Cal Sailing Club - Executive Committee Minutes
Meeting Date: Apr 19, 2020
Start Time: 6:18 PM
End Time: 6:52 PM
Location: Virtual
ATTENDANCE
|
Title |
Name |
Code |
Present |
|
Commodore |
Mary Lucus-Flannery |
MLF |
Y |
|
Vice Commodore (co) |
Lonnie D. |
LD |
N |
|
Vice Commodore (co) |
Christina Polito-Halter |
CPH |
Y |
|
Vice Commodore (co) |
Min Lee |
ML |
Y |
|
Vice Commodore (co) |
Tone Toe |
TT |
N |
|
First Vice Commodore (co) |
James Clarkson |
JC |
Y |
|
First Vice Commodore (co) |
Memo Gunay |
MG |
Y |
|
Second Vice Commodore (co) |
Sofien Sehiri |
SS |
Y |
|
Third Vice Commodore |
Ryan Alder |
RA |
Y |
|
Rear Commodore (co) |
John Bongiovanni |
JB |
Y |
|
Rear Commodore (co) |
Jennifer Johnson |
JJ |
Y |
|
Port Captain (co) |
Kevin Corcoran |
KC |
N |
|
Port Captain (co) |
Brenden Kallaby |
BK |
Y |
|
Treasurer |
Peter Kuhn |
PK |
Y |
|
Secretary |
Carolyn Brown |
CB |
Y |
-
Officer’s Reports
- Commodore report - I attended a call to DBW to hear what other aquatic centers are doing. How do we get ready and what can we do while we are closed? A lot of places are doing online education while they are waiting for the all-clear. Each officer may have ideas for their area. We can create ad-hoc communication groups to explore ideas and support what any officers want to do.
- 3rd Vice - Dr. Who is at BMC for a bottom job. Not really practical to do the standing rigging while SIP.
- Rear commodore - we are starting video lessons for novice and junior sailors to keep the momentum going while we are shut down. We are exploring options that we can do outside of a classroom.
Treasurer’s Report - Proposed Budgets (motions are at the end of the minutes)
|
Prev Authorized FY Budget |
Prev DBW included |
Actual thru 4/19/20 |
Proposed Budget 4/19/20 |
DBW included in proposed budget |
change vs previous budget |
DBW remaining |
non-DBW remaining |
||
|
Expected Income |
|||||||||
|
Memberships (Regular and windsurf locker) |
$195,000 |
$202,622 |
$203,000 |
$8,000 |
$378 |
||||
|
DBW reimbursement |
$40,000 |
$40,000 |
$17,817 |
$21,576 |
$21,576 |
($18,424) |
$3,758 |
$0 |
|
|
UC Work-Study Reimbursement |
$16,000 |
$13,237 |
$13,237 |
($2,763) |
$0 |
||||
|
Donations, surplus sales, interest, etc. |
$9,000 |
$46,426 |
$47,000 |
$38,000 |
$574 |
||||
|
Total Income |
$260,000 |
$40,000 |
$280,102 |
$284,812 |
$24,812 |
$3,758 |
$952 |
||
|
Authorized Spending |
|||||||||
|
Club activities |
$15,000 |
$12,429 |
$12,429 |
($2,571) |
$0 |
||||
|
Dinghies and rescue skiffs |
$54,000 |
$20,305 |
$45,200 |
$55,200 |
$20,305 |
$1,200 |
$8,260 |
$1,740 |
|
|
Windsurfing |
$40,000 |
$16,309 |
$29,970 |
$40,000 |
$16,309 |
$0 |
$0 |
$10,030 |
|
|
Keelboats |
$21,000 |
$20,271 |
$23,000 |
$2,000 |
$2,729 |
||||
|
Dayleaders |
$61,000 |
$57,039 |
$61,000 |
$0 |
$3,961 |
||||
|
Clubhouse and Yard |
$12,000 |
$11,032 |
$12,000 |
$0 |
$968 |
||||
|
General Overhead |
$66,000 |
$3,387 |
$69,371 |
$70,000 |
$2,591 |
$4,000 |
$0 |
$629 |
|
|
Total Spending |
$269,000 |
$40,000 |
$245,311 |
$273,628 |
$39,204 |
$4,628 |
$8,260 |
$20,057 |
|
Authorize spending for next fiscal year, May 1 2020 through April 30 2021, as shown in the proposed budget below (change vs previous budget is with respect to the previously authorized budget, which was prepared 2/5/20):
|
Proposed FY Budget |
Proposed DBW included |
change vs previous budget |
||
|
Expected Income |
||||
|
Memberships (Regular and windsurf locker) |
$130,600 |
($64,400) |
||
|
DBW reimbursement |
$40,424 |
$40,424 |
$424 |
|
|
UC Work-Study Reimbursement |
$18,700 |
$2,700 |
||
|
Donations, surplus sales, interest, etc. |
$6,000 |
($3,000) |
||
|
Total Income |
$195,724 |
$40,000 |
($64,276) |
|
|
Authorized Spending |
||||
|
Club activities |
$11,200 |
($3,800) |
||
|
Dinghies and rescue skiffs |
$30,700 |
$11,854 |
($23,300) |
|
|
Windsurfing |
$35,400 |
$0 |
($4,600) |
|
|
Keelboats |
$22,000 |
$0 |
$1,000 |
|
|
Dayleaders |
$74,100 |
$13,100 |
||
|
Clubhouse and Yard |
$10,800 |
($1,200) |
||
|
General Overhead |
$46,000 |
$10,086 |
($20,000) |
|
|
Total Spending |
$230,200 |
$40,000 |
($38,800) |
Treasurer’s Report 4/19/20
As of 4/19/20 we have $55,767 in cash, down $265 from last report 4/5/20.
We’ve received more generous contributions and advance payments of membership dues, which will be on hold until we re-open. We also got the disaster loan advance (really a grant) to small businesses, and have an application in for the payroll loan, which could also a grant.
We’ve paid for next year’s insurance and most of our other expenses for this fiscal year, which ends on April 30.
We’ll need an interim budget so we can approve spending during the period before we re-open.
|
Income 4/6 - 4/19/20 |
|
|
Regular memberships |
$1,919 |
|
Donations: Huge Thanks! |
$9,975 |
|
Credit card cash back rewards |
$200 |
|
Federal Disaster Loan Advance (forgivable) |
$10,000 |
|
Total Income |
$22,094 |
|
Spending 4/6 - 4/19/20 |
|
|
Dinghies--Venture hatch, dolly part |
$66 |
|
Windsurf--40 NoLimitz windsurf mast sections |
$4,738 |
|
Clubhouse and Yard--DSL service for clubhouse computer, portapotty service (suspended) and rental (continuing), weedwhacker line, switch for website computer |
$384 |
|
Insurance--General and marine liability and commercial property insurance 4/14/20 -4/13/21 |
$13,592 |
|
City of Berkeley--rent (lease expired, on extension) |
$1,064 |
|
Taxes--sales tax 1/1 - 3/31/20, corporate Info form filing fee |
$1,930 |
|
Credit card processing charges, online payment fee |
$48 |
|
Communications--website hosting (3 years), email service |
$538 |
|
Total Spending |
$22,359 |
Here’s the latest tally on the current budget, including spending vs the approved amount of spending. The Department of Boating and Waterways (DBW) figures need some explanation. We’ve already requested $3,758 reimbursement from DBW for windsurf sails we purchased, but they’re slow, and might not even pay this before May 1. We can’t request reimbursement for the $8,269 deposit we put down on two JY’s until they’re fully paid, which will cost us another
$9,391. So at this point it doesn’t seem likely that we’ll pay for the second JY before May 1, thus
$0 of DBW spending remaining for dinghies. All the DBW related windsurf purchases are complete, and so is the payment of sales tax on purchases we’ve made.
Budget for Fiscal Year 2019-2020 vs actual 5/1/19 - 4/19/20
|
Authorize d FY Budget |
DBW included |
Actual thru 4/19/20 (97% of FY) |
% of Budget |
DBW remaining |
non-DBW remaining |
|
|
Expected Income |
||||||
|
Memberships (Regular and windsurf locker) |
$195,000 |
$202,622 |
104% |
($7,622) |
||
|
DBW reimbursement |
$40,000 |
$40,000 |
$17,817 |
45% |
$22,183 |
$0 |
|
UC Work-Study Reimbursement |
$16,000 |
$13,237 |
83% |
$2,763 |
||
|
Donations, surplus sales, interest, etc. |
$9,000 |
$46,426 |
516% |
($37,426) |
||
|
Total Income |
$260,000 |
$40,000 |
$280,102 |
108% |
$22,183 |
($42,285) |
|
Authorized Spending |
||||||
|
Club activities |
$15,000 |
$12,429 |
83% |
$2,571 |
||
|
Dinghies and rescue skiffs |
$54,000 |
$20,305 |
$45,200 |
84% |
$0 |
$8,800 |
|
Windsurfing |
$40,000 |
$16,309 |
$29,970 |
75% |
$0 |
$10,030 |
|
Keelboats |
$21,000 |
$20,271 |
97% |
$729 |
||
|
Dayleaders |
$61,000 |
$57,039 |
94% |
$3,961 |
||
|
Clubhouse and Yard |
$12,000 |
$11,032 |
92% |
$968 |
||
|
General Overhead |
$66,000 |
$3,387 |
$69,371 |
105% |
($3,371) |
|
|
Total Spending |
$269,000 |
$40,000 |
$245,311 |
91% |
$0 |
$23,689 |
Big thanks to everyone for their hard work, and for donating money and renewing early!
Treasurer’s Report 4/5/20
As of 4/5/20 we have $56,032 in cash, up $51,426 from last report 3/22/20.
Since our commodore’s appeal went out, we’ve received over $50,000 in donations and dues paid while we’re closed and early locker renewals, and the money is still coming in.
DBW has reimbursed us $5,195 for the 6 novice windsurf boards we bought, and will also reimburse us $3,758 for the 8 Quest mainsails we bought.
We are deferring until at least May payment of the remainder of $8,268 for buying two new JY15 sailboats to complete the purchases under last year’s grant.
DBW awarded us a grant for about $22k for mostly dinghy-related equipment in the current year, and we’ve signed the contract.
We’ve applied to the feds for a low interest loan for small businesses, and to the City of Berkeley for a small business continuation grant.
We’ve also asked our insurance broker about relief on the $13,592 marine and general liability and commercial property insurance bill for 4/14/20 – 4/13/2021 that we haven’t received yet, and the City of Berkeley about relief on rent.
We hope our dayleaders will get the promised federal compensation and payments, as well as conversion of work study grant funds to financial grant payments.
We’re closed until May 3, and maybe longer, and will be holding off on expenses until then.
|
Income 3/23 - 4/5/20 |
|
|
Regular memberships |
$25,777 |
|
DBW grant: reimbursement for 6 beginner windsurf boards |
$5,195 |
|
Donations: Huge Thanks! |
$17,183 |
|
Windsurf locker memberships |
$5,200 |
|
UC workstudy reimbursement |
$551 |
|
Total Income |
$53,906 |
|
Spending 3/23 - 4/5/20 |
|
|
Dinghies--swivel blocks, lead rings |
$88 |
|
Dayleaders: employer-paid taxes, payroll tax liabilities, payroll processing |
$775 |
|
Windsurf--supplies for board repair clinic, backing pads, lock, stencils |
$512 |
|
Keelboats--J80 furler part |
$20 |
|
Taxes--DMV refund |
-$7 |
|
Credit card processing charges |
$1,092 |
|
Total Spending |
$2,480 |
Big thanks to everyone for their hard work, and for donating money and renewing early!
Treasurer’s Report 3/22/20
As of 3/22/20 we have $4,605 in cash, down $3,392 from last report 3/8/20. Now that we’re closed, regular dues income is likely to fall considerably. DBW is still sitting on $8,953 in reimbursements for the 6 novice windsurf boards and 8 Quest mainsails we bought (accounting section is frozen). We are deferring until at least May payment of the remainder of of $8,268 for buying two new JY15 sailboats to complete the purchases under last year’s grant. DBW notified us that they’ve awarded us a grant for about $22k for mostly dinghy-related equipment in the current year, but we’re holding off on signing the contract until we see if we’ll be able to front the money.
|
Income 3/9 - 3/22/20 |
|
|
Regular memberships |
$2,190 |
|
Donations: Thanks! |
$100 |
|
Windsurf locker memberships |
$2,000 |
|
Total Income |
$4,290 |
|
Spending 3/9 - 3/22/20 |
|
|
Dinghies--remainder payment (after deposit) for 8 Quest mainsails, mainsheet cleat, horn cleat, wire rings, lead rings, clevis pins, fasteners |
$1,857 |
|
Dayleaders: wages, employer-paid taxes, payroll tax liabilities |
$1,007 |
|
Windsurf---3 boards 133 137 145 liters, 2 sails 4.4 sq m |
$2,700 |
|
Clubhouse and Yard--portapotty service (stopped now), DSL service (continuing for cams), weedwhacker line, oil, tube patch kit |
$363 |
|
Keelboats--dive six hulls Mar 19 2020, winch repair kit, hiking stick socket, fasteners |
$420 |
|
City of Berkeley--rent on clubhouse and yard |
$1,064 |
|
Credit card processing charges |
$101 |
|
Rescue Skiff: gas for skiff, wiring supplies for engine ground repair |
$103 |
|
Communications--email service, website software subscription |
$68 |
|
Total Spending |
$7,682 |
The budget is completely inapplicable since we are closed and don’t know when we’ll be able to reopen, but if we can reopen April 7 and/or members take on paying our insurance and other large bills now for reimbursement later and/or DBW reimburses us for the novice boards and mainsails, we’ll stay afloat. Big thanks to everyone for their hard work, and for donating money!
- Treasurer’s Report 3/8/20
As of 3/8/20 we have $7,998 in cash, up $444 from last report 2/9/20. DBW is sitting on $8,953 in reimbursements for the 6 novice windsurf boards and 8 Quest mainsails we bought (accounting section is frozen). When we get it, we’ll need to pay the remainder of $8,268 for buying two new JY15 sailboats to complete the purchases under last year’s grant. No word yet on this year’s grant award. We finally got $729 back from Fedex for their screw up on customs duties for windsurf sails we imported in April 2019.
|
Income 2/10 - 3/8/20 |
|
|
Regular memberships |
$11,787 |
|
Donations: thanks for getting employers matching donations! |
$665 |
|
UC workstudy reimbursement |
$1,384 |
|
Total Income |
$13,836 |
|
Spending 2/10 - 3/8/20 |
|
|
Dinghies--deposit 2 JY15's with dollies, dinghy oil, pipes, sail repairs |
$8,482 |
|
Dayleaders: wages, employer-paid taxes, payroll tax liabilities, food for dayleaders meeting |
$2,525 |
|
Windsurf--used windsurf board, board nose protectors |
$351 |
|
Clubhouse and Yard--DSL service for clubhouse computer, used computer to replace busted clubhouse computer, dump fee |
$131 |
|
Insurance--workers comp installment |
$848 |
|
Activities--dock fees Angel Is. Cruise, coffee, snax, software for keelboat lessons coordination |
$166 |
|
Keelboats--starter for J80 motor, fasteners, screwdrivers |
$88 |
|
City of Berkeley--rent on clubhouse and yard |
$1,064 |
|
Credit card processing charges |
$290 |
|
Rescue Skiff: propeller, oil, keys |
$216 |
|
Communications--credit for refund on customs duties on windsurf sails and masts and for shipping returned skiff engine parts |
-$768 |
|
Total Spending |
$13,392 |
The budget numbers below reflect the recent changes, and the funds remaining in the dinghies and general budgets are separated into funds earmarked for DBW spending and not earmarked. The dinghies budget has less than $1k of non-DBW funds after paying off the JY’s and Quest mainsails, while the general budget has $1,523 for sales tax on the DBW purchases.
|
Budget for Fiscal Year 2019-2020 vs actual 5/1/19 - 3/8/20 |
|||||||
|
|
|
Authorized FY Budget |
DBW included |
Actual thru 3/8/20 (85% of FY) |
Percentage of Budget |
DBW remaining |
non-DBW remaining |
|
Expected Income |
|
||||||
|
Memberships (Regular and windsurf locker) |
$195,000 |
|
$165,536 |
85% |
$29,464 |
||
|
DBW reimbursement |
$40,000 |
$40,000 |
$12,622 |
32% |
$27,378 |
$0 |
|
|
UC Work-Study Reimbursement |
$16,000 |
|
$12,686 |
79% |
$3,314 |
||
|
Donations, surplus sales, interest, etc. |
$9,000 |
|
$8,968 |
100% |
$32 |
||
|
Total Income |
$260,000 |
$40,000 |
$199,812 |
77% |
$27,378 |
$32,811 |
|
|
Authorized Spending |
|
||||||
|
Club activities |
$15,000 |
|
$12,429 |
83% |
$2,571 |
||
|
Dinghies and rescue skiffs |
$54,000 |
$20,305 |
$43,086 |
80% |
$9,988 |
$926 |
|
|
Windsurfing |
$40,000 |
$16,309 |
$26,757 |
67% |
$13,243 |
||
|
Keelboats |
$21,000 |
|
$19,831 |
94% |
$1,169 |
||
|
Dayleaders |
$61,000 |
|
$55,257 |
91% |
$5,743 |
||
|
Clubhouse and Yard |
$12,000 |
|
$10,286 |
86% |
$1,714 |
||
|
General Overhead |
$66,000 |
$3,387 |
$45,144 |
68% |
$1,523 |
$19,333 |
|
|
Total Spending |
$269,000 |
$40,000 |
$212,790 |
79% |
$11,511 |
$44,699 |
|
In February, we took in a hell of a lot of money, prolly because of heavenly weather.
- Reports were followed by a general discussion of how to engage members during the SIP. Possibilities for teaching skills or building interest by compiling a curated list of existing videos created by members or found on YouTube as well as Q&A discussion sessions.
VOTES
|
Motions |
Move |
2nd |
Unanimous Approval |
|
approve Quentin Nicolas’s senior windsurfing project proposal. |
RA |
SS |
100% on Slack |
|
approve Francisco Kattan for Cruising Skipper rating. |
CB |
JB |
100% on Slack |
|
cancel the March 15th Open House due to issues related with Covid 19 |
MG |
MLF |
100% on Slack |
|
approve Senior Project for Nicholas Waton for making the website more attractive, especially to prospective members, and search engine friendly |
JB |
SS |
100% on Slack |
|
approve offering delayed membership renewals and extension of active memberships until we can reopen |
MLF |
JB |
100% on Slack |
|
give Ryan Alder single handing privileges on club keelboats to move boats to and from BMC |
JC |
PK |
100% on Slack |
|
PK |
MLF |
100% |
|
JC |
MLF |
100% |
|
Adjourn @ 6:52 |
MLF |
MG |
100% |