Minutes OARS Meeting 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 15, 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 pain and dust using vacuums and procedures.

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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 of the Crew's programs and budget. Will oversee, and keep the board and membership appraised of OARS’ operation and/or participation in on-the-water and classroom outreach programs that further OARS’ mission. Will coordinate OARS’ presence and participation in community events, messabouts and similar activities. Will represent OARS and its interests in organizations such as the Anacortes Waterfront Alliance and the Port of Anacortes Marina Advisory Committee and report their activities to the club. The committee will be chaired by the Vice President.

Scheduling:  Will oversee crew scheduling. Will coordinate races, navigational events or contests, club outings, safety programs that have been recommended by the Safety Committee and community events.  The purview of this committee will be, but not limited to: Sound Rowers' races, Pull-and-Be-Damned Small Boat Mess-about, Waterfront Festivals, Fourth of July, Veterans' Day and boat shows.

Finance:  Will work with the Treasurer to monitor membership and recruitment, provide budgetary oversight, renew insurance policies, and ensure that proper state and federal tax filings are made.  Will provide budgetary oversight and ensure that insurance policies are renewed and that all necessary state and federal tax filings are made.  This committee will arrange for a yearly review of OARS finances and report to a regular and/or Annual Meeting.

Maintenance:  Will ensure that boats, boat shelter and trailers are in good repair, and will maintain a schedule for timely maintenance. The Bosun and the Shelter Manager will be members of this committee.

Membership: Will oversee efforts to recruit and retain members and maintain the membership roster. Will collect membership and liability forms.

Safety, Skills and Scheduling:  Will oversee safe boating practices by OARS' Masters and members, and monitor the adequacy of boat safety equipment.  Will oversee Masters' training and testing as well as any skill-building events for members. Will provide, review, review and provide advice and consent for Out-of-Area Float Plans. Will oversee boat and crew scheduling.

ARTICLE VIII:  Financial Interests of Members

No member of OARS shall have any financial interest in OARS' income or assets except that OARS shall be empowered to pay reasonable compensation for services rendered and to make payments in furtherance of the purpose/mission set forth in ARTICLE II.

ARTICLE IX:  Amendments to BYLAWS

These Bylaws, or part thereof, may be amended at any meeting of the membership by a two-thirds vote of those voting, provided that a written notice of the proposed amendment be advertised to the membership at least two weeks (14 days) before the date of said membership meeting.

ARTICLE X: Dissolution

OARS as an organization may be dissolved at a special meeting of the membership by a two-thirds vote of those voting, provided that a written notice of the proposed amendment by advertised to the membership at least two weeks (14 days) before the date of said membership meeting. The board of directors will be responsible for overseeing all outstanding bills being paid and assets sold. The remaining money will be returned to the members.

______________________________________________________________________

 

OARS Meeting Minutes

February 1, 2019

Library Meeting Room

The meeting was called to order by President, Peter Heffelfinger at 7:32am.

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

The minutes from January 18, 2019 were read and approved.

REPORTS

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

2.   Vice-President: no report. 

3.   Treasurer:  Marilyn Sollers provided the financial report for January 2019. 

4.   Membership:  Marilyn Sollers reported for Mindy. There are 86 paid members, 1 non-member, and a few Honorary members.  

5.   Communication:  Jack Darnton. The officers have received a phishing email asking for I-Tune cards. The email addresses of the officers are on the public website. There was a discussion about making the m private, but one member noted that he was able to contact someone to learn about OARS and then join. Jon Hodgdon, who has a background in IT, is working with Jack on the new website. They plan to figure out as much as possible about structure, etc. before they meet with the web designer. Bill Testerman received the Federal 501c3 paperwork. Skip Dassler has put the current tables in the log book. 

6.   By-Laws: Jack Darnton. The updated By-Laws have been emailed to the membership. A copy with the proposed changes has been attached to last month’s Board Meeting minutes. 

7.   Maintenance:  Robin Pestarino. Cathy and Robin fixed the ratchet in the boat shelter. Torgy reported he checked with Andy at Emerald Marine about replacing the thole pads on the Glide. Tentatively scheduled for February or March. The cleat for oar lock #3 on the Annie C is missing. They were glued on. Skip agreed to re-glue it. 

8.   AWA: Robin Pestarino. The site plan for the Maintenance Building has been revised. They are still considering various options for the building. It will be about 35ft by 40 ft. I bay will be dedicated to OARS and the 2 other bays will be for the community. The building will need electricity and water, a bathroom for decontamination, a wash station, and fan. No sprinkler system is needed. The Club and AWA are negotiations with both the City and the Port re: Seafarer’s Park. 

NEW BUSINESS: There was no new business.

The meeting was adjourned at 8:00am.

The next OARS meeting is February 15, 2019 at 7:30am at the Library 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

______________________________________________________________________

OARS Meeting Minutes

January 18, 2019

Library Meeting Room

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

Present were:  Cathy Schaeffer - Past President, Skip Dassler - Vice-President, Nora McMillan – Secretary, and 13 other members.

The minutes from January 4, 2019 were read and approved.

REPORTS

1.   Treasurer:  Cathy Schaeffer gave the report. The Audit has been completed. 

2.   Membership:  Mindy Sorensen. There were 60 renewals so far. There are about 100+/- members.

3.   Communication:  Jack Darnton. The By-Laws group has completed their review. They will be presented at the next Board Meeting.  They will meet with the new Website designer. Bill Testerman reported that the paperwork for the 501c3 has been filed and paid for Washington, and the completion notice received. The Federal paperwork has been filed and paid for, but there will be a delay in receiving the completion notice.

4.   Maintenance:  Robin Pestarino. The Annie C will get the tape removed when the weather is better. The stretchers are a bit tight, but hopefully they will loosen with use. Bill reported that the cleat for the stern line of the Glide is very tight. Robin will adjust the cleat. The next boat due for maintenance is the Erica, then the Glide. The Bonaventure will follow.

5.   Safety: Skip Dassler.  Walt Guterbock will not be the Safety Chair, so Skip will continue. If anyone is interested in becoming a Master, 1st read the Manual. Then check with the Safety officer to get the materials needed.

6.   The spread sheet listing the scheduled rows and the Masters for each crew was circulated. Skip will make any revisions and add the crew members of each row.

7.   Lady OARS Racing Team: Robin Pestarino reported that the team is planning to participate in 6 races this season. They use the Puget Sound Rowers Association’s race schedule. They will have 2 boats for the first race, Feb 2, in La Conner. Robin reported that the Swinomish Channel is being dredged this year.

8.   Bosun: No report.

New Business:

1.   Jackie Boss announced the La Conner Winter Bird Festival will be taking place Saturday, January 26 from 9:30am to 5:00pm. It will be at Maple Hall.

2.   Robin reported that AWA is going head with plans for the small boat building to be located at the North Basin. They are working with the City and the Port together for planning summer programs.

3.   Torgy reported that two members had been having health issues.

The meeting was adjourned at 8:00am.

The Board Meeting is Tuesday, January 22, 2019

The next OARS meeting is February 1, 2019 at the Library Meeting Room.

Submitted by Nora McMillan, Secretary

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OARS Meeting Minutes

January 4, 2019

Library Meeting Room

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

Present were Peter Heffelfinger - President, Cathy Schaeffer - Past President, Skip Dassler - Vice-President, Marilyn Sollers - Treasurer, Nora McMillan – Secretary, and 10 other members.

The minutes from December 7, 2018 were read and approved.

The Club had a row New Year’s Day to start the year.

REPORTS

1.   Treasurer:  Marilyn Sollers.  The Financial Report for December was presented. The outstanding receipts have been collected and reimbursements done.

2.   Membership:  Mindy Sorensen. There were 27 renewals, 5 late in the year new members which will carry over to 2019. Bill Testerman has worked to get the membership list up to date.

3.   Communication:  Jack Darnton. Continues to work on the By-Laws. Changes are being reviewed for committee roles.

4.   Anacortes Water Alliance:  Beth Bell. They have done presentations to all the Anacortes Service Clubs. The High School has purchased several new boats. They will be coaching with the High School sailing team.

5.   Maintenance:  Robin Pestarino. Robin was unable to be at the meeting, so Cathy Schaeffer gave the report for her. The grommets on the boat shed need replacing.

6.   Website:  Bill Testerman.  Bill brought 2 notebooks with photos. One of the books had a fancy fabric and lace cover.

7.   Safety: Skip Dassler.  The incident form is ready. Several will be placed in the notebook at the boat shelter.

8.   Outreach:  The Bonaventure may be used for Outreach to the Middle School.

9.   Photo Release: A separate form is not needed as the release is already on the membership form.

10.                Archives:  Continuing to sort through materials to try to get them down to 2 bankers’ boxes for storage.

11.                Name change:  There was a discussion about changing the name from OARSS (Old Anacortes Rowing and Sailing Society) to OARS (Old Anacortes Rowing Society). All the legal documents such as the IRS and the website, have the name as OARSS. In general usage, most people call it OARS. There is a history of sailing in the Club, so it makes sense to leave the name as is.

12.                Cathy Schaeffer distributed OARS pillows and monkey fist lanyards that she made.

Meeting adjourned at 7:55.

Next meeting January 18, 2019 at the Library Meeting Room.

Submitted by Nora McMillan, Secretary

Tags: Minutes OARS 2019 OARS Meeting