Queen City Yacht Club
Regular Board of Trustees Meeting Minutes
Date: March 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 (excused), 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 (excused) and Treasurer Jan Gould
Excused: Pete Delaunay, Eric Wood
Meeting was called to order at 7:00 p.m. by Chair Rick Ashleman.
Opening Comments – Board Chair Rick Ashleman
Chairman Ashleman thanked Captains Chris and Sandra Benson for a very successful Open House for prospective members.
Approval of Minutes:
The minutes of the February 13, 2017 Board of Trustees 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.
The modification to the 2/13/17 minutes: The acronym SWOT was defined for clarity for those unfamiliar with the term as Strenghts, Weaknesses, Opportunities and Strengths.
Committee Reports:
Membership-Chris Benson
Current members: 390 active, 14 intermediate, 9 social members, 18 life members and 96 senior life members and 9 pending applications. Total memberships excluding pending is 527.
7 applications were presented to the Board
Gary & Vivky Turner; sponsor – Roger McKinley
Anthony Kennedy; sponsor – Gordy Foote
Dave & Suzy Hoffman; sponsor – Vic Portolese
Jim & Luisa Sheldrup; sponsor – Jeff Green
Todd & Erica Johnson; sponsor – Vivian & Gary Johnson
Erik Geving; sponsor Dick Geving
Chad & Elizabeth Rinehart – Joseph Murray
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: $637,549.83; this is $7,263.21 better than budget due to the moorage increase and more 3rd floor rental income
Net income stands at $434,752.33; this is $10,915.58 better than budget
Net cash flow stands at $287,871.12
The outstation is $734.28 over budget.
Total investments: $665,756.79
Three proposals by Treasurer Gould for investing excess cash over and above $250,000 FDIC limit for each commercial bank QCYC maintains accounts were discussed. Issues of liquidity, interest rate trends and security of funds (FDIC vs. Full Faith & Credit of the US Government) were discussed.
A motion was made and seconded to accept Proposal #2, to purchase a US Treasury 6 month note at 0.835% annual rate. This would result in an interest earnings increase of $1,126.
Planning & Finance Committee Report – Bruce Ramon
No Report
Moorage Report –Don Frisell
Slip #324 has been assigned
Slip 330 is open and being offered
Dock #2 – last 2 sections of plastic grated decking being installed.
The moorage sublet database was updated with current information
The online moorage reservation system, while operational, has had a few glitches which are being corrected.
Outstation Report – V/C John Hieber presented on behald of Eric Wood
Marine Floats repaired 5 electrical pedestals – total bill: $2,500. Captain David Silver was billed for $900 of that repair.
The services of a project manager/handyman to assist in maintaining the Winslow outstation have been secured.
The parking lot re-paving project is on hold until the weather improves
The annual Outstation Clean Up Work Party is the weekend of April 21-23
By Laws Report– Scott Grimm
No Report
Insurance Committee Report – Barry Rutten
Recommendation from the Insurance Committee to increase the Loss of Income coverage in case of catastrophic loss (such as major earthquake) to the moorage, the main source of club revenue.
Rationale: In the event of major earthquake, the time for obtaining permits, securing re-construction services and actual repairs could take 2 years or likely longer, given other impacted waterfront properties, both residential, commercial and marine services businesses.
Current coverage: $310,000, $5,000 deductible, premium $2116
Recommended coverage: $600,000, $10,000 deductible, premium $3,840 ($1,724 increase)
After discussion, a motion was made to approve the recommendation, which was seconded. The motion was approved.
It was further recommended that the Bridge implement procedures to ensure that rental liability coverage is secured by those renting the 3rd floor meeting space.
Architectural Advisory Committee – Doug Henrikson
No Report
520 Report – Gary Stone
No report.
Chairman Ashleman commented that this is the 22nd year of the 520 project so far, that there are 3 phases to the project and the 2nd and 3rd phases have not been designed and would be in the hands of the design/build contractor. The “rest of the West” phase (Montlake/Portage Bay/I-5) will affect QCYC, especially dock 3. It is expected that phase 2 could last as long as until 2020-2022.
Web Site – Bill Brunkhorst/Gerald Fey
Online payments for events and functions is nearing completion
Snafus with online moorage system being corrected
Disciplinary Committee
No Report
Commodore’s Report-Dave Bedner
Workslip #3 is in place. The work was completed ontime and on budget.
The replacement plastic decking at the firebreaks on Dock #2 are on budget, approx.. $110,000
Item #2 above has reduced the Docks budget to only $5,000 for the rest of the fiscal year
Alternate Wednesday night dinners by Willie are well attended and gaining traction
The Tarrettes donation of 8 Adirondack chairs for seating around the firepit at the outstation were valued at $1,100. These will be assembled by the members at the New Member Winslow Orientation as a group exercise!
Vice Commodore’s Report – John Hieber
The Job Description for the Office Manager has been drafted and is being reviewed. Thanks were offered for the assistance of Captain Sandy Werner, who has extensive HR experience.
The Architectural Advisory Committee (AAC) has decided:
The 3rd floor bar being installed in the chair and table storage closet is no longer a viable option
The portable bar will be used for now, placed near the galley
Water, ice and liquor storage are more convenient at the galley
The accordion door will be replaced with something much nicer
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.
Adirondack chairs will be assembled by the new members for the outstation
Rear Commodore Reed discussed the issue of storage cars and how this might be addressed.
Old Business
Leadership Retreat will be repeated in September. Possible dates are: September 18, 22, 23, 24, 25
Moorage Rule change has been completed
New Business
Loss of Income insurance coverage recommendation – addressed above
A discussion regarding the required workload and logistics of uploading scanned attachments with the Board of Trustees meeting minutes yielded a decision to not proceed with this change.
2016-2017 Board goals – held for future meeting
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 April 10, 2017, 7 p.m.
Respectfully submitted by,
Barry Rutten, Board of Trustees Secretary