POLICY STATEMENT OF OHIO VALLEY RAILCARS REGARDING  RAILCAR EXCURSIONS
March 2004


1.0     Introduction and Intent

This statement is provided to all Ohio Valley Railcar members to be used as a reference to understand how Ohio Valley Railcars operates as a source to host railcar excursions, and how its excursions are conducted.

It is a fundamental and unalterable policy of Ohio Valley Railcars, Inc. that the corporation will not discriminate against any person on the basis of race, color, creed, sex, or national origin.  (3/98)

2.0     Excursion Requirements      


All motorcar operators shall be insured under a policy of insurance acceptable to NARCOA.  When requested by the Excursion Coordinator, a motorcar operator must present evidence that he/she has such insurance which must be effective throughout the time period of the excursion.  (3/97, modified 3/98)

2.1     Rules

All excursions will fully comply with the current NARCOA rulebook and Operations Manual and additional rules as approved by the OVR Board of Directors. Note that additional rules set forth by a host railroad or rules deemed necessary by an excursion coordinator may be implemented. Rulebook violations noted by the Excursion Coordinator , Assistant Coordinator or Safety Officer shall be documented, presented to the violator for his signature, and copied to the chairman of the NARCOA Judiciary Committee for possible sanctions.    (3/97, modified 3/98)

2.2    Equipment conditionally allowed

Manual, (human powered cars) and factory built motorcars modified for narrow gauge operation will be allowed only on designated excursions. Manually powered equipment may be unconventional in design or manufacture as approved by the host railroad and coordinator. (3/97 modified 11/02)

2.3     Equipment allowed

Factory built motorcars from the following manufacturers are allowed:  Fairmont, Woodings, Railcar, Adams, Sheffield, Gibson, Fairbanks-Morse, Beaver Car, Northwestern, Kalamazoo, Buda, Portec, Sylvester, Tamper, King, and other factory built equipment as approved by the OVR  board. (Modified 3/01)

2.4     Equipment prohibited

Due to inconsistent standards and unproved designs, non-factory built and heavily modified railcars are prohibited. (Heavy modifications will include any modification that does not meet or exceed OEM design criteria when the car was manufactured. Modifications of concern include but are not limited to the following components: frame, axles, wheels, brake system, and power train. Reengined cars not using OEM motors are expected to have replacement motors installed that are in the general horsepower range as when the car was manufactured.) (modified 3/01)


2.6    Gas, Fuel Containers

No tank intended to carry and transport fuel or other flammable liquid or gas, or any tank containing any compressed liquid or gas may be mounted outside the OEM frame structure of any participating motorcar at an OVR excursion. (3/98)


3.0     Coordinating an excursion

OVR maintains a professional, businesslike approach when initiating contact  with a host railroad. Members of OVR  are encouraged to host  railcar excursions through the organization, but first several steps must be taken.

3.1     Scheduling and  Communication

When a member wishes to establish contact with a railroad, they must first contact a designated board member to see if communication has already been established with that railroad. Having several persons approach the same railroad presents a bothersome, disorganized appearance to a hosting railroad. Additionally, coordination of open weekends is required to avoid scheduling conflicts.


3.2     Coordinator requirements

It is recognized that the coordinator is the sole contact with the host railroad.
This coordinator may appoint an assistant as deemed necessary.

The coordinator is required to maintain a detailed financial record of all
expenses and income. To verify expenses for reimbursement, receipts must be
enclosed with the excursion financial statement. Excursion Coordinators are
entitled to receive reimbursement of reasonable ordinary business expenses
incurred for the purposes of setting up, organizing, and running motorcar
excursions and for any ancillary activities normally associated with motorcar
excursions.  Automobile mileage as it relates to the preparation of an excursion
is reimbursable at the current prevailing federal government rates for such
expenses.  Non-travel related expenses such as postage, telephone calls are
also reimbursable.  Receipts must be presented to the OVR Treasurer for all
non-mileage related reimbursement claims. (3/97, modified 3/98)

The coordinator is to make the excursion open to all OVR members. Any special
requirements are required to be noted before registration begins.

Excursion Coordinators must follow the guidance in the NARCOA Operations
Policy pertinent to their activities and duties as coordinators. OVR policy requires that each operator complete a detailed OVR car inspection form prior to each excursion they attend.  Each car that a member operates will be inspected annually by an OVR inspector. Upon inspection a decal will be placed on that car indicating that it has passed its annual inspection. At all times each operator has the ultimate responsibility for the good, safe mechanical and operating condition of their motorcar, beyond any of the specifics of the rules and standards Members will receive a rules supplement  with each policy revision, or upon request. (3/97, modified 3/98, 3/99 3/01)

3.3     Revenue from OVR excursions

Excursion Coordinators should ensure that revenue produced from excursions cover all expenses and provide revenue for the operation of the Corporation.(3/97, modified 3/98)

3.4     Coordinator fee

Ohio Valley Railcars recognizes the effort excursion coordinators put forth in hosting an event. It thereby grants the coordinator, in conjunction with the host railroad incentives in the way of reduced participation fees in regards to the participation of the coordinator and assistant.

Where the excursion hosts 10 or fewer railcars, the coordinator must pay full registration fees.

Where the excursion hosts 10-25 railcars, the coordinator may have his registration fee paid out of the excursion proceeds.

Where the excursion hosts 25 or more railcars, the coordinator may have his registration fee paid out of the excursion proceeds. In addition, an assistant coordinator may have his registration fee paid out of the excursion proceeds.

3.5     Excursion refund policy

Participants should immediately contact the excursion coordinator upon learning that they will be unable to attend an excursion. Refunds will be granted until 10 days before the scheduled excursion. After the 10 day deadline, refunds will be granted only for documented medical emergencies (hospital bills or documentation from a medical doctor will constitute documentation). No refund will be issued after that date unless we can resell the vacated spot. All refunds are subject to a $10 service charge per registration. There is a $25 returned check fee. No refunds will be issued until after the excursion is concluded. Note: An excursion coordinator has the right to cancel an event should registrations fall short of expected numbers, thereby requiring a financial shortfall. Registrants will be issued a refund of excursion fees, and the coordinator may appeal to the OVR board for a reimbursement of lost expenses incurred due to the cancellation. (3/97 modified 11/02, 3/04)

3.6 Guest & Pilot Provisions

There is an allowance of up to 2 cars per excursion that carry designated guests/pilots to qualify for a 25% registration fee discount. (3/98)

3.8 Officer, Board Member & Coordinator Reimbursement

Active OVR officers, directors and coordinators shall be reimbursed at one half of the federally accepted mileage rate for attendance at official meetings. Officers, directors and coordinators required to drive over 400 round trip miles would be eligible to be reimbursed for per diem expenses not to exceed $65.00 for incurred expenses. The definition of an active coordinator as one who has conduced one or more excursions in the past 12 months through Ohio Valley Railcars. (11/01)

4.0 Safety Coordinator

A designated safety coordinator will be appointed by the Board of Directors. It is the responsibility of the safety coordinator to ensure that they are present at every OVR excursion, or in their absence, a substitute safety representative will be present. The safety coordinator will file, maintain and update the car inspection forms as required. Completed safety forms returned to an excursion coordinator prior to an excursion will be forwarded to the safety coordinator for filing. (3/97, modified 3/98)
OVR 11/01



Ohio Valley Railcars
Safety and Rule  addendum to the NARCOA Rulebook as written from the OVR policy statement.

2.3     Equipment allowed

Factory built motorcars from the following
 manufacturers are allowed:  Fairmont,
 Woodings, Railcar, Adams, Sheffield, Gibson,
Fairbanks-Morse, Beaver Car, Northwestern,
Kalamazoo, Buda,  Portec, Sylvester, Tamper,
King, and other  factory built equipment as
approved by the  OVR  board. (Modified 3/01)

2.4     Equipment prohibited

Due to inconsistent standards and unproved
designs, non-factory built and heavily modified
railcars are prohibited.(Heavy modifications will
include any modification that does not meet or
exceed OEM design criteria when the car was
manufactured. Modifications of concern include
 but are not limited to the following components:
 frame, axles, wheels, brake system, and power
 train. Reengined cars not using OEM motors
are expected to have replacement motors installed
 that are in the general horsepower range as when
 the car was manufactured.) (modified 3/01)

2.6    Gas, Fuel Containers

No tank intended to carry and transport fuel or other flammable liquid or gas, or any tank containing any compressed liquid or gas may be mounted outside the OEM frame structure of any participating motorcar at an OVR excursion. (3/98)
OVR 3/01