WASABI PADDLING CLUB

POLICIES AND PROCEDURES

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WASABI PADDLING CLUB– POLICIES AND PROCEDURES

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TABLE OF CONTENTS

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WASABI PADDLING CLUB– POLICIES AND PROCEDURES

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CLUB OPERATIONS

WPC Policies & Procedures

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WASABI PADDLING CLUB– POLICIES AND PROCEDURES

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GENERAL STRUCTURE AND INFORMATION

Wasabi Paddling Club is a non-profit organization dedicated to the participation in, and promotion of, the National and International amateur sports of Dragon Boat and Outrigger Canoe racing. Our Charter includes assisting novice through experienced paddlers in our community. The Club goal is to develop strong, competitive teams through sponsoring and coaching.

Incorporated in the State of Oregon on April 22, 1997 as a 501(c)(3) non-profit corporation governed by the Bylaws of the Corporation.

Founding of the Club: Wasabi Paddling Club was founded in 1993 and incorporated in 1997.  It is a 501(c)3 non-profit organization dedicated to the participation in, and promotion of, the national and international amateur sports of Dragon Boat and Outrigger Canoe racing. Our club has remained true to its goal of developing strong, competitive teams through mentoring and top-level coaching.  Our coaches are recognized both at the local and at the national level as some of the best in the world. As a member of the Portland Boathouse, Wasabi is a part of the new effort to provide a long-term location for non-motorized watersport in the Portland area. Our members are active community members spearheading fundraisers and contributing time to various community efforts.

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GOVERNANCE

President

Vice President

Secretary

Treasurer

Immediate Past President

9-11 Elected Board Members serving 1–2-year terms

Safety Officer

Coach Coordinator

Outrigger Program Coordinator

Manager Coordinator

Maintenance Chair

Boathouse Board Members

Regatta Sport Uniform Jerseys

Social Media

Community Outreach Chair

Board of Directors

Chairs, Coordinators and Liaisons

Club Officers

WASABI CLUB STRUCTURE OVERVIEW

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• Wasabi is an Oregon nonprofit corporation with an IRS 501(c)(3) designation.
• Oregon law requires that we have members and that there be an annual meeting.
• The law also requires that we have a Board of Directors, who set the club’s policies and make decisions for the club. They are also responsible to oversee the club’s finances and appoint club officers.
• The officers implement the instructions of the Board.
• The main officers are the President, Secretary, and Treasurer.
• Other officers include
• Coach Coordinator
• Maintenance Chair
• Manager Coordinator
• OC Coordinator
• Safety Officer
• At the annual meeting, the members elect the directors.
• Directors have a term of 2 years. In order to maintain some “institutional memory,” there are staggered terms (about half are elected or re-elected each year). The club Bylaws require us to have a minimum of 9 and a maximum of 11 directors. We normally have 9 directors. There are no set term limits.
• The Board meets 4 to 5 times per year, plus has lots of email conversations and email votes.
• The Board has an all-day meeting in November when “big picture” issues are discussed.
• Board meetings are open to all club members; however, some issues may be discussed in closed “executive session.”

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GOVERNANCE CONTINUED

The original Bylaws Adopted in 1997 have been updated (amended) twice.

Once in 2006 and again in 2012. 

The Board of Directors follows all the duties and obligations set forth in the Club’s Bylaws and in accordance with Oregon State law and IRS regulations.

• The Board of Directors is the legal authority for the club
• The Board appoints a president to take day-to-day actions on their behalf. The Board can set limits for the president’s authority
• The Board appoints Head coaches for each Dragon Boat team and coached Outrigger Canoe Team or program by November of each year or upon vacancy. Appointments are renewed annually.
• The team coach appoints assistant coaches and/or managers, if applicable. The Board asks that each coach inform the club president of those appointments through the Coach coordinator by March 1st of each year.

�Board Elections:�Our Board of Directors has nine members, each of whom sits for a two-year term. We stagger the terms so that, each year, approximately half of the Board is up for re-election. Directors are elected by the full club membership, with the election results being announced at the club’s annual meeting (typically, in late January of each year). There are no term limits under our club Bylaws, which means that directors whose terms have expired can seek re-election.

�Each Board member has full voting rights. 

�There are two (2) Director Emeritus positions that can be appointed by the Board of Directors. The Director Emeritus positions do not have voting rights in Board matters.

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Officers are appointed by the Board of Directors, normally at the Board’s first meeting of the year.

�The authority of club officers shall be as set out in the Club’s Bylaws.*

Committee Chairs and other managerial positions are appointed by the Board as needed. These positions are charged with carrying out operational needs of the club that require a focused and central point of coordination. Examples include; Maintenance chair, Coach coordinators, program coordinators, club race coordinators, fund raising, etc.

*Officers do not have voting rights in board decisions.

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OVERSEEING BODY AND CLUB AFFILIATIONS

Wasabi is a founding member of the Portland Boathouse along with Station L, Rose City Rowing, Alder Creek Kayak & Canoe, and Willamette Riverkeeper. The Portland Boathouse is a 501 (c) (3) corporation that was formed for the purpose of securing a space to store human powered craft with access to the river and other conveniences.

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The abandoned Holman Storage building was available through the Portland Development Commission. The building was sold to a new owner who developed into the Rivereast office space. 

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The Portland Boathouse is actively pursuing a location to relocate the boathouse and its members.

DRAGONBOAT

OUTRIGGER CANOE

Wasabi Paddling Club is a member of the Pacific Dragon Boat Association (PDBA). The PDBA is one of four (4) regional associations that together form the United States Dragon Boat Federation (USDBF).

Wasabi pays annual dues to the PDBA which in-turn pays annual dues to the USDBF. Through the membership in PDBA, Wasabi receives the following benefits:

• Membership in USDBF
• Access to the group insurance plan as a USDBF member.
• International Dragon Boat Federation (IDBF)
• Club Crew World Championship (CCWC) events upon qualification.
• Individual club paddlers can try out for US National Teams.

Wasabi Paddling Club is dedicated to the participation in, and promotion of, the National and International amateur sport of Outrigger Canoe racing. Our Charter includes assisting novice through experienced paddlers in our community. The Club goal is to develop strong, competitive teams through sponsoring and coaching, and encouraging the Wasabi values of Competition, Community, and Camaraderie.

Wasabi supports the sport of outrigger through a variety of coached and uncoached experiences, at both a recreational and competitive level. Wasabi owns OC6s, OC1s, and OC2s that may be accessed by all full dues-paying Wasabi members.

Wasabi maintains robust policies for the certification and training of members in the various duties, positions, skills, and roles necessary for outrigger paddling, hauling, and maintenance.

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GENERAL PROCEDURES

The Wasabi Board meets in person or via conferencing technology 4 to 5 times per year. Those meetings follow the Club’s Bylaws and Oregon law.

�In between meetings, club business is conducted by email or conferencing technology. Issues that require email voting must be presented to the WPC President and Secretary, who will request the vote. 

�Some e-mail items will require a motion from a board member, followed by a second, and responses from the rest of the board; please note that officers do not vote. Motions require a majority approval to pass. The continuing board members will set the example of how to respond. Prompt replies to emails from all board members are necessary so that our club business can proceed. That generally means responses within 24 hours. If there are limitations on how quickly a Board member can respond to emails, then the club president needs to be advised.

Board meeting minutes are required by the Club Bylaws. Once approved and published they are available to all club members upon request.

Board discussions are confidential until published in meeting minutes. Meeting minutes may be appended with an archive of all email discussions, and minutes are available to the members upon written request. Emails may become part of the official club records; Board members should be mindful of what they write in their emails. Also, some discussions will be held in “Executive Session.” This is for sensitive issues and also means that only active Board members (and the club president and secretary) will be present. Anything discussed during the Executive Session (or any minutes of the discussion) are “sealed” and are not available to the club members.

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GENERAL PROCEDURES CONTINUED

Robert’s Rules of Order, a manual for parliamentary procedure, explains that minutes are a record of what was done at the meeting, not what was said. At a minimum, minutes should include:

Name and kind of meeting. Is it a regular board meeting, an annual meeting, a meeting of the housing committee or a special meeting? If it is a special meeting, attach a copy of the meeting notice given to members.

1. Date, place, and time that the meeting began and ended.
2. Names of the president and secretary or their substitutes.
3. Names of voting members attending and whether a quorum was present. You may circulate a sign-in sheet and attach it to the minutes.
4. Names of guests, their subject matter and when they arrive and leave the meeting.
5. Whether minutes from the previous meeting were approved or corrected.
6. Motions made. You must record:
1. The exact wording of the motion; (emphasis added)
2. Who made the motion; and
3. The result of the vote.
7. Reports. Record the name of the report, the name of the member presenting it, and any action taken on the report. If the report was in writing, attach it, or tell where it may be found. An oral report may be summarized briefly.
8. Other actions, assignments and deadlines, resolutions, and recommendations can be briefly recorded.
9. Secretary’s signature once the minutes have been approved

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Some boards may opt to go beyond the basics and include additional items. For example, a summary of a discussion can give a more complete picture of the meeting. This can be helpful to members who could not attend the meeting and to those looking back at the historical record of the organization. Summaries, if included in the minutes, should be balanced and include major opposing viewpoints, even if they are not adopted.

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The minutes are a factual record of business. Do not include:

1. Opinions or judgments: Leave out statements like “a well-done report” or “a heated discussion.”
2. Criticism or accolades: Criticism of members, good or bad, should not be included unless it takes the form of an official motion. Thanks, or expressions of appreciation should only be included if there was a clear consensus of meeting participants. (For example, by applause.)
3. Discussion: If the organization has opted to include discussion summaries, do not personalize it by recording the views of individuals.
4. Extended rehashing of reports: Just hit the highlights or key facts, particularly if a written report is attached.

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GENERAL PROCEDURES CONTINUED

Email discussions that result in a motion shall include all discussion (unedited as to content), the motion, second and all votes. The transcript is to be composed so that all dates/times are preserved. General emails discussions that do not result in a motion need not be transcribed. This comes directly from Roberts Rules on E-meetings. Members should be mindful of their comments/wording when participating in e-meetings

Occasionally a meeting calls for confidentiality, such as when sensitive personnel matters are being handled. In that case, the board may vote to go into closed session (also called executive session), restricting participation to members and invited guests only. These minutes may not require a detail recording of all comments, but should still include the essential issues, discussion points, and resolutions.

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The minutes of a closed session are presented only in another closed session and are approved only by those members attending the original closed session. If they wish, the participants may opt to make the minutes available to all members, but the discussion must remain confidential. Closed session minutes are kept separate from regular minutes and all pages of closed session minutes are marked “Confidential.”

The annual club survey is an important tool for the Board of Directors and Officers to gain insights from members on club activities, coaches, and other topics. Even though the Board meetings are open to the membership, members rarely attend. The survey can provide input on topics important to paddlers. In addition, the Board appoints or re-appoints coaches every year. The survey, combined with reports from Coach Coordinators, provides input in guiding the Boards coaching appointment decisions.

The annual club survey is an important tool for the Board of Directors, officers and coaching staff to gain insights from members on club activities, coaches, and other topics in order to meet the needs of the Wasabi club membership. The online survey is distributed to members by September 15th each year, so results can be discussed in the Wasabi Annual meeting.

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MEMBERS AND MANAGEMENT

WPC Policies & Procedures

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CODE OF CONDUCT

Statement of Practice: The Code of Conduct is the primary directive for Club member action and responsibility. While not intended to dictate ‘acceptable’ forms of behavior, it addresses potential behaviors which might lead to action on the part of the Club toward a member. It is not possible to list all the forms of behavior that are considered unacceptable; the document outlines examples of infractions of rules of conduct that may result in disciplinary action up to and including dismissal from the Club at the discretion of the Board of Directors as further outlined in the Club Bylaws.

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The Code of Conduct document is required to be read, signed and dated each calendar year as a part of the member’s annual registration to the Club.

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Member’s digital signature of the document as a part of their online registration constitutes their written signature and acknowledgement of the document.

Code of Conduct Link:

Code of Conduct

Updates to this document may occur periodically as behavior and action require refinement. The document is updated annually to reflect the calendar year date. Approval of any amendments to The Code of Conduct document require full Board approval.

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REGISTRATION

Statement of Practice: All active Club members are required to update their membership each calendar year beginning January 1st.

Annually all active members must update their personal registration information and pay club dues, or arrange for dues payments, beginning January 1st and no later than when club participation begins.

An active member is any person who participates in any activity either on or off the water, including coaches, team managers, and is not limited only to paddling.

Persons under the age of 18 must have a parent or legal guardian sign the Club Waiver - Assumption of Risk and Release of Liability Agreement for their paddler.

Registration is an electronic process accessible through the Club website. Exception to online registration is available upon request through the Club Secretary.

As a part of registration, the member must provide personal contact and emergency contact information, read and sign the Wasabi Club Code of Conduct and the Club Waiver - Assumption of Risk and Release of Liability Agreement. Registration is not complete until all required documents have been fully executed, and annual Club dues have been paid in full, or other financial arrangements have been made.

The registration process assigns the member to the team(s) rosters they request. Additional team cross-rostering can occur at any time during the calendar year.

Members have many options during the registration process to mark all or portions of their personal information private or public. Each member may change their personal privacy settings to their online profile at any time they choose. Members under the age of 18 are encouraged to be mindful of personal privacy aspects of being a minor youth in the disclosure of email, phone and personal contact information.

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TYPES OF MEMBERSHIP

Statement of Practice: The type of membership is based upon member activity and dues paid.

Only persons who call or steer dragon boats exclusively, may be considered as non-paddlers.

All memberships allow persons access to all Club assets and facilities unless otherwise restricted.

• Full Club Membership: Registration entitles the member access to all dragon boat and outrigger teams within the Club for which they qualify as a paddler, steers or caller.
• Associate Club Membership: Registration entitles the member to steer and call on a dragon boat only. This registration does not allow the member to paddle in a dragon boat or an outrigger.
• Specialty Team Club Membership: Registration entitles the member to participate for Kraken, Special Dragons, VIP or TideRunner teams.
• Members registering to the TideRunners can only participate on that team and cannot cross roster without upgrading their membership to a Full Club membership.
• Prorated Club Membership: Membership for new members to any team under a prorated dues schedule.

The general Wasabi rule is that paddlers must be at least 14. This is because our PFDs are not designed for younger paddlers.

Younger paddlers can be allowed to go out on club boats, on the following conditions:

• The paddler’s parent or guardian must make a written request to the club president;
• Each paddler must provide their own properly-fitted PFD;
• The paddler’s parent or guardian must sign one of the club’s regular waiver forms; and
• The paddler’s parent or guardian must sit within one bench of the paddler.

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INDIVIDUAL FEES

Statement of Practice: The dues schedule is adopted by the Board annually for each calendar year in their Fall Board Meeting. The dues schedule identifies the per-person rate and payment options.

Team Kraken, VIP and the Special Dragons receive substantially reduced fees as funding sources exist to supplement member dues from other, non-club sources.

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Statement of Practice: Members have multiple opportunities to participate in race and social events. In doing so, they are responsible for any fees that may accompany that event. Members also have multiple opportunities to purchase clothing and gear. This is also at their own expense.

Policy: All members are responsible for full payment of membership dues, and their own fees associated with competition to include race fees, travel, lodging, meals and miscellaneous personal expenses including race jerseys. Members who have not paid membership dues and race fees may not participate in Club competition.

Policy: Scholarship opportunities for dues waiver and reduction are available for members upon request and approval by the Board.

Members are required to make full payment of dues as outlined by the dues structure. Injury, financial hardship and discontinuation of membership are reasons a member may ask the Board to discontinue or request reimbursement of prepaid dues for the calendar year.

Head Coaches and Board Officers - President, Vice President, Secretary, Treasurer and Assistant Treasurer (Board vote approved 2/14/2014) are exempt from annual dues payments.

Statement of Practice: A one-time, New Member payment is required for first time members to the Club.

Policy: The New Member Join Fee is paid at the time new members register to the Club. The fee amount is set by the Board of Directors and requires annual approval.

Kraken members and Special Dragons Members have their new member join fee waived for life (2/14/2014 Board voted approval) for any WPC team they may join in the future.

Procedure: The Club Secretary maintains the Club Roster including those persons who are inactive. Should an inactive member return to active participation, they will not again pay the New Member Join Fee regardless of how much time they were inactive from Club participation.

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INDIVIDUAL FEES CONTINUED

Procedure: Race fees are calculated by the Club Treasurer. See Finance Policy for additional information for Race Fee calculations.

Cross-rostered paddlers will pay one race fee associated with their primary team.

Each team is responsible for reimbursing the club for pre-paid Team Race Fees, which shall be collected from team participants. Uncollected participant fees are the responsibility of the individual team.

Teams may aid with these fees as funds are available to the participants.

Statement of Practice: Members are responsible for their personal race fee expenses.

Policy: Members can only participate in race events if they have properly registered to the Club, this includes payment of personal dues.

Members cannot participate in race events if they have not made payment of their personal race fees.

Typically, head coaches, and persons who are only callers and steers are exempt from race fee payment.

Statement of Practice: Members are responsible for their personal expenses for participation, travel, housing and meal expenses for all races and events.

Policy: Members cannot participate in race events if they have not paid in advance their share of the cost of group transportation (bus), lodging organized by the Club or the team.

A $500 stipend is available for Head Coaches for international USDBF or IDBF competition (specifically Team USA or Club Crew World Championship). This stipend does not require any post-event receipts from the Coach*.

Coaches may receive reimbursement for some expenses with receipt after local events.

Procedure: Teams may aid with these fees as funds are available to the participants.

*Subject to further board conversation.

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GENDER AFFIRMING POLICY

Statement of Practice: Wasabi Paddling Club welcomes people of all gender identities. We encourage people to paddle as the gender they identify.

Although paddling is a gendered sport, Paddlers do not need to experience the hormone associated with their identified gender in order to paddle (i.e., identified females do not need to experience estrogen, identified males do not need to experience testosterone).

Women's teams must be composed of paddlers who identify as female, or who experience estrogen. Mixed racing teams must be composed of at least 10 paddlers who identify as female or who experience estrogen.

Paddlers do not need to experience the hormone associated with their identified gender in order to paddle at non-international races (i.e., identified females do not need to experience estrogen, identified males do not need to experience testosterone).

Paddlers racing at international, or world levels must comply with international racing standards (IDBF).

At no time will a paddler be asked to paddle as a gender different from the gender with which they identify in order to balance the gender make-up of a boat.

Coaches/team managers will know what the race rules are for each race they enter and be prepared to appropriately guide their paddlers in that event.

Wasabi will support coaches in their training around gender affirming coaching. Coaches and managers will assist teams in creating spaces that welcome, affirm, and honor the gender identity of all paddlers.

Wasabi Paddling Club will strive to provide access to single stall (all gender) restrooms/changing rooms.

Wasabi’s social media, press releases, annual registration process and other printed means will use gender inclusive language.

Our Member Code of Conduct identifies this philosophy. All members are required to read and sign The Code of Conduct document annually.

Reference Attachments:

Wasabi's Inclusion of Transgender and Non-Binary (gender fluid) Athletes

WWP doc PDBA Trans Athlete Presentation

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RACE RELIGION AND NATIONAL ORIGIN POLICY

Statement of Practice: Wasabi Paddling Club welcomes people of all races, religions, political beliefs, gender and sexual orientation, and national origin or immigration status.

Wasabi Paddling Club welcomes all people and recognize the rights of individuals to live their lives with dignity, free of discrimination based on their faith, race, political belief, national origin or immigration status.

We condemn racism, sexism, xenophobia and other discriminatory behavior in rhetoric or action. We welcome persons of all religions and practice. Our programs are accessible and open to all individuals.

Wasabi will support coaches in their training around inclusive and affirming coaching. Coaches and managers will assist teams in creating spaces that welcome, affirm, and honor the personal identity, beliefs and race of all paddlers.

Our Member Code of Conduct identifies this philosophy. All members are required to read and sign The Code of Conduct document annually.

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MANAGEMENT

Statement of Practice: Job Summaries for essential positions exist within the Club Structure. These descriptions encompass the basic duties of the position but are not limited to all activities of each position.*

Policy: Wasabi has 9 persons who serve on the Board of Directors. Each person serves for a 2-year term and may serve for multiple terms. There are no term limits.

Board of Director responsibilities are governed by the Club Bylaws in addition to the specific list of job duties as outlined in the Board of Director Job Summary.

The Club President shall oversee the election of Board of Director positions annually.

Procedure: Members wishing to run for election should review the job summary prior to submitting their name for election and fully understand the expectations of the Board of Director position.

Procedure Attachment:

Board of Director Job Summary

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Policy: Club Officers are appointed by the Club Board of Directors. These persons serve annually per Board approval.

Club Officer responsibilities are governed by the Club Bylaws in addition to the specific list of job duties as outlined in the individual Job Summary. The Job summaries outline oversight for each position and financial responsibility.

• President

Procedure Attachment:

Club President Job Summary

• Immediate Past President

Procedure Attachment:

Club Immediate Past President Job Summary

• Vice President

Procedure Attachment:

Club Vice President Job Summary

• Secretary

Procedure Attachment:

Secretary Job Summary

• Treasurer

Procedure Attachment:

Treasurer Job Summary

• Assistant Treasurer

Procedure Attachment:

Assistant Club Treasurer Job Summary

*Linked job descriptions are placeholders until permanent descriptions are adopted by the board of directors.

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MANAGEMENT CONTINUED

• Coach Coordinator

Procedure Attachment

Coach Coordinator Job Summary

• Manager Coordinator

Procedure Attachment:

Manager Coordinator Job Summary

• Outrigger Coordinator

Procedure Attachment:

Outrigger Coordinator Job Summary

• Maintenance Chair

Procedure Attachments:

Dragon Boat Maintenance Chair Job Summary

Outrigger Maintenance Chair Job Summary

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• Recruitment Chair

Procedure Attachment:

Recruitment Chair Job Summary

• Social Media Chair

Procedure Attachment:

Social Media Chair Job Summary

• Community Outreach Chair

Procedure Attachment:

Community Outreach Chair Job Summary

• Safety Officer

Procedure Attachment:

Safety Officer Job Summary

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Statement of Practice: The Board of Directors have identified a number of coordinating positions to assist with the daily operation of the Club.

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Policy: These volunteers serve annually per Board approval. The Job summaries outline oversight for each position and financial responsibility*.

*Linked job descriptions are placeholders until permanent descriptions are adopted by the board of directors.

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MANAGEMENT CONTINUED

• Head Coach

Procedure: In the Wasabi club structure, each dragon boat team and the coached outrigger program has a Head Coach (aka team coach) who has the primary responsibility for team operations and activities. Some teams function with the leadership of a Co-Coach team. It is important Co-Coaches identify the division of labor and expertise in these situations.

Procedure Attachment:

Job Summary - Head Coach

• Assistant Coach

Procedure: In the Wasabi club structure, each dragon boat team and the coached outrigger program has a Head Coach (aka team coach) who has the primary responsibility for team operations and activities. Coaches are encouraged to appoint an Assistant Coach(es) to assist and compliment the coaching staff for each team.

Procedure Attachment:

Job Summary - Assistant Coach

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Statement of Practice: Teams differ in member composition, and the application of the Coaching Job Summaries may vary from team to team.

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Policy: In the Wasabi club structure, each team has a Head Coach (aka team coach) who has primary responsibility for team operations and activities. Additionally, teams may have a Co-Coach and/or an Assistant Coach. All Head coaches are appointed by the Wasabi Board of Directors on an annual basis and are expected to have attended one of the coaching clinics taught by USDBF approved entity.

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All Coaching staff represent their specific team at regular Coaches meetings organized by the Coach Coordinator.

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Procedure: The Job summary outlines oversight of this position and the financial responsibilities of the job*.

*Linked job descriptions are placeholders until permanent descriptions are adopted by the board of directors.

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MANAGEMENT CONTINUED

• Team Manager

Procedure: The Team Manager assists with various aspects of team operation. Each team may revise this general overview for issues specific to that individual team. For some teams the Team Manager is also the Race Manager..

Procedure Attachment:

Job Summary – Team Manager

• Race Manager

Procedure: The Race Manager oversees all aspects for race events. Duties vary for local and international events. For some teams the Race Manager is also the Team Manager.

Procedure Attachment:

Job Summary – Race Manager

• Team Captain

Procedure: Team Captains assist both the team Managers and Coaching staff but also represent the members on the specific team. Each team may revise this general overview for issues specific to that individual team. Some teams may have more than one Captain. In such cases, the delegation of duties should be coordinated with the Manager and Coaching staff.

Procedure Attachment:

Job Summary – Team Captains

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Statement of Practice: Volunteer duties delegated to individuals on each team may vary by the individual team coaching staff.

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Policy: Volunteer positions and responsibilities These Job Summaries may vary from team to team.

Team Managers represent their team at regular Team Manager meetings organized by the Manager Coordinator.

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The Job summary outlines oversight of this position and the financial responsibilities (if any) of the job*.

*Linked job descriptions are placeholders until permanent descriptions are adopted by the board of directors.

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MANAGEMENT CONTINUED

• Wasabi Website Coordinator

Procedure Attachment:

Wasabi Website Coordinator Job Summary

• TeamSNAP Coordinator

Procedure Attachment:

TeamSNAP Coordinator Job Summary

• Wasabi Wear Coordinator

Procedure Attachment:

Wasabi Wear Job Summary

• Race Wear Coordinator

Procedure Attachment:

Race Gear Job Summary

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*Linked job descriptions are placeholders until permanent descriptions are adopted by the board of directors.

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SAFETY

WPC Policies & Procedures

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OVERVIEW

Historically, WPC Safety Policy and Procedures have been found in the Wasabi Steering Safety Manual and the Wasabi Outrigger Steering and Safety Manual. Additional Safety Policy and Procedures are posted under Paddler Safety section of WPC website. Guidelines and directives are also sent by email to WPC members from WPC Safety Officer. WPC Safety Officer serves as a Committee Chair for the WPC Board of Directors.

• In the event of unforeseen conditions, communication from Wasabi Safety Officer takes precedence over existing policies.
• Procedure Attachments:

WPC Dragon Boat Steering and Safety Manual

WPC Outrigger Steering Safety Manual

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SAFETY POLICIES FOR COACHING STAFF

GENERAL SAFETY POLICIES AND PROCEDURES

• All Wasabi coaching staff working with Special Dragons and Kraken are required to have a background check. (existing policy)
• All Wasabi coaches are expected to attend one of the coaching clinics taught by USDBF entity. (existing policy) *
• All Wasabi Coaches, Officers Board Members and persons who interact with the youth or Special Dragons must complete the SafeSport Training program. This training must be completed within 30 days of training request. 

• All participants must complete a WPC Waiver, Assumption of Risk and Release of Liability, before being allowed to practice or race.
• Link to form:
• WPC Waiver, Assumption of Risk and Release of Liability
• Each dragon boat, OC6, OC1/OC2 and chase boat is required to have one functioning cell phone with 911 on auto dial. Cell phones must be in possession of the caller, coach and/or steersperson and each small boat paddler. (source: Wasabi website)

*Board discussion needed to determine if we'd allow parity with an OC focused training.

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WEATHER CONDITIONS

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WEATHER CONDITIONS

WEATHER CONDITIONS

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OC1-OC2 SAFETY AND WEATHER GUIDELINES

• OC1/2 paddlers must check weather conditions, water temperature, and wind speed before paddling. This information can be accessed via the Paddler Safety page on the Wasabi website wasabiusa.org/home/paddler-safety. This page loads many weather and water conditions from WillyWeather.com (recommended). Members can also load WillyWeather or another app to reference similar information. Make this part of your routine when preparing to paddle.
• All small boat paddlers must paddle with a buddy. Always be aware of your buddy’s location and be able to assist in an emergency. Follow the two- person boat carry rule.
• Each paddler should carry a phone.
• Wind speed above 15 miles per hour is reason to seriously consider cancellation of small boat activity and all activities are canceled above 30 mph in Wasabi weather guidelines. Paddlers ultimately decide what wind speeds they are comfortable with based on their experience.
• At air temperature below 40 F, or at water temperature below 40 F, small boat activities are canceled. Exceptions can be made for participation in PNWORCA or other small boat races.
• Small boat paddlers are responsible for dressing appropriately for adverse weather and cold-water conditions. Dress for immersion to fit your potential needs.
• Full PFDs, not inflatable belt types, must be worn when either water temperature is below 50 F or air temperature is below 50 F.
• High-water flow rate (stream velocity) is typically greater in the winter and spring; paddlers should check the rate before they choose to paddle. A rate of flow at or above 3 feet per second is reason to seriously consider cancellation of activity in the Wasabi weather guidelines. Small boaters should be more conservative and base their outing on their experience level.
• Wasabi OC1/2s are not allowed on the river before dawn or after dark or in periods of low visibility due to dense fog. Exceptions can be made when accompanied by larger Wasabi canoes.
• Conditions often change rapidly, and Wasabi does keep lights in locker for your use in low light situations.
• Fore port light is red; fore starboard light is green; stern light is white. Make sure lights are functioning and placed in the proper position. Lights have a suction cup for attachment to the canoe, and a cord to secure the light to the boat in case the suction cup comes loose. Always loop the cord around bungee or iako and thread the light through a loop on the end of the cord. This will help prevent loss of the lights.
• A headlamp can serve as a backup and is also useful when locking and unlocking the boat.
• Many other factors can impact small boaters differently than when paddling larger craft. Debris in river, increased boat traffic, large wakes, and other factors should be carefully considered.

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GENERAL WASABI SAFETY GUIDELINES

Safety Videos for review

Several recommended Safety related videos are available on our website for members to review. They can be found here: Paddler Safety

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Drug and Alcohol

• Illegal drugs or intoxicating beverages will not be permitted nor tolerated during racing and/or during practices

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• For information on our policy see our Drug and Alcohol Policy

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Personal Flotation Devices (PFDs)

• Wasabi Paddling club maintains the following personal flotation device requirements for ALL members of Wasabi when paddling in club owned equipment.
• PFD Policy 3.16.22

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Bailing

• During inclement weather Wasabi teams must take turns bailing for a period of one month. While bailing, all Wasabi members must wear a PFD and bail with a buddy.
• Wasabi teams must take turns bailing for a period of one month each when teams are not paddling.

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Pandemic Emergencies

• During times of pandemic emergencies, Wasabi will follow all local and state-wide orders for social distancing and if needed, all Wasabi activities will be suspended until further notice.
• At that time, contents of boathouse will be thoroughly sanitized using pandemic protocol with face masks, gloves and social distancing.
• Depending on nature of the pandemic, WPC will adopt further safety procedures for boat moves, bailing, and asset restriction.
• wasabiusa.org/covid-19
• COVID-19 Safety Plan

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WASABI PADDLING CLUB– POLICIES AND PROCEDURES

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GENERAL WASABI SAFETY GUIDELINES CONT.

Chase Boat Operation

• To become certified to operate the Wasabi chase boat, a member must first obtain an Oregon State Marine Board’s boater education card. Once member has a card then they can schedule a time to get chase boat certified.
• New chase boat operators must demonstrate knowledge and control of the boat including maintaining constant speed, docking, filling the gas tank and all other operational procedures deemed by the chase boat certifier.

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Running Lights

• Oregon State Marine Board dictates that running lights must be displayed on watercraft between sunset and sunrise. Wasabi Paddling Club boat light policy requires at all Wasabi owned boats must display running lights as required by OSMB – a white all-round stern light and a red/green light at the bow. Light should be bright enough to be visible from at least 100 yards.

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Unforeseen Conditions

• In the event of unforeseen conditions, communication from Wasabi Safety Officer takes precedence over existing policies.

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Incident Reports

• Low Risk Events
• Wasabi Incident Reports are to be completed when minor injury or any accident or boat damage occurs. Incident Reports must be completed by coach, caller, steers or designated person asap and sent to Secretary and Safety Officer if medical, and Secretary and Maintenance Chair if related to boat damage.
• Link: Wasabi Incident Report
• The BOD will be informed of all Incident Reports by Secretary, Safety Officer or Maintenance Chair.
• High Risk Events: In general, Safety Officer will be informed of all incidents, and they will determine if the President needs to be informed.
• Medical Emergency
• A Wasabi Incident Report must be completed by the steer person or the coach, or their designee, in case of an injury or medical incident and sent to Secretary and Safety Officer.
• Wakes
• High energy wakes can be a serious issue for human-powered craft on the river. If any Wasabi dragon boat, outrigger canoe or chase boat encounters consistent and dangerous high energy wakes during practice or competition then the boat must return to the designated Wasabi dock to determine if practice or competition should be canceled.
• Unsafe and reckless boating violations are to be reported by the steer person or the coach, or their designee, using OSMB Online Report Form. Alert Wasabi Safety Officer and fill out Wasabi Incident Report.

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GENERAL WASABI SAFETY GUIDELINES CONT.

Incident Reports Continued

• High Risk Events Continued
• Capsizing or Swamping
• Call 911 for Emergencies Only (i.e., capsizing, injury, swamped dragon boats and outriggers, paddlers tossed in the river and the paddlers are in danger).
• Anyone may announce and make the call, either someone from the capsized boat, or from another boat witnessing the accident. A permanent record is created, and Fire Station 21 is notified, as a first responder.
• OSMB Report a Boater Form must be completed by the steer person or the coach, or their designee, in case of an accident, injury, or medical incident where the crew’s safety may have been at risk
• Alert Wasabi Safety Officer and fill out Wasabi Incident Report.
• Accidents Involving Other Boats:
• Such accidents must be reported by the steer person or the coach, or their designee, using OSMB Online Report Form.
• Alert Wasabi Safety Officer and fill out Wasabi Incident Report.
• Alert Wasabi Maintenance Chair to evaluate any asset damage

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FINANCE

WPC Policies & Procedures

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FINANCE AND RECORDS POLICIES

Club Bank Accounts

Policy: Club bank accounts are managed by the Club Treasurer and Assistant Treasurer(s) to carry out the day to day financial transactions of the Club.

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Each account will have four signers at all times: Treasurer, Assistant Treasurer, President and Secretary. New signature cards are filed with the bank upon rotation of signers. The check book will stay with the Treasurer. At least 5 checks are in the possession of the Assistant Treasurer as a back-up. Those check numbers are tracked by the Treasurer.

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All signers are authorized to write checks and make other banking transactions and inquiries and each check is signed by one signer.

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The bank statements are reconciled by the 15th of the following month by the Treasurer. The Treasurer must follow-up with appropriate vendors, officers, and the bank to resolve any discrepancies in a timely matter. Bank fees are reviewed as part of the bank reconciliation process.

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Individual team bank accounts are not permitted. Team funds are held in the club checking account and recorded and tracked in a separate sub-account in QuickBooks. All team funds are for the benefit of the group and not any one individual or group of individuals. Team funds can be used by the club for club purposes, should the need arise.

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Accounting Method and Financial Statements

Policy: All club accounting will be completed using Generally Accepted Accounting Principles (GAAP). Wasabi uses the accrual method of accounting for financial and tax purposes.

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Financial statements are produced from QuickBooks and reviewed by the Treasurer on a quarterly basis. The Balance Sheet, Profit and Loss Statement for the prior quarter and year-to-date and the Treasurer’s analysis with notes on any significant transactions are provided to the Board electronically at least 2 days prior to each board meeting. Annual financial statements are presented at the annual club meeting the beginning of the following year.

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As a 503(c)(3) organization, the financial statements are public record and can be requested at any time from the Treasurer.

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FINANCE AND RECORDS POLICIES

Expense Reimbursement

Policy: Payments and reimbursements from team and club funds must be requested through the Request for Reimbursement form on the Wasabi website. Reimbursements from team funds must be approved by the team coach or manager. Expense reimbursements over $500 must have approval from the club President. Approved forms are forwarded to the Treasurer for payment.

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Link to form:

https://www.wasabiusa.org/wp-content/uploads/sites/735/2017/07/Request-for-Reimbursement-Form.pdf

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Team Funds

Policy: All teams have a subaccount to the Operating Checking account in the financial records of the club. The cash is held in the Operating checking account with the bank. These funds may be used at the discretion of the head coach. All disbursements should be made in a manner that is equitable and non-discriminatory to the team members. Funds are accumulated through donations and team fundraisers. Common team expenses are team building events, clinics, travel, etc.

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All team funds are for the benefit of the team; not any one individual or group of individuals (Board, 6/19)

Club Expenses

Policy: The club President has the authority to approve expenses up to $500, all expenses greater than $500 must be approved by the board. The Treasurer is responsible for timely payment of expenses incurred to approved vendors.

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FINANCE AND RECORDS POLICIES

Recurring Expenses

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All the ordinary and necessary payments for the club are paid for without approval of the board. Payments more of $500 need board approval for things outside our regular recurring costs.

• Boat and Trailer License: Treasurer to renew and keep up to date licenses with Oregon Department of Licensing. The Treasurer is to retain the registration with the Club files and give the tags and stickers to the Maintenance Chair for placement in and on the boat(s) and trailer(s).
• Club Insurance: The club will always have Club Liability and Directors and Officers insurance in force. Prior to annual renewals, the Treasurer will review the renewal rates and present to the board. Annual premiums will not be paid prior to board approval. Club Insurance Premium do not require board approval UNLESS the rate change is more than $50 or if there is a change in the terms or conditions
• Waterway Access Permits (Invasive Species Permits): All non-motorized watercraft over 10ft owned by the club must have a valid Waterway Access Permit per Oregon law. The Maintenance Chair notifies the Treasurer when new or renewal permits are needed and the Treasurer completes the online renewal and provides the permit to the Maintenance Chair for proper placement. Permits are not assigned to a specific craft and are interchangeable amongst the club boats, but the club will always have available at least one permit per craft at any time.
• Nehalem Dock: An Annual fee is paid to the Port of Nehalem for usage of the dock by the TideRunners team and other Wasabi members. The fee will be reviewed for reasonableness and payment by the Treasurer. Any significant annual increase ($50 or more) is to be brought to the Board by the Treasurer for discussion and approval.
• TeamSNAP: The annual renewal fee is sent to the Secretary and Treasurer from the TeamSnap account rep in July prior to the 8/18 renewal date. The Secretary and Treasurer review the fee to make sure the accurate number of teams and other software features and fees are correct. If accurate no action is taken and the club debit card is automatically charged on the renewal date.
• URL: The Domain for Wasabiusa.org is renewed by the Treasurer through Network Solutions. The renewal term with the greatest cost savings is chosen. The last renewal was for 5 years and expires 11/28/2024.
• Background Checks: Paid as incurred
• SafeSport: Paid as incurred
• Portland Boathouse Dues: Paid monthly
• Trademark registration: paid every four years

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FINANCE AND RECORDS POLICIES

Individual Fees

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Race Fee Calculation: The Treasurer calculates paddler race fees per race. Callers, Steers and Head Coaches have race fees waived. The Treasurer registers all club teams wanting to participate in a race, obtains the paddler count from the team managers and divides the registration fees evenly among total paddlers. Paddlers who are cross-rostered will only be counted once for calculation purposes. Race fees can be paid online or by check

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Annual Dues: Annual dues are approved by the Board in the November Board meeting as outlined in Wasabi Club ByLaws.

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Scholarships

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Need based assistance requests go to the team first for assistance from team funds. If funds do not exist or the team is unable/unwilling to ask for funds, the Club will entertain a Board vote to make a payment of need-based assistance from Club funds.

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Dues Waivers:

• Request for Dues Reduction or Waiver of Dues
• Members not able to pay full dues may apply for a reduction or waiver through their head coach. Once completed the coach reviews the application, determines if they will subsidize the membership with team funds, or send it to the board for approval.
• Application: Dues Reduction or Waiver
• Club Officer Waiver of Annual Dues
• membership dues are waived for board officers including President, Vice President, Secretary, Treasurer and Assistant Treasurer.
• Head Coach Waiver of Annual Dues
• The membership dues for the board approved head coach(es) for each team or program are waived.

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VIP Minimum Dues Payment: Dues paid vary with ability of paddler to pay with a minimum of $25. Sighted paddlers pay full dues.

Special Dragons Minimum Dues Payment: Standard Wasabi dues are reduced to $25 and no new member join fee.

Youth Paddlers: Anyone under 23 pays $100 for annual dues and no new member join fee..

Kraken Scholarships:

• Nancy Bergeson Spirit Scholarship
• The $1000 scholarship is paid to the recipient’s academic institution.
• Nancy Bergeson Sprit Scholarship Application
• Randy Stokes Leadership Scholarship
• The $1000 scholarship is paid to the recipient’s academic institution
• Scholarship Randy Stokes Coach Eval Form
• Scholarship Randy Stokes Leadership Application - 07 27 2016 REVISION

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FINANCE AND RECORDS POLICIES

Payment and Refunds

Payments: Member pays the online processing fee for online payments, including fees for returned checks. No member is registered until payment has cleared the bank.

Refunds:

• Dues are nonrefundable with the exception of unanticipated extenuating circumstances. Board approval is required for refunds of member dues.
• Race and event refunds are only granted if the venue grants WPC a refund.

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Fundraising and Donations

Annual Club Fundraising:

• Tulip Sale: This is an occasional full club fundraiser with proceeds going to the general account. The team in charge of the fundraiser is rotated each year. Tulip orders are collected in early spring from club members. The organizing team places the order with a local farm, purchases, picks up and sets up pickup of the tulips.
• Spring Plant Sale: This is a full club fundraiser with proceeds going to the general account. The team in charge of the fundraiser is rotated each year. Orders are collected in April and early May from club members. The organizing team places the order with a local farm or greenhouse, purchases, picks up and sets up pickup of the plants.
• Holiday Wreath and Poinsettia Sale: this is a full club fundraiser with proceeds going to the general account. The team in charge of the fundraiser is rotated each year. Orders are collected in November from club members. The organizing team places the order with a local farm or greenhouse, purchases, picks up and sets up pickup of the Wreaths and/or Poinsettias.

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Club Donations: Donations to Wasabi are applied to the General Fund unless designated for a specific purpose.

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Team Fundraisers and Donations: Teams may hold fundraising events or collect donations. A detailed accounting of all proceeds and related expenses must be submitted to the club treasurer along with the net proceeds. 10% of all net proceeds from team fundraising and donations are allocated to the general club fund and 90% is allocated to the team fund.

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FINANCE AND RECORDS POLICIES

Corporate Team Building Program (CTBP):

• Fee Structure: The fee structure for compensation varies depending on who and how an organization is recruited/solicited for the CTBP:

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1) Team-solicited:

• 15% to the Club
• 85% to Team responsible for administering the program
• In this scenario, any Wasabi team who recruits an organization and can commit to meeting the required CTBP standards will be responsible for handling all necessary tasks including communications with the organization, preparation and dissemination of all materials, staffing the event and follow-up.

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2) Team-solicited, but cannot staff the CTBP:

• 15% to the Club
• 20% to Team responsible for solicitation
• 65% to Team responsible for administering the program

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3) Inquiry comes to the Club but not solicited by any group and Board organizes event

• 100% proceeds to the Club
• If the Board can’t organize the event, 35% to the Club
• 65% to Team responsible for administering the program

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• This fee structure will compensate the appropriate teams and Club for their respective parts in the CTBP and will provide significant financial motivation for teams to help market and recruit potential organizations while having a centralized and consistent program in place.
• CTBP fees will not be charged to qualifying non-profit or community organizations. Organizations for which no fee is charged will be staffed on an alternating basis up to a maximum of two groups per team per year.
• CTBP fees of $500 for the first boat and $300 per each subsequent boat will be charged to all other organizations. The Board, upon request, may authorize a different rate dependent upon the circumstances of the request.

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FINANCE AND RECORDS POLICIES

2023 Draft Budget

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FINANCE AND RECORDS POLICIES

Notes to the 2023 DRAFT WPC Budget

For 2023 figures, we applied a 3% growth rate to all categories, unless we had specific information about future income or expenses.

• Fundraising includes income from the following sources:
• MODA
• MODA Bottle Drop
• Corporate Paddles
• Wreath Sales
• Plant Sales
• Fred Meyer
• Amazon Smile (eliminated 2023)
• Wine Harvest (WWP)
• Bridge2Bridge Race (GRIT)
• Misc: parka raffle, cocktail books…wwp

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• Donations include general club donations as well as donations earmarked for a new boathouse.
• Items that will be important for rent calculations and planning for the future include :
• Clubhouse/meeting space
• Dragonboat moorage
• Outrigger moorage
• Chase boat moorage
• Trailer parking
• The rent figure for 2023 is based on 2022, and includes Bruun, Ivon St, trailer parking and fire dock costs.
• Insurance costs include Director& Officer insurance, overall club liability, and insurance on our boats.

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FINANCE AND RECORDS POLICIES

Notes to the 2023 DRAFT WPC Budget (Cont.)

• Training expenses include:
• SafeSport
• Coach Clinics
• Paddle clinics
• Administrative costs include:
• Office Supplies
• PO Box rental
• Organization memberships for:
• PDBA
• PNWORCA
• Fees, Licenses, Subscriptions for:
• Website
• TeamSnap
• Checkr
• QuickBooks
• Survey Monkey
• Zoom
• Tax Filing
• DOJ Filing
• SOS Filing
• Club Logo Trademark
• OSMB permits

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ASSETS

WPC Policies & Procedures

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WASABI PADDLING CLUB– POLICIES AND PROCEDURES

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WASABI PHYSICAL ASSETS

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WASABI PHYSICAL ASSETS

Transporting WPC Assets

Members must be trained and certified by Wasabi in driving and trailering of Wasabi owned boats and equipment including dragon boats, OC6’s, OC1’s and OC2’s. Additionally, all drivers must have a valid driver’s license and own car insurance.

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OUTRIGGER PROGRAM

WPC Policies & Procedures

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WASABI OUTRIGGER PROGRAM

All Outrigger program policies and procedures are covered on the Outrigger Program page of the wasabi website.

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GRAPHICS GUIDELINES

WPC Policies & Procedures

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WASABI PADDLING CLUB LOGO GUIDELINES

Proper Logo Usage:

• The Wasabi Paddling Club logo is comprised of four parts:
1. “W”
2. Dragon, to represent the Dragon Boat side of the Club
3. Hibiscus, to represent the Outrigger Canoe side of the Club
4. “Wasabi Paddling Club”
• The individual components may be used as an accent or a supporting element only when the entire logo is present on the same communication or item (e.g., shirt):
• The “W” graphic icon should always be in Wasabi Green unless it is necessary to reproduce it in black or white, in which case the “W” should be either white against a black background or black against a white background.
• The Hibiscus may be in Hibiscus Pink, Black, Gray, or White
• The Dragon may be in Black, Gray or White
• The Club logo must always stand on its own and not be used in a gimmicky manner. Remember, the logo is our badge and should not be incorporated into a layout for any purpose other than to brand the communication or item.
• The logo and no component of the logo (“W”, Hibiscus, Dragon) may be used as a functional element. For example, do not use the logo or any of its components as a bullet when making a list of bullet points.

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Logo Don’ts:

• The logo should have a comfortable amount of space around it. Utilize the “Hibiscus” as a space guide when placing the logo.

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• Do not separate or adjust spacing between any elements of the logo

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• Do not use the logo with any of the elements missing (i.e., without the hibiscus)
• Do not change the logo font
• Do not re-order or move any elements of the logo

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WASABI PADDLING CLUB LOGO GUIDELINES

Logo Don’ts Continued:

• Do not repeat the logo or any element of the logo in patterns (fig. 1)
• Do not change the color of any elements of the logo
• Do not add embellishments, color, or texture around the logo that interferes with readability (fig.2)
• Do not outline any part of the logo
• Do not add elements to the logo
• Do not place color logo on colored backgrounds including black (fig. 3)

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Color Guidelines

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WASABI PADDLING CLUB LOGO GUIDELINES

Embroidery and Screen-printing:

• Embroidery colors: Pink 1110 Thread and Green 1901Thread
• Screen Printing: Hot Pink 226c and Green 361c

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Font:

• Subheads may be set in either Herculanum or Herculanum Roman. Subheads should have Initial Caps only
• Helvetica is the font for all informational copy. Varying weights of Helvetica are used to establish a hierarchy within the text

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• More information about the Herculanum Family can be found here: https://www.fonts.com/font/linotype/herculanum

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