AGM Minutes from Nov 5

This is a draft – please check that names are correct, especially new members that were introduced – I missed at least one. (send by comment)

Minutes

Barnet Sailing Coop—Annual General Meeting—October 1, 2018

Attending:

David Schenkeveld

Jan Tupniak

Albert Schofield

Sue Schenkeveld

Dominic Bernard

Steve Cook

Chris Kowalchuk

Joel Westereng

Jean Munier

Rebecca Frame

Lyall Cullum

Jan O’Brien

Ray Bishop

Fred Nolte

Ken Murray

Gabriel Mora

Tom Mayson

Shawna Little

Vitali Didenko

Evan Gatehouse

Dennis Davis

Les McAusland

Mike LeBlanc

Michael Quick

Doug England

David Marriott

Jose Luiz Rego De Franca

Marie England

Judith Vosko

Peter Dixon

Lana Fraidenberguer

Steen Lauridsen

David Querbach

Mark Shaw

Graham Dalton

Sue Querbach

Sorin Almasan

Jan Tupniak

Stephen Culhane

Anne Murney

Andrea Rapaport

Sue Chapman

Doug Murney

Gustavo Rapaport

Cliff Harvey

Brenda Beck

John Binns

Richard Xi

Richard Blackwell

Connie Baxter

 
   

 

Call To Order: 7:37 PM

Approval of previous minutes:

Minutes from previous two meetings, Sept 10 and Oct 1: Moved Michael Quick/David Querbach: Carried

 

Reports

President – Fred Nolte: Welcomed members and noted many positives from the year: many new members, long-time members returning to the club, and lots of discussion (boat replacement, long term planning, cruising, boat availability, marina/location choices, long term booking…) that we strongly support and will shepherd so that the membership is fully involved in the decision making. Also commended the work done by many (Joel, Alex and others) on developing our website.

Membership – Gabriel Mora: We are in great shape membership-wise. Welcome to new members: Morgan Cartier, Stephen Culhane, Jose Franca, Alex Harford present as well as others just coming on-line.

Cruises – John Binns: Please see and complete the survey (posted today on website) to help us organize cruises to best suit members needs.

Orientation – Tom Mayson: Reminder to new members to contact Tom regarding orientation. Also Richard Blackwell added praise; commending the work done through the orientation process as well as the sails and cruises and the maintenance work, all as an excellent learning process for all members.

Fleet – Michael Quick: We are in good shape. Michael praised the excellent work done this year and on the early haul-out of Jinjersnap and cosmetic work done on its keel. The Fleet Captain’s Report (posted to the boat group members Nov. 6) will form the basis of January’s boat-group meeting and the planning of winter haul-outs. If you are interested in boat maintenance, you are welcome to the boat-group meetings. See the calendar on the website.

Long Term Bookings – Shawna Little: held the draw for Vancouver Aquarium tickets (for LTB survey completion) won by Neil Watson.

New Website – Joel Westereng: quick demo of the ‘Calendar’ page on the website which now includes a sign-up function.

Election of coop executive officers and directors

Chaired by Jan O’Brien (outgoing treasurer)

The following slate was acclaimed by the membership:

Position

Name

Executive-Officers

 

President

Fred Nolte

Treasurer

Steve Cook

Secretary

Ken Murray

Executive-Directors

 

Fleet Captain

Michael Quick

Vice President

Joel Westereng

Long Term Bookings

Shawna Little

Orientation

Tom Mayson

Cruises

John Binns

Social Coordinator

Rebecca Frame

Membership Coordinator

Gabriel Mora

Member at Large

Vitali Didenko

Member at Large

Graham Dalton

(Also note that Chris Kowalchuk has agreed to take on the Quartermaster volunteer position in cooperation with Connie Baxter).

Treasurer’s Report – Jan O’Brien:

Motions

  1. Acceptance of proposed capital expenditures (see below) Moved: Shawna Little/Connie Baxter. Carried
  2. Acceptance of the Fiscal 2018 budget (see below) Moved: John Binns/Evan Gatehouse. Carried

Other, budget related, motions

  1. Minimum work hours to be completed by April 30 shall be 80% of the 30 hours – single (40 hours – joint) to be eligible for all sailing Moved: Doug Murney/Shawna Little. Carried
  2. Rate for payment in lieu of work hours shall be $20 per hour Moved: Joel Westereng/Shawna Little. Carried
  3. Sailing Permit Fees for 2019 – 2020 (Fiscal Year 2020) to increase by 2.5% rounded down to nearest $5 as per past practice Moved: Judith Vosko/Evan Gatehouse. Carried

Awards: presented by Graham Dalton:

Eager Beaver award to Steve Cook

Helmsman award to Sikee Liu

Also, Jan O’Brien and Connie Baxter were recognized for their long-serving and excellent work as Treasurer (Jan) and Quartermaster (Connie).

Adjourn 8:39 PM

 

Budget Addenda:

 1. Year End  2018

Barnet Sailing Coop.      
Year End Financial Statement      
October 1, 2017 – September 30, 2018      
Income BUDGET   ACTUAL  
Membership Income:        
Capital Assessment $6,825.00   $8,894.97  
Joint Sailing Permit $19,895.00   $18,155.76  
Membership fees $4,250.00   $7,214.31  
Single Sailing Permit $32,240.00   $30,359.96  
Hours Income        
Waitlist $120.00      
Total Membership $63,210.00   $64,625.00  
         
Other Income:        
General Income $500.00   $543.35  
Interest $40.00   $34.06  
Equipment Sale $1,500.00   $165.00  
Socials $200.00   $1,368.00  
Total Other $2,240.00   $2,110.41  
         
Total Income $65,450.00   $66,735.41  
         
Expenses        
Insurance:        
Directors’ Liability $940.00   $936.00  
Vessel Protection & Indemnity $1,500.00   $1,500.00  
Vessel Hull & Machinery $2,070.00   $2,148.00  
Total Insurance $4,510.00   $4,584.00  
         
Acitivity & Overhead        
Advertising $300.00      
Bank Charges $25.00      
Boat Show $1,300.00   $1,689.05  
Meetings/Membership $1,700.00   $1,723.17  
Office Supplies $650.00   $654.42  
Social Committee $350.00   $1,536.04  
Web $180.00   $447.18  
Radio Licence $216.00   $216.00  
Total Activity & Overhead $4,721.00   $6,265.86  
         
Moorage          
Burrard Civic Marina $8,850.00   $9,706.67  
Reed Point Marina $13,350.00   $13,946.97  
Westport Marina $4,000.00   $3,818.54  
Summer Marina $2,000.00   $1,093.05  
Total Moorage $28,200.00   $28,565.23  
       
Repairs, Maintenance & Capital Improvements          
General Maintenance     $2,804.78  
Honeybee $2,600.00   $1,593.23  
Jingersnap $3,800.00   $2,991.54  
Mookie $2,600.00   $2,504.98  
My Way $4,300.00   $2,667.83  
Tinkertoy II $2,600.00   $3,276.87  
Weekend Pirate $7,400.00   $6,457.85  
Total Repairs, Maintenance & Capital Improvements $23,300.00   $22,297.08  
         
Total Expense $60,731.00   $61,712.17  
Net Income $4,719.00   $5,023.24  
         

2. BUDGET For Year 2019

         
           

Income

BUDGET

       

Membership Income:

         

Capital Assessment

$8,000.00

       

Single Sailing Permit

$34,650.00

       

Joint Sailing Permit

$17,600.00

       

Membership fees

$6,825.00

       

Hours Income

         

Waitlist

         

Total Membership

$67,075.00

       
           

Other Income:

         

General Income

$500.00

       

Interest

$40.00

       

Equipment Sale

$1,500.00

       

Socials

$1,200.00

       

Total Other

$3,240.00

       
           

Total Income

$70,315.00

       
           

Expenses

         

Insurance:

         

Directors’ Liability

$940.00

       

Vessel Protection & Indemnity

$1,500.00

       

Vessel Hull & Machinery

$2,150.00

       

Total Insurance

$4,590.00

       
           

Acitivity & Overhead

         

Advertising

$300.00

       

Bank Charges

$25.00

       

Boat Show

$1,500.00

       

Meetings/Membership

$1,725.00

       

Office Supplies

$650.00

       

Social Committee

$1,500.00

       

Web

$350.00

       

Radio Licence

$216.00

       

Total Activity & Overhead

$6,266.00

       
           

Moorage

         

Burrard Civic Marina

$9,900.00

       

Reed Point Marina

$14,280.00

       

Westport Marina

$4,000.00

       

Summer Marina

$3,000.00

       

Total Moorage

$31,180.00

       
           

Repairs, Maintenance & Capital Improvements

         

General Maintenance

     

Maintenance

Capital Imp

Honeybee

$4,894.77

 

Honeybee

$2,350.00

$2,544.77

Jingersnap

$6,814.54

 

Jinjersnap

$2,450.00

$4,364.54

Mookie

$2,500.00

 

Mookie

$2,500.00

$-  

My Way

$7,150.00

 

My Way

$2,350.00

$4,800.00

Tinkertoy II

$2,350.00

 

Tinkertoy II

$2,350.00

$-  

Weekend Pirate

$2,350.00

 

Weekend Pirate

$2,350.00

$-  

Total Repairs, Maintenance & Capital Improvements

$26,059.31

 

Total Budget

$14,350.00

$11,709.31

           

Total Expense

$68,095.31

       

Net Income

$2,219.69

       

 

 

Draft Financial Statements

The draft financial statements to be reviewed at the AGM are now attached to the AGM Agenda posted below. Included are the budget and the balance sheet for the current year as well as the proposed budget for 2019. Thank you Jan!

Annual General Meeting Agenda Monday Nov. 5

Barnet Sailing Cooperative – Annual General Meeting, November 5, 2018

7:30 PM Burnaby Winter Club

Agenda

  • Quorum is required (minimum of ¼ of the paid up membership AND 10 persons)
  • Please ensure you have signed in and have a voting card (1 per member/family)
  • Only paid up members for 2018/2019 will be eligible to vote.
  • Quorum will be verified after the meeting when all cheques have been received and cashed.

 

 

Call to order

Adoption of the Minutes of 2 previous membership meetings (Minutes are posted on this website):

  • Minutes from September 10
  • Minutes from October 1

Review of business arising from 2017 AGM

Reports: (5 minutes maximum please)

President

Membership

Cruises

Orientation

Social

Long Term Bookings

Fleet Report

Treasurer

Reports of Standing and Special Committees:

 

Elections of Executive:

Chair: _______

 

Executive Positions—subject to amendments before AGM
Position Name 2018/2019 Nominations to date
Executive-Officers
President Fred Nolte Fred Nolte
Treasurer Jan O’Brien Steve Cook
Secretary Ken Murray Ken Murray
Executive-Directors
Fleet Captain Michael Quick Michael Quick
Vice President Joel Westereng Joel Westereng
Long Term Bookings Shawna Little Shawna Little
Orientation Tom Mayson Tom Mayson
Cruises John Binns John Binns
Social Coordinator Kim Lepp Rebecca Frame
Membership Coordinator Gabriel Mora Gabriel Mora
Member at Large VACANT Vitali Didenko
Member at Large Graham Dalton Graham Dalton

 

Presentation of the 2018 – 2019 (Fiscal 2018) proposed budget – (See statements attached below**)

Motions:

  1. Accept the Fiscal 2018 budget
  2. Accept proposed capital expenditures
  3. Minimum work hours to be completed by April 30 should be (80%) of 30 hours single/40 hours joint to be eligible for all sailing
  4. Rate for payment in lieu of work hours shall be $20 per hour.
  5. Sailing Permit Fees for 2019 – 2020 (Fiscal Year 2020) to increase by 2.5% rounded down to the nearest $5 as per past practice.

Awards:

Eager Beaver:

Helmsman:

Other Business:

Adjourn:

**Addenda: Financial Reports

Barnet Sailing Coop.
Year End Financial Statement
October 1, 2017 – September 30, 2018
(Subject to Review)
Income BUDGET ACTUAL
Membership Income:
Capital Assessment $6,825.00 $8,894.97
Joint Sailing Permit $19,895.00 $18,155.76
Membership fees $4,250.00 $7,214.31
Single Sailing Permit $32,240.00 $30,359.96
Hours Income
Waitlist $120.00
Total Membership $63,210.00 $64,625.00
Other Income:
General Income $500.00 $543.35
Interest $40.00 $34.06
Equipment Sale $1,500.00 $165.00
Socials $200.00 $1,368.00
Total Other $2,240.00 $2,110.41
Total Income $65,450.00 $66,735.41
Expenses
Insurance:
Directors’ Liability $940.00 $936.00
Vessel Protection & Indemnity $1,500.00 $1,500.00
Vessel Hull & Machinery $2,070.00 $2,148.00
Total Insurance $4,510.00 $4,584.00
Acitivity & Overhead
Advertising $300.00
Bank Charges $25.00
Boat Show $1,300.00 $1,689.05
Meetings/Membership $1,700.00 $1,723.17
Office Supplies $650.00 $654.42
Social Committee $350.00 $1,536.04
Web $180.00 $447.18
Radio Licence $216.00 $216.00
Total Activity & Overhead $4,721.00 $6,265.86
Moorage
Burrard Civic Marina $8,850.00 $9,706.67
Reed Point Marina $13,350.00 $13,946.97
Westport Marina $4,000.00 $3,818.54
Summer Marina $2,000.00 $1,093.05
Total Moorage $28,200.00 $28,565.23
Repairs, Maintenance & Capital Improvements
General Maintenance $2,804.78
Honeybee $2,600.00 $1,593.23
Jingersnap $3,800.00 $2,991.54
Mookie $2,600.00 $2,504.98
My Way $4,300.00 $2,667.83
Tinkertoy II $2,600.00 $3,276.87
Weekend Pirate $7,400.00 $6,457.85
Total Repairs, Maintenance & Capital Improvements $23,300.00 $22,297.08
Total Expense $60,731.00 $61,712.17
Net Income $4,719.00 $5,023.24
Version 2

 

Addendum 2: 2018 Balance Sheet

Barnet Sailing Cooperatve
Balance Sheet
September 30, 2018
(Subject to Review)
2016 – 2017 2017 – 2018
ASSETS
Current Bank – Vancity $13,711.36 $18,664.38
Deposits – Accounts Receivables $0.00 $0.00
Prepaid Expenses $0.00 $0.00
$13,711.36 $18,664.38
Fixed Assets – Fleet
Honeybee $14,000.00 $14,000.00
Jingersnap $14,863.00 $14,863.00
Mookie $13,000.00 $13,000.00
My Way $9,500.00 $9,500.00
Weekend Pirate $13,600.00 $13,600.00
Tinkertoy II $9,000.00 $9,000.00
Less Accumulated Depreciation -$13,499.17 -$12,230.32
$60,463.83 $61,732.68
TOTAL ASSETS $74,175.19 $80,397.06
LIABILITIES
Accrued Payables $318.83 $1,198.63
Beginning of the Year $87,204.00 $74,175.19
Net income/loss for the Year -$13,347.64 $5,023.24
End of Year $73,856.36 $79,198.43
TOTAL LIABILITIES & EQUITY $74,175.19 $80,397.06

 

Addendum 3: Draft 2019 BSC Budget

DRAFT
Barnet Sailing Cooperative BUDGET FY 2019
Income BUDGET
Membership Income:
Capital Assessment $8,000.00
Single Sailing Permit $34,650.00
Joint Sailing Permit $17,600.00
Membership fees $6,825.00
Hours Income
Waitlist
Total Membership $67,075.00
Other Income:
General Income $500.00
Interest $40.00
Equipment Sale $1,500.00
Socials $1,200.00
Total Other $3,240.00
Total Income $70,315.00
Expenses
Insurance:
Directors’ Liability $940.00
Vessel Protection & Indemnity $1,500.00
Vessel Hull & Machinery $2,150.00
Total Insurance $4,590.00
Acitivity & Overhead
Advertising $300.00
Bank Charges $25.00
Boat Show $1,500.00
Meetings/Membership $1,725.00
Office Supplies $650.00
Social Committee $1,500.00
Web $350.00
Radio Licence $216.00
Total Activity & Overhead $6,266.00
Moorage
Burrard Civic Marina $9,900.00
Reed Point Marina $14,280.00
Westport Marina $4,000.00
Summer Marina $3,000.00
Total Moorage $31,180.00
Repairs, Maintenance & Capital Improvements
General Maintenance Maintenance Capital Imp
Honeybee $4,894.77 Honeybee $2,350.00 $2,544.77
Jingersnap $6,814.54 Jinjersnap $2,450.00 $4,364.54
Mookie $2,500.00 Mookie $2,500.00 $-
My Way $7,150.00 My Way $2,350.00 $4,800.00
Tinkertoy II $2,350.00 Tinkertoy II $2,350.00 $-
Weekend Pirate $2,350.00 Weekend Pirate $2,350.00 $-
Total Repairs, Maintenance & Capital Improvements $26,059.31 Total Budget $14,350.00 $11,709.31
Total Expense $68,095.31
Net Income $2,219.69
Version 2

Annual General Meeting Notice

The annual general meeting will be held November 5, 2018, 7:30 pm, at the Burnaby Winter Club, 4990 Canada Way, Burnaby BC. The agenda will include executive reports, and election of executive. Motions to be considered will include acceptance of the 2018 – 2019 budget, acceptance of proposed capital expenditures, minimum work hours to be completed by April 30 to be eligible for sailing, and proposed fee increase for the next fiscal year (2019 – 2020–in other words this increase will take effect NEXT year). A motion to establish a contingency fund is included.

 

Please note you will only be eligible to vote if your fees are paid up to date. Also, we have a waiting list for sailing permits. If any members’ fees are not paid up by the AGM we will begin offering those sailing permits to applicants on the waiting list, as per coop rules.

 

A full agenda will be posted in the next few days.

 

Hope to see you all there!

Barnet Sailing Coop – Annual General Meeting, November 5, 2018 DRAFT AGENDA

Barnet Sailing Coop – Annual General Meeting, November 5, 2018

DRAFT Agenda

Information publish on the Agenda and projected on the screen as participants got settled.

  • Quorum is required (minimum of ¼ of the paid up membership AND 10 persons)
  • Please ensure you have singed in and got your voting cared (1 per member/family)
  • Only paid up members for 2018/2019 will be eligible to vote.
  • Quorum will be verified after the meeting when all cheques have been received and cashed.

Notice of convening meeting

 

Posted on BSC website (more than 2 weeks ahead of the AGM.

NOTE the Draft AGM Agenda, with all proposed motions were discussed at the October 1 general meeting. (the one prior to the AGM in November.) Members are asked to come to the Oct 1 meeting prepared to discuss all Agenda items and to make any additional proposals for motions. This gives members the opportunity to provide input and ask questions prior to the AGM. This policy has been adopted to ensure the AGM runs smoothly. No additional motions will be accepted after the October 1 deadline.

Attendees:

 

Call to order – Time:

Review of business arising from 2017 AGM – None

Reports: (5 minutes maximum please)

President

Membership

Cruises

Orientation

Social

Long Term Bookings

Fleet Report

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