Minutes of Planning and Finance Meeting
March 3, 2022 6:00
Meeting held both at QCYC and remotely Zoom Meetings
P&F Committee Members: Chairman P/BC – Mark Weiss, Jeff Ohlstrom, P/BC -Gerald Fey, P/BC Rick Ashleman, Jan Gould, Board Chairman Doug Genord, Margaret Krows
Guests: Vice Commodore Michele Bedner, Rear Commodore Mike Day, Treasurer Joyce Carlson. Secretary Eric Wood
Opening Comments: Meeting call to order at 6:05 PM by Chairman Mark Weiss.
Approval of Minutes: Minutes of February 1st unanimously approved.
Agenda was changed so the first order of business was the pier projects. Eric Wood brought the committee up to date on the Bainbridge dock project. The committee for the project is Dale Roberts, Rick Asleman, Bill Packard, and Eric Woods. The proposal from Marine Floats had two components for $350,000 for ramp, utilities, and float and $300,000 for replacement of the concrete ramp for a total of $650,000 if done now. It will be adjusted for inflation in the future. Eric’s concern are the utilities so the team will work on that.
Rick Asleman reported on the Ship and Shore negotiations regarding the main station pier 3. The discussions suggested a whole different approach that the project be done in pieces. The range of costs will be from $134,000 to $305,000 to fix dock.
It was recommended that QCYC needed to start obtaining permits as that can be a 3-year process. Mark updated the $ 10,000 in the plan to $15.000 for the permits.
Commodore’s report: No report
Vice Commodore reports: Michele reported that Tom Wilson has ordered the new pedestals for $10,000 with $5000 of ancillary equipment. The work on Bainbridge this year is $13,000 and $12,000 for the main station.
Real Commodores report: Michael reported that the mockup from the work Freelock is doing will be prepaid.
He also reported that the flood damage has no assessment of the total damages. Francisco did work on the flood damage and billed $2,000 on a separate invoice. Michael was asked if QCYC knows what the flood damage is. Dick McGrew is head of the committee formed to handle the flood damage issue. Bill McGillian wanted to handle all negotiations with the city. Michael will work with McGillian and McGrew to determine resolution. Mark suggested that we hire an expert to make sure there is no damage under the parking lot.
Board report: Doug informed the committee that the Board will vote on resolution regarding the 520 funds at the March board meeting. There was a discussion of the presentation prepared for the membership regarding the dues increase. He requested that the P&F review and send any comments via email.
Treasurers Report: No report.
Old Business:
Dock 3 engineering survey with estimates is not yet completed.
Allocations made for Capital items methodology resolution was approved by the Board and have been adjusted in the financials.
Balance of contingency fund reduction was approved by the Board and will be reflected in the February financials.
Review of the budget process document to see if there is verbiage to reflect adjustments if over or under spent. This is not addressed in the document.
Upon review of the FDIC insurance coverage on our bank accounts, there is only one account that is not insured for $250,000 at First Security Bank. It will cost about $700 a year to move it to an insured account. Doug will make sure that the Board is aware of this.
Regarding the HVAC system in the main clubhouse, Mark met with Gordy who requested $60,000 in the 22-23 capital budget. This is $28,000 for the kitchen and $30,000 for the HVAC. Michele will work with Gordy on the overall house expense in the budget for finalize.
The amount of IT in the 22-23 capital budget has been updated to $15,000.
To finalize the operating budget, a working session will be set up to review by line item. Mark will communicate to other committee members the date, probably the week of March 28th.
For Capital projects, dock 3 will be budgeted for one half to be completed in 22/23 budget year. Docks committee will be consulted to see if budgeting $45,000 for caps/stingers in 22/23 is needed or if it should be moved to 23/24.
Michele will check with Bainbridge, house, grounds, and docks committees to finalize all budget numbers for 22/23 year. The ACC will work with the committees for budget funds for their projects. The acoustical tiles for the upper deck for $12,600 was sent to Mark. Refinishing of hardwood floors on the 3rd deck was deemed to be an operating expense as it is only $6100.
Mark requested that Gerald make a preliminary report for the Board regarding the funds, negative balances, and the bank accounts to suggest new tracking. He will present to Planning & Finance for review.
There was no new business.
Meeting was adjourned at 7:25
Next meeting is April 5th at 6:00.