Dunedin Boat Club Board Meeting Minutes - March 6, 2017

Transcription

1 7:31 PM - Call to Order - Blair Kooi Dunedin Boat Club Board Meeting Minutes - March 6, 2017 Minutes of Previous Meeting Discussion: Under Webmaster report was Dan, not Ron, Sheryl will correct. Motion: James moved to approve, Harold seconded. Motion passed. Guests/Outside Reports and Requests Tom Invitation to Racing month. Looking for people to help sail his boat. Kim Beatty Invocation approach was appreciated. Committee Reports Sunshine Pat Higgins Robin Story s mother passed away. Race Carol Elwood (see Race Committee in February Newsletter for details) RACE REPORT for MARCH The Feb. 18 th race canceled due to strong winds, rain and reported hail. Next event if the March 11 th Crown Cars Regatta, a Gulf Boat of the Year race sailed out of Pass a Grille. Following that is the Dunedin Boat Club hosted Pass a Grill Run which races from Dunedin to Pass a Grill. This is also a Gulf Boat of the Year race which gets the boats down to that area for the races to follow. St. Pete Yacht Club is allowing the boats to stay at their docks if they are entered into the Pussers Rum Cup the following weekend, which sails out of St. Pete Yacht Club downtown St. Pete. Once that finishes, we can stay another week in order to participate in Race Week, the final Gulf Boat of the Year races of the season. Race Week consist of 3 days of racing: first day from Davis Island to St. Pete, going around multiple marks; second day, the race goes from St. Pete to Bradenton, followed by the final day racing in the vicinity of the Skyway Bridge. Cruising Manny Farinas (see Cruising in February Newsletter for calendar) This month s cruise will be the annual March cruise to Gulfport. It is scheduled for the week-end of March 24th through March 25 th. Check out all the cruising information for this venue at the website, and sign up if interested in joining your fellow members on this great event. Even if you do not have a boat or are not able to bring your boat, you can still participate by driving over for the

2 Saturday night group dinner. There are already six boats signed up and 15 members signed for the group dinner at Pia s Trattoria starting at 6:00 pm, last day to sign up for the group dinner is March 20th. Next cruise is March 24 and 25 to Gulfport. Directory Ron and Sherrie Kinkead Deadline to pay dues to be in written directory is April 3. Ships Store Phyllis Mann New items for sale and report on inventory Seek approval for purchase of new shirts (confirm procedure) Created form to use when turning in money from sales Confirm choice of items for new members We had good sales at the last meeting...$ I am meeting with Chris at LogoPro on Monday to look at some more shirts. Our inventory of shirts is now low especially in the larger sizes. I will not order until I get board approval. Jack M. has a copy of our spread sheet of inventory prior to the sale at the last meeting. Phyllis requested approval for $ James motioned and Mark seconded. Motion passed. Website George Schott The Members Only section of our Website is operating nicely. Members are logging in and updating their personal data. We have 174 active members in the database. All the paid thru dates have been updated for the renewed members. The Status Update function has been run which sets the Member Status to Inactive for all members that have not renewed their membership. The little odds and ends are being cleaned up and corrected as they are discovered. I am working on two new features: 1. Find a Friend; will allow a member to search for another member by first or last name and display that members contact information; 2. Events; will allow committee chairs to create new events and members to register for them. This is precursor for using online payments. We need to set a policy that all new events must have fliers and/or Web content available at least 3 months before they are put on the scheduled. There are 5 Domain names. $189 per year for the 5. Looking into changing to a lower cost vendor. Will make a proposal next month. Communications Robin Wright Coordination with website Newsletter Karl Bohlmann Karl requests that newsletter input by Wednesday please.

3 Blue Gavel Chris Gattas Confirm date of first orientation for new members April 25 was discussed and confirmed Confirm date for flea market and park beautification Youth Sailing - Rod Collman Membership Bill Goocher Present four applications for approval Michael Ross & Mary Beth Steele - Sponsor: Nancy Crane Sam McVicker IV - Sponsor: Sam McVicker Lynn Olson - Sponsor: Jim Holesha Richard and Barbara Cashon - Sponsor: Rick Werner Moved Jim Acre, Seconded Jack Mallard. Members approved Late payers were approved. Social Committee Cindy Cole March 18th the Pirate Murder Mystery need 30 people or will have to cancel. The cost is $15.00 ($450) (was postponed) March 20th our ST. Patty s Dinner 6pm before the General Meeting. $10.00 April 1st. Dock party Starts 6 pm the docks at the club house 7pm with music. BYO everything and appetizer. Bring your neighbors and friends to the Boat Club to see what we are about. Cindy requests $400 for entertainment. James moved, and Grant approved. Approved. April 8th Blessing of the Fleet April 20th Cruise. $120 donation to the Good Shepherd Church of $100. James moved approval $250, $150 refreshments, $100 for the pastor, approved April 26 Kentucky Derby Hat Workshop at Boat Club May $45 for buffet dinner Prime Rib, Drink w/ souvenir cup, desert bar, VIP table, DJ, Door Prizes. $900 paid to Moved Jack, seconded by Grant. Approved. Discussion of giving donation to groups that rode on float. City Liaison Kim Beaty Building Committee Ken Carlyle

4 Update on electrical system in clubhouse. Had building committee meeting. Some for the wiring has been redone, some has not. Estimate for outlets outside $1,300; wire to dedicated circuit $617. Need to talk with the City, but we should consider doing it ourselves. It is a tinder box, and poses a threat. Sam pointed out that an electrical analysis was done 3 years ago with the City, and that it was supposed to be improved in It is time to start pushing the City to work on the Club. Kim says we will have to go halves with them to make it happen. James suggested that we go to the City and tell them that we support prioritizing electricity over replacing windows and doors. Suggest that is be brought up to code. Kim will schedule a meeting with the City tomorrow, and coordinate with Ken, Rnady, Terry. Fan blade needs replacing on ceiling fan. Marina Advisory Harold Schomaker Clearwater Ferry met with City last month to continue discussions on have a Ferry stop at Dunedin Marina. They are now talking about the stop handling both destination and origination fares. Also, the last fixed finger pier at the day docks will be removed so the large ferry can dock here. A handicap ramp will be installed, not sure where. This is being presented to at a commission meeting in April. We have some concerns of the larger ferry creating issues with traffic in channel. Finance Committee James McKeever At the beginning of this month, the finance committee completed its financial analysis for the2016 fiscal year as required in the by-laws. Elaine Mann and David Germain led this effort and donated hours of their time to complete this important task. The Dunedin Boat Club is very fortunate to have had the same purser in place for so many years, and one who passes this review each year doing so well. We all owe Jack Mallard a very big thanks. Even with that, it s important that as a civic organization with a 501 (c) (7) status and one required to file sales tax with the state, we continue to complete these financial reviews each year not only to analyze each future purser, but also to ensure our clubs records are kept in a way to satisfy any review done by any government body. I would personally like to thank David and Elaine for their efforts, and I hope each board member will as well. Gary Shellenberger also contributed significantly with additional information necessary to complete this review. His knowledge has proved invaluable to the committee. At the last board meeting, the board directed to obtain an expensive annual insurance policy on the club s trailer prior to Mardi Gras with the intent of cancelling after a month (approx) to cover us for any exposure during the time it was in use. This was not a clean path but the best one in front of us at that time. After the meeting, we received an offer from our primary liability carrier for them to add the trailer to our main liability policy for $324 a year. I spoke to Blair regarding this alternative

5 solution, and we both agreed it was a much better course for the club. We also acknowledged during our call that the board had not yet approved that expense amount, but thought it best to proceed prior to Mardi Gras. At this time, we ask for the board to approve the expense knowing if it does not we will either cancel the policy, or Blair and I will be responsible for the additional expense. It should be noted that insuring the trailer in this manner resolves any outstanding issues the board was going to later address about possibly moving ownership of the trailer to an individual member. With this solution, the trailer can remain in the club s name and is insured year round going forward. The invoice for this endorsement was to be mailed to the club and should arrive to our purser anytime. Mark made the motion to approve, Dan seconded. Motion passed to adopt the new insurance. A side note which came out of the 2016 financial review was that expenditures in excess of $100 need some level of approval. In looking over the minutes, it was found that on several occasions it was noted the board addressed and discussed items pertaining to these expenses but was not clear on the outcome of the vote. We would recommend these be better recorded. It would help the finance committee in it s annual review if any expense approvals were clearly listed at the end of the minutes or some other obviously placement, but we respect this might be an undue burden on the club s secretary. On the topic of expenditures in excess of $100, the finance committee would like to recommend to the board that we generate a list of non-discretionary expenses that the purser will face each year and approve those at the January meeting. These items could include expenses such as insurance, utilities, city expenses, etc. The board knows these expenses will occur and need to be paid so approval should just be a matter of process. They should already be approved by the general membership as part of the budget, so board approval is simply a matter of meeting the obligation as set out in the by-laws. Jack is going to put together a non-discretionary expenditure list. If that avenue is taken, then the board will simply need to be more conscious about approving discretionary expenses such as social events, ship store purchases, clubhouse maintenance items, awards, race expense, etc. Just because the expense is in the budget doesn t alleviate the board of still needing to approve the expenditure (if over $100). It simply alleviates the board of needing to get a separate membership approval first. Attached to our monthly report is a copy of the 2017 YTD budget performance. Given that we have only completed two months of the year, there is little to comment on. However, it was noted that we ve already spent 38% of our cleaning expense. We recommend the board investigate to verify this was an expected occurrence. Cindy is asking the new member prospects to help clean up. Next year change cleaning to supplies for clarity. Harold voiced that appropriately monitoring and approving expenditures is important in case of audit, given that we are a tax paying entity. Our last outstanding item to address was the previously discussed ship store expenditures without offsetting income from Our new ship store chair for 2017 provided the finance committee with a current inventory after the last board meeting which we have for review. Including shirts, hats, license plates, and burgees our retail inventory on hand

6 prior to the start of the last general membership meeting was $3,690. This does not include the recent sticker purchase, and does not reflect wholesale cost as that information was not available to us. This does help satisfy the larger than expected expense in the second half of 2016, but still leaves the issue of how the expense was made without board oversight. The discussion above on expenditures, if implemented, should help address the concern going forward. Book Club - Carol Allen (see February Newsletter for details) Next meeting is March 8, at 7pm, at the home of Sharon Williams (1891 Del Oro Ct., Dunedin). The book is Wild, by Cheryl Strayed. Historian Peter Kyres Update on meeting with Dunedin Museum (including joint events) Fishing Norm Whitten Youth Activities Vicki Bosi 40 kids in youth sailing, doing extremly well Dunedin Cup Regatta Rod Collman Sept 23 Regatta Ball Sept 30 Dunedin Regatta Lighted Boat Parade Chris Gattas Bridge Reports and Outside Updates Commodore Blair Kooi Task forces for charitable giving, club policies, and others as suggested by Board (minutes to be reviewed for policies) Vice Commodore Report Harold Schomaker - Kim Beatty and Diane Carsey will be presenting on updates from the Dunedin Waterfront Task Force. - Will be working with Dave on creating a presentation for April. - Have 2 speakers in the wings, one possibly for May and one for last summer/early fall. - Any leads for speakers are welcome. Rear Commodore Terry Hopkins Upcoming meeting with City of Dunedin Engineer Work day for cleanup and repair of Clubhouse will be March 25 (9-noon) Possible Chamber of Commerce event in August or September

7 Secretary Sheryl Barnes Purser Report Jack Mallard Financial Report for February 2017 Discussion: Motion: Mark moved, Sam seconded, approved Immediate Past Commodore Tom Kennedy Unfinished Business Jim Acre - Make the invocation ecumenical, not secular Sheryl made a motion to use what Mary sent. Mark says we do not need to vote. We will go with Mary s this month. Sheryl will read what Peter / Mary sent. The rule in general is to leave out mention of specific religions make it ecumenical. New Business Motion to Adjourn

8 Note - In order to keep the duration of Board Meetings to a reasonable time, and to avoid having to give a report at both the Board Meeting and the following General Meeting, reports that are information-only reports should be submitted to Sheryl Barnes and Blair Kooi so that they may be included in the Board Meeting Agenda and the Minutes without the need for making an oral report at the Board Meeting. Any report that requires Board action would be discussed during the meeting. Reports from the Purser, the City Liaison, and the chairs of the Finance, Building, Marina Advisory, Membership, and Social committees are likely to be regular reports that will be made at the Board Meeting, while those from the remaining committees would be made on an as-needed basis. Board Meeting Guidelines 1. All Bridge and Board Members will be at the U-shaped table configuration. Committee Chairs, members, and guests will be in the audience. 2. In the interest of time, comments and discussions will take place within the Bridge and the Board, comprised of short statements or questions. Comments by others should be in response to questions posed by the Bridge and the Board. 3. Committee Chairs should have submitted their reports so the Secretary doesn t have to write everything that is being discussed. Information-only reports will not be read at the meeting. 4. If Committee Chairs, members, and/or guests wish to raise an issue that was not submitted previously, they should do so during the Guests/ Outside Reports and Requests period. Issues raised, if accepted by the Board, will be inserted in the agenda for later discussion.