Onondaga Ski Club

Board Meeting Minutes

May 6, 2008

 

Present:  Mark Bidwell, Mary Clay, David Devendorf, Christa Foster, Scott Foster,

Kay Kotwas, Jack Lancette, Marian LaPierre, Leo Naylor, Marvin Patnode, Allan Smith, John Sonne, Marilyn Woyciesjes

 

Excused:  Tom Button, Lloyd Howse, Neville Sachs, John Tuttle

 

Guests: Ken Robbins, Scott Severance

 

President Marvin Patnode called the meeting to order at 7:05 pm. He welcomed new board members Marilyn and Dave and then informed all that he’d like to conduct the meetings as outlined in the club’s by-laws. A copy of the Order of Business, Duties of Directors, and Vacancies was handed out and discussed.

 

Secretary’s Report:  The April board minutes were submitted to board members electronically and posted on the OSC web site. Jack made motion to accept the minutes, Dave seconded. Motion passed.

 

Treasurer’s Report: The report was received and filed. John explained the different reports he sends out monthly and urged incoming members to look them over closely and to bring up any questions they may have.

 

Committee Reports

 

Membership: As of May 6 membership total active membership is at 556, up from 546 last month. Of the 556, 28 are junior members and 62 out of state.

 

Lodge:  Allen updated on a work weekend at the lodge. Based on Neville’s heat loss survey, some insulating was done in the areas that seemed to have the most heat loss. Major improvements this year will be replacement of four windows (approx. $500), as required by Vermont fire code, and additional insulation to prevent heat loss. Ken and Allen are looking for volunteers to help with the work this summer. Rates will be established for families/summer weeks and Marv sees the new marketing committee to work closely with the lodge committee on setting dates, policies, etc. He asked that the lodge committee submit an estimated lodge budget before the next budget meeting.

 

Trips: Only one attended the trip meeting Leo had called in April. At this point no ski trips are proposed for the next winter.

 

Old Business:  Leo followed up on a discussion at an earlier meeting about attending the N.J. Ski Council’s annual ski show in Giant Stadium and about trying to market our club at that show. This would require a professional marketing presentation. He also suggested that we join the New York Capital District Ski Council so that we can take advantage of council offerings. He was referred to the marketing committee on this.

 

Marv proposed that Tom Button be confirmed as chair of the new marketing committee. Its purpose will be to develop and execute a yearly marketing plan that includes the lodge and the whole financial end of the game, etc. This plan would be the vehicle to market the club. Motion to approve Tom’s appointment was made by Mark, seconded by Leo, and passed. It will be the chairman’s responsibility to appoint committee members. Mark, Leo, Neville, Diane Clark, and Donna Willis have offered be on the committee.

 

New Business:  Jack reported that in the past, before sending out e-mail notifications of events, etc., he would contact Tom and Dianne when a submission was questionable and may not have conformed to club policy. Marv offered to take over Tom’s part in this. Jack also suggested that there should be a back-up to e-mailing notices in his absence.

 

Marv handed out the revised Securing OSC’s Future document as well as a proposed Business Issues/Action Plan that will be used to get things done. It outlines actions to be taken with estimated target dates. He presented his vision for three target areas: a) to increase membership to 700 through increased marketing efforts; b) to work with the lodge committee to bring the lodge to a break-even budget; c) to operate the club in a financially solvent manner by maintaining a balance in investments and checking/savings to meet annual cash flow needs. He asked that board members come up with suggestions on the three areas at the June board meeting.

 

Since the 1st vice president and a board member positions are vacant, possible candidates will be discussed at the next meeting.

 

Marv pointed out that our by-laws don’t have an OSC Mission & Definition Statement. He asked Garre Krayenhof to work with us on this and to locate the constitution and a former Mission Statement. His goal is for the club to be open and transparent to the membership.

 

John presented the proposed 2008-09 budget that was prepared by budget committee members Marv, Tom, Neville, Dianne, and John at a meeting on April 24. The budget outline included 2008 Estimate and Actual and the 2009 Estimate. He went over each line item and answered board member questions about this general plan. In terms of operating as an organization, Marv suggested that we need a base of $70K. Allan made a motion to approve the budget, Dave seconded. Motion passed.

 

There being no further business to discuss, Mary moved to adjourn, seconded by John. The meeting was adjourned at 8:50 pm.

 

Respectfully submitted,

 

Christa Foster

Recording Secretary