Final Voyage Information Flow Procedures

Final Voyage Information Flow Procedures

April 6, 2023
From Page
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GAM  Spring 2023

 

To: CCA Governing Board                                   Approved by Board of Governors, Feb 21, 2023

From David Curtin, Final Voyages Coordinator / Editor

Date February 14, 2023

Subject: Final Voyages coordination and notifications, revised proposal.

This note and proposal are to present a modified Final Voyages / Eight Bells notification process for a more efficient and reliable means of hearing who has passed in a timely manner and maintaining a complete listing of those deceased.

The notification to the CCA of the passing of one of its members happens in an unpredictably wide variety and number of pathways. Such information is seen to travel via extensive networks, sometimes in circuitous manners, a true bush telegraph. It forms a naturally open and complex flow of information from person to person. As such, it cannot be regulated. A more reliable approach, then a set process, is to have a broad network of potential receivers, whoever they may be, but all aware of the need to redirect the information to a central point for processing, the relevant station’s RC and Final Voyages coordinator/editor.

Three central operational principles:

  1. All information on the death of a member should first flow through that member’s Station RC with a copy to Final Voyages Coordinator/Editor (FinalVoyages@Cruising Club.org), before general distribution.
  2. Final Voyages Coordinator / Editor position is the steward of the deceased members list in the membership database and is also responsible for the completion of their Final Voyages essay for the Voyages Journal.
  3. The Eight Bells Notification, in a modified and more appropriate text, to be circulated to a broader spectrum of people in positions that would or might care to know.  See the attached proposed draft and circulation list.

The key points of the proposed modified process:

  • Any person who receives information on the death of a member forwards the information, without delay or further actions, to the deceased member’s Station Rear Commodore (RC) and to the Final Voyages Coordinator/Editor.
  • RC reviews and has the opportunity to send an internal note to their station on the passing of one of its members.
  • RC informs Final Voyages Coordinator/Editor when they are clear to have the information circulated more broadly. This should not extend a delay of more than a day and would be shortened in special circumstances.
  • Final Voyages Coordinator/Editor then proceeds with updating the membership database, which triggers an automatic email notification known as Eight Bells (see sample below).
  • The Eight Bells distribution list is expanded to include all Club Flag Officers, all Station RC’s, Secretaries and Historians, the Webmaster, Membership Committee Chair, and the Editors of the Yearbook, Voyages, GAM, Waypoints. (Note that it is currently circulated only to Club Flag Officers, relevant Station RC only, Final Voyages and Webmaster).
  • Final Voyages Coordinator/Editor works with the Station Historian and RC to develop the Final Voyages essay for the next Voyages journal. The position also maintains the list of the deceased for publications and for reading at the two general meetings by the Club Secretary. 

 

Modified Eight Bells text and distribution pilot:

 

We are recently informed that John Doe of the Artic Station has passed on Jan 0, 2000. We offer our condolences and gratitude for past membership and camaraderie. Rest in Peace.

 

The Station RC, Secretary and Historian have been informed; this Notification is to the CCA Flag and leadership - distribution list below FYI.

 

The member’s record in the membership database has been changed accordingly from Active to Deceased.

 

You can read John Doe's obituary/epitaph and see the spouses contact address at https://cruisingclub.org/node/387.

With respects,
David Curtin - Final Voyages, Coordinator/Editor.

Note on Procedures:
This notification is automatically sent by the Website when a member’s status changes from Active to Deceased. The update is entered by the Final Voyages Coordinator/Editor, having previously informed the RC of the deceased’s station.


This notification is distributed to all of the CCA Club Flag Officers (CCA Commodore, Vice Commodore, Secretary, Treasurer and Historian), to all Station RC's, Post Captains, Secretaries and Historians, to the Editors of the publications (Yearbook, Voyages, GAM, Waypoints, Final Voyages), Membership Committee Chair, and to the Webmaster.
Please ensure that any information of a member's passing goes as soon as possible and directly to the relevant Station Rear Commodore with a cc to the Final Voyages Coordinator/Editor. This is to ensure timely updates for members and inclusion in the upcoming publications.
The above is a modified Eight Bells text and distribution as a pilot to evaluate a more inclusive distribution of the Eight Bells Notification. Feedback welcomed to dcurtin626@aol.com 

 

 

 

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