Monday December 7, 2003 - Special Board Meeting PYC
Meeting began at 6:58 pm

In attendance: Bob Watson, Tom Young, Diane McCormack, Gordon Chambers, Bill Rushforth, Steve Jeffererson, Dick Blidberg, Jon Scott, Ken Jones

Discussion focused on the resignation tended by Bill Flemming.

After a brief history of the issues behind the resignation by Tom Young, discussion began.

Mail is retrieved by club staff in the summer but in the winter by the secretary of other members of the board as designated by the secretary. It was mentioned that Atwood picked up the mail during the winter and distributed it until Mike Coffe took over that role. Other examples were cited.

Discussion focused on the issue that the Secretary is responsible for correspondence hence the Secretary should set up the procedures that allow him/her to meet that responsibility. The Board=s role is to intervene only when the Secretary does not meet his/her responsibilities

Bill Rushforth mentioned that a resolution had been sent out to all of the board members to clarify these responsibilities. He had obtained the responses from the Board. He then made a motion that the board should agree to receive that resolution. His motion was seconded by Gordon Chambers and a vote was taken
6 in favor, 3 opposed

After this motion, Bill Flemming was asked to join the meeting. The results of the discussions were relayed to him by Tom Young. Bill agreed to withdraw his resignation.

Discussions continued about the timeliness of the mail distribution. There was some concern that the mail should be picked up and distributed on a daily basis. It was unclear why this had to be accomplished on a daily basis (no hard data or explanation was offered during the discussions) but all did agree that it should be accomplished in a timely manner; possibly every other day. Bill will work out these details.

It was mentioned that in the past, the invoices that were sent out for the yearly dues had a return address different from the normal mail. A separate PO Box was set up for the treasurer to use for yearly dues.

Additional business:

Diane McCormack requested that she be part of the finance committee. Tom Young agreed to add her to the committee.

Tom Young also requested that Bill Rushforth be part of the finance committee. He agreed to do this.

Jon Scott made a motion to adjourn. Gordon Chambers seconded that motion
All were in favor. Meeting ended at 7:26 pm.


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

LOCATION: Axel Johnson Conference Center, Newington NH.