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June 2002 Board Meeting Notes RE: OFFICERS & BOARD OF DIRECTORS MEETING OF PORTSMOUTH YACHT CLUB LOCATION: Portsmouth Yacht Club, New Castle, NH. DATE: June 13, 2002 TIME: 7:03PM PRESENT: Cmde Coffey V/C Scott R/C T. Young ------------------------------------------------------------------------------------------------------------------------------------------------ Cmde Coffey called the meeting to order at 7:03 PM by noting a quorum of the B of D was present. He then asked Sec. Fleming for his report of the May 9TH meeting of the Board of Directors. SECRETARY’S REPORT: Sec. Fleming asked if all members present had received a copy of the notes of the May 9TH meeting of the Board of Directors. He then asked for any corrections to, or omissions from the report. With no additional questions being raised or changes being requested Cmde. Coffey asked for a motion to accept the Secretary's report. R/C Young moved for acceptance; seconded and so voted. The log book contains the written report. TREASURER’S REPORT: Treas. Atwood passed out copies of his reports to the board members that had not received their email copies. He then began his report by informing the Board about new accounting procedures he had instituted during the past month. Treas. Atwood further commented that with the new procedures established for daily recording of sales and expenses accounting costs will be significantly reduced this fiscal year. Capt. Rushforth, Capt. Bildberg, Capt. Watson and R/C Young opened discussion on the amount of input needed by the accountant to assist in developing monthly reports. An in depth discussion of the present accounting procedures and the costs to the Club by the entire Board ensued. Treas Atwood reported that for May revenues of $158,287.42 with recorded expenses for the month of $35,760.03 left a balance of $115, 901.05. Several questions regarding the chart of accounts and funds allocation followed with recommended increases and decreases to the accounts. Cmde. Coffey asked for any further questions of Treas.
Atwood; there being none, he asked for a motion to accept the May financial
information submitted by Treas. Atwood. R/C Young moved to accept the
report. Copies of the reports will be placed on file for future review.
REAR COMMODORE’S REPORT: R/C Young reported that the New Members' Cocktail Party and the Memorial Day Breakfast were both sellouts. The Wednesday Night Dinners continue to sell well. Seven private parties by members have been booked to date. The tickets for the Shaw Concert in August are available and are being sold now. Capt. Watson announced that the Cribbage Tournament would need to be moved a week ahead. The Social programs continues to meet with success so far. R/C Young announced that he would be away on the Club Cruise for two weeks and V/C Scott would be filling in for him. There being no further questions or discussion Capt. P. Young moved for acceptance of the report as given, seconded, and so voted. VICE COMMODORE’S REPORT: V/C Scott reported that fuel sales are going well with sales volume ahead of last season. The fast launch was down for repairs again. It needed to be hauled and repaired as both the cutlass bearing and steering system needed attention. A second estimate of work needed on the pier has been completed and a report will be forth coming. V/C Scott commented that his opinion is that we will be faced with two major expenses, a launch replacement and repairs to the pier in the near future. There being no further questions or discussion Capt. Rushforth moved for acceptance of the report as given, seconded, and so voted. COMMODORE’S REPORT: Cmde. Coffey reported the following application for memberships have been received this past month and sent to the Membership Committee for consideration. Ronald M. DeNeve Sponsored by Capt. J. Pappas and P/C
Kinser Cmde Coffey further opened discussion on the reinstatement of Priscilla Brock to the previously held applicant in waiting position of her husband Rodney who died prematurely . After general discussion the Board unanimously voted to approve the recommendation of the Membership Committee to continue to maintain Mrs. Brocks' position on the waiting list. Cmde. Coffey stated he would open discussion on several other items for the B of D to consider under Current and New business. There being no further questions or discussion Capt. Jefferson moved for acceptance of the report as given, seconded, and so voted. SUBJECTS CURRENTLY TABLED FOR FUTURE DISCUSSION BY THE BOARD DATE SUBJECT DISPOSITION 9/10/98 Vision 2000 Committee Capt. Carson Capt. Chambers, reporting for the Insurance Committee,
informed the B of D that the insurance renewal had been completed for another
year with premium costs finalized at 4% above last year's premiums, however, the
sum of the coverages are somewhat broader in their coverage, legal fees are
included. Cmde. Coffey thanked Capt. Chamber for the excellent work he has done
on behalf of the Club. NEW BUSINESS: Cmde. Coffey asked for any new business to be brought before the Board of Directors. Cmde. Coffey noted that on August 4TH Capt. Simson would be holding a memorial service for P/C Simson, a larger than normal membership and guest attendance can be expected at the Club that afternoon. Cmde. Coffey reviewed with the Board the use of waiting list members using the launch or Club facilities without being escorted by a Club member. It was agreed that as long as the member in waiting was invited and accompanied by a club member this was permissible under the Constitution as a guest. V/C Scott offered an amendment to the House Rules to state as follows: 4. The last member out of the Clubhouse is responsible for turning off the lights and locking all doors and windows. Making sure all appliances, i.e. gas grills and ovens are off. A key to the club is provided to each member so that he or she or, in the case of family memberships, the member and/or spouse can enjoy the use of the club after hours. It is important for each member to realize that this is a privilege and a responsibility that cannot be delegated to family members who are not recognized as members, regardless of how responsible that individual might be in insuring the safety and security of the clubhouse. If your key is to be used for use of the clubhouse after hours you must be present as the responsible member. This amendment to the House & Dock Rules was approved by the B of D. Capt. Goldberg noted that Capt. Gingras continues to improve the web site he has added the tide tables for Portsmouth Harbor as well as sunrise and sunset times. Capt. Roberts continues to expand the photo section of the site. Capt. Bildberg reported that his investigation of the sound system is reasonably complete and that he would be issuing a memo covering his findings and recommendations. Capt. P. Young reported to the Board that PYC moorings at the Isle of Shoals were being used by transit yachtsmen and not available for club members. He suggested that all club moorings at the Isle be marked for the use of PYC members. Capt. Jefferson commenting on Capt. John Harringtons offer to become involved with the clubs' financial record keeping, that with the enormous amount of paper work involved in the clubs business he felt it would be a great ideal. After general discussion it was agreed to accept Johns offer of assistance to Treas. Atwood. There being no additional new business Cmde. Coffey announced the next meeting of the Board of Directors will be held on July 11, 2002 starting at 7:00 PM at the Portsmouth Yacht Club, New Castle, NH. This meeting adjourned at 9:18PM William F. Fleming |
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