A regular meeting of the Board of Trustees was held in the Clubhouse on October 11, 2004. All Board Members and Flag Officers were present.
CALL TO ORDER: A quorum being present, Chairman Packard called the meeting to order at 1900 hours. The Board elected Captain Marv Elbon as the new Board Chairman. Captain David Richdale was elected the new Board Secretary.
MINUTES OF THE PREVIOUS MEETING: Secretary Stone read the minutes of the September 13, 2004 Board meeting and the minutes were approved as read.
MEMBERSHIP REPORT: Captain Bressler reported that there have been 33 new members enrolled during the year. He estimates that there will be 10 new vacancies. Ten members have withdrawn. He also reported that 6 ½% of the membership of the Club is now women members.
Captain Bressler also reported on the proposal to issue temporary burgees to persons who have applied for membership, have paid membership fees and who have not yet been approved by the membership in a Board meeting having that purpose. This is a problem that occurs typically during the summer when the Board does not meet and yet members have been informally approved and have paid their membership fees. Various concerns were expressed regarding the use of the yacht club burgee with alterations and the wisdom of that practice. Captain Wood expressed the concern that if temporary burgees were issued that the membership be apprised of such special issuance so that no new "member" would be embarrassed by a challenge from some of the membership for the use of club facilities.
No decision was made by the Board and the matter remains under consideration.
TREASURER’S REPORT: Captain Steve Farber submitted the following financial reports:
- The QCYC Income and Expense List Transfers Report;
- The QCYC Winslow Expenses Breakout Report; and
- The QCYC Balance Sheet Comparison.
All of which are attached as Exhibit A.
Captain Stone reiterated that the reconciliation of the Club checkbook had been accomplished. Captain Craig Joiner volunteered to do the reconciliation of the Club checkbook and report to the Board monthly.
PLANNING AND FINANCE COMMITTEE REPORT: Captain Klett requested Board approval for new members of the Planning and Finance Committee upon motion seconded and approved. Captain Ed Hedges was appointed Chairman of the Committee and Captain Jim Neiderkrome was appointed to the Committee. Both received Board approval. Captain Klett submitted the QCYC Debt Servicing Reports revised on 9/23/03 and 10/11/04 attached as Exhibit B.
BOARD CHAIRMAN’S REPORT: Chairman extended thanks to Captain Steve Farber for the work performed on the new form of financial statement. Banking Resolution No. 1 and No. 2 upon motion seconded and carried were approved by the Board in the form submitted as contained in Exhibit C.
Captain Dean Lentgis upon motion seconded and carried was appointed as Architectural Advisory Committee Chairman.
Upon motion seconded and carried the adoption of privacy use policy for email addresses and privacy and use policy for Club roster were approved as submitted and as contained in Exhibit D.
Upon motion seconded and carried Captain Tom Kuhn was appointed E-List Manager for the ensuing year.
Upon motion seconded and carried Captain Ed Rollins and Captain Ted Pineda were appointed as honorary members of the Club for the ensuring year.
To comply with the requirement for an annual review of the Club accounts, Captain Craig Joiner will be reconciling the checkbook and accounting monthly with a final report at the end of the year.
Captain Louis Titland reports that the annual taxes for QCYC will be prepared by Louis O. Titland, CPA, P.S. for the year ending September 30, 2004.
COMMODORE’S REPORT: Commodore McCroskey reported that the cleanup of the grounds of the Club was performed by seven people who did yeoman duty in performing the very tough work of cleaning up the grounds. He reported that the pilings are near completion at the Outstation at a total cost of approximately $41,900. The pilings are metal pilings, eight in number, being 12 inches in diameter with ½ thick walls. Payment to the installer will be held until the signs are replaced in their former positions.
Commodore reported that the Tarrettes will be meeting on the same nights as the Board meets at the Clubhouse for the ensuing year.
Commodore reported that wireless technicians will be at our next meeting.
VICE COMMODORE’S REPORT: V/C Grimm reported: V/C Grimm submitted the revised Rule 3.03.01 reconciling the number and size of the slips available for moorage. Upon motion seconded and carried the Board adopted Rule 3.03.01 as submitted as appears as Exhibit E. He also reported that there had been a spill at the Outstation involving some small quantity of fuel. It is important to make it be known to the members where the "spill kit" is located at the Outstation. The spill was reported to the Coast Guard on Monday morning. It appears that the spill was contained satisfactorily.
V/C Grimm further reported that the people responsible for submitting the security system in final form are near accomplishing that.
He further reported that a roof drain would be installed to solve the water-pooling problem on the 4th roof section Dock 1.
REAR COMMODORE’S REPORT: R/C Bob Yates reports that he is working with the security people toward completion of the system and will continue on with that effort.
OLD BUSINESS: Captain Ron Dawson appeared before the Board and reported that in the interest of the Club he is at the present time withdrawing the proposal of changing the Bylaws as they pertain to membership voting. Captain Dawson felt that the proposal would cause dissention that was not in the best interests of the Club.
NEW BUSINESS: Secretary Richdale and Captain Titland reported the ongoing efforts to create a new tax exempt entity are underway. Upon motion seconded and carried the Board approved of filing Articles of Incorporation with the Secretary of State of the QCYC Junior Boating Club. The Board further approved the application for an EIN for IRS purposes.
Discussion was held with regard to the governance of the Junior Boating Club. While it is a distinct and separate entity from the QCYC, V/C Grimm suggested it may be wise to have the R/C be seated as a member of the Board of Directors as a channel for some indirect oversight. The filing fee of $195.00 was approved by the Board.
Captain Ewell reported that the caterer of the restaurant facility of the Club needs better promotion by the Club members and suggested that the available facility hours be posted on a website. Captain Kuhn agreed to post those hours on the website.
Captain Ewell further reported on his efforts to get the Power Squadron to hold their meetings at the Club facility. This effort will continue.
MEMBERS COMMENTS: Captain Bressler will advise the Board of the results of the lottery. The Board approved the continuation of the lottery and thanked Captain Bressler for his good work.
V/C Grimm reported that the State Department of Natural Resources is requiring a report to revise the survey for the Outstation, as a new and accurate report will reduce the bond requirement from $60,000 to $40,000.
V/C Grimm also reported on the 520 project indicating that he is meeting with the State and the Club attorney next week. He did indicate that whether the project is a six or eight lane project, the same footprint and same impact on the Club’s property would occur.
ADJOURNMENT: The meeting was adjourned at approximately 1950 hours.
Respectfully submitted,
David A. Richdale
Secretary