SLYC Minutes of Annual General Meeting - August 30th, 2014
/STONY LAKE YACHT CLUB
M i n u t e s o f t h e A n n u a l G e n e r a l M e e t i n g
Saturday, August 30, 2014
3 PM
Juniper Island, Stony Lake
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1. CALL TO ORDER AND WELCOME: John Heine
Meeting called to order.
2. APPROVAL OF AGENDA: John Heine
John Heine suggested amendments to agenda to include Other Business: Proxy Voting and Vote to include Past Commodore on Board for another year
Moved by Rick Brooks-Hill and seconded by Scott Wootton. Approved by majority.
3. APPROVAL OF MINUTES FOR THE 2013 ANNUAL GENERAL MEETING AND AUGUST 2, 2014 SPECIAL MEETING: John Heine
Moved by Rick Brooks-Hill and seconded by Scott Wootton. Approved by majority.
4. RECOGNITION OF DECEASED MEMBERS: John Heine
John recognized the passing of Dr. Thomson, Rob Thomson’s father
A moment of silence followed.
5. COMMODORE’S REPORT: John Heine
John stated that we had concluded the cost sharing arrangements with ASLC covering past taxes, septic and washroom operating costs. John recognized Alex Parker’s efforts in resolving this matter.
The Board has been working closely with ASLC regarding fundraising for infrastructure on Juniper.
As well, SLYC, in association with ASLC, submitted a letter regarding concerns with the Fraser property development.
6. TREASURER’S REPORT: Alex Parker
Alex reviewed the 2013 financial statements in detail.
He pointed out that for several years capital expenditures have exceeded operating profits and that this was not a sustainable situation. Alex stated that a combination of changes to sailing fees and control over tennis pro costs would help with the 2014 results but that there was more work to be done on this matter.
Motion: To accept the Financial Statements for 2013, as presented.
Moved by Don Walter and seconded by Rob Welsh. Approved by majority.
Discussion followed regarding when the 2014 financial statements could be ready in draft form and available on the SLYC website, with a target date of June 30, 2015,
John Heine thanked Alex for his 3 years of service as Treasurer
- AUDIT COMMITTEE REPORT: Don Gillespie
The Audit Committee is composed of Rob Thomson, and Don Gillespie (Chair). The Committee reviewed the financial results for 2013 and determined the books balanced and expenditures were appropriate. The committee accepted the statements as presented for the year 2013
.
Motion: To accept the Audit Committee’s Report.
Moved by Caroline Anderson and seconded by Rick Brooks-Hill. Approved by majority.
8. JUNIOR SAILING REPORT: Jeff Somerville
Another great year with 3 weeks where there were over 100 participants in the program
10 of 12 instructors returned from the previous year
Program had a strong race focus
The combined level 1 and 2 program in the morning to allow afternoon tennis was well received
We sent 18 sailors for a day against Sturgeon Lake
All level 4’s went to Cottage Club at Lake of Bays, 22 participants, 3 instructors, 11 boats and 5 vehicles
Spoon races were held with handicapping system
Jeff thanked Janet Virre who was the parent coordinator, Alessandra Tattersall for looking after finances, Bryon Sackville for organizing the Bristol van, Elaine Sackville for organizing Cork accommodation, Cathy Kirk for arranging Cottage Club and James Sackville for his efforts as volunteer instructor.
Thanks as well to Tom Glas and Dave Wortzmann for another successful golf tournament
Jeff pointed out that Matt Ryder and Tom Ramshaw have been nominated to the Canadian laser team.
Bryon Sackville thanked Jeff for all his efforts this year.
9. TENNIS REPORT: Dave Bart
Court 3 built.
Canadian based Pros will be the way of the future.
Challenges were sign up procedures and weather.
Revenues down slightly.
Goals are to refine schedule, ensure free play availability, scheduling to accommodate swimming instruction and develop lake pros.
Bryon Sackville thanked Dave for his efforts
10. GOLF TOURNAMENT REPORT: John Heine
Stronger turnout in 2014 with 60 golfers, expectation is to net $9,300.
John thanked Tom Glas and David Wortzman for their efforts over the last 6 years and reported that we are looking for 2 new coordinators as well as other ideas for fundraising.
11. MEMBERSHIP REPORT: John Heine
John Heine thanked Michele Dundas Macpherson for her tireless efforts.
From 2012 to 2014 membership has increased by 30 members.
Continue making online system easier and training instructors and pros in its use.
Catherine Kirk has agreed to take on the day to day operations role in the coming year.
Drop-ins to lessons will be charged a financial penalty in the coming year.
Jody Scotchmer-Dembroski thanked Michele, Dave Bart and Rick Brooks-Hill for everything they have done over the past year
12. COMMUNICATIONS: John Heine
Erik Reed to assist with communications work next year with a view to transition the following year.
13. SOCIAL: John Heine
John recognized Nick’s efforts and noted that Nick was handing off the role to Andrew Leonard.
John noted that Nick had organized the first ever euchre tournament in July and that we hope it will grow next year
14. WEEKEND RACING: John Ryder
John recognized the starters, Molly Mackenzie and Brett Somerville.
Challenge is to get participation up
2 socials in July will carry on next year
Appeal for trophy repair last year resulted in 10 trophies refurbished over last winter at a cost of just under $4,000. Thanks to:
Rob and Marnie Welsh
Peggy Mackenzie
Don Gillespie
The Ryder family …WHO ELSE?
15. PROPERTY: Scott Wootton
Spring dock damage brought our attention to the fact that some of the docks are on borrowed time.
We are starting a plan of what the best configuration would be and what priorities should be.
Clubhouse: received engineer’s report and have one quote for structural work as recommended by the engineer, $40,000 plus tax for structural work only, there are also other items we would like to see refurbished.
Discussion followed about the priority of repairs. John Heine pointed out that the engineer’s report in November 2013 stated that the structure should be fine for another 2 years. A weight bearing beam on the East/Lake side is in trouble as the crib upon which it rests deteriorates. This is definitely a priority item.
Ron Drake requested that the cost of resolving the issue with the beam be communicated separately in the event that donors may come forward to allow this repair to happen sooner than might be the case if we wait for the Capital Campaign. John Heine to discuss off-line with Ron.
16. JOINT SLYC/ASLC FUNDRAISING: John Heine
On August 2, 2014 a Members open meeting was held regarding the Clubhouse structure and docks.
One estimate for the Clubhouse structural work is $40,000 plus taxes, other items to be addressed are stairs, doors and windows but the docks are the bigger item
The Board has endorsed a combined fundraising plan with ASLC who have a larger need since the engineer determined that the store is not structurally sound
The August 2 meeting involved an informal vote of those present regarding agreement that we should move forward with collaborative fundraising program to address our capital needs, 28 members were present and they voted unanimously that this should proceed
Funding available at present SLYC, $50,000, ASLC, $50,000, possibly $100,000 from Stony Lake Heritage Foundation, an application to the Ontario Trillium Foundation for $100,000 underway.
Discussion followed regarding tax receipts for Clubhouse (SLHF), sailing docks (Sail Canada), Tennis docks (Tennis Canada). It was noted that commercial part of store would likely not be eligible for tax receipts.
Motion: Approval for SLYC Board to decide capital priorities, determine costs and to work on a collaborative fundraising initiative with ASLC and tax receipting bodies
Moved by Rick Brooks-Hill and seconded by Rob Welsh. Approved unanimously.
John reported that a fundraising committee had been nearly finalized.
17. NOMINATING COMMITTEE: Rob Thomson
The nominating committee is comprised of the following members:
Rob Thomson (Chair)
Jeff Somerville (member of the board)
Rick Brooks-Hill (non board member)
John Heine (non-voting)
The following members are serving a second year of their 2-year term:
- Jeff Somerville Junior Sailing
{C}· Annie Bunting ASLC liaison
The following to be elected for a 2-year term:
- Ashley Sloane Treasurer
- Scott Wootton Property
- Erik Reed Assistant Communications
- Andrew Leonard Social
- Catherine Kirk Assistant Membership
The following to be re-elected for a 1-year term:
- Rob Thomson Past Commodore
- John Heine Commodore
- Michele Dundas-MacPherson Membership
{C}· Don Gillespie Secretary
- Dave Offierski Communications
- Dave Bart Tennis
- John Ryder Week-end Racing
Motion: That nominations cease and to approve the Nominations for the 2013-2014 Board of Directors, as presented.
Moved by Don Walter and seconded by Gary Durno. Approved by majority.
18. ACTS AND RESOLUTIONS OF THE BOARD OF DIRECTORS: John Heine
Motion: To approve the acts and resolutions of the Board of Directors for the past year.
Moved by Don Walter and seconded by Bryon Sackville. Approved by majority.
Don Walter thanks John and Board for their efforts.
Jeff Somerville thanks John Heine for his efforts and advancement in relations with ASLC.
19. OTHER MATTERS: John Heine
{C}a) {C}Proxy Voting
John stated that implementation of proxy voting would require a change to our by-laws
Rob Welsh made the point that people should come to the meetings and that he was not in favour of proxy voting.
After discussion John Heine stated that the Board would continue to consider the pros and cons of allowing proxy voting.
{C}b) It was noted that in order for the Past Commodore to continue to serve on the Board a motion was required:
Motion: Our By-Laws provide that a Commodore may serve up to 10 consecutive years on the Board of Directors. To assist with the orderly transition of accountabilities, the committee recommends that this meeting of members approve that Rob Thomson is permitted to continue for one year as Past Commodore.
Moved by Louise Sugar, seconded by Alex Parker. Approved by majority
20. Motion to adjourn:
Moved by Rick Brooks-Hill and seconded by Don Walter, Approved by all.
ANNUAL GENERAL MEETING ADJOURNED.
