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Minutes from the LYC BOARD MEETING
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 Click here for a printer friendly version of the NOV 2007 Board Minutes  or 
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LEWES YACHT CLUB
BOARD MEETING
NOVEMBER 18, 2007
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Members present:
| Bill Purnell |
Jud Bennett |
Don Bland |
Nick Carter |
| Bob Edelen |
Peggy Kernehan |
Richard Martin |
Connie Miller |
| Kathy OHanlon |
Dana Orton |
Bob Petterson |
John Sarik |
| Ed Wyatt |
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Members absent (unexplained):
The meeting was called to order by Bill Purnell, Commodore, at 10:02 a.m.
Minutes: A clarification in the minutes was stated by Richard Martin concerning the Marina report. Rule #8 needed to be stated in more detail in the minutes.
Only LYC members are authorized to use the launch ramp. (LYC membership identification is required). A member may launch any boat as long as the member will be using the boat. It is not the intent to launch boats for use by guests without the member being aboard. Members launching their own boats must have a valid ramp sticker affixed to the trailer. Members using a non-member boat and trailer will be issued a temporary parking permit for use while parking on LYC property.
Motion to approve the clarification, 1st Petterson, 2nd Carter, approved.
Treasurer’s report (Bland): Cash flow is up due to the minimums collected by Oct. 30. The minimums for 2008 are reflected in the report as a new line item “minimums next year” of $147,300. Minimums remaining for 2007 are $33,046 (some of these funds may be monies added to the member’s card and will be carried over to 2008). The October statement contains the fiscal year budget. The marina, pool and sailing are closed for the season. Under the General accounting, the dues have been collected. The books have been delivered to the auditor. A donation to the Lewes Fire Department has been mailed. The Safety Audits require an SOP for all departments by February. The Safety Audits required all storage of chemicals be noted by signage. As was suggested in October, the insurance company is working on the bonding of all individuals who handle money/fees.
N. Carter: J. Campanelli submitted a draft SOP for all committee chairs which is available online. The drafts should be ready by the December meeting.
Purnell: I will review the SOPs and make editorial comments then there will be an Executive session to overview the SOPs.
Valeria: John’s draft is good but does not apply to the marina. We are working on a SOP for the dock masters which will need to contain a plan for hazardous waste.
Purnell: Try to have a draft in December.
Wyatt: Campanelli’s SOP was just a suggested plan.
House (Hasting): The holiday season is upon us and LYC will have a busy season. If anyone is interested in last minute help with parties either at the restaurant or in your home, let us know.
Events for December:
12/1/07 Craft Show and Buffet Luncheon
The Craft Show is completely sold out with people waiting for tables. 10:00-4:00
Lunch will be served 11:00-3:00 for $9.00
12/16/07 Board and Brunch
Brunch will be served from 11:00-2:00, $13.95 adults and $6.95 children.
12/15/07 Closed for Pub Night
12/28/07 Closed for Friday Night
12/31/07 New Years Eve
There will be a fabulous buffet with some of your favorites like carved tenderloin, roasted leg of lamb, lobster ravioli and much more. We will be serving both upstairs and downstairs with music in both places. Reservations will begin on Dec. 1 for members only and on Dec. 8 for parities of members with guests. The cost is $60.00 per person and $120.00 per couple gratuity included for dinner. It also includes Champagne toast and party favors. There will be a cash bar available. Be prepared to prepay with a 48 hour cancellation so we may have the opportunity to fill the vacancy. We had a great time last year and I hope you will all join us.
Private functions: 12/1, 12/4, 12/8, 12/9, 12/11, 12/12, 12/15
October Club Business was up 36% over 2006 and banquet business was up 21%.
There will be a 5% increase in prices in the clubhouse beginning January, 2008 due to increased costs. There will be a 10% increase in banquet charges (this will not affect banquets already booked and priced).
Edelen: The Board does not need to approve price increases as the House committee can adjust prices according to the need. However, the increases need to be stated in the newsletter.
Purnell: The Board should have a motion of support to the increased prices.
Edelen: All costs are up: utilities, food, etc.
Bland: The city changed the billing of utilities.
Edelen made the motion:
The Board supports the modest increase in the prices to put the clubhouse back on track financially. 1st Edelen, 2nd Bennett; approved.
O’Hanlon; Does the increase also apply to sodas?
Purnell: The restaurants in town were slow last Friday while the clubhouse was busy.
Marina (Valeria): The marina is closed with little activity. The marina committee requires an Executive session.
Motion: Dick Valeria may attend the Executive Session for the marina committee. 1st Edelen, 2nd Bland, approved.
Pool (L. Carter): The pool is closed. The pool is covered but the cover needs to be repaired or replaced. The repair will run $6400 and a new cover will cost $12,500. The committee met and is ordering the new umbrellas that have been included in the budget. We will combine the order with the ones for the outside deck of the dining room. There will be classes for the pool operators and Jud Bennett and Laurie Carter on certification of the pool operators.
Edelen: What are the plans for the early registration of the swim team?
L. Carter: Letters went out with the fees of $85/200 and no multi child discount. There were 5 complaints from non-members. We checked the fees of other swim teams and we compare with the surrounding teams. The open registration of 11/1 to 11/15 was changed to 2/29 with new swim team’s members able to register after 3/1. Information will be in the newsletter and /Quick Notes.
Sailing (C.Miller): The Bar Committee removed the racks. All of the LYC boats are off the beach and on the racks. Next summer the racks will be moved. Members were notified to remove their boats from the racks that they rented. We have received calls about lessons.
Youth: No report.
Grounds: Rodney Robinson emailed the committee’s budget to the Finance committee which was fine including the mowing costs.
Maintenance (Wyatt): The safe will arrive the week of Nov. 20. It will weigh 175 lbs and have a drop box with a front slot. The parking lot was repaired and regraded by Bob Edgell and his company. The Board will express their gratitude with a gift certificate and thank you note. The ceiling in the dining room and downstairs will be taped and spackled. The flag pole light was fixed as there was water leaking into the receptacle.
Motion: A $500 gift certificate will be issued to Bob Edgell as an addition to his minimum card.
1st O’Hanlon, 2nd Petterson; approved.
Purnell: The additional security cameras have come in.
Wyatt: The cameras will be installed with some adjustments to the original plans. There will be 2 monitors rather than the original 1. The cameras were $614.
Membership (B.Miller): Deposits have been made of $305,950 plus $18,475 of income from credit card payments of the annual bills for a total of $324,425 income from membership activities in the past month. There have been 12 resignations. Eighteen members have taken a Leave of Absence, a record number for the option.
The Wait List now stands at 241 names, an increase of 6 names.
Thirty one members did not pay dues by the Oct. 31 deadline. Late notices were mailed on 11/5 and 17 members remain delinquent.
Motion: The Board will approve the following Legacy members:
1. Kristen Gussett-Hatfield; Sponsors-John Sarik & James Gussett
2. Christina Maull; Sponsors-Margaret Maull & John Henriksen
1st C. Miller, 2nd Petterson; approved.
Lewes Printing will be closing for 4 days so all reports need to be submitted today.
Each member of the Board, as well as several Committee Chairs, received an email from a member concerned about the marina project. It was a very even handed discussion of his impressions and concerns about the issues. Another email from another member was also sent to everyone requesting that the original email be published in the next newsletter. I would like to suggest to the Board that this be done and that it be accompanied by comments from the Marina Committee.
Valeria: I am not in favor of editorials.
Edelen: I am not in favor of putting the email in the newsletter, it is not needed.
Purnell: Motion?
N. Carter: It is an evolving issue and it does not need to be put in the newsletter.
Valeria: One person who voiced his opinion is not on the waiting list.
B.Miller: The letter from the member was sent to me and I gave it to Bill Purnell as it complained about dues, minimums, etc.
The questionnaire has been tabulated and the results sent by email to each Board member and the appropriate Committee chairs. No correlations have been done. If a committee chair has an interest in a specific correlation, please let me know. Overall, I think it is safe to say that the majority of the membership approves of how LYC is being run, that many members (in spite of the newsletter, Quick Notes and the web site) are not well informed about specifics of LYC activities (the marina project, the pool operation, the dining operation, etc.) and that, notwithstanding comments concerning the need for “new blood and new ideas”, relatively few members want to be involved in improving things at LYC. I would like to put the tabulated results in an upcoming issue of the newsletter, on the web site and perhaps in the Quick Notes, so the membership can study the results for themselves.
The Membership committee requests an Executive session.
Motion: Bill Miller may attend the Executive session for the Membership committee. 1st Bennett, 2nd C.Miller; approved.
Finance (N. Carter): The Finance Committee met on 11/13 to review the actual 2007 fiscal year-end numbers and to update the 2008 budget. We also reviewed Capital Improvement requests for the CRF.
With input from the House Committee and due to rising costs, the finance committee discussed a possible small increase in traditional menu and bar items for fiscal 2008; all other quoted items shall remain the same for 2008.
The Finance Committee determined that the Income and Expense Report should be changed to a Cash Flow Statement to show money in and money out for a clear picture of where the money comes from and where it goes. We had a short discussion about the dining minimum and dues payment frequency.
The Finance and Marina Committees have begun discussions on several scenarios for the new marina financing with various options and alternatives. These discussions are ongoing and open to all members who would like to participate.
Several items have been budgeted for 2008 including new storage facilities so you may see some construction adjacent to the pool equipment room in the near future.
Once again, our objective is to be fiscally responsible; therefore, all Committees are encouraged to adjust their requests for the benefit of the entire membership. The Finance Committee meetings are open to all LYC members, suggestions and questions should be directed to me (Nick Carter).
A complete financial report was distributed to all members of the Board.
Page 3, Dept. 10 Clubhouse, was discussed. The clubhouse budget for 2008 is -228,564.43 (2007’s actual was -217,373.00),
The CRF (Dept. 90) received $14,400 from initiation fees.
Martin: This was good budgeting of the CRF.
N. Carter: This gives us an accounting of what goes in and out.
Petterson: Will the new storage area be attached to the building?
Purnell: No, if it is attached it must be included in the sprinkler system. There is 600’ left in the footprint that can be used.
Petterson: Who is doing it?
Purnell: When we get drawings, it will go to the House and Finance committees. Petterson will now chair a committee to review the drawing.
O’Hanlon: Will it be general storage?
Purnell: Presently, we are renting space for all areas as all areas need storage. This storage will hopefully be completed by summer 2008.
Burgeemeister (Petterson): Nothing new but there is room for more.
Old Business:
SOPs, at least in draft form, are due in December.
New Business:
All committee lists should be updated and emailed to Peggy Kernehan.
L. Carter: The backwashing pipe may be a problem with the storage building.
Petterson: Pumping any chemicals across the road is illegal.
L. Carter: It is the same way that the backwashing is done since 1986, it is grandfathered. It could be piped across to the grass.
Wyatt: The wash on the dumpster side should improve due to the dry well of stone 15” deep.
Bennett: The pool committee will discuss this issue.
Membership: No comments
The meeting was adjourned at 11:20 a.m. 1st Edelen, 2nd Petterson, approved.
The next Board meeting will be held on December 16, 2007 at 10:00 a.m.
Respectfully submitted:
Peggy Kernehan, Secretary
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| posted 12/3/07 |
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