Northern Lights Sailing Club Trip Policy

Transcription

1 Nrthern Lights Sailing Club Trip Plicy SCOPE The Nrthern Lights Sailing Club (NLSC) is rganized exclusively t prmte sailing activities and t prvide fellwship fr its members. It is the Club s gal t prvide the best trips pssible at a reasnable cst t its membership. This Trip Plicy has been apprved by the NLSC Bard f Directrs t facilitate the prmtin f n-the-water sailing activities by its members. TRIP LENGTH DEFINITIONS Day Trip: A trip that departs and returns within a twenty-fur-hur perid and des nt invlve vernight sleeping accmmdatins. Weekend Trip: A trip perating fr tw r three days. Extended Trip: A trip perating ver three days. Sleep Abard: A trip in which participants use the vessels fr sleeping. Vessels may be either chartered r wned. TRIP SPONSORSHIP DEFINITIONS Spnsred Trip: NLSC has rganizatinal and financial cntrl f the trip. NLSC Trip Plicy applies. Tw additinal subsets f a Spnsred Trip are: Shared Trip: A NLSC Spnsred Trip where the Bard has invited anther nn-prfit rganizatin t participate. NLSC Trip Plicy applies. Cperative Trip: NLSC jintly spnsrs a trip with tw r mre nn-prfit rganizatins. The financial respnsibility is shared pr rata amng the rganizatins. NLSC Trip plicy applies t NLSC members. Sailing Opprtunity: A sailing event in which an NLSC member is participating. A Sailing Opprtunity may r may nt cnfrm t the NLSC Trip Plicy and strict quality guidelines. NLSC des nt endrse, has n financial respnsibility, r liability regarding a Sailing Opprtunity. Participatin is at a member s wn risk and due diligence f all aspects f the trip is recmmended. SPONSORED TRIP POSITION DEFINITIONS Sailing Trip Crdinatr: Chair f the NLSC Trip Cmmittee and member f the Bard f Directrs. Respnsible t versee quality assurance f Spnsred trips and facilitate presentatin t the Bard fr apprval. Trip Chair: Plans (including btaining required NLSC apprvals), prmtes, and executes a NLSC Spnsred trip. Must be a current member f NLSC fr a minimum f ne year preceding the prpsed trip. The ne year membership requirement may be waived if the Trip Chair is being mentred r the trip is being c-chaired by a NLSC member wh has rganized trips in the past. The Trip Chair may r may nt be the skipper f a vessel used in the trip. Skipper: Has the knwledge, leadership and sailing skills necessary fr the trip. Respnsible fr the safety f the vessel and all participants abard the vessel. A skipper s cmmand is the final peratinal authrity ver all crew and passengers abard the vessel. December 16, 2016 P a g e 1 f 7

2 Nrthern Lights Sailing Club Trip Plicy First Mate: Secnd in cmmand f a vessel. Has the knwledge, leadership and sailing skill t supprt the Skipper. Prepared and willing t act as Skipper if riginal Skipper is incapacitated r vluntarily defers his/her authrity. Crew: Participants in the trip. Expected t fully share in the safe peratin f the sailing vessel up t the limit f their experience. Respnsible fr a Skipper s lawful rder when n the vessel. Guest: An adult nn-member wh is invited by the vessel s wner r skipper and apprved by the Sailing Trip Crdinatr. May nly sail n the wner s vessel. All trip fees apply t a guest. Adult: Any persn wh has reached the age f majrity as defined by Minnesta Statute (presently 18 years ld). TRIP PARTICIPANT REQUIREMENTS Spnsred Trips: All participants must be a member f NLSC. All participants must have signed NLSC s current Mutual Release f Liability and Indemnificatin frm. NLSC Guest Plicy applies t Spnsred Trips. Shared Trips: All participants must be a member f NLSC r adult members f the participating rganizatin. All participants must have signed NLSC s current Mutual Release f Liability and Indemnificatin frm. NLSC s Guest Plicy applies t Shared trips. Cperative Trips: All participants must be a member f NLSC r adult members f the participating rganizatin. All participants must have signed NLSC s Mutual Release f Liability and Indemnificatin frm. NLSC s Guest Plicy applies t Cperative trips. Other Sailing Opprtunities: Participant affiliatin is at the discretin f the Trip Chair. NLSC MINIMUM REQUIREMENTS FOR TRIP SPONSORSHIP Prir t apprving a Spnsred Trip, the Bard will review the prpsal as well as the qualificatins f the Trip Chair. The Trip Chair must meet these minimum qualificatins: Current member f NLSC December 16, 2016 P a g e 2 f 7

3 Nrthern Lights Sailing Club Trip Plicy Be a club member fr a minimum f 1 year preceding the prpsed trip. The ne year membership requirement may be waived if the chair is being mentred r c-chaired by a NLSC member wh has rganized trips in the past. Demnstrate psitive interactins with ther club members during club related activities. Other requirements may apply such as shwing adequate financial respnsibility and/r leadership n previus trips. Additinal requirements may be at the discretin f the Sailing Trip Crdinatr and/r NLSC Bard f Directrs. NLSC MINIMUM REQUIREMENTS FOR A SAILING OPPORTUNITY Prir t apprving a trip fr psting n the NLSC web site r advertised in NLSC cmmunicatins mediums as Sailing Opprtunity, the Bard will ensure the trip spnsr meet these minimum qualificatins: Current member f NLSC fr a minimum f ne year preceding the sailing pprtunity. SPONSORED TRIP OPERATIONAL POLICY The fllwing plicy will be in effect fr all NLSC Spnsred, Shared and Cperative trips: Participants must be current members f NLSC r a Guest. A participant must be in adequate physical and mental health t handle n-bard trip activities. A participant must infrm the vessel s Skipper f any limitatins that may affect their participatin r impact the trip. Understanding that the Bard f Directrs acts in gd faith t prvide the NLSC membership and their guests with quality sailing activities AND any sailing activity has an inherent risk f persnal harm, each participant will sign a waiver indemnifying NLSC, its members and Bard f Directrs fr any negligence actual r perceived resulting frm the trip. The current indemnificatin agreement required t be a member f NLSC is satisfactry t apply t any Spnsred trip. Each participant must submit an Emergency Cntact/Cnfidential NLSC Medical Infrmatin frm t the Skipper prir t departure. This frm will nly be accessed by the Skipper with permissin frm the participant r in an emergency if the participant is incapacitated. The frm will be returned t the participant r destryed at the cnclusin f the trip. All participants are expected t cntribute t the safe peratin f the vessel up t their ability and as requested by the Skipper. All participants may nt be able t cntribute equally, but all are expected t d their fair share f wrk including final cleaning as required by a charter cmpany r wner. Scializatin between trip participants is highly encuraged. Skippers f participating vessels shuld plan t anchr, mr r slip in the same general area each evening unless safety reasns verride. December 16, 2016 P a g e 3 f 7

4 Nrthern Lights Sailing Club Trip Plicy NLSC adheres t a zer-tlerance plicy fr use f illegal r cntrlled substances. Any participant caught using r in pssessin f such substances while n a trip will leave the trip immediately. Such persns are respnsible fr their wn further transprtatin. N refunds will be made t persns leaving a trip because f the use f illegal r cntrlled substances. Exceptins apply t legally prescribed medicatins taken as directed. Alchlic beverages shall nt be cnsumed just prir t casting ff r while under way nr may a member participate in sailing activities while under the legal influence f alchl. Respnsible use f wine, beer r spirits is allwable after all sailing/mtring activity is cmplete fr the day. NLSC will nt prvide alchlic beverages in any club event. Smking will nt nrmally be permitted in r n a vessel. The Skipper may designate a smking areas with unanimus cncurrence frm the participants. Smking will nt be permitted while in NLSC prvided transprtatin t/frm a sailing event. The Skipper r Trip Chair has the authrity t remve any participant fr unsafe r ffensive behavir. Such persns are respnsible fr their wn further transprtatin. N refund will be made t a persn remved frm a trip due t ffensive r unsafe behavir. Any ccurrence must be reprted t the Sailing Trip Crdinatr wh must present the case t the Bard. The Bard has the authrity t exclude the ffender frm future NLSC trips. YACHT DAMAGE Nrthern Lights Sailing Club will be respnsible fr damage depsits n Spnsred Trips. The damage depsit may be used fr any accidental damage. The damage depsit will be returned t NLSC if it is nt used. If damage ccurs due t Skipper r Crew negligence, the participants n the vessel will reimburse NLSC fr the lst depsit up t the limit f the charter cmpany s security depsit. The Cmmdre and Sailing Trip Crdinatr will make the determinatin regarding the level f negligence. Nrthern Lights will nt be respnsible fr damage depsits n nn-spnsred Sailing Opprtunities. VESSEL INSURANCE REQUIREMENTS FOR SPONSORED TRIPS Chartered Sailbat: Where a fee is paid fr the use f the bat itself, it must have a minimum f five hundred thusand ($500,000) dllars f cmmercial liability insurance. Persnal Sailbats Greater than Twenty-Six Feet: Must have a minimum f five hundred thusand ($500,000) dllars f liability insurance. TRIP PROMOTIONS A Trip Night will be held at least nce per club year fr Trip Chairs t prmte apprved trips. NLSC and the NLSC lg r burgee will appear n all NLSC Spnsred trip fliers unless the trip is a Cperative Trip. Cperative Trip Fliers will have Individual Club Trip Plicy Applies in a prminent lcatin. December 16, 2016 P a g e 4 f 7

5 Nrthern Lights Sailing Club Trip Plicy Trip Chairs f Other Sailing Opprtunities may nt prmte their event using NLSC s name r lg, r burgee. VESSEL OWNER/SKIPPER GRATUITY A NLSC member wh wns a vessel and wh participates in a NLSC Spnsred r Shared sailing event will be affrded the fllwing gratuity: Registratin fee waived. Reimbursement fr mileage (trailer sailbats nly) at a rate designated by the Trip Chair and apprved by the Bard. Any launch r ramp fee incurred because f the event. Reimbursement fr slip fees. If a vessel is used at its hme prt, slip fees will apply equal t thse fees tendered t visiting vessels. A reasnable amunt requested by a vessel wner and apprved by the Bard fr expenses incurred if an wner repsitins frm a hme prt t the event s marina via waterways. A Skipper f recrd n a private yacht wh is nt an wner will receive a 50% discunt n the registratin fee. This waiver des nt include yachts that are chartered. GUEST POLICY A Guest, as defined in SPONSORED TRIP POSITION DEFINITIONS, may participate in a NLSC Spnsred r Shared trip under the fllwing cnditins: A Guest is a nn-member invited t participate by a vessel s wner. A Guest is apprved by the Sailing Trip Crdinatr with cnsideratin tward safety and space availability fr NLSC members. A Guest may participate nly n the wner s vessel wh takes sle respnsibility fr the guest s actins and well-being. A Guest must sign the current NLSC Mutual Release f Liability and Indemnificatin frm. SPONSORED, SHARED AND COOPERATIVE TRIP APPROVAL PROCEDURE Members will use the fllwing prcedure when requesting Bard apprval fr a Spnsred, Shared r Cperative Trip. 1. Trip Chair plans trip. 2. Trip Chair submits NLSC s Prjected Activity Revenue/Expense Frm t the Sailing Trip Crdinatr fr review. 3. Sailing Trip Crdinatr presents trip t the Bard (the Trip Chair is encuraged t be present.) 4. Bard apprves request. December 16, 2016 P a g e 5 f 7

6 Nrthern Lights Sailing Club Trip Plicy 5. Trip is annunced t membership via NLSC newsletter and ther means f cmmunicatin including any deadline fr applicatin. 6. Participating NLSC members send cmpleted registratin frm alng with apprpriate funds as requested in the trip annuncement. SPONSORED, SHARED AND COOPERATIVE TRIP FUNDING PROCEDURE The fllwing plicies apply t Spnsred, Shared and Cperative trips: 1. A reservatin fr an pen psitin n a trip is recgnized upn receipt f a depsit r full payment t the Trip Chair(s). Payment by check is preferred. A check held fr a psitin n the wait list des nt cnstitute a reservatin. Checks MUST be made ut t Nrthern Lights Sailing Club r NLSC. 2. Depsits fr trips will be determined by the Trip Chair(s). The depsit will be a minimum f full payment fr day trips, $50 fr weekend trips, and $100 fr extended trips. 3. Full payment fr all charter trips will be required at least fifteen days befre the date f depsit frfeiture by the charter cmpany. This may mean final participant payments may be due mnths befre the trip. If full payment has nt been received by that time, the persn in arrears will be treated as having tendered a cancellatin f their reservatin. Fr that reservatin, the Trip Chair(s) may substitute a persn frm the waiting list. The Trip Chair(s) may adjust the payment schedule (with Bard apprval), but such payment schedule must be well advertised in fliers and presentatins. 4. Full payment fr nn-charter trips is at the discretin f the Trip Chair. 5. Bat cleaning charges against a bat are the sle respnsibility f the vessel s crew. 6. Clse-ut Financial Statement: The Trip Chair(s) shall submit the trips final financial statement t the Sailing Trip Crdinatr within thirty days f its cnclusin. 7. Refund f Trip Surpluses: If a trip has a surplus f funds nce all expensed are finalized, the NLSC Bard will make the decisin as t the distributin f these funds. Based upn input frm the Trip Chair(s) and the amunt f funds available, the Bard may decide t: A) prvide a pr rata refund t all trip participants, r B) prvide a refund t canceled participants in cnsideratin f extenuating circumstances, r C) if less than ten dllars per persn, absrb the surplus. 8. All utstanding charges must be remitted by member participants within 30 days f ntificatin. If a participant des nt pay fr their share f the charges stemming frm the trip, they will nt be able t participate in future activities fr any type f trip r event until utstanding charges are paid. This will include incidental charges that are calculated after the trip is cmpleted. It is the respnsibility f the Trip Chair(s) t specify anticipated incidental charges as cmpletely as pssible. As examples, incidental charges may include slip fees, mring fees, fuel, etc. 9. Fr Weekend r lnger trips, if the Trip Chair(s) has nt received full payment frm the number f budgeted fr participants by the payment deadline referred t in #3 abve, bat(s) may be canceled. Alternatively, the current trip participants may be ffered the ptin t increase their December 16, 2016 P a g e 6 f 7

7 Nrthern Lights Sailing Club Trip Plicy TRIP NIGHT cst in rder t ffset the lwer ccupancy. Such additinal cst will be shared equally by all trip participants. NLSC will hst a Trip Night during ne f its regular meetings. Prcess and prcedure is at the discretin f the Sailing Trip Crdinatr and as apprved by the Bard. MUTUAL RELEASE OF LIABILITY AND INDEMNIFICATION All participants f Spnsred, Shared and Cperative trips will sign NLSC s Mutual Release f Liability and Indemnificatin dcument lcated in NLSC.rg. A member wh signs the frm when jining NLSC r renewing their membership need nt sign the frm again fr a specific trip. All Guests must sign NLSC s Mutual Release f Liability and Indemnificatin prir t participating in an n-the-water event. TRIP POLICY REVISIONS Prir t ging int effect, revisins t this Trip Plicy must be published in the club newsletter, via club distributin list, via a special mailing t all members r in any manner which ensures all current members will receive ntificatin. December 16, 2016 P a g e 7 f 7

8 Nrthern Lights Sailing Club Trip Plicy TRIP POLICY REVISION LOG REVISION DATE REVISION PAGE DESCRIPTION Octber 25, 2016 All New Trip Plicy. Mdified r added numerus definitins Added Sailing Opprtunities and deleted references t Endrsed Trips Defined Trip Participant Requirements Defined requirements fr trip spnsrship fr Spnsred Trips and Sailing Opprtunities NLSC is respnsible fr cvering Spnsred Trip yacht damage depsits. Defined minimum yacht insurance fr Spnsred Trips Describes hw Spnsred Trips will be prmted Defines Spnsred Trip vessel wner/skipper gratuity Establishes NLSC s guest plicy n Spnsred Trips Defines the Spnsred Trip apprval prcess Establishes a Spnsred Trip funding prcedure Requires a Trip Night t be executed Requires all participants f a Spnsred Trip t sign NLSC s Mutual Release f Liability and Indemnificatin dcument Requires cmmunicatin with NLSC members befre a change in Trip Plicy can g int effect. Dec 16, f 7 5 f 7 Added the paragraph titled: VESSEL INSURANCE REQUIREMENTS FOR SPONSORED TRIPS Remved vessel wner s free membership if they use their sailbat fr three r mre Spnsred events. December 16, 2016 P a g e 8 f 7