Planning Calendar

GSLYC Year Long Planning Calendar

This is not meant to be an official plan.  It is only intended to provide the board with a big picture so things don’t get put off until its too late.  I have tried to tie all entries to the official documentation where available.  Some items are traditional.  Others have no source that I am aware of but need to be done in a timely  manner.

 version 11/09/2011 supercedes all previous versions

Things Requiring Planning Events Happening
November

New regular members of the GSLYC shall pay a maximum of the initiation fee and one-half the full annual dues fee for the first year of membership, from January 1 through September 30. policy manual 3.1  

At the first Board meeting of the New Year following the annual membership meeting in November, the newly elected Commodore shall appoint a Race Committee Chairperson who shall be charged with overall management of the Club’s racing activities. Race Charter 2.3

Appoint Junior Board Member policy manual 2.2.1

Begin planning for Sailing Seminars  traditional (don’t forget to reserve location if not done earlier in May)

Member Meeting and Banquet   By-Laws Section 2.04. Annual Meeting. The annual meeting of the Members shall be held during the month of November of each year, on such day and at such time as is provided for in the notice of the meeting, for the purpose of electing Directors/Trustees and for the transaction of such other business as may come before the meeting. If the election of Directors/Trustees shall such other business as may come before the meeting. If the election of Directors/Trustees shall not be held on the day designated herein for the annual meeting of the Members, or at any adjournment thereof, the Board of Directors/Trustees shall cause the election to be held at a special meeting of the Members as soon thereafter as may be convenient.

By-Laws section 2.09 notes that a voting list is required at the meeting

Annual Board Meeting   By-Laws Section 3.04. Regular Annual Meeting. A regular annual meeting of the Board of Directors/Trustees shall be held without other notice than this Bylaw, within one (1) month after the annual meeting of Members at a place and time specified by the Board of Directors/Trustees at the annual meeting of Members.

Turkey Cup  traditionally sponsored by Dave Shearer

Removing Race Buoys traditional (consider leaving buoys specific to the Polar Bear Charity Race, but remember ice can take them away)

Renew the lease on the YC mailbox  traditional

December

By the second regular meeting of the New Year following the annual membership meeting in November, the Race Committee Chairperson shall nominate a minimum of three Race Officers and when possible a Fleet Captain for each recognized fleet. Race Charter 2.3

Tentative schedule for Sailing Seminarstraditional

The Board or Commodore shall appoint the Sail Fest chairperson before the January board meeting. Sail Fest Charter 4.2  

This person must be a Yacht Club member.Sail Fest Charter 4.2

Bottom of Pit Party traditionally held by Park RangersNew Years Eve gathering traditional

Winter Regatta 1 at the discretion of the Race Chair

Apply for Special Use Permit for Racing Buoys   Required by Division of Natural Resources – Get it from Dave Shearer or other park ranger so it’s done by January 1

Estimate Membership for upcoming year   usually needed by board for planning purposed

January A new member who joins after September 30 but before January 1 shall pay the initiation fee and the half the annual dues for the next calendar year. Policy Manual 3.1.1

Turn in Budgets   Board needs for planning purposes and it must be completed before March board meeting Policy Manual 4.1Finalize schedule for Sailing Seminarstraditional

Plan for Polar Bear Charity Race: recipient of funds, award acquisition, sailing document and course Race Charter 4

The Solo Endurance Cup shall be scheduled  at the discretion of the race committee.  Race Charter 4

Approval of Race Schedule before February 1 Race Charter 4

PHRF ratings shall be redone every even year.  PHRF Charter 5.9

New Year’s Day Cruise traditionalSailing Seminars traditional

Polar Bear Charity Race Last Saturday of Month  Race Charter 4 (place buoys if not left out in November)

February Present and approve budgets   Board needs for planning purposes see below 

Each activity chair or Board representative shall present a budget for their respective activity for the next calendar year to the Board of Trustees for review and approval prior to the March board meeting. Policy Manual 4.1

[The Sail Fest] committee should be organized and active before the March Board meeting allowing a planning report to be given at that meeting. Sail Fest Charter 4.3 

 

Sailing Seminars traditionalSocial just to keep a monthly activity

Winter Regatta 2 at the discretion of the Race Chair

March (probable) Final meeting dealing with Race Orientation traditional[The Sail Fest] committee should present a planning report at this meeting. Sail Fest Charter 4.3  

Prepare and send Sail Fest media pack as soon as possible no source – at the discretion of the Sail Fest Chair

 

Sailing Seminars traditionalPlacing Race Buoys traditional

Social (Murphy’s Cup traditionally happened in past)

Race Orientation Weekend Race Charter 8 Annual Race Meeting

April (consider member binders update)Planning for opening weekend  traditional

 

Sailing Seminars traditional 
May (probable) Final meeting dealing with Sail Fest  traditionalA letter should be sent to all members from previous year who have not yet renewed membership.  Those who still fail to renew should be placed on one year inactive status. By-Laws 2.17

Those members who have failed to renew membership for two years should be removed from roster and stock redeemed according to the member agreement. By-Laws 2.18

Reserve location for Sailing Seminars for Next Year no source – traditionally done as soon as feasible, some locations won’t allow this early

Opening Weekend traditional
June Sail Fest Sail Fest 3.1.1 Sail Fest shall take place between the first and last weeks of June.
July  
August Assign members to nomination committeeno source
September Review Nominations no sourceDevelop  suggested committee members for next year’s board no source

The Board of Trustees shall nominate candidates from the list of current regular or family members, who are not currently a member of the Board of Trustees, and vote on a secret ballot at the October meetingPolicy Manual 7.1.1

Solicit nominations for Dave Taylor award from members Policy Manual 7.1.2

Solicit nominations for “Humanitarian” award from members no source – new 2008

October

New regular members of the GSLYC shall pay a maximum of the initiation fee and one-half the full annual dues fee for the first year of membership, from January  1 through September 30. policy manual 3.1  

Finalize nominations list no source

Finalize Annual meeting agenda including membership role for voting no source

Vote for recipient of Dave Taylor award if appropriate Policy Manual 7.1.1

Vote for recipient of “Humanitarian” award from members no source – new 2008

Finalize suggested committee members for next year’s board no source

Reserve location for Sailing Seminars for Next Year traditional

Trophies taken in for work and engraving  traditional
November

At the first Board meeting of the New Year following the annual membership meeting in November, the newly elected Commodore shall appoint a Race Committee Chairperson who shall be charged with overall management of the Club’s racing activities. Race Charter 2.3

Appoint Junior Board Member policy manual 2.2.1

Begin planning for Sailing Seminars  traditional

Member Meeting and Banquet   By-Laws Section 2.04. Annual Meeting. The annual meeting of the Members shall be held during the month of November of each year, on such day and at such time as is provided for in the notice of the meeting, for the purpose of electing Directors/Trustees and for the transaction of such other business as may come before the meeting. If the election of Directors/Trustees shall such other business as may come before the meeting. If the election of Directors/Trustees shall not be held on the day designated herein for the annual meeting of the Members, or at any adjournment thereof, the Board of Directors/Trustees shall cause the election to be held at a special meeting of the Members as soon thereafter as may be convenient.

By-Laws section 2.09 notes that a voting list is required at the meeting

Annual Board Meeting   By-Laws Section 3.04. Regular Annual Meeting. A regular annual meeting of the Board of Directors/Trustees shall be held without other notice than this Bylaw, within one (1) month after the annual meeting of Members at a place and time specified by the Board of Directors/Trustees at the annual meeting of Members.

Turkey Cup    traditionally sponsored by Dave Shearer

Removing Race Buoys traditional (consider leaving buoys specific to the Polar Bear Charity Race but remember ice can take them away)

Renew the lease on the YC mailbox  traditional

 

December

By the second regular meeting of the New Year following the annual membership meeting in November, the Race Committee Chairperson shall nominate a minimum of three Race Officers and when possible a Fleet Captain for each recognized fleet. Race Charter 2.3

Tentative schedule for Sailing Seminarstraditional

The Board or Commodore shall appoint the Sail Fest chairperson before the January board meeting. Sail Fest Charter 4.2  

This person must be a Yacht Club member.Sail Fest Charter 4.2

Bottom of Pit Party traditionally held by Park RangersNew Years Eve gathering traditional

Winter Regatta 1 at the discretion of the Race Chair

Apply for Special Use Permit for Racing Buoys   Required by Division of Natural Resources – Get it from Dave Shearer or other park ranger so it’s done by January 1

Estimate Membership for upcoming year   usually needed by board for planning purposed


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