LMSRF Board and Annual Meeting Minutes
Saturday, November 22, 2008
Chicago Yacht Club, Monroe Street Station

Attendees: Don Thinschmidt*, Gene McCarthy*, Gary Hendrickson*, John Archibald*, Bob Harvey*, Joe McGinnis*, Joey Harris*, Jim Gignac*, Chuck Goes*, Bob Pegel, Bob Sample, Stan Bailey, Dean Cady, John Gottwald, Dorin Candea, Bill Bartz, Dave Hardy, Glenn McCarthy, Wendy Olsen, Bob Sargent, Clark Pellett, Christian Jensen, Hans Graf, Nicole Donohue, Scott Donohue, Donn Eurich, Donna Devereaux, Rebecca Holloway, Cheryl Hillis (* - Indicates board member)

A. Call to Order
The meeting was called to order at 10:15 AM. The agenda was changed: moved ‘Elections of the board and officers’ to the annual meeting; Add ‘Vote to accept new members’ to Elections and Appointments ; add ‘Club Officers and Managers seminar’ under old business ; add ‘Operating policy #8’ under new business ; moved ‘Electronic meeting amendment’ from new business to Annual meeting.

B. Approve prior meeting’s minutes
The minutes from the board meeting of September 27, 2008 were approved with a correction in Elections/Appointments section … Bob Sargent changed to Bob Sample.

C. Commodore’s Report
Commodore Thinschmidt deferred to Gary Hendrickson to give a report on the sailing awards for 2008. Gary discussed the Richardson trophy. It was held at Wayzata Yacht Club, had three teams representing LMSRF, and was won by Steve Lowery representing LMSRF. The LMSRF 2008 Offshore championship awards were presented. Clark Pellet, J105 fleet captain, announced their fleet’s awards, with Dorin Candea taking first. The awards were then presented for the Beneteau 40.7 fleet and the T10 fleet. Gary concluded with the PHRF awards, with ‘FLAGS’ (Bob Sample) taking first overall and Area 2 taking the Palmer Johnson/Edward Willman Offshore Team Championship by a wide margin.

Commodore Thinschmidt introduced Wendy Olsen, the Membership director at Milwaukee Yacht Club. Wendy discussed opportunities for growing membership at clubs and participation in the sport. Milwaukee YC has had great success by focusing on a women’s series, reducing the intimidation factor in races, and by encouraging remote controlled sailing. They had an increase of 60 members in 2008. Wendy has offered to help LMSRF (and other clubs) in the area of promotion, publicity, and membership growth.

Donn Eurich, president of Eurich Management Services (LMSRF’s executive secretary) was then introduced. Donn introduced his staff … Donna Devereaux (finance), Rebecca Holloway (communications), and Cheryl Hillis (membership and scoring). Donn discussed Eurich’s role and that they were available to help carry out any new ideas.

D. Elections and Appointments
Membership applicants since the last meeting were unanimously approved. Bob Sargent resigned his position as the Chair of the Appeals Committee. Bob had two recommendations for the new Chair, Dr. Warwick Coppelson and Tom Petkus. The board discussed the candidates (both eminently qualified!) and expressed a concern than Dr. Coppelson wasn’t local for a part of the year, and so might have difficulties keeping things moving. John Archibald made a motion to nominate Tom Petkus for Chair of the Appeals Committee. Mr. Petkus was elected unanimously.

E. Treasurer’s Report (given by Donna Devereaux)
Donna anticipates that Area 3 will finish the year showing about a $500 income. She estimates that LMSRF will finish the year about breakeven. Discussions concerning issues in communicating with our current CPA were heard. The 2005 Federal tax return was not filed nor were the required filings made to the Illinois attorney general’s office for 2005-2007 (three years worth). The 2005 tax return is available and will be filed. Commodore Thinschmidt asked that the board be copied on all future government required filings. Donn Eurich suggested that we switch to using a Lansing based CPA (at a cost of $600 to $800). This would make all the financial and government filings easier and more efficient. Gary Hendrickson asked about the loan to LMSRF from the donations fund … whether LMSRF had a plan to pay it back. The board made it clear it was committed to repaying the loan when finances allowed. It was decided that we would move the discussion/possible incorporation of ‘Operating Policy #8’ (attached, delineates the individual responsible for government filings) to this time. After discussion, a motion was made to incorporate Operating Policy #8. Passed unanimously.

F. Endowment Fund Report (submitted by David Radtke)
After a brief discussion of the markets and support for Dave’s efforts in managing the fund, Gene McCarthy moved that we accept the report as received. Passed.

G. Executive Secretary’s Report (Eurich Management)
Cheryl Hillis talked about the 2009 membership invoices to be sent to the yacht clubs. Glenn McCarthy will review/approve the documents prior to mailing. All acknowledged the pressing need for online membership signup. Rebecca Holloway talked about our newsletters. Most are distributed electronically. This reduces the potential for advertising revenue, but that money is more than made up by reduced printing ad postage costs. The LMSRF yearbook was discussed. This lead to talking about Area 3’s timing needs for effective web signup for membership and races. It was decided April 1st was the latest this could be provided. Glenn McCarthy spoke of the absolute need to provide and meet written deadlines for gathering the information required for the yearbook. Glenn recorded the tasks and dates of commitment and will publish in the next newsletter. Christian Jensen commented that, with the yearbook on the web, information should be made published to the site as soon as it was available. The ‘book’ has less of a hard publishing deadline as a web document. Schedules and NORs are available early and should be made public, to be followed by Sis (etc.) when available. Jim Gignac asked that there be a discussion on the distribution of the yearbook at the spring meeting.
Cheryl Hillis committed to keeping the Area VCs informed on club mailings and membership status.
Donn Eurich asked about LMSRF at Strictly Sail. Booths must be paid for by December 15th. Glenn McCarthy spoke of the potential benefit of providing seminars at Str. Sail. He offered to present a seminar himself on ‘Getting into Racing’. There was discussion about the benefits of a presence vs. the costs. Bob Harvey volunteered to be responsible for the booth and volunteer schedule. Gary Hendrickson had talked with Cliff Black re: putting on a rules seminar. Bob Pegel mentioned Traverse City’s Eric Lind as a potential LMSRF education volunteer. Joe Harris intends to use Strictly Sail as a meeting location for area junior programs. A motion was made to pay for a booth at Strictly Sail, not to exceed $500. Passed. Chuck Goes made a motion to form a working party to deal with the opportunities presented by Strictly Sail. Glenn McCarthy to be the Chair. Passed. Glenn will assemble his own group. Joey Harris then talked about the huge potential for sponsoring clinics for young sailors where they could have access to top level coaching. A small investment by LMSRF to initially subsidize these would likely lead to income and publicity.
H. Vice Commodore’s Reports
Area 1 – No report
Area 2 – Good season … lost days to weather. Racine had a full schedule with all racing completed. Queen’s Cup will be June 26th, with the Milwaukee Gran Prix the weekend before. Bob Sample commented the LMSRF is driven primarily by Area 3 (Chicago, actually) and is a relative non-entity in Area 2.
Area 3 – The disbursement was made to the Chicago clubs participating, and the clubs seemed satisfied. Attendance was flat for 2008. There were problems with getting the website updated when there were changes to the initial scoring. The job of ‘scorer’ is a big issue, as are future website options to support the scoring, signup, and display of results. Discussed the Tri State/Bi State ‘issue’ and that both races seem to be successful. Mentioned that he’d heard rumors that Chicago Yacht Club might not use LMSRF for their races.
Area 4 – As reported in the latest LMSurf newsletter.
Area 5 – Report submitted by Linda Orlow. They are looking to provide seminars.

Discussions ensued regarding CYC’s discontent and how LMSRF might address their concerns regarding finances. Discussion proceeded regarding the strategic planning of what LMSRF would do if Chicago clubs moved away from LMSRF’s race organization. Jim Gignac suggested that he and Don Thinschmidt sit down with the CYC race chair and broach these concerns.

I. Council Reports
Offshore – Gary Hendrickson reiterated the achievements of Steve Lowery in winning the Richardson trophy and Rick Strilky in winning the Lloyd Phoenix trophy. He spoke of the benefits of having the Richardson representatives of LMSRF selected by match racing competition(s) instead of the need to review resumes. Gary invited Hans Graf to speak to the success of the Sheboygan Match Racing Center. LMSRF sailors have been very successful there. He affirmed Joey Harris’s idea of providing coaching clinics and stressed how successful they have been (when made available). Hans said that 2009 would see the addition of a youth match racing clinic/regatta lead by Dave Perry, as well as the events held in 2008. Gary introduced Bob Sample as a candidate for the Offshore chair. Bob’s resume is rich with race committee work for Racine and Waukegan yacht clubs (as well as being a very successful racer himself).

Youth – Joey Harris reported the High school sailing is growing, with two recent regattas attended by at least 150 sailors each. A local sailor finished 3rd at the US single-handed nationals. The Kaszube Cup will be held July 6,7,8. He continues to work with Grants in Aid to promote events and individuals.

One Design – Gene McCarthy had no activity to report. He offered that LMSRF might have an opportunity to work with the Chicago one design fleets to offer rules seminars.

J. US Sailing Fall Meeting Report
A motion was made (and passed) to receive Don Crandall’s report from the meeting.
Don Thinschmidt intends to attend the next semiannual US Sailing meeting. He will not ask LMSRF to reimburse any of the costs.

K. Standing Committee Reports
Grants in Aid – Dean Cady discussed two grants to Richardson competitors. He also advised there are two outstanding applications. He anticipates an unused balance of $3700 for 2008. Report to be filed with Eurich and Secretary (received).

The board then got into a discussion of the need for better corporate records. With the change of executive secretaries much was lost or misplaced. Eurich will advise what records they have and LMSRF will reconstitute a corporate minutes book.

Membership – Glenn McCarthy has devoted a lot of time to LMSRF and it was recognized by the board.

Communications – Jim Gignac is looking forward to Strictly Sail and feels there may be opportunities to increase sailing’s market share in the down times, in part due to high fuel costs. He thinks the show may be attended by a new audience of disenchanted power boaters. He suggested assembling a publicity packet (LMSRF branded) to be handed out at the show by LMSRF (our booth) as well as by dealers, clubs, etc.

Championship – Bob Pegel reported that the huge increase in the number of US Sailing championships (from 4 to 20+) has made it difficult to keep up with the schedules and provide information to LMSRF members.

Race Management – Bob Pegel reported that there were two requests this season for seminars. He asked the board for direction in reprinting “Run Races Right”, a LMSRF book on race management. He brought up an issue with Area 3’s protest filing system. After discussion, it was established that a written procedure was needed at Eurich to cover unusual timing circumstances.

Appeals – Bob Sargent spoke about how the appeals committee functions. It’s a drawn out procedure, with many opportunities for even further delays, but the procedures are necessary and they work. Much of the delay comes from competitors and RC/PCs. There were five appeals this season: one is awaiting comments by the PC, one is awaiting response from the competitors, one is currently in first draft, and the last two are going through final comment/review. He discussed the fees to file an appeal ($25 for LMSRF member, $75 for a non-member). Fees are counterproductive and difficult to collect. Bob feels we should not charge our members a fee. He suggested the board review this policy and decide at the next board meeting. Fees are hard to collect because the initial application goes to US Sailing (not LMSRF) and frequently has a check attached, which is sometimes returned to applicant, which is very confusing for applicant and extra legwork for committee chair. A motion was made to remove the fee for LMSRF members and reduce the fee for non-members to $50. Seconded and passed.

L. Functionary Committee Report
Donations – There have been no donations

M. Old Business
Gene McCarthy submitted an amended proposal for the committee composition/selection for the Lake Michigan Sail Racing Hall of Fame. Motion to accept. Passed. First nominees in 2009, with potential first inductees in 2010.
John Archibald will ‘chair’ the 2009 Club Officers and Club Manager’s seminar organization, to be held in the Milwaukee area.
N. New Business
Christian Jensen addressed the board with a suggestion that LMSRF put together a survey that would ask the sailors (our actual customers) what is good and bad about the current Chicago racing scene, and what they might suggest. He offered to be a part of the effort.

O. Board Meeting Schedule
Next Board meeting to be at Macatawa Bay Yacht Club, Holland, MI on March 21, 2009 at 10:00 AM

P. Adjournment
Board meeting adjourned at 3:35 PM

2009 LMSRF Annual Meeting Minutes
Saturday, November 22, 2009
Chicago Yacht Club, Monroe Street Station

A. Call to Order
2009 LMSRF Annual meeting was called to order at 3:36 PM

Roll call of member representatives (50 regular members, 5 needed for quorum)
Macatawa Bay Yacht Club
Columbia Yacht Club
South Shore Yacht Club
Michigan City Yacht Club
Racine Yacht Club
Muskegon Yacht Club
Jackson Park Yacht Club
Chicago Yacht Club
Belmont Yacht Club
Chicago Corinthian Yacht Club
Sail Sheboygan

Quorum present

B. Nominating Committee Report
The committee submitted a slate of candidates. It was discussed and amended to remove Andrew Thanos as Area 1 Vice Commodore (left open).

C. Elections

Gene McCarthy moved that the proposed bylaw changes (sections 4.04, 5.07, and 5.11) allowing electronic meetings be adopted. Seconded. Passed unanimously.

There was some discussion about what days/times may be best for meetings. While Monday seemed a bit preferred, it was decided that each instance still needed to be managed by the Commodore.

Break for councils to discuss recommendations. Councils returned to table with their elections: (Offshore – Bob Sample, One Design – Gene McCarthy, and Youth – Joey Harris). The board accepted these.

Gene McCarthy moved that the slate of candidates for the LMSRF Board of Directors and Officers for 2009 (amended by the removal of Andrew Thanos as Area 1 VC) be approved. Seconded. Passed unanimously.

D. Closing Remarks
Commodore Thinschmidt thanked Bob Sargent and Nancy Glover for their commitment to LMSRF. The board authorized the Commodore to purchase tokens of the board’s thanks for their efforts.

Christian Jensen advised that he was organizing a sportboat weekend at Montrose harbor on June 13 and 14.

E. Adjournment
The 2009 LMSRF annual meeting was adjourned at 4:15 PM

Respectfully submitted by,
Bob Harvey

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VOTING RIGHTS, as specified in the LMSRF By-Laws: Each Member Yacht Club is entitled to one vote on matters brought before the Annual Meeting. Individual LMSRF members are eligible to vote only at the meeting of the Advisory Council to which they belong. They may, however on recognition by the Commodore, speak to any issue on the floor at the Annual Meeting or at the Board of Directors' Meeting.