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RE: OFFICERS & BOARD OF DIRECTORS MEETING OF PORTSMOUTH YACHT
CLUB
LOCATION: Portsmouth Yacht Club, New Castle, NH.
DATE: May 13, 2004
TIME: 7:00PM
PRESENT: Cmde. Young V/C Jones P/C Scott
Capt. Goldberg Capt. Blidberg Capt. Jefferson
Capt. Watson Capt. McCormack Capt. Gebow
Capt. Chambers Treas. Rushforth Sec. Fleming
ABSENT: R/C Baime
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Cmde. Young called the meeting to order at 7:01PM by noting a quorum of the B of
D was present.
SECRETARYšS REPORT:
Sec. Fleming began by asking if all members present had received copies of the
notes of the March 12TH, and April 8TH, meeting of the Board of Directors. He
then asked for any corrections to, or omissions from the reports. With no
additions being requested by the B of D Cmde. Young asked for a motion to
accept the Secretary's reports. Capt. Chambers moved for acceptance; seconded
and so voted. The log book contains the written report.
TREASURERšS REPORT*:
Treas. Harrigan having resigned as Treasurer during the past month Asst.
Treasurer Rushforth had developed and passed out a report to the Board which
included a Balance sheet, a summary statement of Profit and Loss, a Cash Flow
Analysis, and two statements from the Federal Savings bank showing our account
balances.
The statements from the Federal Savings Bank show our Certificate of Deposit
account as of May 12th with a balance of $54,307.84 and the other showing the
mortgage balance at $80,858.49. Our total checking account and CD Balance
balance stands at $146,440.70. The building and land tax balance for this
year, outstanding is $9,545.50 along with other small other miscellaneous
payroll taxes due. Assistant Treas. Rushforth then gave an in depth
explanation of each of the accounts and the reasons for their allotted
amounts.
With the resignation of Treasurer Harrigan the Board opened discussion on how to
best process the monthly financial information. Assistant Treasurer Rushforth
stated that he was willing to do the summary report presentation each month but
did not have the time to process the daily information gathered by the staff.
After general discussion it was decided that the solutions as to how to proceed
would be investigated during the month by Cmde. Young, and a process established
for recording the information to allow Assistant Treasurer Rushforth to develop
accurate monthly reports for the Board each month.
Capt. Watson asked Assist Treas. Rushforth if all of the needed changes in
information processing outlined in the Auditor's report submitted by the last
years Audit Committee have been implemented? Asst. Treas. Rushforth answered by
going over each of the items in the report with the Board and indicated that
where changes in procedures were required, they had been implemented.
REAR COMMODOREšS REPORT:
R/C Baime, being absent for the meeting, no report was submitted. A request
for the use of the Clubhouse on a Saturday night by Community Development
Service in September was discussed and rejected. Cmde. Young stated he would
notify the CDS of the Board's decision.
VICE COMMODOREšS REPORT:
V/C Jones reported all work parties went very well. We had 25 volunteers on the
first work party, 20 on the second with many repeats and 35 members at docks-in
with four non-members participating. All projects were completed.
Major items were windows, new door, front yard gardens, shed scraped and painted
by non-member but on waiting list. (Will be sure that he is invited to
dinners).
Docks are or have been completed but still need rub rail on front dock. We are
trying out the composite board commonly used as porch decking for our wear
strips on the piles. Jim Gailey suggested this application. Note: We had 13
out of 14 House and Docks Committee members participating in preparing the club
for opening this year.
The moorings are in @ PYC & PCYC. Painted, stenciled and numbered. Capt.
Marcuri applied data that I had compiled on the moorings, new dock layout
diagram, hardware on the moorings and other information relating to same and
installed on a CD. Copy on office computer. Pepperrell Cove Mooring service
plans to furnish us with updated information every year NH stickers are on PYC
moorings in front of the club. We will have to do the others later. We should
get a reading from John Carson on the rules for PYC members using the moorings
in Pepperrell Cove area.
The Ladies' Committee has purchased a new gas grill. P/C Burgess and Capt.
Gailey along with our Steward assembled it on Monday. P/C Burgess is going to
see about obtaining a proper gas connection. P/C Burgess, P/C A. Wright and
Capt. Gailey have set up a new cooking area for the grill and lobster burner.
This will now allow members to cook lobsters outside.
We will have five staff members with launch licenses at the start of the season
if they carry through with the Coast Guard licensing process. If not, we will
have three. We will continue to work on the other staff members to go for their
licenses. Since we will only have 4-5 staff members we may not be able to hold
the classes at PYC as originally planned.
We should pursue documenting the property lines of the club to know and have
records of what we actually own. Survey if necessary, along with the use of an
attorney to research the deed and other legal papers. When completed, all
documents should be in the safe deposit box with a copy filed with the
secretary.
We also have a "new" freezer in the shed, for the sum of $75.00.
There being no further questions or discussion, Capt. Chambers moved for
acceptance of the report as given, seconded, and so voted.
COMMODOREšS REPORT:
Cmde. Young began his report by noting the following applicantion for
membership has been received and sent to the Membership Committee for
consideration:
Michael P. Pennington Sponsored by Capt. J. Pappas & Capt. M. Pappas
Cmde. Young further reported that the Membership Committee has approved the
following applicants for membership subject to an open position on our rooster.
Linda Allen James McCarthy
Cmde. Young also reported that the repairs to the Clubhouse west foundation has
been completed at a cost of $4,4815.00, the new fuel system distribution system
installed by Greenwood Construction at a cost of $16,850.00 and the
environmental inspection required by the state of New Hampshire at a cost of
$3,512.00. These costs are to be included in next months financial statements.
Cmde. Young commented that he would discuss the balance of his report under
current and new business.
There being no further questions or discussion P/C Scott 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.
V/C Jones reported he was having difficulty in obtaining the documentation
showing ownership of the strip of land to the west of the Clubhouse. After
general discussion it was decided to approach attorney John Ryan and have him
duplicate his file on the Johnson dispute of the mid-nineties. This file
contains historical survey information on the ownership of the land in question.
P/C Scott reported that he would move ahead on making application to the town
for a permit to begin dock repairs. He hoped that the filing could be
accomplished within a two to three week period, subject to the requirements of
the Town and State.
Capt. Goldberg reported that the inspection of the soil surrounding the fuel
tanks had gone well and approval was in process. Copies of the reports will be
placed in our files for future reference.
V/C Jones reported that he was in process of reviewing the draft of the
proposed Club Manager's job description. Asst. Treas. Rushforth questioned the
need for a full time manager. That a part time administrative assistant
working 8 or 10 hours a week would surfeit. This was tabled for future
discussion.
Cmde. Young opened discussion on the number of paid members recorded on the
rooster, based on a pervious discussion and agreement by the Board he felt
three additional applicants could be brought on to the membership rolls.
Prior to opening discussion by the Board on Cmde Young's request Capt.
McCormack made a motion to include the membership of the Treasurer and Secretary
as paid club members for a total of 250 paid members. Further that at the
annual 2004 meeting of the general membership a draft clarification of this
question be presented for clarification by the general membership. After
general discussion the motion was passed by a majority vote.
Capt. Chambers reported that the insurance for the 2004 season was in place and
that only further minor investigation of coverageis required.
NEW BUSINESS:
Cmde. Young asked for any new business to be brought before the Board of
Directors.
Cmde. Young then opened discussion on the request of two applicants, Kenneth
Purdy and N. Roger Hutchson, for the return of their application fees and be
removed from the waiting list. After general discussion the Board approved the
return of thetwo application fees.
Cmde. Young opened discussion on increasing the mooring and list fees paid by
club members during the season 1(5 May through 15 October). A motion was made
by Capt. Jefferson to increase the mooring fees for club members from $6.00 per
night to $8.00 per night and the slip fees from $8.00 per night to $10.00 per
nigh. The use of either to be limited to 7 days by a member. After general
discussion this met with the Board's approval.
Capt. Goldberg opened discussion on the assignment of staff during the weekends
since April 17th Docks -in. Specifically, that he had attempted to get to his
boat the past week end only to find no launch driver available. He asked the
question, why there was no one available to drive the launch on the weekend?
That he knew of no schedule being posted showing non- availability of
fueling and service, and he expected to be able to have launch service on the
weekend. Capt. Blidberg concurred with Capt. Goldbergs observations. Cmde.
Young explained the reasoning of the staff scheduling to date and that personnel
would be available future weeks.
There being no additional new business Cmde. Young announced the next meeting
of the Board of Directors will be held on June 10th at 7:00 PM at the
Portsmouth Yacht Club, Piscataqua Street, New Castle, NH. 03854
William F. Fleming
Secretary
*report/memo placed on file
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