Lake Townsend Yacht Club

Transcription

1 Lake Townsend Yacht Club Board of Directors Committee Chair Reference This document describes the general duties and suggested timeline of responsibilities for the successful direction of the various board chair positions. Copyright December 7, 2011 Lake Townsend Yacht Club Committee Chair Reference December 18, 2014 Page 1 of 45

2 Table of Contents Annual Directory and Newsletter (updated Steve R.)... 4 Cruise (updated Trish)... 6 Education... 7 Finance (updated Steve R. )... 9 Junior Sailing Mayor s Cup Regatta Membership Newsletter ( deleted Annual Directory tasks Steve R.) Nominating Property Publicity and Historical ( delete Maintain roster Steve R.) Race (updated delete Feb task and 2007 trophies Steve R.) Social and Change of Watch (updated Trish) Special Events: Let s Go Sailing Website ( Will update soon Steve R) Web host information Domain Name Custom programming Tasks and Timelines Web Host Contact Information Appendix A - Submit Class and Event Dates Parks and Recreation: 2011 Spring-Summer Leisure Magazine Class - Learn To Sail Class - Junior Sailing Events - Mayors Cup - Junior Sailing Entry formats for database Appendix B: Income and Spending Summary - Sample Appendix C: US Sailing.org Lake Townsend membership Learn To Sail class manuals Contacts Appendix D: City Department Contacts Appendix E: Mayors Cup Invitation to Mayor - Sample Appendix F: Welcome to New Members - Sample Appendix G: Membership Invitation to Guests Appendix H: Mayor s Cup Thank you letter Appendix I: Welcome Message to New Members Appendix J1: Instructor Meeting/Powerboat Class notes Committee Chair Reference December 18, 2014 Page 2 of 45

3 Appendix J2: Education Calendar and Instructor List Appendix K: Mailboxes managed by Board Chairs Committee Chair Reference December 18, 2014 Page 3 of 45

4 Annual Directory and Newsletter (updated Steve R.) Job Description This chair is to be held by a Director on the Board. Publish a monthly newsletter highlighting upcoming events and showing recent race series scores and standing. Publish the club s annual directory which is printed and provided to all club members. The directory should be created using Microsoft Word. This version should be formatted to be presentable on the web and when printed in black and white as well. Coordinate with the webmaster to have this posted on our website in the Members Only area. Here are the tasks that need to be accomplished and a timeline for each. Timeframe Monthly Jan Mar 15 March 15 March 31 Task Newsletter. Create the newsletter and send by to members. Send a printed copy by postal mail to those members who do not have . Update the annual directory with new information for the year. Deadline for adding any information to the directory before it is printed. Printed copies should be available at the first April race so they may be handed out instead of mailed directory printed and bound by: International Minute Press Spring Garden St Greensboro, NC Books 14 2-sided Pages 60# Paper black ink - $70.00 Front Cover-Color- $27.50 Clear Plastic Covers $50.00 Back Blank Covers -.50 Spiral Bound - $50.00 Total: $ (+ tax) Jeanne Gouge International Minute Press 2417 Spring Garden Street Greensboro, NC jeanne@greensboroimp.com Other print options example: Committee Chair Reference December 18, 2014 Page 4 of 45

5 Nov 26,2007 quote from Michelle for 75 spiral bound, single-sided books (price does not include tax) Total $ per Book $ Clear plastic front cover, black leatherette back cover 30 pages in B&W pages in B&W, Title page in Color Clear plastic front cover, business card back cover 30 pages in B&W * 29 pages in B&W, Title page in Color Business card front cover, business card back cover 29 pages B&W, Front Cover in B&W * 29 pages B&W, Front cover in Color Committee Chair Reference December 18, 2014 Page 5 of 45

6 Cruise (updated Trish) Job Description This chair is to be held by a Director on the Board. Duties include: Organize and promote local and coastal cruising events Set up seminars related to cruising or sailing in general Organize Social Sails held the 4 th Saturday of each month (except winter months) Make sure former students are aware of Social Sails (through Education Chair) Publicize events to all members Here are the tasks that need to be accomplished and a timeline for each. Timeframe Apr. Nov Oct - Nov Task Set up Social Sails each 4 th Saturday Develop cruise schedule for next year. Notes: Social Chairs may need a reminder to have snacks and beer available for Social Sails. Shelter 10 should already be reserved for the 4 th Saturday of each month (in warmer months). Reservations are handled by Social Chairs. If you need to check on Shelter reservations, contact Mitzi Dew at GSO Parks & Rec. (336) The Publicity Chair should have notices and advertisements out about Social Sails. It is good as the Cruise Chair to send an to All members & Guests shortly before the 4 th Saturday. Committee Chair Reference December 18, 2014 Page 6 of 45

7 Education Job Description This chair is to be held by the Rear Commodore. The primary responsibility is the planning and administration of the sailing classes held each summer. Here are the tasks that need to be accomplished and a timeline for each. Timeframe November November - January March February - March Task Start soliciting instructors and assistants for the class sessions. Create Education Calendar and Instructor List Signup sheet on Google Docs. (See Appendix J2 for example sheet) Contact the Supervisor at Smith Senior Center to reserve classroom for sessions. (Teania Jackson ) Contact Lake Townsend wardens to give them class dates and reserve classroom for days needed. Plan for March class for Lake Townsend wardens on rigging boats. Update the Sailing Class brochure and put about 100 of these at the lake in our Bulletin Board boxes. Put other copies in our file cabinet in the Wardens Office to replenish the BB boxes as needed until the last class has started. Take inventory of the Learn To Sail manuals and order additional books as needed. Check US Sailing prices for 100 books. See Appendix C: US Sailing. Order enough Tee shirts for all classes. April April May-August Before classes begin May-August Education Chair has meeting with Instructors/Assistants to review classes for the year. Advertising: Ads in the News & Record (way too expensive) and Rhino times (affordable, but low response) don t work as well as getting brochures out to local outlets (Sporting goods stores, rec centers, lakes.) Contact area newspapers, etc who may have free listings - News-Record ( Get Moving Sunday column) or GoTriad.com (put on their calendars). Receive registrations and compile a class registration roster for each class to be given to each instructor before the class begins. Maintain class roster and payment status. TV and DVD status and working order of A/V equipment at Smith Center needs to be checked out prior to 1 st adult class. Instructors need a pre-addressed/stamped envelope for each class to collect and send class payment to the treasurer. Treasurer also needs to know how many and who have paid. All sailing Sessions provide assistance as needed by the Instructors. Monitor Tee shirt and book inventory. Re-order as needed. Committee Chair Reference December 18, 2014 Page 7 of 45

8 Tasks for next years class sessions August September 15 October Complete the schedule for Instructors Meeting, Learn To Sail, Junior Sailing, Yeoman and Power Boat classes to be offered, assign session dates and have these approved by the board. Parks and Recreation Spring-Summer Guide class and event information must be entered into city database no later than October 15. Late entries will not be accepted! See Appendix A: Submit Class and Event Dates for instructions: City Contacts: Oct 15 contact city to verify that entries are there!!! Darious Oliver ) Laurie Thore ) Send all class session information to the Webmaster so these may be put online, the online registration form updated and the online Class Registration application changed to forward a copy of the registrations to your address. LTYC uses a Goggle Docs Instructor Signup Sheet to staff the sailing class calendar. When signing up, or during the class, the Rear Commodore works with the instructors/assistants to update the Spreadsheet with who was assisting each day and who drove the motorboats: -M after the name is fine for indicating the Motor Boat driver/captain. You can display just the Junior or Adult calendar by unhiding column A, select Data - Filter, Click on the pull down column A, and deselect the one that you don't want. Committee Chair Reference December 18, 2014 Page 8 of 45

9 Finance (updated Steve R. ) Job Description This chair is to be held by a Director on the Board. Shall be responsible for the collection of all dues, assessments, and other income, filing tax forms and paying taxes, and when authorized pay all bills. Prepare the annual budget which is to include, but shall not be limited to, budgets of all standing and special committees. The budget shall be reviewed by the Board of Directors and approved by a majority of Members at the Annual Meeting of Members. The Webmaster will maintain a database which contains the most recent and accurate contact information of the membership. So, there is no need for Finance to keep detailed membership records as well. Will manage our PayPal account and be solely responsible to drawing those funds into our bank account and issuing refunds or making other adjustments. Here are the tasks that need to be accomplished and a timeline for each. Timeframe January Task Prepare annual budget. See separate document for an example annual budget Approved LTYC Budget 2008.xls. Monthly (or as needed) Pickup any mail from the LTYC post office box. Monthly Monthly Monthly Prepare an Income and Spending Summary and present at the Board of Directors meeting. See Appendix B: Sample Income and Spending Summary. Maintain an accurate and updated record of names and addresses of all Members. ** This is also Publicity chair task ** As new members are added or current members renew, send their contact information to the Webmaster to be added to the online Membership Directory. Monthly Check PayPal account for any membership or other transactions. Committee Chair Reference December 18, 2014 Page 9 of 45

10 Junior Sailing Job Description This chair is to be held by a Director on the Board. The basic duty of the Junior Sailing director is to represent the club to all interested parties with regard to questions about sailing opportunities for children and teenagers. The primary responsibility is the planning and administration of the junior sailing classes held each summer. Optional Duties: As an adult leader for Boy and Girl Scouts, I have made an effort to provide the necessary instruction to allow Boy and Girl scouts to complete their merit badge and interest project requirements. A supplement is attached outlining the additional material not normally included in the standard course of instruction. Boy Scout requirements must be signed off by a certified merit badge counselor (easily attained from Scout office). Here are the tasks that need to be accomplished and a timeline for each. Timeframe January February March April Task Publicity: send out information to Greensboro Parks and Rec., Scouting offices, make sure web site is current, Start soliciting instructors Contact Parks and Recreation to reserve facilities Swim test: must reserve facility AND lifeguard for 1 st day Classroom: must reserve facilities (DVD, etc.) for 1 st day Lake: warden must have planned to open lake on Wed. and be aware of other days Instructor classroom training day Solicit and lock in instructors (2 min for each session) Agree with board for subsequent free sail days, regatta Contact warden for permission (free) May (or one month prior to 1 st class) Receive registrations, waiting lists Maintain class roster and payment status Send out class information letter, waiver Follow-up to insure parents have seen information Prior to 1st class June-August Instructor needs to pick up life vests from lake(for swim test) and teaching aids (sail boat model, video tape, books, etc.). Smith Center is not open on Sunday so plan ahead to pick this stuff up Junior Sailing Sessions provide instruction Tasks for next years class sessions October Dates for following Summer classe(s) need to be set for new calendar. Decide if Scouting requirements will be supported. November December Publicity: create registration sheet for website and ing. Determine class prices, size (max 12 recommended) and sessions. Committee Chair Reference December 18, 2014 Page 10 of 45

11 Instruction is the same as for the adult classes but with appropriate emphasis on hands-on experience in contrast to classroom work. At least two leaders are needed for on the water instruction. Ideally, each student should be able to single hand a boat, but the number of boats available generally require two per boat. Class sizes above 12 are to be avoided unless more instructors and boats are available. Post class opportunities might include a junior regatta and free sail days. These activities need approval from the lake warden as well as the board to insure adequate safety boat staff. Please find the following attachments for your reference: Class registration form example Supplemental information for Boy and Girl Scout Instruction Instruction letter for registrants, waiver, map, list of students Committee Chair Reference December 18, 2014 Page 11 of 45

12 Mayor s Cup Regatta Job Description This chair is to be held by a Director on the Board. The primary responsibility is the planning and administration of the Mayor s Cup Invitational Regatta which is held each June. The regatta chair is not the doer, but rather the go to person, decision maker or delegator. Here are the tasks that need to be accomplished and a timeline for each by task committee. Task Committee chairs are responsible to secure volunteers for their activities. Refer to detailed Mayor s Cup Regatta procedures Manual for details Timeframe Task Regatta Chair Jan - May Jan Jan Jan - June Jan Feb Feb March March- June March- June March Late April April Assign chairs to task committees. Notify the Commodore to send invitation to Mayor of Greensboro requesting that he or she make the presentation of the Mayor s Cup on Sunday. (see APPENDIX E for example). Offer a place on the committee boat to view the race and an invitation to join us for supper on Saturday. Notify Lake Townsend Marina of the regatta date. Notify Parks and Recreation by of the regatta date. Mike Simpson Supv Lakes and Trails (mike.simpson@ greensboro-nc.gov) Susan Davis Supervisor of Lakes (sue.davis@greensboro-nc.gov) Assist and coordinate with task committees. Prepare flyer/ecard Determine Selling price of t-shirts Update NOR (Notice of Race) and present to March Board meeting. Draft a budget for the regatta and present at the Board of Directors meeting. Supervise and allocate funds for the regatta. Receive and keep receipts for regatta expenses. Determine kind of and quantity of trophies and present to Board for approval. Determine quantity, sizes of T-shirts. Notify Publicity. Purchase trophies and have engraved. 1 wk before Coordinate with Fleet Captains re:registration # s 1 wk before Clean Perpetual Trophies Committee Chair Reference December 18, 2014 Page 12 of 45

13 Saturday Collect cash and checks on site from Registration Chair. 3 days after After the regatta, as soon as possible, have webmaster post final race results on website. 1 week after Send thank you and race results to all participants via 1 week after After the regatta, send thank you to Parks and Recreation management, Lake Townsend Marina Office and news media. July Board Mtg prepare a financial statement and present at the Board of Directors meeting. Reservations (Chaired by Social and Change of Watch director) Oct Oct Reserve shelter #10 for the regatta (Friday, Saturday, Sunday) Reserve the meeting room at Lake Townsend for the weekend. Publicity and Promotion (Chaired by Publicity and Historical director) Oct -May Feb Feb March May 1st Elicit donations and door prizes from local merchants. Get on publication/magazine calendars, Southwinds, Carolina Currents, Scot & Water Get cost of T-shirts Design of T-shirts. Order the T-shirts 1 st wk June Pick up t-shirt, fold, label preorders October Jan Apr Feb-May March April Mar - May May Early May Parks and Recreation Spring-Summer Leisure Guide: Have the Education chair submit the regatta information when submitting the class dates. This must be in before October 15 at the latest. Develop mailing list for invitations (yacht clubs, fleets, class associations, etc) Distribute flyer/ecard Send Notice of Race to list and have webmaster post it on website. Prior Year Participants Continue to distribute the notice of race Arrange for a photographer and the media to be present. Get on local newspaper calendars. Get Local Guide Book (Visitors Center) 1 st wk June Pick up Donations Finance Committee Chair Reference December 18, 2014 Page 13 of 45

14 May-June May June Collect Checks/Registration Forms from PO Box Provide Registration information to Registration Chair, Social Chair, Regatta Chair Registration May Assign members to four positions. Registrar: handle registration forms/sis T-shirts: handle T-shirts and favors Cashier: handle all cash and checks Collator: collate all info on registration forms and provide scratch sheet 1 week bef Make signs for registration table positions. Registration Forms and Information, Registrar, T-Shirts, Cashier, Collator 1 wk before Secure cash box, pad and pencils 1 wk before Secure dinner tickets, registration forms and LTYC membership forms Friday Friday Saturday Saturday Saturday Saturday Set up Preregistration Have change available (at least 10 ones, 4 fives, 2 tens) Have Mayors Cup and Bryan Cup and other trophies available for presentation. Form: Regatta information SIs Local Guide Book LTYC membership Sailing Classes Registrar checks registration form for meals, T-shirts, information and totals quantities and amounts. Issue Sis. T-shirts issues the number and size of T-shirts shown on the registration form. Cashier checks totals for quantities and amounts and collects money. Collator collate information and registration form for class of boat, boat number, quantity of dinner, quantity of T-shirts, etc. Collect cash and checks for regatta income. Give final count for dinner to Regatta Chair. Food and Beverage May Determine what will be served for dinner on Saturday and arrange for a caterer to be ready to serve at May Arrange and setup for breakfast on Saturday and Sunday and Have available: fresh fruit (oranges, apples, bananas), orange juice, yogurt, doughnuts, bagels and cream cheese, coffee, cream and sugar. Committee Chair Reference December 18, 2014 Page 14 of 45

15 Arrange for a coffee pot and extension cord. Check supplies Purchase adequate napkins, plates, utensils, cups and garbage bags. Secure coolers for ice and drinks. Wednesday Friday Saturday Saturday Get estimate of people who will be present for the regatta. Purchase 2 gallons of white wine, 3 cases of soft drinks and lots of beer. Setup Social Setup Trophy Table Race Operations Jan April-May April May Friday Friday Sat-Sun Get PRO Confirm Dockmaster/RC Equipment & Property Review facilities, flag station, beach, etc. Inspect and repair or replace the following: Marks (turning, pin end of line and sapre marks) Anchors for marks Anchors for committee boat Flags and shapes Radios (2) Air Horn Tape Recorder? Committee boat and two Safety boats Review facilities, flag station, beach, etc. Be sure all boats are full of gas and ready to go. Raise and lower club flags Committee Chair Reference December 18, 2014 Page 15 of 45

16 Membership Job Description This chair is to be held by a Director on the Board. Here are the tasks that need to be accomplished and a timeline for each. Timeframe Task March Jan-Dec Update/print the Membership brochure and put at least 30 at the lake in our Bulletin Board boxes. Put other copies in our file cabinet in the Wardens Office to replenish the BB boxes as needed during the year Maintain contact with members with follow-up s or phone calls to encourage their participation in our club events. Keep a dialog with members to be sure we are meeting their needs or what we can do to keep them involved. Develop a focus group of new members/sailors from our sailing classes who have shown an interest in the club by participating in some of our events. This group will become our Yeoman Class for the year. November Send membership renewals to all active members. Have the Webmaster print the Membership Renewal forms (Crystal Report) from the current roster which shows all of their current contact information. This way they don t have anything to fill out (except their check!) and only have to denote any changes needed. Have copies of these available at the Annual Members Meeting. Send invitation to join the club to guest@laketownsendyachtclub. See Appendix G for example. Committee Chair Reference December 18, 2014 Page 16 of 45

17 Newsletter ( deleted Annual Directory tasks Steve R.) Job Description This chair is to be held by a Director on the Board. Publish a monthly newsletter highlighting upcoming events and showing recent race series scores and standing. Tasks that need to be accomplished and a timeline for each. Timeframe Monthly Task Newsletter. Create the newsletter and send by to members. Send a printed copy by postal mail to those members who do not have . Committee Chair Reference December 18, 2014 Page 17 of 45

18 Nominating Job Description This chair is to be held by the Past Commodore. Here are the tasks that need to be accomplished and a timeline for each. Timeframe Aug-Oct Nov Nov As needed Task Prepare slate of nominees for next year s board positions. Present slate of nominees at the November Board Meeting. Present slate of nominees to the membership at the Annual Meeting. Present slate of nominees to the Board of Directors for any vacated board positions. Committee Chair Reference December 18, 2014 Page 18 of 45

19 Property Job Description This chair is to be held by the Vice Commodore who also chairs the Race committee. Due to the amount of work involved in doing both, there will also be a director on the board responsible for the ongoing property maintenance. Here are the tasks that need to be accomplished and a timeline for each. Timeframe Jan - Dec Task Maintenance and upkeep of property and equipment. Responsible for presence of race forms and other race equipment (stop watches, hand horns, pens/pencils, racing marks, etc) Jan-Dec Jan-Dec Jan? Schedule and organize club workdays as needed. Take Scat 1 and Scat 2 to service station and fill up gas tanks use gas extender. Check to see if trailer/boat registrations are current. Registration documentation kept in file cabinet? Committee Chair Reference December 18, 2014 Page 19 of 45

20 Publicity and Historical ( delete Maintain roster Steve R.) Job Description This chair is to be held by the Secretary. Here are the tasks that need to be accomplished and a timeline for each. Timeframe Jan - Dec Task Historical Keep minutes of Board of Directors meetings and present those at the next meeting for approval by the Board. Keep minutes of other special meetings. Maintain an accurate and updated record of names and addresses of all members. (This task is currently being done by the Webmaster.) Publicity Promote the club and club events and activities to the general public. Oct - May Do Publicity and Promotion tasks for Mayors Cup Sailing class publicity: Tina : List classes in Get Moving section of News-Record Sunday paper. Press Releases and other promotions City of Greensboro - Coordinator of Marketing (Reference Appendix D City contacts) Committee Chair Reference December 18, 2014 Page 20 of 45

21 Race (updated delete Feb task and 2007 trophies Steve R.) Job Description This chair is to be held by the Vice Commodore who also chairs the Property committee. Due to the amount of work involved in doing both, Property Committee will be chaired by another director. Here are the tasks that need to be accomplished and a timeline for each. Timeframe Monthly Task Arrange to have PRO and race committee members for our regular race series. The week prior to races, send reminder to all members and facilitate those looking for or wanting to crew. May Assist the Mayors Cup chair with race committee tasks. February Trophies? In recent years we have obtained our trophies from Lyn at Creative Graphics & Engraving in Guilford County In recent years we have obtained trophies from Liver River Crafts trophies: $20 each for 1 st place plaques $18 each for 2 nd, 3 rd place plaques Committee Chair Reference December 18, 2014 Page 21 of 45

22 Social and Change of Watch (updated Trish) Job Description This chair is to be held by a Director on the Board. Stay within Board approved budget for the current year. Coordinate and provide before and after Sailing Socials. Follow the Scratch Sheet for number of people. Coordinate Annual Meeting location, table decorations, food and drink. (Flexible weeknight in November.) Coordinate Change of Watch banquet location, table decorations, food and drink. (Third Saturday in January) Keep all supplies (paper products, etc) stocked in LTYC equipment shed at lake. Plan and execute all food and beverage for the Mayors Cup Regatta in early June. This includes Saturday and Sunday breakfast, Saturday Happy Hour dinner and snacks and Dinner, Sunday after sail social while waiting for Awards Ceremony. Call Wanda for catering if needed. Here are the tasks that need to be accomplished and a timeline for each. Timeframe January Apr-Oct Dec-Jan Monthly Monthly Task Social Reserve Shelter #10 for the entire year. Except for June (Mayors Cup) provide drinks, snacks for after race socials held at Shelter #10. Send Change of Watch Invitation to all members. First Thursday of the month. Attend Board meetings. Second Saturday (except no second Saturday in June) Committee Chair Reference December 18, 2014 Page 22 of 45

23 Special Events: Let s Go Sailing Job Description Coordinate a one-day community sailing event, staffed by member volunteers and open to the public, in conjunction with the Greensboro Parks & Recreation department. Here are the tasks that need to be accomplished and a timeline for each. Timeframe Summer Fall December Spring One Month Out Day of At the event: Task Decide, in conjunction with LTYC Board and the City, the date of the event. The City has recommended Memorial Day weekend in the past, but that has been a problem for volunteer commitment. It is also good to consider local and regional races as a potential conflict. Start publicizing the event among club members and gather as many volunteer commitments as possible. Confirm that our event is on the city s Recreation calendar. Create a flyer for members to post at schools, businesses, and churches. Confirm volunteers. Recruit more. Set-up begins at 9:30. City provides tables and tents. Fly the flag and pennant We provide information about sailing classes (need handouts) We provide coloring sheets and crayons (I have 2 PDFs - burgeeart2012 and LetsGoSailing2ColorPage which are in the Appendix section. We provide Waiver forms (PDF LetsGoSailing_Waiver) see Appenidix. We provide knot tying instruction (using the class materials) We provide food for sale (hot dogs, chips, and a drink) Sometimes we ve offered extra Mayor s Cup shirts for sale The Terra Finn Sailing Simulator drew lots of interest in 2013 Need lifejackets available Need Scat boat. Need at least 1 volunteer at knot tying Need at least 1 volunteer at info booth Need at least 1 volunteer at coloring tables. Need two volunteers at food Need two dock hands. If the Terra Finn is out, we ll need an instructor. The City has provided pontoon boat drivers. When there are enough sailboats, the pontoon is rarely used. When there are less sailboats, the pontoon saves the day! You ll need a point person to coordinate riders with available boats And, most importantly, need competent sailors who can give rides. The day works like this: Arrive, clear any duck poop from the area, get the SCAT boat in the water, get the volunteer boats in the water, set up tables and tents with signs and get lifejackets. There are LTYC lawn signs which can be placed nearer to the road so people can find us. As people arrive, they sign in, sign a waiver. The sign in sheet is useful for putting people in order. Committee Chair Reference December 18, 2014 Page 23 of 45

24 As boats are available, the coordinator finds out who is the next group and gets them to their boat. If people are waiting, they are welcome to have some food, tie knots, color, or talk with members as they watch the boats. Pontoon rides alleviate some stresses of waiting around. Make sure whoever is tasking names cuts them off in time to finish at about 3, so we don t abuse our volunteers. Event runs Free food is available for club volunteers. Tear down consists of getting the tables and tents back to the city, returning knot supplies to the classroom, and getting the lifejackets and Terra Finn in storage. If there is no class the next week, the SCAT boat needs to come out of the water. Retrieve the lawn signs from near the road. Pat yourselves on the back for a job well done. Share the addresses with the Membership chairperson. Committee Chair Reference December 18, 2014 Page 24 of 45

25 Website ( Will update soon Steve R) This document describes the duties and suggested timeline of responsibilities for maintaining the website. Web host information Our site is currently hosted by IPowerWeb ( We moved to this host on September 23, 2005 and so far I see no reason to move it elsewhere although I do re-evaluate this each year. The annual renewal fee, which includes hosting and domain name registration, is $ Our domain name is laketownsendyachtclub.com. The hosting solution we subscribe to is the Windows Pro option which runs in a Windows Server 2003/IIS web server environment. It supports Microsoft.NET programming, Active Server Pages and Access Databases. It also features 100 Gigabytes of disk storage, 750 Gigabytes of data transfer per month (bandwidth), s, MySQL databases, accounts, FTP access, SSL and browser based . We are currently using about 10% of the disk and bandwidth available. Domain Name VERY IMPORTANT: Whether the site stays with our current host or is ever moved to another host, we must not let the domain name registration lapse even briefly. If it does lapse, someone else could gain ownership of the laketownsendyachtclub.com domain name and we would no longer be able to use it. Custom programming Most of the pages on the website are presentation only and are Microsoft ASP (Active Server Pages). I have added some custom programs which are either Microsoft ASP or ASP.NET. Microsoft ASP.NET programs: Membership Manager (/Admin/frmMembershipManager.aspx) is used to maintain our roster data which is kept in /db/membership.mdb, a Microsoft Access database. If a membership is no longer valid, the entry may not be deleted but should be set to inactive status. The /Admin folder is protected and a name and password must be entered to gain access. Microsoft ASP programs: Class Registration (/Activities/frmClassRegistration.asp) allows users to submit registration for our classes online from our website. It sends a reply to the registrant and sends their registration to our web mail account and to the Education Chair for that year. This program was first used in 2006 and all registrations received are kept in a webmail folder by year and are never deleted. Crystal Reports programs: The Membership Directory report (/CrystalReports/LTYC-Roster.rpt) is run and generates a new version of the Membership Directory based on what is currently in the C:\_ltdb\membership.mdb database. It is converted to PDF to be posted to the web. Committee Chair Reference December 18, 2014 Page 25 of 45

26 Tasks and Timelines Here are the tasks that need to be accomplished and a timeline for each. Timeframe Task January March Monthly September December January On Request Post information on website concerning the coming years new slate of officers, Club activities and schedule. This information should be forwarded to you by each of the board members responsible for classes, races, etc. and is mostly the same information included in the Annual Directory. Update the Class Registration program with new class dates,fees, etc. Receive the latest Tell-Tales newsletter from the Annual Directory and Newsletter Chairman. If needed, convert this to a PDF document and post to the website in the /Activities/newsletter folder in the format, for example, of ltnews pdf. Update /Actvities/newsletter.asp to add a link this issue. IMPORTANT: Renew annual web host/domain name subscription. Our web host will send a Renewal Reminder sometime in September. The hosting and domain name renewal payment should be made before the current registration runs out so we are guaranteed to keep ownership of the laketownsendyachtclub.com domain name. The next renewal date is September 23 of each year. Currently is renewed automatically and charged to my credit card. Run a Crystal report (LTYC-Roster.rpt) to generate Membership Renewal report and convert to PDF for mailing to all active members. Add current year end of year membership roster to historical section of Members Only page. As membership renewals come in and new members are added, the Finance director will forward that information to you. Run the Member Manager (frmmembermanager.aspx) to update the Roster database. Run a Crystal report (LTYC-Roster.rpt) to generate a new roster, then convert that to PDF to be posted on the website in the password protected Members Cover area only. Web Host Contact Information Support Center Billing: Billing Department ipowerweb.com Billing@iPowerWeb.com Committee Chair Reference December 18, 2014 Page 26 of 45

27 Appendix A - Submit Class and Event Dates Parks and Recreation: 2011 Spring-Summer Leisure Magazine from Darious Sept 9,2010 The upcoming deadline for our spring-summer Leisure" magazine is on Friday, October 15. This issue covers programs and activities from March through August If you haven t done so, please click on the following link to begin entering your "Class" and "Event" information in the database. If you have any question please give me a call at \\Market\Departments Shared Folder\P&R FOLDER\Leisure Tab Info Darious Oliver, Multimedia Specialist Parks and Recreation Department City of Greensboro Office: ; Fax: Fourth Street Greensboro, NC Class - Learn To Sail ID: 480 (system generated) Category: Greensboro Watershed Parks Name of Class: Learn To Sail Ages: Adults, 15 if accompanied by adult Fee: $80 Dates: see description - dates will not fit here. Times: 6:30-8:45pm MW,5:30-lake closing TTF,9-noon Sat Instructor/Staff: Lake Townsend Yacht Club Telephone: Location: Lake Townsend Marina & Smith Senior Center Address: Description: Class dates: May 2-10, May 16-24, June 6-14, June 20-28, July 11-19, July 25-August 2. For more info and to register online, visit us at Committee Chair Reference December 18, 2014 Page 27 of 45

28 Class - Junior Sailing ID: 481 (system generated) Category: Greensboro Watershed Parks Name of Class: Junior Sailing Ages: years old Fee: $90 Dates: June 13-18, July 18-23, August 1-6 Times: 8:30am - noon Instructor/Staff: Lake Townsend Yacht Club Telephone: Location: Lake Townsend Marina & Windsor Center Address: Description: This class introduces juniors to sailing by teaching basic techniques, water safety and developing skills. For more information and to register visit us at: Events - Mayors Cup - Junior Sailing ID: 79 (system generated) Category: Greensboro Watershed Parks Dates: June 3-5 Event Name : Mayor s Cup Regatta Description: Begins on Friday with early registration, an evening social and night sail. Friday from 6-11pm, Saturday from 8am-7pm and Sunday 8-3pm. Location: Lake Townsend Marina Address: 6332 Lake Townsend Rd. Time: Fee: Telephone: Committee Chair Reference December 18, 2014 Page 28 of 45

29 Entry formats for database Committee Chair Reference December 18, 2014 Page 29 of 45

30 Committee Chair Reference December 18, 2014 Page 30 of 45

31 Appendix B: Income and Spending Summary - Sample Monthly Income and Spending Summary Category Total Income Categories Bank Credit Junior Sailing Income 1, Mayor s Cup Fees 2, Membership Income 3, Miscellaneous Income 2.51 Sailing Class Fees 3, U.S. Sailing Income Income Unassigned 0.00 ======== Total Income 11, Expense Categories Annual Meeting Association Memberships Bank Charges CD Purchase 7, Change of Watch (219.84) Charitable Donations Directories Education Equipment Mayor s Cup 2,512,22 Miscellaneous (25.00) Office Supplies Postage Racing Regatta Insurance Sailing Classes Social Taxes 7.76 U.S. Sailing Memberships Total Expense 13, Grand Total (1,696.92) Committee Chair Reference December 18, 2014 Page 31 of 45

32 Appendix C: US Sailing.org Lake Townsend membership Member ID: P password: Golden Anchor program: Learn To Sail class manuals Non-member cost is $16.95 Member cost: books cost over Ordered 100 class manual: shipping = $ Contacts Membership/GoldenAnchor - Kate Publications - Julia ext 636 Staff Directory Contact US Committee Chair Reference December 18, 2014 Page 32 of 45

33 Appendix D: City Department Contacts Director of Parks and Recreation Christian (Chris) A. Wilson Parks and Recreation Mgr Programs & Special Svcs Wade Walcutt Parks and Recreation th St Manager: Chris Wilson Supervisor Environmental Education Brooks Mullane brooks.mullane@greensboro-nc.gov Parks and Recreation Lake Brandt Marina Supervisor: Wade Walcutt Lake Specialist Clint Richardson james.richardson@greensboro-nc.gov Parks and Recreation Lake Townsend Marina Supervisor: Brooks Mullane Specialist Lake Activities Madeline Carey madeline.carey@greensboro-nc.gov Parks and Recreation Bur-Mill Park Coordinator of Marketing Laurie Thore laurie.thore@greensboro-nc.gov Public Affairs Department Melvin Munic. Office Bldg Rec Assistant 5 Bob Cummings bob.cummings@greensboro-nc.gov Parks and Recreation Smith Senior Center Manager: Teania Jackson Supervisor Recreation Center Teania Jackson teania.jackson@greensboro-nc.gov Parks and Recreation Smith Senior Center Committee Chair Reference December 18, 2014 Page 33 of 45

34 Appendix E: Mayors Cup Invitation to Mayor - Sample To: Sharon Bell Sharon.bell@greensboro-nc.org From: Joleen Rasmussen, Commodore Joleen.rasmussen@embarqmail.com (w) , (h) Date: January 25, 2009 Re: Invitation to Mayor Johnson The Lake Townsend Yacht Club, an organization of local sailors sponsored by the City Parks Department of Greensboro, would like to invite Mayor Johnson to welcome the skippers and crew who will participate in the 32 nd Annual Mayor s Cup Regatta. The event, which attracts sailors from around North Carolina, will be held June 7-8 at Lake Townsend. The on-shore events are held at the Lake Townsend Marina. Historically, the Mayor either welcomes the participants at the opening competitor s meeting, 10:30 a.m., Saturday, June 7 th or offers congratulatory remarks at the awards ceremony, which usually occurs about 2 p.m. on Sunday. We would be honored if Mayor Johnson could attend either the opening or closing of the regatta. If she, or one her assistants, would like to talk to me about the event, I can be reached by joleenrasmussen@embarqmail.com, or by phone: (w) , (h) The Mayor is also invited to go out on the Signal Pontoon boat with us, and/or join us for Dinner on Saturday Committee Chair Reference December 18, 2014 Page 34 of 45

35 Appendix F: Welcome to New Members - Sample Lake Townsend Yacht Club PO Box 4002 Greensboro, NC Commodore: Joleen Rasmussen Vice Commodore: Uwe Heine Secretary: David Young Treasurer: David Raper Dear Tom and Teresa, Lake Townsend Yacht Club Welcome to the Lake Townsend Yacht Club. LTYC prides itself on being a friendly inland lake sailing club. The Frostbite Series, Summer Series, and Interclub Regattas provide club racing opportunities the second full weekend of every month. The Mayor s Cup Regatta, the first full weekend in June, brings in regional competition and we travel to away regattas to keep improving our skills. Our cruising members have enjoyed weekend and day cruising at Belews Lake, Jordan Lake, Lake Norman, Kerr Lake, and on North Carolina s coastal waters. Lake Townsend offers inland lake racing that cannot be beat. The restrictions on powerboats ensure that sailboats never contend with choppy water created by skiers and jet skis. The city boats are available for our members use on race weekends. We have beach launching in addition to three boat ramps. We have an active fleet of Flying Scots, Tanzer 16s and a good mixture of mono-hulls and multi-hulls for open Portsmouth racing. With our pontoon signal boat and two Carolina Skiffs, we set racecourses to match the wind conditions and provide safe and enjoyable racing. We offer fun, competitive racing and a variety of learning experiences for both new and old sailors. LTYC, in partnership with the City of Greensboro, offers a terrific community sailing program. In the past two years, over 120 people have been through our sailing instruction course. Our club is administered by a Board of Directors who work hard to maintain the strength of the club and the many opportunities to enjoy the sport of sailing. The website, monthly newsletter, and s keep you informed and entertained. I hope that you enjoy your membership with us and look forward to seeing you very soon at Lake Townsend! Fair Winds, Joleen Rasmussen, Commodore Joleenrasmussen@embarqmail.com Committee Chair Reference December 18, 2014 Page 35 of 45

36 Appendix G: Membership Invitation to Guests LTYC Guests, Thank you so much for showing an interest in our sailing club by being on our guest list. We hope you have enjoyed keeping up with the club and would like to extend an invitation for you to become a member and take part in some of the many activities that we offer. Whatever your age or level of sailing experience (or inexperience) we have educational and social activities that you may enjoy. You ll find that our members are very welcoming to new members and very helpful to new sailors. Lake Townsend is one of the best inland sailing venues in the state. The restrictions on power boats and jet skis provide a quieter environment and ensure that sailboats never contend with the heavy traffic found on most other area lakes in season. Racing is one of our core activities and our monthly race series is scheduled on the second weekend each month of the year. You do not have to be a sailor or racer or have previous experience to take part. You can help on committee boat, safety boat or may even pick up a ride as crew on a sailboat. Our skippers are used to having new or inexperienced people onboard. Our junior sailors also race with us in their own fleet. Socials are held right after the races from April through October with food and beverages provided by the club. In November, we have our Annual Members Meeting and Dinner with cost covered by the club. The past two seasons it has been held in the Loft at Natty Greens. Each January we hold the Change of Watch Banquet to officially pass the helm to the new Board of Directors and begin the year. Educational opportunities abound. Our members volunteer their time to teach the Adult and Junior sailing classes we offer each summer. We provide training on sailing, racing, safety and cruising for example. Each year we schedule a Powerboat Training course to instruct beginners and refresh others on how to use the club s race committee boat and safety boats. We have Yeoman classes throughout the summer to get fairly new sailors out with our experienced skippers on their boats for some on the water mentoring. Our members have a wide range of experience and are a great resource for most all aspects of sailing. For LTYC members only, you may obtain an annual permit to use the city s rental sailboats for a discounted fee. If you are interested just go to our website, fill in the form ( print and send to our PO Box with fee. Look forward to seeing you at the lake! Steve Raper Membership Chair Lake Townsend Yacht Club Committee Chair Reference December 18, 2014 Page 36 of 45

37 Appendix H: Mayor s Cup Thank you letter To: rperkins@naipt.com Cc: "ltycboard Board" <ltycboard@laketownsendyachtclub.com> Sent: Monday, June 6, :56:49 AM Subject: Thanks for attending the mayor's cup Dear Councilman Perkins, It was great to see you on Saturday and hear about you and your family's sailing experience. We appreciate your support of sailing on Lake Townsend and the Mayor's cup! We race at Lake Townsend the second weekend of every month (both Saturday and Sunday in the summer season, Saturday only in the winter). If you are ever free on race weekend please consider stopping by and we can get you a position as crew or on race committee. We also have a social with food and refreshments after Saturday races. You and your family will always be welcome! We will be posting pictures of the Mayor's Cup on the LTYC website shortly: Thanks again for your support, Uwe Uwe Heine, Commodore Committee Chair Reference December 18, 2014 Page 37 of 45

38 Appendix I: Welcome Message to New Members LTYC - Welcome to Lake Townsend Yacht Club! Your family membership has been added to the LTYC Members Roster and your to our 'allmembers' list. Our monthly newsletter will be ed to you when published and is also available online along with a calendar and information about upcoming activities and events. The 'Members Cove' area on the website requires entering a user name (ltyc) and password (*MYp@ge*) for access. The current Members Roster is on this page and is also attached here. Please verify your info and let me know if any changes/additions are needed. For beginning sailors, the sailing expertise and help from our members will speed your learning curve. If you come out for our after race socials you will pretty much get your membership dues back in food and beverages. In November, we have our annual Members Meeting dinner and in January our annual Change of Watch banquet to present racing trophies among other things. For members only, the city offers a great deal (annual pass) on the rental fleet and if you have your own boat you pay no launch fee on club race/cruise weekends. Contact the Lake Specialists at for more information. If you need proof of membership, show the warden your name in the printed or online LTYC Members Roster. Our regular race series is on the second weekend of each month. Rent a boat and watch the action from the water or maybe pickup a ride as crew or help on Race Committee. Since we always have safety boats out it's a good time to come out in more challenging conditions, just in case. Our largest race, the Mayors Cup Regatta, is held in June and this year was a great success with 42 boats racing and over 100 participants. On the fourth weekend on Saturday we schedule other non-race or continuing education activities. You will receive notices about upcoming events from our 'allmembers' mailing list. Look forward to seeing at the lake! Committee Chair Reference December 18, 2014 Page 38 of 45

39 Appendix J1: Instructor Meeting/Powerboat Class notes NC Boating Law An individual under the age of 26 must complete NASBLA-approved safety course in order to operate a powerboat PFDs should be worn by ALL individuals while under way or at all times in rough weather Boat EQUIPMENT, TRAILERING, AND LAUNCHING - Hull type - Maximum capacity Equipment - Operating equipment o Motor 2 vs. 4 cycle Cooling system Propeller Tilt o Gasoline/tank Primer pump Tank level Oil - Added separately in scat boats - Do not mix with gas Proper fueling Tie up boat Shut off engine Do not smoke or use lighters nearby Keep nozzle in contact with fill pipe Fill tank to 2/3 full do not overfill Close caps tightly and clean up any spillage o Battery Volt meters - Safety equipment o Radio (we operate on Channel 71) o Boat hook and paddle o Boat anchor (in addition to mark anchors) o Extra anchor line o PFDs / throwables o Space blankets o Whistle Race equipment - Check with PRO for the day - Blue tubs kept in LTYC shed o Contain additional safety and race materials o Each scat boat should have one when working a race Committee Chair Reference December 18, 2014 Page 39 of 45

40 Trailering - Tilt motor up - Confirm that hitch can handle both weight and tongue weight - Tongue requires a 2 ball ball should be greased regularly - Tongue latch should be secured with pin - Safety chains o Cross underneath tongue o Attach to frame o Should not drag o Should not come under tension at any time Launching - Open car window - Line up boat on ramp - Back in until boat floats - Avoid immersing exhaust pipe - Keep rear tires out of the water if possible - Place car in park apply parking brake - Place chock under tire - Push out boat while holding bow line, or - Have boat driver move boat to dock Dock work - Secure spring lines to dock cleats - Provide enough slack in spring lines to allow boat to move with waves - Never operate halfway between boat and dock - Never carry heavy objects while stepping on to boat Leaving the Dock MANEUVERS TO BE PRACTICED - Starting the boat o Disengage gearshift add some throttle o Choke when starting for the first time in awhile o Ensure engine is peeing (cooling system is functioning) - Back away departure (best option) - Straight ahead departure (engine can hit dock) - Use of spring lines when necessary On-the-water - Throttle control - Basic Maneuvers o Steering pivot point o Minimum control speed (MCS) o Balance and trim Committee Chair Reference December 18, 2014 Page 40 of 45

41 o o o Boat speeds Displacement / Semi-displacement / Planing Increasing/Reducing speed safely Changing gears (3 second rule) - Advanced Maneuvers o Pivot Turns o Avoidance turns o High speed stop (practice only if confident of boat handling skills) o Holding position Bow into wind Stern into wind o Backing the boat: Downwind and upwind o Anchoring Rescues (practice using throwable cushions) - Rescue Priorities People first, equipment second - Crew overboard (COB) drills o Never lose sight of COB have someone point continuously at COB o Modified Williamson Turn: 90/270 for heavy weather o Steer boat at MCS so COB comes along side o TURN OFF engine when within one boat length of COB Returning to Dock - Small angle approach - Large angle approach o Use of aft spring line RESCUE TOPICS TO BE DISCUSSED First aid - Perform only what you are trained for and capable of performing - POTENTIAL HEAD, NECK, BACK INJURIES - DO NOT MOVE VICTIM UNLESS LIFE IS IMMEDIATELY THREATENED - Hypothermia o Garbage bags in blue tub on boat - can be worn underneath PFD for warmth o Scat boats have space blankets aboard for warmth Capsize Recovery - Safety boat positioning o Approach boat from downwind o Sailors should be visible o Keep engine away from people and rigging o TURN OFF ENGINE while assisting o Anchor boat in place if assistance is needed elsewhere o Righting a boat Mast tip lift Committee Chair Reference December 18, 2014 Page 41 of 45

42 Righting a turtled boat using safety boat Line over hull Using a righting tool Using a line to overcome suction Pull method if mast stuck in mud Rescue of Grounded Boats - Approach bow first only use in light seas - Approach stern first more likely to damage propeller - Kedging Rescue slow and requires long line, but very safe for people / equipment Towing - Tow slowly within the limits of the safety boat and towed boats o Single-Line Tow Attach lines to mast For multiple boats, use double-bowline method to reduce strain on mast o Double-Line Tow For towing two lines of boats behind the safety boat Stagger boats to avoid suction o Towing Alongside For disabled boats Lines Safety bow to boat bow Safety bow to boat stern Safety stern to boat stern (if possible) Committee Chair Reference December 18, 2014 Page 42 of 45

43 Appendix J2: Education Calendar and Instructor List Committee Chair Reference December 18, 2014 Page 43 of 45