KOPSC Rules and Regulations

Participation in KOPSC Activities
Code of Conduct
No Solicitation Policy
Ski Trip Policies
Ski Trip Late Charge Fee
Submission Policy for Monthly Mogul and Web Site
Listserv Policy
Comments, Suggestions, Complaints
Refund Policy

Participation in KOPSC Activities

Members and nonmembers are welcome at almost all KOPSC events. Nonmembers are usually asked to pay a higher fee for events where fees are charged. Only club members in good standing (whose dues are up to date) are allowed on ski trips. Members who were in good standing prior to June 1 are given priority for initial trip signup. (Please see the full ski trip policies below.) Individuals under the age of 21 are not permitted to participate in any KOPSC activities.

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Code of Conduct

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No Solicitation Policy

Please be advised that the KOPSC Membership Directory is for the private use of club members only. Use of the directory for solicitation purposes is prohibited. If you are aware of a violation of this policy, you may report it to any board member or through the online suggestion box.

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Ski Trip Policies

RESERVATIONS:
A member must be in good standing as of June 1, 2007 to be eligible for the “first signup rights” for King of Prussia ski trips.   The dates for first signup and open signup are determined by whether the trip is designated as an “early signup” trip or a regular trip.

Early signup trips
First signup occurs on a designated date in August (usually the second Wednesday) for trips taking early signups. If you are a member in good standing as of the previous June 1st, you may register by mail for these trips. Members who joined after June 1st may sign up for these trips by mail on or after September 1st or in person at the September general meeting.

Regular signup trips
First signup occurs at the September general meeting. If you are a member in good standing as of the previous June 1st, you may sign up for these trips (or any trip) at the meeting. Members who joined after June 1st may sign up for these trips after the close of the September general meeting.

Payment (all trips) :
Initial member deposit is payable by check only and must accompany properly completed and signed trip registration form. $35 of the deposit is nonrefundable.   No reservation will be accepted without a form and deposit.   Reservations will not be accepted from nonmembers.   A payment schedule is provided for each trip and must be adhered to in order for the member to retain their reserved spot.

CANCELLATION BY A MEMBER:
Full refund (minus minimum $35 non-refundable portion) IF SPOT IS FILLED. The leader will attempt to fill cancelled spot from the waiting list first. If spot is not filled from the waiting list, and the trip leader agrees, the person canceling may attempt to provide a replacement. Spots cannot be sold prior to exhausting the waiting list.

If a suitable replacement cannot be found, the member remains liable for any expense the club incurs, up to the entire cost of the trip.

If additional costs are incurred due to member changes (taxes, airline ticket changing fees, lodging, food, etc.), the member is responsible of the additional cost.

CANCELLATION BY THE CLUB:
In the event the club cancels a scheduled ski trip due to lack of snow or any other reason, the club will attempt to reimburse the participants to whatever level possible. This is dependent upon the cancellation policies of lodges and transportation companies.

Because of the changeable and unpredictable nature of ski conditions, cancellation due to lack of snow is extremely unlikely. If you feel that going on a particular trip is not worth your while, you are free to cancel, subject to the provisions described in the section “Cancellation by a Member.”

TRIP INSURANCE:
It is highly recommended that each member who signs up for a trip consider purchasing trip insurance. Be sure to ask your trip leader for information on insurance options available to you.

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Guidelines for Submissions to the Monthly Mogul and KOPSC Web Site

Important!
Please note that all activities must be coordinated through the Activities chair, Audrey Krenzel before submitting to the Managing editor, Jeri Lovatt !

Short and sweet   Activity leaders are responsible for submitting the ads for their upcoming events. Please give just the basic information about it.  Be sure to include what, where, when, cost, deadlines, etc., AND the organizer's contact information, including phone number and e-mail address.  If a check needs to be sent in, include the organizer's address.  You do not need to include a release form in your ad – we run one in the Mogul every month. But if there is something special that needs to be added to the release form for your event, let us know.

Format Please submit your document in .doc (MS Word) format only! You can also type it within the text of an e-mail. Please DO NOT do a lot of formatting or layout design.  Chances are your ad will not be the same size or dimensions when it appears in the Mogul, and formatting only makes it harder for us to reconfigure it.  If you have a graphic or photo you want us to run, please send that as a separate file.  We cannot work with ClipArt that is embedded in a Word document.

Here is the standard format for activity ads. Please follow this as closely as possible:

Articles/Writeups About Club Events If you're submitting a writeup on an event, again, please keep it short and sweet. Absolute maximum word count is 500, and only major events like ski trips and the banquet should need that much space.

File Title Please help us out and name your file in a manner that makes it easily recognizable, such as “Outdoor tennis” or “Dance program.” Please do not call it “KOPSC Newsletter Article.”

Proofreading Please proofread your ad/article before submitting. Do a Spellcheck and then double-check the accuracy of names, phone numbers, and e-mail addresses.  This is your responsibility! If you need an ad to run more than one month, please remind us every month to run it again, but you do not need to resubmit the item.

Submitting Jeri Lovatt coordinates articles for both the Monthly Mogul and the Web site. Send all articles and ads to her. If she hasn’t acknowledged receiving your file within two days, it’s a good idea to ask her if she got it. If you don’t have e-mail, contact her about how to submit your ad or article. Her mailing address is:

1553 Evans Rd.
Pottstown , PA 19465
Phone: 484-716-0786

Only the managing editor can approve articles for the Mogul and website, do not submit articles to the layout editor or the webmaster because they can't approve them.

Photos We would love to run your digital photos of club events in the Monthly Mogul and on the Web site. To submit to the Mogul, send to Jeri Lovatt . Please include a caption and the names of thoses members in the photo.

Deadline Our goal is to have the newsletter in the mail by the first of each month, therefore the deadline to submit articles is the 20th of each month!

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KOPSC Listserv Usage Policy

Our primary reason for setting these rules is to avoid unnecessary messages cluttering members' e-mail boxes, as our e-mail traffic is just a small part of what our 500+ busy members have to deal with every day. Along those lines, please recognize that our Listserv is not set up to be a chat room, so only “messages with a purpose” are allowed. The Listserv moderator will review and finalize posting of appropriate messages, but these guidelines will help you to understand what types of messages are allowed.

1. List posts should generally stick to club-related activities or sports-related activities. You may also advertise your personal sports equipment for sale on the Listserv.  The Listserv is NOT to be used for selling non-sports-related or non-club-related items or services, with the exception of tickets to major events.

2. You may post group activities that you are organizing, as well as social activities that are open to the entire club membership.  Please give details of the outing (date, time, place, cost, etc.). Also provide your contact information if you are organizing the event.  If children are invited, please be sure to stipulate that the event is NOT an official KOPSC activity.  (Club rules prohibit persons under the age of 21 from attending our events.)

3. It is recommended that club events that are scheduled several weeks in advance be coordinated through the Activities Chair and advertised first in the Monthly Mogul, which is the primary communications vehicle for KOPSC. Subsequent Listserv postings would serve as reminders about the event as the date and/or deadline draws near.

4. Messages promoting Friday night events that resemble happy hours will not be posted unless approved by our Happy Hour Committee Chair. This is to prevent direct competition with our regularly scheduled happy hours.

5. Please write a simple, clear subject line on your Listserv post. This will make it easier for our membership to skip a message they're not interested in reading. All postings will automatically say “KOPSC,” so you don’t need to add that. When forwarding information from another source, please change the subject line if necessary to clarify the nature of the posting. Please remove all extraneous “headers” and previous distribution lists from forwarded messages as well.

6. Due to concerns about computer viruses, we will not allow attachments of any kind. If appropriate, your posting can state that you will send the file to individuals who request it.

7. Do not submit ANY form of spam (junk e-mail).

8. All “news you can use” related to skiing/snowboarding and other sports-related activities will be allowed, including information about non-club* ski trips, ski shop sales, sales of skiing/boarding equipment, season pass deals, first-hand accounts of ski conditions, and requests for information about ski areas. Please do not submit advertisements/propaganda for a resort or other vendor unless the message pertains to a sale or other special offering. (*Non-club trip postings will be allowed if they do not conflict or compete with any KOPSC trips. Such postings must be approved by the board of directors and the ski trip planner.)

9. Reminders about upcoming events will be limited to one per week. Exceptions will be made for events that are not filling up and which expose the club to financial loss.

10. If you feel a Listserv posting is inappropriate for any reason, please direct your comments to the moderator, rather than to the sender of the original post.  It is the moderator’s job to interpret and enforce the Listserv Usage Policy, and your feedback helps to shape that policy.  Currently, the Listserv moderator is Brian McDowell .

To join our Listserv, send an e-mail to the subscription mailbox . Be sure to include your first and last name in the message text area so the Listserv moderator can verify your club membership.

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Comments, Suggestions, Complaints

Do you have questions, suggestions or comments about how our club is run? Contact your board members-at-large. They are your liaisons to the KOPSC board.

You can also submit an anonymous comment via the suggestion box on the web or at the membership table at the general membership meetings (September through April).

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KOPSC Cancellation/Refund Policy for Club Activities

General activities:  Activities are not subsidized by the club and are priced to break even. Therefore, the club cannot accommodate requests for refunds when a member cancels. However, members are allowed to find a substitute for their spots on these non-ski-related activities, provided the arrangement is coordinated through the activity leader. The board of directors may make adjustments to this policy for events with limited group size and waiting lists, and members may be offered first sign-up rights. Please ask the activity leader for details. Refunds will be issued if the event itself is canceled.

Skiing day (bus) trips:  People who cancel will not receive a refund unless their spot is filled, and they must give the trip leader adequate notice to move someone up from the waiting list. The spot may not be sold or given directly to someone else. All registrants must go through the trip leader and pay the club directly. The canceling member will be assessed a fee of $20.

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