IVY Club Board of Directors Minutes

17 July 2008

PRESENT: Rear Commodore Ron Karcher, Past Commodore Bill Fischer, Bill Bishop, Doug Ervin, Brian Finn, Pat Gudat, Bill Nordsiek, Wayne Powell, Chuck Sanders, Todd Schrock, Bob Spencer and MSEM Ellen Delano (Secretary Pam Swanson).

ABSENT: Commodore George Sales, Vice Commodore Dave Jones and John Donahue.

The minutes of the 19 June 2008 meeting were unanimously accepted as presented (Bill Fischer motion; Doug Ervin second).

Brian Finn reported that although June had less usage than last month, it is not unusual to have a loss in June. Restaurant income was significantly down but expenses were also reduced to make a net profit for the second month in a row. Bar year-to-date is $1,200 lower than budget but $8,000 better than last year. Harbor income, up from last month, is still $6,900 year-to-date worse than last year. Finance suffered major expenses of $11,100 due to the repair of two ice machines and a walk-in cooler. Donations of $2,700 (received last year only) were budgeted at $3,000 but not contributed. Unavoidable pool expenses such as termite treatment, chaise lounge chairs, a pump and lane line replacements impacted a budget that would otherwise have been accurate. Membership, grounds, aquatic, beach and entertainment combined for expenses $1,300 lower than budget for the month. Overall, the Club lost $22,200 for the month compared to a $13,000 loss last year. Year-to-date the loss is $61,900, which is $34,900 worse than budget but only $4,900 worse than last year. Total assets are down $26,800 from last month while liabilities are $4,800 lower than last month. The report was accepted by all present (Doug Ervin motion; Bill Bishop second).

Bob Spencer reported nine resignations: Carl Waterson (NR), Wayne Johnson (NR), Dan Hamilton (NR), Joan O'’Neil (W), Tom Hunt (SSa), John Immel (SSSo), Monica Jagiella (SSo), David Smith (SSo) and Clifford Udry (SP). There were six new applications: Sean Ames (ASo), James Beck (SSo), James Biery (SP), Ron Imes (NR), William Jankovsky (SP) and Michael Jognt (SP). Pending fulfillment of membership requirements, all were unanimously accepted (Doug Ervin motion; Wayne Powell second).

Doug Ervin reported the restaurant and bar are both showing a profit. Independence Day chicken boxes received a positive response. Food cost of 37% is now in line with most restaurant goals. Compliments by far out-weigh criticisms and negatives are being addressed one-on-one, face-to-face wherever possible.

Chuck Sanders reported the pool now has an up-to-date starter system for swim meets and the diving board has been installed. The hinges to the pool gate will be fixed. The locker room flooring needs a permanent solution and those costs are being researched with a fall replacement goal. More chairs need to be replaced next year.

Bill Bishop and Bill Nordsiek reported there are only a few available slips. The docks are in good repair and a singular dog issue is being addressed. Big projects are necessary to speed seawall progress and are actively being pursued. Dredging options are also being studied. A renovation and expansion schedule (through 2015) to include covered docks and pavilions has been mapped out in phases which includes erosion, dredging, expansion and construction needs. A committee needs to be formed in the near future to prioritize and act on the realization of these needs.

Wayne Powell reported social events through Labor Day are being solidified to include fundraising opportunities to offset the costs of some necessary pool improvements.

Aquatics: Although there was no report, it was noted that sailing rules (for races) are important but need to be tempered by a desire to encourage enthusiasm and participation.

Todd Schrock secured a large sample of the carpet for the Commodore’s Room, which is scheduled to be done the week of 11 August 2008, along with the wood laminate for the vestibule. Wall and trim colors have been tentatively selected. Shade colors are being chosen. Chair samples (one each of two styles) will be ordered prior to a decision. Due to bar traffic, that flooring decision needs to be tabled until a shutdown installation is possible.

Pat Gudat’s technology committee has updated the laser printer to accommodate Club needs. The bar cash register has been installed. A POS system cannot be monetarily considered at this time. Computer replacement can likely be accomplished one per year. Backup systems are still being researched for the best Club solutions.

MSEM Ellen Delano noted August events (some finalizations not yet complete) should bring an estimated $9,000. A cancellation fee will be implemented and all booked parties will make a deposit equal to the room rental rate upon signing a contract. Disposables and linens will have fees to cover Club costs.

Old Business: Bill Fischer noted the tax protest is still under review in the appeal process. Pat Gudat noted the health insurance renewal date is actually 15 August 2008. Our current plan is good comparatively, with a $500 per month increase reflecting the first premium change in three years. An employee co-pay ratio along with employee paid deductible percentages are necessary to relieve Club costs, and will be further researched by the committee prior to a recommendation.

New Business: New applicant Ron Imes presented a gavel to the Club (through Bob Spencer) that likely belonged to Commodore P.A. Singer. It will eventually be encased and contain historical information.

No other business was presented. A motion to adjourn was made by Bob Spencer and seconded by Bill Nordsiek. All agreed.

Respectfully Submitted,

Pam Swanson, Secretary