SSSS Minutes – December 5, 2017, 6:30 PM
Location: Olympia Center
Attendance: Joy Johnson, Steve Worcester, Steve Lewis, Noreen Light, Jeff Johnson, Mike Buffo, Jeff Hogan
Absent: Mary Campbell
Guests: Dee Larson
Unanimous approval of the November 2017 minutes
IRS update: Steve L. provided the tax calendar in the meeting agenda
December 15 is a key date. This is the due date for sending a tax payment. Steve has set up reminders in the SSSS Google calendar of tax payment dates.
SSSS will file as a C-corporation for the last 3 years. We will pay taxes for 2014 through 2017 and the estimated tax for the 2017-2018 tax year.
All forms have been approved by the CPA. The forms for the 2014-2015 tax year is the “initial record” due to lack of information prior to 2014.
In the future, SSSS will need to decide whether to file as a C-corporation or a 501(c)7. We will need to review the funds collected for the Black Star Regatta, Toliva Shoal Race, and other programs the bring in money from non-member. SSSS may need three years acting like at 501(c)7 prior to filing as one.
Payment of tax and CPA costs will be paid for initially from the main SSSS account, but Steve L. will eventually transfer money from the subaccounts to reimburse the main account. All accounts together contain about $40,000.
The CPA charges will be over about $1,000.
Motion: Jeff J. moves that subaccounts pay taxes based on relative taxes due
Second: Jeff H.
Vote: all in favor
Business License Application: Steve L. has the business license application from the Department of Revenue. The cost of submitting an application is $29. This will provide SSSS with a tax account under which we can pay our taxes. Steve L. is looking into Business and Occupation taxes, use taxes, and sales taxes.
We typically pay sales tax on the items we sell. We may have little to no sales tax due because we can credit any sales tax we pay toward our tax due.
Tax considerations for the future:
Need to decide how to pay for Star boat maintenance and boat use reimbursements.
Need to improve documentation. Some past purchases are poorly documented.
Accounting guidelines:
We need to keep receipts that show payment of Washington State sales tax for things that are resold.
We need to monitor charitable donations. Donations can be no more than 10% of our gross income, must be given to 501(c)3 groups, and we need to receive written acknowledgement from the recipient.
No raffles until we are registered as a non-profit.
Steve W. reported that we are mailing out the StS to about 150 people. We will see savings from email when we are down to 75 mailings.
Meeting adjourned at 8:00 pm
November 7, 2017, 6:30 PM
Location: Tugboat Annie’s, Olympia, WA
Attendance:
Joy Johnson, Commodore and Board Chairperson
Mary Campbell, Past Commodore
Steve Worcester, Ship-to-Shore Newsletter Editor
Steve Lewis, Treasurer
Noreen Light, Member-at-Large
Jeff Johnson, Race Chair
Mike Buffo, Secretary
Jeff Hogan, Assistant Race Chair
Guests: Peter Wyeth, Past Treasurer
Absent: Alex Bromen, House Chair
Vacant Position: Cruise Chair
Prior to the meeting via email:
Unanimous approval of the October 2017 minutes
Unanimous approval of paying CPA Daniel Mortensen, NR Smith and Associates, up to $1,500 for services.
Meeting minutes:
IRS update: CPA suggests filing as a C-corporation, a type of for-profit company, for the last 3 years as the IRS may not accept a non-profit filing. Raffles are not acceptable for a C-corporation under Washington Gambling Commission rules. Specifically, the CPA suggests filing an 1120 form for the last three years. In the future SSSS could file as a 501(c)7 if we operate in compliance with the rules for a Social Club. Expected taxes are about $3,000 to $4,000, plus any penalties. If SSSS files as a C-corporation, the board will need to explain this to the members.
Some board members suggested filing as a 501(c)7, or filling out tax forms for both the 501(c)7 and C-corporation and having the CPA review these forms. The Treasurer agreed to give the CPA both sets of tax forms for review and then we can choose one or the other based on Daniel’s recommendation.
The Board also heard that, regarding the Southern Sound Series, only up to 15% of the club’s overall gross income can come from non-members.
Motion: Mary motioned that SSSS prepare the 1120 form for the C-corporation, and the 1024 and 990-T for the 501(c)7 and submit these to the CPA. SSSS would then follow the CPA’s recommendation.
Second: Jeff J.
Vote: All in favor
Motion: Jeff J. motioned to make Steve L the responsible party for IRS reporting
Second: Steve W.
Vote: All in favor
Treasurer: Steve L. presented the budget report to the Board. SSSS is operating within budget in the short-term. The long-term financial condition depends on the outcome of the IRS taxes.
Race Chair: Jeff J. is looking at having Andrew Kerr and Jeff Causey speak together at a program for racers. Looking at the cost as Andrew Kerr alone in $600.
Jeff J. also reported that the canceling of the Eagle Island Race got a mainly positive response. The Board was informed that Transitions is difficult to anchor in winds above 40 knots.
Commodore: Joy gave Kudos to Mary for clearing out the storage unit. Mary found additional swag in the storage unit to give away.
Kudos to Steve L. and Peter Wyeth for working on the accounts.
Also, Joy reported give the club received Kudos from a new member.
Past-Commodore: Mary provided an update on the OYC’s learn to sail program. Mary is on an OYC Committee about this. This committee is discussing recommending an education committee. SSSS could partner with this committee.
Mary also reported that the Women’s Boating Seminar group may make a monthly meeting instead of a weekend-long workshop this year.
Program Chair: Noreen reported good reviews on the safety and one-cool tool segments in the meeting. More folks are talking about safety.
One cool tool segments are planned for the rest of the year. Speakers are also lined-up or in the works for future meetings. Topics include cruising beyond the Salish Sea, the Race to Alaska, and maritime history.
Discussion on summer programs: Joy suggested summer SSSS meetings. These could be formal or informal and provide a social time, time to talk about projects, and possibly a burger night.
Jeff J. reported that Bill Sheldon suggested summer for-fun races that last about an hour with now score keeping.
Joy reported that other clubs have adult/junior joint races and events.
Meeting adjourned at 8:00 pm
October 2017
Board of Directors Minutes – October 3, 2017, 6:30 PM
Location: Viewpoint Room – Tugboat Annie’s
Attendance:
Joy Johnson, Commodore
Jim Larsen, Vice Commodore
Mary Campbell, Past Commodore
Steve Worcester, Ship to Shore Newsletter Editor
Jeff Hogan, Assistant to the Race Chair
Steve Lewis, Treasurer
Noreen Light, Member-at-Large
Jeff Johnson, Race Chair
Alex Bromen, House Chair
Mike Buffo, Secretary
Guests: Peter Wyeth
Absent: Joel Rett
Motion: Mary moves to approve September 2017 Board of Directors Meeting minutes
Second: Steve W.
Vote: All in favor
Minutes are approved.
Motion: Steve W. moved to nominate Mike Buffo as Secretary
Second: Jim L
Vote: All in favor
Mike Buffo is nominated and elected by unanimous consent.
The Board discussed the issue of how to handle donations by the dinghy fleet that they intended to go to Bill Brosius. The Treasurer suggested reversing the transaction and indemnifying the club officers. The Board decided that we should hold the money and ask a CPA how to handle the transaction.
IRS update from Joy: Interest in having a CPA look at the accounts. Peter is working on the accounts for recent years. Steve L. is working on IRS paperwork. Peter reported that all the accounts are in good shape except the Star accounts. In these accounts the income sources are not separated out. In addition there are gaps in the account records, both the Star group’s records and the bank records. Peter is working to minimize the income sources in the ‘other’ category and will work with the Star group to assign charges to categories. Steve L. is interested in a House Chair account and a way to monitor donations. The Board decided to defer the question of how to handle donations at our regular meetings to a CPA. The House Chair will look into the issue of accepting donations.
The Board supported seeing a CPA. Two CPAs were proposed. The board discussed the costs.
Motion: Mary moved to set up exploratory meeting with both CPAs to review our situation with funds for up to 1 hour for each CPA.
Second: Steve W.
Vote: All in favor
Motion passed.
Treasurer: The Treasurer’s report was submitted in writing to the Board before the meeting. The Board had no questions related to the report. Steve L. suggested moving money to the reserve savings account to cover tax contingencies and professional services. The board agreed to leave money transfers between accounts up to the treasurer.
Resolution: Steve L. submitted a resolution to update the account signature cards as follows: Add Stephen H. Lewis, Treasurer, as the responsible party and signer to all “Star” and “WBS” accounts at Twin Star Credit Union; add Stephen H. Lewis, Treasurer, to the Toliva Shoal RC account at Olympia Federal Savings Bank; add Lisa Randlette and remove Robert L. Kutz and Peter Wyeth as signers to the Twin Star CU “Star” account; remove Peter Wyeth from the Twin Star Credit Union “WBS” account.
Second: Mary
Debate: The Board modified the Resolution to remove a provision creating a separate Twin Star Credit Union subaccount for the House Chair. The Board discussed and agreed to keep Norm Smit on the Star account and Steve Worcester on the Toliva Shoal RC account.
Vote on the amended resolution: All in favor
The resolution passed.
Program Chair: Noreen has programs outlined for the year. She is acting as a greeter at the general meeting. There was discussion about whether or not the program should come before the business section of the meeting. The consensus was to continue with the standing practice for now.
Race Chair: Jeff J. reported that there are 11 empty race committee spots.
A suggestion was received to increase the number ‘for fun’ races.
Vice Commodore: Jim L. reported that the price of burgees and hats has increased to very near our sale price. He is looking at other options for merchandise. He is also looking at a discount on electronic flares.
Cruise Chair: Scott and Connie have been lined up to run the November cruise. Myra and Mary are working together for boater education. SSSS will work with general boater education while OYC will continue doing sailing classes.
Commodore: Joy proposed making a membership strategic plan. Joy wants to continue looking into alliances with other clubs.
She stated the need to update the by-laws to reflect that the membership year running from the time of payment. This will require a review of the by-laws and possibly a discussion with Andy Saller. Mary volunteered to talk to Andy about changes needed to the bylaws.
Meeting adjourned by unanimous consent at around 8:50 PM.
____________________
Mike Buffo, Secretary
September 2017
Regular Meeting of the Board of Directors
Minutes taken by Noreen Light in place of the Secretary
Place of Meeting: Tugboat Annies, Olympia, WA
Date of Meeting: September 5, 2017
Time of Meeting: 6:30 PM
Attendees:
Commodore – Joy Johnson (Chair)
Jim Larsen – Vice Commodore
Treasurer – Steve Lewis
Member-at-Large – Noreen Light
Past Commodore – Absent
RC Chair – Absent
Cruise Chair – Vacant
Secretary – Vacant
Ex Officio member – Steve Worcester
Past treasurer – Peter Wyeth
Webmaster – Jim Jones
The assembly did have a quorum and was called to order by the chair at 6:30 PM.
Business:
Joy:
- Change in system of payment at meetings to accommodate mass of people both renewing and purchasing SWAG
3 steps: 1) go to Treasurer table and pay for membership renewal and merchandise; 2) receive ticket/chit for merchandise; and, 3) take ticket to merchandise table (hats, burgees, calendars, and so forth)
- Steve Lewis will stand in as acting Secretary at the September 12 general meeting. Secretary Mike Buffo will not be able to attend.
- Peter Wyeth will also stand in to help.
- Board meeting minutes will be shared through Google Drive. Board docs will all be shared on our Google Drive.
- Looking ahead to the 50th Anniversary–how do we want to start thinking about this? Jeff Hogan mentioned putting the 50 on all of our merchandise for that year. Another idea was to have all life members in a special group to help with the celebration.
- December Wine Cruise-What do we think of format? It was discussed that perhaps its too late to make changes to it at this point. Do we want to shorten the auction time and increase the visiting time? Do we want to add other organizations that would benefit, such as Youth Sailing? No decision was made regarding the meeting.
Peter/Steve:
- 501C7 filing. Stars financial account updates are needed. Peter will meet with Lisa Randlette.
- IRS EIN. Number we have is not registered to SSSS. Steve is working on a resolution to this issue.
- OYC rent. $1,000 per year. Same amount, different process of billing. Was $100 per month, billed 10 months each year. Now we are billed $83.33 per month by email. Peter arranged this change through Joe Downing.
- Price of rent remains set as previous year, no change.
Joy:
- New website is wonderful! Many thanks to Jim Jones for all his efforts. 407 page-views in previous 4 days.
Jim:
- Email options for Board members to receive and send SSSS-related email. Options of having SSSS email forwarded to the members personal email account, or can access through the SSSS website.
- SSSS Member Handbook information is all available on the new website. This will be put into one PDF and can be sent to new members.
Steve W.:
- Suggestions that new members receive a welcome packet. We want to work on this.
Jim J. :
- All members will receive an email with a log in. Each member can go to the SSSS website and personalize their member profile (boat name, MMSI, photos of member and boat, and so forth.)
Noreen:
- Program/speakers. Identified top program topics through previous member survey and personal communication with members. Members will vote on topics for the 2017-18 meetings, at the September general meeting. A short segment – one cool tool – will be added to the meetings to share a website, technique or other helpful sailing-related item. Also, a short segment will be added to offer a safety-related element to each meeting.
- Discussion of purpose of general meetings and need to generate interest in, and attendance at, SSSS activities and events through presentation of information about them during the business segment of meetings.
Steve L:
- 501C7 filing. Steve L. will take over from Peter and finalize the application.. Peter will collect 4 years of income and balance sheet reports that are needed to submit the application.
- Burger nights status: we need to notify the Swantown office before using the picnic area to make sure there is no conflict. No reservations or payments are needed.
Joy:
- No cruise chair. Encourage members to “adopt a cruise” and host a cruise. Mary Campbell will host the September 16 cruise to Vaughn Bay. Marvin and Fran will host the
- October cruise.
Joy:
- Reviewed where the SSSS storage is at Rod’s home and asked if anyone needed keys. No one needed keys.
The the time and place for the next meeting was set to the regular day, time, and place. The meeting was adjourned by mutual consent at about 9 PM.
February 2017
Attendance: Mary, Joy, Jeff, Peter, Ralph, Mike, Marvin
Peter: repayment of TYC reciprocal charge received.
Marvin: working to improve reciprocal procedures.
Motion (Marvin) restrict reciprocal to 1 boat up to 50ft for 1 night
Second (Joy)
Vote all in favor
Suggest we put a placard on how to sign up for reciprocal at Perceval Landing
Suggest past cruise chair becomes reciprocal manager
Steve: submit articles
Jeff: Andrew Kerr program went well.
Talk with skippers about late start on Henderson Inlet race
Micki via email: see email with new member flier
Joy: plans for new website; Facebook page an important source of info for some
Mary: 4 focus groups at next general meeting; new members, cruises, racing, website and communications
Marvin on membership engagement: suggeste plaque and merit badge program.
January 2017
Date: January 3
Attendance: Mary, Joy, Peter, Marvin, Micki, Ralph, Jeff, Mike
Peter: nothing to report
Mike: Membership update. Roster is at the printer
Marvin: New Year’s cruise had low attendance, 1 boat, 5 people.
Preparing for Island Home cruise. SSSS will do lunch.
Discussed promoting the reciprocal moorage as an SSSS benefit.
At Perceval Landing a person with a bill has to send it to us and we pay them back. We like Yacht Destinations.org for reciprocal management.
Steve: website went down briefly several months ago
Looking at search engine for SSSS site
Need something for new members on website. Want a page that encourages people to join.
Ralph: nothing
Jeff: Duwamish Head race this weekend
Andrew Kerr Jan 25 – will do SSSS wide email
RCs all set for rest of season except McLean Memorial.
Micki: January speaker from Department of Ecology
Most of rest of the meetings planned for the year.
Mary: Discussion regarding survey key results
Suggest: new member packet with material like reciprocal list or orientation; one pager about cruises, races, benefits; your card gets you
Joy: new member proposal – will pull some people together to work on this
General meeting format: less business, more social time. Consider finding mentors for new members.