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

LOCATION: Community Development Services office, Portsmouth, NH.


DATE: February 12, 2004

TIME: 7:00PM

PRESENT: Cmde. Young V/C Jones R/C Baime P/C Scott Capt. Blidberg Capt. Chambers Capt. W. Gebow Capt. Rushforth Capt. Watson

ABSENT: Capt. McCormack Capt. Goldberg Capt. Jefferson Treas. Harrigan Sec. Fleming
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Cmde. Young called the meeting to order at 7:00PM by noting a quorum of the B of D was present.

SECRETARY’S REPORT:

Each Board member having received a copy of the January Log, Cmde. Young 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. Young 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*:

Cmde. Young reported that Treas. Harrigan was unable to attend the meeting this evening and the financial report for the month for January will be presented and reviewed at the next Board meeting.

REAR COMMODORE’S REPORT:

R/C Baime reported the newsletter was in the hands of the printer and would be mailed out shortly. The draft of the social schedule for the year has been given to the Secretary for printing. The March social being held at The Ashworth By The Sea advertising the function to the membership will be included in the newsletter being mailed next week. R/C Baime noted that the Shaw Bros. were not scheduled to be included in this year's social schedule.

R/C Baime also reported receiving a letter (Email) from Capt. Hammer requesting the use of the club facilities on behalf of the PSA Sailing Association on either the 1st or 15th of June, 13th of July, and either the 3rd or 17th of August. After general discussion by the Board it was decided to table the request for further discussion until the March meeting.

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



VICE COMMODORE’S REPORT:

V/C Jones reported that the mooring fees to the Port Authority had been paid. The total cost for the mooring permits totaled $2275.00; he noted this was a substantial increase over last year due to the increased cost per foot and the estimated length of boat for each mooring. The moorings can now be rented by either the day, week, month or season. Stickers will be issued to be placed on each mooring ball and a corresponding sticker placed on the boat assigned to the mooring. A pump system to be able to winterize the water systems in the Club is now on hand, tools are now in the shed to do minor repairs as needed.

A House and Docks Committee meeting is scheduled for the 25th of February; 12 members of the committee plan to be on hand. Parking stickers have been purchased and will be issued along with the membership cards for the season.

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

COMMODORE’S REPORT:

Cmde. Young began his report by noting no new applications have been submitted to the Membership Committee for review. One additional resignation has been received from Frederick R. and Patricia Vogel.

Sixty-six members have not as yet paid their annual dues. Cmde Young stated he planned to monitor the list of unpaid members next week and alert any members that have not paid of the February 29th deadline.

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

CURRENT BUSINESS:

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

Cmde. Young asked Capt. Rushforth to bring the Board up to date on the proposed 2004 budget. Capt. Rushforth began by reporting a meeting had been held by the Budget Committee this past Tuesday. He passed out a revised proposal with minimal changes from the original submission in January.

Capt. Rushforth explained the rational for the proposed changes and what they represented. Discussion followed by the Board as to the amount of manhours of help needed and the funds needed to support member services. Another meeting was scheduled for the 13th (next day) to further firm up the labor needed for the season. Capt. Chambers suggested that an in-depth review of the job responsibilities of the Steward be undertaken. The budgeted Accounting account has been reduced to $3500.00 for the year. Capt. Rushforth stated that he planned to have a cash flow analysis done for the next meeting to be reviewed by the Board

Cmde Young reported that the Pier Repair or Replacement Committee plans to meet on the 17th to discuss the actions recommending how to gather additional information, a time sequence, and a recommendation as to how to proceed. The meeting will take place at P/C Coffey's office at 6:30PM. We should have a report from them at the next Board meeting.
Parking has been resolved, thanks to Capt. McCormack, stickers to identify our members' vehicles have been purchased and will be issued with this year's membership cards.

The repairs to the North foundation and the fuel pump upgrade have been held in abeyance subject to a break in the weather.

Interviews for the Steward's job will be held tomorrow. Sally McCellen will be reviewed along with this past season's Steward.

Cmde Young opened discussion on establishing the position of Assistant Treasurer to assist the Treasurer in accounting work currently being assigned to the outside accountants. Capt. Rushforth would be provided a stipence to be determined by the Board. This met with the approval of the Board. It was then voted by the Board to award Capt. Rushforth the cost of his annual dues and launch fees in return for services rendered.

Cmde Young then recommended that with both the Treasurer and Assistant Treasurer being non paying members two additional applicants be awarded membership. This was the recommendation of the Budget Committee and met with the approval of the Board.

NEW BUSINESS:

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

Cmde Young opened discussion on a letter received from P/C Roth requesting launch service to Little Harbor. A general discussion followed as to the practicality of adding Little harbor to the current launch service locations. After general discussion this item was tabled until the March meeting of the Board.

Cmde. Young read a letter from Capt. Almgren requesting the use of the Club house for the Sprague Oil Organization on June 14th. (This is a grandfather reciprocal agreement for use of the Sprague Oil meeting room each December and met with the board's approval.)

Cmde. Young reported that the Budget Committee is recommending that two additional mooring in front of the Club be assigned through a lottery process to two Club members that wished to participate. Notice of the Lottery would be sent to the general membership via the monthly newsletter. This met with the approval of the Board.

The Board agreed to shift the August meeting of the Board from the 12th of August to the 19th of August.
Capt. Blidberg suggested that the Board members absent should be notified and agree to the date change.

Capt. Gebow informed the Board that if a 5 cent a gallon discount were given to all boaters "C Map" would add our location as a fueling station on their navigational cartridges.

P/C Scott made a suggestion that the Secretary institute an index of the motions passed by the Board for future reference.

There being no additional new business Cmde. Young announced the next meeting of the Board of Directors will be held on March 11, 2004 starting at 7:00 PM at the Community Development Service office at 195 Hanover street, Suite 40 Parade Mall, Portsmouth, NH. 03801.

This meeting adjourned at 8:25PM.






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