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

LOCATION:  Community Development Services office,  Portsmouth, NH.

DATE:  January 13, 2005

TIME:  7:09PM
     
PRESENT:        Cmde Jones        V/C Clark        R/C   Wright                P/C  Young        Capt. Gebow        Capt.  Graper                P/C Caruso        Capt. Goldberg        Treas. Rushforth                Sec.  Fleming
                                                
ABSENT:        Capt. Blidberg        Capt. McCormack    Capt. Baime    
            Capt. Pappas
------------------------------------------------------------------------------------------------------------------------------------------------
Cmde. Jones called the meeting to order at 7:09 PM by noting a quorum of the B of D was present.  

SECRETARY’S REPORT:

Sec. Fleming began by asking  if all members present received their email copies of the notes of the December 16th meeting of  the Board of Directors.  He then asked for any corrections to, or omissions from the report.   P/C Caruso asked that the memo notes recorded from Cmde. Jones under Current Business in the December report  be  excluded from the  report. Sec. Fleming agreed to remove the documentation, and the notes posted to the log under current business have been revised prior to being published on the web site.   With  no   additions or corrections being requested by  the B of D P/C Jones asked for a motion to accept the Secretary's report. P/C Young 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  December 31.  The report showed operating revenues to date of $381,939.00 with total  expenses to date of $379,730.00 With the balance of other miscellaneous income and expenses added the accumulated balance showed a loss of $16,379.00 recorded as of year's end. V/C Clark moved  that the  report will be  placed on file for future audit.  

REAR COMMODORES REPORT:  

R/C Wright reported that after all expenses  were paid the club netted $178.25 from this event (Christmas Party) with a paid attendance of 131.   3 last-minute “no-shows” due to the flu readily agreed to remit their checks without issue whatsoever.  Based on the overall feedback received during the exit interviews, we have re-booked the Portsmouth Country Club for our next Christmas Dinner/Dance scheduled for Dec 10, 2005.  The required deposit will be remitted sometime in Feb once our cash-flow picks up again. (Note) The exact amount of the deposit is also being negotiated “down” by Capt Pappas and Assistant Treasurer Tony Young based on our exceedingly positive bar-sales cash-flow at this immediate past event.

 

Based on the exit interviews,  the Baby Grand Band has also been re-booked to play at the next Christmas Dance at the same agreed upon price as this year ($1,500).  As with the PCC, our deposit will be remitted sometime during this coming February by agreement of the parties.

 I believe it important for all to recognize this event was successful due to the collective supportive efforts of many, including Bob Baime; John Pappas and Barbara Becker. But especially because of  Glen & Mary Lou Graper who with Charlie & Laurie Clark donated those 4 fabulous Gift Baskets which Glenn & Barbara Michael worked very energetically to sell at the door along with Mary Lou Graper. Thanks to their combined “team-work” they maximized the Raffle Basket Ticket sales bringing in over $500..  A very well deserved thanks from me to one and all.

 New Years Day Brunch:

As with the Christmas Dance, after all expenses were paid, the Brunch netted a  slight profit of $54.   A grand total of 115 members were in attendance who all seemed to enjoy their meal and the setting of the event. As many of you are aware your social committee has been literally “trooping around pricing” menus and venues in which to hold events for about two months now.  After a careful dollar for dollar cost comparison with other competing locations, the Sheraton actually came in “on the money” and in many instances actually more “favorably” priced than much of their competition.

 The Sheraton  Catering Manager included the  Eggs Benedict as a “no-cost” add-on this year hoping to convince us to return again next year which was a well-appreciated  “treat” enjoyed by all based on the very positive responses received during the exit interviews.

Consequently we have placed a “hold” on the Sheraton for next year's New Year's Brunch pending their receipt of our deposit in February. We have also come to an agreement that the meal cost may be adjusted upwards only by a couple of dollars maximum depending on the exact food items we agree to either place or re-place on next years buffet line.  (For example  I have already “given away” the basic cold cereal offerings included  with this year’s buffet as a “standard item” which no one touched, and am working on getting the “Eggs-Benny” made a standard part of our menu instead .)  My best estimate at this time, pre-contract, is that we can likely run out the ticket costs at a comfortable $21 per person and still break-even or perhaps even realize a very small margin of maybe $25 or so.

 This event,  just as with the Christmas Dinner/Dance was a success due again to the cooperative efforts of many folks namely  Bob Baime, Tom Young, John Pappas,  Jinny Burgess, Tony Young, and Greg & Debbie Gebow.  My sincere thanks to all for your great efforts.

Ashworth-By-The-Sea Event:

As reported last month we are ready to roll out our usual & customary Mid-Winter Dinner/Speaker Event with a sumptuous buffet at the Ashworth on March 12th. The event is described in the current issue of the Newsletter and we  have garnered a lot of interest from the display board “Advances” we had out for the Christmas Dance and the Brunch.  Cost will be $28 per person with cash bar, valet parking, with the only recent change being we have been moved back up into the totally redecorated large ballroom atop the main entrance stairway where we used to meet in year's past. Your assistance in talking this event “up” would be well appreciated.

General Information:

The 2005 Social Committee has been hard at work these last few weeks not only negotiating with our entertainment vendors but also going to see various groups actually play and then taking the opportunity of talking  directly with some of the bands themselves.  I am pleased to now announce that all Dinner/Dance events for the coming year have “secured” their entertainment as follows:

Opening Night:         Hosts, the Clarks &  the Syracusas ..          Band .. Shifters
Closing Night:           Hosts, J. Adams, N.L. Jackson, E. Perry .. Band .. Vic Paul
Christmas Dance:     Hosts, why the Grapers of course ..            Band ..Baby Grand.

There being no further questions or discussion, V/C Clark moved for acceptance of the report as given, seconded, and so voted.


VICE COMMODORE’S REPORT:

V/C Clark reported that on 22 December 04  Pepperrell Cove Mooring Services, Inc. (PCMS) brought in the mooring balls and pennants for winterization. This included the six moorings in front of PYC clubhouse. In accomplishing the latter PCMS brought in the mooring chains also, and managed to accidentally hit and break off one of the down river dock pilings. The floating section of the piling was brought up on the beach on the up river side of club, where it was secured and examined. It was found to be infested with worms.
 The remaining section of the piling will be left in the mud until after docks are in when it will be replaced by Pickering Marine.
Work commenced on 3 January and was completed on 6 January by Pickering Marine to strengthen the pier structure.  The cross bracing and one piling was removed. A second piling was removed for inspection  in the up-river dock piling section. Unfortunately, it also was found to contain worm infestation.
At a House and Docks Committee meeting on 9 January it was decided that a program of piling replacement will be required, commencing this year, with the goal of replacing all seventeen pilings (if needed) as soon as possible. The cost per piling is currently $1000 ($200 for pulling the piling and $800 for replacement).

A letter was drafted at the House and Docks   meeting and seven signatures were obtained in support of a special meeting in May 2005 to discuss/obtain funding.

Continuing the subject of the docks; a previous BOD approved the expenditure of funds in the amount of $1422.80 for the replacement of floatation gear and the associated hardware. However, the actual ordering of the material was deferred until additional PYC funds could be realized (January 2005). A telephone conversation on 10 January 2005 with Custom Float Services of Portland, Maine, the originator of the initial quotation, informed that all prices are the same, with the exception of the flotation pods. These have increased approximately $9 each, due to the increased price of oil. The new total is $1490.00  We have little choice here, and a vote to execute the order is requested prior to adjournment tonight.

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

COMMODORE’S REPORT:

Cmde. Jones began his report by noting  the following applications for membership have been received  and sent to the Membership Committee for consideration:

    Holly Fraumeni                    Sponsored by Capt. Spivey & B. Kennedy

Cmde. Jones also reported he had been  invited to the first House & Docks Committee meeting  at V/C Charlie Clark's house on January 9. They discussed many topics that Charlie and Committee will be putting together in the future.

The  first Budget Meeting has held on January 11th at V/C Charlie Clark's house. We had a successful meeting and developed a budget that will be presented to you tonight. Our host and hostess provided food and drink after the meeting. Present were   V/C Charlie Clark,  R/C Ed Wright,  P/C Tom Young,  Capt. Paul Goldberg, myself, and Treasurer Capt. William Rushforth. Capt. John Caruso was absent due to the flu.

As part of my report I want to read some of the two responses that I have received from the committees. This was in response to 4 questions that I had sent out to my committees.

 Orientation Committee, Capt. Norma Roberts
    
We had a meeting of the new members orientation members today.   Unfortunately, Nan McNally was in Washington with her husband and Art Wright didn't feel well enough today to come. We had Jinni Burgess and Marjorie Smith  and we did come up with some ideas. First, we on the committee will become "guides" and will personally give tours to the new members before we hand them a key to the club.





We members decided that we too could use an informed tour ourselves before we begin this process -- (will get Art to help us). We also will have a folder for each new     member with information package on the how, when and where of the club     procedures. We would like from you detail instructions on how to run the  entertainment center so that we may include it in our folder. It was also suggested that  specific instructions be included on the expected procedures to be used in leaving  the kitchen clean and that we also instruct Sally to give us the plan that she has on  just what the "help" will be expected to do so that we can inform the members as to  who will do what. We have not been happy with the sanitation of the dishes and  silver and some of the kitchen appliances. Also, Art Wright will give us a list of  what is allowed to be used and what is off limits for members use. Marjorie Smith,     who is a new member last year, said that she would have found it very helpful to  have a picture of every member in some form or other so that she could learn the  names etc. of people she met. I don't know as that falls in our area of expertise, but I do think it might be considered. I know Bill Jackson took a lot of individual pictures last year for his own knowledge and enjoyment. Maybe he and Ken Roberts might     come up with a plan. What do you think? I will update our "how to do" list and send you a copy. We are having another meeting February 10 and will hope to have this wrapped up with a plan, deadline etc. by March meeting.
Let me know what you think of what we have decided so far?

2. Regatta & Race Committee, Capt. David Reynolds.

Dear Commodore. Good questions. I hope I have good answers.
    
    1) I expect the R.C. will function about like it has over the past four or five years- but with a few     new members participating. We will do the "Members Only Regatta" in June; Thornton Cup in     September (also members only); then the Dave Mowers Memorial Pursuit Race, also in     September, which is open to just about anyone who has a boat that will float.

    All of the above include a "PYC Gourmet Steamed Hot Dog and Chowder Lunch"  and Awards     Ceremony. I've never seen the "numbers" but I suspect the R.C. events have either made     a few bucks; or at least broken even; over the time I have been  doing it?  In addition, this season,     we may re-establish some relationship with the Piscataqua  Sailing  Association. To what extent     PYC will be involved, is yet to be determined;  and, in any event,  subject to the will of the BOD.
    
    2) At this point, no compelling need. Rear Commodore Wright and I will be attending a PSA     meeting next Monday evening on behalf of PYC. Will keep you     posted.
    
    3) I can't think of anything right now; except, thanks for asking. No disrespect to  those who     proceeded you, but none ever hit me with that question before. A  refreshing change.
    
    4) The Board, (and the Flag Officers) can help simply by making all 250+ members of our Club     aware that, in addition to the terrific "social" activities that PYC provides,  it is (in part), at least,     a "Yacht Club". Maybe twenty percent or so of our members  are into sailing / either cruising or     racing, or both. At any given time, some of these  members may well be hanging around with     their crew(non-members) - using the kitchen, the bar, the grille's etc - They may have their wet     FWG hanging in the foyer.     Perhaps the parking situation is a problem - because there is     (PERISH THE THOUGHT) A "Sailboat Race at PYC".
    
    The BOD might simply remind the membership that sometimes, in spite of the  "inconvenience"     we may cause to the majority - the sailing/racing crowd pay their  dues too. Other than that, I have     no profound comments.

We should be getting supplies for the floats soon and will be back to work again when the weather breaks.

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.

Treas. Rushforth reported on the meeting of the Finance Committee held on January 11th which produced the following  budget proposal for the 2005 season.  Revenue for the year of $385,848.00, Total operating expenses of $376,235.00 leaving a Operating Income of $9,613.00  with other miscellaneous income and expenses leaving a positive balance for the year of $6,552.00.  After general discussion and review of the chart of accounts the budget as submitted by the committee was unanimously approved by the Board with minor allocation changes within the accounts.  It was agreed that all funds for maintenance and repairs would be reviewed and approved, or disapproved by the Board prior to implementation.

R/C Wright opened discussion on whether or not an attorney will need to be engaged to research ownership of the strip of land along the current fence line.  Cmde Jones had previously  gathered the information and defined the problem that we have obtained many documents from Attorney John Ryan's office. Many of these go way back in time when there was a question on ownership of the lot on the corner of the street. We are trying to determine ownership of the long narrow strip of land between the club lot and the lot on the point of land to the west of the club. At the present time, the town of New Castle states that PYC does not own this lot. This came to light when we filed with the town for a permit to do work on the pier. It is very important to establish ownership of this property as any dock expansion is determined by road frontage. Any work performed on our piers requires that we furnish road frontage data to the town and state.
I feel that we must form a committee to do additional research, perhaps hire an attorney or even have an official survey performed on all our property per our original deed. Our action should be based on what our attorney advises. There are many stories going around PYC that state that PYC owns this lot, but we do not have hard copy documents to show the town office.  Capt. Graper agreed to review our present documentation of ownership of the land and report back to the Board.

Cmde Jones commented that the response to the letters received by Capt. Graper will be in the newsletter published by R/C Wright this coming month. this coming month.

R/C Wright commented that he would be attending the PSA meeting on January 19th regarding the request from PSA for our involvement in the Racing Program this coming season.  


Cmde. Jones passed out to a guideline for establishing criteria for the Nominating Committee to follow when considering  candidates for the Board of Directors and membership Committee.  They are as follows:

    1.      The Nominating Committee listens to the membership, evaluates the needs of the Board         of Directors and selects a slate of candidates to be considered.  
    2.      It is still possible to have candidates nominated/elected from the floor.
    3.      The committee can not, and should not expect that everyone  will like their selection, nor           should they take it personally when their candidates are challenged or defeated.
    4.     The nominating Committee should through out the year  keep the Board informed about         their considerations.
    5.    The key to this process is to listen to the membership.

Capt. Graper commented that he felt a photo and biography of each candidate being published in the newsletter and in the clubhouse would be of benefit to the voting membership.  This would help know the candidates and their experience should be done earlier in the year. This was tabled for future discussion.

NEW BUSINESS:

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

Capt. Gebow passed out a Memo on the history of the Contingency Fund and the actions of past boards in its management. P/C Caruso added to the comments by Capt. Gebow.  After general discussion this was tabled for future discussion.




Cmde. Jones noted that a informational seminar would be held at Red Hook Brewery facilities  discussing the coming 2005 racing season sponsored by PSA.  R/C Wright commented that he would be attending along with Capt. Reynolds and Capt. J. Small.  R/C Wright also informed the Board that a NH Boating Certificate Program has been established and Capt. Gingras has offered to come to the Club and put on the 8 hour instruction program in order to be accredited as a boater. R/C Wright noted he would put the offer of  program in the newsletter and wait for some feedback from the membership of their interest.  This was tabled for future discussion.  

V/C Clark commented that he felt the mooring maintenance services contract should be review this coming season and additional bids be soliced.  

P/C Caruso asked that a note be placed in the log that the wetland  and non-site specific permit #2004-01067 he handed to the Secretary, on this date, be placed in the safety deposit box for safe keeping. Sec. Fleming responded that he though he could do this.

There being no additional new business Cmde. Jones  announced the next  meeting of the Board of Directors will  be held  on February 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 9:15PM.








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