Oakville Yacht Squadron Executive Committee Meeting

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1 Minutes of OYS Executive Committee Meeting Page 1 of 6 Date: Attending: Regrets: Guests: Oakville Yacht Squadron Executive Committee Meeting Start Time: 19:30 Location: Crow s Nest Adjourn Time: 22:00 Don Fitzsimons, Bill Frenke, Leslie Frenke Cynthia Robins, Larry Waters, Warren Hambleton, Peter Urwin, Graham Knight, Sandy Kennedy, Joel Hundert, Edith Sandford, Rupert Crighton Jeff Kirkpatrick, Pierre Perrenoud, Richard O Hare 1. Quorum Call 1930h Called to order by Don Fitzsimons 2. Minutes of Previous Meeting May 12, 2015 Motion to accept: Peter Urwin Seconded: Warren Hambleton Discussion: None Amendment: None Carried: Unanimous 3. Business Arising from Minutes See directors reports 4. Directors' Reports 4.1. Don Fitzsimons, Commodore Council of Commodores Meeting: o City of Toronto Yacht club leases all expire in 2025 for consistency. An exception was made for IYC in order to allow them to get financing for new docks and to continue in operation. The other clubs expect that their leases will be changed to reflect that of IYC, to maintain consistency on all Toronto leases. o Toronto Island Airport plans no increase of total traffic numbers, but the use of the C series jets would see a substantial increase in the number of passengers served. Billy Bishop is maintaining it's ratio of 50/50 on general and commercial departures and landings. The present 202 slots will not be increased. Due to the longer roll out of the jets, an increase of the runway length is required but no increase of the exclusion zones is contemplated. o New insurance for yacht clubs is available, to cover legal costs in abuse cases and is available through Bill Tibeault or Richard Bissonnette (BHYC). o MPAC is presently in a mediation process with the Toronto Yacht Clubs who expect that the outcome will be based on a separate settlement that RCYC has

2 Minutes of OYS Executive Committee Meeting Page 2 of 6 obtained with MPAC in separate negotiations. The RCYC settlement negotiated by Peter Milgard will return $550,000 in taxes to RCYC as a lump sum payment to RCYC. OC and OPBC Sailpasts: Commodore and Mrs. Fitzsimons attended both with cordial reception at both. Jason Woodham commodore at OPBC will attend our sailpast. Please extend every courtesy to him and his wife Caroline, they will be on Murray Souter's boat. In an unrelated issue OPBC has heard nothing from the town on their lease. Harbours discussion with town: Meeting scheduled for the 16 th Sailpast: I hope to see you all there and anyone that can, please take a new or BAB member with you on your boat Leslie Frenke, Treasurer YTD Financials: Revenues (including membership and mooring) are a little less than budgeted but reasonable. Bar revenues have tended to be lower, hopefully bar revenues will increase with summer activities. Expenses are similar to last year, and insurance/rental costs are now allocated monthly. Does not see any decline in service to members and reasonably good cash position to go to end of year. In August, lease payments will be paid monthly rather than once per year. Contingency fund is usually set at the cost of 1 year of membership payments Leslie will review this and determine whether contingency needs to be increased. Insurance: Club s insurance is with UFANS - Endeavour Insurance is the insuring body. Cedric Miller is agent. Flag officers have been given a copy of the policy no changes from previous year. Insurance has been paid up to April It is a marine insurance policy. There is a separate policy for sailing school boats. Sailing school dinghys are insured for present cost, not replacement cost. Directors liability is a separate policy and comes due in July. Question is the old lighthouse covered? It s a historical building and OYS has the deed of ownership. Leslie to investigate. Question is the BAB program included and covered in our insurance? Are the sonars insured for racing? Leslie to investigate Cynthia Robins, Secretary Update on Reciprocals: Two lists have been prepared: a) List of clubs who have sent OYS reciprocals; b) list of clubs to whom OYS has sent reciprocals. Decision by EC post the larger list (everybody to whom we have sent reciprocals). Macassa Bay Yacht Club letter re Ontario Sailing: MBYC does not support OSA ban on non-osa clubs participating in reciprocals and is seeking input from other clubs Motion: OYS allows reciprocals to clubs who offer reciprocals to us regardless of whether or not they subscribe to OSA; however, their members cannot race in our races or regattas unless they can provide evidence of membership in a US equivalent or equivalent Canadian sailing body. Moved: Cynthia Robins Seconded: Sandy Kennedy Discussion: Discussion about US sailors. If they can produce an equivalent subscription for racing purposes they get reciprocity and they can race. Carried: Unanimously

3 Minutes of OYS Executive Committee Meeting Page 3 of Peter Urwin, Property Director New Anti-Smoking Law: Now no smoking in the licensed patio and any areas where they serve food. Have to inform membership we now have signs up at the club and a notice in FTD, and the ashtrays have all been moved beyond the no smoking limits huge fines for individuals and clubs. Thanks to Peter Fire extinguishers: have been inspected. Propane tanks: to be inspected tomorrow have to do this every 10 years. Cleaners: Currently twice a week, effective July and August, will be cleaning every day Monday to Friday (not on weekends). Comments about cleaners not cleaning properly Suggestion a binder where people can write comments Peter to implement. Painting: Sailing school instructors will be here a week prior to the start of sailing school. Warren would like them to paint the sailing school and asked Peter if he had pain in the clubhouse colour Peter has a can budget for additional paint to be split between Property and Sailing School Bird Spikes: Club has purchased the bird spikes and would like them installed on the crane. A new member Dave Carnevale owns a tree service and a large lift crane and would do these jobs for volunteer hours Graham Knight, Harbour Master Graham to follow up with Dave Carnevale and property master re bird spikes (4.4). Non-payment: Two dry sailors haven t paid membership or drysail fees Dirk Kneulman and Jackson Sustronk Graham will tell them to pay or move the boats New drysail boat: Dash J27 owned by Andre Beese Graham has paperwork Edith Sandford, House Director Financials: The house is low on revenue. Expenses are down despite repairs to bar fridge. Deficit of $3K at present, but there are a number of upcoming private functions which should make up the deficit. Events: Conflict between private function on Wed June 10 and race night. $2 drinks and pizza rather than burgers. Inspection Items: o A food inspection was recently conducted and the inspector mentioned that Adele cannot prepare her burgers off-site. Adele is working with Edith to prepare the burgers Wed afternoon in our kitchen. o If we have a caterer we have to get their inspection certificate (including the food trucks for the regatta). o We have to have a list of water and electrical outlets. o Inspector identified the new non-smoking regulations and what we had to do. o Karen is putting all of this together. TGIF: TGIF got off to a great start. No TGIF the Friday before Sailpast. Phone: Karen is often in other parts of the clubhouse and can t get to the phone when it rings. Edith suggests a wireless phone. Decision by EC purchase a multi-unit cordless phone set.

4 Minutes of OYS Executive Committee Meeting Page 4 of Rupert Crighton, Race Director OC Racers: Myringa OC racer has been racing but has not paid the fees Rupert to follow up. Racing Programs: Different race program this year some changes A and B series are sequential not alternating, Thursday flying sail program mixed reviews Race Officer: There has been an adjustment from previous RO. Not ready to make a personnel change. Key to office: Decision by EC Carlos needs a key Peter to follow up 4.8. Joel Hundert, Cruising Director Officer of the Day: Full. No openings all season Cruises: For cruises where there is no cruise captain, the budget will roll over to other cruises. RCYC: Indicated that they will only be able to allocate 10 boats. However the cruise is full. Joel will do a draw Jeff Kirkpatrick, Membership Director (absent) Cynthia Robins on behalf of Membership Director: New Member: Martha J. (Marti) Lepinski as associate. Marti is a member of YMCA and a friend of Peter Urwin. She is crewing regularly and has started to attend TGIF. Good addition to club: o Moved: Cynthia Robins o Seconded: Graham Knight o Discussion: None o Carried: Unanimously Membership Resignations: Robert Glegg (Jolina) has unexpectedly asked to resign with no reason. He also stated no refund expected and was very gracious in his to membership director. Don to talk to him and offer some refund. Sailpast: The following new Full members will be presented with an appliqued burgee: o Greenfield. Carnevale, Burwell, Santianna, Frost, Harris, Opitz, Waters Membership-Mooring Issues: o See harbourmaster report re Dirk Kneulman and Jackson Sustronk Potential New Member/Mooring: BryanSimsfromBronteislookingtomovetoOYS and drysail his Olson 30. Response is with Harbourmaster. Graham has given him rates and he will think about it Sandy Kennedy, Publicity Director Windjammer: Reminder June 23 is deadline for articles for summer edition of Windjammer. FTD: Sandy usually puts it together Monday, looks for late entries Tuesday morning and it goes out Tuesday afternoon. Emergency addresses: Sandy to give bounceback list to Karen who will update (once per year)

5 Minutes of OYS Executive Committee Meeting Page 5 of Warren Hambleton, Sailing School Director Instructors: Head instructor and adult instructor started June 1 have already started adult lessons. Started today with a new outreach program with Clanmore Montessori School 4 half-day courses in June. New Club Boat: Commissioning of Capri 25 (Wee Beestie) and sea trial have been done. Survey has come back, one small issue of navigational lights that has been corrected. Andre has agreed to be an ambassador to the BAB program and sail with people on the boat. Laurie to cut a cheque. Adult lessons: 20 registrations already, targeting 25 Registrations: $109K, same as last year, plus an extra $5K for opti charters Programs and Equipment: o Opti racing program is very successful o PanAm rib that OYS will acquire after games is at CO2 right now. o 2 of the charger 420s are already in service and signed up for August hoping to have all 3 signed up in July o First regatta in Sarnia, one at RHYC o Repair bills are down, partially because the boats were better stored last year. o o Engines/motors are running well Maddie head instructor shopped around for T-shirts for the program able to reduce cost from $2500 to $1600 burgee with sailing school underneath fewer colours Larry Waters, Borrow-A-Boat Interim Director 14 members in BAB program to date. Over break-even cost. Most of BAB program does not have exposure to the other programs and they want to be part of the club. BAB members had a get together on Sunday well attended Bill Frenke, Past Commodore Regalia: Sue Richards will be taking orders for clothing regalia at Sailpast. Costs - Jackets - $60, ladies t shirts - $20 mens $15 golf shirts $40, aprons $15, sizing will be available Wednesday and Thursday, orders will take 4-6 weeks. Get Out On the Water: June 20 Ontario Sailing has put out a poster with dinghies on it. Program is to gather at noon orientation sail between 12:30-3:30, then back on shore for a bbq. Bill has put on the volunteer website 4 hours for members to take the public out on their boats. The public has to buy a ticket the cost is free but they have to sign up. GHYRA week: Starts Sunday July 5 GHYRA fleet will be in Oakville Harbour on Wednesday july 8 joint OYS/OC venture estimate about 30 visiting boats. OC will look after majority Easter Seals Regatta: July 18 poster is up 2 elements for registering on Easter Seals website the registering is to be a sponsor or donor, not a racer. Bill would like the OYS website to be available for race registration. Bill and Sandy to coordinate. Bill has applied for an extension to the grounds for liquor licence after racing there is a silent auction and food tasting being hosted by OYS want to encourage members to support Easter Seals.

6 Minutes of OYS Executive Committee Meeting Page 6 of Rich O'Hare, Vice Commodore (absent) No report Pierre Perrenoud, Rear Commodore (absent) Cynthia Robins on behalf of Rear Commodore: Fleet Review: 6 boats signed up as hosts and 14 couples as visitors. Winners for best overall appetizers, beverages and sea jokes were: Current Affair 1st., For Pete s Sake 2 nd, Isotope 3rd. A good time was had by all despite inclement weather. Total cost of prizes and decorations $ It was difficult to get host boats to register for the event as well as visitors. Cost of appetizers and beverages borne by the hosts may be a factor in the lack of registrations but the low visitor turnout was disappointing. Suggestions are welcome for increasing turnout. The event was advertised in three consecutive FTDs and was on the club calendar. In future it is recommended that the club set a budget for this event, offering perhaps a $35 club contribution to each host boat for their appetizer and beverage costs. Additional feedback from club members was that this event should be held on alternate years. Pictures and writeup will be included in the Windjammer next issue. Don suggests that the Fleet Review event be moved to July 1 coincide with the Canada Day festivities. 5. New Business See directors' reports 6. Next Meeting Tuesday July 14, 2015, Crow s Nest 7. Adjourn MOTION to adjourn Moved: Peter Urwin Seconded:Graham Knight Carried: Unanimously Adjourn: 22:00

Oakville Yacht Squadron Executive Committee Meeting Start Time: 19:30

Minutes of OYS Executive Committee Meeting Page 1 of 5 Date: Dec 13, 2016 Attending: Regrets: Guests: Oakville Yacht Squadron Executive Committee Meeting Start Time: 19:30 Location: Crow s Nest Adjourn