GRAND LAKE SAILING CLUB
Minutes of the Regular Board of Governors Meeting
January 18, 2025
The meeting was at the clubhouse, and Vice Commodore David Mercer called the meeting to order at 10:00. BOG members present were Fred Overstreet (via Go To Meeting), David Mercer, Joel Leach, David Elliott, Evan Arter, Claude Phelps, Judy Allen, CJ Brummet, Brendan Jensen (via Go To Meeting), Rod Sipes. Arthur Stewart notified the BOG he would be unable to attend the meeting.
November 9, 2024 minutes were emailed to the BOG and approved through email.
Officer Reports
Vice Commodore, David Mercer:
- The front interior west door to the clubhouse was repaired.
- E-mail agreement reached with Hayden Leonard, pending contract signing and W-9; the agreement is he will mow every other week for 6 months (April through September) and will charge $400 per mowing, approximately $4,800 for 6 months. He did not want to do the leaf removal; the club will be responsible for leaf removal.
- A backpack blower has been purchased at the cost of $350.
Harbor Master, Joel Leach:
- Joel’s number is 918-766-2989; he requested he be informed, as soon as possible, when a new member joins the club to expedite slip assignments.
- Recommendation made to clear the landing soon in preparation for potential spring flooding.
- Each GFRC dock pedestal box controls 3–4 slips. There was discussion regarding the need to quickly and easily identify if a breaker switch has been tripped on the pedestals; resulted in consideration to add an indicator light on the outside of each pedestal that would come on if the breaker switch has been tripped.
- There was discussion regarding the best way to label the new slips on Docks A, C and D; no decision made.
Rear Commodore, David Elliott:
- David Elliott reviewed the Social and Race Events for the year 2025–26.
- The Long Distance Race may be changed to 50 miles or 12 hours and offered in the spring, rather than late summer; GRDA approval will be required to make the switch.
Treasurer, Evan Arter:
- On December 31, 2024, the total amount in Arvest bank accounts (checking, contingency fund, building fund and money market) was $86,204.30. In addition, there was $185,562.08 in an Edward Jones CD split into $74,871.75 from May 2023 and the remaining dock insurance money of $110,690.33. Total cash on hand at 12/31/2024 was $271,766.38.
- Total currently owed Arvest Bank for the building loan is $69,473.
- December income was $7,529; expenses were $6,158; resulting in a gain of $1,371. December year-to-date income was $141,420; expenses were $76,694; resulting in year-to-date net income of $64,726.
- The dock rebuild cost as of December 31, 2024 was $307,811.
- The Treasurer’s report was accepted for filing.
- Evan requested reassign maintaining the roster duties from Treasurer to Secretary; Secretary accepted the added duty as part of the Secretary position.
- Evan requested reassign the liability insurance monitor duty to someone other than the Treasurer, pending determination as to who will take this duty over.
Evan Arter made the motion Mary Frear, past Treasurer, prepare and file 2024 club taxes and be paid $500; Joel Leach 2nd; motion passed.
Honorary Membership renewal discussed; Evan Arter requested consideration to include Jane Anderson, most senior club member, as an Honorary Member.
Joel Leach made the motion to renew the 9 current Honorary Members and add Jane Anderson; Evan Arter 2nd; motion passed.
- Treasurer created a Treasurer email to simplify and expedite communication; all receipts shall be sent to this email.
- Credit cards held by board members to be inventoried and reorganized with updated assignments according to the board position and purpose for use.
- Billing and mailing address for the credit cards to be changed to the Clubhouse address.
- Past dues will be addressed by Evan.
- Reduction in dues for BOG 2025 goes into effect in March.
- Webmaster job description discussed; Evan will resend to current BOG for feedback before February meeting. February meeting to finalize the wording and prepare to go to a vote by the club membership, which will include a candidate for the position.
- Evan discussed having a page on the site for transition of yearly BOG officers to streamline the change of officers and have all needed information available in one location; to include a unified email address, all document storage in one location.
Fleet Master, Claude Phelps:
- Claude provided a 2-battery charger for the club; requested reimbursement.
David made the motion for the club to pay Claude $50 for the 2-battery charger; Evan 2nd; motion passed.
- Claude recommended Summer Breeze be removed from her slip and moved to dry storage, on the grounds and out of the work area; Cady will be moved to Summer Breeze slip.
- Elite Mobile Yacht Services will be paid $280 to move Summer Breeze.
Secretary, Judy Allen:
- Judy reported past secretary, Craig Hannon, had provided all tools needed to perform duties of the position.
- Membership roster to be maintained by Secretary.
Old Business
- Webmaster job description to be resent by Evan to current BOG for any suggestions or changes. BOG will finalize the job description at the February meeting. The Webmaster new officer position will be voted on by the membership immediately following the February meeting via email.
- Tulsa Boat Show dates Jan 26–Feb 1 – Contact Fred – Workers will receive work day credit (Fred will have a schedule sheet going).
New Business
- Reassign the liability insurance monitor duty to someone other than the Treasurer.
- Insurance on the dock.
Time adjourned: 12:42 PM
Next meeting: February 8, 2024
Respectfully submitted
Judy Allen, Secretary
Fred Overstreet, Commodore