KEEPING THE RACE COMMITTEE ON THEIR TOES

From time to time the Race Committee's planning efforts are met with something less than full approval by racing skippers of the Club. Courses may not meet with everyone's expectations, starting sequences are questioned, or time limits criticized. One example found in the records for 1982 was a letter to the Race Committee Chairman by Kjell Dahlen who has been known to read the Club Yearbook carefully; he does not name his boats OBSESSION without reason. On June 1^st, he wrote:

Dear Tim:

Today I received the 1982 Valcour Sailing Club Yearbook.

At the end of last year's season, it was my understanding that some of the race courses would be changed because of safety hazards. I saw that the race courses are listed identically for 1982 as in 1981.

I request that the following courses be changed: [Following was a detailed mark by mark list of 6 courses.]

I also request that two courses be added: [Following was a detailed mark by mark description of courses.]

I do not object to postponing the first Wednesday series race and the Commodore's Cup since many boats are not ready for racing; however, it is unfair to postpone races without proper notification of racers of this postponement. I hope that we will be notified of the new dates as soon as possible.

We have not yet received a schedule for the Officers of the Day for the 1982 races. I hope this will be available soon.

Last fall, you mentioned that you would inquire with the Coast Guard regarding the feasibility of placing a permanent racing mark for Cumberland Head. I hope this is progressing well and that we will have this racing mark this season.

Yours sincerely, Kjell Dahlen"

The foregoing illustrates the interest and input that the Race Committee can expect if they do not attend to every detail in the racing schedule. Also, skippers with boats that have higher draft requirements, after a grounding or two, become leary of courses that incorporate marks around shoals. It is a maxim in yachting that if your draft exceeds your depth at any given moment, your sailboat quickly becomes a land vehicle. Dr. Kjell Dahlen, of late, has become the Club's expert on this phenomena. His pioneering work in this area has led to safer courses for all the boats of the VSC fleet.

OFF-SEASON PLANNING 1982-83

Records of the Valcour Sailing Club for the years 1979-81 could not be found. It is safe to assume, according to several members active at that time, that the Club continued its activities much in the same pattern that had been established by 1978. In 1980, members of the Club were saddened by the accidental death of Dr. Peter Eisinger who was one of the Club's most active and competitive racers. Immediately that spring, the "Peter Eisinger Memorial Race" was instituted as a special event normally held on the first Sunday in August. Also several members recall that 1980 saw a resurgence in cruising activity among the VSC fleet.

Records for the off-season planning in 1982-83 detailed several areas of effort in the Valcour Sailing Club at that time. Portions of that record are given below and they are instructive on many issues. Note that a recurring problem in the VSC is not agreement on what has to be done but rather the problem of "institutional memory" or the ability to set up on-going mechanisms which survive changing people on the Executive Committee over the years.

Much effort, in 1982-83, was expended in what seems to be putting the VSC "back on track" were it had been in 1978. Many of the off-season activities of the VSC are routine and traditional; the Club each year must produce a Schedule of Events, a Yearbook, possibly new courses, an agenda of meetings, social events for the spring, summer, and fall, and the normal administrative functions of record keeping (meetings and race results, particularly), insurance, etc. Possibly, a "Standard Operating Procedure" (SOP) for the Valcour Sailing Club, as used in the U.S. Navy, would be appropriate to outline for the Commodore and the Executive Committee those routine tasks that must be addressed, when they should be accomplished, and by whom they are accomplished. David McDowell recalled, in 1987, this little advisory:

"These are the laws of the Navy,
unwritten and varied they be.
And he who is wise will observe them,
Going down in his ship to sea."

Executive Committee Meeting: "met at the home of Commodore Kjell Dahlen on 8 December 1982; present were Howard Altman, David Bruner, Kjell Dahlen, Clark Drumm, Claudia Hornby, Tom Light, and Roger Patnode.

".... David Bruner reported on the financial state of the Club and indicated that several separate accounts would be consolidated into (one account). Total funds ... $2,340 including the check to be received shortly from the Mayor's Cup Committee. (He) suggested that the Club open a savings account or certificate with any funds in excess of needed operating funds. (Tabled pending further consideration)

"Winter Meetings: Extensive discussion centered on the need for continued Club activity during the winter months. Claudia Hornby moved .... that the VSC have monthly meetings during the non-sailing months to include a brief business meeting, an informational program, and time for informal socializing. (Passed unanimously) Commodore Dahlen will arrange a speaker to discuss the general topic of sail trim (for the next meeting).

"The where abouts of the present by-laws is uncertain. The long-time members will be contacted in an attempt to obtain copies. Commodore Dahlen directed the Secretary to write to the USYRU to obtain sample by-laws as a guideline for review and updating of the present by-laws.

"The yearbook should be ready for print by late February or early March. A racing schedule to be included should be ready by that time.

"Claudia Hornby, with input from the Exec. Comm., will develop an opinion and suggestion poll to be mailed to the general membership ... Results will be used by the Executive Committee to plan for the coming year.

"Past records of meetings and race results are incomplete. The Secretary was directed in a motion made by David Bruner, seconded by Claudia Hornby, and passed unanimously, to obtain whatever supplies and hardware necessary to provide a permanent file for minutes, reports, racing results, etc. Commodore Dahlen and Past Commodore Altman will provide the Secretary with copies of whatever past records they have to begin to develop a record.RdF - see my comments at the end of this chapter in "PARTING SHOTS ON TWENTY YEARS OF THE VSC"]

"The Commodore will apply to the Coast Guard for permission to hold races during the 1983 racing season. The Race Committee will provide the OD with a work sheet to record racing times.

Computation of the results will be the responsibility of the (Race) Committee; results will be provided by the Race Committee to the Press (Republican) for publication. Records will be maintained by the Secretary. The Race Committee will begin work as soon as possible on the racing schedule and assignments of the OD. Once OD is assigned to a specific member it will be the member's responsibility and duty to either be present or find a suitable substitute and inform the Race Committee of the change. The Race Committee will update the name plates on all Club trophies.

"Commodore Dahlen has discussed with the Coast Guard the feasibility of placement of a racing mark to be maintained by the VSC. The Executive Committee in a unanimous decision decided to pursue application for such a mark. The Commodore will so proceed.

"The Race Committee was directed to request permission from Dock and Coal to place an enclosed permanent bulletin board in a prominent place to facilitate club communication during the sailing season. Pending permission the Race Committee will construct such a board.

"The Commodore's Flag and cap were received by Kjell Dahlen. The whereabouts of the other flags is unknown.
Respectfully submitted, Roger E. Patnode, Secretary"

Subsequently, Roger Patnode wrote to the USYRU indicating that the VSC was rewriting its by-laws and "would appreciate any model by-laws and organizational or instructional material you might be able to provide."

The January meeting of the VSC Executive Committee was held in January 1983; those present were Kjell Dahlen, Tom Light, Bob Smith, Claudia Hornby, and Roger Patnode.

"A letter was received from the USYRU with model by-laws for small sailing clubs. The Commodore and Tom Light will review the by-laws and draft a proposed document to be presented to the Executive Committee for review.

"A letter from USYRU outlining a liability insurance policy was received. The Executive Committee felt that the club should be protected by such a policy. The policy extends coverage during any racing activity to officers of the club, officials of a particular race, and committee members for $6,000,000 liability and $600,000 legal defense at a rate of $270 per year. The secretary will contact Mr. Alan Booth to see if such a policy is indicated and if this is a feasible charge.

"Frequency of meetings should be decided after a membership poll. Tentative meetings will be: February - Wallings ski party; March - new member recruitment; April - Spring banquet; May - rules clinic.

"Racing Mark: Application has been submitted and is being reviewed by the Sherriff's Department at present. Racing Schedule: To be completed by the Commodore and Race Committee ASAP. Alternate Wednesdays may be used for organized practice sessions.

"New business: Statements will be mailed to all new and old members for dues payable not later than April 30, 1983. Members will receive one copy of the Yearbook, with an optional second copy at their request. Dues will remain the same as the previous year - $45 full member, $20 associate member. Dave Bruner and Roger Patnode will compile the yearbook. An agenda was prepared for the January 21^st meeting at Howard Johnson's.
Respectfully Submitted, Roger Patnode.

"The general membership of the Valcour Sailing Club met at Howard Johnson's on 21 January 1983 .... A short business meeting was held. Commodore Kjell Dahlen informed the membership that:

1. By-laws were being reviewed and rewritten
2. An insurance policy is being considered for liability purposes
3. Membership dues will remain the same as last year
4. A racing mark application has been submitted and is currently under consideration by the Sherriff's Department

Joe Garcia raised a question of a Sailing program weekend to be sponsored by the Valcour Sailing Club. It was decided that it is too late to organize such a program for this year, by that the Executive Committee should make plans for such a program for 1984. Mr. Tom Russel presented talks on "Tuning the Hull and Rigging" and "Developing a Winning Attitude." Both talks were informative and well received. Respectfully submitted, Roger Patnode, Secretary VSC"

"The Executive Committee of the VSC met on 2 February 1983 at the home of the Commodore, Kjell Dahlen .... Members present included the Commodore, Tom Light, Dave Bruner, Claudia Hornby, and Roger Patnode.

"The Rear Commodore has scheduled a Winter Party for 27 February at the Wallings. A Notice will be mailed to all members and prospective members.

"On April 15, ... the Spring Banquet and membership recruitment will be held. Program will consist of a movie to be arranged by Bob Smith. Yearbooks will be available there to members who have paid their dues.

"Membership Poll: Responses were received and several ideas were used to plan activities for the coming year. Issues not subsequently addressed in the rest of the meeting included a consensus that the club should have both a Junior Program and a sailboard class. The majority of responders felt meetings should be bi-monthly year round, and have a cocktail hour, business, session, and educational session (not necessarily in that order).

"Dave Bruner will order Burgees for members of the club and officers as needed. They will be ordered from the World Flags Manufacturing Co. ...

"The schedule for sailing club events for the summer of 1983 was approved. Assignments for OD will be made by the Race Committee. Club cruise dates and destinations were set. Additional fun races were scheduled. A second Wednesday series will occur following the early summer, first Wednesday series.

"Members indicated on the survey an interest in acquiring a clubhouse. A committee headed by Howard Altman to include interested members will investigate various alternatives.
Respectfully submitted, Roger Patnode

"A meeting of the VSC Executive Committee was held on April 6, 1983; all members were present. Discussion of the following topics followed.

"Showboat" a benefit for the YMCA will take place on April 16. It will feature entertainment, dancing, fashion, and a raffle for a Patrica Reynolds painting. The VSC will lend its name and support to help promote the benefit. It will be held at H.J.

"Spring Sailing Banquet will be held on May 6^th. Bob Smith will seek bids from area restaurants for a banquet. A film will be shown. ...

"Mayor's Cup plans are underway. Kjell Dahlen will be OD assisted by Tom Light. OBSESSION will be the committee boat and will require only ten persons aboard to administer the race. Tim Byrnes will do the ratings. Each boat will carry a colored flag to designate its class. Tom will check the marks and anchors to assure readiness. A separate Protest Committee headed by David McDowell will be appointed. Howard Altman will obtain a reimbursement for the "start-up" funds contributed by VSC to the prior Mayor's Cup race and not returned. He will also secure an adequate supply of gunshot shells and replace the ones borrowed from David McDowell. A Crazy Craft race will be held but will be the responsibility of the PDA [Plattsburgh Development Association] and people who arrange the land based activities."

"A meeting of the VSC Executive Committee was held on April 18, 1983. Members present included Kjell Dahlen, Howard Altman, Tom Light, David Bruner, Claudia Hornby, and Roger Patnode. Discussions and actions included:

"Mailings have been sent to all present and prospective members regarding dues. PHRF forms will be sent soon.

"Racing schedule dates and assignments were reviewed. Schedules and a letter from the Race Committee explaining responsibilities of the OD will be sent to members.

"Cruises have been scheduled as well. Hornbys and Connors have agreed to direct them.

"The PHRF board is a separate entity form the LCRC and must maintain its own budget. There is a possibility that each boat will be charged a $5 rating fee. This is being protested by the Vermont clubs who want to maintain a flat club rate fee.

If an individual fee is to be charged this year the amount will be paid by VSC from dues charged for the 1983 year. Next year's dues may need to be adjusted.

"USYRU insurance covering racing liability is the most economical insurance. Coverage seems appropriate and adequate. Tom Light moved and Claudia Hornby seconded a motion to obtain the insurance from USYRU. The motion passed. Kjell Dahlen will complete the necessary forms.

"Spring Banquet will be on May 6 at the Howard Johnsons. Details will be sent to all the members. Publicity will consist of an article in the Press and the Champlainer. All prospective members are encouraged to attend. Respectfully, Roger Patnode"

Subsequently, a letter went out to members on April 18^th regarding the new PHRF forms indicating that "it is absolutely necessary to complete the enclosed form as we cannot use the forms from last year. We cannot automatically roll-over your ratings from prior years." In that same mailing to members, Tom Light, the Race Committee Chairman, advised the racing skippers that:

"The Executive Committee has made a few changes in the race format this year. Be sure to review the information enclosed in the 1983 Yearbook. Take note of the revised courses and numbers. Destroy all previous course information as new numbers have been assigned.

"There will be one Sunday series this year and two Wednesday series. The Wednesday "A" series will consist of six races with two throwouts and "B" series will consist of five races with one throw-out. For all Wednesday night series it is the responsibility of the OD to fire the Class A warning gun promptly at 6:50 pm and the Class B warning gun at 7 pm.

"The enclosed list of OD assignments is based upon the results of the poll sent out to members earlier this year. It is the responsibility of club members to fulfill the assigned OD duties. Failure to do so will result in elimination from consideration for any awards as per club rules. [Additional information re the OD kit was provided.]

"Standard race results reports will be included with the OD kit. Please complete the form, sign, and return to the Race Chairman at the conclusion of the race. A VSC bulletin board has been installed on the deck of Dock and Coal. Race results (and general announcements) will be posted there by the Race Chairman. The Executive Committee has designated certain races as "fun" races as noted in the schedule. Further details will follow.

"It is requested that whenever possible the OD should take photos or slides of the race as this will help make an interesting (embarassing) Awards Banquet. Happy Sailing and best wishes for a successful racing season! Respectfully, Tom Light"

On June 12, 1983, Commodore Kjell Dahlen sent a VSC Bulletin to the membership regarding "Racing Rules and Information." Prominently featured was instruction on "setting up a starting line" wherein the first leg of the course should be "perpendicular to the wind. In a reaching start, make the line so there is no doubt as to which direction one should cross the line." Diagrams were provided to illustrate the instructions. Also of concern was the finish line, especially one which was ambiguous to the finishing boat [a dangerous situation in many instances]. The Bulletin ended with an invitation to skippers to attend a Rules Clinic at the Commodore's home on June 21^st.

THE BURTON ISLAND RENDEZVOUS

Making reference to an apparently previously sucessful cruise to Burton Island State Park, a VSC Bulletin of July 15, 1983, included this information:

"Once again this year Valcour Sailing Club will sponsor a weekend rendezvous at Burton Island. The Park has a mooring area and dockage for sailboats and powerboats, a beach, picnic area, playground, camping, and nature trails.

"Dockage rates are 45 cents per foot and include water and electricity. The service dock provides gasoline, oil, and free pumpout service but no diesel [fuel]. There are campsites near the harbor area. ... There are showers (25 cents) and restrooms and a small store carries ice, charcoal, and a few supplies.

"Charcoal grills and picnic tables are near the docks, so bring your cook-out gear, frisbee, sailboards, and beach toys for a weekend of family fun. Plan to arrive early afternoon on Saturday for best chance at dock space. A small anchoring area is located just of the marina. If you plan to participate or would like more information call the Hornbys ....."

WRAPPING UP THE 1983 SEASON

This year reflects, in terms of the records produced, an intensive effort to return to the institutionalized VSC of 1978. The minutes of the Executive Committee have been reproduced here in great minuteness to illustrate the volume of tasks with which the Executive Committee must deal in its off-season planning for a successfull season. Two overriding functions of the Valcour Sailing Club, sailboat racing and socializing, require a great deal of coordination to meet membership expectations. Also requiring a good deal of planning are the Club cruises and on-shore activities aimed at increasing the skipper's proficiency. Key to a successfull season is the leadership of the Commodore and the support of his staff, particularly the Club Secretary.

The last meeting of the 1983 Executive Committee was in October; extracts of the meeting are:

"Total funds presently stand at $2,971. The VSC has a tax free number. Some monies will be transfered to an interest bearing account. The boat fund [committee boat] was transfered into the general treasury after approval of a motion made by Dave Bruner, seconded by Roger Patnode and passed.

"The awards Banquet will be held at Howard Johnson's on November 18 .... Members will be encouraged to bring photos or slides for a "picture-soap." A budget of $650 was approved for award trophies and the Vice-Commodore will select such trophies.

"Dave Bruner noted that the decision to decrease the number of mailings and not have meetings during the summer led to a lack of communications and momentum during this year. A consensus existed that more mailings should be sent out next year.

"Claudia Hornby made a motion to send a gift certificate to Bill and Bunny Rowe, Dave and Mimi McDowell, and Grif and Betsy Walling in appreciation for use of their homes for social events during the past year.

"By-laws have been located and transferred to Robert Smith (1984 VSC Secretary). Roger Patnode, Secretary

RECORD KEEPING REACHES NEW HIGH IN 1984

The 1984 season in the Valcour Sailing Club, judging from its records, established a corporate style of conducting business during the planning months of winter and early spring. Under the guidance of Commodore Katie White, the first woman commodore of the Club, the Secretary - Bob Smith - kept records which could serve as a model for any organization. Organized in a three-ring binder under tabs (Minutes, Communications, Mailings, Race Results, and Membership), an entire chapter of social history of the VSC could be written for that year alone. In fact, the records are almost intimidating in terms of their great detail. In a larger sense, the Orwellian year of 1984 established a standard for record keeping that was evident in 1985 and 1986 by Kathy Duley and Katie White respectively, VSC Secretaries for those years. Only in 1987, when the VSC entered the computer age completely, when Dan Jerry started to bring his Apple MacIntosh to meetings, was the style to change.

Race results in 1984 were being done on David White's computer, as was the VSC yearbook by Brian White in 1984 and 1985. In 1986, race results were done on Dan Jerry's MacIntosh and Laser Printer, while the Yearbook was done by René du Fort on his ancient computer - the same one used to write "Not Far From Land". The 1987 VSC Yearbook was transmitted electronically to Dan Jerry's MacIntosh Plus, formatted, and a master printed on Apple LaserPrinter and subsequently reduced and printed.

Being established as an experiment in 1987 is the Valcour Sailing Club Computer Bulletin Board where members will have access from their terminals to all the information in the VSC's records and current activities to include current race results and planned activities. Computers and hi-tech printers are becomming the norm in the Valcour Sailing Club in the late eighties. But like any tool, computers can only assist in recording, transmitting, and exchanging information; information is one of the main commodities of the Valcour Sailing Club.

All of this is in the way of an "apologia" for possible inferences which may follow from reading the brief extracts which are included here; anyone interested in much greater detail can examine the actual records for themselves.

OFF-SEASON PLANNING 1983-84

Only brief extracts of the off-season planning are included here; the records are voluminous and in great detail. Certain concerns of the VSC's Executive Committee, which reflect a desire to improve on the previous season's activities, are highlighted.

"Minutes of Executive Meeting, January 4, 1984, called to order by the Commodore, Katie White. Old Business: .... Discussion ensued about not getting a gift certificate to Dave & Mimi McDowell, Bill & Bunny Rowe, and Grif & Betsy Wallin. Treasurer was directed to purchase three $50 gift certificates for the [name of a resturant] in Lake Placid. They will be presented at the next general session of the VSC.

"Kjell Dahlen [past Commodore] mentioned a need to improve mailings in 1984. He suggested a meeting every two months during the fall, winter, and spring. He announced that Dave McDowell will be Commodore of the LCRC. Roger Patnode's comments [past Secretary] were made by Bob Smith [Secretary] - the Club needs more cruising activities such as routine Saturday night raft-ups with the race following on Sunday morning. Dave McDowell suggested the use of a Keg Boat to encourage more parties.

"Dave Bruner suggested that the Treasurer be responsible for picking up the mail, then distributing it among the officers. It was also suggested that the Treasurer fill the role of the membership Secretary in recording all paid membership dues and developing the corresponding membership list.

"Tom Light, Vice Commodore & Race Committee Chairman, recommended a decrease in the Isle St. Michel Weekend Trophies. It was suggested that it would be broken down to two classes only instead of five classes. Also, that the LCRC on Saturday be scored by two different methods: one for the LCRC ... and the other for the VSC. This would allow us to combine the two VSC races to determine the winner for the Isle St. Michel weekend ..... It was also brought up that Dave White should try to reach a decision on how many races one must race in order to get a trophy. Last summer, a boat got third place in the Sunday series after participating in the last race of the entire season.

"Dave McDowell gave a report from the LCRC that included a trial period to be set up to test the reversal of the normal starting sequence and extension of its interval. VSC will adopt this new 15 minute sequence with order of classes: D, J-24, C, B, and A. It was also recommended by Dave that the X-Ray flag (recall flag) would be flown along with the sounding and the hailing of the boat's numbers when any boat crosses the start line prematurely. This has been adopted by the other LCRC clubs and was adopted by VSC.