MANAGEMENT COMMITTEE POLICIES AND PROCEDURES - November 8, 2006
Each
newly elected SPS Chairperson
shall ensure that every member
of the SPS Management Committee
reviews these Policies and
Procedures annually. The
SPS Secretary shall maintain
a listing of the policies of
the SPS Management Committee. The
purpose of this outline is
to provide continuity between
successive management committees. Within
the constraints of the Chapter
policies and the Sierra Peaks
Section (SPS) Bylaws, each
management committee may set
its own policies and procedures.
1.0
TRIPS AND LEADERS
1.1
*All SPS trips will be conducted
pursuant to the Angeles Chapter
Outings Impact Rules, Angeles
Chapter Safety Policy and the
SPS Safety Regulations in Sections
One through Four below.
1.2 SPS
trips:
a)
*must be announced in either the
Chapter Schedule, Southern
Sierran, the Echo or the SPS
Website.
b)
*must be rated as to technical
difficulty.
c)
*must have two certified leaders,
each with a Chapter rating
to at least the level of the
trip. Under certain circumstances,
the leader may be a provisionally
rated leader.
d) leaders
and assistants must be current
in First Aid for “O”, “I” and “M” rated
trips. At least one of the
leaders or assistants must
be “current” in
Wilderness First Aid, while
the other must at least be “current” in
First Aid or more advanced
training for “MR” and “E” rated
trips. “Current” means
having passed a course within
the last four years.
e)
One of the leaders may have a
one-time rating granted by the
Chapter Safety Chair (typically
a person who is judged to be
qualified for the trip, but is
not certified at the trip level).
f) *If
two rated leaders are not available
at the start of the outing,
the event must be canceled.
Trips canceled for this reason
may not be lead as "private" outings
unless participants are notified
of the cancellation prior to
leaving for the event.
g)
must have leaders who are capable
of leading the trip, (i.e.,
must have experience commensurate
with the nature of the trip).
h)
must be led by a member of the
SPS (assistant leader may be
a non-member of the SPS, but
must be a Sierra Club member).
i) will
be scheduled to peaks of the
SPS list and to other peaks
of interest within and outside
the Sierra Nevada.
j) will
not be scheduled to peaks on
the HPS or DPS lists (except
for joint sponsorship) unless
for the specific purpose of
rock or ice axe
practice or certification for
the Mountaineer's List.
k)
will require participants to
sign a Sierra Club Sign-In Sheet
and Liability Waiver or Mountaineering
Sign-In Sheet and Liability
Waiver, as appropriate, for
the Outing.
l) will
restrict participation on trips
involving the use of ropes
and/or ice axes to Sierra Club
members whose names are on
the Mountaineers' List or who
have received the special permission
of the leader. These are referred
to as Restricted Trips.m)
will submit a medical disclosure
form in duplicate, one for
the leader, the other for the
National Sierra Club.
n)
helmets must be worn on restricted
outings for all rock climbing
and descending and for snow
travel when ice axes are necessary.
Helmets are advised on non-restricted
trips involving 3rd class rock
not usually climbed roped or
any travel where rock fall
is a concern.
1.3
Proposed trip write-ups:
a) must
be submitted to the SPS Outings
Chair
b) will
be submitted by the SPS Outings
Chair to the SPS Management
Committee with a recommendation
for approval or non-approval.
c) will
be announced after approval
by the SPS Management Committee.
d)
restricted trips
need approval by the National
Sierra Club’s Mountaineering
Oversight Committee (MOC).
For these trips supplementary
write-ups such as a Mountaineering
Application Form and updated
(every 2 years) leaders' resumes
are required. Current requirements
for such information are posted
on the website (http://angeleschapter.org/sps/outings.htm).
1.4
The SPS Outings Chair will
establish a “Leader Kit” with
all necessary forms and regulations
on the website.
1.5
Changes in trip leadership
may occur if a leader of an
approved trip is unable to
go on the trip. That leader
and/or the remaining leader
should contact the SPS Outings
Chair or the SPS Chairperson,
if time permits, for assistance
in obtaining a replacement
and for approval of a substitute
leader.
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2.0
RESPONSIBILITIES OF TRIP LEADERS
2.1
Prior to the trip the leader
is responsible for preparing
write-ups of the proposed trip
for the schedule, Echo or website
and for potential trip participants. The
latter should describe the
trip, equipment needs, requests
for participant information
(e.g. experience resumes, Sierra
Club membership certification,
etc.), and other information
the leader feels is needed
for trip-screening purposes. Obtain
parental medical releases for
any minor unaccompanied by
an adult. Carefully study the
participant’s medical
disclosure forms to judge whether
the participant is qualified
for the trip. If the leader
is uncertain he should consult
the National Sierra Club’s
Medical Advisory Board or the
participant’s personal
doctor. If
participants with medical conditions
or physical impairments are
accepted on a trip, the leader
must have developed a plan
to allow safe travel and climbing
for all participants. A
leader prerogative is to screen
potential participants before
acceptance. This is a
requirement for Restricted
Trips and is encouraged for
all SPS trips.
2.2
At the road head, at the beginning
of the trip, the leader will
brief all participants on plans
for the outing. Inform every
one of his/her responsibilities. Ensure
that names, addresses and phone
numbers of all participants
are entered on the sign-in
sheet and that the entries
are legible, and that participants
understand the meaning of the
waiver. Anyone unwilling to
sign the waiver CANNOT join
the trip. Ensure that all participants
are aware of the technical
requirements of the trip and
have the equipment necessary
for the trip. It is the
leader's prerogative to refuse
anyone who, in the opinion
of the leader, does not meet
the qualifications of the outing
(even though the participant
is on the Mountaineer's List).
2.3
Liability waivers are required
to be signed by all participants
and leaders and to be returned
to the leader when signing
in at the trailhead. The leader
should bring along spare copies.
The leader must safe-guard
the collected waivers (preferably
left in the car) and should
not dispose of them until,
at least 12-months after the
trip. In the event of an incident,
the waivers should be turned
over to the SPS Safety Chair. For
restricted outings the leader
has to return the original
Sign-in Sheet and Liability
Waiver, the Medical Screening
Forms and in the case of an
incident, the Incident Form
to Sierra Club Outings, 85
Second Street, 2nd Floor, San
Francisco, CA 94105-3441, Attn:
Regional Outings, Fax: 415.977.5795.
2.4
Leaders are encouraged to carry
a first aid kit suitable for
handling situations likely
to be encountered on the trip.
2.5
Discipline - maintain effective
control over the group during
the trip. Make decisions based
on the welfare of the group
and enforce them. Report
incidents and refusals to cooperate
to the Management Committee
when returning the sign-in
sheets.
2.6
Pace - set a reasonable pace
geared to the abilities of
the group.
2.7
Rear leader will remain with
the slow members of the group. The
rear leader's responsibility
for the slow participants takes
precedence over making the
peak. However, it is the prerogative
of any leader to turn back
participants who might not
reach the trip's destination
without seriously hampering
the rest of the party. Communication
with hand-held radios for reasons
of safety is permitted.
2.8
Leaving the group - ensure
that those who wish to leave
the main group are qualified
for what they plan to do. Such
a group, if it does not have
two qualified and certified
leaders, will no longer be
considered part of the official
party and its members must
check off their names on the
sign-in sheet.
2.9
Base camp - never abandon
participants under any circumstances
on a trip. Do not leave
base camp until all participants
have returned from the mountain. Do
not leave the road head until
all participants have returned.
Make sure that all cars start.
2.10
Conservation - ensure that
good conservation practices
are followed. Stress
that litter must be carried
out of the wilderness. Enforce
Chapter policy with regard
to campfires and use of stoves. In
every way, set an example of
which the SPS can be proud.
2.11
Publicity -- after the
trip the leader is strongly
encouraged to write a trip
report with pictures for the
website and Echo. The purpose
is to describe the route and
to advertise our activities
to interested newcomers and
readers.
2.12
Additional responsibilities:
a)
on 3rd and 4th class trips make
certain of the route before the
scheduled ascent, limit the group
size and have equipment suitable
for the trip.
b)
on snow and ice trips exercise
extreme caution to avoid avalanche
areas and dangerously steep,
icy slopes. Do not hesitate
to turn back or change route
if conditions are judged to
involve too great a risk. Never
glissade on icy slopes but
use a belay. Helmets
are mandatory on restricted
trips.
c)
if an accident or an emergency
should occur, where additional
aid beyond the capability of
the party is required, the
leader must do the following:
1)
Contact the Sheriff in the county
where the accident has occurred,
or the Park Ranger if in a
National Park or Monument.
For this purpose you are encouraged
to bring a cell phone with
suitable service, but be aware
that it may not work in many
backcountry locations. Otherwise,
send two people for help with
COMPLETE, WRITTEN INSTRUCTIONS,
use EMERGENCY REPORT form (send
one copy, keep one copy).
2)
Contact the Sierra Madre Search
and Rescue Team at 818/355-1414
(24 hour service) for Sierra
Club Search and Rescue Coordination.
3)
* All accidents, illnesses, or
other serious incidents that
require medical treatment,
evacuation, other emergency
response, or that compromise
outings objectives shall be
reported to the SPS Outings
Chair and the chairperson of
the Chapter Safety Committee
as soon as possible, using
the Angeles Chapter Accident/Incident
form. A copy of the Emergency
Report (if used) should be
attached.
4)
Contact the SPS Chair and/or
the SPS Safety Chair.
5)
Keep notes and do not release
information to other than the
authorities listed above. If
further assistance is needed
contact Angeles Chapter Mountain
Rescue Committee.
d)
if a participant has a physical
impairment (deafness, limited
vision etc.) that the leader
believes can be accommodated
without compromising the safety
of the individual and the group,
the leader should have specific
plans about how to travel and
climb safely with that individual. Signals
for rope work, rock fall or
other hazards; positioning
of this participant in the
group while climbing (away
from others to avoid rock fall,
for instance); and teaming
that person with a buddy are
some possible considerations.
(These considerations must
be written up in the Restricted
Trip Application form and included
as part of the leader’s
packet for each trip along
with sign-in sheets and other
materials. The
outings chair shall include
a reminder of this policy in
the request for trip submissions.)
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3.0
SAFETY AND TRAINING
3.1
Under the overall supervision
of the SPS Management Committee,
the SPS Safety Chair, an "E" rated
leader appointed by the SPS
Management Committee, establishes
and enforces safety standards
for the climbing activities
of the Section and formulates
training and testing procedures
to implement them.
3.2
The qualified safety instructors
list is established by the
SPS Management Committee upon
recommendation of the SPS Safety
Chair. It is reviewed
periodically by the SPS Safety
Chair.
3.3
The SPS co-sponsors rock and
ice axe practice seminars and
Mountaineer's List certification
sessions, which are limited
to Sierra Club Members only. These
activities are conducted mainly
in conjunction with the Leadership
Training Committee.
3.4
Training equipment (ropes,
etc.) belong to the Section
is in the custody of the SPS
Safety Chair.
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4.0
PARTICIPANT QUALIFICATION AND
TRAINING FOR RESTRICTED TRIPS
4.1
Restricted Trips are those
requiring the use of ropes
and/or ice axes and crampons
for safety. Participants
on these trips must be qualified
technically and must be members
of the Sierra Club. Potential
participants can formally satisfy
the technical requirement by:
a)
Being on the SPS Mountaineers'
List
b)
Be qualified "M" or "E" Angeles
Chapter Leader
c)
Sign off for items I (Climbing
on Rock) and II (Snow and Ice
Climbing) on the SPS Mountaineer's
List
d)
Sign off for the rock and snow
requirements for "M" level
leader
4.2
The potential participant may
also be accepted for the trip
if, in the opinion of the leader,
the participant's experience
and skill level is adequate
to meet the requirements of
the trip.
4.3
A Mountaineer's List Application
Form is available for downloading
from the SPS website. In
addition to obtaining "sign
off" in the three skill
and endurance areas, the Mountaineer
candidate must pass the subjective
evaluation of both the SPS
Safety Chair and the
SPS Management Committee as
to judgment, maturity, and
overall mountaineering capability.
4.4
Testing of applicants for Mountaineer's
List status may be performed
on a scheduled Section trip
by any “M” or “E” rated
leader or assistant
leader. Applicants must be
active members of the SPS.
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5.0
MOUNTAIN RECORDS
5.1
The SPS Mountain Records Chair
maintains:
a)
a list of qualifying peaks;
b)
a record of peaks scheduled
and climbed by the Section;
c)
a record of persons participating
in the Section's mountaineering
activities; and
d)
a record of the condition of
summit registers and register
containers on qualifying peaks.
5.2
The SPS Mountain Records Chair
maintains and preserves, as
required, registers and register
containers on summits of qualifying
peaks. He should provide new
register books and cylinders
to climbers to replace old
and missing ones on SPS peaks
and other qualifying peaks.
5.3
From time to time, SPS Mountain
Records Chair reminds leaders
and/or outings participants
to report via the Echo, website
or at membership meetings,
on the condition of the summit
registers.
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6.0
MEMBERSHIP
6.1
The SPS secretary shall acknowledge
new members by letter. The
original member application
forms and letters will be filed. New
members should be welcomed
by acknowledgements in the
Echo and website.
6.2
New membership applications
received after October 1st are
credited for Echo subscriptions
for the next calendar year. A
maximum of two years of renewals
will be accepted in any given
year.
6.3
The SPS Membership Records
keeper gathers all membership
information and prepares the
Membership Report which is
published in the Echo after
March 31st of each
year.
6.4
Information regarding new members
and new emblem holders, name
and address changes and reinstated
member applications are to
be sent to the SPS Secretary.
Renewals and Echo-only subscriptions
are to be sent to the SPS Treasurer.
6.5
Members who wish to provide
additional support to the Section
may become Sustaining Members. A
Sustaining Membership costs
$25.00 per year, receives the
benefits of a regular member,
and will be specially recognized
in the Echo. Sustaining
Members will also receive their
Echo via first-class mail. A
sustaining Member may renew
for a maximum of four years
in any given year.
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7.0
PEAK LIST CHANGES
7.1
Peak Addition Criteria - peaks
considered for addition to
the list will be evaluated
with respect to elevation,
dominance of an area, view,
climbing interest, proximity
to other listed peaks, potential
for accidents, and other factors
as deemed appropriate.
7.2
Exploratory Climbs - as required
by the SPS Bylaws, a peak must
be scheduled and climbed by
the SPS before it can be considered
for Peak List addition. Such
a climb is termed an "exploratory
climb", with the understanding
that the peak may be recommended
for addition to the list.
7.3
Peak Additions - After an exploratory
climb, a member may recommend
addition of a peak in, in writing,
to the SPS Management Committee
and furnish an evaluation of
the peak in terms of the peak-addition
criteria. A letter or
an abstract will be published
in the Echo and the SPS website. The
SPS Management Committee will
consider the recommendation
and decide whether to place
the question on the September/October
ballot. Pro and Con statements
will be posted on the website
and printed in the Echo, if
any are submitted.
7.4
Deletion - A member wishing
to delete a peak, or to change
the designation of emblem peaks
or mountaineer peaks, will
furnish the SPS Management
Committee with a recommendation
and reasons such as elevation,
dominance of an area, view,
climbing interest, proximity
to other listed peaks . A letter
or an abstract will be published. The
SPS Management Committee will
consider the recommendation
and will decide on bringing
it to the members for decision
on the September/October on
ballot.
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8.0
PEAK REGISTERS
A
register should not be removed,
even if full, when less than
40 years old, unless it is
seriously weather damaged and
in danger of loss. A
register may be removed for
preservation if it is 40 years
old or older and full. Illegible
scraps of paper, business cards,
etc. may be removed from a
register container if, in the
judgment of the leader, they
have no particular significance. However,
if such notes are records of
early Sierra Club climbs or
SPS climbs, they should be
left. Scraps removed
should be returned to the SPS
Mountain Records Chair. Notebooks
with historical significance
shall be preserved by copying
with a digital camera in place.
Another notebook must be left
on the peak when the original
is removed. Removal should
be coordinated with the SPS
Mountain Records Chair. Copies
thus made will be retained
by the SPS Mountain Records
Chair.
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9.0
ECHO ANNOUNCEMENTS AND ADVERTISING
A
fee of $1.00 per line will
be charged for advertisements.
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10.0
MEMBER RECOGNITION
10.1
In accordance with the SPS
Bylaws, recognition will be
given to members who have achieved
emblem status, senior emblem
status, master emblem status,
and list completion status. Such
recognition will be published
in the Echo and on the SPS
website.
10.2
Members who have achieved list
completion status will be recognized
and at an SPS meeting for achievement
of emblem status, senior emblem
status, master emblem status,
and list completion status
after their initial completion
of the list.
10.3 ACTIVE
LEADER RECOGNITION - Leaders
who lead trips in the last
two years will be acknowledged
as “active” at
the highest rated trip they
lead. If a leader does not
lead for two years he/she will
be acknowledged as “emeritus” at
his highest rating. The Section
tries to recognize our active
leadership while recognizing
past accomplishments.
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11.0
BANQUET SPEAKER PAYMENT
The banquet speaker will be paid a minimum honorarium of $250 and be given two banquet tickets.
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12.0
MERCHANDISE
The
SPS Merchandise Chair will
be appointed by the SPS Chair
and is responsible for fund
raising through the sale of
items such as T-shirts, pins,
hats, books, etc. All
proposals must be approved
by the SPS Management Committee
prior to placing any orders
for merchandise. All
merchandise is the property
of the SPS until sold. No
gifts of merchandise may be
made without approval of the
SPS Management Committee.
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13.0
LEADERSHIP AWARD
From
time to time the Management
Committee may choose to honor
a leader for extraordinary
service to the SPS. The
award shall be given at the
annual banquet with an article
in the banquet issue of The
Sierra Echo, to honor the leader. The
award may be given posthumously. By
submitting a letter to the
Management Committee indicating
why the leader should be so
honored, members may nominate
possible recipients. Management
Committee members may also
nominate recipients and should
draw up a list of qualifications
to be mentioned in an Echo
article published each year
in a mid-year issue along with
a solicitation for nominees. Factors
that may contribute to the
selection of recipients should
include leadership on numerous
trips over a period of at least
ten years, fostering new members
and leaders, achievement of
at least an “M” leadership
rating, and setting the example
of well-planned and safe trips. The
Management Committee shall
vote whether each nominee is
to receive the award. More
than one person may receive
the award each year, but it
need not be given every year.
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*
Angeles Chapter Requirement
Approved
November 8, 2006:
_______________________________________________
Gary
Schenk, Chair, 2006
Management Committee.
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