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Annual Membership Meeting (Offsite)

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Saturday 04 November 2017, 09:00am - 11:00am
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Volunteers are needed to "meet and greet" members at the door, as registrars for both Voting and Non-Voting Members, and to distribute voting and proxy cards.

please sign up here

Notice of Annual Membership Meeting


Eastport Yacht Club
Meeting Date: Saturday, November 4, 2017
Location: Annapolis Maritime Museum
723 Second Street, Annapolis MD 21403
Time: Registration starts at 0730, meeting starts at 0900

The Annual Membership Meeting of the Eastport Yacht Club will be held on Saturday, November 4, 2017, in accordance with Article X, Section 1 of the Club’s Bylaws.

EYC is your club and it is important that you attend our annual meeting to elect your Executive Board, and to better understand the club’s financials and activities that pave the road to the future. We must have a minimum of 20% of Voting Members (120 or more) in attendance to establish quorum for voting.

If you are unable to attend the meeting, you may temporarily assign your rights to your spouse or another Voting Member by completing the Proxy Statement enclosed with this meeting package. A Voting Member may only carry one Proxy. See Bylaws Article X, Section 5, Proxies, for details.

Members should make their own arrangements for parking and transportation to the meeting location. Please allow enough time for parking and registration so that the meeting can start on time. It is extremely important that the meeting start and end on time as we are facing a hard stop at 1100 as we are a guest at the Maritime Museum and they must open to the public at 1100. Voting Members will register to receive their voting cards, and then register any Proxy Statements separately to ensure the integrity of voting.

It is anticipated that the meeting will last approximately 90 minutes. Please remember that Members may not bring alcohol into the meeting room. The clubhouse will be closed during the meeting, and will re-open after the meeting, all Members are invited back to the clubhouse to enjoy a beverage and celebrate our club. If you bring your voting card with you it may be exchanged for a free beverage at the bar.

The Meeting Notice Package will be sent via email (if you opted in for email at eastportyc.org/greensheets) or via mail and will include:

  • Letter from the Commodore
  • Notice of Meeting, including Order of Business and Meeting Procedures
  • 2016 Annual Meeting Minutes (to be approved at this meeting)
  • Reports of Officers and Committees
  • Nominating Committee Report with Proposed Slate of Officers for 2018
  • Proxy Statement
Order of Business:

  • Call to order (presence of quorum: 20% of Voting Members = 120 Members)
  • Approval of minutes of previous annual meeting*
  • Letters and other communications
  • Reports of Officers*
  • Treasurer’s Report – Club Financials
  • Other Officers’ Reports*
  • Reports of Committees*
  • A2B Presentation
  • Bylaws*
  • Nominating Committee Report* with Proposed Slate for Executive Board
  • Vote on Slate of Nominees
  • Unfinished business
  • New business
  • Adjournment
*These items are included in the Meeting Notice package for review prior to the meeting.

Meeting Procedures:

Governing Rules: The Annual Membership Meeting will be conducted in accordance with the Bylaws of Eastport Yacht Club, Ltd. Per Article XIII, Parliamentary Authority, rules contained in the current edition of Robert’s Rules of Order, Newly Revised, shall govern in all cases to which they are applicable and in which they are not inconsistent with the Bylaws.

Parliamentarian: The Commodore has appointed Mark Murphy as Parliamentarian, who will be present at the meeting to interpret these rules as needed. The Role of the Parliamentarian is:

  • Assist with clarification and interpretation of rules and procedures before the meeting
  • Assist the chairperson in the conduct of the meeting, providing help and guidance
  • Clarify the processes in the consideration of motions and bylaw amendments
The Presiding Officer can consult with the Parliamentarian when not certain on how to rule on a question or proceed in the circumstances

Presiding Officer: Commodore Heather Ersts will serve as the Presiding Officer at the meeting, unless she delegates this authority. The Role of the Presiding Officer is to:

  • Introduce business in proper order
  • Recognize speakers
  • Determine if a motion is in order
  • Keep discussion germane to the pending motion
  • Maintain order
  • Put motions to a vote and announce results

Addressing the Membership: All Members may speak at the meeting. Anyone wishing to address the Membership shall first be recognized by the Presiding Officer, and shall state his or her name and membership number. All speakers shall comply with any limits on debate, including time limits and number of speeches.

Respectfully submitted by:
Mark Jones
Keeper of the Log


Can't attend the meeting in person? Assign your proxy to a fellow member or spouse. Fill out a proxy form and get it to your designee before the meeting date.

annual meeting proxy form

  Volunteers are needed to "meet and greet" members at the door, as registrars for both Voting and Non-Voting Members, and to distribute voting and proxy cards.

please sign up here

Location Annapolis Maritime Museum, 723 Second Street, Eastport