Motion: To accept the Treasurer s Financial report for as presented. Moved by: Bob Harris Seconded: Colin Motion carried.

Transcription

1 Fairwinds Sailing Association Annual General Meeting - March 26, 2014 Grady Residence 2779 Murray Victoria, British Columbia 1. 7:10 Meeting called to order. Members in attendance: Doug Gilbert, Vance Johnson, Wes Cieslak, Brian Davis, Colin Grady, Bob Harris, Tony Wass. A quorum was present. 2. Agenda reviewed and accepted. 3. Minutes from last meeting had been previously circulated. There were no questions or further discussion and the minutes were accepted as an accurate record. 4. The current membership contact list was circulated for review/revision. If you were unable to attend, please review the on-line copy of this document and advise the Secretary of any changes. 5. Tony made a few opening comments and then turned the floor over to other executive members for their reports. The Jolie engine saga and move of Massilia to SNSM were two of the year s high-lights (ok, maybe Jolie s engine was a low-light). 6. Treasurer s Report: Brian Davis provided a summary of the club s financial position (revenue/expense report) as well as a budget for the new year. He also discussed some of the assumptions being made for the 2014/15 budget and proposed fee changes. There was substantial discussion of the proposed fee changes and various options for balancing expenses and revenue. See Appendix A for the Financial Report. Skipper upgrades and/or new members will be required to meet the budget target. A major challenge for the co-op has been needing to pay for 2 Jolie engine rebuilds. In order to cover the unexpected Jolie engine expenses, 7 members have loaned the club $800 for a total of $5600 (see minutes of Feb 5, 2014 meeting). Brian has also pre-paid his fees for the new year. The current projection is for a lean year - we have room for skippers on both boats and would like to generate some additional revenue. On the bright side, no significant capital expenses are anticipated for the new year. Brian is also going to review the boat valuations used for insurance with a view to whether we might be able to realize some savings. Motion: To accept the Treasurer s Financial report for as presented. Moved by: Bob Harris Seconded: Colin Motion carried. It was noted that our boat engines are the most costly component of each boat and the hourly engine rate has not been generating sufficient revenue to cover increasing fuel and maintenance costs. Motion: To increase the hourly engine rate to $6/hour for Massilia and $8/hour for Jolie. Moved by: Wes Seconded: Colin Motion carried. It was noted the capital fee structure was set up a number of years ago and hasn t kept up with inflation and actual capital requirements. The capital fee structure essentially allows new members to buy into the co-op and into what the other members have created. It was also noted that several existing members (notably the Jolie skippers) have incurred out-of-pocket expenses for various boat upgrades like the electric windlass on Jolie. It was felt the $600 capital fee (payable as $200/yr for 3 years) was a bargain given the quality of the boats and that this should be increased to $300/yr for 3 years. This increase would not be retroactive, but the new annual rate would be payable by new skippers and any current skipper who has one or more years of capital fees still owing. Motion: To increase the capital fee to $900 (payable as $300/year for 3 years going forward). Moved by: Vance Seconded: Colin Motion carried.

2 It was noted that maintenance (associate) memberships have been popular amongst skippers who would like to take a year off from sailing but retain an active membership status. When first introduced the annual rate was arbitrarily set at $100. It was felt that this should be increased. Motion: To increase the maintenance membership fee to $200. Moved by: Vance: Seconded: Wes Motion carried. Motion: To accept the budget for with the revised fee changes. Moved by: Brian Seconded: Vance Motion carried. 7. Massilia Boat Captain s Report: Wes provided Massilia s report. See Appendix B for the report. 8. Jolie Boat Captain s Report: Doug provided Jolie s report. See Appendix C for the report. A tremendous amount of work has been done on Jolie over the past 2 years. A huge thank you to everyone who has assisted. In particular, we owe a debt of gratitude to our boat captains who have invested innumerable hours. Doug Gilbert has bought a boat and is leaving the co-op and he will be missed. 9. Secretary s Report: website and booking system working well. Our domain name fairwindssailing.ca is up for renewal this year. Jolie s SOP was updated last year (windlass instructions plus pre/post sailing checklists). A few other minor website changes have been made. Booking system accounts will be reset for the new fiscal year and last year s bookings purged. An will be sent out about this when it occurs. If you have already made any bookings beyond April 1, you will be asked to verify them after the purge. 10. There was no Vice-Commodore report. 11. Membership/recruitment was discussed for the upcoming year. At this point we do not have a full complement (i.e. 6) skippers/boat and so there is room on both boats. See Appendix D for the current membership profile (note: the old capital fees are shown in the profile). Membership ads are being run locally with Craigslist and UsedVictoria. Bob is going to look into having decals made up with our club name for the boats. Oak Bay Marine Group does not allow advertising, so we are limited in what we can do dockside. We would like to raise the profile of the club and so if there are forums such as social media websites, blogs etc. that would assist then we would like everyone to assist in promoting the coop. It was mentioned that a new Victoria Sailing Co-op is being created (victoriasailingcoop.ca) at Oak Bay Marina so we are going to have some competition and maybe something complementary to what we offer. 12. Haul-outs: Plans for this weekend s annual haul-out and maintenance were discussed. Wes previously circulated maintenance checklists for each boat by . Please review same and be prepared to assist on the weekend. Miscellaneous: for anyone not familiar with the process, an overview of bleeding Massilia s diesel engine will be done this weekend. Hours on the respective engine meters will also be noted so that we can better track usage. Schedule: Friday 12 noon: Vance and Ray to meet dockside at SNSM. Wes and Mark to drop a vehicle at Vector Marine and meet at the boats shortly after. Both boats depart at 12:30 for Vector. Jolie haulout at 1pm. Massilia at 3pm possibly earlier? Powerwashing and initial maintenance items to be tackled once the boats are out of the water.

3 Saturday 9am - workparties commence at Vector Marine. Hopefully the weather will cooperate and we can get everything complete on both boats on Sat. Sunday - workparties to tackle anything outstanding. Timing TBA. Monday boats go back in. Plans for return to SNSM to be confirmed this weekend. Currently it looks like we have Vance and Bob available and, if possible, it would be helpful to have a couple of more members to assist. 13: Bob is going to look into having emergency placards made up for each boat that would be fixed in a prominent location and show the location of critical safety items: e.g. location of thru-hulls and bungs, fire extinguishers, first-aid kit, flares etc. 14. Election of officers: the following names were put forward for executive positions: Commodore: Tony Wass Vice-Commodore: Colin Grady Treasurer: Brian Davis C&C Captain: Bob Harris Pearson Captain: Wes Cieslak Secretary: Vance Johnson Tony noted that he expects to be away for portions of the year Colin will act as Commodore during any absence. Colin will also receive signing authority. Motion: To elect members to the positions noted. Moved by: Bob Seconded: Brian Motion: Carried. 15: Summer Bookings: a discussion of plans and priorities re: summer sailing was held. Full skippers pay the higher fee and have the ability to book either boat, however, members are reminded to coordinate their summer plans through our respective boat captains BEFORE entering summer bookings into the booking system. Plans should be submitted to the captains during April/May the sooner the better. Each skipper is entitled to up to 2 weeks during summer prime time and longer term bookings receive priority over shorter ones. Massilia skippers have only the opportunity to book one boat, and so full skippers need to keep this in mind when making their plans. If there are unused blocks of time after the initial planning period, then these will be opened up for booking on a first-come first-served basis. This is a co-op and members are expected to work together to ensure everyone has fair and balanced use of the boats. Vance is interested in sailing Massilia to Desolation this summer and Bob is interested in doing the same with Jolie. If other members are interested in coordinating plans with a handoff somewhere like Powell River then please let Vance/Bob know. 16. Brian received a notice from the Oak Bay Marine Group. Moorage rates are being frozen for 2 years which helps our budget. We also qualify for free reciprocal moorage for up to 2 consecutive nights at any of their 5 marinas. Details are available at: A copy of the OBMG rules and regulations is available at: Next official meeting anticipated to be this fall after summer sailing. Next gathering will be at this weekend s haul-out :50 - Motion to adjourn: Moved: Doug No further business. Meeting Adjourned. Thanks to Colin once again for hosting and for the beer and munchies.

4 Appendix A Treasurer s Financial Report 2013/2014 and Budget 2014/15 Fairwinds Sailing & Recreational Association Expense Report as at March 26, 2014 YTD Actual Mar-14 BUDGET Opening Cash Balance (3/31/13): $ $ Membership Revenues: Jolie Skipper Fees 10, , Associate Member (Off Season Skipper) Massilia Skipper Fees 1, , Crew Fees 2, , Maintenance Member Fees Capital Fees Capital Upgrade Fees Joining Fees Upgrade Fees 3, , Kitty Clean-out (net) Member Loan Advance 5, Total Estimated Revenues: $25, , Association Expenses: Society Fee Moorage 7, , Directors' Insurance 0.00 Boat Insurance 2, , Loan Payments 6, , Massilia/Jolie Upgrades Massilia Survey Massilia Haul, Maint & Repairs , Jolie Haul, Maint & Repairs 8, , Hydro (both boats) Bank Exp & Loan Admin (net) Website Total Estimated Expenses: $25, $ 19, Net Operating Income -$ $ less: Prepaid Dues Estimated Bank Balance: -$ $ 1, Unadjusted Bank Balance (from stmt) Loan balance (due 2016) $ 15,916

5 Notes: est. exp o/s $1,288.44

6 Appendix B - Boat Captain s Report (Massilia) Massilia report Wes Massilia received moderate use this year (ca. 140 hours on the engine meter), both through cruising during the high season and off-season racing. The Yanmar motor continues to work well after the previous winter s top-end rebuild and runs quite smoothly at its recommended ~2800 rpm cruising speed. Thanks to ongoing efforts of skippers and crew and Massilia s regular use, the boat remains well maintained and is in very good physical shape. Good news is that no major maintenance issues were reported on the boat this past year, other than a couple of nuisance air-locks in the diesel supply requiring fuel line bleeding. There is also an ongoing issue of minor leakage from the stuffing box that will be addressed during the upcoming haulout. Both running and standing rigging as well as sails are in good condition. Safety equipment on board meets Transport Canada requirements. New equipment installed: * new deep-cycle House battery (120Ah) * refurbished Depthsounder Upcoming maintenance/repairs: * Haul-out is planned for March * The routine engine, rigging, deck and other boat hardware maintenance will be done during the haulout, as per task list circulated among wider membership already. Proposed hardware upgrades (subject to funds being available): * Install a propane cabin heater

7 Appendix C - Boat Captain s Report (Jolie) Jolie report by Doug Gilbert This past sailing season has been a challenging one. Jolie was out of commission until early summer with an engine rebuild and continued to have problems throughout the summer with a final melt down in late August. This upset the sailing plans of several Fairwind members. With the generous support and team spirit of Fairwinds, the engine has been rebuilt again by a competent mechanic. The engine has a complete new head assembly. The cylinders have been bored and fitted to new pistons. All bearing and seals have been replaced. The injectors have been serviced and a new injector pump installed and timed. The primary fuel pump has been replaced and the starter has been replaced with a rebuilt. The mechanic reported that the transition felt alright when turned by hand, and is of a very simple design if it needs rebuilding in the future. When the engine was out of the boat we discovered that the fuel tank was leaking. We removed it and had it repaired (twice). We also discovered that the dripless bearing on the shaft was at the point of collapse, so arranged a haul out and replaced it (once) April or May We finally gave up trying to repair the original furnace, and replaced it with a new one. The new one is working well. It's my opinion that there are no issues on Jolie that need immediate attention other than the usual yearly maintenance items. When funds become available, the dodger should be the first thing that is replaced. Several members have expressed an interest in replacing the mainsail but in spite of it's appearance, it's my opinion that it will hang together for a few more years.

8 Appendix D - Membership Profile Note this was prepared using the old fee structure and does not reflect the fee change resolutions made at the AGM Jolie Massilia Crew Maintenance Capital Cap # Upgrade New Member Brian Burgess 500 Y Wes Cieslak 2,500 Colin Grady 2,500 Brian Davis 1, Y PAID Ray Depuit 500 Y Chris Edley Bob Harris 2, Vance Johnson 1,500 Rich McCue? Alex McFadden 500 Y Bruce Solberg 1, Gary Utley X Not continuing Mark Vogel 500 Y Tony Wass 100 Total (Apr 1) 7,500 4,500 2, ,700 Upgrades 1,000 4, ,800 20,500