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Board Minutes
Board Minutes March 27, 2008
Present: Brian Hill, Bridget Hill, George Heinemann, Reg Brown, Steve Earnhardt, Lauther Parker, Priscilla Parker, Barb Rohrer, Phil Tipton, John Holmgren
Commodore Brian Hill called the meeting to order at 6:05 PM.
Subject: The question is raised as to whether CRYC is a social club with an interest in cruising, or a cruising club with an interest in social events. The significance is in resolving conflicts that arise in scheduling social and cruising activities.
Discussion: Reg: club tradition is to hold a social event on the 3rd Saturday of each month and a cruise on another weekend.
Barb: the original schedule was designed to avoid social/cruise conflicts, not to show a preference.
Steve: the bylaws state the club’s purpose is to build comradeship aboard our boats; we may have evolved over time. However, “to promote recreational boating” was the original stated goal.
Phil: those who want to cruise (there are fairly few) will reduce social function attendance, should a conflict occur, only minimally. Perhaps cruises should be scheduled opportunistically based on the weather.
Lauther: his preference is to have the cruise and club meetings simultaneously at the cruise overnight mooring location.
Phil, Barb and George: we should avoid simultaneous cruise/social events if at all possible.
Reg: the majority of the members attend the social events. There shouldn’t be a cruise scheduled to conflict with that.
Consensus of attendees was that non-cruising members will not travel any significant distance to a mooring site to join cruising members for a social event or quarterly meeting.
Majority opinion: CRYC is primarily a social club with an interest in sailing. Cruises shouldn’t be scheduled to conflict with monthly social events. It was emphasized that those who wish to sail on Saturdays when club socials are scheduled should use their own discretion in making their decision.
Subject: The following revised 2008 activity schedule was developed for cruise/social functions:
Cruising:
April 12/13 Hamlin Sound
May 30/31 Moise Island
June 14/15 Steamboat Landing
July 4 Charleston Harbor; raft-up for fireworks/overnight
August 30/ Dataw Island – Labor Day Weekend
September 1
September 13/14 Sunset Cay, Folly Beach (location tentative)
October 11/12 Bohicket; CORA’s party weekend
November No cruise
December No cruise
Social: (Brian noted that all meetings will be 6 PM at the Power Squadron building on Orange Grove Road unless otherwise indicated and each will be a pot-luck dinner).
April 3rd Saturday, the 19th
May 2nd Saturday, the 10th
June 3rd Saturday, the 21st, a quarterly meeting
July Combined with the Scavenger Hunt, the 19th, (location tentative)
August 3rd Saturday, the 16th
September 3rd Saturday, the 20th
October 3rd Saturday, the 18th
November 3rd Saturday, the 15th
December 2nd Saturday, the 13th
Subject: Quarterly Meeting Voting Rules
Motions of extraordinary significance, such as a change to the bylaws, cannot be made and voted on in the same meeting. The requirement is that at least a 30 day notice must be provided to the membership prior to a scheduled quarterly meeting. Any member with such an issue to raise may request and attend a board meeting to submit a motion. The motion will be made known to members by email and/or the website prior to the next meeting, assuming the 30 day notice requirement will be met.
General business issues may be proposed and voted on the same meeting.
Brian noted that there are four official club meetings. They are March, June, September and December. All others are social events. However, club business can be conducted, assuming a quorum.
Meeting was closed at 7:38 PM. Respectfully submitted,
John Holmgren, Secretary
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Board Minutes March 15, 2008
Present: Brian Hill, Steve Earnhardt, Lauther Parker, Barb Rohrer, Phil Tipton, Bob Roffe, John Holmgren
Commodore Brian Hill called the meeting to order at 5:10 PM.
Treasurer Steve Earnhardt submitted a report showing a current bank balance of $2270.98.
Subject: The password to CRYC’s ISP is lost making maintenance of the account with Domain Registry of America not possible at the moment. Steve will resolve.
Subject: A motion making the treasurer’s report web site password protected passed unanimously.
Subject: A motion to make the club by-laws web site password protected was defeated in the interest of providing club members and prospective members with as great transparency as possible.
Subject: Barb Rohrer proposed changing the CRYC web site domain service to NetFirm. Reasons put forth in favor were, 1.) cost is about $10.00 per year with no additional service charge, 2.) lists such as the membership roll can be changed dynamically rather than having to change and upload the entire list, 3.) data base capability is provided. Reasons put forth against were, 1.) we would have to create and maintain the web site ourselves since no web site tools are provided, 2.) passing on the responsibility for maintaining the web site to the next web master with a proprietary web site design and no standard tools or support service would present difficulties.
Voted: Barb and John research the possibility of making the change and report back to the board within 60 days.
Agreed: building a new web site by this year’s service contract expiration date of April 22 is not practical. Therefore, our agreement with CRYC’s current web site service, Easy Club Web Sites, will be extended for one year. The vote taken at last month’s board meeting to extend our ISP service for 9 years at $165.00 stands.
Subject: Cruising and club meeting schedule (as I understand it from my notes):
April 12/13 - cruise and meeting at Hamlin Sound. Meeting will be held aboard the boats.
May 10 – member meeting at Orange Grove Road facility
May 30/June 1 – cruise to Moise Island
June 14 – member meeting at Orange Grove Road
June 21/22 – cruise to Steamboat
July 18 – Scavenger Hunt Captain’s party Friday Evening – location unknown at present
July 19 – Scavenger Hunt – origination and ending location unknown at present
Aug 16 – member meeting at Orange Grove
August 30/Sept 1 – cruise over Labor Day week-end to Dataw
Sept 20 – member meeting and possibly a cruise as well to Sunset Marina at Folly Beach – Barb will
Inquire with the marina if that can be accommodated
October 18/19 – cruise – destination unknown at present
Subject: A chairperson is needed ASAP to organize the Scavenger Hunt. Brian will call for a volunteer at tonight’s meeting.
Meeting was closed at 6:04 PM. Respectfully submitted,
John Holmgren, Secretary
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Board Minutes February 16, 2008
Present: Brian Hill, Steve Earnhardt, John Holmgren
Commodore Brian Hill called the meeting to order at 5:15PM.
Treasurer Steve Earnhart presented the cash flow statement from January 1, 2008 to present. The balance is currently $2265.23.
Subject: Web site domain renewal: a renewal for 9 years costing $165.00 was approved due to substantial cost savings over yearly renewal. Notices from the provider will be mailed to the CRYC post office box and emailed to Reg Brown’s address.
Subject: South Carolina Federal requires a physical mailing address as well as the post office box address. Brian Hill will request an OK from the Power Squadron to use their Orange Grove headquarters as CRYC’s mailing address. Pending.
Subject: Use the web site as a repository for all club information such as bank statements, pass words, board minutes, etc. That way a continuum of information will be available to present and future club members and officers. Confidential data can be secured by pass word. Also find out how to post the newsletter to the web site. John Holmgren will research. Pending.
Subject: Scavenger Hunt and especially the method of soliciting donations from merchants. To facilitate asking for gifts Brian’s thought is that we use the proceeds from it to finance a Big Brothers - Big Sisters sail where CRYC members take out a number of small groups of these disadvantaged kids for a 2-3 hour sail around the Harbor. After the sail we have a cook-out at the Cooper River Marina for everybody. This is a good way of doing something fun for the local community, gets us some free publicity and makes it easier to ask our sponsors for gifts rather than trying to get something for nothing, since CRYC is not a charity. Pending but unassigned.
A date for the event needs to be fixed soon. The entry price per boat has been $45.00. Steve thinks it should be raised to $50.00. An event chairman needs to be determined to resolve these issues. Pending but unassigned.
Meeting was adjourned at 6:15PM. Respectfully submitted,
John Holmgren, Secretary
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