Minutes – Membership Meeting May 6

Minutes – Membership Meeting – May 6, 2019

Attending: see below

Call to Order: 7:01 PM

Welcome to New Members, Don Fults and Bani Pezeshk, and guest Luis Barcan (on the waitlist)

Approval of minutes of previous meeting April 1: John Binns/Joel Westereng: Approved

Reports

President: Fred noted that reports to follow show that we are in good shape, otherwise he deferred to give time to business discussion.

Treasurer: Steve noted that we are in very good shape financially. (Profit/Loss details attached). Moved acceptance of the financial report: Michael Quick/Les McAusland: Accepted

Membership: Gabriel noted that sailing permits are 100% subscribed – with one on the waitlist. We applauded Gabriel’s efforts and success with new memberships.

Fleet: Michael noted the success and efficiency of the recent haul-outs, with 19 people attending the last haul-out and completing in one day. A few comments/questions were about volunteer hours involved and one suggestion that we spread out the volunteer hour opportunities – that is, we should must all make an effort to keep our volunteer-hour tallies up to date on the website and members with an excess of hours could make an effort to pass opportunities on. Also, a reminder that members can job-shadow leaders and captains for hours.

Long Term Bookings: Shawna has posted the schedule (see here). Almost all first or second choices were met.

Cruises: John noted that the weather has been a challenge. Both the Night Sail and the Orientation V cruises were postponed or cancelled. The Orientation IV cruises were downgraded to Reed Pt. – the Saturday cruise had rain and hail so stayed dockside, while the Sunday sail led by Michael Leblanc had good sailing. The Victoria Day cruise is fully subscribed.

Orientation: Going well – new members and Tom Mayson are in contact.

New Business

The Long-Term Planning Committee has been very productive and submitted recommendations to the executive last week. The LTPC is a committee of the Co-op and these recommendations are submitted to the membership for discussion and approval. The executive has had some discussion on the recommendations, especially about steps that should be acted on to involve more members in the development of our long term vision and plans. At the membership meeting we introduced the recommendations, got the discussion off the ground, and initiated some of the work that will have to be done.

Recommendation #1 (Exit Survey): An exit survey will be initiated soon to try to identify reasons for the annual turnover of members. This was Moved: (Tom Mayson/Richard Blackwell) with the provision that we survey ex-members who left up to 5 years ago. Carried.

Recommendation #2A(Replacement Boats): The fleet is aging.  In five years the BSC will be holding a 50th Anniversary of many of the boats.  The BSC should have a Ten Year Boat Replacement Plan.  The Plan would be to replace 3 to 4 of the Catalina 27s with Catalina 30s.

There was a lot of discussion, a lot of questions – concerns that we were moving too quickly and unsure of a vision for the Co-op. Vitali Didenko (LTPC member) explained the extensive work that had gone into the committee’s coming to the conclusion that a Cat 30 (tall rig) or equivalent was the optimum replacement boat for the co-op. Tom provided a senior perspective on developing a 10 year plan.

Motion: (Tom/ David Marriott) To support Recommendation 2A and to continue planning in this direction with further discussion and development of a vision for the co-op fleet. Carried.

Recommendation 2B: That the Coop strike a Boat Search Committee that is tasked to search the market to find the compromise of cost, quality, age, equity, etc of the Incoming Catalina 30s.  (Hopefully, at least TWO recommendations would be presented to the Executive and members to consider as the next boat).

Recommendation #3(Funding): Add an annual budget line item dedicated as the Fleet Replacement Fund.  The LTPC would recommend $5,000 annually.  This would be in until the Boat Replacement Plan is complete.

Recommendation #4(Training): That a committee be struck to create the next Orientation level in anticipation of the Coop acquiring larger boats.

The recommendations above were discussed (skipped #4 mostly) with questions that led to the next recommendation:

Recommendation #5 (Financial Planning Committee): The LTPC recommends the Coop establish a Financial Planning Committee separate from the treasurer’s position to review and analyse, but not limited to:
•       Cost/value of current expenditures.
•       Price of sailing permits.
•       Short and long term financial goals.
•       The value of the fleet.
•       Value added goals for the club.
•       Maintenance cost controls-with the plan of developing a budget.
•       Haul out plans.
•       Annual outboard replacement plan.
•       More ideas by members.

After developing budget recommendations, the Finance Committee should review the different funding models to support the capital cost and increased maintenance costs of larger boats. These may include, but not limited
to:
•       Accepting personnel (Interest free) loans from members.
•       Larger boat user fees.
•       Expansion of membership,
•       Reviewing fleet size.

It became clear that this financial committee would be set to deal with many of the questions that members were asking. Motion: To establish a Financial Planning Committee as above (Rebecca Frame / Steven Meighan): Carried Unanimously

Motion: To add a line item in the next budget for Boat Replacement. (see rec #3 – amount cannot be specified here as that has to be determined in the next budget for approval at an AGM). (Richard/ Steven): Carried

Recommendation #6 (larger slip waiting list): The Coop should apply for two 30 foot slips at Heather Marina.
Note:  The Co-op is on the 30 foot waiting list at Burrard Civic – moved at the previous meeting.

Recommendation #7 (future larger boat waiting list): The Coop should apply for a 34 foot slip at Thunderbird Marina.
This may be a ten year wait. The cost to apply is not known, but should be a nominal fee. For a small fee this ensures future Coop members an opportunity to further their sailing goals.

Two motions: to get onto the waitlists noted in rec #6 and in #7 (Richard/ Bruce McGarvie): Both Carried.

Recommendation #8 (Sell one boat): If the Coop votes for replacing boats, the Coop should prepare a boat to be sold. It is a buyers market, thus a quick sale may not be achieved. With the sale of a boat and moorage available, the Coop can actively search the market for the first Replacement Boat.

Recommendation #8 was tabled.

Adjourn: 9:02 PM (Early!)

Attending: Ellie Nialan, Julian Evelyn, Shawna Little Calderwood, John Binns, Susan Schenkeveld, Don Fults, Banafsheh Pezeshk, Tim Dunn, Steve Cook, Les McAusland, David Marriott, Judith Vosko, Fred Nolte, Bruce McGarvie, Jose Franca, Gabriel Mora, Joel Westereng, Rebecca Frame, Richard Blackwell, Gustavo Rapaport, Michael Quick, Peter Dixon, Tom Mayson, Dominic Bernard, Josh Vines, Stephen Meighan, Vitali Didenko, Graham Dalton, Ken Murray. Guest: Luis Barcan

Membership Meeting Today – lots of Long Term Planning Stuff

See the updated agenda. In the last week the Executive Committee has worked through the Long Term Planning Committee recommendations so that they can be presented to the membership as information and as motions that we can act on now, and for planning, and to help us make decisions at upcoming AGMs. It looks like a lot but hopefully the prep will get us through it smoothly. See you at 7:30

Membership Minutes – Special General Meeting – Feb 4 2019

Minutes
Barnet Sailing Coop—Special General Meeting—February 4, 2019
Attending:

David Schenkeveld

Connie Baxter

Judith Vosko

Sue Schenkeveld

Dave Marriott

Steve Cook

John Binns

Joel Westereng

Jean Munier

Geoff Baile

John Bathurst

Miroslav Ristic

Richard Blackwell

Fred Nolte

Ken Murray

Gabriel Mora

Ann Veerman

Shawna Little

Vitali Didenko

Evan Gatehouse

Dennis Davis

Les McAusland

Diane Selkirk

Michael Quick

Dragan Djuricanin

Nico Viljoen

Delphine Guldner

Anne Murney

Matt Collingwood

Stephen Culhane

Kelvin Worrall

Doug Murney

Jefferson Manens

Tracey Hulme

Ian Crook

Brian Martin

Call To Order: 7:37 PM
Approval of previous minutes:
Minutes from Jan 7 general meeting: Moved Anne/David Marriott: Accepted

Reports
President – Fred Nolte passed on the sad news that Tom Smith, a long time member and our current auditor, has passed away. Many in the coop had sailed with Tom and will be passing on condolences.
Treasurer – Steve Cook presented the current Profit/Loss statement. (Attached below). We are already less than $8000 short of our income estimate for the year and this should be made up in new member cheques coming soon. Moved acceptance of the Treasurer’s report: Ann Veerman/Michael Quick. Accepted
Membership – Gabriel Mora: We are in great shape membership-wise. Welcome to new members: Jefferson Manens, Delphine Guldner, Bruce McGarvie
Fleet – Michael Quick: The Boat group has met and the first 2 haul-outs are scheduled for Feb 22 – 24. Some concerns that the weather will be difficult and could force a postponement (1 week delay). Will keep everyone posted. A reminder for everyone that tonight’s job-fair will start the sign-up for haul-out volunteers.
Cruises – John Binns: Cruise planners met and a schedule will be posted. Have worked on flexibility that will depend on cruisers signing up early so that boats needed can be booked or released in time for others planning to use boats. Orientation cruises are planned to help new members needing to practice orientations. John Bathurst put in a few words in support of cruises and Diane Selkirk noted that Sunday Sails are well, even over subscribed
Long Term Bookings – Shawna Little: Preference/Application forms will be out in a while with an April submission deadline
Social – AJ spoke for Rebecca about coming social events that could include a get-together at Pat’s Pub. Watch the website for details.

Business
Resolution:
After an introduction by Fred and some background questions clarified (about the situations at Reed Point, Westport Marina and Long Term Bookings) as well as some concerns expressed for the difficulty of wringing too much out of our maintenance/replacement budgets, the posted resolution was Moved Dave Marriott/Richard Blackwell:
Be it resolved that the membership approves an additional expenditure of up to $5400.00 in the 2019 budget for the use of a slip at Thunderbird Marina for one year starting April 1, 2019 to see if there is enough support for the ongoing use of Thunderbird Marina. The Coop will try to offset this expenditure by finding economies in other parts of our budget so that the net additional expenditure is as small as reasonably possible.
The resolution was Approved

Adjourn: (Approximately 8:45 PM)

Job Fair
Ian Crook spoke to the Boat Show sign up.
AJ Veerman explained the role of specialist groups in the coop and had a list of some of the specialist needs with a sign-up list.
Anne Murney spoke to the housekeeping jobs (with a sign-up list) and the need for a housekeeping leader and that especially this position should not be gender restricted.
Other specialists (Vitali Didenko – electronics, Les McAusland – winches, Geoff Baile – sails,…and others) spoke about their particular specialty groups and invited members to talk about their work and possibly organize job shadows etc.
It all seemed a bit chaotic at first, but it went very well. And a few people won a Barnet Sailing Mug.

Attachment: Profit/Loss statement

October 1 – February 4, 2019

Income

BUDGET

 

YEAR TO DATE

 

Membership Income:

       

Capital Assessment

$8,000.00

 

$6,618.63

 

Joint Sailing Permit

$17,600.00

 

$19,323.18

 

Membership fees

$6,825.00

 

$6,527.85

 

Single Sailing Permit

$34,650.00

 

$27,095.34

 

Hours Income

       

Waitlist

       

Total Membership

$67,075.00

 

$59,565.00

 
         

Other Income:

       

General Income

$500.00

 

$30.36

 

Interest

$40.00

 

$19.88

 

Equipment Sale

$1,500.00

     

Socials

$1,200.00

 

$1,363.00

 

Total Other

$3,240.00

 

$1,413.24

 
         

Total Income

$70,315.00

 

$60,978.24

 
         

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

 

$135.30

 

Boat Show

$1,500.00

 

$165.37

 

Meetings/Membership

$1,725.00

 

$1,632.96

 

Office Supplies

$650.00

 

$349.20

 

Social Committee

$1,500.00

 

$1,283.82

 

Web

$350.00

     

Radio License

$216.00

     

Total Activity & Overhead

$6,266.00

 

$3,566.65

 
         

Moorage

       

Burrard Civic Marina

$9,900.00

 

$353.64

 

Reed Point Marina

$14,280.00

 

$493.62

 

Thunderbird

   

$2,004.19

 

Westport Marina

$4,000.00

 

$37.80

 

Summer Marina

$3,000.00

     

Total Moorage

$31,180.00

 

$2,889.25

 
         

Repairs, Maintenance & Capital Improvements

       

General Maintenance

   

$217.76

 

Honeybee

$4,894.77

 

$969.23

 

Jingersnap

$6,814.54

 

$1,167.51

 

Mookie

$2,500.00

     

My Way

$7,150.00

 

$17.17

 

Tinkertoy II

$2,350.00

 

$46.13

 

Weekend Pirate

$2,350.00

 

$96.22

 

Total Repairs, Maintenance & Capital Improvements

$26,059.31

 

$2,514.02

 
         

Total Expenses

$68,095.31

 

$8,969.92

 

Net Income

$2,219.69

 

$52,008.32

 
         

 Note – Boat Budget detail:

 

Maintenance

Capital Imp

Honeybee

$2,350.00

$2,544.77

Jinjersnap

$2,450.00

$4,364.54

Mookie

$2,500.00

0

My Way

$2,350.00

$4,800.00

Tinkertoy II

$2,350.00

0

Weekend Pirate

$2,350.00

0

Total Budget

$14,350.00

$11,709.31

 

Special General Meeting

The Agenda for Monday’s Special General Meeting is now posted. Click on the Feb 4 Event to get it. You can also get the Minutes of previous meetings (Executive and Membership) on the Event Calendar. (Only January so far).

 

Close Menu