Administration Notes

Race Administration - Activities associated with racing

Beginning Each Year or race season.

Preparation of Race result programs.
Notification for Entries for coming season.
Receive entries and updated on result programs.
Verify data on entry with club database records.
Sponsors to be confirmed.
Sponsors promoted on results and web pages.
Preparation of YNSW Silver Membership lists supplied to R.M.Y.C. for invoicing.
Notify Skippers of crew that needs to renew YNSW crew membership.
Checking information is updated and correct on the web.
Maintain and update Member and Yacht register.
Update Handbook with current members and Yachts prior to release.
Prepare duty roster for race days.

Race Days

Notify duty boat for each race day.
Supply starter with Starting/Time sheet for current race.
Collect Starting/Time sheet after the race.
Receive SMS Finishing times.
Process results.
Update Web or Web Master with current results.
Update notice board at R.M.Y.C. with current results and notices.
Print result sheets for presentations after each race.
SMS any special messages each race day.
Organise Wednesday Twilight and Afternoon buoys to be laid and retrieved.
Notify R.M.Y.C. of cancelled races for tender boat crew.
Appoint duty boat for Wednesday races.

Treasurer - Sailing Division Accounts Procedure

There now is only one account held by the R.M.Y.C for the Sailing Division;

This is a running account from month to month with a monthly and overall total of the balance held for the Sailing Division.

Each month the R.M.Y.C can email in XL format the transactions from their accounts. This XL file shows the transactions for each month and also payments received.

This is then cut and pasted into the Sailing Divisions financial report to provide the information required to control the Sailing activities.

The various items are pasted into the chosen categories in the Sailing Division accounts and at various times near the end of year those items can also be posted to the appropriate year tab in order to produce accurate results for each years period.

The timing for the R.M.Y.C financial year and the Sailing Division is different so a new financial year is generated and labelled on a tab so transaction from the R.M.Y.C can be allocated to the Sailing Divisions correct financial periods.

The output for each year adds to the next and the balance from the Sailing Divisions accounts will equal the balance from the R.M.Y.C. Sailing Division accounts

The timing for some activities is important and should be as follows;

May each year

All Members are invoiced in advance for their annual Membership subscription.

For the Sailing Division Members this means their Ordinary/Boat owner Membership for R.M.Y.C plus their membership for Sailing division are invoiced.

For R.M.Y.C Crew Membership this means a single invoice is sent which includes a contribution to the Sailing Division.

After June Members who have not paid are taken off the Members list.

The remainder then provides us with a current members list.

The R.M.Y.C finish their financial year at the end of May.

June each year

I have used June 30 as the Sailing Divisions end of year because it is pretty much between seasons and the change over of committee members. It is also the month that we can establish current members.

July each year

Unpaid R.M.Y.C members are taken off the membership list.

I provide to the R.M.Y.C accounts a list of current Silver members for which we need to invoice for YA Silver Membership. This is cut and pasted from the membership records.

This list is checked against the Sailing Division accounts record from the current year.

Payment should be made at the end of August, so by September I should have a list of financial applicants to update the YNSW Silver memberships.

August-September

Race Entries

The entries for the coming season are required prior to the first race in September. Again reminders are e-mailed and promoted on the web with a poor response.

The entries are displayed on the web under <Yacht Racing><Race Entries>.

I cut and paste from the Race Entries (on the web) an e-mail to Nicola at the R.M.Y.C Office the entries that require invoicing. A copy of that e-mail is also sent to the Skipper.

September each year

From the Sailing Division accounts I can directly update the YNSW database for YNSW Silver membership after verification of payment of the YA fee by those members. The information required includes;

Full name, Address and DOB.

YA number if known

Home and Mobile Telephone numbers.

email address

YA Silver Category (Ordinary, Officiating, Sailability etc)

YA Silver Membership runs till September 30 each year, so this list needs to be updated by mid September.

YA have a number of different categories of members. I make sure the category is noted along with the fee.

Anytime

YNSW Club Crew Membership

Skippers are responsible for their crew who are not Sailing Division members to join the YA Crew Membership each year. This is not automatically invoiced by YA or Sailing Division. These YA Club Members must complete a form and pay each year.

This form is no longer faxed to the YNSW - instead I create a special SD membership and directly update the YNSW data base.

Cards should be delivered the following month.

During the Year

Each month after September there are relatively few transactions. This makes the process of taking the R.M.Y.C spreadsheet and converting it to the Sailing Division accounts relatively simple.

It can be seen that the most difficult time is between May and September. This is the time we are sorting out Current Sailing Division Membership, New Memberships, YA Membership and Race Fees.