[SBU Board] Tournament and caddy tracking

[David Taylor]

Hi all,

Based on discussion from our board meeting the other day, I've made a few
updates to tournament tracking.

You can find 3 new spreadsheets on JC's new Google Drive share "SBU 446
Unit Board Sharing" under "Board Policies and Procedures".  [ JC / Susan:
Is this the right spot?  I found old versions of the files there and
replaced them.  We can move them if appropriate. ]

They are:

   - CaddiesNeeded.xlsx
   - Tournament Task Tracker.xlsx.
   - SBU446_Tournaments.xlsx

Here are a few notes for each. Comments / changes welcome.

CaddiesNeeded:

   - At least 60 days ahead of the tournament, Patti (the Caddy Master)
   should update the spreadsheet should have a new tab (copy and pasted from
   the previous) and updated with the information that's relevant to the
   tournament (tournament name, date, sessions.
   - Patti should send an email to the DIC to request the per-session
   number of caddie's needed.  I'd suggest copy-pasting the template into the
   email so that it's easy for the DIC to fill it in (see below).
   - At least 30 days ahead of the tournament, Patti should assign caddies,
   adding names to the template.  (30 days may not be realistic... we can
   update this as appropriate.)
   - On the first day of the tournament, Patti should bring a print-out of
   the page so that it is available to co-chairs.

Tournament Task Tracker: Besides a few logistical updates to make it work a
little better, I made the following changes:

   - Added "Request Caddy Numbers from DIC", 60 days
   - Added "Assign Caddies", 30 days
   - Added "Provide Caddies Needed List, 0 days
   -
   - Added "Confirm Availability of Flyers for Next Sectional", assigned to
   JC / Publicity, 30 days.
   - Added "Provide Flyers for Next Sectional", assigned to JC / Publicity,
   0 days.
   -
   - Changed "Send Email Blast" to 30 days.  Not just so that I wouldn't
   have an overdue item appear in red when I send out this email.  Also so
   that the email arrives closer to the tournament so is a fresher reminder to
   folks receiving it.  We can adjust timing as you see fit. Because of the
   ACBLs new email service, we can control the timing.  I currently plan to
   send it on June 23.  Note that the email will go to 4k+ members in
   Washington plus Portland area and Western BC.  We have the option of
   sending 2k+ letters (at our expense) to people who aren't available via
   email, but I can't imagine that we'd want to.

SBU446_Tournaments:

   - No significant changes.  This is an overview of our upcoming
   tournaments, with high-level checklist and list of venues.

I think that's it.  Let me know if you have any questions or comments.

Thanks,
David



Session Number of Caddies needed (from DIC)
Friday Setup
Friday Aft
Friday Eve
Saturday Aft
Saturday Eve
Sunday Swiss
Sunday Takedown
-------------- next part --------------
An HTML attachment was scrubbed...
URL: <http://mailman.celestial.com/pipermail/sbuboard/attachments/20160609/4aeae1d6/attachment.html>