Date Board Policy adopted: based on Date of Board Minutes

(section #)

Board Policy Subject

(RL = Ride Leader, HD = Hub & Spoke Director)

Section Number of Ride Guidelines updated to reflect Board Policy

Board Member(s) responsible for Ride Guidelines update & Date of update

Comments

Jan 12, 2015
i) OB 2

ii) OB 4

i) Lodging loyalty programs should not unduly affect a RL’s choice of hotel/motel.

ii) Tips on an expense claim must be supported by receipts.

i) no reference found 

ii) no reference found

i) Add note: Appendix B – Ride Proposal Template, Accomm. Reservations

ii) Add note: Appendix G #4 or #7

June 30, 2015

i) 4A

ii) 7B

i) Audit: Accounting for expenses in US $.

ii) Clubs’/Tour RL’s expectations of tour participants

Appendix G #4

ii) Appendix C-3: a, b, c 

Sept 28, 2015
4A

Audit: Accounting & controls for tours using a private operator

Appendix G #4

Issue carried over from June 30 meeting. Club has since developed accounting suggestions for Tour Treasurers – Appendix G of Guidelines   

Oct 19, 2015

4A

Consider Tour overlapping dates when scheduling

3a. Ride Concept

Tour Dir. and H&S Dir. collaborate on scheduling Rides 

Jan 14, 2016 7A

Tour Guidelines Appendices C, D & E are

unclear – update requested

Appendix C updated

Appendix D updated

Appendix E updated

Bruce D. suggested (Apr. 30/20) adding points from Appendix E to Ride Liability Waiver and dropping Participants Financial Waiver. Note to Doris Maron Oct. 12/20

Feb 16, 2016

4A

Review of Tour classification system suggested. Add road conditions detail to Tour description (Max’s Tanzania Tour experience)

Appendix B: Riding Conditions – road surface and traffic conditions note 

Update of current Ride Classification System (Appendix B) suggested by Bruce D. – spring 2020 

June 13, 2016

i) 7A

ii) 7A

i) Storage on website suggested of previous Tours/H&S records: maps itineraries resources for future  

ii) Where to keep Ride Liability waivers?

i) Post Tour Considerations: Ride Leader Summary – 7d.

ii) 4d

i) Oct. 12, 2020 Board agreed to archiving of RL planning records on Club website.

ii) RL/RD ensure signed “bulk” waiver archived on website  

Oct 17, 2016

4A

Tour reconnaissance expenses to be included tour’s proposed budget.

3c. Tour Fees coverage &

5d1iii. Expenses for Ride Leaders of Tours

Date Board Policy adopted: based on Date of Board Minutes

(section #)

Board Policy Subject

Section Number of Ride Guidelines updated to reflect Board Policy

Board Member(s) responsible for Ride Guidelines update & Date of update

Comments

Jan 8, 2018
i) Rpts: H&S Dir.

ii) Rpts: H&S Dir.

i) H&S RLs can choose up to 30% of cyclists to support a H&S Ride.

ii) Are H&S Financial Audits required by the Board?

i) Appendix C #2

ii) 7b

i) Later changed to unlimited – to support Chapter H&S events with large number of cyclists 

ii) No for smaller H&S rides but may be required for large Chapter H&S rides

Mar. 12, 2018
i) Rpts: H&S Dir.

i) HD and H&S RL to decide at ride proposal stage on financial accounting requirements
 

ii) RL compensation for ‘piggy-backing’ on an existing tour.

i) Appendix G #12, #13

ii) missing from 5d1

i) same as note ii) above for Jan. 8, 2018 – no receipts required

ii) needs to be added to section 5d1 

Apr. 9, 2018

HD’s Rpt.

H&S registration monies

5a. Ride Funds

Appendix G #12, #13

Appendix G renamed to Accounting Suggestions for Tour Treasurers and H&S Ride Leaders – Oct. 12/20

June 10, 2019

Treasurer’s Rpt v)

Tour RL expenses

5. financial considerations

5d1: i, ii, iii. Expenses for TL. 

Bruce Daykin, June 2019

June 10, 2019

Treasurer’s Rpt v)

Tour Coordinator expenses

5d1: iv TC receives a free Tour and is
exempt from pre tour costs. If there is a second tour coordinator the single free tour exemption is shared 

Bruce Daykin, June 2019

Sep 9, 2019

HD’s Rpt

Refunds for H&S events

4. Ride Planning and Preparation.

4b. Refunds – no refunds

Add: ‘and Appendix G #13’ to last sentence of 4b

Jan 13, 2020

HD’s RPT

Refunds for H&S’s expanded.

4. Ride Planning and Preparation.

4b. Refunds – refunds OK for “wait listed out” members 

Date Board Policy adopted: based on Date of Board Minutes

(section #)

Board Policy Subject

Section Number of Ride Guidelines updated to reflect Board Policy

Board Member(s) responsible for Ride Guidelines update & Date of update

Comments

Jan 13, 2020

Motion i)

Club’s Camping Kit Units

2.1a Only one complete camping unit now.

Feb. 10, 2020

HD’s Rpt

TL H&S assistants.

Appendix C #2

No limit on # of H&S ride assistants selected. 

October 12, 2020

Ride Leaders’ Summaries to be archived on website for future Ride Leaders’ planning. RLs provide their Summary to the RD for website posting.

7d

George Zorn, Oct. 12/20

Linda Graupner,

Nov. 27, 2023