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RE: OFFICERS & BOARD OF DIRECTORS MEETING OF PORTSMOUTH YACHT CLUB
LOCATION: Community Development Services Office, Portsmouth, NH.
DATE: April 10, 2003
TIME: 7:00PM
PRESENT: Cmde Scott V/C Young R/C Jones P/C Coffey Capt. Chambers Capt.
Jefferson Capt. Watson Capt. Goldberg Capt. McCormack Capt. Rushforth Capt.
Blidberg Treas. Harrigan Sec. Fleming
ABSENT: Capt. P. Young
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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 March 13TH 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 March 13TH 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 report along with attachments which
included the March financial statements. He noted that the next challenge facing
him is to establish procedures, train the staff, and monitor performance for day
sheets, function, fuel sales (distinguishing between members, commercial, and
public sales) and club merchandise transactions. He asked the B of D if there
were any other areas of concern that the Board felt should be addressed from an
accounting perspective. B.C.O.P will continue to do the quarterly financial
reports, the intermediate monthly reports will be done in house by the
Treasurer.
P/C Burgess reported selling his boat and is no longer in need of his slip, and
has requested a refund of his slip payment as slips have not as yet been
re-installed. The Board agreed to refund P/C Burgess slip fee by voice vote.
Invoices for the new members have been sent and three payments received to date.
Income for the first quarter ending (3/31/03) totaled $137,391.00 with operating
expenses totaling $11,939.86 leaving an operating balance of $121,123.12, for
the quarter.
Cmde. Scott asked for any further questions of Treas. Harrigan; there being
none, he asked for a motion to accept the reports as submitted. Capt. Watson
moved for acceptance, seconded and so voted. Copies of the reports will be
placed on file for future audit.
REAR COMMODORE’S REPORT:
R/C Jones reported that the web site (portsmouthYC.org) is currently up to date
thanks to our Webmaster, Capt. Gingras. Up to date copies of the Constitution,
By-laws and House & Dock Rules have been printed on the website. In addition the
monthly B of D logs have been added. The monthly newsletter is being added each
month as well as the current schedule of social events. A change in the password
to enter the "members only" section of the web site has been made and will be
mailed to the membership with this year's telephone and address list.
The monthly newsletter consisting of 8 pages of information has gone to the
printer today. In preparation of the Club opening the bar supplies have been
inventoried and restocked. Treas. Harrigan asked that the liquor inventory be
taken both at the beginning and end of the season each year.
The West Marine Night was a great success with a large number of members taking
advantage of the additional 10% discount offered that evening for Club members
by the company. The Opening Night Dinner Dance planning by the hosts and
committee is to have the theme name of "Flower Moon Ball" and the decorations
and planning for the function is complete. The Ladies Cocktail Party scheduled
for May 4th is ready to go.
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:
V/C Young reported that the moorings in Pepperrell Cove have been inspected and
repaired, the 5 moorings in front of the Club will be inspected this coming week
and the moorings at the Isle of Shoals shortly thereafter. The mooring at Fox
Point, and Eliot have new markings as well as the local moorings. The Ladies'
bathroom, thanks to Capt. McCormack, has been painted and will need a new
flooring material installed. The kitchen has been scrubbed down and is ready for
use. The Saturday work party went well with 9 members participating despite the
inclement weather. The two open slip rentals are in process of being filled.
Maintenance work on the launch is on schedule and will be ready for Docks In .
Capt. McCormack commented that the new dock staff will need training in line
handling for docking boats. That with the new dock staff last year some of the
staff had difficulty in getting acclimated to line handling for some type of
boats. She offered to assist the Steward in teaching some of the line handling
proceedures to the staff' if needed. Capt. Jefferson commented that a meeting
with all of the staff to outline their responsibilities and standards of
performance at the start of the season would be an excellent way to start.
The fire extinguishers have been checked, the first aid kits are up to standard
and the only other item to be purchased is a new vacuum cleaner. The Club house
is up and running for the season.
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 by bringing the Board up to date on P/C Gage's health and the
work that P/C Gage is engaged in doing on the up river side of the Club house
foundation and window replacement in the west wall. Cmde. Scott stated he would
be in touch with P/C Gage to get an update on the work schedule.
Cmde Scott then opened discussion on the upcoming Board meetings in May and July
that he would like to propose the meeting dates be changed to the third Thursday
of the month for May and the fourth Thursday for July . After general discussion
this met with the Board's approval.
There being no further questions or discussion Capt. Goldberg moved for
acceptance of the report as previously given, seconded, and so voted.
CURRENT BUSINESS:
Cmde. Scott asked for any reports on current business to be brought before the
Board of Directors.
Capt. Jefferson reporting on the new launch stated he planned to register the
new launch tomorrow and have it delivered on the 14th, or 15th of May. He
planned to take Chris, our assistant Dockmaster, up to Eastern Boat sometime in
the coming week to review the launch. The final invoice for the launch is in
hand.
P/C Coffey commented to the need to explain fully to the new staff that the new
launch would be recognizable to many people around the mooring fields and that
speeding with the new launch would not be tolerated. With the size of boat and
size of motor, care must be used not to speed, traveling to or from any mooring
field, or within the mooring field. The Board concurred with P/C Coffey and
Capt. Jefferson's comments, R/C Jones will discuss the use of the launch with
the crew.
P/C Coffey reporting on the foundation repair to the West wall explained he had
met with P/C Gage to discuss the repair. It was P/C Gage's opinion that a
reasonably good repair could be performed to the foundation from the outside of
the building. P/C Gage plans to install a new wood carrying beam in conjunction
with the existing sill plate to support and level the building wall. That in his
opinion the bearing soil beneath the foundation was stable enough to support any
additional piers if needed. These could also be incorporated into the foundation
from the outside of the building. The estimated cost of this repair is
$10,000.00. Capt. McCormack agreed to make contact with the town Bldg. Insp. in
reference to a building permit, if needed for this type of repair. Cmde. Scott
asked P/C Coffey to speak with P/C Gage to establish a starting date for the
work to be done.
P/C Coffey opened discussion on several punch list items left over from last
season. The first on the list is the inspection and painting of the flag pole;
he planned to try, weather permitting, to lower the pole within the next week or
two. The second, electrolysis around the docks, cannot be properly checked until
the boats are in their slips. The power company will check down to the
bldg.power panel and then it is our responsibility to investigate the source of
any problem on the docks.
Capt. Watson opened discussion on the need to record both the last and first
name of the person making reservations for a function. Also he commented to the
staff wearing name tags when on duty, if only their first names.
NEW BUSINESS:
Cmde. Scott asked for any new business to be brought before the Board of
Directors.
Capt. Watson opened discussion on the need to provide incoming new members with
the necessary knowledge of the facilities available to them and how to operate
any Club equipment such as the grills, how to close up the Club if they are the
last member out, etc. A general discussion followed with many recommendations
being considered. This was tabled for further discussion at the next Board
meeting.
Capt. McCormack recommended that we provide new members with name tags at the
New Members Presentation. This met with the Boards' approval. Sec. Fleming was
instructed to purchase name tags for both the new members as well as their
spouses.
There being no additional new business Cmde. Scott announced the next meeting of
the Board of Directors will be held on May 15, 2003 starting at 7:00 PM at the
Portsmouth Yacht Club, New Castle, NH.
This meeting adjourned at 8:15PM.
William F. Fleming
Secretary
*report/memo placed on file
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