Minutes: January 21, 2015

by | Feb 6, 2015 | Minutes

Waikoloa Canoe Club

Board of Directors Meeting Minutes

The meeting convened at 5:37 PM on January 21, 2015, at Hawaiian Dream Properties office in Waikoloa Village.

Secretary in attendance and recorder of minutes: Kyle Combes

Board members present: Harold van Doren Jim Albone, Lisa Legler, Daniel Legler, Kyle Combes, Mike Bernstone. Late: Chris Nilsen, Mike Chinquee, Ted Cassinelli

Board members absent: none

Members in attendance: Steve Columbo, Russell Simpliciano, Mike Goyette, Guy Davis, Bob Risley

President Harold van Doren opened the meeting.

Previous meeting minutes

  • decision to correct Ironman “Michael” to “Michael Landers”
  • Daniel motions to approve minutes with correction; unanimous approval

Approving actions without meeting minutes

  • Daniel motions to approve; unanimous approval

Annual financial report (Profit & Loss, Balance Sheet)

  • Mike B. & Daniel comment saying collective value of canoes ($110,137.02) is low, possible need to reevaluate

Equipment Report

  • OC-1 racks (Daniel)
    • OC-1 racks at beach, going to put in
    • all spaces reserved, will email people with their rack space number
  • Canoe covers (Jim)
    • cover sent back
  • Paddle orders (Mike C.Q.)
    • some info from Ric ($5/paddle bulk, $30 individual), needs to call company to verify
    • no orders in place, Mike taking over ordering
  • Wooden canoe repairs
    • Strip koa
      • $5k to glass, fix cracks
      • tree fell on canoe, broke top piece in current unlimited division
      • Daniel will call Bill, ask for second quote to put down thin layer of fiberglass
    • Old koa
      • twists in front and back; easiest to cut bottom out
      • $22.5k: completely rebuild front, back, bottom; complete fix (we supply koa)
    • Surfski (Daniel)
      • just finished rack, moving on to surf ski
    • Trailer
      • Chris put light on
      • Daniel will look into cost of sanding and painting trailer
    • Stickers on M2s (not on agenda)
      • Daniel motions to replace “M2” with “Waikoloa” on Mirages; unanimous approval
    • Koa covers
      • Beth is working on
      • Beth can make sock for koa, needs to know material

Fundraisers (Jim)

  • one request, 120 people (Sun, April 12)
    • $300/canoe/hr (all six canoes), ~$4,500

Rash guard order status (Harold & Lisa)

  • Lisa: no designs
  • Lisa will check inventory, determine what we need to order
  • scheduled shed cleanup day for February 21 after morning paddle

Koa wood

  • 12-foot planks, can use U-Haul to transport
  • Ted motions to rent storage unit in Kona for a year; unanimous approval

Code of Conduct

  • will break Code of Conduct, Policies, and Procedures into separate documents
  • tabled for discussion via email

Bylaws update (Ted)

  • hasn’t had time due to vacation, travel
  • decided on deadline for completion: May 1

Credit card payment option status (Harold)

  • quote for $540.75 to add to site
  • tabled

Website

  • need username & password for EZ Web Hosting from Michelle
  • June renewal for domain name
  • Kyle will take over posting to website

Book audit (Mike Bernstone)

  • recommends we don’t audit; takes a long time, expensive
  • board agrees

Rec paddling – not enough canoes

  • Harold will send out email reminding of evening practices (Tuesday/Thursday 5pm)

Forms status

  • good with forms (rack rental, membership)

Online pictures

  • to become WCC member, must sign up for HCRA (insurance purposes) & submit photo

Liability insurance for towing trailer

  • Jim & Mike B.: we do have insurance

Annual meeting minutes on website?

  • Kyle will post 2013 annual meeting minutes

CPR class (Ted)

  • Denise will teach CPR class, prefers Saturday around 1-1:30 at A-Bay
    • won’t charge, wants to be reimbursed $15/book
    • no AED or infant CPR certification; can issue PADI cards
    • Mike B.: motions for class Saturday, March 7; unanimous approval

Social media, Facebook, website

  • Website
    • want to have calendar, announcements page
  • Facebook
    • negative comments on Facebook page (no admin)
    • Harold makes motion to delete adult Facebook page
      • vote: 6 in favor, 2 opposed; passed
    • Chris makes motions to delete keiki Facebook page because we should not be posting pictures of other people’s kids; unanimous approval

Glass canoe storm damage (Daniel)

  • M2 damaged, needs to be repaired and painted
    • Daniel can repair, Mike Akizawa for painting

Appointment of head coach

  • Ted makes motion to appoint Daniel Legler as head coach with 2-year commitment
    • 7 vote in favor, 1 abstention; passed
    • Daniel resigns voting position on board, will still receive emails
    • board will create, this year, a defined process for appointing a head coach
    • Harold makes motion not to replace vacancy
      • 4 in favor, 3 opposed; passed

Change of meeting times

  • Michael Barry wants 6:30pm start time
  • Jim motions to move meeting start time to 6:00pm; approved

Date of next meeting: February 4, 2015 at 6:00pm at Hawaiian Dream Properties

Meeting adjourned at 7:46pm

An executive session was held concerning two individuals involved in a grievance issue. The board decided to direct the treasurer to contact each party and settle the issue once and for all.