RE: OFFICERS & BOARD OF DIRECTORS MEETING OF PORTSMOUTH YACHT CLUB

LOCATION: Portsmouth Yacht Club, New Castle, NH.

DATE: July 24, 2003

TIME: 7:00PM

PRESENT: Cmde Scott R/C Jones P/C Coffey Capt. Chambers Capt. Jefferson Capt. P. Young Capt. Rushforth Capt. Blidberg Capt. McCormack Treas. Harrigan Sec. Fleming

ABSENT: V/C Young Capt. Watson Capt. Goldberg
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Cmde. Scott called the meeting to order at 7:00PM by noting a quorum of the B of D was present. He then began the meeting by asking Sec. Fleming for his report of the June 12TH meeting of the Board of Directors.

SECRETARY’S REPORT:

Sec. Fleming began by asking if all members present had received a copy of the notes of the June 12TH meeting of the Board of Directors. He then asked for any corrections to, or omissions from the report. With no questions being raised or additions being requested by the B of D Cmde. Scott asked for a motion to accept the Secretary's report. Capt. P. Young moved for acceptance; seconded and so voted. The log book contains the written report.

TREASURER’S REPORT*:

Treas. Harrigan began by distributing his July financial report along with attachments which included results for the six month period January through June of 2003. Total revenues for the six month period were $200,357.55. Total expenses for the period were $124,498.96 leaving a balance of $75,868.59 for the reported period. Treas. Harrigan informed the Board that a strong probability existed that the budget for the year would be exceeded if current expense trends continued.

Treas Harrigan also noted that he had been working with the dock staff to improve the efficiency of the sales reporting process on the docks and felt that the staff had made great strides in this direction. With the staff now trained all data entry information can now be recorded in a much shorter period of time. He recommended that the Board approve the purchase of the accounting program "Quickbook Pro" to be used to further reduce both our internal and outside accounting costs. The Board agreed to the purchasing of the program.

In reviewing the semi-annual chart of accounts P/C Coffey questioned why the Miscellaneous account could not be broken down further in order for the charges to miscellaneous not be so broad based. Treas Harrigan explained that currently this was the best location he had to place odd invoices.

Cmde. Scott asked for any further questions of Treas. Harrigan; there being none, he asked for a motion to accept the report as submitted. Capt. Rushforth moved for acceptance, seconded and so voted. Copies of the report will be placed on file for future audit.


REAR COMMODORE’S REPORT:

R/C Jones began his report by informing the Board that the August newsletter had been published.

The Shaw Bro.'s concert set for August 20TH had been canceled. Capt. Atwood has been in touch with the Shaw Bros. to secure the return of our $1000.00 deposit. The concert has been canceled at the request of the Shaw Bros. due to a conflict in their schedule.

Request to rent the clubhouse for private functions have been received for the 18TH and 25TH of August, the 8TH, 15TH, and 25TH of September.

The total number of participants taking part in our June functions totaled 767 attending 8 functions for the month. Which brings us to the realization that parking continues to be a growing major problem. Both from members leaving their vehicles for extended periods, and members not parking correctly with the yard and utilizing excessive parking space. Parking along the fence is limited to 72 hours and vehicles are being ticketed by town police beyond that time. After general discussion Capt. McCormack offered to research the availability of additional parking for our use within the area with the town Selectman and will report back to the Board.

Comments from the members regarding the quality of food have been very positive. Reservations continue to be difficult to manage with errors and omissions being made. Also the number of invited guests per member are adding logistical problems at some functions. It has been suggested that at crowded buffet dinners some of the less agile members be served first rather than standing in line any length of time.

Members volunteering to work on functions has been excellent and overall the thank yous to the dock staff and vendor very positive, this contributes to the positive attitude displayed by the crews in total.

Capt. McCormack noted that the scheduled PSA dollar night went very well even though there was a number of people from an unscheduled members' private party going on simultaneously within the Clubhouse.

There being no further questions or discussion Capt. McCormack moved for acceptance of the report as given, seconded, and so voted.

VICE COMMODORE’S REPORT:

Cmde. Scott reported for V/C Young, who was traveling out of state, that the lower unit of the new launch had been replaced, the diagnoseis being that it contained a factory defective and the work performed under warranty. Larger fenders have been installed on the new launch for boat contact protection as well to reduce the possibility of spray in lumpy water. A new shift cable was installed in the older launch. Capt. McCormack noted that the step into the old launch needs to be repaired or replaced. Cmde. Scott noted that the step had just been replaced.

With some of the dock staff leaving the middle of August additional personnel will be interviewed for dock work during the coming month. In addition some members may be asked to fill in the latter part of the month.

There being no further questions or discussion, P/C Coffey moved for acceptance of the report as given, seconded, and so voted.

COMMODORE’S REPORT:

Cmde. Scott began his report by noting the following applications for membership have been received and sent to the membership Committee for consideration:

Lorn Violette Sponsored by Capt. J. Myles & Capt. Knollmeyer
Wallace Fournier Sponsored by Capt. Savage & Cmde. Scott
Martin Ferwerda Sponsored by Capt. P/C Kinser & Capt. Jaquith
Donna Peters Sponsored by Capt. J. Pappas & Capt. Watson
Joe Hunkins Sponsored by Capt. Reiseter & Capt. Watters



Cmde. Scott concluded his report by asking the Board to, whenever possible, emphasize to the staff and the members to listen when a speaker is using the microphone. That is only good manners to be attentive when a speaker is attempting to pass on information to the membership. The Board agreed that this continuing talking when announcements at a function are being made is just plan rude.

Cmde Scott noted that Bryan Deane had resigned as Steward and Jack Bieniek will fill in as Steward for the balance of year. Several board members suggested that the past Steward Sally McClellan be contacted to fill in on occasion,if needed for a function.

Cmde. Scott concluded by reading several letters from guests thanking the Club for its hospitality.

There being no further questions or discussion Capt. P. Young moved for acceptance of the report as given, seconded, and so voted.

CURRENT BUSINESS:

Cmde. Scott asked for any reports on current business to be brought before the Board of Directors.

Cmde. Scott noted that the Capital Improvements format which Capt. Goldberg has developed should be reviewed for the improvement and major maintenance projects needed for the coming years. The list of items should be reviewed and a schedule developed.

Sec. Fleming commented that the Annual Meeting scheduled for October leaves only two Board meetings to establish items requiring discussion and voting by the general membership.

Cmde. Scott opened discussion on the appropriateness of a member bringing excessive number of guests to the Club. In one case this past month a member inviting approximately 30 to 40 guests to the Club on a Tuesday evening and utilizing the kitchen to the exclusion of other members. This party was not scheduled or approved by the Rear Commodore. After general discussion Sec. Fleming was directed to write a letter to the member reiterating the Club rules pertaining to use of the Clubhouse as stated in the Club By-Laws.

Capt. McCormack recommended that the rest room door names be changed to reflect simple gender, Women Men. No action was taken on this suggestion.

NEW BUSINESS:

Cmde. Scott asked for any new business to be brought before the Board of Directors.

There being no additional new business Cmde. Scott announced the next meeting of the Board of Directors will be held on August 14, 2003 starting at 7:00 PM at the Portsmouth Yacht Club, New Castle, NH.

This meeting adjourned at 9:20PM.






William F. Fleming
Secretary
*report/memo placed on file