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Bayshore Board of Directors Minutes |
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Bayshore Board of Directors Minutes |
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Bayshore Home | Bayshore Board of Directors Bayshore Beach Club, Inc. Un-approved In Attendance: Absent: Sandie Eckerson, Secretary-Treasurer President Cummins called the meeting to order at 1 PM. President Cummins remarked that the clean-up went well. He wanted to thank all the members who volunteered with the effort. He especially wanted to thank Michael Schlosser for the equipment and gas used to do the heavy work. The entrance to Bayshore looks much nicer. President Cummins introduced a member, Vivian Mills. President Cummins read a letter of resignation from Kempton Hewitt, director of Division 5. Dear Mr. President, Please accept my resignation as Director of the Bayshore Homeowners’ Association. I was not aware that meeting dates were not set with joint negotiation: accordingly, virtually every stated meeting date has fallen on a day when I have a long-standing commitment, other non-negotiable obligations or travel plans that had been agreed to before I was elected. It is a grave disappointment to me that I have not been able to fulfill my obligation to be present at most board meetings. I have other voluntary responsibilities (including CASA and teaching and other professional obligations) which are very satisfying to me and contribute to our community, but allow greater flexibility of schedule. The Board has my best wished in creating a positive climate and policies. Finally, allow me, as a homeowner, to thank you, Gary, and the hardworking Board members for all the good you do without payment and often without thanks. The welfare of all property-and homeowners in Bayshore is largely dependent on your success. Respectfully, Kempton Hewitt
President Cummins announced he would be out of town until after the holidays. Vice-President Dahlke would be in charge of the meetings during the absence. He was not sure of the procedure for naming a temporary supervisor for the employees since it was not addressed in the Policies and Procedures Manual.
MSP Jim Harlan made a motion to designate the President of the Corporation as primary supervisor for all paid employees of Bayshore. The President may delegate his supervisory duties from time to time to another member of the BOD upon written notice to the BOD and to the affected employees. Upon adoption of the motion the Policies and Procedures will be amended to reflect that the President or his delegate shall be the supervisor for all paid employees. Neil Hare seconded. Discussion included concern that the Physical Assets Committee was set up to supervise the Facilities Managers, the supervisor being able to sign time sheets in a timely manner, one person supervising all employees. The motion carried unanimously. President Cummins asked if the Board was interested in designating a closing time for the meetings. It was decided that the directors would try to finish meetings between 3:30 and 4 PM or hold over unfinished business to the next meeting. He then asked the Board about the President being the liaison between the Board and the attorney. This was decided to be an agenda item for the November meeting. President Cummins gave thank yous to Diana Pinto for her generous donation to the corporation of $170.00 for pool costs and to Twila Coakley for her donations of a colander and a brush cutter. Monthly Meetings Don Butler listed his reasons for recommending monthly meetings instead of the scheduled six meetings per year. His reasons: too much time between Board meetings, more meetings should mean shorter meetings, reduce the number of “special” meetings fro greater transparency to the members, members could be better attuned to Board actions due to knowing when each meeting was to held, less reoccurring issues to the Board. He said this item would have to be voted on by the membership for the By-Law change. Jim Harlan stated the By-Laws can be changed by Board action or an amendment by the members. The Board would need an approved motion in order to go to the members. MSF Jim Harlan made a motion to prepare and send out for approval of the members an amendment to the By-Laws to set monthly meetings. Don Butler seconded. The motion failed by unanimous consent. M Don Butler made a motion to scheduled special meetings for December 19, 2009 and February 20, 2010 as a trial run. This motion failed for lack of second. Clubhouse Repair Update Michael Schlosser reported the Physical Assets Committee had sent out four (4) bid sheets. The bids included removing existing shakes and checking for dry rot. Three (3) bids were returned, two (2) were combined-Mark Hall Construction and Tim Martin Construction for a bid of $11,300-and Jay Morris Construction at $10,800. Both of these bids were for “worst case scenarios”. Time and materials to rebuild the entire wall was at a fixed rate: $8,000 and $3,000 fluctuation. We anticipate another $500.00 for a plumber to repair the washer drain to have it drain into the main line and also to have the ground moved away from the building and install drainage there. MS Neil Hare made a motion to approve an amount not to exceed $13,000.00 to carry on this work and award the bid to the Mark Hall Construction team. Michael Schlosser is to be the overseer of the project. Jim Harlan is to review the contract wording before signing. The Finance Committee is to be included in the contractual process. Jim Harlan seconded. Discussion involved where the money was to come from, when would the work begin, would Jesse be working with these men to help keep costs down.
Amended MSP Neil Hare amended his motion to include wordage for the funding to come from the reserve account. Larry Dahlke seconded. The motion carried unanimously. Interpretive Resolution From Vial/Fotheringham Linda Wagner made a motion that the Board of Directors authorize no more than five hundred ($500.) for the law firm of Vial Fotheringham to prepare an interpretive resolution to assist the Planning Committee in the enforcement of the Covenant Article II, 4 Trees, Shrubbery & Plantings. Michael Schlosser seconded.
Linda explained that Vial Fotheringham is a law firm that specializes in legal matters involving Home Owner Associations (HOA). They offer free training courses that have been attended by several of our Directors. V/F has developed a tool called an interpretive resolution that HOAs can use to interpret and enforce their covenants. V/F has indicated that they could develop this instrument in a few days once they receive our documents and that the cost would be under five hundred ($500.) The Planning Committee would like to have V/F prepare an interpretive resolution for the Bayshore Covenant on Trees, Shrubbery & Plantings, as stated in the motion above. Discussion was that this is a tool for the Planning Committee to use. It sets out steps that each party is to take to try to reach a resolution. This would make that resolution much more defensible should the issue reach the courts. The motion carried unanimously. Jim Harlan was asked and he agreed to head up the gathering of the data that Vial/Fotheringham will need to make this Interpretive Resolution for the Board.
Collections Program Linda Wagner asked that this topic be held over to the November Board meeting.
New Construction Guideline Amendment Larry Dahlke made the following motion: Mr. President and my fellow Bayshore Board Members, with respect for our members and their property values request and move for an amendment to our Guidelines for Determination that will require all new construction regardless of height be obligated to the feedback from all members within 300’ of ANY new construction or remodeling of a home’s exterior. This would include new paint colors, new roof colors, new deck plans but does not include replacement with the same materials or same color choices previously used. The $100.00 fee to offset expenses is required. Linda Wagner seconded.
Larry Dahlke said the financial impact of the motion I propose should be approximately a wash as the $100 fee to enable a mail polling of member's properties within 300' of a construction or renovation project should cover our expenses for employee time and materials. The real gain for Bayshore is the possible elimination of bad feelings surrounding most building projects. The gain for the Planning Committee is another tool for guiding; as well as giving weight to their decisions. Discussion involved that fact that the fee is currently $150.00 for a height variance so would this mean a tier payment schedule, the added time taken to approve remodeling, painting or adding new decks would be prohibitive as well as the cost to the member could make a simple project too costly, the added time the Planning Committee would have to put in and the fear of retribution of an unfriendly neighbor. Yea vote: Nay vote: Membership time MSP Jim Harlan made a motion to allow membership time. Don Butler seconded. The motion carried unanimously. President Cummins apologized to Norman Fernandes for the mix-up which kept Mr. Fernandes off the September agenda. Norman Fernandes asked the Board where we were at with the lighting rebate that was awarded. After some discussion as to where this project was; it was decided that Neil Hare would do some checking and get back to Norman.
MSP Larry Dahlke made the motion for the Bayshore Beach Club, Inc. to pay the $7,500.00 invoice from the Seal Rock Fire Department for the tsunami siren to be paid from the general funds. Jim Harlan seconded. Yea vote: Abstain:
MSP Larry Dahlke made the motion for an executive session. Neil Hare seconded. The motion carried unanimously. The Board went into executive session at 3:20PM 3:25 PM Board returned from executive session. MSP Larry Dahlke made the motion for each of the employees to receive a Christmas bonus of one hundred dollars ($100.00) to be paid from the general fund and paid with the December 14th paycheck. Neil Hare seconded. The motion carried unanimously.
Minutes by Sandie Eckerson-Secretary-Treasurer
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