The Jakarta Offshore Sailing Club

Committee Meeting Minutes 2001

Meetings 2001:

• Committee Meeting 27/11/2001
• Committee Meeting 2/10/2001
• Committee Meeting 27/6/2001
• Committee Meeting 15/3/2001
• Committee Meeting 11/1/2001
• Minutes of Meeting Merdeka Race 2001

Other Meeting Minutes

• Committee Meetings 2005
• Committee Meetings 2004
• Committee Meetings 2003
• Committee Meetings 2002

Minutes of Committee Meeting                    November 27^th 2001

Present: Col. Adji, Thierry, Genevieve, Philip, Theo, Ian, Omar

Previous minutes already accepted and published prior to this meeting.

AGM Dec 1 at EP 1900hrs

Estimated number of participants at AGM: 21 signed or paid up already.  Already confirmed 25 with Carl.  Committee felt this was not enough.  35 attendees were confirmed with Carl during the meeting, but in the restaurant, as the garden is full of furniture from the Smugglers’ Arms, hot and not entirely sheltered from the rain.  But plastic cups will have to be used, discretion being the better part of valour.  Not everyone was happy with this. 

APLI membership is now available to JOSC members through JOSC affiliation for Rp. 75,000.  This will help boat owners, especially, with regards documentation.

‘Pak Hasan Soeftendi is now chairman of PORLASI.  He will be invited to attend AGM when both the above will be announced.

Col Adji announced that on 23 December there will be a sailing Parade with participation of her excellency the President of the Republic of Indonesia. Col Adji will provide details for posting on the Web. The boats will navigate from Sunda Kelapa to Ancol.

Boat boys:  Omar will photograph all the employed boat minders.  And try to find out what they need most.  Schooling of children and accident insurance are the likeliest.  Funds could be raised thru a per race levy of Rp. 10,000 per race from crew who never usually pay anything.  Proposals to be discussed at AGM.  Col Aji suggested boatboys elect a leader/spokesperson and benefits/pay be standardized.  Omar volunteered to talk to them.  They already have their group leaders.  Some have been with JOSC boats for more than 20 years.

Membership:

Some members have already paid their dues for 2002.  The early bird rate will apply at the AGM.

Crew membership in JOSC.  A 2 race rule to be proposed at the AGM as per minutes of October 2^nd, i.e. any crew participating in more than 2 races should be a member of JOSC.

It was proposed and accepted that Dan Goldsmith  and Jan Dienaar be awarded honorary membership for their contribution to the club.

It was agreed that Mathew Byrne should be recognized as Member of the Year for contributions to the club for all his efforts on creating and maintaining the new  JOSC website.  

Quartermaster:  Adolph not being present, there was some doubt as to whether plaques or trophies for 2001had been ordered.  As results of the last race and series were only available this week, certificates would be printed for the AGM and actual plaques and trophies be delivered later.

Special prizes for the highly successful ladies race and for door prizes to be discussed with Adolph and/or Burkhard by Hon. Commodore.

Flags:  It was proposed and agreed that JOSC and POLARSI flags should be supplied with membership to boat owners.

Financial results: including AGM proceeds would be announced/published at the AGM.  A preliminary profit/loss statement has already been circulated.

Pantai Mutiara, fees 2002??

Elections: who is interested in renewing or joining committee?

A list of names to approach was agreed and standard procedures discussed.  Names for the Commodore to be proposed and voted on separately from the whole of the rest of the committee whose assignments will be agreed by the committee itself at the first meeting, as per usual.

The EP has a whiteboard available.

Racing:

HM and SK races seem to some to be too similar.  Could they be made more challenging?  In fact, as race committee pointed out, courses in the second series have been quite varied and challenging recently.  However, the new race committee will be asked to avoid any hint of monotony.

The dearth of longer, island races was pointed out.  A previous proposal was discussed to make the requirement for race only 2 starters.   This will be proposed to the new committee, if not already in the rules.

Race participation figures will be announced at the AGM.

Definition of fish traps as obstructions:  the sailing rules on this point need to be studied and a ruling agreed.
 

 Racing in Ramadan.  A request was made for fewer races in Ramadan as those fasting find it difficult to participate.    Perhaps only cruises should be scheduled during this time or for other Religious holidays. This was agreed as a recommendation for the new committee.

The meeting was closed at 9:40 p.m.

Minutes of Committee Meeting              October 2^nd 2001

Present : Ian, Peter, Thierry, Genevieve, Philip, Theo, Omar

1.  Minutes of previous meeting of 27/06/01approved.  Future minutes to be circulated and approved by e-mail after corrections.

2. AGM  In order to distribute the trophies the AGM will be held on the Saturday 8 December. Eastern Promise location preferred. AGM cost will include registration of membership 2002 at 2001 prices. Afterwards prices will be increased by 20%. 

Carl to be approached by Philip re menu and cost.

Adolf will be solicited to organize the purchase of  trophies to be handed over at   the AGM.

3.      Accounts for end Aug. submitted as now circulated by Ian. Final accounts will be submitted at AGM.   Accounts should be “audited” and signed off by a JOSC member.

Some ideas were discussed regarding use of surplus funds.

• -         sponsor Col. Adji to Rajah Muda

• -         buy a 2^nd hand container for storage at PM.

• -         Buy a small dinghy for starts, finishes, rescue, mooring assistance, etc.

 4.  Boatboys

Ian and Omar to set up task force to see if there is some way we can do something for the boat boys, but being careful that this does not lead to the possibility of abuses.

Some ideas included a fund for accident or sickness, payment of children’s school fees, food distribution, a day out at Ancol.  A fund could be set up thru various means.

5.  Paid up members list.  Due to some confusion at the beginning of 2001 re who paid what to whom, Ian’s list may not be 100% accurate.  List to be posted to website and circulated.  Some race participants seem not to have paid yet. Those who have paid but are not on the list should contact Ian. 

The payment and record system needs to be improved for 2002.

1. Membership fees to be included in AGM ticket prices as per above. 
2.  A membership list will be sent to all members and non-members indicating if they have paid or not to check the list and seek dues from members who have not paid.
3. Skippers who have not paid yet will no longer be included in the race results. 
4. Crew who have participated in 2 races are expected to join up.  Skippers will check or pay for them.

These proposals will be published for consideration and voted on at the AGM.

6. Members’ e-mail address list seems to be complete for circulating the minutes.

 7.  Race committee:  An external protest committee of one has been established.  Should this be permanent or an ad hoc committee appointed for each race involving a protest?    There are 2 international judges in Jakarta sometimes, Ronny and Indra.  They could send their decision with an explanation and this decision reviewed by Theo and Rick before publishing.  The committee agreed on this.

In light of recent experiences, race instructions regarding a series of marks, all to be left on the same side, need to be avoided as the lead boat is thereby put under some pressure to make a tactical decision which may lead to loss of first place if other skippers interpret the instructions differently.    “Easternmost” fish trap should mean east of a North to South line.  Such ambiguities will be avoided in future instructions. 

There was some discussion of early cut off times as the last race took 3.5 hours, but no decision regarding changing the present policy was reached.

 A ladies race will be organised on the 4 of November. The rule is simple, any boat which at any time of the race has a man at the helm (or stick) will be disqualified.   This race will be organised as a pursuit race where departure times will be different for all boats depending on their handicaps, hoping all boats will finish at the same time. This should make the finish interesting as all boats should finish at the same time. After the race a social evening will be organised either at Bidadari (Ian to contact Bidadari) or the gates at the entrance of Pantai Mutiara. The winner of the race will also be awarded a gift certificate from Tanjung Leisung Sailing club (one free week-end night accommodation in a one bedroom cottage). Validity of Certificate 30 November 2001.

The last HM race will be organized on the 2 December, so that we have the results for the AGM (hoping there will be no protest).

Raja Muda race: The club is very interested in ensuring that the Indonesian Navy sends a boat, as it is an important event to promote sailing. However, the club has no funds to commit to this event. A note will be send by the commodore to all members asking them to make a firm commitment of a voluntary donation to Ian Swan. If Arsa II participates in the race, Ian will forward the committed money to the Navy and collect the money from the members who have committed.

Next committee meeting: 20 November 2001.

Philip Pinsent, Club Sec.              7^th Oct 2001

Minutes JOSC committee Meeting     27 June 2001

PRESENT:  Thierry & Genevieve, Col. Adji, Ian, Theo, Peter, Philip, Omar

PORLASI/KUDA LAUT: Heroe Soeprapto, Gita, Iwan Ngantung

1.  Minutes of the previous meeting were accepted

2. MERDEKA REGATTA

A.  PORLASI representatives were welcomed as the main topic of the meeting was arrangements for the Merdeka Regatta on August 17, 18, 19 2001, for which JOSC is organizing the keelboat events.  Notice of the Race is now on the JOSC website and has been sent to Singapore, but local events there clash with the Regatta.

Program issues:  -   where will the awards giving ceremony be held?

-     what will the events be on the Sunday p.m.?

-   keelboat Race Instructions

-     Registration: a form needs to be designed

-   Overall handicaps

How many JOSC boats will participate is not yet known as some members will be away.  Skippers will be canvassed starting immediately.

B.  JOSC Merdeka Regatta Organizing committee; Joachim Wilke has offered to organize the social and prize giving events for the yachting section. 

C. The Regatta will have 3 sections: sailboards (windsurfers), dinghies & keelboats.  A perpetual trophy already exists with APLI who will organize the dinghy & sailboard prizes while PORLASI will be the overall organizer of the Regatta.  JOSC will organize the keelboat prizes & logistics.  APLI has already invited participants in the Darwin to Benoa race.  We hope that those proceeding on to the international yachting events in Malaysia & Thailand will be persuaded to join the Merdeka Regatta on their way from Benoa.  Thierry has already e-mailed the Darwin to Ambon race organizers.

There will be an Archipelago Regatta steering committee for all 3 sections

APLI can supply a committee boat and 2 race officers for starts and finishes of yacht races.

D. Handicaps will be a difficult issue as foreign yachts will have handicaps based on different rules which would be difficult to apply to JOSC boats.  JOSC handicap rules will be sent to the Darwin to Ambon racers.  Thierry (JOSC) and Heroe (APLI) will be the steering committee for this.

(It was noted that Thierry will be out of town during the REGATTA AND Theo will be away unril August 13)

E.  Sponsorship issues could lead to conflict if the 3 different committees commit to different sponsors for the same event.  Some sponsorship and media coverage has already been proposed by Omar for JOSC.  JOSC sponsors should cover only keelboat events, perhaps.  JOSC will cover costs of keelboat events with or without sponsorship.  JOSC will donate some of the proceeds of the Merdeka Regatta to charity.

More coordination work will be done by Omar and APLI reps. On the sponsorship arrangements, tho’ no major conflict areas are foreseen, but minor problems such as two sponsors supplying T-shirts for the same event need to be avoided.  (Dupont have already offered APLI some paraphernalia?)  Yachts will carry sponsors’ banners etc.

F.  Sub-committees have already been set up for the Sailboard & dinghy sections, one is needed for JOSC (see below under JOSC sub-committees).

3.  Membership: total numbers are not clear yet.  An updated list is needed.  Thierry & Ian will work on this.

4. Finance: the account has Rp. 26.7 m.  Balance Sheet and Income Statement to be posted to show cash flow.

5.  Sponsorships:  already on offer are 3 accommodation vouchers for Tanjung Lesung and some for dinners.  Omar will propose which races/events these will be awarded for, circulate by e-mail and post them to attract participants to future events.

6. The JOSC Website is attracting a lot of hits and is looking good with new pages.  The annual cost is USD 35 presently paid by Mathew, but certainly something the club can afford.  Kuda Laut will send pictures for the site.  The JOSC data in the BUGIL’s website is out of date and needs to be updated as it has the old website address still.  The webmaster should be contacted.

7.  Sunda Kelapa series:  participation was excellent.  The new more westerly location has made racing more interesting as it offers more possibilities for courses.

8.  AGM.  Dan has put in a request for a date before 13^th Nov. as he will be leaving the country shortly after that.  The date will be decided at a later meeting.

9.  Sub committees:  A. Pantai Mutiara are putting in more pilings.  Peter will find out about their future plans.  *Boat owners phone numbers are needed by the “office” in case of emergencies (as occurred recently when a boatboy fell down the hatch and cut his leg on the engine).  A boat boy rotation should be organized so that at least one of them is always on site.

B. The Merdeka Regatta sub-committee members are: Ian – chair personnage, Joachim – accommodation & social events, Theo – Race Instructions, Omar – sponsorship.

The proposed base of operations is P. Matahari & P. Pelangi.  These need to be approached regarding special rates.  Boats need to be advised regarding depths and anchorages in deeper waters near the islands. 

With only 49 days to go dates need to be set for Regatta committee meetings with APLI/PORLASI members.  The first meeting will be at Theo’s on Wednesday at 1930 hrs on July 4^th.  (No stars & stripes clothing to be worn!).  A distribution list will be circulated for all relevant e-mails to be sent to. 

Col. Adji needs to forward race instructions and local rules to Darwin.  Thierry will e-mail the latest edition of the rules as amended for JOSC to be considered for adoption as official club rules and posted on websites.  By Wednesday July 4^th maybe?

A protest officer/committee needs to be appointed by JOSC, someone not involved in the race or likely to be affected by the results.  The race officer will appoint one or two people after any race in which there is a protest.  Theo will circulate this rule.

The meeting was closed at 2100 hrs.

I shall be in Europe as of Saturday July 7^th until early September.  I wish you all Good winds, fun racing and a great Regatta.

Philip

Minutes of Commi ttee Meeting              March 15^th 2001

Present: Thierry, Genevieve, Philip, Theo, Rick Pollard, Joachim, Omar

Agenda: Website, Membership, Races, Social events, Pantai Mutiara, Merdeka regatta (and many others introduced at whim).

Website:  Peter de Vries’ created site is still not fully updated.  Mathew’s site looks really good and he has the energy to create more pages and maintain them, given input from members. www.josc.org.  Commodore to get all the necessary information regarding ownership of the site, hosting fees, webmaster etc. and to try to find a way of solving the two website issue to everyone’s satisfaction.  In the future it is anticipated that race instructions and results will be posted on the site for all to access, rather than the race officers sending individual messages to members.  The same applies to social events.  The calendar has already been posted on Selanas as well.  They are happy to put any information from JOSC up.

Photos are needed for the JOSC fleet page.

  Membership: Ian being absent the latest membership list and numbers was not available,  there seem to be about 33 paid up members.  Genevieve seems to be doing the collecting of fees and issuing of membership cards.

  Finances:  no minutes were submitted from the budget committee.  Fees for 2001 confirmed as Rp. 100,000 for individuals, Rp. 150, 000 for family. No race fees to be levies from skippers.

Building a permanent structure at PM was decided against.  A temporary shelter and tables and benches can be found for any social event at PM.

There is a restaurant with pool near the entrance and various other eateries in the other could be investigated.

  The possibility of a slip or some means of getting boats out for maintenance should be pursued with Pantai Mutiara   Also the cost of renting a crane for a day to get, say, 5 boats out on a given day, and space, blocks etc. needed should be researched.

  Races: SK3 coincides with the Jakarta Regatta, but there would be no participation of JOSC,  The regatta was postponed, anyway.  A race to pulau Matahari or Kotok was suggested for the long weekend of March 24 – 26.  Skippers to be canvassed and arrangementd to be finalized at Eastern Promise at the next social on March 20^th.

Theo to contact Matahari island to explore the possibilities.  Associated racing and other events to be discussed and decided by participants.

  Local pilot: it was suggested that the club should collect local knowledge on reefs, other hazards, best routes, sailings, harbour facilities in the local area into a guidebook for members, especially new boat owners,

  Radios:  who has them?  This information should be shared, especially for long races, as a safety measure.

  Start boat: after some discussion of ways to start without a start boat, involving the navy, taking turns etc. it was agreed to take up Alex’s offer of using Dewie since she is one of the faster boats and a stable platform, certainly for the next race.

  Start lines; following a letter from Thomas Markov, the possibility of avoiding less than pristine waters in Jakarta Bay by starting races further off shore was discussed extensively.  However, since the distance such waters might extend off shore on any given day is unpredictable, yachts would have to pass thru them anyway, and starts would have to be considerably delayed, it was decided that the race officers would not put the start well offshore, but bear the problem in mind when deciding the marks.

  Earlier starts:  given the success of the recent 10 a.m. start (except for Neng Geulis!) it was decided to experiment further, at least during the rainy season, although the wind doesn’t usually pick up until the middle of the day most of the year.   Experiments with a more northerly first leg will be tried at the same time to deal with the unpleasant waters problem.

  Sponsorship & publicity:  Omar has successfully managed to get some prizes pledged by various sponsors, such as dinner fir 4 at the Regent,  3 weekends at Tanjung Lesung and Rp.2million in cash.  Which races, and whether winners or others, these should be awarded to will be discussed further.  A preference for the longer races was expressed, as these are the ones needing more motivation.  In return, Sponsors should be given publicity in media coverage of events and in banner ads on the website, and logos in race and party notices, at least. 

The Merdeka races on Aug. 17^th should be considered as good candidates and further liaison with Col. Adji and ‘ pak Hasan, now head of PORLASI should be followed up.

Starting some races closer to Tanjung Priok would encourage the Navy to participate more as well as the few boats left at that end of the bay.

  To get some coverage, journalists should be invited to participate as crew in some races.  While it was pointed out that there is no shortage of sailors to crew, it was hoped that some publicity in the Jakarta Post might attract more actual or would be boat owners and encourage inactive boats to get back into it.

  Registration of yachts, requested by PM as a Port Authority office is available in PM.  However, the letter received from

PM needs to be translated and costs investigated, if possible.

Further information on “requirements” may be available from long standing boat owners.

Philip Pinsent, Club Sec. 

Minutes of Committee Meeting              January 11^th 2001

Present:

Thierry: Commodore

Genevieve: Asst to Commodore

VC & Navy Liaison:Col. Adji

Philip Pinsent: Secretary

Ian Swan: Treasurer & Membership                   

Peter Truckenmuller: Pantai Mutiara Liaison

Theo Bakker: Racing Officer

Rick Pollard: Racing Officer

Joachim Wilke: Social Secretary  

Omar Agoes : Sponsorship                

Quartermaster: Adolph Dahlmeyer

1.    Committee Task assignments: agreed as above (plse correct spelling or other errors)

   Discussion:

-         Newsletter coordination: Thierry, but cruise reports, pix, stories, jokes, articles, news etc. from everyone, plse.  One person to be assigned by race committee  to submit a race report every race however all participants are strongly asked to send a brief report allowing the writter to report what happened on certain boats. Newsletter also to include calendar, members list, suppliers etc. 

-         Other publications proposed: a Club booklet, esp. for new members.  And to boost membership and cohesion more aggressively now we are in a more prestigious mooring at Panatai Mutiara:

-         Website?  Peter de Vries to be contacted re existing homepage.  Omar to discuss keelboat page with RI rankings etc. with Raymond, webmaster of “Sailing Indonesia” site (www.sirlanas.com), who is looking for material. 

-         PORLASI to be given 2001 calendar, as requested.

-         “Expats in Indonesia” newsletter editor also to be asked to include more details regarding JOSC (by Ian?)

2.    Accounts for 1999 & 2000 accepted by committee as submitted by Ian.   It was noted that the positive position at end of 2000 was thanks to subsidies from individual members and/or their firms of the Merdeka Day event, T-shirts & hats (NB some still unclaimed or paid for). 

- Commodore to be added as signatory.

- Treasurer’s report requested every meeting to list income and  expenditure under general headings. 

- List of paid up members to be published. 

- New membership fees to be RP100,000 as of Tuesday Jan    16^th 2001.  Members to be asked to pay up on Tuesday or direct into the bank account.

- A budget for 2001 to be proposed before further discussion

 of the reintroduction of race fees etc. 

- Budget subcommittee:   Peter, Tom, Thierry, Rick & Theo, chaired by Ian to meet soon.

- Proposal for a “club house” covered area and notice board to be prepared for discussion with PM and inclusion in 2001 budget.

3.    Calendar for 2001.  Sunda Kelapa and Henry Malacca series to consist of 7 races each.  Some (4?) island races and cruising events to be included on long weekends.    Racing Committee to proposed an event calendar.

              FIRST RACE SUNDAY JAN. 28.

  Keelboat race proposed to be integrated with national dinghy regatta in long w/e end March. Omar will follow up and seek sponsors, as will others.  Anything acceptable, T-shirts, beer etc.  Perhaps a sponsors’ race with a sponsor’s rep on each    boat? Or sponsors’ reps to be assigned members’ boats for regular races?

Preparations for Aug  17 events to begin asap maybe to be centered on P. Ayer?  Col. Aji to be consulted by  Merdeka Day Racing subcommittee (chaired by Ian?) re integration with ALRI events.

Start lines for new courses to be closer to PM.

Race marks chart produced by Thierry with common names and coordinates to be distributed to all skippers (and other members, why not?).  Racing committee ecstatic, will publish with some advice regarding known reefs, but skippers should be aware of all hazards and are responsible for the safety of their vessels, are they not?

14^th Jan 2001

Minutes of Meeting Merdeka Race 2001

Present:

Col. Adjie Sularso
Thierry Powis
Genevieve Powis
Omar Agoes

Distribution to:

JOSC Committee
JOSC web administrator
Hasan Soeftendy – PORLASI Jakarta
Iwang Ngantung – PORLASI
Heroe Soeprapto - PORLASI

Details:

• Agreed date for Merdeka Race is 17-19 August 2001
• Merdeka Race 2001 will have additional participants form the Darwin Benoa race. It is estimated to have 10 external yachts.
• 2 candidates for Base camp: Pulau Matahari & Pulau Pelangi – both are close in proximity and have good berthing and dining facilities.
• There will be four races with calculated result from the best of three races.
• Race schedule as follows:

Friday 17/8/01 – start at Pulau Belanda, finish at near base camp (12-14 NM)
    Start: 14:00
    Finish: 17:00
    This will give people the option to leave Jakarta in the early morning.
    DINNER at base camp

Saturday 18/5/01 – Start & finish near base camp (12-14 NM)
    Start: 9:30
    Finish: 12:30
    LUNCH at base camp

Saturday 18/5/01 – Start & finish near base camp (10-12 NM)
    Start: 14:00
    Finish: 17:00
    DINNER at base camp

Sunday 19/5/01 – Start at base – pulau Kotok – pulau Pari – finish @ pulau Ayer

PRIZE GIVING & DINNER at Pantai Mutiara on 19:00

• TB to provide draft of course (by June 4, 2001)
• TP to provide AS with JOSC handicap rules & calculation to then be forwarded to Darwin Sailing Club
• TB, RP & TP to discuss changes in JOSC racing rules for this event to comply with international racing standards (i.e. no anchors on bow, sail numbers, etc.)
• TB & JW to contact pulau Matahari & Pelangi for rates, availability, facilities, etc.
• AS and APLI will provide prizes
• Cost of racing fees, meal, and accommodation will be the responsibility of each participant.
• ARSA I will be start boat (AS)
• Navy or friends of Navy will provide press boat for the event form Friday to Sunday (AS)
  OA to arrange press invitation and communication
• Race will be based on no sponsors – but will be open to sponsorship to reduce cost or add prizes.
• Race fee will include:
  • 3 dinners
  • 1 lunch (Saturday)
  • 1 shirt
  • 1 cap
  • use of shower/toilet facilities at base
  • prizes
• VERY ROUGH Draft of Merdeka Race sub Committee:
  • Race Officer: Iwan Ngantung of PORLASI (as TB and RP will join race, TB and RP will provide assitance to IW)
  • Race Jury: Indra Kartasasmita & Arief Natsir (ISAF Intl. Judge) – AS to be backup if he himself does not race. Note: International Judge Ronnie McCracken has moved to Hong Kong.
  • Navy Liaison: AS
  • Social Activities (meals, facilities, entertainment, etc.) – Joachim Wilcke & Heroe Soeprapto of the Darwin - Benoa organizing committee, they will need more volunteers
  • Treasurer: Ian Swan
  • Press & Sponsorship coordinator: OA
• Volunteers are more than welcome.