Policies are dated as of Board action; Guidelines are undated.

This document should be made available to all committee chairmen so they know how their committees are expected to function and interact with the rest of the club.

The Commodore is authorized to spend up to $50 per item for incidental non‑budgeted expenses without calling a Board meeting. (August '93)

Each Commodore will receive, upon retirement, an engraved gavel. (September '93), and a Past Commodore's crest (March '94), and a nametag (December 2001).

 Vice Commodore
The Vice Commodore shall assist the Commodore and act in his/her absence and, serve as the Bridge Liaison for the following committees: Distribution, Historian, Hospitality, Librarian, Planning and Storekeeper.

Rear Commodore
The Rear Commodore shall assist the Vice Commodore and act in his/her absence, and serve as the Bridge Liaison for the following committees: Education, Maintenance, Medical Assistance, Marine Assistance and Property.

Fleet Captain
The Fleet Captain is the officer in charge of all water-related activities of the Yacht Club, and serve as the Bridge Liaison for the following committees: Cruising, Protest, Rating and Regatta.

Secretary
Secretarial duties shall include:

 1.  Keeping membership applications and indemnity forms on file along with copy of acceptance letter.

 2.  Giving new members' letter(s) of acceptance to Membership Chairman at General Meeting.

 3.  Sending copies of Board minutes to Board members only.

 4.  Sending copies of General meeting minutes to the Board of Governors and Semaphore Editor.

Therefore, our general principle will be that we operate annually within our budget. When occasion arises that necessitates expenditures outside the budget, the board will approve the withdrawal of funds from the reserve account. (Dec 2002, June 2010)

An amount of not less than $4,000 dollars will be maintained in the reserve account(s). (Sept 2007) Funds in these accounts may be used for temporary payment of bills pending bank transactions of individual deposits, and for emergencies. For example, these funds might be used for non-budgeted expenses, i.e., maintenance of equipment, purchase of equipment needed by our committees, or damage to property not covered by our Club’s liability insurance.  A minimum of $4000 will be the form of a low risk investment (e.g. bank savings, money market). Additional reserve funds may be invested in higher yielding vehicles with the approval of the Board of Governors. (June 2010)

 The Treasurer shall:

 1.  Collect annual dues and insure that membership cards are created. These are to be delivered to the Distribution Committee.

2.  Confer with the Manager of the FHYC database regarding inputs to the yearbook.

3.  Prepare written reports for monthly Board meetings showing expenditures and balances. This information shall be available to the membership at the General Meetings.

 4.  Review the performance of the reserve accounts with the Board and make recommendations for change, if needed. To be done annually at a minimum. (June 2010)

 5.  Pay all appropriate bills as presented. Note: Recurring bills will be presented on the approximate time schedule: February-NCPHRF; April-Insurance (e.g. Chubb Inc); November- Yachting Club of America.

 6.  Renew the Cooperating Group Agreement with Boat US. (each March)

7. Maintain copies of all Yacht Club insurance policies.

 8.  Lease a Post Office Box in Bridgeton to be used as the FHYC permanent address.

 9.  Maintain a $50 petty cash account to be reflected as a third account on the monthly Cash Flow statement for items under $10. (Sept 2008)

For all FHYC paid events, there will be no refunds by the treasurer or event chair after the cancellation date unless the reservation can be resold. (Mar 2009)

Expenditures for non-budgeted items need Board approval if over $50 (Dec 2001), with the exception of FHYC social functions. (Jan 1992)

Communications

Semaphore. The Semaphore is the monthly publication for the membership that includes articles of past and upcoming events. It includes flyers of upcoming events so that members may sign up for attendance. There is also general information about club meetings, items of interest about local waters and reports of cruises, travel of members and information of interest to the membership.

Website. The FHYC Website is developed to provide information for the Club members as well as the general public. It allows members to have information posted on cruises, items for sale and provides information about upcoming events. It also includes Ships Store items for sale and a membership roster. The Webmaster is the only person authorized to change information on the website.

FHYC Email. The Club has an email site for communication to the membership. A Database Manager keeps the email address list of members. Only Bridge officers are authorized to request that emails be sent to the membership.

Dues
Annual dues of $45 per membership household per calendar year must be paid by the first of December. (May 2007). They are not prorated either for new members or for late‑paying members during the current year. A reinstatement fee of $30 will be required from members who wish to rejoin and who have let their membership lapse beyond the current calendar year. (August 1995)

If new members join the yacht club in November, their dues will be accepted and applied to the next year. (February '99) Dues notices will be put in the October and November Semaphores.

Cash Donations
The club is not to make cash contributions to outside charities or organizations, other than those for environmental causes concerning local waters (e.g. the Neuse River Foundation).

FHYC Chaplain or Secretary sends sympathy cards to the families of deceased members (December 2001).  In addition, for deceased past and present FHYC Officers and present Board Members, a memorial of $50 shall be sent to the deceased member’s charity of choice. (July '97) (September‘03)(December ’07)

Keys
The Commodore and the Secretary hold file drawer keys. The keys to the bulletin boards at both the Country Club and the Northwest Creek Marina breezeway are available from the Fleet Captain or the Commodore. Keys for the storage area may be obtained from the Property Chairman or Rear Commodore. No additional copies of the keys shall be made.

Board Uniforms

The entire program, as approved by the Commodore, is under the direction of the Fleet Captain.

 1.  Parade of Boats: Responsibility of Fleet Captain. (Communications on a designated VHF ship to ship channel).

 2.  Ceremony: Assembly (need person to fire cannon, tape player, taps player, wreath dropper, dock master)

 -      Welcome by Fleet Captain.

 -    Flag raising and anthem (rehearsal needed – saluting procedure to be reviewed at this time).

 -      Blessing of the fleet and reading of departed shipmates.

-   Taps and dropping of the wreath (wreath obtained by Fleet Captain).

 -    Rear Commodore reports: "All member boats are present or accounted for."

 -Commodore responds: "The Fairfield Harbour Yacht Club's (year) season is

  officially open, and I wish everyone a happy and safe boating year."

 -      Commodore introduces officers, directors and committee chairmen.

- Commodore acknowledges any guests and speakers and then commands: "This     th Commissioning Ceremony is concluded at the sound of the cannon. Enjoy your lunch."

 3.  Lunch:  Handled by Entertainment Committee including sign‑up flyer in the April Semaphore (delivered in March).

 4.  Regatta: Handled by Regatta Committee including registration form and flyer in the April     Semaphore (delivered in March).           

ALL COMMITTEES

All FHYC committees will be headed by a Chairman and Co- Chairman, whenever possible (October 2007), who have been approved by their respective flag Officer with the approval of the Commodore. (October 2004)  Yacht Club members to be selected or approved by their respective Flag Officer with the approval of the Commodore. (October ‘04)(December ’07)

Changes to the annual calendar will be coordinated with the appropriate Bridge liaison officer and approved by the Commodore. (October ‘02)

All bills for the Treasurer shall be approved verbally and/or signed by the committee chairman. (March '94) Activity costs should stay within the budget or fees should be collected to recover costs. (December ’07)

Committee chairmen are invited to attend Board meetings, but they may not vote on Motions.

Each December, each committee chairman shall submit a written report of committee activities for the past year to the Commodore. (December ’07)

If the yacht club is involved in a function outside of Fairfield Harbour, respective committee chairmen shall be responsible for getting appropriate articles to the local newspaper. (Recommended July '99)

All committee chairs and volunteer workers should be recognized for their contributions at Yacht Club functions by acknowledgment from appropriate Bridge officers or others. This may be accomplished at meetings, in Semaphore articles or at the functions by word or letters of thanks. The offering of cash or cash equivalent in recognition for volunteer leadership on any committee should be discouraged. (December ’07).

Various committees have the following responsibilities:

Cruising Committee

 Guidelines for Cruise Leaders:

 1.  Complete Semaphore article(s) or flyer(s) for a cruise 3 to 6 weeks ahead of the cruise. Include cruise date, destination, special features, reservations and deposits, cutoff date, whom to contact, Captains' meeting date and place. (Semaphore deadline is third day after Yacht Club meeting. Email all Semaphore editors or deliver cruise flyers and relevant articles to the editors in the POA office by Monday noon following the regular Yacht Club meeting. (Flyers should be print ready! Electronic forms are preferred)

 2.  Research the plan: The route, water depths, main and alternate anchorages, restaurant and marina facilities and reservation policies (including VHF channel and phone number), local charts, tide tables and marine information, bridge information, etc., plus mileage of each leg of the cruise.

 3.  Reservation policy: If a pre‑payment is required (restaurants and/or marinas), state the amount and the latest possible cancel-date without a penalty. Cruises are expected to be self‑supporting.     

 4.  Captains' meeting (especially for multi‑day cruises):

       a) Meeting place - Usually at the Community Center.

       e) Handouts ‑ List of attendees (boats and skippers), special mini‑charts, tide schedules, etc.

 5.  Arriving at anchorages and marinas:

    a) Suggest raft‑up sites and designated anchor boats.

 b) Help with marina docking arrangements and communication with boats.

 c) Watch for arriving boats until all are in.

 d) Give special attention to newcomers of FHYC. Please be extra helpful and considerate of new members on cruises. The cruising waters are new to most of them.

 6.  After the cruise:

 a) See that the next Semaphore issue has a story about your cruise.

 b) Submit a brief written report to Cruise Committee Chairman. Include written suggestions and comments for future cruises.

       c) Give chairman your cruise file with contacts, arrangements, planning information, etc. This will help to plan for next year's cruises.               

Club members are encouraged to use cellular phones on cruises and exchange phone numbers at the captains' meetings. (May '99)
 

Distribution Committee
Semaphore editors will pick up copies of the Semaphore from the printer and deliver to the Distribution Chairman. The printer should collate all flyers or inserts into the Semaphore.

Committee guidelines:

1.   The Distribution Chairman should contact deliverers for a convenient time to deliver the current Semaphore, which is normally the third weekend following the Yacht Club meeting. At that time, alternates may be contacted.

2.   Copies of the Semaphore are now counted and separated to make up delivery packages. Each package is identified with deliverer's name, area number, a list of street names and box numbers, and members' names and placed in plastic bags. Two copies should be given to the Commodore, and five copies go to the Membership Committee Chairman.

 3. When all routes have been packaged, they are delivered to the brown boxes of the deliverers. Nonresident members are entitled to copies of the Semaphore, and these must be mailed to their current address.

Only those members with paid‑up dues will get copies of the yearbook and Semaphore. (February '93)
 

Education Committee

The primary function is to utilize the skills of members through educational sessions to teach safe boating operations to the membership. Examples of this are the ongoing programs of electronic navigation, ladies‑only sailing programs, local navigation know‑how, marine communication, ladies powerboat programs, etc. Secondary to this, the committee shares membership skills in preventive maintenance, sail trim, basics of rafting, etc.

Outside support training programs are provided to the membership through the Red Cross, USCG Auxiliary, US Power Squadron, amateur radio operators, marine maintenance companies, NC Division of Wildlife, local experts associated with boating activities, and others.

The committee is also available for the basic training needs of other FHYC committees to assist in racing, cruising and rescue. Committee members "manage" the sessions by arranging for an "expert," setting up dates with the Community Center, providing audio/visual aids, etc.
 

Entertainment Committee
Event chairmen should, in obtaining quotation for prices: ask that add‑ons, such as tax and gratuity, be included in price; include costs for setup, transportation or other possible extras; and include deadline for guaranteed reservations, plus allowance for over and/or under the count. Know the seating capacity of the venue being used. (October  '93)

When publishing event information, event chairmen should include deadline for refunds as well as payment. (October '93)

Checks for entertainment events should be made payable to the FHYC.

If any complimentary meals are included in the plans for the event, the meals should be either cleared with the Bridge liaison, covered by the cost charged for the event, or covered by the budgeted amount allowed for the event. (October '93)

Parties shall be for FHYC members only unless the guest is a houseguest or escort, or the Board states that guests are welcome. (March '94)
 

Historian

1. Maintain permanent files and keep the listing of files current.
2. Keep photo albums up to date
3. See that 3 copies of the yearbook are in the locked file and 1 copy in album in library.
4. Put one copy of each Semaphore in permanent locked file
5. Keep one copy of each Semaphore and have them bound every two years for the library.
6. Maintain the indemnity agreement file, retaining agreements for at least 7 years after resignation by that member.
7. Make sure minutes of Board meetings are supplied by the Secretary at the end of each year and place them in the locked file.  General Meeting minutes are in the Semaphore.
8. Update the website history at the end of each year. 

Provide whatever other information may be requested by the Commodore.  (8 June 2010)

Hospitality Committee

The Hospitality Committee is to set up the Community Center meeting room for the monthly Yacht Club meeting and serve refreshments after the meeting. Responsibilities include the following: 

 1.  In advance of meeting, check with Program Committee concerning visual aid requirements. Pick up key at Security Gate and open up meeting room. Set up two tables for serving refreshments and two more tables at front for the Bridge separated by the podium and microphone. Set up chairs in rows with a center aisle and leave a few extras (folded) in the back for latecomers. Place the American Ensign, signal flags and club burgee behind the Bridge (these are kept in attic storage area).

 2.  Place blank name badges and marking pen on a card table at the entrance for guests and new members.

 3.  Prepare tables for refreshments. Purchase beverages (beer, boxed wine and soda) and snacks (party mix and chips) before each meeting. (September 2007) Large bags of snacks are usually sufficient for two meetings. Place beer, wines and soda in the refrigerator during the day. Purchase bags of ice and place in Styrofoam cooler. Trays can be found in the cabinets in the kitchen. Provide itemized receipts of expenses to the Club's Treasurer for reimbursement.

 4.  After meeting, all tables and chairs must be returned to their original locations. Members help put chairs away before refreshments. Remove podium and store microphone within it and turn off PA system. Return flags, paper products, trashcans and coolers to storage area. Remove all trash from premises. If fans are used, be sure to turn them off. Also, return A/C or heat to original setting if changed. Vacuum the carpet as necessary. Turn off all lights and lock door. Return key to Security Gate.

An upright, locked storage cabinet was purchased to store leftover beverages and snacks in the Community Center attic. (February '99)
 

Library Committee
The Library Committee receives donated books for the Library, prepares them for circulation and arranges them in the Yacht Club bookcase in the POA Office Building. (December ‘01)
 

All marine assistance personnel should wear life jackets when involved in a marine assistance mission. (May '93)

To contact the Marine Assistance Committee when you are on the water, follow the instructions in the current FHYC Yearbook. Keep a copy of this procedure on your boat.

 

                  Medical Support Committee
 

The Medical Support Committee is primarily responsible for developing and revising the Fairfield Harbour Yacht Club (FHYC) Medical Emergency Response Plan (MERP).  This plan delineates responsibility for administration, training, and control of the Defibrillator team and unit; and provides responsible control for this device. The committee shall administer the priority system and the care/maintenance of the equipment. The Medical Support Committee shall coordinate with the Education committee in sponsoring training in CPR and Defibrillator and related Medical areas.  The committee shall coordinate with the Fleet Surgeon as necessary.   Additional functions may be defined, modified or expanded by the committee as deemed necessary. The committee shall consist of a chair and co chair with a group of members (3-5 suggested) and shall report to the Rear Commodore as Bridge Liaison.

Club liability insurance covers members and personnel. 

Primary storage location of the Defibrillator is at the Main Gate.  This provides both desired access and security.  Procedures have been developed with Security for control and availability.

Priority for use of the Defibrillator is determined by the Fairfield Harbour Yacht Club Medical Emergency Response Plan (MERP) and may be modified by the Board as deemed necessary.   The activity chairman will be responsible for checking out and returning the defibrillator. A log sheet of checkout, expected return and actual return and name of person and event will be maintained at the gate.  Activity with the lowest number takes precedence. Use of defibrillator for community at large (by security) will be permitted as unit is available.

Priority (as published in the June 14, 2008 MERP):

 The group leader or the person designated by the group leader will be responsible for the event.  In the case of races, the group leader should be on the chase boat.  This should be discussed at the organizational meeting for the event and on the agenda for the Captains meeting for cruises / races.  We should strive for CPR capable people to be present at all events.    
                                                                                               
 

Membership Committee

The Membership Chairman is responsible for the following which include two basic categories - Administrative, and Orientation of Prospective members.

A.  Administrative

1.  Maintain a supply of new member application forms and New Member Welcoming forms and have the forms available at FHYC monthly meetings.

2.  When an application form is returned, be sure that all pages have been completed and that the two letters of recommendation (with at least one sponsor who has been a club member for more than one calendar year) (November '95) and completed New Member Welcoming Form plus check are included. The Indemnity Form must be signed for the application to be considered. Make sure the applicant has a registered or documented sailboat or powerboat, preferably in North Carolina. (January '96)(December ’07)  (If not, get assurance that the boat will be brought to the area as soon as possible.) Evidence that registration or documentation has been applied for will be accepted. (January '97)  Also call the POA accounting office to confirm status as full dues-paying property owners (December ’07).  

 A. Make five or six copies of the first page of the application and New Member Welcoming Form. These should be distributed, either at the Board meeting or immediately after, to the     

     1) Bridge member(s) responsible for committee(s) chosen by applicant
            (1 or 2);

      2) Distribution Chairman for the Semaphore;

      3) Treasurer;

      4) Web Site Chairman, for inclusion in the Yearbook;

      5) Keep one copy for Membership Committee files.

      The original application form is for the Secretary's file.

B.    Attend Board meeting (usually the Tuesday before the FHYC General meeting) and present applications for Board vote. Fill in the date on bottom of first page. Give the Secretary the original application, the two letters of recommendation, Welcoming Forms and the Indemnity Form for filing. Give checks to the FHYC Treasurer.  Give the committee preferences of the new members to the appropriate Bridge liaison (see 1(a) above). (November '94)

 7.  After Board meeting:

 A.  Call new members to notify them of their acceptance. Request that they say a few words of introduction at the next FHYC meeting.

 B. Order name tags from Whiteman's Engraving, Commercial Shopping Center, Havelock, NC 28532 (or equal), and have them sent to Membership Chairman. Give bill to FHYC Treasurer for payment. Deliver names tags or hold for next meeting.

 C.  Give new members a packet containing welcoming letter, membership card, copy of the Constitution and Bylaws, BOAT/US application, Neuse River Foundation application, two yearbooks, one burgee, a FHYC decal and a copy of prior month's Semaphore. This can be done at the first FHYC meeting or by a visit.

B.  Orientation of Prospective new members

Upon request for application as a new member, provide the application as well as the New Member Welcoming Form.  The Welcoming Form will be completed by each of the two sponsors of the prospective member during the period of time the applicant is attending meetings and becoming familiar with the activities of the club.  The sponsors are responsible for introducing the prospective members to current club members and Board so they can become familiar with both the individuals and their interest areas.

Nominating Committee
See current Constitution and Bylaws. The Vice Commodore should be included as one of the members of this committee. (December ’07)
 

Planning Committee

The Planning Committee makes suggestions to the Board as to what could be done to improve or ensure the future well being of the club. The regular membership should be encouraged to submit ideas and thoughts pertaining to the club's future to the Past Commodore for consideration by the Planning Committee.

The immediate Past Commodore shall be chairman of the committee. (August '92)

The total committee should consist of no more than five members and shall meet at least once a year or more if necessary.

The committee shall make a written report to the Board each year at the October Board meeting. After review of the reported suggestions at the November Board meeting, necessary action should be taken to approve, reject or record for the incoming Board's review.
 

Program Committee

The Program Committee shall:

 1.  Arrange informative and interesting programs for the regular (second Thursday of the month) Yacht Club meetings held during the months of February through October. (The November meeting is reserved to elect officers for the following year. There is no regular meeting in December. Installation of Officers takes place at the January meeting.) Advise the Hospitality committee monthly of the need for setup of table for visual aids.  Ensure that visual aid / projector requirements are taken care of in advance.

 2.  Arrange for the February and March programs for the following year in order to give the new co‑chairmen three months to get organized and to make arrangements for the April meeting.

 3.  Introduce the program speaker at the meeting following the flag salute. The Commodore thanks the speaker at the completion of the program. Announce the program for the next meeting during the Committee Reports segment of the meeting.

Advanced planning is an absolute necessity. The co‑chairmen of the committee should call a meeting early in January with the people who signed up to serve on the committee. Suggestions for programs for the year are discussed and listed. A second meeting may be needed to develop ideas for potential programs. (Ideas for programs can be obtained from committee members, newspapers, publications of all kinds, the library, other yacht clubs, church groups, historical societies, etc.)

After sufficient potential programs have been identified, the committee should decide on those considered best for the club. This can be accomplished by the committee or by obtaining information from the membership using a survey distributed at a club meeting. Once the final programs have been identified, the co‑chairmen plan the schedule for the year. They start contacting the speakers by phone and then follow up with written confirmation regarding time and place of the meeting, directions to the Community Center and an invitation to remain for the "splash."

Budgeted monies are available for speakers who are not members of the Yacht Club, to pay for their dinners (December ‘01),
 

Property Committee
This Committee maintains the property, owned by the Yacht Club, that is located in the maintenance building at the end of Broad Creek Road. An inventory is completed annually. The key to the locker is available from the Committee Chairman, Rear Commodore or Entertainment Chairman.  No additional copies of the keys shall be made. (March 2006)

This Committee is charged with resolving disputes arising from purported violations of The Racing Rules of Sailing. The Committee should meet promptly so that the race committee can finalize the race results. (December ‘01)

Public Relations

Prepare and submit articles and photographs for a monthly Yacht Club Page in the Beacon and for other local publications (Sun Journal) when appropriate.  Promote FHYC and Fairfield Harbour boating (POA Web Page).  Increase interaction with area boating organizations. (February 2000)

Rating Committee
This Committee provides PHRF (Performance Handicap Racing Fleet) ratings for sailboats and coordinates with the North Carolina PHRF Association by advising them of new ratings. The Committee consults with the Association on difficult ratings, attends quarterly meetings and maintains records of ratings. (December ‘01)

Regatta Committee
FHYC Regatta committee is responsible for organizing all sailboat races for FHYC.  They shall prepare Notice of Races (NOR’s) and sailing instructions and arrange for committee and chase boats and ensure that these boats are staffed with competent personnel.  (October ’04)

The FHYC should purchase brass shells for the club cannon. (May '93)  Committee Boats may also use a 12‑gauge, single shotgun. (February '96)

 Recommendations for the abandonment of FHYC races: 

 1.  When there are sustained winds of 25 mph or more.

 2.  When severe weather is about to pass through the area.

 3.  When the committee boat deems visibility is unsafe to conduct the race.

 4.  When unforeseen circumstances dictate in the opinion of the race chairman. (June '93)

Extra trophies may be purchased for race winners, with plaques to be added later as needed. (September '93)

It is the policy of the club that any boat can race in the cruising class if it has a NCPHRF or club handicap. (June '94)

The race committee will determine if 15 mph or higher wind conditions are present and then will fly the appropriate flag to inform racers to wear their PFD’s. Protests and disqualification will result from failure to do so. (July '97)

A chase boat shall be provided for all races, and this policy will be added to the FHYC Committee Boat Instruction Manual. (May ’97)

A rescue box for chase boats will be assembled with a first aid kit, heats packs, pressure bandages, and blankets and kept in the property locker. (April '98)

Funds will be made available to purchase two 2½-foot diameter buoy markers for use in dinghy races. (May '98)

The FHYC will pay for fuel for race committee and chase boats within the approved budget. (April '99)(December ’07)
 

 Waiver and Indemnity Policy

Since all current members have already signed an Indemnification Agreement as terms of their membership covering all club activities, the Indemnification Agreement used in 1994 Regatta Application forms is no longer necessary for active FHYC members to race. Outside club participants should sign the following Waiver for each Regatta, which should be part of the Regatta Application form. (October '94)

 "WAIVER:  As a condition of participation in this FHYC Regatta, I assume all risk of accident or loss to myself or my crew while participating in all Regatta activities of FHYC and release the FHYC and those acting on its behalf from any liability arising from participation in this Regatta. I recognize that sailing activities can be hazardous and my participation in FHYC sponsored Regatta activities is voluntary on my part, and I therefore assume all risk of loss or injury when I choose to participate."
 

Semaphore Committee

The Semaphore Editor shall publish the Yacht Club newspaper once a month, (except for the December and January issue which is combined) approximately two weeks after the club meeting. The editor or co‑editors collect, type, edit, format the articles, and deliver to the printer. Additional committee members may be assigned to contribute special articles and help with proof reading. (November 2006)

Procedure:

 1.  Articles are delivered, preferably via email, to fhycsemaphore@yahoo.com, or the Semaphore box in the POA office by Monday noon following the general meeting.

 2.  Flyers or other inserts (8½ x 11) that are to be distributed with the Semaphore are to be completely typed and ready for printing. They should be emailed to fhycsemaphore@yahoo.com or delivered to the Semaphore box at the POA office (December ‘07). The editors will see that they are printed and inserted in the Semaphore. This helps the Distribution Committee. Races or activities with very limited entrants (i.e. Ensigns) should be communicated by article in Semaphore rather than general distribution flyer to reduce printing costs. (October ’04)

 3.  Typing, editing and formatting take about 2-4 days. The formatted copy is taken to the printer and picked up and delivered to the Distribution Committee the third Friday after the General Meeting.

Computer and word processing skills are essential for the editors.  Email address is required.  (October ’04)

Storekeeper
The Storekeeper is responsible for ordering and selling FHYC items such as shirts, jackets, hats, mugs, etc., which are commonly desired by members, and for maintaining records of purchases, sales and inventory.

Policy:

 1.  Sales to FHYC members will be at cost, including shipping and handling costs, and inventory adjustments. (See #3 regarding sales below). The Storekeeper will maintain an inventory of items for the convenience of the members. However, the FHYC policy is to keep the inventory to a minimum. Large dollar items such as shirts, jackets and sweatshirts will be purchased only when a member has given a firm order and payment to the Storekeeper. Only a small quantity of these items will be kept in inventory for display purposes and will be purchased to meet minimum order quantities imposed by vendors.

 2.  Burgees are ordered and sold in two sizes on a regular basis. The Storekeeper shall have the authority to place orders up to $250 for inventory replacement whenever the inventory on hand is below $75.

 3.  The total inventory value of all items shall not exceed $1,500. When the inventory exceeds that amount, the Storekeeper shall attempt to reduce the inventory value on hand by putting selected items "on sale" at price reductions from the normal selling prices. The Storekeeper also may use selected items, which have remained in inventory for more than six months without a sale, as door prizes at FHYC events.

Operation: an Assistant Storekeeper who will be available to take over normal duties in the absence of the Storekeeper shall support the Storekeeper. One duty will be to maintain sufficient records to show purchases and sales. The records shall also show the quantity, description and value based on cost for all items in inventory. A gift is generally given to the non-member meeting speaker. The expenses of the gifts will be totaled for the year and charged to the Program budget. (December ‘01)

Report: Submit a report semiannually to the FHYC Board indicating the current status of the inventory, a summary of sales for the period covered, and actions taken to maintain the inventory at the prescribed level. May include any other pertinent items in the report and make any recommendations to the Board on future operations. (August '95)
 

Website Committee

The Website Committee has the responsibility to manage the FHYC website. General activities include:

1.   Update the site with new information flowing from the various committees, Bridge and Board. Current features include:  Information about FHYC: Racing News and Results, Cruising Information, Social Events, Photo Gallery, Semaphore Newsletters, Calendar, Committees, Ship’s Store, Forums, Membership Roster, Boating Health and Safety, Educational Information, Library, Local Races, Sea Stories, Local weather and other sites of interest.

2.   Maintain and update the Membership roster with the goal of having that information be the official database feed to the annual Yearbook

3.   Maintain the relationship with our site provider and pay the fee associated with it.

4.   Improve the value of the site by adding new features and capabilities while keeping the size manageable

5.   Manage the content of the Forums and archive the site at year-end.

 6.   Notify the Webmaster of changes to the Website calendar as approved by the Commodore. (October ’07)

Yearbook Committee
Responsible for the annual publication of the Yacht Club Yearbook.  The committee should be formed as soon as possible after the committee sign-up lists are complete.  The objective is to have the Yearbook available to be distributed with the March Semaphore.

Guidelines (not necessarily in chronological order):

1.    Consult with the incoming Commodore as to the cutoff date for dues payment and

     Yearbook changes.

 2.  Develop a plan and timetable and make Yearbook Committee assignments.

 3.  Coordinate with the Manager of the club database, prior year and new year Treasurers       the content and insertion of the dues notice in the Semaphore, advance notices to the membership of the cutoff date, and call for pictures and cover suggestions.

 4.  Obtain new/updated information as follows:

       a) From the Commodore: Committee data, Calendar, Commodore's message

 b) From the Committee Chairmen: Changes to their respective sections

  c) From the Photographer: Pictures of the Board of Governors and Directors

  d) From the person responsible for the Roster: Roster and roster derived data

Note: All data should be obtained in electronic form in a format as close to that of the yearbook as possible.

 5.  Determine number of copies to be printed, establish budget and give to Commodore.

 6.  Prepare drafts of yearbook and correct/modify as necessary.

 7.  Deliver final draft to the printer and pick up finished copies.

 8.  Deliver finished yearbooks to Semaphore Distribution Chairman. (December ‘01) Hold out and deliver one copy each to POA, FHYC file, and Beacon office; three copies to the Historian; and two copies to the Yearbook Committee Chairman. 

 9.  After distribution to the membership (two copies for members with one or more boats, one copy for members without boat), pick up remaining yearbooks from Semaphore Distribution Chairman and deliver to the Membership Chairman to use for new members. (October ‘ 04)

 10.  Return pictures to the people requesting them, others to the person in charge of the Photo Album.