Lightning Fleet 50

Fleet Planning Meeting
3/03/07, 9:00 AM - Noon

Purpose: to assign roles, finalize plans, and make decisions regarding the 2007 Doc Gilbert Memorial Potomac Cup Regatta, May 5/6; to begin planning for the 2007 North American Women’s, Juniors, and Masters (WJM) Championships August 15 – 18; and to introduce a set of by-laws to replace the original ones we can’t find.

In attendance: Officers   Astrove; Bleakly; Bruno, Tompkins; Thompson; Warren; Wilbur; Skippers Alsalam; Brunino; Gallagher; Johnson; Owen; Primavesi; Associates Lake, Phillippe; Potomac Cup PRO Kleysteuber.

1.  The first order of business was a discussion of the by-laws.  After a short discussion about the existence of a prior version, Dave Thompson passed around a new draft, said the draft would be posted on the web page, and requested comments from interested persons by March 9, 2007.

2. Doc Gilbert Potomac Cup Planning.   Bob Wilbur will chair the event this year.  Dave Thompson posted a list of tasks and requested volunteers to chair each task.   A table of regatta assignments is below.

Discussions were held on the following related topics:

1. Budget : Since most boats are local, the food served has not been a major factor in participation.  Since it is a major expense, it was determined that we would not advertise a set dinner menu but will be flexible to ensure the best options when the time comes.  In addition, there will not be a request for people to bring a side dish or dessert.  To cover possible increases in food costs, the budget includes $12 per person for the dinner.  There will be no need to rent a grill.  Since sponsorship has not been confirmed, the budget will factor in $300 for beer.  Jim Dillard will continue to look for a sponsor and will obtain the ABC permit.    A vote was taken as to the charge for the regatta and the majority voted for a $95 package fee, with $75 for the Hampton entry.  It was noted that we already had the reservation for Leesylvania State Park.
2. Race Committee.   Bill Kleysteuber will be PRO and would like to have 12 people on 5 RC boats.  There was a lengthy discussion on wind limits for racing, including the need to set lower limits for the Albacores and Hamptons.  There should be 4 persons on the RC boat, but one could be put on a chase boat once the competitors have started.
3. Boats and Equipment:  Nabeel will be responsible for getting 5 boats.  He hopes to have a 6^th boat lined up in case of a malfunction.  We still need a larger boat for the Race Committee at the starting line.  Rob Tompkins said he had the Fleet 50 racing equipment (flags, signals and Ollie) in his garage and would be responsible for getting the equipment to the race in working order.  There was discussion of having an extra mark on hand in case of a course change.
4. Scoring:  Rob Tompkins will be responsible for scoring.  In the discussion, Nabeel offered to provide a power supply and printer.  It was noted that one way to not worry about getting a laptop powered on the boat would be to have someone on shore with a laptop (and power supply) and simply radio back the results at the end of each race.  This could be a good alternative, particularly in case of rain.
5. Publicity:  Marian Bruno will work with Bob Wilbur to get the word out about the regatta.  It was agreed that we should send race information to the ILCA web page, and get their mailing lists.  A point we should emphasize is that Leesylvania will be the site for the Women’s, Juniors and Masters regatta later in the season.  In addition to e-mail contact, we should also send a paper flyer to Dixie District members.  Bob Wilber will call the ILCA for current membership lists.   Publicity will specify what is or is not included in the package price (includes snacks and dinner but no lunch this year) to ensure that entrants are not caught unawares.
6. Protest Committee:  Bob Astrove will pull together protest committees for each fleet.  Someone will need to gather and prioritize the protests during the racing days to be sure we review the important ones first.  Rob Tompkins noted that CBYRA is using 15-minute arbitration between the boat owners before going to a full protest committee review.  Rob will provide sample language to see if this is something we want to put in the sailing instructions.
7. The NOR and Sailing Instructions:  Bob Wilbur will draft the NOR with the input of Dave Thompson and others.  Bill Kleysteuber will produce the SIs.
8. Registration:  Frank agreed to be responsible for registration so long as the registration closes with sufficient time for him to get his boat in the water.   All agreed that we should have the scorer at the registration table to input data
9. Breakfasts and lunches:  As part of registration, Frank Gallagher will bring 4 dozen donuts for “breakfast” on that first day (no coffee).  There will be no lunches or t-shirts, which should simplify the registration process.  In lieu of lunches, the registration packet will include snacks – such as a piece of fruit, a bottle of water, and a power bar – for each participant.  Cathy Bleakly will organize the snacks.
10.  Photography:  A discussion of photography for the event was tabled.
11. Housing  - as in prior years, Frank Gallagher volunteered to help arrange housing with Fleet 50 members for out of town participants.  Marian Bruno will compile a short list of lodging and food in the Woodbridge area for inclusion in the race notice.
12. Crew Matchmaking: Dave Thompson volunteered to take on this task.  Joe Warren will assist.

A summary of Doc Gilbert roles is as follows:

1.      Women’s, Juniors and Masters.  Nabeel Alsalam, Regatta Chair, of this event, led a discussion about the planning for this Regatta to be held in August.

1.      Leesylvania State Park is reserved, including the Picnic Pavilion and campsites.

2.      The website is up, attached to the Fleet 50 home page.

3.      The NOR is drafted.

4.      A Budget is prepared.

5.      Sponsorship is not likely.

6.      The RC is getting set up, including Bruce Bingman and Taran Teague as co-PROs; Bill Kleysteuber, Jeff Storck, Jim Graham, and Martin Howell as drivers.  Dan Trammel has been contacted and asked to serve as Judge.

7.      Famous Dave’s caterers will cater for $15/person.  They do everything, from set-up to clean-up.  The catered dinner will be on Friday, August 17.

8.      Bill Clausen and Jim Carson will conduct measurement, on Wednesday, August 15.

9.      Racing will be Thursday, Friday, and Saturday, 2 races per day, separate starts for each class (Women’s; Juniors; Masters).

10. Nabeel walked us through the budget and demonstrated several “What-if” scenarios.  Frank Gallagher proposed that the fleet donate $250 and the District donate $100 to cover expenses associated with running the regatta.   He also proposed that the fleet provide Registration Assistance (i.e. sponsorship) for boats that might not otherwise race.

11. Volunteers needed!  Opportunities include:

·        Publicity and promotion – need 3; one each for Women’s; Juniors; and Masters – contact candidate crews and personally invite.

·        Housing – Frank Gallagher will coordinate, but needs help.

·        Crew matchmaking – Laura Lake will coordinate, and Joe Warren will help.

·        Merchandising

·        Park coordination – Jim Dillard will coordinate, but needs help.

·        Registration (remains open through Wednesday)

·        Measurements Coordinator

·        Race Committee

·        Judges

·        Photography

·        Water and Soda supplier

·        Beer supplier

·        Lunch making team (pre-ordered lunches only)

·        Activities coordinator (for after-racing and before-racing entertainment activities) – Cathy Bleakly and Joe Warren have volunteered, but can use help.

·        Friday night Barbeque Coordinator – Catherine Calvin and Barb Thompson will coordinate.

·        Awards – note Todd Johnson will obtain the perpetual awards from last year’s winners

12.   Chartering boats -- possibly some out of town crews will want to charter boats, especially Junior teams.  SSA is considering charter options for the North American Championships, to include insurance.  Joe Warren volunteered to work with Todd Johnson to pursue ways to charter boats for WJMs. More to follow on that.

Respectfully Submitted

Marian Bruno

Secretary, Fleet 50