Pine River Boat Club
Directors’ Meeting Agenda
10:30 am
May 1, 2005
At the Clubhouse

In Attendance
Richard Heath, Paul Proudfoot, Renzo Marcone, Dave Hyman, Gordon Cale, Dan Sevcik, Tim Johnson, Barry Cress, Liliane Nolan, John Wood, Peter Palubiski


10:45 Call to Order

1) Commodore’s Comments
The Commodore welcomed the Directors. He noted that a plaque had been created for the club Mission Statement.

2) Minutes of the previous Meeting
Since the minutes had previously been circulated the minutes were not read.

D05001BIRT the Directors minutes of August 29, 2004 and September 5, 2004 be approved as circulated.
Moved Gordon Cale Seconded Renzo Marcone Carried

The Secretary updated the Directors on the 2005 Newsletter and maintenance of club records. The Secretary reported on arranging condolences on the passing of a member of the family of the Board. It was suggested that a clear policy was required to ensure that it was someone’s responsibility to provide appropriate condolences on behalf of the club in the event they were called for.

D05002 BIRT the Secretary be responsible for expressing the condolences of the Club.
Moved Richard Heath Seconded Gordon Cale Carried

All members of the Directors should assist by providing the necessary information to the Secretary.

3) Treasurer’s Report

The Treasurer reported that since the last report revenue had been 13 541.42 expenses have been 5 687. The liquid assets of the club as of April 30, 2005 are 57,971. 61

D05003 BIRT the report of the Treasurer be approved,
Moved Liliane Nolan Seconded Richard Heath Carried

4) Officer’s Reports

Vice Commodore
Renzo Marcone reported that a new metal flag pole had been obtained for the South side to replace the pole that has rotted out. The pole will be installed by Rick Elliott at a total cost of $1500 to $1600.
Several channel markers have been lost to the elements in the past year. The Fairway buoy needs a better attachment as it has come loose in the past. Previously the channel markers have been made for the club on a voluntary basis by John Nolan. It was agreed by consensus that when new markers are made a bill for the cost of materials including the lead should be submitted.

Rear Commodore

Trees in the River
Several trees have become embedded in the channel and up river this Spring. Saugeen Valley Conservation Authority (SVCA) gave permission for the removal of a tree in the channel by the docking area. Rick Elliott removed the tree for $230. Further discussion took place over concerns about other trees in the water up stream and some trees that appear about to drop into the water. Dave Hyman was asked to contact the township about what responsibility the Township had for these trees.

Signage
Dave is using his contact with CIL to obtain new reflective material for the Range markers. The sign by the channel advising against fires on the beach near the river mouth has been torn down. Dan Sevcik will replace it. Dave has additional sign blanks that can be used. Several suggestions were made as to what might be needed on a sign and where they should be. A sign requesting “dead slow no wake’ will be placed by the ramp on both sides of the river. The cost of signs can be covered by the Rear Commander’s float.

Trailer Storage Area Improvements
An additional quote will be sought for any work to be authorized. There was a proposal to expand the trailer park and dock storage area on the North side. The Directors took a recess to view the area under consideration. Following the tour it was agreed that it would be appropriate to expand the trailer storage area by adding gravel to the west of the western road to the storage area.

The Rear Commodore will seek firm quotes for the proposed expansion and share them with the Directors by email. The Directors will reply to the Commodore if they approve the expense.

Dredging
As of May 1 there were 4.5 feet of water 20 feet out from the South ramp. East of the ramp a sand bar begins that runs from 3 feet to about 2 feet in front of Herb Millard’s Then it drops off again. This is an issue for one dock. Arrangements will be made to move that member to another location on the South side. It was felt that given the condition of the river dredging was not necessary for this year. As previously established the Rear Commodore will ensure that we have the appropriate permits and contractor arranged for 2006 if it becomes necessary then.

Locks
An example of a programmable lock and key system was demonstrated to the meeting. Given the recent experience with unauthorized copies of keys in the hands of non members it was felt appropriate to change the lock and key system this year.

D05004 BIRT the club replace the current locks with the programmable lock. The club is to purchase 125 keys and 2 keyed alike locks at no more than $2500.
Moved Dave Hyman Seconded Dan Sevcik Carried

D05005 BIRT the replacement cost for a key be $100
Moved Peter Palubiski Seconded Richard Heath Carried

Utility Boat
An appropriate utility boat has not yet been found. Directors are requested to continue looking for an a small pontoon boat. Herb Millard was thanked for his help with the buoys.
The clubhouse plumbing was not winterized until November last year. The new Rear Commodore had not realized it was his job. John Nolan took care of it. It was agreed that this was a job that should be done on Thanksgiving.
It was noted that we have a hydro wire that is touching a tree.
The wood pile by the fire pit contains some wood that cannot be burnt. Tim Johnston will take care of that as part of the preparation for the party.
After a discussion of the current state of the south side wiring for the channel lights the following motion was moved.

D05006 BIRT the poles and wiring on the South side be replaced. Renzo Marcone is to get a firm price then seek Directors approval by e-mail. Wiring and poles to be replaced by June 15, 2005.
Moved Tim Johnston Seconded Dave Hyman Carried

Fleet Captain

The dates are set for the corn roast and BBQ. Tim requires a key for the club house and the kitchen. A signup for helping at the parties will be at the Spring meeting. Tim is looking for some coolers to replace the Styrofoam coolers that have been used for the hot dogs in the past. Flyers may be used to advertise the party. The jumping castle will be at the Civic Holiday BBQ for the kids. Tim would appreciate any prizes that can be contributed for a raffle.

Harbour Masters
There are two spots open on the North side . Twenty five of the forty-nine spots on the South side are full. The stakes are in for locating the docks.
Members should be reminded in the newsletter and at the Spring meeting that if they wish to move to a different dock space the process is through contact with the appropriate harbour master.
The Harbour Masters noted that the process for accepting new members that is in the Bylaws is not the process that has become established. It was decided that the club would continue to follow the current practice until such time as the bylaws can be reviewed. The Secretary and Vice Commodore were asked to conduct a bylaw review.

5) Action Items not covered in a report

a) Patio Canopy
It was reported by Gord Cale that he had been in touch with Lynn Lowry and it was thought that the Canopy could be in place by the Spring Meeting. Lynn has had a death in the family and that might delay the job.

b) Tables
The tables that were authorized to be purchased are in the club house.

c) Upgrading the Clubhouse
Paul Proudfoot suggested a small committee be established to look at upgrading the clubhouse. After discussion it was decided that Renzo Marcone, Peter Palubiski, and Paul Proudfoot be asked to investigate a utility shed for the winter storage of the channel markers and other equipment.

d) Request for use of e-mail list
A request was received by the secretary for the use of the club e-mail list to advertise the Gigantic Yard Sale at the Community Centre. While the Directors were sympathetic to the cause it was felt that the members might look on this use as spam and might object to receiving unsolicited e-mail that was not club business. The Secretary was directed not to send this e-mail.

e) Use of Property
A request was received for the use of the property for a Wedding. More information is requested.

f) New Member Kits
The Harbour Masters have assembled eight New Member Kits but they require flags. The Secretary has the flags. The secretary took the kits to add the flags and will bring them to the Spring meeting.

g) Information Update
The member information received with member renewals was passed to the Secretary to update our records. The Harbour Masters requested a list that identified members’ boats to assist them in their jobs.

D05007 BIRT the meeting adjourn.
Moved Richard Heath Seconded Gordon Cale Carried

The meeting adjourned at 1:10 pm


___________________________
Secretary