Seattle SAKE Dragon Boat Club Annual Meeting

SEATTLE SAKE
DRAGON BOAT CLUB
ANNUAL MEETING
Sunset Hill Community
Center, Seattle, WA
2013-03-04 | 7:00 pm
AGENDA
7:00
7:05
7:15
7:25
7:35
7:50
8:11
8:13
8:30
Welcome
Review 2012
Goals for 2013
Equipment
Finance
Marketing+Membership
Closing Remarks
Q&A
Cleanup
2
CLUB SAKE BOARD
DIRECTORS 2013
Lesley Blyth
President
[email protected]
Danny Chow
President Elect
[email protected]
Dina Stark
Secretary
[email protected]
<OPEN>
Equipment Manager
[email protected]
Michelle Locke Hemby
Communications Manager
[email protected]
Rick Renaud
Treasurer
[email protected]
Jessica Chiang
Membership/PR Manager
[email protected]
even-year
odd-year
3
CLUB SAKE BOARD
NON-VOTING MEMBERS
Thank you!
Koichi Kitazumi
Safety Officer
[email protected]
Mark Schubert Jr
Equipment Manager
Gordon Hom
Merchandise Manager
[email protected]
Tavo Arzola
Communications Manager
appointed
outgoing
4
BIG THANK YOU
TO ALL WHO HELPED OUT AT CLUB SAKE EVENTS
 Bette B.
 Diane J.
 Judy W.
 Loraine H.
 Sanzen Y.
 Betty W.
 Dina S.
 Jules H.
 Mary C.
 Steve Y.
 Bev W.
 Doug C.
 Karen S.
 Michelle H.
 Susan I.
 Bill T.
 Edwin T.
 Karyn O.
 Michelle L. H.
 Suzi D.
 Chana L.
 Hai T.
 Kathleen S.
 MJ S.
 Tim R.
 Cheri R.
 Ilana T.
 Keiko Y.
 Nancy K.
 Wendy C.
 Cindy T.
 Jean M.
 Koichi K.
 Olwen B.
 Will S.
 Clyde I.
 Jean V.
 Kotaro T.
 Pam S. M.
 Zheng W.
 Collin H.
 Jessica C.
 Lak K.
 Patricia C.
 & many more…
 Dave M.
 Joan P.
 Laura B.
 Peyton G.
 Debbie R.
 Juan L.
 Linda I.
 Rick R.
 Denise J.
 Judy L.
 Lisa B.
 Russ M.
5
2012
CLUB EVENTS
Club SAKE’s footprints
across Seattle
New Year’s
Challenge
Intramural
Annual
Meeting
Seattle
Dragon Boat
Festival
Groupon
Promotion
Windermere
Kent
Cornucopia
Host of
Wasabi
Sausage Pull
Club Picnic
6
2012
BY THE NUMBERS
61
Absolute
Starbucks
SAKE
44
36
47
Hot
SAKE
Habu
SAKE
Survivor
SAKE
91 24
M
24
Team
Spitfire
SAKE
24
Team
Spitfire
SAKE Jr.
159
Jr.
0 mi
Intramural
Farthest Race
1256 mi
San Diego
Mon
Tue
Wed
Vintage
SAKE
?
New
Members
W
Closest Race
37
Most
SAKE
teams
Kent Cornucopia
Thu
Fri
Sat
7
Sun
MISSION STATEMENT
ENRICH OUR COMMUNITY
 Club SAKE Goals





Support amateur dragon boat athletes for training and competition
Create a sustainable dragon boating Club in the Seattle area
Promote the physical , social, and emotional benefits of dragon boating
Provide safe training, advocacy, and opportunities for paddling enthusiasts
Build relationships with the community and other paddling Clubs
Examples
Charity
Walk
 Expand our “community” to include Seattle neighborhoods and
paddling organizations in the region
 Transcend team boundaries
 Become the steward of the community
 Drive of positive changes
 Send in your ideas to [email protected]
Street Fair
Lake
Cleanup
8
2013
IN THE WORKS
 Lock in a long-range financial plan
 Revise the safety manual and tiller training guide
 Intro to dragon boat sessions
 Refresh the website
 Club Picnic
 Dock Improvements & Maintenance
 Electronic payment and waiver
9
EQUIPMENT
Dina Stark
Secretary
10
EQUIPMENT MANAGER
OPEN POSITION
New Job Description An
administrative position
 Publish the practice schedule
 Coordinate Adopt-A-Dragon
a light-weight program to keep
the boats clean by all the teams
 Supported by Hai and Mark
Mark Schubert Jr
Vintage SAKE
Hai Tran
Hot SAKE
11
EQUIPMENT MANAGER
PRACTICE SCHEDULE
 Practice Time
Mon
Tue
Wed
Thu
Weekday
6:30p8:30p
6:30p8:30p
6:30p8:30p
6:30p8:30p
Team
Sat
8:00a8:30a
8:30a9:00a
9:00a9:30a
9:30a10:00a
10:00a10:30a
10:30a11:00a
11:00a11:30a
Habu
Habu
TSS Jr.
Vin
TSS
Abs
Abs
Sur
Sur
Hot
Hot
 BuKs return to the Lake Washington
 March 9: Koichi, Michelle Heinrichs, Hot and TSS, Samay
 Team Captains
Send in your race dates to [email protected] for BuKs scheduling
12
FINANCE
Rick Renaud
Treasurer
13
FINANCE
2012 REVENUES
Member Dues
18,614.00
Boat Rental
584.31
Donations
250.00
Interest
Unclassified Revenue
Total Revenues
10.05
0.00
19,458.36
Boat Rental
Interest
Donations
Member Dues
14
FINANCE
2012 EXPENSES
Moorage
5,481.54
Boat Supplies
3,394.82
Boat Repairs
2,401.96
Insurance
2,049.00
Storage Leased Facilities
1,278.00
Food
1,205.74
Mileage
588.30
PDBA Fees
300.00
Web Service
189.90
Mailbox
65.00
Government Fees
40.00
Postage
18.19
Unclassified Expenses
Total Expenses
2,296.18
Unclassified
Expenses
Moorage
Mileage
Food
Storage Leased
Facilities
Insurance
Boat Supplies
Boat Repairs
19,308.63
15
FINANCE
2012 OVERVIEW
Beginning Balance
39,767.39
Total Revenues
19,458.36
Total Expenses
19,308.63
Ending Balance
39,917.12
NET
+$149.73
Donation
-$3,500
Financial Trends
 Reduced revenue from donations.
 $4,000/yr (2008-2010)
 $250 in 2012
 Revenue from membership dues remains consistent
 Some reductions in revenue from merchandise sales and fundraisers
 Operating expenses have remained generally consistent
16
FINANCE
Dave M.
Team Spitfire SAKE
BUDGET COMMITTEE REPORT
Rick R.
Team Spitfire SAKE
Charter, Mission and Purpose
Doug C.
Team Spitfire SAKE
1. Evaluate the Club’s existing fleet, boat
maintenance strategies, the Club’s
projected fleet needs and develop a
fleet management plan.
2. Evaluate the club historical budget, and
prepare a financial plan to support the
proposed fleet management along with
the projected operating budget.
Corinne S.
Habu SAKE
Jean V.
Survivor SAKE
Bea W.
Absolute Starbuck SAKE
Michelle L. H.
Hot SAKE
17
FINANCE
BUDGET COMMITTEE REPORT
Tasks
1. Identify the need size and type (of boat) to support Club’s
functions and projected membership.
2. Evaluate the Club’s budget to address significant fleet and
equipment needs.
3. Evaluate the condition of the existing boats, evaluate replacement
alternatives, including the need for current replacements, needed
maintenance on the existing boats, level of maintenance strategies,
and boat replacement schedule.
4. Recommend future financial plan to support the Club’s projected
budget and fleet.
18
FINANCE
BUDGET COMMITTEE REPORT
Fleet Recommendations
1. Reduce the fleet size to six boats
 Maximum demand of 8 practices on Saturday morning
2. Develop a fleet mix of 3-BuK or Kahluas and 3-6/16s
 High demand for BuKs – used in more races
 Balanced fleet for race preparation and Lake Washington choppy conditions
3. Begin program of major maintenance and boat replacement
 Major maintenance on the two BuKs in 2013
 Replacement of the 6/16 boats beginning in 2015
19
FINANCE
BOAT MAINTENANCE PROJECTION
Operational
Deficit
Starting in
2017
50000
40000
30000
w/ $2000 donation
20000
Add
Revenue
$5000/yr
10000
0
2012
e.g. 250pp @ $20/yr
Proposed
Boat Repair
and
Replacement
2013
2014
2015
2016
2017
2018
2019
2020
2021
-10000
-20000
-30000
-40000
Ops
Add
R+R
Balance
20
FINANCE
BOAT INVENTORY
 Recommended Replacement/Maintenance Schedule
Date of
Restoration
Recommended
Replacement Year
Recommended
Major
Maintenance Year
Type
Production
Year
“6/16”
2001
2016
“6/16”
2002
2017
“6/16”
1995
2010
“6/16”
2003
2018
“6/16”
2006
2021
BUK
2002
2008
2020
2013
BUK
2002
2008
2020
2013
21
FINANCE
ASSUMPTIONS USED IN FINANCIAL ANALYSIS
1. No significant change in the Club membership
2. Conservative revenue based on historical revenues
(e.g. $2000 donation income per year)
3. Inflation was estimated on expenses only at 2.5% each year (2012
base year)
4. New dragon boats cost is $14,000 including tax and transportation
5. The recommended 5 yr major maintenance is conservatively
estimated at $4,500 for each boat based on estimates from local
boat shops
6. Negligible value and revenue potential in selling the Clubs current
used boats
22
FINANCE
PROJECTED CASH FLOW
With Increased Revenue of $4,900/yr
2012
2013
2014
2015
2016
2017
2018
2019
2020
Total Revenues
19,458
22,508
27,407
27,408
27,406
27,404
27,402
27,400
27,400
Boat Expenses
-11,938
-15,260
-15,642
-16,033
-16,433
-16,844
-17,265
-17,697
-18,139
-14,000
-14,000
-14,000
New boat purchase
Boat Restoration
Operating Expenses
Total Expenses
Annual Cash Flow
Total Remaining Cash Assets
-28,000
-9,000
-7,369
-6,425
-6,586
-6,750
-6,919
-7,092
-7,269
-7,451
-7,637
-19,308
-29,685
-21,202
-35,732
-36,275
-36,832
-23,403
-23,988
-52,588
151
-7,177
6,204
-8,324
-8,869
-9,428
3,999
3,412
-25,188
39,917
32,740
38,945
30,620
21,751
12,323
16,322
19,734
-5,454
23
MARKETING + MEMBERSHIP
Jessica Chiang
PR/Membership
Michelle Locke Hemby
Communication
24
MARKETING+MEMBERSHIP
GROUPON 2012
 Thanks to efforts of volunteer coaches,
paddlers, and tillers!!!
The MOST SUCCESSFUL recruiting initiative
to date!
Wendy C.
Vintage SAKE
Ilana T.
Habu SAKE
Tim R.
Absolute Starbucks SAKE
Rick R.
Team Spitfire SAKE
Bill T.
Habu SAKE
Koichi K.
Absolute Starbucks SAKE
New paddlers tried the sport
New members
Russ M.
Habu SAKE
25
MARKETING+MEMBERSHIP
GOALS
 Increase membership by +20 for the club by the end of
the season
 STRATEGY
 Increase the visibility of the club through marketing
promotions and collateral
 Increase the accessibility of the sport for new paddlers
 Create recruiting programs and incentives
26
MARKETING+MEMBERSHIP
NEW INITIATIVES
 Programs with same curriculum as 2012 GroupOn
program with GroupOn and other deal sites (Gold Star,
Amazon Local Deals)
 First Sunday Monthly beginner paddle
 Incentive recruiting program
 Increasing signage to Leschi and nearby neighborhoods
 Placement of ads on search engines, Facebook ads,
local new paper community events
27
MARKETING+MEMBERSHIP
WEBSITE PREVIEW
 Updated to new format
 Visible from your home computer, tablet or smartphone
 Be a resource for members
 waivers
 safety information
 calendar of events
 "Meet the Member" profiles
 A recruiting tool
 General information about dragon boating
 Profiles of the different teams
 Practice times
28
MARKETING + MEMBERSHIP
VOLUNTEERS
 In order to grow the club we need your help!
Coach
Extra Paddler to
fill the Boat
Tiller
Posting Signs
around the
Neighborhood
Coordinate
Scheduling of
Volunteers
Photographer
for Events
Design
Sandwich Boards
Build
Sandwich Boards
 Please sign up if you are interested in volunteering!
[email protected]
29
SAFETY
Koichi Kitazumi
Safety Officer
30
SAFETY
MANUAL CHANGES
Bruce H.
Hot SAKE
Chuck L.
Vintage SAKE
Ben H.
Habu SAKE
Jan A.
Hot SAKE
Thank you to all the Safety Committee members
who participated in the 6 hour working meeting to
split and update the safety manual
Jules H.
Survivor SAKE
Changes to the Safety Manual
Karen S.
Survivor SAKE
1. All references to tiller training broken out to
separate manual
2. Tiller specific guidelines will be kept in Safety
Manual and enhanced in a Steersperson safety
manual for 2014
3. Quick guide at front of manual – to offer quick
answers to frequently asked questions
4. In Case of Emergency page added
Karyn O.
Survivor SAKE
Keiko Y.
Survivor SAKE
Peyton G.
Team Spitfire SAKE
5. Manual follows quick guide and provides further
information
31
ODDS AND ENDS
Contact Gordon [email protected]
 Grey Owls Paddles
 April 30th Baseball Night
Contact Michelle [email protected]
 Seeking content for next newsletter
32
Q&A
33
< Back
APPENDIX
MEMBERSHIP FEES OF WEST COAST DB ORG
full
year
partial
year
partial
"post"
date
Club Sake
90
50
1-Jul
Tacoma
100
Seattle Flying Dragons
100
50
1-Sep
Kent
125
Bridge City (PDX)
200
Stumptown (PDX)
288
DragonMax (Berkeley)
100
Los Angeles Racing
Dragons (LARD)
150
North Puget Sound
75
Dieselfish
280
other
notes
60
Team Survivor discount/full time students and seniors
100
discount for second family member
20
$20 for college students, $0 for under 18
includes registration for events on team calendar
includes CDBA membership, 3 CDBA races and race munchies - CDBA
teams; DRagon Warriors, SF Blazing Dragons, Dragon Healers, High
School teams (7+), Dieselfish, Sant Cruz, San Jose Spartans, Marshall, Phoenix, Ripple
CDBA
120
general membership as listed on their website - non team specific
mystery team
(Wasabi)
250
no discounts, includes use of heated facilities including showers and free
parking
34