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

LOCATION: Community Development Services Office, Portsmouth, NH.

DATE: January 9, 2003

TIME: 7:03PM

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

ABSENT: Capt. Blidberg
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Cmde. Scott called the meeting to order at 7:03PM by noting a quorum of the B of D was present. He then asking Sec. Fleming for his report of the December 4TH 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 December 4TH 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. Chambers 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 November and December Financial statements, a January 8th account overview, the 2003 Budget Committee recommendations and a review of the liquor locker assignments for waiting members. Three members have issued resignations, and two members invoices have been returned due to address changes. Invoice returns to date total $48,927.00 from 111 members as of 010503.

Treas Harrigan reported further that the office of Treasurer is now a paperless operation. All incoming bills and invoices are entered into the PYC' quickbooks program. The record of each month's transactions will be delivered to our accountant (BCOB) in diskette form. Starting with January receipts and documents are arranged by vendor and general ledger items rather than by month as in the past.

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 all of the month hosts for the season have been assigned. In addition, six special member sponsored dinners, buffets, and breakfasts have been planned. Bands have been booked for Opening and Closing Nights Dinner parties at a cost of $900.00 for each function. Stan Shaw, our caterer, will be providing the dinner meals at the functions. The New England Center has again been choosen for the New Year's Day Brunch, Ashworth By The Sea for the March Dinner meeting. Our speaker for this year's dinner at the Ashworth will be Glen Michaels. The Javis Center has again been reserved for the Christmas Party.

With the cost of function hall rental, combined with a band, and dinner catering cost the ticket price for these events will be in the $35.00 to $40.00 range to break even. Capt. Dave Reynolds will again be handling the Thornton and Challenge Cup Regattas. Capt. Alonzo will be hosting a Wine Tasting Evening. The full social calendar includes other yearly functions which will fill out what is to be a very full social season.

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 Young reported the House and Docks Committee has been formed and a meeting of the committee scheduled to meet at V/C Young's house on March second. The 13 New Hampshire moorings permits are in process of renewal and the slow launch registered for the season. Capt. Carson is proceeding with renewal of the Pepperall Cove and Isle of Shoals permits across the river. Last years dock personnel have been contacted and each has expressed enthusiasm at returning for the 2003 season. Our Steward Jack Bieniek will be returning and interviews are being held to employ a Dockmaster to assist the Steward in providing a more even work schedule for the entire crew.

V/C Young spoke to the need to increase usage fees for visiting yachtsman, as well as members, to compensate for the rising cost of providing services, electricity, water, launch service, etc. These in addition to the costs of the new launch, and the increased building maintenance the Club is experiencing.

A discussion on an early or late docks out date should be selected. After general discussion by the Board October 25th. was selected for Docks Out and the end of PYC's boating season. Docks-In will take place on April 19th to begin our boating season.

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

COMMODORE’S REPORT:

Cmde. Scott began his report by acknowledging letters of resignation from the following members; Capt. James Marple, and Capt. J. Jost Mickelson. The Board excepted these resignations with regret. He also read a letter from Capt. Bruce Thomas requesting a leave of absence for the 2003 season. Sec. Fleming was instructed to inform Capt. Thomas that the Constitution did not have a provision which allowed a leave of absence. However, he could send a letter of resignation to the Board, then at a later date file for application under the membership provision which would allow him to have seniority over other applicants when an opening was available.

There being no further questions or discussion V/C Young moved for acceptance of the report as previously 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





CURRENT BUSINESS:

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

Capt. Jefferson reported that construction of the new launch was complete with the exception of minor equipment additions. The motors are at the boatyard ready for installation. After general discussion by the board Capt. Jefferson was asked to speak with Eastern Boat and have them install the necessary radio and peripheral equipment necessary to comply with Coast Guard safety rules.

Capt. Rushforth, speaking for the Pier Replacement Committee, stated that with the anticipated funds needed for building maintenance repairs this season he expected that the gangway modifications could be incorporated into the 2004 budget. If that was acceptable the committee would plan for the upgrading of the gangway for 2004. The one exception would be review of the condition of the handrails which may need some attention.

P/C Coffey reported that he was gathering additional information on the present condition of the club foundation and proposed repairs. Capt. Rushforth recommended tabling this for the time being. This was agreed on by the Board.

P/C Coffey reported that he did not have a defined recommendation to repair the west wall and foundation of the Clubhouse. He had spoken with several contractors that could perform the repair and had an estimate of approximately $25,000.00 to do the foundation work with an additional $10,000.00 to refinish the interior floor and walls disturbed. The though being to work from the inside of the Clubhouse to do the repairs, this being the most practical as well as economical approach. P/C Coffey stated he would continue to work on the problem and report his progress back to the Board at the February meeting.

NEW BUSINESS

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

Capt. McCormick opened a discussion on the policy of using the Clubhouse for private parties by members during the season. After general discussion the use of the Clubhouse under the House and Docks Rules was modified "to rental of the clubhouse by members for private parties on Mondays only, from opening night through closing night." The rental fee per function to be $250.00 for a maximum six hours in duration.

The Budget Committee recommended the fee for mooring rental by guests to be increased to $30.00 per day. After general discussion this met with the Board's approval.

Cmde. Scott presented the Budget Committee's recommended 2003 Budget to the. Board. After general decision by the Board Capt. Goldberg made a motion to approve the budget as presented, seconded and so voted.

There being no additional new business Cmde. Scott announced the next meeting of the Board of Directors will be held on February 13, 2003 starting at 7:00 PM at the Community Development Services Offices in the Parade Office Mall, Suite #40, (Upper level) 195 Hanover Street, Portsmouth, NH.

This meeting adjourned at 8:49PM.







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