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Executive Meeting Royal Hamilton Yacht Club Saturday, November 14th, 2009 Minutes 
Attendees: John Fahy (Pres), Bent Voetmann (Act. V. Pres), Andrew Sensicle ( Sec/Tres), Brian Thomson (Chief Handicapper), Bob Porter (Asst. Chief Hand), Adam Farkas (Asst. Chief Hand), Diana Riley (Exec. Asst) 1) The meeting was called to order at 9:00 am 2) Motion to accept minutes from April 4th, 2009 meeting. M/S Bob/Brian. Carried 3) Items for review from last meeting: a) DMS Development list.
Diana Riley presented a list of upgrades needed for the current DMS program. A discussion followed regarding additional Future DMS enhancements including 1. Moving the database to a server. Year by year our database is growing, not only by the number of certificates but also the boat and racing history. We have now issued a total of 5480 certificates. The size of the database is beginning to slow the calculations and response time of DMS. 2. Transition DMS to work from a server. This would permit the use of DMS from anywhere, not just Diana’s office. 3. Creation of on-line certificate processing. This would avoid the duplicate or triplicate entering of information and streamline the process. 4. Make an Optimum Q calculator available on-line or as part of DMS. Handicappers need to know the optimum Q for their fleet or their individual divisions. * 5. Create an on-line scoring program. This would be offered to member clubs and would give us direct access to race data and enable control of non-certificate racers. This is already being offered by the RYA for the Portsmouth Yardstick in the UK. 6. Create a facility to compare different fleets to arrive at a calculated "Fleet Moss factor". We have talked about before but at present it is a very awkward and clumsy process. Calculated ASPs are all relative to the club and there is no way to allow for the quality of sailing at different clubs. This will help to refine the analysis program. * * would be for internal use only Recommend move DMS project 4 to 5 (Bob P) Friendly amendment: 5\6 noted “for internal use only” Adam F. Motion to approve development list as stands with Bob’s recommendation and friendly amendment by Adam. M/S Brian/Andrew. C 4) Executive Slate Review for 2010 – all returning for another year.
All executive members have indicated that they are willing to stand for another year.
5) Training and Education Seminars a) AGM (Jan 9) – Suggested to have Steve Corona review the AK factor change.
b) Spring Training (March 27) – no leads or suggestions
Suggested that we give a list of topics out at the AGM (list given out with voting)– Adam Suggest presentation or panel discussion with following topics: 1. Q.Factor and on-line scoring full presentation information seminar. John Fahy 2. Ways we (clubs/phrf) can encourage racing at clubs. Make it exciting. Bob 3. Comparison of PHRF-LO vs IRC results. Bob 4. Golf scoring at the club level. Bent 5. Q. Factor compression. Adam. 6. Modified boats not reported. Bent. Adam- notice about repercussion for not reporting, giving deadline for reporting. 6) Financial Review and Budget Proposal a) 2009 Financial Review (attached) Motion to accept financial review as written. M/S Bob/Brian. Carried
b) 2010 Budget Proposal (attached). Motion to accept budget proposal as written. M/S Bob/Brian. Carried.
c) Self Promotion through sponsorship
Donations to EYC & LYRA.
Note: LYRA will be held in Lake Erie this year. Motion that if we are approached by LYRA for sponsorship, that we send a letter declining our support for this year since it will not be on Lake Ontario. Our constituents will be happy to support LYRA again when it returns to Lake Ontario in 2011. M/S Bob/Brian. Carried
d) Executive Assistant Remuneration – 10% increase. M/S Bob/John carried.
Also, adjust budget to add for training new person in DMS. $10,000
7) New Business a) Executive Succession – need to set up a system for replacing an Executive member – John Fahy
No discussion.
b) By law revision request by Golden Horseshoe District – Diana Riley per GHPRF In order to become a member of the PHRF-LO Executive, it is required that the candidate is: a. A member of the National Authority of their Country b. A member of a Yacht Club in good standing with PHRF-LO c. Must own a sailboat and have a Valid PHRF-LO Certificate d. Must have served as a Club Handicapper for at least 5 years, or have served at least 2 years as a Member of Central Council.
Notes from discussion:
2 people would be pulled off the Executive immediately. Should be presented at the AGM but not supported. We will need to review of Roberts Rules of Order to confirm how By-law revisions are made, since there is no reference in our Handicappers Manual. John Fahy will review the RRO and report to Executive for review prior to the AGM. c) Large regattas certificates – Need to address how to handle the huge workload required establishing new classes. TORW had to set almost 50 new handicaps for the LO 300
Notes from discussion:
Key west – has web site to apply for certificate.. Adam: we need to set deadline for submitting. Bob. Provide the language to race organizers. Motion: Task Central Council with the job to contact race organizers we need to co-ordinate something. M/S John/Bob. Carried d) Certificate Disclaimer – is a certificate valid if not signed?
Motion to amend manual to include “unless the certificate is signed, it is invalid”.
Andrew will write modification to be presented at the AGM.
M/S Bob/Adam. Carried e) Electronic Analysis vs Binders
should we discontinue producing the binders in favor of electronic reports?
To be discussed at the AGM.
f) Q-update – Andrew Sensicle report attached. g) Requests that PHRF-LO send a letter to CORK requesting the trophy be transferred to hosting club of the regatta. Brian will formulate a letter.
8) Next Meeting: Tentatively Scheduled November 20, 2010, 9:00 am, RHYC
9) Meeting was adjourned at 11:16 am.
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Meetings 
