Meeting Minutes: April 5, 2017 | Waikoloa Canoe Club

Waikoloa Canoe Club

Board of Directors Meeting Minutes

April 5, 2017

The meeting convened at 6:04 PM on April 5, 2017 at the Waikoloa Village Association community meeting room.

Secretary in attendance and recorder of minutes: Rami Ring

Board members present: Lisa Legler, Jim Albone, Steve Columbo, Guy Davis, John Ciambrone, Mike Chin-Quee, Phillip Beasley, Rami Ring

Head Coach Ed Teixeira present

Board members absent: Lyle Cabacungan

Other members present: Daniel Legler, Randy Ring, Aron Risley, Bob Risley

President Lisa Legler opened the meeting.

Jim motioned to approve minutes from last month, motion second, approved by all.
Treasurer’s Report (Phillip)
- In light of his resignation, Phillip did not move the funds to savings as it was decided on last month.
- Phillip suggests the need for the board to have liability insurance on board members. Lisa will look if that is in place.
- John is requesting PL/BS from Jan 1- March 31 2017.
- The board is requesting the new Treasurer to provide a detailed report for PL/BS
- John makes a motion to appoint Mike Bernstone as the treasurer replacing Phillip through the end of the year. He will not be a voting board member. Jim seconds, all approve.
- Phillip provided letter to present to FHB for Rami to sign which will change the treasurer on FHB account to Mike Bernstone.
- Lisa asks for all records to be turned over. Phillip, John and Mike will meet at a mutually acceptable time to audit the books and turn over all records to Mike.

Coach’s Report (Ed)
- Everything on track, working on potential crews
- Aron working on Junior program, possibly 5 crews
Moku Report (Lisa)
- State legislation for prop guards for boats did not pass
- Insurance went down, may go up next year
- Lisa reported that many clubs are starting a fund of $5000 to cover the deductible on insurance in the event of a major accident to club members.
- April 30 is the Businessman’s Regatta In Hilo. April 23 is Kona Businessman’s Regatta..
- April 15 coaches and officials meeting, ALL wanting to officiate need to attend meeting.
- April 29 is weigh in, traditionally shed clean out is same day, disinfect canoes, wax manus. Guy & Steve to pick up supplies (disinfectant, wax, rags)
Equipment Report (Guy & Steve)
- Doug & Ray Bumatay recommend waiting until the end of season to refinish the Koa. They are not responsible for refinishing, we need to refinish ourselves.
- Repair of original ama is going very slow, Guy & Steve continue to work on it. Possibly may not be salvagable.
  - Jim brings up possibility of purchasing a new ama from Steve Blyth. Ed will contact Steve on price, will be discussed at next meeting.
- April 15 we can expect the new dollies. Jim to fix broken PVC dollie.
Fundraisers
- Lavaman (Phillip)
  - Lavaman was very pleased with our volunteer efforts, and that has brought a $1500 donation to the club. Phillip has a list of suggested improvements for next year, which is March 25, 2018.
- Great Waikoloa Canoe Race
  - Rami to e-mail club members requesting volunteers for race, date of meeting: Sat, April 22 at 10:30
  - John sent out letter to Marriott and will follow up with Steve Yanerell regarding food for race.
  - Since Marriott will not let us use their furniture, John will call Service Rentals and Hilton to see if we can use their tables/chairs.
  - Medals- 6+ weeks to get medals. Need to know divisions prior to ordering.
- Possible fundraisers (Jim)
  - Island Partners Hawaii- June 8
  - Nickelodeon “Paradise Run”- May 13-14. Possible paddle contestants from A-bay to Hilton or Hilton to A-Bay.
  - Oregon 4-H Leisure Paddle-Mid summer for around 20 4-H members and chaperons.
  - Corportate Regatta-Sept. 26, 2017-10 Canoe Regatta for 275 people. 3-4 hours. Will need 4 canoes from another club to help make the 10 canoes needed.
Unfinished business
- Apparel sales- 11 ½ dozen new rash guards are in, men’s tanks, women’s racer back, and junior rash guards. Cost from CG Tees is approx. $15/ea.
  - Rami to send out e-mail asking for shirt style preference for next order.
  - Jim makes a motion to allow Lisa up to $2500 for 2nd order on rash guards, motion second, all approve.
  - Jim makes a motion to give all juniors a rash guard, motion second, all approve.
  - Ed presents possibility of giving each racer a rash guard, Jim presents selling to racers at cost. Will discuss at next meeting.
- Junior Athletic Scholarship Program
  - Jim makes a motion to allow the Head Coach and Junior program Assistant Coach to be able to waive the membership fee for juniors on a case-by-case basis for families with financial hardship. Motion is second, approved by all.
  - Ed is asking for a separate fund to be set up for the Athletic Scholarship Fund for junior program. Donations to the program can be set aside and aloted as needed.
New Business
- Do we want to set aside $5000 to cover the deductible on HCRA insurance policy in the event one of our members has a major accident? Lisa will get further information on the existing HCRA insurance policy.
- Purchase of 2 new glass amas
  - Jim expects the cost to be approx. $2500-$3000.
  - Mike makes a motion to allow Jim to purchase 2 Bixler fiberglass amas with a maximum of $5000 + tax and shipping. Motion is second, all in favor.

- Hacking of our website
  - Our website was hacked, however the problem was taken care of thanks to Kyle Combes, Mike CQ and Phillip
- Lyle’s absence at meetings
  - Rami to send e-mail to Lyle regarding his absence, referring to clause 4.05 in By Laws.
- Phillip has agreed to take care of our website, and has enlisted Lillian Lim to take care of our Facebook page.
- Mike is working with Mudbrook to get new wooden paddles for club members.
- Next month agenda to include insurance for WCC BoD, John will get information

Next meeting will be on Wed., May 3, 2017 at 6:00 PM in the WVA conference room.

Jim motions to adjourn, motion second, meeting adjourned at 7:59 PM.