– – – APPROVED – – –

HARBOR 20 FLEET FOUR

EXECUTIVE BOARD MEETING

MARCH 31, 2016

 

Call to Order: Fred Rice presiding – Ann Hutchins, Geoff Slaff, Morgan green, Leslie Deardorff, Scott Deardorff, Rich Miller, Bill Bench, Dale Zurawski, Jane Watkins, John Jeffries, Brian Green present.

 

Minutes: Morgan Green. February minutes accepted without amendment.

 

North/South Regatta Planning: Fred notes the fleet needs to prepare notice of race and sailing instructions and details including hospitality events to the Newport Fleet. Leslie Deardorff will send the NOR and SI documents to Fred used for the last North/South here as a point of information. Noted: San Diego will not be participating.

 

Food and expenses: Geoff presented a proposed budget based on 60 people. Includes 2014 actual expenses and 2016 projected costs. Total estimated at $11,245. See attached report for line item details. Entry charge projected at $200 per sailor, assuming five Newport boats. Projection also calls for $150 for Fleet 4 sailors. Scott Deardorff suggested $200 for all. Consensus is to make the event a high quality regatta.

 

Suggestion: leave $1,000 in the Fleet 4 account as reserves.

 

Hospitality Event costs – Suggestion: charge for each hospitality event separately for all non-racers and onboard owner reps. Discussion and agreement on the following: Leslie will price out the costs of the club dinner for 60, 70 and 80 people so charges can be firmly determined. Consensus among the board and members at this meeting is a “Wet Wednesday-style” Barbecue with cook-your-own foods. An outdoor Luau like last time was preferred. Determining final charges for guests and Fleet 4 owner representative volunteers will be revisited for a decision at the next meeting based on actual food and service rates by SBYC other event costs (insurance, trophies etc.)

 

Re: Prices to be charged for parties that Al and Rich host to defray their costs. Geoff suggests $25 per person and Rich said that is OK. Leslie is to ask Al.

 

Insurance: Leslie will ask Brad about arranging for insurance.

 

Notification: Leslie will send an email as soon as possible to the Newport Fleet Captain specifying the dates, and ask if the visitors want another spinnaker clinic. This will be followed with a “save the date” letter.

The official Notice of Race: Will be sent out to Newport no later than early July.

 

Start Practices: Ann Hutchins. The proposal is to start April 22. She will confirm with Ken Keiding, who has volunteered to conduct the sessions from his boat. The tentative schedule is once monthly, depending on the club racing schedule. Ken Kieding will send out a notice to fleet owners after confirming all details with Ann. Consensus agreement on a start time of 5:30, and an hour of practices.

 

Match Racing: Rich Miller notes that the CHRF fleet will not take on start duties. The fleet must start its own races.  They would be short, with five-minute start separations. Rich will examine the SBYC schedule to see if he can find clear dates. He also will set up match racing briefing sessions in advance.

 

Fleet Calendar: The following 2016 meeting dates were confirmed. May 26, July 28, Sept. 29.

 

Ex-Agenda Items

 

Class Association Meeting: Rich Miller reports – Hilton Head and Annapolis conduct elimination rounds for the East/West challenge. The top three skippers are the team. The next three skippers are their crew. Discussion for Fleet Four. Consensus, leave crew posts open as skippers’ choice, especially for away events.

 

PHRF Race Committee assistance: Jane Watkins asked for volunteers to help. Rich Miller and Ann Hutchins volunteer.

 

Reimbursement: Since Fred helped purchase a scale to share with the J-70 fleet, Geoff Slaff proposed reimbursing Fred $223 for his costs. Rich Miller made the motion. Ann Hutchins seconded. Approved.

 

Fleet Champions for 2015 and Scoring Questions: Geoff noted a lack of confirmation of the top Fleet 4 skippers at the SBYC awards dinner. Clarification: the SBYC Centennial Cup (not a Fleet 4 cup) is based only on SBYC member boats. This excludes some Fleet 4 boats. Discussion on scoring for the Fleet 4 Championship Series: the algorithm for determining scores is per U.S Sailing, racing rules section A-9. Scott Deardorff reviewed the basics.  Members discussed alternatives to penalize no-shows. Noted: the rules call for two throw-out regattas to take care of this. Brief discussion of high-point scoring as an alternative. No decision.

 

Adjournment

– – – END – – –

 

 

– – – APPROVED – – –

 

HARBOR 20 FLEET FOUR

GENERAL MEETING

FEB. 11, 2016

 

Call to Order: Fred Rice presiding – Ann Hutchins, Tom Wright, Geoff Slaff, Morgan Green, directors, and J.J. Jeffries, Bhrian Resnik, Rich Miller, Leslie Deardorff, Scott Deardorff, Sandra Denton, Helene Webb, Kathleen Bauschke attending.

 

Treasurer’s Report: Geoff Slaff – See attached report. All 15 boats in the fleet have paid their 2016 dues. After a $380 cost for 50 percent of the cost of a perpetual trophy (Al Salzer contributing the other 50 percent), the current fleet balance is $3,359.67.

 

Fred reports the Class Association board wants all fleet dues paid by the Feb. 1 deadline so they can put all members into the published roster. Also, they ask that all, including owners, skipper, and associate members, pay now rather than later. Suggestion: Fred is to email all fleet members about the requirement that they pay their dues if they expect to race in any Class Association event.

 

Minutes: January minutes were posted on the Class website, Fleet Four page. Minutes accepted without amendment.

 

NEW BUSINESS

 

1. Board practices: Geoff reiterated the board’s intent to bring issues requiring Board decisions first to the fleet at a general meeting for discussion and possible advisory vote on proposed solutions before the board’s official decisions. The intent is to assure that the fleet’s operation is transparent and all members are informed.

 

2. Calendar of meetings: Proposed at the January meeting. Discussion upshot: Agreement by consensus for the board to meet every other month on the 4th Thursday, with these sessions designated fleet meetings as necessary. Fred will check the schedule against the Yacht Club calendar and will report back to the fleet. The next board meeting could be at the end of March, or April.

 

3. Weigh-day Feb. 20: 9 a.m. to 2 p.m.: Fred Rice – Unable to get a Class Association scale, or a functioning local scale through Ken Keiding, and finding rental rates too high, Fred reported he privately purchased a 3,000 lb. certified digital scale and will lend it to the fleet for weighing. This way, the fleet can set up as many weighing dates as it needs. Morgan Green suggested that fleet measurer Tom Wright include an all-encompassing liability waiver form to be signed by owners before their boat is weighed. Agreed by consensus. Tom is to create the form. Fred reported the fleet has four volunteers to help on weigh day, February 19. Note: Agreement by consensus that due to unique safety concerns because of the fleet’s open-ocean racing, a heavier anchor than the Class-required 3 lbs. and heavier than the required quarter-inch rode is acceptable during the weighing, but they must be aboard in all subsequent races.

 

Geoff Slaff wanted the implications of not being weighed clarified for fleet members. Agreed by consensus that such boats can race, but the results will not count toward official Fleet standings. Fred noted that the Class rules deadline for weighing is March 19. Agreement by Consensus that in Fleet Four, owners unable to get boats weighed on time, can seek a reasonable extension from the board.

 

4.Match Races: Rich Miller suggested them. He will conduct a poll of fleet owners to determine interest.

 

5. Friday Starts Practice: Ann Hutchins will coordinate with Ken Keiding, who has volunteered to conduct sessions.

 

 

6. National Board Meeting conference: attended by Fred Rice and Rich Miller. Dues: see Treasurer’s Report. The East-West Regatta: is Oct. 1 and 2 in Newport, without owner representatives aboard. The conference asked preferences of the fleets regarding owner-representatives on boats. Agreement by consensus and show-of-hands fleet advisory vote that Fleet Four wants owner representatives aboard for all spinnaker events here.

 

5. Byre Staff Commodore Trophy: Rich Miller reported that the trophy was not awarded in 2015, despite the submission of deed-of-gift paperwork to the yacht club. He proposes the trophy, a ships binnacle, be designated the SBYC One-Design Challenge Cup, based on a series comprised of the Spring, Summer, Fall and Holiday cup one-design results. The cup would go to the top boat in the largest one-design fleet in the series. Scott Deardorff suggested Rich work with the trophy donor about the designation, and submit the plan to the club’s new trophies committee.

 

6. North-South Hospitality Chairs: Fred Rice – There will be 10 boats in this event. San Diego is not participating. Leslie Deardorff heads the race committee; Caroline Kavanagh is heading up housing. Jane Barrett volunteered to take on email communications with Newport. Leslie reported she and Caroline already have a lot of housing lined up. Rich Miller volunteered his home for the Friday night party; Fred Rice has reserved the club’s beach for the Saturday party, but has not determined cost details. Al Salzer has volunteered to host his dock party on Sunday, but wants to charge to cover expenses. Geoff volunteers as finance chair, and will get last years cost figures to build a budget and help determine what to charge participants. Geoff will send his proposed budget to the above people and meet to determine the charges for participants.

Not determined: who will be in charge of t-shirts. Fred noted that Al Salzer gifted a trophy for the event, and had it reconditioned, sharing 50 percent of that expense with Fleet 1.

 

7. Adjournment

 

– – – END – – –

 

 

 

 

 

– – – APPROVED – – –

(1 February 2016)

 

HARBOR 20 FLEET FOUR

BOARD OF DIRECTORS MEETING

JAN. 27, 2016

 

CALL TO ORDER: Fred Rice presiding. Present, Geoff Slaff, Morgan Green, Ann Hutchins, Thomas Wright, Bill Bench, Jane Barrett, Kathleen Bauschke, Dale Zurawski, Sandra Denton, Tom Kelleway, Rich Miller, John Jeffries, Ken Kieding

 

1. Election Results: Morgan Green reported the election results. 13 boats cast votes by email. The five nominees with the most votes were Fred Rice, Geoff Slaff, Morgan Green, Tom Wright and Ann Hutchins.

 

2. Board Officers: Fred opened nominations for Fleet Captain. Ann nominated Fred. Geoff seconded the motion. Approved by newly elected board by voice vote. Geoff nominated Morgan Green as Recording Secretary. Fred Rice seconded the motion. The board approved by voice vote. Morgan Green nominated Geoff Slaff as Treasurer, Tom Wright seconded the motion, with approval by voice vote. Tom volunteered to be Measurer. Geoff seconded the motion, approved by voice vote. Tom Kelleway volunteered to assist him.

 

3. Webmaster: Fred asked John “J.J.” Jeffries to continue as webmaster. J.J. agreed, and was confirmed by voice vote.

 

4. General Discussion: Fred thanked all the nominees for running. Geoff suggested that the board make it a practice to take issues requiring board decisions first to a fleet wide meeting where Owner Members could discuss and cast advisory votes to suggest proposed solutions. Subsequently, the board would meet, discuss and vote on the issue as per Fleet Four bylaws.

Geoff proposed the above procedure for discussion at the next Fleet Four general meeting.

 

Ann and Geoff recommended publishing a calendar of meetings for the year. Ann recommended a reminder date for the next meeting be announced and included in the minutes of each meeting.

 

5. Items for the next Fleet Four general meeting: See item four above. Also, a Fleet Four weighing event, with proposed dates and procedures and details of gear required. Fred is to send out the proposed dates before the meeting, along with a list of equipment to be aboard for the weighing. He will call for volunteers at the meeting to assist on the weigh day. Ken Keiding is to help with the event regarding the scales to be used.

 

A series of match races will be put on the fleet meeting agenda for discussion, as per a request by Rich Miller.

 

6. Friday night starts practice: Ken Keiding volunteered to host a series of Friday evening short races, with the emphasis on starts. Ann Hutchins volunteered to coordinate with him and be the contact person for fleet members who want to take part.

 

7. Next Fleet Four general meeting: After discussion, the meeting is scheduled for Feb 11, 5:30 p.m. at the Santa Barbara Yacht Club.

 

Adjournment 5:38 p.m.

 

– – – END – – –