|| Is there a need? Certainly, this is
the first consideration and one that is sometimes innocently avoided. Simply
consult with the Trophy Committee, Chairman who will be pleased to discuss
the matter with you. The Chair has all up-to-date info at hand.
||Does the gift have to be approved? Yes,
all new perpetual trophies must be approved by the Board of Directors. The
following pages list the procedures.
||What is the best type of trophy to present?
As the trophy will be permanent, it is expected that the quality of the
award will meet high standards. Equally important, the award should normally
be sturdy, without fragile and delicate appendages as almost all of these
awards travel annually from one event location to another and must withstand
the rigors of rough handling!
||What must be included with the trophy? The
trophy must be appropriately identified with engraving or be otherwise
marked, and should have provision for entering names of winners for several
years to come, including an adequate base if needed for this purpose.
||Must keeper trophies be provided?
Typically, keeper trophies are presented along with each perpetual trophy.
Donors are encouraged to provide appropriate keeper awards, but there is no
obligation to do so.
SUGGESTED PROCEDURE FOR
DONATION OF A PERPETUAL TROPHY TO THE
GULF YACHTING ASSOCIATION
||Discuss the proposed donation with the Trophy Committee
Chairman, informing him of your desire to donate a perpetual trophy.
||The Trophy Committee Chairman will then inform the
a. the Trophy Committee members
b. the Executive Committee
c. other committees and councils as appropriate.
||Prepare a draft of your Deed of Gift and forward it to
the Trophy Committee Chairman, who will in turn forward it to all of the
above for comments or suggestions.
||Note: See following pages for preparing a Deed of
Gift. The Deed is a very important part of this procedure in that it
spells out, to present and future individuals, the reasons for and the
terms of the gift.
||Prepare final Deed of Gift after mutual agreement on the
terms with the Trophy Committee and the Executive Committee. Have the
Deed signed and dated by the donor. The deed of gift shall then be submitted
to the Board of Directors for approval, and after approval, signed and dated
by the Commodore. One copy shall be attached to the minutes, and a copy
shall be provided to the donor.
WRITING A DEED OF GIFT
A Deed of Gift is a formal and legal document that transfers property
ownership from one individual or organization to another.
Executing a Deed of Gift is always in the best interest of all concerned
parties, both present and future, as the Deed should clearly state the donor’s
reason for giving the gift, how the gift is to be used, and all pertinent
details that may be applicable to the transfer of ownership. In addition, it
outlines the recipient’s wishes and verifies that both parties are in full
Failure to execute a Deed of Gift can often bring on future problems
regarding the transfer of the trophy and its true intent.
Bearing the above in mind, we offer the following outline for preparing a
Deed of Gift:
DEED OF GIFT
|I - Opening Statement
||The (name of donor or organization) gives to
the Gulf Yachting Association a perpetual trophy described as (describe
trophy) to be so named (give formal name of trophy). This trophy is to
be presented to the competitor in (name of Event) that (describe
Example: "Mr. John Doe gives to the Gulf Yachting Association a perpetual
trophy described as a sterling silver bowl, 10" in diameter, with a mahogany
base 14" square, to be so named "The Jane Adams Sportsmanship Award". This
trophy will be presented to the competitor at The Womens’ Knost Championship
who demonstrates the highest level of Sportsmanship (to be interpreted as
fairness, courtesy and grace in victory or defeat throughout the event)"
| II - Purpose
||a. If there is a particular reason for this
gift, give an explanation.
b. If the trophy name memorializes an individual, give a short resume of
his or her achievements.
Example: "Over the years we have seen the
emphasis on winning increase dramatically - all too frequently at the
expense of good sportsmanship. This award, in perhaps a small way,
will stop that movement. We are dedicating this trophy to Jane
Adams, one of sailing’s premier experts on the Rules of
Sailing and fair play. Jane, who passed away in 1992, is
responsible for many of our current rules and procedures, and
should be remembered for her lifetime of volunteer effort on behalf
of our sport."
|III - Selection Process
||Indicate method for selecting the winner.
Example: "I request that the Event Chair form a selection
committee of three individuals who, in his opinion, are best qualified to
make the Sportsmanship choice. Further, that these individuals are chosen
prior to the initiation of competition."
||Add that ‘In the event of insufficient
interest or of other reasons, the trophy may be rededicated, subject
to the approval of the Board of Directors.’
|V- Care of Trophy
||The Gulf Yachting Association has a program
in effect for the care and maintenance of trophies.
|VI - Signing
||Final Deed should be dated and signed by the
donor and by the commodore of the Gulf Yachting
Association, signifying acceptance.
The Gulf Yachting Association sincerely appreciates the
generosity displayed by the donation of a perpetual trophy which, along with its
other perpetual trophies, serves to promote the sport of yacht racing in our