Feb 23 2020 GMM Minutes

Meeting Date: February 23, 2020

Start Time: 5:30 pm

End Time: 5:50 pm

Location: CSC yard

 

ATTENDANCE

 

Title

Name

Code

Present

Commodore

Mary Lucus-Flannery

MLF

Y

Vice Commodore (co)

Lonnie D.

LD

Y

Vice Commodore (co)

Christina Polito-Halter

CPH

Y

Vice Commodore (co)

Min Lee

ML

Y

Vice Commodore (co)

Tone Toe

TT

Y

First Vice Commodore (co)

James Clarkson

JC

Y

First Vice Commodore (co)

Memo Gunay

MG

N

Second Vice Commodore (co)

Sofien Sehiri

SS

Y

Third Vice Commodore

Ryan Alder

RA

Y

Rear Commodore (co)

John Bongiovanni

JB

Y

Rear Commodore (co)

Jennifer Johnson

JJ

N

Port Captain (co)

Kevin Corcoran

KC

N

Port Captain (co)

Brenden Kallaby

BK

Y

Treasurer

Peter Kuhn

PK

N

Secretary

Carolyn Brown

CB

Y

 

Officer’s Reports

Commodore (Mary) - out big news is the Bay Trail construction project. It should be done sometime in April. They plan to do the work with the least interruptions to club activities. Dinghy lessons will be managed day-to-day. We have a Google Group to help instructors and students with the latest information and changes to regularly scheduled Monday and Thursday lessons. Saturday lessons will continue unchanged. We will have to be closed for one M-F while the pavement cures. Excomm had an officers retreat a few weeks ago to discuss plans for the coming year and one of my goals is to meet with each of the Chairs and discuss resources and focus on how I can support everyone. 

 

Vice Commodore (Christina, Lonnie, Min, Tone) - we want to thank Joanie Pacheco for cooking tonight. Our first Open house is coming up March 15. We are still looking for a banquet chair and/or volunteers to do one or more Open house lunch or dinner. We need cooks all summer long, to cook for Open house, Fast track, and parties. We are going to start a GoFundMe to offset the cost of the parties. 

 

1st Vice (James, Memo) - the dinghy fleet is doing well thanks to Ryan, Memo, and Andy. All of our boats are “green”. We are planning to add two or three factory-new JYs to our fleet this year and retire the most worn hulls. We have new Quest mainsails, currently there is one on Q5.

 

2nd Vice (Sofien) - we got four new novice boards that are short and wide, super stable and perfect for beginners. We have new toys for J+ that are 130-86 liter and foiling. Junior boards are being re-decked and getting new foot straps. We are starting on-demand lesson sign-up on the webpage, similar to the on-demand dinghy lessons. We are testing a new device from SurfBent that will protect board noses in crashes, and we have new universals. On April 4, this season’s kids lessons will start. On March 27 we are having a party with a DJ. Quentin Nicholes will be redesigning board storage and rewriting the J test for his senior project. We are planning Cal Cup races in the South Basin and are looking into adding windsurfers to the Treasure Island dinghy cruise on May 3. Thank you to everyone who helps with the windsurf programs. 

 

3rd Vice (Ryan) - not a lot going on with the keelboat fleet. Meritorious is DNS with a broken shroud. The rest of the boats are fine since Greg and Sheldon just repaired the bilge hose in Dr. Who. 

 

Rear Commodore Sailing (John) - I'm a numbers guy, and my report is usually a lot of statistics on number of students, lessons, ratings, etc. comparing this year to last year. I track this stuff because I think it is a good indicator of how our programs are working, and it has highlighted problem areas for us to address. I'll spare you the numbers, talk about how our instruction programs are working or not, and look to the future.

 

We're in the slow season, where membership is less than half of the summer peak and everything slows down accordingly. In addition, we 're dealing with the Bay Trail construction, which is impacting weekday lessons.

 

Let's talk about that for a minute. That's just started, so we don't know its effect yet. On the positive side, the contractor is working with us to keep our access to the hoists available as much as possible, and they're knocking off work at 2pm. I am managing dinghy lessons on a day by day basis with Brenden's help to keep dinghy lessons going throughout the construction to the extent possible. Tone To has been a great communication channel with the contractor. We have to contend not only with the construction but with low tides, so every lesson day is different.  Some lessons will be normal, some will start late (2pm), and some will be run out of J-Dock. I've set up a Google Group for dinghy instructors and students to coordinate this. If you are either, you should be on this group. See me for details.

 

For my slow season numbers analysis, I looked at data from Dec 1 to the end of Feb for last year and this year. This is what I found:

  • We are teaching more dinghy lessons this year than last, especially on Saturdays
  • Mondays are like last year, Thursdays are down significantly
  • We are teaching a lot more keelboat lessons than last year, mainly outside of Wednesday lessons. Demand for Wednesday lessons remains somewhat low. I don't understand this, although it is a continuing trend. OTOH more advanced and individual lessons are stronger than in the past.
  • We are in a season where advanced ratings are hard to get, so there's no real data

 

Looking forward (and a little backward), we have a lot of exciting things coming up:

  • Dinghy Instructor Workshop – one session completed and one to be held next week. We've done this in the past on a small scale, but we've scaled it up (successfully) this year with about 15 students and 7 instructors.
  • Advanced Sailing Workshops – James and Saul are the leaders here, and we're working on a pyramid training system to get those who are interested to a more advanced level.  Focus will be on both dinghies and keelboats. Embody the "sail with someone better than you" principle. 
  • Senior Study Group in progress – revamp of curriculum
  • Advanced Dinghy
  • Fast Track – need co-coordinators
  • Women's Clinics
  • Other Workshops – come up with ideas and do them. I'm here to help. Memo's workshop is a good example. I'll be doing Single Handing and Between the Docks

I'll end by thanking all of you who have given your time as instructors. We live or die as a Club based on our sailing instruction, and we owe our success to you.

 

Rear Commodore Windsurfing (JJ) - Regular novice lessons for members will begin at the start of April, Sat & Sun 10:30 (note the change in the start time for Sunday from 11-10:30).  Instructor/helper lesson sign ups will go out via the windsurfing google groups the week before lessons start. Please consider helping out and getting your work hours for the upcoming quarter! Announcement:  The talented Will Spargur and teaching guru will be leading a couple of new instructor training workshops at the end of March/start of April geared to Junior and J+s. The workshop will cover: Basic Class Structure for Novice lessons, Hands-on mock teaching, Utilizing Class Helpers & Managing Large Classes. Look for the official announcements on the workshops soon.  In other teaching news: Sofien Sehiri is running the kids windsurfing lessons on Sat/Sun beginning in April. Start time is 9:30. Please contact him for more info. 

 

Port Captains (Brenden & Kevin) - use John B’s Google Group if you are planning to teach or take a lesson. Kevin is going to build up the VDL team. We changed the white cards to have two levels of VDL training. At the first level you can drive the motorboat, drop racing buoys, and other non-rescue tasks. At the second level you can fill in for the DL and perform rescues. We will start training when windsurf lesson start in April. Many of our Paid DLs are graduating so we need help doing outreach. It would be great to set up a table for Cal Day on April 18, if anyone has experience with that please contact us.

 

Trash Chair (Dan) - We don’t have maids here. Pick up after yourself, don’t bring things and leave them here, and toss your beer cans when you are done drinking. I will throw out non-trash if it gets left around so remember to take your gear with you leave.

 

Treasurer (Peter) - 

Quarterly Statement of Financial Condition February 1 2020

 

As of February 1st we had $8,772 in the bank, down $9,773 from 11/1/19. Thanks to our generous members, many of whom signed up for their employers’ donation-matching and volunteer-support programs, we received over $5,000 in donations in the last three months. The spending below includes

$7,074 that will be reimbursed by the Division of Boating and Waterways under our 2019 grant. Big thanks to everyone who worked hard for the club!

 

Income 11/1/19 - 1/31/20

Regular memberships

$16,118

Donations, credit card cash rewards

$5,358

UC workstudy reimbursement

$3,334

Total Income

$24,810

 

Spending 11/1/19 - 1/31/20

Dinghies--deposit for 8 Quest mainsails, fasteners, line, shock cord, kite sock materials, Venture mast gates, dolly tires and innertubes, stainless sheet metal, filler, caulk, hatch, epoxy resin, repair stirrups hangers, bubble solution, glue, spray paint, cleats, port, fid, sheaves, cable, bow bumper, drainplugs, hose washers, spray bottle, spreader bracket, sail

repairs

$3,929

Dayleader wages and taxes, payroll processing, boater card, toll for VDL

$10,343

Windsurf--6 novice windsurf boards (to be delivered March), carbon mast extension, windsurf board and sail hardware, monofilm

$6,347

Clubhouse and Yard--garbage service, portapotty service, DSL service for clubhouse computer, windsurf cabinet and sail cover supplies, shipping for hoist template, aluminum strip, rubber mallet, plates, mailing tubes, box to ship hoist template, mylar for hoist template, router, halogen lightbulbs, shellac, asphalt, craft sticks, yellowjacket traps, hose

valves, fasteners for hose valve stand, umbrellas

$2,364

Activities--food for General Membership Meeting 11/14 and Open Houses 10/20 (partial) 11/17 and racing dinner, room rental and gift cards for GMM, decorations for Lighted Boat Parade, snacks and coffee for clubhouse, food for cruise and dock fees, pizza for Dinghy Crawl, food for windsurf party,

$2,441

Keelboats--Haulout Commander Donald (from summer 2019), block, hooks, fasteners, hose clamps, rig tape, fake snakes to scare seagulls and crows, haulout supplies, fuel connectors, sail cover fasteners, winch handle, hasp, cable, swages, Commander forestay, hull cleaning,

sail repairs

$3,430

City of Berkeley--rent on clubhouse and yard space

$3,089

Use tax on wholesale purchases, DMV registration fees, City business license

$274

Safety Equipment: charger cradle for VHF radio, helmet, batteries for keelboat SOS lights, disposable gloves

$195

Bank--credit card processing fees

$452

Rescue skiffs--prop guard repair, gas for skiff and 2nd vice, fuel stabilizer, caster wheel for skiff trailer, silicone sealant, grease, fasteners, drill bit

$539

Tools--sockets, sanding discs, sander belts, gloves, hole saw, sander, screwdriver, hitch pins, drill bit, scissors, socket adapters

$167




Communications--customs duty on windsurf shipment 4/2019 (contested, expecting refund), stamps for Treasurer, shipping charges return parts to Evinrude and return hatch seal and adhesive and return prop guard for repair

$1,014

Total Spending

$34,583

Feb 23 2020 Excomm minutes

Meeting Date: Feb 23, 2020

Start Time: 5:00 PM

End Time: 5:05 PM

Location: CSC clubhouse

ATTENDANCE

Title

Name

Code

Present

Commodore

Mary Lucus-Flannery

MLF

Y

Vice Commodore (co)

Lonnie D.

LD

Y

Vice Commodore (co)

Christina Polito-Halter

CPH

Y

Vice Commodore (co)

Min Lee

ML

Y

Vice Commodore (co)

Tone Toe

TT

Y

First Vice Commodore (co)

James Clarkson

JC

Y

First Vice Commodore (co)

Memo Gunay

MG

N

Second Vice Commodore (co)

Sofien Sehiri

SS

Y

Third Vice Commodore

Ryan Alder

RA

Y

Rear Commodore (co)

John Bongiovanni

JB

Y

Rear Commodore (co)

Jennifer Johnson

JJ

N

Port Captain (co)

Kevin Corcoran

KC

N

Port Captain (co)

Brenden Kallaby

BK

Y

Treasurer

Peter Kuhn

PK

N

Secretary

Carolyn Brown

CB

Y

 

Treasurer’s Report 2/9/20

 As of 2/9/20 we have $$7,553 in cash, down $1,812  from last report 1/25/20. Still expecting a check for $5,195 from DBW for the 6 novice windsurf boards.  Held up in China are the 8 Quest mainsails we ordered, for which we’ll need to pay $1720. Hopefully this month, with the DBW reimbursement and dues income, we’ll be able to pay a deposit of $8,269 for buying two new JY15 sailboats to complete the purchases under this year’s grant.

Income  1/26 - 2/9/20

 

Regular memberships

$2,649

Donations

$4

UC workstudy reimbursement

$242

Total Income

$2,895

Spending  1/26 - 2/9/20

 

Dinghies--sail repairs, universal joints for hiking sticks, cleat, oil, caulk, gloves, spraypaint, tap

$455

Dayleaders: wages, employer-paid taxes, payroll tax liabilities

$2,020

Windsurf--windsurf universals

$891

Clubhouse and Yard--portapotty service, wheel for hand truck, gas can spout, anchor shackle, oil, nails, safety tread for clubhouse steps, propane, gloves, crayon, hose for J dock

$472

Activities--apple juice for cruise

$8

Keelboats--sail repairs, fasteners, calendar

$309

Safety Equipment: used loaner foulies and wetsuits

$174

Credit card processing charges

$66

Rescue Skiff: gas for skiff

$29

Communications--USSailing membership dues (required for insurance), software subscription, email service

$283

Total Spending

$4,707

The current budget remains in good shape overall, but needs some adjustments to individual budgets (see motion to change spending limits, passed on line).

 

Budget for Fiscal Year 2019-2020 vs actual 5/1/19 - 2/9/20

   

Authorized FY Budget

DBW included

Actual thru 2/9/20 (78% of FY)

Percentage of Budget

Remaining

Expected Income

         
 

Memberships (Regular and windsurf locker)

$196,000

 

$153,749

78%

$42,251

 

DBW reimbursement

$40,000

$40,000

$12,622

32%

$27,378

 

UC Work-Study Reimbursement

$20,000

 

$11,302

57%

$8,698

 

Donations, surplus sales, interest, etc.

$4,000

 

$8,303

208%

($4,303)

 

  Total Income

$260,000

$40,000

$185,976

72%

$74,024

Authorized Spending

         
 

Club activities

$15,000

 

$12,263

82%

$2,737

 

Dinghies and rescue skiffs

$53,000

$22,000

$34,388

65%

$18,612

 

Windsurfing

$44,000

$18,000

$26,406

60%

$17,594

 

Keelboats

$20,000

 

$19,743

99%

$257

 

Dayleaders

$59,000

 

$52,732

89%

$6,268

 

Clubhouse and Yard

$16,000

 

$10,155

63%

$5,845

 

General Overhead

$56,000

 

$43,711

78%

$12,289

 

  Total Spending

$263,000

$40,000

$199,398

76%

$63,602

Regular membership dues income in January was about average, and also about same as last year which was the first month with the new dues (such as $120 for regular membership).

The weather score for January was better than last year, about same as January 2018.  (Weather score gives more weight to temperature than wind, because warm weather attracts new sailors more than windy weather does).

 

Motion (passed on line): change the authorized spending for this fiscal year (5/1/19 to 4/30/20) to the amounts in this proposed budget 2/5/20 below:

 

Proposed Budget 2/5/20

 

 

Proposed Budget 2/5/20

DBW included in proposed budget

change vs previous budget

DBW remaining

non-DBW remaining

Expected Income

 

 

 

 

 
 

Memberships (Regular and windsurf locker)

$195,000

 

($1,000)

 

$41,251

 

DBW reimbursement

$40,000

$40,000

$0

$27,378

$0

 

UC Work-Study Reimbursement

$16,000

 

($4,000)

 

$4,940

 

Donations, surplus sales, interest, etc.

$9,000

 

$5,000

 

$697

 

  Total Income

$260,000

 

$0

$27,378

$46,889

Authorized Spending

 

 

 

 

 
 

Club activities

$15,000

 

$0

 

$2,634

 

Dinghies and rescue skiffs

$54,000

$20,305

$1,000

$18,585

$2,970

 

Windsurfing

$40,000

$16,309

($4,000)

$0

$14,491

 

Keelboats

$21,000

 

$1,000

 

$1,509

 

Dayleaders

$61,000

 

$2,000

 

$8,262

 

Clubhouse and Yard

$12,000

 

($4,000)

 

$2,317

 

General Overhead

$66,000

$3,387

$10,000

$1,879

$20,801

 

  Total Spending

$269,000

$40,000

$6,000

$20,464

$52,984

 

Treasurer’s Report 1/25/20

 

As of 1/25/20 we have $9,366 in cash, down $5,085 from last report 12/29/19.  Big thanks to our members who contributed big money to the club this past month, and to Alyssa Singer for publicizing employers’ gift-matching and volunteer support programs!  Spending below includes $6,475 that will be reimbursed under our 2018-9 grant from the Division of Boating and Waterways. 

 

Income  12/30/19 - 1/25/20

 

Regular memberships

$5,265

Donations

$1,788

Credit card cash back rewards

$200

UC workstudy reimbursement

$1,037

Total Income

$8,290

 

Spending  12/30/19 - 1/25/20

 

Dinghies--deposit 8 Quest mains, sheaves, fasteners, cable, fittings,  bow bumper, hull drainplugs, hose washers, spray bottle for dinghy leak testing, 

$2,097

Dayleaders: wages, employer-paid taxes, payroll tax liabilities, payroll processing, boatercard

$2,323

Windsurf--6 novice windsurf boards, monofilm

$4,806

Clubhouse and Yard--garbage service 3 months, DSL service for clubhouse computer, asphalt patch, craft sticks, yellowjacket traps, valves for hoses, shade umbrellas, portapotty service

$1,434

Activities--pizza for dinghy crawl, inverter for lighted boat parade, coffee, beans

$138

Keelboats--hull cleaning, outboard starter gear, winch handle, hasp, cable, swages, Commander forestay, fuel connectors, sail cover fasteners

$588

City of Berkeley--rent on clubhouse and yard (carryover)

$1,064

Taxes: use tax on wholesale purchases, City business license renewal

$203

Safety Equipment: disposable gloves, batteries for keelboat SOS lights

$112

Credit card processing charges

$131

Rescue Skiff: fuel, propeller guard, propeller

$379

Tools--socket, scissors, socket adapters

$21

Communications--email service, shipping for prop guard repair

$80

Total Spending

$13,375

 

The budget remains in good shape overall.  The numbers below include the $3,000 increase in the keelboat budget that was approved online.  Not enough info yet to adjust the remaining budget components, but few others seem to need significant (>10%) changes.

 

Budget for Fiscal Year 2019-2020 vs actual 5/1/19 - 1/25/20

 
   

Authorized FY Budget

DBW included

Actual thru 1/25/20 (74% of FY)

Percentage of Budget

Remaining

Expected Income

         
 

Memberships (Regular and windsurf locker)

$196,000 

 

$151,100 

77%

$44,900 

 

DBW reimbursement

$40,000 

$40,000 

$12,622 

32%

$27,378 

 

UC Work-Study Reimbursement

$20,000 

 

$11,060 

55%

$8,940 

 

Donations, surplus sales, interest, etc.

$4,000 

 

$8,299 

207%

($4,299)

 

      Total Income

$260,000 

$40,000 

$183,081 

70%

$76,919 

Authorized Spending

         
 

Club activities

$15,000 

 

$12,255 

82%

$2,745 

 

Dinghies and rescue skiffs

$53,000 

$22,000 

$33,904 

64%

$19,096 

 

Windsurfing

$44,000 

$18,000 

$25,515 

58%

$18,485 

 

Keelboats

$20,000 

 

$19,434 

97%

$566 

 

Dayleaders

$59,000 

 

$50,712 

86%

$8,288 

 

Clubhouse and Yard

$16,000 

 

$9,683 

61%

$6,317 

 

General Overhead

$56,000 

 

$43,189 

77%

$12,811 

 

      Total Spending

$263,000 

$40,000 

$194,690 

74%

$68,310 

 

SL--Treasurer’s Report 12/29/19

As of 12/29/19 we have $14,450 in cash, up $3,805 from last report 12/15/19.  Big thanks to Alyssa Singer for emailing our members about corporate employee gift programs, and to our members who signed up for their employers’ programs.  DBW has approved our request to buy 2 new JY15’s instead of one Venture with this year’s grant money. The City has a draft 5 year license agreement to review.

 

Income  12/16 -12/29/19

 

Regular memberships

$1,759

Donations

$2,918

Total Income

$4,677

 

Spending  12/16 -12/29/19

 

Dinghies--bubble solution, glue, fasteners, spray paint, trapeze adjuster cleats, clamcleats, port, fid, inner tubes for dolly tires, eye bolt

$410

Dayleaders: payroll processing service

$54

Clubhouse and Yard--portapotty service

$278

Credit card processing charges

$42

Tools--drill bit

$11

Communications--email service

$20

Office Supplies--stamps for Treasurer

$57

Total Spending

$872

The budget remains in good shape overall.  The numbers below don’t include the $3,000 increase in the keelboat budget that was approved online.  Not enough info yet to adjust the remaining budget components, but no others seem to need significant (>10%) changes.

 

Budget for Fiscal Year 2019-2020 vs actual 5/1/19 - 12/29/19

 
   

Authorized FY Budget

DBW included

Actual thru 12/29/19 (66% of FY)

Percentage of Budget

Remaining

Expected Income

         
 

Memberships (Regular and windsurf locker)

$196,000 

 

$145,835 

74%

$50,165 

 

DBW reimbursement

$40,000 

$40,000 

$12,622 

32%

$27,378 

 

UC Work-Study Reimbursement

$20,000 

 

$10,023 

50%

$9,977 

 

Donations, surplus sales, interest, etc.

$4,000 

 

$6,310 

158%

($2,310)

 

      Total Income

$260,000 

$40,000 

$174,791 

67%

$85,209 

Authorized Spending

         
 

Club activities

$15,000 

 

$12,117 

81%

$2,883 

 

Dinghies and rescue skiffs

$53,000 

$22,000 

$31,428 

59%

$21,572 

 

Windsurfing

$44,000 

$18,000 

$20,709 

47%

$23,291 

 

Keelboats

$17,000 

 

$18,845 

111%

($1,845)

 

Dayleaders

$59,000 

 

$48,389 

82%

$10,611 

 

Clubhouse and Yard

$16,000 

 

$8,249 

52%

$7,751 

 

General Overhead

$56,000 

 

$41,578 

74%

$14,422 

 

      Total Spending

$260,000 

$40,000 

$181,316 

70%

$78,684 

 

Regular dues income for the month of December 2019 was good compared to previous years, even though the weather scored lower.

 

 

Here is confirmation of all the recent unanimous votes on Slack.

 

VOTES

 

Motions

Move

2nd

Unanimous Approval

approve 2020 GMMs on Feb 23, May 17, Aug 9, and Nov 19

CB

RA

100% on Slack 

approve to cancel the Feb 2020 open house due to poor attendance in past years

CPH

JC

100% on Slack

modify approval of Open House dates as follows. July OH to be moved from 7/12 to 7/19. All other OH and Fast Track dates unchanged.

JB

RA

100% on Slack

approve Min Lee joining ex comm as a co-vice commodore

CPH

JC

100% on Slack

change the ORs as to reflect changes in Day Leader and VDL training:

JB

BK

100% on Slack

change the authorizes spending for this fiscal year (5/1/19 to 4/30/20) to the amounts in this proposed budget:

PK

CB

100% on Slack

approve Tone To joining ex comm as a co-vice commodore

CPH

MG

100% on Slack

approve Quentin Nicolas’s senior windsurfing project proposal.

SS

RA

100% on Slack