Roster Plans

We try and share the load around the Club of all volunteering tasks. Sometimes we miss people, and sometimes we may call on some of you a bit too often. It is important that all Club members realise that we are a Community Club, and our exciting race days and functions can only happen when lots of people lend a hand.

So you may not be on a roster as yet, but don't stand back- offer to lend a hand where you can. Our Racing days can only happen when we have people to work in rescue boats, start boats, the Tower, Canteen etc.

SAILING DAY ROSTERS

This year we have a more extensive roster so that we have sufficient people for manning the rescue boats.We also have several new rescue boat driver's under instruction and they need to be given the chance to drive the boats and build their confidence and experience. Their will be flexibility regards drivers on the rosters, and also the trainee drivers due to people's availaibility.

If you are rostered as OOD and Duty crew you need to be at the club by 10.30 to set up the club for the days racing. OOD's do not race on the day they are on duty- they are expecetd to control things from the start boat. Duty crew's can come prepared to sail, but you can only compete in the race if there are sufficient other people to man the start boat and the two rescue boats and the tower. 

If you are rostered for rescue boats you need to be at the club by 12.30 at the latest to attend the Race Committee meeting on that day. You cannot compete in that days race.

Many people are spooked about doing an Officer of the Day or Duty crew roster- don't be. You will be surprised how much support you get, and also how much you learn. All of a sudden the start sequences may make sense to you and you won't be so critcal of the race starters next time. So don't stand back- get in and learn and improve your knowledge.

It is up to individuals to check when they are on rosters and contact the people they are to be working with. Phone numbers for the rosters are on notice boards at the Sailing Club & rosters will be handed out the first few weekends. If you cannot make your designated day- it is up to you to swap with someone else. There are some emergency back ups listed on the rosters.

The roster is attached as a printable document. This is shown at end of Overview of Duties

Overview of Duties on race day

To assist with the running of the club on race days, club members are rostered for duty as Officer of the Day (OOD) or as Duty Crew. The Duty Crew works at the direction of the OOD. A duty roster is displayed in the handbook, or on the main notice-board, and on the course briefing board one week in advance.

Race duties

The OOD is the officer in charge of scheduled racing activities on race days. The OOD has the full authority and support of the Sailing Committee to carry out the necessary duties.

OOD duties involve:

(a) Arriving at the club no later than 10.30 am. The Duty Crew should also arrive at this time.

(b) Preparation of rescue boats, buoys and equipment.

(c) Convening the Race Committee Meeting and Race Briefing

(d) OOD to crew on the Start or a Rescue Boat (bring appropriate clothing).

(e) Ensuring all equipment and the club is secure after racing.

The Duty Crew should come prepared to race in case there are sufficient volunteers to crew the Start and Rescue Boats. "Duty points" may be allocated to yachts which are prevented from racing owing to official duties. See Notice of Race, Item 6.4(b), for conditions.

The OOD does not sail in any races.

To assist you with your duties, it is suggested that the OOD proceeds as follows, assisted by the Duty Crew as needed.
The information below is given under the headings.

• One week before

• Upon arrival at club at 10.30 am

• Race Committee Meeting

• Briefing

• During the race

• After the race

  One week before

  •  If you cannot attend on your rostered day, it is up to you to exchange dates with another member on the Duty Roster; ideally this will be done more than one week in advance. The OOD is to contact the Duty Crew to confirm availability.

•  If possible, note weather trends as race day approaches using the links below.

Melbourne University weather and tide map
Weather and bay forecast Bureau of Metrology

•  Write down the forecast on the morning of race day.

•  Find your current club handbook ready to take next week and re-read the sailing instructions in preparation. Also look at the details on the duty crew roster and course to be sailed.

•  Prepare by reading the rest of these notes.

•  You are invited to attend the Race Committee Meeting, one week before your rostered day, as an observer.

Upon arrival at club at 10.30 am.

•  Unlock gates and doors if necessary. Raise flags on mast. Flags are in the race locker opposite the canteen .The correct flag configuration is in the handbook. Raise all flags initially, then remove later as required, once you know which flag officers are absent.

•  Place 'no parking' signs to keep access clear for trailer sailers. See back cover of handbook . The parking signs are located in the race locker.

•  Transfer the course board to the race committee room from the briefing area.

•  Sign-on sheets out. Check that entry forms for visitors are available above the sign-on bench.

•  Prepare amplifier and microphone for briefing area. Microphone is in the race locker. Plug in under the hose reel behind the post in the briefing area. The amplifier is under the sink opposite the bar upstairs. Check ON switch is down, red light on. All other switches should be down. MIC-1 and MASTER dials should be set to 5.

•  Organize the retrieval of the Jack Cox from the mooring.
Assist or delegate person(s) to do so.

•  Organize the fueling and launching of the Rescue Boats. Assist or delegate person(s) to do so. Tractors are to be driven only by those who have received formal instruction.

•  Obtain the 'Officer of the day log sheet' from the DUTY LOG in the race locker and fill in the first part of the first page (date, personnel, pre-race check list, weather forecast).

•  If weather conditions are borderline for racing (no wind/ too much wind), consider an exploratory trip in a rescue boat.

•  Check sign-on sheets for provisional boat numbers immediately before the meeting. If there are a substantial number of visitors in one visiting class, invite a representative to the race committee meeting.

•  Provisionally complete the course board weather, list divisions and times, designate the course (as listed in handbook or on main notice board), list duty personnel today and next week, list rescue boat retrieval group (in handbook or on main notice board). The provisional information can be modified during/after the race committee meeting.

•  At approximately 12.15 pm re-check the weather on the internet and obtain a printout.

•  At approx 12.25 pm announce that the race committee will meet at 12.30 pm for racing to commence at 2.00 pm

Race committee meeting

•  The chair of the Sailing Committee or representative will act as chairperson.

•  Follow items on the 'Officer of the day log sheet'.

•  Enter Start and Rescue Boat crew, tower/communications crew. Release duty crew to sail if possible. OOD does not sail, in order to remain on duty during the race.

•  Review the weather conditions. No racing if average wind strength greater than 22 knots (see below). The reasons for abandonment or postponement (flag Sailing Instructions Item 5) are to be explained at briefing.

•  Discuss provisional information on the course board.

•  Enter divisions and courses on log sheet  modify provisional course board.

•  Check if any special announcements required at briefing.

Briefing

•  Commence at 12.45 - Follow the items on the 'Officer of the day log sheet'

  During the race

•  Ensure finishing line is laid if there is a club finish (Sailing Instructions Item 15). Marks (Sailing Instructions, Item 9) are to be positioned so that L2 is downwind of the finishing mark.

•  It may be necessary to assist the starter in the course layout, and the start procedure.

•  It is necessary to monitor conditions and the positions of boats in the fleet during the race in conjunction with the Rescue Boats and Tower.

•  The OOD has responsibility for shortening or abandoning the race if necessary. Factors to consider for this are listed below. Procedures and signals are given in the handbook . You will be familiar with these, having re-read them in your advance preparation for race day e.g. recalls, shortening course, abandonment.

After the race

•  Assist with recording the finish and compilation of results depending on location.

•  Ensure all boats are accounted for.

•  Accept protests (forms above sign-on bench) in accordance with Item 17 of the Sailing Instructions and obtain the assistance of Flag Officers if a protest committee is needed.

•  Supervise retrieval of the rescue craft with assistance of the duty class/group. Ensure boats and engines are washed with fresh water. Put the course marks in the Captain's Locker, secure the forward compartments, and cover the boats.

•  Retrieve 'no parking' signs, turn off the amplifier, lock boat ramp gates, clear and lock the boat storage area.

•  Complete the post race remarks on the 'Officer of the day log sheet' and sign off.

•  File the completed log sheet in the DUTY LOG folder in the race locker.

•  If last to leave, turn all lights off.

Sailing Committee

June 2007

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WIND LIMITS - extract from Yachting Victoria

Link to Yachting Victoria wind limits

Each sailing class has a limit at which they are able to start to or continue racing.  The following table outline these limits. Class Associations have recommended the following maximum average wind speed as a guide to Race Committees. However, the Race Committee should also consider sea state, tide, the number of patrol boats available and experience before making the decision whether to start or continue a race.

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SHORTENING COURSE

If winds are light, keep track of the LEADING and LAST boat in each division.

Continually review.

The object is to have all, or nearly all, of the boats finish within the time limit (Item 16 Sailing Instructions).

Shorten if in doubt.

Note that it is possible to shorten all, or only selected divisions, if necessary (Item 14 Sailing Instructions).

If winds are strong or slowly strengthening, shortening course may also be preferable to abandonment.

Very high temperatures or very low temperatures may also influence your decision. Is a flag officer exerting pressure on you because of an early Saturday night dinner date?

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ABANDONMENT

Consider

All classes/divisions together.

Current wind strength, (too strong, too light). Recommended wind limits are given above.

Time of day, e.g. light failing, temperature dropping.

Forecast and local knowledge e.g. is a sea breeze coming?

Overall experience of fleet e.g. if only experienced sailors have decided to start on a windy day, continuation may be possible.

Experience of crews on the rescue boats (are they the best in the club, or still gaining experience, are they short-handed?)

First or second race are the racing sailors likely to be fatigued?