to the locker.

1.9 PROPERTY INVENTORY: (Revised March 23, 1987) The President shall appoint a member of the Board who will ensure an inventory of Club-owned property within sixty (60) days of assuming office. Acquisitions, dispositions and discrepancies since the previous inventory will be reported in writing to the Board.

1.10 INSURANCE COVERAGE: (Revised March 23, 1987) The Club will maintain adequate insurance coverage to protect the Club assets. Such coverage shall include a minimum $500,000 liability policy.

1.11 AUTHORIZED ENDORSEMENTS: The Board of Directors shall be the only official source representing the Club's opinion. Any statement representing the Club's views or opinion shall have the Board of Directors approval.

1.12 VEHICLE USE REIMBURSEMENT: (Revised April 5, 2000) Club members may use their vehicles for Club business with prior authorization by the appropriate Director and proof of insurance. Directors and Officers are authorized to use their vehicles on Après Ski Club business. Reimbursement for gas used while conducting Club business requires prior Board approval for such expenditure.

1.13 USE OF PERSONAL VEHICLE ON APRÈS BUSINESS: (Added March 23, 1987) Officers and Directors shall be responsible for maintaining a copy of the current face sheet of their insurance policy on file with the Secretary.

1.14 OFFERS OF FREE MERCHANDISE OR SERVICES: (Revised April 5, 2000) In the event of an offer of free or discounted merchandise or services to the Après Ski Club members or any Officer or Director of the Après Ski Club in their capacity as a member or Director/Officer of the Club, the offer shall promptly be reported to the President. No member shall accept any offers as a representative of the Club without approval by the President. The President shall determine the disposition of the offer and report the offer and disposition to the Board at the next regularly scheduled Board Meeting.

1.15 CONFLICT OF INTEREST: (Revised July 17, 1994) No Après Ski Club meeting, event, or membership roster shall be used by any member to further the member's own business interests or to promote any competing organization, event, or product. Après Ski Club will not enter into any business transaction with any member except by the prior approval of the Board on an individual basis. When there is an obvious conflict of interest, simultaneously holding dual voting positions on the Après Board of Directors and on the board of a like organization is disallowed, on a case-by-case basis.

1.16 EXECUTIVE SESSIONS OF THE BOARD: (Revised August 3, 1991) The Board will meet in Executive Session to consider any matter that includes information, factual or otherwise, which might be considered derogatory in any sense to any member or members of the Club or to the Club itself. Only Officers, Directors and Assistant Directors will be present at any executive session of the Board. The President shall invite involved individuals to be present to provide information to the Board.

1.17 MEMBER ACKNOWLEDGMENT: (Added June 4, 1987) The Club will acknowledge any significant event, illness or loss in a member's life when so informed. The Club Secretary will determine the appropriate written form of acknowledgment.

1.18 ADVISORY BOARD: (Revised April 5, 2000) The Advisory Board will consist of past Presidents and up to three professionally qualified advisors that are active members of Après Ski Club. The group will meet quarterly and/or at the request of the existing President and/or Board of Directors. The Board's purpose will be that of a senior advisory group to take under review items that have long-term impact on Après Ski Club and will provide continuity between administrations. The Advisory Board will report its findings to the elected Officers or Board of Directors as directed by the Club President. The group will not make policy or have Board voting privileges.

1.19 DISTRIBUTION OF APRÈS BOARD OF DIRECTOR MEETING MINUTES: (Added November 4, 2009)

a. Paper copies of approved Après Board of Director meeting minutes will be made available to an Après member upon receipt of a written request specifying the meeting dates desired and including the appropriate distribution fee and self addressed envelope. All written requests must be sent to Après Ski Club, P.O. Box 4794 San Jose, CA 95150-4794 or hand delivered to an Après Board Director. An email to a Board Director is not considered a written request.

b. The fee schedule for paper copies of approved Après Board of Director meeting minutes is $3.00 per meeting in the current calendar year, $5.00 per meeting for the previous calendar year and $10.00 per meeting for prior calendar years. Unless otherwise specified, copies will be mailed within 30 days if the request is sent to the PO Box, or 2 weeks if hand delivered to an Après Board Director.

c. Electronically distributed copies of approved Après Board of Director Meeting minutes must be in a non-tamper format such as an Adobe PDF file that restricts editing of the document and its security settings without a password.

d. Unapproved Après Board of Director Meeting minutes, or extracts from same, shall not be distributed in any form other than to an Après Board Director.

Article 2. FINANCE

2.1 EXPENDITURE LIMITATION: (Revised July 2, 2004) The Treasurer is authorized to, and shall disburse funds for a budgeted event as set forth in 2.10 below. In addition, the treasurer shall disburse funds for unbudgeted administrative costs approved by the appropriate Director, not to exceed $100 per month. Expenditures not covered under this $100 limit would be for meals, lodging and transportation. The treasurer is also authorized to disburse funds for incidental expenses arising from board-sanctioned meetings at which one or more board members are present.

2.2 EXPENDITURE DELAY: The Treasurer and President may delay for a period not exceeding ninety (90) days the expenditure of funds authorized by the Board if the fiscal position of the Club does not permit such expenditure.

2.3 EVENT FINANCIAL REPORT: All event leaders will provide a written financial report to the Director and Treasurer within two weeks after the event. All funds not previously deposited with the Treasurer will accompany the report.

2.4 EVENT FINANCES: (Revised August 3, 1991) Except when otherwise indicated by prior Board approval, all activities are intended to break even financially. However, the Treasury shall accrue surpluses and assume deficits on all Club activities. An event budget shall include 10% to cover deficits, except any event costing $200 or more per person, this event to include a 2% to 5% surplus to cover deficits.

2.5 EVENT TERMS OF PAYMENT: Financial commitments for Club activities will be by written contract and/or invoice arrangement only.

2.6 FINANCIAL LIMITATION: The Club shall not assume financial liability for non-Club sponsored activities.

2.7 ACCOUNTABILITY OF CLUB FINANCES: (Revised March 23, 1987) Income received by event leaders for various events shall be turned over to the Treasurer via the appropriate Director within seven (7) days of receipt, so as to allow timely clearance of personal checks and replenishment of Club funds for deposits and advances.

2.8 ADMINISTRATIVE EXPENSES: Club members shall be prudent in incurring administrative expenses.

2.9 FINANCIAL LIABILITY FOR OFFICERS: (Revised April 5, 2000) The President and Treasurer shall be bonded for $25,000 each and only these two shall have access to the Treasury. New checking account signature cards for the Treasurer and President are required at the beginning of each term and any previously authorized signatures shall be removed and made a matter of record in the Board minutes.

2.10 BUDGETS: (Revised May 5, 2010)

All events shall be budgeted prior to announcement of a price of the event to the general membership. The budget shall include figures for anticipated attendance, fixed costs, variable costs, and prices to be charged each member and non-member attending the event. The budget will also specify a sign-up cut-off date, the amount of advance money required, and the name of the event leader. The budget shall include any privileges and discounts provided to the trip leader. The budget shall be used to set the price of the event based on the best estimate of attendance. The price will include discounts in accordance with Policy 7.16. The Treasurer and appropriate Director must approve budgets. The board must approve budgets and associated contracts for a single event that obligate the Club for $500 or more (i.e. rental of facility, bar guarantee). Purchase of incidentals not relating specifically to an event must be approved in advance by Board action.

2.11 EVENT PRICE: (Revised August 3, 1991) The price of an event will be firm as established by the event budget. The price of any event may be changed only by Board action. Event price changes will not be made after the commencement of the event.

2.12 PROPERTY DISPOSITION: (Revised April 1, 1996) Property of Après Ski Club with a replacement value greater then $50.00 shall not be disposed of without prior approval of the Board.

2.13 FINANCIAL RECORDS ACCESS: The financial records of the Club are available for inspection by any member of the Club upon reasonable notice.

2.14 FUNDS FROM NON-MEMBERS: Funds, other than currency, will not be accepted from non-members. A sponsoring member may pay the event fee.

2.15 CHECK REQUEST: The responsible event leader and Director shall prepare, sign and present to the Treasurer a Request for Check form at such time as an advance or reimbursement is required. An advance may be for food, danceband, trip deposit, etc., and may be made only after a budget has been submitted. Reimbursements requested shall be accompanied by receipts or make reference to a submitted event financial report.

2.16 DISHONORED CHECKS: (Added June 6, 1985) If a member submits two dishonored checks or if said member does not cover a check or obligation after demand in writing, this member's name shall be brought before an Executive Session of the Board of Directors of Après to consider termination of his/her membership without any refund of dues paid. The Treasurer shall take whatever action is necessary to recover the amounts represented by the dishonored checks and other debts and shall inform the Board of the action taken or to be taken. A list shall be kept by the Treasurer of all dishonored checks and debts. Makers of dishonored checks or members who owe an obligation to the Club shall be advised of the above policy and assessed a $10.00 service fee. (Dishonored checks due to bank error, as so notified by the bank, shall not be listed on the "Bad Check List".) After a period of one year, a person's name shall be removed from the list.

2.17 DISCOUNTS AND INCENTIVES: (Added April 5, 2000) Discounts, incentives, bonuses, coupons, and/or Lodge privileges not expressly defined in these policies or in an approved budget require prior approval by the Board.

Article 3. NEWSLETTER AND OTHER COMMUNICATIONS

3.1 PUBLISHING SCHEDULE AND FEES: Après Ski Club will publish a monthly newsletter to be distributed to all members at no additional charge.

3.2 MAILING SCHEDULE: The newsletter will be mailed so as to arrive in time for members to be informed of upcoming events.

3.3 MAILING COSTS: Under normal circumstances, the newsletter will be mailed at first-class rate.

3.4 EXTRA MAILINGS: (Revised March 23, 1987) The use of unscheduled mailings is to be discouraged.

3.5 NON-CLUB SPONSORED EVENTS: (Revised February 5, 1997) Events sponsored by other than Après Ski Club must be so identified in any Club advertising. The Activity Board (Vice President) and President must approve inclusion in the newsletter.

3.6 CLUB LOGO: All Après Ski Club printed matter shall display the Club logo. Orientation of the logo is as shown. (Skis are at a forty-five (45) degree angle and the line of the snowflake is vertical.)

3.7 NEWSLETTER ADVERTISING: (Revised February 5, 1997) Paid advertising must be of interest to the general membership and shall be solicited for the newsletter at the discretion of the newsletter editor, the Activity Board (Vice President) and the President. Advertising fees are to be determined by the editor and approved by the Board of Directors.

3.8 ELECTRONIC COMMUNICATIONS: (Added April 5, 2000) The Club shall maintain an e-mail list of members and a website for electronic communications. Every effort should be made to maintain the Scribe on the website.

3.9 GROUP E-MAILINGS (Added April 20, 2005) The Club may maintain an

e-mailing group and subgroups. The primary e-mailing group is currently apres@yahoogroups.com and both Après members and non-members may receive distributions. This group must be monitored as appointed by the Board. Only Après members may post messages (See Policy 3.5).

Après does not promote commercial events. Supported events, other than those sponsored by Après, are generally free concerts open to the general public, events sponsored by local sister clubs or those events that support charitable or non-profit organizations that are of interest to the majority of Après members.

In general, there will be an assumption of reciprocity – those clubs which agree to post Après event notices to their members will, in turn, have their event notices posted to Après members. This may be limited, at the discretion of the Après Board of Directors and/or Après yahoogroup moderators.

Article 4. MEMBERSHIP

4.1 MEMBERSHIP PERIOD: See DEFINITIONS.

4.2 MEMBERSHIP LISTS: Membership lists will be distributed only to the Board of Directors and others as designated by the President or Membership Director and not to the general membership. Membership lists shall be used for official Club business only and not for personal use.

4.3 MEMBERSHIP FEES: Annual dues and initiation fees will be in an amount determined by the Board of Directors.

4.4 MEMBERSHIP RENEWALS: (Revised March 23, 1987) Members will be notified of their expiration date two (2) months in advance by first class mail. Annual dues and an initiation fee will be required after the expiration date.

4.5 MEMBERSHIP STANDING: The Board of Directors shall have the authority to suspend, by a two-thirds (2/3) majority vote, an individual's membership because of conduct unbecoming a member or financial irresponsibility.

4.6 MEMBERSHIP AWARDS: (Revised July 17, 1994) At the end of each fiscal year members of the Club shall be recognized for their service to the Club. The following awards should be considered.

a. The Member of the Year should be the person(s) who has provided leadership and service to the Club in more than one specific area. The recipient(s) of this award shall receive one year's membership free as part of this award.

b. The Outstanding Service/Board Member(s) should be the Board member(s) who has provided outstanding leadership and service for the Board position held and additional duties performed during the administration

c. The Outstanding Service/Non-Board Member(s) should be the member(s) who has provided outstanding leadership and service for the continuing activity performed

d. The Sustained Service Member(s) should be the person(s) who has provided service and leadership to the Club for a period of at least three (3) consecutive years in more than one specific area of service. The recipient(s) of this award shall receive a lifetime membership free as part of this award.

4.7 FREE MEMBERSHIPS: Members of the Board of Directors and Assistants to the Directors shall receive a one-year free membership after serving on the Board and/or as Assistants for six (6) months. If membership becomes due before the six (6) month period has elapsed, they shall pay the dues and receive a free membership the following year.

4.8 MEMBERSHIP PROMOTIONAL INCENTIVES: (Revised August 3, 1991) Each member who recruits one or more members shall receive an award to be determined by the Marketing Director with approval of the President. Each new member will receive a new member's packet with appropriate recognition, contents as determined by the Marketing Director with approval of the President.

4.9 PRESIDENT’S LIFETIME MEMBERSHIP: (Added December 2, 1987, Revised April 5, 2000) Unless otherwise approved by the Board, all Presidents, past, present and future, will receive a lifetime membership in Après Ski Club, Inc. as long as they completed their term of office and continue to meet the definition of a member and maintain a current personal liability waiver with the Club.

4.10 MEMBERSHIP EXCLUSIONS: (Abolished April 3, 2002) Membership in the Après Ski club shall be excluded to persons living within a fifty (50) mile radius of the Après Lodge located at King's Beach, California, except as approved by the Board.

4.11 COMPLIANCE WITH STATUTES: (Added July 17, 1994) Ski Club will not engage in or promote any activity that is specifically prohibited by federal or state anti-discrimination laws.

Article 5. ELECTION OF OFFICERS

5.1 ELIGIBILITY REQUIREMENTS FOR ELECTED OFFICE: (Added 1993)

a. Persons wishing to run for the office of President, Vice President, Treasurer, or Secretary are required to have been members in good standing in the Ski Club for a minimum of six months as of the election date.

b. Effective August 1993, persons wishing to run for the office of President, Vice President, Treasurer, or Secretary are required to have served on the Ski Club Board of Directors for a minimum of six months during the two years previous to the election date.

c. Effective August 1993, the Board of Directors can waive the eligibility requirements for any person not qualifying on a case-by-case basis.

5.2 CAMPAIGN RULES: (Revised April 5, 2000)

a. There will be no mailing or telephone solicitations using the e-mail or published membership list unless authorized in advance by the Election Committee.

b. There will be a limit to campaign spending, with the amount to be set by the Election Committee. The Club will not reimburse the member for expenditures exceeding the set limit.

c. All campaign literature will be submitted to the Election Committee Chairperson to be approved before it is distributed. The source of the literature should be identified.

d. In fairness to all candidates, any member of the current Board of Directors who accepts a nomination for election to an office should abstain from voting on any issue pertaining to the election.

e. The Board of Directors shall not officially endorse any candidate for office.

f. Anyone accepting appointment to the Nominating or Election Committee may not endorse or campaign for any candidate.

g. Any violation of the campaign rules will be reviewed by the Board of Directors, which may result in disciplinary action. Such action may include disqualification of a candidate for the intended office.

5.3 NOMINATING COMMITTEE RESPONSIBILITIES: (Revised August 26,1990)

a. Solicit potential candidates from the membership, accept written, dated declarations of candidacy, and develop a slate of nominees.

b. Verify that all potential candidates are members in good standing with the Club at the time of nomination, election, and assuming office.

c. Distribute campaign rules to all candidates.

d. Prepare a ballot of all eligible candidates.

e. Any person appointed to serve on the Nominating Committee shall be allowed to run for the office of their choice. Should any member of the Nominating Committee so elect to run for office they shall be automatically dropped from the Nominating Committee and their place filled by appointment of the Nominating Committee chairperson.

5.4 ELECTION COMMITTEE RESPONSIBILITIES: (Added March 23, 1987)

a. Distribute, collect, count, and record all ballots, including absentee ballots.

b. Declare the elected candidates. Election results shall be kept confidential until official announcement.

c. Any person appointed to serve on the Election Committee shall be allowed to run for the office of their choice. Should any member of the Election Committee so elect to run for office they shall be automatically dropped from the Election Committee and their place filled by appointment of the Election Committee chairperson.

d. All candidates will be informed of the vote totals for their office right after the election. The ballots will be retained for seven (7) days after the election. Any candidate may request a recount during that period. A Recount Committee will be appointed by the Election Committee chairperson. No member of the original counting committee will be allowed to be on the Recount Committee.

e. The official election results and candidate vote totals shall be entered into the Board of Directors minutes at the next regularly scheduled Board Meeting following the election. Any Club member may, in writing, request the vote totals, and shall be promptly supplied it in writing by the Club Secretary.

Article 6. LODGE

6.1 ACCOMMODATIONS: Après Ski Club provides its members with accommodations at the Après Lodge at a reasonable cost on a cooperative work basis.

a. LENGTH OF STAY: (Revised April 3, 2002) No individual other than the Lodge caretaker shall be entitled to stay at the Lodge more than 2 weeks within a thirty (30) day time period unless the individual and their stay has received prior Après Ski Club approval.

6.2 LODGE SIGNUPS: (Revised April 2, 2003) A price differential shall be charged non-members. Payment in full is required to secure advance reservations for deluxe rooms and for participation in organized weekends. Reservations for deluxe rooms are taken only for Friday and Saturday nights with the exception of dates covered by organized events. The cut-off for calling the Lodge Ops for weekend reservations is Thursday 6:00 p.m. Reservations for deluxe rooms for organized and non-organized weekends shall be limited to a maximum of thirty (30) days in advance unless an alternate date is identified in the Scribe. The thirty (30) day advance reservation is based on the postmark on the envelope mailed to the Lodge captain or Lodge Ops Director. If 30 days falls on a mail holiday then the next postal date will apply. If more reservations are received than there are deluxe rooms, the Lodge captain or Lodge Ops Director will determine by lottery how to assign the deluxe rooms. Deluxe rooms can be reserved individually or as a pair; if reserved as a single, the other bed can be assigned to another person. Refer to section 6.3 regarding children, section 6.8 regarding race team privileges, and section 6.12 regarding Lodge guests

6.3 LODGE RULES: (Revised February 7, 2001) A set of rules and regulations governing Lodge use shall be established by the Lodge Operations Director, consistent with Club policy, approved by the Board of Directors and published. Parents shall be held accountable and responsible for the actions of their children while at the Lodge. Children are considered guests and no children under the age of 4years are allowed to stay at the Lodge. Smoking will be permitted outside of the Lodge only. Smoking is no longer permitted inside of the Après Lodge effective February 1, 1991.

6.4 LODGE CARETAKER: (Revised March 23, 1987) A caretaker shall be selected to live in the Lodge. This caretaker shall receive lodging and a free membership in the Club for the duration of his/her duties.

6.5 LODGE PROPERTY PLAN: (Revised April 5, 2000) The Lodge Property Maintenance and Improvement Plan shall be generated each year by the Property Director and submitted to the Board by July 1 with long-range (5 year) improvements included. The Property Director shall be responsible for updating this plan and projecting income and expenditures and shall provide monthly updates to the Board.

6.6 LODGE RATES: (Revised April 5, 2000) Rates shall be proposed by the Lodge Operations Director, approved by the Board and published in the Scribe.

6.7 CANCELLATION OF DELUXE ROOM AND/OR ORGANIZIED WEEKENDS: (Revised February 7, 2001)

a. If there is no waiting list, the person canceling must find a replacement or receive only a partial refund.

b. A full refund will be made for a Club-canceled activity.

c. A full refund will be made if a person on the waiting list accepts the opened spot.

d. If no one is on the waiting list, the following schedule will apply:

1. Cancellations more than one week before activity starts: full refund

2. Cancellations more than 3 days before 8 p.m. before the activity starts: 50% refund

3. Cancellations less than 3 days after 8 p.m. before the activity starts: no refund

4. No shows or late shows: no refund

e. Other refund and cancellation procedures must have prior Board approval for the event and be published in the Scribe.

6.8 LODGE PRIVILEGES: (Revised December 3l, 2004)

a. There shall be a free Lodge fee for the Lodge Operations Director and the Property Director during their term of office, because it is necessary to the job to be at the Lodge frequently.

b. There shall be three (3) Lodge coupons awarded to each Board member distributed quarterly by the Lodge Operations Director during the period served on the Board. It shall be the responsibility of each Director to submit a request to issue a maximum of twelve (12) Lodge coupons for his/her Assistant Director. All coupons issued to all Board members for the purpose of serving on the Board and all other coupons issued to any Club member for any other purpose shall be non-transferable except that the coupon may be used by a member or non-member Lodge guest when accompanied by the person to whom the coupon was originally issued. All coupons as defined above shall have an expiratory date clearly marked in ink on the face of 2 (two) years from the time of issue. All coupons previously issued shall have an expiratory date of December 31, 2006 even if undated. Members feeling they have special circumstance for expiratory date extension may partition the Board.

c. (Added May 1, 2002 Board Meeting) All coupons of any value or combination may be used for bunk or bed fees to include upgrades to deluxe rooms for members and accompanied non-member Lodge guests. No monetary change shall be given.

d. The Lodge Captain (responsible for a planned Lodge event) shall have free use of one deluxe bed and have free board for the duration of the event, and may receive Lodge coupons for up to the number of nights of the event at the discretion of the Lodge Operations Director. One Assistant Captain also shall have free room and board for the duration of the event and may receive Lodge coupons for up to the number of nights of the event at the discretion of the Lodge Operations Director. The Captain and Assistant Captain may not occupy more than one deluxe room.

e. All Junior Racers will be allowed to stay at the Lodge on an organized race weekend accompanied by a member parent or sponsored by a member. (See Policy 7.20.)

f. Effective date May 1, 1991, the four Officers on the Après Board of Directors shall have free Lodge privileges during the time they serve on the Board of Directors.

g. As of the 1990/91 Board term, all Presidents shall receive five (5) consecutive years free use of a standard Lodge room, with an option to pay for an upgrade, as long as they meet the definition of a member and maintain a current personal liability waiver with the Club and as long as they completed their term of office, unless otherwise approved by the Board.

h. The Lodge Operations and/or Property Directors have first priority for a bed at the Lodge if the purpose of their stay is in connection with duties associated with their positions and if there is a bed available. If the Lodge is full, the Lodge Operations and/or Property Directors may request that the Board reimburse them for reasonable hotel expenses. Members of the downhill ski race team shall have priority to reserve a bed at the Après Lodge during an organized race weekend. This priority will be in effect until 8:00 p.m. Sunday night before the race weekend. After this deadline, all available beds will be assigned to anyone on the fully paid waitlist and anyone who signs up afterwards. i. Each designated Activity leader shall be eligible for up to two nights lodging awarded for each quarter served in that function, issued quarterly by the Lodge Operations Director. To qualify for this privilege, Activity leaders must meet the criteria defined in sections 7.2b and 7.3 of the Club policy. It shall be the responsibility of each Director to submit a request to issue Lodge coupons for his/her activity leaders. A Board member is not eligible to receive these Lodge privileges as an Activity leader.

j. Work weekends, Board retreats and any other free weekends require prior budget approval by the Board.

k. The Lodge Operations Director is responsible for issuing Lodge coupons and for maintaining a written current account that is open to inspection by any Board member.

l. (Added November 3, 2004) Member Lodge privileges may be revoked or suspended, at the discretion of the Lodge Operations Director and/or Lodge Manager, for reasons including but not limited to the following: 1) member not in good standing; 2) repeat nonperformance of assigned lodge chores; 3) repeat behavior counter to published lodge rules and procedures. The Lodge Operations Director will maintain a list of members whose lodge privileges have been suspended or revoked, to be included in the binder on the dryer at the lodge and provided to Lodge Captains for their use in weekend event sign-ups. Members whose lodge privileges have been suspended or revoked may petition the Board for reinstatement.

6.9 LODGE SURCHARGE: (Revised November 5, 1997) A Lodge refurbishing and capital expenditure fund will be maintained at a minimum of $3,000. Additional transfers to this fund shall be made in an amount equal to $15.00 for each new membership and $5.00 for each renewal. In accordance with Policy 6.5, a long-range plan for maintenance and capital expenditures shall be developed and maintained.

6.10 ORGANIZED WEEKENDS: (Added March 7, 1985) At the time the member pays, he may sign up for a bunk and chore(s). The Lodge Captain will have a sheet showing all bunk locations and their numbers and a list of all chores. The first signup has first choice, etc. If the member mails his check in, it is his responsibility to contact the Lodge Captain to signup for bunk and chore(s). (Requests by mail do not guarantee that the preference is available.) If the member does not sign up, bunks and chores that remain open are on a "first come, first choice" basis when the member arrives at the Lodge.

6.11 LODGE RENTAL: (Revised April 5, 2000) The Lodge may be rented to other organizations, the contract to be negotiated by the Lodge Operations Director and have prior approval by the Board of Directors. Such organizations or groups must be the guests of a member who is in attendance at the event.

6.12 LODGE GUESTS: (Revised January 7, 2003) A price differential shall be charged non-members. A member may sponsor up to five (5) guests at the Lodge without prior approval by the Lodge Operations Director. A member can reserve a deluxe-room bed and an additional bed for one (1) guest in the same deluxe room up to thirty (30) days in advance. Additional beds in deluxe rooms can be reserved for guests of the same member only seven (7) days in advance. Members have priority more than 7 days in advance.

Article 7. ACTIVITIES, TRIPS, AND EVENTS

7.1 ACTIVITIES BOARD: (Revised August 3,1991) The Activities Board shall consist of a minimum, of the Vice President and/or Assistant Vice-President as chairpersons and all Directors involved with Sports and Social activities.

7.2 OFFICIAL ACTIVITIES FORMATION: (Revised August 5, 1989)

a. A petition shall be submitted stating the purpose, budget, and schedule of activities. The responsible Director shall present the petition to the Board of Directors at a regularly scheduled Board Meeting with a recommendation for or against the formation of the activity. The Board of Directors shall approve or disapprove the petition.

b. The Activity leader shall be designated by the responsible Director.

7.3 LEADER DUTIES: (Revised March 23, 1987)

a. Account for Après' funds as required by Article 2 of the Club Policy.

b. Designate a regular schedule for the activity/events.

c. Actively promote the activity/event in the Club newsletter and at Club meetings upon prior arrangement with the appropriate Director.

7.4 EVENT SIGNUP PRIORITY: (Revised April 5, 2000) Members will have first priority for signup on all events. A published cut-off date, after which non-members may be confirmed, may be established by the event leader. For events over four (4) nights in duration, all participants must be members and must sign liability waivers unless otherwise approved by the Board prior to the event. The membership status of all participants will be confirmed. A non-member may attend an event without being sponsored by a member with the permission of the event leader. Each participant must sign a liability waiver for any event they are planning to participate in. The event must be published in the Scribe and/or announced to the membership at a General Meeting before signups can occur. All signups will begin at a General Meeting when possible.

7.5 EVENT SIGNUPS: (Revised October 4, 1987) Signups will be taken at all General Meetings. A person may sign up no more than one (1) additional person for any event. A signup is defined as receipt of proper payment. Formal wait lists shall be established. Priority of wait lists shall be Officers, Directors, Assistant Directors, members, and non-members. Emphasis will be given to maintaining a 50/50 male/female ratio. Sequence of the wait list is by date of wait-list signup. All events that charge over $5.00 will require signups.

7.6 (Deleted August, 1990.)

7.7 SIGNUP ACKNOWLEDGMENT: The event leader will arrange to individually acknowledge all signups for an event with limited attendance. Each signee will be advised of their status for the event (confirmed, wait-listed, or denied) and also advised at any time there is a change in their status.

7.8 EVENT PARTICIPANTS: (Revised March 23, 1987) A list of participants for each event, requiring a signup, shall be maintained and turned in with the final report.

7.9 EVIDENCE OF MEMBERSHIP: (Revised March 23, 1987) To participate in any Après Ski Club event each member will be required to show the Activity leader a current membership card or other proof of membership. Activity leaders must verify membership from a non-confidential membership list. An event can be excluded from this requirement only by prior vote of the Board.

7.10 NON-MEMBER FEE: (Revised April 5, 2000) All events with a basic charge for members will have an additional charge for non-members. This additional charge will be 10% of basic charge with a minimum of $10.00. Non-member fees other than stated above must be approved by the Board. The Board of Directors may waive the guest fee for specific events.

7.11 EVENT ANNOUNCEMENTS: (Revised March 23, 1987) Announcements of events shall clearly state the cost and what is included in the cost, especially transportation, lodging and meals. It must also include the member signup cut-off date after which non-member signups can be confirmed.

7.12 EVENT SCHEDULES: Events start when scheduled. There is no waiting for late shows. There are no refunds for "late shows" or "no shows".

7.13 TRIP LEADERS: (Revised April 5, 2000) Trip leaders shall be selected by the responsible Director from applications stating their qualifications for the open position. The individual trip leader has full authority commensurate with the extensive responsibility involved in leading a trip. This includes complete authority, with concurrence of the responsible Director, such as to change ski area and/or departure and return times from what is announced in the newsletter. Trip leaders are responsible for checking out and checking in Club property used for the event.

7.14 INDIVIDUAL PROPERTY LIABILITY: Individuals are responsible for their own equipment and belongings on Club activities and trips.

7.15 INDIVIDUAL PERSONAL LIABILITY: (Revised June 4, 1987) Après Ski Club is not responsible for accidents or injuries incurred while traveling to or from activities or during activities. Accidents or injuries incurred while involved in Après events shall not be cause for event refund. Members shall sign a liability waiver for all Après events when they apply for or renew their membership. Participants shall sign a specific liability waiver for each Après event in which they are involved.

7.16 EVENT DISCOUNT POLICY: (Revised May 5 2010)

a. Excluding Lodge discounts covered in Article 6, members of Après may receive discounts on events in return for significant contributions to the event, such as taking responsibility for leading it. The appropriate Director to whom the event leader reports will be responsible for specifying the possible discounts and their apportionment in advance of the event as long as they meet the restrictions in the policy. All discounts and privileges shall be included in the trip budget.

b. For travel or trips longer than a weekend, provided the trip has attained the minimum number of paid participants as budgeted, the trip leader shall be entitled to receive a discount of 50% of the cost of transportation and lodging for a participant. The budget shall include any leader privileges and discounts provided by an agent. The discount available to the leader can be increased pro rata in proportion to the number of paid participants above the budgeted minimum. At the leader’s discretion, any assistants may share available discounts and privileges. In no circumstances can the discount for the leader or any one assistant exceed the participant cost of transportation and lodging for the trip. The trip leader must set the cancellation policy of the trip as a whole to conform to the cancellation policy of any provider or agent so as not to obligate Après.

c. For tennis events or tournaments, the event leader can be awarded at the rate of $2.00 per day per paid participant, not to exceed the cost of the event. This discount can be shared with an assistant at the discretion of the event leader, with the approval of the Tennis Director. For events at the Lodge, Lodge policy applies for the Lodge Captain. Tennis leader is responsible for paying Lodge fees.

d. For skiing events, the leader can be awarded at the rate of $2.00 per day per paid participant, not to exceed the cost of the event. This discount can be shared with an Assistant at the discretion of the event leader and the approval of the Ski Director. For events at the Lodge, Lodge policy applies to the Lodge Captain. Ski Leader is responsible for paying Lodge fees.

e. For sailing events, sailing skipper/event leader and commodore discount is 100% of the price of the event. Sailing first mate and/or yeoman discount is 50% of the price of the event.

f. For social events, Board members are strongly encouraged to attend Club social functions in order to promote membership and member participation in the event. If the frequency and costs associated with attending such events becomes financially burdensome for a majority of the Board members, the Board may elect to provide Board member discounts as long as the financial stability of the Club is not compromised and the income from the specific event is sufficient to absorb the reduced revenues. With prior approval from the Board of Directors, a Director may offer discounts to members for specific events in exchange for assisting with that event and/or for using the member's equipment or residence.

7.17 BOATING EVENTS: (Revised August 26,1990) Each boat owner or driver shall show evidence of current and adequate insurance coverage before his boat shall be used or he will be allowed to drive a boat in any Après water event. Written water safety procedures shall be maintained, updated at least annually, and distributed to water event leaders prior to each Après water activity. These procedures shall be made available to and followed by all Après water event participants. No alcoholic beverages are to be consumed by the designated boat operator while said boat is involved in an Après water event. It shall be the personal responsibility of the boat owner or driver to enforce this policy. If the owner or driver fails to enforce this policy, he assumes personal responsibility for all accidents or damages that ensue.

7.18 EVENT PHONE NUMBER/MAILING ADDRESS: (Revised August 3, 1991) The phone number and address of each event leader will be designated as the phone number and mailing address for all matters pertaining to the event; or they may get permission from the Secretary to use the P.O. Box as a mailing address.

7.19 COMPETITIVE BIDS: At the discretion of the Vice President, all trips of greater length than two overnights will have competitive bids that provide the best schedule of events for the lowest cost to the membership.

7.20 CHILDREN: (Revised May 1, 2002) Children are defined as having ages from 4 through 17. Children accompanied by a member shall be allowed to attend Club organized events when such events are specifically planned for family-type activities. Children must be supervised by the accompanying member at all times. Parents of children attending the event must sign a liability waiver. To be classified as a family event, the event must be approved by the Board of Directors and specifically advertise that persons under twenty-one (21) are allowed to participate. Unless approved by the Board for a specific event, all children, both of members and guests will be charged $8 during winter and $6 during summer. Children are considered guests and no children under the age of 4years are allowed to stay at the Lodge.

7.21 PETS: Pets are not allowed at Après Ski Club events.

7.22 APPROPRIATENESS OF EVENTS: (Added July 2, 1985) Après Ski Club will not sponsor, endorse, or promote any event, the primary purpose of which is to have Club members participate in group activities while in the nude. This policy is not intended to prohibit nudity entirely during Après events but to ensure that it only occurs tastefully and is incidental to the main purpose of the event, and is entirely optional at the discretion of each Après member. No Après member's rights or feelings shall be infringed upon in this matter, and it is the event leader's responsibility to ensure that all members' rights and feelings are respected.

7.23 DEPOSIT, CANCELLATION, REPLACEMENT, AND REFUND: (Revised April 5, 2000)

a. A deposit may be required in advance of any event. The date by which full payment must be made must be included in any announcement of the event. The deposit, less a specified cancellation fee, is fully refundable up to a specified cut-off date prior to the event. After the cut-off date, deposits are not refundable unless a replacement is made. People on the wait list have priority. For events requiring deposits of more than $500 to secure the event, the event leader shall schedule dates for incremental payments from the participants to cover the deposits.

b. For Après-sponsored trips requiring a Club deposit, a non-refundable deposit of not less than 25% of the trip shall be due upon reservation, refundable only with a paid replacement, with remainder of trip price due within a specified time. All of the above is to be determined at the time of trip planning. The deposit policy must be stated in any announcements or articles pertaining to any trip or activity. Trip price is non-refundable if canceled within two weeks of the trip without a replacement. Within twenty-four (24) hours after being notified, the trip leader should tell the person canceling if there is or is not a replacement. The person canceling is then responsible for finding his or her own replacement. When a replacement has been found and all conditions of the replacement policy have been met for the trip, the cancellation policy shall then apply to the replacement.

c. For Après-sponsored trips requiring a Club deposit, the full price of the trip is required in advance to be placed on the wait list. The check will not be cashed unless the person is placed on the trip. For a replacement not on the wait list, they must pay in full within five (5) days upon being placed on the trip. The trip leader shall furnish all information regarding the trip to the replacement and is responsible for room assignments and airfare tickets, etc. The replacement must sign a liability waiver. Upon receipt of money from the replacement or upon being placed on the trip from the wait list, the cancellation policy will then apply to the replacement.
d. Refunds will be issued by the Treasurer upon conclusion of the trip or activity.

7.24 VERBAL COMMITMENT: (Added Feb. 6,1991, Revised April 5, 2000) Any Club member who gives a verbal commitment to attend and pay for an event is liable for full payment for the event, unless the member has notified the event leader of his or her cancellation prior to the cut-off date for such cancellation. If payment is not received on this verbal commitment, the member's Après membership will be suspended until payment is received.

Article 8. SKI & SNOWBOARD COMPETITION

8.1 BAC OPEN LEAGUE: (Revised August 5, 2009) Après Ski Club will participate in BAC League Ski & Snowboard competition. Championship competition will be as a member of BAC, skiing & snowboarding in Far West Racing Association races.

8.2 COST REIMBURSEMENT: (Revised September 2, 2009) The Club will not pay any costs to individuals who participate in racing for the Club, except a white discount lodge coupon. If more than 17 points are scored, the racer will receive a blue lodge coupon in lieu of the white coupon.

Article 9. FAR WEST SKI ASSOCIATION, BAY AREA COUNCIL, UNITED STATES RECREATIONAL SKI ASSOCIATION

9.1 FWSA MEMBERSHIP: (Revised March 23, 1987) Après Ski Club will be a member of the USRSA and FWSA in the classification of non-100% membership.

9.2 CLUB SUPPORT: (Revised March 23, 1987) Après Ski Club shall support USRSA, FWSA, and BAC and shall encourage voluntary membership in all.

9.3 CLUB REPRESENTATION: (Revised April 5, 2000) Three months prior to the FWSA convention, the Board of Directors will appoint representatives from Après Ski Club to attend. At the time the appointments are made, the Board will also determine the dollar amount to be reimbursed by the Club for representatives' expenses for the convention that year. Persons functioning in the roll of President and Scribe Editor are strongly encouraged to attend. The Board designated representatives will report their findings and information to the Board by August 15^th following the convention.