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RE: OFFICERS & BOARD OF DIRECTORS MEETING OF PORTSMOUTH YACHT CLUB
LOCATION: Community Development Services office, Portsmouth, NH.
DATE: February 9, 2005
TIME: 8: 07PM
PRESENT: Cmde Jones V/C Clark R/C Wright
Capt. Gebow Capt. Graper
P/C Caruso Capt. McCormack Treas. Rushforth Sec. Fleming
ABSENT: Capt. Blidberg Capt. Baime Capt. Pappas
Capt. Goldberg P/C Young
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Cmde. Jones called the meeting to order at 8:07 PM by noting a quorum of the B
of D was present.
SECRETARYS REPORT:
Sec. Fleming began by asking if all members present had received copies of the
notes of the January 13TH, 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. Jones asked for a motion to accept the
Secretary's reports. P/C Caruso moved for acceptance; seconded and so voted.
The log book contains the written report.
TREASURERS 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
January 31ST. The report showed operating revenues to date of $87,530.00 with
total expenses to date of $7,599.17 With the balance of other miscellaneous
income and expenses added the accumulated balance showed Net Income of
$79,614.84. V/C Clark moved that the report will be placed on file for future
audit.
REAR COMMODORES REPORT:
R/C Wright reported that on 17 January he had attended the PSA BOD Seasonal
Planning Meeting at Red Hook Brewery. Based on the outcomes of this meeting,
the expressed desire of approximately 19 members of PYC currently engaged in
local racing and the willingness of the PSA BOD to meet all of our specified
requirements for a trial "re-engagement" I would recommend we re-engage.
Being specially proposed:
1) PYC to provide space for a "Dollar Night" Post-Race Social on (1) one
pre-designated Tuesday evening per month. Food & drink to be provided via
PSA & race results announced. PYC to incur no costs. A designated PYC member
to be in attendance to ensure the premises are cleaned and secured as
specified in Capt. Diane McCormack's list of proposed tenets of understanding.
This would NOT be an exclusive-use function and any PYC members as many wish
to use the club on these days remain free to do so. I suggest Capt.
McCormack be authorized to execute a formal Memorandum of Understanding with
PSA to protect all parties interests ASAP.
2) PYC to again "formally" sponsor the Annual Dave Mowers Pursuit Race which
is scheduled for Sept. 10. It is hope the PYC Regatta Committee will
organize a post-race social with refreshments while results are tabulated
and prizes awarded. There was discussion of Red Hook potentially providing
the libation but this was not finalized. (Note: The BOD increased the Regatta
Committee's 2005 Budget to allow for trophy and/or prize purchases if
necessary.)
(Note: Capt. Joseph Cunningham of the PYC Regatta Committee also serves as
an independent insurance advisor and is the PSA Treasurer. He will be
submitting a separate letter advising the BOD that PSA has and will maintain
adequate and appropriate insurance coverage during their co- sponsored events at
PYC.)
Use & Rental of Clubhouse:
1) The ladies of the Guild @ Ports Regional Hospital have applied for the
use of the clubhouse on Thursday May 19th from the hours of 9am through
approximately 2pm for their Annual Guild Luncheon. Inasmuch as 99% of this
volunteer charitable group are club members, this request has
Always been granted with
all fees waived. I recommend we approve this function again at this time.
2) I have received a few inquiries about the use of the clubhouse on
Thursdays. I have taken the liberty of polling many BOD members on this
particular issue as there has been a great deal of discussion by several
members over what is seen as an entirely unnecessary restriction on
the membership by the BOD's removal of Thursdays as a potential private function
date a couple of years ago. I suggest we open Thursdays back up to rentals by
members on a trial basis subject to potential re-restriction if determined by
the BOD that a real problem does in fact exist.
Web site Postings:
1) As directed by the BOD at the Dec 2004 meeting and again affirmed at the
Jan. 2005 meeting, the available Minutes of the BOD (Nov and Dec 2004) were
forwarded to the Webmaster which he promptly posted on the Web site for the
membership. I trust I will soon have a copy of the Jan 2005 minutes in
electronic format for similar posting soon. I have not as yet forwarded the BOD
Agenda's to the Webmaster for posting as frankly I had hoped we could
successfully resolve this issue of posting the Minutes themselves as was agreed
upon at the two previous meeting. If this is not possible then I will forward
all future Agenda's for posting as I receive them.
2) As a result of the Web site's existence we have received several diverse
inquiries during the past month; one from a prospective member, two from
traveling yachtsmen seeking accommodations for their anticipated northern
travels, one from a young man seeking potential summer employment, and lastly,
even on from an alleged delinquent bill-collector. These were all forwarded to
the appropriate office for response and/or resolution.
3) Finally, we have received and posted the Agenda's together with the
invitations for our membership to participate in two different sailing
educational seminar series' slated to start in the immediate future which extend
most of the way though the season as sponsored by KPYC and PSA respectively;
and lastly we have posted an invitation to attend the 2005 Seacoast Sailing
Exposition to be conducted at Red Hook on March 11th.
The feedback to date by those members seeing such events posted on the Web site
for their consideration has been very positive. Again my sincere thanks go out
to Dan Gingras who works so very hard to ensure our "public image" on the
web is a very positive one indeed.
There being no further questions or discussion, P/C Caruso moved for acceptance
of the report as given, seconded, and so voted.
VICE COMMODORES REPORT:
V/C Clark reported that in mid January the flotation pods and associated
hardware for dock #1 were ordered from Custom Float Services of Portland, ME.
The total costs were $1,490.00 which included delivery. We were lucky here,
because the V/C had originally planned to pick up the pods and hardware, thus
saving the shipping costs. However, on 20 January Custom Float Services called
to say that they had a truck coming to Portsmouth on 21 January at 0830, and
could we be available to receive the shipment then? Capt. Henry Marcuri and V/C
Clark met the truck at PYC; assisted with the unloading and stored the material
inside the clubhouse.
As most of the Board members know by now, we are faced with a serious problem of
worm infestation in the dock pilings. How big the problem is and how much it
will cost must be addressed asap. Accordingly House and Docks Committee member,
Tony Syracusa, has suggested a plan of action which seems feasible. He and John
Caruso are working together on this with an eye towards possibly doing all the
pilings (both pier and dock) that require immediate attention at the same time.
For planning purposes some assumptions can be made now:
1) Some float pilings are unsafe and must be replaced immediately after
docks in.
2) Funding will be approved by membership at a special meeting on Thursday
31 March 05.
3) Docks-in will be shifted to Sat. 9 April (high-tide at 1243) with piling
replacement starting on
Monday 11 April.
4) Slip availability to be adjusted according to piling replacement
completion.
John Caruso, Tony Syracusa, and Greg Gebow are on top of the planning stage of
this program, with John Caruso heading up the group in order to prevent
duplication of effort. Progress to date has included:
1) Checking permit process - No town permit required if we are replacing
pilings one for one in the same spot. State permit should be covered by the
same permit we used for the pier work, which expires on 08/07/09.
2) Hire certified Marine Engineer - To select appropriate piling material,
develop cost options, examine each piling for condition and provide photos,
and provide credible justification for expenditure to the membership.
Still to do is to prepare the membership by telling them a piling problem has
been identified and is being examined. As soon as we have photos they should be
put on the web site. Tell them also to expect a special meeting to be scheduled
and announced in March '05.
Mooring Preparation: PYC can realize substantial savings this year if we do
some of our own mooring work. Case in point: The six moorings in front of
the Club require new chain on at least four of the six. Greg Gebow has found
3/4" dia. chain at the best price available, but the price is subject to
change soon. The BOD needs to authorize the expenditure of funds to cover this
work tonight. We need approx. 553' of 3/4" chain plus 12 - 7/8" shackles.
(Costs: Approx. $???.00)
Two Late Notes:
1) We have confirmation on our request for the use of the rec. bldg. at
Great Is. Common. The date: Thursday 31 March 15 7:00pm. Cost: $100.00.
2) Capt. Marcuri and I met at the PYC Club House this a.m. and sorted
through the front porch screens. Four screens were found to be in need of
repair, and were delivered to New Hampshire Glass for the required work.
They will call when the screens are ready and I will pick them up.
There being no further questions or discussion, P/C Caruso moved for acceptance
of the report as given, seconded, and so voted.
COMMODORES REPORT:
Cmde. Jones began his report by noting our winter has been very active.
The Pier and House & Docks Committees have been studying the condition of our
pilings and floats. They have put together a plan that they will follow and
present to the membership in the near future. My only comment will be that PYC
is in professional hands with these two groups.
Our Steward, Sally McClellan has called and is ready to start work. She is very
excited about the number of returning staff. She plans to contact all staff
members from the 2004 season to inquire about their summer plans. Sally is also
working on our fuel receipt layout and will pass her suggestions onto me for
action. Sally and Kyle are discussing plans for the new season. It is great to
see staff interested in their summer work during the winter months.
The new launch is or has been worked on at Great Bay Marine. Capt. Jefferson
reports that they are working on the engine. Talking to Honda about the
warranty.
Capt. Cunningham will be getting back to us for our insurance coverage. He said
that he would get back to me. I left a message with his secretary on Thursday
the 3rd.
V/C Clark and I have checked on the club facilities from time to time and have
found all as we left it in the fall. We do have some spaces where snow blows
in during high winds. We can correct this problem in the spring.
We seem to have full agendas every month but action is taken, problems are being
solved and responsibilities are being carried out. Great team work!
There being no further questions or discussion V/C Clark moved for acceptance of
the report as given, seconded, and so voted.
CURRENT BUSINESS:
Cmde. Jones asked for any current business to be brought before the Board of
Directors.
P/C Caruso opened discussion on the Pier Project. He brought the Board up to
date on the progress being made and verbalized the key points listed in his
report. P/C Caruso's key points were as listed on his submitted written
report as follows:
Current status
Bracing project completed
1 upriver piling added to bridge deck
Improved stability in pier noted
Piling problem
1 piling broken (slip P) most down river/inboard mid-70s
1 piling pulled for inspection (between slip D & E) 1994
Both exhibited marine worms damage
Worms are a new phenomenon in the river (last 10 years)
Cleaner water gives them habitat to survive/thrive in
Project ownership for pilings included with pier
Related issues fix one it potentially limits the other
Types of pilings
Pier pilings
Larger in diameter may be oak versus pine
Treated, less flexible, more brittle, cracks
Always under compression due to bridge deck
Normal life span 20-25 years (ours 30 years+)
Float pilings
Want them to sway more flexible
Not treated -dont want them to become brittle
Normal life span 5-10 years (ours 12 - 30 years +)
Replacement pilings
Oak & pine
Replace existing with similar types
Composite
Less flexible, longer lasting
Need sufficient bottom depth (we likely dont have enough)
More expensive TBD
Steel
10-14 diameter _ to _ wall thickness 40 foot length
Removable/reusable
3X the price (at least)
Others
As many choices as you want
Quality, suitability, cost, etc. unknown
Issues
Dont know what we have
All analysis to date has been done above the water or by members who can
report what they see, but
cant say if what we
have is good or bad
Appledore Engineering report of 10/3/02 noted that Pickering Marine quote
to replace pier was
reasonable ($58K), but
did not qualify whether we needed a new pier
No formal engineering analysis has been done to date
Next steps
Cant answer that without analysis
Too many variables and opinions
Pier Committee Recommendation
Professional analysis of current condition
Review of options
Develop a plan of attack
Piling safety for this year
Pier analysis and determination based on structural analysis
Professional Analysis Proposal
Appledore Marine Engineering
Not to exceed $7500
1/2 day above & underwater inspection and a brief report detailing
conditions
To be covered float piles, fixed pier and ramp
Recommendation to be included
Not included any design work for pier
Able to begin work on Friday, February 12 report in 2 weeks (basically
waiting for our go-ahead I
will call a 24 hour
mobile phone to schedule work after we approve funds)
Discussion points
Without this analysis, we are blind
Might not need to replace all pilings at once only 5 - 7 pilings support
dock structure to the current. Others hold fingers and support load in
northeast winds
Need to replace 2 no matter what could use funds in budget from 3 piling
dolphin to offset costs.
From known costs each piling is $800 + $200 to pull other one ($1000 each
effectively)
All pilings - 17-20 + engineering analysis cost = $25K
$100 assessment per member
Motion
Authorize Appledore Marine Engineering to undertake a analysis of the PYC
float pilings, fixed pier and ramp, including a formal report and
recommendation at a cost not to exceed $7500.
After reviewing the above informative recommendations the Board agreed with P/C
Caruso and the Pier project Committee to employ Appledore Marine Engineering at
a cost not to exceed $7,500.00 to inspect the piers and provide a formal report
of their conditions. This met with the unanimous approval of the Board.
V/C Clark announced that the New Castle Community Hall was available March 31st
and that he had rented it to hold a special meeting of the general membership
to explain the condition of the docks and to authorize further refurbishing
action.
Sec. Fleming noted that with Appledore's report due on the 9th and the March
Board meeting on the 10th time would be short to advertise the meeting to the
membership which requires a 10 day notice to each member prior to holding a
special meeting.
Capt. Graper reported that he had read the documents related to the ownership of
the three parcels of shore property to the west of the Clubhouse. Specifically
listed as lots 36, 55, 56. His opinion is that parcels 35 and 36 were
determined to be owned by the Club in 1994. The ownership of the long strip lot
1760 was not in question at that time. Capt. Graper has written a letter
(J01/25/05) to the Town requesting clarification of the town opinion of the
ownership of the lot 1760 and sent along that in our opinion we do own that
parcel of land based on the information submitted. Capt. Graper noted that
based on a 1944 decision all three parcels of property are subject to a right
of way of the public.
NEW BUSINESS:
V/C Jones asked for any new business to be brought before the Board of
Directors.
R/C Wright reported on the PSA meeting he attended on Jan 19th. his memo report
to the B of D is as follows:
In place of Director McCormack I attended the Jan 17th PSA Planning &
Informational Meeting at the Red Hook Facilities at Pease Trade-port accompanied
by Capt's Dave Reynolds and Jeremy Small of our Regatta Committee. PSA outlined
their total sailing agenda for the coming year which in addition to the Tuesday
and Thursday evening racing series will now include several Sailing Educational
Seminars to be conducted both at Red Hook and on the water proper Educational
Series slated to begin in the immediate future. All of these
educational opportunities are open to any who may wish to attend. Specific
information dates & topics offered may be obtained from the respective web sites
and it was emphasized all PYC members who wish to attend are most welcome to do
so.
The PSA 2005 Events Calendar was discussed in detail (see attached copy). PYC
was asked if we would wish to consider hosting one Tuesday evening "after-race
social" for each of the 4 months of the racing season. At this juncture it
is anticipated Red Hook as PSA's major sponsor would supply the beer at no
charge and whoever provided the food would collect an appropriate fee. In
the past these have been called "Dollar Nights" where most of the food took the
form of hot dogs and hamburgers with appropriate condiments. Up to this time PSA
Board members have done the majority cooking and the clean-up chores afterwards.
PSA is fully aware there will undoubtedly need to be a trial period if we are to
become re-engaged in partnering with them for the production of any enhanced
social programming following the racing events. They have specifically expressed
full agreement with those suggestions advanced by Director McCormack such as
adequate insurance coverage for PSA events on PYC property, the need for a
renewable security deposit to cover any necessary clean-up, as well as the
requirement PYC's premises be vacated NLT 10PM on the day of these events,
the need for a PYC member to be in active attendance, and of PYC reserving the
right to cancel for what we may deem is sufficient cause. There being 19 PYC
active members and/or a combination of active members plus those on the approved
waiting list who participate in the weekday evening races regularly, there
should be no shortage of PYC members present. I stated if the BOD were to agree
to a trial period we would require a specific member of PYC be designated for
each event as a direct liaison with the PSA Official expected to be present,
which was also immediately acceptable as several PYC members also hold
office/positions within PSA and would gladly lend their personal support by
being present as often as possible at all such events. (Capt. Dave Reynolds PYC
Regatta Chair, Capt Jeremy Small PYC Regatta Committee and PSA J-105 Series
Coordinator, Capt. Joe Cunningham (PYC Regatta Committee and PSA Treasurer)
Capt. Cunningham is also preparing a separate insurance impact statement at my
request to address most commonly expressed insurance related concerns for the
BOD's review prior to making any further commitments. In summation the PSA BOD
has expressed a keen desire to do whatever is requested of them to re-engage
with PYC for the purposes of enhancing the post-race social aspects of area
sail racing programs. In years past PYC was indisputably the "lead club" in
producing such events, and sponsored the Tuesday evening racing series for close
to 20 years in addition to some special weekend regattas. Under the currently
evolved system much of the work of officiating, mediating race disputes, and
scoring would remain provided by PSA and would not be a burden to the sponsoring
club.
What is hoped is the sponsoring club would host a social afterwards and perhaps
provide trophys of some sort. (In years past both PYC provided our color
monogrammed old-fashioned drink glasses as prizes paid by the profits of the
after-race hot dog sales.) The meeting concluded with some casual reference to
the strong possibility that an event such as the current Red Hook Regatta could
potentially become PYC's at some future time with the understanding that Red
Hook would provide a considerable portion of the
refreshments if PYC would
consider providing a trophy. Iallowed that we would remain open to any
meaningful discussions, but at this juncture I felt it prudent to limit the
immediate discussions to a realistic plan for our BOD to consider,
specifically our continued sponsorship of the annual Dave Mowers Pursuit Race,
and we would also discuss sponsorship of one Tuesday per month for a total of 4
dollar Night Tuesdays.
The PSA 2005 Schedule referenced above will be provided all at the BOD Meeting
on Feb 10th unless I get a chance to scan-it into an e-mail before that time.
R/C Wright commented that it was his opinion that approximately 19 PYC members
are participating in the Tuesday Night activities. PSA has agreed to meet our
insurance standard and building requirements at each function. The dates
requested for PSA use are The Tuesdays June 14th, July 12, and August 16th.
A motion was made by R/C Wright to allow PSA the use of the Clubhouse on the
Tuesday nights listed above. This met with the approval of the Board by voice
vote. A second motion was made by Capt.
McCormack that PYC
officially sponsor the David Mower Pursuit Race each year this motion also met
with unanimous approval of the Board.
Commodore Jones put forth the guidelines to followed in the case of a member
death. the guide lines are as follows:
Death of Officer, Board, Board of Director member or PYC member
a. Flowers (if accepted. (*)
b. Officers and Board of Directors attend service together as single
body.(***)
c. Sympathy card will be sent to the family (*)
Death of Immediate Family of PYC member
a. At least one officer representing PYC, will attend visiting hours or
service (***)
b. Sympathy card will be sent to the family (*)
NOTE: (*) Procedure will always be followed.
V/C Clark made a motion to approve the procedure outline above by Cmde. Jones.
The motion was passed by a voice vote of the Board taken
Cmde. Jones recorded for the House and
Docks Committee the following items which last years Committee had recognized as
maintenance items needing review by this years committee. They are as follows:
Club House:
Paint the men's bathroom.
Refinish handrails on stairs.
Install two new spotlights for outside grill area.
Purchase new folding chairs for the dining room. (130+)
Replace all screens on the porch. (All are torn)
Install a chair rail on the porch to prevent chairs from being pushed into
the screen.
Paint front door and shutters.
Paint new kitchen window and door.
Paint outside picnic tables (four).
Paint lettering over the front door.
Build a firewood rack near the shed.
Enclose the bottom rear of the bar.
Lightly sand and re-varnish the bar front and step.
Build a secure area for kitchen pans in the shed. Art Wright said that he
would do this in the spring.
Cmde. Jones opened discussion on the
correct title for the Contingency /savings reserve fund account. Capt. Gebow
noted that the funds were classified as a Contingency fund in 2004 by the
Treasurer. R/C Wright suggested that a short explanation of the funds be
written and published in the next monthly newsletter. Capt. Gebow agreed to
write a short article explaining the current usage's of the funds.
Cmde. Jones noted that a water color
painting by Nancy Pappas which was digitized to make posters be returned to the
Club. It was agreed Cmde. Jones would follow up on this .
R/C Wright made a motion to again open up
the rental of the Club on Thursday nights to club members. After general
discussion this motion was approved by the Board by a voice vote.
Cmde Jones opened discussion ion on
accepting the format developed by Capt. Roberts and her committee to acquaint
new members with the facilities of the Club. A motion was made by V/C Clark to
accept the format outline by the committee. This met with the approval of the
Board and was passed by a voice vote of the Board.
Treas. Rushforh opened discussion on
changing our business account from First Federal Savings to Citizen's Bank
sighting more convenient services. After general discussion a motion was made
by Capt. Gebow to make this change and was approved by the Board by voice vote
Treas. Rushforth asked that tax
information be gathered from all vendors used throughout the year. R/C Wright
suggested that all contracts be sent to Treas. Rushforth for approval for
payment prior to payment being made.
Cmde. Jones commented that this year an
effort should be made to be sure all mooring fees are credited to the mooring
account.
Cmde. Jones opened discussion on joining
the Yachting Club of American, the annual dues being $200.00. A Motion was made
to continue our membership in the organization. this was approved by voice
vote.
There being no additional new business
Cmde. Jones announced the next meeting of the Board of Directors will be
held on March 10TH 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 9:55PM.
William F. Fleming
Secretary
*report/memo placed on file
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