[SBU Board] Co-Chair Duties - Bothell

[David Taylor]

I won't have a chance to read through this for a few days.  See attached
for the write-up that I sent out a while back.  Briefly browsing through
the items, I'd say that my list is a little higher-level and Tim's contains
more specifics.  Might be worth combining the lists and adding more items
as necessary.

David


On Sun, Oct 15, 2017 at 11:04 AM, Tim White <trkwhite at gmail.com> wrote:

> Eric, Bill, et al,
>
> Eric and I met up at the table at the EBC Swiss Friday evening.  Eric
> asked about the duties of tournament chairs.
>
> I confess that if we have a capture/writing of generic co-chair duties,
> I'm not sure where it is.  Some duties are site-specific, especially at
> Bothell.
>
> Expanding on what Eric and I covered Friday evening, below is a list for
> Bothell.  Please, anyone, chime with any additional items.
>
>
>    - Several weeks ahead of time, the board's Bothell site liaison
>    (currently Tim) arranges janitorial service (this has already been done for
>    Oct 27-29, 2017).  We have been using Roberto Martinez (and spouse
>    Kleyla).  An email is sent to Roberto with info on session times,
>    arrangement for key pick up, and reminder about carefully locking up after
>    each cleaning, etc. (this had already been done for Oct 27-29, 2017).  The
>    rate in the past has been $275 for a three-day tournament and $350 for a
>    four-day tournament (I haven't received explicit confirmation of this rate
>    from Roberto for Oct 27-29, 2017, but I also haven't received any request
>    for an upward adjustment).  Roberto and Kleyla usually come to clean the
>    following morning ahead of the next day's sessions (except that they come
>    the evening of the final day around the time tear down wraps up so we can
>    give them their check).
>    - Make sure all Tournament Task Tracker items are worked.  Tournament
>    Coordinator (David/Larry) updates and provides status of Tracker for each
>    tournament.
>    - Coordinate ahead of time with Hospitality Chair (currently Ann) on
>    requirements for and acquisition of bags of ice, pop, and other hospitality
>    supplies.
>    - Upon arrival, take pics of all three classrooms as they are
>    configured, so they can be restored to this configuration during tear down.
>    - Participate in set up and tear down.
>    - Open the roll door for access to the trailer and prop open the
>    external doors on the rear hallway.
>    - Friday AM at the beginning of set up, connect with the board's site
>    liaison (currently Tim) and the Treasurer (currently John) and together go
>    to the IUOE business office where the Treasurer makes rental payment, two
>    keys are picked up, and the microphone is requested (it's not always
>    operable/available) at the window across the lobby from the main counter.
>    - If the microphone is available, test and tune it with the
>    amplifier/speaker controls at the lectern on the stage.
>    - Ensure the No Bridge Parking signs are taped to the windows in front
>    of the row of head-in parking places on the back side of the building
>    (normally this must be done only for Friday).
>    - Extra chairs are in the closet to the left of the stage.  If the
>    door to the closet is locked, the building key will open it.  There are
>    three dollies in the closet for moving chair stacks.
>    - Have the DiC check/buy-off on table arrangement and spacing before
>    placing chairs at the tables.
>    - Support hospitality set up, including hauling coffee makers and
>    orange water dispenser down to the janitorial closet, filling them with
>    water, and hauling them back.
>    - Check the condition of the restrooms.
>    - Normally, the plan is for Roberto or Kleyla to come to the Union
>    Hall during the last session of play on Friday to pick up a key.  The
>    co-chairs are to give them one of the two keys.  Be sure to give Roberto or
>    Kleyla the cell phone numbers of the co-chairs in the event an issue
>    requiring coordination arises during the tournament.
>    - Co-chairs make welcoming announcements just prior to each session of
>    play, including parking restrictions (for Friday), rest room locations and
>    locations of smoking cans, and a request that players please pick up their
>    trash and thrown it in the trash bins.
>    - At the conclusion of each session, make a sweep of the room to pick
>    up trash from the tables and floor and throw it in the bins (many players
>    won't do this even though we ask them to).
>    - In the announcements for the final session of play, thank the
>    caddies, the hospitality team and the directing staff, and ask players to
>    close up their bidding boxes.
>    - Very important that the co-chairs coordinate between themselves and
>    the DiC on plan and timing for unlocking and locking the building before,
>    between (if everyone happens to vacate for dinner for example) and after
>    each session each day.  (NOTE:  the doors are locked from the outside using
>    the key.)  The building MUST NOT be left vacant and unlocked -- this could
>    result in our losing this site.
>    - Deal with all issues that arise during the tournament.  Usually some
>    players will say it's too cold and some that it's too warm.  There is a
>    thermostat control on the long wall.  It can be set to heat mode or AC mode
>    and the temp can be adjusted.  If paper towels run out in the restrooms
>    there are normally spare bundles down the hall in the janitorial closet.
>    There have been instances where a rest room has been horridly fouled for
>    one reason or another; deal with this as best as possible in real time and
>    alert Roberto if extra clean up is to be dealt with (acknowledge there will
>    an upward adjustment of his fee in such a circumstance).  Refill the orange
>    water dispenser and water for coffee pots.  Be sure arrangements are made
>    each day to replenish bags of ice and/or pop as directed by Hospitality
>    Chair.
>
>
>    - Depending on the size of the crew available for tear down, make a
>    judgment as to whether to request caddies to stay over to assist with tear
>    down (they are given extra payment for this).
>    - Be sure the No Bridge Parking signs are taken down from the rear
>    hallway windows, if they haven't already been.
>    - Confirm that the Treasurer will be present to review DiC's financial
>    documents and count the money during tear down.  If the Treasurer is unable
>    to do this, make arrangement for another board member to do it.
>    - Make sure the caddies are paid. In the past we had the DiC pay them
>    out of cash proceeds.  Some time ago the ACBL instituted a policy
>    prohibiting this, so between the Chairs and the Treasurer it must ensured
>    the caddies are paid in full before they depart the site.
>    - Normally Roberto and Kleyla will be the last to depart the
>    building.  Just before leaving the site, give them a verbal reminder that
>    all outside doors must be securely locked from the outside using the key.
>    - Drop the Co-chairs' key in the drop box slot on the outside of the
>    building to the front door to the office.
>    - Ensure the Treasurer makes payment to Jason, as the case may be (and
>    it will be for Oct 29), for supporting tear down and towing the trailer
>    back to Sammamish.
>    - Make note of any lessons learned and issues to be addressed going
>    forward and lead the tournament post mortem at the next board meeting.
>    - After the tournament, the board's Bothell site liaison calls Bev
>    Colgrove to ask if there are any problems or concerns from her view.
>    - As we are not presently serving lunches, the volume of trash is not
>    huge.  If and when lunch is served at Bothell down the road, the dumpsters
>    in the back will likely fill up and we need to coordinate with Bev on
>    paying for an extra trash pick up.
>
>
> Note, in 2018 we will transition to a new board liaison for Bothell.
> Larry has kindly volunteered to do this and that's the plan unless Larry is
> uncomfortable with it in view of his other recently added significant
> duties.  Perhaps when we visit the IUOE front office for set up for the May
> 2018 KO sectional, Larry could join in the group and we can ask the lady at
> the front desk to request Bev Colgrove come down for a minute so we can
> thank her and introduce Larry.
>
> All I can think of now,
> Tim
>
>
> _______________________________________________
> Sbuboard mailing list
> Sbuboard at mailman.celestial.com
> http://mailman.celestial.com/mailman/listinfo/sbuboard
>
>
-------------- next part --------------
An HTML attachment was scrubbed...
URL: <http://mailman.celestial.com/pipermail/sbuboard/attachments/20171015/705e4c92/attachment-0001.html>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: Chairing a Tournament.docx
Type: application/vnd.openxmlformats-officedocument.wordprocessingml.document
Size: 15559 bytes
Desc: not available
URL: <http://mailman.celestial.com/pipermail/sbuboard/attachments/20171015/705e4c92/attachment-0001.bin>