Board Meeting Minutes – July 13, 2011
Bayport Marina Association
Board of Directors Meeting Minutes
Marina Clubhouse
July 13, 2011
Board present:
Marcus Gernes
Morgan Fudge
Val Fuller
Michelle Lemanski
Jim Mondry
Steve Paquette
Chris Ridgway
Russell Sheaffer
Absent:
Matthew Kasinkas
Meeting called to order at 6:30 pm by Commodore Russell Sheaffer.
1. Introductions and Opening Remarks
Russell welcomed new board members Val Fuller and Jim Mondry. He thanked them for stepping up and getting involved in the Association. Russell distributed a handout – Board Responsibilities. Two items mentioned: “The Board governs…the staff manages.” and the “#1 lie— You won’t have to do anything when you get on the board!”
2. General Manager’s Report
Cliff reported on his first 5 weeks as General Manager. He has read through the various lease contracts specifically the contract with Marine Max. He met with Jay Rasmussen of Marine Max to discuss the rent and commissions. Jay has stated they will get caught up with the payments for the commissions and submit their sales report by the 15th each month.
Cliff stated he is working on his list of priorities. He met with three contractors for bids on asphalt. He has hired Bill Nelson, River Valley Services, to do the cover rollups/rolldowns as the previous contractor had significantly increased his pricing. He also contacted three cleaning services and has hired a service to do “deep” cleaning of the clubhouse, offices, and locker rooms on a monthly basis.
Gregg has been working with Minnesota Wildlife to assess the shoreline that has developed weed issues including buck thorn. There is a state grant which if approved, would pay for 75% of the work to remove and restore to the natural grass shoreline. The grant application is due in August, but with the government shutdown, not sure if the deadline will be extended. The timeframe for grant approval process is estimated at 1-2 years. Gregg stated he will include a pressure washer in the project.
Cliff presented the clubhouse rental fees and stated member Marty Wirtz was unhappy with the fee structure. Russell instructed Cliff to create a dual rate fee schedule for members and non-members, $50 and $100 respectively. Cliff will also check with other facilities with meeting rooms to see what their fees are i.e. Stillwater Library, local restaurants, etc.
Covers are on order. Six were ordered based on the inspections Gregg did early this spring. Russell suggested in the future, Gregg send an email to all members to inquire if anyone wants to replace their cover. Gregg will also contact the manufacturer for status of shipping.
Floats have been ordered for B Docks. Sherm is working on installing.
Cliff contacted three companies for estimates to build a fence around the oil tanks on the west side of the service building and in front of the transformer. The company he prefers submitted an estimate of $6,500. Marcus instructed Cliff to contact the City of Bayport to inquire if a building permit is necessary. Motion by Marcus to install a fence by the Service Building only, seconded by Morgan. Unanimous approval.
Cliff and Kathy are working on the inventory of trailers parked on the service road west of D Dock. They will notify owners that have not acquired a 2011 trailer permit and bill out the $100 annual fee for each trailer.
Gregg had contacted the City regarding amending the location of the sign currently being stored. The Board consensus was to table the sign installation until there is a resolution with Group 41.
Cliff’s agenda for the next 30 days is to work on haul-out pricing including service pricing. He also plans to meet with everyone on a one-on-one basis.
3. Financials
June Financials were reviewed. Recommendation by Russell for Kathy to email Financials to all Board Members a few days prior to the Board Meeting to allow for their review. There was discussion regarding changing Board Meetings from the second Wednesday of each month to the third Wednesday to give Kathy more time to prepare the financials.
4. Election of Officers
Continuity from one Board to the next was discussed and it was encouraged Board members “reup” to serve two consecutive 3 year terms. Marcus, Russell and Michelle are in their second 3-year term and will not be able to reup after their term expires. Russell presented the obligations of each of the offices open and the interest in each. Motion by Russell to elect Michelle Lemanski, Treasurer, Chris Ridgway, Secretary, and Marcus Gernes, Vice Commodore. Seconded by Steve. Unanimous approval.
5. Group 41
Russell contacted Bill Kranz regarding the mediation deadline of August 12. He requested Bill set up a conference call with litigation attorney, John Eckman and the Board to map out a strategy i.e. what we want to do and what our options are. Also, how and what to communicate to members needs to be determined. Russell will contact Bill on Thursday, July 14, to establish 3 or 4 days/times to have the conference. There must be a quorum present on the call. Members should allow one hour for the call. Russell will prepare an agenda and request from the lawyers a strategy, expectations and the cost associated with the options.
6. Variable Comp Program
Discussion regarding the implementation of a documented bonus program for service employees rather than the current end-of-year holiday bonus. The VCP has two parts – Service growth and Customer Satisfaction Index (CSI). The goal is to establish a database for recommended service for members i.e. Service Dept develop a record for each boat that would list when batteries, hoses, impellors, etc. were replaced. Because we are already half-way through 2011, it was recommended to implement the VCP for 2012 but inform employees now before haul-out so a checklist can be developed and a database established for the start of next year. During the September Board Meeting, there will be a “walk-thru” of the VCP one more time. A recommendation was made to compose a marketing blitz to send to all boaters soliciting service work during the winter months.
7. Past Commodore’s Meeting
Recommendation by Russell to hold the PCC Reception during the next scheduled Board Meeting, August 10. The Agenda will include 3 or 4 initiatives with strategy points for accomplishing and solicit comments from Past Commodores. It was suggested to provide a road map of what the Board is doing with topics to include:
a) Member Communications
b) Group 41
c) Buildings, equipment and grounds
Russell instructed each Committee Chair be thinking about what they want to discuss. Kathy will order burgees to give to Past Commodores.
8. Committee Reports
Social Committee – Chris reported plans are in place for the Pirate Party and Kathy has been taking care of the details.
Grounds Committee – Steve talked to Cliff about docks. Cliff has been comparing steel versus wood. He will have a contractor come up and inspect the underwater structure of the docks.
Cliff talked to Jim Long about a newer truck. Jim will look at the next auction.
9. Open Discussion
Michelle presented the issue of unleashed dogs on the marina property and the liability issue this imposes. Kathy will send a reminder to have dogs leashed in her weekly email.
Cliff presented the proposals received for blacktopping the roadway to the pool area and for the parking lot. Board consensus was to hold off with any blacktopping because it had not been budgeted and because legal expenses with the Group 41 case are unknown. Russell reiterated we should postpone action but start conversations for the repairs.
Cliff reported a problem with the wall on the north side of the Service Building – birds have made holes in the wall and are living inside the building. He had a contractor inspect the wall and received a quote for replacing. Steve informed he had a similar problem at his home and it was discovered the reason the birds were pecking on the wall was due to bugs in the wall. He recommended that before repairs were made, an exterminator should inspect to determine what kind of bugs are in the walls in case they are carpenter ants which would mean a structural problem. Discussion concluded we need to get rid of the bugs before replacing the wall. Cliff will contact an exterminator.
Motion by Marcus to adjourn the meeting. Seconded by Morgan. Unanimous approval. Meeting adjourned at 9:10 p.m.
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