Minutes OARS Meeting 2019

OARS Meeting Minutes

May 17, 2019

Library Meeting Room

The meeting was called to order by Vice-President, Skip Dassler at 7:30am.

Present were:  Skip Dassler, Vice-President, Cathy Schaeffer – Past-President and Safety Officer, Nora McMillan – Secretary, and 12 other members.

The minutes from May 3, 2019 were read and approved with corrections.

REPORTS

1.   Walt reported on the restroom codes. Both the new and old codes will be used on Wednesdays.

2.   Membership:  Mindy Sorensen reported Sandy Farrell is a new member. She sent the Masters an email requesting their availability for the summer newbie rows. She has contacted Christine Mathes to coordinate the newbie rows. 

3.   Vice-President:  Skip thanked everyone who helped at the Small Boat Messabout this Saturday. The event was covered on the front page of the Anacortes American. Approximately 30 boats of all sorts and many community members participated in the event.

The next community event is the Waterfront Festival, June 1-2. OARS will have a booth and will need volunteers for booth sitting. The Island Star will be on display at the booth. Cathy Schaeffer sent around a sign-up sheet for the event.

4.   Maintenance:  Robin Pestarino reviewed the repair to the non-skid flooring in the Annie C. It seems to be working well. The cleat has also been repaired.

The Erica is under the Preston and is scheduled for maintenance mid-June at Emerald Marine. The Glide will be next. The Erica and the Glide alternate their maintenance schedules.  

The next boat scheduled is the Elizabeth Bonaventure and then the Rescue.

5.   Shelter:  Walt Guterbock reported that he, Torgy and Skip installed new toggles on one door. He spoke to Bill McGoff who stated that the west end of the shelter was made by the same Canadian company that made the shelter. Although that company is out of business, the person has another company and can make the repair. The original plans for the shelter were given to him and he will be able to make a duplicate west end. The cost is estimated to be about $1000.

6.   Safety:  Cathy Schaeffer reported the Deaf School had it’s first row. They do have some difficulty rowing together. She will try to get 2 boats so they can divide up the kids.

The Bonaventure will have Sunday sails starting May 26, June 2, and June 23.

7.   4th of July:  Walt suggested we start planning for OARS participation.

8.   Communications: Jack Darnton and Jon Hodgdon continue to work on the Website. They plan to present a report at the Board Meeting.

NEW BUSINESS

Robin provided information on the progress of AWA’s building plans. OARS will contribute $50,000 which will have to be raised. OARS will have one bay dedicated to OARS. Skip expects it will be run like a tool library for scheduling, etc. There continues to be a lot of planning involved with all the groups with interest in the project. There will continue to be a hand launch ramp. Individuals are encouraged to join AWA to increase the membership numbers. There was a discussion about possibly incorporating AWA membership with OARS membership.

The meeting was adjourned at 8:05 am.

The next Board Meeting is May 28, 2019 at 10:30am at the Chamber of Commerce Meeting Room.

The Waterfront Festival is June 1-2, 2019.

The next OARS meeting is June 7, 2019 at 7:30am at the Library Meeting Room.

Respectfully submitted by Nora McMillan, Secretary

____________________________________________________________________________

OARS Meeting Minutes

May 3, 2019

Library Meeting Room

The meeting was called to order by President, Peter Heffelfinger at 7:30am.

Present were:  Peter Heffelfinger – President, Cathy Schaeffer – Past-President and Safety Officer, Nora McMillan – Secretary, Marilyn Sollers – Treasurer and 11 other members.

The minutes from April 19, 2019 were read and approved.

REPORTS

1.   President:  Peter Heffelfinger noted that our insurance policy is quite confusing. He will make an appointment with Scott Richards to review coverage and get an easily read summary.

Peter paid $75 to be a Silver Sponsor level member of the Traditional Small Craft Association, Mystic, CT. This national organization provides insurance coverage for community events such as our Mess-About.

2.   Treasurer:  Marilyn Sollers reviewed the April financial report. Most of our revenue came from row cards. The Capital Fund is divided between the checking account and a CD. Walt noted that the cost of repairing the shelter would be several thousand dollars.

3.   Membership:  Mindy Sorensen reported there are 107 paid members, 8 honorary members and now 2 friends.

4.   Maintenance:  Robin Pestarino and Torgy Torgersen are out of town.

The Erica will come out of the water Monday, May 7th for repair work. It will be swapped with the Glide.

Torgy made tholepin protectors for the Glide using lighter and heavier weight leathers. The thicker leather appears to work better. He will make wooden toggles for the door fasteners.

Marilyn attended the grommet making session with Torgy.

5.   Mess-About:  Skip Dassler reviewed the schedule for the Mess-About. Friday afternoon several members will help at the small boat lift/hoist from 4:30pm – 6:00pm.

Saturday will have Dock Masters with reflective vests, and rotating members to assist with community rows. There will be insurance releases for guests to sign prior to participating on the boats.

Following the Mess-About, there will be an AWA fund-raising dinner at Seafarer’s Park at 5:30pm.

6.   Restroom facilities: The Port plans a trial period starting May 10 of restricting access to the restrooms. Tenants and guests will be issued a card to open the restrooms. Peter wrote a letter to the Port re: OARS needs and preferences for a card vs a code number.

7.   Communications: Jack Darnton and Jon Hodgdon are working hard on the Website. They plan to present a report at the Board Meeting.

8.   Safety:  Cathy Schaeffer reported that Lady Oars will be participating in the Lake Whatcom race. Using the lake requires an inspection for invasive species. Cathy has completed the invasive species certification test.

The turn signals on the trailer for the Annie C have been repaired. A broken bulb was replaced. Due to the design of the turn signals, they will eventually need to be replaced.

NEW BUSINESS

Walt Guterbock needs help with repair of the boat shelter. For example, what materials are needed. It was suggested that Bill McGoff may be able to help. Other sources might be Tarp World in Puyallup, and Pacific Party Canopies here locally. It was also suggested leaving the panel off. However, this would expose the boats to increased sun and water damage.

The meeting was adjourned at 8:05 am.

The next OARS meeting is May 17, 2019 at 7:30am at the Library Meeting Room.

The next Board Meeting is May 28, 2019 at 10:30am at the Chamber of Commerce Meeting Room.

Small Boat Mess-About Friday May 10, 10am to 5pm and Saturday May 11, 10am to 5pm at Seafarers Park.

Respectfully submitted by Nora McMillan, Secretary

___________________________________________________________ 

 

OARS Meeting Minutes

April 19, 2019

Library Meeting Room

The meeting was called to order by Past-President, Cathy Schaeffer at 7:30am.

Present were:  Cathy Schaeffer – Past-President and Safety Officer, Nora McMillan – Secretary, Marilyn Sollers – Treasurer and 13 other members.

Members introduced themselves and guests welcomed.

The minutes from April 5, 2019 were read and approved with revisions.

REPORTS

1.   Past-President:  Cathy Schaeffer discussed the up-coming Small Boat Messabout May 10 and 11. She passed around a sign-up sheet for assistance with the lift at the P-Q dock, Dock Masters, and Community Boat Rides assistants. We will use the Annie C for community rows. 

There was a discussion about a funding request from AMS Science and Sailing Project. This is a 3-day trip for Middle Schoolers. Jack stated that it is a great program but may not meet the requirements of the Club’s Mission. Robin stated if the Club was to fund it, an OARS member should be present and be involved with the program. She also was concerned about possibly increasing the Club’s liability. Bill stated that any program that encourages kids to get out on the water is good. As the program is completed for this year, there can be more discussion.

2.   Treasurer:  Marilyn Sollers obtained a lifetime license for 3 of the trailers. The new, intermittent use tabs have been adhered to the trailers. The registrations will be placed in plastic bags and carried on the trailers.

3.   Membership:  Mindy Sorensen reported there are now 107 paid members, 8 honorary members and 1 friend. Pat Mooney is a new member.

4.   Maintenance:  Robin Pestarino reviewed the maintenance schedules for the boats: the Glide and Erica rotate so one is always in the water. Then the Annie C will get revisions to its paint. Robin and Skip met with Emerald Marine to research non-skid paint options. A marine paint: Gakoflex silicone 11+ year wear is ideal, but it costs $86 per gallon. We only need a quart. Another option would be non-skid porch paint: PPG Floor and Porch Enamel, 100% Latex Acrylic. Another one they are researching is AWL Griptex, non-skid. 

Robin noted that the Port will let the Club use the flat barge to repair the shelter. They will bring it to the Shelter. It should take about 2 days to complete the repairs.

Torgy devised a tholepin protector for the Glide. It is at oar position #3. It is made of light weight leather. It was suggested that he make protectors for all the tholepins of the Glide. Replacing the tholepins is a difficult process. They were all replaced about 5-6 years ago.

He brought a proto-type to replace the shelter's door fasteners using a line and wooden toggle.  No one attended the grommet making session from last week. He will offer another session for members to learn to make grommets for the boats on. He will provide manila line and hemp. He also has the other needed materials. The session will be Tuesday, April 30 at 10 am, weather permitting. Meet at the top of P-Q dock, at the bench.

 5.   Communications:  Jack Darnton reported he and Jon Hodgdon are making progress on the website. the group wanted the website to do. They both are communicating the Joseph, the web designer. Bill Testerman noted that the revised By-Laws are now posted on the OARS website. He encouraged masters to be on the sub list.

New Business

Robin met with the AWA re: the Don Hume memorial. The idea of an old boat on shore for kids to play on has been dismissed. The AWA will have a dinner meeting the night before the Messabout.

The next Lady OARS race is May 4th at Lake Whatcom.

Robin has met with people that would like to row. She suggested arranging a row for them possibly on a Saturday.

The meeting was adjourned at 8:15 am.

The next Board Meeting is April 23, 2019 at 10:30am at the Chamber of Commerce Meeting Room.

Torgy Torgersen will have a grommet making session Tuesday, April 30, at 10am, weather permitting. Meet at P-Q dock.

The next OARS meeting is May 3, 2019 at 7:30am at the Library Meeting Room.

Respectfully submitted by Nora McMillan, Secretary

________________________________________________________________________________________

 

OARS Meeting Minutes

April 5, 2019

Library Meeting Room

The meeting was called to order by President, Peter Heffelfinger at 7:36am.

Present were:  Peter Heffelfinger – President, Skip Dassler - Vice-President, Nora McMillan – Secretary, and 17 other members.

Members introduced themselves and guests welcomed.

The minutes from March 15, 2019 were read and approved.

REPORTS

1.   President:  Peter Heffelfinger discussed ideas for a tribute to Don Hume, (see below). There have been several requests from rowers who would like to store their shells under the Preston, where OARS stores the trailers and boats. The City requires keeping the area for OARS-only use. There was a discussion about the growing interest in open water, sliding seat shells, and how to open up the club to incorporate other rowing boats and still maintain their mission of traditional water craft.

2.   Treasurer:  Marilyn Sollers presented the March Financial Report. Our main source of revenue for this month was the row cards. We met our budget for membership. Banner Bank, which was Skagit Bank, is now charging for our checking account. This is reflected in the budget report. Marilyn learned that we can get a lifetime license for each individual trailer for $187.50 each.  This would take about 4 years to break even. We have 5 trailers and as most are fairly new, the Board authorized lifetime licenses for 2 of the trailers now, and 1 for May. There was no activity in the Community Outreach Fund.

3.   Membership:  Mindy Sorensen reported there are now 105 paid members. She noted that there is a revised membership form on the Website for new and renewal members. The revised By-Laws are also on the website now. Walt wondered if the new members were getting to row. Their names are listed in the Gimme 10 email so members who are looking for subs can contact them.

4.   Maintenance:  Torgy discussed making the tholepin protector for the Glide. It is at oar position #3. He will provide a session for members to learn to make grommets for the boats. He will provide manila line and hemp. He also has the other needed materials. The session will be Tuesday, April 9 at 10 am. Meet at the top of P-Q dock, at the bench.

5.   Linda Cole and Erik Sundblad presented a project they are working on: a memorial to Don Hume. Brent Lunsford director of the Museum and the Maritime Heritage Center was also considering such a memorial. Don, who spent his high school years here in Anacortes, was the stroke oar for the varsity 8’s team from the University of Washington at the 1936 Olympics in Germany. They came from behind and won the race. The team was the subject of the book: Boys in the Boat. There is a video on Netflix by Daniel Brown showing the history of the team. Linda and Erik are hoping to get community support for a memorial such as a plaque, naming a building after him, something at the Maritime Heritage Center or something at the high school. Or possibly an old boat on shore to inspire kids to row. It was also suggested that they contact Kevin Pratt from AWA regarding this.

6.   Communications:  Jack Darnton reported they had a good meeting on March 18 to get ideas for what the group wanted the website to do. Jon Hodgdon, who is working on the project, will go to Guemes to talk to the web designer. He discussed the balance between security vs. ease and convenience with a limited budget. Also, how to help with the transition to the new website. 

7.   Outreach / Events:  Skip Dassler announced that the Mess-About will be Friday, May 10 10am to 4pm and Saturday, May 11 10am to 4pm. AWA is doing a lot of the planning this year. Friday evening, OARS will man the hoist at P-Q dock for about 2 hours. Saturday, 2 people will be needed for small boat dock managers to keep the boats docked for only short periods. Possibly the Port’s flat barge may be used to provide more docking space for the boats. In addition, there will be Demo rows. 2 boats with a cox and OARS member, with interested community members to fill out the boats. David Jackson will manage the Bonaventure on Saturday.

8.   Safety:  Cathy Schaeffer announced that the Masters’ Rodeo will be on a separate day, possibly a Saturday morning. She reminded the members that the Masters’ sea trials check off list is in the log book. She was also encouraged to see Masters practicing their maneuvers to keep their skills up to date.

9.   Shelter:  Walt Guterbock reported the Port has agreed that OARS can use a flat barge to repair the shelter. Cathy has talked with Boshie Morris re: repair of the grommets and toggles on the doors. There was a discussion of different ways to close the doors of the shelter, such a tying or lacing. Walt estimates it will take about 2 days to do the repairs.

10.  Shredding:  Mindy Sorensen reported the shredding of the boxes of materials has been completed.

The meeting was adjourned at 8:15 am.

The next OARS meeting is April 19, 2019 at 7:30am at the Library Meeting Room.

The next Board Meeting is April 23, 2019 at 10:30am at the Chamber of Commerce Meeting Room.

Respectfully submitted by Nora McMillan, Secretary

Revised 4/19/2019 

_______________________________________

OARS Meeting Minutes

March 15, 2019 

Library Meeting Room

The meeting was called to order by President, Peter Heffelfinger, at 7:30 am.

Officers Present:  President, Peter Heffelfinger; Vice President, Skip Dassler; Past President, Cathy Schaeffer.  There were 13 members present.

The minutes from the February 1, 2019 meeting were read and approved.

Reports

  1. Membership:  Mindy Sorensen reports that we have 103 paid members. Last year there were 122.  The current membership and sub lists are on the website. Mindy presented the “New and Renewal Membership form.”  It is time to update the policy manual. Please let Mindy know if you have any suggestions.

  1. Community Outreach:  Skip Dassler.  Skip introduced Kevin Pratt, AWA, who talked about the upcoming Messabout, the second weekend in May.  All types of watercraft are being invited this year, including kayaks, SUPs, wooden boats, etc. to include more of the general public.  “Float it if you’ve got it” is the theme. Friday night will be an AWA fundraiser. There will be live music and food trucks. There may be an overnight somewhere nearby.  There will be boat rides and a Dockmaster. OARS will coordinate helpers on the PQ dock lift on Friday and Saturday.

The Small Boat Facility:  Kevin said the plan is for a 3 bay pole building, with a dedicated OARS bay, loft space and a full bathroom with shower.  Skip suggested keeping it simple (and less expensive) by not installing high tech drainage systems and filters for such a small operation.  We can manage paint and dust using vacuums and procedures.

     OARS Meeting Minutes

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3.  Safety Chairman: Cathy Schaeffer.  Masters can do their 2019 maneuvers and          record them in the log book. The dates for the Rodeo are under consideration.

4.  Communications:  Jack Darnton reminds us that the website design meeting will be Monday, 3/18, 10:30 am, at the Library.  Come with suggestions about how you want the new website to work.

ByLaws Revision:  Article X: Dissolution.  The published changes were presented to the meeting and discussed.  Robin Pestarino moved that the motion be passed and Mindy Sorensen seconded.  The motion passed unanimously. Mindy will get a paper copy for the Board of Directors to sign and the changes will be posted on the website.

5. New Business:  Bill Testerman reminded us that the presentation by his daughter, Shelly Randall, will be tomorrow at 3 pm at the Library.  The topic is the Felicity Ann and the woman, Ann Davison, who was the first woman to make a solo sail across the Atlantic Ocean.

Meeting was adjourned at 8:25am.

Respectfully submitted by Cathy Schaeffer

 

OARS Meeting Minutes

March 1, 2019

Library Meeting Room

The meeting was called to order by President, Peter Heffelfinger at 7:30am.

Present were:  Peter Heffelfinger – President, Skip Dassler - Vice-President, Nora McMillan – Secretary, and 15 other members.

Guest Peter Millington was introduced along with the other members.

The minutes from February 15, 2019 were read and approved.

REPORTS

1.   President:  Peter Heffelfinger’s article for Fidalgo Living magazine has been approved and is ready for the April issue. It is a short history of OARS with pictures.  He gave an update from the Board meeting. $200 has been designated for the Bosun budget for the mooring line and boat cushions.

2.   Vice President:  Skip Dassler. The AWA is planning more activities. We will participate in some of them. The Deaf School may come over in May to row.

3.   Treasurer:  Marilyn Sollers is not here. Her financial report for the month of February was presented. The moorage rental for the boat shelter has increased by $3.00/month.

4.   Membership:  Mindy Sorensen reported there are now 101 paid members. She noted that 5 said their checks were in the mail. 13 members did not renew. She will prepare a list of former members to put in the log book, so Masters can check to be sure that all people rowing are members.

5.   Communications:  There will be a meeting Monday March 18 10:30 to 12:30 at the Library Meeting Room. All members are encouraged to participate and give input for the Website design.

6.   Maintenance:  Robin Pestarino. No routine boat maintenance at present.  The Erica will be next as she needs a lot of work done.  The Bonaventure will come next. As time she had any maintenance was about 4 years ago.  Cathy reported that Sunday sails in the Bonaventure will be starting soon. Marilyn has about 30 extra sponges (bought to bring the purchase total up to provide free shipping) that have been distributed to all the boats so there is one at each seat. They rowers will be able to wipe out the boat after every row.  There have been many positive comments about the color of the Annie C. The Rescue, the club’s single sliding seat boat id in good shape. A member must be checked out to use it.

7.   Safety:  Cathy Schaeffer has agreed to be the Safety officer. The Master’s sea trials check off list is in the log book. She encouraged Masters to keep their skills up to date. She discussed the Messabout, which can be a continuing education program. Robin asked if we could repeat classes on the tow-line procedure, the lift procedure, and knots.

Rodeo?

8.   Shelter:  Walt Guterbock noted that the whole side of the boat shelter needs replacing, as the fabric has deteriorated.

9.   Archives:  Robin reported that the Archives project has been completed by Robin, Cathy, and Vicki O. They were able to get all of it in a 4-drawer filing cabinet. There will be an expense to shred the rejected materials. Mindy suggested that some of the shredding could be done at Bank of America. They do free shredding for customers April and October.

The meeting was adjourned at 7:55am.

The next OARS meeting is March 15, 2019 at 7:30am at the Library Meeting Room.

The Website meeting is Monday, March 18, 2019 at 10:30am at the Library Meeting Room.

The next Board Meeting is March 26, 2019 at 10:30am at the Chamber of Commerce Meeting Room.

Submitted by Nora McMillan, Secretary

________________________________________________________________________________________

OARS Meeting Minutes

February 15, 2019

Library Meeting Room

The meeting was called to order by President, Peter Heffelfinger at 7:30am.

Present were:  Peter Heffelfinger – President, Skip Dassler - Vice-President, Nora McMillan – Secretary, and 14 other members.

The minutes from February 1, 2019 were read and approved.

REPORTS

1.   President:  Peter Heffelfinger discussed the article he wrote about OARS for Fidalgo Living magazine has been approved and is ready for the magazine. It is for the April issue.

He noted that there was ice on the docks, with salt, and for members to be careful about wiping feet before entering boats, and then to wipe the boat bottom for any residue after rowing. 

2.   Vice President:  Skip Dassler. No report. He will process the accident report for the Island Star. 

3.   Treasurer:  Marilyn Sollers a few more memberships have come in. The P.O. Box has been paid for. 

4.   Membership:  Mindy Sorensen reported there are 90 paid members. She will send out another email reminder to those who have not renewed.  

5.   Maintenance:  Robin Pestarino. No routine boat maintenance at present. She reminded members when it is icy, to check their feet for salt before boarding. Marilyn Sollers reported that she has cleaned the seat covers for the Erica. There was a discussion about purchasing new foam cushions for the boat. The cost would be about $75. She suggested adding about $100 to the Bosun’s budget to cover the cost. According to the By-Laws, the Board can requisition up to $200 without adding to the budget. The request will be deferred to the Board.  

6.   Shelter:  Walt Guterbock noted that the large triangle piece of fabric at the west end of the shelter has deteriorated. There was a discussion about repairing or replacing it. Robin noted that we have large pieces of fabric at Emerald Marine. The Port does have workboat that could be used when it comes time to replace it. 

7.   Lady OARS race in La Conner February 2. Robin reported on the race. Both the Annie C and the Island Star finished first place in their classes. She reported the accident where the Sound Rowers photographer ran into the Island Star’s bow. They were pushed back into the rocks but did not hit any rocks. They were able to get underway again to finish the race. There are 2 scratches on the bow of the Island Star. One seems to be through the paint. The accident report was filed with the Safety Officer, Skip Dassler. Both boats had difficulty getting back to the dock due to the current and other boats in the way. There was a discussion about other possible launch sites at La Conner. 

8.   Communications:  Jack Darnton reported that he and Jon Hodgdon are working on the website. They are specifically interested in what type of things the Club wants the website to do. They would like to open the discussion to the membership to give input. They will meet after the next meeting at 10am at the Library Meeting Room.

9.   By-Laws: Jack Darnton reviewed the changes made to the By-Laws and approved by the Board. The changes were reviewed with the general membership. 

Article III – Walt moved the changes be approved, and Cathy seconded, the motion was approved.

Article IV – Vaughn moved, Robin seconded, the motion was approved. 

Article V – Robin moved, Cathy seconded, the motion was approved. 

Article VI – Membership moved and seconded, the motion was approved.

Article VII – Standing Committee Chairs:  

Communication – Mindy moved, Skip seconded, the motion was approved.

Outreach – This is the new name for Crew 4081. When the Club is linked with other organizations and community events, this will be chaired by the Vice-President. Cathy moved, Mindy seconded, the motion was approved.

Finance – This committee will provide financial oversight. Membership was removed from the committee. There will be an annual In-House review of the financial records. Walt moved, Skip seconded, the motion was approved.

Maintenance – Mindy moved, Skip seconded, the motion was approved.

Membership – Walt moved, Peter seconded, the motion was approved.

Safety, Skills, Scheduling - Robin moved, Mindy seconded, the motion was approved.

Article X – There was a discussion regarding dissolution of the Club. Do we disperse any remaining funds to another 501c3 group, or to the members? The State RCW’s and Federal rules were discussed. New rules may be coming from the IRS. Jack recommended we study this Article further. 

The full text of the By-Laws with changes is found at the end of the minutes.

NEW BUSINESS

Carl Franz, an Honorary member has died. He was a huge supporter of the Boy Scouts and put money into the 4081 committee. Cathy suggested we send a card to his family. We can all sign it at the next meeting.

Cathy and Robin reported that years ago OARS had a program with the Special Olympics to teach people to row.

Cathy suggested that since OARS is a service club, that perhaps a project we could do would be to pick up garbage in the Marina basin at low tide.

Robin requested information about the “Wooden Boat Center”. This was not seen in the Archives since 2001.

The meeting was adjourned at 8:35am.

The next OARS meeting is March 1, 2019 at 7:30am at the Meeting Room.

The next Board Meeting is February 26, 2019 at 10:30am at the Chamber of Commerce Meeting Room. 

Submitted by Nora McMillan, Secretary

OLD ANACORTES ROWING SOCIETY BYLAWS

 

Red is an addition

 

 

 

Blue is a deletion

 

Approved November 11, 1983

 

Revised and Approved June 3, 2016

 

Amended October 20, 2017

 

Amended xxxxxxxxxxxxxx

 

ARTICLE I:  Name

 

The name of the organization shall be “The Old Anacortes Rowing and Sailing Society” or “OARS”.

 

ARTICLE II:  Mission Statement

 

Rowing together to enjoy, honor and promote wooden boats and small craft traditions.

 

ARTICLE III: Membership

 

Membership shall be open to anyone who is in sympathy with OARS' mission, and who pays the prescribed annual dues or is an Honorary Member. The membership year runs concurrently with the fiscal year, which is January 1 through December 31.  Annual dues are payable January 31. All members except visiting short-term members (three to six months) have voting privileges

 

ARTICLE IV: Meetings

 

Twice monthly general meetings for conducting routine business shall be held at an announced time, day and location.  Members in good standing are entitled to vote on all matters considered.  Seven members, including three officers, shall constitute a quorum at general meetings.

 

An Annual Meeting of the membership shall be held during October, at which time there will be the election of the slate of Executive Officers, a vote on the proposed budget for the next year, and any other OARS business as set forth in the agenda for the meeting or brought to the floor.

 

Members shall be informed of the day, time, place and agenda for the Annual Meeting at least fourteen (14) days in advance of the meeting by announcements at a regular meeting, and by publishing such announcements on the OARS website.

 

ARTICLE V: Board of Directors

 

The Board of Directors shall consist of the Executive board Officers (as defined in Article VI) and the standing committee chairs.  The President will be the officiating member of the Board of Directors.

 

Three of the five Executive Officers shall constitute a quorum at Board of Directors meetings.

 

The Board of Directors shall have overall custody of the legal documents of OARS, and of all real property, structures, and vessels belonging to OARS.

 

The Board of Directors may commit the expenditure of OARS funds up to a limit of two hundred dollars ($200) per item for unbudgeted items without further authorization.

 

The Board of Directors drives the Agenda for all meetings. 

 

The Board of Directors is annually responsible for nominating a slate of Executive Officers, which will be voted upon at the Annual Meeting. The newly elected Executive Officers will take office Jan. 1.

 

If the position of any of the Executive Officers becomes vacant for any reason, the Board of Directors shall recommend a successor who shall hold office for the un-expired term of that position.

 

Executive Officers may be removed from office by a majority vote (either in person or by proxy) of the membership at a special called meeting of the general membership with a fourteen (14) day notice.  The notice shall include the day, time, place and agenda for the special called meeting

 

ARTICLE VI:  Executive Officers

 

The Executive Officers shall be: President, Vice President, Immediate Past President, Secretary and Treasurer.  These officers constitute the Executive Board. Their duties shall be as follows:

 

1.      The President, or an assignee, shall preside at all meetings, call special meetings as necessary, provide an agenda for such, appoint committee chairs, and attend to such other business matters as shall be deemed necessary.  The term of president shall be the calendar year, after which he/she will be Immediate Past President for a year.

 

2.      The Vice President shall perform the duties of the President in his/her absence, and perform other duties as requested by the President.  The term of vice president shall be the calendar year, after which he/she will be President for a year and then Immediate Past President.  This position is a three (3) year commitment.

 

3.      The Immediate Past President will serve as a counselor to the Executive Board and to the standing committee chairs so as to provide and maintain consistency, vision and direction for OARS.

 

4.      The Secretary shall publish the agenda in advance of the all meetings, shall record the minutes of each regular and special meeting, and shall read same as requested.  After acceptance of the minutes, the Secretary shall ensure they are published on the OARS' website.

 

5.      The Treasurer shall keep full and accurate accounts of receipts and disbursements in books kept for that purpose, shall receive and deposit all OARS' monies in such depositories as shall be designated by the board of directors and will ensure appropriate forms are filed and taxes paid.  Any unbudgeted disbursements of more than two hundred dollars ($200) must be approved by a vote of the membership. The Treasurer shall render to the Executive Officers and/or Board of Directors when required, an accounting of all transactions and of the financial state of OARS.

 

The Treasurer shall develop a proposed budget with help of the board of directors, 30 days prior to the Annual Meeting date.  This budget must be published for all members to read 14 days prior to the Annual Meeting date.

 

The Treasurer shall send out membership renewal notices before the first day of each year.

 

ARTICLE VII:  Standing Committee Chairs

 

Standing committee chairs will be appointed by the President and serve a one-year term at the pleasure of the President.  These committees will be Crew 4081 Communications, Finance, Maintenance, Membership, Outreach, and Safety, Skills and Scheduling. The chairs may enlist volunteers to help with the responsibilities of their committees.  The responsibilities of the individual committee chairs are as follows:

 

Communications:  Will provide oversight to “The Tholepin”, official newsletter of OARS, and the OARS Archives, including OARS legal documents and website. This committee may review and advise OARS on policies, procedures and by-laws as requested by the executive committee/board of directors, and /or the membership.

 

Will provide oversight to the OARS website, archives, video equipment and all newsletters, publications and marketing materials.  The committee will assist with the creation, review and updating of internal OARS documents such as the bylaws and manuals as requested by the executive committee/board of directors, and/or the membership.

 

Crew 4081 Outreach:  Will keep OARS, as a sponsoring organization, appraised

Tags: Minutes OARS 2019 OARS Meeting