Queens Recreational Boating Association General Meeting Minutes June 25, 2018 I. Call to order The meeting was called to order at 7:05pm by the President Paul Shot. II. Roll call The following members were present: Paul Shot, Cliff Burgess, Roy Payzant, Cliff Mitchell, Mary Mitchell, Gill Wu, Conny Eneroth, Larry McGill, Carol Morse, Brian Flynn, Carla Flynn, Brenda Lawrence. Regrets from Susan MacLeod. III. Approval of Minutes from Last Meeting Upon motion by Roy Payzant and seconded by Cliff Burgess, the minutes of the last meeting held on May 28 th were approved as circulated. IV. Reports A. President s Report (Paul Shot): Summary of current activities including obtaining appropriate fill for fixing the storm damaged areas at the wharf and the member dock ramp. B. Treasurer s Report (Cliff Burgess): 1. June activity. 2. Bank account balances. 3. YTD performance vs 2018 budget. See attachments A discussion took place on what coverages were provided by our current insurance policy, namely general liability, damage or replacement coverage on the clubhouse, canteen and tool shed and directors and officers liability insurance. The deductibles are $1,000. Due to the prohibitive premium cost we do not insure the docks. Upon motion by Carol Morse and seconded by Gill Wu, the Treasurer s report was approved as presented. C. Correspondence (Paul Shot): None D, Committee Reports: 1. Social (Chairperson): TBD a) Report: The Seafood Chowder Dinner was a huge success thanks to the Social Committee s efforts and the member volunteers who made this happen. Also special thanks to Kevin Colp and Mike Jeremy for donating the lobsters and to Mersey Seafood for donating the scallops.
2. Docks & Grounds (Roy Payzant): Ongoing activities: - The mooring lifter has been rebuilt - Material is ready for rebuilding of finger #15 - Stabilization of visitor and member docks not yet finalized - Member walkway repair program needs to be addressed - Yard cleanup required including repair of washed out areas - Repair and connection of the wharf floating dock needs completion See the attached Docks & Grounds detailed checklist for which member participation is needed. - Thanks to Mary Mitchell for planting the flowers in the flower boxes and entrance island. - We need volunteers to regularly mow/trim our grassed areas. Dock space utilization: - 45 spaces paid for - 10 indicated they want spaces but have not yet paid - 4 open spaces 3. House (Chairperson): TBD a) Committee responsibilities: Maintain the interior of the clubhouse including cleaning, vacuuming and general décor. Clean the washroom and shower and keep the washroom supplied to toilet paper, soap and paper towels. b) Report: - Members are requested to monitor the clubhouse supplies and overall condition and advise any of the officers if action is required. 4. Membership (Roy Payzant): a) Report: - 55 memberships received to date (14 social & 41 boaters) 5. Nominations (Susan MacLeod): a) Report not required until 2019. b) Chair responsibility: Obtain candidates for the yearly election of officers and directors. 6. Mackerel Tournament a) Tournament Co-chair: Roy Payzant b) Festival Co-Chair: TBD c) Report: - Prize structure needs to be finalized. - Proposed date is Saturday August 18 th assuming the mackerel are running. Page 2 of 7
7. Summer Student Program a) Chair responsibility: Apply for the annual Canada Summer Jobs Program in December, interview and select candidate(s) and co-ordinate the winning candidate s 2019 summer activities at the marina. b) The program was reviewed with Carol Morse and Brenda Lawrence agreeing to co-chair our efforts to file the necessary application in December. The first step is to formally advise the Canada Summer Jobs Program officials of the change in the marina coordinator. This can be done right away. V. Old business A. Visiting boat Meet & Greet - Telephone answering/messaging system being set up. - Members are requested to meet visiting boats and assist them in docking. B. Invitation to Shelburne & LaHave clubs for visiting boat events in July/August With all our other upcoming activities requiring member participation we will put this idea on hold. VI. New business A. Outside bulletin board repair/replacement Mary Mitchell & Gill Wu have agreed to repair and re-hang the 2 doors. B. 2019 Treasurer candidates for transition by the end of 2018. We urgently need a volunteer to take over the treasurer function. C. Next regular General Meeting of QRBA will be July 30 th at 7pm at the marina. VII. Miscellaneous Discussion Subjects Jam session with Johnny Lake: Will discuss with Johnny how this could be set up. Canteen stove: The current stove doesn t have all the burners functioning. Susan McLeod may have a replacement. Marina 25 th Anniversary in 2020: We need to explore what type of event might be possible including obtaining financial assistance like a Heritage Grant. The grants must be applied for in 2019. VIII. Adjournment The meeting was adjourned at 8:35pm. Page 3 of 7
Docks & Grounds Checklist 1. Adjust the member dock mooring lines at high tide 2. Find the missing mooring line on finger 14 3. Lag bolt loose boards with cleats on member walkways 4. Rebuild finger #15 5. Install the surplus dinghy dock as a regular finger dock 6. Connect the visitor dock water lines and hose reel 7. Repair the wharf floating dock connections torn off during last winter s storms 8. Connect some of the visitor dock chains to dampen movement in storms 9. Yard cleanup day 10. Set up the procedure for maintaining the clubhouse for visitors 11. Set up the marina telephone answering machine 12. Scab on 2X10 planks on the sides of walkway A to make it last until fall when we will tear it down for rebuilding next spring 13. Assess other walkways with broken backs for added side planks 14. Fill in the wharf roadway that was washed out last winter 15. Repair the member dock ramp and paint the railing white 16. Paint visitor dock ramp railings and onshore walkway railings white 17. Move the marina sign board 18. Check if we really need to plow the marina driveway in winter 19. Install posts/buoy on the captains deck rocks 20. Check for missing member mooring buoys 21. Plant flowers at the entrance island and the flower boxes DONE 22. Add 2 signs Membership Required on the entrance island sign DONE 23. Make a new glassed in bulletin board or repair the old one UNDERWAY 24. Install the flags on the flagpole Page 4 of 7
Treasurer's Report - June Activity yy/mm/dd DATE DESCRIPTION CK# INCOME Total EXPENSE BALANCE Saturday, May 26, 2018 Pat Dexter - membership refund 014 $310.00 $15,591.87 Sunday, May 27, 2018 Roy Payzant - new phone for clubhouse 015 $32.04 $15,559.83 Monday, May 28, 2018 Eastlink - Internet & Phone, Jun 4 to Jul 3rd & part May 016 $161.59 $15,398.24 Tuesday, June 5, 2018 Cliff Burgess - stamps/envelopes & vacuum drive belt 017 $31.90 $15,366.34 Tuesday, June 5, 2018 Membership - Larry McGill $100.00 $15,466.34 Tuesday, June 5, 2018 Membership - Larry McGill $204.00 $15,670.34 Tuesday, June 5, 2018 Membership - Kerry Morash $240.00 $15,910.34 Tuesday, June 5, 2018 Membership - Kevin Colp $242.00 $16,152.34 Tuesday, June 5, 2018 Membership - Robert Wilkinson $50.00 $16,202.34 Tuesday, June 5, 2018 Membership - Andy Blackadar $322.00 $16,524.34 Tuesday, June 5, 2018 Membership - Mike Jeremy $150.00 $16,674.34 Tuesday, June 5, 2018 Membership - Lorne McDougall $300.00 $16,974.34 Tuesday, June 5, 2018 Visiting Boat dock fee $35.00 $17,009.34 Tuesday, June 5, 2018 Visiting Boat dock fee $50.44 $17,059.78 Tuesday, June 5, 2018 Roy Payzant - paid Pat Cromwell Plastic Welding dock 018 $700.00 $16,359.78 Monday, June 11, 2018 Fairway Insurance - Marina insurance 019 $4,102.00 $12,257.78 Tuesday, June 12, 2018 NSPI - club power acct # 0550500-3 020 $71.83 $12,185.95 Tuesday, June 12, 2018 NSPI - dock power acct # 1160913-8 021 $75.51 $12,110.44 Tuesday, June 12, 2018 Brady Home Building Centre - dock rebuilding 022 $252.58 $11,857.86 Wednesday, June 13, 2018 Peter Lawrence - mooring lifter rebuilding lumber 023 $492.20 $11,365.66 Thursday, June 14, 2018 Tim Woodford - membership (and donation) $150.00 $11,515.66 Thursday, June 14, 2018 Wayne Cole - Membership $236.00 $11,751.66 Thursday, June 14, 2018 John Lake - Membership $316.00 $12,067.66 Wednesday, June 20, 2018 Roy Payzant - water test fee 024 $30.00 $12,037.66 Wednesday, June 20, 2018 Sobeys Atlantic - canteen supplies 025 $162.17 $11,875.49 Wednesday, June 20, 2018 Brenda Lawrence - lobster paste for chowder dinner 026 $14.97 $11,860.52 Wednesday, June 20, 2018 Faye Levy - creme for chowder dinner 027 $7.18 $11,853.34 Thursday, June 21, 2018 Judy Parsons - dock fee $170.00 $12,023.34 Thursday, June 21, 2018 Don Bishop - membership fee $50.00 $12,073.34 Thursday, June 21, 2018 Garry Morash - membership fee $240.00 $12,313.34 Thursday, June 21, 2018 canteen sales - June 15 Seafood Chowder dinner $651.00 $12,964.34 Thursday, June 21, 2018 50/50 draw profit - June 15th $75.00 $13,039.34 Saturday, June 23, 2018 Bank fee $2.50 $13,036.84 Page 5 of 7
Treasurer's Report - June bank Account Balances Opening balance Dec 31, 2017 $8,201.51 Operating Bank account balance at month end Net change YTD January $8,511.09 $309.58 February $9,422.66 $911.57 March $12,402.61 $2,979.95 April $14,100.38 $1,697.77 May $15,901.87 $1,801.49 June $13,036.84 -$2,865.03 July August $0.00 September $0.00 October $0.00 November $0.00 December $0.00 $4,835.33 Page 6 of 7
QUEENS RECREATIONAL BOATING ASSOCIATION ANNUAL BUDGET - JANUARY - DECEMBER 2018 Budgeted Net Income YTD income YTD Expense Net income YTD Membership $3,700.00 $2,733.00 $50.00 $2,683.00 Land Lease $2,400.00 $0.00 Insurance -$4,700.00 $4,102.00 -$4,102.00 NSPI - Electricity (Club) -$700.00 $362.95 -$362.95 Grants $0.00 $0.00 Grants $0.00 $0.00 Eastlink - Phone + Internet -$1,050.00 $279.82 -$279.82 Winchester - Sewer -$700.00 $0.00 General Maintenance -$2,200.00 $23.78 -$23.78 Snow Removal -$600.00 $552.00 -$552.00 Cap. Improvements Club $0.00 $0.00 Liquor $0.00 $0.00 Training $0.00 $0.00 Misc -$1,400.00 $274.15 -$274.15 Canteen $1,000.00 $726.00 $303.33 $422.67 Junior Sailing $0.00 $0.00 Marina Attendant $0.00 $0.00 Dock Handling (crane services) -$1,680.00 $578.39 -$578.39 Dock Repairs -$2,000.00 $0.00 NSPI - Electricity (Docks) -$640.00 $144.41 -$144.41 Dock Member Fees $11,500.00 $9,321.00 $260.00 $9,061.00 Dock Rental - Visitors $2,400.00 $85.44 $85.44 Cap. Improvements Docks -$5,000.00 $1,663.28 -$1,663.28 Boat Storage ($774-2017/18) $1,974.00 $564.00 $564.00 $2,304.00 $13,429.44 $8,594.11 $4,835.33 Page 7 of 7