Standing Rules

HIKING CLUB STANDING RULES

April 14, 1998

(Revised 4/13/2000)

(Revised 10/12/2000

(Revised 10/28/2002)

(Revised 11/25/2002)

(Revised 1/27/2003)

(Revised Jan 2015 Draft)

(Revised September 2015

(Revised October 2015)

(Revised March 2022)

  1. Voting Procedure:

The Executive Committee is composed of the President, the Vice President-Trails, the Vice President-Social Events, the Vice President of Membership and Communications, the Secretary, the Treasurer.

The Executive Committee will vote on those issues presented by the President and on which a motion has been made.

A quorum of five Executive Committee members attending a  board meeting shall be required for a vote by the Executive Committee. A vote may be taken by e-mail in lieu of  a vote at a board meeting.

A simple majority is required to pass a motion.

Decisions taken are to be recorded by the Secretary in the form of Standing Rules.

Standing Rules may be deleted or changed by the same procedure as is required for their passage.

The Executive Committee can choose to solicit opinions and advice on pending issues from members attending the evening business meeting. The decision to do so is made by an Executive Committee vote taken in accordance with the above described voting procedure.

A decision to communicate with the entire membership can be made by an Executive Committee vote taken in accordance with the above described voting procedure.

  1. The Villages Hiking Club, Hike Submission Procedure.

a) The Vice President of Membership and Communications should coordinate and facilitate publication of hikes in The Villager and through e-mail blasts.

b) The VP of Membership and Communications should be the sole communicator with The Villager for hike publications. Hike leaders and other parties should not submit their hikes directly to The Villager.

c) The VP of Trails should coordinate, facilitate, and approve all hikes. This includes obtaining hike leaders for all hikes including long hikes, rambler hikes and ramble-lite hikes. The VP of Trails may appoint others to assist in obtaining hike leaders. The VP of Trails will approve all hikes before publication.

d) All hikes proposed by hike leaders should be submitted directly to the VP of Trails. The VP of Trails should then approve and submit hikes to the VP of Membership and Communications.

e) All hike submissions should use the title format

    1. Day Date and Time(type):
    2. All in bold type. For example,
    3. Saturday November 13 (Long Hike):
    4. A paragraph describing the hike, not in bold type, should follow the title.

f) All submissions to the VP of Trails should be made at least three weeks in advance of the hike date to allow for sufficient publication lead time.

g) Traditionally we have scheduled long hikes for Saturday and rambler hikes for Wednesdays. However, hikes can be scheduled for any day of the week at the discretion of the hike leaders and VP of Trails.

  1. Transportation:

Volunteer drivers will be used to transport hikers to distant hiking sites.

Passengers may make a free will offering to the volunteer driver. The donation is to be made upon arrival back at the Villages and not before.

The hiking club will keep at least $1,000.00 in the treasury to cover uninsured loss that a volunteer driver may sustain while transporting hikers.

  1. Designation of a Hike Leader:

      All hikes must have a leader designated in advance.  In particular, if a trip involves a long hike and a rambler hike, then the two leaders must be identified in advance of the trip.

  1. Duties of Hike Leader:

a)Pre-scout the proposed hike

b)Write a detailed description of the hike for the Villager, including length and difficulty; submit it to the Vice President-Trails who will submit it to the Publicity Chairperson.

c)Bring trail maps for hikers and driving directions for the drivers.

d)Bringing a first aid kit is recommended.

e)Arrive at assembly area shortly before 8:30 am

f)Assemble the group and introduce new members and guests.

g)Announce that the hike leader and the Hiking Club are not responsible or liable for damages due to an injury sustained during or en route to or from the hike.

h)Describe the hike and discuss level of difficulty and location of hike.

i)Assess the ability and the equipment of all participants as to suitability for the hike.  Urge unqualified individuals not to participate.  The hike leader’s judgment is final on this matter and he/she can decline to take responsibility for any person.

j)Determine if everyone is carrying water or other liquid.

k)Determine that everyone is wearing adequate footwear.

l)Remind hikers that no one is to leave the hike without informing the hike leader.

m)State that all hikers must stop and wait at any intersection or fork in the trail until the entire group has come together, unless the leader has given permission to proceed.

n)Choose a “Sweep” to remain at the end of the group.

o)Ask for a volunteer to be “Short Hike Leader”: if there are hikers desiring to do a less strenuous hike.

p)If during the hike, one or more of the hikers cannot continue: the leader must provide someone to go back with those returning. If no one volunteers to go back, then the leader must accompany those returning. The leader may appoint a hiker to act as a substitute leader (only if the leader believes there is a skilled hiker available). Otherwise, all hikers must return.

q)Organize the hiker/driver groups.

r)Ask a driver to determine the distance driven.

s)Calculate and announce the suggested donation for the drivers.

t)Consider the use of a whistle, compass, and a cell phone.

  1. Expenditure of Treasury Funds:

The Sunshine volunteer will send a GET WELL card to any member who is ill.

In the case of serious illness of a member, the Sunshine volunteer is authorized to send a plant, flowers, or other appropriate gift to cost no more than $40.00.

In the event of the death of a member, a donation of $50.00 will be made in his/her name to the VMA or to a charitable organization chosen by the family of the member.

A Hiking Club member who requests the expenditure in excess of $50.00 of Hiking Club funds for the purpose of enhancing a Hiking Club activity must present the request in person at an Executive Committee meeting for approval by the Executive Committee.

Expenditure of money collected from the membership to cover a Hiking Club function does not require Executive Committee approval and is left to the discretion of the chairperson of the activity, as long as no funds from the Club treasury are requested. Excess money collected from that function, shall be transferred to the Treasurer for deposit to the Club treasury.

Hiking club members may bring a guest on a space available basis to Hiking Club functions as long as they provide a potluck dish or cash payment (if required) for their guest. The President of the Hiking Club may, from time to time, invite honorary guests.

Expenditures by the Hiking Club (non-emergency funds) of over $500.00 , not already designated in the budget, must be approved by the Executive Committee, and then taken to a General Meeting for approval by a simple majority of those in attendance.

7.  Requests for publication in The Villager:

All requests for publicizing Hiking Club events in The Villager must be submitted to The Villager office at least one week prior to publication and subject to The Villager rules.  The President and VP of Membership and Communications should be copied on the submission so that it may be posted on the website.

  1. Website and Communication

The website and general communication through email will be used only for Hiking Club business.

  1. Standing Committee for Maintenance of the Hill Lands Hiking Trails

The committee consists of one chairman, appointed by the hiking club president and/or hiking club VP of trails, for a period of one year and whatever volunteers the chairman may appoint. Responsibilities consist of primarily:

    1. Organizing and executing the hiking club’s trail maintenance day held usually in the month of March.
    2. Suggesting additional trail improvement projects, with hiking club board approval, to the VGCC  that require budget planning, equipment and trail building expertise beyond the ability of the membership of the hiking club.
    3. Coordinating with facilities as needed for their yearly trail maintenance.