Annual General Meeting

Saturday, January 14, 2006

Lake Shore Yacht Club

Minutes

Attendees: Colin Alston (Pres), Brian Thomson (V.Pres), Andrew Sensicle (Sec/Tres), Ian McKimmie (Chief Handicapper), Glenn Freeman (Asst. Chief Handicapper), Bob Porter (Asst. Chief Handicapper), Bruce Rand (EYC), Brian Veale (GHPRF), Hank Stuart (RDPRF), Andrews Hooker (SSYRA), Bill Pittman (TORE), John Crawley (TORW), plus 24 handicappers and 3 guests.

1.       The meeting was called to order at 10:05 am

2.       Motion to accept of Minutes from January 29,2005 AGM. M/S Bruce Rand/Andy Hooker

3.       REPORTS

3.1.       Reports from executive:

Colin Alston ( President ) – reported that the Executive have been working on long range objectives. Some of which are outlined on our web site under “Moving Forward”. These objectives will include networking with other PHRF regions, through further communication and representation at the US PHRF regional meetings. Tightening of the process for issuing new handicaps has also been addressed. The new DMS (data management system) will also allow for changes in the analysis of race results through the possibility of calibrating a boats result between club and regatta racing. A review of our current District allocation is also being presented and feedback on the proposal is essential.

Brian Thomson (Vice Pres.) – reported several projects that he is working on. These include gathering of One Design class dimensions for inclusion into the manual. A review of single boats in the analysis. District re-distribution (as handed out). New role as Education Officer to ensure continued yearly educational sessions at the AGM and Information Seminars in the spring.

Andrew Sensicle (Sec/Tres) – reported that there was higher income and expenses incurred for 2005, which will be reviewed in more detail during the financial review.

Ian McKimmie (Chief Handicapper) – appreciation was extended to Ian Shearer (author) for all the work he has done on the new analysis program. Many long-standing items are still being looked at like a US Sailing appeal that was halted about 1 ½ years ago. In 2005 work on the asymmetrical and symmetrical sails was completed. In 2006 we will be focused on the changes to our sail size maximums (spinnaker to 180% and Jib to 155%) and the increase in all handicaps by +6 to better align our handicaps with those in other PHRF regions. As a compliment to these 2 changes, attendance by 3 members of Central Council at US Sailing PHRF meeting in March 2006 will be beneficial in obtaining information on how other PHRF regions are doing things. Streamlining of our appeals process was also addressed and is in the bylaw changes being presented today. For 2007 we will see a full rewrite of the bylaws.

Glenn Freeman (Asst Chief) – introduced himself and reviewed his observations of the activities of Central Council over the past year, including the education program, Handicapper’s manual, appeals, the new DMS program, US Phrf relations, the PHRF-LO forum, ongoing projects and conflicts. Motion was requested to accept his report and attachments (not distributed). M/S Glenn Freeman/Bill Crandall. Carried.

Bob Porter (Asst Chief) – full report was distributed. His report included an overview of the revised Jib and Spinnaker Maximums, +6 sec adjustment to all SP, revised criteria for handicap review, education program now available on CD rom, strengthening of the Initial Handicap process and race results submissions. He also reviewed several issues that Central Council will be considering over the next year.

3.2.       Reports from the District Chiefs:

Bruce Rand (Eastern) – reported that his district comprises of unique clubs and geographic area making holding meetings difficult. They are working on some unresolved issues, like the Niagara 30 modified.         

Brian Veale (Golden Horseshoe) – reported everything seems smooth at this time. They rated a few new boats and they are still working on some unresolved issues, like the Catalina 320.

Hank Stuart (Rochester) – thanked all handicappers who attended this and district meetings. Reported that several meeting were held and minutes have been sent to the PHRF-LO office.

Andrews Hooker (South Shore) – reported his district rated 2 new boats, had issues with 2 boats and that they are trying to enforce handicap certificates for all racers.

Bill Pittman (Toronto East) – reported holding 1 meeting in which 2 boats were rated and a full review of all boat showed no issues.

John Crawley (Toronto West) – reported holding 2 meetings in which 7 new boats were rated, 2 appeals where brought to Central Council, one was upheld and one denied.

4.       Nominations/Election of Officers – Nominations from the floor where requested for each position and elected as follows:
Chief Handicapper: Ian McKimmie was nominated by Bruce Rand, seconded by Andrews Hooker. Carried
Asst. Chief Handicapper( 2 positions): Brian Thomson was nominated by Bruce Rand, seconded by Andrews Hooker. Carried.
Bob Porter was nominated by John Crawley, seconded by Andrews Hooker. Carried.
President: Colin Alston was nominated by John Crawley, seconded by Andrews Hooker. Carried
Vice President: John Fahy was nominated by Bob Porter, seconded by Hank Stuart. Carried
Sec/Treasurer: Andrew Sensicle was nominated by Ian McKimmie, seconded by Andrews Hooker. Carried

5.       Business:

5.1.       2005 Financial Review – attached – Andrew Sensicle reported an increase in income due to GIC interest and an increase in expenses mainly due to salaries. Motion to accept review as presented. M/S Bruce/Andrews. Carried

5.2.       2006 Budget Proposal & Membership fee review  – (attached) – Andrew Sensicle reported an increase in the US club fee for 2006 with hopes to reduce or eliminate them over the next few years. Review of Pay in Advance renewals and discontinuation of “Opt out” option as only 1 club is now using this option. Further funding towards the continuation of updating programming. Also an increase in the travel fund to allow some Central Council members to attend the US Sailing meeting.

       Questions:
Q. Will the travel amount be enough to cover 3 people attending?

A. One member already attends (John Crawley) and the other 2 originally designated to represent PHRF-LO (Ian and Bob) have arrangements that will probably not cost PHRF-LO any expense at all or a minimum amount.

Q. What is the insurance amount for?

A. This is for Directors Insurance

Motion to accept the 2006 budget as proposed. M/S Bill Crandall/Andrews Hooker. Carried.

5.3.       Bylaw Changes: Items as presented (attached)

                 Section 4.2 – Officers - Additional statement

Section 10 – Appeal Procedure - re-write to include discussed changes as follows:

-          If an appeal is against another boat or class of boat, that the owner(s) be notified that their handicap is being appealed.

-          change all response time from 5 to 10 days.

-          Modify club handicappers responsibility to acknowledge receipt of appeal within 5 day and “respond and comment” to appellant on his/her appeal within 10 days

-          Change all appellants copy requirements from 15 to 10 copies

Motion to accept amended Bylaw changes as per discussion. M/S Bruce Rand/Andrews Hooker. Carried

5.4.       Member Review and acceptance

NEW – Georgian Yacht Club, Owen Sound

REINSTATE – none

DROP –       Reef Boat Club, Meaford
Motion to accept new club. M/S Bill Crandall/Andrews Hooker. Carried

6.       NEW BUSINESS

6.1.       Increase in handicaps for all classes +6 for FS and NFS
Motion to move that the discussion and research be moved to a committee consisting of 1 Assistant Chief Handicapper, 2 District Chief Handicappers and 2 club handicappers. Glenn Freeman
Friendly amendments:
1. with the proviso that all members be from different Clubs. M/S George Thomson/Glenn Freeman
2. for reporting to Central Council in the fall of 2006. Motion: Glenn Freeman.
Show of hands Vote: 23 for, 17 against. Motion carried.           
      

6.2.       New PHRF DMS (data management system) program review: Ian Shearer
A history and demo of the new program was done.

6.3.       Web Based Certificate Proposal- Diana Riley (attached) – quick overview of reasons for this. No questions or concerns from floor.

6.4.       District re-distribution – Colin Alston/Brian Thomson (attached) – request for feedback on this proposal.

6.5.        National PHRF body initiative – Bill Visser (CYA) extended his vision of establishing a National body in Canada. This would be to promote offshore racing and try to establish some consistency nationally to enhance understanding between organizations. This may also be helpful for some areas that are struggling with appeals.

7.       Next Meeting: January 13, 2007, 10:00 am– John Crawley volunteered Port Credit Yacht Club for the 2007 AGM. Glenn Freeman volunteered Bronte Harbor as a back up to that.

8.       Motion to adjourn at 2:10 p.m. M/S Bruce/Andy. Carried

9.       Training / Information Seminar

*Rating analysis differentials between club and regatta results.

*Wind and speed relationships and velocity prediction

*VPP: traditional v. sports boats and SA/Displ ratios

*Post production modifications and their effect on performance