tawas bay yacht club call to order by mary gmeiner at … · 2/1/2017 · sailing boston whaler....

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Tawas Bay Yacht Club

Feb 4, 2017 Board Meeting

Location: Tawas Bay Yacht Club

Present: Jon Banner, Nancy Princing, Donna Zobel (by phone), Rich Main, Bill Kidder, Jane Olgaard, Mary Gmeiner, Cristi Gettel, Rock Blanchard

Guests: Tony Kus, Matt Haglund, Dennis Lojek, Butch Babcock, John Hoefling, and Jim Roberge

Board Members excused: Jennifer Princing, Mike Scott

CALL TO ORDER by Mary Gmeiner at 12:07pm

Motion: Amend the agenda to add the approval of the meeting minutes from the January meeting..

By: Rock Blanchard Seconded: Jane Olgaard

Unanimous vote in favor, motion passed.

Motion: Approve the minutes of the emailed copy of January Board Meeting minutes.

By: Rock Blanchard Seconded: Bill Kidder


COMMODORE’S REPORT - Mary Gmeiner

Thank you to Jennifer Princing for good work on club communications.

TREASURER’S REPORT – Donna Zobel, via phone

Report attached at end of these minutes

Motion: Approve the financial report emailed to the Board January 30 by Donna Zobel.

By: ? Seconded: ?


Motion: Refund harbor funds of John and Peggy Riggs in the amount of $2500, Bill and Gloria Crofton in the amount of $2000, John and Lola Hess in the amount of $2750, and Jan Johnson and Donna Thomas in the amount of $2749.50.

By: Rich Main Seconded: Rock Blanchard

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Motion: Refund Full Membership Dues of John and Lola Hess in the amount of $300.

By: ? Seconded: ?

Discussion: John and Lola paid 2017 dues in December 2016. Later learned they are relocating to Chicago and requested refund of membership dues.


Butch Babcock complimented Donna on her endeavor to straighten out the past year financials. We owe Donna a huge thank you.

Rich Main spoke to the rules of private clubs with liquor licenses. Rich will send this report to the Board.

Rich addressed paying a salary to the bartender in place of wages and tips. Instead of paying a lower wage and 18% tip on drinks sold, the Club could pay a competitive wage (no tips). It would be a savings to the Club. This might need to be addressed at a membership meeting.

VICE COMMODORE’S REPORT – Cristi Gettel

Matt Haglund has been added to the House Committee.

Kitchen hood cleaning completed by Kingdom Quality at a cost of $325.

The front door key pad is being changed out and re-coded at a cost of $130. New key cards have been ordered and will be sent out in the spring.

Bartender – Cristi has a candidate for a new bartender – Megan. Will be doing a face to face interview and checking qualifications. Still looking for a backup bartender.

The locks have been changed on the bar and liquor cabinets. By the next meeting Cristi plans to have completed an analysis of our beer & liquor costs and sell prices. Plan to meet with the Kilted Cooks this month to start planning for the 2017 food service.

Bartender for today’s party is sick with the flu. Bill Kidder will work bar with help from Cristi and Dave.

Rich suggested we have employees work both the kitchen and bar. He will check the law for legal age to serve drinks to diners. Cristi will have training sessions for all house employees to make easier to wait on and serve all. Rock suggested that chits be totaled before the end of the evening. That will be worked on.

REAR COMMODORE’S REPORT – Rock Blanchard

Playground – John Henry & Co will supply sand to the playground.

Working on schedule for work projects and will provide a list of what needs to be done.

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There are boats in the yard of unknown owners – Hobie Cat, Whaler, old Sunfish, Laser. Owners need to be located and charged $50 winter maintenance fee.

Report attached at the end of these minutes.

SECRETARY’S REPORT – Jennifer Princing


A letter from B. Brugger was read questioning the $50 seasonal dockage utility fee. Donna Zobel has called Brenda to address her concern. Donna referenced the circa 1996 policy change that created this utility fee. Brenda agreed to it. Others have also questioned this fee. Brenda was asking for a credit on her statement, but this has been resolved. Donna reminded her that this has been part of dockage fee for years, but just this season has been separated as a line item on statements (see January board meeting minutes).

FaceBook and web site. Jennifer was complimented on the web site this year. Cristi has paid for FB posts to be boosted as an experiment to see how many people can be reached. With this site we are able to target different areas.

RACING REPORT – Matt Haglund

Bay City might be changing the date of the Tawas race. Will know this week. They are also proposing a TBYC/Bay City Yacht Club/Casevile Challenge double handed race on 8-12-17.

OLD BUSINESS

Jon Banner will have an update next month on the Sailing camp.

Chris Princing suggests individual sponsorship/naming rights to fund improvements to the three club Optis.

Playground. Rich Main has some questions about the scope of the playground project. He and Rock will discuss separately and report back to the board at the March meeting. Donna Zobel will follow up with our insurance agent to address questions about the impact on our insurance rate depending on the scope of our playground equipment. We have approved the money for the playground but still need to approve the plan.

USODA Midwest Championship regatta update: Dennis Lojek


Cristi questioned her involvement in the kitchen arrangement. She would like to be part of the process. Dennis left extra packets for advertising. Advertising committee will start getting ads in six to eight weeks.

Proposed SWOT analysis. It was decided to have a separate Board Meeting devoted only to SWOT Analysis. The entire membership will be invited to participate. Date was not set for this meeting.

NEW BUSINESS

Security cameras issue will be moved to next month’s board meeting.

Revise Private Party Agreement – Cristi will update by adding”

Fees for a winter party - $50

Fee for housekeeping

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Require a sponsoring member at the event during the entire time.

Donna asked Cristi to accept checks today if any members want to make payments

Butch – Ways to promote young members: with Opti racers, Sunfish have their own organization. Need six boats. We need to embrace youth sailors.

Nancy Princing took TBYC flyers to Perchville Information Trailer. They will be given out and remainder will be placed at the Chamber of Commerce for tourist information. Jennifer did a wonderful job on designing the flyers.

Motion: to adjourn the meeting.

By: Bill Kidder Seconded by Rock Blanchard

Unanimous vote in favor, motion passed

Meeting adjourned 1:14pm

Recorded by Nancy Princing.

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TBYC Treasurer’s Report – February 2017

January Financials attached. Please note:

$5000 moved to Playground Fund

New expense category added “Advertising and Promotion”. Perchville sponsorship expense included here. Need to budget for Advertising and Promotion next year.

Special Project expense $4,900 – North Wall repair ($100 under budget)

Membership Dues: As of January 31, dues collected total $20,835 representing 44 (of 63) full members and 62 (of 102) social members. Four (4) honorary members. One full member dropped (Hess); Five social members dropped (Gilbert, Morris, Beardslee, Cushen, Al Johnson); Jan Johnson and Donna Thomas moved from full to social members.

Dockage: As of January 31, dockage (including utility fee) and deposits collected total $31,694 representing 30 (of 42 boats). From this total deduct $1,542.60 for early pay 5% discount. Six boats not going in this year: Carroll, Crofton, Davidson, Hess, Johnson, Riggs. Detailed information has been provided to Rear Commodore Blanchard.

Harbor Fund Requests – Letters/emails of requests attached. Board approval required:

John Riggs ($2500)

Bill Crofton ($2000)

John Hess ($2750)

Jan Johnson ($2749.50)

John & Lola Hess are relocating to Chicago area. Request board approval to refund membership dues.

Meeting Dates – September 2nd board meeting – propose moving to September 9th. Propose moving Fall membership meeting to the 2nd Saturday in November to allow adequate time to review yearend financials and prepare a budget. This would require a change to the bylaws.

Yachting Club of America membership renewed for 2017. YCA Reciprocal Courtesy Cards are available for distribution. Need to determine if the YCA reciprocal benefits apply to full and social members, or just full members.

Expense report template shared with board members.

Evaluating several vendors for merchant services (credit card processing). Plan to have merchant service provider selected no later than April 1st and up and running by May 1st.

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Working with our insurance provider and Gowrie Group (regatta insurance provider) to ensure proper coverage for Opti regatta and youth sailing program. Insurances will be in place in time for events.

Raffle requirements – TBYC must follow State of Michigan requirements for non-profit organization raffles. First you need to qualify and then apply for license. Information on the qualification and license forms forwarded to Dennis Lojek.

Donna Zobel

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Rear Commodore Report

February 3, 2017

Contacted John Henry and have scheduled the crane for putting in docks on Friday April 21, at 4:00 p.m.

Also spoke to them about purchasing clean sand for the playground projects

Started preparing a spread sheet with work projects and maintenance items. Spread sheet includes title

of project, assigned to, Hours Needed, Number of people, Supplies, Cost and Plan to bring draft to

the March meeting to share with the board and ask for it to be reviewed to be sure we are not omitting

anything.

Looking at a better way to store mast so that we are not taking up so much space and overall looks

neater.

We have some boats in winter storage that not sure who they belong to. A Lazar and Sunfish and a

sailing Boston Whaler. There is a Hobe that belongs to Randy Stevenson, and a J-22 that belongs to

Mark Olgaard. There is also a small orange sail boat on trailer which I was told belongs to the club that

has frozen water in the back. Want to be sure that board agrees these boats should be charged the

Winter Fee.

Dock Repair: Have received a revised estimate from Cedarville for the dock repair and replacement. Will

be putting together a spread sheet and proposed schedule for upcoming board meeting.

Agree with Riche’s suggestions on putting some type of fence around dumpster, and cleaning up the

back yard to make entrance to the club look neater. Adding a fence around the dumpster will also allow

use to lock up dumpster in the winter. Will add these to work projects.

Playground: There is $10,694 in checking account designated for the playground. Got Rich Mains emails

on concerns: I like the pirate ships ideas Rich has sent out but still don’t think we should construct the

playground of wood, because of maintenance issues. I have sent out request to Playground providers

for playground pieces with nautical themes that are not made of wood. I will talk to Rich after the

meeting about his concerns about ADA and CPSC requirements for home and public playgrounds. I feel

we should build the safest playground we can.

Rock Blanchard

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TBYC Secretary’s Report – February 2017

Membership cards have been mailed so far to 101 members, should be caught up with the list of

paid accounts except for just the past few days.

Membership application forms and dockage contracts are updated and posted on the website

(thank you Donna). Forms to be printed.

Minutes of January Board meeting and November membership meeting posted to the website.

TBYC Website

o 4 posts published (minutes, calendar, blog post with pictures of fall membership

meeting)

o 970 views for January by 197 visitors. This is second in the last year only to June 2016

for views.

BREEZE

o Published on Jan 18, Jan 25, and Feb 1. Looks like there is a peak in web traffic

following BREEZE emails

Facebook

o Six posts (thank you Cristi): Seen by a total of 3715 people.

Letter received from Brenda Bruegger to be read to the Board

Provided letter to Cheryl Miller confirming that she is a member in good standing to assure that

she is able to use reciprocal privileges during a trip to Hawaii

Created flyer to advertise TBYC at Perchville events

Question for the board – Dock and Grounds policy says that members should have TBYC stickers

on their cars and boats. I propose that we do not need these. Any objection? Do they serve

any purpose? They will cost about .25 each to print.

Jennifer Princing

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Opti Midwest Championship Update

Board Meeting 2/4/2017

Meeting Points (5 Minutes)

1. Activities since the last meeting

1. Project Plan distributed to Board Members and Committee Chairs

2. Budget distributed to Board Members and Committee Chairs

3. Sponsorship Plan distributed to Board Members and Committee Chairs

4. Flyers Printed and Given to Chamber for Perchville

5. “Opti Kids” program starting ($20) – will take any money now and through the day

1. TBYC Euchre Scorers if wanted for the $20

6. NOR Finalized and Approved by USODA

7. The First Committee Chair Meeting scheduled and will begin in a few minutes

8. The email address for the regatta set up [email protected]

9. Received Password Info from Jennifer so I can get onto Web Site and start Web Page

Development

10. Info received from Donna for Raffle License

2. Expenses according to Budget Planned is $9,654

3. Sponsorship Pledges Received to Date - $4,000 (83%of Budgeted Expenses)

1. Fitzright - $1,000

2. Camp Inn - $800

3. Travis Sanitation - $200

4. Quilt Raffle - $2,000

4. Sailors by the Sea??????? Should we try to do? Extra Expense?

5. Profits Distributed???? Comments????

1. ¼ TBYC Racing

2. ¼ Jon's Summer Youth Racing

3. ¼ Playground

4. ¼ TBYC General Fund

6. Near Term Plans

1. Submit Raffle Papers (6-8 weeks?)

2. RFQs for Food and T-Shirts etc.

3. Web Page Up

Dennis Lojek

mailto:[email protected]

tawas bay yacht club call to order by mary gmeiner at … · 2/1/2017 · sailing boston whaler....

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