QCYC Minutes of the Board of Trustees Meeting Nov. 8, 2021

Queen City Yacht Club

Minutes of the Board of Trustees Meeting

November 8th, 2021

19:00 – 21:00 hrs. 

QCYC In Person and Zoom Video Meeting

In Attendance: Captains Doug Genord, P/C Terron Lindholme , Commodore Margaret Krows, Vice

Commodore Michele Bedner, Rear Commodore Michael Day, Charlie Soffel, Diane Schultz, Rodger McKinley, Gary Turner, and Miguel Suarez 

And presenting: Treasurer - Joyce Carlson, Membership – Valerie Ohlstrom, Planning & Finance - Mark

Weiss, Bainbridge Outstation - Eric Wood, 520 Update – Mark Weiss, By Laws – Scott Grimm

The meeting was called to order at 1900 hrs. by Captain Doug Genord. 

1. Opening Remarks: All

Miguel Suarez - Welcome

1. Administrative:

Swearing in of Miguel Suarez – Commodore Margaret Krows 

1. Approval of Minutes: Meeting of October 11, 2021

Gary Turner, board secretary submitted minutes of the October 11, 2021 board meeting. The Minutes were approved. 

1. Membership Report:  Val Ohlstrom Applications for Membership:

Val stated there are 3 applications that are not ready for presentation to the board but will be submitted at our December 6th meeting    

1. Treasurer’s Report:  Joyce Carlson –

Financial Review  - Joyce reported total revenue received this month is $578,000 with dues  and partial initiation payments included. This month represents 51% of the total income projected for this fiscal year.  

Financials Review:  Treasurer Carlson presented a financial summary (see financial    attachment) through the end of October 2021 as follows:  

• Total Revenue of $578,160.40
• Total Expense of $170,102.08
• Total Other Expense of $0.00 
• Net Income of - $408,058.32
• Committee Expenses of $23,958.
• Bainbridge Income - $20,932.76
• Bainbridge Expenses of $9,930.85
• Capital Expenditures of $0.00
• Investments Total $820,052.88
• Total Current Assets of $355,416.15
• Total Current Liabilities of $37,756.33

Membership Counts:

Currently there are a total of 581 members including:

• Active Members: 395
• Active Social Members:11 
• Life Members:27
• Senior Life:68
• Intermediate:80
• Pending:5 
• members eligible for life membership:4

An update on membership is provided on the financial statement.

1. Committee Reports:
   1. Planning & Finance:  Mark Weiss –

Mark provided a very in-depth view of the current financial picture of the club and provided insight as to what our future needs will be. This financial overview included maintaining a good balance in our expense revenue ratio which may necessitate raising dues and/or moorage. Last increase took place in 2007. Operating expenses have increased significantly over the years and current modeling using a 5% inflation number. This affirms the need to adjust our rates to stay financially healthy. A review of our 5-year plan is still in progress and will be available by the end of the year.  

1. Moorage: Dan Heffernan – no report
2. Outstation:  Eric Wood –  Eric provided an update on Salt Spring Marina which included details on the marinas plans to implement a credit card system in the near future. He also stated that a new manager has taken over and seems to have a good handle on the overall operations. He also provided an update on Thetis Island Marina which also has a new manager . Her name is Emily and Eric reports that Thetis will most likely go to a credit card system also. Some of Emily’s plans to make a visit to Thetis more appealing and enjoyable is to offer discounts to club members in the eatery and restaurant.  Regarding our own outstation, a new light illuminating the flagpole was installed by Rick Ashleman with his wife Sherry lending support and guidance. Asphalt repairs in front of the OS have been successful in diverting water away from the structure and driveway.

Eric suggested we replace the front doors to the OS. Cost estimates from 2019 were $7,000.00.  

1. Insurance:  Dean Lentgis – No report
2. Architectural Advisory:  Doug Henrikson – No report

1. 520 Update: Tom Johnson/Mark Weiss – Tom Johnson was not present so Mark brought us up to date on the 520 project. The 520 committee was presented an updated plan to move the work slips for 520 construction from the Engineering firm assisting with design and permitting.  The update was required as there was an error is calculations and boat weights, the plan now requires pilings to be installed on city easement. We have actioned the Engineering Firm to contact all parties to get feedback on the likelihood of approval since the permitting process may take 12-18 months.  The 520 Committee will provide an update at the next Board meeting.

G. Website:  Gerald Fey – no report.    

H. By-Laws- Scott Grimm –. No report.  

1. Bridge Reports:

1. Commodores Report:  Margaret Krows -  No Report

1. Vice Commodores Report:  Michele Bedner -  Vice Commodore Bedner reported over 200 boats have failed the annual VESC testing requirement. This could be due to a few reasons. The most probable is people simply forgot to get the annual inspection. During the discussion around this issue it was pointed out that members cannot moor at any QCYC facility until they have a current VESC passing number on file at the mainstation. The reason this is an annual requirement is because a boat may pass one year, then have modifications made which could cause a “Fail” status. Last year, several boats were found to be leaking fatal amounts of current into the water. Almost certain death for anyone falling in the water near one of these vessels. Anyone not testing their vessel and staying current will be removed from all locker and moorage wait lists until their vessel is tested and passes. Both the Bridge and the BOT are in complete agreement with regards to this testing requirement to safeguard members from accidental drowning by electric shock. Notices will continue to be posted in the Bilge Pump as a reminder to contact the VESC committee and schedule your test. Boats moored at the mainstation or Bainbridge Island, not in compliance may have their electrical power switched off and will not be allowed to have power until testing is completed.  To check the status of your vessel, on the website go to, “Moorage”, then at the bottom of that menu select “Vessel Qualifications Overview”, then search for your vessel. (This is difficult for many people to remember this annual requirement. I suggest putting a reminder in your phone calendar 51 weeks from your next testing date.)  VC Bedner also mentioned the bid process to have Wall & Acoustical panels installed on the third deck between the vertical slats on the wainscoting and above the baseboards. Meher Drywall has quoted $12,680.00. The VC has also solicited bids on new tents for the dock at the head of the “U”. The bids will be for two new smaller tents, or one longer tent. 

1. Rear Commodores Report:  Michael Day – Security measures have been enhanced on dock 3 with the addition of “security wire”. Plans call for additional lighting, as well as enhancements to docks 1&2. RC Day reported that attempts to have the city remove the encampment under 520 have been unsuccessful at this time. BOT Charlie Soffel said he had success gaining city help with another matter and offered to assist RC Day in getting the city to help with this matter. There is ongoing discussion about dealing with water access by thieves and suggestions are welcomed. In the interim it was strongly suggested that members lock their vessels, deck boxes, dinghies and outboards securely. Stow valuables out of sight, and check on your vessel regularly. Dean Lentgis mentioned solar powered spotlights that can be installed with out the need to hard wire them.

1. Old Business: 

Membership Task Force – Diane Schultz.  Task force put together to discuss prospective membership process.  The advisory group (Charlie, Rodger, Bill, Sandy, Denise, Diane, Gary) presented their recommendations to the Bridge and  Diane Schultz explained the purpose of the BOT’s list of suggested changes to the Bridge. The goal of this task force was make suggestions that will streamline the interview process, standardize questions as much as possible, and provide the BOT with the information most useful in determining an applicants desires, qualifications, and interests prior to acceptance. A new Membership Committee will be formed to assist the Membership Chair. The membership application itself shall be revamped to better accomplish these goals. This process becomes all inclusive by adding additional responsibilities to sponsors of new members. Sponsors shall participate in helping to include new members in regular activities of the club committees, ie; Docks, Grounds, Events, Etc. It was determined that sponsorship should be done by two separate memberships from different families. The Bridge had an opportunity to review the report from the task force and all agreed it was definitely something they can work with that will add value to our recruitment and new member processes.

1. New Business:  

Disciplinary committee – this needs to be approved annually.  Mark Weiss, Dick Dow, and George Austin current members. George has moved so is willing to step aside. Board needs to designate a new committee member.  This will be on BOT agenda in the December 6, 2021 meeting. 

1. Good and Welfare:  .  

1. Adjourn at: 20:59  

Next Regular Board Meeting:  7 pm, Monday, December 6th, 2021