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