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PebbleCreek Hiking Club (PCHC) Standard Operating Procedures
Approved February 17, 2011
1. Club Purpose: To provide PebbleCreek residents the opportunity to enjoy recreational hiking in an organized, safe and social environment. The regular hiking season runs from the last full week of SeptEMBER through the first full week of MAY. Summer hikes between these dates may be planned by those interested to participate.
2. Club Structure:
Membership Committee (duty of Sec/Treas) shall keep records of membership, meeting attendance, hike participation, internet and phone contacts, dues, record of waiver/liability forms, etc.
Communications Committee shall publish and post the planned and completed activities of the Hiking Club.
Property Committee shall hold, maintain and assign safety equipment (GPS, Walkie Talkies, Emergency Cell Phones, etc.) to Hike Leaders.
Picnic Committee shall plan refreshments and schedule all social events, including the Annual Meeting .
Hike Coordinators shall assure that an agenda of hikes is planned for their respective Level for the year. They shall assign Hike Leaders, provide weekly hike descriptions, travel directions for drivers, arrange for drivers and determine the reimbursement amount to the drivers, which shall include mileage and entry fees. They may occasionally alternate hikes on a given day for safety, mileage cost, trail conditions, or accessibility, if the majority of participants agree.
Exploratory Committee shall research and test possible new hikes that might be appropriate for adotption in a future year.
Orientation Committee shall be responsible to train new members in hike safety and to help them determine their individual ability level at which to begin hiking. Additionally this committee shall be responsible to help new members assimilate into the respective hiking groups. An Orientation hike should be either scheduled in advance of a regular hike, or a sponsor shall be assigned during the first regular hike to monitor the progress of new hikers. If necessary, the sponsor is responsible to assist the hikers to return to the origination spot, if the new hiker is not in shape to complete the hike.
Nominations committee shall be appointed by the President prior to and announced at the February meeting. It shall consist of at least three active members, of which only one shall be a current officer. The slate of candidate officers shall be announced by the Nominating Committee at the March meeting.
3. Membership Requirements:
a. Application: Membership is open to all PebbleCreek residents (owners or renters). New members will receive a packet of information, which will contain a “Release from Liability” form, which you must sign, and returned with the annual membership fee prior to their initial hike. Novice hikers should arrange for an Orientation Hike which is designed to help introduce new members to safe hiking.
b. Guest Policy: A guest is a non-PebbleCreek resident or a PebbleCreek resident who is considering joining the club. Guests will be permitted to hike only if they sign a “Release from Liability” form. If a guest is less than 18 years of age, a parent or legal guardian must sign the release in advance of the hike. A Non-resident guest of a PCHC member may attend as many hikes as they wish. Resident guest may attend up to two hikes (orientation and/or regularly scheduled hike) prior to joining the club.
c. Honorary Membership: This membership is open to all PCHC members who have amassed at least 3,000 hiking miles with the club and have served at least three years as a club officer or a hiking coordinator. The privileges afford to this type of membership is a free club membership, a club shirt with the words “Honorary” added to the embroidery, full voting rights, and the ability to serve in any club function.
4. Member Information to be Provided:
B Rated Hikes: 7 to 12 miles and/or 1500-3500 ft climb
C Rated Hikes: 4 to 7 miles and/or 500-1500 ft climb
D Rated Hikes: less than 4 miles and/or less than 500 ft climb
Hikes will be rated in advance according to their difficulty and Hike Leaders should respect these guidelines.
e. Not more than 15 hikers shall be in a group. If there are more, the Hike Leader shall sub-divide the group and appoint a second Hike Leader.
5. Trail Etiquette: Yield to up-hill bound hikers and all joggers, bikers, horseback riders regardless of their direction for the safety of all concerned.
6. Environmental:
7. Yearly Hike Schedules by Difficulty Level will be available for the September meeting giving hike destinations and trails including brief hike descriptions. Hikes for the upcoming month and planned overnight, long distance hikes will be discussed in detail at business meetings.
8. Hike Leaders for a given hike are responsible to lead (up-front) the hike and shall assign a sweep (rear guard) to assure that no hikers are left behind. They are responsible to keep the group together, to take breaks on a regular basis-depending on the level of the hike-to let participants get their breath. This could be every 10-15 minutes for C Hikers and should be every half-hour for B Hikers, depending on the difficulty of the trail. They should also ascertain in advance that hikers have adequate water and are fitted with proper hiking equipment. They should also have a map of the hiking trail and are responsible for the Club’s hiking equipment for that day. They should not change the route in the middle of the hike as participants are prepared for the announced hike. They are responsible to assure that a completed roster of hikers for the day is maintained and reported to the Club.
9. Carpooling:
Contribution: = ((Distance/mpg) x Price per Gallon) +Entry Fee)/ # of Passengers
(Mileage-mpg-will vary with traffic and automobile, but should range from 15-20 mpg). For local trips up to 140 miles in heavy traffic, we are estimating 15 mpg. For trips over 140 miles we are estimating 20 mpg. The driver may adjust the per passenger contribution downward based on car mpg or light traffic.
With gasoline in the low to mid $3/ gallon, we are setting Standard Contributions for the White Tanks, Estrella and South Mountain Parks, Camelback, Piestiewa at $12/vehicle ($4/individual based on 3 passengers). There is an entrance fee of $6.00 for the White Tanks and Estrella, which make the costs higher, even though they are closer.
10. Advance Payments for Overnight Trips:
a. A few overnight hiking trips are planned each hiking season. Often financial commitments (room rentals, entrance fees, permits, transportation, etc.) are required to hold reservations and make the necessary plans for travel. No shows have the potential to cause those who go to absorb the cost of late cancellations, which is to be avoided if possible.
b. This requires that individual “Advance Registration Fees” must be made during a “Sign-up Period” and that there must be a “Cut-off Date” to the Sign-up Period, beyond which the Advance Registration Fees will be surrendered, regardless of the reason for canceling participation. These Advance Registration Fees should be at or near the full cost of the Overnight Hike.
c. The Hike Leader for an Overnight Trip shall work with the President and Treasurer to set the Advance Registration Fees and shall agree on a Cut-off Date, which shall be communicated to those who have expressed interest to partake.
d. Hikers, who cancel after the Cut-off Date, may arrange for someone to go in their place and work out the financials with that substitute individual, provided that this does not lead to added costs such as room sharing.
11. Hiking Safety:
a. Hiking alone is strictly prohibited. If only one hiker shows up for a scheduled hike, the hike is automatically cancelled.
b. Hikers unable to complete a hike must be accompanied on an early return to the trailhead by an experienced hiker.
c. Two-way radios (Walkie-Talkies) should be taken on all hikes.
d. Preferably a GPS and cell phone will be available on all hikes.
e. All hikers should carry a whistle.
f. The carrying of a firearm on a hike is discouraged.
g. The following items are strongly recommended to be either worn or carried on each hike: hiking boots, hiking socks, hat, medical kit (bandages), food (energy food and or salty snack food), WATER, and a whistle.
h. The following items are some of the recommended optional items to take on the hike: comb/tweezers, compass, hiking stick(s), mirror, and a dry shirt for after the hike.