Release of Liability and Personal Information Forms
If you are traveling on any Travel Club sponsored trip, you must sign a Release ofLiability form and Personal Information form. Please obtain the Liability Forms from Mary Kobett, firstname.lastname@example.org.
Return the forms to Mary Kobett, 474 Scenic Ranch Circle. You need complete only one of each form, no matter how many trips you take with us.
HERITAGE RANCH ROAD RUNNERS TRAVEL CLUB
RELEASE OF LIABILITY AND HOLD HARMLESS AGREEMENT (Revised April 10,2018)
Please complete one form for each member/guest and return to
Do you have any medical condition(s) we should be aware of while you are traveling?__________________________________________________________________________________
The Road Runners Travel Club highly recommends and advises the purchase of travel insurance in some form, by members and guests participating in Travel Club activities. Various companies, tour operators and cruise lines offer trip cancellation/interruption insurance which can be purchased for a particular trip, by members of the Travel Club.
I desire to participate in activities of the Road Runners Travel Club of Heritage Ranch (hereinafter referred to as the “Travel Club”). In consideration for the opportunity to participate in Travel Club activities, I acknowledge and agree as follows:
1. The Travel Club is a voluntary association of Heritage Ranch residents and is an authorized activity of Heritage Ranch. As such the Travel Club is eligible to hold meetings and conduct its business in the Heritage Ranch Clubhouse. The activities and business of the Travel Club are governed and controlled solely by its members, and neither the Homeowners Association of Heritage Ranch, the Board of Directors, the Management company nor any employee or staff exercise control over or participate in Travel Club activities, except in an individual capacity. The term “Travel Club activities” means any social or business activity organized or conducted by the Travel Club or for which the Travel Club is responsible, including arranged transportation, scheduling of vendor presentations and other aspects normally and usually expected and contemplated in the context of group travel. The Travel Club invites and schedules presentations by travel vendors for the convenience and interest of members and as a business resource for vendors. The content of vendor presentations and representations are solely the product of each vendor for which the vendor is solely responsible, and do not carry any endorsement or guarantee of accuracy or quality by the Travel Club or its officers, the Homeowners Association of Heritage Ranch, the Board of Directors, Management company nor any employee or staff.
2. Travel Club activities may involve risks, dangers and inconveniences, including the risk of serious injury, contagion, poison or death, cancellation or delay, or changes to scheduled transportation, accommodations, restaurant reservations, incidental optional side trips, loss of luggage and personal belongings, and price changes.
3. RELEASE, HOLD HARMLESS, ASSUMPTION OF RISK AND COVENANT NOT TO SUE AGREEMENT:
In consideration of the benefits of participating in the Travel Club, I agree and understand that neither the Road Runners Travel Club, nor its officers or members, the Homeowners Association of Heritage Ranch, the Board of Directors, the Management, employees and staff shall be held responsible in any way for any injury, death, illness, disease or other damage or injury to me due to my voluntary participation in Travel Club activities. By signing this document, I expressly release and agree to hold harmless and covenant not to sue the aforesaid organization, entities and individuals for any and all damages and causes of action arising from my participation in Travel Club activities. I certify that I am aware that travel by any means of conveyance, whether by air, water vessel, automobile or other method involves risk to life and health, and I expressly assume all risks, and accept full responsibility for all loss and risks to me whether caused by weather conditions, terrain conditions, the forces of nature, the hazards of transportation or accidents or illness in remote areas without medical facilities. I understand that travel can include physically strenuous personal activity. I expressly assume any and all risks that may result from my personal physical activity and I will not hold the aforesaid organization, entities and individuals responsible for same.
4. I certify that I am in good health to travel, am not oxygen dependent and will declare any medical conditions that might put me at risk during travel.
5. I further understand that the provisions of this document are enforceable to the extent permitted by law and by signing this document, I am relinquishing important legal rights of behalf of my family, my heirs, my personal representative and myself. I certify that I am of lawful age and fully competent to sign.
6. I acknowledge that I have read this document in its entirety, fully understand the dangers incident to travel and related activities, am aware of the legal consequences of signing this document, and I understand and agree that this document is legally binding and will preclude me from recovering monetary damages from the organizations, entities and individuals noted in Paragraph 3 hereof.
Please return your completed form to MARY KOBETT, 474 SCENIC RANCH CIRCLE, FAIRVIEW, TX 75069. You can mail or leave the form at her Travel Club Box by front door.
HERITAGE RANCH ROAD RUNNERS TRAVEL CLUB BYLAWS
The name of the club shall be the Heritage Ranch Road Runners Travel Club, also known as HR-RRTC.
The purpose of the Heritage Ranch Road Runners Travel Club shall be to inform, educate, and create interest in travel by Heritage Ranch homeowners and to organize trips to destinations as requested by Members of the Club.
Primary (voting) membership shall be open to any Heritage Ranch homeowner and/or resident.
Memberships shall be for the calendar year, beginning January 1 and ending December 31.
Auxiliary participation shall be available to non-resident, non-member family or friends of Primary Members who are interested in traveling with the HR-RRTC. At least one Officer must approve auxiliary participation. Auxiliary Participants are welcome to attend meetings and other HR-RRTC clubhouse events as guests of a Heritage Ranch Member as prescribed in the Heritage Ranch guest Rules and Regulations. Auxiliary Participants shall be required to pay annual dues for the year in which they travel, but shall have no voting rights.
Auxiliary Participants who desire to travel with the HR-RRTC, shall be required to book all reservations directly with the travel provider when joining any HR- RRTC sponsored trip or function.
Annual membership dues for both Members and Auxiliary Participants, shall be recommended by the HR-RRTC Board and approved by the membership. Dues for the calendar year shall become payable beginning January 1 of each calendar year. If, at the end of the calendar year, the balance in the Travel Club account is greater than $1,000, dues for Members and Auxiliary Participants may be waived for the next year, by a decision of the HR-RRTC Board.
Only Primary Members with dues paid in good standing are eligible to vote or to be considered for office.
OFFICERS / BOARD OF DIRECTORS
Members of the HR-RRTC Board shall be the elected President, Vice President, Secretary, and Treasurer and the Immediate Past President, who will exercise all powers of management of the HR-RRTC. Each Officer shall serve without compensation.
ELECTION OF OFFICERS
The election of Officers shall take place during the last meeting of the calendar year. Elected Officers shall take office effective at the first meeting of the new calendar year following the election, and continue through the last meeting of the same year.
Officers shall be elected for a one-year term by a simple majority vote of those members present at the last meeting of the year who are eligible to vote. in the Officers may serve a maximum of two consecutive terms. A candidate may serve a third term if the candidate is unopposed and willing to accept the office.
DUTIES OF OFFICERS
The Officersshall attend and participate in Board meetings and regularly scheduled membership meetings of the Club
The President shall preside at all meetings of the HR-RRTC, shall call all special meetings and direct all activities of the HR-RRTC. The President shall be responsible for meeting agendas and shall arrange for presentation of travel-related topics at membership meetings. The President shall also work in concert with the Heritage Ranch Activities Committee, to insure cooperative understanding of all HR-RRTC events at Heritage Ranch. The President shall, with Board approval, appoint committee chairpersons and serve ex officio on all committees. The President shall represent the HH-RRTC on any advisory committees.
The Vice President shall act on behalf of the President during any absence and perform the duties of the President. The Vice President shall serve the unexpired term of the President should the President leave office. The Vice President shall represent the HR-RRTC on any advisory committees.
The Vice President shall be responsible for chairing the Nominating Committee.
The Secretary shall record and maintain the minutes of each meeting and make them available to the membership. The Secretary shall write all letters, invitations and thank you notes as deemed appropriate.
The Treasurer shall receive all moneys of the HR-RRTC and deposit such sums in a non interest bearing account of a recognized bank. The Treasurer shall sign all authorized warrants and checks drawn on funds of the HR-RRTC. All financial obligations shall be approved and authorized by the Board before payment. The Treasurer may make expenditures of $100.00 or less without Board Approval. The Treasurer shall keep an itemized account of all financial transactions and render a report of receipts and disbursements at each meeting. The Treasurer shall maintain a roster of active Members and their standing, and shall insure that new Members have been properly billed.
The Immediate Past President shall perform duties as directed by the President and shall be a voting member of the Board.
REMOVAL OF OFFICERS
Any Officer may be removed from the Board for excessive absences from scheduled meetings of the Board, which have been duly noticed in accordance with notifications of scheduled meetings. Any Officer may also be removed for conflict of interest or conduct detrimental to the HR-RRTC.
A vacancy in any position shall be filled by the HR-RRTC Board. The appointment shall last for the balance of the vacant term.
COMMITTEES AND DESIGNATED MEMBERS
The Board shall authorize and define the powers and duties of Committees. Each Committee shall consist of a chairperson. Committee Members must be homeowners and/or residents of Heritage Ranch and shall serve the Board as needed. The Committee Chairperson may delegate duties of the committee as appropriate, but will be responsible for reporting to the Board on the Committee’s activities.
These Committees may consist of:
ADVISORY COMMITTEE which shall assist the Board in planning travel events and obtaining speakers and programs for membership meetings.
EVENTS COMMITTEE which shall assist the Board in planning and achieving a particular event.
NOMINATING COMMITTEE which shall be chaired by the Vice President and consist of at least three Members. The Nominating Committee shall assemble a list of nominees who have expressed an interest to serve as an Officer on the HR-RRTC Board. The Nominating Committee shall mail/email the proposed slate of Officers to the Members thirty (30) days prior to the Annual Meeting and create ballots for voting ten (10) days prior to the Annual Meeting.
A Designated Member may be responsible for travel planning, including surveying member interest in trips and recommending specific trips to the Board
A Designated Member may be responsible for publications, newsletters, and notifications to the HR-RRTC membership and to new residents of Heritage Ranch.
A Designated Member may be responsible for coordinating all business issues between the HR-RRTC and a designated travel agency or tour company for particular trips. This Member may, with approval of the Board, appoint a Trip Coordinator to coordinate details of a specific trip with the agency and Members signed up for the trip.
Membership meetings shall be held as often as needed in accordance with dates allowed by Heritage Ranch Scheduling. The HR-RRTC Board shall designate meetings times with the concurrence of Heritage Ranch Scheduling. Voting on specific issues will be by simple majority of those voting members present at the meeting.
HR-RRTC Board meetings and other meetings shall be held as determined by the Board. A quorum for the Board shall be three of the four Members present.
OBLIGATIONS AND DISCIPLINES
The acceptance of membership in the HR-RRTC shall bind each Member to uphold the provisions of the Bylaws of the club, and to accept and enforce all rules and decisions of the Board, acting within the Board’s jurisdiction.
Any Member may be subject to suspension or expulsion for conduct detrimental to group travel by the HR-RRTC. Any charges must be presented in writing. Any Primary Member failing in his/her obligations as set forth herein may be suspended or expelled by majority vote of the Board. Any Auxiliary Participant may be suspended or expelled by a majority vote of the Board. Any Member subject to a vote of suspension or expulsion must be given due notice of the charges against him/her and an opportunity to be heard in defense. Members may not be suspended or expelled if they have non-refundable funds paid on an upcoming trip.
Any Member suspended or expelled by a vote of the Board may appeal the Board’s decision to the voting Members of the full organization at any general meeting.
Any Member expelled for cause shall lose the dues paid for that calendar year.
Only Members and Auxiliary Participants in good standing may travel on HR-RRTC sponsored trips.
All bonuses, rebates, discounts, or other benefits of group travel for a specific trip shall be prorated in a fair manner and available to all Members traveling on that trip who have booked through the designated travel agent or agency/tour company. Any other bonuses, rebates, or other benefits of aggregate HR-RRTC business with a travel agent or travel company must be used for the benefit of those traveling on the specific HR-RRTC trip, and who have booked through the designated travel agency/tour company. The designated agent, or agency/tour company shall be required to provide a statement of all bonuses, rebates, discounts or other benefits of each specific trip to the Board upon conclusion of the trip.
The Board may appoint a designated travel agency for a specific trip and/or use a designated travel agency for multiple trips as long as the membership is satisfied with the agency’s service and performance.
A designated travel agent or agency shall provide a trip itinerary, establish a pricing structure, options, payment schedule, and other terms and conditions in writing for each trip. All terms and conditions shall be approved by the Board as mutually agreed to by all parties.
Members shall adhere to all terms and conditions, including payment schedule, to participate in trips sponsored by the HR-RRTC.
If the HR-RRTC arranges ground transportation for a specific trip, the normal HOA procedures for signing up in advance, making deposits, setting and adhering to cancellation deadlines and granting refunds will be followed. Auxiliary Participants shall be required to make their own ground transportation arrangements directly with the agent or agency/tour company.
Air and ground perks and prizes provided by designated travel agents or agencies/tour companies are not available to members who do not book through the designated travel agent or agency/tour company.
Additional fees may be charged for HR-RRTC events or other activities as deemed appropriate by the Committees with Board approval.
Travel agents, agencies, tour companies and vendors who are sponsored or promoted by the HR-RRTC shall present proof of General Business Liability with a minimum coverage of $1,000,000. The HR-RRTC will also require a copy of the vendor’s Errors and Omissions policy.
As proof of insurance, a Certificate of Insurance will be required from the vendor’s insurance carrier. Copies of these documents shall be filed with the H.R. Community Events Director.
Members of the HR-RRTC shall be required to complete and sign a “Release of Liability and Accident Waiver for Heritage Ranch Social Clubs” form. The forms shall be provided by the Travel Club and must be signed and returned to the Travel Club before the Member can travel on a HR-RRTC sponsored trip. These forms shall be kept on file by the HR-RRTC Treasurer and a copy shall be sent to the HR Community Events Director.
Members and Auxiliary Participants shall be required to fill out a “Personal Information Sheet” before they can travel on a HR-RRTC sponsored trip. Completed forms will be kept on file by the Travel Club Treasurer
Prior to any HR-RRTC sponsored trip, the club Officers or Trip Coordinator shall verify that a valid “Release of Liability and Accident Waiver for Heritage Ranch Social Clubs” form is on file for all Members scheduled on the trip.
AMENDMENTS TO BYLAWS
The Bylaws may be altered, amended, or repealed by simple majority vote of the ballots cast at a regular annual meeting or at any special meeting of the Members called for that purpose.
The Members shall not have the power to change the purpose of the Club so as to decrease its rights and powers or to deprive any Member of rights and privileges then existing, or so to amend the Bylaws to deviate from the original intents and purposes of the HR-RRTC.
Notice of any amendment to be made at a special meeting of the Members must be distributed to the membership at least ten (10) days before such meeting in order for the amendment to be considered.
Any amendments to the Bylaws must be approved by the HOA Board of Directors of Heritage Ranch.
Approved by HR-RRTC Board of Directors
Approved: Date: 11/28/2012
Approved by HR-RRTC Membership
Approved: Date: 01/8/2013
Approved by Activities Committee Resident Organization
Approved: Jim Dill, Activities Committee Date: 01/12/2013