Weather Cancelations

While we always strive to carry out our Club’s activities as scheduled, the safety of our members is our overriding consideration. In the event of inclement weather conditions that could jeopardize the safety of our members if they attempted to attend a scheduled Club activity, the following guidance for determining whether the activity should be cancelled should be followed to the extent practicable:

The individual responsible for the activity should consult with one or more geographically-separated Club members to assess the extent of the inclement conditions to determine whether a significant number of members’ safety could be jeopardized if they attempted to attend the event.
If it is determined that the extent of the inclement conditions is widespread, the individual responsible for the activity should contact the Club’s President, Vice- President, or other Board Member, advise them of their assessment, and recommend that a cancellation notice be issued to all Club members.
If the individual responsible for the activity and the board member agree that the activity should be cancelled:

o The Board Member should e-mail a cancellation notice to all Club members, including the Club’s Webmaster, and in addition, notify the Club’s Webmaster by telephone as soon as possible but no later than:

9:00 p.m. the night before the activity for activities scheduled for the next morning, e.g., Discussion Group.
3:00 p.m. the day of the activity for activities scheduled that evening, e.g., Competition, Board and General meetings;

The Club’s Webmaster should publish in a prominent location on the Club’s official website an appropriate notice that the activity has been cancelled; and if the activity involves a presenter who would not be notified by the above, e.g., a speaker for a General meeting, the individual responsible for the activity should notify the individual that the activity has been cancelled.

If the activity is not cancelled, no notice will be e-mailed or published, and it should be assumed that barring any unforeseen circumstances, the activity will take place as scheduled.
December, 2012