O C T O B E R Flag Membership Meeting

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1 O C T O B E R Flag Membership Meeting

2 I. Call to Order II. III. IV. Approval of Minutes of the April 2014 General Meeting Motion to suspend the normal order of business Officer s Reports Commodore Report Glenn Highland Port Captain Report Tim Cannon Fleet Captain Report Gator Cook Rear Commodore Report Doug West Vice Commodore Report Gary Davidson V. Chief Financial Officer Report Tom Mooers 2014 Results, 2015 Budget Agenda VI. New Business Flag Member Dues Increase $10/mo Assessment of $300/year unchanged VII. Report of the Long Range Planning Committee VIII. Election of 2014/2015 Officers and Directors IX. Adjournment

3 Glenn Highland Commodore Building A lovely new front to the Club Tradition We opened the Club and Whites with Style! Success Gov Cup to our Youngest Sailors Trying New Events More Fun Cruising Friendship in the BVI s Hens Rock Stag Cruise

4

5

6 Opening Day 2014

7

8 Governor s Cup

9 Junior Awards Banquet

10

11 Monday Nights at Whites

12 BVI Cruise

13

14 2014 Stag Cruise

15 Active Flag Members

16 Glenn Highland Commodore Transition Onward to our new Bridge and Board Continue to Renew our Facilities Steadily and with Foresight Tradition and Excellence in Yachting The Heart of our Club Try Things Never be afraid to see if something works you never know It s all about attracting and retaining happy members!

17 Tim Cannon Port Captain CdM Facility Status SUP Racks Sabot Dock Refurbishing & Rack Clean-Up Refurbished Race Dock Marina & Moorings Photo by Mary Longpre

18 Marina Currently 161 Available Feet No significant change in Marina occupancy rates

19 Marina Lost Revenue per fiscal year 2011 $93, $94, $45, $55,496 (with year 5/6 over) Need Members to Help to Keep Marina Full

20 Moorings Currently 10 Available Moorings Double Moorings Difficult to Fill Discount Offered

21 Moorings Lost Revenue per fiscal year 2011 $33, $69, $67, $50,585 (with year 5/6 over) Need Members to Help to Keep Moorings Full

22 Gator Cook Fleet Captain Twilights 70 Boats Beercans 45 Boats

23 Team BYC Ryan Davidson Peter Fallon Megan Kenney Gregg Kent New York Yacht Club 2014 Qualifying Series 2 nd Silver Fleet

24 2014 Racing Highlights Feb 2014 Harken Jr. Match Race New Zealand Team Davidson 5 th April 2014 Baldwin Cup Team Race NHYC BYC made Gold Fleet June 2014 Rose Cup Jr. Match Race Match Oakcliff Team Killian 1 st July 2014 Governors Cup BYC Team Killian 3 rd Team Davidson 6 th August 2014 Morgan Cup Team Race New York Yacht Club August 2014 New York Yacht Club Challenge New York Yacht Club Davidson/Fallon/Kent/Kenney - 2 nd Silver August 2014 Long Point Race Week Bolt won overall BYC won the Bell Trophy over NHYC October 2014 US Match Racing Championships StFYC Davidson/Pinckney/Folkman/Kent - 5 th October 2014 Schenck Memorial Team Race NHYC Team BYC 2nd November 2014 Soiland - Southern YC Team Racing November 2014 Seawanhaka Southern YC Match Racing

25 Support Competitive Sailing at BYC! Match, Team and Challenge Racing needs your help Support BYC s Competitive Edge Fund 2014 Activity: Raised $5,144 - from member donations & margarita blend-off Granted $6,045 - to Team Racers, NYYC Challenge Team Balance: $20,014 at September 30 Strictly Voluntary Donations Monthly or One-Time

26 2014 Flight of the Lasers

27

28 BYC Cruise Fleet Branding in the BVI s! Recent Cruises to Cabrillo, San Diego Dinghy Raft Up Sold Out! Potluck! October 21

29 BYC Angling Fleet Interclub Challenge Fishing Tournament Won Every Award and Division against Newport Harbor Y.C. (Thank you Bob Hoose for photo)

30

31 Doug West Rear Commodore Branding & Communications Strategic Initiative Overview Why are we doing this? What is it? (And what isn t it?) How are we going about it? What do we get from all of this?

32 Why We re Working on Our Brand Every so often it s important to be thoughtful about who we are, with questions like What s the BYC Difference? What s our club s personality? What makes us proud to be part of BYC? How do we connect with our community? Clear answers to these questions help us answer another important question Why should others join BYC?

33 Brand Project What It s Not Not a Quick Fix Not a Marketing Campaign Not Trying to Reinvent BYC Brand Project What It Is Confirmation of What Our Members Value Defines the BYC Experience Clarifies Our Voice

34 Brand Project How We re Going About It Looking at BYC from the Inside, and Outside All member survey 350 responses Focus Groups 2 more this Thursday Benchmarking other yacht clubs Interviewing community opinion leaders

35 Brand Project How We re Going About It Branding & Communications Working Group Diedre Bird Dir. Bill Bloomberg Megan Delaney Susan Kenney Dir Cecilia Matuschek R/C Doug West (Chair) Involved Advisors Commodore Glenn Highland V/C Gary Davidson Outside Consultant Don Anderson Paul Blank S/C Peter Bretschger Dir. Max Hampton Ryan Long GM David Robinson

36 Brand Project What Many Members Are Saying BYC is about enjoying our boats, with friends Shared love of the sea Socializing with friends Great traditions, but not stuffy Feels like home Our staff is terrific What a Couple Opinion Leaders Have Said BYC connects with the community, like no other Your clubhouse was looking a bit tired, but the new paint and new entrance what a difference!

37 Brand Project What Do We Get from This? Better understanding of what members want Higher membership satisfaction and participation Informs our long range planning Better sense of our place in the community Organizes our voice for better communication Builds pride and stronger sense of One BYC Helps us attract and retain members

38 Brand Project Thank You Thanks to those who have contributed their opinions and ideas Another opportunity for involvement Two Focus Group Sessions This Thursday 1600 or 1830 Commodore s Gallery Call Gracie Reserve Your Place in the Conversation

39 Gary Davidson Vice Commodore Junior Sailing Strategic Initiative Hired Youth Director Matt Beck Summer Junior Sailing Successes Building New Program Components Engaging non-racing kids and adult sailors Sailing Department Organization Roles, responsibilities and expectations

40 Club Membership Board of Directors Commodore Sailing Department Organization Chart Vice Commodore Rear Commodore Line of Accountability/Reporting Line of Support/Advice General Manager BYC Sailing Department JAC Chair Fleet Captain Race Council Junior Activities Committee Sets direction and supports junior program, advisory only Director of Sailing Development Sailing Director Coaching Staff Head Coach Sets direction and supports sailing program, advisory only Fleet Activities Committee Manages events and supports Sailing Director Adult & Youth Sailing Programs

41 Whites Update Pier Damage Worked with Catalina Experience, SDYC and Conservancy to build temporary pier Conservancy reports permits are under way for new pier Back to beach landings! Water Testing New rules & regs require more stringent testing and reporting New mayor

42 House Committee 2014 Projects Update Replacement dining chairs on order! Casual seating patio furniture for the Bar Deck done! New sign for Bayview Terrace done! New Bayview Room video in 2015 More to come with LRP Report

43 Thoughts for 2015 Focus on Continuous Improvement Focus on Sailing & Fleet Activities SODA, Team Race Invitational, Rose Cup, Gov Cup, Sunkist, 66 Series, Beercans, Twilights & More! Building our Angling & Cruise Fleets Focus on Our Youth Juniors & Young Adults Continue to capitalize on our superb sailing staff Focus on Improving Our Facilities Incremental, smart planning for the future Focus on Membership Facilities, Programs, Events, Member Benefits, Keep Trying New Things

44 Tom Mooers Chief Financial Officer Projected Financial Results 2014 Operating Budget 2015 Capital Projects

45 Comparative Balance Sheets As of September 30, Total assets $7,307,875 $7,189,766 Total liabilities $802,417 $736,634 Members equity $6,505,458 $6,453,132

46 Comparison: 2014 Operating Budget to Projected Results Based on 10 months Actual plus 2 months Projected General Club Food & Beverage Commodore Dues, Admin, Taxes, Depreciation, Insurance, Utilities & Clubhouse Maint. Dining Room, Bar, Banquets & Member events Dec-Nov Budget Dec-Nov Projected Better (Worse) $211,752 $197,063 ($14,689) $81,136 $72,824 ($8,312) Opening Day, Roster & J-Flags ($35,500) ($42,239) ($6,739) Vice Commodore Marina, Moorings, Yards & Catalina $28,181 $52,001 $23,820 Rear Commodore Jr Program & Jr Racing, Communications, Racing, Angling & Cruising Fleets ($261,024) ($266,002) ($4,978) Net Total $24,545 $13,647 ($10,898)

47 2015 Budget Premises Forecast of 542 Flag members Increase in Flag member dues from $230 to $240 per month Continue annual assessment of $300 3% employee wage increase Expected increase in insurance (health 15% and general 5%) Expected rent expense increase: Marina 6% and Catalina Station 5% 5% increase in yards and locker revenue, no increase for shore boat 7% gross increase in moorings in conjunction with potential 25% rent increase from City of Newport Beach

48 Comparison: 2015 Operating Budget to 2014 Projected Results General Club Dues, Admin, Taxes Depreciation, Insurance, Utilities & Clubhouse Maint Budget 2014 Projection Better (Worse) $225,973 $197,063 $28,910 Food & Beverage Dining Room, Banquets & Member events $86,993 $72,824 $14,169 Commodore Opening Day Roster & J-Flags ($43,500) ($42,239) ($1,261) Vice Commodore Rear Commodore Marina, Moorings, Yards & Catalina $5,063 $52,001 ($46,938) Jr Program & Jr Racing, Communications, Racing, Angling & Cruising Fleets ($274,430) ($266,002) ($8,428) Net Total $99 $13,697 ($13,598)

49 Comparison: 2015 Operating Budget to 2014 Projected Results Food & Beverage $14,169 Maintaining number of banquet days, increasing banquet prices Increasing prices for non-member events Vice Commodore ($46,938) Using last years vacancy rate in Marina and Moorings pass through rate increase + percentage of shortfall Rental increase for Marina (small slips), Yard Storage and Lockers Catalina quarterly water testing. Lease rate increases at 5% Rear Commodore ($8,428) Fully staffed sailing department Increasing program fees, plus increased cost for non-members Website redesign (current BYC app available)

50 Designated Funds Freedom Fund - established by special assessment in 1995 Uses: purchase of real property or marina to secure a long term property lease repair or replace major structural damage to facilities resulting from catastrophic events Capital Improvement Fund proceeds from the sale of club-owned Certificates and transfer fees are deposited into this fund plus applicable depreciation Uses: constructing or reconstructing capital improvements or capital additions to the facilities of the club Fixed Asset Replacement Fund funded by applicable depreciation Uses: repair or replace the existing assets of the Club

51 Summary of Designated Funds Values As of September 30, 2014 Freedom Fund $1,113,353 Capital Improvement Fund $ 981,135 Fixed Asset Replacement Fund: $1,336,216 Fund Name Annual Allowance Current Budget Unused Allowance Capital Improvement $234,200 $136,400 $97,800 Fixed Asset Replacement $294,200 $215,600 $78,600 Totals $528,400 $352,000 $176,400

52 2015 Capital Project Budget House: Port: Fleet: Catalina: Kitchen entrance trash enclosure & Bayside fence (CI) $ 110,000 Replace Dining Room AV Equipment (FAR) 16,500 Replace Kitchen Equipment (as needed) (FAR) 16,500 Sabot Dock Decking (FAR) $ 80,300 Sabot Rack Replacement (FAR) 22,000 Replacement Sails (FAR) $ 8,800 Two (2) Club 420 s (FAR) 16,500 One (1) Harbor 20 (FAR) 27,500 One (1) Caribe Replacement (FAR) 27,500 Pavers (CI) $ 4,400 Leach Field System (CI) 22,000 Total w/10% Contingency $ 352,000

53 Questions?

54 Membership Approvals Dues Increase: $10/month effective December 1, 2014 Marina/Parking Assessment: $300 annual assessment unchanged New Business

55 Committee Rob Tyler, Chair S/C Ed DiOrio Jr. S/C Ray Lewis Michael Toerge Kari Bretschger Bob Lorenzetti Kelsey Gram Long Range Planning Report

56 Guiding Objectives: Long Range Planning Report Goal: Build a Facility Master Plan Centennial Roundtable Input Branding Survey Input Align member & staff wants and needs Build on success Attract & Retain Members Address Facility Maintenance Concerns Avoid Doing Things Twice Address ADA Issues Avoid Large Financial Hits Flexible, Milestone-Based Approach Incremental, Manageable Improvements

57 Long Range Planning Report 2015 Major Capital Projects Bayside Drive Approach Finish the Front Kitchen Trash Enclosure Patio Fencing & Storage Area South Parking Lot Fencing Sabot Dock Replacement Dock & Sabot Racks

58 Long Range Planning Report Proposed Capital Projects Lower Level Renovations Phase 1 Waterfront Office Relocation, Locker Room Upgrades, Multi-Purpose/Junior Room Phase 2 Elevator Installation, Flag Deck Snack Bar, Bayside Lounge, Accessible Toilets Main Level Renovations Phase 2 Bar Deck Glass, Bar Back, AV Closet & Elevator Second Floor Renovations Phase 2 Management Offices, Elevator & Service Bar

59 Long Range Planning Report Lower Level Phase 1

60 Long Range Planning Report Lower Level Phase 2

61 Long Range Planning Report Main Level Phase 2

62 Long Range Planning Report Projects/ Communications Office Upper Level Phase 2

63 Long Range Planning Report Capital Projects Preliminary Cost Estimates House & Port Projects BUDGET YEAR ESTIMATED HOUSE PROJECTS ESTIMATED PORT PROJECTS TOTAL MAJOR PROJECTS , , ,000 Kitchen Trash Enclosure, Patio Fencing, South Lot Fencing, AV Equipment, Sabot Dock & Racks ,000 24, ,000 Phase 1 Lower Level, Carpet, Roof Maintenance ,000 16, ,000 Phase 2 Lower Level , ,000 Phase 2 Lower Level, Main Level & Second Floor, Elevator ,000 6, ,000 Phase 2 Second Floor Finish ,000 40, ,000 Restroom Remodel, Race Tower, Patio Furniture

64 Guiding Objectives: Long Range Planning Report Goal: Build a Facility Master Plan Centennial Roundtable Input Branding Survey Input Align member & staff wants and needs Build on success Attract & Retain Members Address Facility Maintenance Concerns Avoid Doing Things Twice Address ADA Issues Avoid Large Financial Hits Flexible, Milestone-Based Approach Incremental, Manageable Improvements

65 Election of 2014/15 Officers & Directors Commodore Gary Davidson Vice Commodore Doug West Rear Commodore Tom Mooers New Business Director Eric Bozza Director Michael Brooks

66 Motion to Adjourn

67 O C T O B E R Flag Membership Meeting

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