All Meeting Minutes

Feb. 2, 2019 Excomm Meeting Minutes

Cal Sailing Club - Executive Committee Minutes

Meeting Date:     February 2, 2019

Start Time:        5:25 PM

End Time:         6:30 PM

Location:        Berkeley Yacht Club

 

ATTENDANCE

Title

Name

Code

Present

Commodore

Joel Gussman

JG

Y

Vice Commodore (co)

Lonnie D.

LD

Y

Vice Commodore (co)

Mary Lucus-Flannery

MLF

Y

First Vice Commodore (co)

James Clarkson

JC

Y

First Vice Commodore (co)

Joshua Leihe

JL

Y

First Vice Commodore (co)

Dan Zaslavsky

DZ

Y

Second Vice Commodore (co)

Will Yu

WY

N

Second Vice Commodore (co)

Curt Lanyi

CL

N

Third Vice Commodore

Ryan Alder

RA

Y

Rear Commodore (co)

John Bongiovanni

JB

Y

Rear Commodore (co)

Matt Hess

MH

N

Port Captain (co)

Lydia Lopez

LL

N

Port Captain (co)

Brenden Kallaby

BK

Y

Treasurer

Peter Kuhn

PK

N

Secretary

Carolyn Brown

CB

Y

 

Also in attendance

Conduct Chair - Pilar Schmidt

Safety Gear Chair - AnnaLise Hoopes

Youth Ride Chair - Deepti Karandur

OFFICER REPORTS

Commodore

  • DBW Meeting March 2627 in Sac: Carolyn is going. Anyone else?
  • Free berth letter: requested on 1/23. Thanks to Ryan & Proofreaders
  • Dock Update: The check should have been sent to AccuDock in the last day or two. Bruce is planning on doing the installation. Stephen Bogner at the Marina Office is the point person on the piling replacements.
  • Keelboat shed: PK emailed Roger Miller who says he is actively working with Nelson Lam, project manager for the Berkeley Bay Trail Extension Segment 3 project (BBTE3) re. Keelboat shed and adding waterline. The BBTE3 is tentatively scheduled for bidding in April 2019, construction starting Sept 2019, completion by Dec 2019.
  • Expanding dinghy yard: city is waiting to hear from Lam (above)
  • We will soon be re-negotiating our lease with the Waterfront.

Vice Commodore - in a month we are having our first open house, GMM is next week. (Joel) VC’s take over if Commodore can’t perform duties.

First Vice - do we have used sails for pingpong area or to give to a company that repurposes them. There might be some gennakers that are good candidates. We bought 7 carbon fibre tiller extensions. We had someone bring a UFO single-hand foiling boat to the club. The demo went well, we spent 3 hours trying it out. Everyone is excited. We are trying to formulate a plan to make Lasers easier to rig and more user-friendly, so that more members can sail single-handed boats. Dan is going to propose to lend the club funds to purchase a new or used UFO until May since 1st Vices are out of money and we are working on making more room in the yard. The purpose of the boat is to add more variety to the dinghy fleet and get experience with foiling. The UFO is the easiest and simplest entry level foiling boat and it can be sailed from the dock with the foils up. However, people have to have a good understanding of where low water is. The risks of getting this boat are, 1) not enough people will sail it or 2) it will get damaged.

John - first vices should talk to Will Yu and Curt to get an understanding of how foiling has benefitted the club.

Third Vice - Pomodoro might be sold to club member, Chris. We are looking at a J80 in Richmond, it is a good price and may include a partial donation to make it more affordable. We need to start thinking of special sign off on the J80. it’s a high-performance boat that members are not familiar with. The boat has a gennaker and is full planing boat.

Josh - similar to a dinghy sign off.

Dan - it’s hard to get a senior test so adding the J80 to the process would slow down the process.

Secretary - we are getting new postcards for 2019.

Port Captain - everything is going smoothly all work-study students have boaters card, since age went up to 25 this year. We have enough work-study students to change some VDL days into DL shifts. Our goal for this season is to updates the DL manual.

Treasurer’s Report 2/2/19 As of 2/2/19 we have $12,285 in cash, up $2,400 from last report 1/13/19.  DBW just paid us $3,282 in reimbursement for the keelboat sails we purchased, which completes our 2017-8 equipment grant.

Income  1/14 - 2/2/19

 

Regular memberships

$3,026

DBW grant: reimbursement for keelboat fee

$3,282

Donations: thanks!

$1,010

Windsurf locker memberships

$600

Surplus Equipment Sales: surplus keelboat gear

$55

UC workstudy reimbursement

$894

Total Income

$8,867

 

Spending  1/14 - 2/2/19

 

Dayleaders: wages, taxes, payroll processing, boatercard fee

$2,895

Clubhouse and Yard--garbage service, coffee, paper towels, cuisinart, dish soap, snack

$1,040

Activities--food for Dinghy Time Trials, New Year's party, lesson BBQ

$230

Keelboats--hull cleaning 1/31

$330

City of Berkeley--rent on clubhouse and yard space, 5th lease year

$1,013

Taxes: use tax on wholesale purchases, less refund on Alameda County property tax

$909

Credit card processing charges--Paypal fees less refund on annual fee

-$20

Communications--website software subscriptions

$70

Total Spending

$6,467

 

The budget is still in good shape overall.  We should increase the Dayleader, Dinghies, and Windsurfing Budgets, all by the same amount as we increase the expected income from UC Work-Study Reimbursements and from Donations—that can wait until next month.

Budget for Fiscal Year 2018-2019 vs actual 5/1 - 2/2/19

   

Authorized FY Budget

DBW included

Actual thru 2/2/19 (76% of FY)

Percentage of Budget

Remaining

Expected Income

         
 

Memberships (Regular and windsurf locker)

$170,000

 

$139,581

82%

$30,419

 

DBW reimbursement

$40,000

$40,000

$40,592

101%

($592)

 

UC Work-Study Reimbursement

$8,000

 

$8,545

107%

($545)

 

Donations, surplus sales, interest, etc.

$8,574

 

$11,029

 

($2,455)

 

     Total Income

$226,574

$40,000

$199,746

88%

$26,828

Authorized Spending

         
 

Club activities

$17,000

 

$13,640

80%

$3,360

 

Dinghies and rescue skiffs

$52,000

$20,310

$50,358

97%

$1,642

 

Windsurfing

$45,000

$17,000

$44,346

99%

$654

 

Keelboats

$20,000

$2,690

$12,736

64%

$7,264

 

Dayleaders

$48,000

 

$45,357

94%

$2,643

 

Clubhouse and Yard

$15,000

 

$13,586

91%

$1,414

 

General Overhead

$55,000

 

$44,704

81%

$10,296

 

     Total Spending

$252,000

$40,000

$224,726

89%

$27,274

Regular Dues income in January (brown square at left in figure below) was below last year’s January figure, and also below the average for the last 7 years’ January figures.   Weather score for January (green square in second figure below) was also below last year’s score for January.

 



Treasurer’s Report 1/13/19 As of 1/13/19 we have $9,885 in the bank, down $3,863 from last report 12/30/18.  DBW owes us $3,282 on this year’s grant for the keelboat sails we purchased.

 

Income  12/31/18 - 1/13/19

 

Regular memberships

$1,881

Windsurf locker memberships

$840

Total Income

$2,721

 

Spending  12/31/18 - 1/13/19

 

Dinghies--return trapeze harnesses ($527 refund), purchase: horn cleat, CF numbers, bow rollers, fastener, line, inspection ports, tiller grip tape

$38

Dayleaders: wages, taxes, payroll processing, dayleader shoes

$1,836

Windsurf-- 3 novice windsurf boards, sewing needles

$2,516

Clubhouse and Yard-- portapotty service, DSL service for clubhouse computer, supplies for bench and lockers, spray nozzle, weedwhacker fuel cap

$515

Activities--rainday party food, snax for clubhouse

$44

Keelboats--electrical parts (battery, wiring, connectors), line

$319

Taxes:  DMV reg fee

$15

Safety Equipment: Helly Hansen foul weather loaners,  clevis pins, VHF radio warranty, used gloves respirator goggles

$756

Credit card processing charges

$237

Rescue skiffs--fuel line, filter cartridges

$108

Communications--US SAILING dues

$200

Total Spending

$6,584

 

The budget is still in good shape overall.  The figures below include all the budget changes passed by Excomm.  Dinghies and Windsurfing budgets are pretty much dry. Lonnie’s gonna be kicking himself come April 30 when the fiscal year ends and he hasn’t spent the $3.6k he’s got left.  Dayleader budget is getting low, while UC workstudy reimbursement for dayleaders is much higher than expected, so we should add $5k to both by March, a change that cancels itself out.   

 

Budget for Fiscal Year 2018-2019 vs actual 5/1 - 1/13/19

   
   

Authorized FY Budget

DBW included

Actual thru 1/13/19 (70% of FY)

Percentage of Budget

Remaining

Expected Income

         
 

Memberships (Regular and windsurf locker)

$170,000

 

$135,955

80%

$34,045

 

DBW reimbursement

$40,000

$40,000

$37,310

93%

$2,690

 

UC Work-Study Reimbursement

$8,000

 

$7,651

96%

$349

 

Donations, surplus sales, interest, etc.

$8,574

 

$9,964

 

($1,390)

 

     Total Income

$226,574

$40,000

$190,879

84%

$35,695

Authorized Spending

         
 

Club activities

$17,000

 

$13,410

79%

$3,590

 

Dinghies and rescue skiffs

$52,000

$20,310

$50,358

97%

$1,642

 

Windsurfing

$45,000

$17,000

$44,346

99%

$654

 

Keelboats

$20,000

$2,690

$12,406

62%

$7,594

 

Dayleaders

$48,000

 

$42,461

88%

$5,539

 

Clubhouse and Yard

$15,000

 

$12,546

84%

$2,454

 

General Overhead

$55,000

 

$42,732

78%

$12,268

 

     Total Spending

$252,000

$40,000

$218,259

87%

$33,741



Treasurer’s Report 12/30/18 As of 12/30/18 we have $13,748 in the bank, up $3,760 from last report 12/2/18.  DBW owes us $3,282 on this year’s grant for the keelboat sails we purchased, and we owe a total of about $7k for December payroll and charges on credit card and accounts at West Marine and Ashby Lumber.  

Income  12/2 - 12/30/18

 

Regular memberships

$5,672

Donations, credit card rewards

$75

Windsurf locker memberships

$6,020

Miscellaneous: DMV fee refund

$6

UC workstudy reimbursement

$1,513

 

Total Income

$13,286

Spending   12/2 - 12/30/18

 

Dinghies--shackles, cleats

$101

Dayleaders: wages, taxes, payroll processing

$1,155

Windsurf-- gas for 2nd vice

$74

Clubhouse and Yard-- portapotty service, dump fee, DSL service for clubhouse computer, supplies for PFD bench and sanding room, spray nozzle, dump fees for old windsurf gear and wetsuits and PFDs

$566

Insurance--

 

Activities--parade boat lighting supplies, snack for clubhouse

$264

Keelboats--remainder payment to Neil Pryde for sails, parts for annual engine service, supplies for shelf, LED navigation lights from Aliexpress

$3,030

City of Berkeley--Dec rent less previous overpayment

$918

Taxes:  sales tax on wholesale purchases, business license renewal, DMV fee, city streetlight assessment

$2,887

Safety Equipment: new binoculars

$82

Credit card processing charges

$266

Rescue skiffs--gas for skiffs

$100

Tools--paint sprayer, extension cord, jigsaw blades, fasteners

$82

Total Spending

$9,526

 

The budget is still in good shape overall.  The figures below include all the budget changes passed by Excomm, but not charges on the credit card, particularly the great deal that Will got for 3 Novice boards for $2.7k including shipping.  

 

Budget for Fiscal Year 2018-2019 vs actual 5/1 - 12/30/18

   

Authorized FY Budget

DBW included

Actual thru 12/30/18 (67% of FY)

Percentage of Budget

Remaining

Expected Income

         
 

Memberships (Regular and windsurf locker)

$170,000

 

$133,234

78%

$36,766

 

DBW reimbursement

$40,000

$40,000

$37,310

93%

$2,690

 

UC Work-Study Reimbursement

$8,000

 

$7,651

96%

$349

 

Donations, surplus sales, interest, etc.

$8,574

 

$9,964

 

($1,390)

 

     Total Income

$226,574

$40,000

$188,158

83%

$38,416

Authorized Spending

         
 

Club activities

$17,000

 

$13,366

79%

$3,634

 

Dinghies and rescue skiffs

$52,000

$20,310

$50,212

97%

$1,788

 

Windsurfing

$45,000

$17,000

$41,831

93%

$3,169

 

Keelboats

$20,000

$2,690

$12,087

60%

$7,913

 

Dayleaders

$48,000

 

$40,626

85%

$7,374

 

Clubhouse and Yard

$15,000

 

$12,031

80%

$2,969

 

General Overhead

$55,000

 

$41,524

75%

$13,476

 

     Total Spending

$252,000

$40,000

$211,676

84%

$40,324


Regular membership dues income for December (to date) was well above the average of the last six years, probably due to members renewing early before the dues increase takes effect.  Total for the year to date is only slightly below the average for the last six years.







Treasurer’s Report 12/2/18 As of 12/2/18 we have $9,988 in the bank, down $617 from last report 11/4/18.  We’ve received $17,000 in reimbursement for the 15 novice windsurf boards we bought on this year’s DBW grant, and we’ve paid back a $15,000 member loan (Thanks Stella, you might just get a treat).  We expect to be further reimbursed $2,690 more on this year’s DBW grant for keelboat sails.

Income  11/5 - 12/2/18

 

Regular memberships

$3,781

DBW grant: reimbursement for windsurf boards 2017-8 year

$17,000

Miscellaneous: check from legal firm (thanks Joel!)

$15

UC workstudy reimbursement

$1,184

Total Income

$21,980

 

Spending 11/5 - 12/2/18

 

Dinghies--2 JY15 forestay levers, RS500 centerboard stirrups, sail repair patches and tape

$317

Dayleaders: November payroll, taxes, payroll processing, food for dayleader meetings

$2,764

Clubhouse and Yard--garbage, portapotty service, hoist control cable and electrical connectors, dump fee, DSL service for clubhouse computer

$1,501

Activities--food for 11/15 GMM dinner, snacks, bandaids, sponges, food for CSC Chorus party, Thurs nite racing dinner

$675

Keelboats--engine parts, supplies for shelf

$141

City of Berkeley--rent on clubhouse and yard space

$965

Safety Equipment: propeller guard repair, sunscreen

$681

Credit card processing charges

$205

Rescue skiffs--annual service parts for main rescue skiff engines, 30 gal gas for skiff

$332

Communications--website hosting

$18

Repay Member Loan

$15,000

Total Spending

$22,597

 

The budget is still in good shape overall.  The figures below include all the budget changes passed by Excomm, but do not include the member loan in income or spending.  

 

Budget for Fiscal Year 2018-2019 vs actual 5/1 - 12/2/18

   

Authorized FY Budget

DBW included

Actual thru 12/2/18 (59% of FY)

Percentage of Budget

Remaining

Expected Income

         
 

Memberships (Regular and windsurf locker)

$170,000

 

$121,542

71%

$48,458

 

DBW reimbursement

$40,000

$40,000

$37,310

93%

$2,690

 

UC Work-Study Reimbursement

$8,000

 

$6,137

77%

$1,863

 

Donations, surplus sales, interest, etc.

$8,574

 

$9,883

 

($1,309)

 

     Total Income

$226,574

$40,000

$174,872

77%

$51,702

Authorized Spending

         
 

Club activities

$17,000

 

$13,102

77%

$3,898

 

Dinghies and rescue skiffs

$52,000

$20,310

$50,011

96%

$1,989

 

Windsurfing

$45,000

$17,000

$41,757

93%

$3,244

 

Keelboats

$20,000

$2,690

$9,058

45%

$10,942

 

Dayleaders

$48,000

 

$39,471

82%

$8,529

 

Clubhouse and Yard

$15,000

 

$11,464

76%

$3,536

 

General Overhead

$55,000

 

$37,288

68%

$17,712

 

     Total Spending

$252,000

$40,000

$202,150

80%

$49,850




Regular membership dues income for November was below the average of the last six years, but above last year’s.  The twelve-month running tally remains slightly below the average of the fiscal year totals for the last six years.

 



Chair Reports

Conduct Chair (Pilar) - total of 5 main situations dealt with, three of which are sexual harassment, others are related to situations where members had something escalate. There were maybe 10 total situations is you count all the small things. People are receptive to being told when their behavior is unacceptable. People pull back when mediation is offered. New CA law that any business that employees more than 5 has harassment training, Pilar may or may not be qualified to provide this training. Ordered white paper with free HR resources to see if this affects us. Planning to work with Port Captains, and hold one training for day leaders one for Excom and one for club members to start a cultural shift at the club. Now that there is a law there are lot more resources to help us get this going. Training will involve what sexual harassment is and what the laws are and the consequences, how to identify situations that are and aren’t sexual harassment and what is a hostile work environment.Pilar is going to be gone from April to Oct. started reaching out to new candidates, if you know of anyone let her know.

 

Safety Gear Chair (AnnaLise) - this is new position, and we are happy to have you. The chair needs to define what falls under this position, and define milestones for the job. Keep in mind positions are passed on, so establishing an inventory and ordering system that can be passed on is important. There has been a survey of all club members to determine sizing. Most of the gear is disproportionally large, so we ordered more smalls and mediums. Talked to dealers and got quotes and decided what to buy.

Dan - are we going to offer club members a discount when we bulk order to potentially get a bigger discount?

Mary - we need PFDs for open house 30 more adult sizes.

Ryan - write to BoatUS and get some new ones from them that members don’t use.

Joel - ask Peter which budget the PDFs come from.

 

Youth Chair (Deepti) - we hosted two bout groups and the Girl Scouts last year, Christina has coordinated with the Girls Scouts to have them come again this spring. Deepti will send out emails seeing if any other groups are interested.

Mary - Do we want to actively reach out to organizations,

Josh - it’s hard to coordinate transportation for the groups

AnnaLise - on a board and connected to organizations that could do this but it has to be a year in advance.

Joel - this is crucial to our grant and we should fill the void of the Boy Scouts.

John - reconnect with BS and Virginia Luchetti to reconnect with Boy Scouts and create events similar to Girl Scout rides



VOTES

 

Issue

Move

2nd

Unanimous Approval

Approve - expenditures in four Treasurer’s reports Dec. 2 and Dec 30, 2018. Jan. 13 and Feb. 2 2019

PK

CB

Yes

Approve OR revisions to define the location of X-Buoy

JB

CB

Yes

Approve - senior project for Memo Gunay, 3-part workshop for new Juniors

JB

ML

Yes

Approve - senior project for Andy Hacket and Rama Hoetzlein,weekend rudderless workshop and video on rudderless

JB

JC

Yes

Approve - senior project for Tim Quick inspection ports and rudder gudgeon brackets JC/RA 100

JC

RA

Yes

Approve - cruising rating for Carolyn Brown

DZ

ML

Yes

-1 recuse

Approve - Joshua Leihe, Mark Playsted, Jennifer Kroon, James Clarkson, Dan Zaslavsky, and Seamus Vanecko permission, with pre-approval, to lead dinghy cruises in the keelboat cruising area for 2019/2020

DZ

JG

Yes

Approve - loan from Dan Z to purchase of new UFO at cost or less

DZ

CB

Yes

Approve - GMM dates, Feb. 10, May 19, Aug. 18, Nov. 14

CB

 

Email vote, 100% Aye

Approve - RA - Referrals get 2 volunteer hours

RA

 

Email vote, 100% Aye

Approve - 2019 Open house dates

Open House is 1pm to 4pm    Keelboat Safe Times

Date    Day of Week    Begin    End

3/10/2019    Sun     1:36 PM     4:00 PM

4/6/2019     Sat     1:00 PM     3:33 PM

5/19/2019     Sun     1:00 PM     3:55 PM

6/16/2019     Sun     1:00 PM     3:04 PM

7/21/2019     Sun     2:19 PM     4:00 PM

8/18/2019     Sun     1:00 PM     4:00 PM

9/15/2019     Sun     1:00 PM     4:00 PM

10/20/2019     Sun     1:07 PM     4:00 PM

11/17/2019     Sun     1:00 PM     4:00 PM

JB

 

Email vote, 100% Aye

Approve - 2019 Fast Track Dates

Weeks of May 6, June 3, June 24, July 8, August 5

JB

 

Email vote, 100% Aye

Approve - Daniel Boldi Senior Dinghy rating

DZ

 

Email vote, 100% Aye