Organizational Changes Explained: Meetings

Every 12 months the members of Bayshore elect at least three new directors to replace three who are either term limited or chose not to run for re-election. With each new board comes not only a new point of view, but a different approach as to how the business of Bayshore should be conducted. President of the Board, Gary Cummins, who is charged with the duty and responsibility to run meetings, has chosen to set a different standard than what members may be used to by conducting Bayshore board meetings in line with Robert’s Rules of Order. The board understands that members may be confused or upset with these changes and that explanations are needed.


What’s the difference between a Board Meeting and Member Meeting?
A Board of Directors meeting is a regularly scheduled meeting of the 9 elected directors. The frequency, time and location of these meetings are set forth in our governing documents. The purpose of these meetings is for directors to conduct the business of the corporation. Bayshore is not only where we live and play, it is a business that requires management and oversight just like Nike or Columbia Sportswear. We have members and guests to serve, employees to protect and nurture, laws and regulations to follow.

When the board convenes to conduct the business of the corporation, the general membership is not a participant in the discussion of topics or motions unless the President chooses otherwise. Oregon law stipulates that board meetings be “open” meetings and the board welcomes the membership to attend the proceedings. As a general rule, however, the audience will only be given time at the end of the meeting to address the board. This also comes at the discretion of the President.
A Member meeting or Annual Meeting is required by law to be conducted annually. Bayshore’s annual meeting is held in May, when we hold our election of directors. At this meeting the members of Bayshore have the opportunity to go “on the record” to the board and to fellow members about any topic or issue relating to the corporation. This meeting is YOUR opportunity to let your voice be heard and again, the board encourages your attendance and participation.

Once a year is indeed a long time, so our governing documents give the member, the President and the board options. As a member, you can request to be formally placed on an upcoming meeting agenda [see BBC Policy & Procedure below]. You should also consider talking with your division director as he/she may be able to provide assistance or direction for you. The President or a majority of the board has the option to call “Special Members Meetings” for the purpose of addressing the members on matters of great importance. A special meeting may be informational or may include a special vote. In this setting, members have the floor to participate, ask questions, and offer opinions. Members may also have a special meeting called with 10% of the membership making a request.


Running better BOARD meetings?
An oft heard complaint: board meetings go on and on and on… why should it take 4 hours to accomplish Bayshore business and have many items unresolved?
During the last session directors asked the same question and so with the input from the entire board, Division 7 Director Linda Wagner set out on a mission to understand where the cracks were and to come up with solutions.

The goal is to give every director ample time to prepare for meetings. Previously, materials were only available two or three days ahead of the meeting. The agenda listed topics, but rarely was there any kind of supporting information for the director. In June, the board approved a guideline to help all directors, officers and committee chairs assist one another in this effort.

Our Corporate Secretary, Jim Harlan, and Board Secretary, Sandie Eckerson, start the ball rolling about 3 – 4 weeks ahead of a scheduled meeting to build the upcoming agenda. Along the way, all directors are contacted so that we have 8 more sets of eyes reviewing this work in progress to avoid omissions. As the agenda comes together, all special projects reports and reports from committee chairs to be made orally are required to be provided in written form. If all goes according to plan, Jim will be able to distribute the agenda and supporting documents 1 – 2 weeks ahead of the meeting. This gives every director ample time to do their own research, or to make calls to directors or chairs if questions need answers. Directors will have a better understanding of the topic or issue before him/her and discussions should not “wander off” as they have in the past wasting valuable time and energy.

No one can say for sure whether these efforts will bring the desired results…but the board is willing to try in order to better serve our members.

Who changed the seating arrangement?
At the July meeting, the tables were arranged so that directors faced each other. This is a common configuration for meetings so that directors and officers can better communicate with one another. An informal poll of directors showed approval of this change, but it turns out the audience wasn’t as pleased. Your board is sensitive to the disapproval expressed, but again point out that the meeting is not a members meeting. It has been suggested that we find a compromise and President Cummins has agreed to poll the directors as to their preference. Regardless of the final outcome, the board intended no disrespect to the members at the July meeting.


[Bayshore Beach Club Policy and Procedures, Page B-6: Regular Board of Directors Meetings, paragraph 2. “All board meetings are open to the membership, and members may request to be on the agenda and address the board by notifying the office at least 14 days before the meeting. Lengths of presentations may be limited by the board to allow time for all regular business to be conducted in the time allotted for the meeting. The board may decide to defer in-depth discussion of issues brought up by members. The issue is re-scheduled for a future meeting with scheduling consideration being given to the topic’s priority and immediacy, time needed to prepare for discussion, and length of time required to adequately address the issue”.]


Your Communications Committee is Larry Dahlke, Linda Wagner and Bob Mowrer. They can be reached through the Bayshore business office at baybeach@peak.org