District Chief FAQ

District Chief FAQ's

Navigating the roll of District Chief

 

 
How do I know which clubs/handicappers are in my District?

There is Menu link to a list of Registered Handicappers, which includes the name and email for the active handicappers.

Select your District from the Search Criteria and the list will filter for clubs in your region.

 

You can also This email address is being protected from spambots. You need JavaScript enabled to view it.and request a printed list of just your handicappers.


 

When/how should I call and/or hold meetings?

Calling meetings is done at your discretion, however, at a minimum you are asked to hold 2 meetings annually, with a minimum of a 7 day notice. This is outlined in the Bylaws, Section 6, Article 6.2 Meetings

We suggest the following:

1. Hold a round table meeting following the Annual General Meeting (which takes place the Second Saturday in January) and before the first Central Council meeting (which takes place the last Saturday in February).

Reasons:

  • You and your handicappers will now have the Race Analysis and the Alert List that needs to be reviewed before the Central Council meeting. This ensures that they have a voice in potential rating changes.
    - Districts are expected to review all 1 & 2 Alerts with 4 years of double digit performance.
  • You can bring forward handicap reviews (like Grievances) to Central Council for review. This gives ample time for Central Council to make decisions before the start of the next season.

2. Hold a round table meeting just before the start of race season.

Reasons:

  • This will give you one last opportunity to establish NEW handicaps in a round table format, which allows for better information sharing.
  • Holding a meeting during active race season is difficult as handicappers are busy racing.

Additionally, you can do the following:

1. Hold a conference call.

We have a dedicated conference call line that is available by This email address is being protected from spambots. You need JavaScript enabled to view it..

2. Post a New/changed rating on the Forum in your District Board to be voted on.

Each District has a "private" board for posting items like new handicaps. You must be registered and you "as District Chief" will be set up as the Monitor of that board.

A few things to know!

  • You cannot set new handicaps via an email vote. New handicaps can only be set by Round Table meetings, conference call or Forum poll.
  • The PHRF-LO Admin office can assist with notifying your District Handicappers by email about a meeting. This includes setting up the agenda if requested.
  • It requires at least 3 Members (handicappers representing 3 different clubs) to constitute a quorum for business (this includes setting new Handicaps).

 


 

How do you want me to report the minutes to the meetings?

These are some things to include:

  • Date and time of meeting
  • Attendees
  • Election of District Chief (should be done annually)
  • Class reviews
  • New Handicaps
  • Grievances
  • Other Handicapping items

Class Reviews - should include some information about the source of the review. The original Handicap and any votes that took place, the proposed FS-SP and the outcome.

New Handicaps - MUST include whether or not the SP includes the "Protect the Fleet (PTF)" -6 sec/nm adjustment.
ALSO - It is strongly suggested that you also include the intended ASP(s) for the boat. This ensures that if there is an error in the reported SP that a "correction notice" can be issued. Otherwise, a formal SP review would need to be done.

All Meeting minutes are posted on the PHRF-LO web site and offer samples of minutes that have been currently used.

 


 

 

We rated a bunch of classes, now what?

Supporting documentation, like the Initial Assignment, should be forwarded to the PHRF-LO Admin office for processing along with the minutes to the meeting.

They do not have to be sent together and the Initial Assignment can be sent by the Individual Club Handicapper.

NOTE: All New classes require a certificate application.

 

 


 

 

 

How many Central Council meetings are there?

There are generally 3 Central Council meetings annually (but there may be additional meetings if warranted).

Meeting 1 - Last Saturday in February

Meeting 2 - Last Saturday in March (alternately, 1st Saturday in April when Easter conflicts)

Meeting 3 - 3rd Saturday in November (In conjunction with the Executive Meeting)

Central Council members are also asked to attend the Annual Meeting which is held the 2nd Saturday in January, in conjunction with the 1st Saturday of the Toronto Boat Show to give a report on the District.

Click here for a downloadable copy of the meeting calendar.

 

 


 

What happens at Central Council meeting?

We have a fairly standard set of agenda items we address at each of the above meetings.

Meeting 1 - Winter meeting

 

Alert List Review
All classes that have a review pending due to the "Race Analysis Summary" Alert Criteria are reviewed. This is usually a lengthy review and takes a large part of the meeting to complete.

Classes are reviewed based on the following criteria:
All 3 to 5 Alerts (an alert being the ?????)
All 1 & 2 Alerts with 4 consecutive years of negative numbers

Other Class handicap Reviews
This includes any class that is in need of review outside of an Alert.

IE: Grievances

All classes being reviewed are listed on our web site under: Races & Analysis, Class Reviews, Class Review List.

Handicapping Items:
A review of any current projects and/or handicapping issues that will be developed or worked on over the winter months.

Other Items:
Any other items that are not related to Class handicap reviews or Handicapping directly.

Meeting 2 - Spring Meeting

New & Changed Handicap Review
All New handicaps issued for the previous racing season are reviewed by Central Council to either approve them, adjust them or table them for the next Spring meeting.

Other Class handicap Reviews
This includes any class that is in need of review outside of an Alert.
IE: Grievances

Handicapping Items:
A review of any current projects and/or handicapping issues that will be developed or worked on over the winter months.

Other Items:
Any other items that are not related to Class handicap reviews or Handicapping directly.

Meeting 3 - Fall Meeting

Class reviews
A review of any class handicap issues that have come up over the current sailing season

Handicapping Items:
A review of any current projects and/or handicapping issues that will be developed or worked on over the winter months.

Other Items:
Any other items that are not related to Class handicap reviews or Handicapping directly.