Minutes – Executive Meeting April 29

Minutes – Executive Meeting – April 29, 2019

Attending: John Binns, Vitali Didenko, Shawna Calderwood, Joel Westereng, Michael Quick, Tom Mayson, Rebecca Frame, Steve Cook, Ken Murray. Chair: Fred Nolte. Regrets: Graham Dalton, Gabriel Mora (sent report)

Call to Order: 7:05 PM

Acceptance of Minutes of previous meeting March 25 – Shawna/Joel: Accepted

Reports

President: Fred deferred to business and reports to follow

Fleet: Michael reported that the engines are now all in good repair. We want to get on with selling our old motors (2 of them). Michael is suggesting a review of our orientation procedures around giving people practice using the motors in different situations, especially using reverse under difficult wind or current situations. No motion arose – much of our ‘training’ in this area is situational and informal, but Michael and others will be approached to do a presentation and possibly training clinics on using the motors in tight situations.

Technology: Joel gave a demonstration of some of the ‘user insights’ functions of the website dashboard. This led to a discussion of posting Volunteer Hours which are easy to claim and have an up-to-date tally on the website. (Not all of the executive members have kept up to date – we must do that). Specialty team leaders will be added to the list of people who can approve volunteer-hour claims. Shawna has had to work with members seeking Long Term Bookings who are having trouble getting their hours (80% by end of April). She cannot hold LTB places for members without hours. We have a provision in our rules for paying for hours in lieu at the rate of $20 per hour. We have agreed that members can pay for hours in time to complete bookings and that the payments will be returned when/if the hours are completed in the summer. Executive members and specialist team members are encouraged to help members find appropriate hours.

Treasurer: Steve noted that we are above budget for income (all sailing permits are taken) and below budget for expenses. Steve is also completing the liability insurance information filing.

Social: Rebecca has a number of historical coop pictures to be scanned. If you have a scanner, you could get a volunteer hour or two this way. Contact Rebecca if you can volunteer.

Membership: Gabriel could not attend but sent a report with issues that have come up in his working with the membership list. One issue is the uploading of members’ sailing credentials to the website – Joel will work on gaps in those procedures. Another is the Power and Sail Squadron seeking a reciprocal but informal ‘advertising’ arrangement with the coop (We encourage members to find out about them and they let their members know about us and what we offer). – Fred will follow up.

Cruises: John noted that the weather has been a challenge. Both the Nightsail 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.

Long Term Bookings: Shawna has the schedule done and posted. See also the discussion about volunteer hours in the Technology report above.

Orientation: Tom notes new member orientations are progressing well.

New Business

  1. The Lock box at Burrard – has been removed and stored below the office (accessible only office hours). We are working on this but may have to resort to plan similar to Thunderbird where a FOB and parking passes are stored on-board.
  2. Long Term Planning Committee – presented their recommendations (attached below), these were tabled for executive discussion (on-line) and eventual presentation to the membership as motions.

 

Adjourn: 9:30 PM

Attachment: RECOMMENDATIONS of the 2108 – 19 LTPC

Recommendation #1 (Exit Survey)

•       An exit survey will be initiated soon to try to identify reasons for the annual turnover of members.

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 over this ten year period and potentially add a 34 foot boat.

Recommendation 2B

The BSC 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 effect(assuming the LTPC 2018-19 is accepted) until the Boat Replacement Plan is complete.

Recommendation #4(Training)

A committee be struck to create the next Orientation level in anticipation of the BSC accepting the LTPC of 2018-19.

Recommendation #5 (Financial Plan)

The LTPC recommends the BSC establish a Financial Committee as part of 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 a budget 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.

Recommendation #6 (larger slip waiting list)

•       The BSC should apply for two 30 foot slips at Heather Marina.
Note: A motion was approved at the last General meeting to apply for two 30 foot slips at Burrard civic marina.  The BSC is on the 30 foot waiting list at Burrard Civic.

Recommendation #7 (future larger boat waiting list)

•       The BSC 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 BSC members an opportunity to further their sailing goals.

Recommendation #8 (Sell one boat)

•       If the BSC votes for replacing boats, the BSC 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 BSC can actively search the market for the first Replacement Boat.

Minutes – Executive Meeting – Mar 25

Reminder: Membership Meeting is Monday April 1 at 7:30 (see agenda on the calendar)

Minutes – Executive Meeting Mar 24

Call to order:      7:11        PM

Quorum                 Yes         

Approval of minutes of the previous meeting Feb 25, 2019: Michael/Graham: approved

Reports


President’s Report:
Fred Nolte – The audit/review of our books is completed and successful. We are keeping an open mind about the situation and changes at Burrard Civic – other sailing organizations may not be as happy or treated as well as we have. The dinghies kept in the compound are a challenge – do not attempt to wheel them down the precarious and slick launching ramp; get instructions on using the small boat crane to lower the dinghy into the water… we may be able to get Geoff Baile to produce an instructional video on using the crane at Burrard. At another marina, Thunderbird, the process now is to leave a fob and parking pass onboard Weekend Pirate, that is, find an office person, security worker, other worker or sailor to let you into the marina and get the pass and fob that is onboard to put in your car and do your loading…and at the end of your sail, leave fob and parking pass on the boat.

Treasurer’s Report and: Steve let us know that we are in good shape with over $49 000 in our account with a few expenses to come (second and third haul-outs, Reed Point moorage and others). 2 new members’ cheques are also to arrive. Profit/Loss statement to be presented at the next membership meeting April 1.

Fleet: Michael Quick – Weekend Pirate haulout to come – good sign-up for that. Mookie was surveyed and a significant bulkhead repair/replacement is needed – Michael to confer with Michael LeBlanc (woodwork) on said repair. Motor repairs are in the works: one seriously twisted prop shaft is being worked on, and the Honeybee motor – transmission connection is awaiting parts. Michael will report on costs.

Membership Report: Gabriel – let us know that we have only 3 sailing permits left.

Cruises: John Binns sent a report – Excellent Brass Monkey weekend (14 sailors) though generally light winds. (It wasn’t just about the sailing). Only 5 signups for Night sail including Geoff and John, hopefully Geoff’s talk at the April meeting will generate more interest. Seven signups as crew for training cruise 27-28 April, 3 skippers required for orientations 4/5.

We had some discussion about cruises (in John’s absence) regarding the availability of boats on cruise weekends. It was recalled that during the discussions about the appeal of taking on a moorage at Thunderbird Marina, it had been proposed (but not formally moved) that the boat at Thunderbird should be reserved for ‘day’ use. (Not LTB and not cruises…though that may not have been clear). It was Moved (Gabriel/Ken) that a boat at Thunderbird be the last boat considered for cruise use. Amended (Michael/Steve) to add that when feasible/reasonable boats at Reed Point should be the first boats to be filled for a cruise. [The Night Sail is an example of when this might not be reasonable]. Carried as amended

We also discussed reports of boats that were not re-fueled after use. An item will be posted and put on the next membership meeting to remind members that: You should re-fuel after using a boat. If it is not possible (fuel dock may be closed) then leave $6 for each hour that the motor was turned on. (This is in the Orientation 1 document, which we all should know).

Long Term Bookings: For various reasons, few of the LTB request forms have been submitted. They are due April 8. Shawna will not be available at the membership meeting but Joel will be receiving LTB forms. See Shawna’s posts at News on the website.

Long Term Planning Committee: Tom gave an outline of committee revised recommendations. He will present these at the next membership meeting.

Adjourn: 9:13 PM

Attendees: Fred Nolte, Steve Cook, Ken Murray, Michael Quick, Tom Mayson, Graham Dalton, Vitali Didenko, Shawna Little; Also Gabriel Mora (by phone). Regrets: John Binns (sent report), Joel Westereng, Rebecca Frame.

Minutes – Membership Meeting March 4

Minutes (note – these minutes are to be completed – document links to be added – sorry for the delay)

Barnet Sailing Coop—Membership Meeting—March 4, 2019

Attending: see below

Call To Order: 7:39 PM

Welcome to new members: Ming Guang, Kosta Sushkov, Dmitry Yakunin, and Tim Dunn

Approval of previous minutes:from Feb 4 Special General Meeting: Moved Judith/John: Carried

Reports

President – Fred Nolte yielded to reports that follow.

Treasurer – Steve Cook presented the current Profit/Loss statement. (Attached: Link to place here). We are in good shape and expect to be $3000 – $4000 above budgeted income when remaining sailing permits are paid for. Moved acceptance of the Treasurer’s report: Shawna/Les. Accepted

Membership – Gabriel Mora: Welcome to new members – see above. Also, Gabriel is gathering names of people who wish to get their marine radio operators licence. A course will be organized – contact Gabriel.

Long Term Bookings – Shawna Little: The LTB forms are now posted (Find under Recent Posts on the News page). Instructions and details are there – Deadline to submit preferences is April 8.

Fleet – Michael Quick: Excellent haul-out work done by volunteers in cool weather. Lunch was wonderful. Boats are looking very good. Boat moves are organized (Vitali). Still room for volunteers next weekend – contact Chris Kowalchuk. Note that volunteer hours needed to book boats should be 80% complete by April (LTB deadline)…and the new website facilitates volunteer hour submission and tracking.

Long Term Planning Committee – Vitali Didenko presented the background to the LTPC and the progress that it has made (quite a bit beyond 3 previous committees), as well as the recommendations that the committee is making in the context of recent survey results. The committee’s focus is Fleet planning. Their essential recommendation is that the next replacement boat should be a 30 ft, tall rigged, diesel powered, Catalina. Vitali provided much of the reasoning for the recommendation as well as financing recommendations (loan from a group of members, daily usage surcharge to repay loan –the same approach was used in previous fleet upgrades) and a fairly detailed projection (with help from member Evan Gatehouse, a marine architect) of annual maintenance and improvement costs compared with current maintenance and improvements on our 27 foot Catalinas. There is a more work to be done before the membership is asked if we wish to act on the recommendations; especially on an assessment of the current fleet to find a candidate boat for replacement – that is, one that could require extensive repair in the near future and should be sold before repair is needed. Vitali’s report was well received by members present who appreciate the information provided and the extensive amount of work that the committee is engaged in. (The full report and the budget analysis documents will be linked here)

Cruises and Social – John Binns and Rebecca Frame: John gave an update on the 2019 cruise schedule (posted) and noted the intention to close bookings early so that boats can be released if not needed so that non-cruising club members have time to book available boats. John also explained the orientation cruises as well as the night sail cruise April 5 – 7 that typically leaves Burrard at 10:00 PM on the Friday. This led into the Cruise Fair – Rebecca had sign-up sheets posted on the walls for the upcoming cruises and members circulated, discussed and signed up for cruises.

Adjourn – moved into Cruise Fair at about 8:05

Presentation: Stephen Culhane taught us how to give an appropriate acknowledgement of our sailing in the unceded waters and traditional territories of the local first nations (Squamish, Tsleil-Waututh, Sechelt, Cowichan and Musqueam nations) with greetings and thank-you in the Squamish language. We learned a little bit about written language description of First Nations spoken languages (how to pronounce Sḵwx̱wú7mesh), and Stephen also talked a bit about the chinook language which was used in trade among all of these nations with words that show up in many local place names (e.g. Skookumchuk Narrows; skookum meaning big, strong or most powerful and chuk meaning water [like the salt chuk]…at about 120 million tonnes of water passing through the narrows on a 2 metre tide change, we agreed skookumchuk is a good name).

Attending: Sue Chapman, Dennis Davis, Kosta Sushkov, Stephen Culhane, Tamiko Suzuki, Steve Cook, Dominic Bernard, Alex Harford, Dave Marriott, Judith Vosko, Miroslav Ristic, Ana Ristic, Ming Guang, Shawna Calderwood, Vitali Didenko, Les McAusland, Gustavo and Andrea Rapaport, Peter Dixon, Bruce McGarvie, Fred Nolte, Ken Murray, Gabriel Mora, Rebecca Frame, AJ Veerman, Tom Mayson, Michael Quick, John Binns, Richard Blackwell, Dmitry Yakunin, Tim Dunn

Executive Meeting Minutes Feb 25

At Burnaby Winter Club

Attendees: Joel Westereng, Steve Cook, Ken Murray, Michael Quick, Vitali Didenko, Gabriel Mora, Rebecca Frame, also Shawna Little (by phone). Regrets: Fred Nolte (sent report), John Binns (sent report), Tom Mayson, Graham Dalton.

Chair: Joel Westereng

Call to order:      7:11        PM      

Approval of minutes of the previous meeting Jan 28, 2019: Joel/Rebecca approved

Reports

Treasurers Report and Membership Report: Steve and Gabriel – we are only 6 permits short of capacity, but there are two new member applications being processed this week and 4 others showing interest and ‘in the works’. Steve let us know that we have the usual receipts and bills coming in (detailed Profit/Loss to be presented at next membership meeting), and that, by comparing with previous years, we could currently project an approximate $3000 surplus on the budget passed at the AGM – that is, before the $5400 Thunderbird Marina expense is added, but also before any constraints that we put onto maintenance and replacement expenses this year.

There was also some discussion about insurance, especially liability. Members are reminded of the requirement stated in Orientation 1 that:

Cooperative Members are required to have their own Liability Insurance for their own protection. (page 17 – Insurance)

Usually this sort of liability is included in homeowners or renters insurance.

Fleet: Michael Quick – Haul-outs begin Friday Mar 1 when Tinkertoy and MyWay come out of the water at Reed point. Most of the volunteer slots have been filled this week, some next, but still room, check News Posts (Categories: Boat Work) or contact Chris Kowalchuk. Rebecca had questions about boat locations as they change for haul outs – this can be difficult for volunteers doing housekeeping – we will work on keeping the website updated and communicating as boat moves are planned so that volunteers are notified.

Also, a survey is planned for Mookie

Cruises and Social: John Binns sent regrets but the cruises are on the website and we noted that boats will be held for cruises 6 weeks before (before the 28 day advance limit) but releases will happen 2 weeks before the cruise so that individuals can book and plan for those weekends. Also we discussed and agreed (not a formal motion in the absence of the cruise director) that families able to book freed boats on a cruise weekend should be able to follow along with the cruise. Rebecca (Social Coordinator) notes that a ‘Cruise Fair’ is on the agenda for the intermission of Monday’s Mar 4 Membership Meeting. (The Agenda for the Membership meeting will be posted soon). Also there are a number of members interested in doing a regular Pub/Music social (Wednesdays at Pat’s Pub in the Patricia Hotel on East Hastings in Vancouver) and we are looking for a member to be the coordinator/contact person responsible for the events.

Long Term Bookings: Shawna will publish a draft LTB schedule for the year by Monday’s Membership Meeting Mar 4.

Vice-President’s Report: Joel moderated discussion of issues reported by Fred by email. Joel will contact Geoff Baile regarding instructional videos that he/we might create to post on the website.

Our main discussion here was about document security. We will be reducing the amount of personal information stored (on the application and waiver form) and will also storing them redundantly (hard drive with Brenda our record keeper) as well as securely on the website backups. Moved Michael/Ken That we add a way on the website that allows us to securely upload applications and waivers for new applicants. Carried.

Long Term Planning Committee: Vitali summarized the work of 3 previous LTPCs this century. This is the fourth and they have already gone much further than the previous ones. This committee has a number of recommendations, which were quickly summarized. (It was late, after 9:00, but this may have been our most important item). Vitali asked that he may present to the Membership on Mar 4 and we agreed (no formal motion required to present a committee report).

Adjourn – 9:27 PM

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

 

Membership Meeting Minutes Jan 7 2019

Minutes

Barnet Sailing Coop—General Meeting—January 7, 2019

Attending:

David Schenkeveld Doug England Marie England
Sue Chapman Dominic Bernard Steve Cook
Chris Kowalchuk Sergiy Gryb Jean Munier
Matt Collingwood Steve Work Maarten Veerman
AJ Veerman Michael Quick Ken Murray
Gabriel Mora Tom Mayson Kelvin Worrall
Nico Viljoen Dragan Djuricanin John Bathhurst
Les McAusland Gustavo Rapaport Dennis Davis
Ian Crook Richard Blackwell Alex Harford
Jose Franca Joel Westereng  

 

Call To Order: 7:33 PM

Joel Westereng (Vice – President) chaired

Welcome to new members, Steve Work, Jose Franca and Nico Viljoen

Approved Agenda as posted with added item: Long term planning survey summary and report (Tom)

Reports

President – Fred Nolte sent regrets – Joel reported

Joel first presented the cruising survey results (John Binns sent regrets). In summary, we will continue to address the essential cruising function of the coop while at the same time trying to meet the needs of those whose best sailing opportunities are on long weekends and other prime times. Also, a cruise-planning meeting will be held in late January – early February. Let John know if you are interested in attending.

Joel then presented a summary of our situation at Thunderbird marina and the options going forward. Discussion was paused until other executive reports pertinent to this business were presented and then carried on as a business item below.

Treasurer’s Report- Steve Cook – Steve responded to questions regarding our income (we are a bit ahead of last year in terms of permits and memberships paid for), surpluses, and expenses (see Membership and Fleet).

Membership: Gabriel Mora – Welcome new members and all to get those certifications filed with him (including all pertinent info for verification). We currently have 11 sailing permits available – these should get paid for over the next few months…and we do not know yet what sort of help may be extended to the Lower Mainland Yacht Club members [who have lost their boats and will slowly be replacing them] or if this might have any affect whatsoever on our marina situation. (The executive is working on this).

Fleet: Michael Quick – The Boat Group meeting will be held Wednesday January 16 at 7:00. This is an important meeting to get reports on all of the boats and discuss maintenance and get a handle on how we might be able to reduce capital expenditures. All are welcome at BG meetings – you do not need to be a boat captain or maintenance specialist team leader. Michael has been in contact with Reed Point Marina regarding our options for saving money at the marina – the most important messages being that sub-letting space there may be difficult and of limited saving, and, that if we go to two slips (instead of the hammerhead’s moorage for 3 + boats) we will not be able to get the hammerhead back.

Long Term Bookings: Shawna sends regrets. Joel relayed information about Westport Marina (Sidney) that will undergo some renovation (larger slips, fewer of the size we need) and that if we give up a slip there, we will not be able to get it back. Westport is our most popular LTB location.

Orientation: Tom Mayson – 3 signed up for orientations 1 – 3 this Saturday Jan 12

Acceptance of Reports moved AJ Veerman/Richard Blackwell: Accepted

Business:

Thunderbird Marina

We now have a boat (Weekend Pirate) in slip E 68 at Thunderbird. Ken gave some information about the location and sailing hazards nearby. Parking pass and gate fobs will be kept at the Veerman’s on the north shore. (Lonsdale exit north of the upper level highway. Contact AJ or Maartin. Note the marina office seems to be good about lending a parking pass). The marina office is closed on Sundays in the winter. The contract for this slip expires at the end of March and we must give notice by February 14 if we wish to renew the contract. The slip will cost $5400 for the year from April 1 to March 31.

Our options include:

  1. Giving up the Thunderbird at the end of March
  1. Offsetting the cost of the slip and proposing an ordinary resolution for the balance by
    1. Giving up the hammerhead at Reed Point
    2. Reducing capital expenditures
    3. Subletting the space on the hammerhead
  2. Proposing a special resolution that we spend the full amount of moorage costs ($5400).

After discussion and clarification of options and their variations it was generally agreed that we wanted to avoid the options that were irreversible, that is, we should not give up slips or spaces that we could not get back. To that end it was generally agreed that we should be able to reduce our costs as best and reasonably as we can and go part way to offsetting the cost of the Thunderbird slip and that we should propose a resolution at the next meeting that we be allowed to spend up to $5400 to cover the moorage. The idea is that we do the best that we can to offset as much of the $5400 as possible. As this would be a special resolution (potentially more than the cost of one family membership), notice of motion will be given to the membership by January 21 to make the February 4th meeting a special general meeting to consider the motion; that notice will be posted on the website.

Long Term Planning Committee: Tom presented the results of the long term planning survey with comments about implications for planning and boat replacement in the near and long term. The summary of results are posted on the website (search ‘planning’ or LTPC)

Adjourn 9:17 PM

Executive Meeting Minutes Jan 2 2019

Attendees: Fred Nolte, Joel Westereng, Steve Cook, Ken Murray, John Binns, Michael Quick, Shawna Little, Gabriel Mora, Vitali Didenko. Regrets: Tom Mayson, Graham Dalton, Rebecca Frame

Call to order:      7:02        PM                              

Approval of minutes of the previous meeting Nov 26 (as edited on-line **meeting dates –all boat meetings and two exec meetings previously on Thursday are now on Wednesdays. See Calendar and listing under Events on our website). Joel/Steve: approved

Reports

President Report: Fred Nolte – Looking forward to a productive and eventful year – will post a set of goals/events to discuss. A number of members have come forward with proposals for presentations on subjects from night sailing (maybe with an on-the-water component), Mediterranean and blue water sailing experiences to an intro to the indigenous languages of the peoples on whose unceded waters we sail.

Treasurers Report: Steve Cook – working on as-yet unpaid memberships and sailing permits. We are currently at about the same point as we were this time last year. This led as well to discussion and reports (Gabriel Mora – Membership) about membership retention and ideas for mentoring new members; that we should set up a one to one mentorship system that is coordinated by a mentorship coordinator. Steve and others (Michael Quick – Fleet) have also looked into our insurance documentation in light of the experiences of the LMYC in White Rock. We seem to be in very good shape insurance-wise as well as at our marinas regarding heavy weather protection.

Cruises: John Binns – A Cruise Planning meeting is planned later this month (“Near’ the Jan 28 Exec meeting – more to come on the date). More discussion about meeting the needs of new members while at the same time creating more interest in cruises and social activities. This was also part of the discussion above about mentoring new members. John is working on an approach to scheduling cruises that will free up more non-cruise boats available on long weekends.

Vice-President (Technology): Joel Westereng – good participation in the new website. Joel reminded us of the ‘executive discussion’ function (which should be well tested on the business items below).

Business Items

  1. Thunderbird Marina: Much discussion towards clarity on our budget and possible budget accommodations and outcomes for our moorage situations. The intent is to be able to outline the situation clearly and discuss with the membership at the January 7 meeting Monday so that the membership can make a decision at the February 4 membership meeting. The executive discussion on this is carrying on post meeting (on-line). An outline will be presented January 7
  1. Long Term Planning Committee survey results – Vitali will present a summary to members.
  1. Boat Show: In view of item 1 above and concerns expressed about what we are getting out of the Boat Show, it was Moved: that we put to the membership that we forego participation in the boat show next year. Shawna/Vitali Carried. Steve will investigate costs for the current year including the deposit we have paid.
  1. Sail Canada course challenge supportMoved: That a member may submit volunteer hours for classroom hours spent tutoring groups of members that are preparing to challenge Sail Canada navigation exams. The tutoring sessions must be pre-approved by the executive. Executive approval is based on appropriate knowledge and experience of the tutor but need not include teaching certification by Sail Canada as this initiative is only intended to support members who wish to challenge the Sail Canada course exams and does not include the proctoring of those exams or any of the liabilities implicit in Sail Canada certification. Ken/Shawna: carried
  1. Extending help to the LMYC – Tabled to next exec meeting. We need to see how things sort out for LMYC.
  2. Asymmetrical sail storage arrangements – Tabled to next meeting

Adjourn – 9:33 PM

Executive Meeting Minutes Nov 26 2018

Lots to read…about Thunderbird Marina, cruises, meeting schedule, and more:

Attendees: Fred Nolte, Joel Westereng, Steve Cook, Ken Murray, Rebecca Frame, John Binns, Michael Quick, Gabriel Mora (by phone). Regrets: Tom Mayson (sent report), Shawna Little, Graham Dalton, Vitali Didenko

Call to order:      7:07        PM           Quorum:                 Yes         

Approval of minutes of the previous meeting Oct 29: Michael/John: approved

Reports

President’s Report: Fred Nolte – Congratulations to Rebecca for her work and team organization for the Winter Social that was, by all accounts, a great event; and to Joel for his and his team’s work on the new website. Fred also had information and encouragement for us all on conducting meetings that are efficient, respectful, and result in positive outcomes for all co-op members. Brevity, respect for others’ ideas, adherence to the topic at hand, and preparation (such as formulating motions beforehand) were all on the list of encouragements.

Treasurer’s Report: Steve Cook gave an update on the budget including fees paid etc. Postal job action may be causing some delays in our receiving cheques. There were a few questions on line items that Steve (new treasurer) will consult with Jan (previous treasurer) for details and previous practice.

Fleet: Michael Quick – winterizing is going well. Graham is working with Brenda (person who sews canvas at Reed Point Marina) on a prototype canvas tarp to provide better winter protection for our boats.

Orientation: Tom Mayson (sent report by email) – There have been four 1-3 Orientations since the last Exc. mtg. with
Stephen, Tamiko, Dennis and Joel having completed these stages. There are three more to be completed, when a common time needs to be worked out.

Membership: Gabriel Mora (by phone) – Discussion with Joel, Steve and Rebecca about: updating/coordinating members-paid and qualifications lists and regarding contacts with new members re social activities and orientations. We are all getting used to using the new website as a ‘record of source’ for this information.

Cruises: John Binns – Lots of discussion about meeting the needs of new members while at the same time creating more interest in cruises and social activities. It was generally agreed and strongly felt that maintaining the social learning aspects of this co-op is paramount, that this is not simply a boat-sharing group but a sailing/learning community and that cruises are a central activity of this community. In addition there was some discussion about extending the community spirit within the coop and enhancing the social experiences on cruises and at meetings.

Vice-President (Technology): Joel Westereng – In addition to the background on issues discussed above (under membership), Joel reminded us of the new ‘executive discussion’ function on the new website that could replace the current email list discussions that we have.

Business Items

  1. Thunderbird Marina: The slip that we have acquired will be up for renewal in March and we must make a decision on renewal by February 14. We have two membership meetings before that (January 7 and February 4) for members to make the decision. It will be our job to present clear options to the membership. We have received a number of comments and it seems to be generally felt that we must maintain a slip at Westport (Sidney). In preparation for the next meeting we will be investigating and providing numbers for the following options if we are to keep the Thunderbird slip (And there may be other options):
  • simply absorbing the cost of the new slip (with or without an extra summer slip elsewhere)
  • giving up the hammerhead at Reed point and reducing costs there (and what that might involve)
  • subletting part of the hammerhead part-time

2. Executive Role Review – Roles reviewed are listed in the Orientation documents; we also discussed that there may some updating required as roles evolve vis a vis the use of the new website.

  1. Volunteer Proposal: Gustavo has volunteered to help members prepare to challenge the Sail Canada Navigation exams in return for volunteer hours. This was well received and supported by the executive. This item was tabled for the next exec meeting so we (Ken) can prepare a motion with wording that addresses this sort of volunteer work in general especially respecting that our volunteers might not be certified by Sail Canada to “teach” the navigation course; they are only helping members to challenge an exam.
  1. Meeting Schedule for 2019 – The following schedule is proposed for 2019 pending negotiations/approval from Burnaby Winter Club

 

Wed 02-Jan Executive Meeting
Mon 07-Jan Membership Meeting
Wed 16-Jan Boat Group Meeting
Mon 28-Jan Exec
Mon 04-Feb Membership
Wed 20-Feb Boat
Mon 25-Feb Exec
Mon 04-Mar Membership
Wed 20-Mar Boat
Mon 25-Mar Exec
Mon 01-Apr Membership
Wed 17-Apr Boat
Mon 29-Apr Exec
Mon 06-May Membership
Wed 15-May Boat
Mon 27-May Exec
Mon 03-Jun Membership
Wed 19-Jun Boat
Wed 04 – Sept Exec
Wed 18 -Sept Boat
Mon 30-Sept Exec
Mon 07-Oct Membership
Wed 16 -Oct Boat
Mon 28-Oct Exec
Mon 04-Nov Annual General Meeting
Mon 25-Nov Exec

 

Adjourn – 9:03 PM

AGM Minutes Nov 5 2018

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

       

 

 

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