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
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.
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
• 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