Board Meeting Minutes – November 19, 2014
Board Present:
Brad Baune
Sandor Csallany
Val Fuller
Steve Paquette
Eric Pederson
Dave Peterka
Keith Vinje
Absent:
Morgan Fudge
Amy Tolbert
Meeting called to order at 6:22pm by Commodore Brad Baune.
Confirmed a quorum was in attendance for approval of business items.
Approval of the April Minutes.
A motion by was made by Eric Pederson to approve the October 22, 2014 MeetingMinutes, seconded by Dave Peterka.There was a unanimous approval of Minutes.
October & YTD Financials
Highlights:
- Slip rental is behind budget as we are still collecting deposits for the 2015 season.
- Other income and expenses were under; such as Cover Roll income and Real Estate Tax Expense as they happened in previous months.
- Cliff Lewis mentioned we will still have the following large expenses to pay for yet this year: Adding piles on A Dock and A/B Crosswalk, extra electrical cost for power that has been pulled to the points, rip rock that was repaired on the point (river entrance to the marina) and staff bonuses at year end. We will continue to watch spending very closely as we enter the winter months.
Marina Operations
Covers
Taylor of Taylor Companies (this is the company that rolls/unrolls our slip covers) brought to Cliff Lewis’s attention that the metal framework is starting to “squat” on a number of the frames and it could possibly be an issue. Since the covers have continued to be raised higher as the boats have gotten taller, the poles are not as far down into their respective sleeves as they were when they were originally manufactured and installed. The squatting could also be from the weight of the cover material it’s self the activity of rolling them up and down twice a year by Taylor Companies’ employees.
Cliff is questioning who should actually pay for these repairs since the covers are truly owned by the marina. Cliff and Scott have looked at how the cover framing is constructed and they think by adding some cross bracing they will be able to stop any further squatting problems. Brad also suggested that any NEW covers (frame and cover) that are constructed and installed, should have the new bracing system added so they can accommodate being at a higher position and not eventually squat.
Keith Vinje said that a boater had approached him questioning the ownership of the covers. Keith related the covers to being like “draperies” in a house. Even though a person may buy the drapes and add them to a house, they are attached and become part of the house and would not get removed if the house were to be sold. Therefore, the covers are added by the slip owner but are actually owned by the marina because it adds value to the marina and would not be removed if the slip were to be sold. This also includes items such as edging, dock wheels, V-fillers or anything that has been bolted to the dock. Marina members can add new items and are responsible for replacing worn out items, but the Marina is responsible for insuring them for any damage they may incur due to weather, natural disasters or accidents. This was how the dock edging on B-Dock was handled during last winter’s construction. Any edging that was worn out was the responsibility of the slip owner to
replace. Again, using the example of the edging, the slip owners were responsible for the cost of materials, but the edging was attached as part of the BMRP labor and not charged to the slip owner. Any edging that was still acceptable was reattached as part of the BMRP labor.
Brad Baune suggested that if any of our members have an idea or issue that they would like to bring the board’s attention, they are more than welcome and encouraged to attend a board meeting and be added to the agenda. He also stated that historically the marina was created for the recreational use and enjoyment of its members. We have so many positives happening in the marina that we should focus on those and not dwell on the negative. The Marina has a positive cash flow and is making many long term improvements. Paying for operating costs that are done in a responsible manner should not be an issue.
Kori Derrick suggested that members should be reminded they can come to the office with any questions or concerns. We can often provide answers quickly or may have the resources available that the member is looking for.
2015 Budget
The first draft of the budget is complete and was presented to the board. Some categories needed adjusting which will be revised by Cliff and Kori before being re-sent to the board members for approval. Upon approval, the budget will be sent to the members for their final approval right after the December Board Meeting.
Staff Reviews
Cliff Lewis, Mike Hurley and Kori Derrick are all working on reviewing the employees that report to them. The new review process seems to be geared toward large scale corporations. Mike commented that portions of the review process seem redundant, resulting in the same answers. Using a combination of the new and old review processes, and customizing them to fit our organization seemed to work best. Mike commented that we are a very small organization and he talks to everyone on a daily basis. Many of the items discussed are things that are talked about very frequently.
Brad Baune suggested that we bring feedback to the next meeting and comment on how we would like to see the review process modified for next year. Cliff Lewis also asked if anyone’s organization had a review process they could share with the marina, so we could take the best processes from each of them to further customize our own process.
Brad has also asked that Cliff own the incentive program and manage how bonuses will be paid each year like he has done in the past.
Service Department
Mike Hurley explained that the boats were hauled out just in time since the weather drastically changed shortly after they were finished. More than 200 boats were hauled out this year. We are sitting with a good inventory of work for the two mechanics that continue working in the shop through the winter. The other employees in service will transition to the dock project.
Cliff said that this is the first full week on the A dock project except for time dedicated to snow removal. Scott is out temporarily, so Al has stepped into leading the crew. They have been pulling screws and are currently in the A20’s on the dock (they started at slip A69). Moving forward they are trying a couple things differently, such as working from both ends when they work on the
head pier. They will also leave the dock boxes in place and do the hang-me-outs last to avoid moving them as much as they did on the B Dock project.
Cliff did some research on the screws that were used on B Dock since several members were concerned that they were rusting. According to the manufacturer of the screws (Fastenal) and the wood supplier this is actually discoloration from the wood and there is no compromise to the screw; a.e. they are not rusting. Moving forward, the Fastenal representative suggested
we try a new product that they just came out with called EcoGuard that has a 1000 hour salt spray factor compared to the screw that we used on B dock which is rated for 100 hours. Additionally, we will seal the raw areas created by the pre-drilling of the boards.
Keith suggested that we do our own testing of the screws once they have been drilled into the I’PE. We will leave the board outside the shop, exposed to the elements and periodically check how the steel is holding up.
Social Committee Update
Val commented that we will move the Commodore’s Ice Breaker to one week later than usual to June 6, 2015. The Antique Boat Show is a go for 2015 and will be on August 8th or 15th, depending on The St. Croix Yacht Club’s calendar of events. We are waiting to hear back from their Secretary.
Additionally, we will be having a winter event on January 17th called “Game On” at Mallards Restaurant. It will be a Bean Bag Tournament starting at 3:00pm with more details to be sent out in The Marker 19.1 Newsletter.
BMA Slip Rental/Sales and Compensation
Brad Baune suggested that due to time constraints, we would devote time to this in the December meeting. Brad asked Kori to come up with an estimate of additional revenue that would be generated with Dave Peterka’s proposed idea.
Name Change for BMA
Sandor Csallany brought the following Executive Summary to the meeting for review:
EXECUTIVE SUMMARY
VISION
To be recognized as the pre-eminent Marina (Bayport Marina) for providing excellent facilities, professional services, outstanding social programs and a fine restaurant on the premises.
To advance the current position of Bayport Marina by adding the name “Yacht Club.” By adding the name it would fill a void, since the Marina is already qualified by its current activities, to be called as a yacht club. According to Webster: “Yacht Club is formed for the express purpose of promoting interest and activity in the ownership and cruising of yachts (sailboats and powerboats.), also providing a meeting place for members whose common interest lies in yachts and the river”.
BENEFITS
Some of the selected benefits by adding the name “Yacht Club”:
- It would enhance the image of the Marina
- Consequently, it would draw new members and renters
- If demand increases so will the slips’ value and the rental fees
- It could be an increased revenue source for the Association
- The Owner of Mallards would welcome the addition of the name
- The success of the restaurant also benefits BMA
RECOMMENDATIONS
To approve the addition the name “Yacht Club”, because it would greatly benefit the members financially as well as the Marina’s image. It will read as; Bayport Marina Association and Yacht
Club.
Submitted by Sandor C. Csallany,
Member, Board of Directors of BMA on November 19, 2014
Sandor suggested that our Marina is more like a Country Club than a Golf
Course; therefore, adding Yacht Club would be appropriate. He also suggested that our website should be .org instead of .com since we are a nonprofit organization.
Brad Baune stated that those two things seem like separate issues and should be discussed independent of one another. Additional, he brought up that at most Yacht Clubs, there is a
reciprocation that is offered between Clubs and as we are just beginning to experience what having a truly busy marina is like, we want to be careful about how much capacity we actually have. Considering St. Croix Yacht Club is a very short distance from us, would we automatically have that all of those members expecting access to our marina?*
*Note from Sandor on 12/16/14 after reviewing the minutes stating that “no, BMA could be a private
yacht club and not offer reciprocation.”
Eric Pederson suggested that we look at the costs and legalities of changing our name.
Kori has offered to check into some of the branding change costs and discuss with our lawyer how we would handle a name change.
Keith Vinje suggested that we may be able to expand some of our marketing efforts and draw additional business. However, Mike said it could go the other way as we already have difficulty getting smaller boats on trailers to come here for service because they don’t think we work on “small” boats.
Brad suggested that we evaluate “why” we would choose to change the name and that the board vote on it after doing some research, during the December meeting. Sandor suggested that it go
directly to the membership. Dave pointed out that since we are only half way through the BMRP project that we should see where that brings us first, before we make another large change. Val agreed with him and said she thinks our members may be overwhelmed right now with all the current changes taking place and that is the board’s responsibility to vote on and filter what goes beyond the board and is presented to the members for voting.
New Business
Health Care for Employees of BMA
Brad Baune asked if the Marina had considered helping fund individual health care plans for employee post tax per the law, he didn’t think it would be an advantage to the Marina.
Kori stated that six of the employees are on the Health Insurance Plan and the cost to the Marina is approximately $2,050.00 per month.
Mike stated that since he has worked here (Mike is on his wife’s insurance plan through her employer and does not utilize the benefit), the coverage for the employees has continually decreased. The plan used to cover other family members under a “family plan” and now it is completely at the expense of the employee. Two of the mechanics are paying around $900.00 per month to cover their families. Brad asked Mike if he was aware of this and has he overheard employees complaining. Mike stated, no, he has just noticed that the benefits to the employees
have decreased over the years.
Meeting adjourned at 9:09.
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