Fleet64 meeting Feb 8th, 2023 - Summary & notes

[Jim Casto]

 1.       Roll call : Seven members in attendance, each person paid $20 dues for 2023.  Jim will deposit in checking acct. (also Corie on virtual call, and someone else for a bit)

Allen Bruns

Jim Rehage

Jim Casto

Terri Kiszer

Mike Beuerlein

Rikin Shah

Lane Thomas

(also Chris Reuwsaat paid recently)

 2.       Fleet Officer Elections

Fleet64 Commodore - Allen Bruns was elected

Treasurer - Jim Casto was elected.  Note: the outgoing Treasurer Chris Holt needs to start paperwork to add Jim to the checking account.

Membership - Terri Kiszer will stay on.

Vice Commodore - Jim Rehage  was elected

are other positions needed?  e.g. social chair?  Publicity?

 3. Treasurer report, given by Jim Casto with info from Chris Holt.

                Account balance $2086

                still owe $634 to Div6.  (and maybe more is owed to others, see below).

Action item for treasurer: show a more complete summary of all “2022” money in & out.  Treasurer will make a summary.

Action item for treasurer: after the Hill Country regatta Chair proposes a budget for 2023 regatta, show a proposed “2023 Fleet Budget”.

4.       2022 Hill Country Accounting : here is an accounting of expenses -

   Land use permit: $150. (Allen says he needs to be reimbursed - Treasurer to get receipt)

   Food: $100 (Mike B contributed the rest).

   Boat Gas: $65 (Treasurer to verify to whom was this paid?)

   Trophies: $331.25   (Allen says he needs to be reimbursed - Treasurer to get receipts)

   

   Allen Bruns gas: $63.   (Allen says he needs to be reimbursed - Treasurer to get receipts)

   Rodger Poe room: $213.  (Treasurer to review records - who paid, who got reimbursed?)

   Registration/meals income from sailors paid to Regatta network: $1100 (checks were sent in to Fleet64).

   Discounts refunded for distance driven: $150 total to 7 people.  (Allen gave cash to some sailors, treasurer needs a list.)

   RegattaNetwork fees: $79.80. (deducted from entry fees paid by registrants).

   Div 6 dues&insurance: $634: $300/day (x2 days), $1/boat (x19), $5 dues to Div6 (per year). $10 for Div 6 marks/flags use.

Summary:   Income: $1100.

   Expenses: $1786.05

   net loss: $686.05.

5.       2023 Hill Country Regatta Planning.

a.       Rikin Shah offered to be Regatta Chair. Esteban will help him.  Allen & Terri

                b) Rikin Shah to make a regatta budget & find sponsorship

Typical expenditures for race regatta or race

○ Land rental for races

○ Buoys? Anchors? Lines? Fuel for RC boats?

○ Insurance (if required or deemed necessary)

○ Official Race personnel (if required or deemed necessary)

○ Day of Race Extra’s (food/drink/prizes, etc.)

6.       Insurance discussion.  Some background :

a.       Division6 helps all the fleets, by combining into one organization to purchase insurance for fleet events that are designated “Div6 events”.

b.       Insurance has gotten very expensive, there is only one supplier of insurance to "clubs" - it is, Chubb.

c.       The cost of the Annual premium expense is divided among fleets based on the number race days” which are covered by the policy.  2023 has potential 10 race days : Ides (2), Hill country (2), Dash (1), Wayward Winds (2), Rig run (1), Redfish Reach/Conundrum (2).  If the GT300 is run, that would add 3 days (4 day race, but 2023 count already includes Saturday for the Dash)

   i.      e.g. if annual premium is $3,500, then insurance expense for each race day is $3500/10 = $350.

   ii.      If GT300 is run, then there are 13 race days, and $3500/13 = $269/day.

d.       Action : Get copy of Div6 insurance policy for the fleet officers, especially showing amount of coverages & declarations, to be sure all are familiar with coverage & limitations

               Div6 commodore Roger Howard has provided copy to fleet officers.

                Has it been paid for 2023?

7.       We also had some general discussion about the fleet, and the future of the fleet. Thanks to Corrie Whiteley for some notes …

Where are we now? Where do we want to be?

○ We are currently a small, independent group, holding spontaneous weekend sailing activities. Currently open to anyone who wants to join these activities.

○ Where do we want to be? An official group that holds scheduled races, events, meetings.

● How to manage race registration/check-in’s?...to validate registration/insurance fees?

- designate member to a check-in booth at race events

- this member is responsible for verifying all participants and crew are registered, fees are paid, etc..

● Membership incentives? The following ideas could incentivize members to use the business(es) we collaborate with, benefiting both sailor and business.

○ Discounts at sail shops

○ Discounts at marinas

○ Discount to AYC classes

● More solvency for the fleet...

                more events? 

                more participation? 

                more events at Buchanan?

                how to get people to pay?  ask them to pay when at the event.

                event at Corpus?

                Proposal - 2nd WhatsApp, for paid members only.  (keep original whatsApp for "all")

                how to get more people to show up at monthly meetings?

                free food?

○ Fundraising options?

■ Group T-shirts

■ Parties with incentives: prizes can include a sailing lesson, gift cards, sail swag

 

Next meeting scheduled for Wednesday March 8th.  where?

                How to get some of the Lake Buchanan members to join in?  Is there a location that is feasible?

Submitted

Jim Casto

Fleet64 Treasurer