All Meeting Minutes

Apr 19, 2020 Executive Committee Minutes

Cal Sailing Club - Executive Committee Minutes

Meeting Date: Apr 19, 2020

Start Time: 6:18 PM

End Time: 6:52 PM

Location: Virtual

 

ATTENDANCE

Title

Name

Code

Present

Commodore

Mary Lucus-Flannery

MLF

Y

Vice Commodore (co)

Lonnie D.

LD

N

Vice Commodore (co)

Christina Polito-Halter

CPH

Y

Vice Commodore (co)

Min Lee

ML

Y

Vice Commodore (co)

Tone Toe

TT

N

First Vice Commodore (co)

James Clarkson

JC

Y

First Vice Commodore (co)

Memo Gunay

MG

Y

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

Y

Port Captain (co)

Kevin Corcoran

KC

N

Port Captain (co)

Brenden Kallaby

BK

Y

Treasurer

Peter Kuhn

PK

Y

Secretary

Carolyn Brown

CB

Y

 

  • Officer’s Reports

  •  
  • Commodore report - I attended a call to DBW to hear what other aquatic centers are doing. How do we get ready and what can we do while we are closed? A lot of places are doing online education while they are waiting for the all-clear. Each officer may have ideas for their area. We can create ad-hoc communication groups to explore ideas and support what any officers want to do.
  •  
  • 3rd Vice - Dr. Who is at BMC for a bottom job. Not really practical to do the standing rigging while SIP.
  •  
  • Rear commodore - we are starting video lessons for novice and junior sailors to keep the momentum going while we are shut down. We are exploring options that we can do outside of a classroom.

Treasurer’s Report - Proposed Budgets (motions are at the end of the minutes)

 

   

Prev Authorized FY Budget

Prev DBW included

Actual thru 4/19/20

Proposed Budget 4/19/20

DBW

included in proposed budget

change vs previous budget

DBW

remaining

non-DBW remaining

Expected Income

               
 

Memberships (Regular and

windsurf locker)

$195,000

 

$202,622

$203,000

 

$8,000

 

$378

 

DBW

reimbursement

$40,000

$40,000

$17,817

$21,576

$21,576

($18,424)

$3,758

$0

 

UC Work-Study

Reimbursement

$16,000

 

$13,237

$13,237

 

($2,763)

 

$0

 

Donations, surplus

sales, interest, etc.

$9,000

 

$46,426

$47,000

 

$38,000

 

$574

 

Total Income

$260,000

$40,000

$280,102

$284,812

 

$24,812

$3,758

$952

Authorized Spending

               
 

Club activities

$15,000

 

$12,429

$12,429

 

($2,571)

 

$0

 

Dinghies and rescue

skiffs

$54,000

$20,305

$45,200

$55,200

$20,305

$1,200

$8,260

$1,740

 

Windsurfing

$40,000

$16,309

$29,970

$40,000

$16,309

$0

$0

$10,030

 

Keelboats

$21,000

 

$20,271

$23,000

 

$2,000

 

$2,729

 

Dayleaders

$61,000

 

$57,039

$61,000

 

$0

 

$3,961

 

Clubhouse and Yard

$12,000

 

$11,032

$12,000

 

$0

 

$968

 

General Overhead

$66,000

$3,387

$69,371

$70,000

$2,591

$4,000

$0

$629

 

Total Spending

$269,000

$40,000

$245,311

$273,628

$39,204

$4,628

$8,260

$20,057



Authorize spending for next fiscal year, May 1 2020 through April 30 2021, as shown in the proposed budget below (change vs previous budget is with respect to the previously authorized budget, which was prepared 2/5/20):



Proposed FY Budget

Proposed DBW included


change vs previous budget

Expected Income

       
 

Memberships (Regular

and windsurf locker)


$130,600

 

($64,400)

 

DBW reimbursement

$40,424

$40,424

$424

 

UC Work-Study

Reimbursement


$18,700

 

$2,700

 

Donations, surplus sales,

interest, etc.


$6,000

 

($3,000)

 

Total Income

$195,724

$40,000

($64,276)

Authorized Spending

       
 

Club activities

$11,200

 

($3,800)

 

Dinghies and rescue skiffs

$30,700

$11,854

($23,300)

 

Windsurfing

$35,400

$0

($4,600)

 

Keelboats

$22,000

$0

$1,000

 

Dayleaders

$74,100

 

$13,100

 

Clubhouse and Yard

$10,800

 

($1,200)

 

General Overhead

$46,000

$10,086

($20,000)

 

Total Spending

$230,200

$40,000

($38,800)

 Treasurer’s Report 4/19/20

 

As of 4/19/20 we have $55,767 in cash, down $265 from last report 4/5/20.

 

We’ve received more generous contributions and advance payments of membership dues, which will be on hold until we re-open. We also got the disaster loan advance (really a grant) to small businesses, and have an application in for the payroll loan, which could also a grant.

 

We’ve paid for next year’s insurance and most of our other expenses for this fiscal year, which ends on April 30.

 

We’ll need an interim budget so we can approve spending during the period before we re-open.

 

Income 4/6 - 4/19/20

 

Regular memberships

$1,919

Donations: Huge Thanks!

$9,975

Credit card cash back rewards

$200

Federal Disaster Loan Advance (forgivable)

$10,000

Total Income

$22,094

 

Spending 4/6 - 4/19/20

 

Dinghies--Venture hatch, dolly part

$66

Windsurf--40 NoLimitz windsurf mast sections

$4,738

Clubhouse and Yard--DSL service for clubhouse computer, portapotty service (suspended) and rental (continuing), weedwhacker line, switch for website computer

$384

Insurance--General and marine liability and commercial property insurance 4/14/20 -4/13/21

$13,592

City of Berkeley--rent (lease expired, on extension)

$1,064

Taxes--sales tax 1/1 - 3/31/20, corporate Info form filing fee

$1,930

Credit card processing charges, online payment fee

$48

Communications--website hosting (3 years), email service

$538

Total Spending

$22,359



Here’s the latest tally on the current budget, including spending vs the approved amount of spending. The Department of Boating and Waterways (DBW) figures need some explanation. We’ve already requested $3,758 reimbursement from DBW for windsurf sails we purchased, but they’re slow, and might not even pay this before May 1. We can’t request reimbursement for the $8,269 deposit we put down on two JY’s until they’re fully paid, which will cost us another

$9,391. So at this point it doesn’t seem likely that we’ll pay for the second JY before May 1, thus

$0 of DBW spending remaining for dinghies. All the DBW related windsurf purchases are complete, and so is the payment of sales tax on purchases we’ve made.

Budget for Fiscal Year 2019-2020 vs actual 5/1/19 - 4/19/20

 

 

Authorize d FY Budget

DBW

included

Actual thru 4/19/20

(97% of

FY)

% of Budget

DBW

remaining

non-DBW remaining

Expected Income

           

Memberships (Regular and windsurf

locker)

$195,000

 

$202,622

104%

 

($7,622)

DBW

reimbursement

$40,000

$40,000

$17,817

45%

$22,183

$0

UC Work-Study

Reimbursement

$16,000

 

$13,237

83%

 

$2,763

Donations,

surplus sales, interest, etc.

$9,000

 

$46,426

516%

 

($37,426)

Total Income

$260,000

$40,000

$280,102

108%

$22,183

($42,285)

Authorized Spending

           

Club activities

$15,000

 

$12,429

83%

 

$2,571

Dinghies and

rescue skiffs

$54,000

$20,305

$45,200

84%

$0

$8,800

Windsurfing

$40,000

$16,309

$29,970

75%

$0

$10,030

Keelboats

$21,000

 

$20,271

97%

 

$729

Dayleaders

$61,000

 

$57,039

94%

 

$3,961

Clubhouse and

Yard

$12,000

 

$11,032

92%

 

$968

General

Overhead

$66,000

$3,387

$69,371

105%

 

($3,371)

Total

Spending

$269,000

$40,000

$245,311

91%

$0

$23,689



Big thanks to everyone for their hard work, and for donating money and renewing early!

Treasurer’s Report 4/5/20

 

As of 4/5/20 we have $56,032 in cash, up $51,426 from last report 3/22/20.  

 

Since our commodore’s appeal went out, we’ve received over $50,000 in donations and dues paid while we’re closed and early locker renewals, and the money is still coming in. 

 

DBW has reimbursed us $5,195 for the 6 novice windsurf boards we bought, and will also reimburse us $3,758 for the 8 Quest mainsails we bought. 

 

We are deferring until at least May payment of the remainder of $8,268 for buying two new JY15 sailboats to complete the purchases under last year’s grant.  

 

DBW awarded us a grant for about $22k for mostly dinghy-related equipment in the current year, and we’ve signed the contract.  

 

We’ve applied to the feds for a low interest loan for small businesses, and to the City of Berkeley for a small business continuation grant.  

 

We’ve also asked our insurance broker about relief on the $13,592 marine and general liability and commercial property insurance bill for 4/14/20 – 4/13/2021 that we haven’t received yet, and the City of Berkeley about relief on rent.

 

We hope our dayleaders will get the promised federal compensation and payments, as well as conversion of work study grant funds to financial grant payments.

 

We’re closed until May 3, and maybe longer, and will be holding off on expenses until then.

 

Income 3/23 - 4/5/20

 

Regular memberships

$25,777

DBW grant: reimbursement for 6 beginner windsurf boards

$5,195

Donations: Huge Thanks!

$17,183

Windsurf locker memberships

$5,200

UC workstudy reimbursement

$551

Total Income

$53,906

 

Spending 3/23 - 4/5/20

 

Dinghies--swivel blocks, lead rings

$88

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

$775

Windsurf--supplies for board repair clinic, backing pads, lock, stencils

$512

Keelboats--J80 furler part

$20

Taxes--DMV refund

-$7

Credit card processing charges

$1,092

Total Spending

$2,480

Big thanks to everyone for their hard work, and for donating money and renewing early! 

 

 Treasurer’s Report 3/22/20

 

As of 3/22/20 we have $4,605 in cash, down $3,392 from last report 3/8/20. Now that we’re closed, regular dues income is likely to fall considerably. DBW is still sitting on $8,953 in reimbursements for the 6 novice windsurf boards and 8 Quest mainsails we bought (accounting section is frozen). We are deferring until at least May payment of the remainder of of $8,268 for buying two new JY15 sailboats to complete the purchases under last year’s grant. DBW notified us that they’ve awarded us a grant for about $22k for mostly dinghy-related equipment in the current year, but we’re holding off on signing the contract until we see if we’ll be able to front the money.

 

Income 3/9 - 3/22/20

 

Regular memberships

$2,190

Donations: Thanks!

$100

Windsurf locker memberships

$2,000

Total Income

$4,290

 

Spending 3/9 - 3/22/20

 

Dinghies--remainder payment (after deposit) for 8 Quest mainsails, mainsheet cleat, horn cleat, wire rings, lead rings, clevis pins, fasteners

$1,857

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

$1,007

Windsurf---3 boards 133 137 145 liters, 2 sails 4.4 sq m

$2,700

Clubhouse and Yard--portapotty service (stopped now), DSL service (continuing for cams), weedwhacker line, oil, tube patch kit

$363

Keelboats--dive six hulls Mar 19 2020, winch repair kit, hiking stick socket, fasteners

$420

City of Berkeley--rent on clubhouse and yard

$1,064

Credit card processing charges

$101

Rescue Skiff: gas for skiff, wiring supplies for engine ground repair

$103

Communications--email service, website software subscription

$68

Total Spending

$7,682

The budget is completely inapplicable since we are closed and don’t know when we’ll be able to reopen, but if we can reopen April 7 and/or members take on paying our insurance and other large bills now for reimbursement later and/or DBW reimburses us for the novice boards and mainsails, we’ll stay afloat. Big thanks to everyone for their hard work, and for donating money!

  • Treasurer’s Report 3/8/20

As of 3/8/20 we have $7,998 in cash, up $444 from last report 2/9/20.  DBW is sitting on $8,953 in reimbursements for the 6 novice windsurf boards and 8 Quest mainsails we bought (accounting section is frozen). When we get it, we’ll need to pay the remainder of $8,268 for buying two new JY15 sailboats to complete the purchases under last year’s grant.  No word yet on this year’s grant award.  We finally got $729 back from Fedex for their screw up on customs duties for windsurf sails we imported in April 2019.

Income 2/10 - 3/8/20

 

Regular memberships

$11,787

Donations: thanks for getting employers matching donations!

$665

UC workstudy reimbursement

$1,384

Total Income

$13,836

Spending  2/10 - 3/8/20

 

Dinghies--deposit 2 JY15's with dollies, dinghy oil, pipes, sail repairs

$8,482

Dayleaders: wages, employer-paid taxes, payroll tax liabilities, food for dayleaders meeting

$2,525

Windsurf--used windsurf board, board nose protectors

$351

Clubhouse and Yard--DSL service for clubhouse computer, used computer to replace busted clubhouse computer, dump fee

$131

Insurance--workers comp installment

$848

Activities--dock fees Angel Is. Cruise, coffee, snax, software for keelboat lessons coordination

$166

Keelboats--starter for J80 motor,  fasteners, screwdrivers

$88

City of Berkeley--rent on clubhouse and yard

$1,064

Credit card processing charges

$290

Rescue Skiff: propeller, oil, keys

$216

Communications--credit for refund on customs duties on windsurf sails and masts and for shipping returned skiff engine parts

-$768

Total Spending

$13,392

The budget numbers below reflect the recent changes, and the funds remaining in the dinghies and general budgets are separated into funds earmarked for DBW spending and not earmarked.  The dinghies budget has less than $1k of non-DBW funds after paying off the JY’s and Quest mainsails, while the general budget has $1,523 for sales tax on the DBW purchases.

 

Budget for Fiscal Year 2019-2020 vs actual 5/1/19 - 3/8/20

 

 

Authorized FY Budget

DBW included

Actual thru 3/8/20 (85% of FY)

Percentage of Budget

DBW remaining

non-DBW remaining

Expected Income

 

 

       
 

Memberships (Regular and windsurf locker)

$195,000

 

$165,536

85%

 

$29,464

 

DBW reimbursement

$40,000

$40,000

$12,622

32%

$27,378

$0

 

UC Work-Study Reimbursement

$16,000

 

$12,686

79%

 

$3,314

 

Donations, surplus sales, interest, etc.

$9,000

 

$8,968

100%

 

$32

 

  Total Income

$260,000

$40,000

$199,812

77%

$27,378

$32,811

Authorized Spending

 

 

       
 

Club activities

$15,000

 

$12,429

83%

 

$2,571

 

Dinghies and rescue skiffs

$54,000

$20,305

$43,086

80%

$9,988

$926

 

Windsurfing

$40,000

$16,309

$26,757

67%

 

$13,243

 

Keelboats

$21,000

 

$19,831

94%

 

$1,169

 

Dayleaders

$61,000

 

$55,257

91%

 

$5,743

 

Clubhouse and Yard

$12,000

 

$10,286

86%

 

$1,714

 

General Overhead

$66,000

$3,387

$45,144

68%

$1,523

$19,333

 

  Total Spending

$269,000

$40,000

$212,790

79%

$11,511

$44,699

In February, we took in a hell of a lot of money, prolly because of heavenly weather.

  •  
  • Reports were followed by a general discussion of how to engage members during the SIP. Possibilities for teaching skills or building interest by compiling a curated list of existing videos created by members or found on YouTube as well as Q&A discussion sessions. 

 

VOTES

 

Motions

Move

2nd

Unanimous Approval

approve Quentin Nicolas’s senior windsurfing project proposal.

RA

SS

100% on Slack 

approve Francisco Kattan for Cruising Skipper rating.

CB

JB

100% on Slack 

cancel the March 15th Open House due to issues related with Covid 19

MG

MLF

100% on Slack

approve Senior Project for Nicholas Waton for making the website more attractive, especially to prospective members, and search engine friendly

JB

SS

100% on Slack

approve offering delayed membership renewals and extension of active memberships until we can reopen

MLF

JB

100% on Slack

give Ryan Alder single handing privileges on club keelboats to move boats to and from BMC

JC

PK

100% on Slack

  • approve changes to the currently authorized spending for the remainder of this fiscal year, and to approve spending for next year, as shown in the above Budget Proposal

PK

MLF

100%

    • remove Josh Smith skiff and DL privileges 
  • This is disciplinary action and will be in the Commodore's copy but not the published minutes. 

JC

MLF

100%

Adjourn @ 6:52

MLF

MG

100%