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Slide 2 Affected Races Whats Bringing the Changes Issues Permits Pre Race Procedures Race Day Before the Race Race Start During the Race Finish Unaccounted for Boats Emergencies Contact Numbers Slide 3 Sponsor ClubRace OYRA 1.St. Francisco Yacht Club 2.South Beach Yacht Club 3.San Francisco Yacht Club 4.Corinthian Yacht Club 5.Half Moon Bay Yacht Club 6.Richmond Yacht Club 7.Half Moon Bay Yacht Club 8.Berkeley Yacht Club 9 races from April Oct (not in order) Full Crew Lightship Duxbury Lightship Full Crew Farallones Drakes Bay (Both ways) One Way to Half Moon Bay Junior Waterhouse SF Approach Buoys Southern Cross SSS (Single-handed Sailing Society) Farallones, August Half Moon Bay, August Encinal Yacht Club Coastal Cup, June (Usually Fathers Day Weekend) BAMA Double Handed Farallones, April Island Yacht Club Double Handed Lightship San Francisco/Monterey Spinnaker Cup to Monterey, Memorial Day Weekend St Francis/Santa Cruz Windjammer to Santa Cruz, Labor Day weekend Other Races Pacific Cup SSS Trans Pac Long Pac, July odd years Slide 4 Three very different incidents within the last 24 months precipitated inquiries and recommendations regarding Race Management: Wingnuts Chicago-Mac Race 2011 Low Speed Chase Crewed Farallones Race 2012 Aegean Newport to Ensenada Race 2012 The Mac incident involved a boat that turtled in a 50+ knot squall with two lives lost, and raised issues regarding minimum stability and improved education of competitors regarding weather. The LSC incident involved a boat that was rolled by a large wave and driven onto a lee shore with five lives lost, and raised issues of education of competitors regarding wave formation and course selection, minimum safety gear requirements and communication and crew/boat information management. The Aegean incident involved a boat motoring into an offshore island at night while racing with four lives lost, and raised issues of education of competitors regarding course selection and the requirement to maintain a lookout at all times. OAs and RCs of offshore events must be aware of the issues that apply to their races and implement education of RC personnel and competitors, safety equipment requirements and RC procedures as appropriate to ensure safety of the competitors. Slide 5 IssueStatus Different procedures for different races1.The CG (SF) is asking for one set of procedures for all Ocean races. 2.There needs to be one type of interface with all sponsoring clubs. Status of Boats1.The CG expects the RC to know where all the boats are during the race, and report issues as appropriate. 2.Radio transmissions are not always heard/make it out of the gate. 3.Cell phones will work during most races but Skippers dont necessarily keep the phone on. 4.Skippers are not always vigilant in informing RC of their status Issues with Coast Guard1.Permits are issued late usually the day before the race. 2.Race participation info needs to be sent to several locations. 3.VTS and CG YB do not communicate. 4.Communication protocol after an issue is not clear. Slide 6 Off Shore Race Management safety goals can be grouped into four themes: PREVENTION * How to prevent life-threatening incidents SURVIVABILITY * How to increase the survival chances of competitors when they do occur COMMUNICATIONS AND TRACKING How to know exactly who is out there, where they are and their status RESPONSE MANAGEMENT How to plan for and manage communications/support for emergency responders, communications with emergency contacts/Family and media interactions when a life-threatening incident does occur * Being addressed by other committees of the NorCal ORC and are not a focus of this seminar Slide 7 In Northern California, the USCG requires a permit for each race event. For Offshore Races, specific conditions of the permit must be followed: Weather Check Radio and Start Procedures Competitor Boat Tracking Contact with Vessel Traffic Alt in the Bay Course For OYRA races, the YRA is responsible for obtaining the permit before each race For Non OYRA races, each Organizing Authority is responsible for obtaining the permit before each race Slide 8 Slide 9 The Friday before the race, you will receive from the YRA office the following documents: Link to Jibeset for your assigned race Race Forms Crew Lists OYRA Race Committee Procedures Permit Sailing Instructions The information will be sent out as early as possible but is pending receiving the permit from the Coast Guard Slide 10 Before each race, the following documents should be printed and in the possession of the PRO during the race: Sailing Instructions Race Committee Procedures and Communications Plan List of Competitors Crew List for each Competitor including the emergency contact information for each Skipper and for each Crew Member Start recording forms Finish recording forms Slide 11 Race Committee Race Committee for Ocean Races is KEY For the start, 12 people are recommended; for the finish, a minimum of 4 people are needed The following positions should be staffed for each race PRO Chief Recorder Right hand to the PRO Recorders (4) Radio Timer Flags (2) Sounds Line Slide 12 As the race is to be monitored until the LAST BOAT IS ACCOUNTED FOR, plan on a long night Race Committee must have radio access to the race course at all times Monitor both 16 and the race channel Finish Line Monitoring: The finish line should be maintained until the race finish time and all competitors have been accounted for (DNFs). Slide 13 Before the race begins, the PRO will need to: Call USCG Station Golden Gate for their morning weather update. Let them know you are running an ocean race and need their morning conditions reports. If the conditions are determined to be unsafe for the event you will need to use an alternate in the Bay course or abandon the race. Have a Race Committee meeting to discuss who will be doing what jobs and all race procedures This meeting will also include a transition plan from the morning shift to the afternoon shift Slide 14 The big question in Offshore racing: When do you call the race due to weather? The decision to call the race is the responsibility of the PRO. The PRO is responsible for understanding the conditions. Things to consider: Wave heights and steepness Wind Conditions Visibility Some boats/skippers are better prepared for rough conditions than other boats. Ultimately, if the race proceeds, it is the Skippers responsibility and decision to make as to if the conditions are safe for he and his crew. Slide 15 Check In Procedures For the check-in, each boat is required to Call in during the specified time and Provide the following information Boat name, sail number and division Number of crew on Board Does the crew information match what was entered in the registration for that specific race If the crew information does not match what was entered for the specific race, you will need to switch channels and obtain the correct information. Once the race has started, the PRO or Chief recorder will be responsible for correcting the data with the program being used for the race (Jibset for OYRA) Slide 16 Check In (cont) If the information does not match, you will ask the skipper to change to a different channel (will be provided by YRA) and hand the skipper off to the next recorder The next recorder will then use the PRINTED copy of the crew list for the boat to correct any information that is missing or incorrect. Once the recorder is finished, they will have the correct information on each person on the boat for that day on the PRINTED copy of the crew list. After the race has started, the PRO or Chief Recorder will then correct the information on-line. Slide 17 Slide 18 How to change in JIBESET.. https://www.jibeset.net/simplehome.php Slide 19 Before the race begins, the PRO is to call Vessel Traffic to let them know the race is starting. The following information will be asked for: Permit Number Number of boats participating Start time and estimated time of completion Course the boats will be sailing After the race begins, the PRO will need to call Vessel Traffic every four hours to check in with updates. The communications log will need to be completed for each call Slide 20 Slide 21 For the start of the race, the following information should be provided to the racers by radio. This will provide consistent start procedures for all Northern California Offshore Races. Before the race, provide any information from Vessel Traffic on any incoming/outgoing Vessels Provide any weather updates you have on what is happening outside the Gate At the warning class and course should be provided At the start course should be provided for a second time For rolling starts announce the class and course for the class with the warning and then announce the course for the previous class (be sure to announce the class as well) for a second time Flag/Sound communications are not sufficient and should be supplemented with radio communication Any boat that does not start on time, record the actual start time on the paperwork Slide 22 The radio is to be monitored from the beginning of check-in until the last boat has finished or is accounted for. Both the assigned race channel and channel 16 need to be monitored As the race progresses, monitor for any DNFs or issues with the competitors. Towards the end of the race, IF you have a few boats still on the water, try to radio the boat to determine their location Slide 23 The Race Committee is to be on station for the entire race Race Committee members may change out during the day for the different shifts. You will need to have an overlap as well as a plan on the transition between the crew During the transition, it is imperative that the crew coming on knows the status of all boats, goes over the paperwork with the person they are replacing and have a good understanding of what has happened already. During the race, the PRO or Chief Recorder will make any changes needed on-line to the crew list as well as to update any DNS or DNCs for the boats that are registered for that specific race. Slide 24 Suggested SI: When racers are to seaward of the Golden Gate Bridge, the primary hailing channel is 16. Racers shall maintain an effective radio watch on 16 at all times and shall respond when hailed by RC, USCG or Commercial Traffic. Once the boats are beyond Point Bonita, radio communications may be difficult. Slide 25 Inspections of boats for Ocean Races will be enforced during 2013 NorCal ORC and some organizations are providing courtesy inspections. See http://norcalorc.org.http://norcalorc.org General procedure: Inspect a substantial portion of the first finishers, a small random sampling of later finishers, and boats believed by the PRO or Chief Inspector to possibly be in violation of the equipment rules. Scope of the inspection is at the discretion of the inspector, however, a workable method has proved to be to check for several major items and a few minor ones consistently on all racers, inspecting more if it appears merited. Opinions diverge as to whether to announce what will be inspected before the race. Boats found deficient shall be reported to the PRO who shall file a protest against the boat. Ideally, the SIs or NOR will permit the protest committee to fashion an equitable penalty short of DSQ, in the case of an innocent violation. Slide 26 For the OYRA races, there will be an inspector on the race deck for random inspections. Pending conditions, boats will be asked to come to the dock for random inspections. For Non-OYRA races, the Organizing Authority will decide on the procedure for the inspections and repercussions for non-compliance. Slide 27 ALL BOATS ARE TO BE TRACKED AND ACCOUNTED FOR THE ENTIRE RACE TIME Any boat unaccounted for will be reported to the Coast Guard All boats are supposed to call into the Race Committee as they pass under the Golden Gate Bridge or when approaching the finish line Many skippers dont do this so you will need to be on watch for any that come under the bridge For the boats that finish: Times should be taken for all boats First boat in each division should receive a gun if possible All other boats will receive a horn Slide 28 Slide 29 Withdraws/DNFs For any boat that withdraws from the race Ask the Skipper if there are any injuries or damage to the boat Record the time that the boat withdraws from the race, Ask the Skipper for their current location and their destination If the boat is not inside the gate, ask the skipper to call back to the Race Committee once they are inside the gate Record all information Be sure that if the boat is outside the gate, you keep an eye out for her in case the Skipper doesnt call back in radio to verify Slide 30 Boats not accounted for If at the end of the race you have any boat(s) that are not accounted for Ask boats finishing if they have seen the boats not accounted for or know their current location Try to contact each boat not accounted for via radio Try to call the mobile phone if you cannot reach the Skipper by radio (race channel and 16) If it is past the finish time and you cannot locate the boat or skipper, call the emergency number provided as part of the registration Slide 31 If you cannot verify any boat has returned home and it is past the finish time, the PRO is to CALL THE COAST GUARD IMMEDIATELY and report the boat as not accounted for (be sure to follow all other procedures before you do this) The information to be provided to the Coast Guard includes: Name and description of the vessel Last known location of the vessel What is the reason of the Emergency Number of total people onboard the vessel (Male/Female) Emergency contact info for the Skipper Slide 32 If there is an emergency during the race: The PRO is responsible for providing all information to the Coast Guard and Vessel Traffic The Race Committee on the deck needs to follow the directions of the PRO No information should be given out to anyone (including racers asking for updates) from the Race committee Contact the Coast Guard and Vessel Traffic immediately After contact has been made with the Coast Guard, contact the YRA (OYRA races only) immediately Slide 33 The PRO is responsible for providing the following information: What is the nature of the emergency Name and description of the vessel Last know location of the vessel Number of people onboard the vessel (Male/Female) Emergency contact info for the skipper The URL for more boat info such as EPRIB or other emergency devices Slide 34 If an emergency happens during the race Ask if there are any competitors in the area If so, ask that they render assistance if may be done safely If they cannot render assistance safely, ask that they stand by and wait for the Coast Guard to arrive on scene The Coast Guard will let them know if they are not needed Let the Coast Guard know of any boats that are standing by in the area The Race Committee should file for redress for any boat that renders assistance or stands by a boat in distress Slide 35 The PRO is the only one who should communicate any information from the race deck The Coast Guard will work with the PRO on who should be contacted. No contacts should be made to Families or others without the approval of the Coast Guard. Do not talk with the Media Do not talk with other Racers The PRO should contact the Race Chair/Commodore or other officer from their Yacht Club to let them know the situation. Slide 36 Coast Guard Station San Francisco: 415-399-3547 Vessel Traffic: 415-556-2760 Coast Guard Weather: 415-331-8247 YRA After Hours: 415-994-4711 SFPD: 415-409-1020