**Note: These minutes were amended to include the full name of Michael Landers in the discussion on the Ironman aid station**
Waikoloa Canoe Club
Board of Directors Meeting Minutes
The meeting convened at 5:31 PM on December 10, 2014, at Hawaiian Dream Properties office in Waikoloa Village.
Secretary in attendance and recorder of minutes: Kyle Combes
Board members present: Harold van Doren, Ted Cassinelli, Jim Albone, Lisa Legler, Daniel Legler, Mike Chinquee, Chris Nilsen, Kyle Combes, Mike Bernstone
Board members absent: none
Members in attendance: Mike Goyette, Marcy Davis, Guy Davis, Aron Risley
President Harold van Doren opened the meeting.
Acceptance of previous Nov 5 minutes
- Jim motions to approve, Ted 2nds
- Ted points out error on page 3 under Head Coach, need to remove portion saying December 31, not accurate
- Jim motions to amend, Ted 2nds, unanimous approval to correct
Treasurer’s reported (Mike Bernstone)
- Mike Bernstone: no report, just got books, no chance look at; getting the rest of the records this week
- Mike motions for President, VP, and Treasurer to be authorized to sign checks and withdrawals
- Daniel 2nds, unanimous approval
- Jim provided debit card for regatta payments
MOKU Update (Jim Albone)
- strip koa voted down
- discussed whether likely to ever be passed; Jim: question of time
- Tui Tonga out; Kona Athletic didn’t pay dues on time; Miloliʻi for strip but just voted in, eligible to vote next year
Voter appointment of MOKU reps (Jim Albone)
- Kim sent email: couldn’t make, like to still be MOKU rep for WCC, (would also like permission to help hospital for business regatta again)
- Mike CQ asks what’s involved in being rep, discussed
- Daniel nominates Lisa
- Daniel revises: nominates Lisa & Mike CQ, Ted Cassinelli 2nds
- can have multiple representatives, only one vote per club
- vote: all except Chris, who wants Kim to continue – passes
- Ted interjects saying we should back up and discuss the motion
- Chris wants to see Lisa, Mike CQ, and Kim
- Jim: best to have one in charge with alternates
- Ted asks about Lisa primary, Mike alternate, Kim 2nd alternate
- Daniel agrees
- Mike B amends to appoint Lisa primary rep and Mike CQ and Kim as alternates
- Ted 2nds, unanimous approval
Equipment report (Daniel)
- 1 rack done
- started building big one, had to change rack design
- 2 racks completed, pipes cut, all be done by end of next week; after holidays
- big rack: 49 canoes
- slide in front, side racks (slide-ins next to tree)
- Daniel wants to remove debris, sand, & kiawe after taking out old racks
- Waiakea & Miloliʻi interested in old racks, Jim: told 2 racks per club
Inventory status
- Jim: 400 board-feet
- Ric wanted invoice from miller – didn’t get invoice
- Daniel motions take off agenda, Lisa 2nds
- Ted: should we store wood ourselves? (Jim: already in dry storage)
- Jim: Bill Rosehill already keeping it under cover for free
- Lisa suggests Guy take picture inventory
- agrees, go w/Ted
- Mike CQ: why keep wood?
- Daniel revokes motion, changes to motion for Ted & Guy to go take picture inventory of koa, Chris 2nds, unanimous approval
- after check, take off agenda
- Ted: should we store wood ourselves? (Jim: already in dry storage)
Spray skirts (Jim)
- measured hoops, measurements off
- will get discount on next spray skirt purchase
- said they would redo
Trailer
- Jim still hasn’t put on new sidelight
- Chris offers to put on this weekend
- Mike CQ: do we need electric breaks considering size? Jim: no
- MCQ: since we have money, is it worth looking at 5-canoe trailer since needed in past?
- $7-$10k
- Lisa: do we have chocks for wheels? Jim: yes, in halau
- Daniel: noticed rust
- Jim: lot of rust, still good trailer; rear axle replaced couple years ago
- worth: $3-$4k
- Lisa: discuss further at next board meeting
Cover for Bradley Lightning
- Jim: Beth wants to practice before Bradley, should do J4
- Lisa: long-term cover for koa for winter? Sock for winter, keep cats outs
- Jim: carpenter ants
- Ted: will get in anyway
- Jim: ant poison
- moved to future meeting
- Jim: carpenter ants
OC4 gunnel status (Harold)
- Guy good repair job, Harold not the greatest painting
- can’t store paint in shed, need to put elsewhere
- Jim will keep (couple of milk crates)
Mirage pulling right (Harold)
- not sure if it’s really pulling, need to ask more people
- Lisa: ask Sammy
Paddle order status
- Ric Rapp organizing, not present
- Daniel: Ric said he would keep form at beach, place order once he has 10 paddles
- Jim: can get discount on individual orders, may charge more for shipping
- Mike CQ has order in, will call Ric and check status
Hoʻomaluo repair status (Jim)
- Bill doesn’t have room, hopefully room within week
- sat outside for 2 months, finish degraded
- Jim motions to move down to fix cracks & refinish, Chris 2nds
- Ted: cost? Repairs free, refinishing cost
- Daniel: need to plan, make sure not left in sun again
- Ted: bad original finish? Hull finish coming off?
- Jim: didn’t see coming off in hull, bubbling on gunnels and manus
- Jim & Daniel: fiberglass inside
- if strips approved @ MOKU, need to sand off
- Mike B: committee for evaluating finish, determines what needs to be done and associated costs, Lisa 2nds
- Jim revokes motion
- Daniel will head committee
- unanimous approval
Benefact cosmetics (Jim)
- remove from agenda, never got back
Spreading ashes (Dec 20 @ 49 black sands)
- Jim: meet 3 people @ black sands @ 9am (Lisa in charge)
- Lisa, related: Gonzo’s mother passed, will be wanting ashes spreading
Rashguard order status (Lisa)
- Michelle hasn’t gotten back (need inventory)
- will reorder same, restock existing
- Harold will contact Michelle, get info & contact info to buy
- Lisa: people on committee want to come up with new design, should we wait?
- Decided to wait for new design (new colors?)
Code of conduct (Jim)
- issues last year, board: new resolution, send out to membership, approval
- motions for resolution to reaffirm code of conduct, Kyle 2nds
- Ted: agrees with code of conduct, doesn’t like way written, length
- Daniel: should be common sense, should have mission statement or revamp
- vote:
- in favor: Jim
- opposed: Ted, Mike CQ, Mike B., Daniel, Lisa
- abstaining: Kyle, Chris
- Mike motions committee to revise code of conduct
- vote:
- in favor: Ted, Mike CQ, Daniel, Lisa, Kyle, Mike B.
- opposed: Jim
- abstaining: Chris
- tabled establishing committee, next meeting
- vote:
- existing code will remain in effect
Change terminology from “beach director” to “paddling coordinator”
- user term “paddling coordinator” in code of conduct
Surf ski maintenance (Daniel)
- no update, will get to after racks are done
Membership submissions
- e-forms
- people want online payment
- waiting on insurance company, may or may not accept electronic signatures
- Harold will contact Michelle, get back to Kyle about website
HCRA insurance form, duplicate liability waiver
- Ted references previous meeting minutes: already approved motion to remove liability waiver from rack lease form
- Daniel: need copy of OC1 rack lease form, Lisa will get it
Ironman station
- Michael Landers says bail
- decided to drop Ironman volunteer station
Hauling canoe
- Mike Goyette wants to be reimbursed for hauling repeatedly last season
- Need list of where hauled
- Mike B. will look into mileage rate
- need to keep log, spreadsheet
Audit for financial records
- Ted pushing independent audit, Harold in favor
- Ted motions: allow Mike B to look over books, come back with recommendation whether or not to audit, Lisa 2nds, unanimous approval
Upcoming fundraisers
- none
- Jim would like to remain involved working on corporate fundraisers
Bylaw changes
- Ted motions to form committee to assess bylaws, Mike B 2nds
- Ted will be representative from board
- have judge/lawyer look over, clean up & make clearer
- vote: unanimous
Daniel’s transfer (Daniel)
- submitted, should be done this week
Circulation of meeting agendas limited to board
- put agenda on club site
- Kyle needs permission to edit waikoloacanoeclub.com
- Ted motions to add item to website for agenda, posted as tentative as soon as secretary receives from President, Lisa 2nds, unanimous approval
Business regatta
- Ted motions to continue helping the North Hawaii Community Hospital participate in the business regatta, Kyle 2nds
- Ted: don’t want schedule interfering with regular paddling times, coach coordinating times
- vote: unanimous
CPR
- $50, includes cards, max 12 per class
- Daniel: accept Kim’s offer and offer class to club, individuals pay, Ted 2nds, unanimous approval
Date of next meeting: January 21, 2015 at 5:30 PM
Harold motions to adjourn, Lisa 2nds
Meeting adjourned at 7:10 PM