2003 Board of Governors Meeting
August
5
Commodore Brainard Cooper called
the meeting to order at
A motion to approve the minutes of the previous meeting was made by Giorgio Brezich. Brainard Cooper motioned to amend the minutes to reflect that the East European Secretary vote failed because a majority of the total members of the Board of Governors were not present to pass motions amending the Constitution. According to 23.4 of the SCIRA Constitution, a super majority of all Board of Governor members must vote in the affirmative to approve any motion made from the floor. The motion was seconded by Cliff Browning passed as amended.
A quorum was established for items on the agenda for this Board meeting.
National Secretaries Meeting summary; Jerelyn Biehl summarized the NS meeting and made note that the NS would appreciate the Boards consideration of the following items: possible decrease in the length of major events; consideration of increased number of boats in the Worlds; website with more graphics and animation; NS support Category C for advertising prescription.
Commodore: Commodore Cooper talked of bright signs for the Class. Our financial position is good but could be better. He stated that we are currently ½ way through the year and we hope our numbers will increase. The Pan Am Games situation has taken much time this year and we are actively moving to rectify the position for the future.
European Secretary Report: (see National Secretary’s minutes)
Western Hemisphere & Orient Report: no report given
East European Report: (see National Secretary’s minutes)
Executive Director’s Report: Jerelyn Biehl thanked each Board member for their cooperation and communication and summarized that daily business in the Class office is busy and varied. The finances are in good order and the updated version of the financial software allows the office to e-mail invoices and statements directly to each National Secretary, helping to decrease postage costs. The office has been working with the treasurer to decrease expenses this year. The database is going smoother this year, but still requires a lot of time. There were problems with the Worlds entries this year and verification of membership, mostly through a late submission of entries from the organizers. The Office would like the Board to consider that all entries for Hemisphere and Worlds must go through the SCIRA office first. Finally, Jerelyn stated that she is disappointed in the new Snipe Bulletin and feels it is not a quality product.
Rules Committee: Giorgio Brezich commented that the Rules Committee has been busy this year and in constant contact discussing various rules issues that have been brought to their attention, including scoring, rules, and measurement of boats.
Chief Measurer: Antonio Bari has asked each National Secretary for a list of active measurers in their countries, and only 4 have responded. This list is necessary so Antonio can contact them and alert them directly to any new interpretations or issues they may run into at regattas.
Regatta Bids:
2004 WH & O: Cabo Frio, Brazil. Approved.
2004 Europeans: Lorient, France. Approved
2006 European: Pori, Finland. Approved subject to receipt of bid form in the SCIRA office.
2004 North Americans: Jacksonville, Florida, USA. Approved
2004 South Americans: Porto Alegre, Brazil. Approved subject to receipt of bid form.
2005 Worlds: Gamagori, Japan. Tabled until the end of the meeting.
Committee
Reports:
Finances: Pedro Lorson submitted the following report: “ 2003 Financial Results: the 2003 financial statements for SCIRA International have been updated through May 31st. Revenues to date total $36,000 and expenses total $26,000. As of May 31st SCIRA International has a profit of $10,000.
2003 Receivable Balances: As of May 31st, there was an outstanding receivable balance of $12,875 on the balance sheet, of which, $5,000 of it is aged. Some of these balances date as far back as 2001. This is unacceptable! I would ask this Board to please address the matter of a more timely collection of our receivable balances at this meeting. Our class needs every dollar that it earns, to be collected within 30 days. Much of Jerelyn’s time is spent chasing down overdue receivables. This is time she could be spending promoting our class.
Financial Update: Significant progress has been made in the finances since last year. Last year, the Finance committee asked the US Board to retain the services of Cline, Harduval and Co, CPAs. They were hired to provide Jerelyn with the necessary Quickbooks training, and to oversee the bookkeeping. This was done in late 2002. The results are that all SCIRA book and records are current and accurate. It is essential that these standards be maintained, otherwise SCIRA could run the risk of losing its 501c3 exemption with the Internal Revenue Service.
2001 and 2002 Financial Results: the 2001 & 2002 SCIRA International financial statements were completed back in late 2002. These statements need to be issued to the SCIRA membership as soon as possible. As the Int. Treasurer, I would expect these financial statements to be issued exactly as I have prepared them.
Understatement of SCIRA International Expense Base: It should be understood that the Int. expense base for 2001, 2002 and for 2003 is understated. The issue at hand is the proper allocation of Jerelyn’s salary and her related benefits between International and US. 2001 was the first year that SCIRA Finance has put into place a method to allocate those charges based on monthly time sheets that have been prepared by Jerelyn. This method of allocation provides a much more accurate means by which to allocate SCIRA highest expense. This allows both the US and International Boards to better understand how much time Jerelyn is really spending on Int. versus US. Currently Jerelyn’s salary and benefits are paid 45% by US and 55% by Int. These time sheets indicate that she is really spending 30% of her time on US and 70% of her time on Int. As mentioned earlier, much of her time is spent chasing down uncollected receivables. If the receivable balances were remitted on a timely basis, I am sure that her % of time spent on Int. relative to US would be closer to the actual pay out. This difference should be set up on the US balance sheet as a receivable, and corresponding payable should be recorded on the Int. balance sheet. As someone who is both the Int. and US Treasurer, and after consulting with all past Treasurers, we are all in full agreement with the new and improved allocation process needs to be put into place for all years going forward. However, the US Board has agreed to bear these costs and as such the proper disclosures have been included on the financial statements that I have prepared. I am proposing to this Board that some form of the allocation methodology be adapted in 2003.”
There was a motion by Cliff Browning to accept the Treasurer’s report for 2001 & 2002, seconded by Robert Dunkley. Cliff Browning then made a motion to amend the statements of 2001 & 2002 to strike from the Expenses, the lines “International salary expense funded by US” and “Payroll and relations benefits funded by US.” Both totals for the “Payroll and related benefits” lines would be increased by the stricken amount to reflect the actual expenses. Bill Welch seconded the amendment. The motion to accept the original report as amended passed unanimously. Brainard Cooper made the Treasurer’s motion for the Class to adopt “some form of allocation methodology.” Motion dies for lack of a second.
ISAF Report: Per Ole Holm spoke that he has not represented the Snipe Class at ISAF meetings since 2001. At the past 2 ISAF meetings, the SCIRA representative has not attended the Int. Classes Council. Per Ole spoke of the great importance of an ISAF Representative and called for the election of a rep.
Membership Report: Cliff Browning gave a summary of the questionnaire he surveyed both National Secretaries and Int. Classes on membership cards. 12 countries responded; 7 responded yes; 8 responded that the method should be changed, suggesting sending blank cards to each NS for them to complete and hand out with the decals. A discussion was held on the importance of the membership card and enforcement. Robert Dunkley made a motion to investigate the issuance of membership cards on-line. Motion passed.
Sherri Welch presented a report to study the possibility of a single membership. The excellent graphs provided discussion on the various possibilities and possible effect on future membership income. After much discussion, Gilles Boisaubert, seconded by Bill Welch, made a motion to have one category of membership, beginning January 1, 2004. Motion passed. A second motion was made by Gilles Boisaubert, seconded by Giorgio Brezich that a discount for junior dues be considered by the finance committee and suggested to the Board. Cliff Browning amended the motion to include membership at $15 and junior membership at $10. Motion and amendment passed.
Junior Committee Report: Giovanni Galeotti submitted the following report: Objectives: The committee was asked to gather information and make recommendations for the promotion of junior sailing in the Snipe with an eye to the subsequent retention of junior sailors in the class. Promotion of future Snipe Junior Worlds with an eye to improving the event was also a specific objective. Findings: 1) the response rate from questionnaires circulated to NS was very low. This indicated that either communication within the Class can be improved and/or many do not consider junior sailing a priority. To the Committee’s knowledge there are countries with no junior sailing that did not reply. 2) Insufficient responses were given from which to produce statistically meaningful data. 3) The suggestions received from the surveys were as follows: a) hold junior worlds every year; b) allow sailors from other classes who are not Snipe Class members to participate. 4) The Class and junior sailing within the Class can be very different from country to country or in some cases from region to region. There is no single solution for the promotion of junior Snipe sailing that will work across the board.
Recommendations: The Snipe Class is attractive for junior sailors for the following reasons, amongst others: 1) it provides a chance to learn from experienced sailors, 3) it is a relatively simple and affordable “tactical boat.” In many ways it is therefore ideal for young sailors who want to learn how to race. 1) The NS need to be involved directly in junior promotion and should probably be asked to report and share their positive and even their negative experiences with junior sailing. Each country is different and local focus will be necessary to optimize each situation. Numerical goals and reward system should be put in place. 2) The Jr. World Championship should be held every year. Two years are simply too long for young sailors to keep their focus. Moreover those who are 19 on their last year of eligibility have an unfair advantage over those who are 18 on their last year. 3) to leverage the depth of champions we have in the Class a three day clinic taught by a panel of our most experienced sailors should precede the junior worlds (a three day clinic hosted by the likes of Mark Reynolds or Torben Grael is very good motivation for a young sailor to sail Snipe and try to go to the Worlds. 4) a limited number (5) of good junior sailors from other classes should be invited to the jr. worlds to raise the level and interest in the event. 5) to lower the costs of running the jr. worlds we should consider maintaining the same venue for two or even three consecutive years (where there is a large fleet of boats that can be borrowed for the event and where great champions willing to volunteer for the pre-race clinic can easily get to.) Summary: the Jr. Committee would like to stay on and continue its work. We feel we have not had enough feedback yet to write final recommendations, nor do we feel the job will be finished until a mechanism for truly managing jr. sailing on an ongoing basis is put in place.
The Board will thank the Jr. Committee for it’s fine work and would like these suggestions to be passed on to the next Jr. world organizers. The Board would like the Jr. Committee to continue its work.
Promotion: Jiro Yamamoto passed out copies of promotion plans and ideas from his committee of himself, Kai Saarhelo and Pedro Garra. Yamamoto suggested the Board consider the Snipe making a presentation to ISAF regarding Olympic consideration. Commodore Cooper will ask the Pan Am Committee to research and report to the Board.
Nominating Committee: Giorgio Brezich and his committee will add the ISAF representative to their list of nominees.
Old Business:
There were no tabled motions from the previous meeting.
Worlds Quota: the Commodore will appoint a committee to study and evaluate the system that has been in place for 2 World Championships. It was suggested that an Open Silver Championship be added to the Worlds. In addition, 50% of the countries have less than 60 boats. It was also suggested that SCIRA allow qualifiers from the N,S and E Europeans as well as North & South Americans. Consideration must be given to the Orient as well. The Commodore will ask the Long Range Planning Committee to consider.
New Business:
Honorary Vice Commodores: Jan Persson of Denmark and John Broughton of the UK were both nominated and unanimously voted as HVC for their dedication to the Class and years of service. Presentations will be made when appropriate.
The meeting was adjourned at 10:15pm to be reconvened on Thursday, Aug.7 at 9:00am.
The meeting was re-adjourned at 9:15am, Thursday, Aug. 7.
Deeds of
Gift:
South American Jr. Championship. Motion to amend, presented by Pedro Garra and the NS of SA as follows: Awarded to: top placing jr. skipper and crew in South American Championship. Open to: delete 3, “there shall be no entry fee.” Regatta conditions: 1. Conducted every year together with the South American Championship. 4. Delete “3 races shall be attempted. 1 race shall constitute a regatta.” Motion seconded by Giorgio Brezich. Motion passed.
World Masters Championship: Motion to amend, presented by Id Crook, Canada. Regatta Conditions: 7 races of SCIRA approved courses. 2. No more than 2 races in one day. 3. 3 races constitute a regatta. 4. Regatta site to be approved by SCIRA Board at World Championship. 5. Regatta venue to rotate, North America, Europe, South America, Japan. 6. No races to be run in wind velocity exceeding 15 knots. 7. Boats to be weighed and sails measured only. 8. 3 divisions of medals for trophies for the top 3 places in the following divisions: A. Apprentice masters (45-54 years) B. Masters (55-64 years) C. Grand Masters (65 and over), Overall World Masters Champion will be top placing team. 8. Host country will hold a drawing for participants chartering boats. Motion seconded by Cliff Browning. Motion passed.
Hub E. Isaacks World Championship: Motion to amend by Giorgio Brezich. Open to: 1. Skipper and crew must be SCIRA members in good standing with their fleet, country, and the Association and sailing a Snipe registered to SCIRA for the current year.
Regatta Conditions: 2. second bullet *First, second, and third days – 2 races (remove “in events with chartered boats, first day will only have 1 race.”) 3. If six or seven races are completed, the worst race shall be dropped, including a disqualification, if allowed by the SCIRA Official Scoring system. (remove rest of wording) Add: “3 races constitute a regatta.” Motion proposed by Robert Dunkley, seconded by Cliff Browning. Motion passed.
Promotion: Jiro Yamamoto circulated a report submitted by his committee consisting of himself, Pedro Garra and Kai Saarhelo. Yamamoto will circulate a summary of the report to officers and National Secretaries. Yamamoto wants to promote the slogan from Kai Saarhelo: “Think Globally, Act Locally” for fleets to follow.
Rules Committee:
1. Membership: motion proposed by Giorgio Brezich, seconded by Cliff Browning. “Masters and Juniors may enter their respective World Championships as non-owners.” Motion passed.
2. Term of Office: Housekeeping motion presented by Giorgio Brezich, seconded by Claudio Ciufo. “The following officers of the Snipe Class are elected to one-year terms of office: Commodore, Vice Commodore, Rear Commodore. The following are elected to three-year terms of office: At-Large members of the Board of Governors (these are staggered so that all do not come due on the same year.) The following are elected to four-year terms of office: Rules Committee chairman and Vice Chairman, Treasurer (re-elect able only once consecutively), Chief Measurer.” Motion passed. (Note: these terms of office have been in place since 1993 but were inadvertently left out of the Rulebook.)
3. Sails: Proposed by Giorgio Brezich, seconded by Steve Stewart. “Masters and juniors may use borrowed or chartered sails for their respective World Championships.” Motion passed.
4. Sails: Proposed by Giorgio Brezich, Gilles Boisaubert. “The maximum dimension across the top of the mainsail shall be maximum 176 mm measured from inside of the boltrope.” Motion passed.
5. Course Changes: Motion made by Giorgio Brezich, seconded by Steve Stewart, amended by Robert Dunkley & seconded by Gilles Boisaubert. “SCIRA courses changed to reflect courses based on time, not length, with a target of 60 minutes and a maximum of 75 minutes with a total time limit of 2 hours maximum or 20 minutes after the arrival of the first boat.” Motion passed.
6. Course Changes: Motion by Giorgio Brezich seconded by Robert Dunkley; amended by Gilles Boisaubert and seconded by Birger Janesn. “To consider a start and finish line at 1/3 of the windward leg, to be applied only to regattas up to National Championships, with approval of the National Secretary only.” Motion passed.
7. Course Changes: “In every race with at least 24 boats, offset and gates will be applied in a windward-leeward course.” Proposal withdrawn
8. Course Changes: “To shorten SCIRA courses to 1 hours or 1 hour, 15 minutes.’ Proposal withdrawn
9. Advertising Policy: Motion by Giorgio Brezich, seconded by Steve Stewart. “SCIRA adopt Category C for all regattas.” Motion passed.
10. Measurement Rules: Motion by Giorgio Brezich, seconded by Gilles Boisaubert. “Bolt rope on the mainsail foot and luff may be cut-out, at tack only.” Motion passed.
11. Measurement Rules: Motion by Giorgio Brezich, seconded by Birger Jansen. “A screw or other stopper shall limit the top mainsail highest position over the lower edge of mast top band. In case of masts with masthead halyard locks, the stopper (lower edge) shall be located at middle of the top band.” Motion passed.
12. Measurement Rules: “A measurement sticker (void label) will be used to determine the correct location of the pin of the mast step.” Motion withdrawn.
13. Measurement Rules: Motion by Giorgio Brezich, seconded by Steve Stewart. “Centerboard width allowance of +/- 3mm as allowed on bottom of centerboard.” Motion passed.
14. Measurement Rules: Motion by Giorgio Brezich, seconded by Steve Stewart. “Gudgeon allowance of +/- 3mm on the position of the gudgeons (lower 155, upper 410).” Motion passed.
15. Charter Boats for International Events: Motion tabled, but Board will recommend to bidding countries: “A country bidding for any international event (world, hemisphere, European, SA, NA, etc.) must guarantee that prices for chartered boats shall not exceed USD$500 plus insurance costs. The following guidelines are recommended: for “A” boats: $500; “B” boats: $300; “C” boats: $200.”
Worlds 2005:
Motion by Gilles Boisaubert to ratify all motions made previously by the International Board of Governors since the 2001 Board meeting. Seconded by Birgern Jansen. Motion passed.
Motion to adjourn by Sherri Welch, seconded by Gilles Boisaubert. Motion passed. Adjourned at 12:10pm.