- General: The Holmdel Ski Club (herein,
the Club) is a not-for-profit social club.
are run with the intention of each trip breaking even.
All trip participants share equally in the expenses of a trip such that
trip participants do not benefit financially from any Club activity.
The Club's ByLaws are available here. Each
trip has a fixed price so that the participants know the final price when they
commit to the trip. Any exceptions to the fixed price will be explicitly
stated in the trip description. An example might be a potential increase
in airline taxes or fuel surcharges which is beyond the Club's control.
There are also rare cases where a late signup for a non-double
occupancy room might incur a "single surcharge" from the
- Membership: The Executive Committee
determines when and how a person becomes a member. The minimum
requirements are that the person is at least 21 years of age and has
attended a Club trip as a guest. Only members and their guests can
participate on Club trips. Guests cannot bring along other guests. A
prospective member is a non-member who has requested to be placed on
the Club's mailing list.
- Setting the Price: The Club's
Executive Committee estimates how many people are
expected on the trip. If the Club estimates 40 people, then the
Club breaks even at 40 people, has a surplus if there is more than
40, and loses money if there is less than 40. The surplus and loss is usually very small, maybe between $5 and $10 per person.
If there is an anticipated surplus, then the Club will provide extras such as wine and cheese on the
bus or a wine and cheese party at the resort. If there is an
anticipated loss, then some of the planned snacks
or perks are eliminated.
- Price Rates for Children/Seniors: The
Club will try to be as fair as possible, passing back any savings to
the child/senior. Please realize that when the Club purchases
group lift tickets, the age-related discounts, if any, might be
different than the discounts associated with full-price tickets. Proof of age will be required for special
age-related rates, especially for seniors, children, and teenagers.
- Minimum Age for Trip Participants:
We all know that minors cannot legally sign a contract and are
therefore not bound by the Club's liability waiver. However, despite what most parents believe, in most States, including New
Jersey, a parent also cannot legally sign away their child's legal
rights, so parental waivers
are not always
upheld in the courts. The State or the child (upon reaching
18) have the right to sue for perceived negligent acts or injuries that have
occurred to them during their childhood. Trip leaders and our Club's tour
vendors are at risk of years of future legal liability anytime a child participates on
a Club trip. Therefore, Club policy requires that participants on an
airline-based Club trip must be at least 18 years old by the first
day of the trip. The trip leaders of Club bus trips might allow younger
participants - please check with the trip leader on the age policies
affecting a given trip.
- Physical Checks are
frowned upon due to their habit of getting lost in the mail. If a
participant can't send payments via P2P then
physical checks are the accepted last resort. All physical checks
are deposited in the Club's escrow-based bank account as soon as
they are received by the Club's treasurer. When a person is
confirmed on a trip, their funds in the Club's escrow account are
transferred to the Club's operational trip account. This is a change
from past policy when checks were not
deposited until the person was confirmed on the trip. Direct person-to-person payments are
automatically deposited to the
Club's escrow bank account, making the prior "don't deposit until
confirmed" policy infeasible. In the case of a wait-listed person
making a payment and subsequently cancelling before being
confirmed, a full P2P refund will be
issued. All physical checks should be payable to "Holmdel Ski Club"
and mailed to the Club's treasurer's address below. Upon mailing,
please send an email to
and the trip leader's email address so that they can anticipate your
letter and reply to your email when the letter is received. Please do not
use UPS, FedEx, or other delivery services that require a
signature. As odd as it may seem, the street name is indeed
Reach, with an R; It is not a typo.
Holmdel Ski Club
c/o Steven Krapes
17 Raritan Reach Rd
South Amboy, NJ 08879-3440
- Sending Trip Checks via Bank BillPayer Service:
If you are using a BillPayer service to send your trip payment then
make sure that the name you enter into the system is Holmdel Ski
Club, not the name of the Club's treasurer. The Club does not use
account-numbers for trip participants, so you can leave "account
number" blank or enter any random value.
Upon issuing the BillPayer transaction, please send an email to
and the trip leader's email address so that they can anticipate your
letter and reply to your email when the letter is received.
- Direct Person to Person PayPal Payments/Refunds:
2017: Due to a critcal problem with how the Club's bank handled the
Club's migration from clearXchange to Zelle,
the Club has adopted a new electronic banking policy that supports PayPal as the
one and only way to send and receive electronic payments. Please no
longer attempt to transfer money directly from your bank's online
web site or mobile app. If you try to use your bank's "send-money"
service, there is a good chance that the Club will never be notified
that your transaction was attempted and failed.
The Holmdel Ski
Club participates in the PayPal digital payment service for
electronically transferring money with trip participants. After
several years working with some of the other P2P providers, the Club
has found that PayPal has superior reliability when faced with
transferring money between different banks. PayPal allows you
to initiate a transfer that takes money from your bank account
and sends it to the Club, without having a prior PayPal-wallet
balance. So in essence, PayPal is a way of sending money
directly from your bank to any PayPal subscriber. Sending
paper checks through the US Postal Service is becoming obsolete and
is currently very slow. The average check that the Club receives
takes between 7-10 days to arrive, which frequently delays the sign-up
process. Lost checks are common. The PayPal P2P service
also provides tracking of the money transfers - much better than
trying to track/replace a lost paper check in the US Mail. PayPal P2P
transfers are different than the old way of transferring money
that required the sender to know the recipient's bank routing code
and account number.
PayPal Account Setup: Before you can send money
from a PayPal account to the Club, PayPal requires that you link and
verify your bank account that will be the source of all future
- Go to
https://www.paypal.com and create your account using your
personal (not business) email address
- On your personal home page click "Link a card or bank".
- On the next page click on "Link a bank account".
- If your bank is listed, then PayPal has a special
relationship that may allow you to link to your bank account
instantly by entering your bank's online userid/password and
possibly responses to security questions. If
your bank is not listed, then click on "I have a different bank"
to enter your routing/account# and then wait a few days to
verify 2 small test deposits. The "instant" method is quicker
but not as reliable as the multi-day "verify 2 small deposits" method.
The Club would rather have you wait the few days to verify the 2
small test deposits than have you mail a physical check,
regardless of any payment deadline.
- While not absolutely required, it is highly recommended that
you configure your PayPal account with a second type of financial identity
further prove who you say you are, which will remove transaction
amount limits and make your money transfer instantaneous (rather
than in 3-5 business days). Do this by linking
your debit card (even though you should never use that debit card
to fund a Paypal payment due to the 3% charge). PayPal will make
a small transaction (e.g., $1.95) to your debit card and then
you'll need to view the transaction on your bank's online
account statement to see an accompanying verification code
embedded in the debit transaction line item. PayPal will then
refund you the amount of this transaction.
Instructions: Click this link:
The Club set up a
link to receive money from members. The custom link is a short
cut that bundles the following steps.
- Log on to paypal.com (or sign up and create an account)
on "Send & Request",
- Under "Send Money" select "Send money
to friends and family in the US".
- Use firstname.lastname@example.org
as the email contact name of the recipient. Click continue
Click on the $0.00 field and overtype the amount you wish to
send. Do NOT click the "Paying for goods or a service" box. On the
next page select your source of money (typically your bank since
it's free). Click on "Add a Note" and state the trip destination (eg, Vail) and the
name(s) of the people to which the payment is to be applied. Then
select "Send Money Now".
may send one deposit for multiple trips and multiple people; just
include that info in your note. When you send a PayPal payment, your
money is typically withdrawn from your account immediately. PayPal payments are automatically deposited to the Club's
bank account, regardless of the person being confirmed or wait
listed for the trip.
- When linking your bank account, the PayPal "Instant" process
seems to have issues validating the security question responses
for certain banks, such as PNC (e.g., upper/lower case response
issues). If your instant signup fails, use the "I have a
different bank" process.
- Do NOT click on "Pay for goods or
services" since PayPal deducts 3% of your payment as a transaction
fee for a "commercial" transfer. HSC will reject/return all
commercial transfers. HSC is NOT considered a business to the
- If your list of PayPal funding methods only includes a bank
account and not a debit/credit card, then your transfer will
take 3-5 business days and be labeled as an "eCheck payment"
(which is an acceptable way of paying the Club). If you also
include a debit/credit card as one of your PayPal funding
methods, and the card has not expired or is not about to expire,
then payments made with your bank account as the payment method
will be transferred instantaneously to the Club, rather than in
3-5 business days. The debit/credit card registration is
considered by PayPal as a secondary/backup form of financial
identity proofing, even when that debit/credit card is not used
as the funding method for a particular transaction.
- Avoid using a debit/credit card as the source of your payment since
PayPal will charge you a 3% fee.
- PayPal might send you a text message to confirm that you
intended to make the transfer; respond 'Yes'.
- PayPal might limit how much money you can send or withdraw
(e.g., a refund) per day if your bank account is not yet
verified via multiple attributes (e.g., debit card, SSN). You
can see how much money you can send or withdraw by clicking on
"See how much you can send with PayPal", which is in the lower
left corner of your personal home page. There are instructions
on what you can do to lift those limits.
- Even though PayPal owns Venmo, HSC does not support Venmo due to its low
daily dollar limits on sending money and transferring HSC's Venmo balance to HSC's
RECEIVING A REFUND FROM
The Club uses PayPal to process refunds for all participants.
Before the refund is initiated, the Club's treasurer will send you
an email to confirm your current PayPal email account registration.
Then the Club will transfer your refund to your PayPal account
wallet and you will receive an email from PayPal. You can then log
in to www.paypal.com (or click on the link in the email) and
transfer your wallet balance to your bank account.
- Additional Surcharges: Any additional airline tax
or fuel surcharge imposed before our final ticketing is beyond the
Club's control and will require an adjustment in the final price to
be paid by the trip participants. If the airline charges for
checked baggage, then the trip participant is responsible for that
- Bounced Check Bank Fee: If you write a check to the
Club and it bounces, then you must reimburse the club for the bank
fee that is imposed onto the Club. Your reservation,
deposit, and/or final payment will not be considered complete until
the bank fee is paid. Typically, the bank fee is around
$20 per check.
- Single Signup Rate Policy: If a
person signs up for a trip as a single and requests a roommate, with
the goal of reserving a spot at the double occupancy rate, the Club
will attempt to match the single person with a roommate of the same
gender. If a roommate match is not immediately available, the
single person who signed up will be given an unconfirmed
reservation. As soon as the Club is successful in finding a
roommate match for the single person, the single person's
unconfirmed reservation is promoted to a confirmed reservation at
the Double Occupancy rate. If the Club is unable to find a roommate
match by the trip's Final Payment Due Date, then the single person
will be given a choice of one of three options:
- Cancel their reservation with a full and immediate refund.
- Cancel their reservation (eligible for a full refund) and
go on a wait
list with a contingency sign-up if/when another single person
subsequently signs-up for the trip so that both would pay the
Double Occupancy Rate; or
- Pay for the upgrade to a Single Occupancy room, if available, possibly
with a contingency of being refunded for the upgrade price if another
single person looking for a roommate subsequently signs-up for the trip.
Contact the trip leader if you are signing up as a single and
want to find out if there is another person that is looking for a
roommate. Note: If a person
cancels and the Club is left with a single person in a double
occupancy room, then the person who cancels will be responsible for
the single person surcharge if the club is unable to find a
replacement. See the Club's entire cancellation policy below.
Interpretive Observation: Since only the last male or the last
female to sign-up on a given trip would possibly be subject to the
above Single Signup Rate Policy, it is highly advantageous for
singles to sign-up as soon as the trips are announced. Note
that under no circumstances would a single person for whom the Club
cannot find a roommate ever be forced to pay a single surcharge or
suffer any financial loss.
- Trip Insurance: All participants are
encouraged to consider purchasing commercially available trip
cancellation or trip medical insurance. Providers frequently have
policies that support pre-existing medical conditions but only if
the enrollee purchases the policy within a certain number of days
from the initial trip deposit. The definition of what constitutes an
initial trip deposit can vary with different insurance companies. Is
it the date the person wrote a check (or sent a P2P payment) or is
it the date that a person was confirmed on a trip when the Club
applied any escrowed funds to the trip? For people sending the Club
money during a pre-registration phase or for waitlisted people,
these dates could be weeks or even months apart. From the Club's
treasurer's point of view, any money sent to the club before a
person is officially confirmed on a trip is considered the creation
of a generic escrow account and not a deposit for a particular trip,
since those funds could be used for any trip.
- Filling a Trip:
During initial planning, a trip that is anticipated to have a high
level of member interest will be assigned a pre-registration phase
to help the Club estimate the number of rooms to book. Key to the
new policy is using a sign-up prioritization point strategy based on
the member’s level of prior participation. The Club maintains a data
base that grants one frequent traveler point for each night a person
has traveled with the Club over the past
decade. For example, participants of the 2016 Sugarloaf bus trip
accrued 3 frequent traveler points, the Vail trip folks got 7
points, and the Zermatt trip folks got 11 points. The Club confirms
trip participants based on filling an available size room (i.e.,
single or double occupancy), so prioritization is based on summing
the points of the people that will occupy a room. In the rare case
of a tie, the points computation is changed to sum the last 9 years
(then 8, then 7, etc) until the tie is broken. The points
approach has been introduced to handle the case when more people
sign up for a trip than the Club has space. The multi-phase sign-up
approach described below has been introduced to avoid the frenzy
of the prior “whose check arrived first” approach. The published
single sign-up rate policy and
cancellation policy continues to apply to all
registration phases. All trips include the Member Registration and
Open Call Registration phases. Note that a member's frequent
traveler priority is relevant only within a single registration
phase. For example, a person who signs up during the Standard Member
Registration phase can never bump a person who was confirmed during
the pre-registration phase, regardless of their frequent traveler
Holmdel Ski Club 3-Phase Registration Process:
- [Optional] Pre-Registration Phase
Club sends members an email that includes an approximate description of a proposed trip with
best estimates for dates and possible destinations. Anytime during
the following 2 weeks, existing members and their guests
(see Guest policy) may
sign up and mail their escrow payment. (Technically, the money sent
to the Club is considered an escrow payment rather than a trip
deposit since the Club does not yet have an official trip with an
official price.) At the end of the 2 weeks, the
prioritization is calculated and the people who signed up are
informed of their status: confirmed or wait-listed. If the final
published trip itinerary is significantly different than the
pre-registration approximate description, then participants are
eligible for a 100% refund of their escrow. Otherwise, standard
cancellation policies apply, which includes a $25 cancel fee. If
a member requests a single occupancy room but single-occupancy
pricing is not yet available, the member's escrow payment will be accepted
and deposited into the Club's escrow account. When the Club has a firm price from our vendor the
escrow payment can be applied or fully refunded. Members must _not_
take out trip insurance during the pre-registration phase since the
trip price and dates are fluid, and it is even possible that the
eventual trip is a different destination. When the Club has a signed
contract and can officially offer a trip at a firm price, a person's
escrow payment will be used to make an official deposit.
Participants will be notified of the official deposit date so that
an accurate "date of deposit" value, trip date, airline, and travel
agent, can be entered into their insurance contract.
- Standard Member Registration Phase (June/July-ish): The Club sends
members and prospective members an email with links to the Club's
trip web page that includes a
detailed trip itinerary (dates, destination, hotel) along with the
date when sign-up begins. Anytime during the
following 3-4 weeks, existing members and their guests may
sign up and mail their escrow payment. At the end of those 3-4 weeks,
the prioritization is calculated and the people who signed up are
informed of their status: confirmed or wait-listed. Any non-member,
sign-ups received during this phase will be deferred to the Open
Call phase (see below). (Note: This late in
the trip planning process it is much more difficult for the Club to
add/remove seats based on sign-up demand.)
- Standard Open Call Registration Phase: After the 3-week
Standard Member Registration phase
ends, trip sign-ups from members and non-members are prioritized on a
daily first-come first-serve
basis. A person is confirmed
on a trip when the deposit is received (via P2P automated transfer
or a physical check mailed to the Club's treasurer) and the trip-specific sign-up form
is received by the trip leader. Non-member sign-ups (i.e.,
non-members who are not guests of a member) are permitted only
within the Open Call phase and are at the discretion of the Club's
- Guest Policy: A member or member-pair
(two members traveling together) may invite up to two guests. From a
sign-up priority viewpoint, guests have no Club frequent traveler
points and will be confirmed on the trip only after all other member
sign-up requests have been processed within the given sign-up phase
time frame (pre-reg:2-weeks, member-only:3-4-weeks, open-call:daily).
For example, if a member signs up two guests during the
Pre-registration phase, those guests will be confirmed on the trip
(assuming there is space remaining) after all other pre-registration
member signups have been processed, which will be at the end of the
2-week pre-registration phase. Additionally, if a trip will reach
capacity by adding multiple guests, the frequent traveler points of
the guest's member host will be used to determine priority.
- Required participant documentation: Each trip
requires that 3 pieces of information are sent to the trip leader,
whose address is listed on the trip's sign-up form. They
are the trip-specific sign-up form, the trip-specific liability form
(must be hand signed and witnessed), and emergency contact info
(name, relationship, phone#). Each
person, including minors, must submit their own liability form.
If you are unwilling to sign your name to the statements on the
liability form, then please do not register for the trip.
The trip leader will require that all participants have a properly
filled out liability form before the trip begins. If you are parking
your car at the Ericsson facility, then you will also need to
provide your car identification info (make, model, year, color,
license plate) and agree to the conditions described in the
release document. Again, if you do not agree with the conditions
on that Ericsson parking liability release document, then you won't
be permitted to leave your car on their property.
- Why ask if only one queen/king bed is okay? For
some lodging properties the rooms may contain either one large bed
or two smaller beds. It would be helpful to the rest
of the Club members if the couples willing to share a bed would
identify themselves as requiring just 1 bed. The trip
leader shall maintain each person's bedding information in strict
- Post-registration Process: After you send or
email the sign-up form and P2P payment (or mail a paper check to the
Club's treasurer), please send
an email to the trip leader so that they can be aware of your
interest in the trip. The Club has had
situations in the past where a member's check got lost in the mail
and the trip leader didn't even know that they had signed up for the
trip. The most traceable method of sending payment to the Club is to
use the Club's P2P service to transfer money
directly from your bank to the Club's bank. If you do choose to send a paper check via your bank's BillPayer service, then make sure that the Payee is Holmdel Ski
Club, and NOT the trip leader's name or the Club's treasurer's name.
- Use of Your Email Address: The email address that you
provide on the sign-up form will be seen by other trip participants
via emails from the trip leaders. If you do not wish to
have your email address visible to the other trip participants,
please contact the trip leader so that your email address will be in
a blind copy-to list.
- Children: Children
under the age of 21 must be accompanied by and room with a parent or
an adult club member who accepts responsibility for the minor and
obtains a consent form (if child is younger than 18) signed by the child's legal guardian.
Ownership/Transfer : Trip spaces are the property of the Holmdel
Ski Club and reservations are assigned to the names identified in
the trip sign-up forms. The Club retains the sole authority to
reassign cancelled spots to other members in order to maintain a
fair and equitable wait list selection process. Trip participants
may not sell, assign, or transfer their trip reservation. The only
exception to this policy is the transfer of a child's parent or
adult sponsor slot, since the Club requires all children to be
accompanied by and room with a sponsoring adult.
- Cancellation Policy:
A trip participant who cancels after their reservation has been
be liable for up to whatever they have already paid for the trip. The Club
will provide a refund based on what the Club can recover, on your
behalf, from the various carriers, agents, resorts, etc. with whom
the Club has arranged the trip, less a Club cancellation penalty of
$25. If a person cancels and the Club is left with a single
person in a double occupancy room, then the person who cancels will
be responsible for the single person surcharge if the club is unable
to find a replacement. Please recognize that such carriers, agents, resorts, etc.
generally assess penalties commensurate with the likelihood of them
being able to fill cancelled seats and beds. When the Executive
Committee deems a trip to be completely filled, then anyone who is
due a refund because of a prior cancellation will be issued a refund
within 2 weeks, less any applicable vendor penalties and/or fees
(e.g., airline name change fee, $25 HSC cancellation penalty). If a
trip does not fill, then all refunds will be disbursed after the
trip has completed and a final accounting is prepared.
- Finding a Replacement: If
a member cancels their trip reservation, the trip leader will use
all reasonable efforts to find a replacement. Getting a replacement
does not necessarily lessen the penalties or fees charged to the
cancelling member or change the date at which any refund is made.
- Refund Transfers:
If a member cancels their trip reservation, when the dollar amount
of their refund is known, the member may request that the refund
amount be used as a deposit for another trip. Also, a member may
transfer a waitlist deposit check to any trip with openings.
Code of Conduct:
- Trip participants are required to act in a respectful way
towards other trip participants and other people that are
encountered on the trip. The behavior of each trip
participant reflects upon the Club as a whole. The Club
has a long reputation within the ski and tour operator industry as a
Drunk, disorderly, abusive, or even unfriendly conduct that
adversely affects the other participant's ability to enjoy the trip,
will not be tolerated on Club trips.
- If a trip participant fails to abide by the above policy then
they risk being banned from future Club trips.
- While clearXchange used the
routing#/account# combination to link with a bank account (which
worked well for the Club), Zelle decided to use debit cards as the
sole means to move money to non-Zelle-participating banks (i.e, the
Club's bank). However, Zelle chose to use an uncommon debit-card
transaction type ("funds transfer") that the Club's bank does not
accept due to their belief that "funds transfer" transactions are
more apt to be fraudulent. To make matters worse, Zelle, which also
owns clearXchange, did not design their services with a
fault-tolerant approach. The resulting behavior is that if a
registered debit card transaction is declined, there is no Zelle
notification or activity log entry, but the Club did receive a
"declined" alert from its VISA debit-card provider (but with only a
cryptic indication of who sent it). It was thought that deleting the
Club's Zelle and clearXchange accounts would at least allow for
notification of any subsequent send-money requests so that the
Club's treasurer could send a message to the sender, but the result
was even worse. Zelle continues to advertise to their banking
partners that email@example.com
is a valid recipient account, but when any send-money request hits
that account, it is immediately and silently rejected. The Club has
no indication that the transaction failed, or even that the
transaction even took place. For shame on Zelle's software engineers
for not thinking about this scenario and allowing accounts get into
a limbo state. What the Club has noticed is that the two dominant
banking system P2P competitors, Popmoney and Zelle, only care about
transactions that stay within their participating banks. If a
transaction is destined for the competitor's network of banks, then
too bad. This is why the Club has moved to PayPal, which treats all
banks as non-participating banks and with a superior user interface
for both the sender and the recipient.