Bylaws, Policies and Forms


Download our Bylaws as amended in 2002.


Event Listings

Any Mosaic member in good standing may submit an event listing at any time. Please send event proposals to: . Events will be reviewed by the Program Director. All approved events will be managed via our Meetup site:

Download the Trip Sign-In Sheet and Event Planning Guidelines in Acrobat Reader. If you are unable to do so, please contact the Program Director.

Overnight Trip Reimbursement Policy

 TCs shall be reimbursed for normal trip expenses associated with organizing a trip if these are included in the expense report, which must be submitted to the treasurer for reimbursement of trip expenses. In addition, TCs may receive a subsidy up to but not exceeding the cost of the trip subject to the following:

  • Only overnight trips are eligible.
  • There must be at least 9 people participating, including TC(s).
  • Subsidies are to be budgeted into the cost of the trip for participants. No club funds will be used for these subsidies.
  • For overnight trips with 8-19 paid participants, a subsidy will not exceed $35/night or the cost of trip for TC(s), whichever is less.
  • For overnight trips with 20 or more paid participants, the subsidy will be equal to one free trip.
  • For trips with more than one TC, the TCs receive a subsidy equal to one free trip for every 20 paid participants.
  • The subsidy/free trip is provided from the funds collected after all trip expenses are paid. If the extra funds add up to less than the subsidies described above, the subsidy will equal the extra funds remaining.
  • If TCs anticipate excess funds, they may purchase additional small items for the trip  participants (e.g., power bars). If TCs anticipate substantial excess funds, they should reimburse participants in cash during the trip.   Excess funds remaining after expense reimbursements and subsidies will be retained by Mosaic.
  • All TCs must submit a check for the same amount as participants; any subsidy/free trip will be returned in the form of a reimbursement.
  • If there is more than one TC and the above only covers a portion of the total TC trip costs, the TCs determine amongst themselves how the subsidy is to be allocated.
  • Trips that are co-sponsored by Mosaic will follow these same rules.

Keep in mind that any activity requiring an advanced deposit must be approved in advance by the board of directors. The board reviews proposals to ensure that the proposed finances are reasonable, and that the organizer is suitably prepared to handle the trip logistics.

Bicycling Safety Policy

Helmets are required for all rides.

TCs should refuse to allow anyone lacking the above-required equipment to participate.

TCs should not give maps or cue sheets to anyone lacking the above-required safety equipment.

Although TCs cannot prevent anyone from following the group on public roads, they should still make it clear to those without the required safety equipment -- as well as to the group's recognized participants -- that those without the equipment are not considered to be part of the group.

Free Membership for Active Trip Coordinators

This clarifies the long-standing policy of granting free 1-year membership renewal to active TCs, as a reward for their volunteer efforts. Any active Mosaic member who leads at least four (4) events during the preceding year of their membership (not calendar year) is eligible for a renewal of their membership free of charge. Each free membership will be of the same type (individual, family, etc.) as the member held in the previous year. There is no limit to the number of free memberships a member may receive, as long as they continue to qualify each year. Qualification for a free annual membership will be determined from the shared records of both the membership and program directors.

The following guidelines shall be used to determine eligibility:

  • Only events properly listed in the Shofar may count towards a free membership.
  • One event credit shall be given for each event listed in the Shofar
  • If an event has two or more TCs, each will receive the full credit they would be entitled to if they were the sole TC. This is only to encourage apprenticeship among TCs, it is expected that this provision will not be abused.
  • For all events, the trip sign-in sheet must be returned to the membership director to receive credit for the event.
  • If an event is cancelled due to weather, full credit will be given if the membership director is informed of the situation. If an event is cancelled for any other reason, credit will be given at the discretion of the program director.
  • Service on the Board of Directors or as an activity coordinator counts as one event credit, as long as it extends to the end of that person’s term of service.
  • Extra event credits may not be carried over past a member's renewal date to count towards a future free membership.

SelectionFile type iconFile nameDescriptionSizeRevisionTimeUser
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Bylaws  26k v. 1 Jan 24, 2020, 3:59 AM Mosaic Website
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Privacy Policy  120k v. 1 Jan 24, 2020, 3:59 AM Mosaic Website
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Event Planning Guidelines  52k v. 1 Jan 24, 2020, 3:59 AM Mosaic Website
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Membership Form  166k v. 1 Jan 24, 2020, 3:59 AM Mosaic Website
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Trip Sign-in Form  70k v. 1 Jan 24, 2020, 4:00 AM Mosaic Website
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Event Submission Template  183k v. 1 Jan 24, 2020, 4:01 AM Mosaic Website