Weather Alert Process

Transcription

1 Weather Emergency Decision Process - Strawman Weather Alert Process Fleet Captain determines whether an emergency notification to members is needed. Suggest at minimum of 72 hours prior to expected landfall. Communication should be drafted and reviewed with Commodore and Vice Commodore for agreement to notify Club members. A DRAFT IS ATTACHED, and is posted in the web site as a Test Weather Alert. Notice should emphasize uncertainty of weather forecasts and stand by for further alerts, or stand down as conditions change. Suggest that Commodore, Rear Commodore, Club Manager and Fleet Captain caucus to determine whether an alert should be sent, but it is up to the Board to decide who should confer and who have authority to post an alert. Assuming that the Board agrees on a joint process, all 3 officers mentioned above and the Club Manager will be authorized in the system for this type of posting, as backups in case the primary responsible person is not available. Posting Process Sign in as a member using the login. Hold the mouse pointer on New" in the black banner along the top of the page. It will open up to display Post. Click on Post. See screen print below. Once the post page is open, there are two ways to create a Weather Alert post: I. Method I -You can type a new alert at this point, adding whatever information and web site links are needed (or copy and paste the attached Draft Alert). Proof read carefully!! Make sure you scroll down the categories on the right hand side and select Weather Alerts as the Category!! This is very important, since if this category is not selected, then the Alert will be uncategorized and no s will be sent. Enter the title in the Title box at the top. Enter (or paste) the body of the text in the text box in the center of the page. You can use the boxes along the top of the text box, for bold, italics, etc., similar to a Docx document. The note will come from webmaster@sarasotasailingsquadron.org, with a reply to address of the author (the club office who sent it) along with the body of the alert you type. When you wish to review your work, click the Preview box on the right hand side. This will show what the note in the web page and the note will look like. To get back to the edit page, close the preview page. When you are done, click either on Draft in the right hand side to save for further review, or Publish. Don t click on Publish, unless you are sure you are done, since this will post the Alert and send s of that text to all Club Members, and cannot be reversed!! II. Method II - Once the post page is open, instead of typing in a new post, click on All Posts in the left hand edit column. This will display all posts. You can scroll through the list to find the Weather Alert Test post that was sent or select Weather Alerts in the Filter box in the center of the header, and click

2 on Apply. This will bring up specifically only Weather Alert Posts (currently there is only the Test Alert). Click on the Weather Alert box to select that post and click on Duplicate. This will put a duplicate of the test post on the screen, which you can then edit to whatever form is needed (delete the test heading, add dates or specifics etc.) As in Method 1, when complete, you can preview to see what the post will look like or save a draft for further review. The category is already set as Weather Alert, but you should scroll down the Category list to check that is the case. When you are absolutely sure everything is correct, and the Category is set to Weather Alerts, click on Publish to post the notice and send s. View of the post page after you click on new in the header.

3 Draft Weather Alert (already in the Web Site file of Posts, and can be edited into a final form Alert) THIS IS A TEST THIS IS A TEST THIS IS A TEST THIS IS A TEST THIS IS A TEST As you are probably aware, a Weather Event is expected to make landfall in the Sarasota Bay area within 48 hours. It is important that if you have any boats or property on or in the water in the vicinity of the Sarasota Sailing Squadron premises that you either remove them to a safe area or secure them for possible storm conditions. This includes removing any loose equipment life jackets, sails, sailing gear, etc. and firmly securing your boat and / or trailer or mooring to prevent wind or water damage. Remember that you are responsible for any weather related damage to your boat, and any damage your boat may do to other s property. You can obtain further information about how to properly secure your boat, by navigating to the Hurricane Preparation tab on the Sarasota Sailing Website. Although weather is always unpredictable, please do not wait until the last moment if the weather becomes severe, it is likely that roads may be closed and there will be no access to the club. Further weather alerts may be issued as circumstances dictate. If there are any questions, please contact the office. If you do not have any boats or property on the Squadron premises and do not wish to receive future Weather Alerts, you may unsubscribe by going to the website, signing in as a member, navigating to MEMBERSHIP, then MEMBER RESOURCES, then SUBSCRIBE VIA and Deselecting the Weather Alert category.

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5 Boat Information Update process Boat Information is initially recorded as part of the original New Member application process. Form will be modified to include all relevant boat information (draft form already includes some of the data, and can be expanded to include all other needed fields). Form will also be amended to include cell phone, contact preferences, etc. I am not sure what is recorded currently. So we would need to review the current form to see what if any modifications are needed. If there is a positive trigger that the person owns a boat, such as pays a FOAM Fee that could be used to make those fields mandatory, if they are not already. Info is presumably captured in the Office records and available to the web site as an extension of the On Line Member Directory. Members who sign up through the office would be recorded via the same on line application form. Annual update is best done through the Membership renewal / annual payment process on a renewal page. The invoice that is sent already has most, but not necessarily all of the information. It could be expanded to include all of the needed information. Member could be asked to validate specific fields and to sign on to web site to both pay invoice and to validate profile information shown on the invoice. The renewal page could be a replica of the invoice, with corrections made by the member and sent to office along with e-payment. Again, if there is a trigger field such as FOAM Fee paid, then some fields could be made mandatory, and some basic error checking. Member could not change amounts to be paid. Periodic updates would be done through the profiles page in the web site. Member could sign on and correct, add or delete information relative to boats as well as preferences for Weather Alerts. Profile page would have to be expanded to include new information.