The bylaws provide the guiding principles and core requirements for the conduct of the board and the organization. Much like the constitution, it does not spell out all policies and procedures. The board is given the responsibility and authority to manage the club to the best of their ability according to the bylaws, spirit of the organization, and will of its members. Below follows a few key policies or practices that are not specified clearly or at all in the bylaws. These are shared to increase transparency and consistency of the management of the club. Members should contact the board with any questions or concerns with these policies, and are free to make suggestions for improvement. These policies may be changed as the board is advised and deems appropriate.
Existing Policies
The following policies have been practiced for some time with little change. These are advertised to make sure members are aware and understand. The board is less likely to change these policies without significant review and compelling justification.
Storage waiting list
The board will keep a waiting list for those seeking storage when the club is at the storage limit of boats set by the YWCA.
In order to be on the waiting list, a person must maintain at least basic membership.
The priority is set by the date that the request is received, or the time the the person becomes a member by receipt of payment and member agreement by the Treasurer, whichever is later.
Requests are made via email to the Secretary, with a copy to all the board of directors.
When storage space is available, the board will contact each member on the waiting list in succession via the email address on record.
If no response is received within three days, the board will consider that a refusal and will move on to the next member on the list.
If the member refuses to take the available spot, they will still keep their place on the waiting list.
A member may request to bring in one boat at a time, not more.
The waiting list will be published on the web site using the first three letters of the members last name and the first initial.
Move up waiting list
The bylaws cover most of this practice in Article II Section 10.
Requests are made via email to the Secretary, with a copy to the other directors.
The waiting list (order only, no dates) will be published on the web site using the first three letters of the members last name and the first initial.
Situations related to the transfer of ownership of a boat in the club
The board allows members to transfer storage rights from one member to another when a boat is sold.
This is a benefit to current members, increases the value of boats stored, and often enables the sale of a boat to a new member that otherwise would not have a place to store the boat.
However, this practice allows a new member to skip the storage wait list through the purchase of a boat already stored at the club when the previous owner gives up storage with the sale.
When a new member takes ownership of a boat, that boat is treated as an additional boat being brought into the club per the bylaws, and is placed at the back of the storage area at the first cleanup that the board is aware of the transfer.
However, if no members (on the waiting list) present at the club cleanup day want the spot, the new member may elect to keep the spot. The new member is assumed to have requested to be on the move-up waiting list as of the day they purchased the boat with storage, whichever is later.
If another member on the move-up waiting list is present and does choose to take the spot, their spot becomes open and follows the same procedure. The next highest priority on the waiting list present at the cleanup has the option to take the spot that was vacated as a part of the previous move-up.
New or changed Policies in 2018
The following policies are new or in development this year. These are more open for change than existing policies that have been practiced for years since they still may need refinement to ensure consistency with bylaws, spirit of the organization, and overall will of the membership.
Effort to promote sailing and maintain the appearance of the club
The board will contact members who are storing boats that appear derelict or unusable
If unable or unwilling to fix and maintain a boat in usable condition, the board will encourage removal of the boat from the club
In extreme circumstances where it appears the boat may not be fixed in the foreseeable future, the board will consider the member not in good standing and may terminate membership or not renew storage status for the member.
Regattas and other sailing events
The Vice Commodore will be overall lead for planning regattas and other events for the club.
The board encourages members to organize additional sailing events such as our traditional Kokokahi distance Le Mans style standing-start races or long distance sailing cruises and will provide support as able. Contact the board with any proposals.
If all members are invited, the club will reimburse reasonable costs for food or other expenses for any organized sailing event such as a race or sailing cruise to Kualoa or Kahana.
NEW OR CHANGED POLICIES FOR 2019
Storage limited to one boat per member
While there continues to be a waitlist for storage, it is inconsistent with the purpose of the club (to promote sailing) by allowing multiple boats per member. A person can only sail one boat at a time.
Storing members can still be on the storage wait list, but cannot bring in a new boat unless they sell/transfer their existing boat to another eligible member. (Changed in 2022 - current storing members are not allowed to be on the storage waiting list)
New or changed policies for 2020
Documentation requirements for transferring storage from one member to another as a part of a boat sale.
This is in addition to existing policy (described above).
This is a direct result of a recent boat sale by a member where there was a disagreement with the buyer on whether storage was included.
The board WILL NOT get in the middle of boat sales. Transfer of storage privilege is negotiated between two members as a part of a boat sale.
The selling member must notify and get permission from the board to transfer storage to another member.
The buyer must become a basic member (if not already) before the transfer of storage can be made.
To be clear, only the storage portion of the membership transfers. The actual membership does not transfer.
New or changed policies for 2024
Work, Play, Pay Policy
The success of the Sail Kokokahi (“SK”) is highly dependent on the voluntary support of its members. To ensure all members contribute to these voluntary efforts, SK has instituted a Work, Play or Pay Policy which requires all Members to complete a minimum of 6 volunteer hours during each calendar year starting 12/1 and ending 11/30. These volunteer hours will include time spent on the following:
Completing various approved maintenance and site improvement projects or participating in social events
Participation in “Clean Up Day’s” (1.5 hr per clean up per member)
Supporting club social activities (1 hr for participating per member)
Attending Club Racing (Fun Races or Regatta’s) (1 hr per Event per member)
Organizing a club event (race, cruise/campout, sailing training session or other approved planned and scheduled event).
Tracking of volunteer hours will be completed by the Directors and/or designate. Unfulfilled hours will be billed at $20/hr on the Members following year's membership renewal.