This is an internal-use-only webpage, it isn’t surfable/navigable from the menus. It’s primarily intended to keep track of what needs to be done (and how) on a regular basis, annually or at different intervals.  It also servers the purpose of archiving information necessary to pass on to new board members. For updates, contact web@hellyervelodrome.com

LAST UPDATED – 8/19/2023

Annual Administration Tasks

• Election process – President and Election monitor
• Web site updates – Web Admin
  • Update Board web page with new Board members and new Committee assignments
  • PayPal buttons on Lockers page and Annual Training Pass page have a year-specific code
• Online communications – Web Admin
  • Update Committee email lists, eg. infrastructure@hellyervelodrome.com (in GoDaddy)
  • Update Board email list with new Board members, BoardOnlyNCVA (Google group)
• Parking passes – NCVA needs to provide a list of 15 names & vehicle info to the County, see Lease Agreement
• Locker rental renewal – Treasurer
• Annual Training Pass renewal – Treasurer
• See Treasurer Notes for list of treasurer’s tasks – Treasurer
• Review Lease Agreement and search for “annual”
  • Send these items to our County Lease coordinator annually on March 30th
    • Previous year’s Profit and Loss statment
    • Previous year’s CA and Fed tax statements
    • Verification of ongoing non-profit status
    • 3/23/2020 – Sent P&L statement, screenshot of 990-N e-postcard (IRS) and screenshot of 199N filing (CA). Since our FTB 3500 is still in process, no clear non-profit verification available.

Infrastructure Information

Hellyer Facility Manual

Banners and Signage

Banners  – We work with Eugene Bernosky at Zaavy to produce our rail board banners, ebernosky@zaavy.com

COVID19 Signage – Our 2020 COVID-19 signage (vinyl stickers and vinyl stickers on posterboard) was done by Bay Area Custom Shirts in Redwood City, www.bayareacustomshirts.com

Maintenance History

Treasurer Information

Our bank account is with First Republic Bank
Federal Employee Identification Number (FEIN) – 770287540
CA Entity Number – C1846838
State Charity Registration Number – 088067

PayPal account:
Owner: Lisa Kiratsous.

Treasurer Transition Notes , last updated 2/3/2020

2020 NCVA Fees document
2021 NCVA Fees document

Marketing Information

Sponsors

Our rail board sponsors,
https://docs.google.com/spreadsheets/d/1F2j7QonU6-2zKytpPr1ylcpsUprHJHfFSVY7btZPQaw/edit?usp=sharing

Artwork

Hellyer logo files, including vector image files:
https://drive.google.com/open?id=1dqONA6j9O2qLtgxW8Gm5pY80rmQzNxrV

Branded Merchandise

Water bottles – Erik Salander has an account for Hellyer use at www.specializedwaterbottles.com

Clothing – The 2020 and 2021 Clothing orders vendor was Bay Area Custom Shirts in Redwood City, www.bayareacustomshirts.com

Stickers – Erik Salander has an account with carstickers.com.

Website

GoDaddy account:
Owners: Annabell Holland, Aldene Gordon and Erik Salander.

Website access (aka WordPress logins):
Owner/Admins: Aldene Gordon, Annabell Holland, Bess Hernadez-Jones, Erik Salander and Dennis Pederson.
Subscribers: Jonathan Racine.

Elementor Pro – Essential:
Aldene Gordon has our license, due annually, in early August. $36.75 in 2021. Aldene has it renew automatically and we reimburse her.

FTP access (put files on server, outside of WP, eg results and flyers):
Aldene Gordon, Annabell Holland and Erik Salander.

Google Calendar:
There are four calendars: NCVA New – Other Events, NCVA NEW – Race Events, NCVA NEW – Special Events and NCVA NEW –  Training Sessions.
Owners: Lisa Kiratsous and Annabell Holland
Other logins: Erik Salander

signNow account:
This is for all our waivers and other documents that require electronic signatures.
Owner: Bess Hernandez-Jones (waivers@hellyervelodrome.com)

Square account:
Owner: Lisa Kiratsous.
Other logins: Annabell Holland and Erik Salander.

Square account:
Owner: Erik Salander
Login: waivers@hellyervelodrome.com

Social Media

Facebook:

• Page – Hellyer Velodrome:
  • Owner – Bess Hernandez-Jones
  • Other logins – Chris Bonilla and Erik Salander
• Page – Hellyer Velodrome Junior’s Program
  • Owner – Andrew Lanier, Bess Hernandez-Jones, John Cheetham
• Page – Hellyer Race Photos
  • Owner – Erik is asking, maybe Larry??
• Group – Hellyer Velodrome Group
  • Owner – Bess Hernandez-Jones, Lisa Kiratsous, Fergus Liam
  • Other logins – Chris Bonilla, Fergus Liam, Lisa Kiratsous, Erik Salander (via Hellyer Velodrome user??)
• Group – Hellyer Women
  • Owners – Korina Huizar, Annabell Holland, Mary Enrique, Bess Hernandez-Jones, Amanda Seigle
• Group – Hellyer Carpool
  • Owners – Sean Martin, James Grady and Haley Nielsen

Instagram:

• thehellyervelodrome (was hellyervelodrome_official):
  • Owner – Fergus Liam (was Chris Bonilla since inception)
  • Other logins – Chris Bonilla
• hellyervelodrome (Problematic):
  • Owner – Steve Jones
• hellyerwomensbikeproject (NOT NCVA sponsored):
  • Owner – Bess Hernandez-Jones

YouTube:
This is new as of August of 2021. Michael Dhuey created our YouTube channel. Here’s the info:

• Hellyer Velodrome Videos, https://www.youtube.com/channel/UCtv75eUWaPZ1O5vGTS9puxg
• gmail account is HellyerVideo@gmail.com
• password is known by Michael, Erik Salander and Bryan Larsen

Twitter:

• Hellyer Velodrome (@Hellyer)
  • Owner – Bess Hernandez-Jones
• Hellyer Juniors (@HellyerJuniors):
  • Owner – Bess Hernandez-Jones
• Hellyer Velodrome (@HellyerTrack)
  • Owner – not known, maybe Steve Jones again

email Groups

NCVA Google Group:
Owner: Bess Hernandez-Jones.
Other logins: Bill Nighan and Erik Salander.

BoardOnlyNCVA Google Group:
Owners: Bill Nighan and Erik Salander.
Other logins: Annabell Holland.

ncvasups Google Group:
Owner: Annabell Holland.
Other logins: Mark Koenig and Erik Salander.

Dropbox

We have a Dropbox account to save our signed online waivers and accident reports.
https://www.dropbox.com/home/county%20waivers/Accident%20reports
Owner: Bess Hernandez-Jones.

Supervisor and Board Member Information

Supervisor and Board Member Spreadsheet

Our Chief Supervisor maintains a spreadsheet of Supervisor and Board Member information (contact info, keys, first aid certification expiration, CBC, SafeSport certification, etc…).
https://docs.google.com/spreadsheets/d/1OjoWt81yBk2dOQMGdNCu8glGekRElzRW50Y6zohV2hM/edit#gid=0

Supervisor Manual

There is a Supervisor Manual and a list of Supervisor names on the Supervisor web page.

Supervisor Calendar

The Supervisor coordinator and Calendar coordinator share a google calendar for assignment of supervisors to beginner sessions.

CBC and SafeSport

All Supervisors and Board Members are required to be SafeSport certified and have a CBC performed every two years. Our Chief Supervisor has an account with NCSI/sportsengine, where we have a background screening (CBC) and abuse prevention (SafeSport) portal.
https://northern-california-velodrome-association.sportngin.com/register/form/211722364 (both)
https://northern-california-velodrome-association.sportngin.com/survey/disabled/444365 (just CBC)

SESSION INFORMATION

Alternate Entrance via Sylvandale Avenue

When the main entrance is flooded we need to use the alternate entrance, through the gate at the east end of Sylvandale Ave.
The combination for our lock at the Sylvandale gate is 1641.
Here is an email with instructions to enter through the Sylvandale gate.
https://groups.google.com/g/ncva/c/7O4nZ7yu0tg/m/UVvjILJLAgAJ

First Aid Kit Inventory

Hellyer First Aid Kit inventory, 2/1/2020 document.  THANKS!

Wheel Kids Session

Wheel Kids – Reservation and Session Information document.  THANKS!

Miscellaneous Session Notes

The NCVA covers Ranger OT fees starting the third week of February.  Prior to that Ranger OT fees are the responsibility of the promoter.

The Track can NOT be open past 10:00pm due to a Santa Clara County ordinance.  Note, the gates to the park are also closed.