Subject: Standard Operating Procedures 10 March 2002

1. Purpose. To document areas of responsibility for Norfolk Naval Sailing Association Officers and members and standard operating procedures (SOP) for the Norfolk Naval Sailing Association.

2. General.

a. Mission. The mission of the Norfolk Naval Sailing Association (NNSA) is to promote seamanship skills, encourage recreational and competitive sailing, and provide a forum for camaraderie and social activities for active and retired military and MWR-eligible civilian personnel in the greater-Norfolk area.

b. Constitution and by-laws. The Constitution provides authoritative direction for the organization and activities of the NNSA. This SOP supplements the Constitution, clarifying responsibilities of members and NNSA Officers.

3. Specific.

a. Responsibilities.

i. Members.

1. Attend and promote NNSA activities: Have fun and enhance member seamanship skills.

2. Maintain your boat “ship-shape” with appropriate annual insurance, inspections, and registration.

3. Notify NNSC or other NNSA members of damage to their boat, slip, or dock areas.

4. Log attendance in cruising, racing, social, and other sailing-oriented activities.

5. Provide the Newsletter Editor sailing articles of interest that you would like to share with the NNSA.

ii. Commodore.

1. In cooperation with the Executive Committee, establish the NNSA activity goals for the current year.

2. Establish contact with Commodores of regional yachting clubs and national sailing organizations.

3. Appoint chairpersons of standing committees and Fleet Captains as directed in the Constitution.

4. Preside over meetings.

5. Write the Commodore’s corner for the Newsletter; provide the Newsletter Editor feature articles for publication.

iii. Vice-Commodore.

1. Assume duties of the Commodore in his absence.

2. Manage the NNSA awards and recognition program.

3. Write the Vice-Commodore’s corner for the Newsletter; provide the Newsletter Editor feature articles for publication.

iv. Rear Commodore (Norfolk and Little Creek).

1. Promote and coordinate NNSA activities in their marina area.

2. (Senior Rear Commodore) Assume duties of the Commodore in the absence of the Commodore and Vice Commodore.

3. Update the NNSA homepage on the status of activities for your area of responsibility.

4. Provide the Newsletter Editor feature articles and event summaries on activities for your area of responsibility for publication in the NNSA newsletter

v. Secretary.

1. Maintain all permanent records for the Association

2. Publish changes to NNSA By-Laws and Constitution and Stand Operating Procedures.

3. Document the minutes of regular and special NNSA meetings.

4. Post minutes of regular and special meetings to the NNSA homepage and NNSA newsletter.

5. Retain current list of members.

6. Provide Membership Committee Chairperson information on new members.

7. Provide an annual summary of NNSA activities for inclusion in the NNSA annual scrapbook.

8. Maintain current copies of BUPERS directives associated with US Naval Sailing Association and NOB/NAB directives that effect NNSA operations.

vi. Treasurer.

1. Maintain NNSA funds and other valuable properties of the Association.

2. Collect member dues and establish/maintain the NNSA checking account.

3. Keep an account of all receipts and expenditures of NNSA funds.

4. Provide a Treasurer’s report of regular NNSA meetings and for publication in NNSA newsletters.

5. Conduct an audit of the NNSA account as required by BUPERS directives.

vii. Newsletter Editor.

1. Assemble and publish the NNSA newsletter by the end of the second week of each month.

2. Recommend to the Executive Committee fees for sponsors advertising in the newsletter.

3. Coordinate distribution of the NNSA newsletter to members, NOB and NAB marinas, NOB MWR, US Naval Sailing Association Headquarters, and other personnel/activities as appropriate.

viii. Cruising Captain and Racing Captain.

1. Promote, plan, coordinate, conduct, and report on activities for your area of responsibility that support the NNSA activity goals for the current year.

2. Update the NNSA homepage on the status of activities for your area of responsibility.

3. Provide the Newsletter Editor feature articles and event summaries on activities for your area of responsibility for publication in the NNSA newsletter.

4. Maintain logs and post member point standings for racing and cruising cup awards as appropriate.

5. Establish contact with counter-parts in regional yachting clubs to both collaborate and deconflict the NNSA activities for which you are responsible.

ix. Materiel and PHRF Committee Chairperson.

1. Inspect piers, slips, and facilities associated with the Naval Station and Amphibious Base Sailing Centers; report findings and recommendations via the NNSA Commodore to the Director, Marina Operations, MWR.

2. Acquire, manage, distribute, and account for special materials required to support the Association’s activities (e.g., awards) and enhance morale (e.g., NNSA memorabilia).

3. Provide the Newsletter Editor feature articles and event summaries on activities for your area of responsibility for publication in the NNSA newsletter

x. Hospitality Committee Chairperson.

1. Coordinate support of scheduled NNSA events with refreshments; provide receipts to the Treasurer for reimbursement as required.

2. Support the generous and cordial reception of guests and new members.

3. Reinforce the primary mission of the NNSA—to have fun as a social organization.

xi. Membership Committee Chairperson.

1. Develop and monitor implementation of a strategy to achieve the current year membership goal.

2. Maintain an accurate roster of members and appropriate member data.

3. Make contact with new members; provide copies of current NNSA documents: BY-Laws, SOP, info-gram, Newsletter, Activity Calendar.

4. Subscribe new members or provide Web Master email addresses of new members.

5. Provide the Newsletter Editor lists of new members for publication in the NNSA newsletter.

xii. Publicity Committee Chairperson.

1. Coordinate local media coverage of NNSA activities.

2. Secure advertising sponsors for the NNSA newsletter.

3. Provide the Newsletter Editor feature articles for publication in the NNSA newsletter.

xiii. Training and Programs Committee Chairperson.

1. Plan and coordinate US Naval Sailing Association (USNSA) seamanship training programs with the NNSC.

2. Maintain training event summaries and schedules of USCG Aux, USNSA, and other appropriate activities on the NNSA Internet homepage and in the NNSA newsletter.

3. Update member seamanship training data maintained by the Membership Committee.

4. Schedule education programs for NNSA regular meetings.

xiv. Internet Homepage Web Master.

1. Maintain the NNSA Internet Web page.

2. Establish links with regional yachting clubs.

3. Subscribe new NNSA members; maintain the on-line membership listing.

xv. Advisory Committee Chairperson.

1. Provide the Executive Committee recommendations for changes to the By-Laws, SOP, or other major policies as required.

2. Assemble the proposed next year NNSA officer slate for consideration by the Executive Committee and General Membership.

b. Cruising Cup point system. The Admiral Taylor Merry-Mariner’s “Fillilu Cup” will be awarded at the end of each year to the member accruing the most “Cruising Cup” points. Points will be awarded as follows:

i. Non-NNSA scheduled activity.

1. 1-pt: crew/skipper day sail

2. 2-pt: crew/skipper overnight sail

ii. NNSA-scheduled activity

1. 1-pt: attend any NNSA cruise event where your transport did not involve a boat.

2. 1-pt: assist running a NNSA cruise event

3. 4-pt: crew/skipper day sail

4. 5-pt: crew/skipper overnight sail.

c. Racing Cup point system. The Commodore “ Spahr Cup” will be awarded at the end of each year to the member accruing the most “Racing Cup” points. Points will be awarded as follows:

i. Non-NNSA scheduled activity.

1. 1-pt: crew/skipper

2. 2-pt: crew/skipper and place in top 3.

ii. NNSA-scheduled activity

1. 1-pt: attend any NNSA race event where your transport did not involve a boat.

2. 1-pt: assist running a NNSA race event

3. 4-pt: crew/skipper

4. 5-pt: crew/skipper place in top 3.

d. NNSA General Membership Meetings.

i. Monthly Meetings. NNSA will meet the last Tuesday of each month at 1900hrs. The primary site for meetings will be the NNSC in NOB. Periodically, the NNSA will meet at the Cove Marina facility in NAB.

ii. NNSA Officer slate nominations and induction. The Advisory committee will develop a next-year’s officer slate by October of the current year, for proposal and voting to the General Membership by December of the current year, for installation in January of the following year. The outgoing NNSA Officer Team will provide the incoming NNSA Officer Team a draft next year activity plan in December of the current year.

e. Commercial Advertisements in the Newsletter. Commercial establishments may advertise in the newsletter on a fee basis developed by the Newsletter Editor and approved by the Executive Committee.