[SBU Board] Co-Chair Duties - Bothell

[Eric Sieg]

I printed this off to bring with, great list!

I won't be there at the start of setup due to to work things, but should
hopefully get there earlier than standard. I don't remember if we sorted
ice, just texted Ann about that.

I won't be there to take pictures of the classroom before setup, can
someone involved in setup who is (preferably) also involved in tear down
make sure this happens? Or anyone take the pictures and text them to me?

Bringing list with and will work with Bill to make sure this all happens.

Eric



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
>
>
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