ANNUAL GENERAL MEETING 23 OCTOBER 2015, 8:00am Divi Little Bay Beach Resort, Sint Maarten MINUTES 1. Introductions Present at Meeting/Voting Peter Holmberg CSA President, Virgin Islands Sailing Association - Voting Alison Sly-Adams CSA Vice President, Antigua Sailing Week Voting on behalf of Ondeck Antigua Mark Theron St. Kitts Nevis Sailing Association Voting John Gifford St. Maarten Heineken Regatta Voting Ian Hope-Ross St. Maarten Yacht Club Voting Paul Miller St. Maarten Heineken Regatta No Vote Deborah Miller St. Maarten Yacht Club No Vote Luc Poupon Les Voiles de St Barth Voting Geoffrey Pidduck Antigua Sailing Association Voting Jose Nigaglioni International Optimist Dinghy Association - Voting Heather Ruhsam Sailors for the Sea Voting Eric Mijts Aruba Sailing Association Voting Anita Aerts Aruba International Regatta Voting Fleur Visser St. Maarten Heineken Regatta No Vote Michelle van der Werff St. Maarten Heineken Regatta No Vote David de Vries CSA Measurer No Vote Chuck Pessler St. Thomas International Regatta Voting David Pelling Sail Canada, ISAF No Vote Bob Phillips Royal BVI Yacht Club Voting Judy Petz BVI Spring Regatta Voting Tony Maidment Antigua Yacht Club, CSA Measurer Voting on behalf of AYC Penny McIntyre Barbados Sailing Association No Vote Renata Goodridge Barbados Sailing Association, CSA Measurer Voting Rana Lewis CSA Secretariat, Antigua Sailing Week Voting on behalf of ASW Chris Haycraft CSA Vice President, Royal BVI Yacht Club - Voting on behalf of BVI MNA Julie San Martin St. Croix Yacht Club, St. Croix International Regatta - Voting Jacqui Pascall Grenada Sailing Association Voting
CSA 2015 AGM Minutes Page 2 of 7 Jaime Torres CSA Vice President, Melges 32 Caribbean Voting on behalf of BRISA, Federacion Vela de PR, Melges 32 Caribbean (two proxy votes) Kathy Lammers CSA Secretary, Antigua Sailing Week Voting on behalf of Antigua SuperYacht Regatta, Bequia Sailing Association, Ligue de Voiles Martinique (3 proxy votes) Pam Fuller CSA Treasurer No vote 2. President s Welcome Peter called the meeting to order at 0806; confirmed that a quorum was present Pam Fuller and Kathy Lammers to take minutes Meeting to be conducted under Robert s Rules of Order Voting delegates established 3. Approval of Minutes of 2014 AGM Motion Alison motioned to approve the minutes Second Judy seconded Carried all in favor, none opposed 4. President s Report Peter Holmberg The President s Report is available in the AGM Dropbox file. 5. Finance Report Pam Fuller The Finance Report is available in the AGM Dropbox file. Expanding membership forgiving old debts to get members to come back MNAs free membership to encourage participation across the region; especially for small (one person, unfunded) MNAs Rating rule does the CSA want it to break even or help finance the rest of the organization? Should the measurement fee be raised to $6/foot, where the CSA would get $2/foot? Kathy said the fee is already $6/foot. Peter said measurers group to come to board with a budget. The International Regattas previously agreed to pay $5/boat for marketing but it was never implemented all major regattas vote again in favor Can the regattas collect the measurement fees and then pay the CSA? They already have the infrastructure in place. Need to make it easier for measurers to pay their dues by accepting credit cards for example. Action the Board needs to determine the budget and then identify what income is needed. Kathy committees to submit within 30 days of AGM. International marketing benefits the international regattas but the money brought in by the $5/boat could be earmarked to Sailing Development or Group O support and marketed that way
CSA 2015 AGM Minutes Page 3 of 7 Agreed Secretariat and conference need to pay their own way somehow either downsize or generate sponsorship. Secretariat essential to operation of the organization and must find a way for it to continue. 6. Secretary s Report Kathy Lammers The Secretary s Report is available in the AGM Dropbox file. 7. Membership Report Kathy Lammers The Membership Report is available in the AGM Dropbox file. Action need to clarify the definitions of local, regional, and international regattas; need input from membership organizations Action put the list of existing members, with type, on the website ISAF rules define international regattas they must belong to ISAF and must get international judges Our definition of international is different than theirs, so we will review and publish our definitions of international, regional, and local as used within the membership structure Most MNAs are now members; committee will follow up with outstanding MNAs. Will then apply for ISAF Affiliate membership. 8. Secretariat Report Alison Sly-Adams The Secretariat Report is available in the AGM Dropbox file. Action quarterly newsletter devoted predominantly to organization news Proposal - increase the information about the small events who don t have a press presence on their own, the major events are already well covered Proposal target corporate social responsibility budgets for sponsorship Proposal enlist writers on an ad hoc basis concerning subjects as requested by the CSA 8. Marketing Report Alison Sly-Adams The Marketing Report is available in the AGM Dropbox file. Action membership/board needs to give input on what the CSA should be marketing Action revisit sponsorship structures for the organization, to include the calendar 8. Sailing Development Report Chris Haycraft The Sailing Development Report is available in the AGM Dropbox file.
CSA 2015 AGM Minutes Page 4 of 7 Action - develop of a unified youth sailing syllabus across the region; CSA to sanction it Action update the equipment inventory and get it online Action containerize Opti fleet; have the southern islands organize a sequence of regattas; ship the fleet around the circuit; venues to organize quartermaster for maintenance. IODA has funds and can help with this but needs to get better organized. Quino - IODA needs proposal in writing and can then finalize a plan and budget for the expense. Information about applying for funding is on IODA website. Northern fleet might be combined from St Barths, Anguilla, St Maarten Concern was expressed about the make-up of the fleet for the CDC this year too many sailors required to field a team made it very expensive. Therefore low turn-out. Peter moved that we continue with the CDC; Chris seconded. Members need to provide feedback and then we all have to work to promote it. Sint Maarten offered to host CDC next year; offer accepted. Date set for approximately same dates as 2015. 8. Calendar Report Peter Holmberg The Calendar Report is available in the AGM Dropbox file. Great achievement by Calendar Committee to have five-year calendar completed. Paul only need two more years and then it will rotate from there calendar only changes 7 times. 9. Proposed Amendments to the By-Laws Motion Ian moved to vote separately on each by-law Second John seconded Carried no opposition 6.1 Financial Year no opposition 7.2 Officers must actively participate no opposition 7.3 VPs can serve more than three years no opposition 8.1 President preside at extraordinary meeting no opposition 8.4 Treasurer responsibility no opposition 11.2 Marketing Committee responsibility no opposition 12.3 Nominating Committee time frame no opposition 13.2 Membership Committee responsibilities no opposition 14.2 Calendar Committee responsibility no opposition 17 Conference Planning Committee formation no opposition 19.1 Delegates extraordinary meetings & 48 hour notification time frame in favor 13 + proxies; opposed 2 approved Renumber 18.2 to 19.3 Motion John moved that any renumbering can be adjusted post meeting
CSA 2015 AGM Minutes Page 5 of 7 Second Chris seconds Carried no opposition 19.2 Director vote Motion Chris moved that the Board holds a single vote to be used in a tie break Second John seconds Carried no opposition We ll double check the wording and re-vote this afternoon. 20.1 Appointed delegate resolved NO CHANGE no opposition 20.2 Notice period = 21 days no opposition 23.1 No election of members no opposition 24.1 Proxy vote 48 hours no opposition Specify proxy form and delivery mechanism in notice of AGM 25.1 Voting can be at AGM or EGM no opposition 26 No CSA constitution no opposition Further voting after lunch: 18.2 Delete entirely no opposition 24.1 Board gets one vote in case of a tie amended wording no opposition 10. ISAF Group O Report Peter Holmberg Group O Rep Cary Byerley in attendance declined to give the Group O Report at the invitation of Peter. The ISAF Group O Report provided in writing by Group O Rep Hector Duval is available in the AGM Dropbox file. The MNAs get more information than the Group O reps they must get additional information from ISAF MNAs requested to be sure to share the information they receive with interested parties on their island. can the Group O reps provide guidance about which are the critical issues can the Group O reps provide explanation about what the actual vote means on those issues voting on continental issue was deferred last year and will be voted on this year it is critical to the Caribbean 2016 is the next Group O Rep appointment year 10. Rating Rule Jeffrey Chen Rating Rule The Rating Rule Report is available in the AGM Dropbox file. John Gifford raised concerns about the future of the rating rule; Jeffrey said a new contract for administration of the rule should be in place before the beginning of the coming season no reason for concern. Paul said the board needed to make a decision and there is no future for the CSA without the rating rule; Peter clarified that the measurers group has to make a proposal to the board which it hasn t done yet.
CSA 2015 AGM Minutes Page 6 of 7 Peter believes in the CSA rating rule and wants to see it continue but Jeffrey and measurers group have to get it sorted out. Jeffrey if that s the mandate then he will attempt to deliver. David de Vries pointed out that the issue is getting a proper contract in place and interaction between measurers and Paul. He stressed we have a great rule but have to find a solution and have continuity. Changes can be made but it has to be worked on right away and handled properly. 11. Election of Officers Peter Holmberg Nominations for Secretary are open from the floor. Motion Kathy nominates Judy Petz Second Julie San Martin seconds Accepts Judy Petz accepts. Proposal to accept the complete slate? Motion Renata proposes to accept the slate Second Geoffrey Ian Hope-Ross nominates John Gifford for VP; Mark seconds Proposal that unopposed slots be accepted by acclamation no opposition. Ballot vote for VP positions each member to vote for four of the five candidates; top four to assume positions; Fleur and Judy will count Tony ballot vote. Result - Kathy, Judy, Pam (President, Secretary, Treasurer) Alison, Jaime, Chris, Mike (vp, vp-spanish, vp-north, vp-south) 12. Old Business Peter Holmberg History and Hall of Fame recognition of our past Sandy, Bob, Judy need to get off print and into soft copy ISAF relationship options are affiliate membership and rating rule proceeding with the former, starting with getting the MNAs as members. 13. Formation of Committees Kathy Lammers Several of the committee positions are mandated; request members think about where they would like to contribute and let Kathy know. 13. New Business Kathy Lammers Rio and broadcasting rights in the Caribbean ESPN and CB will have the rights to broadcast; every Caribbean athlete will be highlighted Proposal marketing push about the Caribbean sailors who have qualified for the Rio Olympics 14. Motion for Adjournment
CSA 2015 AGM Minutes Page 7 of 7 AGM was adjourned at 2:00 pm. Minutes by Pam Fuller with the assistance of Kathy Lammers.