Board Meeting Minutes – November 20, 2012
Bayport Marina Association
Board of Directors Meeting Minutes
Marina Clubhouse
November 20, 2012
Board present:
Brad Baune
Sandor Csallany
Morgan Fudge
Val Fuller
Marcus Gernes
Michelle Lemanski
Jim Mondry
Steve Paquette
Absent:
Chris Ridgway
Motion by Val to start the meeting, seconded by Jim, meeting called to order at 6:30 pm by Commodore Marcus Gernes.
1. Meeting Minutes –October 17, 2012
Motion by Michelle to approve Minutes as written. Seconded by Steve. Unanimous approval.
2. Financials
Steve gave an overview of financials. Comparing 2012 vs. 2011, bank checking account is $52k higher, A/R is $32k higher, Inventory is $82k lower. Total Fixed Assets are down $81k due to the $98k taken in depreciation. Year-to-date net income is $181k ahead of last year is largely due to the increased commission revenue from Marine Max and subcontractors. Expenses are lower than budgeted. Payroll costs are 4% under budget. Social Events account is double the annual budget. Marcus stated he saw the social events to be an important aspect of the Marina and recommended increasing the budget amount in the coming year. He and Val will discuss further at a later date.
3. General Manager Report
3 employees (2 grounds and 1 service tech) were laid-off November 1.
Cliff reported when boats were hauled out, Jason assessed each boat for recommended repairs. Approximately 65 estimates were done totaling $85k in work. The current backlog should keep the crew busy into March. Cliff stated the workload and profit margin were the same as last winter.
Along with the scheduled winter work, Cliff has set some goals and objectives for the service crew which includes OSHA Compliance. Mike and Cliff did a mock safety walk-thru and found items from last year had not been done. Cliff assigned Jason to be the Safety Inspector for the shop. He will monitor things like the fire extinguisher maintenance checks and conduct monthly safety meetings i.e. respirator training. Cliff and Mike will meet periodically to discuss various needs and improvements in the shop.
4. Committee Updates
Social Committee
Val reported she and Lorrie are meeting with vendors for renting an indoor ballroom for the June 1 Commodore’s Ice Breaker. They should have all plans in place by the end of January.
5. JJR Marina Condition Assessment
Marcus distributed a handout with the seven key components of the Assessment. The consensus of the Members was to view the project as a 4-year plan, allocating one year for each dock. Marcus made recommendation to do D Dock first to show membership our vision. He further stated this is where our largest liability is with gang planks, security, and safety. Cliff stated most of the work on D Dock could be done by BMA staff. Brad presented his concern the spud pole inadequacies were not addressed in the Assessment. Cliff was directed to contact Bill and discuss this issue and why it was excluded from the assessment.
The remainder of the meeting was a brain-storming session exploring each of the key elements of the Assessment. The following are the comments/ ideas/recommendations of the discussion:
Substructure
· Repair broken brackets
· Spud poles – confirm Smith Group Assessment
Plumbing
· Suggestions for recommended/qualified plumbers – Ron Haussner?
· Have bids on all fingers at time of D Dock – consistency (4-year contract)
· Consistent hoses on pedestals
· Restrictors on water lines
· Pex – lines, fittings, hardware
· Materials are consistent
· Location of pedestals on slips
· Blueprints for bids
· 3 bids for each project
· Communicate to contractors timeline when work is to be done
· Permits
Electrical
· Lighting on docks – low profile
· Medina Electric
· Consistency of light locations
· Bring 2 or 3 contractors in to give their recommendations
· Staff strip everything for electrical assessment
· Check with contractors regarding warranty and liability if staff does any work
· How many pedestals – max power and spacing
· Put all electrical lines neatly in troughs
Decking
Will not use wood – does not last due to the type of wood available
Staff can install synthetic (Moisture Shield)
80,000 sq ft needed for all docks – storage of materials is an issue
Current decking is horizontal
Head piers for entire marina for hang-me-outs – consistency
Davits on A Dock – need to be removed?
Try a finger one way horizontal and one way vertical
Sample chosen to use – Cape Cod Gray
Can we purchase all material needed and store at manufacturer?
Cliff to estimate staff costs to strip and install by next Board Meeting.
Add staff for project?
Panels vs. individual boards
Covers
Install covers like Sunnyside
Use jacks for lifting to reinforce frames
Cliff to calculate price per ft
Address the gutters – pitch, downspouts
Heating coils on covers vs. rollup/rolldown – damage to covers? Cost effective?
Gas Dock
Follow assessment for repairs and replacements
Prior to start of project (see Board action below), Cliff to estimate cost and have a detail plan
Finish one slip and use as the model
Motion by Brad to retrofit the Gas Dock this winter consistent with the materials we are considering for the Marina based in accordance with Smith Group’s recommendation and to include the gang plank and the landing. Seconded by Steve. Unanimous approval.
Gang Ways
ADA? Portable approach to ramp
Liability waiver for Let’s Go Fishing
What reasonable options are available for replacing gang planks? Cliff to check with Smith Group.
Long-Range Plan and Misc.
Inform the membership what has to be done and what is desired to do. Estimated Cost.
Educate what it costs to operate the Marina (the best Marina on the St. Croix)
Change mentality – not a Dock Committee – this is an Infrastructure Project
Inform members in phases:
Ltr #1 – Awareness
Ltr #2 – Share Vision
Ltr #3 – Plan
Ltr #4 – Cost
Ltr #5 – Timeline
Cost/Fee
· Coordinate financing with assessment increases
· When capital debt is paid off, funds be placed in a capital improvement fund for next project i.e. blacktop
· Over the next few months, have conversations/presentations by lending institutions
· Assessment increase next year
Motion by Brad to adjourn the meeting, seconded by Morgan. Meeting adjourned at 9:35 pm.
© 2011 Bayport Marina. All Rights Reserved.
