CMSC Alpine Race Committee Structure

Any CMSC racer who is interested in becoming further involved in assisting the race program in any capacity is welcome to attend the Race Governance meetings. These meeting are usually held the second Tuesday of the month from April through November starting at 7:00 PM at the

Oak Meadows Country Club
900 N. Wood Dale Road Addison, Illinois.

Ideally the Alpine Racing Committee will be headed up by the Alpine Racing Chairperson, appointed by the CMSC board, who will oversee the chairs of the five major committees: Event Coordination, Registration, Rules, Sponsorship/Public Relations and Treasurer/Secretary.

In the absence of an Alpine Racing Chairperson, the CMSC Alpine Race committee will be governed by the chairpersons of the five major committees: Event Coordination, Registration, Rules, Sponsorship/Public Relations and Treasurer/Secretary. The name of this group shall be called the Governance Committee. Each member of the Governance committee has an equal vote on committee matters. There must always be an odd number of members of the Governance Committee to prevent ties. In the event of a split decision (due to an abstention), the Event Coordinator will have responsibility to cast the tie breaker vote.

The various positions of the Alpine Race Committee are defined below. Each committee chair is responsible for the departments under them and is encouraged to recruit and groom new committee members to both perform and oversee each of the departments/functions within the committee. Committee members do not have to perform every duty detailed in the job descriptions themselves. They must simply see that the necessary work is accomplished. Committee members are encouraged to recruit other volunteers to help in all areas.
 

 
  CMSC Alpine Racing - Chair
Jon Clegg  
Chicago Friars Ski Club 

The Alpine Racing Chairperson, appointed by the CMSC board, will oversee the chairs of the five major committees: Event Coordination, Registration, Rules, Sponsorship/Public Relations and Treasurer/Secretary.

 
 
  Event Coordination - Chair
 Steve Bonanno  
Chicago Friars Ski Club 

The Event Coordinator Committee head prepares the event budget and P&L and presents them to the Treasurer/Secretary.

The Event Coordinator Committee head typically occupies either the Schedule Planning/Hill Coordination position or the Race Execution position and oversees the following departments

 

Schedule Planning/Hill Coordination
 Steve Bonanno 

Liaison with the ski resorts throughout the season.

Researches race locations, requests bids (or submits proposals) for races from ski resorts, evaluates bids, negotiates the scheduling and contracting of races.

Ultimately responsible for developing the Race Schedule. This includes the race locations, race camps and lodging packages offered to racers. The race schedule and lodging packages must be fairly stable in time to publicize the schedule at the CMSC Annual Trip Planning Seminar in May. A confirmed and final race schedule should be made available to the clubs as soon as possible.

Coordinates the event logistics with the ski resorts throughout the ski season. This coordination includes but is not limited to: race run selection, course setter assistance, resort staffing requirements (gate keepers, fore runners, timing shack, etc.), registration location, dinners, personnel contacts at resorts, race clinics, etc.

Coordinate with hill to ensure the set up of the Awards party after each race. (At one time this was the Awards persons responsibility, but the hills did not like dealing with several different people, it caused too much confusion.)


Race Execution
 Steve Bonanno 

Responsible for coordinating the committee resources to run the race hills at each race. Ultimate responsibility is to insure races run professionally, on time and safely. Duties include:

Scheduling Chiefs and Assistant Chiefs of Course for each race

Training new Assistant Chiefs of Course

Scheduling volunteers to serve as Gate keepers for Wilmot races.

Scheduling Course setters to set up a race course appropriate for the level of skier intended to race on the hill

Inspecting the course with the assistance of the Rules committee to insure the course is technically correct and safe

Scheduling and facilitating the assignment of pace setters to each hill.


Equipment Manager
Bryan Jones "Tree"  Wildbunch

Responsible for insuring that working and well maintained equipment is available for use at every race. Duties include:

The safe delivery of the race trailer to the race site the night before the race

Ensuring that someone is present to open the trailer at the appropriate time to begin unloading and distributing race equipment

Maintaining and repair of all race equipment

Maintain an accurate inventory of all racing equipment

Researches and solicits bids for new equipment purchases. All bids must be presented to the governance committee for approval. Expenditures not within the approved budget must be presented to CMSC Board for approval.

Coordinates the setup and tear down of all equipment. Responsible for securely storing all equipment at the conclusion of the race
 
 
  Registration - Chair
Gene Schulz 
Wild Bunch Ski Club 

The Registration chairman is responsible for distributing the information (registration) packets sent to the racers at the beginning of the season. The Registration Chairman must have the registration packets ready for distribution by mid September. The Registration Chairman will review registration procedures and will discuss the race fee structure at the Race Chairman's meeting (typically held at the end of the CMSC general meeting in October).

All monies collected for race registration fees must be submitted to the Treasurer/Secretary.

Prepares registration budget and P&L and presents them to the Racing Treasurer/Secretary.

The Registration chairman typically occupies either the Pre-Registration position or the On-hill Registration position and oversees the following departments:

 

Pre-Registration

The Registration chairman is directly responsible for Pre-registration and pre season package registration. The Duties include

Accepting early registration from the Race Chairman by Tuesday (or other designated day) of each race week

Entering all Racers into the Registration database, insures all waivers are signed and that racers are registered into appropriate class.

Registering racers into the race who have pre-registered

Prints all race documents necessary to execute the race and record results prior to each race: start lists, hill sheets and timing sheets.

Turns over the updated registration information and system to the On Hill Registration staff.

Responsible for maintaining frequent backups to the Registration system and insuring the Registration system supports the current racing rules. Coordinate with rules chairman for rules changes made each summer.

Maintains inventory of bibs and distributes bibs.

Maintains Club Racing Account balances and solicits prompt payment from the clubs. Collects club race fees.


On-Hill Registration
Gene Schulz,  Wild Bunch

Performs/oversees all activities regarding on-hill registration before the race. Coordinates equipment/electronic document exchange needed to and from pre-registration and transports to each race. Should be familiar with the CMSC computers, the timing and registration system and the racing rules. Duties include:

Coordinates and staffs on hill registration. Several people are required to support on-hill registration at each race. The first race, the first home race, and any duals race will require additional support.

Collects on hill race fees, insures all waivers are signed and that racers are registered into appropriate class. Distributes bibs.

Registers/enters new racers into the Registration system on race day. Notes new additions to the start list, hill list and results entry sheets and distributes these documents to the appropriate race hills. Completes all registration activities prior to the start of the race.

Posts start order lists (printed by pre-registration) at/near on-hill registration.

Ensures all racers are properly bumped in the computer system.

Deposits monies received with the treasurer after each race.

Prepares a budget for on-hill registration and presents to Registration chair by the September committee meeting


Results
Open

Ensures the race results are accurately recorded and the final results are posted on a timely basis.

Receives the Results Sheets from each hill at the conclusion of each run.

Validates the times entered match the time recorded on the timing equipment tape. Enters the results into the Registration system.

Computes strikes and bumps. Determines final results and posts them. (Posted results have a 15 minute protest period before they become final.)

Serves on Race Jury whenever a protest has been made
 

Start/Finish Technician
Open

Responsible for start wand and finish set up at every home race and those away races that use CMSC's equipment.

Works with a team of assistants to ensure that the start/finish timing gear is communicating properly with the race computer/timetek equipment.

Oversees team in troubleshooting start/finish gear problems throughout each race on all race hills. Recruits, educates and supervises new team members throughout the race season.

Coordinates efforts as needed with Chief of Courses, race hill employees, Race Execution Chair, race shack timers, and the CMSC race classes responsible for working at specific races.


Computer Technical Support
Gene Schulz,  Wild Bunch Ski Club

The primary duty is to maintain the registration database. Fix any problems and add new features as requested by the Registration Chair. Knowledge of Microsoft Access is required. Must be able to edit forms, create queries, create reports, and edit visual basic code.

Trains new Registration Chairs on the registration system. This includes the entire process of managing the race with the database, from entering racer registrations to printing race results.

Helps with all computer related issues, this includes the timers.

Calculates the pace setter handicaps for the season.

Helps with the computation of handicaps at the races.
 

Awards
Open

Coordinates the preparation and execution of the awards party activities for each race.

Coordinates the ordering and delivery of awards for each race.

Makes certain the CMSC Schedule Planning/Hill Coordination has set up the Awards party after each race. (At one time this was the Awards persons responsibility, but the hills did not like dealing with several different people, it caused too much confusion.)

Authorize the tapping of the free beer kegs for all racers.

Presents the awards or finds an appropriate emcee to give out the awards. Also appoints two racers (one female and one male) to help present the awards.

Coordinates end of season overall finishers awards ordering, delivery and presentation.

Works with the CMSC End of Season party chairman (this is not a race committee member but a CMSC board member) to insure the Racing awards portion of the banquet run smoothly.

Prepares awards budget and P&L and presents them to the Registration chair for inclusion in the Registration budget and P&L presented to the Racing Treasurer/Secretary.
 
 
 Technical Delegate   (aka "The Rules Guy")
Trent Wessler 
Wild Bunch Ski Club 

The Rules chairman has final decision authority on all race protests and rules decisions. The Rules Chairman or his designate must be in attendance at all CMSC Races. Duties of this committee are:

Prepares rules budget and P&L and presents them to the Racing Treasurer/Secretary.

Maintaining and enhancing Racing Rules. This is typically done with a rules committee meeting held in the summer that is open to all racers. The decisions of this committee must be written up and approved by the Governance Committee and then published in the Start Wand. The CMSC rules handbook should be updated at this time.

Developing and conducting the Rules test for all committee members. The Rules test is conducted at the November race committee meeting. All committee members working the hill or registration are required to take the test. It is typically taken at the beginning of the meeting and then reviewed as a group and corrected by the test takers themselves. It is meant to be a learning experience rather than a graded exam.

Publishing a Rules Handbook which is distributed to all new racers when they register, and included in the registration race packets mailed out to all of the previous years racers. The Rules book needs to be completed by the time the race packets are ready to be mailed out. This is typically in late September, and should be coordinated with the Registration Chairperson.

Inspects the race course for technical correctness and safety.

Acts as the committee technical delegate.

Serves as protest judge and is the administrator and tiebreaking decision maker on all race protests.

 
 
  Treasurer/Secretary
Sue Finis 
Chicago Friars Ski Club 


Responsible for the administration of the Alpine Race Committee. The Treasurer/Secretary conducts all financial transactions between the committee and the CMSC treasurer(s). The Treasurer/Secretary attends all CMSC board meetings and has voting rights on all committee matters presented to the CMSC board. Duties include.

Preparing the Committee Budget and presenting it for approval to the CMSC Board. Each committee head is expected to prepare a budget for their committee to assist the Treasurer/Secretary in this effort.

Money Collection. At the end of each Race Committee event, the Treasurer/Secretary is responsible for collecting the money and documentation, balancing the money and submitting the money to the CMSC Assistance Treasurer/Secretary for deposit into the CMSC Account.

Money Disbursement. Each committee head or department head must submit a request for funds or reimbursement to the Treasurer/Secretary. The Treasurer/Secretary has the final decision on unbudgeted expenditure decisions. The Treasurer/Secretary will submit the check request to the VP of Recreational Skiing for approval who in turn will submit it to the CMSC Treasurer. The CMSC Treasurer will return the check to the Racing Treasurer/Secretary for forwarding on to the appropriate party. This is all typically done at a CMSC board or general meeting.

Insurance. Research and acquire insurance policy. Pay insurance premiums timely. Submit all accident forms and documentation to the insurance company.

P&L. Prepares a Race Committee Profit and Loss Statement at the end of the year (July 1). Each committee head will be responsible for creating their own P&L to support the creation of the final P&L for the committee. Submits the P&L to the CMSC Treasurer and the VP of Recreational Skiing.
 
Committee Meeting Notices and Agendas. Facilitates the development of the committee meeting agendas. Sends out meeting notices to committee members approximately two weeks in advance of the meeting. Meeting agenda and maps/directions to the meeting location should be included.
 
 
  Sponsorship/Public Relations Chair
Janet Kreig 
Pine Point Ski Club 

This committee head is responsible for the annual Sponsorship campaign for Racing and for the following departments.

Sponsorship includes solicitation of prospective sponsors, negotiating with and securing sponsors, collecting sponsorship monies and merchandise; and maintaining sponsor relationships.

Prepares sponsorship budget and P&L and presents them to the Racing Treasurer/Secretary.
 

Raffles
Open

Insuring raffle prizes are delivered to each race

Sell raffle tickets at each race

Report and submit proceeds of raffles to Treasurer/Secretary


Public Relations
Open

Maintains the customer focus and works to improve the race program's image with the fellow racers. Responsibilities include:

Monitoring the CMSC Alpine Racing Hot Line and responding to calls.

Maintaining correspondence which comes in over the Racing Internet Account.

Presenting Racing Committee reports at the CMSC General Meetings

Creating, distributing and tallying racing surveys. . Web site survey results are significantly easier to process. All mailed in responses will be entered on line to gather and process the data together.


Special Events
Open

Coordinates the Race Committee participation in major CMSC events.

Ski Seminar (May)
Coordinate flyer handouts with Schedule Planning/Hill Coordination
Schedule race representative to man the booth throughout the seminar, answering questions and distribute information

Ski Show (late October/November)
Coordinate flyer handouts with Schedule Planning/Hill Coordination.  Schedule race representatives to man the booth throughout the show, answering questions and distributing information


Webmaster -  
Karola Wessler,  Wild Bunch Ski Club

Creates, updates and maintains the racing portion of the CMSC Web site and racing e-mail addresses.

Posts race results as soon as possible after each race is completed.

Includes up to date pertinent information about race day changes, schedule, weather, pricing, awards banquet, etc.

Working with the PR person, posts on-line racer survey and gathers results for committee.