Annual Meeting Minutes – May 20, 2012

Ipswich Outboard Club, Inc.

Annual Meeting Minutes, May 20, 2012

The Ipswich Outboard Club Board of Directors held the IOC annual meeting at the IOC Property, Water St., Ipswich, Ma. The meeting was called to order by Commodore Spencer at 1:40pm. All officers and directors were present except for Donald Clapp. 49  IOC members and family members attended the meeting.

Commodore Spencer welcomed all to the 2012 IOC annual meeting and thanked everyone for attending. The IOC Board was introduced and the stage was set for an open meeting. Ted Lemieux was introduced as the club sergeant of arms.

A motion was made to dispense with the reading of the annual minutes from 2011. Motion seconded and approved.

Secretary’s Report:

• Membership is full again. Regular members at 201, total members at 214.
• Waiting list is at 45, there could be a 10+ year waiting period.
• 7 taken off waiting list to fill two vacancies.
• Please call the secretary if you need anything.
• A large discussion was held on placing the minutes and annual financial on the website due to a member requesting this information. After a discussion about Roberts Rules and state law, a motion was made to place the board minutes and annual financials on the club website for a three month trial, seconded, and approved by a 46-3 vote.
• The Ipswich Bay Yacht Club has been networking with the IOC to have the two clubs work together.

The secretary’s report was approved as submitted.

Treasurer’s Report:

• The annual financial statement was read along with comments from the treasurer.
• Three dates for reporting income are key- Calendar, taxes, and fiscal.
• We expect to have a $14K-$15K balance year end.
• Two questions were on how the ramp wash and MBYCA fees were documented-answered.
• Dwight Thompson was recognized for his efforts and doing a great job.

The treasurer’s report was approved as submitted.

Vice Commodore’s Report:

• The status of the property is very good.
• New aluminum uprights on the floats have been installed-one already hit and broken.
• Porta-potti is in.

The Vice Commodore’s Report was approved as submitted.

Acknowledgements:

• The entire membership was thanked for making the club meeting.
• The IOC Board was thanked for all their efforts and dedication.
• The IPD for their attendance and comments.
• The cooking staff for their huge help.
• Wanda Levy Scott for the IOC clothing.
• Rick Tucker for coordinating the tide charts.

Nomination Committee (read by Mike Bennett):

• Directors nominated for a new three year term: Perry Paone, Rick Tucker, and Dave Morin.
• Officers nominated for 1 year terms: Donald Clapp, Commodore; Joseph Wright, Vice Commodore; Dwight Thompson, Treasurer; David Morin, Secretary.
• No other nominations were made.
• The secretary cast one vote for the slate, seconded, and all were approved by a 48-0 vote.

By-Law Proposed Changes:

• Liz Lombard proposed a by-law change to Section V. The proposed by-law change would read:

Section V.  Violation of Club Rules and Regulations:  Any complaints submitted by members concerning Board or Club member actions considered injurious to the well being of the Club, member (s), boaters in Ipswich and adjacent waterways, Club Bylaws, rules or standards, will be submitted to the Board of Directors. The Board of Directors will then proceed with a confidential and non biased investigation on the substance and merits of the complaint, making every effort to obtain a responsible resolution. Resolution may include up to termination of the member’s membership, rights, and privileges with a 2/3 majority vote of the board of directors.

The board shall be guided by Roberts Rules of Order Newly Revised, Article XX, Section 61, Disciplinary Procedures to ensure a fair and equitable hearing and conclusion with appropriate disciplinary action or acquittal.

Any Board of Directors member (s) originating or associated with the complaint (s) may recuse themselves from a role in a disciplinary process. Outside individuals and/or members may be called upon by the board to participate in complaints or disciplinary proceedings and/ or provide non-biased review, opinion and recommendations on Board.

A motion was made to adopt the proposed amendment with changing the 2/3 majority vote to majority and seconded-opened for discussion. An amendment was presented from member John McGrath that read:

Disciplinary action by the board of directors maybe appealed by a signed petition of not less than 12 active members in good standing. Upon appeal the action must be referred to a special meeting of the membership. A two-thirds vote of the members present and voting at the special meeting will be required to set aside the action of the board of directors.

A motion was made to vote in the new by law change with amendments, seconded and approved by a 40-0 vote.

Another amendment was moved  to replace the word “may” to “shall”, seconded, and approved by a 44-0 vote.

Another amendment was moved to reference Roberts Rules Chapter 20 for disciplinary actions, seconded, and approved by a 39-0 vote.

Motion made to accept new by law change with all amendments, seconded, and approved by a 39-0 vote.

• Gary Champion began to present his by law proposed amendments. A long discussion and debate ensued with members speaking in against and in favor of the proposed amendments. State laws, Roberts Rules, and attorney intervention were all discussed.
• A motion was made to have the by laws committee look into the by laws for the next annual meeting with advice from a legal source on the by laws, seconded, and approved by a 47-1 vote.
• A long discussion was held on including members into the by law committee discussions. Roberts Rules were quoted stating only committee members are allowed at committee meetings unless invited and the IOC Commodore according to the bylaws is the only one to appoint committees. A motion was made by the membership to recommend John McGrath, David Warner, and Gary Champion to be included in the by-law committee and seconded. There were many arguments given both in favor and against Gary Champion being on the by-law committee. A motion was made to move the question, seconded, and approved by a 30-0 vote. The vote for the original motion passed by a 35-0 vote.

Motion was made and seconded to adjourn the meeting at 3:10pm. Motion seconded and approved.

Attest: David Morin, Secretary

Rusty Spencer, Commodore