PYC Board Meeting - Saturday, 5/12/12
Opening: The regular meeting of the Pentwater Yacht Club was called to order by Commodore Kathy
Ribbens at 8:30 a.m. on May 12, 2012 in the Clubhouse.
Present: Commodore Kathy Ribbens, Vice-Commodore Chip Gwillim, Rear-Commodore Marsha
LaHaye,
Past Commodore David Nobles, Treasurer, Gigi Mitchell, Treasurer Nancy Hooper, Secretary
Nancy Ceton.
Board Members: Jim Gillette, Annette Hilton and Frode Maaseidvaag
Not Present: Dave Peterhans, Al Burmester, Paulette DeHommel and John Grant
A. Approval of Agenda
The Agenda was unanimously approved as distributed.
B. Approval of the April Minutes
The minutes for the April meeting were approved.
B-1
Approval of the Special May Electronic Mail Meeting Minutes
Meeting held May 6, 2012; pertaining to special event license required
Two events: Wine Tasting on 5/20/12 and Service Club’s Ladies Night Out 5/24/12.
The minutes for the Special May Email minutes were approved.
C. Secretary’s Report
The Secretary, Nancy Ceton, thanked the Board for the laptop which is to be dedicated for PYC work only
and passed onto the next member holding the position.
D. Treasurer’s Report
The Treasurer, Gigi Mitchell, indicated Nancy Hooper had done an update and the finances are in
wonderful condition, and gave Nancy a well deserved “thank you”.
E. Commodore’s Report
Commodore Kathy Ribbens stated the Kentucky Derby event was a great success; it was attended by 100+
people who thoroughly enjoyed the food and festivities. Kathy gave a big “thank you” to Mike and Marsha
LaHaye and Laura Ellam for all their work.
Kathy indicated the IRS audit resulted in a $66.13 fine for PYC for not filing a 990T form. Our CPA,
Sarah Kanitz, will file the form from here on; she indicated she’d reimburse PYC for the fine.
Kathy indicated Sarah would attend the meeting and give further information.
Kathy said she had been asked to include the Standing Rules and By-laws in the Yearbook. It was
explained that there was a $300 savings by not including them in the directory. Frode Maaseidevaag
indicated that very shortly he would have the updated Standing Rules and By-laws for the website;
membership will be notified when the update is available plus, hard copies will be printed and available at
the clubhouse for everyone’s review/use.
Sarah Kanitz arrived and was introduced by Kathy. Sarah reported that the audit was very minor and that
PYC is very strong financially. She indicated that the reciprocal sales will definitely be tracked as a
separate item (new POS system definitely allows this function). Sarah ended her presentation by stating d
there is more than adequate financial control in place for the club, it has a very sound financial system
Kathy advised that the updated POS is in use and noted that Chip would cover it in detail.
Kathy reconfirmed that a laptop was purchased for the Secretary; it was motioned by David Nobles that
$450.00 each, $900 total, be allocated for purchasing two laptops for the Treasurer and for the Membership
Committee; these laptops, like the Secretary’s, would be dedicated for PYC activity exclusively and would
be passed onto the next member holding the position. The motion was seconded by Chip Gwillim and
carried.
Kathy advised the club can continue to use the non-commercial refrigerator as Bill & Diane Bullards
donated it.
Kathy reiterated the need for repairs to the commercial refrigerator, and also mentioned how the
dishwasher was in need of repairs and/or replacement. The club cannot serve food/liquor without a
dishwasher.
Kathy discussed the approved AED; it’s automatic and “talks” the user through the instructions.
The life saving device will be placed in a prominent, easily accessible area in the club with a very visible
sign denoting it’s placement.
Kathy stated PYC had received a request for a donation for the Wine Tasting Event’s Silent Auction.
David Nobles motioned that a PYC blanket be donated; Frode seconded it and the motion carried.
Kathy discussed the Dredging Event scheduled for June 23 rd. There will be a Pancake Breakfast in the
morning and a silent auction in the afternoon. There will be cocktails and there may be appetizers.
Kathy asked if Dave Roseman would give a presentation on the information he’s gathered.
Dave stated to be able to dredge we’d require 90% of the bid amount; Dave reminded everyone that the
channel should be dredged in July if we want to insure it’s use.
There were 3 bids and Dave discussed the best two:
$45,000 for 3,000 yards at 11 foot depths
$60,000
“
12 food depths
The second one is actually the most practical in that the extra foot could possibly allow us not to require
dredging next year.
With private donations we have more than one half of the $45,000.
The Township may reverse their initial response of not contributing to the project “due to government
restraints”. The Village will hold their monthly meeting 5/14/12 at 6 o’clock with dredging on the
agenda.
It’s very likely the Village may contribute $15,000. Dave asked that membership attend this meeting to
show strong support.
Additionally, Dave advised the Lake Board will hold a hearing at the Friendship Center 5/30/12 at 7 pm;
it’s hopeful that $20,000 will be pledged by this organization. Again, please attend to show support.
The donations will be funneled through the Community Foundation which is a 501C foundation making
donations tax deductible.
David Nobles motioned that as an expression of commitment to the dredging project, separate from the
PYC Dredging Event proceeds, that PYC donate $3,000 to the foundation. Frode Maaseidevaag seconded
it and the motion carried.
F. Vice Commodore’s Report
Vice Commodore, Chip Gwillim, advised that the coffee pot outlet is safe; the work was completed by a
licensed electrician.
Chip advised that the POS system upgrade approved for $9,500 came in at $7,749.19. The POS
expenditure covers two stations, upgrade to system and printers. There is a $179.00 rebate enroute.
Chip indicated his concern over the dishwasher. In 2009 the board indicated “needs replacement”.
This year it has already need $200 in repair to a rear seal. The club cannot operate without a dishwasher.
Kathy motioned , with David Nobles seconding, that funds not to exceed $3,500, would be allocated for a
new dishwasher. It would be defined at the next meeting whether the replacement would be actual
purchase or lease with a buyout. There was great concern for the dishwasher in operation makes very loud
noises plus there’s substantial leaking.
Chip advised the commercial refrigerator compressor had to be replaced at a cost of $675. The repair
brought to light the need for staff to regularly dust the refrigerator coils. A leak in the heat exchanger was
repaired at the same time. Chip indicated replacement would run approximately $3,000.
A motion regarding the repair to the commercial refrigerator in the amount of $725.00 was made by David
Nobles and seconded by Marsha; the motion carried.
David Nobles brought up that he had been advised by the dishwasher employees that they were being
shocked by the switch; an electrician is required to view and ground. Motion to do so was made by Kathy
and seconded by Chip, motion carried.
G. Rear Commodore’s Report
Rear Commodore, Marsha LaHaye, advised that the popular Thursday night dinners are set and ready to go.
Marsha had a prototype of her “Passport” which was well received. A motion by David Nobles to allocate
$250 for the Passport printing by Quick Print was seconded by Kathy. The motion carried.
Committee Reports:
Finance: Skip Barnes has not returned to Pentwater as yet.
House Committee: Louise Gabbard
Louise advised participation in the Job Fair was great; 20 good applicants from which PYC hired 2 part-
time dishwashers and 5 part time servers/bartenders.
Louise gave thanks to the many volunteers who showed up to open the club and get it in shape for the
season. A special “thank you” to Rilla Nemeth for the gracious use of her talents in recovering our
wicker furniture covers. The club was receiving complaints regarding the flatware - new flatware will be
ordered which is much heavier. Condiment caddies and lanterns are being ordered for deck tables to
enhance server efficience and also improve night time lighting. Louise also mentioned problems with
dishwasher.
Louise touched upon the reduced menu for May.
The Board Dinner was considered a great learning
experience for the staff; overall, very positive feedback. Louise requested approval of Service Club’s
Ladies Night Out on May 24th -- club would require a special lliquor license to sell to non-members that
night. Kathy motioned for the special liquor license, David Nobles seconded, motioned carried.
Regatta: Michael LaHaye
Mike indicated that the first scheduled Ensign race was cancelled as not all the boats are in the water.
The next scheduled race is for next Saturday, May 19, 2012. Mike also mentioned the Sailing Seminars.
Planning Committee: Frode Maaseidvaag
Frode began by giving another “thank you” to Wayne Preston for the new ceiling the PYC entrance.
Our impressive new door was created by many talented people which Frode thanked:
Dave Peterhans - Design
Ken Stotler - Builder
Ted Cuchna - Finisher
Ted Cuchna & Gordon Veldman - Built and installed the handlebar
The burgees are such a great addition to our club - thanks go to Mike LaHaye, Chip and Jack Patterson.
2012 Plans from previous years ongoing issues:
Resolution on walk in cooler
Marketing plan for PYC including 3 fold brochure
Membership concept for younger members
Handicap access construction via junior room
New bulletin boards
Stations: Frode Maaseidvaag for Al Burmester
Thankyou to Dave Nobles for power washing the floats prior to launching the docks
The water level will be “modified” to allow proper depth
The Stations Committee will add stabilization to the finger docks
All the slips are taken.
Frode also advised that an Ad Hoc Committee was formed “Technology”; committee members are Mike
LaHaye, Dave Roseman and Frode Maaseidvaag. The committee will handle the club’s technology
resources, Tv, phone, audio, website and security systems.
Membership: Marilyn Maaseidvaag
Marilyn advised that since the last meeting the new members are:
Tom and Lynn Hicks
R.B. and Janet Carter
Fred and Jeanette Cisler
plus nine more applications are in progress.
Total membership today is 523 - with the nine in progress we have 532 plus 6 intermediate members.
Membership is planning one event to welcome the new women members; an English Tea scheduled for
June 19th. Diana Hooyman and Sarah Johnson are helping to plan the event for the 14 new members. All
new members will be welcomed at the Flag Officers Cocktail Party.
Member Concerns:
Nancy Hooper, in regards to the IRS audit, reiterated how PYC has a very strong financial system in place.
Adjournment:
David Nobles moved and Frode seconded that the Board adjourn at 10:40.
Respectfully submitted by Nancy Ceton, Secretary