A. General Information Regarding the Administration of the Association and Responsibilities of the Membership

1. Communication

The Midwest Collegiate Sailing Association (the Association) utilizes a listserve as its official means of communication. Use of this listserve must be consistent with the purposes of communication, coordination and administration of the Association and the Intercollegiate Sailing Association (ICSA). The listserve is public and users should follow the same standards of common sense, courtesy and restraint that they would follow in other public places. Proper use of the listserve respects individual’s rights to freedom from intimidation, harassment and annoyances.

Should instances of improper use come to its attention, the Conference Commissioner will investigate. The Executive Board may take appropriate corrective action to prevent further occurrences.

2. Conduct of Individuals

Each team will be held responsible for the conduct of its individual members while representing their organization. Misconduct will result in appropriate action by the Executive Board and may include the suspension of the individual(s) and/or organization(s) from the Association.

3. Insurance

The Association participates in a Regatta Liability Insurance Program. This policy covers Association officers, committee members and judges.

4. Financial

Members of the Association will be billed in advance each season. Spring dues must be paid by April 1 and fall due must be paid by October 1. Schools will be fined $25 per month that their dues are late. Dues will be collected according to membership classification:

Membership Classification: Annual Dues:
Regular $500
Provisional $400
Associate $200

An officer will notify a member of the Association of any fines at the time of infraction. The fine will be billed by the Treasurer as soon as notification is received. Questions regarding fines may be directed to an officer of the Association.

A member’s racing schedule may be suspended at any time if it fails to meet the financial obligations to the Association. Members that do not participate for one calendar year and have not met their financial obligations to the Association will be terminated from membership.

Failure to meet financial obligations prior to the Annual Meeting will forfeit the right to schedule events for the following year.

All payments are to be mailed to the Treasurer with checks made out to the Midwest Collegiate Sailing Association, Inc. Any other method of payment, or payment to a different officer, may be returned.

The Association may loan members money for the purchase of boats and/or sails. The amount to be loaned shall be fifty percent (50%) of the cost up to a maximum loan of one thousand dollars ($1,000) for clubs with less than two racing boats. The loan is to be paid back in four equal payments plus interest at the rate of one percent (1%) over the prime interest rate within two years. Loan applications may be obtained from the Treasurer and must be approved by both the member’s faculty advisor and the Executive Board.

5. Annual and Mid-Year Reports

Each member of the Association is required to submit an annual report (due January 15) and a Mid-Year report (due September 1) each calendar year. Annual and Mid-Year Reports shall include postal mail address, email address and phone numbers (and other information as requested by the Executive Board) of the organization, team advisor’s and team officers. Annual and Mid-Year reports must be completed using the Association website at www.mcsasail.org and the ICSA Database at www.collegesailing.org

6. Required Publications

Each member of the Association is required to maintain one printed copy of the Association Manual. Online copies will be kept current with policy changes. Members will be notified when these updates occur.

The Association shall maintain an internet website located at www.mcsasail.org

The Tell Tale is the official newsletter of the Association and is posted on the website.

7. Midwinter Session

The Annual Meeting of the Association is to be held on a Saturday prior to February 15. Each member is required to send two authorized representatives to the Annual Meeting. A Notice of Meeting shall be posted on the Association website within fourteen days of the approval from the Executive Board. The notice shall contain
1. The date, time and address of the meeting.
2. Cost, email address, phone number and deadline for registration with the host school and commercial housing provider.
3. A tentative schedule of events. Information pertaining to bids will be available on the Association website.

The host school may be appropriated up to $100 upon submission of a written report of the activities, planning and complete financial report to the Conference Commissioner.

The Agenda for the Annual Meeting shall be
1. Call to Order
2. Roll Call
3. Approval of Minutes
4. Treasurer’s Report
5. Proposals from the Executive Board

a. Approval of New Members
b. Advancement of Members
c. Termination of Members
d. Appointment of individuals to the board
e. Confirmation of ICSA Representatives
f. Unreimbursed Expenses for Graduate Officers
g. Dues Increases

6. Proposals from the Floor
7. Election of Officers
8. Installation of New Commodore

a. Approval of Life Membership for outgoing Commodore
b. Transferring of the Commodore’s Plaque
c. Announcement of Transition Board Meeting

9. Adjournment

Proposals from the floor must be presented in writing to the Conference Commissioner. The Annual Meeting shall authorize the disbursement of one hundred fifty dollars ($200) to the Conference Commissioner, one hundred dollars ($150) to the Treasurer and to the Intersectional Coordinator for unreimbursed expenses.

The Scheduling Meeting will be held prior to the Annnual Meeting. Representatives will finalize the tentative schedule and determine which events require the trailing of boats.

8. Regatta Scheduling

Scheduling for all in-district (non-championship) regattas:

Scheduling will take place by teams (in ranking order) signing up for one regatta at a time. Each host school will automatically be scheduled for their own regatta.

Teams scheduling the regatta after all host boats have been taken must provide their own boat for the regatta.

Teams scheduling the regatta once it is full will be placed on the waiting list for the regatta.

When teams withdraw from the regatta, all teams below them will move up one spot on the list.

Teams wishing to add regattas after the scheduling meeting will be placed at the bottom of the list.

Rankings will be assigned based on the participation scale that follows
District Championships – 4 points
In-District Intersectionals – 3 points
Other Regattas – 2 points
Clinics and one day events – 1 point

An exception will be made for single-handed events:
Other Regattas – 1 point for each entrant up to two points for each school
District Championships – 2 points for each entrant up to 4 points for each school

Teams meeting their scheduling obligations will receive the above points for each event. Teams withdrawing before the two week deadline will receive 0 points for each event.

Teams withdrawing before noon on the day before racing starts (24 hour deadline) will have one-half of the available points for each regatta deducted from their total. Teams “no-showing” for a regatta (withdrawing after the 24-hour deadline) will have all of the available points for each regatta deducted from their total.

Any team that leaves a regatta before it is completed will be charged with a no show for that regatta. The appropriate number of points will be deducted from the team’s participation total as related to scheduling for the next year. If the team had to leave because of extenuating circumstances, the team may appeal to the board within 14 days of the regatta’s completion.

Teams with with more than one squad participating will be treated as individual teams. . If a school with more than one team has a team withdraw the points for that team will be deducted from the school’s yearly point total.

If an attending team is replaced by a team on the wait list then the team that is replaced will not be fined but will lose the scheduling points for that event.

Towing teams will be considered the same as attending teams.

If a team is to tow for another team(s) and fails to bring the needed number of boats, that team will be penalized the appropriate number of scheduling points for each boat not towed.

The denominator for each school’s ranking will be the sum of all possible points for each team for the year.

9. Association Championships

All Association Championships are open to regular and provisional members of the Association.

The Treasurer shall keep custody of all Association championship trophies and awards requiring engraving on an annual basis.

For the MCSA Sloop Championship ICSA Procedural Rule 18 (c) (ii) is modified to include a time limit of twenty minutes for the first boat to make the first mark, sixty minutes to the finish, and ninety minutes for all boats to finish. Each boat after ninety minutes is to be awarded an average (rounded off) of the remaining positions.

The Mark Timme Angsten Memorial Regatta Association’s fall Dinghy Championship. The name of the highest placing Association team shall be engraved on the Graduate Officers’ Bowl.

The conditions for each of the ICSA National Championships can be found in the ICSA Policy Manual.

10. Area East and Area West Boundary

The Area East and Area West shall be defined by the North-South line that represents the state borders between Illinois and Indiana, and as that line extends North and South for the duration of the district.

11. Championship Regatta Bids

Teams will be encouraged to submit to the MCSA listserve one week prior to the last Board meeting of the fall. The Executive Board will award the bids such that an area will receive two of the five championships

12. Intersectional Regattas

Association members are to contact the MCSA Intersectional Coordinator with all questions regarding intersectional regatta participation. In the event of an emergency, when the MCSA Intersectional Coordinator cannot be reached, the Conference Commissioner should be contacted.

In October, the MCSA Intersectional Coordinator will distribute a list of intersectional regattas and Association members may respond with interest in attending one or more of these events. Should the number of berths available be greater that the number of members interested, the berths will be allotted by
1. Highest Choice
2. Elimination of the most recent school attending
3. Elimination of the school with the highest number of requests
4. Choice of the MCSA Intersectional Coordinator.

The Association is taxed for intersectional regatta participation at a rate of thirty dollars ($30) per school. This tax will be distributed to the Association members participating and will be applied to the following season’s billing.

The Executive Board reserves the right to review any existing intersectional regatta with in the Association. Members desiring to host a new intersectional regatta must have them approved by the Executive Board and the ICSA Board of Directors before they can be sanctioned or scheduled. This process usually takes a year and a half.

Berths for the J. F. Kennedy Memorial Regatta and the Intrepid Match Race Regatta are determined following an application review process. Applications for the April event must be submitted to the MCSA Intersectional Coordinator by November 15 to be considered. The team(s) selected by the MCSA Intersectional Coordinator will be announced at the Scheduling Meeting.

13. Perpetual Trophies

The Executive Board must approve all perpetual trophy regattas before they can be sanctioned or scheduled. No perpetual trophy regatta will be sanctioned without the host school’s agreement to maintain the trophy in a specific designated location.

14. Afterguard

All individual Association members become Afterguard Members when they have exceeded the limits of their eligibility for collegiate sailing competition. Those members of the Afterguard who keep their address current with the Conference Commissioner, or other designated individual, will be kept informed of Association and Afterguard activities.

Upon completion of their term of eligibility, or anytime thereafter, former college sailors are encouraged to sign up for the ICSA Afterguard List (see ICSA website for instructions). Association members will contact Afterguard members in their area for possible assistance in coaching, running regattas and other kinds of service.

B. Policies Regarding Events Sanctioned by the Association

1. Safety

The Association believes that safety is the primary concern of any event and will always support a regatta chairman, organizing authority or school that postpones or cancels a regatta in the interest of safety.

Inherently buoyant personal flotation devices (U.S. Coast Guard certified Type III or Type V, or conforming to the appropriate governmental regulations of the country where the competing college is located) shall be worn by all competitors while on the water. PFDs shall be worn outside all clothing and foul weather gear, except for a pinny or Team Uniform.

2. Rules

All events shall adhere to The Racing Rules of Sailing, the Procedural Rules of the ICSA and this Association Policy Handbook.

3. Registration and Eligibility

All individuals must register with the ICSA Individual Directory and receive approval from their Team Administrator BEFORE sailing in any sanctioned events.

If an individual transfers to another school, has not competed for more than a calendar year or has changed his or her surname, the Conference Commissioner should be notified as soon as possible and this individual is required to update their information on the ICSA Individual Directory.

Registration with the ICSA Individual Directory is conducted on-line at www.collegesailing.org The ICSA Eligibility Case Book and Guide are used to interpret the eligibility rules including amateurism. Any challenges to an individual’s eligibility should be reduced to writing and sent to the Conference Commissioner. The Conference Commissioner will investigate the matter and make a ruling. If desired, the ruling may be appealed to the ICSA Eligibility Committee.

4. Fees

Host schools may charge each team a sailor’s fee for two-day events not to exceed ten dollars ($10) per person. If a sailor’s fee is collected, breakfast must be provided Saturday and Sunday, as well as lunch on Saturday. Lower sailor’s fees should be expected for one-day events and may be higher for three-day events. Host schools may not charge an entry fee.

5. Housing

Host schools are required to provide housing options for a minimum of six individuals per team for fleet race events and a minimum of nine individuals for team race events.

6. Record of Participation

Record of Participation forms shall be completed to conform to PR 15(b).

7. Event Entrance, Cancellations and No-Shows

Teams listed in the current year’s regatta schedule are officially entered in each of the events for which they are listed.

To withdraw from an event, a team must notify the host school and the MCSA Race Chairman by 12 noon on the Friday two weeks before the event begins. Teams withdrawing from an event after the withdraw deadline has passed shall be fined sixty dollars ($60) for each fleet race event and ninety dollars ($90) for each team race event. After the two-week withdraw deadline for an event has passed, the MCSA Race Chairman will attempt to contact the teams on the wait list in order, after verifying the number of open berths with the Host School.

Teams that withdraw from an event within (after 12 noon on the day before racing starts) and teams that do not show shall be fined one hundred dollars ($100) for fleet race events, one hundred fifty dollars for team race ($150) and twenty-five dollars ($25) for singlehanded events. These funds will be distributed to the host school for sailor’s fees and the Association will retain the balance. Teams not scheduled for a regatta may add the event by getting permission from the MCSA Race Chairman.

8. Regatta Format

PR 22 shall not apply to Conference fleet race regattas (as defined in PR 9)

The format for Championship fleet races (as defined on PR 8) shall be a single round robin, If there are less than 10 teams, additional races will be scheduled in a second Round Robin so that each team sail 10 races in each Division (Changes PR 22)

PR 25 shall apply to Conference team races (as defined in PR 9). The following formats are suggested
1. One round-robin and final four, if possible
2. One round-robin + Final four Double round-robin + Consolation Round-Robin
3. Three Round Robins

The format for Championship fleet races (as defined on PR 8) shall be a single round robin, If there are fewer than 10 teams, additional races will be scheduled in a second Round Robin so that each team sail 10 races in each Division (Changes PR 22)

The format for Championship team race events shall be a maximum of three round robins. (Changes PR 25) Only completed round robins shall be included in the final standings. Races from incomplete Round-Robin shall be used to break ties. (PR 25(b)(2).

Conference Intersectionals (as defined in PR 6) shall use PR 22 unless changed by the ICSA.

9. Competitors’ Meeting

The host school shall have a competitors’ meeting at the sailing site the morning of the event.

10. Regatta Schedule

All two-day events shall be held to the following schedule
Saturday

Report Time: 8:30am
Competitor’s Meeting: 9:00am
Race Warning: 9:30am

Sunday

Report Time: 9:00am
Race Warning: 9:30am

No A Division race shall be started on Sunday after 1:00pm local time except for Championship events. Association Championships will have a time limit of Sunday 3:00pm local time. Agreement to sail later than these deadlines must be reached by all teams before 12:00pm (noon) on Sunday.

11. Second Squads

If approved, schools wishing to add another team(s) to an event must get the approval of the host school and MCSA Race Chairman.

If approved, additional teams are to participate as if they were an individual school, independently subject to all the rules, including the points system for scheduling.

12. Borrowed Crews

ICSA Procedural Rule 14(c) applies, with the exception that the borrowed crew may not alternate between schools and that crew may not concurrently participate in more than one event.

13. Disqualification

Authority is given to the Conference Commissioner to disqualify any team in any race of the regatta (after verifying with the Regatta Chairman) that has violated the ICSA Procedural Rules in those cases where the violation doesn’t become evident until examination of the regatta report. The offending school will be sent a disqualification notice with the reasons stated. The corrected regatta results will be sent to the Association listserve. Upon receiving notice of the disqualification(s) a team may send an appeal to the Commodore for review by the Executive Board.

14. Trailed Boats

Team’s trailing a boat may be protested and disqualified under ICSA Procedural Rule 22 (b) (iii) if the trailed boat does not match the condition of the host school’s boats as it arrives at the regatta site.

Team’s trailing boats may not remove them from a regatta once the event has started. If an emergency causes a school to leave an event early, arrangements must be made for the boat’s return after the event has completed.

The host school should inspect all trailed boats before the first race to determine if it can be used in the event. If a trailed boat breaks down during an event, the host school is expected to repair it. If the host school uses parts to repair the boat during the event, it shall be reimbursed by the trailing school.

The host school is expected to provide a secure area where boats can be left at the regatta site during the event.

15. Sails

All sails used in Club Flying Junior events shall meet Club Flying Junior sail specifications as adopted by the Association.

C. Policies Regarding Regatta Host’s and their Responsibilities

1. Notice of Race

Host schools shall prepare a Notice of Race (NOR) and sailing instructions using the format on the Association website and send it to the MCSA Race Chairman a minimum of thirty days prior to the scheduled start of the event.

2. Regatta Reports

Additional requirements beyond ICSA Procedural Rule 21 may be implemented by the Executive Board and can be found on the Association website. When necessary, the regatta chairperson will be contacted by the Conference Commissioner. All information required in the regatta report must be postmarked on the Monday following the event.

3. Regatta Officials

Host schools should invite at least three individuals who are active sailors to serve as a protest committee. For Association championships, district eliminations and intersectionals, at least two members must be US Sailing certified, one of who must serve as the Chief Judge.

With the Limited Umpire system for team racing events, a minimum of two umpires must be US Sailing certified judges, one of who must serve as Chief Umpire.

The Conference Commissioner shall approve the sailing instructions, principal race officer, team racing umpires and protest committee members for all Association Championships. The Conference Commissioner shall appoint a representative from the Executive Board to represent the Association and to rule on all matters of Association policy.

4. Required Equipment

The host school shall provide the following equipment for the duration of each event

i- Certified PFDs for all race committee members and other regatta personnel on the water.
ii- One rescue boat (operated by two individuals with the knowledge of how to pull a competitor from the water and how to right a capsized boat) is required for every seven competing boats. Rescue boats may not be used as coach boats or race committee boats.
iii- A suitable race committee boat. This boat shall be quipped with: boat anchor and line, marks with anchors and lines, whistle or other sound making device, recall flag or device, race score sheets from the Association website and a communication device to shore.
iv- A suitable computer and printer at the event site to score the regatta using the TechScore program for fleet races and an excel spreadsheet for Match and team racing events
v- Immediate access to the ICSA Individual Directory, the Association Black Book, the Racing Rules of Sailing and the Notice or Race.

5. Damage and Reimbursement Requests

To qualify for coverage, a boat must be inspected and approved as sound by an officer of the Association or an individual designated in advance by the MCSA Race Chairman. The following scale has been adopted which limits the coverage as indicated:

Wind Speed Coverage
0 – 14.9 mph 100%
15 – 19.9 mph 75%
20 – 24.9 mph 50%
25+ mph 0%

Coverage extends to parts and materials used by member teams in repairing their own boats that were damaged while racing. Racing is defined as the point of time between the preparatory signal for the for the first race day to the time when the boat finishes its last race of the day.

Coverage for non-member boats is limited to approval by the Treasurer. The Treasurer, with authorization from the Executive Board, may purchase borrowed boat insurance for non-BYO boat championship events in which privately owned boats are used.

A claim for damage reimbursement must be made to the MCSA Race Chairman within thirty days of the damage. The claim must include receipts for all parts and materials, the name of the individual that conducted the inspection prior to the event, the race committee’s determination of wind strength at the time of damage and a detailed description of how the damage occurred. If some part of the claim cannot be completed within the thirty-day period, a request for an extension must be filed with the MCSA Race Chairman. All claims must be resolved by the Annual Meeting.

The MCSA Race Chairman may authorize reimbursements to host schools for rental of a rescue boat, including the gas and oil to operate it, for a regatta to continue safely.

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