December 12th Meeting Notes & Action Items

Agenda:
• Goals for the Junior Olympics
• Update from Established Committees
• Brainstorming on Filling out the Balance of Volunteer Positions
• Update to Event Schedule
• Update to Budget
• Next Steps

JO Focus (Slide 1)
Junior Olympic Program Goals*
– Engage young people in the excitement of sailing
– Encourage young sailors to enjoy racing
– Increase participation locally, regionally and nationally through USA Junior Olympic Sailing Festivals
– Improve skills of young sailors through training
* Source: http://racing.ussailing.org/Categories/Junior_Olympics.htm

RHYC JO Priorities
- KIDS
- SAFETY
- LEARNING
- RACING
- FUN

What Makes an Average Regatta Great? (Slide 2)
• Race Committee
• Organization
• Fun
• Food
• Safety
• Wind
“You arrive knowing someone with a smile will tell you where to park, launch, and where’s the coffee”
“It makes you feel important no matter if you win or loose”

Olympic Theme (Slide 3)
• Opening Ceremony
– Torch Lighting
– Parade of Yacht Clubs
• Awards Ceremony
– Podium (Chuck will build)
• Olympic Speaker?

Committee Updates (Slide 4)
• Food : Lisa
- Proceeding forward with the multi-vendor carnival theme for Saturday evenings dinner
- Thus far the following vendors have been contacted to participate ($150 rental fee)
• Chester River Seafood- Crab cakes
• It’s the Pitts – Pitt Beef & Chicken
• Lion’s Club – Hamburger’s & Hot Dogs
- Vendor area will be setup behind the pool
- Tent is required for participants. Rental fee is $1900. Price includes tables, chairs, linens, & lights. Team agreed that linens are not required. We learned that David & Bonnie will be getting married the week before and perhaps there is an opportunity to negotiate a reduced price on the tent as only one setup and takedown will be required. Bonny also highlighted that she’ll be purchasing lights for inside the tent and around the club.
- Children’s meals for the entire weekend will be included with their registration. They will be given a tyvec wristband to confirm their participation. A portion of that can be turned in by vendors for payment.
- Parents will also have the option to reserve dinners on-line, and they too will be provided a tyvec wristband. If they choose not to, they can pay as they go.
- We will use Lion’s Club to provide hamburgers and hot dogs on Sunday before the awards as well.
- Goal is to feed volunteers throughout the weekend, but need confirm this fits within the budget.
- Near term actions:
• contact vendor to confirm cost for dinners and what exactly will be included in that price (target = $8 - $10)
• confirm Lion’s club is on board for the entire weekend
• confirm electrical power requirements
• Fun & Rain Delay Events: Amber
- Amber had contacted a local DJ, but he requires that the event rent the necessary equipment. Due to this, Amber decided to go with a professional organization.
- She contacted A+ DJs, they cover the Eastern Shore area. Their rate is $425 for 4 hours. Amber feels that this can be negotiated to lower rate.
- Need to ensure that kids can make requests
- She is also thinking of a pirate or sailing treasure hunt.
- There are several sailing opportunities outside of the racing circuits. This represents an excellent opportunity for children to learn more about sailing/boating:
• Board sailing – ideally they will have their own circuit if > 15 are registered, but if not coordinating demo sails after racing is complete
• Catermans - ditto
• Kayaks – see under sponsorship
• Topaz – bringing boats for demo-ing.
• Sponsorship: Carol and Ursula
- Carol and Ursala have canvassed Chestertown & RH for sponsors. So far the following have contributed:
• Sailing Emporium: Sponsor Friday Movie Night, ice cream truck on 9th & 10th
• Haven Harbor Marina - $500 (Gold Sponsor), plus they have 2 boats with crews that can be used for racing committee. Additionally, they are detailing information about the JO in the monthly newsletter that is sent to all slip holders.
• Dockside Emporium: will donate 3-4 items for door prices
• Book Plate – donated 4 sailing books
• Gratitude - $500 (gold sponsor)
• West Marine – requested lanyards, water bottles, and door prizes. They will put stuff aside throughout the year.
• Langford Bay - $50 (Bronze Sponsor)
• Chester River Kayaks – t-shirts for doorprizes, plus they will be on-site for kayak trials throughout the weekend
• Linda Simss – book marks
• Coca-Cola has offered banners for signage and several cases of coke to sell throughout the event. Wanda will follow-up with them.
- We should talk up JOs to all businesses we purchase from. In some instances, it may make sense
• Race Committee: Chuck Parry
- Chuck shared an organized planning worksheet for each course. Information detailed boats, PRO, volunteers, required equipment, and course.
• Safety: Chuck
- Chuck handed out a safety plan for the JOs that covered contestants, facilities, staff, water, shoreside, and emergency management.
- Suggest getting the EMT and Emergency people on-site a few weeks before hand to familiarize them with the layout
- Need a safety person assigned to each fleet
- Contestants will need to buddy up with another sailor to ensure everyone safely returns to shore.
• Awards: Beth & Amy
• Housing: Annette
- Denise has mentioned the JOs to the Bayshore Campground. They might be better equipped for larger campers and overflow from the RH grounds

Committee’s That Need Staffing (Slide 5)
• Registration: Denise Tontarski has volunteered to run this committee! Thanks Denise!!!!
• Publicity: Jan Ross has volunteered to run this committee. Thanks Jan and welcome aboard!!!
• Clothing Sales: This offers an excellent way for our club to make money
• Volunteers: Rick Sheldon will be heading up the volunteers and working assignments with the various sub-committees.

Open Items (Slide 6)
• Trolley – team decided that Trolley should be notified as it stops by the Langford Bay Marina. We should have their contact info listed within the brochure that will be handed out at Registration. Additionally, we should contact Cindy for information on local businesses and maps so that parents can visit local businesses that sponsor our event.
• Letter – There is a letter that can be sent to potential sponsors is complete. Letter on JO from Lee is still pending. Wanda will close this with Lee

USA JO Event Schedule July 9-11, 2010 (Slide 7)
Friday, July 9th
1:00 - 3:00 PM Laser Radial Clinic – Josh Putnam, Coach Washington College Sailing team ($30 per sailor) – this is still under discussion
5:00 – 8:00PM Packet Pickup and Boat Drop-off
Movie, Popcorn, & Ice Cream
Lounge & Bar open for drinks and food
11:00 PM Quiet
Saturday, July 10th
7:30 – 9:00AM Check-in and breakfast
9:00AM Opening Ceremony
9:30AM Skipper’s Meeting in the Pavilion, then break into separate meetings by Fleet
10:30AM Harbor Gun , Green Fleet Clinic (on-shore and water)
11:30AM First Warning
12:30PM Lunch on the water (unless notified otherwise, Opti Green Fleet Lunch at Pavilion)
1:00PM Second race with more races to follow
5:00PM Carnival Dinner and Race winner awards (Non- sailor dinners tbd)
6:30 – 10:00PM DJ Dance Party
Sunday, July 11th
7:30AM Breakfast
9:00AM Harbor Gun
9:30AM First warning Signal, more races to follow
1:00PM No Race starts after
2:00PM Lunch on-shore after racing
3:00PM Awards and Closing Ceremony


Action Items:
1. WM: Close RHYC letter with Lee
2. WM: Contact Dave @ Coke regarding banners, signage and sponsorship. Team agreed that the banners should detail:
Junior Olympic Sailing Festival, Chesapeake Bay
July 9-11, 2010
Rock Hall Yacht Club (with Burgee)
3. All committee members should detail their volunteer requirements to Rick. Rick will coordinate the volunteers for the event.
4. LB: Contact vendors to confirm cost for dinners and what exactly will be included in that price (target = $8 - $10).
5. LB: Confirm that Lion’s club is on board for Sunday as well. RHYC will do the sides.
6. LB: Confirm what type of electrical power the vendors require. Optimally they will have generators.
7. Budget:
a. Needs updated with food costs for dinner
b. Confirm if volunteers can be fed throughout the weekend
8. WM to make introductions:
a. Amber & Heidi
b. Jan & Cindy
9. WM: Contact Island Photo or other photographer to come on-site and take pictures for resale