2009 Long Range Plan - Sarasota Sailing Squadron

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Sarasota Sailing Squadron Long Range Plan
2009-2010
What we are:
The Sarasota Sailing Squadron is a not-for-proJit sailing organization open to anyone
interested in the sport of sailing. It is an organization established for the purpose of
promoting all aspects of sailing and, toward that end, the Squadron provides facilities
for storage and launching of boats of various siles, as well as for educutionql and
social activities related to sailing.
Our Purpose:
The purpose of the Squadron shall be to encourage the sport of sailing, to promote the
science of seamanship and navigation, to sponsor cruises, races and instruction classes for
adults and children, and to foster a spirit of good fellowship, courtesy and sportsmanship;
to provide entertainment and refreshments for members and their guests.
In order to support out mission the Long Range Plan is established to guide the Board and
management on decisions effecting current issues as well as the future of the club. Thus
we establish the following main critical items, noting that. . ...
Docks, the sesshore, und boats always have an intrinsic danger in them, as a Squadron
our utmost duty is to minimize these dangers for the safety of the members, visitors,
and guests.
1. Preserve the squadron, its facilities and activities
2, Maintain current facilities
3. Maximize usage of facilities to promote purpose
4. Improve facilities to expand ability to fulfill purpose
5. Maintain volunteer nature of club and keep costs as low as possible, as
6.
7.
increased costs naturally eliminates some users.
In all that we do promote good stewardship of the environment
Promote the club and sailing to the public, locally, nationally, and
8.
internationally.
Preserve the low key atmosphere and history of the club
Brief History: The club was started in the 1930's as a youth sailing organization. In
1947 the Squadron itself was incorporated with the intent to support the youth program
and also to encourage adult sailing.
Since then, through the hard work of volunteers and the monies generated by club
operations, the squadron had grown, in members, type and quality of facility and the
number of events we supporl. In order to continue to fulfill our mission to promote and
encourage the sport of sailing and the science of seamanship the club needs to continue to
find ways to increase the utilization of facilities in place as well as seek additional
facilities. In this light this LONG RANGE PLAN is our guide to fulfill our mission.
l. Preservation of the Squadron
facilities and activities
The board and management must be vigilant to preserve the Squadron and activities that
generations have built an entrusted to the current members to maintain
Our facilities our most importance asset, the location and ability to house and launch
sailboats are absolutely critical to the squadron's ability to fulfill its stated purpose.
2. Maintain Current Facilities
Without our facilities we cannot accomplish our stated mission. Thus we need to use our
limited resources to maintain what we have and ensure we can continually maintain these
facilities prior to expanding.
3. Maximize usage of facilities
The clubs mission is to promote the sport of sailing and the science of seamanship. To
date we have accomplished this mission, in the future we need to expand to reach even
more people. The city and world have grown so too must our club. The mission is
important and it is our duty to use our resources to maximize the fulfillment of the
mission
4. Improve facilities to expand abilify to
fulfill purpose
To date we are filling up our storage facilities and the YSP, which we whole-heartedly
support, continues to grow and expand requiring more donations of our limited space.
The club needs to address methods to expand and improve our facilities to be better able
to complete our stated mission.
5.
Maintenance of Volunteerism
We need to continue to encourage if not demand that the club membership volunteer to
maintain and improve the facilities. This must be maintained in order to minimize the
cost to sail and thus promoting sailing to as large a group of people as possible. This also
promotes a feeling of belonging and "ownership" of the club and the pride and actions
that these feelings bring.
6. In all that we do promote good stewardship of the environment
Sailing by its nature requires a keener understanding of the environment than many
sports. Sailors understand that being mindful of the effects we impose on the
environment can be either positive or negative. This club wishes to promote and explore
methods and practices that protect the native environment.
7. Promote the club and sailing to the public
The club must promote itself to the public to allow those in the community to learn of the
accessibility of sailing to all Sarasota residents. One of our charter goals is to promote
the art and science of sailing, we must be active in the community teaching the benefits
of sailing and the importance of the club in fulfilling this mission.
Work to promote the squadron as a sailing Destination - a club that makes sailors from
all over the world excited to say they visited or plan to visit
8.
Maintain the low key historical atmosphere of the club
This club has a long and cherished history. It was built and run mostly by volunteers who
donated time, supplies, money and their talent. It is these many club members who built
maintained and passed on the clubs cherished relaxed low-key atmosphere in which to
enjoy the sport of sailing. Future members must preserve this unique feeling of the club
and pass it on to future generations.
This club is very special as it encompasses sailors of all ages, from infants sailing in car
seats with their folks to sailors with 8 decades of experience. It also encompasses all
types of sailboats from prams to 40+ ft keelboats, and also multi-hull boats and
windsurfers.
Specific Recommendations and Approximate time frame
2009-2010
Specific items -
Land
lease
I year time frame
with cify of Sarasota
Thus a topmost priority for the near future is the renegotiation of the land lease with the
city of Sarasota. It is also critical to have a long lease to allow future improvements to
the facility that would allow increased participation in sailing.
Mooring Field - submerged land lease with the state of Florida.
The mooring field is a vital and critical part of the Squadron's mission. The mooring
field "houses" the fleet of larger boats, mostly keel boats but also some multi-hull boats.
These boats are a vital link to many in learning to sail.
Maintenance of Docks
Replace main dock in spring of 2010. Recommend using funds from current savings and
replace funds in current and future budgets.
Securify
Continue evaluation of the current state of the squadron's security and lighting systems.
Review new camera technology and plan and changes as budgets allow.
Hoist
Due to the number of members who rely on this equipment and the requirement to remain
safe we recommend the club continue to monitor the repair and maintance of the current
hoist in addition to budgeting for replacement.
Parking Lot
The parking lot boundary wall of plants and pilings were removed and planters were built
in 2008. This was done to increase parking as well as develop a flow through lane. The
flow through lane, it was hoped, would reduce traffic immediately in front of the smali
boat storage and the main clubhouse. The flow through lane has not been maintained
since the flowerpots were destroyed shortly after their installation. Review the changes
made to the parking lot and assess the traffic flow and parking improvement.
Recommend any changes necessary.
General maintenance of Stonehouse shower facility
The lighting in the woman's showers is inadequate both in each stall as well as incorrect
lighting over the sinks. The ventilation system needs to be addressed. The floor and
walls for both sides were repainted in Aug 2008 but additional hooks and shelves are still
needed. The counter tops and faucets are in need of replacement. The building is also
not suitable for showering during the winter months due to lack of any heating. Review
for additional improvements and make improvements as financial conditions and
volunteers allow.
On going items
-
no time frame
Financial Diseipline: In order to maintain the facilities our club already enjoys we need
to set aside money each year for major capital repairs. The club needs to operate within
its means and set aside funds each year for future expenses and repairs.
In the area specific to the maintance of the physical facilities it is estimated the club
should be setting aside approximately $40,000 per year to be used for major capital
repairs. See estimate calculation at the end of this repot.
More boat storage: The club's main source of revenue is from active boat storage fees.
The ability to store boats is also a primary reason for new members to join. Our current
rules require all boats must be actively sailed or they must be removed from the club. As
we have grown the club is now nearly full in each of the storage areas.
Thus the clubs revenue is topping out without an increase in fees. Many members only
wish to join if they can bring their own boat to the club. Additional storage for all types
of boats will directly improve the club ability to fulfill its mission.
Encourage multi-owner and multi-user boats
This will help fulfill our mission, increase our membership as well as increase boat and
facility usage.
Family Friendly Facilities and Activities
Families are the lifeblood of any club. Adult sailors can sail more and introduce young
children to sailing more readily if the club provides a family friendly atmosphere that not
only allows but also encourages the entire family to spend time at the club. This is true
both for our members but also for families that attend events at the club both sailing
events as well as private functions.
Accessibility for all
Boats, docks, and beaches are not always accessible to people with limited mobility. It is
the intention of the club to whenever possible to make the facility as accessible as we can
for our members, guests and visitors.
Specific longer term items 2-5 year time frame
Dock Repair
Decking is warping and pulling up from the stringers. The stringers are also split under
the planking due to nailing/screwing decking on multiple occasions. Begin planning a
scheduled replacement for each dock including setting aside required funding.
Develop ability to hold multiple events simultaneously
We often are limited in the use of the club as we only have locations for a one main event
at a time. The ability to hold a second smaller event such as a lecture or meeting would
greatly expand the usability of the all the club's facilities
Clubhouse Restrooms
The clubhouse restrooms, in spite of the improved cleaning schedule, are unappealing to
members and guests. The floor tile is inappropriate as it is very difficult to keep clean.
When finances are avarlable a suitable replacement should be sought and installed.
Landscaping
Please note that the Pine trees around the club are nearing the end of their lifespan. The
management has had to have limbs and trees removed as they become unsafe. Before all
of the trees die or fall down we need to begin to replant so the new tree have some time to
mature and provide shade around the club.
Items Reviewed during 2009 and considered completed
or no longer a priority for 2010
Electric power on docks
The GFI outlets on both the wave fence and the main dock are tripping often, as the
wiring to them is inadequate for the power load applied. An electrician with experience
working around docks should be consulted to evaluate current wiring. Upgrades to the
wiring and outlets should be investigated and budgeted. Action - Club volunteers
diagramed wiring and made two independent circuits to plug into. Quotes to upgrade
service were soughtfrom 3 electricians, only one respondedwith a quote of
approximately $30,000. The main reason is the need to rerun cable from the main power
shed out to thefence. See reference section.for quote andwiring diagram
Sea
Wall beautification / Work Area
The view of the squadron looking into the squadron from boats off of New Pass is
tenible. This is the only impression of the club that many visitors and residents of
Sarasota will get of the club. The rusting trailers, the open view of the work area, and the
miscellaneous rigging located along the seawall all are not visually appealing. We
should look into moving items around as to hide some of our dirty laundry, as it is
necessary to assist in improving our image in the community. Action: General cleanup
of work area and hoist area. Boats and trailers relocated away from seawall.
Continuing list of Recommendations for consideration and discussion
Air-conditioned meeting room for 100+ people.
We currently do not have any facility to hold alarge number of sailors during the hot
summer months. Training classes are limited to size and time of year. An additional
large meeting room would enable the club to expand its mission year round as well as
expand its training programs with the ability to house larger events. This would also help
the club attract larger national level sailing regattas that require multiple rooms for
organizing large regattas. We also do not have a place to hold private protest meetings
during aregatta. Begin outlining building requirements. Action taken: Initial planning
committee would need to be formed to define the requirements. No further action taken
as it was determined that maintenance requirements on our current facilities needs to be
address
first.
Work to promote the squadron as a sailing Destination
Create and promote a club that makes sailors from all over the world excited to say they
visited or plan to visit
Adult sailing lessons: The club only offers very limited sailing instruction for adults.
The most notable is the Red Cross and a number of members who offer private lessons.
(Please see appendix for additional information) A committee should be established to
discuss and to work out details. See appendix for a proposed plan drafted by Stu Gilfurd.
Shared boat usage: Only 1 in 8 members join without a boat. Finding programs to
encourage shared use of sailboats and possibly club boats available for members to use
would allow increased usage of the club, increased membership without requiring as
much boat storage as a one boat per member allows.
Boat Use Verification: Design plan to veriS boats are being used as often as required by
our rules and bylaws. Management continues to address this issue
Fireboat located on premises - look into having new lease with city allow club to "sublease" to the local fire department to have them locate their fireboat on our property (must
be addressed and included in new lease)
Oryanizational Issues: Implement an annual review system for current and future boards
to review the performance of the manager and staff. Develop standard procedures to for
club operation the benefit of future boards to monitor various aspects of the squadron.
Design, and implement procedures for typical squadron operations. Board and
management continue to address this issue
Formalize our relationship with the subgroups, YSP being the largest. Define Area for
YSP and other groups
Begin planning for build new meeting room for Classes, Lectures, and Parties
In this design also look into facilities for grounds caretaker apartment. The criterion for
this building needs to be discussed and then formalized.
Expand playground area with a nautical themed play set with room for 15-20 children:
Action Taken: A custom built nautical themed expanded play area was generally well
supported by members. Unfortunately not enough members with the time and skill
necessary to implement this taskvolunteers to assist. Review infuture.
Squadron powerboats: look into the usage of boats and decide of the current fleet meets
our needs and make plan for replacement as appropriate
National regattas: Review the requirements of hosting large national level regattas and
build required improvements and personal training into future club activities.
Add 220volt outlet in the work area
- Action taken:
members indicated this is
unnecessary
Always be open and also to seek out partnerships with other groups, businesses and
individuals to find mutually beneficial and creative methods to solve problems and
improve our club
General trimming and trash removal:
The perimeter of the club grounds is overgrown and
ground around the Stonehouse is also full ofjunk.
full of old masts and trash. The
Increased security - outboard motors as well as cash from the bar and safe have been
taken in the last year. As the club holds more events and more members use the club and
sail in the evening closing the club becomes more of an issue. Methods and procedures
to secure the clubhouse as well as the grounds need to be investigated. Many sailing
organizations have an overnight watchman to protect the boats and also assist sailors
arriving at the club after normal hours. This may require the new lease to allow for this.
Allowing and encouraging formal member watch groups might be of value. Action
taken: Management continues to modifu and improve security procedures.
Review location and usage of current storage facilities. Verify that the current location
for storage items still makes sense. Recommend specific recommendations.
Look into food improvement options - non-kitchen based: The food offering at the
squadron is an ongoing issue. One important item is providing lunches for the children
and adults during the summer YSP camps. It has also the club's intention to keep the
food as inexpensive as possible. The kitchen is a members' use kitchen and we would
like it to stay available primarily for members' use.
Construct financial plan for ongoing maintenance of current facilities
Grow membership and influence in the community based on our stated objective and
mission
Review feasibility of off-site storage for lesser used boats and trailers
:t'
Do we need to require boats be used more than 6 times ayear?
Is it an advantage to have addition classes of membership? Out of state, second club
discount, no boat fee reduction
Is website suffrcient? Action: Website redone in 2008, reviewed in summer 2009
r e c ommendati ons forthc oming
Replacement Reserve Requ i rements
9/18/2009
Estimates For of replacement cosfs and useful life for lnitial Budgeting Purposes Only
Year Built /
Docks
Major Repair
Remaining Life
Wave Fence
1987t2005
10
Main Dock
B Dock
YSP Area Dock
1965 I ??
'1983/1996
0
I 989
Hoist
Annual Reserve
Est Replacement
Cost*
Requirements*
6
6
$89,000
$'110,000**
$38,000
$36,000
$6,333
$6,000
3
$25,000
$8,333
65
20
$8,462
$1,500
$2,000
$2,000
$667
$1,200
$2,500
$8,900
$o
Buildings
Club House
Stone House
Pavilion
Small Boat Storage (one)
Small Boat Storage (two)
Wave Fence Pavilion (Binnacle)
B.B.Q. Pavilion
Boats
Just a guess for planning purposes:
Big Ben, Mako, Pontoon, Wailer
2001
??
20
I 995
15
I 995
25
$550,000
$103,000
$75,000
$40,000
$40,000
$10,000
$30,000
10
$25,000
988
1 998
1
'1991
50
20
Other Capital lmprovements
* This
assumes 0% inflation and 0% interest earned on savings
**Assumes Replacement in 2010
$5,1 50
0
0
Total
$53,045
Please note that we have some reserve fund monies already saved for these types of projects thus it is not
necessary to set aside the full $53,000 that this spreadsheet implies