DATE: December 11, 2003

TIME: 6:30PM

PRESENT: Cmde. Young V/C Jones R/C Baime
P/C Scott Capt. Blidberg Capt. Chambers Capt. W. Gebow Capt. Goldberg Capt. Jefferson
Capt. McCormack Capt. Rushforth Capt. Watson
Treas. Harrigan Sec. Fleming

ABSENT: None
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Cmde. Young called the meeting to order at 6:30PM by noting a quorum of the B of D was present; he then asked Sec. Fleming for his report of the November 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 November 13TH, and December 7TH, meeting of the Board of Directors. He then asked for any corrections to, or omissions from the reports. Capt. Goldberg noted the correct location of the meeting of the November 13th meeting should have been stated as the Community Development Services Office in Portsmouth. With no other questions being raised or additions being requested by the B of D Cmde. Young asked for a motion to accept the Secretary's report. Capt. Chambers moved for acceptance; seconded and so voted. The log book contains the written report.

TREASURER’S REPORT*:

Treas. Harrigan began by distributing copies of his November report and a fuel analysis of fuel sales for seasons 2002 and 2003. The report showed fuel sales in 2002 of $153,820.92 with cost of sales of $124,789.70 leaving a gross income of $29,031.22. The 2003 season fuel numbers were down in sales and income as follows $146,741.22 in sales, cost of sales $123,808.73 with gross income of $22,932.49; a $6,098.73 reduction in income.

Treas. Harrigan went on to ask several questions of the mail handling guidelines outlined in Sec. Fleming's Email memo of Dec 9th. The memo outlined the following process:

a. P/C Coffey will be picking up the mail a minimum of twice a week and distributing it directly to the appropriate Flag Officer or the Committee Chairperson responsible for its review and necessary action.

In the case of incoming invoices the Flag Officer responsible will approve the invoice or invoices and pass them on directly to the Treasurer for payment.

In the case of an invoice generated by the Treasurer to a member, dues, etc., or correspondence generated to a vendor, that correspondence would come directly to the Treasurer from P/C Coffey.

I recognize that this is a lengthier process than has been followed, but it is in keeping with the Constitution which states the Treasurer shall pay all bills approved by the directors and or Flag Officer responsible, and the Secretary shall conduct the correspondence of the Club. If, as we go
along with this process any tweaking is needed to meet some emergency the Flag Officer responsible can review the process on an individual basis.

Capt. Goldberg commented that he would review Sec. Fleming's memo and answer any appropriate questions at the next meeting of the Board.

Cmde. Young asked for any further questions of Treas. Harrigan; there being none, he asked for a motion to accept the report as submitted. Capt. Goldberg moved that the report will be placed on file for future audit.

REAR COMMODORE’S REPORT:

R/C Baime reported that a meeting of the Social Committee along with the volunteer members planning next season's social program will meet at Cmde. Young's home on January 4th to establish the list of functions and their dates for the coming season. R/C Baime noted that he had received enthusiastic support from all of the volunteers contacted and looked forward to a great social program. A newsletter is planned for publication the first of February informing the membership of up-coming events.

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

VICE COMMODORE’S REPORT:

V/C Jones reported the House and Docks Committee has been selected and have accepted participation on the Committee. They are the following members:

P/C A. Wright P/C G. Kinser P/C M. Burgess Capt. J. Gailey
Capt. G. Chambers Capt. R. Landkamer Capt. J. Joslyn Capt. H. Marcuri
Capt. M. Roy Capt. B. Wazlaw Capt. R. Jaquith Capt. S. Jefferson

Two PYC parking stickers will be issued to each member this coming year in order to comply with the town's request in allowing our membership additional parking at the Common. Capt. McCormack explained in detail her letter of acceptance written to Robert Beecher, chairman of the Board of Selectmen.

The letter of agreement stated the following conditions:

a. Parking will be allowed from May 1st. through October 31st.
b. The Portsmouth Yacht Club has provided the Town of New Castle with a Release of Liability.
c. Each car parked at the Common will have a decal with a number on it so that owners of the vehicles may be identified by calling the Portsmouth Yacht Club.
d. The Portsmouth Yacht Club will provide the town with a list of numbers which have not been reissued because a person is no longer a member of the Club.
e. Parking at the Common does not relieve any person from paying the fee to use the Common property.

V/C Jones added that in closing the Club for the winter it was noted that additional tools as well as a high pressure pump would greatly facilitate the process of closing the Club for the season. All agreed that the necessary tools should be purchased and authorized the V/C to make the needed purchases. It was estimated the cost of the pump would be approximately $350.00.

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

COMMODORE’S REPORT:

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

Douglas Pinciaro Sponsored by P/C Becker & Capt. J. Myles
Clair Wilich Sponsored by Board of Directors
Richard J. Spillane Sponsored by Capt. B. McCracken & P/C Roth
Paul W. Roy Sponsored by Capt. Goldberg & Capt. Gingras
Frank Pfosi Sponsored by Capt. Knollmeyer & Capt. J. Myles

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

CURRENT BUSINESS:

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

Cmde. Young reported that P/C Gage has not yet started repair of the North Foundation repair but would be working on it as the winter progresses.

Capt. McCormack noted that she was happy with the parking agreement that has been worked out with the town, further that she has not as yet approached the church next to the post office but would at some time prior to opening of the Club approach them in regards Wednesday Night Dinner parking.

Cmde. Young reported that we have been given until June first to file the state fuel tank inspection report.

The Greenland Construction Company has not as yet started the fuel pump replacement project.

Cmde Young noted that in reference to the mooring permits he would send a letter to Chief Harbor Master Tracy Shattuck that we had received his letter and that we are not required to request any change in status.

Capt. Goldberg passed out an upgraded Capital Improvement Plan dated 12/02/03 to be reviewed by the 2004 Budget Committee at their next meeting . Although constantly being upgraded the report showed a forecast of capital improvements through 2013 totaling $246,800.00 at today's values.

P/C Scott reported that the notes by the past Board governing the use of the Contingency Fund could be read on the our Web Site. He noted the monthly notes from August 2001 through January 2002 addressed the fund along with P/C William's Email, sent this past month to each of the Board members.

NEW BUSINESS:

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

Cmde Young noted that all the 2004 Committees are currently being formed. The Budget Committee will be meeting in early January prior to the next Board meeting.

There being no additional new business Cmde. Young announced the next meeting of the Board of Directors will be held on January 8, 2004 starting at 7:00 PM at the Community Development Service office at 195 Hanover street, Suite 40 Parade Mall, Portsmouth, NH. 03801.

This meeting adjourned AT 7:02PM.