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Roles and Responsibilities for Club Race Days & House Management 
GENERAL INFORMATION ABOUT RACE MANAGEMENT

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On club days, race management consists of three main components: race officer, start box personnel, and rescue boat personnel.

For major events, an amended structure may be in place.

Apart from the obvious exceptions, the items below also apply to coaching.

Everyone involved in Club Race Management and in the Kitchen on race days is a volunteer so we thank everyone for their time and expertise.

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Objectives of the Race management team are to ensure:

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1. The safety of all competitors,

2. Fair competition,

3. Racing that is in accordance with the rules, ( see NOR & SSI and RRS 2021-2024 )

4. That competitors conform to the rules and, as far as possible, give satisfaction to competitors in the way events are run.

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The safety of all competitors (refer RRS 1) is a prime responsibility and all involved are to be aware that safety comes first at all times.

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An important part of the days club sailing activies is the operation of the Kitchen & Bar. 

Morning and Afternoon Kitchen Duties are defined below. 

Of particular importance is our conformance with the Club's Liquor Licence.

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RACE OFFICER AND ASSISTANT DUTIES FOR AFTERNOON SAILING

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Arrive at 11:30

The safety of all competitors requires that the Race Officer and Assistant Race Officer ensure the Start Box and Rescue Boats are adequately resources according to the conditions.

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Racing will not proceed until this requirement has been met.

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  • At least one rescue boat is to be operating on station for racing to commence.

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  • The Race Officer and the Assistant Race Officer are to familiarize themselves with the detailed list of duties and guidance notes below and also within the start box and rescue boats sections of the web site. Read the current NOR & SSIs. They also must ensure that Rostered volunteers are on-site or have been substitutued.

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  • On the day of racing they are to satisfy themselves that adequate race management is in place and proposed courses are appropriate for the conditions.

 

The Race Officer will:

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  • Check the Roster page to see who else is on the days race management team.

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  • Confirm the rostered  start box crew is available on the day or arrange for somebody else to do this task beforehand. For senior racing, contact the Vice Commodore in the first instance.

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  • Ensure Sign-on-sign off sheets are avilable for the Sailors at least 1 hour before the start. The regularly updated "Senior Active" Sign-on sheets are available on the computer Home sreen [ raceofficer / raceofficer ]

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  • Be familiar with the club's rescue boat operating procedures and launch the rescue boat if that has not already been done.

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  • Set a course that conforms to the sailing programme and sailing instructions and is fair to all competitors. EG Series Races are sailed acording to a republish schedule and NOR and SSI. Target time for 1st finisher is 45 minutes. 

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  • At least 30 minutes before the 1st Warning Signal write the course and fleet starting order and any other supplimentatry Sailing instructions on the White Board near north doors. (SSI 3)

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  • First Warning Signal will be at 13:00 sharp  or as per Calendar and Sailing Program.

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  • At the appropriate time (but not before), make the decision whether the race will start at the advertised time, be postponed, or abandoned for the day, and advise the competitors.

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  • Consider the current wind and sea state and any anticipated improvement or deterioration and the number of competitors, their experience, type of boat, the location, size, and configuration of the course, number of rescue craft, with appropriate crews, on the water and start box resources available to monitor competitors, as pad of the risk assessment and decision- making process.

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  • In strong conditions and where there is still a possibility of racing, look to minimise the risk by attention to the items listed above to the point where it is a reasonable decision to proceed. 

 

  • After racing, check the sailor sign-off sheets are complete, obtain and enter the results into Sailwave and process any protests that may have been lodged.

 

  • Provide or arrange assistance with putting the rescue boats away.

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  • At the end of the day, ensure all boats have been stored and boat sheds secured.

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If unsure of any aspect, do not hesitate to seek advice from other experienced sailors. For further information contact the Vice Commodore.

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RACE OFFICER AND ASSISTANT DUTIES: FOR MORNING SAILING

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  • Arrive at 08:30

  • Prior to the day, read ''Race Management'' in the ''General Sailing Information'' section for full details of duties and responsibilities.

 

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  • Check the whitebeard in the rescue boat shed for any notices or gear problems.

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  • Refer to the instructions in the rescue boat shed and put rescue boats in the water after operational check and radio check.

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  • Discuss with coaches, what is required for the day.

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  • Ensure Sign-on sheets are available for sailors at least 45 minutes before the scheduled start.  Regularly updated Sign-on sheets are available on the computer home screen.  [raceofficer / raceofficer ]

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  • If racing is to take place, then set the course. On series days, up to 3 races may be required and this will influence course length. On some series days, the coaches may decide to have boat starts, which will also affect the course layout.

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  • Liaise with the start box re-starting signals.  See NOR and SSI. Ensure Start box team record all race results with Clock Times. Also record Start Time , course, wind speed and direction for each fleet and race. 

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  • At least 30 minutes before 10:00 ( SSI3) , write the course and  time for  the 1st Warning Signal , not the Start Time. ( 10:00 am sharp ) on the clubhouse whitebeard and brief the sailors (possibly with the coaches if you feel it necessary).

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  • The First Warning Signal must be at 10:00 am sharp as per the Calendar and Sailing Program.

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  • Undertake rescue boat duties (and start duties if on-the-water starts are being used).

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  • Gather up all buoys at the end of racing.

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  • Check Sign-on / off sheets to ensure sailor compliance.

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  • Rescue boats can be left in the water for afternoon racing if another member has arrived. lf afternoon sailing is cancelled, put rescue boats away. Refer to the Rescue Boat section for procedures  and instructions/whitebeard in the rescue boat shed.

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START BOX DUTIES

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Start box personnel will: .

 

  • Arrive by 11:45 for 13:00 First warning signal. ( or for Juniors 09:00 for 1st Warning at 10:00 )

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  • Ensure Sign-on/off sheets are available at least 1 hour before scheduled start. Regularly updated "Junior Active" Sign-on sheets are available on the computer home screen.  [raceofficer / raceofficer ]

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  • Assist competitors to sign on and identify starters who have not signed on.

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  • Read the Courses , Fleet Starting Order and any other Sailing Instructions that the Race Officer has written on the White Board.

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  • Monitor all competitors on the water and record boats that did not start or who retire. Note when leading boats of each fleet round each mark so you know when they have completed the set course.

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  • Direct rescue boats to sailors who may need assistance. See VHF Radio Call Signs and Check List (below)

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  • Confirm with rescue boats whether or not they may bring disabled yachts ashore.

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  • Direct any course changes including abandonment.

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  • ALL races are timed whether series races or not.  ( only exceptions are Mark Foy sarts eg  Ladder races or Harbour race)

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  • Useful Android Phone App  for speaking Finishing clock times in SECONDS enables recording finish times without needing to look at the Clock:  "Ticking Clock: Speaking Timer" by CANDYPOT.     ( anyone found a good Apple version? )

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  • Record the clock times of the starts and all finishers and withdrawals (DNF)  in the results book in the Start Box. Pointers for doing this HERE. ( Also Wind Strength , Direction, and Courses)

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  • Confirm all competitors signed on or started without signing on are accounted for.

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  • Produce accurate race results that take into account such things as competitors in borrowed boats, using different sail numbers, DNS, DNF , RRMD etc.

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  • Enter race results into the race results computer programme.. "Sailwave".  This is straight forward but please ask Matt Steven, George Willcock, Maurice Scott, or Andrew Paterson for guidance and to become a results expert. Please volunteer for training on Sailwave Data entry.

 

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RESULTS: DATA ENTRY INTO SAILWAVE

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Login to Club Computer:   raceofficer / raceofficer

Select ICON "Sailwave"

Open Series:    [Club_Racing_Senior_2022-23]  or [Club_Racing_ Junior_2002-23]

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Please do not change any configuration that is not explicily required below.

Save regularly using CNTRL-S  at any time.

 

Click SailNum Wizard

Select Race number: This will be previously setup.  eg  ( 1st Race ) Sh05 13:00  5/01/2023     or    (2nd Race ) Sh06 14:00 5/01/2023

The Sailing Program is here  or on the Calendar

{ Please do not change or Rename Race setup. Just select the correct Race for the Correct Day  )

Edit Race: (only edit these fields. Do not change anything else )

  • Edit Start times for each fleet  eg 13:03 

  • Enter the Course for each fleet: eg  S12313F or S12313123F

  • Enter the Wind Direction for each fleet :  eg NW or S or NNE

  • Enter the Wind Speed for each Fleet:  eg   8-10  or  12-15

  • OK

 

NEXT

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Save ( Cntr S)

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Enter the Sailnumber into the Wizard.

Only the LAST 4 numerals is required.

Select the Sailor from the list presented. Enter

Enter Finish time in 24 hour clock format:  hhmmss

e.g.  without puntualtion here:    145532  ( rather than 14:55:32 )

ENTER

 

ENTER / ENTER / ENTER

Untill all finishers are entered.

 

Check for Sailors Signed On but not finished.  DNF? or DNS? or RRMD?

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SAVE ( Cntr S )

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SCORE SERIES ( On 2nd ribbon.  Be patient it will take a few seconds to run through )

RESCORE ( On 2nd ribbon , just to ensure the process is complete )

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Note:

The Sailwave system setup for WBBC Seasonal Handicap scores two series ( LINE and HANDICAP ). Each LINE (suffix _L) Flleet has an Alias HANDICAP Fleet ( suffix _H) which is scored with a progressive handicap (NHC) using personal "Ratings".  The MONO_L flet is scored using  PY Boat Ratings. Please do not adjust any "Ratings" at all without consultation with the official "Handicapper(s)"   [ Andrew Paterson and Maurice Scott ]

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EDIT

  • Click on: Mark all sailed competitors as INCLUDED

  • Click on: Mark all UNSAILED competitors as EXCLUDED

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  • Press ( X ) Hide Excluded Competitors when pressed ( on 2nd ribbon )

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SAVE ( Control S)

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PUBLISH ( for Quality Assurance ONLY ) on 1st Ribbon

Results V2 ( or CNTL p )

Check : Publish a series Summary table

Check : Publish individual race tables 

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Destination: A file on my computer/network ( do not change )

Press "Preview"

Soon a local webpage will open and you can see what is about to be published.

Check this Preview for errors , count of finishers, missing competitors.

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QA

Select on 2nd Ribbon pull down "Finishers (place/elapsed-time/finish-time/code)

"Sort ( Double Click on Race Header ) the Race by Finshing Time and compare to what is on the Results Record Sheet.

This is where you see why we ask for simple sequential finish times by sail number unsorted between fleets.

( other wise Sort by Class/SailNumber )

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Sort the Race ( Double Click on CLASS then CONTROL DOUBLE Click on SailNumber ) by Class/SailNumber and compare to what is on the SIGN-ON Sheets.

This is where you see why we generate signon sheets in SailNumber Order.

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Repeat the Publish for QA ( Preview ) until satisficed that QA is complete. Then ...

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PUBLISH ( for Uploading by Synch tool )

to File C:/results/2022-23/

SeniorClub2022-23.html

or

JuniorClub2022-23.html

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UPLOAD to WEBSITE

Go to home screen for "raceofficer"

To check you have published the correct file(s) Click on shortcut ICON "LOCAL RESULTS TEST"

Click on shortcut  ICON  "synch-results"

Watch as file gets replaced. Note that it takes a while to appear on the website. If it appears on the "Local Results Test" it will be fine.

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FOR:

Training and support for Sailwave Results and general setup Call Andrew Paterson  027 4468610  ( andrew_r_paterson@outlook.co.nz ) or Maurice Scott

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RESCUE BOATS:  OPERATIONAL REQUIREMENTS

  • Only approved members who are trained in the operation of our rescue boats may drive them. ​​

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  • At least one rescue boat is to be on the water before racing commences.

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  • Each rescue boat driver will:

    • Be over the age of 16 years old.

    • Be responsible for the boats use for the day

    • Be familiar with the club's operating procedures for the rescue boat.

    • Inspect the boat before use, check the fuel tanks are full, check the steering by turning the wheel from side to side

    • Run the engine up on the hose before putting the boat in the water

    • Check the required gear for the day is on board.

    • Have read the information on VHF Radios Call Signs and the VHF Radio Trouble Shooting Check list .

    • Make a VHF Marine radio check (Channel 77) before launching. 

    • Operate the boat in a safe and prudent manner to avoid unnecessary damage or danger to other people.

    • Endeavour to have at least one other crew member on board ready to assist competitors. In heavy weather this becomes essential.

    • Ensure all on board are wearing Iifejackets at all times

    • Treat the safety of competitors as paramount and provide speedy assistance to those who may require it.

    • Coordinate with the start box which part of the course you are going to patrol. eg  Northern or Southern. 

    • Assist with laying the course. Ensure that bouys have complete tackle attached before laying. No how to lay bouys without fouling lines in the propellor.

    • Know how to set up a "Change-of-Course" or a "Shortened-Course" if instructed by the Race Officer or Start Box. Ensure the appropriate Flags are on board before launching.

    • If necessary, abandon the competitor's boat(s) and pick up anyone in the water first. 

    • Bring disabled boats ashore (under 5 knots and centerboard removed) only when it does not compromise the safety of other competitors. Always confirm with the Start Box before leaving the race area.

    • Correctly approach (according to the conditions) a capsized craft with motor in neutral and take extreme care the propeller does not endanger a person or damage a boat.

    • Retrieve bouys at the end of racing with motor in neutral.

    • Be responsible for washing the boat down including flushing the engine and putting the boat away.

    • Be responsible for reporting all defects and maintenance problems to the Club Fleet Coordinator.(See Committee and Office Holders section for contact details)

  • Extreme Situations. Beacon Hill , Wellington Volunteer Coastguard & Channel 16

    • If any Rescue Boat crew has difficulty due to weather or sea conditions or have too many incidents to handle efficiently they should call Wellington Coastguard Radio on Channel 16 or 62 or have someone in the Clubhouse phone them for assistance ( 04-386-3531 ).

    • The Coastguard fast response boat can be in Worser Bay within minutes to help.

    • Channel 16 can also be used to communicate with other vessels such as ferries or police boat , in emergency situations.

    • The Police Boat can also be called on Emergency 111.

    • Wellington Harbour Radio / Beacon Hill Channel 14 should be informed of events and issues at Worser Bay. Channel 14 should be monitored during events that may take the fleet across the shipping Lanes.

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  • The club is always on the lookout for people to increase its pool of competent rescue boat personnel.

    • During the season the club will be offering rescue boat training to anyone interested.

    • Contact the Club Fleet Coordinator to register your interest (see Committee and Office Holders section for contact details).

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  • The WBBC rescue boats are not available for private use.

    • The club does, of course, support coaching activities and supports members willing to help organize and/or run coaching sessions. 

    • If you want to arrange coaching sessions using the club rescue boats, then you need to seek permission from the General Committee and open the session up to all interested members of the class of boat and level of sailing ability that is being targeted by the proposed coaching session.

    • The General Committee will require payment of a fee to cover running costs of any club rescue boats used.

 

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VHF MARINE RADIO CALL SIGNS AND CHECK LIST

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  • The club operates a VHF Marine radio network on Channel 77. ( 156.875MHz ) 

  • Channel 77 is a public ISM ship-to-ship channel and is used by most boat clubs around Wellington Harbour.

  • A listening watch on Channel 16 should be maintained on all radios. 

  • ( Note: During the Harbour Race , or whenever events require sailing out of our usual area between the channel and the bays, the Harbour Master REQUIRES a listening watch is maintained at the Start Box ( Worser Bay Sports ) on Channel 14  Beacon Hill Station - Wellington Harbour Radio Port Operations . Cellphones must also be on board Rescue Boats for any Harbour Race.

  • We use always use Low Power ( <1 Watt ) on all radios , including handhelds , to avoid interfering with other club communications.

  • ( Note: The exception to the Low Power rule may be during the Harbour Race, although a Relay boat can be used at the Point to achieve two lines of sight.)

  • It is important to do radio checks on shore, prior to launching,  and again when on-station far from the club house.

  • If the antenna or antenna cable is broken or damaged or disconnected. DO NOT attempt transmit. It may fry the radio.

  • There are 8x 5W Handheld VHF radios stored on battery charger units in the Start Box.

  • These handheld radios are available as backup units should a boat mounted radio give problems.

  • Return them to the Start box charger after rinsing them with fresh water. Look for a Red or Orange charging light.

  • Keep radio commincations brief and to-the-point. It is a public broadcast.

  • The microphones on the boat mounted radios have a small speaker on the back. This is useful in high wind, noisy conditions.

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Location                     Boat Description               Motor                  Call Sign ( on Channel 77 )

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Start Box                      ~                                            ~                               Worser Bay Sports 

PD Shed                       ~                                            ~                               PD Shed  ( a backup for Start Box Radio )

Lovelocks                   5.8m Naiad Yellow                 90hp                      Lovelocks ( retired Sept 2022 )

Catalyst                      4.8m Naiad Yellow                 50hp                      Catalyst

Wavebreak                4.5m Wavebreak Yellow        60hp                      Wavebreak 1

Wavebreak                3.8m Wavebreak Yellow        40hp                      Wavebreak 2

The Grand                 3.8m Naiad Yellow                  30hp                     The Grand

HandHeld                  ~                                               ~                             Worser Bay Sports Mobile 1 ( use the Number on the Radio )

Spare:                        Spare in the Winch Shed.

Trouble Shooting Check List for WBBC VHF Marine Radios here.

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KITCHEN: MORNING COFFEE AND LUNCH

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  • Arrival time 10:30.

  • Turn on wall switches for Sanitizer , Oven and Hot Water Urn

  • Put first pot of coffee on ( 6 heaped dessert spoons of coffee into paper filter ) and place tea/sugar/milk on Southern Bench. Also racks of clean cups and glasses.  Replenish coffee regularly as each pot is consumed.

  • Turn Oven on to 180 Deg C

  • Following instructions on the wall , set up the Sanitizer. We wash all the dishes in hot soapy water then sanitize ( 77 degC , 3 minutes ) as well.

  • Turn on Pie Warmer to Mark 3. ( 80 deg C ). Fill all the small dishes in the base with water to ensure high humidity so food does not dry out.
     

  • 11:00

  • Cook the pies in the Oven ( 180 deg C ) for 30 minutes then move them to the pie warmer by 11:30

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  • Unlook the big fridge doors. ( keys in the pantry 

  • Place following out on the island bench.

  • Cookies, Chips, Chocolate bars, Noodles

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  • Wash and sanifize cups, glasses and plates as the rack gets filled with used crockery

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  • Please use EFTPOS only  (no cash to be accepted )

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  • To Use the EFTPOS Machine.

  1. Press Purchase button ( 1)

  2. Key in amount and enter.

  3. Hand customer the smaller key pad unit and they insert card , choose account and key in PIN.

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  • 13:00

  • Please ensure kitchen is tidy , dishes washed , sanitized and put away. 

  • If there is afternoon sailing please leave the food products on the island bench in place.

  • Unlock the bar fridges.

  • Close doors as you leave. 

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For information and support : Jackie 027 277 1603

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KITCHEN: AFTERNOON TEA AND BAR
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  • Arrival Time: As soon as possible after the last race is complete.

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  • Make sure the Visitor Book is available on the Bar. This is a condition of our Club Liquor License.

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  • Unlock the Bar Fridges and serve the sailors and visitors.

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  • Check that there is Hot prepared food available. This is a condition of the Club Liquor License.  Hot pies or Toasties.

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  • Use EFTPOS only. No cash to be accepted.

    • To Use the EFTPOS Machine.

    • Press Purchase button ( 1)

    • Key in amount and enter.

    • Hand customer the smaller key pad unit and they insert card , choose account and key in PIN.

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  • Prepare Toasties or Hot food ( pies ) on demand while bar remains open. This is a condition of our Club Liquor License.

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At Closing time:

  • Put all unsold  food away in the pantry . Offer any unsold cooked food to stragglers.

  • Bring the Price Board and Visitor Book back into the Kitchen.

  • Wash and Sanitize all crockery and put it away.

  • Wipe down all surfaces , including club house tables, with sanitizer and cloth.

  • Tidy up the club house tables and chairs so it is neat for any venue hire during the week.

  • Lock the Bar and Main Fridges and Pantry. Lower and Lock the two Roller Cage doors on the bars.

  • Lock the Kitchen doors  2x. 

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If you are last to leave:  Lock all club house doors. (5 x doors)

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