SSSS Board Meeting

Date: 09/02/2025

Time: 6:34

Place: Tugboat Annie’s, View Point Room

 

Welcome and Call to Order

Commodore Bob Hargreaves opened and called the meeting to order.

In Attendance:

Kiandre Cleveland

Bob Hargreaves

Kim Turver

Matt Peterson

Bob Butts

Randy Rictor

Nina Goodrich

Richard Bigley

Rich Wells

Steve Worcester

Dave Branch

Jim Findley

 

Adoption of Agenda

After entertaining last-minute additions to the proposed agenda, Steve W moved to approve, seconded by Kiandre C; all in favor approved.

Approval of Minutes from Prior (June 2025) Meeting

Reading of minutes was waived; all Board members were provided a copy and had read them. Steve W made a motion to approve the minutes; seconded by Kiandre C and opened to discussion.

Richard Bigley noted his name was spelled incorrectly and his title needed to be correct from Assistant Race Chair to Race Chair Helper

Minutes as amended were approved.

Reports of Officers:

1. Commodore’s Report – Bob Hargreaves
2. Introduction (as new to Board): Joined SSSS in 1995, first time on Board. Experienced ocean sailor; 34000 nm miles under keel (Mexico, South Pacific, New Zealand). Retired in 2009 as Assistant Attorney General for State of Washington (31 yrs), and in 2007 as commissioned officer in Washington Army National Guard (30 yrs total Army, 3 yrs USGC Reserve).
3. Explained division of officers’ coordination responsibilities between Commodore (Program Chair, Past Commodore, S-t-S Editor, and House Chair) and Vice Commodore (Secretary, Treasurer, Race Chair, and Cruise Chair). For non-voting Board members, Commodore will coordinate with Reciprocal Moorage Master, OYC Liaison, Webmaster, and Outreach Coordinator, and Vice Commodore will coordinate with those with race related functions, to include the Dinghy and Star Fleets Captains.

• Kudos for Salish 100 Send-off – “Way to go, Bob Butts!” pizza and soda in the evening and coffee with pastries in the morning. It was talked about throughout the race. Consider a repeat next year. 

1. No OPD letter (see June Minutes, in Old Business, Update on boat thefts). The city Parks Dept does not enforce moorage requirements at Percival Landing for those who anchor out in Budd Bay if they only stay at the dock during the day; if they stay overnight, they give them notice of the need to pay (but do they?). That is why there was no letter drafted for OPD. 
2. Vice Commodore will chair general meeting in October.
3. Will review all our existing insurance policies for adequacy of coverage with Andy Saller, who has more relevant legal experience in private practice.

• Council of Commodores – Nina, as IPC, will organize and chair. Experience is a great teacher and we have several past commodores who are still active. They will help us when we have an issue that we can seek their advice on.
• Quartermaster – proposed new appointed position: Would relieve Vice Commodore of swag detail – this will allow VC to better assist the commodore and provide more relevant training for upcoming leadership role as Commodore. The position would be responsible ordering & keeping stock for sales at General Meetings, promoting on-line sales, and establishing a committee of volunteers to assist (see initiatives).

1. Discussion of initiatives for coming year:
2. Enhance relationship with OYC- it goes back a long way but could be more consistently strong. Discussed various ways of working with new commodore of OYC (an old Army buddy of our commodore). Our contract with OYC is up for renewal in Dec 2026; will wait until after their next Board elections (May 2026) to start that conversation. 
3. Formalize a plan to prepare ourselves for the eventual loss of our one and only Race Committee boat.
4. Foster a spirit of volunteerism among newer and younger members – our long-term members are getting up in age. We need younger members to become more involved to ensure continued operation of the Club. An idea is to start committees to assist board members. Gave example of being OYC Fleet Captain Power with responsibility for planning cruises, but had support with a committee of sailors.
5. The Street Gate in the parking lot for OYC might be a problem for our general meetings (it is locked) and we might need to post someone at it to allow non-OYC members to enter. Will work with OYC and our liaison (Marvin Y) to find a solution.
6. Discussion about the whereabouts of Commodore’s Flag
7. Vice Commodore’s Report – Kim Turver
8. Burgees (who has them & is supply adequate?)- Kim has 14 of them. Two shirts that Steve wants to give away. No more hats. 
9. Club Bulletin Boards 
10. West Bay & Swantown – this has been found and  will be update. The one at Swantown has a key that needs to be found. It was discussed we would like to add QR codes and will see if that is something we can pursue in the future. Will add a QR code into the ship to shore if we get one. 
11. Should we consider having a BB at OYC- we can explore this opportunity. We can work with Marvin on this.

Invited guest arrived – Brennan Phillips Commodore of OYC  – to talk about marina thefts and possible solutions. There have been ongoing issues with them coming from the anchorage. They just put in a new camera system at the OYC; problem with the cameras is that you can’t see the picture of the person well and even if they get caught, they are not prosecuted.

Nina helped organize a meeting with people who were directly affected and is working with them to talk to the authorities with much help from Bob Butts. They also had all the marinas, the sheriff, and harbor patrol. The chief of police decided to attend the last meeting and that really helped move this along. They made two arrests and then seemed to loose interest and now the issues are starting to increase again. Marinas have a hot line to each out that allows them to communicate with each other about these individuals that might become a problem. The Olympia Police Department (OPD) will only enforce it if someone stays overnight but will only cite them with no follow-up. (Bob H wants it to go as far as even if you pay, you need to have a current WA registration.)

OYC wants to find who in their club has the “stove pipe of excellence” to help with this issue. The moorage master might be this person since he is a police officer. What is needed is a city ordinance that is enforceable to give the police something to enforce. We need to decide what exactly we want and are asking for. Would like to work with OYC and each marina who will come together to help.

Steve asked what action do we want to take tonight? Do we want to have Nina continue or have Bob H take over? Bob B suggests that we have another meeting to move this issue forward. Steve made a motion and Bob H second. It passed.

The OYC is also concerned and will work with us on this. They would like us to participate in the lighted boat show. It will be on the 6th of December. We talked about different races and how we would all like to support each other at these events. 

1. Secretary’s Report – Kiandre Cleveland
2. Introduction (as new to Board)
3. Club mail pick-up and distribution. Will meet with Steve and confirm who is doing what.

• Membership Cards- will have physical ones with Kiandre at the meetings. 

1. New Memberships & Renewals at General Meeting

1. 1. 1. Ensure Commodore gets new member notifications, so he can send welcome letter- cc commodore on welcome letters. 

1. Treasurer’s Report – Matthew Peterson
2. Filing of 990 with IRS- done
3. Year-end (2024-2025) financial statement 32k in assets

• Budget for 2025-2026- Nina has last year’s budget that she can share to help build the 2025-2026 budget. Bob H suggested the treasure get with the Vice Comm to decide how they want to create the budget if it is a new meeting or just create one and bring it to the next meeting. 

1. Revision of signature cards at credit union / bank- need to add Bob H
2. Matt would like to close the bank accounts Twin Stars checking account. Bob Butts made a motion to close and Steve Seconded. Voted and carried.
3. Bob Butts moved to add the new commodore to the Twin Star account. Steve seconded, the motion passed. 

1. Approval for Reimbursements:
   1. Commodore – for insurance premiums ($3007.31), printer bills ($223.68), Celebrations bill for June meeting ($294.61, includes finance charge for non-payment) – total of $3535.60.
   2. Program Chair – Salish 100 send-off – $1464.33
2. Matt would like to get rid of QB and use a free software. $130 per month. Steve moved to cancel this subscription. 
3. Matt would like to automate the insurance payments.
4. May need to investigate if we need to have an interim way to deal with the few months between elections and the first board meeting.
5.  Other cc option with PayPal since they are a pain. He suggests square they have only 3.5% convenience fee.
6.  We would like to automate the membership so people do not have to worry about it every year. 
7. Matt would like to investigate Foundation group as it is a national company they only work with nonprofits as our new CPA firm. 

Other Discussions:

It was discussed if we want to send out a membership form with ship to shore. If Steve needs a PDF copy of it. Bob H will get a copy to Steve and Kiandre. 

Bob Butts has the program guide for the next year and discussed it. Asked for ideas to format November meeting. Bob H suggested one meeting to share the view from the bridge as a ferry boat captain. We also have a possible tugboat Capt. 

Steve would like you to get your S-t-S articles in on time. 

Bob B requests officer presentation slides before the meeting.

This was all the time we had available for this meeting so it was moved that all remaining items on the agenda be moved to next meeting.

Adjourn– motion made to adjourn, seconded. Voted and carried. 2030 hrs.

* * * *

SSSS Board Meeting

Date: 10/07/2025

Time: 6:38

Place: Tugboat Annie’s, Viewpoint Room

 

Welcome and Call to Order

Commodore Bob Hargreaves opened and called the meeting to order.

In Attendance:

Kiandre Cleveland

Bob Hargreaves

Kim Turver

Matt Peterson

Bob Butts

Alan Hoffman

Randy Richter

Nina Goodrich

Richard Bigley

Steve Worcester

Dave Branch

 

 

Adoption of Agenda

Approval of Minutes from Prior (June 2025) Meeting

Reading of minutes was waived; all Board members were provided a copy and had read them.

Minutes as amended were approved.

 

1. Reports of Officers:
   1. Commodore’s Report – Bob Hargreaves
      1. Commodore’s Cruise – Randy did a wonderful job. We had 6 boats attend.
      2. Vice Commodore will chair general meeting in October.

• Gate and Parking issues for general meetings- We worked with the OYC they had unlocked the incorrect access point but should be resolved at the next meeting.

1. OYC participation in marina theft (“pirate fleet”) discussions- The OYC board will be appointing a member of their club to oversee the program to keep track of these issues.
2. Counsel of past commodores to be advisors when issues come up. Nina will head this counsel. There was a meeting of these past commodores in previous years and will hopefully start up again. Bob will send out to the board a list of things they can assist with.
3. Bob will send out a query to the board on Website improvements.

• South sound series website was discussed. How payments are made for their domain and who should be responsible for this moving forward. Matt will be on the lookout for this bill in his email. If it has not been received by next board meeting, we will discuss it again.

1. Vice Commodore’s Report – Kim Turver
   1. Burgees & other swag supply & ordering- the company who we purchase the hats has been contacted and we have ordered a variety of options. We should have hats for the next meeting. Kim is continuing to work on ordering more Burgees. He will ask John M for help if he can’t find out who to order by going through past emails. Kim will also bring his jacket to the meeting for members to see so they can decide if they would like to order one as well.
   2. Has been working with Matt on the budget and will continue asking for input. Would like it to be finalized by November meeting so it can be voted on and approved.

• Club Bulletin Boards – no update on these yet. The key has not been found for the Swantown marina, so Steve W suggested breaking into it. Steve will then update them with the newest Ship to shore. Kim requested Steve to wait until he could try some keys he was given. Kim will try these keys on 10.8.25. Kim will start updating the bulletin board at Tugboat Annies.

1. Secretary’s Report – Kiandre Cleveland

Club mail pick-up will be handled by Steve Worcester moving forward since Kiandre is rarely in this part of town.

1. Treasurer’s Report – Matthew Peterson
   1. Year-end (2024-2025) financial statement (to facilitate application for Officers & Directors’ Insurance)- Matt forgot and will bring next meeting.
   2. Budget for 2025-2026- in progress.

• Revision of signature cards at credit union / bank- will work on with approved meeting minutes from September.

1. Approval for payment of invoice re Wendy Hinman presentation- gave check
2. Foundation Group (CPA services) Matt will make sure we have options to vote on at next meeting.
3. CC options vice PayPal- Met with Alan and Kiandre to discuss options. No one likes PayPal. We are discussing Square, but Alan H is checking to see if it connects with our database.

• We will move pictures from the front of the website to only be seen when members login to their account to protect the board members.
• Automation of insurance payments- waiting on the bank since TwinStar just switched to Peak CU. Matt is going in to make any needed changes to our account with the bank name change on 10.7.25.

 

1. Program Chair’s Report – Bob Butts
   1. Programs for upcoming meetings
   2. Name tags for everyone by next meeting. This will cost $150.
      1. Port of Oly candidates will be at the Oct meeting. We need to workout how we will ask a preapproved list of questions. We have lots of practical training breakout lined up.
      2. November we will have Danielle N who has lots of experience with wooden boats.
      3. December we will have an auction to raise funds for the food bank. We are looking for donations from members.
      4. Bob will continue posting on website calendar.
   3. Race Chair’s – Tucker Smyth & Race Chair’s Helper – Richard Bigley Reports
      1. There will not be a representative at the next meeting due to double scheduling. Requested help in signing up volunteers for race committee boat helpers.
      2. We are actively matching members who want to crew with boats looking for help.

• Bob B will do a slide at the meeting to assist with volunteers.

1. Tucker is retiring and we will need to find a replacement. It was discussed to put this need in the Ship to Shore. Garner Miller was put as an option.

1. Cruise Chair’s Report – Randy Richter
   1. Upcoming Cruise dates / locations- These days have been confirmed and only one needed to be changed. They are all in the calendar. It is requested that the calendar be reviewed with other holiday events that might conflict. Suggested writing up an article for the Ship to Shore (StoS) and making sure Steve W has it on time.
   2. At last meeting we discussed having subcommittees and Randy started reaching out to members requesting help. Bob H plans to put something together for the board to review at the November meeting, which will be a handout for upcoming meetings requesting volunteers for these subcommittees.
2. Ship-to-Shore Editor’s Report – In the Ship to Shore we will add phone numbers for Board Members. It was discussed and we will not put phone numbers in but will have everyone’s email addresses. When you send in articles for the StoS please put it in a word processing format. Pictures need to be jpeg. He can not put PDFs in his formatting program.
3. Need to think about who you are talking to at the meetings. These would be the people who are not going on the cruise or on the races. If we talk to members who are not actively doing both, then we might encourage these ones to be more involved. We can put these on a slide all the details about cruises and races.
4. House Chair’s Report – Kevin French- Not present
5. Immediate Past Commodore’s Report – Nina Goodrich
   1. Update on Marina theft issues & meetings- Bob B and Nina will get together and get an update for the next meeting.
   2. Update of Board Handbook – input needed from Officers. The request is all board members to look at the website and edit as needed.
6. Webmaster’s Report – Richard Wells- Not present
7. Outreach Coordinator’s Report – 240 members in email list and about 150 need to pay or become inactive. We need to switch to Square then we can send them a bill. An automated software would be very nice since the process is so manual at this point. We might need to change our database program and will discuss it in the future. There are members who have not paid dues in years but have contributed so much we do not want to drop. We might want to move all dues that needed to be paid in September. We are not currently following our bylaws in this matter, so we need to update our bylaws or revert to September renewal. The change was requested by the dingy racers. Maybe prorated if you pay before the September due date.
8. Star Fleet Report –the annual meeting will be on Thursday 10/9/25 at Tugboat Annie’s. Request these ones join SSSS. We will also promote the race committee volunteerism at this meeting. We raised $500 with all the donated bolts and nuts. These will be brought to the next meeting and will be available for sale. There is some confusion about the funds earmarked for the Star Fleet. This bank account is out there, and no one has accessed it. We need to find this account and close it after transferring the funds to SSSS bank account.
9. We need to work with our Skippers to find room on their boats for all these members who want to crew. Lots of skippers are happy with their crew and/or do not come to meetings very often in order to match them with possible crew. Maybe look into having a skippers meeting.
10. Dinghy Fleet Report – Jim Findley- not present
11. Reciprocal Moorage Manager’s Report – Marvin Young- not present
12. OYC Liaison’s Report – Marvin Young, OYC Fleet Captain Sail- not present

New Business:

1. Race 101 Program Proposal- Steve W does not need help finding people. This will not be a part of SSSS. Bob H does not like Steve W going out on his own.

 

 

Bob H moved to adjourn the meeting and Matt P second.