This is a detailed but non-exhaustive list of VUWTC policies. It is intended to provide clarity on key matters and deliver transparency on how club rules were passed. If you are interested in club rules, you should also read our constitution here. If you have any questions or concerns, or believe something is missing, please reach out to vuwtramping@gmail.com or a friendly face on the committee.
Code of Conduct / Equity policy
There is an anonymous equity form available on the club website.
Driver reimbursement policy
To calculate fuel reimbursements for club trips, drivers should use the Inland Revenue Department (IRD) kilometre rates. This recognises the long-term maintenance costs involved in operating a vehicle. We are using the Tier 2 rates, as Tier 1 includes the fixed cost of the vehicle and would make trips cost-prohibitive. The typical distance would be the Google Maps distance between the Hunter carpark and the trip carpark (adjustments to this at the discretion of the trip leader and driver/s). Current IRD rates: https://www.ird.govt.nz/income-tax/income-tax-for-businesses-and-organisations/t ypes-of-business-expenses/claiming-vehicle-expenses/kilometre-rates-2024-2025
Gear lending policy
- The person borrowing the gear has to be a club member.
- If someone wants to borrow club gear that has a replacement value of more than $100, either:
- Their trip has to be on the VUWTC calendar, open for other members to join, and the gear custodians have additional discretion to say no.
- They can apply to use the more expensive/specialised gear for a private trip, which will be reviewed on a case-by-case basis by the gear custodians. Reasonable conditions are:
- a) Personal trip for upskilling purposes, e.g. a NZAC trip or climbing course with more experienced climbers/mountaineers, a packrafting trip with the Welly packrafters or to a PRANZ event, attend an avalanche course, etc.
- b) The person borrowing the gear is expected to give back to the club either by leading at least one club trip with these new skills in the current club year, or helping in one of the club’s courses if applicable (snowcraft, rockcraft).
- c) If gear gets lost, stolen or breaks, the club member is liable for the cost of replacement or repair. It will be at the discretion of the current committee to decide whether or not the cost is partially covered by the club, on a case-by-case basis.
Excluded from this are PLBs and cookers, which are exclusively reserved for club trips. Gear custodians have the responsibility to make sure members know how to use the gear they borrow, and to be fair in their judgment (i.e. guarantee equitable access to all club members under reasonable conditions above).
- All gear that comes out of the gear shed has to be checked out, either manually on the gear checkout log sheets (one sheet per trip leader) or online in the VUWTC - Gear Register.
- Gear must be returned clean and dry, as soon as possible after the trip.
Membership refund policy
Members can request a refund of their membership fee if they cancel their membership within two weeks and they haven't attended any events yet.
Piker policy
If someone withdraws from a club trip (or just doesn’t turn up) less than 24 hours before the trip starts, they still owe 100% of the trip fee. If someone withdraws 24-48 hours before the trip starts, they owe 25% of the trip fee. Exceptions at the club’s discretion.
Up to trip leaders to tell treasurers who to apply the piking fee to.
Privacy policy
Latest version from 2024.