Queen City Yacht Club
Regular Board of Trustees Meeting Minutes
Date: October 10, 2016, 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, 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: Pete Delaunay
Meeting was called to order at 7:00 p.m. by Chair Rick Ashleman.
New Trustee Jeff Madera was sworn in by Commodore Bedner.
Approval of Minutes:
The minutes of the September 19, 2016 meeting were presented via email by Board Secretary Sandra Benson. It was moved and duly seconded to accept the meeting minutes as presented. Motion Passed.
Committee Reports:
Membership-Chris Benson
Current members: 393 active, 13 intermediate active, 9 social members, 19 life members and 99 senior life members and 1 pending application. Total memberships excluding pending is 533.
Application for Membership from Stewart (Stu) Chersky & James (Jim) Sanders.
Treasurer’s Report – (See Attachments) Presented by Treasurer Jan Gould.
Treasurer Jan Gould distributed the financials and details were explained as follows:
1. Over $1 million in total income, which is 54k more than budget. 439k net income with 87k to the positive, mainly due to more new members, moorage income and more 3rd floor rentals.
2. Expenses are under budget by $6K. The investment summary reflects total of $622,303.28. Winslow is slightly over budget at $433.79.
Planning & Finance Committee Report – Tom Johnson
1. Recommended the 2016/2017 Budget be approved with one change, move 5K from the 8K Security line and move it to Capital
2. Notified Board that Captain Bruce Ramon had been elected Chair and Captain Mark Vanderwall had been elected Secretary.
Moorage Report – Jeff Madera
Jeff reported one open slip, #404 was offered today (10/10/16)
Outstation Report – Eric Wood
1. Saltspring is for sale. No offers. Eric does not expect the situation to change.
2. Deer Harbor – facility improving. Raised the issue of innapropriate use by members.
3. Bainbridge has a sinkhole in the parking lot asphalt that need to be addressed. He will investigate options and report back.
By Laws Report– Scott Grimm
No Report
Insurance Committee Report – Dean Lentgis (see attachment)
All policies in place. $77.07 over budget on premium.
Offset by improvements in coverage:
Docks were Actual Cash Value, now Replacement Cost
Blanket coverage for Docks and Piers and Buildings.
Added trailer coverage for BBQ & Winslow Kids 4th of July trailer
A Motion to add Earthquake coverage to Winslow was moved, seconded and passed and was already included in the coverage and premium summary.
It was recommended that the club adopt a Cyber & Employment coverage and require Event Policies for rental of the 3rd deck.
It was recommended that the club increase its Business Income insurance coverage from the current $310k to either $400k or $600k.
It was recommended that permanent labels be placed on the power pedestals at Winslow and the Main Station, indicating members should turn off the breaker prior to connecting and disconnecting shore power.
It was recommened to make the Insurance Committe Permanent.
Captain Barry Rutten has been appointed Insurance Committe Chairman.
Architectural Advisory Committee – Doug Henrikson
Work continues on planning for the 3rd floor bar.
Getting bids on finishing TV area.
New member picture location completed by House Committee.
Looking at locations for Centennial Burgee and Time Capsule.
Chairman Rick Ashleman asked for renderings of both áreas. Charlie Voss and possibly Greg Wharton assisting.
520 Report – Gary Stone
Commodore Bedner and Chairman attended the a community meeting. It was “spirited”.
Board Chairman’s Report –Rick Ashleman
No report
Disciplinary Committee
No Report
Commodore’s Report-Dave Bedner
- Rules Changes to get into the annual through the November meeting.
- Working on staffing the Nominating Committee
Vice Commodore’s Report – John Hieber
- Gordy Foote on leave from House; Jim Damery helping out in the interim.
- Reported on elevator failure and cost to repair.
- Indicated building was left wide open following s recent event.
Rear-Commodore’s Report – Mark Reed
- New Member Welcome Plan was outlined.
- New Grounds Chair Karleen Reed was announced.
Unfinished Business:
- Proposed Outstation - Thetis Island Marina – Discussion deferred until Outstation Chairman could review proposal
- 2016-2017 Budget – A Motion was made, seconded and approved to accept the 2016/2017 budget (attached)
- A motion was made, seconded and approved to pay off the remaining $54,000 in bonds owed to members.
- Leadership retreat- The SWOT analysis summary was distributed and will continue to be discussed for areas of action
- The Yellow “No Parking” area by pump-out (Dave Bedner) – No action at this time
- Women’s Uniforms, P/C Dick McGrew – After a presentation, it was moved, seconded and approved to update the Bylaws with the language change recommended. It will be presented to the membership for a vote. (attachment)
- Rule Change – Two rule changes were proposed by Moorage Chair Jeff Madera. (attached)
- A motion was made and seconded to delete 3 categories of moorage for clarity and alignment with current moorage and waiting lists. The change to Rule 3.03.01 Maximum and Minimum Lengths was approved.
- The suggested change to Rule 3.08.02, No Occupation, was withdrawn for re-wording.
New Business:
- Nomination of Secretary – Barry Rutten was nominated for Secretary. Moved, seconded, approved.
- Nomination of President – Rick Ashelman was nominated for Chairman. Moved, seconded, approved.
- 2016-2017 Bank Resolutions, Treasurer Gould
- A motion was made to adopt the banking resolution changing the signatories on the club bank accounts. Moved, seconded, approved.
- A motion was made to adopt the banking resolution changing the signatories on the ship’s store bank account.. Moved, seconded, approved.
- 2016-2017 Board Goals
- Chairman Ashleman asked for Board Members to be thinking about goals for the year
- Terry Durfee, member and also Owner of Terry & Sons mobile pumpout, made a presentation about the mobile pumpout service.
- A third boat wil be servicing Winslow on a regular basis; likely 2 days per week
- Asked the Bridge to consider an increase to the donation the club makes to service.
- Bridge will consider increased donation and come back to the Board with a recommendation.
- Honorary Members – A motion was made, seconded and approved to nominate Peg Braxton and Willie Williamson, our club chefs, as Honorary Members for another year.
- Disciplinary Committee – Will be assigned at the November BOT Meeting.
- A motion was made, seconded and approved to adopt a rule change from the House Committee on allowing certain decorations on club walls to be affixed only with Club approved adhesive. The Facilities Rental Agreement will need to be revised to reflect the approved adhesive.
- A motion to nominate and accept Audit Committee Members was made, seconded and approved. The members are: Steve Clark, Kelly Stocklin and Mark Reed.
Member Input
- None
There being no further business it was moved and duly seconded to adjourn the meeting at 9:18 p.m.
Next meeting will be November 14, 2016, 7 p.m.
Respectfully submitted by,
Barry Rutten, Board of Trustees Secretary
ADDENDUM:
ON-LINE E-VOTE Thursday, October 20, 2016 To Friday, October 21, 2016
The Board needed to authorize up to $2,500 for the 520 Committee to engage our attorney on 520 related issues per Gary Stone, Chair of the 520 Committee. Due to the timeline for input to the State, the Board needed to act prior to our next meeting.
Motion by Commodore Bedner: The Board authorizes the expenditure of up to $2,500 to retain counsel on 520 related issues at the discretion of the 520 Committee Chair. Second by P/C Rodgers. Unanomous vote that was completed on October 21, 2016. .