This is intended to be a comprehensive listing
of Documents utilized by the SLYC for administration of Club
activities, including running Board Meetings, Officers Responsibilities,
Club Events, etc. Racing
Documents and Fleet Documents have been grouped in separate table
below Board Documents
for convenience.
[Submit revisions
in the native format (typically, Word) - Webmaster will prepare a pdf version
for posting along with the native format]
Each document is retrievable as either a:
-
PDF File (column 1): Generally for viewing or printing.
-
Editable File (column 3): These are in the native format to allow revising as needed. Most are Word, some are Excel. Several are Photoshop files which are large files.
board documents
|
racing documents
|
fleet documents
board documents
REV 6-11-2024
| subject (pdf file) |
revision date |
editable file |
description |
|---|---|---|---|
|
compilation: 2005 - 5/2024 board minutes |
06/10/2024 | pdf only |
Compilation of BoD minutes from 2005 - 5/2023 in one document to facilitate word searches of past minutes. (Jan & Feb 2005 minutes could not be located and are not included.) The first page includes instructions on doing word searches.
Document has ~1400+ pages and may be slow to load
|
| bar host letter | 3/2024 |
 |
Bar host assignment letter (as a fillable form) sent to members describing their responsibilities as bar hosts |
| bar host scheduling | 6/19/2008 |
|
General guidance / nuances of scheduling bar hosts during the year and providing schedule input to the Foghorn |
| board monthly to-do's | 12/15/2009 |
|
SLYC Board 'Routine' monthly to-do items by month |
| boat parade | 10/1/2008 |
|
General planning ideas for the July 4th Parade of Boats |
| brunch, letter to host | 9/23/2023 |
|
2018 letter sent to Brunch Hosts with guidance on planning, determination of amount to charge, availability of coffee, providing orange juice, napkins, reimbursement for expenses, etc. Now includes table number placard scheme |
| bylaws | 1/1/2024 |
|
Details Membership classes, Dues, Discipline, Meetings, Notices, Order of Business, Club Privileges, Signals, Amendments, & Committees. |
| bylaws formatted for directory | 11/4/2018 |
|
Special version formatted for Directory: Formatted for 5.5 x 8.5 pages in Directory |
| calendar, web - repeating events | 1/10/2013 |
|
Describes repeating events (e.g., 3 Friday of month dinner, last Friday of the month potluck, etc.) scheduled in web's Google Calendar |
| chase boat information manual | 1/24/2019 |
|
Guidance: storage location,gate comnination key lock box,Marks / Anchors inventory, Keys & Red Bag, Boat Registration, Lopez Mussel Tag, Boat Capacities, Vessel Safety Check (VSC), External Fuel Filter, Engine, & Maintenenance Log |
| clubhouse rules | 2/25/2023 |
|
Details General rules, application for use of the Clubhouse, Rules of Conduct, & Reserved function fees. |
| clubhouse rules, (formatted for directory) | 1/12/2022 |
|
Special version
formatted for Directory: (1.) Removed spaces between lines to conserve space, and (2.) Includes 'Traditional Dates to Remember' at end of document which is not part of the 'Rules' (word doc only) |
| commodore | 12/16/2009 |
|
Expansion of 'Officers Handbook' responsibilities for Commodore |
| constitution | 11/2/2017 |
|
Details Club Objectives, Officers, Duties of Officers, Directors, Duties & Powers of the Board of Directors, Election of Officers, Meetings, Quorum, Officer's Pennants, Club Signal Flag, Amendments, Uniform & Yachting Procedure, & Absentee Ballots, |
| constitution Formated for Directory | 11/2/2017 |
|
Same as above but formatted for the directory |
| cruising captain | 10/1/2008 |
|
Expansion of 'Officers Handbook' responsibilities for Cruising Captain |
| database - entry instructions | — | — | in process |
| dinner - letter to host | 1/17/2024 |
|
2024 letter sent to Dinner Hosts
with guidance on planning, determination of amount to charge,
availability of coffee, paper plates, napkins, silverware,
reimbursement for expenses, etc. |
| dinner - new board / old board | — | — | no procedure |
| dinner - staff commodores' | 12/6/13 |
|
Guidance on planning the Staff Commodores Dinner, typically 3rd week of January. Responsibility of Commodore Elect. Includes listing of past commodore addresses. |
| directory - list of files | 4/2/2015 |
|
This is a matrix of the 10 files that constitute the Member Directory. |
| directory - preparation of files | 4/1/2010 |
|
Two part process: 1.) Prepare the Excel file for “Name and Address” List and, 2.) Convert Member Database in Excel form to a Word Document with “Name & Address” List |
| foghorn policy | 10/3/2013 |
|
Procedure that establishes guidelines for editorial content of the Foghorn, including political, non club events, & advertising content. |
| foghorn: ordering printing services | 1-12-2013 |
|
Procedure for ordering online Foghorn Printing services from SpinnPrint |
| general meeting - due dates | 6/24/2014 |
|
How to determine due dates (notification, absentee ballot request, etc.) associated with General Meeting. Utilizes Julian Calendar to determine due dates |
| general meeting sign-in sheet procedure | 11/13/2015 |
|
Procedure for secretary to deveolp a 'sign-in' sheet for a General Meeting. The sign-in sheet lists only Flag & Honorary Members |
| general meeting notice letter to membership | 9/10/2016 |
|
A letter from the Commodore to the membership to announce the date of the General Meeting and slate of officers approved by the board. |
| mailing label instructions | 11/11/2019 |
|
Instructions for creating Mailing Labels found in the Mailing Labels page |
| member classifieds posting instructions | 4/9/2013 |
|
Instructions for how to make a posting on the "Member Classifieds" page. |
| membership - application form | 12/9/2020 |
|
New member application form |
| membership - FAQ | 2/4/2022 |
|
Frequently Asked Questions (FAQ) regarding the new-membership process: How to apply | Getting copies of application/sponsor forms | Orientation dates | Who is required to attend | What do I have to do | When will I be notified | etc.. |
| membership - opening announcement - foghorn | 3/2014 |
|
Membership opening announcement that was in the January 2014 Foghorn |
| membership - opening announcement - web | 3/2014 |
|
Membershop opening announcement placed under 'membership' on the SLYC home page. Also includes wording after the membership drive is completed |
| membership - oral interview questions | 12/9/2021 |
|
Draft Oral interview questions for 2021 - Password protected by Barry Stewart |
| membership - orientation announcement in scuttlebutt | 2/2014 |
|
Announcement of Orientations schedule/requirements in Scuttlebutt |
| membership - orientation outline | 1/24/2022 |
|
Typical outline for new member orientation |
| membership - orientation signin sheet | 1/22/2019 |
|
Sign-in sheet for initial new member orientations |
| membership - rejection letter | 3/2016 |
|
Letter sent to Applicants who were not selected for membership |
| membership - sponsorship form | 12/9/2020 |
|
Sponsorship form for new applicants |
| membership - various events | 1/22/2019 |
|
Listing of Club Activities for Membership Orientation |
| mooring policy | 1/2019 |
|
Details Limitation of Mooring Capabilities, Assignment of Mooring, Fees for Mooring Use, Administration of Mooring. |
| mooring rental agreement | 1/2019 |
|
One page 'Guest Mooring Rental Agreement' form that Details the Terms and Conditions of Rental: Daily Cost, Continuous periods not to exceed 14 days, signatures etc |
| oath of office - swearing in ceremony | 1/7/2021 |
|
Typical wording for swearing in new officers during Installation of Officers, held in December, as required by Constitution, Article 7, Section 1 "Election of Officers" |
| od duties | 4/2017 |
|
Included in the officers handbook, and is entitled: "What You Should Know to be Officer of the DAY (OD). Includes location of keys; Hosts; Troubleshooting (bar); Back door alarm; Trash enclosure; Driving to front door; Bar Checklist; & Square Register instructions |
| od duties - credit card processing | 2/24/2015 |
|
Detailed Instructions for Using the
"Square Register" (Used for ringing up cash, check and credit card sales) |
| officers' handbook | 01/2023 |
|
Handbook with descriptions of officers' responsibilities |
| opening day list of awards | 2/15/2022 |
|
Listing of awards (Jay & Judy Chapel, McBratney, Chislers, Lifetime Member, Vol of year, Bristol, Commodores special Service, Howie O'Daniel) typically awarded during Opening Day |
| opening day (no pdf at this time) | 8/10/2008 | Planning for Opening Day. (guidance very incomplete at this time) | |
| opening day clean-up assignments | 3/5/2022 |
|
Sample 'Cleanup day template' for assigning tasks, (including supplies) by 'assigned officer in charge'. |
| opening day clean up tasks by officer | 3/5/2022 |
|
Task assignments used in 2022 |
| opening day
name-badge master (name badge insert) |
5/27/2016 | — | Name badge masters for
2017-2020. For
use with Avery 5390 (2.25 x 3.5) clear
plastic holder from Avery and others.
|
| opening day
name-badge master (adhesive name badge) |
5/27/2016 | — | Name badge master for 2017-2020.
Adhesive Label, Avery 8395 (2.25 x 3.5)
|
| opening day graphic for name-badge | 10/29/2015 |
 |
Graphic 'master' in photoshop. However, not needed unless a change is desired in the above name badge masters. |
| over 12 Violation of Rules Letter | 2/9/2018 |
|
Notice of violation of the rules for the use of the Clubhouse: Specifically, "Use of the Clubhouse for any private or unscheduled activity for over 12 people requires reservations approved by the Board of Directors..." |
| pacnap | 6/8/2013 |
|
Points Arguello and Conception Award Program. A special award program for members of reciprocal yacht clubs to recognize the significant accomplishment of a successful north-bound voyage around The Points. |
| pacnap (circumnavigation) log | 6/8/2013 |
|
A Questionnaire and Circumnavigation Log that is completed by the participating boat. Information gathered on voyages will be used to assist future mariners in successfully accomplishing the voyage |
| rear commodore | 9/23/2009 |
|
Expansion of 'Officers Handbook' responsibilities for Rear Commodore |
| reciprocl club form | 1/3/2010 |
|
Template for Reciprocal Card sent to other yacht clubs |
| records retention guidelines | 1/8/2009 |
|
Guidance on retention of Long Term, Intermediate Term, & Near Term Records |
| recruit letter for nominations | 7/18/2013 |
|
Sample 'Recruit Letter' sent out to membership each year soliciting members who wish to serve on the next year's Board of Directors |
| reservation - calendar entry instructions | 1/27/2018 |
|
Procedure for entering Clubhouse Reservations into the 'San Luis Yacht Club Events Calendar' SLYC Web Calendar by the Rear Commodore. |
| reservation - checklist | 3/13/2023 |
|
A checklist, to be completed at conclusion of Facility Reservation, detailing: # people attending event, trash containers emptied, BBQ turned off and cleaned, Lights turned off, any breakage, etc. NOTE: this form is included in the Manual Reservation form |
| reservation form -- electronic | 3/13/2022 | pdf only | Electronic Reservation form includes checklist and Clubhouse Rules. |
| reservation form - manual | 3/13/2023 | pdf only | Manual Reservation form without checklist and Clubhouse Rules |
| reservation form - manual, combined | 1/1/2022 | pdf only | Combined Reservation application form - manual version, intended to be printed and then completed by hand. Form includes: Application Form, Completion Checklist, & Clubhouse Rules (2-8-2019) This form is listed in Members' section on the 'Reservation Form' page |
| sail fleet captain | 12/12/2012 |
|
Expansion of 'Officers Handbook' responsibilities for Sail Fleet Captain |
| secretary | 12/3/2008 |
|
Expansion of 'Officers Handbook' responsibilities for Secretary. |
| slo sloop: lopez insructions | 5/23/2014 |
|
Instructions for taking SLO Sloop out for a sail on Lopez Lake, including getting the key, etc., and securing the boat when finished. |
| slo sloop: lopez put -away instructions | 5/23/2014 |
|
Checklist of items to complete when finished using SLO Sloop, including noting items that are in need of attention |
| slo sloop: psl instructions | 5/23/2014 |
|
Instructions detailing preparations for taking SLO Sloop out for a sail, and then securing the boat when finished. |
| slo sloop: psl put-away instructions | 5/23/2014 |
|
Checklist of items to complete when finished using SLO Sloop, including noting items that are in need of attention |
| slo sloop: online reservation procedure | 4/26/2013 |
|
Instructions for logging onto the SLO Sloop Reservation Calendar and making a reservation for use. |
| social guidelines | 12/1/2010 |
|
Guidance on typical social activities, generally by month |
| staff commodore roster | 12/6/2013 |
|
Listing of Staff Commodores, with addresses and annotation if deceased. |
| transition - yearly | 1/7/2009 |
|
Guidance on transition to new board: Election, New/Old board dinner, Calendar, Officers Handbook, Race Calendar, Installation of new board, First brunch in January, Staff Commodores Dinner, Budget, Finance, Opening Day, Staff/Committee chairs, SLYC Calendar.. |
| vice commodore | 12/13/2009 |
|
Expansion of 'Officers Handbook' responsibilities for Vice Commodore |
| webmaster new year 'to-do' items | 1/3/2016 |
|
New year Web updates, including: officers listing | email forwarders | O.D. schedule | SLYC Events Calendar | Social Events | Foghorn links | Race Documents | |
| wet wednesday - letter to dinner host | 1/20/2016 |
|
Letter sent to Wet Wednesday Dinner Hosts with guidance on planning, keeping menu simple with $5.00 price-point, availability of paper plates, napkins, silverware, reimbursement for expenses, etc. |
board documents | racing documents | fleet
racing documents
7-9-2024
| subject (pdf file) |
revision date |
editable file |
description |
|---|---|---|---|
| calculation, phrf | 9/1/2007 |
|
Worksheet to calculate corrected time based on PHRF handicap and distance |
| calculation, portsmouth | 3/29/2011 |
|
Worksheet to hand calculate corrected time based on Portsmouth Yardstick D-PN. |
| course chart, avila phrf | 5/25/2015 |
|
Avila Cup Ocean Race Courses (*editable file is a photoshop file~ 8MB) |
| course chart, avila phrf - poly pier | 7/9/2024 |
|
Revised Avila Cup Ocean Race Courses: for running races from the Poly Pier |
| course chart avila phrf committee boat | 7/9/2024 |
|
Avila Cup Ocean Race Courses for running races from a committee boat |
| course chart, avila phrf - poly pier race committee view | 7/9/2024 |
|
Revised Avila Cup Ocean Race Courses: for running races from the Poly Pier - rotated for easier viewing by race committee (south up) |
| course chart, lake lopez | 2/9/2010 |
|
Lopez Lake Race Courses. (*editable file is a photoshop file~ 8MB) |
| course chart, lake lopez Low Water Version | 2/25/2019 |
|
Lopez Lake Race Courses This version revised for low water conditions at the lake (*editable file is a photoshop file, ~ 8MB). This version includes a Gate (mark D) |
| course chart, margarita lake | 2/18/2012 |
|
Margarita Race Courses (*editable file is a photoshop file, ~ 8MB) |
| course chart, psl small boat | 5/26/2015 |
|
PSL small boat Race Courses (*editable file is a photoshop file, ~ 8MB) |
| course chart, psl small boat - poly pier | 7/2/2015 |
|
Revised PSL small boat Race Courses for running races from the Poly Pier |
| course chart, psl small boat - poly pier race committee view | 7/2/2015 |
|
Revised PSL small boat Race Courses for running races from the Poly Pier - rotated for easier viewing by race committee (south up) |
| deed of gift - avila cup | 5/4/2006 |
|
Describes the Avila Cup, a Perpetual Trophy, and criteria used to determine the Avila Cup Winner. |
| deed of gift - harford cup | 5/4/2006 |
|
Describes the Harford Cup, a Perpetual Trophy, and criteria used to determine the Harford Cup Winner. |
| deed of gift - lopez cup | 4/5/2007 |
|
Describes the Lopez Cup, a Perpetual Trophy, and criteria used to determine the Lopez Cup Winner. |
| deed of gift - psl small boat cup | 4/5/2007 |
|
Describes the PSL Small Boat Cup, a Perpetual Trophy, and criteria used to determine the PSL Small Boat Cup Winner. |
| entry form, racing | 11/8/2018 |
|
Race entry form for all SLYC races |
| iStart owner's manual Version 1.3 | 10/23/2014 | n/a | The iStart Pro is a self-contained automatic sailboat race starter that controls a pair of loud chrome plated air horns (attached) that can be heard along the longest starting lines, even in very windy conditions. It's perfect for large fleets and harbor or ocean starts. |
| notice of race (nor), avila cup | 4/30/2024 |
|
Notice of Race for Avila Cup, as required by the Racing Rules of Racing (RRS) |
| notice of race (nor), lopez cup | 2/18/2019 |
|
Notice of Race for Lopez Cup, as required by the Racing Rules of Racing (RRS) |
| notice of race (nor), psl small boat cup | 4/30/2024 |
|
Notice of Race for PSL small boat Cup, as required by the Racing Rules of Racing (RRS) |
| phrf race calculator (excel only) | 5/2/2009 |
 |
Excel spreadsheet for scoring Ocean races (PHRF handicap, Time on Distance (ToD) ). (Replaced by SailWave beginning 2011.) However, this is a good backup, if needed |
| portsmouth race calculator (excel only) | 3/17/2009 |
|
Excel spreadsheet for scoring Lake races and PSL small boat Series (Portsmouth handicap). (Replaced by SailWave beginning 2011.) However, this is a good backup, if needed |
| protest form | 3/13/2007 |
|
Official Protest Form required if a competitor files a protest |
| race commitee responsibilities | 1/27/2006 |
|
Guidance on responsibilities for members of the race committee: time keeper, flag person, horn person, recorder, spotter, etc. |
| regatta data sheet | 7/9/2022 |
|
Form for recording competitor, finish times, etc. |
| 6 minute race start flag sequence graphic | 2/10/2020 |
|
Shows the sequence of raising/lowering flags during the start sequence. |
| sailing instructions (si) - avila cup | 1/31/2024 |
|
Regatta 'Sailing Instructions' for the Avila Cup as required by the Racing Rules of Sailing (RRS) |
| sailing instructions (si) - lopez cup | 12/18/2018 |
|
Regatta 'Sailing Instructions' for the Lopez Cup as required by the Racing Rules of Sailing (RRS) |
| sailing instructions (si) - psl small boat cup | 12/18/2018 |
|
Regatta 'Sailing Instructions' for the PSL small boat Cup as required by the Racing Rules of Sailing (RRS) |
| series tie worksheet | 5/7/2007 |
|
Worksheet to facilitate scoring ties, based on RRS Appendix A8.1 |
| start sequence worksheet | 2/20/2012 |
|
Worksheet to help manage the 5 minute timing sequence for race starts. . . |
board documents | racing documents | fleet
catalina 30 and chase boat
4-12-2024
| subject (pdf file) |
revision date |
editable file |
description |
|---|---|---|---|
|
Future home for Documents related to the SLYC 'Fleet' [ Catalina 30 'Second Wind' & Chase Boat] |
|||
| onboard equipment list | 8/11/19 |
|
Listing of equipment on the boat, including PFD's, Anchor, Fire extinguishers, first aid kit, etc.. |
| orientation guidelines - before sailing | 8/28/19 |
|
Details 'orientation & checkout-sail' needed for qualification; preparing boat for sailing including: removing netting, sail covers, battery selector setting, starting engine, record engine hours, etc.. |
| orientation guidelines - returning to mooring | 8/29/18 |
|
Details aproaching/securing the mooring, lowering mainsail, shutting off engine, returning gear to proper storage locations, completing Captain's log, etc.. |
| club boat use agreement | 2/17/21 |
|
An 'agreement form' detailing club service requirements, insurance, annual fee, log maintenance, etc.. |
| second wind roster | 4/4/22 | N/A | Password protected PDF (knot) in Second Wind Calendar |
| dinghy procedure & use agreement | 1/7/21 |
|
The dinghy is intended to provide access for SLYC Sailors going to and fromSecond Wind. The dinghy is stored in skiff rack #6 with a manual air pump, aluminum oars, a flashlight, a patch kit, (2) thwarts (seats), and a rope harness for lifting the boat off and on the pier. |