Post-Ride Considerations

7a. Final accounting for Tours: Within days of tour completion the Tour Treasurer (this may be but is not necessarily the Tour Leader) should complete their final expense tally, complete with all receipts and foreign exchange conversions. Calculations should include any Club contributions, and any extra costs borne by some members (e.g., those that requested single rooms). This documentation is to be delivered as soon as possible to the Club Tours Auditor; surplus funds will be sent to the Club Treasurer. Instructions for the 

disposition of funds will be recommended by the TL in his report to the Tours Auditor’s. The Club Tour Auditor’s sign-off and recommendations will be passed to the Treasurer via the TD. See Appendix G for Accounting Suggestions for Tour Treasurers. Details follow in section 7c below. 

7b. Final Accounting for Hub & Spokes: The Hub & Spokes Ride Leader will provide a Summary of Income and Disbursements for the Ride to the H&S Director within two months of completion of the Ride. This Summary is not subject to a formal audit by a Club Auditor. Chapter Hub & Spokes involving large numbers of cyclists may require formal accounting since thousands of dollars are involved. HD to discuss with TL at proposal stage.

7c. Personal refunds for Tours: Following the Club Tours Auditor’s sign-off of the Tour’s financial statement, prepared by the Tour Director, the Tours Auditor will authorize the Club Treasurer, with a copy to the TD, to make refunds of surplus funds to tour participants. No refund will be made for an amount less than $10.00. The Club Treasurer will provide refunds to each tour participant’s credit card which will be the same credit card used when tour fees were paid.

7d. Ride Leader’s Summary: A summary of the Ride by the RL is urged, which should be aimed at assisting future Ride planners of Tours and Hub & Spokes with routing, logistics, lodging, ride highlights budget info. and any significant issues. The RL’s report, along with a final copy of the Ride booklet, maps, etc., should be deposited with the RD (Tours or Hub & Spokes) for archiving. October 12, 2020 Board meeting: Board members agreed that Ride Leaders Summary information will be stored on the Club’s website for the benefit of future Ride Leaders’ planning. Ride Leaders will provide their summary to the Ride Director for web posting.

7e. CCCTS Tour equipment: The TL will ensure that all tents, cooking equipment, towels, tarps, etc., are accounted for, that they are clean and dry, and that needed repairs and shortages are listed in a report to the TD. 

7f. CCCTS Website Ride Report & Newsbrief report: The Ride Report author will submit their Tour Ride Report or Hub & Spoke Ride Report to the Newsbrief Editor and Webmaster Assistant as soon as conveniently possible. The report must include the list of participants.

Please note, that for publication in the next month’s Club Newsbrief edition, the Ride Report article must be submitted by the 28th day of the preceding month.