Bylaws

OTAGO UNIVERSITY TRAMPING CLUB BYLAWS

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Created: 1st May 2023 by Ben Clarkson, 

David Sheppard, Max Farmer, Matt Adams and Will Henderson Biss 

Last Updated:

1st May 2023 by Ben Clarkson 

26th May 2023 by Will Henderson-Biss, Ben Clarkson and David Sheppard.

19th May 2024 by Liam Hewson - Media Bylaw

18th June 2024 by David Sheppard - Snow Bylaw Motioned in May Meeting

31st August 2024 by Ewan Adam - Investment Bylaw

4th March 2026 by Lukas Heinrich

 

TABLE OF CONTENTS:

Purpose of this Document

Bylaws:

1. Driving for the Club

 

1.1 - Driver Experience and Eligibility

1.2 - Drivers per Vehicle

1.3 - Costs

1.4 - Hiring a Vehicle for a Club Trip

1.5 - Distances

1.6 - Theft

1.7 - Road Rules

1.8 - Insurance / Accidents

1.9 - Meetings and Lists

 

1. Safety and Responsibility on Trips

 

1. - Risks

2. - Welfare

 

1. PLBs

 

1. - How the Club PLBs Work

2. - Responsibilities 

3. - Club Trips

4. - Training

5. - Costs

6. - Remuneration

7. - Chain of Command

 

1. Gear

 

1. - Bond

2. - Return of Gear

3. - Conditions of Hire

4. - Information

5. - Acquisition of Gear

 

1. Discounts

 

    5.1 - Drivers and Repeat Trip Leaders

 

1. Trip Refunds

 

    6.1 - Thursday

    6.2 - Cancellations

 

1. Membership Email and Bylaw Availability

7.1 - Email

 

1. Media Bylaw

 

1. Investment Bylaw

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Purpose of this Document:

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This document contains the bylaws enacted by the executive committee of the Otago University Tramping Club (hereafter: the committee) pertaining to the day-to-day operation of the Otago University Tramping Club (hereafter: the Club or OUTC) and the requirements put in place for specific actions and roles that routinely occur in relation to Club activities or the management thereof. 

The bylaws have been enacted to put in place operational policies in the interests of safety and security for the Club and its Members; and must be adhered to in the operation of the Club and in the matters to which they individually pertain. 

Each bylaw pertains to a specific aspect of Club activity and may contain more than one policy covering the expectations and behaviours of club members. 

While they cover specific, common occurrences they are not exhaustive and common sense should be applied in instances where the policies themselves are not explicit and in the review and amendment of bylaws.

The bylaws in this document can be reviewed, amended or removed, and new bylaws added, at any regular meeting of the committee where at least half of the standing committee is present. This requires a two thirds majority vote. Any ratified changes take effect immediately upon their inclusion in this document.

The bylaws contained in this document and the policies they enact must be reviewed annually by the March meeting of the new committee following their election at the AGM. It is the responsibility of the President of the outgoing committee to inform their successor of this requirement. The review may be undertaken by a subcommittee, but the conclusions of the review must be presented to and approved by the full committee. Additionally, all committee members must read and be familiar with the bylaws.

Any new bylaws created by the committee to address new matters must be added to this document. Any changes to existing bylaws must also be updated in this document. Policies recorded elsewhere are not considered bylaws unless they are contained within this document and have been confirmed by the committee. 

The bylaws must be available to members of the club and, where indicated, certain policies must be publicly displayed to members in specific contexts.

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Bylaws:

 

1) Driving for the Club: 

The policies contained within this bylaw have been put in place to ensure the safe operation of motor vehicles on trips by members of the Club when driving shared transport such as rental vans. These policies cover the activities undertaken by both drivers and passengers and establish their responsibilities in Club situations. Private vehicle users will also find some sections applicable.

 

It should generally be the job of the Transport Officer to enforce the rules of this bylaw and to ensure that drivers are informed of them. 

 

• 1.1) Driver Experience and Eligibility

 

To be allocated a driving position within the club on any trip, the driver must read and sign the bylaw 1), agreeing to such terms and conditions.

 

To drive a rental vehicle, you must be at least 21 years old and must hold a full New Zealand Class 1 licence or overseas equivalent (and be legally allowed to drive in New Zealand). You must be a current member of The Club. 

 

Driving large vehicles carrying many passengers is more challenging than driving a standard car. For this reason, it is advised that first time drivers carefully consider their experience and ability before committing to driving. 

 

It is also essential that you are competent and experienced at using a manual transmission (stick shift), and are familiar with engine braking techniques if you are asked to drive a manual vehicle by the Club. The Club will inform its drivers of the type of  vehicle transmission in advance of a trip to the best of our ability and organise drivers accordingly. 

 

It is recommended that you have had at least 5000km of previous driving experience and The Club would prefer that at least some of this has been on New Zealand roads including gravel road surfaces.

 

If an incident occurs where the driver is at fault, or had any ability to avoid said incident, the driver will be withdrawn from further driving within the club on completion of the trip until a meeting with the transport officer, safety, and other necessary parties where required to decide further action. If an incident has occurred on more than two occasions, a review must be done of the driver at fault with a stand down period of minimum 6 months. If an incident has occurred on more than three occasions, a permanent stand down from driving will commence.

 

• 1.2) Drivers per Vehicle

The Club requires that there be at least two drivers per vehicle who meet the above requirements. 

 

Driving should be shared between individuals to reduce fatigue.

 

• 1.3) Costs

The hire costs are variable depending on the type of vehicle being hired and the rental company used. All Club vehicle hire is to be coordinated by the Transport Officer.

 

The driver and/or trip leaders are responsible for covering fuel costs and needs to make sure they have money available for fuel purchases. Club owned fuel cards will be used when possible. The Club will fully reimburse members for fuel expenses on Club trips. To get these expenses reimbursed, contact the Treasurers with a copy of the fuel receipt/s.

 

To ensure the club fully considers the environmental impact (CO2 emissions) and financial cost to club members (wear and tear on personal vehicles), the club should, in planning transportation for club activities:

• Fairly reimburse those driving a personal vehicle at the Tier Two IRD kilometre rates for the current financial year, as detailed in the reimbursement section.

• Compare the cost and estimated carbon impact of using personal vehicles to more fuel-efficient (per passenger) hire vans, and - where the difference in cost is not significant - opt for the choice with a lower environmental footprint, as detailed in the calculation section.

Reimbursement:

• The total reimbursement value should be equal to the Tier Two rate for the vehicle type in question (petrol/diesel, hybrid, or electric). Multiplied by the kilometre distance from OUSA Dunedin, to the campsite or accommodation (or closest car park) that will be used during the trip, and back to OUSA. E.g. 250km each way (total 500km) multiplied by $0.35 per kilometre = $175.

• This reimbursement INCLUDES petrol, no reimbursements for petrol receipts should be paid for personal vehicles after this system is implemented.

• If the vehicle in question is only providing transport in one direction for any reason, the driver is only entitled to reimbursement for transport in one direction.

• For longer trips such as Golden Bay, an odometer reading for each vehicle can be taken at first arrival and final departure from the campsite by an appointed trip leader. These should be timestamped and submitted together via the reimbursements form at the end of the trip to receive reimbursement.

• Costs are to be calculated prior to the trip and included in the budget. Reimbursements are only to be requested and paid after a trip has finished. Requests for earlier reimbursement may be considered by the treasurers on a case by case basis.

• It is the responsibility of the treasurers to check these figures and ensure the reimbursement value and number of vehicles being used is consistent with the trip location and the number of trip members.

• Abuse of this system or submission of fraudulent reimbursement requests/odometer readings will be grounds for punitive action by the committee or referral to NZ police in the event of a sufficiently large and clearly intentional misappropriation of club funds.

Calculation:

• Cost calculation should compare the total cost of personal vehicle reimbursements to the total hire + estimated fuel cost of van hire.

• Where the cost of van hire is approximately equal to or less than driver reimbursements, vans should be opted for, where vans are significantly more expensive cars may be used. Ultimately the decision lies with the trip organizer. 

 

• 1.4) Hiring a Vehicle for a Club Trip

 

Trip leaders need to contact the transport officer as early as possible to book a van. The Club prefers not to have to cancel bookings after the Wednesday immediately preceding the weekend of a trip. The organisers of the Trip should do everything in their power to ensure accurate numbers and payment by members is secured well ahead of this deadline, and that weather cancellations have been decided upon by this point.

 

All bookings of hire vehicles on behalf of The Club must be undertaken by the elected transport officer. If the Transport officer is not available or the position is vacant then the president shall have this responsibility.

 

The transport officer may refuse the hire of a vehicle on behalf of The Club to a driver or drivers. This veto will not generally be exercised unless there has been a demonstrated recklessness, serious misconduct, or serious incompetence by the given driver on previous Club trips. The refusal to hire may be appealed to the committee.

 

• 1.5) Distances

 

On a weekend trip leaving on Friday night and returning on Sunday it is strongly recommended that the destination not be more than 400km or 5-6 hours maximum driving time from Dunedin. Driving longer than this can mean excessive fatigue and discomfort for both the drivers and passengers and a reduced enjoyment of the weekend as a whole.

 

This means that destinations in a rough circle bounded by Christchurch, Haast pass, and the Homer tunnel are feasible in a weekend. For destinations further away, at least a 3-day trip is recommended.

 

• 1.6) Theft

Vehicle theft is an increasing problem in some areas of New Zealand. Do not leave valuable possessions in vehicles while you are tramping. Road ends close to populous centres are especially prone, such as the Kepler track and Arthur’s pass.

 

The Club does not accept any responsibility for personal possessions on Club trips, including but not limited to, consequential losses or theft.

 

• 1.7) Road Rules

 

The Club expects that drivers will adhere to the law. Under New Zealand law it is the driver’s responsibility to ensure knowledge of the relevant legislation. Any penalties incurred, monetary or otherwise are the responsibility of the driver.

 

As a driver you are directly responsible for the safety of your passengers and other road users. For this reason, The Club requires that you do not consume any alcohol or any substance that may adversely affect your ability to drive. This is strictly enforced and drivers who disregard this will not be permitted to drive again for The Club.

 

In the event of traffic offences including but not limited to careless driving, dangerous driving, reckless driving, alcohol and drug related offences, or travelling in excess of the posted speed limit, the Club does not accept any liability whatsoever including, but not limited to, consequential losses.

 

The Club has a zero-tolerance policy towards speeding when driving in an official capacity. Infringements for speeds in excess of the posted speed limit are the sole responsibility of the driver and will immediately debar them from driving on further club trips. Debarment from driving can be repealed by the committee if there are reasonable grounds to do so.

 

• 1.8) Insurance / Accidents

 

Only people named on the rental agreement may drive the vehicle. The Club must purchase insurance and excess reduction on all vehicles hired. 

 

In the event of vehicle damage or loss arising from, but not limited to, collisions or theft, The Club will assume responsibility for the excess payable on a relevant insurance claim.

 

For instances where you are driving, and violate traffic law, and have or cause an accident, and it can be proved either by the insurance company, or the police that this accident was due either in part or in full to an action that constitutes a traffic violation then insurance is likely to be rejected. The Club will not support individuals financially in this situation.

 

Some rental companies have negative stipulations on certain roads. Any roads or areas in this category will be specified on the hire contract. It is the transport officers responsibility to ensure compliance; otherwise, insurance may be rejected.

 

For private vehicles used on Club trips The Club assumes no liability whatsoever, including but not limited to, theft, fire and consequential loss. Drivers using private vehicles who do not own the vehicle should confirm that they are insured.

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2. Safety and Responsibility on Trips:

 

The policies contained within this bylaw have been put in place to ensure the safety of members on Club trips and appraise them of the risks and expectations present in an outdoors environment. These policies cover the activities undertaken by members and establish their responsibilities in Club situations. 

 

• 2.1) Risks

Tramping, mountaineering, climbing, caving and other associated activities are inherently dangerous. While the Club does its utmost to encourage the safety of its members and operate to best practices, the safety of an individual in an outdoors situation is ultimately the result of their own actions. As such it is IMPERATIVE that members on Club trips are thoroughly vetted and are cognizant of the personal risks they are assuming by undertaking dangerous activities.

The organiser (or Organisers) of a Club trip are responsible for and must complete a RAMS (Risk Assessment Management) form before each trip and provide a comprehensive briefing as part of the meeting at which club members are selected for trips. This must include the following information:

“Tramping(/climbing/caving/mountaineering) is an inherently dangerous activity and individuals who wish to come on these trips recognise that by doing so they are reasonably accepting the risks entailed in adventurous outdoor pursuits. All Club members ultimately remain responsible for their own safety at all times in the outdoors and must be comfortable relying on their own judgement and accurately assessing risks in such settings. The expectation is that members will ALWAYS behave in a manner that does not jeopardise their own or others safety. ”

 

The expectation is also that members should behave in a manner that will not adversely impact the environment. 

 

• 2.2) Alpine Hazards on Club Trips.

With the exception of Snowcraft, which is a skills based trip with the aim of instructing individuals in appropriate safety techniques and theory, trip leaders require permission from both the alpine and safety officers before venturing onto snow, glaciers or other terrain where there is risk of avalanche or where specialised alpine safety gear is required during club trips. Permission from the alpine and safety officers is also required if the trip is considered a mountaineering objective with an alpine grade. Alpine and safety officers will consider both conditions and experience and should in most instances recommend that trip leaders change their trip plans.

 

• 2.3) Trip Leaders.

Trip leaders are under no obligation to bring individuals on trips and have the right to refuse to take individuals if they believe they pose a risk to the safety of other individuals or themselves. Individuals should be thoroughly vetted at the pre-trip meeting - if it later becomes apparent that an individual is not competent, lacks the appropriate gear, skills or fitness the individual should be moved to another trip of lesser difficulty if such an action is suitable. It is ultimately at the discretion of trip leaders to accept or decline people being added to their trip. 

 

In planning Club trips, trip leaders should apply reasonable levels of discretion regarding the number of punters on their trip. Leaders should keep their individual group to an appropriate and manageable size. Organizers should also consider this when asking trip leaders to change trip numbers. 

 

Each Club trip must have a minimum of two (2) trip leaders, except in exceptional circumstances and where having fewer leaders would in no way reduce the safety or experience of any members on the trip. There may be more trip leaders per group as required for safety reasons, or if there is an unusually large number of punters on the trip/in the group, particularly inexperienced or international punters who may need more guidance, management or support than would otherwise be available. 

 

•  2.4) Welfare

We have a welfare system in place, but the expectation is that all members will deport themselves in a manner befitting the ideals and values of the club.

 

Welfare forms are to be used for serious and significant issues, such as serious misconduct by a Club member. They generally should not be used to express displeasure about the difficulty of a trip or similarly trivial issues. Feedback forms are available for non-welfare related complaints. 

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3. PLBs

 

The policies contained within this bylaw have been put in place to ensure the safety of members  on Club trips and clarify the structuring and organization of emergency procedures within the Club. These policies cover the setup and system for the club PLBs and the responsibilities of specific members of the Club in emergency situations. 

 

• 3.1) How the Club PLBs Work

The Club PLB’s are all registered to the number of Campus Watch at the University of Otago, which is staffed 24/7 by a member of their organization and receive copies of the PLB hire forms and emergency contact information filled out when they are rented from the gear room. In the event of a Club PLB being activated, Campus Watch calls the emergency contact listed on the form who assists them in sourcing the relevant information for emergency services. The Club is not responsible for emergency response. 

 

New PLBs or equivalent should be registered with the campus watch number when first purchased. 

 

• 3.2) Responsibilities 

When possible PLB forms should be filled out before the PLB leaves the gear room. The emergency contact must also be given a thorough rundown of the details of a trip by the trampers so as to expedite the process of mobilising aid. Trampers must also fill out the return form and indicate to their emergency contact that they have completed a trip at the soonest convenience.  

 

For Club trips, the emergency contact for the PLBs should be the same person for all sub trips and be an exec member with access to the OUTC google drive (allowing them to access information regarding medical conditions, allergies and next of kin contact information from the spreadsheets if necessary). They must remain in service for the duration of the trips they are the emergency contact for.  It is the responsibility of the trip organiser to fill out all PLB forms prior to leaving for the trip. 

 

For Club members on non-Club trips, PLB hire is available from the gear room. However, as with all Club gear they are for the use of Club members and should not be taken on trips where no Club members are present. Non-Club members can either rent PLBs from Unipol gym, or make the wise decision to join the OUTC for access to gear hire.  

 

• 3.3) Club Trips

All Club trips must take club PLBs as the main PLB, personal ones may be brought in addition. The reasoning for this is simple – while the devices will physically still work, it is significantly more difficult (if not impossible) to get valuable information to emergency services if someone’s mother is the emergency contact. They have no access to the databases available to the club or likely the ability to get in touch with club members to do so.

 

• 3.4) Training

As a part of the training of new trip leaders, there must be a discussion of when to pull a PLB and what to do once one has been pulled (don’t move from the location, don’t pull it for non-emergency reasons, but also don’t hesitate if they should be pulled etc.).

 

• 3.5) Costs

The Club will cover costs for replacing its PLBs or their batteries in the event they are pulled on a trip where a Club member is present (and has rented the PLB). If they are used on trips where no Club members are present, the individuals will be held liable for replacement costs and asked to contribute to the emergency services donation made by the club (outlined below).

 

• 3.6) Remuneration 

For any rescue events that occur on Club trips, the Club will make a donation to an emergency services organisation or organisations of the committee’s choosing (LandSAR, Cliff Rescue etc.). The value of this is typically $1000 per event. 

 

• 3.7) Chain of Command

In the event that next of kin must be contacted by a member of the club (although this should not occur and will be done by campus watch or emergency services) or any non-university or non-emergency related organisation communicated with by a member of the Club, it is the responsibility of the President to do so. If the president is unavailable, it is the role of the vice-president. 

 

It is also not the prerogative of this individual to communicate sensitive personal information to next of kin or to any media (indeed no media should be communicated with independently of any emergency services). 

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4. Gear 

The policies contained within this bylaw have been put in place to outline the role and function of the gear room, and clarify the requirements surrounding gear hireage and the return of gear to the Club.

 

• 4.1) Bond 

The bond for hiring gear is currently set at $60 per 4 items, this can be increased to at any time by committee vote, but should be obviously signposted in the gear room. This must be in cash and can be adjusted under exceptional circumstances at the discretion of the gear officers, and should be increased if hiring for exceptionally long periods like holidays. 

 

The bond is for the gear hire for a single individual only and sets of specialist gear, such as avalanche kits, climbing gear, snowshoes etc. require a bond of $60 for each set hired. 

 

Only current members of the Club may hire Club gear from the Gear Room. Club gear may not be hired by or on behalf of any non-Club members. All Club members, including members of the Executive Committee, are required to pay the bond to hire gear. There are no exceptions to this.  

 

The bond is forfeit in the event the gear is not returned (see 4.2 below), damaged through negligence (damage in the course of normal or appropriate use will not be penalized), or lost. In the event that an individual sells or attempts to sell rented Club gear for profit, the bond is forfeit and the matter will be referred to the relevant authorities. 

 

• 4.2) Return of Gear

Gear can be hired from the Club gear room for no longer than two weeks without prior approval by the gear officers. If gear has not been returned within this timeframe, an attempt will be made to contact the hirer and an arrangement made for the return of the gear at the soonest available time. Individuals who have deliberately or negligently failed to return gear or have left Dunedin with it must arrange for the safe return of the gear at their own expense.  

 

If the gear has not been returned or immediate efforts are being made for its return two weeks after the initial attempt at contact has been made, or further attempts over the course of two weeks at contacting the individual have been unsuccessful, the bond is forfeit and the member will be invoiced for the cost of new replacement gear and/or the matter will be referred to the relevant authorities for the recovery of the gear in question. 

 

Failure to return gear in a timely manner may result in a temporary or permanent ban from gear hire (including its use on Club trips, which may preclude an individual's participation in Club trips if such gear is required for the safety of the group or individual).

 

• 4.3) Conditions of Hire

Specialist gear must only be hired to individuals trained and competent in its use and implementation. Gear hire will be refused to individuals who obviously lack the skills to use specialist gear or are unaware of other key pieces of safety equipment required in their use (most commonly this is mountaineering gear, climbing gear and caving gear – where individuals must have specialist training in their use. For example: ice axes and crampons should not be lent out if individuals are unaware of avalanche transceivers, shovels and probes). This is at the discretion of the gear officers.

 

• 4.4) Information

The information above should be displayed prominently in the gear room and hirers should be made aware of their obligations regarding the safe return and care of Club gear. 

 

• 4.5) Acquisition of Gear

The Committee may direct the Gear Officers or members of the Committee to purchase new or second-hand gear to  restock the Gear Room as necessary. The Club may also take donations of second-hand gear assuming such gear is in reasonable condition. Any newly acquired second-hand gear should be thoroughly assessed and vetted by a known club member or member of the Committee with appropriate and sufficient expertise, to ensure that it is still fit for purpose. 

 

Second-hand technical fabrics such as slings, webbing, prusik cord and the like should not generally be accepted by the gear room.

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5. Discounts

 

The policies contained within this bylaw have been put in place to outline the implementation of discounts for trip leaders.

 

• 5.1) Repeat Trip Leaders and Drivers

 

Trip leaders are entitled to a discounted price on any club trip for which they are involved in leading, after their first - i.e. for the first trip they pay the full price and on all subsequent trips that the individual leads for the Club, they are entitled to a discount. This discounted rate is to recognise the time and work that trip leaders spend organising Club trips and to encourage them to remain engaged with the Club. 

Club members who become engaged in driving vehicles on Club trips (such as hired vans, private cars, or utes) are also entitled to a discounted rate for any trip for which they are listed as a driver. 

 

• 5.2) Exceptions to and size of discounts.

These discounts are at the discretion of the President and the trip organizers. The discount for repeat trip leaders and van drivers should be as low as it is feasibly possible, while still enabling the trip to (on the whole) break even. In the past this has been anywhere from 60% to 30% of the “full price” paid by punters. Organisers should aim to give at least 30% discounts. For example, if a punter pays $100, a repeat trip leader would pay $50, or $70. The total discount given to trip leaders remains at the discretion of the President and the trip organiser. In general if someone is both trip leading and driving they should receive a larger discount than if they are just doing one. 


 

6. Trip refunds

 

The policies contained within this bylaw have been put in place to outline the process and the refunds available  for Club trips.

 

• 6.1) Thursday

No refunds are available after 12pm on the Thursday immediately preceding a trip. Individuals who can no longer attend a trip and  wish to be refunded must have contacted the leader of their trip by this time and expressly withdrawn from attending and asked for a refund. This date can be adjusted by the organiser for bigger / more expensive trips. 

 

The trip leader must then update the overall organiser of the Club trip and direct the individual to apply for a refund. 

 

At their discretion, the Treasurers can elect to give a refund to an individual after this date if their withdrawal was a matter of unavoidable personal circumstance, bereavement etc.

 

• 6.2) Cancellations

If the Club cancels a trip for any reason, all individuals are entitled for a refund of their trip fees. In the case of trip leaders, they are also entitled to reimbursement of money already spent on group consumables for their trip, such as food.

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7. Membership Email and Bylaw Availability

 

The policies contained within this bylaw have been put in place to outline the access and availability of the bylaws for members of the Club.

 

7.1) Email

The email sent to new Club members on the occasion of their sign up must include the information in sections 2.1, 3.2, 6.1 and 6.2 of the bylaws at the minimum in the main body of its text. It must also contain a link to the bylaws in full, which must be published and kept up to date on the OUTC website – as these indicate the expectations of club members and should be available for reference by members. The email must contain the text “The link below contains the Club bylaws and has important information regarding procedures and safety within the OUTC. By participating in Club trips and events you agree to behave according to these bylaws.”

 

8. Media and the OUTC

OUTC is occasionally the subject of complaints and media attention - two recent examples of this are Paradise 2022 (involving a complaint directed at OUTC, with the VC, OUSA and the OUTC President receiving that message), and following Copland 2023: Copland - Sierra Room complaint response; e.g. see OUTC Copland 2024 Letter to DOC 

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The following procedure should be followed for all instances where OUTC is either contacted by media, or the subject of a complaint from a member of the public:

 

1. The President and Vice President must be informed, and it is suggested that the Secretary (assuming they were not the initial contact for receiving the complaint) and Patron be informed and involved as necessary. 

   1. The President, or Vice President may nominate a suitably experienced member of the Executive to fulfil this and subsequent functions on their behalf

2. The President, or the Vice President if they are unavailable, will approve any external communications i.e. those communications not within OUTC

   1. The expectation is that all communications are peer-reviewed by the President or Vice President, or their nominee

   2. NB this includes communications with the University of Otago and OUSA.

3. In the case of Media attention / interaction, ensure that the President or their nominee directs this interaction and seeks appropriate advice if applicable

   1. The Clubs Development Officer at OUSA is well placed to offer advice in the first instance.

4. Communications should be responded to in a prompt manner with appropriate tone - these represent the Club. 

   1. To understand the issues, ensure this is discussed with a main trip leader to understand the situation as it occurred on the ground. Similarly, members of the Executive or Jacob Schonberger, if present, would provide valuable insight.

   2. Seek to understand the nature of the complaint and the mitigating actions / controls implemented at the time by OUTC members / leaders.

   3. Responses should include a summary of the complaint, mitigating issues and consideration of the overall situation. 

   4. Responses should have the Common Seal of the Club attached and professionally signed off, ending with your name and position in the OUTC as pertains to the complaint.

   5. Responses should begin with establishing your position in OUTC (your position on the Executive Committee, trip leadership etc) to establish your authority and position to speak on behalf of OUTC, and thanking them for reaching out in response to the complaint.

   6. Conclude responses with an option for the club to engage in further action to resolve the situation; a formal apology letter may be an appropriate option (ex. “Nonetheless, we would like to assist you in resolving this in the proper manner, and I am happy, with the help of other trip leaders, to write an apology letter to be forwarded to the party involved”).

5. Maintain a polite tone throughout, bearing in mind these communications may need to be shown to external parties in the event of escalating circumstances.

 

 9. Investment of OUTC Funds

As of August 2024 the club’s accounts contain a modest 5 figure sum, sensible investment of this money will provide returns that can be used to grow the club’s funds over time, and fund a yearly grant. Investment comes with risks, and the following bylaws stipulate the restrictions and requirements on the investment and withdrawal of club funds.

 

1. The funds must be managed in such a way as to minimize exposure to the risk of substantial losses.

   1. The club’s funds will not under any circumstances be invested in speculative asset classes such as cryptocurrencies, leveraged securities, options, or any diversified fund with exposure to such asset classes.

   2. The club’s funds must be invested in either diversified funds (ETFs, Index Funds, etc) or fixed income assets (Term Deposits, Bonds, etc) with an appropriate risk profile.

2. The funds must be allocated on the basis of informed decision making by signatories.

   1. With the sole exception of opening a term deposit, any investment must be made subsequent to seeking advice from a qualified financial advisor.

   2. All signatories must be given an explanation of any asset the club is investing in, the expected returns, and any associated risks.

   3. Any changes in the allocation of club funds must be motioned unanimously by signatories.

3. Withdrawals and contributions to the club’s investment fund must not be excessive, and must be justified and approved by committee at a general meeting.

   1. Withdrawals should be of the minimum amount justifiable to meet the clubs immediate objectives (e.g. grant payment, emergency payment).

   2. Contributions should be of the maximum amount justifiable that will not interfere with the regular operations of the club (inability to cover expenses in the short term).

   3. A float of $12,000 NZD minimum should be kept in the club’s PIE savings account to allow immediate payment of unforeseen expenses.

   4. All contributions to the club’s investments are to be halted if the float drops below $10,000 NZD.

   5. It is the treasurer’s responsibility to review the club’s finances and future expenses prior to each general meeting and propose a monthly contribution to the invested funds.

4. A record of contributions, withdrawals, and the reason for them must be kept in the club’s drive.

   1. The record is to be maintained by the treasurers, every transaction must include a date, the amount withdrawn or deposited, and reason for the change.