Queen City Yacht Club
Regular Board of Trustees Meeting Minutes
Date: February 13, 2017, Time 19:00 Hrs. (7:00 PM)
Location: QCYC Main Station - Third Deck
Trustees, bridge officers and committee chairs present: Captains Rick Ashleman, Sandy Benson, Pete Delaunay, Kelly Stocklin, Barry Rutten, Jeff Madera, Commodore Dave Bedner, Vice Commodore John Hieber, Rear Commodore Mark Reed and P/C John Rogers, Secretary Eric Wood and Treasurer Jan Gould
Excused: none
Meeting was called to order at 7:00 p.m. by Chair Rick Ashleman.
Opening Comments – Board Chair Rick Ashleman
Chairman Ashleman read the QCYC Mission Statement added to the 2017 Annual.
He then discussed the SWOT component of the last Leadership retreat. The #1 issue that came out of the SWOT (Strengths, Weaknesses, Opportunities, Threats) analysis was the lack of respect between members. He further pointed out that the component of the Oath of Membership pertaining to members treating each other with “dignity, honor, courtesy and respect” was not currently defined and no structure currently exists to address breaches of the oath.
Chairman Ashleman proposed that there needs to be substance behind the oath for when there are issues that arise between members. This proposal will be discussed and considered at a later date.
Approval of Minutes:
The minutes of the January 09, 2017 meeting were presented via email by Board Secretary Barry Rutten. It was moved and duly seconded to accept the meeting minutes as modified and presented. Motion Passed.
Committee Reports:
Membership-Chris Benson
Captain Benson shared that:
- 61 leads were generated from the boat show
- QCYC won the Yacht Club Challenge with 89 members present at the Friday night gathering
- The Open House for prospective members would be held on March 5th.
Current members: 386 active, 14 intermediate, 9 social members, 18 life members and 97 senior life members and 6 pending applications. Total memberships excluding pending is 524.
- 4 applications were presented to the Board
- Kevin Kincheloe & Deanna Fulton; sponsor - Ron Stevenson
- Dick & Dora Moxon; sponsor - PC Bill McGillan
- Kelley Marriott & Linda Fenton; sponsor – Jeff Madera
- John & Alyssa Plut; sponsor – Charlie Soffel
Treasurer’s Report –Presented by Treasurer Jan Gould (See Attachments)
Treasurer Jan Gould distributed the financials and details were explained as follows:
- Total income stands at: $633,366.36; this is $8,088.08 better than budget due to the moorage increase and more rental income
- Net income stands at $485,482.30; this is $17,839.98 better than budget
- Net cash flow stands at $373,450.15
- The outstation is $1,364.09 better than budget.
- Total investments: $766,474.66
- Due to non-payment of dues and after extensive attempts to contact him, a motion was made to expel member Tim Dies. The motion was duly seconded and approved.
Planning & Finance Committee Report – Bruce Ramon
- No Report
- Chairman Ashleman listed several projects that Planning & Finance has on their planning agenda that we’ll be hearing about in detail at later dates as the list is prioritized and acted upon
Moorage Report –Don Frisell
- The work to replace the concrete pads with plastic grated decking at the firebreaks on Dock 2 is proceeding.
- Slip 320 will be vacated shortly and be available for offer
- The online, electronic moorage management system is operational
Outstation Report – Eric Wood
- Eric is working with Marine Floats to replace the two pedestals damaged by a member. The member will bear the full cost of the repairs.
- Asphalt repairs are still pending and awaiting a good weather window.
- The city of Bainbridge Island will be removing the city dock and pump out late this summer as planned and previously communicated.
By Laws Report– Scott Grimm
No Report
Insurance Committee Report – Barry Rutten
No Report
Architectural Advisory Committee – Doug Henrikson
No Report
520 Report – Gary Stone
No report. It was reported that Gary Stone testified at WSDOT regarding the unlimited access issue
Web Site – Bill Brunkhorst/Gerald Fey
- The electronic moorage system is online and LIVE (applause)
- Online payments for events and functions is next (looks of awe)
Disciplinary Committee
No Report
Commodore’s Report-Dave Bedner
- Commodore Bedner reminded the Board that there are two line items in the Docks budget, Capital and Maintenance. He informed the Board that it would be necessary to shift funds from one account to the other, from an accounting standpoint, shifting funds from Maintenance to Capital, to cover the expense of replacing the concrete pads with plastic grated decking at the firebreaks on Dock 2. The Capital account was over budget and the Maintenance account was under budget. The combined accounts are still under the combined Docks budget. The Board acknowledged being informed of the re-allocation of funds.
- Commodore Bedner discussed and reviewed an update to Moorage Rule 5.02. (see attached)
- A motion was made to accept the changes to Rule 5.02 , as modified. The motion was seconded and the motion passed.
- Implementation guidelines to be communicated to the membership
Vice Commodore’s Report – John Hieber
- The duties and responsibilities of the club Office Manager are currently being reviewed, with the assistance of a member with extensive Human Resources experience. A current task list will be analyzed and a job description will be created for the position.
Rear-Commodore’s Report – Mark Reed
- The New Member Cruise-In to Winslow is in the planning stages. Dates for the event are May 19-21.
- Rear Commodore Reed reviewed the proposed changes to parking Rule 7.01, in order to provide more clarity to the rules and fairness to all members.
- Much discussion took place regarding precise language. Various details of the rule were debated and language was deleted, added, clarified and altered in order to gain both better clarity and concensus.
- A motion was made to amend Rule 7.01 as revised, which seconded and then approved
Old Business
Leadership Retreat will be repeated in September. Details at a later date.
Moorage Rules – addressed above
New Business
Planning & Finance made a recommendation regarding deposit insurance for club funds as the balances on some of our cash accounts have exceeded the $250,000 FDIC insurance limit.
Motion: The Treasurer shall keep QCYC funds in accounts with either FDIC insurance or in investments that carry the full faith and credit of the US Government, such as Treasury bills and transfer funds among the various banks and accounts as necessary in order to ensure that club funds remain FDIC insured or US Government guaranteed.
The motion was seconded and approved.
The following items were held over until the March 13th Board meeting due to the late hour:
Insurance Committee: Loss of Income coverage
BOT Minutes on the website – ability to/implications of inclusing scanned attachments
2016-2017 Board goals
Good & Welfare
None
Member Input
None
There being no further business it was moved and duly seconded to adjourn the meeting at 9:00 p.m.
Next BOT meeting will be March 13, 2017, 7 p.m.
Respectfully submitted by,
Barry Rutten, Board of Trustees Secretary