ICO Policies

This document contains policies that have been agreed upon by the Angeles ICO membership at monthly meetings.  All policies are indicated with a bullet.  Revisions may be made at any monthly meeting according to the decision-making policies of Angeles ICO.  In addition to these policies general information and advice is available in the following documents: “Guidelines for Agencies”, “Duties of an ICO Liaison”, and “Things to remember on an ICO Trip.”

 

CURRENT ICO COMMITTEE OFFICERS  

  • Chair
  • Vice Chair
  • Bus Coordinator
  • Equipment Coordinator
  • Leader Certification Chair
  • Secretary/Newsletter Editor
  • Treasurer
  • Volunteer Coordinator
  • LEADERS Database Coordinator
  • Webmaster
  • Facebook Administrator

The chair and vice-chair are elected by ICO members attending the annual meeting in January.  The chair appoints all other officers.

 

SAFETY

  • Each ICO hike must have a minimum of two leaders, both of whom are Sierra Club leaders. One of the leaders must be ICO certified. Both must have passed and be current on a background check.
  • For grades K – 8 there must be a minimum of one agency person per ten participants. For grades 9 – 12 there must be a minimum of one agency person per 15 participants. Adult relative participants help meet this requirement as long as there is one official agency representative.
  • Leaders’ and co-leaders’ first aid and other requirements must be current, and they must have taken a CPR class.
  • All participants must bring a signed “Acknowledgement of Outing Member Responsibility, Express Assumption of Risk, and Release of Liability and Permission to Participate” form prior to participation in any ICO outing.  Leaders collect the forms before the group leaves the trailhead and bring or mail them to the current ICO Chair or his or her designee.
  • For each participant under 18 the liability waivers must be signed by a parent or legal guardian.
  • Sierra Club Incident/Accident Reports must be sent to National, the local Angeles Chapter and the ICO Chair. The instructions on the form must be followed carefully.
  • There must be a vehicle available for emergencies.

 

OCEAN SAFETY

  • ICO participants may only enter the ocean, even to wade, if a lifeguard is present. (Tide pooling is the one exception.)  If the beach visit is not anticipated, the leader will communicate with the lifeguard on duty.
  • Prior to an outing to the ocean, if the leader intends to permit the participants to enter the water that leader must contact the beach authorities to reserve a lifeguard. To make arrangements for a lifeguard, click here.

 

BECOMING A LEADER

  • Provisional hike leaders bear the responsibility for planning and implementing a trip from start to finish. This includes establishing contact with the participating agency and requesting a bus or arranging other means of transportation.
  • Provisional hike leaders associated with an agency must lead their provisional hike for an agency other than their own.
  • Prior to a candidate becoming a certified ICO hike leader, an attending certified ICO hike leader with at least one year’s experience will evaluate their provisional hike performance.  The provisional hike leader must have volunteered or co-led on at least two previous ICO hikes or outings as well.

 

LEADERS

  • Each ICO hike must have a minimum of two leaders at all times, both of whom are Sierra Club leaders. One of the leaders must be ICO certified. Both must have passed and be current on a background check.
  • If an emergency requires that an adult supervise a child alone, only a certified leader or authorized volunteer should take that responsibility.

 

VOLUNTEERS

  • Volunteers must submit an application including the names and contact information of three references prior to participating in an outing.
  • All volunteers who participate in ICO outings, including Angeles Chapter certified leaders, are required to have a background check.
  • If an ICO hike leader has a serious concern about a volunteer’s participation, then that leader must note that concern in the comments section of the Sierra Club ICO Trip Report.
  • If an emergency requires that an adult supervise a child alone, only a certified leader or authorized volunteer will take that responsibility.

 

TRIPS  

  • For grades K – 8 there must be a minimum of one agency person per ten participants. For grades 9 – 12 there must be a minimum of one agency person per 15 participants. Adult relative participants help meet this requirement as long as there is one official agency representative.
  • Buses must be cancelled at least 48 hours prior to a scheduled trip.  To cancel a bus, the leader must contact the bus coordinator, Dan Butler, at dncbutler1@socal.rr.com. Try to establish right away another date for the hike so that it can be rescheduled when the bus is cancelled.  Then there won’t be a six-week waiting period to obtain a bus.
  • Occasionally, ICO provides hikes, overnight camping trips, and snow trips to the San Gabriel Mts.  To be eligible for ANY camping trip, groups must have previously participated in at least three (3) ICO hikes. No child should go on a camping trip who has not participated in at least one day hike.
  • If a group/class wants more than 3 day hikes and 1 full overnight trip, the teacher needs to submit a proposal to the group at least 2 months in advance of when they will exceed the limit. The proposal should include how the school goes above and beyond, like the teacher becoming a leader, contributing, volunteering, helping with fundraising. It may also include information about the mission or vision of the agency and/or club.
  • For schools with multiple classes or groups, there should be no more than 3 hikes per group of students (or class), but there will be no limit on the total number of hikes at the school.
  • On camping trips, an adult will share a tent with other adults, occupy a tent singly, or share a tent with their own child only.
  • On an overnight outing, all Sierra Club and ICO leaders, co-leaders and volunteers must be cleared by a background check.
  • Schools and other agencies are responsible for getting the “Inner City Outings Trip and Participant Information” form from guardians.  In addition, ICO requires a liability waiver for every participant, including, teachers, teacher aides, family members, and friends.  For each participant under 18, the liability waivers must be signed by a legal guardian.
  • Volunteers wishing to go on a scheduled hike are welcome, with the permission of the hike leader and provided that they have completed the requirements to become a volunteer.  Call the leader (see the “Bulletin” for phone numbers and e-mail addresses) to tell him or her you would like to volunteer.  For the protection of youthful participants, ICO outings are closed, that is, they are not published in the Sierra Club Schedule
  • If the total cost of a trip is $1200 or less, ICO will pay the total amount and no pre-approval is required other than the standard review of trips at the monthly meeting.
  • Trips which are likely to cost more than $1200 must be discussed and pre-approved at a regular meeting.
  • In addition to parents and agency personnel, the following adults are allowed to participate in day outings without having been cleared by a background check:
    1. docents or naturalists associated with the park visited or known to the leader to have  relevant knowledge.
    2. personal friends of the leader
    3. representatives of a business or foundation from whom we have received or are requesting funds.

 

EQUIPMENT AND SUPPLIES

  • The food allowance for overnights is $3.00 per participant per meal.

 

TRANSPORTATION

  • Bus reservations must be submitted through the online form or in writing to the bus coordinator and the secretary at least six (6) weeks prior to the date of a trip.
  • An ICO leader, no matter what the cause, must make all bus cancellations 48 hours prior to the date of the trip.
  • When a bus must be canceled due to rain, at the time of the cancellation, the leader should let the Bus Coordinator know if he or she will reschedule and give the new date if known.  Notify the bus coordinator, the treasurer, and the secretary of all cancellations.
  • A minimum of 15 participants (other than leaders and volunteers) is needed to justify hiring a bus for an outing.
  • The Sierra Club policy regarding automobile liability policy is at
    http://clubhouse.sierraclub.org/finance/risk_manual/auto.asp .  There is a section on rental cars on that page.  People considering using a rental car to transport participants also need to review the Outings Leader Handbook and ICO Addendum to the OLH, both on the extranet site.  People will need to use the user name “clubhouse” and password “explore” in order to have access to the extranet.
  • When renting a vehicle, one should write “Sierra Club/their name.”
  • With a conventional driver’s license one can transport only ten passengers if any of them are children.

 

Policy for Obtaining and Safeguarding Photograph and Video Permissions for LA ICO Outings:

  1. The primary person responsible for obtaining the photograph and video permission is the outing leader.
  2. The “Inner City Outings Trip and Participant Information” form contains a “Publicity Permission.” By signing this Permission, the parent or guardian authorizes his/her child’s words or photograph to appear in ICO promotional materials. A signed Publicity Permission is not required in order for participants to participate in the outing.
  3. If the outing leader intends to use photographs from the outing as promotional material for ICO, he/she must assure that a Publicity Permission is signed by the parent or guardian of each youth participant who is photographed.
  4. Within seven days after the outing, the outing leader must send an email to the LA ICO Chair and the LA ICO web masters stating that he/she has obtained Publicity Permissions for each of the youth participants who were photographed during the outing. The leader must also state in the email that he/she has sent the originals of the Publicity Permissions to Elizabeth Neat for safekeeping

 

Current Committee Officers

Elizabeth Neat, Chair
Nancy Le, Vice-Chair
Ann Salvador, Secretary
Catherine Ronan, Treasurer
Dan Butler, Bus Coordinator
Sparky Sotcher, Certification Chair
Elizabeth Neat, Volunteers Coordinator
Les Wilson, LEADERS Database Coordinator
Shirley Hickman
and Nancy Le, Co-Webmasters
Afrodita Fuentes, Facebook Administrator

View the ICO national policy. (You will need the login and password.)