Subject: PYC Log 11/11/04

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

LOCATION:  Community Development Services office,  Portsmouth, NH.

DATE:  November 11, 2004

TIME:  7:00PM
     
PRESENT:        Cmde Jones        V/C Clark        R/C Wright                P/C  Young        Capt. Blidberg        Capt. Gebow    
                        Capt. McCormack    Capt. Baime        Capt. Graper                Capt. Pappas        Treas. Rushforth        Asst. Treas. Young          
                         Sec.  Fleming
                                                
ABSENT:        P/C Caruso        Capt. Goldberg    
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P/C Young called the meeting to order at 7:09 PM by noting a quorum of the B of D was present.  He then welcomed the new members to the Board; Capt. Clark, Capt. Graper, Capt. Pappas and P/C Wright.  After opening comments he ask Sec Fleming for his reports of the August and September Board meeting.

SECRETARY’S REPORT:

Sec. Fleming began by asking  if all members present received copies of the notes of the August 19TH and September 9TH  meetings of  the Board of Directors. Sec. Fleming explained that copies of both reports had been e-mailed to each of the retiring Board members and that no questions had been raised to the reports.  He then asked for any corrections to, or omissions from the reports.  With  no   additions being requested by  the B of D P/C Young asked for a motion to accept the Secretary's report. Capt. Pappas moved for acceptance, seconded and so voted.  The log book contains the written reports.   

TREASURER’S REPORT*:

Treas. Rushforth  passed out his Treasurer's Report for the month consisting of a Balance Sheet, Profit & Loss Statement, and Cash Flow Analysis through October 31TH. Treas. Rushforth further noted that he had added a budget comparison format to the report to keep the Board up to date on amounts of funds spent per budget  category each month.   

The report showed the following;  Income to date of $374,764.00 with total  expenses to date of $257,277.00. With other miscellaneous accumulating income and expenses  a balance of $39,273.00 was recorded as  Net Income to date.  Treas. Rushforth  noted that  a loan against  our CD savings account was activated  to meet current expenses.  

He then went on to discuss in detail each of the active accounts explaining how he felt some saving could be achieved prior to the end of the year. After general discussion of the report Capt. Pappas  moved  that the  report will be  placed on file for future audit.

REAR COMMODORE'S REPORT'

    R/C Baime began his report by noting  the  final monthly Newsletter for the year has been mailed to the membership.   

The Christmas Party is scheduled at the Portsmouth Country Club for the 18TH of December  and the New Year's Day Brunch is scheduled  at the Sheridan Portsmouth Hotel 1 January.   The incoming Rear Commodore will be coordinating the final plans for these events, menu, band, pricing etc.  for both these events.  
There being no further questions or discussion, Capt. Gebow moved for acceptance of the report as given, seconded, and so voted.

VICE COMMODORE’S REPORT:

Cmde  Jones reported that Docks Out had taken place as scheduled and gone very smoothly.  Kyle Morton worked though the end of the season assisting V/C Jones and has asked to be considered for the Dock Master's position for next season.  Cmde. Jones noted that he expected to have four of the dock staff return next year and all will be licensed to operate the launches.

The Club has been winterized and cleaned with winter locks in place for the winter. The fuel tanks have also been topped off  and all service vendors notified of our closing for the winter.

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

COMMODORE’S REPORT:

P/C  Young began his report by noting  that our budget for the year called for the addition of  twenty applicants for the waiting list and we have received a total of 22 applications to date.  

The  following applications for membership have been received  and sent to the Membership Committee for consideration:

    Marsha O'Shaughessy        Sponsored by  Capt. Miller & Capt. Keegen
    Joseph P. Cuetra        Sponsored by  Capt. Harrigan & Almgren
    Richard Derosier            Sponsored by  Capt. Watterson & P/C Scott
    Holly Hunter            Sponsored By  Capt. Roberts & Capt. A. Syracusa
    Richard J. Calder        Sponsored by  Capt. Keegan & Capt. Miller
    Lin P. Bergeron            Sponsored by  Capt. Michael & Capt. French
    Marc & Karen Gorayeh        Sponsored by  Capt. Leto & Capt. Dank

P/C Young then asked for nominations for Rear Commodore.  Capt. Pappas nominated P/C  Edward Wright Jr. to serve as Rear Commodore for the 2004-2005 season.  The nomination was seconded and opened for general discussion, the nomination was then  closed.   P/C Wright  was elected to serve as Rear Commodore by  unanimous voice vote of the Board.

P/C Young  asked for nominations for Vice Commodore.  Capt. Gebow nominated Capt. Charles Clark to serve as Vice Commodore for the 2004-2005 season.  The nomination was seconded and the nominations closed.  Capt. Clark  was then elected to serve as Vice Commodore by  voice vote of the Board.

P/C Young then asked for nominations for Commodore.  Capt. Pappas  nominated V/C Kenneth R. Jones   to serve as  Commodore for the 2004-2005 season.  The nomination was seconded and the nominations closed.  V/C Jones was then elected to serve as  Commodore by unanimous voice vote of the Board.

Treasurer William Rushforth  and Secretary William F. Fleming remain in their respective positions as Treasurer and Secretary; this also met with the approval of the Board by voice vote.

Upon completion of the voting P/C Young passed the gavel of authority to Cmde. Jones (a round of applause from the Board followed the election of the newly elected Flag officers).  

There being no further questions or discussion Capt. Gebow  moved for acceptance of P/C Young's report  as given, seconded, and so voted

Cmde. Jones thanked P/C Young for all the hard word he had contributed to make the past season such a success.  P/C Young then thanked the members of the Board for their contributions which contributed to the successful season.

Cmde Jones then asked for a motion to continue the job responsibilities of the Rear Commodore and Vice Commodore as practiced during the past season; this met with the approval of the Board.

CURRENT BUSINESS:

Cmde. Jones asked for any current business to be brought before the Board of Directors.

Cmde. Jones opened discussion on the pier repair project. He stated that $6,900.00 has been approved for interim repair.  The Pickering Marine's bid has been accepted and a form needs to signed by the contractor and forwarded to the State before the work can proceed.   

Cmde. Jones passed out a layout of the existing docks  to each of the Board members.  Work to be done on the docks this year by club members is as follows: dock #1  needs new floatation, dock #15 needs replacement bolts. The estimated cost of material for these projects is $3,000.00.  This expenditure was unanimously approved by the Board.  V/C Clark  to initiate the purchase of the material.

The rub rail along the front of the dock needs to be replaced at a cost of $4.19 per foot (per Follensby Dock Systems). The material needs to be on site for repair replacement prior to the docks being launched in April if at all possible.  Cmde. Jones passed out a list of items that he felt the House & Dock Committee should consider becoming part of next springs  to do list.

Cmde Jones then opened discussion on the recommendations received from Capt. J. Burgess at the Annual Meeting regarding communication improvements.  Additionally  a recommendation by Capt. Goldberg to review  the dues structure to be proposed at a special meeting  was tabled for a future meeting, the date and time of a special meeting to be established.  These items were tabled for future discussion by the Board.

P/C Young opened discussion to establish the price of the Christmas Party.  After discussion the Board approved a price of $55.00 for the event.  Capt. Pappas noted that he had spoken with the Country Club and our cost is going to be $500.00 for the use of the club, $250.00 for the extra hour, food costs, plus 28% added service fees.  A question of the club house fees being waived  if a  country club member sponsored the event put forth by Capt. Baime.

P/C Young then asked for direction to establish the price of the New Year's Day Brunch to be advertised in the additional letter to be sent to each member.  After discussion a price for the event was established at $20.00.  This met with the approval of the Board.  Capt. Glen  and Mary Lou Graper agreed to host this event.  

NEW BUSINESS:

V/C Jones asked for any new business to be brought before the Board of Directors.

Cmde Jones opened discussion on a request from Capt. Baime to report the vote count of the candidates participating  in  the annual election.   After general discussion the Board decided to continue the reporting practices that have been established in the past of announcing the names of the winning candidates to the membership.  







R/C Wright reported that Capt. Jackson had given a computer disc to him with a photo of each member in the Club which could be published either on the web site or in an annual publication.  Capt. Pappas suggested  pictures of the Board should be taken and displayed in the Clubhouse. This led to a general discussion as to how best make use of this Capt. Jackson disc. Capt. Bildberg agreed to print the photos.  Further action on this item was tabled for future review and discussion.

Capt. Graper passed out copies of responses  he had received from a letter query  sent to a group of members  asking for suggestions on how  member services could  improve. Capt. Graper noted  club  communication was high on the list.  This also was tabled for future discussion.

There being no additional new business Cmde. Jones  announced the next  meeting of the Board of Directors will be held on December 16, 2004 starting at 6:00 PM  at the Axel Johnson Conference Center, River Road, Newington, NH.  This  meeting adjourned at 8:55PM.







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