Board Meeting Minutes of April 7, 2008
Host: Gene
Lindgren
Directors Present: Martin, Lindgren, van Swaay, Mullen and Strouts
Directors Absent: Frey & Shaw’s
Others present: Deon van der Merwe, KSU sailing club faculty advisor
Call to Order by Vice Commodore Martin at 6:30 PM
Approval of Minutes: The March minutes of the directors meeting were approved as written.
Rear Commodore – No report.
Treasurer – noted that the journal of cash flows summary had been distributed earlier by email. He had filed a change of service order with Waste Management for the trash pickup. He is in the process of filing the IRS forms for the club.
Secretary -- Noted that the newsletter was prepared and put on the website.
Race Director -- Committee boat is getting prepared for the season. Lindgren announced that due to a change in his work assignment, he needed to resign his position as Race Director but would assist his replacement as much as possible for a smooth transition.
Social Director -- No report.
Old Business:
Latrine Enclosure -- Frey had provided plans for the latrine enclosure. After review and discussion, consensus was that the overall dimensions should be 10’x10’ and the curtain should be replaced by a swinging door. A motion was approved to authorize Martin/Mullen to spend up to $500 for materials and have them available to construct the project as part of the Spring Workday.
Work Day -- After discussion, the following list of projects was developed:
(Martin may opt to do 3, 4 and 5 at a later date with a small crew.)
New Business:
Purchasing -- There was a discussion of the general procedure for purchasing supplies for workday. Consensus was to use common sense and retain receipts for presentation to the treasurer where practicable.
Charge Accounts -- There was a discussion about setting up charge accounts at often-used businesses. The treasurer was authorized to set up charge accounts at Home Depot and Mead Lumber and instruct officers as to their use as appropriate.
Kane Membership – It was discussed that Shannon Kane would be moving from the area before the end of June. There is a provision for one-half dues and fees for people who join the club at the end of the year, but not for those who move away mid-year. It was approved to accept one-half dues and fees from Kane so that their boat could be stored at the club through June.
June Social event – Strouts volunteered to host the June Social event with a “Boat Christening” theme. The tentative date is June 21.
Newsletter use – The use of the newsletter was discussed and agreed that the newsletter is best as a historical record of club events and general articles of interest. E-mail will be utilized to let members know of upcoming events and regular notices.
Mowing Contract – A motion was approved to pre-pay the $500 mowing agreement with Ron Frey. The treasurer will transmit the club’s understanding of the agreement in a letter with payment to Frey.
Spring Launch Door Prizes – the Social directors had earlier requested funds for door prizes to be awarded at the Spring Launch. A motion was approved to authorize up to $75 for this purpose.
Tractor Hitch – A discussion was held as to the utility of the club tractor. There was general agreement that the tractor needed to be maintained and that a proper drawbar hitch was necessary for the safe operation. A motion was approved to authorize Bart Bartholomew up to $125 for the purchase of drawbar components. A tractor use training session may be held in the future.
Optimist Pram Club – Strouts presented information and a request from Henry Otto for support of the formation of an Optimist Pram Club to attract young sailors. It would be part of the overall youth sailing program. The Opti-Pram Club would be for ages 7-14. Sea Scouts would continue for 14-17 year old youths. Bob Headley, retired BSA district executive, has agreed to help raise funds for this program. Club events will be one of the venues for fundraisers. Youth sailing funds may be requested. Consensus was for support of this effort and the Board would like to be kept informed as this concept is developed.
The next board
meeting is scheduled for May at the Daryl Strouts home,
Meeting adjourned at 7:55 PM.
Respectfully submitted,
Daryl Strouts
BVYC secretary