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RE: OFFICERS & BOARD OF DIRECTORS MEETING OF PORTSMOUTH YACHT CLUB
LOCATION: Portsmouth Yacht Club, New Castle, NH.
DATE: May 15, 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. P. Young Capt. Rushforth Capt.
Blidberg Treas. Harrigan Sec. Fleming
ABSENT: Capt. McCormack
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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 April 10TH 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 April 10TH meeting of the Board of Directors. He then asked for any
corrections to, or omissions from the report. Cmde. Scott noted that the July
meeting of the Board would be on the fourth Thursday of the month not the third
as stated in the log. Sec. Fleming noted the correction. With no other
questions, comments, or additions being requested, Cmde. Scott asked for a
motion to accept the Secretary's report. Capt. Watson moved for acceptance;
seconded and so voted. The log book contains the written report.
TREASURER’S REPORT*:
Treas. Harrigan began by distributing his April financial report along with
attachments which included newly developed record keeping procedures for the
staff and Steward to follow for the coming season along with the account review
of transactions and cash flow for the month.
He noted a cash return of $118.00 had been received from the State for spillage
and confirmed the member and commercial discount for fuel purchases for the
season will stand at 15 cents per gallon. Operating expenses for the month
totaled $18,524.00. Income for the month totaled $4,870.00 leaving a short fall
of $13,654.00 accountable under the approved budget for the season. Capt.
Harrigan went on to review with the Board the reporting guidelines being given
to the staff to follow. In the future, it is Treas. Harrigan's plan to provide
any additional accounting, balancing or tax information needed on a quarterly
basis.
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. Rushforth
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 monthly newsletter would be going to the printer
tomorrow morning and hopefully mailed to the membership the first of next week.
The reservation pages to sign for the social functions for the upcoming month
will be in the book the second Wednesday of the month giving every member an
equal opportunity to make reservations for the functions they wish to attend.
Two tall ships will be visiting Portsmouth during the summer, the USS Providence
on July 17TH and the Jeanne Johnson will be in port on August 7TH, this, a tall
ship from Ireland with an all Irish crew. Capt. Jinny Burgess is planning a Club
function to host each of the crews from the ships. Capt. Roberts has added
photos of the Docks-In function to the web site.
A request from the Piscataqua Sailing Association for the use of the Club on
Tuesday nights following their races had been received and discussed at length,
however the Board felt that with the increased use of the Club by members for
evening meals and general gatherings each evening, the consensus of the Board
was they could not approve PSA's request.
Informational talks on marine electrical systems, electrolysis, motor
maintenance, either after Wednesday Night dinners or possibly another night have
been offered by the Oscar Company. After general discussion it was decided to
add a page to the sign up book to poll how many members would be interested in
attending this type of marine subject lecture.
R/C Jones reiterated the guidelines being followed for guests attending social
functions and stated he would republish these guidelines in the upcoming
newsletter.
There being no further questions or discussion Capt. Chambers moved for
acceptance of the report as given, seconded, and so voted.
VICE COMMODORE’S REPORT:
V/C Young reported that the work parties in April were every successful with
good attendance. Docks-In on April 19TH went well and the Club is officially
open for the season. The Ladies Room has been painted (thanks to Capt.
McCormackand Ina Landkamer) new flooring installed, and wall decorations added.
The docks are ready to fuel boats and accept transit yachtsman. However, Cmde
Scott noted that maintenance on a portion of the floats was necessary to
maintain them. The staff has been hired for the season, with most of last years'
staff returning.
The State has checked our fuel tank installation with several questions being
asked regarding the 1994 records of the tank installation. V/C Young commented
that the tanks have been approved a number of times between the installation in
1994 and now; however we are at this juncture being asked by the state to
produce 1995 records for them. V/C Young commented that finding this historical
information may prove difficult.
P/C Coffey commented that P/C Gage was currently working leveling the west wall
of the Club house and the work was in the final stages of completion. Capt.
Blidberg noted that the leveling of the west wall should be monitored in two or
three years to check the durability of this repair.
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 reporting the following application for membership has been
received and sent to the membership Committee for consideration:
V. Paul Pullen Sponsored by Capt. D. Gray & Capt. Holzaepfel
A letter had been received from the New Castle Police Department requesting a
donation to assist them with sponsoring a local island foot race. The Board
passed a motion to have Treas. Harrigan forward a $100.00 donation to this
event.
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, giving his final reporting on the new launch, stated the launch
was now at our dock and he recommended that each of the Board members inspect
the new launch prior to leaving this evening. The boat has been driven and
approved for service as the club launch. Some non-skid material will be added to
the gunwale and perhaps an additional cleat added some time in the future. Cmde.
Scott thanked Capt. Jefferson and his committee for a job well done.
Capt. Watson reported on the progress being made on drafting a combination
informational and instructional guideline for new members on how to operate the
Club equipment such as the grills, the procedure for closing up the Club, etc.
He had held a meeting with several of the House & Docks Committee to elicit
their comments and was in process of writing the guideline for the Steward to
use in passing on this information to the new members. Cmde. Scott recommended
that the new members sign an acknowledgment that they have been briefed when
given their key to the Club premises. After general discussion this met with the
approval of the Board. Capt. Watson will draft the guidelines for discussion at
the next Board meeting.
NEW BUSINESS:
Cmde. Scott asked for any new business to be brought before the Board of
Directors.
Capt. Chambers*, reporting for the Insurance Committee, submitted final bids
from the Harbor Insurance Agency totaling $16,453.00 in premiums for the period
6/1/3 through 5/31/4. After general discussion the quotation from the Harbor
insurance Agency was approved by voice vote. Cmde. Scott thanked Capt. Chambers
for the committees' effort.
Cmde. Scott requested all Board members attend the New Members Cocktail Party in
tie and jacket.
There being no additional new business Cmde. Scott announced the next meeting of
the Board of Directors will be held on June 12, 2003 starting at 7:00 PM at the
Portsmouth Yacht Club, New Castle, NH.
This meeting adjourned at 8:12PM.
William F. Fleming
Secretary
*report/memo placed on file
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