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SECTION I - ASSOCIATION

POLICY I - CREATING POLICIES

1. A proposed policy can originate from the policy committee, the Board of Directors or from a member at large.

2. The Policy Committee will make a preliminary examination of the proposed policy to ensure there are no conflicts with other existing policies or the bylaws. The Committee will then make any necessary changes.

3. The proposed policy will then be presented to the Board of Directors for their comments and recommendations. A rationale will be provided to assist in the decision making process.

4. After evaluating the comments from the Board of Directors, the Policy Committee may or may not implement the suggested changes, if approved.

5. After the revision of the proposed policy, the Policy Committee will then make a recommendation to the Board of Directors.

6. The Board of Directors will then vote on the proposed policy.

7. If the policy is approved, it will be added to the NYSOGA Policy Manual. If the policy was not approved, it can be returned back to the Committee for further revisions, or it can be discarded entirely.

8. Any policy will take effect within 30 days of Board of Director approval.

9. Policies are provided to the membership.

Approved: July 27, 1997
Amended: February 9, 2002; August 1, 2010
Reviewed: January, 2012; February 2015; July 2016

POLICY II - ANNUAL MEETING

1. The NYSOGA Annual Business Meeting shall take place at the Annual Rendezvous, which occurs in March.

2. Attendance at the Annual Meeting shall be limited to NYSOGA members (Active, Associate, Life and Honorary); NYSOGA Auxiliary members* and Sponsor Affiliates; and guests invited by the Board of Directors. Because of the sensitivity of the information discussed at this meeting, it may be necessary to limit guests who wish to attend the meeting. The President of NYSOGA will have the ability to appoint a Sergeant-At-Arms to limit public access to the meeting. Sergeant-At-Arms will be appointed on a temporary basis, only for enforcing policy at the Annual Meeting.

3. Voting on specific issues is strictly limited to current Active and Life Members of NYSOGA. The Sergeant-At-Arms will verify each member's membership card for evidence of currency. If the member is unable to produce a current membership card, then the Membership Chairperson can then be consulted to verify their status. In the event it is determined that the person in question is not a member or an invited guest, (s)he will be asked to leave.

* Auxiliary members are those persons, not eligible for NYSOGA membership, who, through direct volunteer assistance on NYSOGA's behalf, are recognized as valuable assets to the organization (e.g. Rendezvous registration, raffles, Kids to Camp activities, etc).

Approved: January 5, 2001
Amended: February 9, 2002; August 1, 2010; May 2, 2012 Reviewed: January 2012; February, 2013; February, 2014; February 2015; July 2016

POLICY III - ASSOCIATION DOCUMENTS

NYSOGA documents are extremely important for the organization's continued existence and it also offers an historical perspective. Since these documents are so valuable, they should be kept in a fitting manner. In the interest of properly preserving these papers, the documents will be distributed as follows:

1. The Secretary will be responsible for the safe keeping of the Association incorporation papers and all historical documents.

2. The Treasurer will be responsible for the safe keeping of the Association's tax papers, insurance policies, and all financial documents.

3. The President will keep copies of the above pertinent documents.

4. The President and Treasurer are approved signators for all financial accounts, and will hold all account information including credit and debit cards. Signators relinquish authority as per Item 6 below.

5. The Chairperson of each committee is responsible for the safe keeping of all committee related documents.

6. All NYSOGA's inquiries, properties and documents, either material or electronically received, remain the property of NYSOGA (See Section V, Policy 2). Properties will be forwarded to newly elected officers or appointed committee Chairpersons within 30 days, except Rendezvous Committee (See Section IV, Policy 1).

Approved: February 9, 2002
Amended: May 2010, August 1, 2010, October 14, 2010
Reviewed: January, 2012; February, 2013; February, 2014; February 2015; July 2016

POLICY IV - ANNUAL FINANCIAL REVIEW

The NYSOGA Board of Directors has the responsibility for oversight of the financial records of the Association. Part of the responsibility is facilitated through the Finance Committee by conducting an Annual Financial Review. The results of the Review are reported to the full Board of Directors.

A Review of all NYSOGA income, expenses, and assets is extremely important for the Association's fiscal well being. The Review will be conducted using the following guidelines:

1. The Finance Committee acts on behalf of NYSOGA to oversee the Association's finances by conducting a Review of all financial statements for the preceding year.

2. The Review will be performed annually after the Treasurer has completed and presented all financial reports for the preceding year to the Board of Directors. The Review will be conducted between January 1 and the March Board of Directors meeting the following year.

3. The Review will be conducted by the Finance Committee Chairperson, at least one other Finance Committee member, and the NYSOGA Treasurer at a mutually agreed upon time and place. Any other NYSOGA member may be present during the Review but does not participate in the Review.

4. The Treasurer does not serve or act as the Finance Committee Chairperson.

5. The Finance Committee reports the findings of the Review to the full NYSOGA Board of Directors at their March Board Meeting. This report includes:

a. Review for accurate reporting of all financial transactions;

b. Review for adherence to the proposed or approved budget;

c. Review the integrity of investments (e.g. Certificates of Deposit. Savings Accounts); and

d. Ensuring compliance with established record keeping requirements and procedures.

6. The Treasurer is responsible for the safe keeping of the documents necessary to complete the review.

7. Each member of the NYSOGA Board of Directors will receive a copy of the Review. The Treasurer will include a copy with the associated year's financial records. The Secretary will include a copy in the minutes of the Board Meeting at which the Review is presented.

8. NYSOGA's general membership will be informed that the Review was conducted, through a process determined by the Board of Directors. Any member may review the financial records by submitting a written request to the NYSOGA President.

9. All NYSOGA properties and documents (either paper or electronic) remain the property of NYSOGA, and will be passed to newly elected officers or appointed committee chairs within 30 days of election or appointment (Except Rendezvous Committee, See Section IV, Policy I).

Approved: March 27, 2011
Revised:
Reviewed: January, 2012; February, 2013; February, 2014; February 2015; July 2016

POLICY V - REFUNDS

NYSOGA values the ability of consumers to receive a fair refund for programs, services and products when warranted.

A request for refund must be submitted in writing, and the resulting refund is verified in writing.

NYSOGA retains the right to modify a program, service or product availability if circumstances warrant.

Refunds may be requested and granted according to the following guidelines.

Rendezvous / Courses / Programs

Refund details are included with payment option descriptions.

Online registration through the NYSOGA website and refund via PayPal is preferred, as this facilitates a timely refund and generates automatic accounting information.

Personal checks must be received at least two weeks prior to any registration deadline in order to facilitate deposit and accounting.

Full refund is granted when the request is received 30 or more days prior to event, or if NYSOGA cancels or reschedules the event.

Refund, minus $20 handling fee and any NYSOGA contractual obligation, is granted when the request is received 14-30 days prior to event.

Refund, minus $20 handling fee and any NYSOGA contractual obligation - and any NYSOGA incurred costs (e.g. text books, materials etc) - is granted when the request is received 0-14 days prior to the event.

If an alternative course or program is available the customer may be given an option of refund vs. reschedule, with the acknowledgement of the consumer and the new instructor or presenter.

NYSOGA retains the right to modify a Rendezvous, course or program if circumstances warrant, or cancel the same due to insufficient enrollment.

In the event that a participant has registered for a course or program that an instructor / leader cannot provide, a full refund will be remitted to the registrant within 60 days.

2. Merchandise

Refund details are included with payment option descriptions.

Sale of materials purchased at the time of the Winter Rendezvous is considered final.

Payment and refund via PayPal is preferred, as this facilitates a timely refund and generates automatic accounting information.

Personal checks must be received at least two weeks prior to product shipment in order to facilitate deposit and accounting.

Merchandise may be returned within 30 days of receipt, in original condition, for full merchandise price refund including tax, but minus shipping.

In the event merchandise was received with transit damage, or is a flawed or incorrect item, the full merchandise price is refunded including tax and shipping for the item returned to NYSOGA.

For faster processing, the consumer may choose to place a new order, and then return merchandise for credit or refund.

In the event that a product is unavailable, the consumer may apply for refund or credit.

Approved: 10/28/15
Amended:
Reviewed: July 2016


SECTION II - MEMBERSHIP POLICIES

POLICY 1 - FINANCIAL OBLIGATIONS

1. For all financial obligations, NYSOGA will make a reasonable attempt to collect the funds owed.

2. For membership dues specifically, NYSOGA will make a maximum of three contacts for dues collection. The notices will be mailed to the member. The person's name will be dropped from the membership list fourteen (14) days after the third notice.

3. For other financial obligations, NYSOGA will make a maximum of three (3) contacts, and the last contact will be made by registered mail. In the event that the financial obligation is not paid, NYSOGA will drop the person's name from the membership list, and legal action may be taken.

Approved: July 27, 1997
Amended: February 9, 2002
Reviewed: August 1, 2010; January 2012; February, 2013; February, 2014; February 2015; July 2016

POLICY II - NOMINATION PROCESS

1. EXECUTIVE OFFICERS

President, Vice Presidents, Treasurer and Secretary

a. QUALIFICATIONS FOR EXECUTIVE OFFICERS

1) President and First Vice President and Treasurer: One year on the Board of Directors at any time during their memberships.

2) Second and Third Vice Presidents and Secretary: Need not have previous Board experience.

b. PROCESS

(1) Pick up Nomination Petition from the Nominations Committee Chair.

(2) Have Nomination Petition completed with 10 (Ten) voting NYSOGA members' signatures and returned to the Nominations Committee Chairperson by 10:00 am Saturday of Annual Meeting.

a) A NYSOGA member may sign only ONE Executive Office petition for each position. The petition may be disqualified if it is determined that any member has signed petitions for competing candidates.

(3) Before voting takes place the candidates must introduce themselves and state their qualifications and intentions / goals as Board members.

(4) Voting is by ballot only, no nominations from the floor. In the event that no valid nomination has been forwarded for an executive office, the President may open nomination(s) from the floor at the Annual Meeting.

2. AT-LARGE DIRECTORS

a) PROCESS

1) By ballot at the Annual Meeting.

2) Nominations are made from the floor.

3) Candidates must state their qualifications and intentions / goals as Board members.

4) Nominations for Director at Large will include at least 3 (three) members, but additional nominations are encouraged. The election of Directors at Large will be conducted by ballot if the nominations exceed 10 (ten) members.

3. REGIONAL DIRECTORS

a) PROCESS

1) Elected by members of their region of residence at Rendezvous regional meetings, or are appointed by the President to fill a vacancy.

2) A member of the Executive Board, Regional Director, or Director at Large will not fill the vacancy of Regional Director unless so appointed by the President at a time following the Annual Rendezvous.

Approved November 4, 1996
Amended: January 6, 2007; August 1, 2010; May 2, 2012
Reviewed: January, 2012; February, 2013; February, 2014; February 2015; July 2016

NEW YORK STATE OUTDOOR GUIDES ASSOCIATION EXECUTIVE OFFICER POSITIONS:

Following are the job descriptions and qualifications for the six Executive Officer positions elected at our Annual Meeting. If upon reading over the information you decide you would be interested in serving as a NYSOGA Executive Officer, fill out the nomination petition on the back side of this page and return it to the Nominations Committee Chairperson by 10:00 am Saturday of the annual meeting.

PRESIDENT:

Qualifications: One year on the Board of Directors at any time during his/her membership.

JOB DESCRIPTION: The President shall be the Chief Executive Officer of the Association, shall preside at all meetings of the members and of the Board, shall oversee the general management of the affairs of the Association, shall see that all orders and resolutions of the Board are carried into effect, and shall appoint chairs to all standing and ad-hoc committees. Attend all Board of Directors and Executive Committee meetings.

VICE PRESIDENT(S):

1st VICE PRESIDENT:

Qualifications: One year on the Board of Directors at any time during his/her membership.

JOB DESCRIPTION: The 1st Vice President, in the absence or vacancy of the President, shall succeed to the duties of the presidency. The Vice President will be responsible for directing the operation of standing committees as assigned by the President. Attend all Board of Directors and Executive Committee meetings.

2nd VICE PRESIDENT:

JOB DESCRIPTION: In the absence or vacancy of the 1st Vice President, the 2nd Vice President shall succeed to the duties of the 1st Vice President. In the absence or vacancy of both the President and the 1st Vice President, the 2nd Vice President shall succeed to the duties of the President. Perform such duties as assigned by the President. Attend all Board of Directors and Executive Committee meetings.

3rd VICE PRESIDENT:

JOB DESCRIPTION: In the absence or vacancy of the 2nd Vice President, the 3rd Vice President shall succeed to the duties of the 2nd Vice President. In the absence or vacancy of the 2nd Vice President, the 1st Vice President, and the President, the 3rd Vice President shall succeed to the duties of the President. Perform such duties as assigned by the President. Attend all Board of Directors and Executive Committee Meetings.

SECRETARY:

JOB DESCRIPTION: The Secretary shall keep and be responsible for Association records which shall include minutes of all meetings, Bylaws, Policies, and other pertinent records; and be responsible for the preparation of meeting notices, maintenance of current membership list of the Association, processing of correspondence, and in general perform duties incident to the office as directed by the President. Attend all Board of Directors and Executive Committee Meetings.

TREASURER:

Qualifications: One year on the Board of Directors at any time during his/her membership.

JOB DESCRIPTION: The Treasurer of the Association shall oversee the deposit and disbursement of all monies and securities in a bank designated by the Board, disburse funds in accordance with the budget approved by the Board of Directors, maintain a complete report of transactions which shall be open to inspection by the audit committee, make regular reports to the Board of Directors as to the status of the Association's finances, prepare an annual budget for the Association, and in general, perform all duties incident to the office. Attend all Board of Directors and Executive Committee Meetings.

NYSOGA New York State Outdoor Guide Association
Executive Officer Nomination Petition Annual Rendezvous
I, ___________________________________________, am interested in serving in the position of _________________________________ for the ______________ business year.

A NYSOGA member may sign only ONE Executive Office petition for each position. The petition may be disqualified if it is determined that any member has signed petitions for competing candidates.
 Voting member signaturePrint nameGuide License #
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Approved November 4, 1996
Amended: January 6, 2007, August 1, 2010
Reviewed: January, 2012; February, 2013; February, 2014; February 2015; July 2016

POLICY III - ETHICS INVESTIGATIONS

The NYSOGA Code of Ethics, as published:

The Profession
I will, to the best of my ability, assist, promote, and otherwise support the profession of Outdoor Guiding and make every effort to provide competent and reliable guide services in New York State.

Multiple Use
I will support equal access to lands and waters of New York State for recreational, educational, and sporting purposes for all, in accordance with current land use classifications and restrictions established by the New York State Department of Environmental Conservation. I will promote conservation and a rational use of the environment on public and private lands.

The Environment
I will subscribe to a professional standard of wilderness travel and low-impact environmental usage. I will acquire a useful knowledge of local natural history, and the ability and willingness to impart this knowledge to my clients. I will maintain orderly, sanitary and environmentally sound camps at all times.

Respect for the Law
I will fully cooperate with all wildlife officials, law enforcement officers, private landowners and public land management agencies. I will abide by and advise my clients of all applicable conservation and game laws, statutes, and regulations, and will not condone their violation.

Equipment and Services
I will provide clean, well-maintained, serviceable equipment and gear that is adequate for all conditions likely to be encountered. I will employ competent and courteous personnel in sufficient number to adequately care for the comfort of my clients. I will offer reasonably well-prepared and balanced camp fare for clients and employees in keeping with the nature of the trip.

Accurate Information
I will accurately advise my clients of the factors and conditions involved in achieving their goals. This includes weather conditions, terrain, fish and game populations, and the equipment, physical endurance and skills required for the activity to be undertaken.

Safety
I will at all times provide for the safety of clients and employees.

Trophies and Limits
I will never fill a client's game tag or limit of fish or game. Barring unforeseen conditions, all fish and game hides and capes will be prepared and delivered to the processor, taxidermist, or to the client at the conclusion of the trip in a satisfactory and usable condition.

Truth in Advertising.
I will not misrepresent rates, service and/or accommodations, nor otherwise mislead prospective clients through false advertising.

Discipline
A NYSOGA member failing to abide by this Code of Ethics will be subject to investigation by the New York State Outdoor Guides Association and may lead to reprimand, fine, suspension, and/or expulsion.

POLICY

1. An ethics complaint against a NYSOGA member is processed by the Ethics Committee.

    a. The complaint must be in writing, be specific, and must be signed by the complainant.

    b. The Committee Chairperson determines which components of the complaint potentially constitute ethics violations.

    c. The Committee Chairperson initiates an investigation of the complaint and the member's response, and brings the findings and recommendations to the Committee.

2. An ethics complaint against a non-NYSOGA guide or person guiding without a license is forwarded to the Department of Environmental Conservation.

3. The Committee determines if the complaint is actionable.

4. The Committee recommends the Level at which to assess a penalty.

5. The Executive Officers* determine if a penalty will be assessed.

    a. Level Nil: invalid complaint. The member and the complainant are notified in writing by the President.

    b. Level One: written censure (i.e. the member was not convicted of a violation, and no client harm occurred; but NYSOGA's reputation potentially suffered through word-of-mouth). The member and the complainant are notified in writing by the President.

    c. Level Two: financial penalty of $30 (thirty dollars) is assessed (i.e. the member was not convicted of a violation, and no client harm occurred; but NYSOGA's reputation probably suffered through word-of-mouth or written publicity). The member and the complainant are notified in writing by the President. The fee is due to be paid within 60 (sixty) days.

    d. Level Three: Suspension of all membership privileges for 90 (ninety) days, including website listing (i.e. the member was convicted of a violation; but no client harm occurred; and NYSOGA's reputation probably suffered through word-of-mouth or written publicity). The Executive Officers* determine the duration of the suspension. The member and the complainant are notified in writing by the President.

    e. Level Four: Permanent revocation of membership (i.e. the Executive Officers* verify the member was convicted of a violation of Environmental Conservation law arising from the complaint, and client harm occurred; and NYSOGA's reputation probably suffered through word-of-mouth or written publicity). The member and the complainant are notified in writing by the President.

    f. Additional violation of the NYSOGA Code of Ethics occurring within a period of 3 (three) years will result in levying of penalty at the next higher Level.

6. Confidentiality:

a. The Ethics Committee maintains confidentiality during the consideration process.

b. Levels Nil, One and Two documentation remains confidential within the Ethics Committee.

c. Levels Three and Four documentation remains confidential within the Board of Directors.

d. The name of an expelled Level Four guide becomes available to Active, Life and Associate Members; the documentation remains confidential within the Board of Directors.

7. Definitions:

    a. Client harm: for declaration of physical, financial or emotional harm, the complainant must file written verification of the claim.

    b. Notified in writing: The member, but not the complainant, is notified of the extent of the penalty. The complainant receives verification that a NYSOGA investigation occurred.

    c. Written publicity: a copy of the publication must be attached to the complaint.

    d. Financial penalty: Failure to pay the assessed penalty is addressed in Section II, Membership Policy 1, Financial Obligations.

8. The complete and confidential binder containing ethics investigation documents will be forwarded from the outgoing Ethics Committee Chairperson to the incoming Ethics Committee Chairperson. When there is no appointed Chairperson, the President will hold said documents.

* Executive Officers: See Section II, Policy 2

Concurrently approved attachments include: Documentation of Ethics Investigation; Notice of Determination; Notice of Consideration with Code of Ethics statement.

Approved: August 1, 2010
Amended: March 30, 2014
Reviewed: January 2012; February, 2013; February, 2014; February 2015; July 2016

Documentation of Ethics Investigation

Date:
Guide:
Complainant:
Summary of complaint:

Summary of defense:

Summary of Committee findings:

Committee determination:

Level of determination and penalty imposed:

Level Nil: No penaltyDate letter sent ______________
Level One: CensureDate letter sent ______________
Level Two: Fee imposed
Fee paid
$30 (thirty dollars) Date _______
Date ______________________
Level Three: SuspensionEffective date _______________
Reinstatement date __________
Temporary removal from web site
Effective date __________
Reinstatement date _____
Level Four: RevocationDate letter sent______________
Permanent removal from web site
Effective date __________

Attachments include:

Narrative(s) from: Complainant; Guide; Ethics Committee Chairperson; Committee members
Letter(s) of notification

Ethics Committee Chairperson: Signature ____________________ Date _____

Outdoor Guides of New York

To:

Notice of Determination: The New York State Outdoor Guides Association Ethics Committee has investigated a complaint filed against you with our Association.

Summary of complaint:

Summary of your response:

Committee determination:

_____ The Committee finds no evidence of an ethics violation, and no penalty is assessed. We regret any inconvenience you experienced as a result of this investigation.

_____ The Committee finds evidence of a Level One ethics violation. You are officially censured. Any additional ethics violations within 3 (three) years will result in further penalty.

_____ The Committee finds evidence of a Level Two ethics violation. You are being assessed a monetary penalty of $30 (thirty dollars). The fee is due within 60 (sixty) days of the receipt of this notification. Failure to forward the fee, and any additional ethics violations within three years, will result in further penalty.

_____ The Committee finds evidence of a Level Three ethics violation. You are being temporarily suspended from all benefits of NYSOGA membership. The effective date is _______. The date of reinstatement is _______. Any additional ethics violations within 3 (three) years will result in further penalty.

_____ The Committee finds evidence of a Level Four ethics violation. Your NYSOGA membership with all its attendant privileges are permanently revoked.

Respectfully,

President NYSOGA

Outdoor Guides of New York

To:

Notice of Consideration: The New York State Outdoor Guides Association Ethics Committee has investigated a complaint filed with our Association. We carefully crafted our Ethics statement to reflect our views of the role of a professional licensed outdoor guide

We have carefully and thoughtfully considered the potential ethics violation you have brought to our attention.

Summary of your complaint:

The NYSOGA Ethics Committee has considered and addressed your complaint.

_____ The Association finds insufficient evidence to take action against our member.

_____The Association has taken appropriate action with our member according to official NYSOGA policy guidelines.

_____The Association has forwarded your complaint against a non-member to the appropriate authority or agency.

Thank you for taking the time and effort to contact NYSOGA about your concerns.

Respectfully,

President NYSOGA


Enclosure: New York State Outdoor Guides Association - Code of Ethics

New York State Outdoor Guides Association Code of Ethics

The Profession
I will, to the best of my ability, assist, promote, and otherwise support the profession of Outdoor Guiding and make every effort to provide competent and reliable guide services in New York State.

Multiple Use
I will support equal access to the lands and waters of New York State for recreational, educational and sporting purposes for all. I will promote conservation and a rational use of the environment.

The Environment
I will subscribe to a professional standard of wilderness travel and low-impact environmental usage. I will acquire a useful knowledge of local natural history, and the ability and willingness to impart this knowledge to my clients. I will maintain orderly, sanitary and environmentally sound camps at all times.

Respect for the Law
I will fully cooperate with all wildlife officials, law enforcement officers, private landowners and public land management agencies. I will abide by and advise my clients of all applicable conservation and game laws, statutes, and regulations, and will not condone their violation.

Equipment and Services
I will provide clean, well-maintained, serviceable equipment and gear that is adequate for all conditions likely to be encountered. I will employ competent and courteous personnel in sufficient number to adequately care for the comfort of my clients. I will offer reasonably well-prepared and balanced camp fare for clients and employees in keeping with the nature of the trip.

Accurate Information
I will accurately advise my clients of the factors and conditions involved in achieving their goals. This includes weather conditions, terrain, fish and game populations, and the equipment, physical endurance and skills required for the activity to be undertaken.

Safety
I will at all times provide for the safety of clients and employees.

Trophies and Limits
I will never fill a client's game tag or limit of fish or game. Barring unforeseen conditions, all fish and game hides and capes will be prepared and delivered to the processor, taxidermist, or to the client at the conclusion of the trip in a satisfactory and usable condition.

Truth in Advertising.
I will not misrepresent rates, service and/or accommodations, nor otherwise mislead prospective clients through false advertising.

Discipline
A NYSOGA member failing to abide by this Code of Ethics will be subject to investigation by the New York State Outdoor Guides Association and may lead to reprimand, fine, suspension, and/or expulsion.


SECTION III - COMMITTEES

POLICY I - COMMITTEES

1. The President appoints Committee Chairpersons as authorized in the Bylaws.

2. The Committee Chairperson, with a three-member minimum, shall determine committee size. A committee can appoint a subcommittee. That subcommittee reports to the committee.

3. The Committee Chairperson determines the frequency of committee meetings. If the Chairperson fails to call a meeting, the committee must meet on the call of any two of its members. All committee members must be notified of all meetings.

4. A committee report to the Board shall be submitted in writing at each Board meeting. A copy shall be provided to the Secretary at the Board meeting to attach to the meeting minutes.

5. Committees shall report to the membership at the Annual Meeting for the previous calendar year. The report shall include only what has been approved by the Board. A written copy will be provided to the Secretary to attach to the meeting minutes.

6. Committees do not act independently except as authorized in the Bylaws. Committees report to the Board for authority to act. Emergency presentations by individual consultation is not an official report unless agreed to by every one of the committee members. Committee meetings, by any means, must allow all participating members to hear each other simultaneously. This is central to the deliberative character of committee meetings.

7. The Chairperson acts as secretary and reporting member for the committee. In the absence of the Chairperson, other committee members may submit the Chairperson's report. Reports summarize a) task description, b) how the task was accomplished, c) facts and information, d) findings and conclusions, and e) recommendations.

Approved: July 27, 1997
Amended: August 1, 2010
Reviewed: February 9, 2002; January 2012; February, 2013; February, 2014; February 2015; July 2016

POLICY 2 - PRESS RELEASES

Any committee may prepare a press release in NYSOGA's name. The press release must have the President's and one other Executive Officer's approval before it can be released to the media. If the President prepares a press release (s)he needs two other Executive Officers to review before it can be released to the media.

The Virtual Office Chairperson or Facebook administrator(s) will approve a press release before it is posted on the Internet.

A Press Release may be any verbal or written information, statement or report pertaining to NYSOGA or the business of NYSOGA, which is released or available to non-NYSOGA individuals.

Approved: January 5, 2002
Amended: August 1, 2010
Reviewed: January, 2012; February, 2013; February, 2014; February 2015; July 2016


SECTION IV - RENDEZVOUS POLICIES

POLICY I - WINTER RENDEZVOUS

1. The Winter Rendezvous is held in March. This time frame may be adjusted to meet the Associations needs by a vote of the Board consistent with the Bylaws.

2. Seed money to finance the cost of any Rendezvous must be obtained through a formal motion. The motion then must be approved by the Board of Directors. All seed money should be returned to NYSOGA treasury on a separate line item.

3. A Rendezvous Committee will be responsible for organizing a Rendezvous. The committee will typically consist of members from within the region where the Rendezvous will be held, but is not a requirement.

4. The Rendezvous Committee will document all income and expenses related to the Rendezvous. A financial report, with a profit and loss statement, will be presented to the Board within 60 days of Winter Rendezvous date.

5. It is not the intent of any member to personally make a financial profit from Rendezvous activities. This will be deemed a conflict of interest. The Executive Board will make the ultimate decision.

6. The Rendezvous Committee will not be held personally liable for any financial losses to NYSOGA, except through gross negligence, as determined by the Board of Directors.

7. The Rendezvous Committee will make every effort to minimize expense to NYSOGA and its members.

Approved: July 27, 1997
Amended: August 1, 2010
Reviewed: February 9, 2002; January 2012; February, 2013; February, 2014; February 2015; July 2016


SECTION V - MEMBERSHIP BENEFITS POLICIES

POLICY I - VOLUNTEERS AT TRADE SHOWS AND EVENTS

1. Members who volunteer to work trade shows and events will not be paid for their services. The work is voluntary. The NYSOGA Shows Committee Chairperson arranges lodging for volunteer staff if requested.

2. The Shows Committee Chairperson's objective is to select no more than two volunteers (one “lead” and one “relief”) to staff the Show Booth each day, preferring volunteers from the region in which the event takes place, as a cost-containment measure.

3. Volunteers assigned to the NYSOGA event each day may request reimbursement, including travel, meals and booth-set-up and break-down, at the following rates:

    Tolls: 100%
    Travel: 100% gasoline based on actual mileage
    Lodging: $0 (accommodations arranged and paid directly by NYSOGA)
    Meals (meals bracketing volunteer hours including travel time - no alcohol): Breakfast $15, Lunch $15, Dinner $25 – and/or a total $55/day (an individual meal during a full day [3 meals] may exceed baseline if total for the day does not exceed $55)

4. Any reimbursement must have legitimate dated receipts stating what was purchased. NYSOGA members will make every effort to minimize NYSOGA expenses.

5. Members who volunteer at the event may not actively solicit for their personal business. If a potential customer wishes to discuss possible business, and if the booth or space is adequately staffed, a volunteer may leave the booth or space to discuss personal business.

6. Within the confines of the NYSOGA booth or space, only NYSOGA approved literature may be distributed. . If a potential customer wishes to discuss possible business, and if the booth or space is adequately staffed, a volunteer may leave the booth or space to discuss personal business.

7. The Chairperson lead volunteer is responsible for all of the NYSOGA equipment at the event. After the event, the equipment must be returned to a designated NYSOGA representative in a timely, cost-effective manner to ensure the booth or materials will be available for the next event.

8. The event Chairperson will receive an itemized lilts, which includes all the equipment in the booth or space. The event Chairperson will acknowledge in writing the receipt of the booth and associated equipment.

8. Event volunteers will dress appropriately. The Chairperson lead volunteer will decide what is appropriate.

9. While working in the booth or space, volunteers can consume soft beverages discretely.

10. No smoking within the confines of the booth or space.

11. Once a volunteer commits to scheduled time, the volunteer is obligated to make every possible effort to honor the commitment. If the person is unable to attend, then (s)he must contact the NYSOGA Shows Committee or Event Chairperson in a timely manner.

Approved: January 3, 2004
Amended: August 1, 2010, May 2, 2012
Reviewed: January, 2012; February, 2013; February, 2014; February 2015; July 2016

POLICY 2 - COMPUTER – WEB – TELEPHONE

1. All active members are entitled to a listing on the web site.

2. New members and revisions will be up-dated at least quarterly on membership page(s).

3. Changes to the web site, exclusive of part a and b, must be authorized by NYSOGA Board of Directors and be forwarded to the web site designer by the Web Site Committee Chairperson or by the President. The President and the Web Site Committee Chairperson are the only persons to have contact with our web site designer for changes to the site.

a) Correction to the member's listing is to be submitted by the Membership Committee Chairperson.

b) Changes to the Members Only page(s) are to be submitted by the Virtual Office Chairperson.

4. NYSOGA will establish a protected membership page(s) for distribution of clearinghouse and other membership information determined by NYSOGA Board of Directors.

5. Access to protected member page(s) will be given to members in their membership packet upon payment of their dues each year.

6. Access information will only be given to a member by the Membership Chairperson or the President. Members shall not give the access information to anyone.

7. Hardware, software, communications equipment and services purchased by NYSOGA, and intellectual properties and data stored by any means, are NYSOGA property, and are used exclusively for NYSOGA-related purposes. The President will be kept informed of any electronic passwords associated with hardware, software, and/or those properties.

8. Inquiries received via the NYSOGA telephone will be answered professionally, and in NYSOGA's name.

Approved: January 9, 2002
Amended: January 25, 2003, August 1, 2010
Reviewed: January, 2012; February, 2013; February, 2014; February 2015; July 2016

POLICY 3 - FREE LISTING

1. The Free Listings may include the following:

    a) Contact information for the member's guide-related services: such as member name, business, 1 address, Phone/Fax number(s), 1 e-mail, 1 website

    b) NYS Guide License Number

    c) Availability (Full-Time or Part-Time)

    d) Guiding Categories and NYS DEC Regions where services are offered

    e) Brief description of guide-related services, not to exceed 50 words (edited at the discretion of the Membership Committee)

    f) Changes to the free listing by a member:

      1) It is each member's responsibility to notify NYSOGA of any changes to information

    2) There will be NO CHARGE due to website entry errors

    3) There will be NO CHARGE for changes to the website Contact Information

    4) There will be a $10 CHANGE REQUEST FEE each time there is a request by a member to change the website for Availability, Categories and/or Description information

    a) There is no charge for a change request when this policy has been amended to provide additional member opportunities

    5) The Change Request fee is payable BEFORE the change will be made

    6) Allow 6-8 weeks processing time

Approved, January 25, 2003
Amended: December 14, 2011
Reviewed: August: 1, 2010; December 8, 2011; January 2012; February, 2013; February, 2014

POLICY 4 - MEMBERSHIP APPLICATIONS AND RENEWALS

1. Active membership will be granted when NYSOGA verifies a current guide license.

2. The Membership Processing Contractor, or his/her designee appointed by the President, verifies guide licensure through the Department of Environmental Conservation.

3. All applications for active membership, including dues, are to be submitted to the Membership Chairperson or their designee.

4. Membership dues are prorated, one time only, at the time of initial prorated membership application; with the following special exception:

    a. An aspiring guide who sits for licensing examination at the NYSOGA Annual Rendezvous may submit an application and prorated pending-membership fee of $37.50.

      1) A Rendezvous-only insert in the Membership Application provides special exception application information.

      2) Upon NYSOGA receipt of a copy of the issued NY State Outdoor Guide license, the guide's membership, with all rights and responsibilities, will commence on 1 July of that same year.

      3) The prospective member may withdraw his/her application at any time prior to commencement, and receive full fee reimbursement.

7. Dues schedule: As set by the membership

    a. Active member: $75/yr
    b. Associate member: $40/yr
    c. Life member: $0/yr
    d. Honorary member: $0/yr

8. Fee schedule: As set by the Board of Directors

    a. Sponsor Affiliate $60/yr (see also Policy V-6 Sponsor Affiliates)

For PRINTABLE membership forms, click on the links below:

Membership Application
Prorated Membership Application


Amended: October 14, 2010; May 2, 2012; August 1, 2014; May 26, 2016
Reviewed: January, 2012; February, 2013; February, 2014; February 2015; July 2016

POLICY 5 - ACTIVE AND LIFE MEMBER BENEFITS

1. Active and Life Member Benefits may include the following:

    a. Free notification by email of all inquiries for the services of a guide received by the NYSOGA website

    b. Annual certificate of membership

    c. Special education and courses offered at reasonable rates

    d. Annual guide logo badge

    e. Annual “Members Only” web page access code

    f. Guidelines

    g. Rack Cards

    h. Free NYSOGA web site listing, opportunity for advanced web-based offerings, personal website development assistance and member links from the website

    i. Use of the camera-ready NYSOGA logo

    j. Member handbook (paper or electronic copy) upon joining and at the time of revisions

    k. The opportunity to vote at the Annual Meeting (Active / Life members only)

    l. The opportunity to hold Office on the Board of Directors (Active / Life members only) and, as a Board member, be appointed to serve as a Committee Chairperson

    m. Invitation to Annual and Summer Rendezvous & Board meetings

    n. Opportunity for automatic notification of NYSOGA-issued certification card expiration dates

    o. Representation at Trade Shows and Events

    p. Legislative updates

    q. Networking and camaraderie with other NYSOGA guides

    r. Member discounts, professional rates, and mutually beneficial relationship offerings to be determined and publicized by the Outdoor Industry Relations Committee and/or the Standards and Education Committee, with approval by the Board of Directors.

2. Honorary and Associate Member Benefits may include the following:

    a. Annual certificate of membership

    b. Special education and courses offered at reasonable rates

    c. Annual guide logo badge

    d. Guidelines

    e. Member handbook (paper or electronic copy) upon joining and at the time of revisions

    f. The opportunity to serve as a committee member

    g. Invitation to Annual and Summer Rendezvous & Board meetings

    h. Opportunity for automatic notification of NYSOGA-issued certification card expiration dates

    i. Legislative updates

    j. Networking and camaraderie with other NYSOGA guides

    k. Member discounts, professional rates, and mutually beneficial relationship offerings to be determined and publicized by the Outdoor Industry Relations Committee and/or the Standards and Education Committee, with approval by the Board of Directors.

Approved: August 1, 2010
Amended: May 2, 2012; August 1, 2014; May 26, 2016; October 6, 2016
Reviewed:January, 2012; February, 2013; February, 2014; February 2015; July 2016

POLICY 6 - SPONSOR AFFILIATES

1. Sponsor Affiliates will be persons, organization, or companies who have an interest in the environment, conservation, sports, or other activities pertaining to NYSOGA.

2. Sponsor Affiliation is approved by the Board of Directors.

3. An annual Sponsor Affiliate fee of $60,, set by the Board of Directors, will be assessed to each Sponsor Affiliate who is not a NYSOGA Active Member of Life Member.

4. NYSOGA Active Members or Life Members may also submit application for Sponsor Affiliate status, for a fee of $25 in addition to any membership dues.

a. If a Sponsor organization or company seeks affiliation, the owner of the organization or company must be a NYSOGA member for this rate to apply.

5. Non-member Sponsor Affiliates may not hold office or vote.

6. Benefits of Sponsor affiliation may include:

    a. Guidelines / e-Newsletter;

    b. cards;

    c. Use of camera-ready NYSOGA logo;

    d. Invitation to Annual and Summer Rendezvous;

    e. Networking and camaraderie with NYSOGA guides; and

    f. Web-based links between NYSOGA and the Sponsor.

Approved: May 2, 2012
Amended: December 1, 2014; March 20, 2016; May 26, 2016
Reviewed: Drafted March 2012; February, 2013; February, 2014; February 2015; July 2016


SECTION VI - STANDARDS POLICIES

POLICY 1 - NYSOGA INSTRUCTORS

1. An instructor is defined as any person teaching in the name of NYSOGA for any educational and/or certification purposes.

2. A class or course is defined as any program or presentation where participants may expect to receive an attendance certificate or certification card, or the participant has paid to take said class or course.

3. Any instructor teaching in NYSOGA's name must have prior written approval from the Standards and Education Committee, and must submit his/her class outline to the Standards and Education Committee before instructing classes.

4. All instructors must submit a current copy of his/her instructor certification cards to the Standards and Education Committee before instructing certification-bearing classes.

a. Certifications include, but are not limited to: AED, CPR, Epi-Pen, First Aid, Leave No Trace, Wilderness First Aid / 1st Responder / EMT, and any NYS Hunter Safety certifications.

5. The Standards and Education Committee approves NYSOGA Water Safety for Guides (WSFG) instructors, with direction from active NYSOGA WSFG instructors

a. WSFG is a NYSOGA program, using materials approved by NYSOGA, and taught only to aspiring guides.

b. All classes taught under the name “Water Safety for Guides” shall profit NYSOGA.

6. All instructors must file attendance records with the Standards and Education Committee upon the completion of each class.

a. The Standards & Education Committee Chairperson will maintain documentation of all certification issued.

b. These certification lists are provided to the Chairperson by any NYSOGA instructor.

c. This requirement includes the names of individuals auditing as well as participating in the class.

7. Any income or expenses must be filed through the Standards and Education Committee, or other appropriate Committee Chairperson, prior to any reimbursement from the Treasurer.

a. An instructor may not directly profit from teaching a certification class if NYSOGA has paid the instructor certification fee, excepting any otherwise approved reimbursement request.

b. An instructor may teach mixed classes (NYSOGA participants and private participants, excepting Winter Rendezvous attendees), reporting the attendance and income for both NYSOGA and the private participants.

8. Any approved NYSOGA instructor may receive revised instructor manuals, budgeted through the Standards & Education Committee, at no cost to the instructor.

9. Participant fees for all classes are standardized by the Board of Directors.

10. Replacement fees for CPR and First Aid certification cards will be assessed at the current price charged by our national certification organizations. Replacement fees for Water Safety for Guides certification cards will be five dollars ($5.00). As a courtesy, there will be no added mailing fees.

Approved: January 3, 2004
Amended: August 1, 2010; July 31, 2011, October 28, 2015
Reviewed: January, 2012; February, 2013; February, 2014; February 2015; July 2016

POLICY 2 - INSTRUCTIONAL MATERIALS: CPR and FIRST AID

1. The NYSOGA CPR Training kit will include the CPR training units, carry cases, and supplies needed to assemble and make functional the training units. It does not include any student training manuals or videotapes.

2. The NYSOGA CPR Training kit will be under the control of the Standards and Education Committee Chairperson.

3. The NYSOGA CPR Training kit will be available for all NYSOGA sponsored training classes.

4. After each use the NYSOGA CPR Training units will be immediately inspected to ensure they will be ready for the next training class. If units need repair it is to be done immediately.

5. Any First Aid supplies, videos, DVDs, books or other durable materials purchased by NYSOGA are the property of NYSOGA, and are subject to the above stipulations.

Approved: January 3, 2004
Amended: August 1, 2010
Reviewed: January, 2012; February, 2013; February, 2014

POLICY 3 - Kids to Camp Program

1. The NYSOGA Kids to Camp Program is self-funded through donations deemed appropriate by the NYSOGA Board of Directors.

2. The Kids to Camp funds shall be a dedicated sub-account in the overall NYSOGA treasury. The NYSOGA Treasurer shall maintain an accounting of the dedicated funds based on information given by the Chairperson of the Kids to Camp Program.

3. Notices announcing this program may be placed on the NYSOGA website; published in the NYSOGA Guidelines and E-Newsletter; sent out in a president's mailings or direct mailings to the membership; or through any other available media (must follow Policy Section III, Policy 2 - Press Releases).

4. Camperships per year shall be no more than two (2) and will be directly dependent on funds in the dedicated Kids to Camp account in the NYSOGA treasury. However, the NYSOGA Board of Directors may approve additional camperships per year on an as-needed basis. Applicants who have received a NYSOGA campership in past years will be considered only if there are no other applicants for consideration.

5. Camperships are not restricted to NYSOGA family members.

6. All campers must be residents of New York State.

7. Campers must meet the all requirements established NYS Department of Environmental Conservation (NYSDEC) – Summer Environmental Education Camp application process.

8. A NYSOGA member must sponsor a prospective camper to attend one of the DEC Summer Environmental Education Camps. After completing Section 5 the sponsoring member gives the prospective applicant the NYSOGA Kids to Camp Nomination Form. The applicant fills out Section 1 of the form. Section 2 is to be filled out by the applicant's parent/legal guardian to show approval for camp attendance. The applicant completes Section 3 by writing their essay and attaching it to their application.

9. Prospective applicants must return the completed Nomination Form to the sponsoring NYSOGA member shown in Section 5

10. The NYSOGA member sponsoring the camper submits the application to the Chairperson of the Kids to Camp Committee. The application may be submitted anytime up to the established deadline date as set by the Kids to Camp Committee Chairperson. This deadline date is established based on the yearly information sent to the sponsoring organization, NYSOGA, and by the NYSDEC Environmental Education Summer Camp staff. .

11. The selection of potential campers will be made by the entire Kids to Camp Committee at the direction of the committee chairperson. If there are more than two (2) campers chosen in one year, the Committee Chair will ask the NYSOGA Board of Directors for approval for additional camper sponsorships.

12. The committee chairperson shall then request the NYSOGA treasurer to deposit funds into the NYSOGA Camper Account at NYSDEC to cover the number of campers chosen. The NYSDEC Environmental Education Summer Camp Program will provide the NYSOGA treasurer with a sponsor code for our campers to use when registering for camp.

13. The NYSOGA treasurer will provide the sponsor code to the Kids to Camp Committee Chair to be used for payment of our sponsored campers.

14. The NYSOGA Kids to Camp Committee chairperson will then contact the selected campers informing them of their successful selection and that they will be sponsored to camp by NYSOGA. The committee chairperson will give the camper the sponsor code to be used as payment for their campership when they register for camp with NYSDEC. The Kids to Camp Chairperson will also contact all applicants not selected and inform them they were not selected to be sponsored this year.

15. The selected campers will register via computer for the camp of their choice using the sponsor code provided.

16. The camper will inform the Kids to Camp chairperson when they have successfully registered at the camp and the week of their choice.

17. The Kids to Camp Committee chairperson will then inform the NYSOGA Treasurer when all campers have successfully registered for camp. Our NYSDEC Camper Sponsor Fund should show a $0.00 balance at this time.

18. Within thirty (30) days of attending camp the sponsored camper will complete Requirement 6 of their application – a brief description of their camp experience. This is to be sent to the NYSOGA member who sponsored their application listed in Section 5. It is the responsibility of the NYSOGA sponsoring member to ensure the camp experience description is received. The description of

Approved: 2004
Amended: August 1, 2010; January, 5, 2013; May 8, 2013; March 10, 2016
Reviewed: January, 2012; February, 2013; February, 2014; February 2015; July 2016

New York State Outdoor Guides Association Kids to Camp Program Applicant Nomination Form

Please click on the following to download Kids to Camp Program Applicant Nomination Form.

Please complete the following questions:

1) Applicant Name ___________________________________________________________________________

Address ___________________________________________________________________________

Email __________________________________________________________________________

Phone number _____________________________________________________________________

Are you a New York State resident? Yes____ No____

Signature and date ___________________________________________________________________

2) Signature of parent / legal guardian and date __________________________________________

3) Attach a 100-200 word essay entitled “Why I want to attend a New York State Department of Environmental Conservation Environmental Education Summer Camp this summer”..

4) Submit your completed Nomination Form and essay to the NYSOGA member sponsoring you to the camp listed in Section five (5)

5) NYSOGA Sponsoring Member Information

Name _____________________________________________________________________

Address _____________________________________________________________________

Email _____________________________________________________________________

Phone number ________________________________________________________________

Signature and date _____________________________________________________________________

6) Within 30 days (30) of attending camp, white a short description of your camping experience. Submit it to the NYSOGA member who sponsored you to camp in Section five (5).

POLICY 4 - QUARTERMASTER

1. The President appoints a NYSOGA Quartermaster.

2. The Quartermaster is accountable for maintaining the inventory, and for identifying the location, of all NYSOGA durable properties.

3. NYSOGA properties include, but are not limited to:

    a. The Show Booth and all associated materials and supplies necessary to store and set up the booth;

    b. All training equipment and supplies; and

    c. Electronics and communications equipment.

Approved: August 1, 2010
Amended:
Reviewed: January, 2012; February, 2013; February, 2014; February 2015; July 2016


SECTION VII - Social Media Policies

POLICY 1 - NETWORKING

1. Protected NYSOGA networking, social media and cyber-access pages may be viewed only by NYSOGA members.

2. Access to specific electronic sites and media by individual members will be determined and controlled by the Social Media and Cyber-Access Committee.

3. Passwords or any other access information may not be shared with non- NYSOGA members.

4. Members may not post any financial, confidential, sensitive or proprietary information about NYSOGA, its Board of Directors, or its members.

5. Members must communicate respectfully about NYSOGA's former and potential members, partners, clients, vendors and competitors.

6. Communications that reflect negatively upon NYSOGA will be considered a violation of NYSOGA's Code of Ethics (“I will, to the best of my ability, assist, promote and otherwise support the profession of Outdoor Guiding…”)

7. Social media sites are not the forum for venting personal complaints.

8. Members are responsible for the content that they post. Remember that content remains in cyberspace forever. Use privacy settings when appropriate. The internet is immediate, and nothing posted is ever truly private nor does it expire.

9. Members who see unfavorable opinions, negative comments or criticism should forward a notification only to the NYSOGA President for Executive review. Members should not personally respond to these posts nor attempt to remove them.

10. Members posting comments should clearly identify personal opinions, and make it clear that opinions or facts expressed are not those of NYSOGA. For example: “The opinions expressed on this posting are my own and do not necessarily represent the opinions of NYSOGA”

Approved: May 2, 2012
Amended:
Reviewed:Drafted, March, 2012; February, 2013; February, 2014; February 2015; July 2016

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NYSOGA New York State Outdoor Guide Association
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